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Home My WebLink About2020.02.04_OPGA Agenda=� RECEIVED PUBLIC NOTICE OF THE MEETING OF THE JAN 31 2c;11s OWASSO PUBLIC GOLF AUTHORITY (OPGA) City Clerk's Office Council Chambers, Old Central Building 109 North Birch, Owasso, OK 74055 Regular Meeting Tuesday, February 4, 2020 - 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 - January 21, 2020, Regular Meeting B. Approve claims C. Declare the following equipment as surplus to the needs of the Authority and authorize disposal via auction: • 1993 Jacobsen Turf Tractor (serial # A35264) • 1993 Anglemaster 2 Bedknife Grinder (serial # 8442) • 2005 Cushman Truckster Utility Vehicle (serial # 99003961) • 2007 Dixie Chopper 60" Zero -turn Mower (serial # 102) • 2008 Buffalo Turbine BT 1000 Broadcast Topdresser (serial # 1058) • 2009 Tru -Turf 48" Greens Roller (serial # R 1 1 183) • 2014 Jacobsen Eclipse 322 Hybrid Riding Greens Mower with Verticut Reels (serial # 6280301820) 2014 Jacobsen AR3 Contour Rotary Mower (serial # KG00034) 2014 Befco Wide -area Pull- behind Rotary Mower 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 Report- pay period ending date January 18, 2020 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 on Friday, December 13, 2019, and the Agenda posted at City Hall, 200 South Main Stream at 6:Q0 pm on Friday, , lanuary 31, 2020. Stevens, The City of Owasso encourages citizen participation. To request van 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 Ocitvofowosso. com OWASSO PUBLIC GOLF AUTHORITY (OPGA) MINUTES OF REGULAR MEETING Tuesday, January 21, 2020 The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, January 21, 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 17, 2020. 1. Call to Order Chair Chris Kelley called the meeting to order at 7:20 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 - January 7, 2020, and January 14, 2020, Regular Meetings B. Approve claims Mr. Bush moved, seconded by Mr. Dunn to approve the Consent Agenda, as presented, with claims totaling $6,904.53. 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. Consideration and appropriate action relating to bids received for the Bailey Ranch Golf Club Bridge Renovation Project Chris Cook presented the item, recommending 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. There were no comments from the audience. After discussion, Ms. Lewis moved, seconded by Mr. Dunn to reject all bids, as recommended. YEA: Bonebrake, Bush, Dunn, Lewis, Kelley NAY: None Motion carried: 5 -0 6. Report from OPGA Manager None Owasso Public Golf Authority January 21, 2020 Page 2 7. Report from OPGA Attorney None 8. 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 January 4, 2020 • Monthly Budget Status Report - December 2019 New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None *Councilor Bush commended Corey Burd for being named 2018 -2019 Oklahoma Boys Golf Coach of the Year from the National Federation of State High School Associations* 10. Adjournment Mr. Dunn moved, seconded by Mr. Bonebrake to adjourn the meeting. YEA: Bonebrake, Dunn, Bush, Lewis, Kelley NAY: None Motion carried: 5 -0 and the meeting adjourned at 7:27 pm. Chris Kelley, Chair Juliann M. Stevens, Authority Clerk Claims List - 2/4/2020 Fund Vendor Name Payable Description Payment Amount 55 OPGA JPMORGAN CHASE BANK TIMMONS -FUEL $3,036.20 YAMAHA MOTOR CORPORATION, USA GOLF CART LEASE $3,594.38 CART OPERATIONS -Total $6,630.58 AEP /PSO ELECTRIC USE $576.49 AT &T CONSOLIDATED PHONE $12.41 BWI COMPANIES, INC SEED $475,22 BWI COMPANIES, INC