HomeMy WebLinkAbout2009.03.24_OPGA Agenda_AddendumPUBLIC NOTICE OF AN ADDENDUM TO
THE MEETING OF THE
OWASSO PUBLIC GOLF AUTHORITY
The Owasso Public Golf Authority will meet in regular session on Tuesday, March 24, 2009 at
6:30 PM at Old Central, 109 N. Birch, Owasso, Oklahoma.
Notice of addendum filed in the office of the City Clerk and posted on the City Hall bulletin
board at 5:00 PM on Monday, March 23, 2 09.
�liann
M. Stev ns, Deputy City Clerk
ADDENDUM
The following is submitted as an addendum to the Owasso Public Golf Authority agenda filed on
Friday, March 20, 2009. Items numbered 1-2 shall remain the same. Items numbered 3-8 shall
become Items numbered 4-9 and a new Item number 3 is listed as follows:
3. Consideration and appropriate action relating to the election of Vice -Chairman.
Trustee Jon Sinex
The Vice Chairman of the OPGA has resigned the position of Vice -Chairman, therefore
election of a Vice -Chairman is necessary.
PUBLIC NOTICE OF THE MEETING OF THE
OWASSO PUBLIC GOLF AUTHORITY
TYPE OF MEETING: Regular
DATE: March 24, 2009
TIME: 6:30 p.m.
PLACE: Council Chambers, Old Central Building
109 N. Birch
A Notice of the meeting filed in the office of the City Clerk and posted at City Hall at 5:00 p.m.
on Friday, March 6, 2009 and the agenda filed in the office of the City Clerk and posted at City
Hall at 5:00 p.m. on Friday, March 20, 2009. A15V �&�
Sherry Bisho , City Clerk
AGENDA
1. 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 the March 3, 2009 Regular Meeting.
Attachment # 3-A
B. Approval of Claims.
Attachment # 3-B
C. Acknowledgement of receiving the monthly FY 2008-2009 budget status report.
Attachment # 3-C
O:\MANAG ERIAL\Agendas\OPGA\2009\0324.doc
Owasso Public Golf Authority
March 24, 2009
Page 2
4. Consideration and appropriate action relating to a request for Trustee adoption of Policy
No. 2009-01, a policy regarding the removal of items from a meeting agenda.
Ms. Lombardi
Attachment # 4
Staff will recommend Trustee adoption of Policy No. 2009-01 governing the process to be
used by Authority members, staff, and citizens for the removal of items from an Owasso
Public Golf Authority meeting agenda.
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\OPGA\2009\0324. doc
OWASSO PUBLIC GOLF AUTHORITY
MINUTES OF REGULAR MEETING
Tuesday, March 3, 2009
The Owasso Public Golf Authority met in regular session on Tuesday, March 3, 2009 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, February 27, 2009.
ITEM 1. CALL TO ORDER
Chairman Cataudella called the meeting to order at 7:45 p.m.
ITEM 2. ROLL CALL
PRESENT ABSENT
Steve Cataudella, Chairman
D.J. Gall, Vice Chair
Doug Bonebrake, Trustee
Wayne, Guevara, Trustee
Jon Sinex, Trustee
A quorum was declared present.
STAFF
Rodney Ray, Authority Manager
Julie Lombardi, Authority Attorney
ITEM 3. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA
A. Approval of Minutes of the February 3, 2009 Regular Meeting.
B. Approval of Claims.
Mr. Bonebrake moved, seconded by Mr. Sinex to approve the OPGA Consent Agenda with
claims totaling $7,817.50. The payroll payment report for pay period ending 2/14/09 was
included for review.
YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex
NAY: None
Motion carried 5-0.
Owasso Public Golf Authority
March 3, 2009
ITEM 4. REPORT FROM OPGA MANAGER
No report
ITEM 5. REPORT FROM OPGA ATTORNEY
No report
ITEM 6. NEW BUSINESS
None
ITEM 7. ADJOURNMENT
Mr. Bonebrake moved, seconded by Mr. Guevara, to adjourn.
YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex
NAY: None
Motion carried 5-0 and the meeting was adjourned at 7:46 p.m.
Pat Fry, Minute Clerk
Stephen Cataudella, Chairman
2
Claims List
03/24/09
Budget Unit Title
Vendor Name
Payable Description
Payment Amount
OPGA
BGR DAILY ACCT.
