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Home My WebLink About2023.10.17_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 17, 2023 - 6:30 PM NOTE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving, authorizing, awarding, denying, postponing, or tabling. RECEIVED AGENDA 1. Call to Order - Chair Kelly Lewis OCT 13 2023 2. Roil Call City 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 - October 3, 2023, and October 10, 2023, 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 2023-2024 budget amendment for the re- appropriation of carryover funds from Fiscal Year 2022-2023 Carly Novozinsky Staff recommends approval of a budget amendment in the OPGA Fund, increasing the appropriation for expenditures by $34,679.00. 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 7, 2023 • Monthly Budget Status Report - September 2023 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 9, 2022, and the Agenda posted at City Hall, 200 South Main Street, at 1:00 pm, Friday, October 30 Juliann M. Stevens, City Jerk The City of Owasso encourages citizen participation. To request anipccommodation due to a disability, contact the City Clerk prior to the scheduled meeting by phone 918- 376 -1502 or by email to istevens@cifyofowasso.com OWASSO PUBLIC GOLF AUTHORITY (OPGA) MINUTES OF REGULAR MEETING TUESDAY, OCTOBER 3, 2023 The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, October 3, 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 Thursday, September 28, 2023. 1. Call to Order - Chair Kelly Lewis called the meeting to order at 7:31 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 - September 19, 2023, Regular Meeting B. Approve claims Mr. Dunn moved, seconded by Mr. Bonebrake, to approve the Consent Agenda as presented, with claims totaling $21,839.50. 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. Report from OPGA Manager - None 6. Report from OPGA Attorney - None 7. Official Notices - The Chair acknowledged receipt of the following: • Payroll Payment Report - Pay Period Ending Date September 23, 2023 8. New Business - None 9. Adjournment Mr. Fruga 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 7:32 pm. Kelly Lewis, Chair Juliann M. Stevens, Authority Clerk OWASSO CITY COUNCIL, PUBLIC WORKS AUTHORITY, AND PUBLIC GOLF AUTHORITY MINUTES OF JOINT REGULAR MEETING TUESDAY, OCTOBER 10, 2023 The Owasso City Council, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority (OPGA) met in a joint regular meeting on Tuesday, October 10, 2023, in the Council Chambers at Old Central, 109 North Birch Street, 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 Thursday, October 5, 2023. 1. Call to Order 2. Roll Call - Mayor /Chair Kelly Lewis called the meeting to order at 6:00 pm. A quorum was declared present. Present Absent Mayor /Chair- Kelly Lewis None Vice Mayor /Vice Chair -Alvin Fruga Councilor /Trustee - Doug Bonebrake Councilor /Trustee - Lyndell Dunn Councilor /Trustee - Paul Loving Staff: City /Authority Manager- Warren Lehr; Assistant City /Authority Manager- Chris Garrett; City /Authority Attorney - Julie Lombardi 3. Discussion relating to the Small Business Enhancements available in the Owasso Redbud District Project Plan, Increment District No. 1 Councilor Lyndell Dunn presented the item and discussion was held. 4. Discussion relating to proposed FY 2022 -2023 Carryover Funds - General Fund, OPWA Fund and OPGA Fund Carly Novozinsky presented the item and discussion was held. It was further explained that an item would be placed on the October 17, 2023, City Council, OPWA and OPGA agendas for consideration and action. 