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HomeMy WebLinkAbout2012.03.20_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: March 20, 2012 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 6;00 p.m, on Friday, March 16, 2012. Sherry Bishor&ity Clerk AGENDA 1. Call to Order Mayor Doug Bonebrake 2. Invocation Reverend Robert Miller of New Life Church 3. Flag Salute 4. Roll Call 5. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of Minutes of the March 6, 2012 Regular Meeting and the March 13, 2012 Special Meeting Attachment # 5 -A B. Approval of Claims Attachment # 5 -13 C. Acknowledge receipt of the monthly budget status report Attachment # 5 -C 6. Consideration and appropriate action relating to items removed from the Consent Agenda 7. Consideration and appropriate action relating to a request for approval to retain Cole & Reed, P.C. as auditors for the fiscal year ending June 30, 2012 Ms. Janet Isaacs Attachment # 7 Staff recommends approval to retain Cole & Reed, P.C. as auditors for the fiscal year ending June 30, 2012. Owasso City Council March 20, 2012 Page 2 8. Consideration and appropriate action relating to a request for approval of Ordinance No. 1002, amending Chapter 9 of the zoning code, Off - Street Parking Mr. Bronce Stephenson Attachment # 8 Staff recommends approval of Ordinance No, 1002, 9. Consideration and appropriate action relating to a request for approval of a partial utility easement closure in the Nottingham Estates neighborhood located at 13804 East 93rd Court North, Lot 34, Block 5, Nottingham Estates III Mr. Bronce Stephenson Attachment # 9 Staff recommends approval of the utility easement closure request. PUBLIC HEARING 10. The City Council will conduct a public hearing for the purpose of receiving citizen comments and input relating to the US - 169 Overlay District zoning code amendment Mr. Bronce Stephenson Attachment # 10 A public hearing will be held for the purpose of receiving comments and citizen input regarding a recommendation from City staff to amend the zoning code for the US - 169 Overlay District. PUBLIC HEARING 11. The City Council will conduct a public hearing to receive recommendations on community development needs for the City of Owasso as a member of the Tulsa County CDBG Urban County. The amount of funds allocated to the City of Owasso is $113,845 Mr. Karl Fritschen Attachment # 11 A public hearing will be held for the purpose of receiving comments and citizen input regarding a recommendation from City staff to use Community Development Block Grant funds for repair, installation, and rehabilitation of sidewalks, curb, and gutter. 12. Consideration and appropriate action relating to a request for approval to purchase a CNG truck contingent upon award of the Congestion Mitigation and Air Quality (CMAQ) grant Mr. Larry White Attachment # 12 Staff recommends approval to purchase a 2012 model dedicated CNG truck contingent upon award of the Congestion Mitigation and Air Quality (CMAQ) grant. 13. Consideration and appropriate action relating to the Police Multi -Use Firearms Training Facility construction bid Mr, Dwayne Henderson Attachment # 13 Staff recommends rejection of all bids due to the cost exceeding the Police Department's available funding. Owasso City Council March 20, 2012 Page 3 14. Consideration and appropriate action relating to a request for approval of the FY 2011- 2012 Street Rehabilitation Program Construction Contract Bid Mr. John Feary Attachment # 14 Staff recommends award of contract for the FY 2011-2012 Street Rehabilitation Program to Tri -Star Construction of Tulsa, Oklahoma in the amount of $368,059,20, 15. Consideration and appropriate action relating to a request for approval of the 116th Street North Bridge Replacement Material Bid Mr. Dwayne Henderson Attachment # 15 Staff recommends award of contract for the 116th Street North Bridge Replacement Material to Apex Precast Products of Tulsa, Oklahoma in the amount of $39,014. 16. Report from City Manager 17. Report from City Attorney 18. Report from City Councilors 19. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 20. Adjournment OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, March 6, 2012 The Owasso City Council met in regular session on Tuesday, March 6, 2012 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 p.m. on Friday, March 2, 2012. ITEM 1 CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:30 p.m. ITEM 2 INVOCATION The invocation was offered by Pastor Jeff Smith, Youth Pastor of Friendship Baptist Church ITEM 3 FLAG SALUTE Councilor Stovall led the flag salute ITEM 4 ROLL CALL PRESENT ABSENT Doug Bonebrake, Mayor Bryan Stovall, Vice Mayor Steve Cataudella, Councilor Charlie Brown, Councilor Patrick Ross, Councilor A quorum was declared present STAFF Warren Lehr, Assistant City Manager Julie Lombardi, City Attorney ITEM 5 PRESENTATION OF THE CHARACTER TRAIT OF COMPASSION Scott Pallett, Character Council Member, presented to the City Council "Compassion," the Character Trait of the Month for March 2012, ITEM 6 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the February 21, 2012 Regular Meeting B. Approval of Claims Mr. Brown requested item B be removed from the consent agenda for separate consideration. Mr. Brown moved, seconded by Mr. Cataudella, to approve item A of the Consent Agenda. YEA: Cataudella, Ross, Stovall, Brown, Bonebrake NAY: None Motion carried 5 -0 Owasso City Council March 6, 2012 ITEM 7 CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA Ms, Michele Dempster and Mr. Warren Lehr responded to questions relating to item B, Approval of Claims, on the consent agenda. After discussion, Mr. Brown moved, seconded by Mr. Stovall, to approve item B of the consent agenda with claims totaling $167,604.62, Also included for review were the payroll payment reports for pay period 02/25/2012. YEA: Ross, Brown, Stovall, Cataudella, Bonebrake NAY: None Motion carried 5 -0 ITEM 8 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST TO DECLARE VEHICLES AS SURPLUS TO THE NEEDS OF THE CITY OF OWASSO Mr, Warren Lehr presented the item recommending City Council declare one 1994 Chevrolet Caprice and one 1991 Chevrolet Corsica as surplus and approve the minimum value to be utilized for eBay auctioning. After discussion, Mr. Cataudella moved, seconded by Mr. Stovall to declare vehicles surplus, as recommended. YEA: Stovall, Cataudella, Ross, Brown, Bonebrake NAY: None Motion carried 5 -0 ITEM 9 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST TO APPROVE A WORKERS' COMPENSATION SETTLEMENT Ms. Michele Dempster presented the item recommending City Council approval and authorization for payment of the court- ordered workers' compensation settlement for Matthew Morton in the total amount of $35,900. After discussion, Mr. Cataudella moved, seconded by Mr. Stovall to approve the settlement and authorize payment, as recommended. YEA: Brown, Stovall, Ross, Cataudella, Bonebrake NAY: None Motion carried 5 -0 ITEM 10 REPORT FROM CITY MANAGER Mr. Roger Stevens provided a Status Report on Public Works Projects. ITEM 11 REPORT FROM CITY ATTORNEY No report ITEM 12 REPORT FROM CITY COUNCILORS Mayor Bonebrake recognized the 2012 Economic Summit held on March 2. ITEM 13 NEW BUSINESS None Owasso City Council ITEM 14 ADJOURNMENT Mr. Ross moved, seconded by Mr. Cataudella, to adjourn YEA: Cataudella, Stovall, Ross, Brown, Bonebrake NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:02 p.m. Ashley Hickman, Minute Clerk March 6, 2012 Doug Bonebrake, Mayor OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT SPECIAL MEETING TUESDAY, MARCH 13, 2012 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a special meeting on Tuesday, March 13, 2012 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 PM on Friday, March 9, 2012. ITEM 1: CALL TO ORDER Mayor Doug Bonebrake called the meeting to order at 6:05 p.m. PRESENT ABSENT Doug Bonebrake, Mayor /Chairman Bryan Stovall, Vice Mayor /Vice Chairman Steve Cataudella, Councilor /Trustee Charlie Brown, Councilor /Trustee Patrick Ross, Councilor /Trustee A quorum was declared present ITEM 2: DISCUSSION RELATING TO OPERATIONAL ITEMS A. Street Rehabilitation Bid Update B. 106th Street Water Line material Bid Review C. 116th Street North Box Replacement Material Bid Review D. Multi -Use Firearms Training Facility -Bid Review for Phase I Roger Stevens presented each item and discussion was held. It was further explained that each item will be placed on the March 20 agenda for consideration and appropriate action. ITEM 3: DISCUSSION RELATING TO CITY MANAGER ITEMS A. Utility Easement Closure Process Review B. CDBG Process Discussion C. Parking Chapter Amendments Proposed Ordinance D. Highway 169 Overlay District E. Wind Tower Ordinance F. Capital Improvements Committee Recommendation Update G. City Manager Report Sales Tax Report Bronce Stephenson presented item A, Utility Easement Closure Process Review, and discussion was held. Karl Fritschen presented item B and discussion was held. A Public Hearing will be held at the March 20 City Council Meeting. Bronce Stephenson presented item C and discussion was held. It was further explained that this item will be placed on the March 20 agenda for consideration and appropriate action. Councilor Cataudella left the meeting at 7:05 p.m. Karl Fritschen and Bronce Stephenson presented item D and discussion was held. A Public Hearing will be held at the March 20 Council Meeting. Owasso City Council March 13, 2012 Karl Fritschen presented item E and discussion was held. This item will be brought back to the April work session for further review. Warren Lehr presented item F and discussion was held. A Capital Improvements Committee meeting is scheduled for March 19. Sherry Bishop presented item G and discussion was held. Ms. Bishop gave an update on the OWRB refinancing. ITEM 4: REPORT FROM CITY COUNCILORS Councilor Brown asked for an update on the CNG project ITEM 5: ADJOURNMENT Mr. Stovall moved for adjournment, seconded by Mr. Brown YEA: Ross, Stovall, Brown, Bonebrake NAY: None Motion carried 4 -0. Meeting adjourned at 7:55 p.m. Juliann M. Stevens, Deputy City Clerk %i Doug Bonebrake, Mayor /Chairman Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni GENERAL TREASURER PETTY CASH CC REFUND - HUDSON 50.00 TREASURER PETTY CASH CC REFUND - GARRELTS 50.00 TREASURER PETTY CASH OC REFUND- RICARDO GLORIA 100.00 TREASURER PETTY CASH CC REFUND - TESTERMAN 50.00 AEP /PSO STREET LIGHTS 15.06 TOTAL GENERAL 265.06 GF - SEP ARRA CNG GRANT JBILUE ENERGY FUELS, LLC CNG FUEL STA & FUEL CONVE 91,500.00 TOTAL GF - SEP ARRA CNG GRANT 91,500.00 MUNICIPAL COURT IYOUTH SERVICES OF TULSA IYOUTH COURT 3,750.00 TOTAL MUNICIPAL COURT 3,750.00 MANAGERIAL WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 21.48 JPMORGAN CHASE BANK PIKEPASS -FEES 9.70 TREASURER PETTY CASH MILAGE REIMBURSEMENT 281.51 TREASURER PETTY CASH MEETING EXPENSE 6.90 TREASURER PETTY CASH CHAMBER LUNCH 10.00 JPMORGAN CHASE BANK MEETING EXPENSE 47.67 JPMORGAN CHASE BANK MEETING EXPENSE 36.69 JPMORGAN CHASE BANK CENTER EXEC - CONFERENCE 195.00 JPMORGAN CHASE BANK MEETING EXPENSE 73.21 CITY GARAGE LABOR /OVERHEAD - FEB, 201 50.00 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 86.23 TOTAL MANAGERIAL 818.39 FINANCE JPMORGAN CHASE BANK LANDMARK - CALCULATOR REPAI 75.00 CITY GARAGE LABOR /OVERHEAD - FEB, 201 50.00 JPMORGAN CHASE BANK OFFICE EVRYTHNG -CALC TAPE 45.22 JPMORGAN CHASE BANK TRAINING EXPENSE 336.00 TOTAL FINANCE 506.22 HUMAN RESOURCES JPMORGAN CHASE BANK CLAREMORE DAILY - ADVERTISI 418.31 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 30.38 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 19.79 JPMORGAN CHASE BANK TULSA WORLD- ADVERTISING 2,711.68 TREASURER PETTY CASH CHAMBER LUNCH 10.00 JPMORGAN CHASE BANK MEETING EXPENSE 12.96 JPMORGAN CHASE BANK NORMAN TRANS - ADVERTISING 191.48 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 11.64 COMMUNITYCARE EAP EMPLOYEE ASSISTANCE PROGR 227.00 JPMORGAN CHASE BANK SAFETY COUNCIL MEETING 10.66 Page 1 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description IPayment Amouni TOTAL HUMAN RESOURCES 3,643.90 GENERAL GOVERNMENT AT &T CONSOLIDATED PHONE BILL 694.49 CINTAS CORPORATION CARPET /MAT CLEANING 39.53 COMMUNITY PUBLISHERS INC PUBLICATION FEES 152.60 HEARTLAND CONSULTING, INC CONSULTING SERVICES FY12 10,500.00 JPMORGAN CHASE BANK OWASSO COPIER - CONTRACT 360.00 TULSA COFFEE SERVICE INC JAVA DAVES COFFEE 107.77 TULSA COUNTY CLERK FILING FEES 57.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 697.83 TREASURER PETTY CASH FILING FEE REFUND -17.00 JPMORGAN CHASE BANK AMER WASTE- REFUSE SERVICE 139.77 TREASURER PETTY CASH FILING FEE 23.00 TOTAL GENERAL GOVERNMENT 12,754.99 COMMUNITY DEVELOPMENT JPMORGAN CHASE BANK TRAVEL EXPENSE 5.20 JPMORGAN CHASE BANK TRAVEL EXPENSE 9.47 VERIZON WIRELESS WIRELESS CONNECTION 38.01 CITY GARAGE LABOR/OVERHEAD - FEB, 201 150.00 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 293.46 CITY GARAGE VEH & TRK PARTS - FEB, 20 22.00 TOTAL COMMUNITY DEVELOPMENT 518.14 ENGINEERING CITY GARAGE VEH & TRK PARTS - FEB, 20 147.21 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 509.49 SAV -ON PRINTING & SIGNS LLC BUSINESS CARDS 30.00 CITY GARAGE LABOR /OVERHEAD - FEB, 201 191.67 UNITED STATES CELLULAR CORPORATION CELL BILL 59.57 JPMORGAN CHASE BANK MEETING EXPENSE 46.00 VERIZON WIRELESS WIRELESS CONNECTION 88.29 UNIFIRST HOLDINGS LP UNIFORM RENTAL 13.20 UNIFIRST HOLDINGS LP UNIFORM RENTAL 13.20 JPMORGAN CHASE BANK WALMART - SAFETY GEAR 42.00 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 17.09 TOTAL ENGINEERING 1,157.72 INFORMATION TECHNOLOGY JPMORGAN CHASE BANK FEDEX- SHIPPING 42.09 JPMORGAN CHASE BANK COX - INTERNET SERVICES 1,550.00 JPMORGAN CHASE BANK BEST BUY - BATTERY BACKUP 149.99 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 34.05 VERIZON WIRELESS WIRELESS CONNECTION 76.02 JPMORGAN CHASE BANK TECHSICO -PHONE SUPPORT 160.00 JPMORGAN CHASE BANK PIKEPASS -FEES 9.00 JPMORGAN CHASE BANK BEST BUY - BATTERY BACKUP 89.99 Page 2 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni INFORMATION TECHNOLOGY MCCI LASERFISCHE SUPPORT 9,470.40 JPMORGAN CHASE BANK GODADDY.COM- CREDIT - 299.99 CITY GARAGE LABOR /OVERHEAD - FEB, 201 66.67 TOTAL INFORMATION TECHNOLOGY 11,348.22 SUPPORT SERVICES CITY GARAGE LABOR /OVERHEAD - FEB, 201 166.67 JPMORGAN CHASE BANK ROTO- ROOTER - SUPPLIES 141.30 A PLUS SERVICE INC REPAIRS 450.00 CITY GARAGE VEH & TRK PARTS - FEB, 20 17.08 AT &T CONSOLIDATED PHONE BILL 65.44 JPMORGAN CHASE BANK MURPHY SANITARY -HAND SOAP 116.88 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEE 21.43 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEE 19.25 COX COMMUNICATIONS INTERNET SVCS OC BLDG - M 69.95 OKLAHOMA DEPT OF CORRECTIONS TULSA DOC WORKER FEES - FEB2012 1,050.00 JPMORGAN CHASE BANK PIKEPASS -FEES 8.25 VERIZON WIRELESS WIRELESS CONNECTION 38.01 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 295.04 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 225.22 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 32.94 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 425.38 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 4.99 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 25.18 JPMORGAN CHASE BANK FEDEX- SHIPPING 26.02 JPMORGAN CHASE BANK HORIZON- BOILER REPAIR 1,368.37 JPMORGAN CHASE BANK LIGHTING INC -BULBS 194.40 JPMORGAN CHASE BANK LIGHTING INC -BULBS 119.20 TOTAL SUPPORT SERVICES 4,881.00 CEMETERY IVERDIGRIS VALLEY ELECTRIC COOP CEMETERY ELECTRIC 33.81 TOTAL CEMETERY 33.81 POLICE SERVICES JPMORGAN CHASE BANK OWASSO COPIER - CONTRACT 360.00 CITY GARAGE LABOR /OVERHEAD - FEB, 201 4,833.33 JPMORGAN CHASE BANK NTOA- MEMBERSHIP DUES 150.00 JPMORGAN CHASE BANK DRY CLEAN - UNIFORMS 1,040.07 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 9,012.72 CITY GARAGE VEH & TRK PARTS - FEB, 20 4,033.16 SIMMONS LAW ENFORCEMENT, INC SHIPPING 313.08 JPMORGAN CHASE BANK RAY ALLEN - REFLECT STRIPS 15.95 JPMORGAN CHASE BANK OWASSO FITNESS -GYM USE 180.00 JPMORGAN CHASE BANK SPECIAL OPS- UNIFORM 119.98 JPMORGAN CHASE BANK SPECIAL OPS- UNIFORM 460.91 JPMORGAN CHASE BANK SPECIAL OPS -LIGHT BULB 9.50 Page 3 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni POLICE SERVICES... AT &T CONSOLIDATED PHONE BILL 462.23 SIMMONS LAW ENFORCEMENT, INC PROTECTIVE GEAR 28,173.70 JPMORGAN CHASE BANK PERFORMANCE K- 9- TRAINING 1,000.00 JPMORGAN CHASE BANK OFFICE EVERYTHING -TONER 428.30 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 64.80 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 249.75 VERIZON WIRELESS WIRELESS CONNECTION 462.65 JPMORGAN CHASE BANK AUTO PRIDE -CAR WASH 5.00 JPMORGAN CHASE BANK USPS- POSTAGE 0.32 JPMORGAN CHASE BANK G2G MEETING 24.65 JPMORGAN CHASE BANK PIKEPASS -FEES 36.65 TOTAL POLICE SERVICES 51,436.75 TULSA CTY DA REVOLV DRU(JPMORGAN CHASE BANK WORLDEYE- RETURN - 599.00 TOTAL TULSA CTY DA REVOLV DRUG - 599.00 POLICE COMMUNICATIONS IDEPARTMENT OF PUBLIC SAFETY JOLETS USER FEE 450.00 TOTAL POLICE COMMUNICATIONS 450.00 ANIMAL CONTROL FULLERTON HYDRO -TEST INC. OXYGEN 38.50 FULLERTON HYDRO -TEST INC. MEDICAL OXYGEN LEASE 200.00 WORKHEALTH SOLUTIONS, LLC HEP A +B VACCINES 260.00 JPMORGAN CHASE BANK DRY CLEAN - UNIFORMS 72.80 CITY GARAGE LABOR /OVERHEAD - FEB, 201 166.67 AT &T CONSOLIDATED PHONE BILL 47.17 JPMORGAN CHASE BANK DISCOUNT RAMPS -DOG RAMP 102.99 JPMORGAN CHASE BANK MED VET- SUPPLIES 99.97 JPMORGAN CHASE BANK COMPANIONS- CREMATIONS 610.00 VERIZON WIRELESS WIRELESS CONNECTION 76.02 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 191.91 TOTAL ANIMAL CONTROL 1,866.03 FIRE SERVICES FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 2,843.61 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 40.92 A N Z SIGNS & SHIRTS, INC FIRE HELMET LETTERING 20.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 1,332.38 VERIZON WIRELESS WIRELESS CONNECTION 306.06 JPMORGAN CHASE BANK PIKEPASS -FEES 13.50 JPMORGAN CHASE BANK AIR CLEANING TECH - REPAIR 1,417.00 JPMORGAN CHASE BANK CONRAD FIRE - HELMETS 340.00 JPMORGAN CHASE BANK MAIL THIS - SHIPPING 24.11 JPMORGAN CHASE BANK CONRAD FIRE -PARTS 85.65 JPMORGAN CHASE BANK THOMPSON'S -PEST CONTROL 4.99 JPMORGAN CHASE BANK ASPEN ELECTRICAL - LIGHTS 1,621.57 Page 4 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni FIRE SERVICES... JPMORGAN CHASE BANK ASPEN ELEC -LIGHT REPAIRS 1,600.00 AT &T CONSOLIDATED PHONE BILL 245.41 JPMORGAN CHASE BANK NFPA- ANNUAL DUES 165.00 JPMORGAN CHASE BANK LOWES- FILTER 13.82 CITY GARAGE LABOR /OVERHEAD - FEB, 201 1,166.67 JPMORGAN CHASE BANK LOWES- SCREWS 2.72 JPMORGAN CHASE BANK BMI IMAGENET- RENTAL 323.81 JPMORGAN CHASE BANK LOWES- REPAIR PARTS 44.20 TULSA OVERHEAD DOOR DOOR REPAIR 721.00 CITY GARAGE VEH & TRK PARTS - FEB, 20 634.12 JPMORGAN CHASE BANK LIBERTY FLAGS -FLAGS 195.60 TOTAL FIRE SERVICES 13,162.14 EMERGENCY PREPAREDNES AT &T CONSOLIDATED PHONE BILL 24.86 VERDIGRIS VALLEY ELECTRIC COOP STORM SIREN ELECTRIC BILL 16.41 VERDIGRIS VALLEY ELECTRIC COOP STORM SIREN ELECTRIC BILL 20.40 VERDIGRIS VALLEY ELECTRIC COOP STORM SIREN ELECTRIC BILL 20.40 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 4.53 VERIZON WIRELESS WIRELESS CONNECTION 38.01 TOTAL EMERGENCY PREPAREDNESS 124.61 STREETS FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 1,406.32 AEP /PSO STREET LIGHTS 5,625.11 JPMORGAN CHASE BANK LOWES -DRILL 199.00 SHERWOOD CONSTRUCTION CO, INC CONCRETE 348.00 SHERWOOD CONSTRUCTION CO, INC CONCRETE 1,827.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 20.89 UNIFIRST HOLDINGS LP UNIFORM RENTAL 20.89 JPMORGAN CHASE BANK WALMART - SAFETY GEAR 70.00 JPMORGAN CHASE BANK QUALITY TIRE -TUBE 12.00 JPMORGAN CHASE BANK KIMS INTERNATIONAL -VALVE 99.38 TWIN CITIES READY MIX, INC CONCRETE 903.00 JPMORGAN CHASE BANK BUMPER2BUMPER- SUPPLIES 12.99 TWIN CITIES READY MIX, INC CONCRETE 3,948.00 JPMORGAN CHASE BANK BUMPER TO BUMPER - BATTERY 50.00 JPMORGAN CHASE BANK LOWES- PLYWOOD 112.36 JPMORGAN CHASE BANK ARMOR PPE - SAFETY APPAREL 54.05 AMERICAN ELECTRIC POWER MAIN STREET LIGHTING 1,000.00 AMERICAN ELECTRIC POWER SILVER CREEK LIGHTING 513.00 JPMORGAN CHASE BANK SPRAY EQUIPMENT- REPAIR 284.35 CITY GARAGE VEH & TRK PARTS - FEB, 20 631.67 JPMORGAN CHASE BANK HOME DEPOT - HARDWARE 72.04 CITY GARAGE LABOR /OVERHEAD - FEB, 201 1,166.67 Page 5 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description IPayment Amouni TOTAL STREETS 18,376.72 STORMWATER CITY GARAGE LABOR /OVERHEAD - FEB, 201 1,166.67 CITY GARAGE VEH & TRK PARTS - FEB, 20 108.03 JPMORGAN CHASE BANK ARMOR PPE - SAFETY APPAREL 54.05 JPMORGAN CHASE BANK WALMART - SAFETY GEAR 84.00 JPMORGAN CHASE BANK P & K EQUIPMENT- HARNESS 54.57 JPMORGAN CHASE BANK OWASSO FENCE -POST CAPS 120.00 JPMORGAN CHASE BANK E /REPLACEMENTPARTS -PARTS 14.94 JPMORGAN CHASE BANK QUALITY TIRE -TIRE 80.00 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 1,346.31 UNIFIRST HOLDINGS LP UNIFORM RENTAL 43.16 UNIFIRST HOLDINGS LP UNIFORM RENTAL 43.16 JPMORGAN CHASE BANK ATWOODS- MACHETE 19.98 VERIZON WIRELESS WIRELESS CONNECTION 38.01 TOTAL STORMWATER 3,172.88 PARKS VERIZON WIRELESS WIRELESS CONNECTION 38.01 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 381.74 JPMORGAN CHASE BANK LOWES- SUPPLIES 47.96 JPMORGAN CHASE BANK LOWES- CONCRETE 10.65 JPMORGAN CHASE BANK GLOBALGOV- NETWORK SWITCH 44.29 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 5.69 RANDY G. MISER CONCRETE 3,850.