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HomeMy WebLinkAbout2021.10.19_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY (OPGA) Council Chambers Old Central Building 109 North Birch, Owasso, OK Tuesday, October 19, 2021 - 6:30 PM NOTE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving, authorizing, awarding, denying, postponing, or tabling. AGENDA RECEIVED 1. Call to Order OCT 15 20215 Chair Bill Bush 2. Roll Call 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 -October 5, 2021, and October 12, 2021, 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 a Fiscal Year 2021 -2022 budget amendment for the re- appropriation of carryover funds from Fiscal Year 2020 -2021 Jennifer Newman Staff recommends approval of a budget amendment, increasing the appropriation for expenditures by $31,446.00. 6. Report from OPGA Manager 7. Report from OPGA Attorney 8. Official Notices (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Report - Pay Period Ending Date October 9, 2021 • Monthly Budget Status Report - September 2021 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 11, 2020 and the Agenda posted at City Hall, 200 South Main Street, at 2:00 pm on Friday, October 15, 2021. cl,�ilx Ig how li nn M. Stevens, City Clerk 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@cityofowasso.com OWASSO PUBLIC GOLF AUTHORITY (OPGA) MINUTES OF REGULAR MEETING Tuesday, October 5, 2021 The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, October 5, 2021, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma per the Notice of Public Meeting filed Friday, December 11, 2020; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 1:00 pm on Friday, October 1, 2021. 1. Call to Order Chair Bill Bush called the meeting to order at 8:29 pm. 2. Roll Call Present Absent Chair - Bill Bush None Vice Chair- Kelly Lewis Trustee - Alvin Fruga Trustee - Doug Bonebrake Trustee - Lyndell Dunn 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 -September 21, 2021, Regular Meeting B. Approve claims Mr. Dunn moved, seconded by Ms. Lewis to approve the Consent Agenda, as presented with claims totaling $31,760.58. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush 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 (documents for acknowledgment or information only, no discussion or action will be taken) The Chair acknowledged receipt of the following: • Payroll Payment Report - Pay Period Ending Date September 25, 2021 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 October 5, 2021 Page 2 9. Adjournment Mr. Bonebrake moved, seconded by Ms. Lewis to adjourn the meeting. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 and the meeting adjourned at 8:30 pm. Bill Bush, Chair Juliann M. Stevens, Authority Clerk OWASSO CITY COUNCIL, OWASSO PUBLIC WORKS AUTHORITY (OPWA), AND OWASSO PUBLIC GOLF AUTHORITY (OPGA) MINUTES OF JOINT REGULAR MEETING Tuesday, October 12, 2021 The Owasso City Council, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority (OPGA) met in a joint regular meeting on Tuesday, October 12, 2021, in the Council Chambers at Old Central, 109 North Birch Street, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 11, 2020; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 12:00 pm on Friday, October 8, 2021. 1. Call to Order /Roll Cali Mayor /Chair Bill Bush called the meeting to order at 6:00 pm. Present Mayor /Chair - Bill Bush Councilor /Trustee - Alvin Fruga Councilor /Trustee - Doug Bonebroke Councilor /Trustee - Lyndell Dunn A quorum was declared present. Absent Vice Mayor /Vice Chair- Kelly Lewis 2. Discussion relating to Finance Department Items A. Proposed FY 2020 -2021 Carryover Funds - General Fund, OPWA Fund, OPGA Fund B. Proposed Budget Amendment- American Rescue Plan Act, COVID -19 Funds Jennifer Newman presented item A, and discussion was held. It was further explained that an item will be placed on the October 19, 2021, City Council, OPWA, and OPGA agendas for consideration and action. Linda Jones -Holt presented item B, and discussion was held. It was further explained that this item will be placed on the October 19, 2021, City Council agenda for consideration and action. 