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Home My WebLink About2013.09.17_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE RECEIVED OWASSO PUBLIC GOLF AUTHORITY 5rr' ~ ~ 7~i3 TYPE OF MEETING: Regular DATE: September 17, 2013 City Clerk's 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, September 13, 2013. Sherry Bisho , City Clerk AGENDA Call to Order Chairman 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 September 3, 2013 Regular Meeting and the September 10, 2013 Work Session Attachment # 3-A B. Approval of Claims Attachment # 3-13 C. Receipt of the Monthly Budget Status Report Attachment # 3-C 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to approval of Resolution No. 2013-02 increasing rates and fees at Bailey Ranch Golf Course Larry Langford Attachment #5 Staff recommends approval of Resolution No. 2013-02. 6. Report from OPGA Manager A. Bailey Ranch Golf Course Monthly Status Update 7. Report from OPGA Attorney Owasso Public Golf Authority September 17, 2013 Page 2 8. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) Adjournment 0 MANAGERIAL~City Council\Agendas\OPGA \201 3\091713.doc OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, September 3, 2013 The Owasso Public Golf Authority met in regular session on Tuesday, September 3, 2013 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 August 30, 2013. ITEM 1 CALL TO ORDER Chairman Bonebrake called the meeting to order at 7:53 p.m. ITEM 2 ROLL CALL PRESENT ABSENT Doug Bonebrake, Chairman Chris Kelley, Vice Chairman Charlie Brown, Trustee Jeri Moberly, Trustee Patrick Ross, Trustee A quorum was declared present STAFF Warren Lehr, Interim 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 August 20, 2013 Regular Meeting B. Approval of Claims Mr. Brown moved, seconded by Ms. Moberly, to approve the Consent Agenda with claims totaling $13,187.77. Also included for review was the payroll payment report for 08/24/13. YEA: Ross, Moberly, Kelley, Brown, 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 CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE PURCHASE OF GOLF CARS Corey Burd presented the item. Mr. Burd reviewed the bids received and recommended the Yamaha EFI, lease/purchase of golf cars with trade-in as the best long-term value. After discussion, Mr. Ross moved, seconded by Mr. Brown, to accept a proposal from Yamaha Golf-Car Company for the lease/purchase of 74 Yamaha golf cars with annual payment of $43,147.92. Owasso Public Golf Authority YEA: Moberly, Brown, Ross, Kelley, Bonebrake NAY: None Motion carried 5-0 ITEM 6 REPORT FROM OPGA MANAGER No report ITEM 7 REPORT FROM OPGA ATTORNEY No report ITEM 8 NEW BUSINESS None ITEM 9 ADJOURNMENT Mr. Ross moved, seconded by Dr. Kelley, to adjourn the meeting. YEA: Brown, Ross, Kelley, Bonebrake, Moberly NAY: None Motion carried 5-0 and the meeting was adjourned at 8:07 p.m. September 3, 2013 Doug Bonebrake, Chairman Lisa Wilson, Minute Clerk 2 OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, September 10, 2013 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, September 10, 2013 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 p.m. on Friday, September 6, 2013. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:00 p.m. PRESENT ABSENT Doug Bonebrake, Mayor/Chairman Chris Kelley Vice Mayor/Vice Chairman Charlie Brown Councilor/Trustee Jeri Moberly, Councilor/Trustee Patrick Ross, Councilor/Trustee A quorum was declared present ITEM 2: Discussion relating to Economic Development and Contract with Retail Attractions Chelsea Levo introduced Rickey Hayes with Retail Attractions. Mr. Hayes reviewed the scope of services provided by Retail Attractions over the past year as it relates to economic development activity. ITEMS: Consideration and