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CITY of BROKEN ARROW Where Opportunity Lives

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CITY of BROKEN ARROW Where Opportunity Lives CITY OF BROKEN ARROW Where opportunity lives To: Honorable Mayor and City Councilors From: Russell Gale, Assistant City Manag::+?f!L_____ Date: October 21, 2016 Re: Notes to Council 1. STAFF REPORTS I ITEMS REQUIRING IMMEDIATE ATTENTION • General Services Monthly Repo1i - September 2016 • Parks & Recreation Monthly Report- September 2016 2. GENERAL CORRESPONDENCE I NOTIFICATION • Press Release - BA Signs Waste Disposal Contract with Renewable Energy Facility • Press Release - 2016-17 Youth City Council Sworn In 3. SPECIAL EVENTS I ACTIVITIES • 9th Annual Wagoner County Coweta Mission Civil War Weekend - Oct. 28-30, 2016 • Military History Center Monthly Newsletter- October 2016 Respectfully submitted, Russell Gale jrnh Attachments M:\Executive Office Operations\Notes to Council\Notes to Council 2016 1. STAFF REPORTS / ITEMS REQUIRING IMMEDIATE ATTENTION General Services Monthly Report September 2016 Refuse Accounts FY 16 FY 17 33511 32999 Refuse Accounts Refuse Collected ‐Tons 3250 3240 3200 3150 3107 Sept 2015 3100 Sept 2016 3050 3000 Tons Collected Fleet Maintenance 800 718 700 652 600 500 400 Sept 2015 300 167155 Sept 2016 200 138109 105 78 100 39 34 20 31 3 3 0 Vehicle Lube Services PM Tire Repairs Backlog Backlog PM Stand‐By Repairs Inspections Repairs Calls General Services Monthly Report September 2016 Building Maintenance 180 154 160 140 119 120 100 Sept 2015 80 63 Sept 2016 60 40 27 10 20 4 2 7 0 Building Repairs Misc Projects Back‐Log Stand‐by Calls Cemetery 10 9 9 8 7 7 7 6 6 5 Sept 2015 4 Sept 2016 3 2 2 1 1 0 Burials Spaces sold Monuments Set Logistics 800 746 750 700 600 500 400 Sept 2015 300 235 233 Sept 2016 200 100 40 38 45 45 1 8 0 Purchase Stock Requisitions Petty Cash Bids Opened Quotes Requisitions Purchases General Services Monthly Report September 2016 Operations 3291 3500 3117 3000 2500 2211 2064 1931 1767 2000 1622 1455 Sept 2015 1500 1138 1035 Sept 2016 1000 666 573 500 0 Maintenance Action Center Work Orders Work Orders Total All Open All Work Orders Calls Calls Opened/month Closed/month Work Orders over 30 Days INTERO FFICE MEMO To: Kenneth Schwab, Assistant City Manager - Operations From* ond, Director Parks and Recreation CC: Jennifer Hooks, Gail Kirk Date: October 18th, 2016 Re: September 2016 Monthly Report Please find enclosed the September 2016 Monthly Report for the Parks and Recreation Department. Please contact Scott Esmond if you have any questions. Encl: September 2016 Monthly Report f arks and Recreation Department September 201 6 Monthl_y Report DIRECTOR - PARKS AND RECREATION ~ Attended City Council meeting. ~ Attended City Manager's staff meetings. ~ Attended Assistant City Manager's staff meetings. ~ Held weekly staff meetings with direct reports. ~ Met with Assistant City Manager of Operations, Engineering and Construction Director, and Finance Director to discuss funding options for the Liberty Trail retaining wall and drainage repairs. ~ Met with Engineering and Construction staff to discuss the progress and status of the Museum Broken Arrow repairs. ~ Met with Assistant City Manager of Operations, other department heads, and staff regarding the future use and maintenance of the Fairway Park regional detention area. ~ Attended the Interactive Water Feature (IWF) construction progress meeting. ~ Met with Battle Creek staff to discuss future Monarch Butterfly waystations. ~ Director's annual performance review was conducted. ~ Met with Greenway Golf's leadership team to discuss future plans for Battle Creek Golf Course. ~ Attended the preconstruction meeting for Streetscapes IV Project. ~ Met with an event promoter, a Chamber representative, and City staff to discuss an outdoor ice skating rink and holiday shops during the holiday season at the Rose District Plaza. ~ Met with an event promoter and City staff to discuss an international hot air balloon festival at the Events Park for June 2017. ~ Met with Monarch Butterfly committee for the purpose of discussing future plans and implementation schedules. 1 BATTLE CREEK GOLF CLUB GENERAL ~ September temperatures were above average with many days exceeding 90 degrees. The club missed budgeted revenues by $7,269 and $8,684 less than last year for September. ~ Tournament rounds were strong with 732 total tournament rounds. However, twilight rounds were much lower than normal with a total of 316 which was 159 less than budgeted and 198 less than 2015 twilight rounds. GOLF OPERATIONS ~ Battle Creek Golf Club (BCGC) raised money for Patriot Golf Day to benefit veterans. Each year, BCGC asks members and patrons to help support Patriot Golf Day by donating money when they arrive at the 11th hole. BCGC staged a tent, coolers, and gave out two complimentary ball sleeves of Titleist Golf balls and a complimentary domestic beer or soda to patrons who made a donation. BCGC raised $943 and the event provided a way to give back to the veterans that have served our country and