HomeMy WebLinkAbout2010.09.21_OPGA AgendaTYPE OF MEETING: Regular
DATE: September 21, 2010
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 17, 2010,
*____
Sherry Bishop, ity Clerk
CiL1
1. 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 September 7, 2010 Regular Meeting.
Attachment # 3-A
B. Approval of Claims.
Attachment # 3-B
C. Acknowledge receipt of the monthly FY 2010-201 l monthly budget status report.
Attachment # 3-C
4. Consideration and appropriate action relating to items removed from the Consent
Agenda.
Owasso Public Golf Authority
September 21, 2010
Page 2
5. Consideration and appropriate action relating to a request for Trustee approval of
OPGA Resolution No. 2010-02, authorizing appointment of the City of Owasso as the
Owasso Public Golf Authority's agent for the identification and collection of debts
and accounts receivable, including but not limited to, unpaid fees, penalties, damages,
interest and other sums of money owed or due to the Authority.
Ms. Dempster
Attachment # 5
Staff recommends Trustee approval of OPGA Resolution No. 2010-02.
6. Report from OPGA Manager.
7. Report from OPGA Attorney.
8. New Business. (New Business is any item of business which could not have been
foreseen at the time of posting of the agenda.)
9. Adjournment.
O.IMANAGEEIAL\Agenda\OPGAV 010\092110.d..x
OWASSO PUBLIC GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Tuesday, September 7, 2010
The Owasso Public Golf Authority met in regular session on Tuesday, September 7, 2010 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 Friday, September 3, 2010.
ITEM 1. CALL TO ORDER
Chairman Bonebrake called the meeting to order at 7:17 p.m.
ITEM 2, ROLL CALL
PRESENT ABSENT
Doug Bonebrake, Chairman
Jon Sinex, Vice Chair
Steve Cataudella, Trustee
Wayne Guevara, Trustee
Bryan Stovall, 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 August 17, 2010 Regular Meeting.
B. Approval of Claims.
Mr. Cataudella moved, seconded by Mr. Guevara, to approve the OPGA Consent Agenda with
claims totaling $30,925.03. The payroll payment reports for pay period ending 08/14/10 and
08/28/10 were also included.
YEA: Guevara, Bonebrake, Cataudella, Sinex, Stovall
NAY: None
Motion carried 5-0.
ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS
REMOVED FROM THE CONSENT AGENDA
No action was required on this item.
Owasso Public Golf Authority
September 7, 2010
ITEM 5. REPORT FROM OPGA MANAGER
No report.
ITEM 6. REPORT FROM OPGA ATTORNEY
No report.
ITEM 7. NEW BUSINESS
None.
ITEM 8. ADJOURNMENT
Mr. Cataudella moved, seconded by Mr. Sinex, to adjourn the meeting.
YEA: Guevara, Bonebrake, Cataudella, Sinex, Stovall
NAY: None
Motion carried 5-0 and the meeting was adjourned at 7:18 p.m.
