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Home My WebLink About2019.02.19_OPGA AgendaRECEIVED PUBLIC NOTICE OF THE MEETING OF THE FEB 15 2019 OWASSO PUBLIC GOLF AUTHORITY (OPGA) City Clerk's Office Council Chambers, Old Central Building 109 North Birch, Owasso, OK 74055 Regular Meeting Tuesday, February 19, 2019 - 6:30 pm 1. Call to Order Chair Chris Kelley 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 • February 5, 2019, Regular Meeting • February 12, 2019, Regular Meeting B. Approve claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to a bid award for a new golf course irrigation pump control panel Chris Cook Staff recommends awarding the bid to MCI Flowtronex, of Dallas, Texas, in the amount of $39,720 and authorization for the Chair to execute all necessary documents. 6. Report from OPGA Manager 7. Report from OPGA Attorney 8. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Reports - Pay Period Ending Date February 2, 2019 • Monthly Budget Report - January 2019 9. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 10. Adjournment Notice of Public Meeting filed in the office of the City Clerk on December 14, 2018, and the Agenda posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, February 15, 2019. M. Stevent, City Clerk The City of Owasso encourages citizen participation. To request on accommodation due to a disability, contact the City Clerk at least 48 hours prior to the scheduled meeting by phone 918- 376 -1502 or by email to istevens@citvofowasso.com OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, February 5, 2019 The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, February 5, 2019, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma per the Notice of Public Meeting filed December 14, 2018, and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, February 1, 2019. 1. Call to Order Chair Chris Kelley called the meeting to order at 9:03 pm. 2. Roll Call Present Absent Chair -Chris Kelley none Vice - Chair -Bill Bush Trustee - Doug Bonebrake Trustee - Lyndell Dunn Trustee - Kelly Lewis 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 Authority 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 of the January 15, 2019, Regular Meeting B. Approve claims Mr. Dunn moved, seconded by Mr. Bush to approve the Consent Agenda with claims totaling $28,244.72. YEA: Bonebrake, Bush, Dunn, Lewis, Kelley NAY: None Motion carried: 5 -0 4. Consideration and appropriate action relating to items removed from the Consent Agenda None S. Report from OPGA Manager None 6. Report from OPGA Attorney None 7. Official Notices to Council (documents for acknowledgment or information only, no discussion or action will be taken) The Chair acknowledged receipt of the following: • Payroll Payment Reports - Pay Period Ending Date 01 /19/2019 8. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None Owasso Public Golf Authority February 5, 2019 Page 2 9. Adjournment Mr. Bonebrake moved, seconded by Mr. Bush to adjourn the meeting. YEA: Bonebrake, Bush, Dunn, Lewis, Kelley NAY: None Motion carried: 5 -0 and the meeting adjourned at 9:04pm. Chris Kelley, Chair Juliann M. Stevens, Authority Clerk OWASSO CITY COUNCIL, PUBLIC WORKS AUTHORITY, AND PUBLIC GOLF AUTHORITY MINUTES OF JOINT REGULAR MEETING Tuesday, February 12, 2019 The Owasso City Council, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority (OPGA) met in a joint regular meeting on Tuesday, February 12, 2019, in the Council Chambers at Old Central, 109 North Birch Street, Owasso, Oklahoma, per the Notice of Public Meeting filed December 14, 2018, and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, February 8, 2019. 1. Call to Order /Roll Call Mayor /Chair Chris Kelley called the meeting to order at 6:00 pm. Present Absent Mayor /Chair - Chris Kelley None Vice Mayor /Vice Chair - Bill Bush Councilor /Trustee - Doug Bonebrake Councilor /Trustee - Lyndell Dunn Councilor /Trustee - Kelly Lewis A quorum was declared present. 2. Discussion relating to a request to amend the list of Capital Improvement Projects eligible for funding from the Capital Improvements Fund to include the purchase of a 62.55 acre tract of land located at 11301 North Mingo Road and 1000 East 116 +h Street North Teresa Willson and Roger Stevens presented the item and discussion was held. It was further explained that the required public hearing would take place during the February 19, 2019, City Council meeting. 