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HomeMy WebLinkAbout2016.12.20_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY Council Chambers, Old Central Building 109 N Birch, Owasso, OK 74055 Regular Meeting Tuesday, December 20, 2016 - 6:30 pm RECEIVED DEC ; zoI6�(AAJ 1. Call to Order Chair Lyndell Dunn City Clerk's office 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. Approve minutes: • December 6, 2016, Regular Meeting • December 13, 2016, Regular Meeting B. Approve claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Report from OPGA Manager 6. Report from OPGA Attorney 7. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Reports - Pay Period Ending 12/10/16 • Monthly Budget Status Report - November 2016 • Red Flag Rule Identity Theft Prevention Program - Annual Report dated November 2016 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 Notice of Public Meeting filed in the office of the City Clerk and the Agenda posted at City Hall, 200 S Main St, at 6:00 pm on Friday, December 16, 2016. Sherry Bishoj:�/City Clerk OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, December 6, 2016 The Owasso Public Golf Authority met in regular session on Tuesday, December 6, 2016, in the Council Chambers at Old Central, 109 N Birch, Owasso, Oklahoma per the Notice of Public Meeting and Agenda filed in the office of the City Clerk posted at City Hall, 200 S Main St, at 6:00 pm on Friday, December 2, 2016. 1. Call to Order Chair Lyndell Dunn called the meeting to order at 7:53 pm. 2. Roll Call Present Absent Chair - Lyndell Dunn None Vice -Chair - Chris Kelley Trustee - Doug Bonebrake Trustee - Bill Bush Trustee -Jeri Moberly A quorum was declared present. Staff: 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. Approve minutes: • November 15, 2016, Regular Meeting B. Approve claims Mr. Bonebrake moved, seconded by Ms. Moberly to approve the Consent Agenda with claims totaling $36,197.39. YEA: Bonebrake, Bush, Kelley, Moberly, Dunn NAY: None Motion carried: 5-0 4. Consideration and appropriate action relating to items removed from the Consent Agenda None 5. Report from OPGA Attorney None 6. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Reports - Pay Period Ending Dates 11/12/16 and 11/26/16 OPGA December 6, 2016 Page 2 7. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None 8. Adjournment Mr. Bush moved, seconded by Ms. Moberly to adjourn the meeting. YEA: Bonebrake, Bush, Kelley, Moberly, Dunn NAY: None Motion carried 5-0 and the meeting adjourned at 7:54 pm. Lyndell Dunn, Chair Lisa Wilson, Minute Clerk OWASSO CITY COUNCIL, OPWA & OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, December 13, 2016 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, December 13, 2016, in the Council Chambers at Old Central, 109 N Birch Street, Owasso, Oklahoma per the Notice of Public Meeting and Agenda filed in the office of the City Clerk and posted at City Hall, 200 S Main, at 6:00 pm on Friday, December 9, 2016. 1. Call to Order Mayor/Chair Lyndell Dunn called the meeting to order at 6:00 pm. Present Absent Mayor/Chair - Lyndell Dunn None Vice-Mayor/Vice-Chair-Chris Kelley Councilor/Trustee - Doug Bonebrake Councilor/Trustee - Bill Bush Councilor/Trustee -Jeri Moberly A quorum was declared present. 2. Discussion relating to the proposed Owasso Redbud District Project Plan and Increment District No. 1 Bronce Stephenson and Emily Pomeroy, Center for Economic Development Law presented the item and discussion was held. It was further explained that the second public hearing would be held on December 20, 2016 followed by an item on the Council agenda for consideration and action of an Ordinance, to include an emergency clause. 