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Home My WebLink About2005.09.20_OPGA AgendaTYPE OF MEETING: Regular DATE: September 20, 2005 TIME: 6:3 0 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the 1 Clerk and posted at City Hall at 5:00 p.m. Friday, September 16, 2005. ENHWO-741 1. Call to Order Chairman Thoendel 2. Flag Salute 3. Roll Call La-L, _"_ M. Stevens, Assistant 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 the Consent Agenda by request. A motion to adopt the Consent Agenda is non -debatable. A. Approval of the Minutes of September 6, 2005 Regular Meeting. Attachment #4-A B. Approval of Claims. Attachment #4-B C. Acknowledgement of receiving the monthly FY 2005-2006 budget report. Attachment #4-C SAAgendas\0PGA\2005W920.doc Owasso Public Golf Authority September 20, 2005 Page 2 5. Consideration and appropriate action relating to a request for Trustee approval of a supplemental appropriation to carryover unexpended funds from the FY 2004-2005 budget to the FY 2005-2006 budget. Ms. Bishop Attachment #5 Staff will recommend Trustee approval of a budget amendment increasing the Owasso Public Golf Authority appropriation for expenditures by $15,000. 6. Deport from OPGA Manager. 7. Report from OPGA Attorney. 8. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 9. Adjournment. S: \Agendas\O PGA\2005\0920. doe OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday September 6, 2005 The Owasso Public Golf Authority net in regular session on Tuesday, September 6, 2005 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, September 2, 2005. ITEM 1. CALL TO ORDER Chairman Thoendel called the meeting to order at 7:51 p.m. ITEM 2. FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting. ITEM 3. ROLL CALL PRESENT Craig Thoendel, Chairman Brent Colgan, Trustee Mayne Guevara, Trustee Susan Kimball, Trustee A quorum was declared present. STAFF Rodney J. Ray, Authority Manager Julie Lombardi, Authority Attorney ABSENT Steve Cataudella, Vice Chair ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the August 16, 2005 Regular Meeting B. Approval of Claims Owasso Public GolfAuthority September 6, 2005 Ms. Kimball moved, seconded by Mr. Colgan, to approve the OPGA Consent, Agenda with claims totaling $106,202.89 and payroll claims totaling $22,634.51. YEA: Colgan, Guevara, Kimball, Thoendel NAY: None Motion carried 4`0. ITEM 5. REPORT FROM OPGA MANAGER ITEM 6. DEPORT FROM OPGA ATTORNEY Ll� 0 ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Colgan moved, seconded by Mr. Guevara, to adjourn. YEA: Colgan, Guevara, Kimball, Thocndel NAY: None Motion carried 4-0 and the meeting was adjourned at 7:52 pm. Pat Fry, Minute Clerk Craig Thoendel, Chairman I OPGA CLAIMS TO BE PAID 09/20105 VENDOR DESCRIPTION AMOUNT PING GOLF CLUBS 140.50 CLEVELAND GOLF GOLF CLUBS 315.00 TEXOMA GOLF G0LFTEE8 210.37 JOXSOX SOCKS 4148 T|TLB8T GOLFBALLS/CLU88KGLOVES 8.28048 DATREKPROFESSIONAL BAGS 0V0TTOOLS 17822 FO0TJDY GOLFSHOES 170.39 TOP FL|TEGOLF GOLF CLUB 70.87 T|TLBST GOLF BAGS 123.00 TEX0MAGOLF GRIPS 43.87 DATREKPROFESSIONAL BAGS GOLF BAG TAGS 25228 TEAM EFFORT UMBRELLAS/TOWELS 19029 FUOTJDY MERCHANDISE 57.09 CUTTER &BUCK MERCHANDISE 1.301.25 T|TLBGT MERCHANDISE 3.022.13 0AKLEY MERCHANDISE 223.35 OAKLEY MERCHANDISE 214.17 DATREKPROFESSIONAL BAGS MERCHANDISE 380.01 GOLF SHOP