appropriate action relating to a request for an executive session for the purpose of discussion a proposal to entice a business to locate in the City of Owasso; such request pursuant to title 25 O.S. § 307-C10 Julie Lombardi reviewed state statutes permitting executive sessions for public bodies. Chris Kelley moved, seconded by Jeri Moberly to enter into executive session. YEA: Brown, Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 5-0. The City Council entered executive session at 6:17 p.m. At 6:50 p.m., the City Council returned to the Council Chambers and Mayor Bonebrake called for a recess. At 6:58 p.m., the regular meeting of the public body reconvened. ITEM 4: DISCUSSION RELATING TO ADMINISTRATION ITEMS A. Firefighters Pension - Budget Amendment B. FY 2013 Carryover Projects - Budget Amendment C. Special Events Ordinance Sherry Bishop presented item A and discussion was held. Linda Jones presented item B and discussion was held. It was further explained that both items will be placed on the September 17, 2013 agenda for consideration and appropriate action. Julie Lombardi presented item C and advised that an item will be included on the October worksession agenda for additional discussion. September 10, 2013 Page 2 ITEM 5: DISCUSSION RELATING TO OPERATIONAL ITEMS A. McCarty Park - Annexation B. Golf Rates and Fees Increase C. Transportation Master Plan - Engineering Agreement D. Application for Surface Transportation Program (STP) Funds for Garnett Road E. Silver Creek Detention Pond Improvements F. Sam's Infrastructure Improvements Project Update Bronce Stephenson presented item A explaining that a request to annex McCarty Park will be presented to the Council at a future meeting. Larry Langford presented item B and discussion was held. Dewayne Henderson presented items C and D and discussion was held. Roger Stevens presented items E and discussion was held. It was further explained that items B and D will be placed on the September 17, 2013 agenda for consideration and appropriate action. Under item F, Mr. Stevens provided the Council with infrastructure project costs received from the Sam's engineer and discussion was held. ITEM 6: DISCUSSION RELATING TO CITY MANAGER ITEMS A. Financial Disclosure Policy B. Citizens Wishing to Address Council C. City Manager Report • Sales Tax Report Councilor Brown commented there was no update for item A. Warren Lehr presented item B and reviewed documentation previously provided to the City Council related to processes used by other municipalities. Discussion was held. Mr. Lehr presented item C. Under his report, he announced the city would not be requesting the renewal of the contract between the City of Owasso and Heartland Consulting. He introduced Sherry Bishop who provided the sales tax report and Roger Stevens who announced the release of a consent order issued by the Oklahoma Department of Environment Quality for the Wastewater Treatment Plant, Santa Fe Pump Station, and 1 17th Lift Station. ITEM 7: REPORT FROM CITY COUNCILORS Councilor Brown asked about the status of the FOP negotiations. Mr. Lehr commented they are ongoing. ITEM 8: ADJOURNMENT Charlie Brown moved for adjournment, seconded by Jeri Moberly. YEA: Brown, Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 5-0 Meeting adjourned at 8:50 p.m. Doug Bonebrake, Mayor/Chairman Juliann Stevens, Minute Clerk Claims List 9/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amouni OPGA BGR DAILY ACCT. REIMB PETTY CASH 1,373.30 JPMORGAN CHASE BANK PING-MERCHANDISE 93.58 JPMORGAN CHASE BANK SYSCO-FOOD 516.72 JPMORGAN CHASE BANK FOOT JOY-MERCHANDISE 363.86 JPMORGAN CHASE BANK FOOT JOY-MERCHANDISE 59.32 JPMORGAN CHASE BANK AMAZON-FOOD 75.76 JPMORGAN CHASE BANK OAKLEY-MERCHAND ISE 37.50 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 