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Home My WebLink About1999.04.20_OPGA AgendaNOTICE OF PUBLIC MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY TYPE OF MEETING: Regular DATE: April 20, 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 16, 1999. Marcia Boutwell, 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 April 6, 1999 Regular Meeting. Attachment #4-A B. Approval of Claims. Attachment #4-B Owasso Public Golf Authority April 20, 1999 Page 2 5. Report from OPGA Manager 6. Report from OPGA Attorney 7. New Business 8. Adjournment OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, April 6, 1999 ' The Owasso Public Golf Authoritymet in regular session on Tuesday, Aril 6 1999 in the Council g Y� P ' 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, April 2, 1999. IITEM 1: CALL TO ORDER Chairman Bode called the meeting to order at 6:46 p.m. ITEM 2: FLAG SALUTE I 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 16, 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 16, 1999 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) Bailey Ranch Golf Club $71,094.64; (2) Payroll #1 $14,723.37; (3) Payroll #2 $15,665.36. AYE: Smith, Voss, Barnhouse, Wilken, Bode NAY: None Motion carried 5-0. Owasso Public Golf Authority April 6, 1999 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING ' TO THE AWARD OF A CONTRACT FOR SOFT DRINK PRODUCTS FOR THE GOLF COURSE. Mr Lehr said that the Bailey Ranch Golf Club operates a food and beverage concession as a service to its golfers and patrons. For the first four years of operation, soft drink products were purchased almost exclusively from the Pepsi -Cola Company. During the past three years, Coco -Cola Company has attempted to introduce their products at Bailey Ranch. With the impending opening of the new clubhouse, the decision was made to competitively bid soft drink products. Specifications were developed and advertised, and two sealed proposals were received by the deadline of March 8`h Those proposals were reviewed by Food & Beverage Manager Dawn Earp, and representatives of the two companies were invited to review their proposals. Analysis of the two proposals with profit projections over a five year period shows the best proposal to be that of Coca-Cola Company. Staff recommended a five year exclusive vendor agreement with Coca-Cola. Mr Wilken moved, seconded by Ms Voss, to approve a five-year exclusive vendor agreement for the purchase of soft drink products for the golf course with Great Plains Coca-Cola Company of Tulsa, OK in the amount indicated on the bid documents. , AYE: Wilken, Voss, Barnhouse, Smith, Bode I NAY: None Motion carried 5-0. ITEM 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 presented the item. Bailey Ranch Golf Club has been operating according to policies and guidelines established by management. These policies address the hosting of tournaments and outside events, and contain certain requirements for the purchase of food, beverages and prizes by the tournament groups. Service clubs and non -profits organizations have been given exceptions to the policies. Another issue is the serving of alcoholic beverages. The Bailey Ranch Golf Club holds a license to serve and sell low point beer only. It is believed that there will be requests to serve alcoholic beverages at parties and other events in the new clubhouse. Mr Lehr submitted a policy guideline which has been review by the Golf Advisory Committee and by the Trustees at a study session. Mr Lehr recommended acceptance of policies relating to tournaments, banquet room usage, and alcoholic beverages. These policies, if adopted, will be placed in the permanent policy book in the City Clerk's office. Mr Wilken moved, seconded by Mr Smith, to approve the Alcohol Policy, Banquet Room Policies and Rates, and General Tournament Polices, and to authorize the Director of Golf to negotiate, establish, or modify polices and rates in accordance with market demand in order to achieve optimum financial performance. 