to build relationships with our patrons at the same time. COURSE MAINTENANCE ~ September was still pretty warm this year. The temperatures were in the upper 90's and the overnight lows were in the mid 50's. BCGC received 2.3 inches of rainfall. ~ The maintenance team accomplished many tasks this month to improve or continue to provide excellent playing conditions of the golf course. These tasks included: o Many irrigation repairs which included several mainline repairs. The system is 20 years old and is needing more repairs as it ages. o Sprayed wetting agents to fairways, tee boxes, and green surrounds to extend watering intervals and extend the water availability to these areas. o Sprayed plant growth regulators to help minimize clippings. o Needle tined all greens to improve oxygen exchanges and water infiltration. o Fertilizer was applied to the entire course with organic fertilizer to help with food storage for winter protection. o Top-dressed greens to help smooth ball marks. o Sprayed greens with fungicides as needed. o Edged sprinkler heads around greens to keep spray patterns uniform. o Over-seeded the driving range tee with rye grass to help keep the tee playable during the winter months. o Began to prep an area between 13 tee and 14 green for planting of wildflowers and milkweed for the City's Monarch Butterfly Project. ~ Next month, pre-emergent herbicides will be applied where needed. Top-dress and fertilize greens to prepare for winter play. Finish mowing the native areas for the season, and prepare the golf course for the cooler weather. 2 MONTHLY SUMMARY );> September rounds were 368 less total rounds to budget and 262 less than last year. September Rounds Budgeted Prior Year Actual PUBLIC ROUNDS 735 729 632 TOURNAMENT 750 630 732 MEMBER 1,475 1,483 1,487 BATTLE CARD 300 284 225 TWILIGHT 475 514 316 MISC. 140 137 99 MEMBER GUEST 240 232 256 TOTAL ROUNDS 4,115 4,009 3,747 MONTHLY GROSS REVENUE );> September total revenue was $165,363 for the month, which was $7,269 less than budgeted revenues. September September September Budget Prior Year Actual DUES & FEES 23,000 22,314 24,395 GREEN FEES 67,754 67,256 61,451 CART FEES 21,318 20,711 20,036 MERCHANDISE 19,958 19, 192 16,446 OTHER GOLF COURSE SERVICES 9,500 8,546 7,866 FOOD & BEVERAGES 31,102 36,028 35,169 TOTAL REVENUE 172,632 174,047 165,636 BANQUET FACILITY USAGE REPORT September Event $ 7 Event 786 10 Tournament 911 13 Tournament 0 17 Wedding Reception 995 18 Wedding Reception 1,420 19 Tournament 3,337 24 Wedding Reception 1,555 25 Bridal Shower 500 28 Tournament 2,050 29 Tournament 1,887 30 Tournament 1,281 Total Banquet Revenue $ 14,722 3 BANQUET );;> Hosted Tulsa Boutique Bridal Show; received 4 leads from the show. OTHER );;> Hosted a BCGC Employee Night Out for all staff and their friends at Drillers Stadium with a suite and food provided by the Tulsa Drillers. SPECIAL EVENTS DIVISION COMMUNITY EVENT MANAGER );;> Attended Director's weekly staff meetings. );;> Prepared, planned, and attended Special Events Committee meetings. );;> Prepared road closures for various events. );;> Met with event organizer and Chamber of Commerce to discuss Red, White and Brew layout. Attended Red, White and Brew event which was combined with Green Country Mustang Round Up. );;> Met with Chalk it Up event organizer to go over final details, attended volunteer briefing, and plans for set up. Also, attended the event. );;> Met with Traffic Control Manager for training to adjust the lights in the Rose District. );;> Attended the Skydance Festival event. );;> Attended Beeline for the Cure event. );;> Attended Night at the Museum event. );;> Met with Bring Back the Roses and Rose Festival chairperson. );;> Attended meeting with City staff and event organizers for Ruts and Guts. );;> Met with organizers for possible future car show event. );;> Attended First United Methodist Church Block Party. );;> Tourism Director attended the Turkish Festival for the Events Division. );;> Attended the River Hawk Run. );;> Attended the Health Fair. );;> Followed up with event organizers in preparation for events taking place in September and October. 4 ~ Met with event organizers for the Veterans Challenge. ~ Attended Active Shooter Training. ~ Attended Homecoming Parade. ~ Followed up with the Winter Festival/Holiday Festival event organizer. ~ Met with City Staff, Cox Communications and volunteers to discuss operations for the evening, power needed for vendors, and barricade delivery. Also, attended the event. ~ Community Event Manager was out of the office the last week of the month. ~ Attended Geographic Information System (GIS) meetings for database design for Parks and Recreation Department. ~ Attended Rose District Farmers Market every Saturday. ~ Attended Parks and Recreation Department luncheon. ~ Attended Walk for Scleroderma. RECREATION DIVISION RECREATION MANAGER ~ Attended Special Events Committee meetings. ~ Scheduled and executed monthly supervisor meeting. ~ Attended planning meeting for City Employees Service Awards Luncheon to be held in December.
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