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Home My WebLink About2012.10.16_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY RECEIVED TYPE OF MEETING: Regular OCT 1 22012 DATE: October 16, 2012 City Clerks Office TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting and agenda filed in the office of the City Clerk and posted at City Hall at 6:00 p.m. on Friday, October 12, 2012, Sherry Bishop, fity Clerk I►_W:101ion-A Call to Order Chairman Doug Bonebrake 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non -debatable. A. Approval of the Minutes of the October 2, 2012 Regular Meeting and the October 9, 2012 Special Meeting Attachment # 3-A B. Approval of Claims Attachment # 3-B C. Acknowledge receipt of the monthly budget status report Attachment # 3-C 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Report from OPGA Manager 6. Report from OPGA Attorney 7. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 8. Adjournment OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, October 2, 2012 The Owasso Public Golf Authority met in regular session on Tuesday, October 2, 2012 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 p.m. on September 28, 2012. ITEM 1 CALL TO ORDER Chairman Bonebrake called the meeting to order at 8:52 p.m. ITEM 2 ROLL CALL PRESENT ABSENT Doug Bonebrake, Chairman None Chris Kelley, Vice Chairman Jeri Moberly, Trustee Patrick Ross, Trustee Charlie Brown, Trustee A quorum was declared present STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ITEM 3 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the September 11, 2012 Special Meeting and the September 18, 2012 Regular Meeting B. Approval of Claims Ms. Moberly moved, seconded by Mr. Brown, to approve the Consent Agenda with claims totaling $9,243.91. Also included for review were the payroll payment reports for 09/22/2012. YEA: Kelley, Brown, Ross, Moberly, Bonebrake NAY: None Motion carried 5-0 ITEM 4 CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA No action required ITEM 5 REPORT FROM OPGA MANAGER No report ITEM 6 REPORT FROM OPGA ATTORNEY No report Owasso Public Golf Authority October 2, 2012 ITEM 7 NEW BUSINESS None ITEM 8 ADJOURNMENT Ms. Moberly moved, seconded by Dr. Kelley, to adjourn the meeting. YEA: Ross, Kelley, Brown, Moberly, Bonebrake NAY: None Motion carried 5-0 and the meeting was adjourned at 8:53 p.m. Ashley Hickman, Minute Clerk 2 Doug Bonebrake, Chairman OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT SPECIAL MEETING Tuesday, October 9, 2012 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a special meeting on Tuesday, October 9, 2012 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 PM on Friday, October 5, 2012, and per the Addendum to the agenda filed in the Office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Monday, October 8, 2012. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:01 p.m. PRESENT ABSENT Doug Bonebrake, Mayor/Chairman Chris Kelley, Vice Mayor/Vice Chairman Jeri Moberly, Councilor/Trustee Patrick Ross, Councilor/Trustee Charlie Brown Councilor/Trustee A quorum was declared present Items numbered 2 through 4 were deferred for executive session. ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PERSONEL MATTERS RELATING TO THE OFFICE OF THE CITY MANAGER, SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307(B) (1) The City Council will meet in executive session with Greenwood Performance to discuss the annual evaluation of the City Manager. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING CONFIDENTIAL COMMUNICATIONS BETWEEN THE CITY OF OWASSO AND ITS ATTORNEY, RELATING TO LITIGATION STYLED ADAMS v. CITY OF OWASSO; SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307(B) (4) The City Council will meet in executive session with Julie Lombardi, City Attorney regarding pending litigation. Mayor Bonebrake moved, seconded by Dr. Kelley to enter executive session for the purpose of discussing personnel matters relating to the Office of the City Manger and for the purpose of discussing confidential communications between the City of Owasso and its attorney, relating to litigation styled Adams v. City of Owasso. YEA: Moberly, Brown, Ross, Kelley, Bonebrake NAY: None Motion carried 5-0 Owasso City