Kian Kamas, Minute Clerk
Doug Bonebrake, Chairman
r]
Idget Unit Title
OPGA
PERATIONS
CART OPERATIONS
E MAINT
MAINT
& BEV
Claims List
09/21 /2010
Vendor Name
CHASEBANK
CHASE BANK
CHASE BANK
CHASE BANK
CHASE
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
GAN CHASE BANK
, INC OKLAHOMA NATURAL GAS
iT HOLDINGS LP
iT HOLDINGS LP
INCORPORATED
JS OIL COMPANY
qS OIL COMPANY
SUPPLY
IY BOYCE
IRRIGATION PRODUCTS, INC
O
GAN CHASE BANK
Page 1
PRODUCTS
=S-PAPER CUPS
,NCE AUTO -SPARK PLUGS
BOYS -TIRE REPAIR
BOYS -TIRE MOUNT
=S-SHRUBS/MULCH
R BROS-MOTOR
HYDRAULICS -REPAIR
REILLYS-FILTER
)WES-IRRIGATION SUPPLIES
& K EQUIPMENT -SWITCH
2AINGER-FAN MOTOR
rEVES WHOLESALE -TOOLS
(EVES WHOLESALE -WRENCHES
�RIMO GROWTH
GREEN SAND
_ES -TURF TIRES
1L GAS USAGE
SERVICE
M SERVICE
i FERTILIZER
SUPPLIES
USE
1
15.82
55.0(
311.2E
619.7E
11
1
1
I
21.2E
48.16
28.00
57.05
Claims List
09/21 /2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amount
TOTAL FOOD 8 BEV 58.52
GOLF ADMIN
AEP/PSO
ELECTRIC USE
2,189.63
JPMORGAN CHASE BANK
COURSETRENDS-WEB HOSTING
355.00
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
286.96
JPMORGAN CHASE BANK
FOXWOOD-POSTER AD
250.00
JPMORGAN CHASE BANK
TUCKER JANTL-SUPPLIES
966.70
JPMORGAN CHASE BANK
TUCKER JANTL-SUPPLIES
1,160.56
JPMORGAN CHASE BANK
TRAINING EXPENSE
56.16
JPMORGAN CHASE BANK
HOMETOWN -YELLOW PAGES
354.00
JPMORGAN CHASE BANK
GOLFSCORING-SCOREBOARD
778.00
TOTAL GOLF ADMIN 6,397.00
FUND GRAND TOTAL 20,873.7
OPGA GRAND TOTAL $20,873.71
Page 2
Department
Golf Shop Operations
Cart Operations
Golf Course Operations
Food & Beverage
General & Administration
OWASSO PUBLIC GOLF AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 09111/10
Payroll Expenses
2,120.29
1,458.06
9,424.32
2,293.67
3,184.22
Total Expenses
3,258.94
1,664.36
13,618.32
3,004.96
4,602.13
FUND TOTAL 18,480.56 26,148.71
CITY OF OWASSO
OWASSO PUBLIC GOLF AUTHORITY
FISCAL YEAR 2009-2010
Statement of Revenues & Expenses
As of August 2010 and 2009
OPERATING REVENUES:
Golf shop fees
Merchandise sales
COS -- merchandise
Food & beverage
COS -- food & beverage
Interest & other
TOTAL OPERATING REVENUES
OPERATING EXPENSES:
Personal services
Materials & supplies
Other services
Capital outlay
Debt service
TOTAL OPERATING EXPENSES
August 31, 2010
Au ust31,2009
Month
Year
Percent
Month
Year
Percent
To -Date
To -Date
Budget
of Budget
To -Date
To -Date
Budget
of Budget
47,643
112,463
643,500
17A8%
61,705
130,338
667,000
19.54%
13,506
30,625
185,000
16.55%
16,373
39,572
185,000
21.39%
(9,194)
(22,933)
(140,000)
16.38%
(11,699)
(28,599)
(140,000)
20.43%
9,480
28,386
205,000
13.85%
18,620
38,983
205,000
19.02%
(5,679)
(14,365)
(72,000)
19.95%
(9,199)
(21,192)
(76,000)
27.88%
2,785
10,522
54,800
19,20%
5,378
5,728
33,000
17.36%
16.51%
58,541
144,698
876,300
81,177
164,830
874,000
18.86%
67,278
133,131
626,338
21.26%
70,728
141,350
619,305
22.82%
11,778
31,067
93,060
33.38%
16,858
41,195
90,060
45.74%
19,082
30,333
128,540
23.60%
18,584
32,932
132,300
24.89%
31,422
55,922
55,000
101.68%
-
4,000
4,000
100.00%
2,357
4,713
28,280
16.67%
2,338
4,676
28,335
16.50%
131,918
255,166
931,218
27.40%
108,508
224,153
874,000
25.65%
NET INCOME (LOSS) (73,377) (110,468) (54,918) (27,331) (59,324)
The City VJit lout limits.
TO: The Honorable Chair and Trustees
Owasso Public Golf Authority
FROM: Michele Dempster
Human Resource Director
SUBJECT: Resolution #2010-02
Authorizing City to act as Agent for Collection of Delinquent Debt and Accounts
Receivables
DATE: September 17, 2010
BACKGROUND:
In an attempt to address the concern that the City, the OPWA and the OPGA are not always
receiving reimbursement when damage occurs to City and Trustee property, Requests for
Proposals were solicited for damage claims and subrogation services. Two providers responded,
The Holmes Organisation and Claims Management Resources (CMR). After reviewing submitted
proposals CMR was selected as the recommended provider based on their experience in
recovering governmental claims.