82.50 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 196.73 JPMORGAN CHASE BANK GRT PLAINS-BEVERAGE ORDER 183.76 JPMORGAN CHASE BANK GRT PLAINS-BEVERAGE ORDER 189.20 JPMORGAN CHASE BANK GIRT PLAINS-BEVERAGE ORDER 871.31 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 243.04 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 194.45 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 84.70 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 69.54 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 125.91 JPMORGAN CHASE BANK SYSCO-FOOD 984.43 JPMORGAN CHASE BANK BRIGHTON-MERCHANDISE 133.32 JPMORGAN CHASE BANK TRUE LINKWEAR-MERCHANDISE 103.24 JPMORGAN CHASE BANK WALMART-FOOD 27.30 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 717.07 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 172.05 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 265.48 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 229.86 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 1,484.00 TOTAL OPGA 8,877.93 GOLF SHOP JPMORGAN CHASE BANK WORDCOM-RECEIPT PAPER 38.02 JPMORGAN CHASE BANK FOOT JOY-UNIFORMS 142.76 JPMORGAN CHASE BANK FOOT JOY-UNIFORMS 268.65 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 90.53 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 25.28 OGA, INC HANDICAP SERVICE 420.00 TOTAL GOLF SHOP 985.24 CART OPERATIONS JPMORGAN CHASE BANK ROBERTSON-TIRES 69.90 JPMORGAN CHASE BANK JUSTICE GOLF-CART REPAIRS 3,013.50 JPMORGAN CHASE BANK TEXOMA-SCORING PENCILS 266.07 TOTAL CART OPERATIONS 3,349.47 COURSE MAINT JPMORGAN CHASE BANK BWI-FERTILIZER 2,850.19 JPMORGAN CHASE BANK BWI-PESTICIDES 3,038.42 JPMORGAN CHASE BANK LUBER BROS-CLUTCH CABLE 109.49 Page 1 Claims List 9/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount COURSE MAINT... JPMORGAN CHASE BANK LOGAN LABS-SOIL TEST 50.00 JPMORGAN CHASE BANK OREILLY-GLOVES 15.99 JPMORGAN CHASE BANK OREILLY-BELT 9.43 JPMORGAN CHASE BANK OREILLY-SPARK PLUGS 7.96 JPMORGAN CHASE BANK OREILLY-HYDRAULIC FLUID 119.98 JPMORGAN CHASE BANK OREILLY-HYDRAULIC HOSE 93.41 JPMORGAN CHASE BANK SPRAYER DEPOT-PUMP CAP 31.79 JPMORGAN CHASE BANK OWASSO BATTERY-BATTERY 99.06 JPMORGAN CHASE BANK HOME DEPOT-PVC FITTING 2.26 AMC INDUSTRIES INC IRRIGATION COMPONENTS 1,013.07 HOLLIDAY SAND & GRAVEL CO SAND 238.93 TIMMONS OIL COMPANY FUEL 2,915.00 JPMORGAN CHASE BANK R&R PRODUCTS-GAUGE 202.85 JPMORGAN CHASE BANK FLUID SPECIALTIES-FITTING 50.30 VERIZON WIRELESS WIRELESS CONNECTION 32.41 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 40.75 UNIFIRST HOLDINGS LP HAND SOAP 13.00 UNIFIRST HOLDINGS LP TOWEL SERVICE 11.19 UNIFIRST HOLDINGS LP UNIFORM SERVICE 15.85 UNIFIRST HOLDINGS LP AIR FRESHENER 2.00 UNIFIRST HOLDINGS LP TOWEL SERVICE 11.19 UNIFIRST HOLDINGS LP UNIFORM SERVICE 15.85 UNIFIRST HOLDINGS LP AIR FRESHENER 2.00 JPMORGAN CHASE BANK SUPPLY HOUSE-CREDIT -50.00 JPMORGAN CHASE BANK P&K EQUIP-FUEL TANK 419.37 JPMORGAN CHASE BANK R&R PRODUCTS-BEDKN IVES 172.09 JPMORGAN CHASE BANK WINFIELD-FUNGICIDE 441.60 JPMORGAN CHASE BANK WINFIELD-FERTILIZER 17118 JPMORGAN CHASE BANK WINFIELD-FERTILIZER 259.00 JPMORGAN CHASE BANK LOWES-IRRIGATION SUPPLIES 11.42 JPMORGAN CHASE BANK RICHARDS LAWN-BELTS 348.60 TOTAL COURSE MAINT 12,765.62 FOOD & BEV JPMORGAN CHASE BANK BROOKS-CLEAN GREASE TRAP 100.00 JPMORGAN CHASE BANK WORDCOM-RECEIPT PAPER 38.03 JPMORGAN CHASE BANK SYSCO-SUPPLIES 103.30 TOTAL FOOD & BEV 241.33 GOLF ADMIN JPMORGAN CHASE BANK HOME TOWN DIR-YELLOW PAGE 354.00 JPMORGAN CHASE BANK ACUSHNET-UNIFORMS 386.85 JPMORGAN CHASE BANK MURPHY SUPPLY-SUPPLIES 415.90 JPMORGAN CHASE BANK NEIGHBOR NEWS-GLF CAR BID 45.90 JPMORGAN CHASE BANK COX-WIFI 89,95 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 247.35 JPMORGAN CHASE BANK COURSETRENDS-HOSTING 