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 12.75 OKLAHOMA WILDLIFE CONTROL, LLC INSPECTION OF ELM CREEK 75.00 RANDY G. MISER DIRT 330.00 OWASSO REPORTER MOWING ADVERTISEMENT 32.20 OKLAHOMA WILDLIFE CONTROL, LLC BEAVER REMOVAL 150.00 CITY GARAGE LABOR /OVERHEAD - FEB, 201 333.33 JPMORGAN CHASE BANK LOWES- SUPPLIES 4.98 AT &T CONSOLIDATED PHONE BILL 199.49 PLAY BY DESIGN, INC. WOOD FIBER FOR PARK PLAYG 4,000.00 TOTAL PARKS 9,516.09 COMMUNITY CENTER CITY GARAGE LABOR /OVERHEAD - FEB, 201 50.00 AT &T CONSOLIDATED PHONE BILL 132.03 JPMORGAN CHASE BANK TUCKER JANT'L- SUPPLIES 108.00 JPMORGAN CHASE BANK TUCKER - SUPPLIES 106.75 JPMORGAN CHASE BANK LIGHTING INC- BALLASTS 271.90 JPMORGAN CHASE BANK TARGET -SPRAY BOTTLES 9.58 JPMORGAN CHASE BANK TARGET -FILE DIVIDERS 7.32 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 453.68 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 149.83 Page 6 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description jPayment Amouni TOTAL COMMUNITY CENTER 1,289.09 HISTORICAL MUSEUM ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 186.43 AT &T CONSOLIDATED PHONE BILL 25.16 TOTAL HISTORICAL MUSEUM 211.59 ECONOMIC DEV CITY GARAGE LABOR /OVERHEAD - FEB, 201 50.00 CITY GARAGE VEH & TRK PARTS - FEB, 20 177.48 JPMORGAN CHASE BANK WEBSCRIBBLE- HOSTING 19.99 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 53.63 JPMORGAN CHASE BANK MEETING EXPENSE 30.28 VERIZON WIRELESS WIRELESS CONNECTION 44.67 TOTAL ECONOMIC DEV 376.05 FUND GRAND TOTAL 230,560.4 AMBULANCE SERVICE AMERICAN MUNICIPAL SERVICES CORP. COLLECTION SERVICES 620.44 TRAILBLAZER HEALTH ENTERPRISES JAMBULANCE REFUND 267.15 TOTAL AMBULANCE SERVICE 887.59 AMBULANCE JPMORGAN CHASE BANK BOUND TREE - SUPPLIES 1,877.80 CITY GARAGE VEH & TRK PARTS - FEB, 20 548.92 CITY GARAGE LABOR /OVERHEAD - FEB, 201 1,333.33 MEDICAL COMPLIANCE SPECIALTY INC MEDICAL WASTE DISPOSAL 134.00 MEDICAL COMPLIANCE SPECIALTY INC MEDICAL WASTE DISPOSAL 67.00 MEDICAL COMPLIANCE SPECIALTY INC MEDICAL WASTE DISPOSAL 67.00 JPMORGAN CHASE BANK PHARM SYSTEMS - SUPPLIES 132.15 SAINT FRANCIS HOSPITAL, INC SAFETY TRAINING 450.00 JPMORGAN CHASE BANK PHARM SYSTEMS - SUPPLIES 15.50 FLEETCOR TECHNOLOGIES FUELMAN - FEB, 2012 2,082.44 EXCELLANCE, INC REAR DOOR HANDLE 39.08 WILLIAM GALE HUMPHREY 12 LEAD EKG TRAINING 600.00 TOTAL AMBULANCE 7,347.22 FUND GRAND TOTAL 8,234.8 E911 COMMUNICATIONS INCOG -E911 E911 MAPPING & MSAG MAINT 414.52 JPMORGAN CHASE BANK TOTAL RADIO - MAINTENENCE 285.00 AT &T CONSOLIDATED PHONE BILL 287.56 AT &T E911 MAPPING FEES - MARCH 355.35 TOTAL E911 COMMUNICATIONS 1,342.43 Page 7 Claims List 3/20/2012 Budget Unit Title I Vendor Name Payable Description Payment Amouni FUND GRAND TOTAL 1,342.4 HOTEL TAX JPMORGAN CHASE BANK DOC- NEIGHBORHOOD SIGNS 143.40 JPMORGAN CHASE BANK DOC- NEIGHBORHOOD SIGNS 47.80 TOTAL HOTEL TAX 1720 HOTEL TAX - ECON DEV ITREASURER PETTY CASH JECONOMIC SUMMIT EXPENSE 48.00 TOTAL HOTEL TAX - ECON DEV 48.00 STRONG NEIGHBORHOODS JPMORGAN CHASE BANK CARTRIDGE WORLD -INK 69.99 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 29.98 VERIZON WIRELESS WIRELESS CONNECTION 38.01 JPMORGAN CHASE BANK GLOBALGOV - NETWORK SWITCH 44.28 ATLAS COMPUTERS, INC. PHONE LINE INSTALLATION 125.00 TOTAL STRONG NEIGHBORHOODS 307.26 FUND GRAND TOTAL 546.4 CITY GARAGE ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 497.97 JPMORGAN CHASE BANK FLEET DISTRIBUTORS -PARTS 379.62 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 4.53 JPMORGAN CHASE BANK PEPBOYS -BRAKE PARTS 500.14 JPMORGAN CHASE BANK CRIMINALISTICS- SOLENOID 127.74 JPMORGAN CHASE BANK B &M OIL CO -PARTS 946.00 T & W TIRE, LP TIRES 769.52 T & W TIRE, LP TIRES 1,170.00 JPMORGAN CHASE BANK PRUITTS- PAINT /BODY REPAIR 3,297.96 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 33.72 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 30.61 AT &T CONSOLIDATED PHONE BILL 47.17 TOTAL CITY GARAGE 7,804.98 FUND GRAND TOTAL 7,804.9 WORKERS' COMP SELF -INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 289.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 289.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 289.00 TOTAL WORKERS' COMP SELF -INS 867.00 WORKERS' COMP SELF -INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 1,524.53 STATE OF OKLAHOMA WORKERS WC- APPLICATION FEE 1,000.00 UNITED SAFETY & CLAIMS INC TPA ADMIN FEES FOR WORKER 186.60 Page 8 Claims List 3/20/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni WORKERS' COMP SELF - INS... UNITED SAFETY & CLAIMS INC TPA ADMIN FEES FOR WORKER 1,610.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 1,807.25 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 1,672.65 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 556.86 TOTAL WORKERS' COMP SELF -INS 8,357.89 FUND GRAND TOTAL 9,224.8 rGRAND TOTAL $257,713.97 Page 9 CITY OF OWASSO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 3/20/12 VENDOR DESCRIPTION AETNA HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE ADMIN FEES DENTAL DEPT TOTAL VSP ADMIN FEES VISION DEPT TOTAL AMOUNT 46,391.79 34,186.31 21,085.89 27, 354.03 129,018.02 3,987.80 2,191.93 6,179.73 1,250.79 1,250.79 HEALTHCARE SELF INSURANCE FUND TOTAL 136,448.54 CITY OF OWASSO GENERALFUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 3/10/2012 Department Payroll Expenses Total Expenses Municipal Court 4,586.31 6,566.39 Managerial 19,419.14 27,170.23 Finance 12,543.91 19,750.70 Human Resources 5,984.82 10,024.93 Community Development 10,618.52 16,359.08 Engineering 14,704.46 22,125.48 Information Systems 9,363.03 14,655.48 Support Services 6,231.50 8,954.20 Police 94,243.65 149,089.16 Central Dispatch 16,820.61 28,532.31 Animal Control 2,258.40 3,664.18 Fire 95,865.60 141,724.51 Fire -Safer Grant 9,988.90 15,758.26 Emergency Preparedness 2,818.43 4,410.01 Streets 4,463.60 7,579.22 Stormwater /ROW Maint. 4,832.18 7,079.75 Park Maintenance 8,763.87 13,123.42 Community- Senior Center 3,102.30 4,832.37 Historical Museum 600.00 673.68 Economic Development 2,876.92 3,822.70 General Fund Total 330,086.15 505,896.06 Garage Fund Total 4,103.60 6,896.10 Ambulance Fund Total 23,484.87 35,677.34 Emergency 911 Fund Total - Worker's Compensation Total 2,754.24 3,239.81 Strong Neighborhoods 2,102.12 3,188.66 CITY OF OWASSO GENERALFUND FISCAL YEAR 2011 -2012 Statement of Revenues & Expenditures As of February 29, 2012 MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET REVENUES: Taxes $ 1,963,894 $ 13,451,294 $ 19,631,900 68.52% Licenses & permits 23,429 106,348 201,400 52.80% Intergovernmental 202,038 719,604 2,540,926 28.32% Charges for services 49,369 315,965 517,600 61.04% Fines & forfeits 84,712 468,145 910,300 51.43% Other 2,799 107,523 146,700 73.29% TOTAL REVENUES 2,326,242 23,948,826 63.34% 15,168,879 EXPENDITURES: Personal services 1,047,724 8,852,119 13,976,995 63.33% Materials & supplies 60,385 471,131 750,602 62.77% Other services 107,335 1,037,357 1,705,829 60.81% Capital outlay 152,972 493,253 2,143,954 23.01% TOTAL EXPENDITURES 1,368,416 18,577,380 58.43% 10,853,860 REVENUES OVER EXPENDITURES 957,825 5,371,446 4,315,019 80.33% TRANSFERS IN (OUT): Transfers in 1,087,170 7,907,086 11,601,600 68.16% Transfers out (1,748,430) (12,325,154) (17,965,700) 68.60% TOTAL TRANSFERS (661,260) (4,418,068) (6,364,100) 69.42% NET CHANGE IN FUND BALANCE 296,566 (992,654) (103,049) FUND BALANCE (GAAP Basis) Beginning Balance 3,944,512 Ending Balance $ 3,841,462 FUND BALANCE (Budgetary Basis) Beginning Balance 2,344,066 2,344,066 Ending Balance $ 2,241,017 $ 1,351,413 0 The City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Angela Hess Finance Director SUBJECT: Fiscal Year 2012 Audit Recommendation DATE: March 16, 2012 BACKGROUND: City charter and state statutes require that an independent accountant perform an annual audit of the City's finances. In April 2006, the city accepted proposals for auditing services from public accounting firms. Those proposals included a fixed fee for each of five years. The firm of Cole & Reed, P.C. was selected and contracts were approved by City Council for each of the next five years. On June 30, 2010 the Owasso Audit Committee met and agreed that an additional two year extension of the contract with Cole & Reed, P.C. would be in the best interest of the City provided that Cole & Reed would agree to not increase fees for the FYI 1 audit and accept a 3% increase for the FY 2012 audit year. Approval of a contract allows the firm to schedule their audit plan for the coming fiscal year end. The Audit Arrangement Letter is attached. The fee for services described in the letter will be as follows: • Audit of financial statements • OMB Circular A -133 audit requirements, only if required: • Department of Energy - 81.041 ARRA $ 2,000 • EPA - 66.458 and 66.458 ARRA $ 2,000 • Additional major Federal programs $ 2,000 per program The Audit Committee is satisfied with the quality, expertise and cooperation provided by the firm and wishes to continue to utilize the services of Cole & Reed, P.C. as auditors for the City and its trust authorities. The Audit Committee met on March 9, 2012 and voted to recommend Cole & Reed as auditors for FY 2012. A memorandum signed by the chairman of the audit committee is attached. RECOMMENDATION: Staff recommends City Council approval of Cole and Reed, P.C. as auditors for the fiscal year ending June 30, 2012. ATTACHMENT: A. City of Owasso Audit Committee Memorandum dated March 9, 2012 B. Cole & Reed, P.C. Audit Arrangement letter dated February 6, 2012 cool -- -- .......... O, T City 1Nit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Kevin Cavanah City of Owasso Audit Committee, Chair SUBJECT: Fiscal Year2012 Audit Recommendation DATE: March 9, 2012 BACKGROUND: City charter and state statutes require that an independent accountant perform an annual audit of the City's finances. In April 2006, the city accepted proposals for auditing services from public accounting firms. Those proposals included a fixed fee for each of five years. The firm of Cole & Reed, P.C. was selected and a one year contract was approved by City Council. On June 30, 2010 the Owasso Audit Committee met and agreed that an additional two year extension of the contract with Cole & Reed, P.C. would be in the best interest of the City provided that Cole & Reed would agree to not increase fees for the FYI I audit and accept a 3% increase the FY 2012 audit year. Cole & Reed were contacted and agreed to hold the base fees at the current rate of $41,500 for FYI 1 with an increase of 3% in the second year of the extended contract. Additional fees would be negotiated in the event of further single -audit requirements. Terms of the audit agreed to for FYI 2: Audit of financial statements OMB Circular A -133 audit requirements, only if required: o Department of Energy - 81.041 ARRA o EPA - 66.458 and 66.458 ARRA $ 2,000 o Additional major Federal programs $ 2,000 The Audit Committee is satisfied with the quality, expertise and cooperation provided by the firm and wishes to continue to utilize the services of Cole & Reed, P.C. as auditors for the City and its trust authorities. RECOMMENDATION: The Audit Committee recommends that the City Council retain Cole & Reed, P.C. as auditors for th=ending 0, L201 Kevin Cavanah City of Owasso Audit Committee, Chair February 6, 2012 Ms. Angela Hess Director of Finance -. City of Owasso 111 N. Maine Owasso, Oklahoma 74055 Dear Angela: Enclosed are the following: 1. Arrangement letter for the FY 2012 audit 2.. Pre -Audit required communications in accordance with SAS No. 114 3. Proposed audit calendar Please let me know if you have any questions concerning any of this information. We appreciate the opportunity to be of service, and look forward to working with you again in upcoming year. Very truly yours, Digiblly signed by Mike Gibson Mike G bso n �N:cn= MikeGibsaRO.Cate &Peed,ou, ',I emaU =mgihsan�coleandreed.can, c =US Date: 2072.02.06 19:54:77 -06'00' Mike Gibson }++-+ f->- Y- F- h' F• F•• k^ i` k• F• hi•- F{•'}• b•{.- i-+• I`+- F- F- F^.-' tYfi-+-f•-k-+++-F-F.1- +4+++++ 531 Couch Drive TEL. 405.239.7961 1-+' F•^+' E+° I- +'F'b +T':° + + +-++ ++ + + +' +-I'.1. 1 - + +'{ +-{-++ + + +'I" t-'+'•S'i",' H- ++ ++ An lndependerrtly Owned Memher, -. +.. +- +.. - -i -• .r..s +- - + ++ t + +• + +, -v t..r.t .t ..+ t + + ++ t• + + ; a +- +t Oklahoma City r =Ax 405.235.0042 . + +++ > + + + + ++ 4-++++++++++- +•.T + + +' +- + ++ + + ++- a + + + + + + - + + + ++ r+++ ,•'a ++ + + + + +- r.+ + + + + + 73102 -2231 vnr s www.coleandreed.com McGladrey Alliance February 6, 2012 City Council and Audit Committee City of Owasso Owasso, Oklahoma Attention: Ms. Angela Hess This letter is intended to communicate certain matters related to the planned scope and timing of our audit of City of Owasso's financial statements and compliance as of and for the year ended June 30, 2012. Communication Effective two -way communication between our Firm and the members of the audit committee is important to understanding matters related to the audit and in developing a constructive working relationship. Your insights may assist us in understanding the City of Owasso and its environment, in identifying appropriate sources of audit evidence, and in providing information about specific transactions or events. We will discuss with you your oversight of the effectiveness of internal control and any -areas where you request additional procedures to be undertaken. We expect that you will timely communicate with us any matters you consider relevant to the audit. Such matters might include strategic decisions that may significantly affect the nature, timing, and extent of audit procedures, your suspicion or detection of fraud, or any concerns you may have about the integrity or competence of senior management. We will timely communicate to you any fraud involving senior management and other fraud that causes a material misstatement of the financial statements, illegal acts, instances of noncompliance, or abuse that come to our attention (unless they are clearly inconsequential), and disagreements with management and other serious difficulties encountered in performing the audit. We also will communicate to you and to management any significant deficiencies or material weaknesses in internal control that become known to us during the course of the audit. Other matters arising from the audit that are, in our professional judgment, significant and relevant to you in your oversight of the financial reporting process will be communicated to you in writing after the audit. + r -I rr « r r+ r s +++4+­++ + 4 4,++ ++ 3 + + + -+ 3.4 i f r s 4,+ rrr r : f+++++ S31 Couch Drive TR. 405.239.7961 4 s i < s r + . + + + ++ r + --+ i + 144 Oklahoma City x 405.235.0042 AnInde Independently Owned Member, 73102 -2251 vres www.coleandreed.com McGladrey Alliance Independence Our independence policies and procedures are designed to provide reasonable assurance that our firm and its personnel comply with applicable professional independence standards. Our policies address financial interests, business and family relationships, and non -audit services that may be thought to bear on independence. For example, without our permission no partner or professional employee of Cole & Reed is permitted to own any direct financial interest or a material indirect financial interest in a client or any affiliates of a client. Also, if an immediate family member or close relative of a partner or professional employee is employed by a client in a key position, the incident must be reported and resolved in accordance with Firm policy. In addition, our policies restrict certain non -audit services that may be provided by Cole & Reed and require audit clients to accept certain responsibilities in connection with the provision of permitted non - attest services. Audit Planning Process Our audit approach places a strong emphasis on obtaining an understanding of how your entity functions. This enables us to identify key audit components and tailor our procedures to the unique aspects of your entity. The development of a specific audit plan will begin by meeting with you and with management to obtain an understanding of business objectives, strategies, risks, and performance. We will obtain an understanding of internal control over financial reporting and compliance with laws, regulations, and provisions of contracts and grant agreements to assess the impact of internal control on determining the nature, timing, and extent of audit procedures, and we will establish an overall materiality limit for audit purposes. We will conduct formal discussions among engagement team members to consider how and where your financial statements might be susceptible to material misstatement due to fraud or error or to instances of noncompliance. We will use this knowledge and understanding, together with other factors, to first assess the risk that errors or fraud may cause a material misstatement at the financial statement level. The assessment of the risks of material misstatement at the financial statement level provides us with parameters within which to design the audit procedures for specific account balances and classes of transactions. Our risk assessment process at the account- balance or class -of- transactions level consists of: An assessment of inherent risk (the susceptibility of an assertion relating to an account balance or class of transactions to a material misstatement, assuming there are no related controls); and An evaluation of the design effectiveness of internal control over financial reporting and our assessment of control risk (the risk that a material misstatement could occur in an assertion and not be prevented or detected on a timely basis by the City of Owasso's internal control). Similar assessments will also be made relative to compliance with laws, regulations, and provisions of contracts and grant agreements. We will then determine the nature, timing and extent of tests of controls and substantive procedures necessary given the risks identified and the controls as we understand them. The Concept of Materiality in Planning and Executing the Audit In planning the audit, the materiality limit is viewed as the maximum aggregate amount of misstatements, which if detected and not corrected, would cause us to modify our opinion on the financial statements. The materiality limit is an allowance not only for misstatements that will be detected and not corrected but also for misstatements that may not be detected by the audit. Our assessment of materiality throughout the audit will be based on both quantitative and qualitative considerations. Because of the interaction of quantitative and qualitative considerations, misstatements of a relatively small amount could have a material effect on the current financial statements as well as financial statements of future periods. At the end of the audit, we will inform you of all individual unrecorded misstatements aggregated by us in connection with our evaluation of our audit test results. Internal Control and Compliance Our audit of the financial statements will include obtaining an understanding of internal control sufficient to plan the audit and to determine the nature, timing, and extent of audit procedures to be performed. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. Our review and understanding of the entity's internal control is not undertaken for the purpose of expressing an opinion on the effectiveness of internal control. We will issue reports on internal control related to the financial statements and major programs. These reports describe the scope of testing of internal control and the results of our tests of internal controls. Our reports on internal control will include any significant deficiencies and material weaknesses in the system, of wluch we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with the requirements of the Government Auditing Standards issued by the Comptroller General of the United States, the Single Audit Act, and the U.S. Office of Management and Budget, (OMB) Circular No. A -133. We will issue reports on compliance with laws, regulations, and the provisions of contracts or grant agreements. We will report on any noncompliance which could have a material effect on the financial statements and any noncompliance which could have a direct and material effect on each major program. Our reports on compliance will address material errors, fraud, abuse, violations of compliance requirements, and other responsibilities imposed by state and federal statutes and regulations and assumed contracts; and any state or federal grant, entitlement or loan program questioned costs of which we become aware, consistent with the requirements of the standards and circular identified above. Timing of the Audit We have scheduled preliminary audit fieldwork for June 2012 with final fieldwork commencing in October 2012. We expect to issue the final audit reports in early December 2012 and to meet with the City Council at its December .11, 2012 work session. Management's adherence to its closing schedule and timely completion of information used by us in performance of the audit is essential to meeting this schedule and completing our audit on a timely basis. Closing This letter is intended solely for the information and use of the members of the City Council and Audit Committee, and management, of the City of Owasso and is not intended to be and should not be used by anyone other than the specified parties. We will be pleased to respond to any questions you have about the foregoing. We appreciate the opportunity to be of service to the City of Owasso. Very truly yours, Dlgitallysigned by Mike Gibson c �` DN, cn =Mike Gibson, o- Cole &Reed, ou, Mike G i JO 1 email =m gibson@coleandreed.com,c =US Date: 2012.02.06 Cole & Reed Mike Gibson, Partner CITY OF OWASSO, OKLAHOMA June 30, 2012 PROPOSED AUDIT CALENDAR Planning, System Walk - Throughs and Tests of Controls May In May 2012, the City will provide Cole & Reed with a preliminary schedule of expenditures of federal awards that includes expenditures by CFDA No. through April 30, if available, or otherwise through March 31. June /July — By June 1, 2012, the City will provide Cole & Reed with all of the Fund Trial Balances as of April 30, 2012. We will also provide you with the year -end "PBC" listing and the format of confirmations that are required. The Confirmation requests will be provided to you around the end of June. The PBC Listing will be provided to you no later than July 31. We have tentatively scheduled the week of June 25, 2012 to perform most of the above procedures. We will perform selected tests of controls, transactions and account balances at this time. Year -End Audit Fieldwork We will tentatively plan to start year -end audit fieldwork in our office the week of October 8, 2012. This presumes that we receive all of the adjusted trial balances and other PBC Items from City offices by October 4th, 2012. We will perform the majority of on -site fieldwork during the week of October 15, 2012. Audit Wrap -Up Following is the proposed calendar for the audit wrap -up: • Draft of basic financial statements provided by November 12, 2012 • Draft of financial statement notes and MD&A by November 14, 2012 • City response to draft November 21, 2012 • Meeting with Audit Committee — November 30 (a.m.) or December 3 (a.m. or late afternoon) • Meeting with City Council (work session) — December 11, 2012 �4 .. w•.;... ': .:'; : -::. ...,.. "1':" :' +;:L2dk%Y '°o .+r..a....+x�vr'"X. , win. . -.,' . .. ..� --.�.. sR�YYtlSk&'%IX.'k'F.ii3X:i:kTa .nX„s.._.,�;, J,4'fln>J. >.rY:Cx. a :SriB•Xi� N#. i' J,:' St��, ��. �q. �dY2�X^ SS�iFNF ""Xfn�1:l�".'fXLk:lPm'P°[Cti .,J+P...._. February 6, 2012 City Council and Audit Committee �o � J.A` City of Owasso Owasso, Oklahoma This letter is to explain our understanding of the arrangements for the services we are to perform for the City of Owasso for the year ending June 30, 2012. We ask that you either confirm or amend this understanding. Audit Services We will perform an audit of the City of Owasso's governmental activities, business -type activities, aggregate- discretely presented component units, each major fund, and aggregate remaining fund. information as of and for the year ended June 30, 2012 which collectively comprise the basic financial statements. We understand that these financial statements will be prepared in accordance with accounting principles generally accepted in the United States of America. The objective of an audit of financial statements is to express an opinion on those statements. We are responsible for forming and expressing an opinion about whether the financial statements that have been prepared by management with the oversight of the audit committee are presented fairly, in all material respects, in conformity with accounting principles generally accepted in the United States of America. We will also perform the audit of the City of Owasso as of June 30, 2012 so as to satisfy the audit requirements imposed by the Single Audit Act and the U.S. Office of Management and Budget (OMB) Circular No. A -133. We will conduct the audit in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standards issued by the Comptroller General of the United States and the provisions of the Single Audit Act, OMB Circular A -133 and OMB's Compliance Supplement. Those standards, circulars, supplements or guides require that we plan and perform the audit to obtain reasonable rather than absolute, assurance about whether the financial statements are free of material misstatement whether caused by error or fraud. Accordingly, a material misstatement may remain undetected. Also, an audit is not designed to detect errors or fraud that are immaterial to the financial statements. The determination of abuse is subjective; therefore, Government Auditing Standards do not expect us to provide reasonable assurance of detecting abuse. An audit of financial statements includes obtaining an understanding of the entity and its environment, including its internal control, sufficient to assess the risks of material misstatement of the financial statements, and to design the nature, timing, and extent of further audit procedures. An audit is not designed to provide assurance on internal control or to ++++- 5- + ++-+• + + +- + + + + + +' +'t. +. },4 - +r + .L.� + + +. + +a + + + + + + + + + + + + + + + + + ++� S31 Couch Drive �rc:L 405.239.7961 +.+.+,+.+.}-:. t'}'+. b.+.... L' j'-+.' P. �l++.. �.' i..i+•.t.,..' + ++ +L.F'I.Y' .'I..t.• 1 .;. ++ r.4- ' + + +'+-' +...r.+' ++ r :..�. +.+. + +;.. + +.i- +,t. + +- + -t- rt ...++ ;,+ r r-+ + + >'t• ; + a- Oklahoma Clty r.�x 405.235.0092 An Independently Owned Member, + ++ ++ + +++ +i- 1 + +: ++ +' i-'f•+' 4,- i' �+++'- F�F + +'f +'+4, ++ + ++' +'Fi+ +i- -,-�t �+. ++ +++++++-. r+++- s-' a. + + + +- + +.+4- + + + +++..r. + + = +' +i; .4- i- +-+ + + +- - 4- .4 + + +, + ++ 73102.22S1 wEa www.coleandreed.com McGiadreyAlliance identify significant deficiencies or material weaknesses. However, we will communicate to management and the audit committee any significant deficiencies or material weaknesses that we become aware of during the course of the audit. We will also communicate to the audit committee (a) any fraud involving senior management and fraud (whether caused by senior management or other employees) that causes a material misstatement of the financial statements, (b) any illegal acts, violations of provisions of contracts or grant agreements, and abuse that come to our attention- (unless they are clearly inconsequential), (c) should any arise, any disagreements with management and other serious difficulties encountered in performing the audit, and (d) various matters related to the entity's accounting policies and financial statements. In addition to our report on the City's financial statements, we will also issue the following reports or types of reports: A report on the fairness of the presentation of the City's schedule of expenditures of federal awards for the year ending June 30, 2012. Reports on internal control related to the financial statements and major programs. These reports will describe the scope of testing of internal control and the results of our tests of internal controls. Reports on compliance with laws, regulations, and the provision of contracts or grant agreements. We will report on any noncompliance which could have a material effect on the financial statements and any noncompliance which could have a direct and material effect on each major program. A schedule of findings and questioned costs. The funds that you have told us are maintained by the City of Owasso and that are to be included as part of our audit are as follows: 1. General Fund —1 2. Special Revenue Funds — 8 3. Capital Projects Funds — 4 4. Enterprise Funds — 2 5. Internal Service Funds — 4 The component unit whose financial statements you have told us are to be included as part of the City of Owasso's financial statements is the Owasso Economic Development Authority. The Major Federal programs to be audited include, but are not limited to: U.S. Department of Energy (Passed through Oklahoma Department of Commerce) - 81.041ARRA 2. U.S. Environmental Protection Agency (Passed through Oklahoma Water Resources Board) - 66.458 and 66.458ARRA We may conclude that we are not otherwise associated with the proposed offering and that our association with the proposed offering is not necessary, providing the City agrees to clearly indicate that we are not associated with the contents of the official statement. The City agrees that the following disclosure will be prominently displayed in the official statement: Cole & Reed, P.C., our independent auditor, has not been engaged to perform, and has not performed, since the date of its report included herein, any procedures on the financial statements addressed in that report. Cole & Reed, P.C. also has not performed any procedures relating to this official statement. Our association with an official statement is a matter for which separate arrangements will be necessary. The City agrees to provide us with printer's proofs or masters of such offering documents for our review and approval before printing, and with a copy of the final reproduced material for our approval before it is distributed. In the event our auditor /client relationship has been terminated when the City seeks such consent, we will be under no obligation to grant such consent or approval. Our professional standards require that we perform certain additional procedures, on current and previous years' engagements, whenever a partner or professional employee leaves the firm and is subsequently employed by or associated with a client. Accordingly, the City of Owasso agrees it will compensate Cole & Reed, P.C. for any additional costs incurred as a result of the employment of a partner or professional employee of Cole & Reed, P.C. During the course of our engagement, we may accumulate records containing data which should be reflected in your books and records. You will determine that all such data, if necessary, will be so reflected. Accordingly, you will not expect us to maintain copies of such records in our possession. The assistance to be supplied by organization personnel, including the preparation of schedules and analyses of accounts, will be discussed and coordinated with Ms. Angela Hess, Director of Finance. The timely and accurate completion of this work is an essential condition to our completion of the audit and issuance of our audit report. Other Terms of our Engagement Our fees are based on the time required by the individuals assigned to the engagement, plus direct expenses. Interim billings will be submitted as work progresses and as expenses are incurred. Our fee for the services described in this letter will be as follows: • Audit of financial statements $12,7N • OMB Circular A -133 audit requirements, only if required: • Department of Energy - 81.041ARRA $ 2,000 • EPA - 66.458 and 66.458ARRA $ 2,000 • Additional major Federal programs $ 2,000 per program Our report(s) on internal control will include any significant deficiencies and material weaknesses in controls of which we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with requirements of the standards and circulars identified above. Our report(s) on compliance will address material errors, fraud, abuse, violations of compliance requirements, and other responsibilities imposed by state and federal statutes and regulations and assumed by contracts; and any state or federal grant, entitlement of loan program questioned costs of which we become aware, consistent with requirements of the standards and circulars identified above. City of Owasso's Responsibilities Management is responsible for the financial statements, including the selection and application of accounting policies, adjusting the financial statements to correct material misstatements, and for making all financial records and related information available to us. Management is responsible for providing us with a written management representation letter confirming certain representations made during the course of our audit of the financial statements and affirming to Lis that it believes the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole and to the opinion units of the financial statements. Management is responsible for establishing and maintaining effective internal control over financial reporting and for informing us of all significant deficiencies and material weaknesses in the design or operation of such controls of which it has knowledge. Management is responsible for identifying and ensuring that the entity complies with the laws and regulations applicable to its activities, and for informing us about all known material violations of such laws or regulations. In addition, management is responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the entity involving management, employees who have significant roles in internal control, and others where the fraud could have a material effect on the financial statements. Management is also responsible for informing us of its knowledge of any allegations of fraud or suspected fraud affecting the entity received in communications from employees, former employees, analysts, regulators, or others. Management is also responsible for (a) making us aware of significant vendor relationships where the vendor is responsible for program compliance, (b) following up and taking corrective action on audit findings, including the preparation of a summary schedule of prior audit findings, and a corrective action plan, and (c) report distribution including submitting the reporting package(s). The audit committee is responsible for informing us of its views about the risks of fraud within the entity, and its knowledge of any fraud or suspected fraud affecting the entity. The City agrees that it will not associate us with any public or private securities offering without first obtaining our consent. Therefore, the City agrees to contact us before it includes our reports or otherwise makes reference to us, in any public or private securities offering. Note that the fees related to the OMB Circular A -133 audit requirements are only billed on an "if performed /if required" basis. In the event we are requested or authorized by City of Owasso or are required by government regulation, subpoena, or other legal process to produce our documents or our personnel as witnesses with respect to our engagements for City of Owasso, City of Owasso will, so long as we are not a party to the proceeding in which the information is sought, reimburse us for our professional time and expenses, as well as the fees and expenses of our counsel, incurred in responding to such requests. The working papers for this engagement are the property of Cole & Reed, P.C. However, you acknowledge and grant your assent that representatives of the cognizant or oversight agency or their designee, other government audit staffs, and the U.S. Government Accountability Office shall have access to the audit working papers upon their request; and that we shall maintain the working papers for a period of at least three years after the date of the report, or for a longer period if we are requested to do so by the cognizant or oversight agency. Access to requested working papers will be provided under the supervision of Cole & Reed, P.C. audit personnel and at a location designated by our Firm. From time to time and depending upon the circumstances, we may use third -party service providers to assist us in providing professional services to you. In such circumstances, it may be necessary for us to disclose confidential client information to them. We enter into confidentiality agreements with all third -party service providers and we are satisfied that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. If circumstances arise relating to the condition of your records, the availability of appropriate audit evidence, or indications of a significant risk of material misstatement of the financial statements because of error, fraudulent financial reporting, or misappropriation of assets which in our professional judgment prevent us from completing the audit or forming an opinion, we retain the unilateral right to take any course of action permitted by professional standards, including declining to express an opinion or issue a report, or withdrawal from the engagement. The two overarching principles of the independence standards of the "Government Auditing Standards" issued by the Comptroller General of the United States provide that management is responsible for the substantive outcomes of the works, and therefore, has a responsibility and is able to make any informed judgment on the results of the services described above. We currently do not anticipate providing any non -audit services to the City of Owasso. Should that change, however, the services to be performed will be subject to a separate arrangement letter. Further, the City of Owasso agrees to the following with respect to any such non -audit services: Ms. Angela Hess will be accountable and responsible for overseeing any non -audit services provided by Cole & Reed P.C. The City of Owasso will establish and monitor the performance of any such non -audit services to ensure that they meet management's objectives. The City of Owasso will make any decisions that involve management functions related to any such non -audit services and accepts full responsibility for such decisions. The City of Owasso will evaluate the adequacy of services performed and any findings that result. In accordance with Government Auditing Standards, a copy of our most recent peer review report is enclosed, for your information. If this letter defines the arrangements as you understand them, please sign the enclosed copy, and return it to us. We appreciate your business. Very truly yours, Digitally signed by Mike Gibson Mike G i b s o n.,DN: n=Mike Gibson, andr l . Reed, ou, email =mgibson@coleandreed.com, c =US t Date: 2012.02.0619:55:30 - 06'00' Mike Gibson For The Firm Cole & Reed, P.C. Confirmed on behalf of the addressee: Signature Title 0 d Oe T City Witt Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson City Planner SUBJECT: Proposed Zoning Code Amendment - New Off - Street Parking Chapter - Chapter 9 of the Owasso Zoning Code DATE: March 16, 2012 BACKGROUND: The Community Development Department is currently working on a comprehensive update of the Owasso Zoning Code. Chapter 9 of the Zoning Code addresses off - street parking requirements and was identified as one of the key areas needing an update. The current Chapter 9 lacks a comprehensive approach for the safe development of off - street parking areas in commercial and residential areas, lacks key information critical to site designers, and is antiquated in many areas. The new chapter provides the needed updates to the current Chapter 9 and outlines opportunities for alternative design methods and construction materials. The information specified within the proposed new parking chapter will facilitate the efficient design of driveways, aisles, pedestrian walkways, and parking stalls; and promote the safe movement of traffic in commercial areas. Additionally, these changes encourage the use of `green' materials and methods establishing Owasso as a progressive and environmentally responsible community in Oklahoma. The proposed new parking chapter also proposes language that will provide opportunities and alternatives to parking situations which have arisen in older portions of Owasso where off - street parking is limited, forcing some residents to park in yard areas, which are subject to code enforcement. Much like the recently adopted landscape chapter, these proposed changes offer a variety of choices for those designing parking areas while at the same time ensuring that Owasso provides for the health, safety, and welfare of drivers, bicyclists, and pedestrians. This proposed new chapter complements the principles outlined in the recently adopted Quality of Life Initiative. Additionally, this chapter provides design alternatives that allow for more 'green' development complementing the `Go- Green' Initiative. The City of Owasso adopted the `Go Green' Initiative in 2009, with a goal of bringing about positive change in the way the City operates and develops. The language contained within the new proposed Chapter 9 complements the recently adopted Landscape Chapter of the Owasso Zoning Code, works with existing plans and initiatives and other planned updates of the Owasso Zoning Code. This new chapter has been taken to the OEDA multiple times for review and input and has been taken to the Planning Commission twice for their comment. Additionally, this new language has been available for public review and comment on the City webpage for over forty five (45) days. The City Council has seen this item at two (2) work sessions as well. All of the comments and input received have been incorporated into the document presented to the Council for its review at this meeting. PROPOSED AMENDMENT TO THE ZONING CODE: The proposed amendment to the City of Owasso Zoning Code replaces the existing Chapter 9 with a new Chapter 9, Off - Street Parking. PLANNING COMMISSION The Owasso Planning Commission reviewed this item at their regular meeting on February 13, 2012. At that meeting, the Planning Commission made minor language changes and unanimously recommended approval of the zoning code amendment to the City Council. RECOMMENDATION: Staff recommends City Council approval of Ordinance No. 1002 for the new parking chapter, replacing the existing chapter 9 of the Owasso Zoning Code. ATTACHMENTS: Ordinance No.] 002 New Proposed Chapter 9 - Off - Street Parking Requirements CITY OF OWASSO, OKLAHOMA ORDINANCE NO. 1002 AN ORDINANCE AMENDING THE CITY OF OWASSO ZONING CODE AS CODIFIED IN THE OWASSO CODE OF ORDINANCES, PART 12, PLANNING, ZONING AND DEVELOPMENT, CHAPTER 2, ZONING REGULATIONS, SUB - CHAPTER 9, OFF - STREET PARKING REQUIREMENTS. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT: SECTION ONE (1): AMENDED LANGUAGE The Owasso Zoning Code, contained within the Owasso Code of Ordinances in Part 12, Chapter 2, Sub - Chapter 9 shall be amended to read as follows: CHAPTER 9 OFF - STREET PARKING REQUIREMENTS 9.1 GENERAL PROVISIONS The purpose of these off - street parking requirements is to provide standards that will protect the health, safety and general welfare of the public and achieve the following: • Provide and maintain an orderly system of parking lots that provide safe and adequate access to drivers and vehicles. • Create a network of public and private streets, driveways, aisles and parking lots that provide a safe means of travel within Owasso. • Provide for 'green' design opportunities. • Augment existing regulations. 9. 1.1 PARKING STANDARDS A. The standards and diagrams provided within this chapter are designed to create an ingress and egress system that provides Owasso citizens and visitors with a safe environment on public roads and in private parking areas. Any deviation from these requirements must be approved by the officials from the Community Development and Public Works Departments, or through variance or appeal to the Owasso Board of Adjustment. B. Provided parking calculations found within this chapter are designed to provide a minimum number of parking stalls that will meet customer demand for certain types of businesses as well as provide adequate parking for employees and other persons integral to operating those specific businesses. C. All off - street parking lots for any use shall be designed based upon the criteria listed in this chapter. Any parking lots that are expanded or altered excluding routine or regular maintenance, shall meet the requirements of this chapter. Any expansion of any current business by more than twenty five percent (25/) shall trigger a requirement to meet the requirements set forth in this chapter. D. All required parking for any use shall be provided on the some lot as the use. Off - site parking arrangements shall not be allowed unless the parking lot is contiguous to the subject property and evidence of a shared parking agreement shall be provided to the City of Owasso. E. The regulations found within this chapter are designed to be in accordance with and supplement the other chapters of the Owasso Zoning Code. Wherever these regulations may be in conflict with other sections of Owasso City Code, the more restrictive shall apply. F. Failure to maintain parking lots, parking spaces, driveways or any vehicle drives, loading areas, storage areas, or parking areas as outlined in this chapter shall constitute a Zoning Code violation and shall be subject to enforcement. G. No person shall park or place an automobile, trailer, vessel or any other type of vehicle upon a public or private street, parking lot or any public or private property for the purpose of displaying such automobile, trailer, vessel or any other type of vehicle for sale, hire, or rental, or for other advertising purposes, unless said property is zoned by the City for such purpose and the vendor is duly licensed to transact such business at that location. This prohibition shall not apply to the sale of a vehicle on private residential property belonging to the owner of any such vehicle. 9.1.2 DUTY TO PROVIDE AND MAINTAIN OFF - STREET PARKING The duty to provide and maintain the paved off - street parking spaces herein required shall be the responsibility of the operator and owner of the use or business on a site and /or the owner of the land on which the use or uses exists. Each standard parking space shall have adequate space for ingress and egress. No land shall be used or occupied, no structure shall be built, altered, used, or occupied, and no use shall be operated unless the off - street parking spaces herein required are provided in at least the amount specified, and maintained in the manner herein set forth. 9.1.3 SURFACING All parking stalls shall be constructed of concrete or asphalt. 'Green' design alternatives to concrete or asphalt such as permeable paving systems shall also be allowed upon approval by the Community Development Administrator. Documentation of how permeable paving systems would be installed shall be provided for review and approval. Permeable paving systems include but are not limited to systems such as pavers, 'grasscrete', permeable asphalt, and other approved applications. All private parking lot surfaces shall be maintained in such a way as to ensure a safe and flat travel surface. Potholes, large cracks, and pieces of paving that are missing shall be 2 replaced and /or repaired. Curbing shall be repaired or replaced whenever it becomes broken. Failure to maintain parking lots in a safe manner shall constitute a Zoning Code violation and shall be subject to enforcement. 9.1.3 STRIPING All parking spaces, required ADA improvements, drive lanes, no- parking areas, and all other required components shall be clearly striped or delineated. All striping shall be clearly maintained and visible. If striping is faded or becomes removed, it shall be replaced in the exact layout as approved. Failure to meet these criteria shall be handled as a Zoning Code violation and shall be subject to enforcement. All required striping shall be yellow or white surface markings at least four (4) inches in width. One -way or two -way drives and required turning areas shall be identified with directional arrows. 9.2 NUMBER OF OFF - STREET PARKING SPACES REQUIRED 9.2.1 GENERAL PROVISIONS A. If not otherwise specified within this chapter, all parking calculations shall be based on gross square footage of the building or the use. B. If a classification is not specified within this chapter, the Administrator shall calculate parking requirements for that use based upon national and regional parking standards. C. All existing parking situations shall not be required to comply with these standards. However, any additions or new development that increase the square footage of the building by 25% or increase the number of parking spaces by 25% shall be required to comply with these standards. D. If a lot has multiple uses, each use shall provide the minimum number of parking spaces as outlined in this chapter. E. Bicycle parking shall be provided as shown in Table 9.1. Bicycle parking shall be provided in a bike rack or other structure affixed to the ground that holds a bicycle vertical and allows a lock or chain to be connected from the bike to the rack. A minimum of two (2) bicycle spaces shall be provided for any business requiring bicycle parking. F. Off - street parking spaces for motor vehicles shall be provided in at least the amount shown in Table 9.1. A minimum of four (4) parking spaces shall be provided for any business. 3 Table 9.1 Parking Requirements by Type of Use USE PARKING REQUIRMENT AGRICULTURAL BICYCLE Agricultural Implement Sales 1 per 500 s . ft. of sales area N/A ANIMAL RELATED Kennel 1 per 750 s . ft., plus 1 per employee N/A Veterinarian 1 per 250 s . ft. of gross area N/A EDUCATIONAL /CHILD CARE Child Care / Day Care 1 per 400 s . ft. 10% Colle e/Universit /Junior College 1 per 6 students 25% Elementary School 2 per classroom 100% Extra School Stadium Requirements 1 per 4 seats 15% Fraternity or Sorority 1 per bed within the building 25% Library 1 per 500 s . ft. 25% Middle School 2 per classroom 100% High School 5 spaces per classroom 60% Trade School 1 per 2 students, plus 1 per employee 25% FINANCIAL Automatic Teller Machines Not required for drive -thru, 2 required for walk-upN/A Banks and Financial Institutions 1 per 400 s . ft. N/A FOOD /BEVERAGE Coffee Shop 1 per 100 s . ft. of customer service area 25% Ice Cream/Yogurt Shop 1 per 100 s . ft. of customer service area 25% Restaurant with Drive -thru 1 per 100 s . ft. , including outdoor areas 10% Restaurant - Drive -In 1 per 100 s . ft. of dining area indoor /outdoor 10% Restaurant 1 per 100 s . ft. , including outdoor areas 5% Restaurant - Take -out only 1 per 100 s . ft. of customer service area 10/ Tavern/Bar/Nightclub 1 per 100 gross s . ft. 5% INDUSTRIAL Equipment Rental 1 per 300 gross s . ft. N/A Manufacturing 1 per 750 s . ft. N/A LODGING Bed and Breakfast I per guestroom, plus 2 for primary residence N/A Boarding or Rooming Houses 1 per bedroom + 2 spaces 10% Hotel / Motel I per 1.5 per guest rooms, plus 1 per 300 sq. ft. of meeting /restaurant area, plus 1 per employee of largest shift N/A MEDICAL /CARE Funeral Home 1 per 4 seats of assembly area N/A Halfway Houses / Sober Living 1 per 2 beds, plus 2 25% Hospital 1.25 per 2 beds, plus 1 for each employee of largest shift N/A Medical Office 1 per 200 gross s . ft. N/A Nursing Home / Care Home 1 per 3 beds, plus 1 per employee of largest shift N/A Social Assistance 1 per 250 s . ft. 10% OFFICE Professional Office 1 per 250 gross s . ft. N/A Radio /TV Studio 1 per 250 gross s . ft. N/A Research and Development 1 per 500 s . ft. N/A OTHER .75 spaces per bedroom Airport 1 per 100 s . ft. of waiting area N/A RECREATION /ENTERTAINM ENT 20% Amusement 1 per 600 s . ft. of site area 10% Arcade /Game Room 1 per 300 s . ft. 25% Athletic /Recreation Facility - Indoor 1 per 3 persons at max capacity, plus 1 per employee of largest shift 10% Athletic /Recreation Facility - Outdoor 1 per 5 seats 10% Auditorium /Arena 1 per 5 seats 5% Billiard Parlor 2 per billiard table 10% Bowling Alley 2 per lane, plus 1 per employee of largest shift 10% Campground 1 per campsite N/A Community Center 1 per 250sq. ft. 20% Dance Hall 1 per 100 gross s . ft. 5% Day Use Area Min. of 5 spaces 10% Golf Course 40 per 9 holes, plus 1 per 300 s . ft. of clubhouse 5% Golf Driving Range 1 per tee, plus 1 per 300 s . ft. of shop 5% Mini Golf Course 2 per hole 20% Museum / Gallery 1 per 400 s . ft. 10% Skating Rink 1 per 500 s . ft. 25% Swimming Pool 1 per 200 s . ft. of facility 25% Theater 1 per 3.5 seats 10% RESIDENTIAL Mobile / Manufactured Home 2 off- streets aces can include garage) N/A Residential Single-Family 2 off - streets aces can include garage) N/A Residential - Duplex / Triplex 2 off - streets aces per unit can include garage) N/A Residential Multi- Family -2- bedroom unit 2 per unit 10% -3- bedroom unit 2.5 spaces per unit 10% -4- bedroom unit and above .75 spaces per bedroom 10% - Studio or 1- bedroom unit 1 space per unit 20% RETAIL & PERSONAL SERVICES Convenience Stores 1 per 200 s . ft., plus I adjacent to each gas pump 10% Drug Store 1 per 300 s . ft. 10% Furniture Store 1 per 500 s . ft. N/A General Retail 1 per 300 gross s . ft. 5% Grocery Store 1 per 250 gross s . ft. 5% Gym / Workout Facility / Health Club 1 per 200 s . ft. 10% Hardware /Home Improvement Store 1 per 250 gross s . ft. N/A Liquor Store 1 per 300 s . ft. 5% Nurse / Greenhouse 1 space per 500 s . ft. N/A Outdoor / Uncovered Retail 1 per 500 s . ft. of sales area N/A Personal Services 1 per 200 s . ft. of gross area N/A Wholesale Retail 1 per 500 s . ft. of gross area N/A UTILITY Utility Office 1 per 200 sq. ft. of customer area, plus 1 per employee of largest shift N/A VEHICLE Car /Vehicle Wash 2 plus boys for each wash unit and 1 bay per vacuum N/A Vehicle Rental 1 per 300 s . ft. of office area, plus 1 per rental car N/A Vehicle Sales 1 per 400 s . ft. gross area N/A Vehicle Service/Repair 1 per 300 s . ft., repair boys shall not be counted N/A WAREHOUSE /PARCEL /FREIGHT Self-Storage / Mini-Storage 1 per 300 s . ft. of office area N/A Warehouse 1 per 1500 s . ft., plus 1 per employee of largest shift N/A WORSHIP Church /Place of Worship - Multi Use 1 per 4 seat in assembly area, plus 1 per 150 s . ft in other areas 5� Church /Place of Worship - Single Use 1 per 4 seats in assembly area 5% 9.3 DESIGN OF COMMERCIAL PARKING STALLS AND PARKING LOTS 9.3.1 GENERAL PROVISIONS A. Plans - Any applicant submitting a site plan for approval must submit plans showing the off - street parking areas required by this ordinance. These plans must show location, arrangement, and dimensions of the off - street parking, turning spaces, drives, aisles, and ingress and egress in a manner satisfactory for the safety and convenience of pedestrian, as well as vehicular, traffic. A title block will accompany the plan showing: scale, date, north arrow, name and address of property owner, and name and address of the company preparing site plan. B. All parking lot lighting shall comply with Chapter 19 of the Owasso Zoning Code. C. All parking lots shall comply with the requirements of Chapter 20 of the Owasso Zoning Code - Landscaping, Screening, and Buffering D. All parking lots shall be designed to meet all applicable ADA guidelines. E. All parking lots and parking stalls are encouraged to be designed to incorporate Low- Impact Design (LID) principles and 'green' building materials and techniques are encouraged to be used as well. F. All parking lots and parking stalls shall be fully installed and striped prior to issuance of any Certificate of Occupancy. G. All parking areas are encouraged to be built at the rear of lots or beside buildings, with buildings brought to the front of lots, especially when abutting an arterial, a frontage road, or a highway. H. For all approvals not requiring City Council or Planning Commission approval, the Community Development Administrator shall be the approving authority for parking design. The City of Owasso Fire Marshall shall have approving authority for any and all plans dealing with Fire safety. Any appeals of any Administrative Official shall be taken to the Owasso Board of Adjustment. rel F. All parking lots and parking stalls shall be fully installed and striped prior to issuance of any Certificate of Occupancy. G. All parking areas are encouraged to be built at the rear of lots or beside buildings, with buildings brought to the front of lots, especially when abutting an arterial, a frontage road, or a highway. H. For all approvals not requiring City Council or Planning Commission approval, the Community Development Administrator shall be the approving authority for parking design. The City of Owasso Fire Marshall shall have approving authority for any and all plans dealing with Fire safety. Any appeals of any Administrative Official shall be taken to the Owasso Board of Adjustment. 9.3.2 STANDARD PARKING STALL DESIGN A. All parking lots in the City of Owasso shall be designed according to the criteria contained within this chapter. All parking stalls and parking lot aisles shall meet the minimum standards contained in Table 9.2. B. Each standard parking space shall be at least nine (9) feet wide and twenty (20) feet long. A parking space may be reduced to eighteen (18) feet long if a minimum two (2) foot overhang is provided. The overhang area shall not encroach into any required sidewalk area and shall not interfere with any required landscaping. See Table 9.2 for all parking space design criteria. C. Wheel or bumper guards shall be located so that no part of any vehicle extends beyond the parking area, intrudes on pedestrian ways, or comes in contact with walls, fences or planting areas. CITY OF OWASSO PARKING SPACE DESIGN CRITERIA Angle Width Aisle Width One -Wav 900 9 ft. 24 ft. Aisle Width Two -Way 24 ft. 600 9 ft. 18 ft. 23 ft. 450 9 ft. 13 ft. 22 ft. 300 9 ft. 1 1 ft. 22 ft. 00 (parallel) 8.5 ft. 12 ft. 24 ft. Table 9.2 7 9.3.3 COMPACT PARKING SPACE DESIGN Compact parking is an option for new development, but is not required. For any parking lot, up to 10% of the parking stalls may be constructed as compact parking spaces. Compact parking spaces shall be a minimum of eight and a half (8.5) feet wide and a minimum of seventeen (17) feet long. All compact parking areas shall provide a landscape strip or raised area with stamped concrete at least 8.5 feet wide and 3 feet deep at the front of each space. The rear of the compact parking spaces shall align with all other parking spaces in the row. Signage shall be provided for each compact space. See Figure 9.1. i 20' 17' Figure 9.1 Compact Parking Design 9.3.4 MOTORCYCLE PARKING A. Motorcycle parking is encouraged to be provided for all businesses. Parking spaces designed to be used only as motorcycle spaces shall be designed according to these standards. Signage and appropriate striping shall be provided for ail motorcycle parking areas. Any business that provides a motorcycle parking space may reduce the number of required automobile parking space by one (1), up to a maximum of ten (10) spaces. B. Motorcycle parking spaces shall be provided in vehicular parking lots and no sidewalks shall be used for the parking or storage of motorcycles. Motorcycles shall not be parked in bicycle parking areas. C. A motorcycle parking space shall be designed at a minimum of four (4) feet in width and nine (9) feet in length. Motorcycle parking spaces should be clustered together and shall be designed so that the rear of the stalls are in line with standard parking stalls in the aisle. 9.3.5 OVERSIZED VEHICLE PARKING A. Any use which requires heavy traffic of oversized vehicles such as recreational vehicles or tractor trailers shall provide pull -thru parking areas for these vehicles. Aisles of sufficient size and means of ingress and egress shall be designed to accommodate these vehicles. Said parking areas shall be provided with signage and properly delineated. Each oversize parking space should be designed to be a minimum of ten (10) feet in width and a minimum of seventy (70) feet in length. 9.3.6 PARKING LOT DESIGN A. Access - Adequate access drives shall be provided for all parking spaces not abutting a public street or alley. Ingress and egress driveways shall be designed to meet City of Owasso Public Works Design Standards. B. All parking lots shall comply with the standards outlined in Table 9.1 and designed in accordance with Figures 9.2, 9.3, 9.4, 9.5 or 9.6. C. All drive aisles shall meet the standards set forth in Table 9.2 above. D. Parking lots may encroach into required setbacks, provided that no vehicle is placed within a sight triangle or other area that may cause a public safety concern. 9 12' t. 24' 8'6" I 1 " -, Parallel Parking Figure 9.2 MMMI Wwv 11' 20-6" 21' 13' 20' 301 Parking Figure 9.3 450 Parking Figure 9.4 - WA 20, is, 20.78' 600 Parking One Way Figure 9.5 I L 25' 61, 20.78' 18, 600 Parking Two-Way Figure 9.6 901 Parking 9.3.7 QUEUING REQUIREMENTS Figure 9.7 A. For all food and /or beverage service uses, a minimum of five (5) queuing spaces shall be required from the point of service. The point of service shall mean the location where a driver comes face to face with an employee of the business and remits payment and /or is provided with goods purchased. B. All other non -food or beverage related commercial services with a drive -thru shall maintain a queue of two (2) spaces per lane. C. Each queuing space shall be at least eight (8) feet in width and at least twenty (20) feet in length. A proper turning radius shall be provided at all corners and turns in a queuing line. C. Queuing lines or spaces shall not be used for thru- traffic and shall not be calculated into any required driveways or aisles for any parking lot. These lanes shall be designed to not impact traffic -flow in a parking lot. All queuing lanes shall be clearly striped or shall be surrounded by curbing. 