CMR's focus is on billing and recovery functions of utility company claims and governmental
claims. References for CMR include City of Tulsa, City of Sand Springs, Oklahoma Department of
Transportation, Oklahoma Gas & Electric, and Verizon. CMR has approximately 130 employees
and has recently just been named "One of the Best Places to work in Oklahoma" by OKCBiz
magazine.
Staff recommends contracting with CMR for damage claims and subrogation services. The
recovery process would include CMR reviewing police accident reports for damage to city and
trustee property, providing public works a damage estimate for approval and then contacting
the individual and/or insurance carrier for reimbursement. CMR's fee is 33% of the damages
billed. This fee will be paid in one of two ways. Should the individual and/or insurance carrier
remit requested reimbursement within 45 days, the 33% fee will be paid to CMR out of the
amount collected. However, if the requested reimbursement is not made within 45 days, CMR's
33% will be added to the reimbursement amount requested as allowed by House Bill 1800.
Municipalities contracting with CMR and utilizing fees governed by House Bill 1800 are asked to
receive City Council authorization for the additional collection fee. Staff recommends Council
approval of Resolution ;#2010-11 authorizing the assessment of collection fees up to 35%, the
maximum allowed by state law. However, as long as the individual and/or insurance carrier
submit the requested reimbursement within 45 day an additional fee would not be assessed and
CMR's fees would be subtracted from the amount collected.
In addition staff recommends approval of Resolution #2010-07 authorizing the City to act as the
agent for the Owasso Public Works Authority and Resolution 92010-02 authorizing the City to act
as the agent for the Owasso Public Golf Authority for collection of debt and accounts
receivables, including but not limited to subrogation claims for damage to property and assets.
RECOMMENDATION:
Staff recommends Trustee approval of Resolution #2010-02 authorizing the City to act on behalf
of the Trust Authority in seeking reimbursement for damage to Trustee property.
ATTACHMENT:
A. Resolution #2010-02
`LqCi4pl!Llj I LOKI 1111,00WO
_0
A RESOLUTION AUTHORIZING APPOINTMENT OF THE CITY OF OWASSO AS THE OWASSO PUBLIC
GOLF AUTHORITY'S AGENT FOR THE IDENTIFICATION AND COLLECTION OF DEBTS AND ACCOUNTS
RECEIVABLE, INCLUDING BUT NOT LIMITED TO, UNPAID FEES, PENALTIES, DAMAGES, INTEREST AND
OTHER SUMS OF MONEY OWED OR DUE TO THE AUTHORITY.
WHEREAS, the Owasso Public Golf Authority was organized as a Public Trust under Title 60 of
the Oklahoma Statutes; and,
WHEREAS, it is in the best interest of the Authority to authorize the appointment of an agent to
collect debts and accounts receivable on behalf of the Authority, including but not limited to,
unpaid fees, penalties, damages, interest and other sums of money owed or due to the
Authority: and,
WHEREAS, it is likewise in the best interest of the Authority to authorize the appointment of an
agent to review relevant documentation of the Authority to identify such sums as may be owed
or due to the Authority; and,
WHEREAS, the City of Owasso is an appropriate entity to be appointed as agent for the
Authority to identify and collect such sums as may be owed or due to the Authority.
NOW, THEREFORE, BE IT RESOLVED BY THE OWASSO PUBLIC GOLF AUTHORITY, that the City of
Owasso is hereby appointed as the Authority's agent to identify and collect debts and accounts
receivable, including but not limited to, unpaid fees, penalties, damages, interest and other
sums of money owed or due to the Authority,
PASSED AND APPROVED this 21 st day of September, 2010 by the Owasso Public Golf Authority,
Doug Bonebrake, Chairman
Attest:
Sherry Bishop, Authority Secretary
Approved As To Form:
Juli f. LomI.
bard, Au ithority Attorney