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Home My WebLink About2020.01.21_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY (OPGA) Council Chambers, Old Central Building 109 North Birch, Owasso, OK 74055 Regular Meeting RECEIVED Tuesday, January 21, 2020 - 6:30 pm Chair Chris Kelley 1. Call Order JAN 17 2020 r 2. Roll Can City Clerk's Office 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 - January 7, 2020, and January 14, 2020, Regular Meetings B. Approve claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to bids received for the Bailey Ranch Golf Club Bridge Renovation Project Chris Cook Staff recommends rejection of all bids received for the Bailey Ranch Golf Club Bridge Renovation Project. Staff will revise the bid specifications and re- submit the project for bidding at a future date. 6. Report from OPGA Manager 7. Report from OPGA Attorney S. Official Notices to Authority (documents for acknowledgment or Information only, no discussion or action will be taken) • Payroll Payment Reports - pay period ending date January 4, 2020 • Monthly Budget Status Report - December 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 Friday, December 13, 2019, and the Agenda posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, January 17, 2020. n M. Stevens, The City of Owasso encourages citizen participation. To request an 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@citvofowosso.com OWASSO PUBLIC GOLF AUTHORITY (OPGA) MINUTES OF REGULAR MEETING Tuesday, January 7, 2020 The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, January 7, 2020, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 13, 2019; 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, January 3, 2020. 1. Call to Order Chair Chris Kelley called the meeting to order at 7:02 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 -December 17, 2019, Regular Meeting B. Approve claims Mr. Bush moved, seconded by Ms. Lewis to approve the Consent Agenda, as presented, with claims totaling $42,087.38. YEA: Bonebrake, Dunn, Bush, Lewis, Kelley NAY: None Motion carried: 5 -0 4. Consideration and appropriate action relating to items removed from the Consent Agenda None 5. 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 December 21, 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 January 7, 2020 Page 2 Adjournment Mr. Bonebrake moved, seconded by Ms. Lewis to adjourn the meeting. YEA: Bonebrake, Dunn, Bush, Lewis, Kelley NAY: None Motion carried: 5 -0 and the meeting adjourned at 7:03 pm. Chris Kelley, Chair Juliann M. Stevens, Authority Clerk OWASSO CITY COUNCIL, PUBLIC WORKS AUTHORITY, AND PUBLIC GOLF AUTHORITY MINUTES OF JOINT REGULAR MEETING Tuesday, January 14, 2020 The Owasso City Council, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority (OPGA) met in a joint regular meeting on Tuesday, January 14, 2020, in the Council Chambers at Old Central, 109 North Birch Street, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 13, 2019; 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, January 10, 2020. 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. Presentation and discussion relating to the FY 2019 Audit Linda Jones, Mike Gibson, C.P.A. from RSM US, LLP, and Todd Ward, Audit Committee Chair presented the item and discussion was held. 3. Discussion relating to Public Works Items A. Application - FY 2023 Surface Transportation Program (STP) Grant for the construction of roadway improvements on North 1451h East Avenue from East 861h Street North to East 106th Street North B. Oklahoma Small Wireless Facilities Deployment Act and proposed regulation for locating in public rights -of -way and easement Dwayne Henderson presented item A and discussion was held. Roger Stevens presented item B and discussion was held. It was further explained that both items would be placed on the January 21, 2020, City Council agenda for consideration and action. 4. Discussion relating to codification of the Owasso Code of Ordinances Julie Lombardi presented the item and discussion was held. It was further explained that this item would be placed on the January 21, 2020, City Council agenda for consideration and action. 5. Discussion relating to City Manager items A. Vacancy - Capital Improvements Committee B. Monthly sales tax report C. City Manager report Warren Lehr presented item A and discussion was held. Mr. Lehr introduced Linda Jones to present item B and discussion was held. Mr. Lehr reported on the sale of surplus city owned property, an upcoming road closure on 861h Street and Sheridan and lane closure on 76th Street. 6. City Councilor /Trustee comments and inquiries None 7. Adjournment The meeting adjourned at 7:00 pm. Chris Kelley, Mayor /Chair Attest: Juliann M. Stevens, City /Authority Clerk Actual Claims List - 01/21/2020 Fund Vendor Name 55 OPGA CITY GARAGE JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK ONEOK, INC OKLAHOMA NATURAL GAS TCF NATIONAL BANK VERIZON WIRELESS Payable Description Payment Amount LABORIOVERHEAD - JAN, 202 $68.08 EZGO SW -PARTS $2,232.68 FASTENAL -PARTS $5.07 GCSAA -DUES $95.00 KANSAS GOLF -PARTS $810.78 LOWES- SUPPLIES $63.73 OREILLY- RETURN ($43.35) P &K -PARTS $349.72 RR PRODUCTS- FREIGHT $9.65 NATURAL GAS USAGE $103.20 MAINT CART LEASE $1,160.00 WIRELESS CONNECTION $40.89 COURSE MAINT -Total $4,895.45 AT &T LONG DISTANCE PHONE $0.33 AT &T LONG DISTANCE LONG DISTANCE PHONE $48.36 CYBERGOLF LLC WEB HOSTING $585.00 GPS TECHNOLOGIES, INC CART GPS $630.