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Home My WebLink About2023.09.05_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY (OPGA) Council Chambers Old Central Building 109 North Birch, Owasso, OK Tuesday, September 5, 2023 - 6:30 PM NOiE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving, authorizing, awarding, denying, postponing, or tabling. AGENDA f:ECEIVED 1. Call to Order - Chair Kelly Lewis MG 3 t 2013 %S 2. Roll Call Clerk's Office 3. Consideration and appropriate action relating to 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 - August 15, 2023, Regular Meeting B. Approve claims C. Declare the 2001 Kubota Tractor (# 10169) as surplus to the needs of the Authority and authorize disposal via online auction 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Report from OPGA Manager 6. Report from OPGA Afforney 7. Official Notices (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Report - Pay Period Ending Date August 12, 2023, and August 26, 2023 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, 9, 2022, and the Agenda posted at City Hall, 200 South Main Street, at 5:00 pm-on Thursday, August 31, 20 )23. M. Stevens, The City of Owasso encourages citizen participation. To requestbn accommodation due to a disability, contact the City Clerk prior to the scheduled meeting by phone 918- 376 -1502 or by email to istevens @citvofowasso.com OWASSO PUBLIC GOLF AUTHORITY (OPGA) MINUTES OF REGULAR MEETING TUESDAY, AUGUST 15, 2023 The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, August 15, 2023, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma per the Notice of Public Meeting filed Friday, December 9, 2022; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 5:00 pm on Friday, August 11, 2023, 1. Call to Order - Chair Kelly Lewis called the meeting to order at 7:26 pm. 2. Roll Call - A quorum was declared present. Present Absent Chair- Kelly Lewis None Vice Chair- Alvin Fruga Trustee - Doug Bonebrake Trustee - Lyndell Dunn Trustee - Paul Loving Staff: Authority Manager - Warren Lehr / Authority Attorney - Julie Lombardi 3. Consideration and appropriate action relating to 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 - August 1, 2023, and August 8, 2023, Regular Meetings B. Approve claims C. Declare the 1993 Ford F150 VIN: 1 FTEF14Y6PNA24682 as surplus to the needs of the Authority and authorize disposal via auction Mr. Dunn moved, seconded by Mr. Loving to approve the Consent Agenda as presented, with claims totaling $29,973.10. YEA: Bonebrake, Dunn, Loving, Fruga, Lewis 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 water damage restoration in the Bailey Ranch Golf Clubhouse Larry Langford presented the item, recommending to award the restoration contract to Servpro of South Tulsa County of Tulsa, Oklahoma, in the amount of $41,371.81 and authorization to execute all necessary documents. There were no comments from the audience. After discussion, Mr. Bonebrake moved, seconded by Mr. Dunn to award the contract and authorize