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Home My WebLink About1996.11.05_OPGA Agenda_SpecialNOTICE OF PUBLIC MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY TYPE OF MEETING: Special DATE: November 5, 1996 TIME: 7:00 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, November 1, 1996. Marcia B utwell, Authority Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Request Approval of the Minutes of October 15, 1996 Regular Meeting and October 29, 1996 Special Meeting. Attachment #4 5. Request Approval of Claims. Attachment #5 Owasso Public Golf Authority November 5, 1996 Page 2 6. Consideration and Appropriate Action Relating to a Request for Trustee Approval of an Amendment to the Schedule of Previously Approved Regular Meetings of the OPGA. Mr Ray Attachment #6 The staff will recommend Trustee approval of an amendment to the schedule of OPGA regular meetings by adding a regularly scheduled meeting for the first Tuesday of each month. 7. Consideration and Appropriate Action Relating to Trustee Adoption of an Accounting Policy and Authorizing a Procedure for the Presentation and Approval of Claims. Ms Bishop Attachment #7 The staff will recommend Trustee approval of a procedure that requires the presentation of claims for approval prior to the payment of such, and providing for exceptions to that requirement for the payment of food, beverages, merchandise, and sales tax claims; provided, however, that those claims excepted from the prior approval requirement shall be listed on a regular claims list and denoted as previously paid items. 8. Adjournment OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, October 15, 1996 The Owasso Public Golf Authority met in regular session on Tuesday, October 15, 1996 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, October 11, 1996. ' ITEM 1: CALL TO ORDER Chairman Ewing called the meeting to order at 7:43 p.m. ITEM 2: FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT Danny Ewing, Chair Joe Ramey, Vice Chair Michael Helm, Trustee Tracy Standridge, Trustee STAFF Marcia Boutwell, Authority Secretary IA quorum was declared present. ABSENT Mary Lou Barnhouse, Trustee Rodney J Ray, City Manager Ronald D Cates, Authority Attorney ' ITEM 4: REQUEST APPROVAL OF THE MINUTES OF SEPTEMBER 17, 1996 REGULAR MEETING. Mr Helm moved, seconded by Mr Standridge, to approve the minutes as submitted, by reference made a part hereto. AYE: Helm, Standridge, Ramey, Ewing NAY: None Motion carried 4-0. ITEM 5: REQUEST APPROVAL OF FINANCIAL REPORTS The financial reports were discussed. Mr Standridge asked if the claims could be approved prior to being paid. Ms Bishop said that because of the nature of the business, some of the vendors (especially food vendors) want to be paid within ten days of purchase of the items. She said that Owasso Public Golf Authority October 15, 1996 staff is working on providing a claims list similar to those provided for City Council and OPWA. Mr Helm moved, seconded by Mr Standridge, to approve the financial reports as submitted. AYE: Helm, Standridge, Ramey, Ewing NAY: None Motion carried 4-0. ITEM 6: REPORT FROM OPGA MANAGER No report. ITEM 7: REPORT FROM OPGA ATTORNEY No report. ITEM 8: UNFINISHED