2 Owasso Public Golf Authority April 6, 1999 AYE: Wilken, Voss, Barnhouse, Smith, Bode NAY: None Motion carried 5-0. ITEM7: REPORT FROM OPGA MANAGER Mr Hancock asked Mr Lehr to give a status report on the new clubhouse. Mr Lehr said that the clubhouse is basically completed and that move -in is anticipated by the end of the week. He said that there are several punch list items to be completed. A grand opening will be held later in the spring. ITEM 8: REPORT FROM OPGA ATTORNEY No report. ITEM 9: NEW BUSINESS None. ITEM 10: ADJOURNMENT Ms Barnhouse moved, seconded by Ms Voss, to adjourn. AYE: Barnhouse, Voss, Wilken, Smith, Bode NAY: None Motion carried 5-0, and the meeting was adjourned at 6:55 p.m. Marcia Boutwell, Authority Secretary Denise Bode, Chairperson 3 CITY OF OWASSO ' OWASSO PUBLIC GOLF AUTHORITY 4/16/99 8:41:54 A/P CLAIMS REPORT APAPVR PAGE: 12 PO I # --------VENDOR -----DESCRIPTION AMOUNT L-------- ------------ ----------------------------- IL I ' DEPARTMENT TOTAL =___> I GOLF SHOP OPERATIONS --------------------------- 990324 DOZIER PRINTING DEPARTMENT TOTAL ,RT OPERATIONS ----------------------------- '990179 DELBERT E BROOKS 990285 KIMBALL ACE HARDWARE 990320 BG ENTERPRISES LTD ' DEPARTMENT TOTAL i )LF COURSE OPERATIONS ----------------------------- SALES TAX REIMB PETTY CASH PRINTED FORMS CART MAINTENANCE MAINT/REPAIR SUPPLIES PENCILS 990108 PARKS OIL COMPANY FUEL 990110 NAPA AUTO PARTS REPAIR PARTS 990213 OWASSO PUBLIC WORKS AUTHO 3/99 USE 990403 LEROYS REEL MOWER REPAIR PARTS 990407 JUSTICE GOLF CAR CO INC BATTERIES 990408 NICK KNOTT TURF SUPPLY WEED CHEMICALS 990558 WAL-MART CLEANING SUPPLIES 990605 BAILEY EQUIPMENT REPAIR PARTS 990607 HASKELL SAND & GRAVEL CO MASON SAND 990840 HERCULES TIRE SALES INC TIRES 991426 AUTO ZONE REPAIR SUPPLIES 991724 WATER PRODUCTS INC IRRIGATION SUPPLIES 991902 LUBER BROS INC REPAIR PARTS 992333 DAVIS INSTRUMENTS WEATHER STATION 992513 MCI TELECOMMUNICATIONS 2/99 USE 992515 SOUTHWESTERN BELL TELE 3/99 PLEXAR 992536 BARNETT ENTERPRISES INC CART PATH WORK 992537 T-SHIRT EXPRESS ETC UNIFORM SHIRTS 992538 SCHAEFFER MFG CO LUBRICANTS 4,623.27 399.54 ------------- 5,022.81 179.54 ------------- 179.54 480.00 7.08 238.42 ------------- 725.50 680.90 97.33 102.66 215.75 299.70 114.50 38.17 82.62 164.88 124.92 11.07 127.18 322.13 870.00 9.15 23.80 887.00 268.00 201.73 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY , 4/16/99 8:41:54 A/P CLAIMS REPORT APAPVR PAGE: 13 --PO-#--------VENDOR DESCRIPTION --AMOUNT---_ ' --- ------------------------------------- - ------------- DEPARTMENT TOTAL =___> 4,641.49 'OOD & BEVERAGE OPERATIONS ----------------------------- 990558 WAL-MART CLEANING SUPPLIES 14.88 992531 OK TAX COMMISSION CIGARETTE LICENSE 30.00 992531 OK TAX COMMISSION SALES TAX PERMIT 20.00 992531 OK TAX COMMISSION BEVERAGE LICENSE 150.00 DEPARTMENT TOTAL ====> 214.88 :LUBHOUSE OPERATIONS ------------------------------ 990213 OWASSO PUBLIC WORKS AUTHO 3/99 USE 76.29 990558 WAL-MART CLEANING SUPPLIES 10.19 992513 MCI TELECOMMUNICATIONS 2/99 USE 20.64 992514 SOUTHWESTERN BELL TELE 3/99 NON-PLEXAR 71.38 992515 SOUTHWESTERN BELL TELE 3/99 PLEXAR 94.91 992530 MURRAY WOMBLE INC CLUBHOUSE LOCKERS 2,596.44 992541 DARCO INC BANQUET ROOM DRAPERIES 1,061.25 DEPARTMENT TOTAL ===_> 3,931.10 3ENERAL & ADMINISTRATIVE ------------------------------ 990178 ADVANTA FINANCIAL CORP 992529 ON THE GREEN DEPARTMENT TOTAL ====> 'TOLF SHOP MERCHANDISE ------------------------------ DIGITAL PLAYER -CONTRACT ADVERTISING 990310 SPALDING GOLF BALLS 990310 SPALDING GOLF BALLS -DISCOUNT 990310 SPALDING GLOVES 990310 SPALDING GLOVES -DISCOUNT 990311 TITLEIST DRAWER CS GOLF BALLS 990311 TITLEIST DRAWER CS GOLF BALLS -DISCOUNT 990312 DAVID GEOFFREY & ASSOCIAT GLOVES 990315 MAXFLI GOLF DIVISION GOLF BALLS 97.99 56.42 ------------- 154.41 328.44 -12.81 1,532.77 -73.50 3,284.90 -123.09 723.65 97.38 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY 4 16/99 8:41:54 A/P CLAIMS REPORT APAPVR PAGE: 14 PO it VENDOR DESCRIPTION AMOUNT s=------- ------------------------- -------------------------------------- 990315 MAXFLI GOLF DIVISION 990315 MAXFLI GOLF DIVISION 990315 MAXFLI GOLF DIVISION 990415 COBRA GOLF INC 990696 OAKLEY INC 990699 THE BOOKLEGGER 991258 CUTTER & BUCK 991574 POLO RALPH LAUREN CORP 991903 BITE LLC 992528 REPUBLIC BUSINESS CREDIT '992533 TEARDROP GOLF CO 992534 RALPH LAUREN FOOTWEAR CO 992535 PURESPIN GOLF CO INC ' DEPARTMENT TOTAL =___> II FUND TOTAL =___> 11 II 11 11 11 11 11 u 11 GOLF BALLS -DISCOUNT -4.00 CAPS 181.12 CAPS -DISCOUNT -7.44 GOLF BALLS 124.50 SUNGLASSES 53.00 BOOKS/VIDEOS 32.57 GOLF SHIRTS 447.43 GOLF SLACKS 131.82 GOLF SHOES 47.77 SHORTS 543.64 GOLF CLUBS 284.27 GOLF SHOES 1,067.19 GOLF CLUBS 6.00 8,665.61 ------------- 23,535.34 VENDOR TRANSFERS CITY OF OWASSO OPGA A/P TRANSFER REPORT ' DESCRIPTION AMOUNT WORKERS' COMP SELF -INS TRANSFER FROM OPGA 608.33 TRANSFERS TOTAL 608.33 I O WASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 04/10/99 DEPARTMENT OVERTIME TOTAL EXPENSES EXPENSES Golf Shop �Jpeons $0 04 $,692 (l4 Cart Operations 0 00 1,735.01 Golf Course Operations 6 98 132.77 Food & Beverage 0.00 2,413.34 FUND::TOTAL $6 98 $1,97316 APPROVED: 04/20/99 Chairman Trustee Trustee