execution of all necessary documents, as recommended. YEA: Bonebrake, Dunn, Loving, Fruga, Lewis NAY: None Motion carried: 5 -0 6. Consideration and appropriate action relating to the ratification of expenditures for golf course repair projects exceeding the Authority Manager's spending authority and authorization for payment Larry Langford presented the item, recommending ratification of expenses incurred and invoices paid in golf course repair projects and authorization for payment in an amount not to exceed $50,000.00. There were no comments from the audience. After discussion, Mr. Bonebrake moved, seconded by Mr. Dunn to ratify expenses incurred and invoices paid and authorize payment, as recommended. YEA: Bonebrake, Dunn, Loving, Frugo, Lewis NAY: None Motion carried: 5 -0 7. Report from OPGA Manager -None 8. Report from OPGA Attorney -None Official Notices - The Chair acknowledged receipt of the following: • Payroll Payment Report - Pay Period Ending Date July 29, 2023 • Monthly Budget Report - July 2023 10. New Business -None 11. Adjournment Mr. Bonebrake moved, seconded by Mr. Dunn to adjourn the meeting. YEA: Bonebrake, Dunn, Loving, Fruga, Lewis NAY: None Motion carried: 5 -0 and the meeting adjourned at 7:33 pm. Kelly Lewis, Chair Juliann M. Stevens, Authority Clerk Owasso Public Golf Authority August 15, 2023 Page 2 Claims List - 09/0512023 Fund Vendor Name Payable Description Payment Amount 55 OPGA BROWN FARMS LLC BERMUDA $1,560.00 2023 TURF REPLACEMENT -Total $1,560.00 JPMORGAN CHASE BANK HOME DEPOT - SUPPLIES $46.96 JPMORGAN CHASE BANK LOWES- SUPPLIES $98,74 JPMORGAN CHASE BANK WALMART- SUPPLIES $33.00 JPMORGAN CHASE BANK WALMART -TIRE FOAM $19.52 YAMAHA GOLF CAR COMPANY REPAIRS $578.89 YAMAHA MOTOR CORPORATION, USA CART LEASES $4,821.85 CARTOPERATIONS -Total $5,598.96 AEP IPSO ELECTRIC USE $4,125.31 AT &T PHONE USE $26.26 BWI COMPANIES, INC FERTILIZER $6,202.20 BWI COMPANIES, INC HERBICIDE $113.31 BWI COMPANIES, INC JUNE FERTILIZER $7,837.60 CUTTER & BUCK INC UNIFORMS $389.52 FLEET FUELS LLC MAINTENANCE FUEL $2,751.10 HOLLIDAY SAND & GRAVEL CO AERIFICATION SAND $1,762.68 HOLLIDAY SAND & GRAVEL CO SAND $1,749.65 JPMORGAN CHASE BANK AMAZON -WIRE FLAGS $27.78 JPMORGAN CHASE BANK CORNERSTONE - CHAINSAW $1,296.00 JPMORGAN CHASE BANK HARRELLS - CHARGES $87.42 JPMORGAN CHASE BANK HOOTEN- ENGINE OIL $221.80 JPMORGAN CHASE BANK IBT- BEARINGS $207.52 JPMORGAN CHASE BANK KANSAS GOLF - CYLINDER $1,174.00 JPMORGAN CHASE BANK KANSAS GOLF -MOTOR $4,870.73 JPMORGAN CHASE BANK KANSAS GOLF -MOWER $435.53 JPMORGAN CHASE BANK KANSAS GOLF -REEL $1,038.80 JPMORGAN CHASE BANK KEELING - SPRINKLER $1,412.75 JPMORGAN CHASE BANK KELLY REG- LICENSE FEE $53.00 JPMORGAN CHASE BANK LOWES -NAILS $54.96 JPMORGAN CHASE BANK LOWES- REFUND ($24.98) JPMORGAN CHASE BANK LOWES- SPRINKLER HEADS $35.94 JPMORGAN CHASE BANK ONG- NATURAL GAS USAGE $48.56 JPMORGAN CHASE BANK OREILLY -AIR FILTERS $9818 JPMORGAN CHASE BANK OREILLY- ANTIFREEZE $107.94 JPMORGAN CHASE BANK OREILLY- FILTERS $62.15 JPMORGAN CHASE BANK OREILLY -HOSE