355.00 Page 2 Claims List 9/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount TOTAL GOLF ADMIN 1,894.95 FUND GRAND TOTAL 28,114.5 OPGA GRAND TOTAL $28,114.54 Page 3 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 09107113 Department Payroll Expenses Total Expenses Golf Shop Operations 1,658.10 2,846.03 Cart Operations 1,906.95 2,141.10 Golf Course Operations 8,863.13 12,281.48 Food & Beverage 5,321.33 6,690.25 General & Administration 3,232.22 4,722.26 FUND TOTAL 20,981.73 28,681.12 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2013 -2014 Statement of Revenues & Expenses As of August 2013 and 2012 OPERATING REVENUES: Golf shop fees Merchandise sales COS -- merchandise Food & beverage COS -- food & beverage Interest & other SUBTOTAL Transfer from General TOTAL OPERATING REVENUES OPERATING EXPENSES: Personal services Materials & supplies Other services Capital outlay Debt service TOTAL OPERATING EXPENSES NET INCOME (LOSS) August 31, 2013 August 31, 2012 Month Year Percent To -Date To -Date Budget of Budget 72,706 141,153 609,000 23.18% 16,168 29,968 170,000 17.63% (12,684) (20,924) (124,100) 16.86% 22,409 42,343 187,000 22.64% (13,419) (22,522) (95,000) 23.71% 1,796 3,447 18,700 18.43% 86,977 173,466 765,600 22.66% 86,977 173,466 66,807 135,196 11,224 28,092 15,370 28,389 250,000 0.00% 1,015,600 17.08% 700,500 19.30% 124,000 22.65% 191,100 14.86% 93,401 191,677 1,015,600 18.87% (6,424) (18,211) Month Year Percent To -Date To -Date Budget of Budget 47,560 111,388 510,000 21.84% 17,135 32,443 165,000 19.66% (13,203) (25,145) (124,000) 20.28% 15,145 36,590 178,000 20.56% (9,255) (19,705) (87,000) 22.65% 1,858 3,902 18,700 20.87% 59,240 139,473 660,700 21.11% 250,000 0.00% 59,240 139,473 910,700 15.31% 68,297 132,045 668,600 19.75% 19,944 35,913 110,200 32.59% 16,011 34,312 131,900 26.01% 9,180 9,180 113,432 211,450 910,700 23.22% (54,193) (71,978) V The City Wit out Limits. TO: The Honorable Chairman and Trustees Owasso Public Golf Authority FROM: Larry Langford Director of Recreation and Culture SUBJECT: Recommendation for OPGA Rate Increase DATE: September 13, 2013 BACKGROUND: Over the past three years, the Bailey Ranch Golf Club has seen an increase in golf memberships as well as rounds played. Many factors play a part in this trend but a few of the main contributors are the sustainable improvement to the course conditions, positive golfer experience with regular referrals and restructuring of the membership options. The course has maintained the current rate structure for many years and has not increased rates in the past decade. To increase profitability and maintain financial responsibility, staff is proposing an increase in membership rates and golf course fees. The proposed increase is not substantial but will assist in addressing escalating costs. Although the cost of doing business such as gas, materials and supplies has continued to rise, our rates have not increased. Furthermore, employee costs have risen with minimum wage increasing from $5.15 to $7.25. Relying heavily on part-time staff, this is a significant cost that we must address in budget preparation. Staff believes we must begin to recoup these rising cost to sustain the improving standards the course now realizes. Prior year course conditions have not merited an increase but our product and current state justify this rise in fees. This rate adjustment will also allow us to maximize the limited available rounds of golf the course can accommodate. Many members and golfers are supportive of this increase if it continues to allow staff to maintain the conditions and golf experience they currently enjoy. Although staff is aware of possible turnover due to the increase, previous changes to the membership options allow for a variety of choices