Council/OPWA/OPGA October 9, 2012 The City Council entered executive session at 6:01 p.m. At 7:25 p.m., the City Council returned from executive session. ITEM 2: DISCUSSION RELATING TO ADMINISTRATIVE ITEMS A. Property Insurance Renewal B. Excess Workers Comp Insurance C. Vehicle Maintenance Facility RFQ Review D. Contract with Crawford and Associates Sherry Bishop presented the items and discussion was held. It was further explained that item A, Property Insurance Renewal, item B, Excess Workers Comp Insurance, and item D, contract with Crawford and Associates will be placed on the October 16 agenda for consideration and appropriate action. Item C, Vehicle Maintenance Facility RFQ Review, will be placed on the November 6 agenda for consideration and appropriate action. ITEM 3: DISCUSSION RELATING TO OPERATIONAL ITEMS A. FY 2013 Street Rehabilitation Bid Review B. Garnett Widening Project -Engineering Agreement Warren Lehr presented the items and discussion was held. It was further explained that item A, FY 2013 Street Rehabilitation Bid Review, will be placed on the October 16 agenda for consideration and appropriate action. Item B, Garnett Widening Project -Engineering Agreement, will be placed on the November 6 agenda for consideration and appropriate action. Warren Lehr presented Elm Creek RFQ Review, listed under item 4, City Manger items, item E, and discussion was held. It was further explained that this item will be placed on the November 6 agenda for consideration and appropriate action. ITEM 4: DISCUSSION RELATING TO CITY MANAGER ITEMS A. PUD Chapter Amendments B. Code Enforcement -Citation Authority C. Vision 2 Project Selection Process D. Baseball 4-Plex Bid Review E. Elm Creek RFQ Review F. Traffic Calming Program G. City Manager Report Sales Tax Report Karl Fritschen presented item A, PUD Chapter Amendments, and discussion was held regarding the comments and suggestions received from the Planning Commission, OEDA, and citizens. It was further explained that this item will be brought back to the November 6 work session for further review Karl Fritschen presented item B, Code Enforcement -Citation Authority, and discussion was held. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Warren Lehr presented item C, Vision 2 Project Selection Process, and discussion was held regarding the development of a process for prioritizing projects. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Owasso City Council/OPWA/OPGA October 9, 2012 Warren Lehr presented item D, Baseball 4-Plex Bid Review, and discussion was held. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Daniel Dearing presented item F, Traffic Calming Program, and discussion was held. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Rodney Ray presented item G, City Manager Report. Sherry Bishop presented the Sales Tax Report. ITEM 7: REPORT FROM CITY COUNCILORS No Report ITEM 8: ADJOURNMENT Ms. Moberly moved for adjournment, seconded by Mr. Brown. YEA: Kelley, Moberly, Brown, Ross, Bonebrake NAY: None Motion carried 5-0 Meeting adjourned at 10:00 p.m. Juliann M. Stevens, Deputy City Clerk Doug Bonebrake, Mayor/Chairman 3 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni OPGA JPMORGAN CHASE BANK AMAZON -FOOD 82.50 JPMORGAN CHASE BANK TAYLORMADE-MERCHANDISE 134.02 JPMORGAN CHASE BANK SYSCO-FOOD 458.77 JPMORGAN CHASE BANK FOOTJOY-MERCHANDISE 453.65 JPMORGAN CHASE BANK FOOTJOY-MERCHANDISE 426.97 JPMORGAN CHASE BANK FOOTJOY-MERCHANDISE 2,214.79 JPMORGAN CHASE BANK FOOTJOY-MERCHANDISE 362.82 JPMORGAN CHASE BANK FOOTJOY-MERCHANDISE 1,557.90 JPMORGAN CHASE BANK WALMART-FOOD 14.30 JPMORGAN CHASE BANK EXECUTIVE COFFEE -BEVERAGE 127.85 JPMORGAN CHASE BANK SYSCO-FOOD 788.20 JPMORGAN CHASE BANK SYSCO-FOOD 438.24 JPMORGAN CHASE BANK WALMART-FOOD 40.30 JPMORGAN CHASE BANK GIRT PLAINS -BEVERAGE 363.04 JPMORGAN CHASE BANK DAPHNES-MERCHANDISE 77.19 JPMORGAN CHASE BANK WALMART-FOOD 29.88 JPMORGAN CHASE BANK WALMART-FOOD 35.54 JPMORGAN CHASE BANK WALMART-FOOD 181.92 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 108.00 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 108.00 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 203.91 JPMORGAN CHASE BANK WALMART-FOOD 30.36 JPMORGAN CHASE BANK AMAZON -FOOD 50.82 BGR DAILY