MERCHANDISE DEPT TOTAL 13,318.21 STANDARD DISTRIBUTING GROCERIES 132.50 8YSCOFOOD SERVICE GROCERIES 77825 FADLERC(} GROCERIES 258.80 PEP0COLA COMPANY BEVERAGES 882.00 FADLERCO GROCERIES 254.08 PEPS|COLA COMPANY BEVERAGES 000.50 IMPERIAL COFFEE SERVICE COFFEE 20.95 8YSCOFOOD SERVICE KITCHEN SUPPLIES 101.89 FADLERC0 KITCHEN SUPPLIES 151.38 FADLERCO KITCHEN SUPPLIES 4028 UNITED LINEN LINEN SERVICE 131.07 UNITED LINEN LINEN SERVICE 135.02 FOOD & BEVERAGE DEPT TOTAL 3.507.58 LOVVEGCOK8PAN|E8 PAPER SUPPLIES 70.50 ESTES CHEMICALS 374.10 ESTES CHEMICALS 410.50 EVV|NGTULSA CHEMICALS 31875 ESTES CHEMICALS 240.50 YALEUNIFORM RENTAL SHOP TOWELS 14.88 B&MOIL COMPANY GASOLINE 1.09170 ZEE MEDICAL SERVICE FIRST AID SUPPLIES 41.89 AEP/PSU 0005USE 1.751.82 OKLAHOMANATURAL GAS 0005USAGE 32.49 GUARDIAN SECURITY SYSTEMS SECURITY MONITORING 28.05 LU8ERBROS REPAIR PARTS 024.28 R&RPRODUCTS REPAIR SUPPLIES 402.15 O'RE|LLYAUTOK8DT|VE REPAIR PARTS 31.30 PROFESSIONAL TURF PRODUCTS REPAIR PARTS 373.30 BAILEY EQUIPMENT EQUIPMENT REPAIR 41.74 VENDOR DESCRIPTION AMOUNT LUBERBRO3 MOWER REPAIR 735.00 COURSE MAINTENANCE OEPTTOTAL 0'070.82 MURPHYSANITARY SUPPLY PAPER SUPPLIES 136.05 OVYASSOPUBLIC WORKS AUTHORITY WATER USAGE -CLUB HOUSE 35.34 AEP/PSO 0805USE 2.205.58 WASTE MANAGEMENT OFTUL8A COMMERCIAL REFUSE 240.14 MONSOUR.CDN8TANCE JANITORIAL SERVICES 560.00 COURSE TRENDS WEB HOSTING 205.00 SOUTHWESTERN BELL. PHONE USE 132.08 PYRAMID COMMUNICATIONS PHONE SYSTEM 2908.34 ADMINISTRATION DEPTTOTAL 6,51$[9-3 OPGAFUND TOTAL �30,016.54 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 9/3/2005 Mr-P A LJU- "Aff-IrMEN-11- OVERTIME TOTAL EXPENSES EXPENSES Golf Shop Operations KOO $5,724,64 Cart Operations 0.00 1,595.67 0.00 3,705.87 FUND TOTAL $69.62 $21,197.06 CITY OF OWASSO OWASSO PUBLIC GOLD AUTHORITY FISCAL YEAR 2005-2006 Statement of Revenues & Expenses As of August 31, 2005 OPERATING REVENUES: Golf shop fees Merchandise sales COS -m merchandise Food & beverage COS mw food & beverage Interest & other Transfer from General Fund TOTAL OPERATING REVENUES OPERATING EXPENSES: Personal services Materials & supplies Other services Capital outlay Debt service TOTAL OPERATING EXPENSES Month To -Date Year Percent To -Date Oudget of Budget 80,985 180,943 843,950 21 A4% 17,156 35,481 160,000 22.18% (13,210) (27,320) (123,200) 22.18% 24,637 62,182 275,000 22.61% (8,130) (20,520) (90,750) 22.61 % (89) 204 48,000 0.43% 33,333 66,667 400,000 16.67% 134,682 297,637 1,513,000 19.67% 50,127 4,973 15,156 44,641 114,897 105,006 12,912 24,555 44,000 88,194 274,667 NET INCOME (LOSS) 19,785 --22,970 670,270 87,500 166,530 61,000 527,700 1,513,000 15.67% 14.76% 14.74% 72.13% 16.71 % 18.15% TO: t OR`t CHAIRMAN iTRUSTEES AUTHORITYOWASSO PUBLIC GOLF FROM.- SHERRY BISHOP FINANCE DIIM4 CTO SUBJECT- PROPOSED CARRYOVER BUDGET DATE. September 16, 2005 BACKGROUND - In 1993, the City Council adopted a "Carryover Budget Policy." Each year since then, the City Council has approved a "carryover" supplemental appropriation. A "carryovcr" budget is a concept wherein a department's budgeted, but unexpended, funds from one fiscal year may be re - budgeted (appropriated) to the next fiscal year. The goal of a carryover budget is to encourage economy and efficiency in the use of public funds. Traditional public sector budgets "reward" the expenditure of