SEED FERTILIZER $428.35 JPMORGAN CHASE BANK AMAZON - FITTINGS $89.58 JPMORGAN CHASE BANK AMAZON -HOSE $57.63 JPMORGAN CHASE BANK CUTTER &BUCK- UNIFORMS $226.37 JPMORGAN CHASE BANK FASTENAL -PARTS $15.44 JPMORGAN CHASE BANK GCSAA -CONF REGIS $500.00 JPMORGAN CHASE BANK IBT- BEARINGS /SEALS $346.04 JPMORGAN CHASE BANK LOCKE -PARTS $2.71 JPMORGAN CHASE BANK LOWES- SUPPLIES $84.86 JPMORGAN CHASE BANK LOWES- THERMOSTAT $21.99 JPMORGAN CHASE BANK OREILLY -AIR FILTER $14.28 JPMORGAN CHASE BANK OREILLY -OIL $49.99 JPMORGAN CHASE BANK OREILLY- SUPPLIES $124.28 JPMORGAN CHASE BANK P &K- ROLLER $132.69 JPMORGAN CHASE BANK PSI SVC- CERTIF FEE $95.00 JPMORGAN CHASE BANK SOUTHWEST- AIRFARE $563.02 JPMORGAN CHASE BANK SPORTSTURF -PARTS $404.00 UNIFIRST HOLDINGS LP ENV CHARGE $55.75 UNIFIRST HOLDINGS LP JANITORIAL $80.00 UNIFIRST HOLDINGS LP SHOP TOWEL SERVICE $54.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE $59.85 COURSE MAINT -Total $4,469.95 JPMORGAN CHASE BANK BEST BUY -EQUIP $87.12 JPMORGAN CHASE BANK SAMS -SOAP $9.48 JPMORGAN CHASE BANK SAMS- SUPPLIES $135.90 JPMORGAN CHASE BANK SYSCO- SUPPLIES $308.63 JPMORGAN CHASE BANK UNITED LINEN - RENTAL $303.44 JPMORGAN CHASE BANK WALMART - SUPPLIES $42.91 FOOD & BEV -Total $887,48 AEP /PSO ELECTRIC USE $725.58 AT &T CONSOLIDATED PHONE $99.29 JPMORGAN CHASE BANK ACUSHNET -PROMO $237.00 JPMORGAN CHASE BANK LOCKE- REPAIR $11.52 JPMORGAN CHASE BANK LOWES -HOSE $1828 JPMORGAN CHASE BANK LOWES -TOOLS $25.98 1 Claims List - 2/4/2020 Fund Vendor Name Payable Description Payment Amount 55 OPGA JPMORGAN CHASE BANK MURPHY - SUPPLIES $70.00 JPMORGAN CHASE BANK OK NEWS -SUB FEE $472.50 JPMORGAN CHASE BANK STANDLEY -COPY SUPPLIE $13.96 JPMORGAN CHASE BANK TERMINIX -PEST CONTROL $85.00 JPMORGAN CHASE BANK WASTE MGMT -REF SVC $534.83 WOMEN'S OKLAHOMA GOLF ASSOCIATION DUES $75.00 GOLF ADMIN -Total HSLE FREE PRO - MERCHAN $2,368.94 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $149.97 GOLFSHOP -Total $149,97 CALLAWAY GOLF SALES COMPANY MERCHANDISE $595.92 JPMORGAN CHASE BANK ACUSHNET -MERCH $73.72 JPMORGAN CHASE BANK ACUSHNET- MERCHANDISE $273.06 JPMORGAN CHASE BANK BILLER DIRECT - MERCHAN $115.26 JPMORGAN CHASE BANK CCSWS- BEVERAGES $1,038.68 JPMORGAN CHASE BANK CUTTER &BUCK- MERCHANDI $75.93 JPMORGAN CHASE BANK HSLE FREE PRO - MERCHAN $550.00 JPMORGAN CHASE BANK IMPERIAL- COFFEE $53.90 JPMORGAN CHASE BANK PING - MERCHANDISE $2,156.00 JPMORGAN CHASE BANK SAMS -FOOD $553.20 JPMORGAN CHASE BANK SYSCO -FOOD $786.64 JPMORGAN CHASE BANK SYSCO-REFUN ($29.82) JPMORGAN CHASE BANK TEXOMA- MERCHANDISE $154.18 JPMORGAN CHASE BANK WALMART -BEER $22.27 JPMORGAN CHASE BANK WALMART -FOOD $162.26 OPGA -Total $6,581.20 OPGA -Total $21,088.12 OPGA Grand Total $21,088.12 F sd REAL Pepplp •REAL. ....... REAL Commonly TO: The Honorable Chair and Trustees Owasso Public Golf Authority (OPGA) FROM: Nathan Singleterry Desktop Support Technician SUBJECT: Surplus Equipment and Authorization for Disposal DATE: January 31, 2020 BACKGROUND: The Owasso Public Golf Authority declares items surplus that have reached their end of life or are no longer useful. An estimated value of $500 or more for the individual item requires Trustee approval for disposal. For several years, staff has utilized auction sites to dispose of surplus vehicles and equipment. These sites act as an "auction broker." Both private individuals and public entities utilize these online auctions as a tool to obtain the highest resale or salvageable price for items they can no longer utilize. Prior to utilizing online auctions, city staff collected and