BUSINESS Mr Helm requested a Trustee work session to discuss golf course security. ITEM 9: NEW BUSINESS None. ITEM 10: ADJOURNMENT Mr Helm moved, seconded by Mr Standridge, to adjourn. AYE: Helm, Standridge, Ramey, Ewing NAY: None Motion carried 4-0 and the meeting was adjourned at 7:54 p.m. Danny Ewing, Chairperson Marcia Boutwell, Authority Secretary 2 ' OWASSO PUBLIC GOLF AUTHORITY MINUTES OF SPECIAL MEETING ' Tuesday, October 29, 1996 The Owasso Public Golf Authority met in special session on Tuesday, October 29, 1996 in the ' Conference Room at Owasso City Hall per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, October 25, 1996. ITEM 1: CALL TO ORDER ' Chairman Ewing called the meeting to order at 6:10 p.m. ITEM 3: ROLL CALL ' PRESENT ABSENT Danny Ewing, Chair Tracy Standridge, Trustee Joe Ramey, Vice Chair Michael Helm, Trustee Mary Lou Barnhouse, Trustee ' STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, City Clerk ' A quorum was declared resent. q P ' ITEM 3: CONSIDERATION AND APPROPRIATE ACTION RELATING TO GOLF COURSE WORKERS COMPENSATION COVERAGE. iInsurance coordinator Regena Parsons presented the item to the Trustees. The golf course is currently insured for its workers compensation through the State Insurance Fund, while the other city employees are insured under a self -insured workers compensation plan. Transferring the golf course employees to the self -insured plan will save 40% of the premium being paid to the State Insurance Fund. Mr Ramey moved, seconded by Chairman Ewing, to cancel the State Insurance Fund workers compensation policy and add the golf course employees to the City of Owasso self -insured plan. ' AYE: Ramey, Ewing, Barnhouse NAY: None I Motion carried 3-0. 1 1 Owasso Public Golf Authority ITEM 4: ADJOURNMENT Mr Ramey moved, seconded by Chairman Ewing, to adjourn. AYE: Ramey, Ewing, Barnhouse NAY: None Motion carried 3-0 and the meeting was adjourned at 6:20 p.m. Marcia Boutwell, Authority Secretary 2 October 29, 1996 Danny Ewing, Chairperson .. OWASSO PUBLIC GOLF AUTHORITY BAILEY GOLF RANCH 11/01/96 8:36:09 A/P CLAIMS REPORT APAPVR PAGE: ---PO-#--------VENDOR- -- --DESCRIPTION AMOUNT ---- ---------- ----------------------- CART OPERATIONS ------------------------------ PUBLIC SERVICE CO JUSTICE GOLF CAP, CO INC JUSTICE GOLF CAR CO INC JUSTICE GOLF CAR CO INC JUSTICE GOLF CAR CO INC DELBERT E BROOKS DEPARTMENT TOTAL ====7 I - GOLF SHOP OPERATIONS ------------------------------ 1 FE 1 DOi.IER PRINTING INC DOZIER PRINTING INC CANTERBURY ACTIVE SPORTS MARKETING ACTIVE SPORTS MARKETING A M & E INC BG ENTERPRISES LTD BG ENTERPRISES LTD THE BOOKLEGGER BRIDGESTONE SPORTS INC BRIDGESTONE SPORTS INC CUTTER & BUCK FOOT -JOY DRAWER CS FOOT -JOY DRAWER CS FOOT -JOY DRAWER CS FOOT -JOY DRAWER, CS FOOT -JOY DRAWER CS FOOT -JOY DRAWER CS FOOT -JOY DRAWER CS FOOT -JOY DRAWER CS FOOT -JOY DRAWER CS GEAR FOR SPORTS KARSTEN MANUF CORP MAXFLI GOLF DIVISION MAXFLI GOLF DIVISION NIKE INC ODYSSEY GOLF ODYSSEY GOLF ROSE INDUSTRIES ROYAL GRIP INC SDI SUN ICE USA INC SUN MOUNTAIN SPORTS 9/96 USE CART RENTAL 6/ 96 CART RENTAL 8/96 CART RENTAL 9/96 SOLENOID CART MAINTENANCE PRINT GIFT CERT. CART SIGHS BELTS TREDLITE SPIKES TREDLITE SPIKES TERRY TOWELS