12 9.4 AMERICANS WITH DISABILITIES ACT COMPLIANCE All new parking lots and parking stalls shall be designed in accordance with ADA requirements. ADA requirements shall be set by the State of Oklahoma in adopted building codes. The required number of accessible parking spaces shall be provided and the spaces provided shall meet the accessible standards. All required ADA parking stalls shall be striped and shall be provided with signage in accordance with State building codes. Said parking stalls shall be maintained to meet these standards at all times. The number of required parking spaces shall be consistent with adopted State building code standards. 9.5 RESIDENTIAL OFF - STREET PARKING SPACES - RS AND RE DISTRICTS A. GENERAL PROVISIONS 1. In a residential district, no unenclosed part of a front yard, side yard, or rear yard shall be used as a parking space for a motor vehicle, boat, trailer, or other vehicle except upon a hard - surfaced driveway or parking pad. 2. All driveways and parking areas shall be fully paved, have driveway ribbons, or use permeable material as defined in this chapter. Curbs cuts for all residential driveways shall meet the City of Owasso standards. Driveways shall be a minimum of ten (10) and a maximum of thirty -five (35) feet in width. All driveways or other improvements that require cutting or modifying a City sidewalk, curb, gutter, storm water conveyance system or street shall require a curb cut permit through the City of Owasso. All curb cuts or association modifications shall follow City of Owasso Design Standards. 4. One (1) additional parking pad may be constructed on lots that have the required two (2) off - street parking spaces. The parking pad shall be designed to cover the entire undercarriage of the vehicle placed upon it. The parking pad shall be accessible only from a driveway. Parking pads shall not be accessed by driving over existing curbs or through lawn areas. The additional parking pad may be constructed with any concrete, asphalt, permeable paving system or with clean washed gravel upon approval by the Community Development Administrator. In any application that uses gravel, the area shall be constructed on a stable base, shall have an underlayment or filter fabric beneath all gravel, and shall have edging that keeps all gravel in the parking area. These areas shall be properly maintained with sufficient gravel and shall be kept free of weeds and other vegetation. All gravel shall be kept off sidewalks and out of public rights -of -way. B. DRIVEWAYS Ribbon Driveways or Paving Strips. Driveways can be constructed with concrete or hard - surfaced paving strips placed for vehicle wheel travel. These ribbons can be constructed of concrete, asphalt, pavers or other materials approved by the 13 Community Development Administrator. The areas outside the ribbons can be filled with landscaping, grass, mulch, gravel or other approved materials. All areas containing grass or vegetation shall be maintained according to City Code. Areas containing mulch, gravel or other material shall contain proper edges or barriers to keep the material in the specified area and shall be maintained free of grass and weeds. See Figure 9.7 below. 2. Access to the driveway shall be limited to properly approved curb cuts or other approved access points. 3. All portions of the driveway, sidewalk and driveway apron located within the right - of -way shall be constructed of contiguous concrete or asphalt and shall meet all City standards. i Figure 9.8 Driveway Ribbons 14 9.6 DEFINITIONS ADMINISTRATOR: The term 'Administrator' shall be used to define the Community Development Director, the City Planner or their designee. COMPACT PARKING: A parking stall that is designed to accommodate smaller vehicles. The stall is designed to be six (6) inches narrower and three (3) feet shorter than standard parking stalls. EGRESS: A means or place of going out. An exit. INGRESS: A means or place of entering. The act of coming in. An entrance. PAVEMENT. Surface constructed of double bituminous concrete or asphaltic concrete. PERMEABLE PAVING: Systems such as pavers, 'grasscrete', permeable asphalt, and other approved applications. POINT OF SERVICE. The location where a driver comes face to face with an employee of the business and remits payment and /or is provided with goods purchased. In locations with two service windows, the first in line shall be considered the point of service. QUEUING: A place where a vehicle awaits service in a line designated only for that use. SIGHT TRIANGLE. A triangle at an intersection, formed by the two roads or rights -of -way and a third line, which must be kept clear of obstructions such as hedges so that people in one road can see cars approaching on the other. SECTION TWO (2): REPEALER All ordinances or parts of ordinances in conflict with this ordinance are hereby repealed to the extent of the conflict only. SECTION THREE (3): SEVERABILITY If any part or parts of this ordinance are deemed unconstitutional, invalid or ineffective, the remaining portion shall not be affected but shall remain in full force and effect. SECTION FOUR (4): DECLARING AN EFFECTIVE DATE The provisions of this ordinance shall become effective thirty (30) days from the date of final passage as provided by state law. SECTION FIVE (5): CODIFICATION The City of Owasso Zoning Code, Chapter 9, Off - Street Parking Requirements, as codified in the Owasso Code of Ordinances, Part 12, Planning, Zoning and Development, Chapter 2, Zoning Regulations, is hereby amended as set forth above. 15 PASSED AND APPROVED this _day of , 2012. ATTEST: Sherry Bishop, City Clerk (SEAL) APPROVED AS TO FORM: Julie Lombardi, City Attorney 16 Doug Bonebrake, Mayor Oe T City Wit out Limits. TO: Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson City Planner SUBJECT: Partial Utility Easement Closure Request DATE: March 16, 2012 BACKGROUND: The City of Owasso has received a request from Bryan and Lisa Wilson for the closing of a portion of a utility easement in the Nottingham Estates neighborhood located at13804 E. 93rd Cf. N, further described as Lot 34, Block 5, Nottingham Estates III. The property owners, Bryan and Lisa Wilson, approached the City of Owasso when a survey performed on their property revealed that a structure was partially located within a utility easement. A pool and spa were constructed on the property with the proper permits, but during construction a mistake was made and a small portion of the spa encroached into the 17.5 foot utility easement located at the rear of the property. Staff notified the applicants that the appropriate process was to proceed through the closing and vacation of the portion of the easement where the structure was located. The applicants are requesting to close an area of the easement approximately two (2) feet by ten (10) feet, thus clearing the title issues associated with having a structure within an easement. Required notice was sent to all franchise utility companies and to property owners adjacent to the subject property. The City of Owasso Public Works Department was also notified of the proposed closing of the portion of the easement. After inspection, Public Works staff workers indicated that they could still service the City utilities located within the easement and don't foresee any issues with the closing of this portion of the easement. No other utilities appear to be affected by the closing of this portion of the easement. The Technical Advisory Committee reviewed the request at their February 22, 2012 meeting. No comments or concerns were expressed at the meeting. If this item is approved by the City Council, staff will prepare a closing ordinance for Council consideration. RECOMMENDATION: Staff recommends City Council approval of the utility easement closure request located at 13804 E. 93rd Cf. N, Lot 34, Block 5, Nottingham Estates III. ATTACHMENTS: 1. Location Map 2. Legal Description Exhibits 3. Survey of Record 13804 East 93rd Court North T 77 71 O O 31 i F I � HI - e w. i` 1" = 376 ft Partial Easement Closure 02/08/2012 ,lit '£ his map represents a visual display of related geographic information- Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy, please contact Owasso staff for the most up-to -date information- UTILITY EASEMENT LEGAL DESCRIPTION reel BRYAN & LISA WILSON 13804 E. 93RD CT. N. OWASSO, OK 74055 THIS DESCRIPTION IS CREATED FOR THE PURPOSE OF VACATING THE PLATTED 17.5' UTILITY EASEMENT ON THE EAST SIDE OF LOT 34, BLOCK 5, NOTTINGHAM ESTATES III, AND CREATING A NEW, SMALLER UTILITY EASEMENT ALLOWING FOR 8.0' OF HORIZONTAL DISTANCE FROM THE UNDERGROUND SANITARY SEWER LINE AS DEFINED BY THE CENTERLINE OF THE FOUND SANITARY SEWER MANHOLES. THE FOLLOWING DESCRIPTION WAS CREATED BY ANDY FRITZ, OK PLS 1694 OF FRITZ LAND SURVEYING, LLC ON DECEMBER 11, 2011. THE BASIS OF BEARING IS PER THE RECORDED PLAT. A TRACT OF LAND THAT IS PART OF LOT THIRTY -FOUR (34), BLOCK FIVE (5), NOTTINGHAM ESTATES III, AN ADDITION TO THE CITY OF OWASSO, TULSA COUNTY, STATE OF OKLAHOMA, ACCORDING TO THE RECORDED PLAT NO. 5384 BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE NORTHERN MOST CORNER OF SAID LOT 34, BLOCK 5, NOTTINGHAM ESTATES III; THENCE SOUTH 62 °59'36" EAST ALONG THE NORTHEASTERLY LOT LINE A DISTANCE OF 15.69 FEET TO THE NORTHEASTERLY CORNER OF SAID LOT; THENCE SOUTH 00 °08'49" WEST ALONG THE EAST LOT LINE A DISTANCE OF 208.88 FEET TO THE SOUTHEAST CORNER OF SAID LOT; THENCE NORTH 68 °36'22" WEST ALONG THE SOUTH LOT LINE A DISTANCE OF 13.66 FEET; THENCE NORTH 00 °11'46" WEST A DISTANCE OF 191.35 FEET; THENCE NORTH 62°59'36" WEST A DISTANCE OF 16.87 FEET TO THE NORTHWESTERLY LOT LINE; THENCE NORTH 51 °14'00" EAST ALONG THE NORTHWESTERLY LOT LINE A DISTANCE OF 19.19 FEET TO THE POINT OF BEGINNING. o "_ ........... -.TAA An •''•.. ` Fritz ANDY FRITZ, PLS 1694 OK LIC.# 1694 City of Owasso Attn: Bronce Stevenson 111 N. Main Owasso, OK. 74055 Dear Mr. Stevenson, January 4, 2012 Please find included in this letter a utility easement legal description and plat of survey for our home residence located at 13804 E. 93`d Ct N. Owasso, OK. As we discussed in our meeting, we are requesting a closing of a portion of the easement that is currently running through our back yard. The attached legal description outlines the amount of variance that we are requesting. Once the closing is approved, we will be filing with the District Court to vacate the easement. If you need any additional information from me, please feel free to email or call. My email address is lisa.wilson @oaktreesoftware.com. My cell phone is 918 -697 -5774 and work number is 918 - 584 -7900. Si c rely,, Lisa Wilson PLAT OFSURVEY PROPERTY ADDUS.g: 13804 EAST 93RD COURT NORTH, OWASSO, OK 74055 HD4MB2VS'.S4M BRYAN & LISA WILSON SURVEXQM-fLFP.rtT: BRYAN & LISA WILSON LAND D WJRln O ..A_ PROVJD_W: LOT THIRTY -FOUR (34), BLOCK FIVE (5), NOTTINGHAM ESTATES III, AN ADDITION TO THE CITY OF OWASSO, TULSA COUNTY, STATE OF OKLAHOMA, ACCORDING TO THE RECORDED PLAT NO. 5384. FOUND 3/8' IRON FOUND 1/2' IRON PIN WITH ORANGE CAP PIN WITH YELLOW CAP S, - sURVEYDRIMTF F ?S DATE OF LAST SITE VISIT WAS NOV. 30, 2011. - BASIS OF BEARING IS PER THE RECORDED PLAT, NO, - UNDERGROUND UTILITIES ARE SHOWN AS LOCATED BY OKIE TICKET #1111 1010450863. THE SURVEYOR WAS NOT CONTRACTED TO PERFORM A RECORDS SEARCH NOR WAS THE SURVEYOR PROVIDED ANY ADDITIONAL DOCUMENTATION PERTAINING TO THE SUBJECT PROPERTY. EASEMENTS / 2 � AND OTHER RECORDED DOCUMENTS MAY EXIST THAT AFFECT THE SUBJECT PROPERTY. i I E - E - E = UNDERGROUND ELECTRIC_ T - T - T = UNDERGROUND TELEPHONE / FIBER OPTICS. I - - SS - SS - SS -®= UNDERGROUND SANITARY SEWER AND MANHOLES. X - X - X - 6' WOOD PRIVACY FENCING AS SHOWN. p �.a DECORATIVE WROUGHT IRON FENCING AS SHOWN" CL - CL - CL = CENTERLINE OF EXISTING CONCRETE FOOTINGS. • `ktt0 = ELECTRIC PEDESTAL. M - TELEPHONE PEDESTAL. DRAWING SCALE FOUND 3/8' IRON ' PIN WITH ORANGE CAP ::' O , E. 93RD CT. N. ` CUL -DE -SAC i tCAP � N � czi Iz FOUND 3/8' IRON PIN WITH ORANGE .� \ \ 18' BRICK RETAINING WALL _ - SURVEYDR S TATEHENT FRITZ LAND SURVEYING, LLC AND THE UNDERSIGNED PROFESSIONAL LAND SURVEYOR, UNDEKCERTIFICATE OF AUTHORIZATION CA 95848, DO HEREBY STATE THAT THIS PLAT OF SURVEY IS A TRUE AND ACCURATE REPRESENTATION OF THE SURVEY MADE ON THE GROUND BY ANDY FRITZ, PLS AND OF THE FACTS AS FOUND AT THE TIME OF THE SURVEY AND THAT THIS PLAT MEETS OR EXCEEDS THE MINIMUM TECHNICAL STANDARDS ADOPTED BY THE OKLAHOMA STATE BOARD OF LICENSURE FOR PROFESSIONAL ENGINEERS AND LAND SURVEYORS. PBEPAMD-a FRITZ LAND SURVEYING, LLC PO BOX 54372 TULSA, OK 74155 PH.' 918.231.0575 FRITZPLSr@YAHOO.COM FLS# 11130 WLSON JI'ITNESS MY HAND AND SEAL THIS IITHDAYOFDF.CF"MBER" 2011. z IR I° I� NEW UTILITY ESMNT. SEE \ x ATTACHED x\ �k\\ x 18' BRICK � � \ j RETAINING WALL `Y I I � a i I a a I I p f i 4 I i I I I •T 0 N W 0 g N N sg36 FOUND 3/8' IRON PIN WITH ORANGE CAP Andy Fritz �KLAKOV,� AND'-" RITZ, PLS OK LIC. 1694 Oe T 0 CO. Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson City Planner SUBJECT: Proposed Zoning Code Amendment- US -169 North Overlay- Public Hearing DATE: March 16, 2012 BACKGROUND: Overlay districts are flexible land use control tools that establish additional development standards over the base zoning districts. Typically, overlay districts are used to protect areas from undesirable uses, control architecture and design, require additional landscaping beyond the base standards, or encourage mixing residential and business activity to support pedestrian oriented development. The Community Development Department has been working on an overlay for the northern portion of the US -169 corridor for over a year. The purpose of this overlay is to develop a basic set of design standards that will ensure the orderly development of the area, while protecting the investments made by businesses in the area and making the area attractive to new industry. The proposed Overlay District for the US -169 North Corridor is situated between East 86th Street North and East 126th Street North in consideration of the belief that there should be protections and standards in place for an area that will likely see the next wave of rapid growth and development, that will be an important for Owasso's future. This overlay continues building on the Quality of Life Plan principles and encourages sustainable development that will become a long term asset to Owasso. Being along the major corridor in Owasso, this overlay is designed to protect an area that represents a significant opportunity for business and corporate investment, important to the long term economic health of Owasso. Great opportunities abound within this corridor and this overlay proposes to establish uses and regulations that promote an environment of business, learning, and growth. Overall, this proposed US -169 North Corridor Overlay District - North seeks to establish regulations that protect the investment of landowners as well as new businesses and corporations, from unattractive, non - compatible uses and ensure the area is visually pleasing, sustainable, and developed in a coordinated fashion. Further, the overlay will ensure consistency in development, which will ensure property values are maintained and continue to increase. PROPOSED AMENDMENT TO THE ZONING CODE: The proposed amendment to the City of Owasso Zoning Code will add new Section 870, US -169 North Overlay to Chapter 8, Planned Unit Developments and Overlay Districts. PUBLIC INPUT: On March 5, 2012, the Community Development Department held an open house for the general public to present information about the overlay and answer questions. Most of the concerns were related to a perception that the overlay was an attempt to annex properties within the overlay that are currently outside City limits. Staff answered these questions and explained that this overlay is intended to protect homes in the area, ensure that quality development occurs in the northern portions of Owasso, and ensure that Owasso remain an attractive place for retail and corporate development. In addition to the public meeting, staff created a Facebook page for the overlay and also posted the proposed ordinance on the City's website for review and comment. The City Council will hold a public hearing at their regular meeting on March 20. This will allow the public to express their concerns and /or support for the proposed overlay. Staff will be available to answer any questions from the City Council. Once the public hearing is concluded, no action will be required. An ordinance will be brought to a future City Council meeting for consideration. PLANNING COMMISSION: The Owasso Planning Commission reviewed this item at their regular meeting on March 12, 2012. At that meeting, the Planning Commission held a public hearing. Upon closing the public hearing, the Planning Commission voted 5 -0 to recommend that the City Council approve the US -169 North overlay. ATTACHMENTS: New Proposed Section 870, US -169 North Overlay CITY OF OWASSO ZONING ORDINANCE ArticleXX 860.4 US -169 CORRIDOR OVERLAY DISTRICT -NORTH Definition. An overlay district is the application of an additional layer of development standards, regulations or exceptions that modifies existing land use regulations. It acts as a supplement to the underlying zoning designation. 860.4.1. PURPOSE • Encourage sustainable development that will become a long term asset to Owasso • Protect an area that represents a significant opportunity for business and corporate investment, important to the long term economic health of Owasso • Establish uses and regulations that promote the development of this area as a corridor that promotes an environment of business, learning and growth • Protect the area around Tulsa Technology Center from uses that may have a detrimental impact on the facility and the City's ability to attract quality development • Establish regulations that protect the investment of existing and new businesses and corporations from unattractive, non - compatible uses • Ensure the area is visually pleasing, sustainable, and developed in a coordinated fashion • Ensure a high quality of development that will ultimately generate an economically enhanced and pedestrian friendly area for Owasso. • Follow the principals of the Quality of Life Initiative 860.4.2 US -169 CORRIDOR OVERLAY DESIGNATED The District covers an area roughly 1/a to 1/2 mile on either side of US -169 from 86th Street North to 126th Street North, and is depicted in figure 860.2 -1 and defined on the official zoning map. 860.4.3 PERMITTED USES The base zoning districts of properties fully or partially within the designated overlay district shall not be affected except as noted in this chapter. All applicable regulations for use, yard, area, lot dimensions, utility placement, and landscaping shall be those specified for each district, including planned I Adopted XXX CITY OF OWASSO ZONING ORDINANCE ArticleXX development stipulations. Where any of the above regulations conflict with those of the overlay district, the more restrictive shall apply. it. N. v z - 126th St. N. 116th St. N v w m N 106th St. N. .c' r- TulsaTechnolegy; r ' Tulsa COMMUlliity College �1 !j � l 5,i i rS L'ti 86th St. N. N . 3,400 1,700 0 3,400 Feet j . ,:' It i�-.; —! Figure 860.2 -1 US -169 Overlay 2 Adapted XXX ri � Q w .c' r- TulsaTechnolegy; r ' Tulsa COMMUlliity College �1 !j � l 5,i i rS L'ti 86th St. N. N . 3,400 1,700 0 3,400 Feet j . ,:' It i�-.; —! Figure 860.2 -1 US -169 Overlay 2 Adapted XXX CITY OF OWASSO ZONING ORDINANCE ArticleXX A. USE RESTRICTIONS 1. In AG districts, only existing agricultural uses shall be permitted and shall be subject to all applicable standards and regulations in Section 300 -330. No Specific Use Permits shall be issued for any land zoned AG and no new AG uses or businesses shall be allowed. 2. In each zoning district, all uses respective to that district shall be permitted by right or with the issuance of a Specific Use Permit, except for those listed below in Section 860.2.3 A.3. 