ACCT. REIMB PETTY CASH 1,597.70 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 627.76 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 2,238.12 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 783.96 JPMORGAN CHASE BANK TITLE IST-MERCHANDISE 1,048.25 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 938.64 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 261.32 JPMORGAN CHASE BANK BAG BOY -MERCHANDISE 891.00 JPMORGAN CHASE BANK WALMART-FOOD 109.35 TOTAL OPGA 16,785.07 GOLF SHOP JPMORGAN CHASE BANK FOOTJOY-MERCHANDISE 55.92 TOTAL GOLF SHOP 55.92 COURSE MAINT ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 39.55 JPMORGAN CHASE BANK LOCKE-CREDIT -66.24 JPMORGAN CHASE BANK OREILLY-REPAIR 83.71 JPMORGAN CHASE BANK OREILLY-REPAIR 33.26 JPMORGAN CHASE BANK PROF TURF -REPAIR PARTS 1,578.47 HOLLIDAY SAND & GRAVEL CO SAND 219.11 JPMORGAN CHASE BANK EQUIP ONE -BEARINGS 52.56 JPMORGAN CHASE BANK STD SPLY LAWN -FUEL KIT 11.95 Page 1 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni COURSE MAINT... AT&T CONSOLIDATED PHONE BILL 54.53 JPMORGAN CHASE BANK LOCKE-SINKS/CAULK 76.89 PRESTIGE FLAG & BANNER FLAGS 233.36 AMC INDUSTRIES INC VALVE PARTS 167.16 STAND-BY PERSONNEL, INC TEMP LABOR 949.28 UNIFIRST HOLDINGS LP UNIFORM SERVICE 15.85 UNIFIRST HOLDINGS LP FLOOR MATS 5.50 UNIFIRST HOLDINGS LP TOWEL SERVICE 10.21 JPMORGAN CHASE BANK LOCKE-FAUCET/PL.UMBING 102.54 JPMORGAN CHASE BANK LOCKE-FAUCET/PLMB SUPPLIE 69.28 JPMORGAN CHASE BANK WINFIELD-FERTILIZER 477.55 JPMORGAN CHASE BANK WINFIELD-FUNGICIDE/INSECT 1,324.69 JPMORGAN CHASE BANK LOWES-CONCRETE 14.20 JPMORGAN CHASE BANK WINFIELD-HERBICIDES 110.94 JPMORGAN CHASE BANK WINFIELD-FERTILIZER 171.34 JPMORGAN CHASE BANK PROF TURF -SWITCH 46.36 JPMORGAN CHASE BANK LOWES-PAPER CUPS 131.28 JPMORGAN CHASE BANK LOWES-VALVE BOX 24.51 TOTAL COURSE MAINT 5,937.84 FOOD & BEV JPMORGAN CHASE BANK SYSCO-SUPPLIES 46.18 JPMORGAN CHASE BANK SYSCO-SUPPLIES 78.20 JPMORGAN CHASE BANK WALMART-SUPPLIES 42.65 JPMORGAN CHASE BANK WALMART-SUPPLIES 39.92 JPMORGAN CHASE BANK WORDCOM-PAPER 68.00 JPMORGAN CHASE BANK LOWES-SUPPLIES 7.44 JPMORGAN CHASE BANK COCA COLA -SUPPLIES 23.00 TOTAL FOOD & BEV 305.39 GOLF ADMIN WASTE MANAGEMENT QUARRY LANDFILL REFUSE SERVICE 358.01 JPMORGAN CHASE BANK COURSETRENDS-WEB HOSTING 355.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 229.89 JPMORGAN CHASE BANK LIGHTHOUSE ELEC-PHONES 2,884.50 JPMORGAN CHASE BANK SO CENTRAL SEC -PGA MTG 150.00 AT&T CONSOLIDATED PHONE BILL 180.38 TOTAL GOLF ADMIN 4,157.78 FUND GRAND TOTAL 27,242.0 OPGA GRAND TOTAL $27,242.00 Page 2 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 10/06/12 Department Payroll Expenses Total Expenses Golf Shop Operations 2,435.54 3,696.25 Cart Operations 1,293.45 1,452.30 Golf Course Operations 9,234.35 12,664.81 Food & Beverage 4,377.25 5,347.07 General & Administration 3,184.22 4,661.72 FUND TOTAL 20,524.81 27,822.15 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2012-2013 Statement of Revenues & Expenses As of September 2012 and 2011 September 30, 2012 September 30, 2011 Month Year Percent Month Year Percent To -Date To -Date Budget of Budget To -Date To -Date Budget of Budget OPERATING REVENUES: Golf shop fees 60,516 171,904 510,000 33.71% 61,191 166,287 463,500 35.88% Merchandise sales 14,653 47,096 165,000 28.54% 13,141 43,542 185,000 23.54% COS -- merchandise (10,827) (35,972) (124,000) 29.01% (10,220) (33,007) (140,000) 23.58% Food & beverage 17,928 54,518 178,000 30.63% 13,794 56,868 185,000 30.74% COS -- food & beverage (9,145) (28,444) (87,000) 32.69% (7,419) (29,817) (72,000) 41.41 % Interest & other 1,440 5,342 18,700 28.57% 1,539 5,171 39,800 12.99% Transfer from General - - 250,000 - 3,270 3,600 TOTAL OPERATING REVENUES 74,565 910,700 23.55% 72,026 212,315 664,900 31.93% 214,444 OPERATING EXPENSES: Personal services 59,682 191,727 668,600 28.68% 62,442 202,912 635,450 31.93% Materials & supplies 7,819 44,906 110,200 40.75% 19,468 51,006 101,160 50.42% Other services 12,807 48,111 131,900 36.48% 37,108 81,973 128,290 63.90% Capital outlay - 9,180 - 10,240 24,224 - Debt service - - - - - TOTAL OPERATING EXPENSES 80,308 293,925 910,700 32.27% 129,257 360,115 864,900 41.64% NET INCOME (LOSS) (5,744) - (57,231) (147,800) (200,000) (79,481)