SOFT SPIKES TEE COMBO PACK BOOKS/AUDIO GOLF BALLS GOLF BALLS TOURN SHIRTS GOLF SHOES GOLF SHOES GOLF SHOES GOLF SHOES GOLF SHOES GOLF SHOES DRY JOYS DRY JOYS CREDIT ON SHOES SHIRTS,JACKETS CART GLOVES GOLF BALLS GOLF BALLS BALL CAPS PUTTERS PUTTERS HOT HANDS GRIP WRAPS SHIRTS WINDSHIRTS RAIN GEAR 290.00 720.00 720.00 720.00 20.00 350.00 2,820.00 44.43 30.87 54.70 665.00 665.00 209.19 1,200.00 535.10 72.52 195.60 -7.68 571.19 68.82 68.82 68.82 65.00 57.95 -1.08 109.11 -3.14 -140.00 1,370.48 79.84 451.82 22.01 183.28 131.06 144.56 98.89 156.75 469.38 662.15 161.85 1 OWASSO PUBLIC GOLF AUTHORITY BAILEY GOLF RANCH ' 11/01/96 8:36:09 A/P CLAIMS REPORT APAPVR PAGE: PO ----#---------VENDOR ---------- ------DESCRIPTION AMOUNT ---- ' SUN MOUNTAIN SPORTS RAINHOOD 6.10 TITLEIST DRAWER CS GLOVES 841.83 ' TITLEIST DRAWER CS GLOVES 349.35 TITLEIST DRAWER CS CAPS 109.2-1 TITLEIST DRAWER CS CAPS -5.25 # TITLEIST DRAWER CS CLUBS 35.02 TITLEIST DRAWER CS CLUBS -1.25 DEPARTMENT ------ TOTAL ====) 9,753.25 GOLF COURSE OPERATIONS ------------------------------ OKLAHOMA NATURAL GAS CO 9/96 USE 13.25 PUBLIC SERVICE CO 9/96 USE 19.71 PUBLIC SERVICE CO 9/96 USE 172.61 PUBLIC SERVICE CO 9/96 USE 68.40 PUBLIC SERVICE CO 9/96 USE 368.14 KIMBALL ACE HARDWARE HARDWARE 5.34 KIMBALL ACE HARDWARE PADLOCK,PAIL 20.46 KIMBALL ACE HARDWARE KEY,SHOVEL 19.96 WESTERN UNIFORM SERVICE SHOP TOWELS 15.00 E-Z-GO TEXTRON REAR ROLLER 176.16 E-Z-GO TEXTRON FOLLER,SHAFT 163.31 MIDWEST BEARING & CHAIN I SEALS 89.88 MIDWEST BEARING & CHAIN I SEALS,BEARINGS 60.96 MIDWEST BEARING & CHAIN I SEALS,BEARINGS 121.81 KIMBALL ACE HARDWARE HARDWARE,TIES 15.27 NAPA AUTO PARTS BATTERIES 125.76 NAPA AUTO PARTS FILTERS 95.06 NAPA AUTO PARTS FILTERS 84.80 NAPA AUTO PARTS ANTIFREEZE 37.88 NAPA AUTO PARTS FILTERS 31.76 LEROY'S PEEL MOWER CARBURETOR. 120.75 E-Z-GO TEXTRON LUG BOLTS 11.71 GUARDIAN SECURITY SYSTEMS MONITORING 11/96 29.95 1iICK KNOTT TURF SUPPLY FERTILIZER 132.00 E-Z-GO TEXTRON NYLON TEES 57.69 E-Z-GO TEXTRON LEAF SPRING 24.91 E-Z-GO TEXTRON HOSE,RESISTORS 58.11 DYNA SYSTEMS HARDWARE 200.56 WESTERN UNIFORM SERVICE TOWEL SERVICE 15.00 VINITA FLAG & APRON CO COURSE FLAGS 139.75 KIMBALL ACE HARDWARE PIPE,PAINT 15.39 NAPA AUTO PART BEARINGS,SEALS 68.15 NICK KNOTT TURF SUPPLY FERTILIZER 573.00 PARKS OIL COMPANY UNLEADED FUEL 672.65 GUARDIAN SECURITY SYSTEMS SERVICE ALARM SYSTEM 37.50 OWASSO PUBLIC GOLF AUTHORIT`,' BAILEY GOLF RANCH 11/01/96 8:36:09 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR: DESCRIPTION AMOUNT ------------------------------------------------------------------------- E -GO TEXTRON TURFCO HARNESS 217.85 WESTERN UNIFORM SERVICE TOWEL SERVICE 15.00 NAPA AUTO PARTS STARTER,BATTERY 256.53 ------------- DEPARTMENT TOTAL =_=_) 4,352.22 FOOD & BEVERAGE OPERATIONS ------------------------------ CAMPBELL WHOLESALE CO INC SNACKS 181.90 CAMPBELL WHOLESALE CO INC SNACKS 136.70 CAMPBELL WHOLESALE CO INC SNACKS 188.45 GAIN'S COFFEE CO ARABICA,TEA 71.85 FADLER CO INC FOOD 77.90 FADLER CO INC SUPPLIES 15.50 FADLER CO INC FOOD,SUPPLIES 183.95 FADLER CO INC FOOD,SUPPLIES 31.90 FADLER CO INC FOOD,SUPPLIES 312.20 FADLER CO INC FOOD,SUPPLIES 27.40 FADLER CO INC FOOD,SUPPLIES 162.10 FADLER. CO INC FOOD,SUPFLIES 31.90 FADLER