3. Discussion relating to Community Development Department Items A. Request for a Specific Use Permit (Sup 18 -01) - Coffee Creek Glover Jeep Dealership B. Engage Owasso Survey Request Karl Fritschen and Brian Dempster presented item 3A and discussion was held. Mr. Fritschen and Teresa Willson presented item 3B and discussion was held. It was further explained that item 3A would be placed on the February 19, 2019, City Council Agenda for consideration and action. 4. Discussion relating to Part 3, Alcoholic Beverages, Taxation, and Regulation, of the Owasso Code of Ordinances Julie Lombardi and Juliann Stevens presented the item and discussion was held. It was further explained that an item would be placed on March 12, 2019, Work Session agenda for additional discussion. 5. Discussion relating to the sale of various city properties valued at more than $250,000 Julie Lombardi presented the item and discussion was held. It was further explained that an item would be placed on the March 5, 2019, City Council agenda for consideration and action. 6. Discussion relating to City Manager items • Monthly sales tax report • City Manager report Jennifer Newman presented the monthly sales tax report. Chris Garrett advised that staff is pursuing bids for the roof replacement on the Police Department Headquarters. 7. City Councilor/Trustee comments and inquiries None Owasso City Council, OPWA & OPGA February 12, 2019 Page 2 S. Adjournment The meeting adjourned at 7:46pm. Chris Kelley, Mayor /Chair Juliann M. Stevens, City Clerk Claims List - 2/19/2019 Fund Vendor Name Payable Description Payment Amount 55 OPGA CITY GARAGE LABORIOVERHEAD - FEB, 201 $1.75 JPMORGAN CHASE BANK AMAZON -PARTS $12.19 JPMORGAN CHASE BANK AMAZON -RACKS $96.00 JPMORGAN CHASE BANK AMAZON - SAFETY GEAR $134.56 JPMORGAN CHASE BANK BROWN FARMS -SOD $90.00 JPMORGAN CHASE BANK BWI- SUPPLIES $86.79 JPMORGAN CHASE BANK C &CE -BRUSH HOG $1,840.08 JPMORGAN CHASE BANK KANSAS GOLF - SPRINGS $3723 JPMORGAN CHASE BANK LODGING EXPENSE $56.88 JPMORGAN CHASE BANK LOWES- LUMBER $104.40 JPMORGAN CHASE BANK LOWES- SCREWS $13.46 JPMORGAN CHASE BANK LOWES -STEEL $77.95 JPMORGAN CHASE BANK LOWES- SUPPLIES $93.07 JPMORGAN CHASE BANK MAIL THIS - SHIPPING $25.08 JPMORGAN CHASE BANK NEW HOLLAND- RETURN ($340.32) JPMORGAN CHASE BANK OKGCSA- MEETING REG $35.00 JPMORGAN CHASE BANK OKGCSA -REGIS FEE $75.00 JPMORGAN CHASE BANK OREILLY- FILTERS $28.43 JPMORGAN CHASE BANK OREILLY -HOSE $354.31 JPMORGAN CHASE BANK OREILLY- RETURN ($119.10) JPMORGAN CHASE BANK OREILLY- SUPPLIES $246.00 JPMORGAN CHASE BANK OREILLY -WIRE $7,99 JPMORGAN CHASE BANK STANDARD SPLY- BLADES $85.43 JPMORGAN CHASE BANK TRAVEL EXPENSE $57.51 JPMORGAN CHASE BANK TULSA AIRPORT - PARKING $32.00 JPMORGAN CHASE BANK UBER -FARE $30.91 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $136.17 TCF NATIONAL BANK MAINT CART LEASE $1,160.00 UNIFIRST HOLDINGS LP ENV CHARGE $26.00 UNIFIRST HOLDINGS LP SERVICE $4.68 UNIFIRST HOLDINGS LP SHOP TOWELS $42.60 UNIFIRST HOLDINGS LP UNIFORM SERVICE $30.90 VERIZON WIRELESS WIRELESS CONNECTION $40.91 COURSE MAINT -Total $4,603.86 JPMORGAN CHASE BANK AMUNDSEN -ICE MACHINE $254.00 JPMORGAN CHASE BANK MURPHY - SUPPLIES $124.41 JPMORGAN CHASE BANK RESTAURANT EQUIP -EQUI $186.58 JPMORGAN CHASE BANK SAMS- SUPPLIES $121.62 JPMORGAN CHASE BANK SYSCO - SUPPLIES $532.20 JPMORGAN CHASE BANK UNITED LINEN - RENTAL $175.68 JPMORGAN CHASE BANK WALMART - SUPPLIES $27.78 FOOD & BEV - Total $1,422.27 1 Fund Claims List - 2/19/2019 Vendor Name 55 OPGA AT &T GPS TECHNOLOGIES, INC JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK ONEOK, INC OKLAHOMA NATURAL GAS SOUTH CENTRAL GOLF INC Payable Description Payment Amount LONG DISTANCE PHONE $0.18 CART GPS $840.00 ADMIRAL EXP -PAPER $89.99 LOCKE- REPAIRS $250.16 MURPHY - SUPPLIES $72.80 PGA - TRAINING $2,000.00 TERMINIX -PEST CONTROL $80.00 WASTE MGMT- REFUSE SER $458.81 NATURAL GAS USAGE $285.72 AD $1,200.00 GOLFADMIN -Total $5,277.66 JPMORGAN CHASE BANK PGA - PORTAL ACCESS $350.00 JPMORGAN CHASE BANK TEXOMA-TAPE $56.73 JPMORGAN CHASE BANK USPS- SNIPPING $53.87 GOLFSHOP -Total $460.60 BGR DAILY ACCT. REIMB GOLF PETTY CASH $625.15 CALLAWAY GOLF SALES COMPANY MERCHANDISE $1,328.20 JPMORGAN