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Home My WebLink About2008.08.05_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY TYPE OF MEETING: Regular DATE: August 5, 2008 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, August 1, 2008 Juli . Stevens, Deputy ity Clerk AGENDA Call to Order Chairman Stephen Cataudella 2. Roll Call 3. 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 the Consent Agenda by request. A motion to adopt the Consent Agenda is non -debatable. A. Approval of the Minutes of July 15, 2008 Regular Meeting. Attachment #3-A B. Approval of Claims. Attachment #3-B S: Agendas\OPGA\2008\0805.doc Owasso Public Golf Authority August 5, 2008 Page 2 4. Consideration and appropriate action relating to a request for Trustee declaration of a sole source provider, approval to purchase a Central Irrigation Control System, and authorization for payment in the amount of $32,098. Mr. Rooney Attachment # 4 Staff will recommend Trustees declare Rain Bird of San Antonio, Texas as the sole source provider of an irrigation control system compatible to the existing irrigation system at Bailey Ranch Golf Course, approval of the purchase of the used irrigation control system, and authorization for payment in the amount of $32,098. 5. Report from OPGA Manager. 6. Report from OPGA Attorney. 7. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 8. Adjournment. S: Agendas\O P GA\2008\0805. doc OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, July 15, 2008 The Owasso Public Golf Authority met in regular session on Tuesday, July 15, 2008 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, July 11, 2008. ITEM 1. CALL TO ORDER Chairman Cataudella called the meeting to order at 7:52 p.m. ITEM 2. FLAG SALUTE The flag salute was held during the Council meeting. ITEM 3. ROLL CALL PRESENT Steve Cataudella, Chairman D.J. Gall, Vice Chair Doug Bonebrake, Trustee Wayne, Guevara, Trustee A quorum was declared present. STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ABSENT Jon Sinex, Trustee ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the July 1, 2008 Regular Meeting. B. Approval of Claims. C. Acknowledgement of receiving the monthly FY 2007-2008 budget status report. Mr. Bonebrake moved, seconded by Mr. Guevara, to approve the OPGA Consent Agenda with claims totaling $12,399.21. The payroll payment report for pay period ending 7/05/08 was included for review. Owasso Public Golf Authority July 15, 2008 YEA: Bonebrake, Cataudella, Gall, Guevara NAY: None Motion carried 4-0. ITEM 5. REPORT FROM OPGA MANAGER No report ITEM 6. REPORT FROM OPGA ATTORNEY No report ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Bonebrake moved, seconded by Mr. Gall, to adjourn. YEA: Bonebrake, Cataudella, Gall, Guevara NAY: None Motion carried 4-0 and the meeting was adjourned at 7:53 p.m. Pat Fry, Minute Clerk Stephen Cataudella, Chairman 2 Claims List 08/05/08 Budget Unit Title Vendor Name Payable Description Payment Amount OPGA FADLER FOOD/SUPPLIES 639.79 JPMORGAN CHASE BANK REASORS-FOOD 43.14 JPMORGAN CHASE BANK REASORS-FOOD 29.59 JPMORGAN CHASE BANK REASORS-BEER 37.98 JPMORGAN CHASE BANK REASORS-FOOD 11.98 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 189.30 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 1,091.16 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 2,654.82 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 382.20 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 29.40 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 179.05 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 693.25 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 529.89 BOTTLING GROUP, LLC PEPSI-COLA PEPSI PRODUCTS 1,631.50 JPMORGAN CHASE BANK WALMART-FOOD 90.70 JPMORGAN CHASE BANK WALMART-FOOD 102.95 JPMORGAN CHASE BANK RIFE PUTTERS -MERCHANDISE 139.06 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 97.82 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 124.58 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 71.05 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 35.56 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 85.45 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 65.45 JPMORGAN CHASE BANK OAKLEY-MERCHANDISE 108.10 JPMORGAN CHASE BANK UPROGPS.COM-MERCHANDISE 2,412.00 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 1,220.54 JPMORGAN CHASE BANK WALMART-FOOD 19.83 JPMORGAN CHASE BANK WALMART-FOOD 12.91 JPMORGAN CHASE BANK OAKLEY-MERCHAND ISE 58.00 EXECUTIVE COFFEE SERVICES COFFEE SERVICE 50.89 STANDARD DISTRIBUTING COMPANY FOOD 293.77 JPMORGAN CHASE BANK REASORS-FOOD 21.23 JPMORGAN