The URL can be used to link to this page

Home My WebLink About1999.04.06_OPGA AgendaNOTICE OF PUBLIC MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY TYPE OF MEETING: Regular DATE: April 6, 1999 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Friday, April 2, 1999. Marci outwell, Authority Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. 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 consent by request. A motion to adopt the Consent Agenda is non -debatable. A. Approval of the Minutes of March 16, 1999 Regular Meeting. Attachment #4-A B. Approval of Claims. Attachment #4-B Owasso Public Golf Authority April 6, 1999 Page 2 Consideration and Appropriate Action Relating to the Award of a Contract for Soft Drink Products for the Golf Course. Mr Lehr Attachment #5 The staff will recommend that a five-year exclusive vendor contract for the purchase of soft drink products for the golf course be awarded to Great Plains Coca-Cola, Tulsa, OK, in the amount indicated on the bid documents. 6. Consideration and Appropriate Action Relating to a Request for Trustee Approval of an Alcohol and Banquet Room Policy for Bailey Ranch Golf Club. Mr Lehr Attachment #6 The staff will recommend Trustee approval of an alcohol and banquet room policy for Bailey Ranch Golf Club, and authorization for the Director of Golf to negotiate, establish, or modify rates in accordance with market demand in order to achieve optimum financial performance. 7. Report from OPGA Manager 8. Report from OPGA Attorney Owasso Public Golf Authority April 6, 1999 Page 3 9. New Business II I 1 10. Adjournment 11 n 11 11 � I 11 I I I I 11 � I ' OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, March 16, 1999 ' The Owasso Public Golf Authority met in regular session on Tuesday, March 16, 1999 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda ' posted on the City Hall bulletin board at 4:00 p.m. on Friday, March 12, 1999. ITEM 1: CALL TO ORDER ' Chairman Bode called the meeting to order at 6:51 p.m. I I ITEM 2: FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT Denise Bode, Chair Mark Wilken, Vice Chair Mary Lou Barnhouse, Trustee Melinda Voss, Trustee Duston Smith, Trustee STAFF Jeff Hancock, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ABSENT ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of March 2, 1999 Regular Meeting. B. Approval of Claims Mr Smith moved, seconded by Ms Voss, to approve the consent agenda. The consent agenda included minutes of the March 2, 1999 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) Bailey Ranch Golf Club $27,507.79; (2) Interfund Transfers $608.33; (3) Payroll $14,535.38. AYE: Smith, Voss, Barnhouse, Wilken, Bode NAY: None Motion carried 5-0. Owasso Public Golf Authority March 16, 1999 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO APPROVAL OF A LEASE/PURCHASE AGREEMENT FOR GOLF CARTS. Ms Bishop said that on February 22, 1999, the OPGA trustees authorized the purchase of 75 Club Cars from Justice Golf Car Company for $166,690. The bid specifications included an option for lease/purchase financing, with the first payment deferred until July 1, but the golf carts delivered as soon as possible. Financing was arranged with Associates Commercial Corporation, the company that financed the lease/purchase of the original golf carts. The documentation from Associates Commercial Corporation was been reviewed and approved by Mr Cates. Mr Wilken moved, seconded by Ms Voss, to approve the Lease/Purchase Agreement