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HomeMy WebLinkAbout2005.04.19_OPGA AgendaTYPE OF MEETING: Regular DATE: April 19, 2005 TIDE: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the pity Clerk and posted at City hall at 5:00 p.m. on Friday, April 15, 2005. i l 3 j 1 arm M. Stevens, Administrative Assist � ant 1, Call to Order Chairman Kimball 2. Flag Salute 1 Roll Call 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 April 5, 2005 Regular Meeting. Attachment #4-A B. Approval of Claims. Attachment #4-13 H\Agendas\0PGA\2005\0419 doc Owasso Public Golf Authority April 19, 2005 Page 2 rcn. g� t zF� 5. Consideration and appropriate action relating to a request for Trustee approve R.AE�solution No. 2005-01, a resolution authorizing the issuance of a Revenue AnticipatioiVote to the City of Owasso by the Owasso Public Golf Authority and approving the Loan Agreement and Note in the amount of $234,328 for the purpose of purchasing of golf carts. Ms. Bishop Attachment #18 of the City Council Agenda Staff will recommend Trustees approve Resolution No. 2005-01. 6. Consideration and appropriate action relating to a request for Trustee approval to award a -flio'ntract for the purchase of golf cants. Mr. Burd Attachment #6 Staff will recommend Trustee award the bid submitted by Club Car of Oklahoma City, Oklahoma for the purchase of 72 Precedent golf carts and 1 gas powered range vehicle in the amount of $234,328; total amount is after receiving $75,000 for the trade in of the current fleet of carts. 7. Report from OPGA Manager. 8. Report from OPGA Attorney. 9. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 10. Adj ournrrient. 1I \Agendas\0PGAU005\0419 &c OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday April 5, 2005 The Owasso Public Golf Authority met in regular session on Tuesday, April 5, 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, April 1, 2005. ITEM 1. CALL TO ORDER Chairman Kimball called the meeting to order at 7:06 p.m. ITEM 2. FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting. ITEM 3. ROLL CALL PRESENT ABSENT Susan Kimball, Chair Craig Thoendel, Vice Chair Steve Cataudella, Trustee Gary Cochran, Trustee Brent Colgan, Trustee A quorum was declared present. STAFF Rodney J. Ray, Authority Manager Ronald Cates, Authority Attorney ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the March 15, 2005 Regular Meeting B. Approval of Claims Mr. Cochran moved, seconded by Mr. Cataudella, to approve the OPGA Consent Agenda with claims totaling $97,711.70 and payroll claims totaling $19,780.33. YEA: Cataudella, Cochran, Colgan, Kimball, Thoendel NAY: None Motion carried 5-0. Owasso Public Golf Authority April S, 2005 ITEM 5. REPORT FROM OPGA MANAGER None ITEM 6. REPORT FROM OPGA ATTORNEY None ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Cochran moved, seconded by Mr. Colgan, to adjourn. YEA: Cataudella, Cochran, Colgan, Kimball, Thoendel NAY: None Motion carried 5-0 and the meeting was adjourned at 7:07 pm. Pat Fry, Minute Clerk 01 Susan Kimball, Chair OPGA CLAIMS TO BE PAID 04/19/05 VENDOR DESCRIPTION AMOUNT PING GOLF CLUBS 558.88 OAKLEY GOLF SHOES 59.45 TITLEIST GOLF CLUBS 2,851.94 DATREK PROFESSIONAL BAGS GOLF SHIRTS 941.15 PING GOLF BAGS 205.44 CALLAWAY GOLF PUTTERS 1,386.83 ASHWORTH SHORTS 765.08 TITLEIST CLUBS/GLOVES/CLUB REPAIR 1,463.77 GOLF SHOP MERCHANDISE DEPT TOTAL 8,232.54 WAL-MART COMMUNITY GROCERIES 20.28 WAL-MART COMMUNITY GROCERIES 185.37 PEPSI COLA COMPANY BEVERAGES 470.75 STANDARD DISTRIBUTING SNACKS 84.60 LANCE SNACKS 23.01 IMPERIAL COFFEE SERVICE COFFEE 53.90 FADLER CO GROCERIES 141.34 SYSCO FOOD SERVICE GROCERIES 543.90 THIRD PARTY BUSINESS SOLUTIONS CONTRACT LABOR-EARP 151.48 AD ASSOCIATES ADVERTISING 155.18 FADLER CO KITCHEN SUPPLIES 27.24 SYSCO FOOD SERVICE KITCHEN SUPPLIES 156.00 WAL-MART COMMUNITY KITCHEN SUPPLIES 17.54 UNITED LINEN LINEN SERVICE 35.44 FOOD & BEVERAGE DEPT TOTAL 