3. Presentation and discussion relating to the Annual Audit for fiscal year ended June 30, 2016 and report from the Audit Committee Chair, John Manning Linda Jones presented the item and introduced Guy Nightingale, Audit Committee member and Ron Conner, C.P.A. and Jake Winkler, C.P.A. of RSM US, LLP (formerly McGladrey). Mr. Nightingale presented the Audit Committee Report for Mr. Manning. Ron Conner presented the annual audit and financial statements. Discussion was held. It was further explained that the December 20, 2016 Official Notices agenda item would include the Comprehensive Annual Financial Report for Fiscal Year Ending June 30, 2016. 4. Presentation and discussion relating to the Festival Park design Larry Langford presented the item and introduced GH2 Architects. Discussion was held. It was further explained that an item would be placed on the January work session for additional discussion. 5. Discussion relating to Community Development items A. Final Plat -Glover Owasso (10505 N Owasso Expressway) B. Final Plat- Life Point Church (10857 E 116 St N) Bronce Stephenson presented the items 5A and 5B and discussion was held. It was further explained that both items would be placed on the December 20, 2016 Council agenda for consideration and action. 6. Discussion relating to Second Amended E-911 Interlocal Agreement Sherry Bishop presented the item and discussion was held. It was further explained that an item would be placed on the December 20, 2016 Council consent agenda for consideration and action. Owasso City Council, OPWA & OPGA December 13, 2016 Page 2 7. Discussion relating to Board & Committee vacancies Juliann Stevens presented the item and discussion was held. Mayor Dunn requested input from the Council regarding possible appointments to the Capital Improvements Committee and Planning Commission. It was further explained that an item would be placed on the December 20, 2016 Council agenda for consideration and action. 8. Discussion relating to City Manager items Warren Lehr • Monthly sales tax report • City Manager report Linda Jones presented the monthly sales tax report and discussion was held. Mr. Lehr reported on the City's annual Christmas Parade; the City Council filings for Ward 3 and Ward 4; and that the December 20, 2016 Official Notices agenda item will include the Red Flag Rule Identity Theft Prevention Program - Annual Report dated November 2016. 9. City Council/Trustee comments and inquiries Mayor Dunn reported on upcoming legislative initiatives discussed during the December INCOG Board meeting. Councilor Bonebrake inquired about the city's plan of action should the sales tax collections continue not to meet budget projections. 10. Adjournment The meeting adjourned at 8:07 pm. Juliann M. Stevens, Deputy City Clerk Claims List 12/20/2016 Budget Unit Title Vendor Name Payable Description Payment Amount OPGA JPMORGAN CHASE BANK TAYLORMADE-MERCHANDISE 127.50 JPMORGAN CHASE BANK SYSCO-FOOD 525.99 JPMORGAN CHASE BANK SYSCO-FOOD 603.51 JPMORGAN CHASE BANK STANDREWS-MERCHANDISE 497.61 JPMORGAN CHASE BANK GRT PLAINS -BEVERAGE ORDER 236.16 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 504.62 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 595.50 JPMORGAN CHASE BANK TEXOMA-MERCHANDISE 68.45 JPMORGAN CHASE BANK ALDI-FOOD 10.33 JPMORGAN CHASE BANK SAMS-FOOD 5.96 JPMORGAN CHASE BANK WALMART-FOOD 113.26 JPMORGAN CHASE BANK SUPERMERCADO-FOOD 155.91 JPMORGAN CHASE BANK SAMS-FOOD 116.18 JPMORGAN CHASE BANK SAMS-FOOD 97.70 JPMORGAN CHASE BANK SAMS-FOOD 213.50 JPMORGAN CHASE BANK RANGE SERVANT -MERCHANDISE 276.00 JPMORGAN CHASE BANK GRT PLAINS -BEVERAGE ORDER 156.36 JPMORGAN CHASE BANK TITLE IST-MERCHANDISE 1,573.20 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 294.43 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 433.62 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 230.00 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 229.89 JPMORGAN CHASE BANK TITLEIST-MERCHANDISE 99.49 JPMORGAN CHASE BANK SAMS-FOOD 142.12 TOTAL OPGA 7,307.29 GOLF SHOP JPMORGAN CHASE BANK USPS-SHIPPING 12.45 OKLAHOMA GOLF ASSOCIATION HANDICAP SERVICE 20,00 JPMORGAN CHASE BANK USPS-POSTAGE 11.35 TOTAL GOLF SHOP 43.80 CART OPERATIONS YAMAHA GOLF CAR COMPANY CART REPAIRS 541.33 JPMORGAN CHASE BANK LOWES-PORTABLE HEATER 39.96 JPMORGAN