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Home My WebLink About1996.11.19_OPGA AgendaNOTICE OF PUBLIC MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY TYPE OF MEETING: Regular DATE: November 19, 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 15, 1996. Marcia kutwell, Authority Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Request Approval of the Minutes of November 5, 1996 Special Meeting. Attachment #4 5. Request Approval of Claims. Attachment #5 Owasso Public Golf Authority November 19, 1996 Page 2 6. Consideration and Appropriate Action Relating to a Request for Trustee Authorization to Solicit Bids for the Purchase of Twelve Electric Golf Carts. Mr Lehr Attachment #6 The staff will recommend Trustee authorization for the solicitation of bids for the purchase of 12 electric golf carts. 7. Consideration and Appropriate Action Relating to a Request to Declare Certain Equipment Surplus to the Needs of the OPGA, and Authorization to Sell or Barter Such Equipment. Mr Lehr Attachment #7 The staff will recommend that the Trustees declare one Jacobsen Sweeper surplus to the needs of the OPGA and authorize the staff to sell or trade such equipment. 8. Report from OPGA Manager 9. Report from OPGA Attorney Owasso Public Golf Authority November 19, 1996 I, Page 3 ' 10. Unfinished Business 11. New Business L� 17 12. Adjournment r� 17 it ii L o to OWASSO PUBLIC GOLF AUTHORITY MINUTES OF SPECIAL MEETING Tuesday, November 5, 1996 The Owasso Public Golf Authority met in special session on Tuesday, November 5, 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, November 1, 1996. ITEM 1: CALL TO ORDER Chairman Ewing called the meeting to order at 8:35 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 Mary Lou Barnhouse, Trustee Michael Helm, Trustee Tracy Standridge, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ABSENT Joe Ramey, Vice Chair ITEM 4: REQUEST APPROVAL OF THE MINUTES OF OCTOBER 15, 1996 REGULAR MEETING AND OCTOBER 29. 1996. Ms Barnhouse moved, seconded by Mr Helm, to approve the minutes as submitted, by reference made a part hereto. AYE: Barnhouse, Helm, Standridge, Ewing NAY: None Motion carried 4-0. L Owasso Public Golf Authority ITEM 5: REQUEST APPROVAL CLAIMS November 5, 1996 Ms Barnhouse moved, seconded by Mr Standridge, that the following claims be approved as submitted: (1) Bailey Golf Ranch $27,348.30. AYE: Barnhouse, Standridge, Helm, Ewing NAY: None Motion carried 4-0. ITEM 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. The OPGA Trustees approved a schedule of regular meetings at their May 21, 1996 meeting, with meetings set for the third Tuesday of each month immediately following the City Council and/or OPWA meeting. In order to approve claims in a timely manner, the staff requested an amendment to the schedule of regular meetings to provide for one additional regular meeting on the first Tuesday of each month. The first meeting of the month will normally be for the purpose of considering claims. Ms Barnhouse moved, seconded by Mr Standridge, to approve the amendment to the schedule of regular meetings. AYE: Barnhouse, Standridge, Helm, Ewing NAY: None Motion carried 4-0. ITEM 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 presented a proposed procedure authorizing payment of claims by invoice due date for food and beverage items, merchandise for resale, and sales taxes; requiring Trustee approval for all other claims prior to payment; and providing for the presentation and approval of all claims, paid and unpaid, on a claims list at an OPGA meeting. Mr Standridge moved, seconded by Mr Helm, to adopt the proposed policy for the presentation and approval of claims. AYE: Standridge, Helm, Barnhouse, Ewing NAY: None Motion carried 4-0. 2 Owasso Public Golf Authority ITEM 8: ADJOURNMENT Mr Helm moved, seconded by Ms Barnhouse, to adjourn. AYE: Helm, Barnhouse, Standridge, Ewing NAY: None Motion carried 4-0 and the meeting was adjourned at 8:47 p.m. Marcia Boutwell, Authority Secretary 1 �LJ November 5, 1996 Danny Ewing, Chairperson r 3 I Ott) A =O YUt•LIGOIF AUTH0F i TY li ----- • --------------------------------------------------------------—---- It1 :-M , ------------------------------ t BG:? DAILY ACCr'Jti'i PEI141B PEi`.. CASH -------80823 OAHOMA TAXX COt*1Mi4SI�J?