3. Discussion relating to Community Development Items A. Request for an amendment to the Lissau Landing Plat and Deeds of Dedication, at 11610 North 137th East Avenue, to clarify language related to water service utility maintenance B. Request for a Specific Use Permit (SUP 21 -05) - 1.49 acres located at 9155 North Owasso Expressway (Caliber Collision) C. Request for a final plat - Owasso Assisted Living Center, approximately 7.6 acres located at the northwest intersection of East 116th Street North and North 1261h East Avenue Karl Fritschen presented items A, B, and C, and discussion was held. It was further explained these items will be placed on the October 19, 2021, City Council agenda for consideration and action. 4. Discussion relating to the proposed purchase of Data Collectors and Data Management Software for automated water meter readings Travis Blundell presented the item, and discussion was held. It was further explained this item will be placed on the October 19, 2021, OPWA agenda for consideration and action. 5. Discussion relating to City /Authority Manager items A. 2022 City Council Election for Ward 5 B. Monthly sales tax report C. City Manager report Warren Lehr presented item A, and discussion was held. It was further explained this item will be placed on the October 19, 2021, City Council agenda for consideration and action. Linda Jones -Holt presented item B, and discussion was held. Under item C, Mr. Lehr reported on the Annual Harvest Festival held at Redbud Festival Park, 6. City Councilor/Trustee comments and inquiries Mr. Dunn commented on the Harvest Festival. Owasso City Council, OPWA & OPGA October 12, 2021 Page 2 7. Adjournment The meeting adjourned at 6:55 pm. Bill Bush, Mayor /Chair Juliann M. Stevens, City Clerk Claims List - 10/19/2021 Fund Vendor Name Payable Description Payment Amount 55 OPGA JPMORGAN CHASE BANK OREILLY - BATTERIES $449.94 JPMORGAN CHASE BANK TIMMONS -FUEL $1,612.66 CART OPERATIONS -Total $2,062.60 AEP /PSO ELECTRIC USE $1,864.83 HOLLIDAY SAND & GRAVEL CO SAND $1,196.23 INTERSTATE ELECTRIC CORPORATION TRANSFER PUMP $6,595.00 JPMORGAN CHASE BANK GRAINGER -KITS $104.18 JPMORGAN CHASE BANK IBT- SHIPPING $12.74 JPMORGAN CHASE BANK LOWES- REFUND ($20.00) JPMORGAN CHASE BANK MIDWEST -PARTS $234.50 JPMORGAN CHASE BANK PROF TURF -PARTS $374.67 JPMORGAN CHASE BANK ROBERTSON -TIRES $90.72 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $42.66 UNIFIRST HOLDINGS LP ENV CHARGE $22.00 UNIFIRST HOLDINGS LP JANITORIAL $42.74 UNIFIRST HOLDINGS LP SHOP TOWEL SERVICE $41.94 UNIFIRST HOLDINGS LP UNIFORM SERVICE $23.94 UNITED RENTALS NORTH AMERICA INC PUMP RENTAL $260.00 VERIZON WIRELESS WIRELESS CONNECTION $60.02 COURSE MAINT • Total $10,966.17 JPMORGAN CHASE BANK AMAZON -DOOR PARTS $246.40 JPMORGAN CHASE BANK SAMS- SUPPLIES $77.56 JPMORGAN CHASE BANK SYSCO- SUPPLIES $421.88 JPMORGAN CHASE BANK UNITED LINEN- RENTAL $109.24 JPMORGAN CHASE BANK WALMART- SUPPLIES $17.97 FOOD & BEV - Total $873.05 AEP /PSO ELECTRIC USE $1,489.01 AT &T LONG DISTANCE PHONE $9.94 AT &T LONG DISTANCE LONG DISTANCE PHONE $72.40 CYBERGOLF LLC WEB HOSTING $585.00 FREDERICK SOMMERS & WESTERN SIGN SIGNAGE $2,260.00 CO JPMORGAN CHASE BANK GALLAGHER- ADVERTISING $1,000.00 JPMORGAN CHASE BANK HOME DEPOT -DOOR $213.12 JPMORGAN CHASE BANK LOCKE- LIGHTS $584.99 JPMORGAN CHASE BANK LOCKE- MATERIALS $48.65 JPMORGAN CHASE BANK LOCKE- REPAIR $11.42 JPMORGAN CHASE BANK LOWES- HARDWARE $19.46 JPMORGAN CHASE BANK LOWES- SUPPLIES $8.48 JPMORGAN CHASE BANK MURPHY - SUPPLIES $242.49 JPMORGAN CHASE BANK PLATINUM PROTECT -FEES $50.00 1 Claims List - 10/19/2021 Fund Vendor Name Payable Description Payment Amount 55 OPGA JPMORGAN CHASE BANK SOUTH CENTRL - TRAINING $145.00 