CHASE BANK TAYLOR MADE -MERCHANDISE 99.53 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 216.00 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 1,293.01 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 432.35 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 520.01 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 972.00 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 1,501.65 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 1,998.00 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 3,828.60 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 147.17 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 112.25 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 11063.30 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 851.39 Page 1 Claims List 08/05/08 Budget Unit Title Vendor Name Payable Description Payment Amouni OPGA... FADLER FOOD/SUPPLIES 1,044.22 BGR DAILY ACCT. REIMB PETTY CASH 2,713.55 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 124.58 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 117.93 JPMORGAN CHASE BANK ACUSHNET-MERCHANDISE 190.02 JPMORGAN CHASE BANK SAMS-FOOD 138.33 JPMORGAN CHASE BANK WALMART-BEER 136.99 JPMORGAN CHASE BANK WALMART-FOOD 29.47 JPMORGAN CHASE BANK CALLAWAY GOLF -MERCHANDISE 34.99 TOTAL OPGA 30,718.28 GOLF SHOP SAV-ON PRINTING & SIGNS LLC 10WASSO JUNIOR PUNCH CARDS 42.00 IMAGING SOLUTIONS INC ICOPIER TONER 57.24 TOTAL GOLF SHOP 99.24 CART OPERATIONS JUSTICE GOLF CAR CO INC CART PARTS 60.08 JPMORGAN CHASE BANK ALLIED BEARINGS -BEARINGS 97.20 JPMORGAN CHASE BANK TATE BOYS -TIRE REPAIR 12.54 JPMORGAN CHASE BANK ACUSHNET-RANGE BALLS 2,840.04 JPMORGAN CHASE BANK LOWES-PARTS FOR CARTS 35.42 JPMORGAN CHASE BANK STEVES WHLS-AIR COMPRESS 529.00 TOTAL CART OPERATIONS 3,574.28 COURSE MAINT JPMORGAN CHASE BANK LOWES-CUPS 27.09 JPMORGAN CHASE BANK JOHN DEERE-ORNAM GRASS 234.00 JPMORGAN CHASE BANK OREILLY-TIRE SEALANT 29.99 JPMORGAN CHASE BANK OREILLY-SOLENOID 18.13 JPMORGAN CHASE BANK OREILLY-FUEL FILTER 3.16 JPMORGAN CHASE BANK OREILLY-VALVE TOOL 0.82 JPMORGAN CHASE BANK OREILLY-FUEL FILTER 2.44 JPMORGAN CHASE BANK GRAINGER-EXHAUSE FAN 102.92 JPMORGAN CHASE BANK R & R PROD -REEL MOTOR 231.20 JPMORGAN CHASE BANK HARBOR TOOLS -AIR HOSE 33.98 JPMORGAN CHASE BANK ALLIED BEARINGS -BEARINGS 79.02 CROWL MECHANICAL INC ICE MACHINE REPAIR 831.00 ESTES, INCORPORATED CHEMICALS/FERTILIZERS 60.30 ESTES, INCORPORATED CHEMICALS/FERTILIZERS 37.20 ESTES, INCORPORATED CHEMICALS/FERTILIZERS 396.00 ESTES, INCORPORATED CHEMICALS/FERTILIZERS 1,890.00 TIMMONS OIL COMPANY FUEL 2,223.47 LESCO CREDIT SERVICES LATEX GLOVES 8.88 AT&T AT&T CONSOLIDATED BILL 41.41 AEP/PSO ELECTRIC USE FOR JUNE 729.77 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 44.47 Page 2 Claims List 08/05/08 Budget Unit Title Vendor Name Payable Description Payment Amounl COURSE MAINT... JPMORGAN CHASE BANK REGAL CHEMICAL -FUNGICIDES 7,282.05 JPMORGAN CHASE BANK OREILLY-EXCHANGE -4.74 JPMORGAN CHASE BANK LUBER BROS-UTILITY CARTS 16,500.00 AT&T LONG DISTANCE LONG DISTANCE PHONE 1.48 JPMORGAN CHASE BANK OREILLY-OIL/FUEL FILTERS 36.23 JPMORGAN CHASE BANK OREILLY-BELT & FILTERS 6.46 JPMORGAN CHASE BANK OREILLY-FUEL FILTER 9.48 YALE CLEANERS, INC. YALE UNIFORM TOWEL SERVICE 9.02 YALE CLEANERS, INC. YALE UNIFORM UNIFORM SERVICE 7.00 DAVID B. NOWLAND FERTILIZER / GREENS 1,253.00 TIMOTHY BOYCE SAND 150.00 JPMORGAN CHASE BANK ATWOODS-SPRAYER 79.99 JPMORGAN CHASE BANK PROF TURF PROD -ROLLER 159.45 JPMORGAN CHASE BANK LOWES-CUPS 23.22 JPMORGAN CHASE BANK LOWES-FLOWERS 39.84 JPMORGAN CHASE BANK UNIV MAILING -EXAM MANUALS 30.00 JPMORGAN CHASE BANK BAILEY EQUIP -PTO SWITCH 24.40 TIMMONS OIL COMPANY FUEL 1,051.60 ESTES, INCORPORATED SUPPLIES/SAND 124.20 ESTES, INCORPORATED SUPPLIES/SAND 55.80 NCH CORPORATION MANTEK DIVISION WETTING AGENT 392.92 DAVID B. NOWLAND FERTILIZER / GREENS 67.50 ESTES, INCORPORATED FUNGICIDE 989.40 YALE CLEANERS, INC. YALE UNIFORM TOWEL SERVICE 9.02 YALE CLEANERS, INC. YALE UNIFORM TOWEL SERVICE 7.00 TOTAL COURSE MAINT 35,329.57 FOOD & BEV JPMORGAN CHASE BANK ANTIGUA-UNI FORMS 130.41 JPMORGAN CHASE BANK WALMART-SUPPLIES 19.58 FADLER FOOD/SUPPLIES 204.07 FADLER FOOD/SUPPLIES 473.07 JPMORGAN CHASE BANK SAMS-SUPPLIES 53.83 TOTAL FOOD & BEV 880.96 GOLF ADMIN OFFICE DEPOT INC OFFICE SUPPLIES 33.52 TULSA MAINTENANCE SUPPLY TRASH PICK-UP TOOL 45.20 COX COMMUNICATIONS CABLE SERVICE 33.07 ORKIN EXTERMINATING CO, INC PEST CONTROL 53.00 GREENWAY GOLF, INC AGRONOMIC CONSULTING 2,500.00 TULSA MAINTENANCE SUPPLY PAPER SUPPLIES 63.25 AT&T LONG DISTANCE LONG DISTANCE PHONE 20.91 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 