CO INC FOOD 180.74 FADLER CO INC FOOD/SUPPLIES 414.07 FADLER CO INC FOOD/SUPPLIES 25.50 FADLER C❑ INC FOOD 69.15 FADLER C❑ INC FOOD,SUPPLIES 223.62 FADLER CO INC FOOD,SUPPLIES 10.25 FADLER CO INC FOOD 78.20 FADLER CO INC FOOD 19.40 LANCE INC SNACKS 47.83 LANCE INC SNACKS 39.47 LANCE INC SNACKS 57.89 LANCE INC SNACKS 34.81 LAKE COUNTRY BEVERAGE INC SOFT DRINKS 58.00 LAKE COUNTRY BEVERAGE INC SOFT DRINKS 72.50 HIKE INC GOLF SHOES 58.19 PEPSI COLA COMPANY SOFT DRINKS 119.96 PEPSI COLA COMPANY SOFT DRINKS 103.38 PEPSI COLA COMPANY SOFT DRINKS 96.05 PEPSI COLA COMPANY SOFT DRINKS 0.60 PEPSI COLA COMPANY SOFT DRINKS 104.52 PEPSI COLD. COMPANY SOFT DRINKS 94.20 PEPSI COLA COMPANY SOFT DRINKS 111.30 PEPSI COLA COMPANY SOFT DRINKS 9.00 SUTPHENS CATERING INC CATERED FOOD 240.00 SUTPHENS CATERING INC CATERED FOOD 240.00 DEPARTMENT TOTAL ====) 3,920.18 OWASSO PUBLIC GOLF AUTHORITY BAILEY GOLF RANCH 11/01/96 8:36:09 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ------------------------------------------------------------------------- CLUBHOUSE OPERATIONS ------------------------------ PUBLIC SERVICE CO 9/96 USE 580.34 GUARDIAN SECURITY SYSTEMS MONITORING 11/96 29.60 KIMBALL ACE HARDWARE FLUORESCENT BULBS 29.94 MCI 10/96 USE 13.68 FADLER CO INC FOOD,SUPPLIES 28.90 FADLER CO INC FOOD,SUPPLIES 10.35 DEPARTMENT TOTAL ====? 692.81 GENERAL S ADMINISTRATIVE ------------------------------ STATE INSURANCE FUND W/C INS 10/96 881.00 SWBYPS ADVERTISING 92.78 TERRI HOUDYSHELL NEWSLETTER 160.00 DOZIER PRINTING INC PRINT NEWSLETTER 203.52 SOUTH CENTRAL PUBLICATION ADVERTISING 1,450.00 SOUTH CENTRAL PUBLICATION ADVERTISING 10/96 250.00 SOUTH CENTRAL PUBLICATION ADVER 1996 TOUR ISSUE 250.00 GIFT BOX CORP PAPER,BOXES 372.54 DEPARTMENT TOTAL ====> 3,659.84 DEBT SERVICE ------------------------------ THE SCOTSMAN GROUP CLUBHOUSE LEASE 2,150.00 ------------- DEPARTMENT TOTAL =___> 2,150.00 ------------- FUND TOTAL =___, 27,348.30 ------------- GRAND TOTAL =-__> 27,348.30 4 1 MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES THE OWASSO PUBLIC GOLF AUTHORITY FROM: RODNEY J RAY CITY MANAGER SUBJECT: REQUEST FOR AMENDMENT TO OPGA REGULAR SCHEDULE OF MEETINGS DATE: November 1, 1996 BACKGROUND: The OPGA Trustees, as its membership is presently composed, approved a schedule of regular meetings on May 21, 1996 in accordance with provisions of the Oklahoma Open Meeting Act. That original schedule set meetings for the third Tuesday of each month immediately following the City Council and/or OPWA meeting. Several weeks ago the Trustees expressed an interest in changing the procedure for claims approval to provide for Trustee action prior to the payment of those claims. The staff has developed a recommended policy that, with three exceptions, accomplishes that goal. However, in order to be timely with payments and have only three exceptions, it is desirable to have two meetings per month rather than one as now scheduled. REQUEST: This request is for Trustee approval of an amendment to the schedule of OPGA regular meetings to provide for one additional regular meeting on the first Tuesday of each month. The meeting would normally be for the purpose of considering claims and, thus, should not require much