The Bartlesville City Council approved a three-year agreement on Feb. 20 with Arrowhead LLC to manage operations, maintenance and programming at Price and Artuna Fields.

City Manager Mike Bailey said the council’s ad hoc committee reviewed five proposals and recommended Arrowhead based on local involvement in youth sports, prior tournament experience and financial projections. “We agreed to provide maintenance and repairs of the plumbing fixtures at the two northern restrooms for all three years,” Bailey said, summarizing several contract commitments included in the final agreement.

The contract requires Arrowhead to operate recreational leagues, maintain the playing surfaces and immediate areas inside the field quads, and partner with the city on capital improvements in lieu of a rent payment. Arrowhead may use city infield groomers and will maintain irrigation systems; the city will handle larger, outlying turf areas via its right-of-way crew. Arrowhead will also have the opportunity to lease the former adult softball (Artuna) fields to the separate adult league that has run on that site.

To help Arrowhead establish operations after a late start to the season, the city agreed to a phased electric-cost subsidy reimbursed on receipt presentation: up to $20,000 in year one, $15,000 in year two and $10,000 in year three. The agreement also lists six specific repair tasks the city will complete with deadlines: repair safety netting for a quad to protect spectators, fix outfield fence caps, repair batting cage nets, correct infield lip grades (in coordination with Arrowhead’s maintenance director), construct a fence between Fields 3 and 4 to channel tournament parking and reduce gate-skipping, and develop a plan (potentially French drains and grading) to address an identified drainage area.

Chris Jones, speaking for Arrowhead LLC, said the group’s stated priority is sustaining local recreational baseball and softball before hosting tournaments. “The primary intent is to provide a thriving local recreational league,” Jones said, adding Arrowhead plans to open registration immediately and no later than the coming Monday. Jones also said Arrowhead has verbal and papered agreements to retain some personnel from the previous contractor (identified in the packet as “4 F”) to provide continuity for league operations and field maintenance.

Council members asked about the RFQ and selection process; Bailey said the city used a scoring matrix and an ad hoc committee to review submissions. The packet lists the ad hoc committee membership that reviewed proposals and negotiated the agreement.

A council member moved to approve the contract; Councilman East seconded. The council voted unanimously: Councilman Sherrick, Councilman East, Councilman Kirkpatrick, Vice Mayor Dorsey and Mayor Curd all voted aye.

The contract is effective for three years and shifts initial operating risk toward the city through the limited subsidies and city-provided maintenance for specific items while requiring Arrowhead to run recreational programming and pursue revenue through tournaments and other activities. The council said the expedited special meeting was called to allow Arrowhead to begin registration for the baseball/softball season as soon as possible.

Documents in the council packet include Arrowhead’s proposal, the final signed contract and an addendum (Exhibit B) that lists the startup assistance items and service expectations. Council members said they will review the program’s financial performance after the first year to evaluate long-term subsidy and partnership arrangements.