5. Discussion relating to Community Development Items A. Request for a planned unit development (PUD) for Palmer 4 -Plex and a rezoning request from Agriculture (AG) to Residential Neighborhood Mixed (RNX) - approximately 2.50 acres located west of North 97th East Avenue (Mingo Road) and East 102nd Street North, as referenced in applications OPUD 23 -06 and OZ 23 -07 B. Request for the closure of a 15' utility easement on Lot 1 of the Amended Atchison Topeka and Santa Fe Plat, located at 401 West 2nd Avenue Brian Dempster presented item A and discussion was held. Wendy Kramer presented item B and discussion was held. It was further explained that these items would be placed on the October 17, 2023, City Council agenda for consideration and action. 6. Discussion relating to the establishment of the 2023 Morrow Gravity Sanitary Sewer Extension Assessment Area Roger Stevens presented the item and discussion was held. 7. Discussion relating to the establishment of fees for 5K road runs and runs conducted at the 5K Heart Healthy Trail Larry Langford presented the item and discussion was held. 8. Discussion relating to City /Authority Manager items A. Monthly sales tax report and revenue outlook B. Proposed increase in the City Manager's spending authority Warren Lehr introduced Carly Novozinsky to present item A. Mr. Lehr presented item B and discussion was held. Owasso City Council, OPWA & OPGA October 10, 2023 Page 2 9. City Councilor /Trustee comments and inquiries - None 10. Consideration and appropriate action relating to a request for an executive session for the purpose of discussing the hiring and employment contract of Christopher Garrett for the position of City Manager as provided for in Title 25, O.S. § 307(8)(1) Mayor Lewis presented the item. Mr. Dunn moved, seconded by Mr. Fruga, to enter into executive session. YEA: Bonebrake, Dunn, Loving, Fruga, Lewis NAE: None Motion Carried: 5 -0 At 6:47pm, the City Council members entered into Executive Session. At 7:02 pm, Warren Lehr entered into the Executive Session. At 7:26 pm, Mr. Lehr exited the Executive Session. At 7:31 pm, Beth Anne Childs, entered into the Executive Session. At 7:55 pm, the City Council exited executive session and returned to open session. 11. Adjournment The meeting adjourned at 7:55 pm. Kelly Lewis, Mayor /Chair Juliann M. Stevens, City Clerk Claims List - 10/17/2023 Fund Vendor Name Payable Description Payment Amount 55 OPGA FLEET FUELS LLC CART FUEL $2,836.71 JPMORGAN CHASE BANK AMAZON- REFUND ($64.99) JPMORGAN CHASE BANK AMAZON - SUPPLIES $228.56 JPMORGAN CHASE BANK ATWOOD -PARTS $24.98 JPMORGAN CHASE BANK TRACTOR SUP -PARTS $25.98 YAMAHA MOTOR CORPORATION, USA CART LEASES $4,821.85 CART OPERATIONS -Total $7,855.09 AT &T PHONE SERVICE $3.22 AT &T PHONE USE $26.48 BROWN FARMS LLC SOD $940.00 BWI COMPANIES, INC SEED $1,275.48 CORE & MAIN PARTS $143.44 ENTERPRISE FM TRUST FLEET LEASE $887.21 