more time on those dates. RECOMMENDATION: The staff recommends Trustee approval of an amendment to the schedule of OPGA regular meetings by adding a regularly scheduled meeting for the first Tuesday of each month. ATTACHMENT: Proposed schedule of meetings as amended. The schedule of regular meetings of The Owasso Public Golf Authority for the calendar year 1996, filed with the City Clerk on December 8, 1995 and amended on May 21, 1996, is further amended as follows to include a regular meeting on the first Tuesday of each month: Date Time Location November 19 y" G o of December 3 & 17 17; oo if To be completed by person filing notice: Marcia Boutwell Title: Authority Secretary Address: 207 South Cedar Owasso, Oklahoma 74055 Phone: 918-272-2251 Filed in the office of the City Clerk at 8:00 l.m. on November 6, 1996. Marcia Boutwell, City Clerk J MEMORANDUM TO: CHAIR AND TRUSTEES ' OWASSO PUBLIC GOLF AUTHORITY ' FROM: SHERRY BISHOP FINANCE DIRECTOR SUBJECT: PROCEDURE FOR PRESENTATION AND APPROVAL OF CLAIMS DATE: November 1, 1996 BACKGROUND: ' State law establishes procedures by which the City pays claims (invoices). That procedure requires City Council approval before payments are made to vendors. Those same procedures are used for OPWA payments. When the golf course began operations in 1993, the OPGA authorized management to pay ' invoices. City staff assumed accounting responsibilities for the OPGA in January of 1996 and continued to pay vendors under the previously established procedures. Now that the golf course operates as a department of the City, accounting procedures for the golf course should be ' consistent with other city operations. IPAYMENT PROCEDURE: ' Retail sales to the public is an operation that is unique to the golf course within the city organization. Invoices for food and beverage supplies normally are due in seven to ten days. Various discount options are available on the golf shop merchandise for early payment of invoices. All sales at the golf course are subject to state and city sales taxes and reports are due to the Oklahoma Tax Commission by the fifteenth of the month. Trustee authorization for the staff to pay invoices for food, beverage, merchandise and sales taxes as they become due would facilitate the payment procedure for the golf course. Timely payment of invoices will also allow the OPGA to take advantage of discounts and avoid penalties. ' All other claims (invoices) can be processed and presented to the Trustees for approval and still allow timely payments to vendors. The same report format as used for City and OPWA can be used for the OPGA claims list. Invoices for food, beverage, merchandise and sales taxes which are paid prior to the OPGA meeting, will be included on the list for approval but designated with an asterisk beside the invoice amount. 14 RECOMMENDATION: Staff recommends Trustee approval of an accounting policy that: • Authorizes payment of claims by invoice due date for food and beverage items, merchandise for resale, and sales taxes; and • Requires trustee approval of all other claims prior to payment; and • Provides for the presentation and approval of all claims, paid and unpaid, on a claims list at an OPGA Trustee meeting.