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $252.79 GOLFADMIN -Total $1,516.48 BGR DAILY ACCT. REIMB GOLF PETTY CASH $492.60 OPGA -Total $492.60 OPGA -Total $6,904.53 OPGA Grand Total $6,904.53 L REAL P•opla •REAL C�amebr • REAL CommunRy TO: The Honorable Chair and Trustees Owasso Public Golf Authority (OPGA) FROM: Chris Cook Golf Course Superintendent SUBJECT: Recommendation for Rejection of Bids Bailey Ranch Golf Club Bridge Renovation DATE: January 17, 2020 BACKGROUND: Bailey Ranch Golf Course was developed in 1993, at which time a cart path wooden structure and decked bridge over the creek by course holes 11 and 17 was constructed. Over time, the bridge has experienced rot and decay and the concrete cart path approaches have had significant base material loss placing the bridge and approaches at a low risk of collapsing. Staff determined that the bridge and approaches needed renovated prior to the bridge deteriorating further. In March of 2019, staff hired Richards &. Associated, Inc., a structural design firm, to design the bridge renovation. The proposed design is a steel structure bridge with wood decking with considerable longer design life. Public Works Engineering staff provided final site design detail, plan and bid document preparation. Final Design Plans and bid documents were completed in November of 2019. FUNDING: The OPGA Fund allocated $100,000 for the bridge replacement project. SOLICITATION OF BIDS: In November 2019, staff completed final bid documents and published advertisements in accordance with state statutes on November 8 and November 15 and bids were opened on December 5, with a total of two contractors submitting bids. City staff completed a Bid Tabulation and both bids exceeded the project budget of $100,000. RECOMMENDATION: Staff recommends rejection of all bids received. After modifications are made to the plans, and specifications, staff will re- advertise the project and solicit for bids. ATTACHMENTS: Site Map Bid Tabulation am a: f- F'-+ GOLF COURSE BRIDGE CITY OF OWASSO REPLACEMENT PROJECT 0 200 S. Main Street P.O. Box 180 Owasso, OK 74055 IM0119 North Tii IS MAP IS FOR IN FORNIA -FION PURPOSE ONLY AND IS NOT INT64NDHD TO REPRESENT AN ACC'URATR AND l-RUr. SCALE. USE OF FH IS' NIA1' IS WI'Fl -IOUT 918.376.1500 WAI£RAN'I -Y OR REPRESEN -1'A'F ION BV CITY OF OWASSO OI; 1 '1'S ACCURACY. CITY OF OWASSO, OKLAHOMA Bailey Ranch Golf Club Bridge Renovation Bid Opening: December 5, 2019 BID DOCUMENTATION Number of Bids: 2 Bids Opened By: Daniel Dearing Witnesses: BIDDER Lump Sum Base Bid Alt No i Alt No 2 Total Base Bid plus Alternates StronghandLLC $152,500 $8,000 $2,500 $163,000 Bright Lighting Inc $359,816 $23,500 $11,350 $394,666 Certification: I, Daniel Dearing, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. t' Signature: Date: December 5, 2019 Department 600 Golf Shop Operations 605 Cart Operations 610 Golf Course Operations 670 Food & Beverage 690 General & Administration OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 01/0412020 Payroll Expenses 3,995.51 1,298.02 7,953.55 2,675.36 3,435.80 Total Expenses 6,246.99 1,458.98 13,050.29 4,240.24 5,233.09 FUND TOTAL 19,358.24 30,229.59 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2018 -2019 Budgetary Basis Statement of Revenues & Expenses As of December 31, 2019 OPERATING REVENUES: Golf shop fees Merchandise sales COS -- merchandise Cart Rental Food & beverage COS — food & beverage TOTAL OPERATING REVENUES OPERATING EXPENSES: Golf Shop Cart Operations Golf Course Maintenance Food & Beverage Golf Administration TOTAL OPERATING EXPENSES MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET $ 22,543 $ 252,201 $ 492,510 7,920 71,539 146,433 (5,852) (49,433) (110,068) 4,614 72,353 132,610 6,224 68,020 131,399 (3,350) (35,569) (60,034) $ 32,099 $ 379,111 $ 732,850 (16,450) (13,394) (61,422) (10,251) (18,254) $ ( 119,769) (86,516) (70,216) (402,222) (64,891) (106,891) $ (730,736) $ (211,726) (114,398) (721,311) (134,805) (232,883) $ (1,415,123) OPERATING REVENUES OVER (UNDER) EXPENDITURES $ (87,670) $ (351,625) $ (682,273) NONOPERATING REVENUES (EXPENSES) 51.21% 48.85% 44.91% 54.56% 51.77% 59.25% 51.73% 14.66% 34.95% 27.92% 17.43% 22.27% 51.64% Transfer from General $ 175,000 $ 350,000 $ 881,573 39.70% Transfer from OPWA 326,201 326,201 100.00% Other revenues /(expenses) 4 21 700 152.07% TOTAL NONOPERATING REVENUES (EXPENSES): $ 175,004 $ 676,222 $ 1,208,474 55.96% NET INCOME (LOSS) ENCUMBRANCES OUTSTANDING $ 87,333 $ 324,597 $ 526,201 $ (76,001) FUND BALANCE (Budgetary Basis) Beginning Balance (2,132,613) (2,132,613) Ending Balance $ (1,884,017) $ (1,606,412)