with Associates Commercial Corporation in the amount of $166,690 for the purchase of golf carts; authorization for payment of a $200 documentation fee; and authorization for the Chair to execute the necessary documents. AYE: Wilken, Voss, Barnhouse, Smith, Bode NAY: None Motion carried 5-0. ITEM 6: REPORT FROM OPGA MANAGER No report. ITEM 7: REPORT FROM OPGA ATTORNEY No report. ITEM 8: NEW BUSINESS None. ITEM 9: ADJOURNMENT Ms Voss moved, seconded by Mr Wilken, to adjourn. AYE: Voss, Wilken, Smith, Barnhouse, Bode NAY: None Motion carried 5-0, and the meeting was adjourned at 6:54 p.m. Marcia Boutwell, Authority Secretary Denise Bode, Chairperson J 2 ' 4/02/99 II 11 II CITY OF OWASc�--'? OWASSO PUBLIC GOLF-UTHORITY B A -�'APVR PAGE: _ 110 It VENDOR------�E'��_' : y (-'i�- -- --- -- AMOUNT OLF SHOP OPERATIONS 900311 TITLEI T DRAWER C;S 992441 TROY RHODES 992442 WARREN LEHR DEPARTMENT TOTAL ==_=> ART OPERATIONS ------------------------------ 990326 PSO DEPARTMENT TOTAL ==_=> tOLF COURSE OPERATIONS ----------------------------- 11 11 11 11 11 11 RAiv :ALL':^. REi L"' ; J L1� 2/99 .2)E 990102 GUARDIAN SE'i'URIT`i "'DYSTE11: iiONI _ _ Ni; 990110 NAPA AUTO PARTS REPA__. PART 990213 OWASSO PUBLIC WORKS AUTHO 2/99 -_--:-DE 990326 PSO 2/99 990408 NICK KNOTT TURF SU'PPLY FERT=='2ER 990410 DYNA SYSTEMS SHOP _ RDWARE 990842 ESTES, INC WEED=HEM ICALS' 991129 OKLAHOMA NATURAL GAS 2/99 '_SE 991902 LUBER BROS INC REPAI=: PARTS: 992235 LESCO INC SEED 992235 LESCO INC REPAI-' PART; 992236 YALE UNIFORM RENTAL UNIFO:RM CLEAN/RENT 992272 KIMBALL ACE HARDWARE TOOL: 992434 CONNEY SAFETY PRODUCTS FIRST AID SUPPLIES 992435 EWING TULSA SPRIN_ LER PARTS 992436 CHEMCO CHEMICAL CO GEAR CUBE 992440 TIM LAMPTON REIME' SEMINAR - DEPARTMENT TOTAL ====> tOOD & BEVERAGE OPERATIONS - ------------------------------ 16 11 990096 ALLIANT FOODSERVICE INC PAPER SUPPLIES 992433 CURTIS RESTAURANT SUPPLY CHAF=_".j DISHES DEPARTMENT TOTAL ====> 1 2 11 90.00 125.00 ------------- 1,297.88 290.00 ------------- 290-00 29.95 1.30.35 82.66 358.40 984.70 147.33 1,145.60 129.54 76.13 56.00 22.40 26.89 69.60 162.17 182.46 90.00 169.63 3,863.81 77.39 139.90 ------------- 217.29 CITY OF OWASSICJ OWASSO PUBLIC GOLF A`JTHORITY �I _ 41 ;:LAIM ' :.SPORT APAPVR PAGE: 11 , _1 # `�ENDC%k �E'SCRII''1lUN AMOUNT j jE` OPEnAl I� N.= iOGe, ALLI ANT FOODS E�tVIc'E INC PAPER ='_ PPL1 k: 49.04 GUA 'DI:iN "EC:URITY :`YSTEM�D .1 _L _-..L 29.:15 ��90213 OWASSO I'ULLi _' WORKS AUTFO 2/99 #_ SE 75. 17 J90326 P S 0 �,%99 `�SE 280.52 991129 OKLAHOMA NATUI;AL GAS, 2/99 U%_ E 207.76 991843 I1ARDIN'S RES'iAURANT' SUPPL WALK —I`; COOLER-1/5/99 7,2G0.0{J 999-439 SOONER LOCK e: KEY REPAID. LOCKS 77.50 DEPARTMENT TOTAL ====> 7,939.94 (_ENERAL & ADMINISTRATIVE 990324 DOZIER PRINTING C%FFICE '8UPPLIES 74.90 990561 SWBYPS ADVERTISING 87.00 990701 SOUTH CENTRAL PUBLICATION ADVERTISING 795.00 992438 OWASSO REPORTER 'SUBSCRIPTION 21.55 DEPARTMENT TOTAL =__=- 978.55 DEBT :SERVICE -------------------------------- 990075 BANK ONE TRUST CO, NA 199E RrJENUE BONDS 39,990.21 ------------- DEPARTMENT TOTAL =___> 39,990.21 GOLF SHOP MERCHANDISE ------------------------------ 990311 TITLEIST DRAWER CS GLOVES 1,489.32 990311 TITLEIST DRAWER CS GLOVES —DISCOUNT —88.83 990311 TITLEIST DRAWER CS GOLF BALLS 2,778.50 990311 TITLEIST DRAWER CS GOLF BALLS —DISCOUNT —63.18 990311 TITLEIST DRAWER CS GOLF CUBS 1,364.52 990311 TITLEIST DRAWER CS GOLF CLUBS —DISCOUNT —53.80 990311 TITLEIST DRAWER CS GOLF CAPS 373.69 990311 TITLEIST DRAWER CS GOLF C-PS—DISCOUNT —21.96 