REPAIR $110.54 JPMORGAN CHASE BANK OREILLY- HYDRAULIC OIL $74.99 JPMORGAN CHASE BANK P &K EQUIP- SHAFTS $80.13 JPMORGAN CHASE BANK P &K- HYDRAULIC OIL $108.37 JPMORGAN CHASE BANK P &K -SPRAY RIG $61.85 JPMORGAN CHASE BANK P &K- SPRAYER PUMP $1,345.08 1 Claims List - 09/05/2023 Fund Vendor Name Payable Description Payment Amount 55 OPGA JPMORGAN CHASE BANK PLATINUM - SECURITY $25.00 JPMORGAN CHASE BANK QUIKSERVICE -STEEL $31.94 JPMORGAN CHASE BANK R &R- BEDKNIVES $446.25 JPMORGAN CHASE BANK R &R -MOWER ROLLERS $738.30 JPMORGAN CHASE BANK R &R- ROLLER TUBES $589.65 JPMORGAN CHASE BANK ROBERTSON- REFUND ($9.36) JPMORGAN CHASE BANK ROBERTSON -TURF TIRE $127.26 JPMORGAN CHASE BANK ROBERTSON -TURF TIRES $530.82 JPMORGAN CHASE BANK RR PROD - BEDKNIVES $239.70 JPMORGAN CHASE BANK SAMS- SUPPLIES $43.52 JPMORGAN CHASE BANK STANDARD -OIL FILTER $1,794.29 JPMORGAN CHASE BANK STANDARD- PULLEY $82.99 JPMORGAN CHASE BANK STANDARD - ROTARY BLADE $635.83 JPMORGAN CHASE BANK TIFCO- HARDWARE $1,310.21 JPMORGAN CHASE BANK TOPSOIL - SUPPLIES $250.00 JPMORGAN CHASE BANK TURNPRO -ALGAE $4,585.80 JPMORGAN CHASE BANK TURNPRO -POND TREAT $1,899.00 JPMORGAN CHASE BANK UATTEND- SUBSCRIPTION $41.00 JPMORGAN CHASE BANK VICTOR WELD -GAS $64.54 MOHAWK MATERIALS GREENS SAND $1,038.12 SITEONE LANDSCAPE SUPPLY HOLDING BERMUDA $1,642,88 THE HUNTINGTON NATIONAL BANK MAINT EQUIP LEASE $5,207.39 UNIFIRST HOLDINGS LP ENVIRONMENTAL CHARGE $39.75 UNIFIRST HOLDINGS LP JANITORIAL SERVICE $57.00 UNIFIRST HOLDINGS LP SHOP TOWEL SERVICE $65.58 UNIFIRST HOLDINGS LP UNIFORM CLEANING $35.91 YAMAHA GOLF CAR COMPANY CART SERVICE $4,535.28 YAMAHA GOLF CAR COMPANY REPAIRS $930.92 COURSE MAINT -Total $64,926.24 COX COMMUNICATIONS PHONE USAGE $7.55 JPMORGAN CHASE BANK IMAGEFIRST- RENTAL $555.74 JPMORGAN CHASE BANK UNIFIRST -RUG SERVICE $78.24 JPMORGAN CHASE BANK WALMART- SUPPLIES $63.96 JPMORGAN CHASE BANK WEBSTAURANT- FURNITURE $5,688.64 STEPHEN R GRINTER REPAIR $731.50 FOOD & BEV -Total $7,125.63 - AEP IPSO ELECTRIC USE $2,484.86 AT &T LONG DISTANCE LONG DISTANCE PHONE $94.20 COX COMMUNICATIONS PHONE USAGE $3,78 GPS TECHNOLOGIES INC CART GPS $876.00 JPMORGAN CHASE BANK ACUSHNET -MERCH EXP $275.00 JPMORGAN CHASE BANK ACUSHNET- UNIFORMS $41.02 V, Fund 55 OPGA Claims List - 09/0512023 Vendor Name JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK STANDLEY SYSTEMS, LLC UNIFIRST HOLDINGS LP Payable Description Payment Amount COX -CABLE $119.04 CYBERGOLF -WEB HOSTING $645.00 GPS TECH - SERVICE $3,504.00 LOWES- SUPPLIES $169.99 ONG- NATURAL GAS USAGE $205.67 PGA - TRAINING $485.00 PLATINUM- SECURITY $25.00 SAMS- SUPPLIES $41.21 COPIER $212.78 RUG SERVICE $88,73 GOLF ADMIN -Total $9,271,28 COX COMMUNICATIONS PHONE USAGE $11.33 JPMORGAN CHASE BANK ACUSHNET -RANGE BALLS $5,880.00 JPMORGAN CHASE BANK AMAZON -RANGE ROPE $99.99 JPMORGAN CHASE BANK LOWES- SUPPLIES $37.96 JPMORGAN CHASE BANK PGA -DUES $694.00 JPMORGAN CHASE BANK TEXOMA -MERCH EXP $501.55 JPMORGAN CHASE BANK WITTEK GOLF -BALL WASH $5,230.03 JPMORGAN CHASE BANK ZEUS BATTERY - SUPPLIES $264.17 