475.31 AEP/PSO ELECTRIC USE FOR JUNE 2,519.10 SBC YELLOW PAGES, INC YELLOW PAGE ADS 164.60 LOCKE SUPPLY TOILET REPAIR PARTS 20.00 Page 3 Claims List 08/05/08 Budget Unit Title Vendor Name Payable Description Payment Amounl GOLF ADMIN... A PLUS SERVICE INC AT&T AIR CONDITIONING REPAIRS AT&T CONSOLIDATED BILL 518.00 231.30 TOTAL GOLF ADMIN 6,677.26 FUND GRAND TOTAL 77,279.5 OPGA GRAND TOTAL $77,279.59 Page 4 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 07/19/08 Department Payroll Expenses Total Expenses Golf Shop Operations 4,694.46 6,586.13 Cart Operations 3,924.47 4,409.82 Golf Course Operations 10,245.53 14,116.37 Food & Beverage 4,270.99 5,361.04 General & Administration 4,989.08 6,825.35 FUND TOTAL 28,124.53 37,298.71 MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC GOLF AUTHORITY FROM: TIMOTHY D. ROONEY ASSISTANT CITY MANAGER SUBJECT: AUTHORIZATION FOR THE PURCHASE OF A CENTRAL IRRIGATION CONTROL SYSTEM DATE: August 1, 2008 BACKGROUND: The existing irrigation control system at Bailey Ranch Golf Course has not been operable remotely for several years. As a result, at times when weather conditions dictated the course, in particular the greens and tee boxes, needed water, staff has had to manually water these areas. This can lead to inaccurate watering of these areas — either too much or not enough — placing areas of the golf course at risk during periods of vulnerability. Additionally, the mechanical clock timer system was antiquated resulting in higher than normal watering volume. These malfunctions can severely compromise the health of the greens and cause overly wet conditions and course playability problems. Attempts to troubleshoot and repair the system have been unsuccessful. The existing irrigation control system has been in place since 1992. Included within the FY 2008-09 OPGA budget are funds for the purchase of a new irrigation control system. A new irrigation control system will bring the course up to date, save significant labor costs, and nearly eliminate the previous risk of improper irrigation due to equipment malfunction. During the preparation of the budget, staff was contacted by Rain Bird — a major manufacturer of golf course irrigation systems. A "like -new" wireless control system that was installed at a Texas course and removed when the course failed to open was available. Rain Bird — aware of the Bailey Ranch Golf Course's desire to replace its existing system and knowing this system was compatible, contacted staff to determine an interest in the purchase. Realizing new irrigation control systems sold by Rain Bird start at approximately $65,000, staff indicated an interest in the purchase of the "like -new" system. The estimated cost for purchase and installation of the system at that time was $32,000 ($28,000 for the software and control system and $4,000 for installation). COMMENTS: • The proposed purchase of the irrigation control replacement system will once again allow for irrigation control from a central location — the course maintenance facility. Rather than the system being hardwired to control stations (silver boxes located throughout the golf course) it will be radio controlled. This will allow for multiple satellite locations to be consolidated, more precise coverage and uniformity, flow management software, remote control from a PC at home or office, and as referenced earlier, a reduced risk of damage to the course. • Because of the age of the existing system, Rain Bird is the only identified manufacturer that can install a compatible system at this price. An entirely new system by other manufacturers list in excess of $100,000. The proposed system has a complete warranty by Rain Bird and represents a significant savings of a new system sold by Rain Bird for $65,000. • The OPGA is required to obtain competitive bids for purchases exceeding $25,000. • The staff has concluded that Rain Bird is the sole provider of a "like -new" system that is compatible with the existing irrigation system found at Bailey Ranch Golf Course. REQUEST: This request is for Trustee action declaring Rain Bird as the sole source provider of this system, approving the purchase and installation of this system, as well as authorization for payment. FUNDING: Funds for the purchase of this system are included in the FY 2008-09 OPGA budget in the amount of $32,100. RECOMMENDATION: Staff recommends Trustees declare Rain Bird of San Antonio, Texas as the Sole Source Provider of the Central Irrigation Control System, approve the purchase of the Rain Bird Central Irrigation Control system, and authorize payment in the amount of $32,098.