990311 TITLEIST DRAWER CS TOWELS 60.72 990311 TITLEIST DRAWER CS TOWELS —DISCOUNT —2.28 990312 DAVID GEOFFREY & ASSOCIAT GOLF BALLS 565.00 990315 MAXFLI GOLF DIVISION GOLF BALLS 190.86 990698 FOOT —JOY DRAWER CS GOLF SHOES 168.96 1 4 /0 '9 9 n !1 I I I I I I CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY 3:21:41 A,/P CLA_MS REPORT APAPVR PAGE: 12 r�_� # —VENDOR-- ------- ------DESCRIPTION-------- ---AMOUNT ---- O90698 FOOT —JOY DRAWER t-,0719 SDI 19 SDI 09C)912(_a NIK2 IN(" 3 NIKE+' INC 9 0930 SUN MOUNTAIN SPORT'S) 990930 SUN MOUNTAIN SPORTS 991258 CUTTER & BUCK 991366 BELDING SPORTS INC 991386 BRIDGESTONE SPORTS INC 991386 BRIDGESTONE SPORTS INC 991574 POLO iZALPH LAUREN CORP 991903 BITE LLC 991903 BITE LLC 20 EAL;T COURSE HEADWEAR 9922437 HAAS—JORDAN COMPANY DEPARTMENT TOTAL ==_=> t COI? & BEVERAGE SALES ----------------------- 990096 ALLIANT FOODSERVICE INC 990097 LANCE INC 990099 PEPSI COLA COMPANY 990323 STANDARD COFFEE 990327 STANDARD DISTRIBUTING CO 990327 STANDARD DISTRIBUTING CO 990700 GREAT PLAINS COCA COLA DEPARTMENT TOTAL ====> GOLF SHOED —DISCOUNT —4.68 CATS 477.3: G (jL GO I C.- 80.60 GOLr SHOES—DI SCOU14T —5.39 GOLF BAGS 734.04 GOLF BAGS —DISCOUNT —21.27 GOLF SHIRTS 1,029.76 GOLF BAGS 445.48 GOLF BALLS 387.05 GOLF BALLS —DISCOUNT —14.88 SOCKS 851.13 GOLF SHOES 1,025.03 GOLF SHOES —DISCOUNT —37.56 CAPS 348.75 UMBRELLAS 189.70 14,541-08 GROCERIES 806.00 SNr^,CKS 97 .06 SOFT DRINK: 247.54 COFFEE 135.60 TOBACCO PRODUCTS 136.35 SNACKS 152.13 SOFT DRINKS 400.70 1,975.88 ------------- FUND TOTAL =___> 71,094.64 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03/13/99 OVERTIME DEPARTMENT EXPENSES TOTAL EXPENSES Golf Shop Operations $O.OQ $4,606.55 Cart Operations 0.00 1,072.08 Golf Course Operations 157.91I 7,656.16 Food & Beverage 0.00 1,388.58 FUND TOTAL..,$157.91 $14,723 37 APPROVED: 04/06/99 Chairman Trustee Trustee OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03/27/99 DEPARTMENT OVERTIME TOTAL EXPENSES EXPENSES Golf Shop Operations$4,660.17 .: Cart Operations 0.00 1 282.72 Golf Course Operations 0.00 7572,59 Food & Beverage 0.00 2,149.88 ............................... _ FUND TOTAL, $0 00 $i566.36 APPROVED: 04/06/99 Chairman Trustee Trustee MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC GOLF AUTHORITY FROM: WARREN LEHR DIRECTOR OF GOLF SUBJECT: SOFT DRINK PRODUCT VENDOR CONTRACT DATE: March 27, 1999 BACKGROUND: Bailey Ranch Golf Club operates a food and beverage concession as a service to its golfers and patrons. For the first four years of its operation, soft drink products were purchased almost ' exclusively from the Pepsi -Cola Company due to their competitive price structure and aggressive marketing to golf courses. During the past three years, the Coca-Cola Company has made ' several attempts to introduce their products at Bailey Ranch. In Februan- of this year, a request for proposal was made for the purpose of obtaining an exclusive vendor for soft drink products for Bailey Ranch Golf Club. Two proposals were received by the March 8 deadline and ' summarized for review by Dawn Earp, Bailey Ranch F&B Manager. Representatives from Pepsi and Coke were invited to review the summary on March 28 for the purpose of verifying the accuracy of the summary and allowing comments. Marion Price, a representative of the Pepsi - Cola Company, and Rick Bittle from the Coca-Cola Company attended this meeting, reviewed the summary of proposals, and toured the new clubhouse facility. Very few comments were made by