2,066.03 JUSTICE GOLF CAR CO REPAIR PARTS 282.50 CART OPERATIONS DEPT TOTAL 282.50 WAL-MART COMMUNITY MAINT SUPPLIES 25.76 ESTES CHEMICALS 408.80 EWING TULSA FERTILIZER 554.24 ESTES FERTILIZER 396.00 BILL BASORE TRUCKING & EXCAVATION SAND 350.00 YALE UNIFORM RENTAL SHOP TOWELS 14.88 WATER PRODUCTS IRRIGATION SUPPLIES 36.09 HERITAGE -CRYSTAL CLEAN PARTS CLEANER 143.57 AEP/PSO 03/05 USAGE 426.32 LUBER BROS EQUIPMENT REPAIR 67.95 O'REILLY AUTOMOTIVE REPAIR PARTS 29A2 L.OWES COMPANIES REPAIR PARTS 3 5.8 0 LESCO-PROX REPAIR PARTS 3.28 SOUTHWESTERN BELL. PHONE USE 0.50 LUBER BROS GROOM MASTER 7,800.00 LUBER BROS SPIKER 2,699.00 COURSE MAINTENANCE DEPT TOTAL 12,991.31 VENDOR DESCRIPTION AMOUNT WASTE MANAGEMENT OF TULSA COMMERCIAL REFUSE 193.55 AEP/PSO 03/05 USAGE 488.81 BROOKS GREASE SERVICE GREASE TRAP CLEANING 100.00 UNITED LINEN LINEN SERVICE 157.83 SOUTHWESTERN BELL PHONE USE 23.37 ADMINISTRATION DEPT TOTAL 963.56 OPGA FUND TOTAL 24,535.94 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 4/2/2005 1010011� ►� ail� EXPENSES EXPENSES TOTALOVERTIME Golf Shop Operations $0.006,320.87 Cart Operations 9.00 1,335.94 0.00 4,101.89 I �{ s t i t 1,>, •a c 9 i.. I TO: THE HONARABLE CHAIR AND TRUSTEI�S OWASSO PUBLIC GOLF AUTHORITY • iM: COREYBURD DIRECTOR RE. GOLF CART PURCHASE BAILEY RANCH GOLF CLUB 1,AAPRIL15, 0 01 BACKGROUND At the February 8, 2005 Council Work Session, Mr. Rooney presented the Council with a request for permission to advertise bids for a new fleet of golf carts. This request is consistent with the business plan to enhance the golf experience at Bailey Ranch Golf Club, improve customer service at the facility, and reduce costly expenses associated with an aging golf cart fleet. GOLF CART SPECIFICATIONS: Mr. Campbell and Mr. Burd developed specifications in order to solicit bids for the purchase of new carts. The specifications called for a model of golf cart that is of a higher quality than that of the existing fleet, one that staff believes will present savings in the maintenance and operating costs over the life of the fleet. Unique specifications included the following: Battery System — 48 volts, four 12-volt Trojan storage batteries, heavy duty, deep cycle. The current fleet is also a 48 volt system, but utilizes 6 batteries, The reduction in the number of batteries and the accompanying cables/connectors should reduce maintenance costs of the fleet. The batteries would be guaranteed — fully — for 4 years. Cart Frame — The frame of the carts would be aluminum, as opposed to steel. This allows for a lighter weight cart. Speed ReCator — The carts would have a programmable speed regulator. This would be accomplished through a hand-held device that allows Bailey personnel to program the acceleration and speeds of the carts between 6,8 and 14.8 miles per hour. This will result in the reduction of the amount of accidents with the golf carts by having the ability to control the speeds. Bumf System _ 360° bumper protection, including 5 miles per hour front and rear bumpers, side bumpers, and wrap around protection for front body. This would prolong the life of the carts through the reduction of damage to internal components as a result of accidents. Additionally, alternative bid specifications were developed in order to ensure that staff had not designed bid specifications that only one manufacturer could adhere to and to allow for a potentially cheaper alternative. BID SUMMARY: Bids were opened on March 16, 2005 and a total of two bids were received — both from Club Car. The Club Car "Precedent" met the specifications set by Mr. Campbell and Mr. Burd and the overall bid was $10,672 less than anticipated. The Club Car "DSIQ" car met the alternate specifications set by the Bailey Ranch Management and the total bid was $24,480 less than the "Precedent" bid. Both bids included a $75,000 trade-in allowance for the existing golf cart fleet. BID VIEW: Staff