processed surplus items, then conducted an onsite auction. This process took significant time and required many staff resources with very little return. The onsite auctions were typically not well attended and items were sold for far less than received via online auction sites. HOW IT WORKS: The following is the step -by -step process for online auctions followed by the OPGA: • Trustees declare items, valued over $500, as surplus to the needs of the Authority; • Digital pictures are taken and descriptions written for each item to be auctioned • Staff determines length of auction; • Staff includes acceptable methods of payment; • Staff determines whether items can be shipped or would need to be picked up by the purchaser /buyer; • The auction is promoted on the City's website; • At the end of the auction the highest bidder is notified. Arrangements are made for shipping or pick -up of item once payment is received. FEES: There are fees to sell on most, though not all, auction sites. For some sites, there may be a set fee, and for others there may be a percentage of the total sale price. Staff evaluates the items to be sold to determine the best online option for auctioning. ITEMS RECOMMENDED TO BE DECLARED SURPLUS: The following equipment has been deemed as no longer needed to remain in service due to age and /or condition and is being recommended to be declared surplus by the OPGA. Staff has reviewed the Finance Department's "Book Value" of the vehicles /items, and values from the "Kelley Blue Book" (when possible) to determine a minimum value for each item. The following is the estimated value for each of the items: • 1993 Jacobsen Turf Tractor (serial # A35264) - $1,000 • 1993 Anglemaster 2 Bedknife Grinder (serial # 8442) - $1,000 • 2005 Cushman Truckster Utility Vehicle (serial # 99003961) - $500 • 2007 Dixie Chopper 60" Zero -turn Mower (serial # 102) - $1,000 • 2008 Buffalo Turbine BT1000 Broadcast Topdresser (serial # 1058) - $2,000 • 2009 Tru -Turf 48" Greens Roller (serial # R11183) - $1,000 • 2014 Jacobsen Eclipse 322 Hybrid Riding Greens Mower with Verticut Reels (serial # 6280301820) - $12,000 • 2014 Jacobsen AR3 Contour Rotary Mower (serial # KG00034) - $8,000 • 2014 Befco Wide -area Pull- behind Rotary Mower - $5,000 This equipment has been replaced or is no longer needed and no longer has value to the organization. Also note, that many of these surplus items have been sitting outside in storage and are continuing to depreciate, further losing value to the OPGA. RECOMMENDATION: Staff recommends declaring the following equipment as surplus to the needs of the OPGA and approving of their disposal via online auction: • 1993 Jacobsen Turf Tractor (serial # A35264) • 1993 Anglemaster 2 Bedknife Grinder (serial # 8442) • 2005 Cushman Truckster Utility Vehicle (serial # 99003961) • 2007 Dixie Chopper 60" Zero -turn Mower (serial # 102) • 2008 Buffalo Turbine BT 1000 Broadcast Topdresser (serial # 1058) • 2009 Tru -Turf 48" Greens Roller (serial # RI 1183) • 2014 Jacobsen Eclipse 322 Hybrid Riding Greens Mower with Verticut Reels (serial # 6280301820) • 2014 Jacobsen AR3 Contour Rotary Mower (serial # KG00034) • 2014 Befco Wide -area Pull- behind Rotary Mower Department 600 Golf Shop Operations 605 Cart Operations 610 Golf Course Operations 670 Food & Beverage 690 General & Administration OWASSO PUBLIC GOLF AUTHORITY PAYROLLPAYMENTREPORT PAY PERIOD ENDING DATE 01118/2020 Payroll Expenses 4,105.76 1,276.64 7,816.28 2,166.50 3,435.80 Total Expenses 6,370.93 1,434.95 12,884.06 3,629.48 5,233.09 FUND TOTAL 18,800.98 29,552.51