either representative. SUMMARY: 0 Analysis of the two proposals with profit projections over a five year period show the contract value of the Coke proposal to be approximately $100,065 as compared to the Pepsi proposal's value of approximately $85,799. The major difference in the two proposals is the provision by Coke of $2,175 in free product which will bring in over $16,000 at retail prices. RECOMMENDATION: Staff recommends the approval of the five year exclusive vendor agreement submitted by Great Plains Coca-Cola Company of Tulsa, OK. M ATTACHMENTS: 1. Bid Comparison 2. Request for Proposal 1 6J 5 Year EXCLUSIVE BEVERAGE AGREEMENT 00 Owasso Public Golf Authority Bid Comparison Owasso Public Golf Authority BQdzy GOLFCa set Pepsi BeverajZe Cart Carryall Beverage cart with the 19th hole refreshment center Cold storage holds 240 cans of Pepsi. Hot or cold storage bin holds 21 /2 gallons. Three shelf rack for candy, chips, crackers, and golf balls. Meets NSF material standards for distribution of packaged goods. Equipped with trash compartment, water drain, and built with rustproof aluminum bed and frame. Forward speed of 14 to 16 miles per hour. $99600.00 Coke Beverage Cart Carryall II Plus Cold storage holds 250 cans of Coke Hot or cold storage bin holds 21 /2 gallons Three shelf rack for candy, chips, crackers, golf balls Meets NSF material standards for distribution of packaged goods. Equipped with trash compartment, water drain, and built with rustproof aluminum bed and frame. Canopy, Cup dispenser, Food warmer and condiment carrier Humidifier for cigars Polycarbonate windshield. $13,000.00 Owasso Public Golf Authority3adF- cu Pepsi Display Cooler Attached Brochures Fountain Equipment Attached. Brochures Menu Boards 6' Illuminated Vending Machines Loan for Bailey employees to fill or full service $1.00 vend and 25% commission. Coke Display Cooler Attached Brochures Fountain Equipment Attached Brochures Menu Boards 6' Illuminated Counter menu boards Vending Machines Full Service $1.00 vend and 3 5 % commission. -. M M 16" N" Owasso Public Golf Authority 1�a`4"�E� `B Carbonated Soft Drinks All Sport Bottled Water Lipton Tea Ocean Spray Juice Pepsi -Cola Fruit Punch Aqua Fina Lipton Brisk Cranapple Diet Pepsi Orange Raspberry Cran-Raspberry Pepsi One Lemon -Lime 100 % Orange Juice Mountain Dew Ice Blue 100% Apple Diet Mt. Dew Cranberry Juice Cherry Pepsi Ruby Red L-Lime Slice Fruit Punch Orange Slice Lemonade Grape Slice Kiwi -Strawberry Strawberry Slice Hawaiian Punch Dr. Pepper Diet Dr. Pepper 20 oz Plastic bottles and 16 oz glass bottles Carbonated Soft Drinks Coca-Cola Classic Diet Coke C i tra Cherry Coke Barq's Rootbeer Minute Maid Strawberry Minute Maid Grape Minute Maid Orange Mr. Pibb Sprite Nestea Cool 12 oz can or 20 oz bottle Owasso Public Golf Authority Coke products PowerAde Juice Lemon -Lime Minute Maid Fruitpunch 100% Orange Mount. Blast 100% Apple Jagged Ice Cranberry Apple Green Squall Pink Grapefruit Artic Ice 20 oz 16 oz glass Bottle Bottle .Ba.dey c GOLF LUB aned Fruitopia Water Kiwi Lime H2Ok Strawberry Passion Mountain Valley Grape Beyond Fruit Integration Tremendously Tangerine 20 oz plastic bottle 1 /2, 1, 11 /2, 24 oz Ba.i Fuj anefi Owasso Public Golf Authority GOLFCLUB Single Drink Pricing Pepsi Coke Carbonated Products Carbonated Products 12 oz cans $6.78 12 oz cans $6.95 20 oz Bottles $12.00 20 oz bottle $13.85 All Sport Sport Drink PowerAde Sports drink Carbonated 20 oz. $12.00 20 oz bottle $14.75 Water Water 20 oz. $12.00 