to fit a diverse array of patrons. MARKET SURVEY: In preparation of the FY 2013-2014 OPGA budget, staff conducted a market survey to identify industry standards and compare surrounding golf facilities' fee structures. Rates at Bailey Ranch Golf Course are about average among all courses but rank lowest of all the comparable facilities. Staff believes we must begin to align the rates with other high end courses as highlighted in the following market survey. REGIONAL GOLF COURSE FEES MARKET SURVEY GOLF COURSE Forest Ridge Battle Creek Whitehawk Clary Fields BAILEY RANCH Page Belcher Mohawk LaFortune Heritage Hills Sand Springs 2001 2013 WEEKDAY WEEKEND WEEKDAY WEEKEND SENIOR TWILIGHT SUPER TWILIGHT $65.00 $75.00 $60.00 $70.00 $50.00 $48.00 $38.00 $43.00 $53.00 $45.00 $45.00 $30.00 $30.00 $30.00 i $38.00 1 $45.00 $33.00 $43.00 $23.00 $35.00 $27.00 $37.00 $42.00 $34.00 $39.00 $27.00 $27.00 $27.00 $35.61 $39.93 $40.00 $40.00 $21.00 $25.00 $20.00 $27.08 $30.33 $37.00 $40.00 $26.00 $31.00 $31.00 $27.08 $30.33 $32.00 $36.00 $24.00 $27.00 $27.00 $29.14 $29.14 $39.00 $42.00 $27.75 $28.25 $28.25 $28.00 $28.00 $36.00 $36.00 -7 $27.00 - $27.00 $27.00 $24.00 $27.50 $25.00 $35.00 $23.00 $29.00 $23.00 RECOMMENDATION: Staff recommends Trustee approval of Resolution 2013-02 adopting rates and fees to be charged at to Bailey Golf Course to be effective on October 1, 2013. ATTACHMENTS: A. Proposed Resolution 2013-02 B. Proposed Fee Structure OWASSO PUBLIC GOLF AUTHORITY RESOLUTION NO. 2013-02 A RESOLUTION OF THE OWASSO PUBLIC GOLF AUTHORITY ADOPTING RATES AND FEES TO BE CHARGED AT BAILEY RANCH GOLF CLUB, AND ESTABLISHING AN EFFECTIVE DATE. BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC GOLF AUTHORITY THAT: SECTION ONE: From and after the effective date as hereinafter set forth, the rates and fees charged by the Owasso Public Golf Authority at Bailey Ranch Golf Club be, and the some hereby are, established as follows, to-wit: DAILY RATES - Fees include green fee, cart fee and tax Regular $45.00 Senior $25.00 Twilight $29.00 Super Twilight $24.00 MEMBERSHIPS - Monthly fees Individual $155.00 Family $200.00 Week Day (Mon-Thur) $110.00 Seasonal (Five months) $200.00 Corporate $200.00 CART FEE - Includes tax Regular Cart Fee, one rider $14.00 EMPLOYEE - Fees include green fee, cart fee and tax Regular $25.00 Twilight $20.00 Super Twilight $15.00 SPECIALS Juniors Cart fee with paid adult Multi-Play Card Seasonal Promotions by Director approval Complementary Rounds Promotional by Director approval SECTION TWO: The rates hereby adopted shall become effective on the 1 st day of October, 2013 APPROVED AND ADOPTED this 17th day of September, 2013 by the Trustees of the Owasso Public Golf Authority Dated this 17TH day of September, 2013. Doug Bonebrake, Chairman ATTEST: Sherry Bishop, Authority Secretary Approved as to Form: Julie Lombardi, City Attorney Bailey Ranch Golf Club Proposed Fee Structure GREEN FEES EXISTING RATE INCREASE NEW RATE Regular 18 Holes $28 $2 $30 Twilight (after 3 m $15 $2 $17 Super Twilight after 5 pm) $10 $2 $12 Senior $11 $2 $13 MEMBERSHIP EXISTING RATE INCREASE NEW RATE Individual $140 $15 $155 Week Da Mon.-Thur. $110 $0 $110 Seasonal 5 months $200 $0 $200 Family $185 $15 $200 Corporate $200 $0 $200 EMPLOYEE EXISTING RATE INCREASE NEW RATE Regular 18 Holes various ! N/A $15 _ Twilight (after 3pm~ various N/A $10 .Super Twili ht after 5 m various N/A $5 Cart Fee various N/A $10 SPECIALS EXISTING RATE INCREASE NEW RATE Juniors Free w/ Adult Cart Fee Cart Fee Multi-Play Card All Year Special Dates 5X / Year Complementary Rounds Director Approval N/A Director Approval CARTS EXISTING RATE INCREASE NEW RATE Regular 18 Holes $12 $2 $14 Twilight after 3 m $10 $2 $12 Super Twilight after 5 pm) $10 $2 $12 Senior $10 $2 $12