3. Allowed Uses. Within the US -169 North Overlay, unless otherwise restricted, any use permitted, or with a specific use permit in the underlying zoning district shall be permitted. All uses shall be defined by the most recent version of the NAICS (North American Industry Classification System) book. Upon annexation all tracts of land shall be zoned commercial, office or in conformity to the existing adopted land use plan in effect at the time of the annexation. New residential development of any kind shall be developed as a Planned Unit Development (PUD) 4. The following By -Right and Specific Use Permit uses shall be prohibited in the US -169 North Overlay District. • Industrial Uses in the IH and IM District • Any new agricultural uses or businesses • Chick hatchery • Halfway house • Landfill • Bindery • Casino /Gaming Center • Juvenile Delinquency Center • Pre - Release Center • Animal and Poultry Raising • Power Plant • Sexually- oriented businesses • Bottled Gas Sales • Outdoor Kennels (not a part of veterinary or grooming business) • Taxidermist • Cemetery • Oil Well Drilling and Cleaning Establishment • Fuel oil sales woes not include gas station or convenience store) • Race tracks (auto, dog, horse) • Mini - storage warehouses • Truck stop • Shooting range (outdoor) 3 Adopted XXX CITY OF OWASSO ZONING ORDINANCE ArdcleXX • Drag strip • Outdoor storage of any kind as the principal use • Portable building sales • Cesspool Cleaning • Concrete Construction Service 5. The following uses shall be permitted with the issuance of a Specific Use Permit, subject to compliance with the provisions of this section. • Auctioneer • Auto wash • Agricultural implement sales • Appliance store and repair • Woodworking shop • Aircraft sales • Boat and Recreational Vehicle sales • Fence construction company • Golf Driving range • Truck rentals • Monument sales • Camper Sales • Disinfecting Services • Lumber yard • Cabinet Maker • Plastic material sales • Construction equipment sales • Go -kart track • Outdoor Recreation including amusement parks • Auto Sales (5 Acre Maximum Parcel Size) • Auto Rental • Motor vehicle repair • Retail greenhouse • Janitorial service Vending sales and service • Exterminating services • Bus station • Any retail use with primarily outdoor sales • Park and ride lots • Motorcycle Sales 860.4.4 NON - CONFORMING USES Existing, but non - conforming properties, which existed as of the date these regulations became effective, shall be allowed to continue in the same manner after the adoption of these regulations. However, such non- conforming properties must be brought into compliance with these regulations when: 1. A property is annexed into the City; 4 Adopted XXX CITY OF OWASSO ZONING ORDINANCE ArticleXX 2. A property owner requests any zoning change; 3. The principle use on the property is discontinued for a period of six calendar months; 4. The property is destroyed or significantly altered (60% or greater); 5. Existing access connections are altered or new access connections are requested; 6. Enlargements or improvements are made to the property that increase the gross square footage by 25 %; or 7. When any change as identified above occurs, the property owner must demonstrate that the change to the property shall not significantly impair the safe and efficient flow of traffic within the study area. The Administrator may require the property owner to provide a site specific traffic study to determine the potential impacts of the proposed changes as part of the site development plan. 860.4.5 EXISTING USES A_ . SINGLE FAMILY RESIDENTIAL - The US -169 North Overlay shall not affect existing single family residential uses, neighborhoods, or platted residential developments. Said uses may continue to exist in perpetuity until such time as they may be redeveloped or rezoned for another use. B. PROPERTIES OUTSIDE OWASSO CITY LIMITS - This overlay covers areas that are currently outside of Owasso City Limits. Until these properties are annexed into Owasso City Limits, they shall not be required to comply with the regulations of this chapter. Once annexed, these properties shall be subject to the regulations set forth in this chapter. 860.4.6 LANDSCAPE REQURRMENTS Development and or redevelopment shall comply with Chapter 20 of the Owasso Zoning Code with the following additional requirement: 1. All signage shall have shrubs and /or perennial flowers at the base. Said shrub /flower bed shall and be enclosed with an edging material such as brick, stone, steel edging, concrete or similar material. 860.4.7 GENERAL REQUIREMENTS 1. All development shall follow City of Owasso procedures and requirements described in Section 2, General Provision, except as noted in this Section. 2. Architectural details and /or drawings shall be submitted to the Community Development Department at the time of site plan submittal. Architectural plans shall depict architectural details outlined in this Section and shall consist of: 5 Adopted XXX CITY OF OWASSO ZONING ORDINANCE ArticleXX a. Preliminary renderings or drawings of building elevations plus typical cross sections to clearly define the character of the project and to ensure these provisions are met; and b. Exterior building materials inventory to indicate compliance with this Section. The Administrator shall review the proposed building materials for compliance. 860.4.8 DESIGN CONSIDERATIONS Developments shall be evaluated using the following criteria A. COMPATABILITY Adjacent buildings shall relate in similarity of architectural style, roof style, and configuration. B. PROPORTIONS Windows, doors, columns, piers, projections, ribs, awnings, cornices, parapets, eaves, and other building components shall be proportional to the overall scale of the building. Windows should be greater in height than width, unless otherwise required by a specific design feature or architectural style. 860.4.9 BUILDING AND SITE DESIGN STANDARDS A. BUILDING ENTRANCE Primary building entrances shall be clearly defined, and shall be recessed or framed by a sheltering element such as an awning, arcade, overhang, or portico (in order to provide weather protection for pedestrians). Public entrances flush with the building wall with no cover are not allowed. (See Figure 860.2 -3) Figure 860.2 -3 6 Adopted XXX CITY OF OWASSO ZONING ORDINANCE ArticleXX B. BOULEVARD ENTRANCE For developments containing total floor area in excess of 50,000 square feet, the principal access into the site shall be a boulevard incorporating a 10 -foot wide landscaped center median. C. OFF STREET PARKING Off street parking areas are encouraged to be located to the side or rear of buildings or in the interior of a block whenever possible. See Figure 860.2 -4. Off- street parking located between the front of the building and the street right -of -way shall be limited to two rows plus the drive aisle. See figure 860.2- 5. Loading areas shall be located behind the main building and screened in accordance with Chapter 20. All parking lots, drives, aisles and other elements shall comply with Chapter 9 of the Owasso Zoning Code. Al �r .i. .a. � ■�� Vii'.:. od + I .i pn, 1� a� rim 46F Figure 860.2 -4 Preferred Off- Street Parking Configurations 7 Adopted X)Y CITY OF OWASSO ZONING ORDINANCE ArticleXX Figure 860.2 -5 Acceptable Front Yard Parking Configuration D. BUILDING SETBACK It is the intent of this chapter to enhance and preserve the character of the overlay by placing parking areas to the rear of lots or along the sides of buildings and bring visually pleasing building architecture to the front, therefore building setbacks along highway frontage roads may be reduced to 20 feet. E. TRANSIT STOPS All transit stops shall be covered to offer shade and shelter from the elements. F. OUTDOOR SPACE Each site with a building larger than 10,000 square feet shall be designed to include public pedestrian walkways internally and throughout the development, linking all areas and buildings facilities open to the public, and shall include one (1) or more plazas or courtyards with benches, or patios /seating areas. For single developments containing total floor area in excess of 80,000 square feet, at least one (1) outdoor space or site amenity shall be required on the site or on adjacent land, in addition to the required plaza or courtyard area. 8 Adopted XXX CITY OF OWASSO ZONING ORDINANCE ArticleXX All features shall be accessible, useable spaces. Outdoor Space or Site Amenities may include, but are not limited to: 1. Window shopping walkway 2. Water feature 3. Clock tower 4. Seating walls 5. Benches 6. Courtyards or plazas 7. Fountains 8. Sculpture or public art The Administrator may approve any other such deliberately shaped area or focal feature or amenity that, in the judgment of the Administrator, adequately enhances such community and public spaces. G. SIDEWALKS All buildings, parking areas, public spaces, amenity features, and adjoining developments of similar use, shall be linked with sidewalks. Sidewalks shall be provided along public streets that provide access to the development. Sidewalks shall be constructed in accordance with the standards for sidewalks as set forth in City of Owasso Engineering Standards. H. EXTERIOR MATERIALS Exterior building materials shall include brick, split -faced concrete block, stone, stucco, synthetic stucco, or cement -board or wood siding. Metal may be used as accent material, and cumulatively may not exceed 20 percent of the area of any individual exterior wall. All windows and doors to customer service areas along building frontages at the ground floor level on any retail building shall be transparent. 1. MULTIPLE BUILDINGS IN COMMERCIAL CENTERS In order to achieve unity between all buildings in a commercial development consisting of more than one building, all buildings in such a development, including pad site buildings, shall employ a consistent architectural style or theme, be constructed of similar exterior materials, and feature similar colors. Design criteria for large and multi -phase developments shall be provided for review. I. ROOF PITCH Flat roofs and roofs with a pitch of less than 3:12 require a parapet wall. Eaves a minimum of one (1) foot from the building face shall profile a pitched roof. Roofing for pitched roofs greater than 6:12 shall be wood, tile, slate, architectural asphalt shingles, or low - reflectivity metal (flat or matte finish). Applied mansard roofs shall not be permitted. 9 Adopted XVY CITY OF OWASSO ZONING ORDINANCE ArtideXX J. PARAPET WALLS Parapet walls shall be a minimum of 2 feet and a maximum of 6 feet in height. K. ELECTRICAL AND SERVICES EQUIPMENT HVAC and similar types of incidental machinery or equipment shall be screened from view in accordance with Chapter 20. Utility meters, aboveground tanks, satellite dishes and antennas shall also be screened from view. Wall- mounted mechanical equipment that extends six inches (6 ") or less from the outer building wall shall be designed to blend in with the color and architectural design of the subject building. Unless a waiver is authorized by the City Council, all electrical and telephone lines and wires including, but not limited to, street lighting, shall be placed underground. Feeder and other major transmission lines may remain overhead. All utility installation shall conform to the City's adopted Technical Standards and Specifications. L. WALL ARTICULATION Facades shall have a recognizable "base" consisting of (but not limited to): walls, ledges, sills, integrally textured materials (such as stone or other masonry), integrally colored and patterned materials, or planters. Facades shall also have a recognizable "top" consisting of (but not limited to): cornice treatments with integrally textured materials (other than colored "stripes" or "bands "), sloping roofs (with overhangs and brackets), or stepped parapets. All sides of a building and any accessory structure shall utilize materials and design characteristics consistent with those of the front facade. In order to prevent large flat expanses of featureless exterior walls, structures having single walls exceeding fifty feet (50') in length shall incorporate two or more of the following features at least every fifty feet (50') in length (See Figure 860.2 -6): 1. Changes in color, graphical patterning, changes in texture, or changes in material 2. Projections, recesses, and reveals, expressing structural bays or other aspects of the architecture with a minimum change of plane of twelve inches (12 ") 3. Windows and fenestration 4. Gable projections 5. Horizontal /vertical breaks 6. Other similar techniques The Administrator may approve variations or alternate treatments, so long as the intent of the ordinance is met. 10 Adopted XAX CITY OF OWASSO ZONING ORDINANCE ArticleAN Figure 860.2.6 M. SIGNAGE Signs shall be permitted in accordance with Chapter 18 of the Owasso Zoning Code, with the following exceptions: 1. Pole signs of any type over twenty five (25) feet in height are prohibited. Pole signs shall only be allowed on parcels adjacent to US -169. 2. All signs not attached to buildings shall be of monument form and constructed of materials that compliment the main building(s). 3. All signs not attached to buildings shall be set in a landscaped bed. 4. Maximum height shall be twenty five (25) feet for property with frontage on US -169 and SH -20. 11 Adopted XAX CITY OF OWASSO ZONING ORDINANCE ArticleXX 5. Maximum height shall be twenty (20) feet for property with frontage on all arterial roads. 6. Maximum height for signage shall be ten (10) feet for all other public roads. 7. Full video message boards and signs are prohibited within the Overlay District. N. BUILDING ORIENTATION All primary buildings on lots or tracts with frontage on the highway shall be oriented towards the highway. If any such building is on a lot or tract with a second frontage, it shall have equally detailed and prominent facades, constructed of equally high quality materials, facing both the highway and the secondary street. All buildings should be oriented towards the front of the lot, with parking lots towards the rear or alongside buildings. 0. COMMERICIAL DRIVE THROUGH LANES Drive - through facilities associated with commercial uses shall be architecturally integrated with the building. Q. OUTDOOR DISPLAY AND SALES All outdoor display or sales areas shall be shown on the site plan and shall encompass less than 20% of the area of the building footprint. Said display area shall be landscaped to provide definition of the area. R. SCREEENING OF REFUSE COLLECTION AND LOADING AREAS Refuse collection areas shall be screened in accordance with Chapter 20. In order to reduce the visual and acoustic impacts of these functions on adjacent properties and public streets, non - enclosed service, storage, and off - street loading areas shall be screened with opaque sight - obscuring walls and /or fences of between six feet (6') and eight feet (8') in height made of durable materials. Screening materials shall be the same as, or of equal quality to, the materials used for the primary building and landscaping. 12 Adopted X X 9 Oe T City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Karl Fritschen Community Development Director SUBJECT: Public Hearing for the Utilization of 2012 CDBG Funding DATE: March 16, 2012 BACKGROUND: As a member of the Tulsa Urban County Community Development Block Grant (CDBG) program, the City of Owasso is eligible to apply for CDBG funds for 2012. INCOG has provided staff with the application for the 2012 CDBG funding cycle, which indicates the City will receive $113,845. The primary National Objective of the Community Development Block Grant (CDBG) Program is the "development of viable urban communities by providing decent housing and a suitable living environment, particularly for persons of low and moderate incomes." All project proposals submitted for funding through the CDBG Program must document the achievement of at least one of the following national objectives: ➢ Provide benefit to low and moderate income persons ➢ Aid in the prevention or elimination of slums or blight ➢ Meet other community development needs having particular urgency, posing a serious or immediate threat to the health or welfare of a community To qualify for CDBG funding under the National Objective of benefit to low and moderate income persons, the proposed project activities must show a positive or general improvement of living conditions in a definable geographic target area where at least 51% of the occupied households are of low and moderate income families. Low and moderate income families have an income equal to or less than the current Section 8 low income limits established by the United States Department of Housing and Urban Development (HUD). Each activity proposed for funding with Community Development Block Grant(CDBG) dollars claiming the National Objective of benefit to low and moderate income persons, must provide data indicating the percentage of low and moderate income beneficiaries. In the past, Owasso has utilized CDBG monies for making sidewalk improvements, sewer improvements, and the Rayola Park project. Last year's allocation was used for a major upgrade to the Owasso skate park located near South Main and East 5t" Avenue. PUBLIC MEETING: In accordance with the Department of Housing and Urban Development (HUD) guidelines, a public meeting was held at the Owasso Community Center on February 23, 2012 to educate citizens about the CDBG program and solicit input for potential projects. One citizen and four representatives of a non - profit group, Hope Hospice, were in attendance. The Neighborhood Coordinator, Jerry Fowler, along with various other City staff members, and a representative from INCOG were also in attendance. At the meeting, the following projects were presented: ➢ Representatives from Hope Hospice expressed interest in utilizing the CDBG money for a permanent manned facility to care for the terminally ill ➢ One citizen mentioned using the money for purchasing new, updated playground equipment for Rayola Park to replace the old, outdated equipment ➢ Neighborhood Coordinator, Mr. Fowler, mentioned that he had been approached by a few citizens asking about street repair and sidewalk repair CIP MEETING: On February 27, 2012 staff presented to the presentation as the one given to the public on also provided a list of projects that the citizen s funding. CITY COUNCIL WORK SESSION: CIP Committee the same CDBG funding process February 23. At that meeting, the committee was mentioned they would like to see considered for At the March 13, 2012 City Council Work Session, Staff presented a summary of the public meeting results and CIP Committee meeting comments. Of the various projects discussed, the following was suggested for utilization of the 2012 CDBG funds: ➢ Repair, installation, and rehabilitation of sidewalks, curb, and gutter The specific locations of the suggested project improvements will be defined in the coming months and coordinated with input from the Public Works Department. Other projects that were considered include the following: new playground equipment in Rayola Park, street rehabilitation, and Hope Hospice facility. The second part of the process to receive funding through the CDBG program is the approval of a resolution, whereby the City of Owasso requests CDBG funds for fiscal year 2012 and authorizes the Mayor to sign the application for the approved project. Once a Public Hearing has been held and citizen comments have been received and reviewed, staff intends to bring the necessary resolution before the City Council for consideration and appropriate action at the April 3, 2012 Regular Meeting. RECOMMENDATION: The next step of the CDBG process is for the City of Owasso to conduct a public hearing for a proposed project as to how the grant funds should be utilized. At this time, based on the aforementioned meetings and application criteria, staff recommends the 2012 CDBG funds be utilized for the following project: ➢ Repair, installation, and rehabilitation of sidewalks, curbing and gutter within the CDBG qualifying areas ATTACHMENTS: A. Notice of Public Hearing B. 2012 CDBG Grant Application C. Map of Qualifying Areas aaa4f1il00ge Notice filed in the office of the City Clerk and posted at City Hall 9L %S ,MKpo't % Monday, March 12, 2012. ® ®® G� ° °•• °' ° °'° 0° ®i® Juliann Stevens, De uty Cry rk r y �+ .