REIMB PETTY CASH
490.20
BGR DAILY ACCT.
REIMB PETTY CASH
184.15
JPMORGAN CHASE BANK
NIKE-MERCHANDISE
293.07
BOTTLING GROUP, LLC PEPSI-COLA
PEPSI PRODUCT
287.50
JPMORGAN CHASE BANK
WALMART-FOOD
112.25
JPMORGAN CHASE BANK
WALMART-FOOD
81.33
JPMORGAN CHASE BANK
ACUSHNET-MERCHANDISE
291.06
JPMORGAN CHASE BANK
ACUSHNET-MERCHANDISE
130.80
JPMORGAN CHASE BANK
ACUSHNET-MERCHANDISE
1,843.15
JPMORGAN CHASE BANK
ACUSHNET-MERCHANDISE
300.96
JPMORGAN CHASE BANK
FOREFRONT -MERCHANDISE
440.00
JPMORGAN CHASE BANK
GEAR FOR SPORT-MERCHAND
183.97
JPMORGAN CHASE BANK
NIKE-MERCHANDISE
783.03
JPMORGAN CHASE BANK
NIKE-MERCHANDISE
77.07
TOTAL OPGA 5,498.54
GOLF SHOP
NIKE USA, INC
UNIFORMS
403.23
1ACUSHNET COMPANY DBA TITLEIST
RANGE BALLS
3,882.51
TOTAL GOLF SHOP 4,285.74
CART OPERATIONS
JUSTICE GOLF CAR CO INC
CART PARTS
352.00
JPMORGAN CHASE BANK
WALMART-FIRST AID SUPPLIE
11.72
JPMORGAN CHASE BANK
OFFICE DEPOT -SUPPLIES
61.98
JPMORGAN CHASE BANK
FAST TRACK -ENGINE REPAIR
45.00
TOTAL CART OPERATIONS 470.70
COURSE MAINT
JPMORGAN CHASE BANK
ENLOW TRACTOR -SEAL KIT
-102.55
AT&T
CONSOLIDATED PHONE BILL
41.28
JPMORGAN CHASE BANK
BROWN FARMS -SOD
80.00
JPMORGAN CHASE BANK
BROWN FARMS -SOD
320.00
JPMORGAN CHASE BANK
ATWOODS-SHOVELS/RAKES
64.44
JPMORGAN CHASE BANK
P & K EQUIP-CABLES/0-RING
27.80
JPMORGAN CHASE BANK
PROFESSIONAL TURF -PARTS
166.33
JPMORGAN CHASE BANK
P & K EQUIP -TRACTOR SHAFT
114.63
JPMORGAN CHASE BANK
PROF TURF-PULLEY/HUB
120.45
JPMORGAN CHASE BANK
STEVES WHLS-PUNCH
5.57
JPMORGAN CHASE BANK
P & K EQUIP -CHAIN KIT
324.86
JPMORGAN CHASE BANK
OREILLY-HYDRAULIC OIL
39.99
JPMORGAN CHASE BANK
OREILLY-OIL FILTER
3.67
JPMORGAN CHASE BANK
OREILLY-MISC PARTS
13.95
JPMORGAN CHASE BANK
OREILLY-SEPARATOR
9.99
JPMORGAN CHASE BANK
C&H BOLT -SAFETY PINS
16.95
JOHN DEERE LANDSCAPES, INC
ANTIFOAM/LATEX GLOVES
8.69
JOHN DEERE LANDSCAPES, INC
ANTIFOAM/LATEX GLOVES
106.80
Page 1
Claims List
03/24/09
Budget Unit Title
Vendor Name
Payable Description
Pa ment Amounl
COURSE MAINT
YALE CLEANERS, INC.
UNIFORM/TOWEL SERVICE
16.00
YALE CLEANERS, INC.
UNIFORM/TOWEL SERVICE
7.00
ESTES, INCORPORATED
GROWTH REGULATOR
454.12
JOHN DEERE LANDSCAPES, INC
NOZZLE ASSEMBLY
1.23
ESTES, INCORPORATED
CHEMICALS - SPRING PRE M
940.92
ESTES, INCORPORATED
CHEMICALS - SPRING PRE M
1,28028
HERITAGE -CRYSTAL CLEAN
PARTS/WASHER SERVICE
240.95
YALE CLEANERS, INC.