GOLFSHOP -Total $12,719.03 BAD BIRDIE MERCHANDISE EXPENSE $2,387.00 BGR DAILY ACCT. REIMB PETTY CASH $4,795.90 JPMORGAN CHASE BANK ACUSHNET -MERCH EXP $6,630.41 JPMORGAN CHASE BANK BLK CLOVER -MERCH $1,630.08 JPMORGAN CHASE BANK GOLF COURSE BEER $252.15 JPMORGAN CHASE BANK MVP -MERCH EXP $1,378.99 JPMORGAN CHASE BANK PING -MERCH EXP $243.10 JPMORGAN CHASE BANK SAMS -FOOD $1,459.78 JPMORGAN CHASE BANK TEXOMA -MERCH EXP $69.49 OPGA -Total $18,846.90 EQUIPMENT ONE RENTAL & SALES RENTAL $267.90 JPMORGAN CHASE BANK CORE &MAIN - TIEWALL $9,039.90 ROB'S SOD, INC SOD $5,100.00 UNITED RENTALS NORTH AMERICA INC RENTAL $359.83 TIEWALL REPAIR -Total $14,767.63 OPGA -Total $134,815.67 OPGA Grand Total $134,815.67 3 TO: The Honorable Chair and Trustees I Identification # Owasso Public Golf Authority (OPGA) FROM: Nathan Singleterry, Desktop Support Technician SUBJECT: Surplus Vehicles and Authorize Auction DATE: August 31, 2023 BACKGROUND: The Owasso Public Golf Authority (OPGA) can declare items surplus that have reached their end of life or are no longer useful. An estimated value of $500.00 or more for the individual items requires Authority approval for disposal. For several years, the Authority has utilized auction sites to auction 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 the Authority has received via online auction sites. HOW IT WORKS: The following is the step -by -step process for online auctions followed by the OPGA: • OPGA declares vehicles or other items, valued over $500.00, as surplus to the needs of the Authority; • Digital pictures are taken and descriptions written for each item to be auctioned • Staff determines the 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. Most often, items are picked up at City locations; • The auction is promoted through social media and the City's website; • At the end of the auction the highest bidder is notified; and 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. ITEM RECOMMENDED TO BE DECLARED SURPLUS: The following vehicle has been deemed as no longer needed to remain in service due to age and condition. Vehicle: I Reason /Condition: I Identification # Book Value: 2001 Kubota Tractor M4900 No longer suitable /safe for department use due to I lack of 4wd option. 10169 $9000 Surplus Page 2 RECOMMENDATION: Staff recommends declaring the 2001 Kubota Tractor #10169 as surplus to the needs of the Authority and approving disposal of the vehicle via online auction. ATTACHMENT: Photo OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 08/12/23 Department Payroll Expenses Total Expenses 600 Golf Shop Operations 6,715.51 10,810.32 605 Cart Operations 1,625.25 1,814.63 610 Golf Course Operations 22,240.39 29,872.25 670 Food & Beverage 1,948.41 3,641.03 690 General & Administration 4,333.21 6,198.20 FUND TOTAL 36,862.77 52,336.43 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 08126123 Payroll Expenses 6,228.35 3,478.75 21,288.45 3,779.82 4,333.21 Total Expenses 10,259.51 3,880.83 28,797.04 5,680.35 6,198.20 FUND TOTAL 39,108.58 54,815.93