HOLLIDAY SAND & GRAVEL CO SAND $1,178.97 JPMORGAN CHASE BANK BROWN FARMS - BERMUDA $140.00 JPMORGAN CHASE BANK CERT LAB - GREASE TUBES $790.95 JPMORGAN CHASE BANK CISCO -FEES $75.00 JPMORGAN CHASE BANK CORE &MAIN -GATE VALVES $207.90 JPMORGAN CHASE BANK CORE &MAIN -PVC FITTING $37.30 JPMORGAN CHASE BANK CORE &MAIN -PVC REPAIR $14.55 JPMORGAN CHASE BANK HARRELLS- PESTICIDES $2,372.73 JPMORGAN CHASE BANK INNOVATIVE - AGENTS $810.81 JPMORGAN CHASE BANK KANSAS GOLF -REEL $1,232.00 JPMORGAN CHASE BANK LOWES- IRRIGATION $99,86 JPMORGAN CHASE BANK LOWES -PVF FITTING $7.80 JPMORGAN CHASE BANK LOWES- SHOVELS $53.96 JPMORGAN CHASE BANK OKGOL -FEES $150.00 JPMORGAN CHASE BANK OREILLY- HEADLIGHTS $15.88 JPMORGAN CHASE BANK OREILLY -MOTOR TREAT $87.84 JPMORGAN CHASE BANK OREILLY- REFUND ($26.18) JPMORGAN CHASE BANK OWASSO FENCE - REPAIR $400.00 JPMORGAN CHASE BANK PLATINUM - SECURITY $50.00 JPMORGAN CHASE BANK PROF TURF -PARTS $484.68 JPMORGAN CHASE BANK R &R- REFUND ($238.50) JPMORGAN CHASE BANK R &R- ROLLERS $50130 JPMORGAN CHASE BANK ROBERTSON -TURF KNIVES $389.84 JPMORGAN CHASE BANK STANDARD -GAS SHOCK $407.64 MOHAWK MATERIALS SAND $1,045.60 R AND V TRUCKING LLC DIRT $165.00 THE HUNTINGTON NATIONAL BANK MAINTENANCE EQUIPMENT $5,207.39 LEA TREASURER PETTY CASH SERV OK- 2648KW TAG $20.50 1 Claims List - 10/17/2023 Fund Vendor Name Payable Description Payment Amount 55 OPGA UNIFIRST HOLDINGS LP ENVIRONMENTAL CHARGE $53.00 UNIFIRST HOLDINGS LP JANITORIAL SERVICE $80.74 UNIFIRST HOLDINGS LP SHOP TOWEL SERVICE $87.44 UNIFIRST HOLDINGS LP UNIFORM CLEANING $47.88 VERIZON WIRELESS WIRELESS CONNECTION $80.02 COURSE MAINT -Total GRIMSLEYS- SUPPLIES $19,307.73 COX COMMUNICATIONS PHONE USAGE $7.55 JPMORGAN CHASE BANK IMAGEFIRST- RENTAL $476.97 JPMORGAN CHASE BANK IMPERIAL- COFFEE $38.95 JPMORGAN CHASE BANK OK ABLE - LICENSE $475.00 JPMORGAN CHASE BANK SAMS -FRYER OIL $7316 JPMORGAN CHASE BANK SAMS -PANS $77.62 JPMORGAN CHASE BANK SAMS- SUPPLIES $57.22 JPMORGAN CHASE BANK WALMART- SUPPLIES $90.63 FOOD & BEV -Total $634.06 $1,297.70 AT &T LONG DISTANCE PHONE $10.12 CITY OF OWASSO WATER SERVICE $175.00 COX COMMUNICATIONS PHONE USAGE $3.78 GPS TECHNOLOGIES INC IPAR7 PRO LEASE $876.00 JPMORGAN CHASE BANK COX -CABLE $145.37 JPMORGAN CHASE BANK GRIMSLEYS- SUPPLIES $291.99 JPMORGAN CHASE BANK JST -VENT HOOD $640.00 JPMORGAN CHASE BANK PGA - TRAINING $190.00 JPMORGAN CHASE BANK PLATINUM - SECURITY $50.00 JPMORGAN CHASE BANK WALMART- PLANTER $26.43 JPMORGAN CHASE BANK WASTE MGMT- REFUSE $1,065.37 STANDLEY SYSTEMS, LLC COPIER $215.06 UNIFIRST HOLDINGS LP RUG SERVICE $88.73 GOLFADMIN -Total $3,777.65 STANTON W ESPINOSA ARCHITECTS LLC DESIGN $6,008.00 GOLF COURSE RESTROOM - Total $634.06 $6,008.00 COX COMMUNICATIONS PHONE USAGE $11.33 JPMORGAN CHASE BANK AMAZON - SUPPLIES $99.99 JPMORGAN CHASE BANK INTERN HOLE -TOURN EXP $346.00 JPMORGAN CHASE BANK SUNDANCE- RECEIPT $162.69 JPMORGAN CHASE BANK LISPS- POSTAGE $14.05 GOLF SHOP -Total $634.06 BGR DAILY ACCT. REIMB PETTY CASH $1,902.35 JPMORGAN CHASE BANK ACUSHNET -MERCH EXP $10,201.70 JPMORGAN CHASE BANK ADIDAS -MERCH EXP $678,77 2 Claims List - 10/17/2023 Fund Vendor Name Payable Description Payment Amount 55 OPGA JPMORGAN CHASE BANK AHEAD -MERCH EXP $527.55 JPMORGAN CHASE BANK GOLF COURSE BEER $2,920.05 