24 oz. H2ok $8.25 Juice 1/2 Liter MVW $9.45 16 oz Ocean Spray $17.00 1 liter MVW $7.75 Juice 16 oz Minute Maid $16.70 Coca-Cola will provide a free -fill of cooler at install $4,500 profit and Fountain Free -fill of $11,812 profit Owasso Public Golf Authority Bad£.y �°LF Coke Profit Story 5 Year Total Cost Retail Profit 20oz Carbonated (811) cases $11,323 $19,464 $8,141 Pow erAde 20oz(498)cases $7,345 $20,916 $13,571 Minute Maide 16oz(14)cases $233 $588 $355 H2ok 24oz (325)cases $2,681 $13,650 $10,969 5gal BNB (93)** $3,673 $29,760 $26,087 Co2 201b (30 tanks) $340 $0 24oz Cups (53 cases) $17934 $0 Free Fill Fountain and Cooler -$2,175 $16,313 TOTALS $25,354 $100,691 $75,337 Estimated Sales Figures ** This does not take in consideration that Diet Coke yields 30 additional drinks vs Diet Pepsi Dame ei�ane�i Owasso Public Golf Authority GOLF LUB 20oz Carbonated (811) cases All Sport 20oz (498) cases Ocean Spray 16oz (14)cases Aquaf ina 20oz (325)cases 5gal BNB (93 BNB) Co2 201b (30 tanks) 22oz Cups (53cases) TOTALS Est i mated Sales Figures Pepsi Profit Story 5 Year Total Cost Retail Profit $91732 $191464 $91732 $51976 $201916 $141940 $238 $588 $350 $31900 $131650 $91750 $37273 $291760 $261487 $270 $0 $35040 $0 $26,429 $841378 $57,949 4P -, Bai Ey C B-4i Owasso Public Golf Authority Contract Value 5 Year Total P Tournament Support Tournament Support Cash $25500 Product $500 Product $500 Estimated Vending Commissions $8,400 Estimated Vending Commissions $61000 Donated CO2 & Cups $504 Facility Rebate $312.50 Product profit $75,337 Product Profit $571949 Golf Cart $9,600 Golf Cart $13,000 Total $85,799 Total $10065 I r 1 1 1 REQUEST FOR PROPOSAL 1 FOR 1 1 SOFT DRINK PRODUCTS 1 G�TY OF OWASS r 1 1904 FNO OF THE TRP�L 1 FEBRUARY 1999 1 ' OWASSO PUBLIC GOLF AUTHORITY OWASSO, OKLAHOMA i REQUEST FOR PROPOSAL Sealed proposals will be received by the Owasso Public Golf , Authority at the Owasso City Hall, Office of the City Clerk, 207 South Cedar, PO Box 180, Owasso, Oklahoma 74055 until 4:00 p.m. 1 on the 8th day of March, 1999. This will be for the purpose of obtaining an exclusive vendor for soft drink products for Bailey Ranch Golf Club. Specification packets can be obtained by ' contacting the City Clerk at Owasso City Hall during regular working hours. Clarifications or questions concerning the request may be directed to Warren Lehr at 918-272-4653. ' Envelopes containing proposals must be sealed and marked , "Proposal -Soft Drink Products." Proposals received after the specified date and hour will be returned. The Owasso Public Golf Authority expressly reserves the right to reject any and all proposals. All proposals will be considered irrevocable offers under conditions specified in the Request for a period of thirty (30) calendar days from and after the date herein for the opening of proposals. Marcia Boutwell, City Clerk REQUEST FOR PROPOSAL The Owasso Public Golf Authority, Owasso, Oklahoma, is soliciting proposals for a five-year exclusive purchasing arrangement between Bailey Ranch Golf Club and a soft drink vendor. The purpose of this solicitation is to obtain an exclusive vendor for soft drink products for Bailey Ranch Golf Club. The contract period will be from date of the contract award for a term of five years. Possible areas of consideration are: 1. BEVERAGE CART A. Please be specific on the type of beverage cart and the amenities it will have on it. B. Please provide photograph of the beverage cart. Comply C. Please be specific on the warranty of the cart and all maintenance agreements with the manufacturer of the cart. 2. DISPLAY COOLER A. Please list size and quantity available for use in our new clubhouse. 