TOWEL / UNIFORM SERVICE
16.00
YALE CLEANERS, INC.
TOWEL / UNIFORM SERVICE
7.00
TOTAL COURSE MAINT 4,326.35
FOOD & BEV
SADDORIS TEXTILE MAINTENANCE, INC
TOWEL/LINEN SERVICE
65.11
SADDORIS TEXTILE MAINTENANCE, INC
TOWEL/LINEN SERVICE
27.61
SADDORIS TEXTILE MAINTENANCE, INC
LINEN SERVICE
46.33
TOTAL FOOD & BEV 139.05
GOLF ADMIN
SBC YELLOW PAGES, INC
YELLOW PAGE AD
39.40
AT&T
CONSOLIDATED PHONE BILL
189.32
JPMORGAN CHASE BANK
LOWES-VACUUM CLEANER
99.99
JPMORGAN CHASE BANK
HOBBY LOBBY -SUPPLIES
15.18
JPMORGAN CHASE BANK
HOBBY LOBBY -SUPPLIES
13.22
JPMORGAN CHASE BANK
DISPLAY SALES -BANNERS
578.00
JPMORGAN CHASE BANK
BEST BUY -UPS FOR GOLF SVR
161.99
GOLFSWITCH, INC
ONLINE TEE TIMES
150.00
COURSE TRENDS, INC
WEB HOSTING
345.00
ALL MAINTENANCE SUPPLY, INC
TOWEL DISPENSERS
43.20
YELLOW PAGES, INC
GOLF AD
167.00
KATHRYN E. HENRY
FLYER DESIGN
175.00
GREENWAY GOLF, INC
ICONSULTING FEES
2,500.00
TOTAL GOLF ADMIN 4,477.30
19,197.E
FUND GRAND TOTAL
OPGA GRAND TOTAL $19,197.68
Page 2
OWASSO PUBLIC GOLF AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 02/28/09
Department Payroll Expenses Total Expenses
Golf Shop Operations
3,221.58
4,965.79
Cart Operations
2,159.61
2,454.41
Golf Course Operations
5,938.10
9,032.26
Food & Beverage
1,491.08
3,182.22
General & Administration
4,794.22
6,635.49
FUND TOTAL
17,604.59
26,270.17
OWASSO PUBLIC GOLF AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 03/14/09
Department Payroll Expenses Total Expenses
Golf Shop Operations
2,227.84
3,525.46
Cart Operations
2,006.68
2,280.61
Golf Course Operations
7,831.49
11,287.02
Food & Beverage
1,692.13
2,204.05
General & Administration
4,794.22
6,624.85
FUND TOTAL
18,552.36
25,921.99
CITY OF OWASSO
OWASSO PUBLIC GOLF AUTHORITY
FISCAL YEAR 2008-2009
Statement of Revenues & Expenses
As of January 2009 and 2008
February 28, 2009 February 29, 2008
Month Year Percent Month Year Percent
To -Date To -Date Budget of Budget To -Date To -Date Budget of Budget
OPERATING REVENUES
Golf shop fees
20,964
298,869
914,000
32.70%
19,370
328,940
835,374
39.38%
Merchandise sales
4,169
89,917
210,000
42.82%
3,227
90,443
205,450
44.02%
COS -- merchandise
(3,231)
(69,912)
(150,000)
46.61
%
(2,646)
(76,240)
(153,505)
49.67%
Food & beverage
3,964
93,887
250,000
37.55%
2,588
84,577
222,950
37.94%
COS --food & beverage
(1,793)
(37,852)
(68,000)
55.66%
(1,486)
(36,708)
(69,786)
52.60%
Interest & other
2,556
20,672
33,697
61.35%
2,502
43,564
55,000
79.21 %
Transfer from General Fund
-
-
-
-
-
-
-
0.00%
TOTAL OPERATING REVENUES
26,631
395,581
1,189,697
33.25%
23,556
434,575
1,095,483
39.67%
OPERATING EXPENSES:
Personal services
48,447
497,590
804,064
61.88%
44,111
457,464
660,818
69.23%
Materials & supplies
11,218
82,616
100,755
82.00%
1,588
48,970
89,130
54.94%
Other services
11,908
91,361
168,399
54.25%
7,194
88,307
218,725
40.37%
Capital outlay
-
61,334
61,569
99.62%
150
23,804
74,900
31.78%
Debt service
4,638
36,607
54,910
66.67%
4,389
34,607
51,910
66.67%
TOTAL OPERATING EXPENSES
76,211
769,508
1,189,697
64.68%
57,433
653,152
1,095,483
59.62%
NET INCOME (LOSS) (49,580) (373,927) - (33,877) (218,577) -
MEMORANDUM
TO: HONORABLE CHAIR AND TRUSTEES
OWASSO PUBLIC GOLF AUTHORITY
FROM: JULIE TROUT LOMBARDI
CITY ATTORNEY
SUBJECT: POLICY REGARDING REMOVAL OF ITEMS FROM A
MEETING AGENDA
DATE: March 13, 2009
BACKGROUND:
The City Council, Owasso Public Works Authority and the Owasso Public Golf Authority are
broadly vested with authority under the City's Charter, the Oklahoma Constitution and
Oklahoma statutory law to adopt and implement efficient and equitable policies and procedures
governing their public meetings. Meetings of a public body should be conducted in an orderly
manner and in accordance with the rules of parliamentary procedure. Adherence to parliamentary
procedures enables a governing body to remain focused on a single issue until that particular
matter is fully resolved and to make informed decisions following due consideration of the
matter before the public body's members. Development of Policies and Procedures, based upon
the rules of parliamentary procedure, furthers a public body's foundational goal of conducting its
meetings with order and in a manner that allows for public participation, accountability and
additional transparency of government.
Items for discussion and items requiring action by the City Council, OPWA and OPGA have
traditionally been placed on the appropriate public body's agenda either by a City Council
member, a Trustee of the OPWA or OPGA, City Staff or at the request of a citizen residing in
the City of Owasso. In some instances, circumstances change following the original request that
an item be placed on a City Council, OPWA or OPGA agenda, and the City Council member,
Trustee, Staff member or citizen have subsequently desired to: 1) remove the item from the
agenda and reschedule consideration of that matter on a date certain in the future, or, 2) remove
the item from the agenda for an indefinite period of time without specifying the date upon which
the matter will be considered in the future. In the past, items have been removed from an agenda
upon the request of any City Council member or Trustee or upon recommendations from Staff.
Inevitably, however, some confusion has been created when items have been removed from an
agenda prior to the public body's meeting. Neither the City Council, OPWA nor OPGA have
previously adopted policies or procedures governing removal of items from an agenda, thus there
are currently no written policies or procedures mandating the process to be followed when items
are placed upon an agenda and later removed.
Pursuant to the City Council's request, Staff has reviewed removal policies utilized by other
municipalities, and has additionally researched the Oklahoma State Statutes, the City's Charter
and the Code of Ordinances for the City of Owasso to determine what options exist and the type
of policy that would most effectively enable the City Council, OPWA and OPGA to conduct
orderly and efficient meetings while striving to diligently represent the citizens of Owasso with
trust and respect. Accordingly, a policy has been drafted by Staff for consideration by the City
Council, OPWA and OPGA. The policy states that once an item has been placed on an agenda
and the agenda has been duly posted in conformance with the Oklahoma Open Meeting Act, the
item may be stricken from the agenda only upon request from the Council member, Trustee,
Staff member or citizen who originally requested that the item be placed on the agenda. When a
request is made by such a person, the item shall be removed from the agenda without the
necessity of a motion, second or majority vote.