JPMORGAN CHASE BANK NEXBELT -MERCH EXP $2,189.73 JPMORGAN CHASE BANK SAMS -FOOD $3,013.17 JPMORGAN CHASE BANK TEXOMA -MERCH EXP $211.14 JPMORGAN CHASE BANK WALMART -FOOD $36.70 OPGA -Total $21,681.16 JPMORGAN CHASE BANK CORE &MAIN - REFUND ($588.64) TIEWALL REPAIR -Total ($588,64) OPGA -Total $59,972.95 OPGA Grand Total $59,972.95 3 TO: The Honorable Chair and Trustees Owasso Public Golf Authority (OPGA) FROM: Carly Novozinsky, Finance Director SUBJECT: Supplemental Appropriation - Carryover Budget DATE: October 13, 2023 BACKGROUND: Every year, at the June 30th fiscal year end, there are unspent budgets. While appropriations were included in the FY 2023 Budget, the actual expenditure for all or part of open items will occur during FY 2024. Because the FY 2024 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, 2023, 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 the Authority's budgetary financial statements to more closely align with audited GAAP statements. RECOMMENDATION: Staff recommends approval of a budget amendment in the OPGA Fund, increasing the appropriation for expenditures by $34,679.00. Requested OPGA Department FY 2024 Expenditure Expenditure Revised FY 2024 Budget Carryover Expenditure Budget Golf Course Maintenance $ 1,217,417.00 $ 34,679.00 $ 1,252,096.00 RECOMMENDATION: Staff recommends approval of a budget amendment in the OPGA Fund, increasing the appropriation for expenditures by $34,679.00. OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 10/07123 Department Payroll Expenses Total Expenses 600 Golf Shop Operations 6,518.30 10,583.22 605 Cart Operations 3,101.25 3,462.56 610 Golf Course Operations 19,018.27 26,259.14 670 Food & Beverage 4,158.31 6,112.80 690 General & Administration 4,333.21 6,198.20 FUND TOTAL 37,129.34 52,615.92 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY FISCAL YEAR 2023 -2024 Budgetary Basis Statement of Revenues & Expenses As of September 30, 2023 OPERATING REVENUES: Golf shop fees Cart Rental Food & beverage COS -- food & beverage Merchandise sales COS - merchandise TOTAL OPERATING REVENUES OPERATING EXPENSES: Golf Shop Cart Operations Golf Course Maintenance Food & Beverage Golf Administration Capital Outlay TOTAL OPERATING EXPENSES MONTH TO -DATE $ 82,246 22,665 23,643 (10,177) 20,404 YEAR TO -DATE $ 142,058 34,491 34,930 (18,209) 43,221 (15,250) (31,624) $ 123,531 $ 204,866 $ (27,624) (11,725) (105,271) (19,479) (24,162) (9,715) $ (197,976) $ (84,136) (32,476) (308,430) (47,041) (64,269) (60,238) $ (596,590) BUDGET $ 786,455 220,301 201,023 (108,527) 207,441 (172,154) $ 1,134,539 $ (336,398) (183,370) (1,072,417) (181,421) (332,390) (145,000) $ (2,250,996) OPERATING REVENUES OVER (UNDER) EXPENDITURES $ (74,445) $ (391,724) $ (1,116,457) NONOPERATING REVENUES (EXPENSES): Transfer from General $ 75,000 $ 225,000 $ 900,000 Other revenues /(expenses) 1,010 5,461 6,542 TOTAL NONOPERATING REVENUES (EXPENSES): $ 76,010 $ 230,461 $ 906,542 NET INCOME (LOSS) $ 1,565 ENCUMBRANCES OUTSTANDING FUND BALANCE (Budgetary Basis) Beginning Balance Ending Balance $ (161,263) $ (209,915) $ (109,286) 689,351 689,351 $ 418,802 $ 479,436 PERCENT OF BUDGET 18.06% 15.66% 17.38% 16.78% 20.84% 18.37% 18.06% 25.01% 17.71% 28.76% 25.93% 19.34% 41.54% 26.50% 25.00% 83.47% 25.42%