has reviewed both of the bids and believes the Club Car "Precedent" to be the best viable option for the Bailey Ranch Golf Club. The "Precedent" allows for the specific features described earlier in the memorandum and the overall total for purchase is less than anticipated. Alternatively, staff believes the "DSIQ" bid is of a lesser quality, will not enhance the golfing experience, will not reduce fleet maintenance costs over the life of the carts, and is in its last year of production. Ultimately, repair and/or replacement will become exceedingly difficult over time. The trade-in amount of $75,000 offered for the existing fleet is substantially higher than staff anticipated, and as a result, auctioning the cart fleet on eBay is no longer going to be pursued. FUNDING - The funding for the purchase of the carts will be accomplished via a Revenue Anticipation Note (See City Council agenda item #18 and OPGA agenda item #5). Under this proposal, the City would lend the Golf Course funds to allow for the purchase of the carts accompanied by a nominal interest rate. Funding has been included in the FY 2004-05 Capital Outlay budget for the Golf Course to allow for payments to begin on a new fleet of golf carts in the spring of this year. Total payments would be spread over a four year period. RECOMMENDATION - Staff recommends that the OPGA award the bid submitted by Club Car of Oklahoma City, Oklahoma for 72 (seventy-two) Precedent golf carts and I (one) gas powered range vehicle for the amount of $234,328. ATTACHMENTS. 1. Copy of the Notice to Bidders 2. Copy of the Bid Proposal 72 Electric Golf Cars and I Gas Powered Driving Range Vehicle for the Bailey Ranch Golf Club. be considered irrevocable offers under conditions specified in the bid for a period of sixty (60) 4' fmWhdaf days from and after the date herein for the opening of bids. g i� X -311 9 70 1998 Club Car DS Electric Golf Cars & Charger $ 14 1 1998 Club Car Electric Range Picker & Charger $ 1 � C5 60 . ob TOTAL LUMP SUM FOR TRADE-IN $ TOTAL COST (PURCHASE PRICE LESS TRADE IN) I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. ffilullmill %�;\®\ \ { } COUNCIL WITH �*ubrnitted by A Campbell o MANAGEMENT Round i_ype Feb.05 Feb.04 YT D 04/05(JulmF YID 03/04 (Jul -Feb) Regular 1423 1396 11273 11743 Tournament 19 0 3339 2716 Total Rounds 1442 1396 15,117 14,464 Cost Of Sales m February Golf Shop Merchandise Cast of Sales was 79%, budgeted at 70% (will remain higher until all aged items are scald) and F&B was at 32% t0 a budget of ", -15W ®urn Maintenance - by Tim Larnpton, {fie_ Evaluation and site visit March 11, 2005. Greens.greensimprovingare every time I visit. ► erification of greens was conducted March 21-22, The greens were fertilid i one week prior to aerification so the recovery time will be as short ;.s pe. The application of is * ! sand was brushed in enough all the hole A second api r d of Ili '" i sand, one after aerification wasdone to fill remaining holes. The greens"i i be fetlized a second t. with 17-3-17 with 1/2#N i weeksSpring is r iii• time to push the greens • ! heal any bare areas r "i attention. April will be r iiii time to continueany i plugging on holes Trevor i be thinking about when to start Nutramaxand Tricure applications. ` i being kebetween .140-.150 as to maintain a stimpmeter speed reading between 9.5-10. Weekly applications of iii . i and verticutting are planned . weekly maintenance on or about April Bunkers: overall appearanceand playability of a bunkers seems to be improving. •. . i can n be r difficult time forbunker maintenance Oklahoma. Currently searching to see which drains are not working and taking care of the problem. ` i the plans i start bunker r iwith . sand from "` and M. Resources. If , could be done the spring, would make « big impact on the aestheticsand also playability. Next fall we should look at i t i 4 more holes.Edging of bunkers is being