CHASE BANK RANGE SERVANT -CASTOR 223.40 JPMORGAN CHASE BANK CLUB HOUSE -SAND BOTTLES 286.69 TOTAL CART OPERATIONS 1,091.38 COURSE MAINT AEP/PSO ELECTRIC USE 836.38 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 65.79 CITY GARAGE LABOR/OVERHEAD - DEC, 201 71.83 JPMORGAN CHASE BANK OREI LLY-O IL/ANTI FREEZE 143.90 JPMORGAN CHASE BANK P & K EQUIP-BEDKNIVES 102.90 JPMORGAN CHASE BANK TRAVEL EXPENSE 10.98 Page 1 Claims List 12/20/2016 Budget Unit Title Vendor Name Payable Description Payment Amount COURSE MAINT... TCF NATIONAL BANK EQUIPMENT LEASE 5,058.28 JPMORGAN CHASE BANK TWIN CITIES -TAX CREDIT -51,90 VERIZON WIRELESS WIRELESS CONNECTION 40.01 AT&T CONSOLIDATED PHONE BILL 11.20 JPMORGAN CHASE BANK GCSAA-MEMBERSHIP FEES 95.00 AT&T LONG DISTANCE PHONE BILL 0.04 AGSOURCE HARRIS LABORATORIES SOIL TESTS 329.76 WATER UTILITIES SERVICES, INC IRRIGATION SUPPLIES 342.21 JPMORGAN CHASE BANK BROWN FARMS -SOD 52.50 JPMORGAN CHASE BANK NORTHERN TOOL -MEMBERSHIP 39.99 JPMORGAN CHASE BANK LUBER BROS-BEDKNIVES 382.29 JPMORGAN CHASE BANK EQUIP ONE -CUTTER RENTAL 84.33 JPMORGAN CHASE BANK OREILLY-SPARK PLUGS 44.93 JPMORGAN CHASE BANK OREILLY-GLOVES 6.99 JPMORGAN CHASE BANK ORE I LLY-ANTI FREEZE 9.98 JPMORGAN CHASE BANK HARRELLS-PRE-EMERGENT 4,099.99 JPMORGAN CHASE BANK LOWES-LIGHT BULB 9.98 JPMORGAN CHASE BANK OFFICE DEPOT -CARD STOCK 21.99 UNIFIRST HOLDINGS LP TOWEL SERVICE 12.84 UNIFIRST HOLDINGS LP UNIFORM SERVICE 11.39 UNIFIRST HOLDINGS LP SUPPLIES 15.55 UNIFIRST HOLDINGS LP SHOP TOWELS 12.84 UNIFIRST HOLDINGS LP UNIFORM SERVICE 11.39 UNIFIRST HOLDINGS LP ENV CHARGE 6.00 UNIFIRST HOLDINGS LP ENV CHARGE 6.00 TCF NATIONAL BANK IMAINTENANCE CART LEASE 1,160.00 TOTAL COURSE MAINT 13,045.36 FOOD & BEV JPMORGAN CHASE BANK SYSCO-SUPPLIES 79.30 JPMORGAN CHASE BANK SYSCO-SUPPLIES 79.84 JPMORGAN CHASE BANK SAMS-SUPPLIES 18.38 JPMORGAN CHASE BANK GENERAL PARTS -COOLANT RPR 805.00 JPMORGAN CHASE BANK UNITED LINEN -RENTAL 36.33 JPMORGAN CHASE BANK UNITED LINEN -RENTAL 40.11 JPMORGAN CHASE BANK UNITED LINEN -RENTALS 46,48 JPMORGAN CHASE BANK SAMS-SUPPLIES 29.79 JPMORGAN CHASE BANK SAMS-SUPPLIES 79.94 JPMORGAN CHASE BANK WALMART-SUPPLIES 6.52 JPMORGAN CHASE BANK HOBBY LOBBY -SUPPLIES 39.45 JPMORGAN CHASE BANK SAMS-SUPPLIES 13.36 TOTAL FOOD & BEV 1,274.50 GOLF ADMIN ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 236.89 AEP/PS0 ELECTRIC USE 908.43 Page 2 Claims List 12/20/2016 Budget Unit TitleLLAURA Vendor Name Payable Description Payment Amount GOLF ADMIN... CONSOLIDATED PHONE BILL 89.62 LONG DISTANCE PHONEBILL 1.16 ITZ AD DESIGN 300.00 N CHASE BANK MURPHY-SUPPLIES 158.08 TOTAL GOLF ADMIN 1,694.18 FUND GRAND TOTAL 24,456.51 OPGA GRAND TOTAL $24,456.51 Page 3 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 12/10/16 Department Payroll Expenses Total Expenses Golf Shop Operations 2,228.75 3,660.87 Cart Operations 1,297.58 1,452.92 Golf Course Operations 7,358.23 12,518.68 Food & Beverage 2,349.96 3,774.88 General & Administration 3,580.75 5,287.98 FUND TOTAL 16,815.27 26,695.33 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY Statement of Revenues & Expenses As of November 30, 2016 November 30, 2016 Month Year Percent To -Date To -Date Budget of Budget OPERATING REVENUES Golf shop fees $ 27,222 $ 220,325 $ 567,300 38.84% Merchandise sales 7,700 55,944 140,000 39.96% COS -- merchandise (5,946) (42,845) (100,000) 42.85% Cart Rental 6,282 61,981 130,000 47.68% Food & beverage 6,850 59,104 189,300 31.22% COS -- food & beverage (3,245) (25,091) (86,000) 29.18% Other Revenue 68 430 700 61.46% TOTAL OPERATING REVENUES $ 38,931 $ 329,848 $ 841,300 39.21% OPERATING EXPENSES: Golf Shop $ (10,005) $ (53,260) $ (137,069) 38.86% Cart Operations (7,991) (49,393) (115,564) 42.74% Golf Course Maintenance (57,711) (292,984) (627,659) 46.68% Food & Beverage (8,508) (53,416) (137,365) 38.89% Golf Administration (20,619) (97,871) (220,612) 44.36% TOTAL OPERATING EXPENSES $ (104,834) $ (546,923) $ (1,238,269) 44.17% OPERATING INCOME (LOSS) $ (65,904) $ (217,076) $ (396,969) Transfer