all of the funds under a manager's control and justify an increasing level of appropriations in subsequent fiscal years. In using this traditional philosophy, efforts to be efficient and save money often are "rewarded" by a reduction in future budgets. The carryover budget promotes a philosophy of "save and invest it" rather than "spend it or lose it." Managers who save money from last year's budget have been rewarded by the possibility of a carryover appropriation to the new fiscal year budget. The approved FY 2005-06 budget included a projected available fund balance for July 1, 2005 of $2,150,000 in the General Fund. That estimate was based on certain assumptions about revenues and spending that would occur through the end of the fiscal year. The actual fund balance on July 1 was $3,140,000, or $990,000 greater than the original estimate. That $990,000 is the basis for funding the carryover budget supplement in the General Fund. A carryover budget for street repair projects of $120,266 was approved by the city council on July 5, 2005. Carryover budget requests for the General Fund, the OPWA, the OPGA, the Fire Capital, and the Ambulance Capital funds were presented to the City Council and Trustees at the September 13, 2005 study meeting for discussion. The memorandum dated September 7, 2005 detailing that request is attached. Proposed Carryover Budget September 16, 2005 Page 2 of 2 QUESTS: The final budget carryover requests detailed on the attached Schedule of Budget Carryover Recommendations are summarized as follows: General Fund --a $818,319 Fire Capital Fund --. $8,644 Ambulance Capital fund -- $212,350 OPWA Fund - $217,647 OPGA Fund W $15,000 RECOMMENDATION. Staff recommends OPGA Trustee approval of a budget amendment increasing the appropriation for expenditures by $15,000. MEN;}�l1YILTIli' 1, Schedule of Budget Carryover Recommendations Fund & Depar meat General Fund -- Street Stormwater Information Systems Parks Support Services Finance Police Managerial Human Resources Community Center Community Development Total General Fund Fire Capital Fund Ambulance Capital Fund OPWA-- Refuse Wastewater Recycle OPWA Total OPGA, Course Maintenance Schedule of Budget Carryover Recommendations Amount Projects $125,050 Grant Latch - Sidewalk Light Tower Street Repair Projects (new request for additional $100,000) Street Repair Projects (previously approved for $126,266) $214,606 Three Lakes Detention Project Main Street Drainage Project Meshek Engineering Review $163,940 Finance Software Package & Personal Services GIS $140,000 Grant Match - Restroom Elm Creek Lake Dredging $90, 850 Old Central ADA Compliance City Hall Maintenance Project Gate Opener - Refuse Area Closed Circuit Security Camera Digital Projector & Conference Room Equipment $28,700 Personal Services Conference Room Chairs $21,361 Grant Latch - Vests Headset Microphones & Badges Bike Patrol Equipment $10,000 West Law Subscription, & Legal Office Furniture $8,874 Character program Donation $8,678 Painting $6,260 Personnel Services $818,319 $8,644 Phone System, Computer Cabling, Station #2 $212,350 Ambulance $204,647 McNelius Truck ($150,000) 1996 International Truck Conversion Improve Cart Storage $9,000 TV Inspect Sanitary Sewer Line, Hale Acres $4,000 Concrete Pad, Driveway Repairs, Storage Bldg $15,000 Rough Mower