done once r ar with y; stick "ii"` and all . . to be `i on tr daily "r Toes, Fairways and Roughs: The dormant spraying with roundup and Barricade should produce good results. Someof the fairways that had high infestations of poa are to in mowed to insure K smooth playing fairway lines need to be adjusted when the grass r growing get feed K back from the P i' learn more rii.ut playability. Someareas probablysecond application at a lower rate of 8 oz./acre. The first mowing of tees and fairways should be cut at .400" and that will of _fertilizer should e applied is to be implemented as soonas possible as to alleviate wear on the teeing fairwayssurfaces. Some areas of the d roughs need to be roped control, traffic course. Miscellaneous: The equipment being purchased this year® should make Trevor's job and the mechanic's less stressful. l don't recommend trading any old equipment that may be used at a later date (Examples the tractor). Staffing levels need to be brought up to par to insure daily maintenance standards are achieved. Details are to be Trevor's top priority such as tee markers, signs and flag poles being painted, ropes and hazard stakes being upright and mowed around and bunker edging and cart path edging around the clubhouse and #1 and #10 tees. The brush hogging done on #3,10,18 looks good and should be performed at least four times a year. The cart path by #2 tee and the drain on #15 fairway need to be completed this spring and the drain installed by the Clubhouse looks good. Weekly maintenance at the Clubhouse should be performed every Thursday or during Tournaments. I can definitely tell more attention to detail is being carried out by Trevor and his team to put our best foot forward. In the next couple of weeks, we are preparing weekly mowing schedules for the growing season and monthly budget figures. Marketing - Marketing has been focused on preparing to advertise the new golf rate structure and new membership plans. Ads are scheduled to appear in the Owasso Reporter in April followed by press releases to Tulsa and surrounding communities. In-house marketing has already began with flyers and staff. Early sales of memberships have been positive with 15 already sold as of this report. We will also be seeking approval on the purchase of new golf cars that were placed out to bid. The preferred bid from Club Car for their precedent car will be submitted for review and approval. As stated before, these are necessary items that will allow Bailey Ranch the opportunity to rebuild rounds and revenue. The equipment will improve customer service and the overall presentation of the facility. This will assist efforts to increase rounds and offer greater value to customers. We still face challenges from other courses with one more property scheduled to open sometime in 2005 in the Claremore area but these improvements will help offset the potential losses experienced from their opening. 1,1111TARM" m.I' • Unlimited Golf, Cart Usage and Practice Range Balls • Twelve Transferable Guest Passes (Cart Fee Required) • Complimentary Handicap Service • 10% Off Golf Shop Merchandise • Invitation to Exclusive Member/Guest Tournament • Charging Privileges ($30 Annual Fee Required) 10 Day Advance Tee Times Member Bag Tag and Divot Repair Too! One Free Golf Lesson INDIVIDUAL ® $115 per month + tax Annually - $1,380 Monthly payment option is subject to the first and last months dues at time of application. FAMILY - $189 per month + tax Annually ® $2,268 Family memberships offer privileges to spouses and dependents under the age of 21 and either living at home or in school. All annual memberships require a one year contract based annually from th4 date of application. * Reduced All Day Green Fees by $12 for Weekdays and Weekends * Two Guest Passes (Cart Fee Required) * 10% off Golf Shop Merchandise Free Handicap Service Two Four for $100 Golf Certificates Including Cart