1 B. Please be specific as to what beverages are permitted in this cooler. 3. MENU BOARD A. Please list options on type or style of menu board(s) available. 4. VENDING MACHINES A. We may be interested in having a vending machine at the cart barn and at the maintenance building. Please explain how the vending contract works. 5. PRODUCTS AVAILABLE AND PRICING A. Please list all products available and price of each product C Please submit any and all types of benefits for Bailey Ranch Golf Club that apply to the five-year contract; ie. Donated product and/or signs forNon-profit tournaments; Fund Raising Projects; and/or Golf Related Programs held at Bailey Ranch Golf Club. Please submit any contractual requirements vendor would have of the Owasso Public Golf Authority on Behalf of Bailey Ranch Golf Club associated with the signing of a five-year agreement. 1 (ATTACH ADDITIONAL PAGES IF NECESSARY) � I PROPOSAL AFFIDAVIT ' On behalf of the Vendor, I , of lawful age, being sworn upon oath, certify that: Or A. I am authorized to submit this proposal and to contract on behalf of the Vendor. B. I or any member of my business have not been paid, given, or donated or agreed to pay, ' give or donate to the Owasso Public Golf Authority, the Owasso Public Golf Authority Trustees, the City of Owasso, or any officer or employee of the City of Owasso, any money or other thing of value, including any special consideration, either directly or indirectly, in seeking to procure this contract for services. C. There has been no attempt by the Vendor to discourage any potential Vendor from submitting a proposal. D. I have read and understand all the information- in the Request for Proposals. , E. The Vendor will, if selected, perform the requirements of the Contract for Services in accordance with all applicable tate and federal rules and regulations. Dated this day of 1999. Name of Vendor Signature of Representative Printed Name & Title of Representative Subscribed and sworn to before me this day of Notary Public My Commission Expires: 1999. I MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC GOLF AUTHORITY FROM: WARREN LEHR DIRECTOR OF GOLF SUBJECT: BANQUET ROOM AND ALCOHOL POLICIES DATE: March 27, 1999 BACKGROUND: Since its opening in 1993, Bailey Ranch Golf Club has operated according to policies and guidelines established by management. These policies address the hosting of tournaments and outside events and certain requirements for the purchases of food, beverages, and prizes by tournament groups. Such policies are established to protect these profit centers from being under utilized by groups bringing in outside sources for food, beverages, and prizes. Local school and civic groups have been allowed exceptions to these policies in some cases due to their function's benefits to the citizens of Owasso. Another important policy issue, especially as it relates to outside groups, is the serving and sale of alcoholic beverages. Bailey Ranch Golf Club currently holds a license to serve and sell Low Point Beer only. It is believed that the new clubhouse facility will attract events and parties which will request the serving of all types of alcoholic beverages. There will also be many requests for the use of the clubhouse for functions unrelated to golf. The attached set of policies and guidelines has been