from General $ 50,000 $ 50,000 $ 450,000 1 1.11% TOTAL OTHER REVENUES $ 50,000 $ 50,000 $ 450,000 11.11% NET INCOME (LOSS) $ (15,904) $ (167,076) $ 53,031 ENCUMBRANCES OUTSTANDING $ (80,985) FUND BALANCE (Budgetary Basis) Beginning Balance (3,454,647) (3,410,667) Ending Balance $ (3,702,707) $ (3,357,636) sd The City Wit out Limits. TO: Council and Trustees City Of Owasso, OPWA and OPGA FROM: Linda Jones Finance Director SUBJECT: Annual Report - Red Flag Rule Identity Theft Prevention DATE: December 16, 2016 BACKGROUND: On January 1, 2008, congressional legislation regarding The Red Flag Rule went into effect requiring all public utilities and all governmental agencies to have an identity theft plan in place by May 1, 2009. In compliance with the new legislation, the City of Owasso, the Owasso Public Works Authority, and the Owasso Public Golf Authority adopted Resolution No. 2009-03 outlining the identity theft prevention program which includes the following: Procedures to identify patterns, practices, and specific forms of activity that indicate the possible existence of identity theft. Semi-annual performance of a risk assessment of all internal operations where identity theft is possible. Periodic revision of the program to reflect changes in risk. Program administration requires: • Governing Body to approve the written identity theft prevention program. • Governing Body to designate a senior manager to oversee the implementation and administration of the program. • Staff to receive formal training on the implementation of the program. Ongoing Requirements: Complete a periodic review of the Program's operations. Conduct an Incident Review of all Red Flag events that occurred during the last 6 months to include actions taken to limit customer exposure and any preventive measures put in place. Write an Annual Report to the Governing Body to report findings and actions taken during the year. ACTION: This is the annual report and no action is needed. ATTACHMENT: Red Flag Annual Review dated November 2016 Red Flag Policy Annual Report November 30, 2016 BACKGROUND: Identity theft is a serious problem in the United States. To combat the problem, as part of the Fair and Accurate Credit Transactions Act of 2003 (the FACT Act), the Federal Trade Commission and several other federal agencies have issued rules requiring creditors (including municipalities under certain circumstances) to develop, adopt and implement written Identity Theft Prevention Programs. The Programs were required to be in place by May 1, 2009. The rules are often referred to as RED FLAG requirements and apply to financial institutions and municipalities that provide utility services and/or other services for which payment is made in arrears. It is the provision of services on a deferred payment basis that makes a municipality a "creditor" as defined under Red Flags. ACTION TAKEN: The City of Owasso adopted Resolution No. 2009-03 to help protect identity theft and fight theft of customer account information, and provide procedures that identify, detect, and respond to possible signals of identity theft known as Red Flags. As a result, the following list of security enhancements are enforced to ensure the security of customer information: 1) Only allow for applications for service to be made in person; 2) Verify the identification of existing customers if they request information in person, via telephone, via facsimile, or via e-mail. 3) Verify identification of existing customers when requesting to transfer service, change account status, change mailing address, or to terminate service; 4) Verify proof of ownership/lease agreement; 5) Require proper identification when a customer presents a Credit or Debit Card for payment if the name is on the card is different from the name on the utility account. ANNUAL REPORT: Red ,Flag procedures were reviewed in November 2016. No breach of confidential customer personal identifying information or suspected identity theft was detected over the past year.