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Home My WebLink About2014.01.21_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY r_~ECE1VED TYPE OF MEETING: Regular AN DATE: January 21, 2014 I P ZQ14 TIME: 6:30 PLACE: Council Chambers, Old Central Building Ci~Y Clerk Office 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 pm on Friday, January 17, 2014. 1 ~"AA Juliann M. Stevens, City Clerk l ~v AGENDA 1. 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 January 7, 2013 Regular Meeting and Minutes of the January 14, 2014 Work Session Attachment #3A B. Approval of Claims Attachment #3B C. Acknowledge Receipt of Monthly Budget Status Report Attachment #3C 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, January 7, 2014 The Owasso Public Golf Authority met in regular session on Tuesday, January 7, 2014 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 6:00 pm on Friday, January 3, 2014. t. Call to Order Chairman Doug Bonebrake called the meeting to order at 7:25 pm. 2. Roll Call Present Chairman - Doug Bonebrake Vice-Chairman - Chris Kelley Trustee - Charlie Brown Trustee - Jeri Moberly Trustee - Patrick Ross A quorum was declared present. Staff: Interim Authority Manager - Warren Lehr Authority Attorney - Julie Lombardi 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 December 17, 2013 Regular Meeting B. Approval of Claims Mr. Brown moved, seconded by Mr. Ross to approve the Consent Agenda with claims totaling $16,141.84. Also, included for review were the payroll reports for 12/14/13 and 12/28/13. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 5-0 4. Consideration and appropriate action relating to items removed from the Consent Agenda No action required 5. Report from OPGA Manager No report Owasso Public Golf Authority January 7, 2014 Page 2 6. Report from OPGA Attorney No report 7. New Business None 8. Adjournment Dr. Kelley moved, seconded by Ms. Moberly to adjourn the meeting. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried 5-0 and the meeting adjourned at 7:27 pm. Doug Bonebrake, Chairman Lisa Wilson, Minute Clerk OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, January 14, 2013 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, January 14, 2014 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, January 10, 2014. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:00 pm 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: PRESENTATION AND DISCUSSION OF THE FY 2013 AUDIT Linda Jones presented the item and introduced John Manning, Chairman of the Citizen Audit Committee and Mike Gibson with Cole and Reed. Mr. Manning provided a report from the Audit Committee. Mr. Gibson presented the audit findings and discussion was held. Ms. Jones explained that an item will be included on the January 21 meeting agenda for Council to acknowledge receipt of the FY 2013 audit findings. ITEM 3: DISCUSSION RELATING TO ADMINISTRATION ITEMS A. Vehicle Maintenance Facility- Engineering Contract Amendment B. FOP Contract Larry White presented item A and discussion was held. Michele Dempster presented Item B and discussion was held. It was further explained that both items will be placed on the January 21, 2014 agenda for consideration and appropriate action. ITEM 4: DISCUSSION RELATING TO OPERATIONAL ITEMS A. QT Commercial Center- Plat Amendment, Utility Easement Closure Bronce Stephenson presented the item and discussion was held. Mr. Lehr provided an update on recent discussions regarding the installation of a traffic signal at this location, to include the anticipation of the City providing matching funds towards this project. It was further explained that staff anticipates placing the planning items on the January 21, 2014 agenda for Council consideration and appropriate action. ITEM 5: DISCUSSION RELATING TO CITY MANAGER ITEMS • Sales Tax Report • City Manager Report Warren Lehr introduced Linda Jones who provided the monthly sales tax report and discussion was held. Under the City Manager Report, Mr. Lehr announced the following: HWY 169 bridge January 14, 2014 Page 2 construction is anticipated in FY 2015; the Bailey Trust has agreed to donate land for use by the railroad companies to relocate their switching operations; curbside collection of tree debris from the last winter weather event has been completed; the Refuse Division experienced hydraulic equipment malfunctions due to the extremely cold temperatures causing delays in regular route pick-ups. The Refuse crews worked overtime and Saturdays to ensure all routes were collected; and the City achieved the designation of a Certified Healthy Community. In addition, the Council received a draft copy of the Bidding Reference Guide and a memorandum related to the activities of the Charter Review Committee. ITEM 6: DISCUSSION RELATING TO FINANCIAL DISCLOSURE POLICY Councilor Brown presented this item. Discussion was held regarding revisions to the draft financial disclosure statement. Councilor Brown requested Council comments and suggestions to be forwarded to him or Julie Lombardi. He advised that