formulated to address several of these issues. RECOMMENDATION: Staff recommends the adoption of the attached policy guidelines while authorizing the Director of Golf to negotiate, establish, or modify rates in accordance to market demand in order to achieve optimum financial performance. ATTACHMENTS: 1. Alcohol Policy ' 2. Banquet Room Policies and Rates 3. General Tournament Policies 4. Banquet Room Rental Rate Comparisons BAILEY RANCH GOLF CLUB POLICY ON ALCOHOL Bailey Ranch Golf Club currently holds a license to serve and sell Low Point Beer (Bottle and Cans). At this time Bailey Ranch has no intention of obtaining a liquor license. However, it is believed that our new clubhouse facility will attract many events and parties which will request alcoholic beverages of all types, i.e ... champagne, mixed drinks, well drinks, etc. These special functions can be accommodated by contracting with an outside caterer that holds a license to cater, serve, and sell liquor. The caterer will be required to show liability coverage insuring for injury to persons or damage to property including, but not limited to, "Dram Shop" coverage and provide proof of Workers Compensation Insurance. This will minimize the exposure to liability where alcoholic beverages are a concern for the City of Owasso, the Owasso Public Golf Authority, and Bailey Ranch Golf Club. The caterer will be required to provide a Certificate of Insurance showing the Owasso Public Golf Authority as additionally insured to the following limits: • Property Damage $25,000 • Personal Injury $100,000 per individual $1,000,000 Aggregate • Death $1,000,000 per individual There will be a Facility Surcharge of $200.00 for each event where alcoholic beverages beyond low point beer is served. I BAILEY RANCH GOLF CLUB GENERAL INFORMATION AND POLICIES FOR BANQUET ROOM EVENTS ' DEPOSIT & CANCELLATION POLICY All events require a $250.00 deposit at the time of booking. 50% of the estimated final balance is due two weeks prior to the event. The remaining balance is due the day of the event. Deposits, advance payments and final payments may be made by Cash, ' Check, Mastercard, Visa, Discover or American Express. Deposits cannot be refunded for any reason. If you cancel an event, but reschedule it for a later date, your deposit may be applied to the new date. ' GUARANTEES ' A guaranteed number of guests must be given no less than 3 days in advance (no less than 5 days for events of 75 people or more). If a guarantee is not given, your original estimate will be used ' as a guarantee. You will be charged according to your guarantee or actual attendance, whichever is greater. ri CL UB POLICIES Absolutey No food or beverage may be brought into or taken out of the Club. Bailey Ranch Golf Club will handle the catering needs for all events held at the Club. Please inform the Food & Beverage Manager of any special decorating or audio/visual needs for your event in advance. These arrangements must be approved in order to avoid conflicts with other private events or tournaments. Times for equipment set-up, decorating and deliveries need to be arranged with the Food & Beverage Manager in advance. ' Bailey Ranch Golf Club cannot be responsible for any items left at the Club following a function. Please make arrangements to have all gifts, flowers, props, etc..., picked up at the end of the event. ROOM FEES Room Rental (4 hours) / No Food / $550.00+ Setup fee $100.00 ' Room Rental (4 hours) / Food $1000.00 or under $400.00 = Set