•�� 0 �e'4 NOTICE OF TULSA COUNTY °a® OMA o >� COMMUNITY DEVELOPMENT BLOCK GRANT 111,11s°°°aaO, OWASSO FY 2012 NEEDS PUBLIC HEARING A Public Hearing will be held at 6:30 PM on March 20, 2012 in the City Council Meeting Room at 109 North Birch, Owasso, to receive recommendations on community development needs for the City of Owasso as a member of the Tulsa County CDBG Urban County. The amount of funds allocated to the City of Owasso is $113,845.00 Recommendations received will be considered by the Owasso City Council, the CDBG Urban County Policy Committee and the INCOG staff in developing Owasso's annual Metro City application. Comments or proposals, where feasible, will be incorporated into the FY 2012 application to be submitted to INCOG. Anyone requiring special accommodations pursuant to the Americans with Disabilities Act should notify Brian Dempster at 918/3761544. FY2012 METRO CITY APPLICATION GUIDANCE Due date for this Application is April 4, 2012 The CDBG program is authorized under Title I of the Housing and Community Development Act of 1974, as amended. The purpose of this Application Guidance is to provide assistance in preparing a Community Development Block Grant- Metro City application for the FY2012 Tulsa County CDBG Urban County Program. Eligible Entities Cities included in the Tulsa County CDBG Urban County Metro City designation, the funding allocation to the city, and the percentage of low and moderate income population for each is listed below: Percentage Applications should be submitted to: INCOG Claudia Brierre 2 West 2nd Street, Suite 800 Tulsa, OK 74103 cbrierre .incog.org Section One National Objective The primary National Objective of the Community Development Block Grant (CDBG) Program is the "development of viable urban communities by providing decent housing and a suitable living environment, particularly for persons of low and moderate incomes." All project proposals submitted for funding through the CDBG Program must document the achievement of at least one of the following National objectives: Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 1 of 6 Allocation Low /Mod Amount Population Broken Arrow $414,583 24.0 Bixby $54,853 26.9 Jenks $42,748 25.9 Owasso $113,845 30.2 Sand Springs $68,248 38.4 Sapulpa $134,888 49.0 Applications should be submitted to: INCOG Claudia Brierre 2 West 2nd Street, Suite 800 Tulsa, OK 74103 cbrierre .incog.org Section One National Objective The primary National Objective of the Community Development Block Grant (CDBG) Program is the "development of viable urban communities by providing decent housing and a suitable living environment, particularly for persons of low and moderate incomes." All project proposals submitted for funding through the CDBG Program must document the achievement of at least one of the following National objectives: Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 1 of 6 • Provide benefit to low and moderate income persons. • Aid in the prevention or elimination of slums or blight. • Meet other community development needs having particular urgency, posing a serious or immediate threat to the health or welfare of a community. Most CDBG applicants qualify their project activities under the National Objective of benefit to low and moderate income persons. Applicants are cautioned that qualifying a project under slum or blight or urgent need is a difficult process that has very limited application and can only be used under special conditions and circumstances. Therefore, you are urged to qualify your proposal under benefit to low and moderate income persons. Applicants who qualify a proposal using slum and blight or urgent need must receive guidance and approval from INCOG. To qualify for CDBG funding under the National Objective of benefit to low and moderate income persons, the proposed project activities must show a positive or general improvement of living condition in a definable geographic target area where at least 51 % of the occupied households /homes are of low and moderate income families. Low and moderate income families have an income equal to or less than the current Section 8 low income limits established by the United States Department of Housing and Urban Development (HUD). Each activity proposed for funding with Community Development Block Grant(CDBG) dollars claiming the National Objective of benefit to low and moderate income persons, must provide data indicating the percentage of low and moderate income beneficiaries. Application Criteria 1. No matching funds are required. 2. No administration expenses will be funded with CDBG funds 3. Engineering is a permissible use of CDBG funds. 4. Income surveys of the project target area must be conducted. The use of Census Tract or Block Group data to document the percentage of low and moderate income beneficiaries for any CDBG funded activity should receive prior INCOG review and approval. 5. Applicants must hold an application phase Public Hearing informing citizens of the proposed project and submit documentation of the Public Hearing with this application. Notice must be given at least 7 days prior to the public hearing by publication in jurisdiction newspapers; or by posting at city halls. Acceptable documentation consists of the affidavit of publication or a copy of the newspaper article announcing the public hearing, or copy of certified posted notice. Tulsa County has prepared a Citizen Participation Plan on behalf of the Urban County communities; therefore, the individual community does not need to prepare a full Citizen Participation plan. Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 2 of 6 6. Specific projects identified in the application must have cost estimates derived from professional sources. Water and wastewater projects that require Oklahoma Department of Environmental Quality construction permitting must have certified cost estimates from a professional engineer licensed to work in Oklahoma. For other types of projects, professional cost estimates may be derived from architects, engineers, vendors, construction companies, or appropriate personnel qualified to make such estimates. Use of Funds The CDBG Program funds a broad array of projects and activities including but not limited to the following: • Water and wastewater system improvements • Solid waste • Fire protection • Streets • Neighborhood Parks • Housing activities including construction, emergency repair, rehabilitation • Acquisition of real property for eligible public purposes • Clearance, demolition and removal of buildings and improvements • Senior citizen centers • Gas and electrical system improvements • Removal of architectural barriers associated with handicapped areas • Storm water drainage improvements • Economic Development • Social services- (City of Broken Arrow only) Guidance regarding eligibility requirements can be found in 24CFR 570.201 of the Federal Housing and Community Development Act of 1974, as amended. Proposal Guidance Applicants are encouraged to contact the staff persons listed below with questions regarding program requirements, project conceptualization, or any portion of the Application Packet and /or Guidelines. Claudia Brierre 579 -9431 Barbara Albritton 579 -9420 Steve Boettcher 579 -9453 Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 3 of 6 Required Application Documents 1. Application Summary This form contains information about the specific project and includes a certification from the local government attesting to the accuracy and completeness of the application. The certification form must be completed and signed by the chief elected official of the local government. 2. Line Item Budget (Application Form Attachment A) The description of project activities along with a budget (form provided as Attachment A) should be as specific as possible as they will form the basis of your contract. This Budget should match Professional Cost Estimates submitted with the application. 3. Direct Project Beneficiary Income Survey (Survey Summary Form Attachment B) Income surveys for each proposed CDBG funded activity are a requirement unless using census tract or block group data. Determination of project beneficiaries: City -wide- An activity which will serve the entire city (such as wastewater treatment), provided that the city has a low and moderate income percentage at or above 51 %. If the LMI percentage is below 51 %, an income survey with a 75% response rate must be provided. Area benefit- An activity which benefits all the residents in a particular area where at least 51 percent of the residents are low and moderate income persons. Examples would include resurfacing of a collector street or construction of a fire department substation. Direct benefit- An activity which requires information on household size and income so that it is evident that at least 51 percent of the clientele are persons whose household income does not exceed the low and moderate income limit; or an activity which has income eligibility requirements which limit the activity exclusively to low and moderate income persons. Presumed benefit- Benefit a clientele that is generally presumed to be principally low and moderate income persons. Activities that exclusively serve a group of persons in any one or a combination of the following categories may be presumed to benefit 51 percent low- and moderate - income persons: abused children, battered spouses, elderly persons, adults meeting the Bureau of the Census' Current Population Reports definition of "severely disabled," homeless persons, illiterate adults, persons living with AIDS, and migrant farm workers. Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 4 of 6 Guidelines to identify specific beneficiaries for various activities: • Water or Wastewater Line Replacement or Rehabilitation. Those households directly tapped to or receiving improved service from the lines. Generally, beneficiaries are considered those persons residing in houses who receive their water through new, replaced or upgraded lines, or houses that discharge sewage into or through an improved collection line or main en route to the treatment plant. • New Wastewater or Water Extensions to Previously Un- served Areas. The households /homes that will actually be connected to the wastewater or water line extensions. Service to newly- constructed subdivisions will not be funded due to environmental review requirements. • Flood and Drainage Improvements. Households /homes within the recognized drainage basin. • Fire Protection. Households /homes (buildings, vehicles and equipment) residing within the response area of the fire station; or using actual residential calls made by a fire station over the prior 12 month period, conduct a survey of those residences obtaining no less than 75% response rate. • Senior Citizen Centers and Community Centers. Households /homes within the designated service area of the proposed center. If there is only one center in the community, the service area can be considered to be the entire community. If there is more than one center, then the Applicant must delineate the service area of each center. Senior Citizen Centers are presumed to benefit low and moderate income persons. • Demolition /Clearance /Removal of Junk and Debris and/or Abandoned Inoperative Vehicles. Households /homes within the geographic area designated to receive the focus of the demolition, clearance and /or removal activities. Typically, the properties located within the geographic area designated to receive the demolition /removal activities are considered to be beneficiaries. • Provision of Accessibility for the Handicapped to Public Buildings. The households /homes within the geographic area that receive services from the assisted public building(s). Providing handicapped access to a city hall would provide benefit to the households /homes in the entire city. Proposed handicapped access activities in connection with limited clientele facilities are presumed to benefit low and moderate income persons. • Street Improvements /Sidewalk Improvements. The households /homes that have at least one property line abutting the improvement. 4. Identification of Other Project Funding Sources (Application Form Attachment C) Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 5 of 6 Match and leverage are not required for the grant, but should be identified if applicable to the project. 5. Certified Engineering Reports and Professional Cost Estimates (Application Form Attachment D) Water and wastewater projects that require Oklahoma Department of Environmental Quality construction permitting must have certified cost estimates from a professional engineer licensed to work in Oklahoma. For projects not requiring DEQ permits, professional cost estimates must be derived from architects, engineers, vendors, construction companies, or appropriate personnel to make such estimates, and submitted with the application. 6. Applicant Resolution (Application Form Attachment E) Applications must include a Resolution passed by the governing body requesting CDBG assistance from the Tulsa County Urban County program. A sample Resolution is provided as Attachment E of the application. Guidance Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 6 of 6 1 2 3 TULSA COUNTY URBAN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) Name of Unit of Local Government City of Owasso Mailing Address 111 North Main Owasso, OK Zip Code +4 74055 -0180 Phone Number (918) 376 -1500 Fax # (918) 376 -1599 FEW 73- 6069613 DUNS 736069613 Chief Elected Official Mayor Doug Bonebrake Clerk Sherry Bishop Name of Staff Contact Brian Dempster Phone Number (918) 376 -1544 E -mail bdempster @cityofowasso.com Project Title and Detailed Description of Project (Attach additional detail as needed) 4. Number of population served • Census Tract /Block Group • Household Income Survey 5 Project Budget Summary: CDBG Funds Other Sources Total Application Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 1 of 2 1,181 58.01/2,3 $ 113, 845.00 $ 113,845.00 TULSA COUNTY URBAN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATION CERTIFICATION The Applicant hereby certifies that all of the information contained in this application for community development assistance through the Tulsa County CDBG Urban County Program is true and accurate to the best of my knowledge and that all documentation supporting the information in this application is on file in the official offices of this unit of local government, available for review by Tulsa County /HUD during normal business hours. The Applicant also affirms that none of the activities set forth in this application have been initiated, nor shall they be initiated unless a grant has been awarded, a contract fully executed, and notice has been issued by Tulsa County that release of funds requirements have been met. (Type) Name and Title of Chief Elected Official x [S E A L] Signature of Chief Elected Official State of Oklahoma County of Attest: Subscribed and sworn to before me , 20 Clerk Application Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Page 2 of 2 Date COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 2012 TULSA COUNTY URBAN COUNTY BUDGET Name of Applicant: City Of Owasso ATTACHMENT A Itemized Description of Funding Source Funding Source Funding Source Total Project Construction Activity CDBG Grant City Other Expenditures Sidewalks & Curb Repair $113,845.00 $113,845.00 Total Construction Activity $ - Professional & Non Construction X Engineering /Architect Funds $ x Inspection Funds Other: Survey Other: Other: Total Professional & Non Const. $ - $ - $ - $ - Administrative Costs Public Administrative Funds $ - - - - - -- $ Direct Administrative Funds $ - - - - - -- Total Administrative Costs $ - $ - $ - Total Project Costs $0.00 $0.00 $0.00 $0.00 2012 Tulsa County CDBG Urban County If additional is space needed, attach additional sheet(s) Budget COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) TULSA COUNTY URBAN COUNTY DIRECT PROJECT BENEFICIARY INCOME SURVEY SUMMARY FORM Activity Name: ATTACHMENT B COMPLFTF THIS SFCTION RY PI ACING THE TOTAI NI IMRFR nF HC)I ISFHni nS nRTAINFn FRAM THE Hni ISFHnI n CI IRVFV IN FACW APPC?nPPIATF rn1 I Innn1 Insert County Income Levels $33,850 $38,650 $43,500 $48,300 $52,200 $56,050 $59,900 $63,800 Number of People in Each Household 1 2 3 4 5 6 7 8 Below or Above the County Income Levels Below Above Below Above Below Above Below Above Below Above Below Above Below Above Below Above Total Number Of Households 23 13 73 38 48 11 16 8 4 5 3 0 0 0 0 0 Total Number of Occupied Households /Homes in Activity Target Area = 492 Total Number of Persons in Activity Target Area = 1,181 Total Number of Occupied Households /Homes Surveyed in Activity Target Area = 251 Total Number of Persons Accounted for by the Survey in the Activity Target Area = 601 Total Number of Households Below the Low and Moderate Income Level in the Activity Target Area = 176 Percentage of Total Households Below the Low and Moderate Income Level in the Activity Target Area = 77.11 % I hereby certify that the above information was obtained from the occupants of the addresses listed and the information is accurate: City -wide Low and Moderate Income Level (For use only when projects are of City -wide benefit.) x Signature of Chief Executive Official [Seal] Subscribed and sworn to before me Commission N Community Development Block Grant (CDBG) 2012 Tulsa County Urban County Beneficiary Income Survey Summary — Attachment B Date 20 . My commission expires Clerk /Notary Signature HUD Census Data for Low and Moderate Income Level for Block Groups, Enumeration Districts or Census Tracts as Provided by HUD (For use only when a project's target area boundaries are identical to BG, ED or Tracts) % 20 Attachment C COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) TULSA COUNTY URBAN COUNTY INDENTIFICATION OF OTHER PROJECT FUNDING SOURCES Federal /State participation, if any (loans, grants, etc.) provide commitment letters. Agency Purpose Amount Present Status Comment Other sources and amount of project financing including applicant's local contribution, if any. Agency Purpose Amount Present Status Comment x Chief Elected Signature Other Funding Sources —Attachment C Community Development Block Grant 2012 Tulsa County Urban County Page ] of 1 Date ATTACHMENT D COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 2012 TULSA COUNTY URBAN COUNTY Attach Certified Professional Cost Estimates /Engineering Report (where applicable) ATTACHMENT E COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 2012 TULSA COUNTY URBAN COUNTY RESOLUTION WHEREAS, the Housing and Community Development Act of 1974, as amended (24 U.S.C. 93- 383 et seq.), (the "Act "), provides that Community Development Block Grant, ( "CDBG "), funds may be used for the support of activities that provide decent housing and suitable living environments and expanded economic opportunities principally for persons of low- and moderate - income; and, WHEREAS, CDBG Regulations 24 CFR 570.307(a) allow counties having a total combined population of 200,000 or more from the unincorporated areas and participating incorporated areas to qualify as an urban county; and, WHEREAS, Title I of the Housing and Community Development Act of 1974, Public Law 93 -383, as amended, authorized the Secretary of Housing and Urban Development, as a representative of the United States of America, to grant to Tulsa County funds and administrative responsibility for the Tulsa County CDBG Urban County program; and WHEREAS, a Cooperation Agreement between Tulsa County and the City has been executed for the purpose of participation in the Tulsa County Urban County Community Development Block Grant Program for Federal Fiscal Years 2011 -2013; and, NOW THEREFORE, BE IT RESOLVED by the that the City of desires to obtain assistance in addressing community development needs and hereby requests the Tulsa County CDBG Urban County program to provide assistance. NOW THEREFORE, BE IT FURTHER RESOLVED by the City Commission that the City of affirms its commitment to take all action within its power to facilitate the receipt of the assistance of community development funds, and upon receipt to administer said grant by the rules and regulations established by the United States of America, the State of Oklahoma, Tulsa County and all empowered agencies thereof. ADOPTED this day of , 2012, at a (regularly or specially) scheduled meeting of the governing body, in compliance with the Open Meeting Act, 25 O.S. §§ 301 -314 (2001). (Type) Name and Title of Chief Elected Official Signature of Chief Elected Official (S E A L) Attest: Subscribed and sworn to before me 20 Clerk Signature City of Owass Low & Moder2 Income Area By Year ZOO( Census Block Gr Bbdi Group Census rad er N w ber Legend Percent Low -Mod QLess than 51.00% 5100% or Greater Owasso Corporate Urr Streets Y Prepaid by INCOG APN2003 Data Source: www.hud4c 4...14 Oe- T City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Larry White Support Services Director SUBJECT: Purchase of CNG Truck with CMAQ Grant Money and City Matching Funds DATE: March 16, 2012 BACKGROUND: The City of Owasso submitted an application on March 14, 2012, for the Congestion Mitigation and Air Quality (CMAQ) grant money available through INCOG's Public Fleet Conversion project. This grant has funding available in three categories: ➢ alternative fuel refueling or recharging infrastructure ➢ dedicated alternative fuel vehicles and hybrid vehicles ➢ dedicated alternative fuel off -road equipment such as propane or compressed natural gas commercial mowers and forklifts The City applied for this grant to assist with the purchase of a dedicated CNG truck. The funding available under the grant is $150,000.00. INCOG anticipates awarding this amount among approximately 5 to 8 separate grants. The deadline for ordering a 2012 model dedicated CNG truck is March 22, 2012. Staff hopes to receive grant approval prior to that date. Because of the time required to complete the contract for these funds, it is anticipated the funding will be available after July 1, 2012. That will allow the City time to budget the matching funds for the Fiscal Year 2012 -2013 budget. PROJECT FUNDING: Funding for this project could be as much as 80% federal Congestion Mitigation and Air Quality (CMAQ) funds. This project would require a minimum of 20% local funds. These matching funds would be budgeted by the appropriate City department for Fiscal Year 2012 -2013. The required matching funds are estimated to be between $7,500.00 and $10,000.00. RECOMMENDATION: Staff recommends approval of the purchase of a 2012 model dedicated CNG truck contingent upon the receipt of the Congestion Mitigation and Air Quality (CMAQ) grant money available through INCOG's Public Fleet Conversion project. The order would be placed by March 22, 2012, with expected delivery after July 1, 2012. V nTh.City Wit out Limits. TO: Honorable Mayor and City Council City Of Owasso FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: Owasso Police Multi -Use Training Facility Project Construction Bid Review DATE: March 16, 2012 BACKGROUND: On September 16, 2011, City Council approved the Owasso Multi -Use Firearms Training Facility Project. The project consists of a multi -use training facility to be constructed on nineteen acres, owned by the City of Owasso, located south of the Waste Water Treatment Plant. The proposal is to build this facility over a four -year time period providing unlimited access to meet a variety of training needs for the Police Department. The FY 2011 -2012 budget allocated $82,500 for the construction of the first phase of the four phase project. The City's Engineering Department designed the earthwork portion for the facility, to include the construction of the berms necessary to facilitate the firearms range, as well as a water line to the site (see Attachment A). The Engineering staff worked with the Police Department in laying out the range so that a phased approach could be constructed as funds are made available. BID PROCESS: An advertisement for bids was published February 9 and February 16 for the construction of Phase I. The bid opening occurred on March 9, 2012, with twelve (12) bidders participating. The bid results are shown below: Bidder Base Bid 1. D -Kerns Construction, Claremore $117,140.64 2. Tri -Star Construction, Tulsa $155,250.00 3. Earth Smart Construction $158,777.00 4. Ira M. Green Construction $159,924.40 5. RRY Services $164,306.00 6. Lowry and Hemphill $169,130.50 7. North Central Construction $171,066.00 8. Cherokee Pride Construction $241,558.00 9. CP3 Enterprises $243,008.16 10. Helterbrand Builders $293,728.63 11. CEI $305,150.66 12. A&A Asphalt $392,892.60 BID ANALYSIS: After bid opening, staff visited with the lowest bidder, D -Kerns Construction. D -Kerns Construction explained that their bid was based on previous experience constructing a firing range and no imported materials needed for the project. Bidders 1 -7 quoted a 50% lower earthwork cost than the highest bidders, 8 -12, which accounts for the wide range of bids. FUNDING: The budgeted amount for these improvements is $82,500, which is based on a previous quote provided to the Police Department for budgeting purposes. There are currently no additional funds available in the budget to provide the $34,640.64 needed to award the project. RECOMMENDATION: Staff recommends City Council reject all bids due to the cost exceeding the Police Department's available funding. ATTACHMENT: A. Location Map s� �O I PARKING LOT (GRADING ONLY) PISTOL RANG i� ?M^_.C'E:S%F g•�' �`IA`.�r ".�i_. - � i3a'£ -� -K7 ..' t?ia.�Al� k r.� '.. 1 AW,_ 66TH STREET NORTH Owasso Public Works Department Engineering Div. P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso.com OWASSO WWTP .,,' 0 RIFLE RANGE — PROJECT LOCATION Ox SOT AROUND POLICE FIRING RANGE PROJECT LOCATION MAP NG ONLY) N;�F- IrO i� SCALE: 1 " = 200' N W E S 03/06/2012 �s N;�F- IrO i� SCALE: 1 " = 200' N W E S 03/06/2012 OCi ty Wiut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: John W. Feary Project Administrator SUBJECT: FY 2011 -2012 Street Rehabilitation Program Construction Contract Bid Update DATE: March 16, 2012 BACKGROUND: The FY 2011-2012 Budget, allows for the expenditure of $585,000 in the Capital Improvements Fund for maintenance, repair, and /or resurfacing of residential and non - residential roadways throughout the City as part of the Annual Street Rehabilitation Program. Roadway preservation and rehabilitation sites are evaluated and ranked yearly based on a comprehensive assessment of roadway conditions (both residential and non - residential). In addition, the evaluation process identifies maintenance methods that will increase roadway lifecycle and minimize future maintenance costs, while enhancing overall roadway driving conditions and public safety. On January 17, 2012, the City Council approved the street rehabilitation sites for 2012. As in previous years, the City of Owasso approved an Interlocal Agreement on February 21, 2012 between the City of Owasso and Tulsa County in order to further maximize the return on investment. Specifically, the agreement consists of the use of Tulsa County labor and equipment for roadway segments receiving a two (2) inch asphalt overlay. During the January 10, 2012 City Council Work Session, staff advised City Council that the Public Works Engineering Division would compile bid documents for the street repair, fog seal, and micropave projects not included in the Interlocal Agreement. In February, 2012, Public Works staff finalized the plans for rehabilitation services not included in the Interlocal Agreement with Tulsa County. The scope of work for this portion of the project entails milling or removal of the top layer of asphalt, fog sealing, crack sealing, micropaving, and striping where warranted. BIDS ANALYSIS: Advertisements for bids were published in accordance with state law and a mandatory pre -bid meeting was held at City Hall on March 1, 2012 with eight contractors in attendance. Bids were publicly opened on March 12, 2012 at 2:00 pm at the Owasso City Hall with one bid received. Tri- Star Construction submitted a bid in the amount of $368,059.20. The engineer's estimate of probable project cost was $484,226. City staff has examined the submitted bid package for any improper or unbalanced bids and none were discovered. Tri -Star Construction, the low bidder, has successfully completed municipal projects for the City of Owasso with very positive results. Examples of past projects are Sports Park Restrooms, Rayola Park Channel and Trail Improvements, and the 2009 -2010 Street Rehabilitation Project. FUNDING SOURCE: Funding for this project is included in the FY 2011-2012 Capital Improvements Fund budget. RECOMMENDATION: Staff recommends award of the FY 2011 -2012 Street Rehabilitation Contract to Tri -Star Construction of Tulsa, Oklahoma for the bid amount of $368,059.20. ATTACHMENTS: A. Location Map B. Construction Agreement 4 I SECTION 00300 THIS AGREEMENT is dated as of the day of , by and between and (hereinafter called OWNER) (hereinafter called CONTRACTOR). OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1. WORK CONTRACTOR shall complete all Work as specified or indicated in the Contract Documents. The Work is generally described as follows: STREET REPAIR PROJECT FY 2011 -2012 CITY OF OWASSO, OKLAHOMA The project for which the Work under the contract documents may be the whole or only a part, is described as follows: Onsite Earthwork to build a Firing Range. ARTICLE 2. DEPARTMENT The PROJECT has been assigned by the OWNER to the DEPARTMENT (City of Owasso Public Works). The DEPARTMENT Director, Project Administrator and City Engineer are the duly authorized representatives of the OWNER who will assume the duties and responsibilities and will have the rights and authority assigned to DEPARTMENT in the Contract Documents in connection with the completion of the Work in accordance with the Contract Documents. ARTICLE 3. CONTRACT TIME 3.1 The Work will be substantially completed within six 60 calendar days from the date of Notice to Proceed; and completed and ready for final payment in accordance with the General Conditions within nine 90 calendar days from the date of Notice to Proceed, which will be on or before , 3.2 Liquidated Damages. OWNER and CONTRACTOR recognize that time is of the essence of this Agreement and that OWNER will suffer financial loss if the Work is not substantially complete within the time specified in paragraph 3.1 above, plus any extensions thereof allowed in accordance with the General Conditions. They also recognize the delays, AGREEMENT 0212 00300 - Page 1 of 13 expense and difficulties involved in proving in a legal or arbitration proceeding the actual loss suffered by OWNER, if the Work is any such proof. OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER Two Hundred Dollars ($200.00) for each consecutive calendar day that expires after the time specified in paragraph 3.1 for substantial completion until the Work is substantially complete. After Substantial Completion, if CONTRACTOR shall neglect, refuse or fail to complete the remaining Work within the time specified in paragraph 3.1 for completion and readiness for final payment or any proper extension thereof granted by OWNER, CONTRACTOR shall pay OWNER Two Hundred Dollars ($200.00) for each consecutive calendar day that expires after the time specified in paragraph 3.1 for completion and readiness for final payment. ARTICLE 4. CONTRACT PRICE 4.1 OWNER shall pay CONTRACTOR for performance of the Work in accordance with the Contract Documents in current funds the amount agreed upon in CONTRACTOR'S bid. 4.2 CONTRACTOR understands that the estimated quantities are not guaranteed and that the determination of actual quantities and their classification is to be made by the OWNER at the time of application for payment. ARTICLE 5. PAYMENT PROCEDURES CONTRACTOR shall submit Applications for Payment in accordance with the General Conditions on the Pay Estimate Forms included as Exhibit "A" to this Agreement. Applications for Payment will be processed by OWNER as provided in the General Conditions. 5.1 Progress Payments. OWNER shall make progress payments on account of the Contract Price on the basis of CONTRACTOR"s Applications for Payment in accordance with the City of Owasso's Payment Schedule included as Exhibit "B" to this Agreement during construction as provided below. All progress payments will be on the basis of the progress of the Work. 5.1.1 Progress payments shall not exceed an amount equal to 90% of the WORK completed until such time as CONTRACTOR shall complete in excess of fifty percent (50 010) of the contract amount. 5.1.2 Upon completion in excess of fifty percent (50 %) of the total contract amount, OWNER shall pay an amount sufficient to increase total payments to CONTRACTOR to 95% of the WORK completed, less such amounts as OWNER shall determine in accordance with the General Conditions, provided that OWNER has determined that satisfactory progress is being made, and upon approval by the Surety. 5.2 Final Payment. Upon final completion and acceptance of the Work in accordance with the General Conditions, OWNER shall pay the remainder of the Contract Price. ARTICLE 6. CONTRACTOR'S REPRESENTATIONS AGREEMENT 0212 00300 - Page 2 of 13 In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following representations: 6.1 CONTRACTOR has familiarized himself/herself with the nature and extent of Contract Documents, Work, locality, and with all local conditions and federal, state and local laws, ordinances, rules and regulations that in any manner may affect cost, progress or performance of the Work. 6.2 CONTRACTOR has studied carefully all reports or explorations and tests of subsurface conditions at or contiguous to the site and all drawings of physical conditions in or relating to existing surface or subsurface structures at or contiguous to the site (except underground facilities) which have been identified in the Supplementary Conditions as provided in the General Conditions. Contractor accepts the determination set forth in the General Conditions of the extent of the "technical data" contained in such reports and drawings upon which Contractor is entitled to rely. Contractor acknowledges that such reports and drawings are not Contract Documents and may not be complete for Contractor's purposes. Contractor acknowledges that Owner and Consultants do not assume responsibility for the accuracy or completeness of information and data shown or indicated in the Contract Documents with respect to underground facilities at or continuous to the site. Contractor has obtained and carefully studied (or assume responsibility for having done so) all such additional supplementary examinations, investigations, explorations, tests, studies and data concerning conditions (surface, subsurface and underground facilities) at or contiguous to the site or otherwise which may affect cost, progress, performance or furnishing of the Work or which relate to any aspect of the means, methods, techniques, sequences and procedures of construction to be employed by Contractor, and safety precautions and programs incident thereto. Contractor does not consider that any additional examinations, investigations, explorations, tests, studies, or data are necessary for the performance and furnishing of the Work at the Contract Price, within the Contract Times and in accordance with the other terms and conditions of the Contract Documents. 6.3 CONTRACTOR has made or caused to be made examinations, investigations, tests and studies of such reports and related data in addition to those referred to in paragraph 6.2 as (s)he deems necessary for the performance of the Work at the Contract price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents; and no additional examinations, investigations, tests, reports or similar data are or will be required by CONTRACTOR for such purposes. 6.4 CONTRACTOR has reviewed and checked all information and data shown or indicated on the Contract Documents with respect to existing Underground Facilities at or contiguous to the site and assumes responsibility for the accurate location of said Underground Facilities. No additional examinations, investigations, explorations, tests, reports, studies or similar information or data in respect of said Underground Facilities are or will be required by CONTRACTOR in order to perform and furnish the Work at the Contract Price within the Contract Time and in accordance with the other terms and conditions of the Contract Documents, including the General Conditions. 6.5 CONTRACTOR has correlated the results of all such observations, examinations, investigations, tests, reports and data with the terms and conditions of the Contract Documents, AGREEMENT 0212 00300 - Page 3 of 13 6.6 CONTRACTOR has given OWNER written notice of all conflicts, errors or discrepancies that he has discovered in the Contract Documents, and the written resolution thereof by OWNER is acceptable to CONTRACTOR. 6.7 CONTRACTOR has obligated himself/herself to the OWNER to be responsible for the workmanship, labor and materials used in the project for two (2) years after the project has been accepted by the OWNER. 6.8 CONTRACTOR understands that (s)he will be exempt from all sales tax on materials and other items necessary for the completion of the project. The OWNER has issued him a Certification of Tax Exempt Project enclosed as Exhibit "C" of this Agreement. ARTICLE 7. CONTRACT DOCUMENTS The Contract Documents which comprise the entire agreement between OWNER and CONTRACTOR are attached to this Agreement, made a part hereof, and consist of the following: 7.1 This Agreement (pages 1 to 6 inclusive). 7.2 Exhibits "A ", "B ", "C" and "D" to this Agreement. 7.3 Advertisement for Bids (Section 00100). 7.4 Requirements for Bidders (Section 00110). 7.5 Instructions to Bidders (Section 00120). 7.6 Bid (Section 00200). 7.7 Bid Bond (Section 00210). 7.8 Bid Affidavits (Section 00220). 7.9 Statement of Bidders Qualifications (Section 00230). 7.10 Certificate of Non- Discrimination (Section 00240). 7.11 Performance Bond (Section 00410). 7.12 Maintenance Bond (Section 00420). 7.13 Statutory payment Bond (Section 00430). 7.14 Notice of Award (Section 00510). AGREEMENT 0212 00300 - Page 4 of 13 7.15 Notice to Proceed (Section 00520). 7.16 Change Order (Section 00600). 7.17 General Conditions (Section 00700). 7.18 Project Specifications (Section 00800). 7.19 Special Provisions (Section 00900). 7.20 Project Drawings, consisting of Sheets 1 to 6, inclusive, and Standard Drawings. 7.21 Addendum Numbers _ to _, inclusive. 7.22 Documentation submitted by CONTRACTOR prior to Notice of Award (pages _ to inclusive). 7.23 Any Modification, including Change Orders, duly delivered after execution of Agreement. There are no Contract Documents other than those listed above in this Article 7. The Contract Documents may only be altered, amended or repealed by a Modification (as defined in the General Conditions). ARTICLE 8. MISCELLANEOUS 8.1 Terms used in this Agreement which are defined in the General Conditions shall have the meanings indicated in the General Conditions. 8.2 No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically, but without limitation, monies that may become due and monies that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law) and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 8.3 OWNER and CONTRACTOR each binds himself/herself, his /her partners, successors, assigns, and legal representatives to the other party hereto, his/her partners, successors, assigns and legal representatives in respect to all covenants, agreements and obligations contained in the Contract Documents. 8.3 The Agreement (or remaining portions thereof) should continue in effect, be valid and binding upon both parties even if a provision or part of the Contract Documents should be held void or unenforceable by law. AGREEMENT 0212 00300 - Page 5 of 13 IN WITNESS WHEREOF, the parties hereby have signed this Agreement in duplicate. One counterpart has been delivered to CONTRACTOR, the other belongs to OWNER. All portions of the Contract Documents have been signed by OWNER and CONTRACTOR. This Agreement will be effective on , OWNER: By (SEAL) ATTEST: Title Address for giving notices: CONTRACTOR: (SEAL) Title AGREEMENT 0212 00300 - Page 6 of 13 V Md� The City Wit out Limits. TO: Honorable Mayor and City Council City Of Owasso FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: 11 6th Street North Bridge Replacement Materials Bid Review DATE: March 16, 2012 BACKGROUND: On November 15, 2011, City Council approved a budget amendment in the General Fund, increasing the appropriation for expenditures in the Streets Division Budget by $133,000 for the repair and replacement of a reinforced concrete box culvert underneath 116th Street North, just east of the SK&O Railroad crossing. An inspection by Guy Engineering and Tulsa County Engineers found the culvert to be structurally unsound. Tulsa County informed the City of Owasso about the structure's condition and volunteered to assist the City with replacing the box. In addition, City Council approved an inter -local agreement between the City of Owasso and Tulsa County for the repair of the structure. More specifically, the agreement includes the use of Tulsa County labor and equipment to replace the concrete box and headwall, and resurface the affected roadway section. The City of Owasso will be responsible for purchasing materials, providing traffic control, installing sod, contracting striping, guard rail installation, and clean -up of the project area. BID PROCESS: An advertisement for bids was published March 1 and March 8 for the purchase of an 8'x 3' double cell pre -cast reinforced concrete box and precast wing walls and headwalls. In addition, an e -mail containing the bid specifications was sent to three (3) potential vendors. The bid opening occurred on March 9, 2012, with only one bidder participating. The bid is shown below: Bidder Base Bid Apex Precast Products, Tulsa, OK. $39,014.00 This cost is within $1,000 of the estimate quoted when the budget was prepared in 2011. BID ANALYSIS: The reason for the one (1) bid is that the other invited companies do not construct pre -cast headwalls and wing -walls for 8' x 3' boxes, which was preferred by Tulsa County. Pre -cast headwalls and wing walls will save at least two (2) weeks of construction time since the county would have to construct the boxes and would have to form the headwalls and wing walls, tie reinforcing steels, pour the structures, allow them to cure for a minimum of seven (7) days, and strip the forms before the roadway could be reopened. The precast structures will be delivered to the site by Tulsa County and installed in just a few days. FUNDING: Funding for this project is available in the FY 2011 -2012 Streets Department Operating Budget, supplemented by the City Council on November 15, 2011. RECOMMENDATION: Staff recommends City Council award the 116th Street North Bridge Replacement Material Contract to Apex Precast Products, Tulsa, OK for the amount of $39,014.00 ATTACHMENT: A. Location Map ,or �. . eA 4F Fj� war. wffl&�a for K ma _s v fi '� _ � � _ _, - •sue U. Dupwkpm Euginming Div. PA ]so olwaspol OK 7405:5 MARCH 2012 11 '1''1 STREE " BOX E r rt R IKE P PROJECT