� RL- SALES TAX 9,411.78 DEPAR HEAT TO 'AL 10, 220.01 C'A:T OPERA"f IONS On------------------------------ PUBLIC SERVICE CC 10i96 USE 165.00 FI - —❑ WATER CO DICTILLED 1';r"lER 35.40 �iMBALL ACE HARDltAP.E WATER 1i022LE 3.99 JUCT 'CE GOLF CAR CO T`: C TR PAQTS 56.85 i :: REL'A DEPARTMENT TO-t'AL =___ 262.24 `�Cr V SHOP 0 li ER. TInNo ' L: J:.'va ♦.I J — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — HTEE Inr' S H 0 E SS 38.01 REPUBLIC FACTDNS JACKETS 142.93 C'ANTERBURY B E L !'13 62.90 GOLF DES[GH USA BALL MARKERS 7.6G N'ARREid LEHR REIMB TRAVEL 93,.00 ' rTt � MAX��LI GOLF L7��IJIOP� 0 r t r G'.:arF ��P.LLJ t .5 1�6 t MAXFLI GOLF; Di VISION GOLF BALLS-D SCDUNT -5.25 SPA' A' DIhf7 DPI• -oR SPALDING DF.IVER—DISCOUNT .50 TITLEIST DRAWER GCS CLUB 321.03 TITLEIS"r DRAWER CS CLUB RETURN—CREDIT —315.00 ------------- DEPARTMENT TOTAL ----' 480.79 GOLF COURSE OPERATIONS ------------------------------ OWASSO PUBLIC WORKS AUTHO 10/96 USE 30.86 014ASSO PUBLIC WORKS AUTHO 10/96 USE 3,294.61 SOUTHWESTERN BELL TELEPHO 10/96 USE 108.07 w PUBLIC SERVICE CO 10/96 USE 53.55 PUBLIC SERVICE CO 10/96 USE 97.30 PUBLIC SERVICE CO 10,'96 USE 16.45 PUBLIC SERVICE CO 10/96 USE 12.13 ' PUBLIC SERVICE CO 10/96 USE 209.36 r."WASSO PUBLIC 1,30LF AUTHOR .; `i ' AILEY GULF RANCH 4? A./P C:LAIMS RE 'DIF-. j r:jr_E A=AF R EINl"OF D: ��..,_: `tIOIi ------------------------------------------------------------------------- PUBLIC SERVICE CO i0/96 USE 195.?i ' '_l!t AHOMA NATURAL GAS C�O 10:/ 96. USE 41 • 1V OWASSO PUBLIC WORKS AUTHO 10/96 UISE 116."22t: NICK KXOI TURF SL?PPLi' BEDENIFE b4 3,t, ' MILL CREEK LUMBER CO ;GILT STAKES,IRON 4 0. 87 WATER PRODUCTS T£E�,,BUSu�I'r�GS 19.4 HIMBALL ACE HARDWARE TIES,COUFLERS 1Q, .; NICK KNOT? TURF SUPPLY FERTILIZE; 1,1 b? , NAPA AUTO PARfS SEALS,BRGS,FILTERS .'30 102.E NAPA AUTO PART`; FILTER RETU"R-CREDIT -35.5'� NAPA AUTO PARTS FILTERS 15.92 ' E-7-Grp TEXTRON HOSES 44.27 E-Z-CEO TEXTRON SEALS 23,17 E-Z-GO TEXTRON C ABLES, FOSES 655.89 E-Z-GO TEXTRON R 0 L L E R SHAFi'S 12�.59 SCHAEFFER MFG CO GREASE 81.48 SCHAEFFER MFG CO LUBE C'rISPENSER 212.10 MANTEK CLEANING SUPPLIES 277,28 LESCO INC TIRES 91.00 KEMCO FUELS INC DIESEL FUEL 1,705.16 WAR PEN LEHR F:EIMB "1RA EL 93.00 ------------- DEPARTMENT TOTAL FOOD 2 BEVERAGE OPERATIONS ------------`------T--=-----[- PEP'SI COLA COMPANY SOFT DPIPIRS 135. 3q x PEPSI COLA COMPANY SOFT DRINKS 310.0 ------------- DEPARTMENT TOTAL =__=3 165.74 CLUBHOUSE OPERATIONS ------------------------------ OWASSO PUBLIC WORKS AUTHO 10/96 USE 36.02, SOUTHWESTERN BELL TELEPHO 10/96 USE 196,2E PUBLIC SERVICE CO 10/96 USE 284.59 OWASSO PUBLIC WORKS AUTHO 10/96 USE 2iB.62 DEPARTMENT TOTAL ====) ?35.45 GENERAL & ADMINISTRAIrIVE ------------------------------ DOZIER PRIETING INC COURSE BROCH:RES; 36.00 � Ol�ASPUBLIC GOLF k9T§O£IIY BAILEY GOES RANCH �:«15Z96 7:eg:§4 wI wIMS RE£-"4 we&e�z y&e£: PO # VENDOR DE322IyIIeg 0 - w% &J, !Tk FT.!±CI&E CORPDIGITAL £L&YEA 97.99 NEIGHBOR §eW ERS CL SSI[z2D ADS I 22.05 J-2 HOGAN Ii UFA C£ e@O- a:Y :§Sgaw3CE 5,85@.Qo r------------- DEPARTMENT TOTAL =___. 4,514.04 DE- SERVICE ------------------------------ LIBERTY BANK » Tager DEBT SEa7:cE 11Z96 ASSOCIATES COMMERCIAL C R CART LEASE 0W9 t DEPARTMENT TOTAL £b§2 TOfwS ====> GRw62 IEEZE 7,421.52 a.859.25 1S,330.77 ------------- 57,282.02 ------------- a7,282.07 i OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING D 11/03/96 Food & Beverage 0.00 1,402.45 #:' :.:: <:: > :.: < <:. ;:: <» ::: ;:; ::::` '::::<'>:::::>:::::>:::i:>::s::::s::::>::::>::::>:::'>::#::::>:::•'::>:<::a# �<<:>::::>::::>::#::::>::. � > ;:: :::»?::::»::>::s»>:.. •z Eow APPROVE 11/19/96 Chairman Trustee Trustee MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC GOLF AUTHORITY FROM: WARREN LEHR DIRECTOR OF GOLF SUBJECT: REQUEST TO PURCHASE 12 SEASONAL LEASE GOLF CARTS DATE: November 12, 1996 BACKGROUND: In August of 1993, the OPGA lease/purchased 60 electric Club Car golf carts from Justice Golf Car in Oklahoma City. In the bid it was stipulated that Justice would provide an additional 12 carts as needed on a seasonal lease basis from April to September. These carts are needed to ' accommodate large tournaments and periods of extremely heavy play. This lease option was exercised in August and September of 1993, April -September of 1994, and April -September of 1996. During 1995 we experimented by renting carts from a local supplier only on days of large ' tournaments as needed. At a daily rental rate of $25.00 versus a monthly rate from Justice of $60.00, we did not experience a significant monetary savings or loss in 1995. However, we did not benefit from the lessened wear and tear on our original 60 carts which results from a fleet rotation of 72 carts versus 60. Our regular and tournament play has now increased to the extent that a 72 cart fleet is an absolute necessity for the April -September season and is sometimes needed in the off-season. Recently, Justice Golf Car offered to sell us our 12 current seasonal lease carts for $1200 each. PROPOSAL: ' The purchase of 12 seasonal lease carts for a total price of $14,400 would seem to be a prudent business decision when compared to a rental rate of at least $12,960 for the carts over the next three years (assuming no monthly rental rate increase). The benefit of purchasing the 12 cars is seen in the equity/trade-in/ownership value of approximately $10,000 at the end of the three- year period. Our tentative plans are to keep our cart fleet for one year after the lease/purchase is paid off in July of 1998. SEASONAL GOLF CART PURCHASE NOVEMBER 12, 1996 PAGE 2 SOURCE OF FUNDS: In our current 96-97 fiscal year, we have budgeted $16,000 for the purchase of new batteries. 's eXDPnljitiir ar rh;c r; P However, use of these funds would require us to budget for replacement batteries during the 97-98 fiscal year. RECOMMENDATION: The staff recommends that OPGA authorize the solicitation of bids for the purchase of 12 electric golf carts. so TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC GOLF AUTHORITY FROM: WARREN LEHR DIRECTOR OF GOLF SUBJECT: GOLF COURSE MAINTENANCE EQUIPMENT TRADE DATE: November 12, 1996 BACKGROUND: In the Spring of 1993, prior to the golf course opening, the OPGA purchased a Jacobsen Sweeper designed to be pulled behind a tractor or utility vehicle for the purpose of picking up small rocks, limbs, or leaves. It was used to pick up small rocks, which virtually covered our #14 fairway during the "grow -in" phase of the golf course. Since opening, it has been used on a limited basis during the Fall to pick up leaves and small limbs. However, since this sweeper has not be used on a frequent basis, we have determined that there are other types of equipment which would be of much greater use to the golf course if the sweeper could be sold or traded. The depreciated value of the sweeper is approximately $5000 according to our Jacobsen representative, but it is a very specialized machine, which has limited marketability. Upon notifying some area golf course superintendents and two local equipment representatives, our best potential reciprocal value for the sweeper has been an offer of a trade for three (3) 1994 EZ-GO electric golf carts. Both the original retail value and the current depreciated value of the golf carts is very close, if not greater, than the comparable value of the sweeper. In terms of usage value, the golf carts would be utilized as daily reliable, low maintenance transportation for the golf course superintendent and his staff. Quiet, low cost transportation is especially important for the superintendent, his assistant, and greens' syringer, each of whom make frequent trips around the course while golfers are playing. Electric carts are quiet so as not to disturb golfers, and extremely convenient in terms of starting and stopping without the need to start the engine, shift gears, and kill the engine upon each entry and exit. The carts could also be used for rental if a large tournament or other situation warranted their need. Also, some fuel cost and maintenance expense would be realized in lieu of the normal use of gasoline engine trucksters. RECOMMENDATION: The staff recommends that the OPGA declare the Jacobsen Sweeper surplus to the needs of the OPGA and authorize the solicitation of such for sale or barter, pursuant to City Code, Section 7-108.