up & Clean up fee $200.00 Room Rental (4 hours) / Food $2000.00 or under '$200.00 — Set up & Clean up fee $200.00 , Room Rental (4 hours) / Food cost more than $2000.00 / N/C + Set up & Clean up fee $200.00 ' Executive Conference Room Rental (4 hours) / $100.00 + Set up fee $50.00 ROOM CAPACITIES Banquet Room Accommodates up to 170 people for a Buffet meal Golfers Lounge ' Accommodates up to 30 people for a Buffet meal Executive Conference Room Accommodates up to 10 people for a Plated / Buffet meal ' TAX & GRATUITY The current tax rate is 7.917%, and will be applied to all charges. The current gratuity is 15%, and will be applied to all Food & Beverage Services. These rates are subject to change without notice. BAILEY RANCH GOLF CLUB GENERAL INFORMATION AND POLICIES FOR TOURNAMENTS ' CLUB POLICIES All tournaments will be booked with the Tournament Coordinator and the Food & Beverage ' Manager. Please inform the Food & Beverage manager of anN- special requests for decorating, equipment ' set up, and/or deliveries for the tournament in advance. Absolutely No food or Beverage may be brought into or taken out of the Club. Bailey Ranch ' will handle the catering needs for all tournaments held at the Club. Food services can be provided under the Tent or in the Banquet Room. There will be an extra set up and clean up charge for tournaments using the Tent. ' The Club cannot be responsible for an items left at the Club following a tournament. Please p Y g ' make arrangements to have all items that belong to the tournament group picked up at the end of the tournament. ' GUARANTEES A guaranteed number of guests must be given no less than 3 days in advance (no less than 4 days for tournaments of 75 people or more). If a guarantee is not given, your original estimate will be used as a guarantee. You will be charged according to your guarantee or actual attendance, whichever is greater. TAX & GRATUITY The current tax rate is 7.917% and the current gratuity is 15% and will be added to all tournaments. These rates are subject to change without notice. t3A�-IQUET ROOM RENTAL RATE C0I,, RAR I50NS Marriot4 Southern Hill(4 Room for 200 people 14 hour rental $600.00 + Fees Holiday Inn Select / Roosri for 200 people 14 hour rental $500.00-$700,00 + Fees I Forest Ridge i Roam for 200 people / 4 hoar rental $400 + set up fee and clean up fee based on # of artual guests + food per person {Group not permitted to bring their own ' food), Rent small room for $50 00 / for 40 or less people + all fees and food. Battle Creek / doom for 75 people / $300.00 + $200,00 set up and clean up fee, The room , rental fees go do%n!n some, based on the amount of food purchased, but the rental fee is never completely waived. Silver Horn / Room for 150 pec)ple / $500.00 + food cost per person, no discount given ' on rental fee. _ "These comparisons are based on similar facilities RECOi+rlrt ENDED BANQUET RCK-W RATES FOR BAILEY RANCH GOLF CLUB w Recommended pricing for the Banget Room at Bailey Ranch Golf` Club is as follows, " room Rental (4 hours) I No Food / $550,00 " " Room Rental (4 fours) / $1000.00 or less food cost / $400.00 " Room Dental (4 hours) / $2000.00 or less food cost / $200.00 Room Rental (4 hours) / $2000.00 or more food cost / N/C " Executive Conference Room Rental (4 hours) / $100.00 ALL ROOM RENTALS ARE SUBJECT TO SET-UP AND CLEAN UP FEES, ALL FOOD & BEVERAGE SERVICES MUST BE PURCHASED THROUGH BAILEY RANCH GOLF CLUB. "All prices are subject to 8% Sales Tax and 15% Gratuity