CHASE BANK ACUSHNET- MERCHANDISE $1,290.46 JPMORGAN CHASE BANK IMPERIAL- MERCHANDISE $384.76 JPMORGAN CHASE BANK PING - MERCHANDISE $2,474.94 JPMORGAN CHASE BANK SAMS -FOOD $979.26 JPMORGAN CHASE BANK SYSCO -FOOD $1,440.22 JPMORGAN CHASE BANK SYSCO- RETURN ($53.20) JPMORGAN CHASE BANK TARGET -FOOD $2.99 JPMORGAN CHASE BANK TEXOMA- MERCHANDISE $105.45 JPMORGAN CHASE BANK WALMART -FOOD $128.25 OPGA -Total $8,706.48 OPGA -Total $20,470.87 OPGA Grand Total $20,470.87 v s� REAL People •REAL Character • REAL Communiry TO: The Honorable Chair and Trustees Owasso Public Golf Authority FROM: Chris Cook Bailey Ranch Golf Club - Golf Course Superintendent SUBJECT: Recommendation for Irrigation Pump Control Panel Purchase DATE: February 15, 2019 BACKGROUND: The FY 2018 -2019 Owasso Public Golf Authority (OPGA) Bailey Ranch Golf Maintenance budget includes funding for the purchase of a new irrigation pump control panel. This equipment is used on a daily basis throughout the growing season to maintain proper operating water pressure of the irrigation system by efficiently turning each pump on or off as necessary. Our current panel is the original panel from 1992 and has, over the past several years, become increasingly unreliable and costly to maintain. Various computerized components have begun to age and are affecting the basic operation of the system. Pump stations are a vital component of any golf operation and the panel is the most important and has most, if not all, of the sensitive electronic equipment found in the pump house. BID PROCESS: Specifications were prepared and sealed bids were requested from three vendors for the irrigation pump control panel on December 19, 2018. The bid advertisement was posted on the city website until the bid opening at 1 :00pm on January 16, 2019. Three vendors responded with sealed bids and all three met minimum specifications required for consideration. The results of the bid process are listed below: Bidder Total Cost of Bid MCI Flowtronex $39,720.00 Automatic Engineering Inc $44,600.00 Professional Turf Products $47,267.11 FUNDING: The FY 2018 -2019 OPGA budget for the Bailey Ranch Golf Club Grounds Department includes $40,000 for the purchase of an irrigation pump control panel. RECOMMENDATION: Staff recommends awarding the bid to MCI Flowtronex, of Dallas, Texas, in the amount of $39,720 and authorization for the Chair to execute all necessary documents. OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 01119119 Department Payroll Expenses Total Expenses 600 Golf Shop Operations 2,565.94 4,119.46 605 Cart Operations 1,949.83 2,191.61 610 Golf Course Operations 6,428.69 10,577.21 670 Food & Beverage 1,843.50 3,243.25 690 General & Administration 3,405.75 5,200.06 FUND TOTAL 16,193.71 25,331.59 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2018 -2019 Budgetary Basis Statement of Revenues & Expenses As of January 31, 2019 FUND BALANCE (Budgetary Basis) Beginning Balance (2,917,784) (2,917,784) Ending Balance $ (3,015,857) $ (2,391,583) MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET OPERATING REVENUES: Golf shop fees $ 17,732 $ 260,955 $ 509,000 51.27% Merchandise sales 3,310 71,679 135,000 53.10% COS — merchandise (2,648) (54,820) (106,400) 51.52% Cart Rental 2,844 70,164 132,000 53.15% Food & beverage 3,038 63,979 158,125 40.46% COS — food & beverage (4,276) (31,740) (66,900) 47.44% TOTAL OPERATING REVENUES $ 19,999 $ 380,217 $ 760,825 49.97% OPERATING EXPENSES: Golf Shop $ (8,634) $ (66,306) $ (153,762) 43.12% Cart Operations (10,609) (83,273) (113,073) 73.65% Golf Course Maintenance (39,683) (393,370) (748,448) 52.56% Food & Beverage (7,343) (53,611) (136,397) 39.30% Golf Administration (15,341) (125,792) (226,525) 55.53% TOTAL OPERATING EXPENSES $ (81,609) $ (722,352) $ (1,378,205) 52.41% OPERATING REVENUES OVER EXPENDITURES $ (617,380) $ (61,610) $ (342,135) NONOPERATING REVENUES (EXPENSES): Transfer from General $ 100,000 $ 300,000 $ 817,380 36.70% Transfer from OPWA - - 326,201 0.001 Other revenues/ (expenses) 309 305 - 152.07% TOTAL NONOPERATING REVENUES (EXPENSES): $ 100,309 $ 300,305 $ 1,143,581 26.26% NET INCOME (LOSS) 38,699 $ (41,831) $ 526,201 $ ENCUMBRANCES OUTSTANDING $ (56,243) FUND BALANCE (Budgetary Basis) Beginning Balance (2,917,784) (2,917,784) Ending Balance $ (3,015,857) $ (2,391,583)