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $234.50 GOLFADMIN -Total $6,974.46 JPMORGAN CHASE BANK INT'L HOLE IN-TOURNAM $260.00 GOLFSHOP -Total $260.00 BGR DAILY ACCT. REIMB GOLF PETTY CASH $3,377.45 JPMORGAN CHASE BANK ACUSHNET- MERCHANDISE $2,809.57 JPMORGAN CHASE BANK IMPERIAL- COFFEE $90.15 JPMORGAN CHASE BANK PEPSI -FOOD $354.56 JPMORGAN CHASE BANK SAMS -FOOD $1,090.24 JPMORGAN CHASE BANK SYSCO -FOOD $917.65 JPMORGAN CHASE BANK WALMART -BEER $145.04 JPMORGAN CHASE BANK WALMART -FOOD $718.34 OPGA -Total $9,503.00 OPGA -Total $30,639.28 OPGA Grand Total $30,639.28 K ORm � �ftaple -RF LC eW -RR Mmmunlly TO: The Honorable Chair and Trustees Owasso Public Golf Authority (OPGA) FROM: Jennifer Newman, Assistant Finance Director SUBJECT: Supplemental Appropriation Carryover Budgets DATE: October 15, 2021 BACKGROUND: Every year, at the June 30th fiscal year end, there is unspent budget. While appropriations were included in the FY 2021 Budget, the actual expenditure for all or part of open items will occur during FY 2022. Because the FY 2022 Budget was prepared prior to year -end, and before it was known whether funds would be expended or not, the fund balance used to develop the OPGA Budget was projected as though all non -salary budgets would be expended by year -end. Therefore, approval of carryover non -salary budgets does not reduce the estimated June 30, 2021, fund balance. In order to keep from having purchase orders open for multiple years, past practice of the Authority is to close prior year purchase orders at the end of September and re- appropriate the funds in the subsequent year, along with authorizing the Authority to re -issue the purchase orders in the new fiscal year. Since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, closing out old encumbrances where goods and services have not been received will enable budgetary financial statements to more closely align with audited GAAP statements. Fund FY 2022 Expenditure Requested Revised Revenue Expenditure Budget I Carryover FY 2022 Ex enditure Budget Carryover OPGA 1,668,714 $ 31,446 $1,700,160 RECOMMENDATION: Staff recommends approval of a budget amendment, increasing the appropriation for expenditures by $31,446 for the Owasso Public Golf Authority. 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 10109/21 Payroll Expenses 5,048.10 2,352.25 11,093.02 3,440.81 3,644.04 Total Expenses 8,687.04 2,626.30 18,081.25 5,192.42 5,323.31 FUND TOTAL 25,578.22 39,910.32 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2020 -2021 Budgetary Basis Statement of Revenues & Expenses As of September 30, 2021 MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET OPERATING REVENUES: Golf shop fees $ 83,224 $ 106,428 $ 422,851 25.17% Cart Rental 27,317 27,317 118,034 23.14% Food & beverage 21,031 25,604 99,279 25.79% COS -- food & beverage 9 (8,886) (13,455) (48,891) 27.52% Merchandise sales 20,365 33,321 123,567 26.97% COS — merchandise (14,273) (22,117) (85,732) 25.80% TOTAL OPERATING REVENUES $ 128,778 $ 157,097 $ 629,108 24.97% OPERATING EXPENSES: Golf Shop (19,004) (53,466) $ (278,167) 19.2217o Cart Operations (4,006) (18,021) (126,738) 14.22% Golf Course Maintenance (93,052) (261,128) (852,523) 30.63% Food & Beverage (11,252) (26,688) (146,394) 18.23% Golf Administration (20,570) (64,911) (264,892) 24.50% Capital Outlay (1,610) (2,441) - Capital Outlay Greens Replacement TOTAL OPERATING EXPENSES $ (149,494) $ (426,654) $ (1,668,714) 25.57% OPERATING REVENUES OVER (UNDER) EXPENDITURES (20,716) $ $ (269,558) $ (1,039,606) NONOPERATING REVENUES (EXPENSES): Transfer from General $ 9,889 $ 371,782 $ 1,040,000 35.75% Transfer from OPWA - _ _ 000% Other revenues /(expenses) (11) (9) - TOTAL NONOPERATING REVENUES (EXPENSES): $ 9,878 $ 371,773 $ 1,040,000 35.75% NET INCOME (LOSS) $ 102,215 $ 394 $ (10,838) ENCUMBRANCES OUTSTANDING $ (103,426) FUND BALANCE (Budgetary Basis) Beginning Balance 1,211 1,211 Ending Balance $ - $ 1,605 Reviewed: