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2012.10.16_City Council Agenda
PUBLIC NOTICE OF THE MEETING OF THE RECEIVED OWASSO CITY COUNCIL OCT 12 2012 TYPE OF MEETING: Regular DATE: October 16, 2012 City Clerks Offiw, 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, October 12, 2012. Sherry Bisho , City Clerk AGENDA 1. Call to Order Mayor Doug Bonebrake 2. Invocation Jim Schnorrenberg, Pastoral and Counseling Minister, First Christian Church 3. Flag Salute 4. Roll Call 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 October 2, 2012 Regular Meeting and the October 9, 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 D. Approval to declare one (1) 1993 Chevrolet Caprice, one (1) 1999 Ford Crown Victoria, two (2) 2001 Ford Crown Victorias, and one (1) 2001 Chevrolet Impala as surplus to the needs of the City of Owasso, establishing a minimum value of each and authorization for disposal of such vehicles Attachment # 5-D Owasso City Council October 16, 2012 Page 2 6. Consideration and appropriate action relating to items removed from the Consent Agenda 7. Consideration and appropriate action relating to the authorization of the City Manager to approve a contract for property-casualty insurance Michele Dempster Attachment #7 Staff recommends authorization for the City Manager to approve a contract for property- casualty insurance for an amount not to exceed $50,010. 8. Consideration and appropriate action relating to the authorization for City Manager to approve a contract for Specific Excess Workers' Compensation Insurance Michele Dempster Attachment #8 Staff recommends authorization for the City Manager to approve a contract for Specific Excess Workers' Compensation Insurance and authorization of payment. 9. Consideration and appropriate action relating to the approval of Resolution 2012-10 establishing the Vision 2 Project Selection Process recommended by the Capital Improvements Committee Warren Lehr Attachment #9 Staff recommends approval of Resolution 2012-10. 10. Consideration and appropriate action relating to the authorization of a contract for consulting accounting services with Crawford & Associates Sherry Bishop Attachment # 10 Staff recommends authorization for the City Manager to enter into a contract with Crawford & Associates for consulting accounting services for an amount not to exceed $50,000. 11. Consideration and appropriate action relating to the authorization of payment of Commissioners' Award, Commissioners' Fees, poundage and any other assessed court fees in City of Owasso v. DeBoer et al Julie Lombardi Attachment #11 Staff recommends authorization for payment to the Court, upon filing of Commissioners' Report, the Commissioners' Award, compensatory fees to each Commissioner for his or her service and all other required court fees. Owasso City Council October 16, 2012 Page 3 12. Consideration and appropriate action relating to a request to award a bid for the purchase of a hydraulic rescue tool Chris Garrett Attachment #12 Staff recommends approval of a bid award to Okie Extrication of El Reno, Oklahoma for the purchase of a hydraulic rescue tool system in the amount of $27,300. 13. Consideration and appropriate action relating to the approval of the FY 2012-2013 Street Rehabilitation Program construction contract Dwayne Henderson Attachment #13 Staff recommends approval of a construction contract with Tri-Star Construction, LLC in the amount of $977,194.10 for the 2012-2013 Street Rehabilitation Program. 14. Consideration and appropriate action relating to the acceptance of the Skate Park and authorization to issue final payment Larry Langford Attachment # 14 Staff recommends acceptance of the Skate Park and authorization to issue final payment to Native Skateparks, LLC, in the amount of $13,120.35 for a total project amount of $262,413. 15. Consideration and appropriate action relating to the approval of a contract for the construction of a baseball 4-plex at the Owasso Sports Park Larry Langford Attachment # 15 Staff recommends approval of a contract for the construction of a baseball 4-plex to Penn Athletic Fields in the amount of $527,723. 16. Consideration and appropriate action relating to a request for City Council approval of Ordinance No. 1014, an Ordinance relating to the amendment of Ordinance No. 1013 of the City of Owasso, by declaring the effective date of the ordinance to be October 16, 2012, and repealing all other language contrary thereto Roger Stevens Attachment # 16 Staff recommends approval of Ordinance No. 1014, amending Ordinance No. 1013. Owasso City Council October 16, 2012 Page 4 17. Consideration and appropriate action relating to an ordinance amending the flood hazard regulations contained in the Owasso Zoning Code, codified as Part 12, Planning, Zoning & Development, Chapter 17, Flood Hazard Regulations, Article III, General Provisions, Section B, Basis for Establishing the Areas of Special Flood Hazard, by declaring an emergency and authorizing the amended emergency ordinance to become effective upon the date of approval by the City Council and repealing all language contrary to this provision Roger Stevens Attachment # 17 Staff recommends approval of Ordinance No. 1014, enacting an emergency clause. 18. Consideration and appropriate action relating to the approval of changes to the Owasso Traffic Calming Program Roger Stevens Attachment # 18 Staff recommends approval of changes to the Owasso Traffic Calming Program, changing the requirements for installing traffic control devices and proposing a new priority scoring system. 19. Report from City Manager 20. Report from City Attorney 21. Report from City Councilors 22. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 23. Adjournment OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, October 2, 2012 The Owasso City Council met in regular session on Tuesday, October 2, 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, September 28, 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 Doug Gregg of Life Point Baptist Church ITEM 3 FLAG SALUTE Councilor Moberly led the flag salute ITEM 4 ROLL CALL PRESENT ABSENT Doug Bonebrake, Mayor Chris Kelley, Vice Mayor Jeri Moberly, Councilor Charlie Brown, Councilor Patrick Ross, Councilor A quorum was declared present STAFF Rodney Ray, City Manager Julie Lombardi, City Attorney ITEM 5 PRESENTATION OF EMPLOYEE OF THE QUARTER Rodney Ray presented the Employee of the Quarter, Travis Blundell ITEM 6 PRESENTATION OF THE CHARACTER TRAIT OBEDIENCE Scott Pallett, Character Council Member, presented "Obedience," the Character Trait of the Month for October 2012. Owasso City Council October 2, 2012 ITEM 7 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the September 11, 2012 Special Meeting and the September 18, 2012 Regular Meeting B. Approval of Claims C. Acceptance of sanitary sewer and water system improvements of subject property located at 1301 N. Main Street (Johnstone Supply) D. Acceptance of "Agreements for Urban Engineering Services", utilities and infrastructure for Sam's Club site development Ms. Moberly moved, seconded by Mr. Ross to approve the Consent Agenda including an addendum of $5,000 with claims totaling $383,541.49. Also included for review were the healthcare self-insurance claims report and payroll payment report for pay period 09/22/12. YEA: Brown, Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 5-0 ITEM 8 CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA No action required. Councilor Brown exited the room at 6:49 p.m. ITEM 9 CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE AND AUTHORIZATION FOR FINAL PAYMENT OF THE FY 2011-2012 CIP STREET REHABILITATION PROJECT Mr. Earl Farris presented the item recommending acceptance of the FY 2011-2012 CIP Street Rehabilitation Project and authorization for final payment to Tri-Star Construction in the amount of $17,971.45 for a total contract amount of $359,428. After discussion, Mr. Ross moved, seconded by Ms. Moberly to approve the final payment, as recommended. YEA: Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried 4-0 2 Owasso City Council October 2, 2012 ITEM 10 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL TO PURCHASE CRACK SEALING SERVICES FOR THE FY 2012-2013 STREET REHABILITATION PROGRAM Mr. Earl Farris presented this item recommending approval to purchase crack sealing services for the FY 2012-2013 Street Rehabilitation program in the amount of $45,000 based on State bid contract SW 10816 addendum #2 pricing. After discussion, Ms. Moberly moved, seconded by Dr. Kelley, to approve the purchase, as recommended. YEA: Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 4-0 ITEM 11 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF ORDINANCE NO. 1013, AMENDING CHAPTER 17, FLOOD HAZARD REGULATIONS, OF THE OWASSO ZONING CODE, CODIFIED AS PART 12, PLANNING, ZONING & DEVELOPMENT, CHAPTER 17, FLOOD HAZARD REGULATIONS, ARTICLE III, GENERAL PROVISIONS, SECTION B, BASIS FOR ESTABLISHING THE AREAS OF SPECIAL FLOOD HAZARD, OF THE OWASSO ZONING CODE Dwayne Henderson presented this item recommending approval of Ordinance No. 1013, adopting updated FEMA documents. After discussion, Dr. Kelley moved, seconded by Mr. Ross, to approve Ordinance No. 1013, as recommended. YEA: Moberly, Kelley, Ross Bonebrake NAY: None Motion carried 4-0 ITEM 12 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF A BUDGET AMENDMENT IN THE CAPITAL IMPROVEMENTS FUND Roger Stevens presented this item recommending approval of a budget amendment increasing the estimated revenue in the Capital Improvements Fund by $21,420, a reimbursement from Sam's for infrastructure improvements, and increasing the appropriation for expenditures in the Capital Improvements Fund by $21,420. After discussion, Mr. Ross moved, seconded by Ms. Moberly to approve the budget amendment, as recommended. YEA: Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 4-0 Councilor Brown returned to the meeting at 7:05 p.m. Owasso City Council October 2, 2012 ITEM 13 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR ACCEPTANCE OF THE 2013 HIGHWAY SAFETY GRANT Captain Tracy Townsend presented this item recommending acceptance of the 2013 Highway Safety Grant and authorization for the City Manager to execute the contract with the Oklahoma Highway Safety Office for management of the grant. After discussion, Ms. Moberly moved, seconded by Dr. Kelley to accept the 2013 Highway Safety Grant, as recommended. YEA: Kelley, Moberly, Brown, Ross, Bonebrake NAY: None Motion carried 5-0 ITEM 14 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST TO AUTHORIZE PAYMENT OF COMISSIONERS' AWARD, COMMISSIONERS' FEE, POUNDAGE AND ANY OTHER ASSESSED COURT FEES IN CITY OF OWASSO V. DEBOER ET AL Julie Lombardi presented this item recommending authorization for payment to the Court, upon filing of the Commissioners' Report, the Commissioners' Award, compensatory fees to each Commissioner for his or her service, and all other required court fees. After discussion, Mr. Brown moved, seconded by Mr. Ross to table the item to the October 16, 2012 meeting. YEA: Brown, Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 5-0 ITEM 15 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PERSONNEL MATTERS RELATING TO THE OFFICE OF THE CITY MANAGER, MORE SPECIFICALLY THE ESTABLISHING OF ANNUAL GOALS, SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307 (B) (1) Mayor Bonebrake moved to enter into executive session, seconded by Ms. Moberly. YEA: Kelley, Ross, Moberly, Brown, Bonebrake NAY: None Motion carried 5-0 The City Council entered executive session at 7:17 p.m. At 8:16 p.m., the City Council returned from executive session. ITEM 16 REPORT FROM CITY MANAGER Roger Stevens presented the Public Works Project Status Report Larry Langford announced 3 upcoming events: October 13, 2012, 10:00 a.m., Skate Park Grand Opening; October 10, 2012, 9:00 a.m. - 4:00 p.m., Special Olympics Soccer Tournament; Veteran's Week Celebration; November 10, 2012, 9:00, Veteran's Parade at Smith Farm Market; November 11, 2012 at 2:30 p.m., Veteran's Day Ceremony at the Veteran's Memorial. Jerry Fowler presented the Strong Neighborhood Initiative Report Owasso City Council ITEM 17 REPORT FROM CITY ATTORNEY No report ITEM 18 REPORT FROM CITY COUNCILORS No report ITEM 19 NEW BUSINESS None ITEM 20 ADJOURNMENT Mr. Ross moved, seconded by Ms. Moberly, to adjourn the meeting. YEA: Moberly, Brown, Ross, Kelley, Bonebrake NAY: None Motion carried 5-0 and the meeting was adjourned at 8:51 p.m. October 2, 2012 Doug Bonebrake, Mayor Ashley Hickman, Minute Clerk 5 Addendum to the Claims List 10/2/2012 Budget Unit Title Vendor Name Poyable Description Payment Amount HOTEL TAX FUND - ECON DEV RETAIL ATTRACTIONS, INC. MARKET ANALYSIS 2,500.00 RETAIL ATTRACTIONS, INC. MARKET ANALYSIS 2,500.00 TOTAL HOTEL TAX FUND 5,000.00 OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT SPECIAL MEETING Tuesday, October 9, 2012 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a special meeting on Tuesday, October 9, 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, October 5, 2012, and per the Addendum to the agenda filed in the Office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Monday, October 8, 2012. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:01 p.m. PRESENT ABSENT Doug Bonebrake, Mayor/Chairman Chris Kelley, Vice Mayor/Vice Chairman Jeri Moberly, Councilor/Trustee Patrick Ross, Councilor/Trustee Charlie Brown Councilor/Trustee A quorum was declared present Items numbered 2 through 4 were deferred for executive session. ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PERSONEL MATTERS RELATING TO THE OFFICE OF THE CITY MANAGER, SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307(B) (1) The City Council will meet in executive session with Greenwood Performance to discuss the annual evaluation of the City Manager. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING CONFIDENTIAL COMMUNICATIONS BETWEEN THE CITY OF OWASSO AND ITS ATTORNEY, RELATING TO LITIGATION STYLED ADAMS v. CITY OF OWASSO; SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307(8) (4) The City Council will meet in executive session with Julie Lombardi, City Attorney regarding pending litigation. Mayor Bonebrake moved, seconded by Dr. Kelley to enter executive session for the purpose of discussing personnel matters relating to the Office of the City Manger and for the purpose of discussing confidential communications between the City of Owasso and its attorney, relating to litigation styled Adams v. City of Owasso. YEA: Moberly, Brown, Ross, Kelley, Bonebrake NAY: None Motion carried 5-0 Owasso City Council/OPWA/OPGA October 9, 2012 The City Council entered executive session at 6:01 p.m. At 7:25 p.m., the City Council returned from executive session. ITEM 2: DISCUSSION RELATING TO ADMINISTRATIVE ITEMS A. Property Insurance Renewal B. Excess Workers Comp Insurance C. Vehicle Maintenance Facility RFQ Review D. Contract with Crawford and Associates Sherry Bishop presented the items and discussion was held. It was further explained that item A, Property Insurance Renewal, item B, Excess Workers Comp Insurance, and item D, contract with Crawford and Associates will be placed on the October 16 agenda for consideration and appropriate action. Item C, Vehicle Maintenance Facility RFQ Review, will be placed on the November 6 agenda for consideration and appropriate action. ITEM 3: DISCUSSION RELATING TO OPERATIONAL ITEMS A. FY 2013 Street Rehabilitation Bid Review B. Garnett Widening Project-Engineering Agreement Warren Lehr presented the items and discussion was held. It was further explained that item A, FY 2013 Street Rehabilitation Bid Review, will be placed on the October 16 agenda for consideration and appropriate action. Item B, Garnett Widening Project-Engineering Agreement, will be placed on the November 6 agenda for consideration and appropriate action. Warren Lehr presented Elm Creek RFQ Review, listed under item 4, City Manger items, item E, and discussion was held. It was further explained that this item will be placed on the November 6 agenda for consideration and appropriate action. ITEM 4: DISCUSSION RELATING TO CITY MANAGER ITEMS A. PUD Chapter Amendments B. Code Enforcement-Citation Authority C. Vision 2 Project Selection Process D. Baseball 4-Plex Bid Review E. Elm Creek RFQ Review F. Traffic Calming Program G. City Manager Report Sales Tax Report Karl Fritschen presented item A, PUD Chapter Amendments, and discussion was held regarding the comments and suggestions received from the Planning Commission, OEDA, and citizens. It was further explained that this item will be brought back to the November 6 work session for further review Karl Fritschen presented item B, Code Enforcement-Citation Authority, and discussion was held. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Warren Lehr presented item C, Vision 2 Project Selection Process, and discussion was held regarding the development of a process for prioritizing projects. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Owasso City Council/OPWA/OPGA October 9, 2012 Warren Lehr presented item D, Baseball 4-Plex Bid Review, and discussion was held. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Daniel Dearing presented item F, Traffic Calming Program, and discussion was held. It was further explained that this item will be placed on the October 16 agenda for consideration and appropriate action. Rodney Ray presented item G, City Manager Report. Sherry Bishop presented the Sales Tax Report. ITEM 7: REPORT FROM CITY COUNCILORS No Report ITEM 8: ADJOURNMENT Ms. Moberly moved for adjournment, seconded by Mr. Brown. YEA: Kelley, Moberly, Brown, Ross, Bonebrake NAY: None Motion carried 5-0 Meeting adjourned at 10:00 p.m. Doug Bonebrake, Mayor/Chairman Juliann M. Stevens, Deputy City Clerk 3 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amounl GENERAL TREASURER PETTY CASH CC DEPOSIT REF-ESLINGER 50.00 TREASURER PETTY CASH OC DEPOSIT REF-MAGANA 100.00 TREASURER PETTY CASH OC DEPOSIT REF-HINES 250.00 AEP/PSO STREET LIGHTS 15.06 TOTAL GENERAL 415.06 GF - SEP ARRA CNG GRANT OKLAHOMA DEPARTMENTOF COMMERCE REFUND OF CNG GRANT BALAN 468,507.30 BLUE ENERGY FUELS, LLC CNG FUEL CONVERSION KITS 73,243.50 BLUE ENERGY FUELS, LLC CNG FUEL CONVERSION KITS 45,506.84 TOTAL GF - SEP ARRA CNG GRANT 587,257.64 MUNICIPAL COURT CHARLES N. ROMANS BAILIFF SERVICES 350.00 JPMORGAN CHASE BANK PIKEPASS-FEES 11.60 TOTAL MUNICIPAL COURT 361.60 MANAGERIAL TREASURER PETTY CASH PASTOR MTG EXPENSE 10.40 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 2.84 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 52.98 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 3.79 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 13.58 JPMORGAN CHASE BANK PIKEPASS-FEES 7.10 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 156.50 JPMORGAN CHASE BANK MEETING EXPENSE 89.25 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 41.66 TOTAL MANAGERIAL 378.10 FINANCE CITY GARAGE OVERHEAD/LABOR - SEPT, 20 33.33 JPMORGAN CHASE BANK OFFICE EVRYTHNG-SUPPLIES 8.25 JPMORGAN CHASE BANK KUM & GO-FUEL 53.53 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 49.82 JPMORGAN CHASE BANK PIKEPASS-FEES 7.80 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 103.90 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 15.99 TOTAL FINANCE 272.62 HUMAN RESOURCES URGENT CARE OF GREEN COUNTRY, P.L.L PRE EMPLOYMENT DRUG SCREE 100.00 URGENT CARE OF GREEN COUNTRY, P.L.L RANDOM DRUG SCREENING 250.00 GREENWOOD PERFORMANCE SYSTEMS INC CM COACHING 250.00 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 12.99 GREENWOOD PERFORMANCE SYSTEMS INC CM ASSESSMENT 1,300.00 JPMORGAN CHASE BANK CHARACTER INITIATIVE 39.80 JPMORGAN CHASE BANK CHARACTER BULLETINS 557.20 JPMORGAN CHASE BANK CHARACTER INITIATIVE 39.80 Page 1 Claims List 10/16/2.012 Budget Unit Title Vendor Name Payable Description Payment Amouni HUMAN RESOURCES... JPMORGAN CHASE BANK SAV ON-PERSONNEL FORMS 163.80 JPMORGAN CHASE BANK TULSA WORLD-ADVERTISING 2,388.80 AMERICANCHECKED, INC ATTN: BILLING BACKGROUND CHECKS FOR NEW 174.70 TOTAL HUMAN RESOURCES 5,277.09 GENERAL GOVERNMENT INCOG LEGISTLATIVE CONSORTIUM 1,063.00 TULSA COFFEE SERVICE INC COFFEE SERVICE 82.82 COMMUNITY PUBLISHERS INC PUBLISH NOTICES 138.60 COMMUNITY PUBLISHERS INC PUBLISH NOTICES 20.00 XEROX CORPORATION COPIER SERVICE 1,013.72 RICOH USA, INC. COPIER SERVICE 364.50 CINTAS CORPORATION CARPET CLEANING 46.87 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 9.68 JPMORGAN CHASE BANK AMERICAN-REFUSE SERVICE 141.51 HEARTLAND CONSULTING, INC LOBBYING 10,500.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 173.73 NEWTON, O'CONNOR, TURNER & KETCHUM CITY OF OWASSO V TULSA WO 47.00 AT&T CONSOLIDATED PHONE BILL 698.51 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 32.94 TREASURER PETTY CASH RETURN POSTAGE PAYMENT 200.00 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 106.25 TOTAL GENERAL GOVERNMENT 14,639.13 COMMUNITY DEVELOPMENT JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 12.34 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 15.19 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 66.96 JPMORGAN CHASE BANK APA CONFERENCE-STEPHENSON 150.00 VERIZON WIRELESS WIRELESS CONNECTION 38.01 INCOG 2ND QTR MEMBERSHIP DUES 5,018.25 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 11.98 JPMORGAN CHASE BANK APA CONFERENCE-FRITSCHEN 175.00 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 150.00 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 260.32 TOTAL COMMUNITY DEVELOPMENT 5,898.05 ENGINEERING FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 323.51 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 191.66 VERIZON WIRELESS WIRELESS CONNECTION 76.02 UNIFIRST HOLDINGS LP UNIFORM RENTAL 21.07 UNIFIRST HOLDINGS LP UNIFORM RENTAL 21.07 UNITED STATES CELLULAR CORPORATION CELL PHONE BILL 59.52 TOTAL ENGINEERING 692.85 INFORMATION TECHNOLOGY VERIZON WIRELESS WIRELESS CONNECTION 76.02 Page 2 Claims List 10/16/2012 Budget Unit Title Vendor Narne Payable Description Payment Amounl INFORMATION TECHNOLOGY CITY GARAGE OVERHEAD/LABOR - SEPT, 20 66.66 JPMORGAN CHASE BANK GLOBAL GOV-MEMORY 52.52 TOTAL INFORMATION TECHNOLOGY 195.20 SUPPORT SERVICES JPMORGAN CHASE BANK LIGHTING INC-SUPPLIES 137.40 JPMORGAN CHASE BANK SHERWIN WILLIAMS-PAINT 50.38 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 166.66 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 348.92 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 17.27 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 17.27 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 361.26 OKLAHOMA DEPT OF CORRECTIONS TULSA DOC WORKER PROGRAM - SEPT 810.00 VERIZON WIRELESS WIRELESS CONNECTION 38.01 JPMORGAN CHASE BANK LOWES-SCREEN 18.04 AT&T CONSOLIDATED PHONE BILL 67.18 JPMORGAN CHASE BANK LOWES-BUG SPRAY 14.98 JPMORGAN CHASE BANK LOWES-SUPPLIES 18.40 JPMORGAN CHASE BANK P & K EQUIP-WEED EATER 143.78 JPMORGAN CHASE BANK SHERWIN WILLIAMS-SUPPLIES 45.98 JPMORGAN CHASE BANK LOWES-LIGHT BULBS 14.96 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 4.78 JPMORGAN CHASE BANK LOCKE-SUPPLIES 13.43 TOTAL SUPPORT SERVICES 2,2$$.70 CEMETERY JPMORGAN CHASE BANK EQUIPMENT ONE-RENTAL 135.00 JPMORGAN CHASE BANK EQUIPMENT ONE-RENTAL 135.00 L & B DIRT PIT DIRT FOR CEMETERY 45.00 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 54.20 VERDIGRIS VALLEY ELECTRIC COOP CEMETERY ELECTRIC 34.02 TOTAL CEMETERY 403.22 POLICE SERVICES JPMORGAN CHASE BANK SIRCHIE-SUPPLIES 489.60 JPMORGAN CHASE BANK LODGING EXPENSE 39.09 JPMORGAN CHASE BANK PNEU-DART-SUPPLIES 55.92 JPMORGAN CHASE BANK PIKEPASS-FEES 79.55 JPMORGAN CHASE BANK USPS-SHIPPING 6.40 CITY GARAGE PARTS FOR CITY VEH & TRKS 4,267.50 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 4,833.33 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 72.23 JPMORGAN CHASE BANK SPECIAL OPS-UNIFORM 70.00 JPMORGAN CHASE BANK SPECIAL OPS-UNIFORM 249.95 JPMORGAN CHASE BANK SPECIAL OPS-UNIFORM 107.97 JPMORGAN CHASE BANK SPECIAL OPS-UNIFORM 9.50 JPMORGAN CHASE BANK TRAINING EXPENSE 31.44 Page 3 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni POLICE SERVICES... PREFERRED BUSINESS SYSTEMS, LLC COPIER LEASE 110.00 JPMORGAN CHASE BANK LODGING-IACP CONFERENCE 1,093.04 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 18.96 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 75.84 TREASURER PETTY CASH SWAT SCHOOL EXPENSE 75.19 JPMORGAN CHASE BANK JOHN RAYMOND-VESTS 171.00 JPMORGAN CHASE BANK MARLOW WHITE-UNIFORMS 83.75 JPMORGAN CHASE BANK GT DISTRIB-HOLSTERS 702.10 JPMORGAN CHASE BANK DEPT OF MIL-SWAT TRAINING 300.00 JPMORGAN CHASE BANK OWASSO FITNESS-GYM USAGE 135.00 JPMORGAN CHASE BANK GT DISTRIB-KIT 159.95 JPMORGAN CHASE BANK TULSA AIRPORT-PARKING 30.00 AT&T CONSOLIDATED PHONE BILL 466.31 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 10,504.18 JPMORGAN CHASE BANK WATERSTONE-DRY CLEANING 1,138.10 VERIZON WIRELESS WIRELESS CONNECTION 538.82 TOTAL POLICE SERVICES 25,914.72 POLICE COMMUNICATIONS JPMORGAN CHASE BANK WATERSTONE-DRY CLEANING 21.75 DEPARTMENT OF PUBLIC SAFETY OLETS USER FEE 450.00 A STITCH OF ART LLC UNIFORM SHIRTS 365.00 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 11.98 JPMORGAN CHASE BANK ADV FILING SYS-FOLDERS 32.88 JPMORGAN CHASE BANK LODGING EXPENSE 39.10 JPMORGAN CHASE BANK APCO-TRAINING MATERIALS 319.93 TOTAL POLICE COMMUNICATIONS 1,240.64 ANIMAL CONTROL CITY GARAGE OVERHEAD/LABOR - SEPT, 20 166.66 JPMORGAN CHASE BANK LOWES-SUPPLIES 23.51 JPMORGAN CHASE BANK SOUTHERN AG-SUPPLIES 43.98 WAL-MART CORP SAMS CLUB 71150903608 OPERATING SUPPLIES 37.12 INDEPENDENT GLASS AND GLAZING LLC FRONT DOOR REPLACEMENT 1,304.00 VERIZON WIRELESS WIRELESS CONNECTION 76.02 JPMORGAN CHASE BANK WALMART-SUPPLIES 203.63 JPMORGAN CHASE BANK WALMART-SUPPLIES 65.35 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 191.51 JPMORGAN CHASE BANK HILL'S-SUPPLIES 29.75 JPMORGAN CHASE BANK WATERSTONE-DRY CLEANING 129.00 JPMORGAN CHASE BANK HILLS PET-SHELTER FOOD 21.00 JPMORGAN CHASE BANK HILLS PET-SHELTER FOOD 28.00 JPMORGAN CHASE BANK PATRIOT SURPLUS-BOOTS 119.95 AT&T CONSOLIDATED PHONE BILL 47.65 JPMORGAN CHASE BANK LOCKE-REPAIR 12.53 JPMORGAN CHASE BANK LOCKE-ALGAE TABLETS 18.91 JPMORGAN CHASE BANK OREILLY-PARTS 42.04 Page 4 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni ANIMAL CONTROL... JPMORGAN CHASE BANK LOWES-SUPPLIES 19.97 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 39.45 JPMORGAN CHASE BANK QUARTER MASTER-APPAREL 154.97 TOTAL ANIMAL CONTROL 2,775.00 FIRE SERVICES JPMORGAN CHASE BANK SAV ON-BUSINESS CARDS 60.00 JPMORGAN CHASE BANK BLUE ENERGY-FUEL 20.82 AT&T CONSOLIDATED PHONE BILL 252.10 JPMORGAN CHASE BANK LOWES-REPAIR 31.44 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 32.94 JOHN D. HORTON REPAIR LADDER ONE PUMP 360.00 OKLAHOMA STATE UNIVERSITY VEHICLE EXTRICATION CLASS 900.00 NORTH AMERICA FIRE EQUIPMENT CO. UNIFORM APPAREL 108.00 YOUNGS FIRE SUPPRESSION SERVICES INSPECTION OF FIRE EXTING 175.00 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 2,601.86 JPMORGAN CHASE BANK PIKEPASS-FEES 11.70 WAYEST SAFETY, LLC SCBA MASK FIT TESTING 5,593.82 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 462.62 VERIZON WIRELESS WIRELESS CONNECTION 152.06 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 224.06 JPMORGAN CHASE BANK FPP OSU-TRAINING MATERIAL 97.90 JPMORGAN CHASE BANK WALMART-MOUSE TRAPS 6.48 JPMORGAN CHASE BANK AMAZON-BOOTS 209.95 CITY GARAGE OVERHEAD/LABOR - SEPT, "20 1,166.66 CITY GARAGE PARTS FOR CITY VEH & TRKS 292.02 JPMORGAN CHASE BANK OVERHEAD DOOR-DOOR REPAIR 380.25 JPMORGAN CHASE BANK HOBBY LOBBY-PHOTO FRAME 5.99 JPMORGAN CHASE BANK WILLIAMS-WATER LINE REPAI 1,646.38 JPMORGAN CHASE BANK NORTHERN SAFETY-SUPPLIES 153.53 JPMORGAN CHASE BANK BLUE ENERGY-FUEL 14.72 JPMORGAN CHASE BANK BLUE ENERGY-FUEL 9.03 TOTAL FIRE SERVICES 14,969.33 EMERGENCY PREPAREDNES WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 19.62 VERIZON WIRELESS WIRELESS CONNECTION 38.01 AT&T CONSOLIDATED PHONE BILL 25.10 VERDIGRIS VALLEY ELECTRIC COOP STORM SIREN 20.67 VERDIGRIS VALLEY ELECTRIC COOP STORM SIREN 21.01 TOTAL EMERGENCY PREPAREDNESS 124.41 STREETS TREASURER PETTY CASH PARKING REIMBURSEMENT 2.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 35.87 TWIN CITIES READY MIX, INC CONCRETE DRIVE REPAIR @ 1 172.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 33.92 Page 5 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni STREETS... JPMORGAN CHASE BANK ANCHOR PAINT-SPRAYER TIP 25.95 JPMORGAN CHASE BANK AUTOZONE-HAMMER 12.99 JPMORGAN CHASE BANK ATWOODS-SUPPLIES 29.99 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 1,169.92 AMERICAN ELECTRIC POWER SILVER CREEK LIGHTING 513.00 JPMORGAN CHASE BANK EQUIPMENT ONE-REPAIRS 379.42 CITY GARAGE PARTS FOR CITY VEH & TRKS 123.35 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 1,166.66 AMERICAN ELECTRIC POWER MAIN STREET LIGHTING 1,000.00 AEP/PSO STREET LIGHTS 4,665.62 TOTAL STREETS 9,330.69 STORMWATER CITY GARAGE OVERHEAD/LABOR - SEPT, 20 1,166.66 JPMORGAN CHASE BANK PIKEPASS-FEES 15.60 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 830.28 JPMORGAN CHASE BANK AMERICAN AUTO-REPAIR 425.00 VERIZON WIRELESS WIRELESS CONNECTION 38.01 UNIFIRST HOLDINGS LP UNIFORM RENTAL 31.11 UNIFIRST HOLDINGS LP UNIFORM RENTAL 31.11 TREASURER PETTY CASH PARKING REIMBURSEMENT 1.00 TREASURER PETTY CASH PARKING REIMBURSEMENT 2.00 TOTAL STORMWATER 2,540.77 PARKS JPMORGAN CHASE BANK ANZ SIGNS-BANNERS 250.00 JPMORGAN CHASE BANK LOWES-PLUGS 20.63 VERIZON WIRELESS WIRELESS CONNECTION 38.01 JPMORGAN CHASE BANK LOWES-MULCH 32.70 JPMORGAN CHASE BANK LOWES-MULCH 19.62 AT&T CONSOLIDATED PHONE BILL 203.45 JPMORGAN CHASE BANK ATWOODS-LIGHT BULBS 3.98 JPMORGAN CHASE BANK ATWOODS-SUPPLIES 27.98 JPMORGAN CHASE BANK ATWOODS-SUPPLIES 14.97 JPMORGAN CHASE BANK LOWES-PAINT 2.97 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 862.97 JPMORGAN CHASE BANK THROWTHINGS-FRISBEES 518.44 CITY GARAGE PARTS FOR CITY VEH & TRKS 26.32 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 333.33 YOUNGS FIRE SUPPRESSION SERVICES FIRE EXTINGUISHER INSPECT 20.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 12.75 JOHN MCGEE MOWING FOR MCCARTY PARK 330.00 TULSA WORLD ADVERTISEMENT 102.02 JPMORGAN CHASE BANK LOWES-SUPPLIES 34.19 TOTAL PARKS 2,854.33 Page 6 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni GF-SKATE PARK IMPRV NATIVE SKATEPARKS, LLC. SKATE PARK CONSTRUCTION 4,042.25 TWIN CITIES READY MIX, INC HANDICAP RAMP @ SKATEPARK 86.00 TRI-STAR CONSTRUCTION, LLC DRINKING FOUNTAIN 3,750.00 ERGON ASPHALT & EMULSIONS, INC TACK OIL FOR SKATEPARK 525.01 TOTAL GF-SKATE PARK IMPRV 8,403.26 COMMUNITY CENTER AT&T CONSOLIDATED PHONE BILL 132.74 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 205.01 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 111.17 JPMORGAN CHASE BANK CHARACTER BULLETINS 25.87 JPMORGAN CHASE BANK LOWES-LIGHT BULBS 22.96 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 50.00 TOTAL COMMUNITY CENTER 547.75 HISTORICAL MUSEUM AT&T CONSOLIDATED PHONE BILL 25.10 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 35.80 JPMORGAN CHASE BANK OWASSO BATTERY-BATTERIES 10.95 TOTAL HISTORICAL MUSEUM 71.85 ECONOMIC DEV VERIZON WIRELESS WIRELESS CONNECTION 38.01 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 50.00 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 96.90 TOTAL ECONOMIC DEV 184.91 FUND GRAND TOTAL 687,036.9 AMBULANCE SERVICE DEBBIE RIMPLEY AMBULANCE REFUND 26.75 BCBS OF OKLAHOMA AMBULANCE REFUND 77.34 MELBA STINER AMBULANCE REFUND 82.34 BCBS OF OKLAHOMA AMBULANCE REFUND 431.81 WPS TRICARE FOR LIFE AMBULANCE REFUND 66.65 ACS RECOVERY SERVICE AMBULANCE REFUND 596.50 ELIZABETH PARKS AMBULANCE REFUND 99.36 VIVIAN MORGAN AMBULANCE REFUND 67.31 AMERICAN MUNICIPAL SERVICES CORP. COLLECTION FEES 100.75 COMMUNITYCARE HMO AMBULANCE REFUND 337.81 TOTAL AMBULANCE SERVICE 1,886.62 AMBULANCE MEDICLAIMS INC BILLING SERVICES 61479.80 VERIZON WIRELESS WIRELESS CONNECTION 152.04 OKLAHOMA STATE DEPT OF HEALTH LICENSE RENEWAL 100.00 JPMORGAN CHASE BANK STERICYCLE-WASTE DISPOSAL 101.80 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 2,461.17 Page 7 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amounl AMBULANCE... JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 23.10 CITY GARAGE OVERHEAD/LABOR - SEPT, 20 1,250.00 CITY GARAGE PARTS FOR CITY VEH & TRKS 1,305.06 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 22.80 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 1,561.21 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 114.30 JPMORGAN CHASE BANK BUMPER TO BUMPER-PART 20.00 JPMORGAN CHASE BANK FULLERTON-OXYGEN 43.50 JPMORGAN CHASE BANK PHARM SYS-SUPPLIES 189.79 JPMORGAN CHASE BANK STERICYCLE-WASTE DISPOSAL 203.60 JPMORGAN CHASE BANK STERICYCLE-WASTE DISPOSAL 203.60 JPMORGAN CHASE BANK ADVANCED AUTO-RETURN -24.99 TOTAL AMBULANCE 14,206.78 FUND GRAND TOTAL 16,093.4 E911 COMMUNICATIONS JPMORGAN CHASE BANK TOTAL RADIO-MAINT FEE 285.00 AT&T CONSOLIDATED PHONE BILL 304.60 INCOG-E911 E911 ADMIN SVCS FEES 6,176.27 TOTAL E911 COMMUNICATIONS 6,765.87 FUND GRAND TOTAL 6,765.8 STRONG NEIGHBORHOODS JPMORGAN CHASE BANK LOWES-OWASSO CARES 46.09 JPMORGAN CHASE BANK KUM & GO-OWASSO CARES 5.40 JPMORGAN CHASE BANK WALMART-OWASSO CARES 61.69 JPMORGAN CHASE BANK HARLEY HOLLAN-OWS CARES 640.00 JPMORGAN CHASE BANK SCOREBOARD-OWASSO CARES 8.00 JPMORGAN CHASE BANK LOWES-OWASSO CARES 147.01 JPMORGAN CHASE BANK LOWES-REFUND -11.33 TOTAL STRONG NEIGHBORHOODS 896.86 FUND GRAND TOTAL 896.8 STORMWATER - STORMWATI MESHEK & ASSOCIATES, P.L.C. ENGINEERING SERVICES 2,998.35 MESHEK & ASSOCIATES, P.L.C. ENGINEERING SERVICES 4,649.85 TOTAL STORMWATER - STORMWATER 7,648.20 .2 FUND GRAND TOTAL 7,6; 177.55 AMBULANCE CAPITAL FD JPMORGAN CHASE BANK LISPS-BID PACKAGE MAIL FEE Page 8 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni TOTAL AMBULANCE CAPITAL FD 177.55 FUND GRAND TOTAL 177.5 PUBLIC SAFETY - FIRE JPMORGAN CHASE BANK LCWES-REMODEL SUPPLIES 237.16 JPMORGAN CHASE BANK [ NRAD FIRE-WATER TANK 1,954.00 TOTAL PUBLIC SAFETY - FIRE 2,191.16 FUND GRAND TOTAL 2,191.1 PARK DEV-SKATE PARK IMPF NATIVE SKATEPARKS, LLC. SKATE PARK CONSTRUCTION 9,078.10 TOTAL PARK DEV-SKATE PARK IMPR 9,078.10 FUND GRAND TOTAL 9,078.1 CI - STREET REHAB FY13 JPMORGAN CHASE BANK TULSA WORLD-ADVERTISING 371.52 TOTAL CI -STREET REHAB FY13 371.52 CI - STREET REHAB FY12 TULSA ASPHALT, LLC ASPHALT - 2011-2012 STREE 3,573.11 TOTAL CI -STREET REHAB FY12 3,573.11 96TH/129TH INFRASTRUCTUf ROY & SHIRLEY BOWMAN RIGHT-OF-WAY ACQUISITION 17,820.00 TOTAL 96TH/129TH INFRASTRUCTURE 17,820.00 FUND GRAND TOTAL 21,764.6 CITY GARAGE JPMORGAN CHASE BANK QUALITY TIRE-ALIGNMENT 69.95 JPMORGAN CHASE BANK B&M OIL-PARTS RESALE 804.65 AT&T CONSOLIDATED PHONE BILL 47.65 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 95.05 JPMORGAN CHASE BANK PEPBOYS-BRAKE PADS 89.00 JPMORGAN CHASE BANK PEPBOYS-ROTORS/BRAKES 372.90 JPMORGAN CHASE BANK UNITED FORD-PARTS 565.97 JPMORGAN CHASE BANK BUMPER2BUMPER-PARTS 145.12 JPMORGAN CHASE BANK PEPBOYS-ROTORS/BRAKES 488.52 T & W TIRE, LP TIRES FOR CITY AMBULANCE 794.28 JPMORGAN CHASE BANK FRONTIER TRUCKS-PARTS 140.86 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 24.31 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 24.31 CITY GARAGE PARTS FOR CITY VEH & TRKS 21.53 Page 9 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amount TOTAL CITY GARAGE 3,684.10 FUND GRAND TOTAL 3,684.1 WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 289.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 323.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 323.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 289.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 323.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 323.00 TOTAL WORKERS' COMP SELF-INS 1,870.00 WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 11151.75 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 51158.42 OK TAX COMMISSION SPECIAL TAX UNIT MITF QUARTERLY ASSESSMENT 3,545.87 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 1,410.63 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 716.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIM PAYMEN 716.00 UNITED SAFETY & CLAIMS INC TPA ADMIN FEES FOR WRKRS 1,610.00 TOTAL WORKERS' COMP SELF-INS 14,308.67 FUND GRAND TOTAL 16,178.6 GEN LIAB-PROP SELF INS TREASURER PETTY CASH TORT CLAIM-WILLIAM SMITH 300.00 GERBER COLLISION & GLASS-OWASSO TORT CLAIM 841.53 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL FEES-PRUNER-DARNABY 755.60 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL FEES-ADAMS 117.50 WOOD, PUHL & WOOD, P.L.L.C LEGAL-WILLIAMS V OWASSO 629.00 TULSA WORLD WORLD PUBLISHING V CITY 7,140.08 MOORE & VERNIER, P.C. ADAMS V CITY OF OWASSO 47,500.00 TOTAL GEN LIAB-PROP SELF INS 57,283.71 FUND GRAND TOTAL 57,283.7 CITY GRAND TOTAL $828,799.17 Page 10 CITY OF OWASSO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 10/16/12 VENDOR DESCRIPTION AETNA HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE ADMIN FEES DENTAL DEPT TOTAL AMOUNT 30,853.03 35,578.64 66,431.67 2,165.90 2,062.78 4,228.68 HEALTHCARE SELF INSURANCE FUND TOTAL 70,660.35 CITY OF OWASSO GENERALFUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 10/06/12 Department Payroll Expenses Total Expenses Municipal Court 4,586.31 6,569.70 Managerial 19,474.40 27,276.47 Finance 6,758.21 11,547.97 Human Resources 5,984.83 10,029.81 Community Development 10,723.98 16,998.03 Engineering 16,173.98 24,387.18 Information Systems 8,039.30 12,616.69 Support Services 6,972.23 10,183.29 Police 99, 644.09 156, 982.13 Central Dispatch 13,972.01 23,684.97 Animal Control 2,218.40 3,618.09 Fire 93, 666.41 140, 045.01 Fire-Safer Grant 10,247.97 15,777.48 Emergency Preparedness 3,298.43 4,969.72 Streets 5,714.42 10,212.92 Stormwater/ROW Maint. 4,801.10 6,561.53 Park Maintenance 8,736.91 13,137.62 Community-Senior Center 2,793.40 3,939.66 Historical Museum 600.00 673.68 Economic Development 2,826.92 3,746.34 General Fund Total 327,233.30 502,958.29 Garage Fund Total 3,527.60 6,076.11 Ambulance Fund Total 25,069.24 37,675.89 Emergency 911 Fund Total 2,535.20 4,441.98 Stormwater Fund 27 Total Worker's Compensation Total 1,395.00 1,680.66 Strong Neighborhoods 2,692.31 4,090.50 CITY OF OWASSO GENERALFUND FISCAL YEAR 2012-2013 Statement of Revenues & Expenditures As of Sept 30, 2012 REVENUES: Taxes Licenses & permits Intergovernmental Charges for services Fines & forfeits Other TOTALREVENUES EXPENDITURES: Personal services Materials & supplies Other services Capital outlay TOTAL EXPENDITURES REVENUES OVER EXPENDITURES TRANSFERS IN (OUT): Transfers in Transfers out TOTALTRANSFERS NET CHANGE IN FUND BALANCE FUND BALANCE (GAAP Basis) Beginning Balance Ending Balance FUND BALANCE (Budgetary Basis) Beginning Balance Ending Balance MONTH YEAR PERCENT TO-DATE TO-DATE BUDGET OF BUDGET $ 1,613,520 $ 5,028,885 $ 20,837,000 24.13% 14,851 40,409 219,100 18.44% 744,888 898,179 2,004,114 44.82% 31,442 104,800 498,300 21.03% 46,558 149,429 820,300 18.22% 40,863 94,382 89,400 105.57% 2,492,122 6,316,083 24,468,214 25.81% 999,572 3,450,204 13,887,630 24.84% 57,657 189,361 748,764 25.29% 105,160 450,083 1,665,799 27.02% 188,440 280,405 1,378,125 20.35% 1,350,829 4,370,053 17,680,318 24.72% 1,141,293 1,946,031 6,787,896 28.67% 1,053,544 3,028,402 12,336,000 24.55% (1,518,488) (4,671,291) (19,375,000) 24.11% (464,944) (1,642,889) (7,039,000) 23.34% 676,349 303,141 (251,104) 3;742,591 $ 4,045,732 2,089,886 2,089,886 $ 2,393,027 $ 1,838,782 *Amount may change. V The City Wit nut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Warren Lehr Assistant City Manager SUBJECT: Establish Minimum Value of Surplus Vehicles and Authorize eBay Auction DATE: October 12, 2012 BACKGROUND: The following vehicles have been deemed by the Police Department and Support Services as no longer needed to remain in service due to age and/or condition and are being recommended to be declared surplus by the City Council: 1993 Chevrolet Caprice w/1 15,826 miles Tag # 3-53807, VIN 1 G 1 BL5378PR 140673, Fixed Asset # 2383 1999 Ford Crown Victoria w/122,516 miles Tag # 3-45781, VIN 2FAFP71 W8XX108014, Fixed Asset # 1629 2001 Ford Crown Victoria w/139,314 miles Tag # 3-51882, VIN 2FAFP71 WO1X121962, Fixed Asset # 1387 2001 Ford Crown Victoria w/1 13,285 miles Tag # 3-51883, VIN 2FAFP71 W21 X 121963, Fixed Asset # 1388 2001 Chevrolet Impala w/1 12,564 miles Tag # 3-51885, VIN 2G1 WF55K819322319, Fixed Asset # 593 Typically, when the City of Owasso declares an item surplus, an approximate worth for the items are submitted to the City Manager (if valued at less than $500) or City Council (if valued at $500 or greater), along with the list for approval. Staff has reviewed the Finance Department's "Book Value" of these vehicles, and values from the "Kelley Blue Book", as well as auction history to determine a minimum value for each vehicle. The following is the minimum value that has been determined for the vehicles: ➢ 1993 Chevrolet Caprice $ 625.00 ➢ 1999 Ford Crown Victoria $ 1,500.00 ➢ 2001 Ford Crown Victoria $ 1,500.00 ➢ 2001 Ford Crown Victoria $ 1,400.00 ➢ 2001 Chevrolet Impala $ 1,800.00 eBay AUCTION: eBay is an online auction tool used by the City to obtain the highest resale or salvage price for items that have outlived their useful lifespan and have no foreseeable value to the City of Owasso. Auctioning surplus equipment on eBay has been used periodically since first approved by the City Council in 2002. HOW IT WORKS: ➢ City Council declares vehicles (or other items) surplus and declares a minimum value for each item. ➢ Staff gathers identification information, writes descriptions, and takes digital pictures for each item to be auctioned. ➢ Staff also determines whether the item can be shipped or will need to be picked up by the purchaser/buyer. If the City is responsible for shipping, staff will add shipping cost into the bidding specifications on the auction site. ➢ Items are placed on auction for 10 days allowing the auction to occur over two weekends. ➢ When the item is added to the eBay auction site, advertising of the auction is also done on the City website and through other appropriate media. ➢ During the auction period, prospective bidders may e-mail the designated staff member to ask any questions they may have about the items being auctioned. The questions and answers are posted on the item's auction page, and item descriptions can be amended and/or corrected during the auction. ➢ At the close of the auction, eBay notifies the designated staff member of the highest bidder and provides their e-mail address. ➢ Staff notifies the highest bidder, and arrangements for payment by credit card, check, or cash are handled through the Utility Billing Window, and/or through the internet using "PayPal". ➢ Arrangements are made for pick-up or shipping of the item once a deposit has been made. Items are released or shipped once payment is received. ➢ A deposit is required within 2 business days; payment in full is required within 7 days; and vehicle removal and/or shipping arrangements must be completed within 21 days of the auction close. eBay FEES: for Vehicles Listing Fee $ 50.00 10 day listing $ 15.00 Reserve Fee $ 7.00 Extra pictures $ 1.00 Estimated total cost $ +/-73.00 per vehicle listed RECOMMENDATION: Staff recommends City Council declare the following vehicles as surplus to the needs of the City of Owasso and approve the accompanying amount as a minimum value to be utilized for eBay auctioning: ➢ 1993 Chevrolet Caprice $ 625.00 ➢ 1999 Ford Crown Victoria $ 1,500.00 ➢ 2001 Ford Crown Victoria $ 1,700.00 ➢ 2001 Ford Crown Victoria $ 1,400.00 ➢ 2001 Chevrolet Impala $ 1,800.00 ATTACHMENT: A. Vehicle Descriptions ATTACHMENT A: VEHICLE DESCRIPTIONS 1993 Chevrolet Caprice Classic, VIN: 1G1BL5378PR140673 w/ 4.31- V-8 engine and automatic transmission, rear wheel drive. Tires are in fair condition. Vehicle has very little rust in body. Odometer reads 115,826 miles. Driver's seat, and front interior door panel are broken and/or missing. Interior is in poor condition. HVAC does not work. Vehicle runs and drives. Vehicle has proved to be unreliable and maintenance costs are anticipated to be more than the value of the vehicle to the City. 1999 Ford Crown Victoria, VIN: 2FAFP71 W8XX108014, w/4.61- engine and automatic transmission, rear wheel drive. Tires are in good condition. Vehicle has very little rust in body. Odometer reads 122,516 miles. Vehicle is in fair condition and starts, runs, and drives reasonably well. HVAC works. Vehicle has been replaced and is no longer suitable for police service and would be cost prohibitive in terms of maintenance to source out to another department. 2001 Ford Crown Victoria, VIN: 2FAFP71 W21 X 121963, w/4.61- engine and automatic transmission, rear wheel drive. Tires are in good condition. Vehicle has very little rust in body; the paint is peeled off in a couple of places on the driver's side doors. Odometer reads 113,285 miles. Vehicle is in fair condition and starts, runs, and drives. HVAC works. Vehicle has been replaced and is no longer suitable for police service and would be cost prohibitive in terms of maintenance to source out to another department. 2001 Ford Crown Victoria, VIN: 2FAFP71W01X121962, w/4.61- engine and automatic transmission, rear wheel drive. Tires are in good condition. Vehicle has very little rust in body; there are some "dings" on the driver's side doors. Odometer reads 139,314 miles. Vehicle is in fair condition, and starts, runs, and drives. HVAC works. Vehicle has been replaced and is no longer suitable for police service and would be cost prohibitive in terms of maintenance to source out to another department. 2001 Chevrolet Impala, VIN: 2G1 WF55K819322319, w/2.8L engine and automatic transmission, front wheel drive. Tires are in good condition. Vehicle has very little rust in body. Odometer reads 1 12,564 miles. Vehicle is in fair condition and starts, runs, and drives. HVAC works. Vehicle has been replaced and is no longer suitable for police service and would be cost prohibitive in terms of maintenance to source out to another department. V The City Wit~7out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Michele Dempster Human Resources Director SUBJECT: Property Insurance Renewal DATE: October 12, 2012 BACKGROUND: Each year the City's property-casualty insurance coverage renews on November 1 St. This policy provides coverage for City property, including non-building items (i.e. traffic lights and pump stations), similar to homeowners insurance. Renewal quotes are being solicited by the City's agent of record based on the current deductible of $25,000. Property casualty insurance is funded through the General Liability-Property Self-Insurance Fund, and funding for the proposed renewal was included in the FY 2013 budget. COMMENTS: The City's Agent of Record has been in the process of soliciting renewal quotes. Currently one quote has been received through Allianz Global for $50,010. This amount includes adding coverage for the City owned equipment at the new CNG station. The cost of last year's coverage was $40,240. The original coverage was $35,953, with an additional $4,287 in coverage added mid-year to cover the Wastewater Treatment Plant expansion. Renewal of property-casualty insurance was budgeted for $41,000; even though this is less than the renewal quote, funding is available within the General Liability-Property Self-Insurance fund. The City must enter into a contract for property coverage prior to November I,', in order to insure the City is getting the best price available for coverage, staff would like to have the opportunity to continue reviewing any quotes submitted up to the renewal date. RECOMMENDATION: Staff recommends City Council authorization for the City Manager to execute a contract for property-casualty insurance and authorization for payment in an amount not to exceed $50,010. Attachment: Alliance Global Quote Swett & Crawford To: Moe Hogan Rich & Cartmill, Inc. 2738 E. 51st Street - Ste. 400 Tulsa; OK 74105 Agency Fax: 918-744-8429 Retail Producer Fax: 918-272-3455 One N. Franklin Street Suite 1400 Chicago, IL 60606 Phone: 312.442.4244 Date: September 21, 2012 From: Stacey Newman Stacey Newmarj(c~Swett.eorn Agency Phone: 918-743-8811 Retail Producer Phone: 918-272-3435 QU0TAT10N This quotation for coverage is subject to the terms and conditions of the specked insurance company forms currently in use including any listed amendatory endorsements. 11US QUOTATION FOR COVERAGE MAY NOT CONFORM TO THE TERMS AND CONDITIONS REQUESTED. Should a change in insurance company be involved, terms and conditions may vary from those currently in force. A copy of the form to be used is available upon request. You acknowledge that Swett & Crawford or one of its affiliates is acting as a wholesale insurance broker in connection with this placement. Specifically, it (1) is acting on your behalf (and you are transacting on behalf of the consumer), (2) is working as a wholesale broker to obtain appropriate quotes and/or placements on your behal4 (3) may be charging a broker fee for its services as set forth in the indication, quote and/or binder and (4) may be entitled to receive compensation from the insurer for the purchase of insurance. As the retail broker, if you choose to deliver documents electronically to the insured, you acknowledge that you have obtained the consent of the insured in accordance with applicable law. INSURED: City of Owasso, OK. Mailing Address: P.O. Box 180 Owasso, OK 74055 Company: AGCS Marine Insurance Company (admitted) Effective Date: 11/01/2012 Expiration Date: 11/01/2013 Perils Insured: Carrier Form (All Risk) including Flood and Earthquake; including Equipment Breakdown Limits of Liability: $ 43,496,978 Per occurrence-Real Property 5,261,390 Per occurrence - Contents 5,951,000 Per occurrence - Traffic/Signs and Antennas Repeater - Loc 8, 42-82 on SOV Sublimits: 10,000,000 per occurrence/annual aggregate for Flood 10,000,000 per occurrence/annual aggregate for Earthquake 100,000 per occurrence -.Extra Expense See attached carrier quote for limitations to the above sub-limits. Additional sublinuts are per the attached carrier quote. Premium/Taxes/Fees: S 50,010:00 TOTAL DUE TRIA/TRIPRA Premium (Optional): S 2,501.00 TOTAL DUE Prensium is due 20 days, from effective date. Page 1 of 2 City of Owasso, OK QUOTATION Commission: Subject To: 10.0% Terms and Conditions are per the attached carrier quote. Please forward the following items with your request to bind coverage: • If the insured should elect/reject the MA/TRIPRA.coverage. Signed form is required Swett & Craviford J4 By: 9/21/2012 (.Authorized Representative) Page 2 of 2 Allianz Global Corporate & Specialty@ AGCS Marine Insurance Company QUOTATION AGCS Marine Insurance Company 225 W Washington, Suite 1800 Chicago, IL 60606 September 18, 2012 COOPER GAY RISK SERVICES 300 WACKER DRIVE SUITE 2314 CHICAGO, IL 60606 ATTENTION: Stacey Newman RE: CITY OF OWASSO Dear Stacey: Thank you for the Our quote is outlined below: Effective/Expiration Date 11/01/2012 - 11/01/2013 Insuring Company 54 - AGCS MARINE INSURANCE COMPANY Property Covered Per Schedule Submitted Locations Limits of Insurance Per Schedule Submitted Buildings $ See Schedule Business Personal $ See Schedule Allianz ili Equipment Breakdown Coverage Property Damage Income Coverage Limits $48,758,368 $100,000 Coinsurance waived % waived % Income Coverages Period of Loss Extension Excluded days Coverage Options (check one) Coverage Extensions ❑ Earnings, Rents and Extra Expense ❑ Earnings and Extra Expense ❑ Rents and Extra Expense ®Extra Expense Only ® Expediting Expense Limit ® Pollutants $ 100,000 $ 100,000 Ordinance or Law (Undamaged Parts of Buildings) $ 100,000 Ordinance or Law (increased Cost to Repair/Cost to Demolish and Clear Site) $ 100,000 ❑ Off Premises Utility Service Interruption $ ® Defense Costs Covered Deductibles Property Coverages $25,000 Income Coverages ($,hrs., ADV, or Combined Combined with Other Property Income Coverage Options (Free form Text) Other Conditions (Free form Text) Electronic Equipment Insurance per form EEI 6300 Locations: (Address, City and State) 001 AS PER SCHEDULED LOCATIONS ON FILE WITH US Description Traffic Lights/Signs and Antennas Repeater - Locs 8, 42-82 on SOV Limits of Insurance Location 001 Limit of Insurance Per Schedule Valuation Basis* ACV RC ORC ❑ n ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ Blanket Limit $5,951,000 Property in Transit or at Unnamed $Not Covered Locations ACV = Actual Cash Value RC = Replacement Cost ORC = Operational Replacement Cost Coinsurance Percentage waived% Deductible $25,000 % $ Maximum $ Minimum Premium Excluding Terrorism $50,010 Terrorism Coverage 5 % If terrorism coverage is purchased, there will be either an additional or return premium equal to the percentage shown above on all monetary Terrorism Premium endorsements and adjustments. $2,501 (Dollar amount that equates to the percentage above) Applicable Surcharges with Terrorism $NIA Applicable Surcharges without Terrorism $NIA Total Policy Premium with Terrorism (plus applicable Surcharges) $52,511 Total Policy Premium without Terrorism (plus applicable Surcharges) $50,010 Special Conditions This quotation includes the following forms as approved by the applicable state: ❑ Fungi Limitation Endorsement ® Limited Fungus and Related Perils Coverage Endorsement This quote is valid for thirty (30) days and is subject to change or retraction in the event of claim activity or an increase or change in exposures prior to binding coverage. Terms and conditions outlined in this quote may differ from the specifications submitted; please review the specific coverage part for details on coverages and exclusions. Changes in the information in your submission or changes in the job specifications may change the terms of this quote. OT City Wit7aufi Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Michele Dempster Human Resources Director SUBJECT: Excess Workers' Compensation Coverage DATE: October 12, 2012 BACKGROUND: The City is self-insured for workers' compensation. As a result, all costs associated with an employee's on-the-job injury are paid by the City through the Workers' Comp fund, up to the specific retention limit of $750,000 per injury. The City purchases Specific Excess Workers' Compensation insurance to protect the City from exposure to any injury with expenses exceeding $750,000. The Excess coverage renews annually on October 26th and is calculated as a rate per $100 of payroll. Specific Excess Workers' Compensation insurance is funded through the Workers' Compensation Self-Insurance fund. COMMENTS: The City's Agent of Record has received a renewal quote through Midlands Management Corporation for $45,182. This is a slight increase over the $45,000 estimation that was included in the FY 2013 budget. The cost of the current year's coverage was $39,817. RECOMMENDATION: Staff recommends Council authorization for the City Manager to execute a contract with Midlands Management Corporation for Specific Excess Workers' Compensation Insurance and authorization of payment in the amount of $45,182. ATTACHMENT: Midlands Management Quote Midlands Management Corporation Date: 10/4/2012 To: Moe Hogan Rich & Cartmill, Inc. - Tulsa Tulsa, OK From: Janna Preston - jlpreston@midman.com Account: City of Owasso 111 N Main Street Owasso, OK 74055 PO Box 22778 Oklahoma City, OK 73123 Phone: 405.840.0074 • Fax: 405.840.5432 Quoting on behalf of- NEW YORK MARINE & GENERAL INSURANCE COMPANY Specific Excess & Aggregate Excess Workers' Compensation and Employers' Liability Quote A.M. Best Rated: "A" (Excellent), IX We are pleased to provide the following quotation terms as follows: Quote Option MMC101404 Policy Term October 26, 2012 / October 26, 2013 Estimated Manual Premium $712,010 Estimated Total Payroll $11,911,980 Covered States OK Specific Retention $750,000 Specific Limit Statutory Employers Liability Limit $1,000,000 Aggregate Attachment Rate Nil Minimum Aggregate Attachment Nil Aggregate Limit Nil Maximum Loss Accruing A re ate Nil Excess Rate 0.3774 Estimated Premium Excluding Terrorism $44,956 Terrorism Charge $226 Total Minimum Premium $40,663 Total Deposit Premium $45,182 www.midiandsmgt.com The City Wit7out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Warren Lehr Assistant City Manager, Operations SUBJECT: Resolution No. 2012-10 Vision 2 Project Selection Process DATE: October 5, 2012 BACKGROUND: The Owasso Capital Improvement Plan (CIP) Committee was established in 1988 under Ordinance No. 395. The City Council elected to appoint this committee to develop, prioritize, and recommend the capital improvement needs of the city in the hopes of creating a more orderly, planned process than had existed before. The City Council adopted Resolution 2003-14 in September 2003, which established the procedure for amending the priority determination of capital improvement projects eligible to receive funding from the Capital Improvements Fund, also known as the permanent third-penny sales tax. City of Owasso staff and the Capital Improvements Committee have continued the comprehensive planning process since the creation of the initial plan in 1988 and the update in 2003. VISION 2: In order to utilize the CIP Committee's familiarity with capital improvement needs for the City of Owasso, the committee was recently tasked with the development of a Vision 2 project selection process in the event that the project proposition is approved in the upcoming November 6 election. The CIP Committee met on September 25 and discussed and agreed upon the components of the process. Components of the Vision 2 project selection process include notice to be given to the general public in May of 2016, well in advance of funding, which would be available by mid- year 2017. Relevant social media would be used to publicize notifications of the process elements and solicit input from citizens. Elements of the process would include an online survey, solicitation of input on appropriate social media, and public meetings to increase awareness of potential projects and to receive as much citizen input as possible. All input and survey results would then be summarized and made available to the CIP Committee and the City Council. The CIP Committee would then meet as many times as necessary to develop recommendations to the City Council who would then review the recommendations and have the authority to revise and approve them as it deems appropriate. Finally, the City Council would adopt a Vision 2 project list by resolution. RECOMMENDATION: Staff recommends approval of Resolution 2012-10 establishing a Vision 2 project selection process as recommended by the CIP Committee. ATTACHMENT: A. Resolution 2012-10 B. Owasso CIP Committee Recommendation for Vision 2 Project Selection Process CITY OF OWASSO, OKLAHOMA RESOLUTION NUMBER 2012-10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, ESTABLISHING THE VISION 2 PROJECT SELECTION PROCESS OF THE CAPITAL IMPROVEMENTS PLAN COMMITTEE ELIGIBLE FOR FUNDING FROM THE CAPITAL IMPROVEMENTS FUND. WHEREAS, on the 18th day of August, 1988, the citizens of the City of Owasso, Oklahoma, approved Ordinance Number 395, establishing the Capital Improvement Plan Committee to develop, prioritize, and recommend the capital improvement needs of the city; and, WHEREAS, the City Council adopted Resolution 2003-14 on September 2, 2003, establishing the procedure for amending the priority determination of the capital improvement project eligible to receive funding from the Capital Improvements Fund, also known as, the permanent third-penny sales tax; and, WHEREAS, the Capital Improvement Plan Committee is tasked with the development of a Vision 2 project selection process in the event that the project proposition is approved in the November 6, 2012 election. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, that, to-wit: The Capital Improvements Plan Committee recommendation for the Vision 2 Project Selection Process is hereby established to be: • Public Notice of the beginning of the process given 60 days in advance (May 1, 2016) • Public Meetings will be conducted to increase awareness of potential projects and to solicit citizen input • 90 day online survey • Utilization of social media to seek input and publicize notifications • Make summary available to the public through media outlets; and forward summary to the Capital Improvements Plan Committee and the City Council • Capital Improvements Plan Committee will meet as many times as necessary to develop recommendations to be presented the City Council at work session and to the public • Capital Improvements Plan Committee will recommend a priority list of Vision 2 projects to the City Council • City Council will review recommendations with the authority to revise and approve as appropriate; City Council will adopt a Vision 2 project list by resolution DATED this 16th day of October, 2012 Doug Bonebrake, Mayor APPROVED AS TO FORM: ATTEST: Julie Lombardi, City Attorney Sherry Bishop, City Clerk VISION 2 PROJECT SELECTION PROCESS Capital Improvement Plan (CIP) Committee Recommendation The CIP Committee has developed a Vision 2 project selection process in the event that the project proposition is approved in the November 6 election. The process would begin on or about July 1, 2016 in anticipation of funds becoming available by mid-year 2017. The process would include the following components: ■ Notice - Public notice of the beginning of the process would be given 60 days in advance, on or about May 1, 2016. Notice would be given on the City of Owasso website and posted consistently and frequently on City social media outlets, and other media as deemed appropriate. ■ Public Meetings - At least two (2) public meetings would be conducted by the CIP Committee to increase awareness of potential projects and to solicit as much citizen input as possible. ■ Online Survey - Notice would include links to a well conceived, but brief online survey that would be made available for 90 days. ■ Social Media -The City would consistently utilize its Facebook, Twitter, website, and other appropriate media to seek input and publicize notifications of the process elements and schedule, links to an online survey, and meeting times and places. ■ Citizen Input Summary - City staff and CIP Committee members would compile all input, comments, and survey results; make the summary available to the public through all appropriate media outlets; and forward the summary of input to the CIP Committee and the City Council. ■ CIP Meetings -The CIP Committee would meet as many times as necessary to discuss community input and develop recommendations to the City Council. These CIP Committee meetings would be posted and open to the public in a City Council Work Session format that would allow citizens to be present to hear all discussions. ■ CIP Committee Recommendation -The CIP Committee would then recommend a priority list of Vision 2 projects to the City Council. ■ City Council Resolution - The City Council would review the CIP Committee recommendations and have the authority to revise and approve them as it deems appropriate. The City Council would then adopt a Vision 2 project list by resolution. ~:The_ City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Sherry Bishop Assistant City Manager, Administrative Services SUBJECT: Contract for Consulting Accounting Services DATE: October 12, 2012 BACKGROUND: Marcy Twyman, with the accounting firm of Crawford & Associates, has been working with the finance department to assist city staff in preparing for the annual audit by our independent auditors, Cole & Reed. The contract with Crawford & Associates is for an amount not to exceed $25,000 with services billed hourly. Through September 281h, $16,742 has been billed on this contract. The balance of the hours available in this contract has been expended during the first two weeks of October. The auditors will be on site beginning Monday, October 15. Anticipating that it will be several months before a finance director will be on the job and several months after that before a deputy director could be hired, staff is recommending a contract for additional consulting accounting services with Crawford & Associates. During this transition period, it is important that the City Council and the citizens continue to have confidence in the capabilities and the integrity of the city's financial reporting. The expertise and reputation of the Crawford firm should provide assurance that the quality of reporting would be maintained. The finance department staff is very capable of performing the day-to-day functions of the department. However, over the next several months, there will be a significant amount of other accounting work with which the existing staff will need assistance. The amount of work or the number of hours that may be needed for consulting accounting services on an ongoing basis is difficult to estimate. It would be our intention to try to keep the outside services at a minimum but it is more important to maintain the integrity of the accounting and financial reporting. Staff believes that it is in our best interest to continue to use the services of Crawford & Associates and anticipate that the need could continue for 5 to 7 months with a cost up to $50,000. FUNDING: Funding is available in the current finance department budget due to the two vacant positions. In addition to the services by the Crawford firm, other extraordinary expenditures are anticipated in the finance department including the contract with SGR (finance director search), possible travel expenses for candidate interviews, and possible relocation expenses for a new director. Funding for all of these additional needs will be covered by the current finance department budget. RECOMMENDATION: Staff recommends authorization for the city manager to contract with Crawford & Associates for consulting accounting services in an amount not to exceed $50,000. The C%ty Without Lit-nits. TO: The Honorable Mayor and City Council City of Owasso FROM: Julie Trout Lombardi City Attorney SUBJECT: Payment of Commissioners' Award, Commissioners' Fees, Poundage and any other assessed court fees in City of Owasso v. DeBoer et al DATE: October 12, 2012 BACKGROUND: On August 21, 2012, the City Council approved Resolution 2012-08 authorizing condemnation proceedings to acquire needed Right-of-Way from landowners Lee DeBoer, Dale DeBoer, and Shirley Hess for the 86th Street North widening project. A condemnation action was filed by the City of Owasso against the landowners on August 24, 2012, and a hearing to appoint commissioners was held on September 17, 2012, wherein Jan Gordon, George O'Connor and Jim Clark were appointed to serve as Commissioners in this case. The Court entered an order on that date appointing the three commissioners and requesting that their report determining the amount of just compensation due the landowner (the value of the land plus any additional damages to the remaining property) be completed and filed with the Court as soon as practical. The Commissioners were scheduled to meet with City staff, the landowners and the attorneys to view the land and begin the appraisal process on Friday, October 12, 2012. However, the weather compelled cancellation of that meeting and it will be rescheduled on October 15th or 16th. Once the Commissioners have viewed the land and discussed the issues with the landowners, attorneys and City staff, they will schedule an additional time for the three of them alone to meet on the property and determine the value of the subject Right-of-Way. Thereafter, the Commissioners will complete and file the Commissioners' Report in the District Court of Tulsa County within one to two days after their second meeting. The Commissioners' Report will determine the amount of just compensation (known as the Commissioners' Award) the landowners are entitled to be paid for the subject Right-of-Way and will additionally list the fees which must be paid to each of the Commissioners for his or her service. Once the Commissioners' Report has been filed, the City may deposit the amount of the Commissioners' Award, the Commissioners' Fees and other court costs known as "poundage" into the Court and may then immediately take possession of the land. Within thirty (30) days after the Commissioners' Report is filed, either the landowners or the City may object to the amount of the Commissioners' Award and request a jury trial. Whether or not objections are made by either or both parties, the landowners are entitled at any time to withdraw the amount of the Commissioners' Award deposited with the Court by the City. PROPOSED ACTION: The amount of the Commissioners' Award will not be known until the Commissioners' Report is filed with the Court. To gain timely entry upon the land and proceed with the project, the City must deposit the amount of the Commissioners' Award, the Commissioners' Fees and poundage with the Court. Authorization by the City Council to issue a check for payment of the Commissioners' Award, the Commissioners' Fees and poundage will enable staff to immediately deposit the required funds with the Court as soon as the Commissioners' Report is filed and will prevent additional delays of this project. If authorization for payment is not approved by the City Council at the October Wh meeting, it will be placed on the agenda for the City Council meeting on November 6th, thereby significantly delaying the project and creating additional construction difficulties for the contractor and the City. To facilitate expedient access to the needed Right-of-Way located on the DeBoer parcel, staff requests authorization to deposit with the Court, upon filing of the Commissioners' Report, the amount of the Commissioners' Award, fees assessed by the Commissioners for their services and poundage. RECOMMENDATION: Staff recommends City Council authorization and approval of payment of the Commissioners' Award, the Commissioners' Fees and poundage so that these amounts may be immediately deposited with the Court when the Commissioners' Report is filed and the City may take possession of the needed Right-of-Way at that time. ATTACHMENT: A. Resolution 2012-08 B. Commissioners' Report to be filed with the Court 2 CITY OF OWASSO, OKLAHOMA RESOLUTION No. 2012-08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, RESOLVING THE NECESSITY OF INSTITUTING AND PROSECUTING CONDEMNATION PROCEDURES TO OBTAIN PERMANENT RIGHT-OF-WAY FOR THE 86TH STREET NORTH WIDENING PROJECT. WHEREAS: The City of Owasso, by and through officers and agents thereof, has endeavored to obtain permanent right-of-way the legal description of property, attached hereto and marked Exhibit "A," deemed necessary for the 86th Street North, Main to Memorial, widening project from the respective landowners, to-wit: Lee DeBoer Dale DeBoer Shirley Hess WHEREAS: In connection with such efforts to obtain the needed permanent right-of- way consensually, the City of Owasso, by and through officers and agents thereof, has made a bona fide good faith offer to purchase same; and, WHEREAS: The above-referred landowners have not accepted such offer and by reason thereof, condemnation proceedings, as provided for under the Constitution and Statutes of the State of Oklahoma, are necessary. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT: Officers and agents of the City of Owasso, Oklahoma, are hereby authorized to initiate and prosecute to the conclusion thereof condemnation proceedings against the above-named landowners to obtain the necessary permanent right-of-way as set forth in Exhibit "A" hereto, as well as any additional relief to which the City of Owasso, Oklahoma, may, by law, be entitled to. APPROVED AND ADOPTED this 21St day of August, 2012, by the City Council of the City of Owasso, Oklahoma. g onebrake, Mayor Approved As To Form: ie Trout Lombardi, City Attorney LEGAL DESCRIPTION A tract of land located in the Northwest Quarter of the Northwest Quarter (NW/4 NW/4) of Section Twenty-five (25) of Township Twenty-one (21) North and Range Thirteen (13) East of the Indian Base and Meridian (I.B.&M.), according to the U.S. Government survey, thereof, Tulsa County, State of Oklahoma; being more particularly described as follows: Commencing at the NW corner of Sec. 25, T-21-N, R-13-E, I.B.&M.; Thence S 01°2731" E along the west line of said NW/4 a distance of 16.50 feet; Thence N 88'41'28'E a distance of 16.50 feet to the Point of Beginning; Thence N 88'41'28" E parallel with the north line of said NW/4 a distance of 1294.60 feet to the east line of the NW/4 of said NW/4; Thence S 015'49" E along the east line of said NW/4 NW/4 a distance of 43.50 feet to a point 60.00 feet south of the north line of said NW/4 NW/4; Thence S 88'41'28" W parallel with the north line of said NW/4 NW/4 a distance of 1261.21 feet to a point 50.00 feet east of the west line of said NW/4 NW/4; Thence S 01°27'31 " E parallel with the west line of said NW/4 NW/4 a distance of 1262.16 feet to the south line of said NW/4 NW/4; Thence S 88'41'18" W along the south line of said NW/4 NW/4 a distance of 33.50 feet; Thence N 01°27'31" W a distance of 1305.67 feet to the Point of Beginning, and containing 2.263 acres (98,600.1 square feet), more or less. Basis of Bearing is the Oklahoma State Plane Coordinate system. 16362-legal REVISED - A"' - R 13 E Legal Description Exhibit T A Part of the NW/4 NW/4 2" Section 25, T-21-N, R-13-E N Tulsa County, Oklahoma 1" = 400, DESCRIBED TRACT IS BETWEEN STATUTORY RIGHT-OF-WAY AND RIGHT-OF-WAY L L 0 3 Lv Y .O L 0) 6 n l Benctimark Surveying and Land Services, Inc. P.O. B- 1078 PHONE: (9187 274-9081 N OWASSO, OK. 74055 FAX: (9 187 274-0807 -n [ C.A. NO. 2235 EXP. DATE 6/30/14 WO# 16362 DATE: 8/17/12 FILE: 2113.2500 D Location Map SCALE 1•-2000' IN THE DISTRICT COURT OF TULSA COUNTY STATE OF OKLAHOMA THE CITY OF OWASSO, ) OKLAHOMA, ) an Oklahoma Municipal ) Corporation, ) Plaintiff, ) V. ) LEE DEBOER, DALE DEBOER, } SHIRLEY HESS, ) BOARD OF COUNTY ) COMMISSIONERS OF TULSA ) COUNTY, and DENNIS SEMLER, ) TREASURER OF ) TULSA COUNTY, ) Defendants. ) Case No.: CV-2012-01064 Judge Mary F. Fitzgerald REPORT OF COMMISSIONERS COME NOW, the undersigned Commissioners, heretofore appointed by the Court to inspect the real property described on Exhibit "A" hereto and consider the injury which Defendants Lee DeBoer, Dale DeBoer and Shirley Hess (hereinafter "Landowners") have sustained, and may sustain by reason of the taking of Right-of-Way in fee simple in said real property by Plaintiff City of Owasso for the construction of the 86th Street North road widening project and incident thereto as set forth in the Petition herein, and respectfully submit the following report: The undersigned Commissioners were and are disinterested freeholders of Tulsa County, Oklahoma, not interested in this or any like question, and pursuant to the Court order made on the 17th day of September, 2012, took the oath prescribed by law and proceeded to inspect the real property described on Exhibit "A". Having inspected the real property and the plans and specifications proposed to be constructed in and on the real property by the City of Owasso, the undersigned Commissioners have considered the injury which Landowners have sustained, and may sustain, by reason of the taking of Right -of-Way in fee simple in the real property as set forth on Exhibit "A" by the City of Owasso for the purposes of the 86`h Street North road widening project and incident thereto. We hereby assess the damages for the taking of the real property as follows: Jim Clark - Jan Gordon - George O'Conner- We further report that we have well and truly executed our duties as Commissioners and are entitled to be paid the following sums for our services herein: Jim Clark - Jan Gordon - Ueorge O' Conner We have each attached an itemized invoice to this report in support of this request for payment of Commissioners' fees. Dated this day of , 2012. Jim Clark Jan Gordon George O'Connor LEGAL DESCRIPTION A tract of land located in the Northwest Quarter of the Northwest Quarter (NW/4 NW/4) of Section Twenty-five (25) of Township Twenty-one (21) North and Range Thirteen (13) East of the Indian Base and Meridian (I.B.&M.), according to the U.S. Government survey, thereof, Tulsa County, State of Oklahoma; being more particularly described as follows: Commencing at the NW corner of Sec. 25, T-21-N, R-13-E, I.B.&M.; Thence S 01'2731" E along the west line of said NW/4 a distance of 16.50 feet; Thence N 864128' E a distance of 16.50 feet to the Point of Beginning; Thence N 8941'28" E parallel with the north line of said NW/4 a distance of 1294.60 feet to the east line of the NW/4 of said NW/4; Thence S 0135'49" E along the east line of said NW/4 NW/4 a distance of 43.50 feet to a point 60.00 feet south of the north line of said NW/4 NW/4; Thence S 88141'28" W parallel with the north line of said NW/4 NW/4 a distance of 1261.21 feet to a point 50.00 feet east of the west line of said NW/4 NW/4; Thence S 01°27'31 ° E parallel with the west line of said NW/4 NW/4 a distance of 1262.16 feet to the south line of said NW/4 NW/4; Thence S 8941'18" W along the south line of said NW/4 NW/4 a distance of 33.50 feet; Thence N 01"27'31" W a distance of 1305.67 feet to the Point of Beginning, and containing 2.263 acres (98,600.1 square feet), more or less. Basis of Bearing is the Oklahoma State Plane Coordinate system. 16362-legal REVISED - ~x1ni~i+ A~~ OT City VWi1tr,ut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Christopher A. Garrett Fire Chief SUBJECT: Hydraulic Rescue Tool Bid Award DATE: October 12, 2012 BACKGROUND: Hydraulic rescue tools are used by firefighters when victims are unable to free themselves, to disentangle victims, and aid in patient removal from vehicle or industrial accidents. Commonly referred to as the "Jaws of Life", these tools are integral parts of the rescue response for the Fire Department. Typically, the system uses a power pump unit to pressurize hydraulic fluid and move the highly pressurized fluid through hoses to one of the tools, which provides power for the tool's operation. There are many different tools that can be used as part of this system. The tools included in the proposed purchase are spreaders, cutters, and extendable cylinders. These tools perform such tasks as cutting metal, removing vehicle doors from their hinges, and pushing two stationary objects apart to gain access to victims or patients. PROPOSED PURCHASE: In an effort to provide dependable emergency rescue services to the community, the fire department staff has determined that an additional hydraulic rescue tool system should be purchased. The system would be deployed on a fire department pumper engine, which would make available a system of rescue tools on all three pumpers and the ladder truck. The addition of the system would provide hydraulic rescue services for each of the department's front line apparatus within the geographical emergency response districts at all times; thus, ensuring the availability and rapid operation of the tools during a critical life-saving emergency. BID PROCESS: The fire department staff has developed specifications based upon the various operational capabilities necessary to efficiently conduct a hydraulic rescue tool operation during an emergency. Forty-eight criteria were specified in the bid document to ensure that the hydraulic rescue tools system would meet accepted minimum industrial standards. The fire department staff also included the requirement that the system components adhere to the current edition of all relevant National Fire Protection Association (NFPA) standards, and that the system be Underwriters Laboratory tested. A list of potential bidders was developed based on geographical sales territories and available tool brands. Bid packages were mailed to four vendors representing the four major brands of hydraulic rescue tools available on the market. A formal bid opening was held at the Owasso City Hall on September 11, 2012 with three bids being received from three vendors, representing three different brands of tool systems. Each bid proposal was reviewed for adherence to the specified criteria, completeness, quality, and value. BID SUMMARY: Vendor Brand City Price Blaze Enterprises Holmatro Oklahoma City $34,609.00 Okie Extrication T-N-T El Reno $27,300.00 Wayest Safety Amkus Oklahoma City $26,122.00 Based upon the adherence to the bid specifications, warranty, service availability, compatibility with the fire department's current operations, and value to the citizens of the community, the fire department staff has determined that the bid proposal from Okie Extrication of El Reno is the best overall value. FUNDING: The FY 2012-13 Fire Department Capital Budget includes funding for the purchase of a hydraulic rescue tool system. The funding for this project was planned and budgeted within the long term Fire Department Capital Outlay Plan. The revenues generated by City Ordinance Number 991 will fund this project in its entirety. The budgeted amount for this project is $36,000. RECOMMENDATION: Staff recommends a bid award for the purchase of the hydraulic rescue tool system to Okie Extrication of El Reno, Oklahoma, and authorization for payment in the amount of $27,300. ATTACHMENT: A. Bid Specification Criteria Tabulation Rescue Tool System Criteria Tabulation Criteria Amkus/Wayest TNT/Okie Holmatro/Blaze Total Criteria Comply 38 of 48 48 of 48 48 of 48 Bid Price $ 26,122 $ 27,300 $ 34,609 SPREADER 28" at the tips V V V Maximum 65 pounds V V V Twist handle V V V Quick connects V V V Warranty V V V NFPA/UL Alternative V V CUTTER Blade opening 6" V V V Maximum 65 pounds V V V High strength blades V V V Twist handle V V V Quick connects V V V Warranty V V V NFPA/UL Alternative V V CONFINED SPACE CUTTER Minimum 1 opening Not Comply V V Maximum 15 pounds Not Comply V V High strength blades Not Comply V V Quick connects Not Comply V V Warranty Not Comply V V COMBINATION TOOL Min. opening 12" & 6" cut V V V Maximum 65 pounds V V V High strength blades V V V Twist handle V V V Quick connects V V V Warranty V V V NFPA/UL Not Comply V V PRIMARY RAM Minimum 30" extended V V V Maximum 45 pounds V V V Tip & base teeth V V V Twist handle V V V Quick connects V V V Warranty V V V NFPA/UL Not Comply V V SECONDARY RAM Minimum 40" V V V Maximum 45 pounds V V V Tip & base teeth V V V Twist handle V V V Quick connects V V V Warranty V V V GASOLINE POWER UNIT Operates two tools V V V Control levers V V V Quick connects V V V Maximum 150 pounds V V V Aluminum powder coated V V V Minimum 5.5 hp gasoline engine Alternative V V Warranty V V V NFPA/UL V V V HOSES Two 30' long hoses V V V BRACKETS Mounting brackets for tools V V V V The- City wit aut Lirnifs. TO: The Honorable Mayor and City Council City of Owasso FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: FY 2012-2013 Street Rehabilitation Program Recommendation for Award DATE: October 12, 2012 BACKGROUND: The FY 2012-2013 Capital Improvements Fund allows for the expenditure of $1,200,000 in 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 were evaluated and ranked 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 May 17, 2012, the City Council approved the street rehabilitation sites for 2012-13. On July 17, 2012, the City of Owasso entered into an Inter-local agreement with Tulsa County in order to further maximize the return on investment. Specifically, the agreement will consist of using county labor and equipment for roadway segments receiving a 2" asphalt overlay. ANALYSIS OF BIDS: The scope of work for this portion of the project entails milling or removal of the top layer of asphalt, base repair and fog sealing where warranted. Advertisements for bids were published on September 11, 2012, in accordance with state law and a mandatory pre-bid meeting was held at City Hall on September 25, 2012 with five (5) contractors in attendance. Bids were publically opened on October 5, 2012 at City Hall with the following two (2) bids received: Tri-Star Construction, LLC $977,194.10 APAC-Central, Inc. $1,228,260.30 Bid packages were examined for any improper bids and none were discovered. Tri-Star Construction, LLC., 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 201 1-2012 Street Rehabilitation Project. FUNDING: Funding in the amount of $1,200,000 is included in the FY 2012-2013 Capital Improvements Fund. RECOMMENDATION: Staff recommends a contract award to Tri-Star Construction, LLC. in the amount of $977,194.10 for the FY 2012-2012 Street Rehabilitation Project. ATTACHMENT: A. Location Map B. Bid Comparison Sheet M O N N O N 11 M O N (N O N 4U d V) Lf) w w . REPAIR AND OVERLAY PROJECT CRACKSEAL AND FOGSEAL 0 10/5/2012 - 2:00 P.M. - City of Owasso City Hall CITY OF OWASSO, OKLAHOMA STREET REPAIR PROJECT FY 2012 -2013 Alt #2 - Alt 43 - Alt #4 - Alt #5 - Bidder BASE Alt #1 - Honey Preston Post Office Metro Base + All Alt's El Rio Vista Creek Lakes Road Hei hts i TRI -STAR CONSTRUCTION, LLC $744,750.50 $92,506.60 $38,645.80 $56,382.00 $29,320.00 $15,589.20 $977,1.94.10 2 APAC-CENTRAL, INC. $981,727.50 $93,778.80 $43,533.60 $65,371.00 $26,843.00 $17,006.40 $1,228,260.30 V ?Th.--C-i-t-,y-W----if cut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Larry Langford Director of Recreation and Culture SUBJECT: Skate Park Project Acceptance and Final Payment DATE: October 12, 2012 BACKGROUND: On July 19, 2011, City Council approved the use of 2010 and 2011 Community Development Block Grant (CDBG) funding for improvements to the Owasso Skate Park. The approved proposal for the use of the 2011 CDBG funding converted modular equipment of the Skate Park to permanent structures. An advertisement for bids was published on February 21, 2012 in accordance with state law. Bids were opened publicly on March 21, 2012 at City Hall. Native Skateparks, LLC came in with the lowest bid totaling $262,413. On April 17, 2012, City Council awarded a contract to Native Skateparks, LLC in the amount of $262,413 for Skate Park improvements. Funding for this project was made available through the following sources: the 2010 CDBG totaling $4,255.91; the 2011 CDBG totaling $108,114; eBay revenue from the sale of surplus skate park modular items totally $4557, and the Park Development Fund. The Skate Park improvement project has now staff, the work performed by Native Skateparks, compliance with the contract specifications. been completed and upon inspection by city LLC has been found to be acceptable and in RECOMMENDATION: Staff recommends acceptance of the Skate Park improvement project and authorization for final payment to Native Skateparks, LLC, in the amount $13,120.35 for a final contract amount of $262,413. ATTACHMENTS: A. Final Pay Request • 666 +47 11 0 1 3 G 9 COPY SKATE PARK 2012 PA.Y ESTIMATE NO.' Ems'" LESS 10% RETAINAGE: TOTAL EARNED LESS 10% RETAINAGE: PERCENTAGE OF PROJECT CAh9PLETION: IGO- 2~~4 L 44 LESS PREVIOUS PAYIv EM: AMOUNT DUE, TffiS ES`I`IlYI• TE: pEI 10D; CONTRA.CW . P\-T_ V r~ 3 d s'c(ID CONTRACT i1~` pl`'~7©~y~'~OR'G GIIN~+A+(L i;4NTliACT: - $ _ ADJUSTED RID AMOUNT: TOTAL CONFIRM WORK: ~j MATERIALS STORED ('par attached labuWon): $ The uadera4ped Cenfindbir oeeiifies that to We bast of the Contcacbor's Iatoadedge. Warmation and belief the Work covered by this payment lbr Esdw,, a has been o,MlMd In aeoo tm with contract daoumen% that all amounts have been. paid wby the n heraln tuaww due.Work which previous Is V Payment Estiatat wow issued and payments received from the Owner. and that current p Yment e, i B P F L k. ST . 1 CONTRACTOR NAMES ~a Projectmeri ger State of County o ~f, 12- C..asnrtAerl Xc swnns`6u be8xv ate this _ _daY of~ ~ao % nnAbc, f•4it - it Notary Ptlbiic 0 My Commission Expires: Rwommended for Payment by: City. o Owasso _ f C?-- X1--1 ~'---N1) Date Date STATE OF OKLAHOMA COUNTY OF CLAIM OR INVOICE AFFIDAVIT )SS ) he undersigned (Architect, Contractor, Supplier, Engineer or Supervisory Official), of lawful age, being first =duly sworn, on oath says that this (invoice, Claim or Contract) is true and correct. Aff'iant further states that the (work, services or materials) as shown by this Invoice or Claim have been (completed or supplied) in accordance with the Plans, Specifications, orders or requests furnished to the Affiant. Affiant further states that (s)he has made no payment, nor given, nor donated, or agreed to pay, give, or donate, either directly or indirectly, to any elected official, officer, or employee of the State, County, or City of money or any other thing of value to obtain payment or the award of this contract. ontractor.ov:SUp071 ef subscribed and sworn to before me this `1 day of L I C (-)`E v' 2 (t 2, Notary Public Commission # C~-("f ry Commission Expires: 1 Architect, Engineer`or other Supervisory official % ~a C;T,ARY aE 13 Oa Z y,P a' t 4 tF e'y`ev. Subscribed and sworn to before me this day of Niotary Public Commission # "y Commission Expires: 'COTE: Strike out words not appropriate and sign appropriate signature line. Architect, Engineer approval is not required for Contractor or Supplier Affidavit. 33 FINAL INVOICE NATIVE SKATEPARKS LLC 10/04/12 FOR THE BALANCE OF 5% RETENTION AS FOLLOWS: ORIGINAL AMOUNT $262,413.00 PREVIOUSLY PAID ($249,292.65) BALANCE OF 5% now due $13,120.35 DUNKS NUMBER 078382205 THANK YOU! OCity Wil ni Limits, TO: The Honorable Mayor and City Council City of Owasso FROM: Larry Langford Director of Recreation and Culture SUBJECT: Sports Park, 4-Plex Bid Award DATE: October 12, 2012 BACKGROUND: The FY 2012-2013 budget allows for the expenditure of $305,000 in the Capital Improvements Fund for construction of a baseball 4-plex at the Owasso Sports Park. The project consists of a base bid and six (6) alternates that include field lighting and irrigation, a warm-up area, replacement of existing asphalt with concrete, and artificial shade canopies. BID ANALYSIS Advertisements for bids were published in accordance with state law and a mandatory pre-bid meeting was held at City Hall on Tuesday, September 11, 2012 for the construction of a baseball 4-plex at the Owasso Sports Park. Fifteen (15) contractors were in attendance. Bids were opened publicly on September 18, 2012 at 10:00AM with six (6) bids received. The lowest base bid received was from Penn Athletic Fields in the amount of $527,723. The submitted bid package was examined for any improper or unbalanced bids and none were discovered. Staff contacted the cities of Claremore, Shawnee, Meeker, and Seminole, Oklahoma to inquire about the quality, timeliness, professionalism, and overall satisfaction with the work of Penn Athletic Fields. Both the project reviews and references confirmed quality craftsmanship, integrity, and dependability. RECOMMENDATION: Staff recommends award of a contract to Penn Athletic Fields in the amount of $527,723 for the construction of a baseball 4-plex at the Owasso Sports Park. ATTACHMENT: A. Bid Tabulation The City Wit out Limits. Bid Tabulation Sports Park South Baseball 4 -Plex Opening Date: September 18th, 2012 10:00 AM Bidder Base Bid ALT #1 ALT #2 ALT #3 ALT #4 ALT #5 ALT #6 Total Bid Hoey Construction $785,230.02 $448,962.61 $55,886.79 $3,021.14 $179,326.62 $23,502.74 $9,259.03 $1,505,188.95 Penn Athletic Fields $527,723.00 $310,500.00 $54,000.00 $5,900.00 $112,744.50 $14,200.00 $24,960.00 $1,060,027.50 Bronze Oak $1,214,041.10 $436,000.00 $53,000.00 $6,289.00 $169,010.00 $23,000.00 $9,200.00 $1,910,540.10 KC Electric Co. $847,524.00 $398,193.63 $81,342.28 $4,876.65 $80,009.72 $26,707.75 $20,294.08 $1,458,948.11 Southeast Tulsa Construction $932,298.28 $418,382.58 $53,337.89 $3,343.86 $124,913.70 $21,901.90 $8,628.40 $1,562,806.61 Tri-Star Construction $612,806.80 $425,000.00 $57,000.00 $2,710.00 $129,162.00 $22,500.00 $12,000.00 $1,261,178.80 ?wA --........City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Roger Stevens Public Works Director SUBJECT: Approval of Ordinance No. 1014 Amending Ordinance No. 1013 and Enacting an Emergency Clause Relating to the Effective Date DATE: October 12, 2012 BACKGROUND: The Federal Emergency Management Agency (FEMA) coordinates the federal government's role in preparing for, preventing, mitigating the effects of, responding to, and recovering from all domestic disasters, whether natural or man-made, including acts of terror via the National Flood Insurance Program (NFIP). The NFIP was created by the Congress of the United States in 1968 through the National Flood Insurance Act of 1968 (P.L. 90-448). The program enables property owners in participating communities to purchase insurance protection from the government against losses from flooding. Participation in the NFIP is based on an agreement between local communities and the federal government, which states that if a community will adopt and enforce a floodplain management ordinance to reduce future flood risks to new construction in Special Flood Hazard Areas (SFHA) the federal government will make flood insurance available within the community as a financial protection against flood losses. In order for a community to continue membership in the NFIP and flood insurance to remain available to residents, adoption of the updated FIRMS and FIS is required. At the October 2, 2012 regular meeting of this body, the City Council adopted Ordinance No. 1013 amending the flood hazard regulations for areas of Owasso located in Tulsa County pursuant to revised FEMA floodplain maps. A stipulation of maintaining eligibility in the NFIP is an effective date no later than October 16, 2012. Included in the language of Ordinance No. 1013 was an effective date of 30 days from the adoption date of October 2, 2012 which would exclude Owasso's continued participation in the NFIP. Upon conferring with the Oklahoma Water resource Board, FEMA and the City Attorney, it has been determined that amending Ordinance No. 1013 to change language citing the effective date as October 16, 2012 and enacting an emergency clause will meet the requirements to remain eligible for the NFIP. Enacting an emergency clause requires two actions by the council. Adoption of Ordinance No. 1014 amending Ordinance No. 1013 establishing the effective date as October 16, 2012. Approve the emergency clause making Ordinance No. 1014 effective upon passage & approval. This action requires 4 votes in the affirmative to take effect per Oklahoma State Statute. RECOMMENDATION: Staff recommends City Council adoption of Ordinance No. 1014, amending Ordinance No. 1013 by changing the effective date to October 16, 2012. Staff further recommends approval of the emergency clause defined in Ordinance No. 1014 declaring the existence of an emergency and declaring it necessary for the immediate health and safety of the City of Owasso and the inhabitants thereof that Ordinance No. 1014 be in full force and effect immediately upon the date of passage and approval. ATTACHMENTS: 1. Ordinance No. 1014 OWASSO, OKLAHOMA EMERGENCY ORDINANCE NO. 1014 AN ORDINANCE AMENDING THE FLOOD HAZARD REGULATIONS CONTAINED IN THE OWASSO ZONING CODE, CODIFIED AS PART 12, PLANNING, ZONING & DEVELOPMENT, CHAPTER 17, FLOOD HAZARD REGULATIONS, ARTICLE III, GENERAL PROVISIONS, SECTION B, BASIS FOR ESTABLISHING THE AREAS OF SPECIAL FLOOD HAZARD, BY DECLARING AN EMERGENCY AND AUTHORIZING THE AMENDED EMERGENCY ORDINANCE TO BECOME EFFECTIVE UPON THE DATE OF APPROVAL BY THE CITY COUNCIL AND REPEALING ALL LANGUAGE CONTRARY TO THIS PROVISION. WHEREAS, The Legislature of the State of Oklahoma has in 82 O.S 1601-1618, as amended, delegated the responsibility to local governmental units to adopt ordinances designed to minimize flood losses; and WHEREAS, The Owasso City Council deems it necessary for the carrying out of the purpose of said acts and of promoting the health, safety and general welfare of the community to enact an ordinance regulating the zoning of land within Owasso; and WHEREAS, Under FEMA regulations, the City of Owasso is mandated to adopt floodplain management measures that meet or exceed national Flood Insurance Program requirements; to include the adoption of new Digital Flood Insurance Rate Maps (DFIRM) for Tulsa and Rogers Counties when they become available from FEMA; and, WHEREAS, All requirements of Oklahoma Statutes, with regard to the amendment of this ordinance have been met. NOW THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT: SECTION ONE (1): The Flood Hazard Regulations contained in the Owasso Zoning Code, codified as Planning, Zoning & Development, in the Owasso Code of Ordinances, Part 12, Planning, Zoning & Development, Chapter 17, Flood Hazard Regulations, Article III, General Provisions, Section B, Basis for Establishing the Areas of Special Flood Hazard, shall be amended to include an emergency provision providing this ordinance shall be effective upon the day it is approved by the City Council and repealing language within the current ordinance stating that the ordinance previously became effective on April 3, 2012. CHAPTER 17 ARTICLE III GENERAL PROVISIONS SECTION B. BASIS FOR ESTABLISHING THE AREAS OF SPECIAL FLOOD HAZARD The areas of special flood hazard identified by FEMA in a scientific and engineering report entitled, "The Flood Insurance Study for Tulsa County, Oklahoma and Incorporated Areas" with the accompanying Flood Insurance Rate Map (FIRM) are hereby adopted by reference and declared to be a part of this ordinance. The portion balance of the City of Owasso located within Rogers County identified in a scientific and engineering report entitled, "The Flood Insurance Study for Rogers County, Oklahoma and Incorporated Areas" dated April 3, 2012, with the accompanying Flood Insurance Rate Map (FIRM) are hereby adopted by reference and declared to be a part of this ordinance. This ordinance shall go into effect on October 16, 2012. SECTION TWO (2): REPEALER All ordinances or parts or ordinances or other sections in the Owasso Zoning code in conflict with this amendment are 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 - EMERGENCY It is necessary for the immediate preservation of the peace, health, and safety of the City of Owasso, Oklahoma, and the inhabitants thereof that this Ordinance become operative immediately and, therefore, an emergency is hereby declared to exist and this Ordinance shall be in full force and effect immediately from and after its passage and approval on October 16, 2012. SECTION FIVE (5): CODIFICATION The City of Owasso Zoning Code, as codified in the Owasso Code of Ordinances, Part 12, Planning, Zoning and Development, Chapter 17, Flood Hazard Regulations, Article III, General Provisions, Section B, Basis for Establishing the Areas of Special Flood Hazard, is hereby amended as provided above. PASSED by the City Council of the City of Owasso, Oklahoma on the 161h day of October, 2012. (Seal) Doug Bonebrake, Mayor ATTEST: Sherry Bishop, City Clerk Approved as to form and legality this 16th day of October, 2012. Julie Lombardi, City Attorney w The City ~vitiout Lit-nits. TO: The Honorable Mayor and City Council City of Owasso FROM: Daniel Dearing, P.E. Senior Civil Engineer SUBJECT: Neighborhood Traffic Calming Program Policy Revisions DATE: October 12, 2012 BACKGROUND: Upon City Council request, staff reviewed the Neighborhood Traffic Calming Program process and criteria to compare the program with neighboring municipalities and national standards to determine whether there might be new or more effective procedures in use. Staff found that there are no national standards or criteria for warranting speed humps. Traffic calming programs vary and are developed at the local level all across the nation. Typical programs include a form of petitioning process and various traffic data requirements for vehicular volume and speeds. For traffic calming, there are many devices used throughout the nation. In Owasso, the only items identified for use as traffic calming devices in our current program are stop signs and speed humps. Our current program was developed as a variation of the process used by the City of Broken Arrow and customized to the City of Owasso. In a survey of nearby municipalities and of the Tulsa metropolitan area, the processes varied. However, the majority of municipalities examined the same traffic data (volumes, speeds) before installing a speed hump. Below is an excerpt taken from the Owasso Neighborhood Traffic Calming Program that discusses the current criteria: "A street will warrant traffic calming if it meets the following criteria: • The street shall not have more than one traffic lane in each direction. • The street shall have a regulatory speed limit of 25 mph or less. • The 85th percentile speed on the street section must be at least 10 mph over the regulatory speed limit. • The street has more than 500 vehicles in a 24-hour period. • The average daily traffic must be less than 5,000 vehicles per day." The first two items are standard in all programs researched, however, the final three involving traffic volumes and the 85th percentile speeds vary in other nearby municipalities. A summary of the current criteria used by the City of Owasso and other municipalities in the regional area is shown below in Table A-1. TABLE A-1 Volume 85th percentile Funding Percent Approval of Speed Petition Area ( veh/daY) minimum (public/private ) Required (MPH) Owasso -Current 500-5000 35 mph public 67% Approval Broken Arrow 500 min 30 mph N/A 75% Approval Muskogee 5000 max 31 mph Required both 75% Approval 900 min res & 1800 neighborhood Tulsa min res collector 33 mph Optional both approval Sand Springs 500 min 30 mph N/A 75 % approval Bixby NONE NONE Public 100% Approval Since the start of the program in January 2004, 227 application studies have been performed. Ten (10) applications have passed with five (5) speed humps and two (2) stop signs being installed. It should be noted that two (2) of the ten (10) applications were duplicate locations after the first applicant failed to complete the petitioning process. In actuality, only eight (8) locations have passed while the final location, not receiving any traffic-calming device, did not return the petition with signatures. Using ten (10), the City has had a success rate of 4.4%, and only 3.5% if you reduce it to the eight (8) locations. Additionally, the software used in traffic study data collection has advanced. The new updates have added police report options, which can be customized for department uses. The updated software can better assist police officers in determining which streets are of concern and need more attention. As an example, the reports can be customized to pi npoint time blocks to determine when police enforcement is needed on the applicant's street. This system, if developed as part of this program, will require input from the police department. Based on the following evaluation, staff feels that the current policy should be updated. POLICY EVALUATION: The following items are proposed changes recommended to the existing policy: Petitioning Process: Based on discussions with the City of Tulsa, staff believes an up-front petitioning process would be beneficial to the Owasso program. The petitioning process would involve homeowners earlier and educate them about safety concerns in neighborhoods. Oftentimes, requests have been reviewed only to be disqualified because the required number of signatures was not obtained. Staff believes a larger stake-holding group should support an application rather than one individual. Therefore, a pre-application petition could save considerable time and resources. Device Location Questionnaire: Petitioners should be required to complete a questionnaire stating whether or not they support a device immediately in front of their residence. Current criteria requires an area to have two residents immediately across the street from each other agree to locating a speed hump in front of the property before the petition can be considered. 