A request to remove an item from an agenda may also be made by a Council member, Trustee,
Staff member or citizen other than the person who initially requested inclusion of the item on
the agenda. However, the item will only be removed if a motion to remove the item and
postpone consideration of the matter indefinitely is made during a City Council, OPWA or
OPGA meeting by a Councilor or Trustee and is approved. Once a motion to postpone the
matter indefinitely has been made, it shall require a second and must receive an affirmative vote
by a majority of the Council members or Trustees present at the meeting. The item may later be
placed on a subsequent agenda of the City Council, OPWA or OPGA if desired, or the item may
be removed from the agenda and never be placed on a subsequent agenda for consideration
It is important to note that parliamentary procedure requires a motion to table if a matter is to be
stricken from a current agenda and placed on a subsequent agenda on a date certain. In contrast,
a motion to remove an item from an agenda and indefinitely postpone also allows an agenda
item to be stricken from the current agenda but does not require that the matter be considered on
a specific date, or ever, in the future. A motion to postpone indefinitely is much more flexible
than a motion to table, and allows an item to be stricken from an agenda without requiring that it
be considered on a date certain in the future. A policy of this type allows matters to be removed
from an agenda without compelling the City Council, OPWA or OPGA to reschedule
consideration of the matter on a definite date in the future, and, in fact, does not require that the
matter ever be placed on a future agenda. Of course, nothing within the proposed policy
prohibits a Councilor or Trustee from moving that an item be tabled until a future meeting on a
specified date if the Councilor or Trustee wishes to do so, just as the policy does not prohibit the
item removed from the agenda from being heard in the future if a Councilor or Trustee wishes to
do so. The proposed policy merely provides an additional procedure through which an item may
be removed from an agenda without compelling the public body to consider that matter on a
future date.
RECOMMENDATION:
Staff recommends approval of Policy No. 2009-01 governing the process to be utilized by OPGA
Trustees, staff and citizens for removal of items from a meeting agenda.
ATTACHMENTS:
Proposed Policy No. 2009-01
OWASSO CITY COUNCIL, OWASSO PUBLIC WORKS AUTHORITY
AND OWASSO PUBLIC GOLF AUTHORITY
POLICIES AND PROCEDURES
No. 2009-01
Policy Statement:
The purpose of policies adopted and implemented by the Owasso City Council, Owasso Public
Works Authority and the Owasso Public Golf Authority are to develop efficient and equitable
procedures for the City Council and the Public Works and Golf Authorities to utilize during
meetings, and to provide general information regarding City Council and Authorities to the
public. This policy is not designed to create any additional rights or obligations and does not
confer any procedural rights upon any City Council member, Trustee, City staff or citizen
beyond the adopted procedures herein. Failure of the City Council, Public Works Authority or
Golf Authority to strictly follow the recommended procedures described herein shall not affect
the validity of any meeting or action taken by the City Council or Public Works or Golf
Authority. To the extent a conflict or discrepancy exists between the Policies and Procedures
adopted by the City Council, Public Works Authority and Golf Authority and the Owasso
Charter and/or Owasso Code of Ordinances, the Charter and Code provisions shall prevail.
Policy No. 2009-1: Removal of an Item from an Owasso City Council, Owasso
Public Works Authority or Owasso Public Golf Authority Agenda; Motion to
Postpone Indefinitely.
Procedure:
A. Once an item has been placed on the agenda for a Owasso City Council, Owasso
Public Works Authority or Owasso Public Golf Authority meeting, and the agenda
has been duly posted to provide public notice in conformance with the City's Charter,
the City's Code of Ordinances and the Oklahoma Open Meeting Act, the agenda item
may be stricken only by the City Council member, Trustee, staff member or citizen
who originally requested that the item be placed on the agenda. If a request to
remove an item is made by such a person, the item shall be removed from the agenda
without requiring a motion, second or majority vote of that public body.
B. If a City Council member, Trustee, staff member or citizen desires to remove an item
from a City Council, Public Works Authority or Golf Authority agenda that he or she
did not place on the agenda, a motion to postpone consideration of the item
indefinitely must be made by a City Council member or Trustee during the meeting.
The motion shall require a second, and must be approved by a majority vote of the
City Council members or Trustees present in the meeting. If a request to remove an
item from an agenda is approved by a majority vote, the item shall be stricken from
the agenda, and consideration of the item shall be postponed indefinitely. The item
may be placed on a subsequent agenda by a City Council member, Trustee, staff
member or citizen.
ADOPTED by the City Council of the City of Owasso, Trustees of the Owasso Public Works
Authority and Trustees of the Owasso Public Golf Authority on the 24`h day of March, 2009.
Stephen Cataudella
Mayor, City of Owasso
Chairman, Owasso Public Works Authority
Chairman, Owasso Public Golf Authority
ATTEST:
Sherry Bishop, City Clerk
(SEAL)
APPROVED as to form and legality this 24`h day of March, 2009.
Jute Trout Lombardi
City Attorney