he will make additional revisions and bring it back before the Council for additional consideration. ITEM 7: REPORT FROM CITY COUNCILORS Mayor Bonebrake reviewed the schedule of events for the City Manager hiring process. Michele Dempster provided the Council with copies of the public notice and meeting agenda related to the hiring process. Mayor Bonebrake provided information on the Tulsa County Jail and Juvenile Justice Initiative. He further explained that the Sheriff's office will be holding public education forums throughout Tulsa County, to include Owasso on January 261h at 6:00pm at the Owasso Community Center. Councilor Brown commented on the unsightliness of the donation acceptance and commercial recycling containers located in business and school parking lots. Mr. Lehr advised that staff was reviewing the issue for code violations and potential policies regarding the placement or use of such containers. ITEM 8: ADJOURNMENT Councilor Brown moved for adjournment, seconded by Councilor Moberly. YEA: Brown, Moberly, Ross, Bonebrake NAY: None Motion carried 4-0 Meeting adjourned at 8:02 pm. Doug Bonebrake, Mayor/Chairman Juliann Stevens, Minute Clerk Claims List 1/21/2014 Budget Unit Title Vendor Name Payable Description Payment Amount OPGA JPMORGAN CHASE BANK REASORS-FOOD 12.48 JPMORGAN CHASE BANK REASORS-BEER 45.98 JPMORGAN CHASE BANK SAMS-BEER 21.76 JPMORGAN CHASE BANK SAMS-FOOD 17313 JPMORGAN CHASE BANK REASORS-FOOD 28.56 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 94.16 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 55.00 JPMORGAN CHASE BANK GEAR-MERCHANDISE 410.69 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 91.19 JPMORGAN CHASE BANK EXECUTIVE COFFEE-BEVERAGE 256.67 JPMORGAN CHASE BANK BRIGHTON-MERCHANDISE 27.00 JPMORGAN CHASE BANK GREAT PLAINS-BEVERAGES 100.67 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 49.62 TOTAL OPGA 1,366.91 CART OPERATIONS JPMORGAN CHASE BANK ADVANCE AUTO-JUMP BOX 84.99 TOTAL CART OPERATIONS 84.99 COURSE MAINT JPMORGAN CHASE BANK OREILLY-OIL FILTER 5.63 JPMORGAN CHASE BANK OREILLY-OIL FILTER 3.65 JPMORGAN CHASE BANK OREILLY-HYDRAULIC FLUID 119.98 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 174.50 JPMORGAN CHASE BANK LOCKE SUPPLY-SPLICE KIT 27.20 JPMORGAN CHASE BANK R & R PROD-ROLLER 129.82 JPMORGAN CHASE BANK R & R PROD-COUNTERWEIGHTS 29.03 JPMORGAN CHASE BANK R & R PROD-SCREWS 9.82 VERIZON WIRELESS WIRELESS CONNECTION 40.01 UNIFIRST HOLDINGS LP UNIFORM SERVICE 15.85 UNIFIRST HOLDINGS LP HAND SOAP 13.00 UNIFIRST HOLDINGS LP TOWEL SERVICE 11.19 UNIFIRST HOLDINGS LP AIR FRESHENER 2.00 TREASURER PETTY CASH TRAVEL EXPENSE/COOK 115.00 JPMORGAN CHASE BANK OREILLY-RETURN -5.63 JPMORGAN CHASE BANK RADIOSHACK-BATTERIES 12.99 JPMORGAN CHASE BANK PROF TURF-RADIATOR 533.15 JPMORGAN CHASE BANK OFFICE DEPOT-STAMP 29.99 JPMORGAN CHASE BANK OREILLYS-ANTIFREEZE 23.98 JPMORGAN CHASE BANK OREILLYS-ANGLE FINDER 14.99 JPMORGAN CHASE BANK OREILLY-CUP BRUSH 5.30 JPMORGAN CHASE BANK OREILLYS-HOSE REPAIR 76.53 JPMORGAN CHASE BANK OREILLYS-HOSE REPAIR 29.44 TOTAL COURSE MAINT 1,417.42 Page 1 Claims List 1/21/2014 Budget Unit Title Vendor Name Payable Description Payment Amount FOOD & BEV JPMORGAN CHASE BANK SADDORIS-LINEN RENTALS 350.55 JPMORGAN CHASE BANK REASORS-SUPPLIES 6.48 JPMORGAN CHASE BANK SAMS-SUPPLIES 8126 TOTAL FOOD & BEV 440.29 GOLF ADMIN JPMORGAN CHASE BANK COURSETRENDS-WEB HOST 300.00 JPMORGAN CHASE BANK COX-WIFI 89.95 JPMORGAN CHASE BANK LOWES-PLUMBING REPAIR 20.26 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 454.83 TOTAL GOLF ADMIN $65.04 4,1.74.6 FUND GRAND TOTAL OPGA GRAND TOTAL $4,174.65 Page 2 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 01111/14 Department Payroll Expenses Total Expenses Golf Shop Operations 1,611.29 2,806.07 Cart Operations 77.94 87.52 Golf Course Operations 5,554.50 8,617.86 Food & Beverage 1,315.19 1,927.63 General & Administration 3,232.22 4,748.18 FUND TOTAL 11,791.14 18,187.26 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2013 -2014 Statement of Revenues & Expenses As of December 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) December 31, 2013 December 31, 2012 Month Year Percent Month Year Percent To -Date To -Date Budget of Budget To -Date To -Date Budget of Budget 20,872 305,863 609,000 50.22% 23,011 271,195 510,000 53.18% 4,256 58,787 170,000 34.58% 10,012 77,027 165,000 46.68% (3,549) (45,695) (124,100) 36.82% (8,265) (59,154) (124,000) 47.70% 6,491 87,279 187,000 46.67% 7,781 91,323 178,000 51,30% (3,088) (46,255) (95,000) 48.69% (6,985) (49,408) (87,000) 56.79% 1,577 9,928 18,700 53.09% 4,297 13,579 18,700 72.61% 26,559 369,908 765,600 48.32% 29,849 344,561 660,700 52.15% 50,000 100,000 250,000 40.00% 50,000 50,000 250,000 20.00% 46.27% 79,849 394,561 910,700 43.33% 76,559 469,908 1,015,600 40,770 327,947 700,500 46.82% 47,912 350,814 668,600 52.47% 3,901 62,646 124,000 50.52% 5,959 71,521 110,200 64.90% 11,946 97,472 191,100 51.01% 6,643 91,586 131,900 69.44% - 9,180 - 48.060% 60,513 523,101 910,700 57.44% 56,617 488,065 1,015,600 19,336 (128,539) 19,942 (18,157)