8501 Percentile Speeds: As shown above in Table A-1, the current City of Owasso 85", percentile criterion has the most stringent requirement in the area. A review nationally has shown that the current criterion is on the high end of the range. In an interview with the City of Tulsa, which uses 33 rnph as the minimum for the 85th Percentile speed, only 6% of the applications were successful in meeting the criteria for traffic calming devices (based on 250 applications a year). A review of former applications indicated that if the criteria were relaxed to 34 mph, 33 mph, and 32 mph, successful applications would have increased by 2, 4, and 6 respectively. This equates to a success rate of 5%, 6% and 7% respectively. The latter two would equal or exceed the City of Tulsa's success rate of 6%. Therefore, staff feels a reduction in the 85th Percentile speed to 32 mph would be more in line with the surrounding municipalities and is warranted. Warrants: Currently, an application requires the roadway section to meet the minimum 85th percentile speeds (mentioned above) with a minimum of 500 vehicles per day (vpd) on the roadway to warrant a traffic calming device. The warranting process does not take into account schools, parks, churches, or shopping areas and how they affect pedestrian traffic. Pedestrian use is only accounted for in priority scoring if several areas qualify for traffic calming devices. Changes are recommended to the warranting process. A project warrants a traffic control device if the 85th percentile speed of 32 mph is met and the 500 vpd minimum is met for the street OR the segment obtains a score of 40 points or more based on the following criteria: Speed - 5 points for every mph greater than the posted speed limit using the 85th percentile speed. Traffic Volume - 1 point for every 100 vehicles per day (500 vpd minimum to qualify). Pedestrian Generators - 5 points for a school or park located within 600 feet of the impact area (5 points max). Example 1: An area with a 85th percentile speed of 32 mph, with a posted speed of 25 mph, and experiencing 600 vpd, located away from a school or park, automatically warrants being placed on the traffic calming device priority list with a score of 35+6+0 = 41 points. Example 2: An area with a 85th percentile speed of 31 mph, with a posted speed of 25 mph, and experiencing 500 vpd located within 300 feet from a school warrants being placed on the traffic calming device priority list through scoring with a score of 30+5+5=40 points. Priority Scorinq: The current cost of a traffic calming device (speed hump) is $6,500. The existing program has a priority ranking for scheduling of installation should approved applications exceed the available funding for each fiscal year. The existing priority list has not been used to prioritize applications since only five devices have been approved since 2004. With the new criteria, should the amount of approved applications exceed the available funding for each fiscal year, then the priority scoring system would continue to be used to rank the projects with the higher scoring project having priority for installation. The scoring uses elements incorporated into the proposed warranting changes mentioned in the above paragraph. However, existing prioritization scoring as shown below will be used to prioritize the warrant list: Auto Accident History - 5 points for every recorded accident per mile of roadway for the previous three (3) years. 15 points for a disabling injury accident. Additional Pedestrian Generators - Two (2) additional points are given when the impact area is located within 500 feet of a retail or commercial area or church (2 points max). RECCOMENDATION: Staff recommends acceptance of the described revisions to the Owasso Traffic Calming Program. City of Owasso Neighborhood Traffic Calming Program Proposed Revisions October 2012 Introduction Today, because of the increased dependency of vehicles for mobility, we see a dramatic increase in vehicle speeds and daily neighborhood traffic volume on local streets. Additionally, as delay on arterials has increased, some motorists have decided to bypass the congested arterials and use neighborhood streets to get from one arterial to another or as a shortcut to their destination. When concerns regarding traffic speeds, pedestrian safety and cut-through traffic arise in residential areas, it is often frustrating for both residents and traffic engineers. Neighborhoods often request a quick fix solution such as enforcement, reduction in posted speed limits or the addition of stop signs. This type of fix often increases the pressure to implement haphazard solutions that may not be in the best interests of the neighborhood, the city or the traveling public. Traffic calming involves the application of engineering techniques to physically change the character of streets, improve pedestrian safety and encourage drivers to obey speed limits. A variety of physical devices can be used to alter the geometry of the street, along with more traditional traffic engineering techniques to slow traffic. Generally, a successful traffic calming plan is not a single device, but rather a series of integrated improvements to slow traffic and/or direct traffic to more appropriate routes. The use of traffic calming devices must be carefully documented so that they are not used inappropriately or too frequently. A four-phased procedure is typically used by which traffic calming devices are requested, evaluated for appropriateness and implemented: • Documentation of the problem and the need for traffic calming devices; • The collection of field reconnaissance and traffic study data; • Selecting the proper device to correct the problem; and • Monitoring the effectiveness of solving the problem once the device(s) are installed. It is the intention of the City of Owasso Neighborhood Traffic Calming Program to address traffic problems and concerns on local streets and applies to all residential subdivision streets in the City of Owasso. While not intended to make streets play areas for children or adults, the Program is intended to generally improve safety for pedestrians, bicyclists and others who travel along or across these streets. Current City Practices The residential speed limit in the City of Owasso is 25 miles per hour. Initial attempts to provide traffic calming has centered around stop sign installations to affect speeding and cut-through drivers on collector and local residential streets. Since February 1995, the city has administered the Policy of Residential Neighborhood Traffic Control. This policy sought to discourage all traffic from traveling at excessive speeds through neighborhoods. As more multi-way stop signs are installed, there are fewer and fewer reasonably spaced locations for sign installations. Additionally, stop signs have not allows been effective and may present a greater risk due to driver failure to stop. These guidelines provide city officials and residents with the opportunity to recommend, select, analyze and critique measures aimed at improving traffic conditions in and around local neighborhoods. Page 2 Traffic Calming Program Proposed Traffic Calming Implementation Plan The Institute of Transportation Engineers (ITE) defines traffic calming in the following manner: "Traffic calming is the combination of mainly physical measures that reduce the negative effects of motor vehicle use, alter driver behavior and improve conditions for non-motorized street users. " Depending on the specific location and the residential street classification, the purpose of traffic calming is to restore streets to their intended function to provide combinations of mobility and accessibility. Experiences in other localities have shown that traffic calming is not a program that can be implemented under strict guidelines. Various solutions are often available and a successful program depends on staff and citizens that are willing to work together toward a common goal. Recommended Practices Based on cost, ease of construction and availability of materials, the speed hump is recommended to be the primary traffic calming device for existing residential and collector streets in Owasso. In general, speed humps have been found to reduce traffic speed, volumes and accidents. In addition, they discourage through traffic from using a local street as an alternative route to inconvenient or congested arterial and collector streets. Traffic Calminq Process Planning The traffic calming process is planned at the neighborhood level, but implemented on an uninterrupted street segment basis. Planning on a neighborhood-wide basis will help to identify if solving a problem on one street shifts it to another street. Additionally, an opportunity to plan for a comprehensive series of devices that will work together to improve the traffic operations of a neighborhood will be used. Public Involvement A successful traffic calming program must involve the public and clearly be understood by all participants. Participation by those living along the affected street and adjacent registered neighborhood associations is essential. Homeowners living along the affected street segment will be asked to complete petitions that account for their participation and either affirm or not affirm their support for the installation (s). The requester of the traffic calming device(s) will solicit the neighborhood(s) for signatures and submit the petition. Additionally, registered homeowner associations that are directly affected will be ask to complete a statement that acknowledges adjacent streets to the traffic calmed street may see an increase in traffic and/or speed. Page 3 Traffic Calming Program Neighborhood Traffic Calming Program Funding Traffic calming measures will be funded using approved capital funds included in the annual budget. Warranted and approved traffic calming measures will be identified and prioritized for installation according to the established criteria. The application date on approved installations will serve as secondary criteria. Installation will commence and continue based on the availability of capital funding as outlined in the current and adopted budget. Authority and Scope The Director of Public Works will administer the traffic calming program. In accordance with established procedures, the Director will have responsibility to develop application forms, install or remove traffic calming devices. The effective date for the traffic calming program revisions is October 16, 2012. Procedure Task 1: Receipt of Traffic Calming Request (Application) and Questionnaire Requests for traffic calming measures can be made by individual residents or neighborhood associations using an application available from the Public Works Department. In addition, City staff may identify an area as a problem and a sponsor resident must be determined prior to the project proceeding forward in the manner described below. Task 2: Define the study area/problem Once the application has been received, the street will be evaluated to determine if it is eligible for consideration. To be eligible, a street must serve areas that are primarily residential. On finding that the identified street meets this standard and is eligible for traffic calming, the Public Works Department Engineering Division staff will identify the limits of the street to be subject to the study process. Task 3: Evidence of Support For Public Works Staff to perform a study based on the applicant's request, a petition will need to be prepared, signed by residents and business owners impacted by the project, as well as support needed from the Home Owners Association. The Public Works Department will supply forms to the applicant. For more details, see below: Task 3a: Petition The applicant(s) or other neighborhood representatives will be required to circulate a petition before the City takes any action to implement the speed hump installation plan. A petition from adjacent residents and business owners is required. The petition must document that at least two-thirds (67%) of all households and businesses adjacent to the project support the installation of speed hump on their street. The petition also will request whether the adjacent residents or business owners support the installation of a speed hump in the street segment immediately in front of their property. A speed hump will not be located in front of a property if the occupant objects to its placement or, in the case of multiple dwellings, if a majority of the households on the property object to its placement. Fulfillment of this requirement is the responsibility of the applicant (contact person). Page 4 Traffic Calming Program All properties within the affected area must be accounted for, either by signature and indication of preference (in favor or oppose) or by written statement by the contact person why a specific property was not represented. Requests with either no petition or with a petition that does not account for all properties will be considered incomplete and will not further the process. Task 3b: Verification Statement A verification statement confirming the signatures on the speed hump petition are valid and represent at least two-thirds (67%) of the households/businesses adjacent to the project street is required from the applicant. Both property owners and renters are allowed to sign the petition. Each household and business address is entitled to one signature. If both the owner of a property and tenant submit a signature, the owner's signature will override the tenant's. If the petition is found to be invalid the complainant(s) will be given an opportunity to re-process the petition and submit it a later date. If a sufficient petition cannot be obtained the City will discontinue the traffic calming efforts at the location. Task 3c: Questionnaire Petitioners shall complete a questionnaire stating whether or not they support a device immediately in front of their residence. An area must have two residents immediately across the street from each other agree to locating a speed hump in front of the property before the petition can be considered. Task 3d: Homeowners Association Endorsement Registered neighborhood associations adjacent to the street segment area will be asked to sign a statement endorsing the traffic calming installation. If the subdivision does not have a homeowners association, then this endorsement is not applicable. The applicant will deliver the completed forms to the Public Works Department. Each form will be authenticated by Engineering Division staff. Task 5: Acknowledgment Upon determination that the application and verification documents meets the criteria for speed hump consideration, the Public Works Department will notify the applicant of the application status. Acknowledgement will be sent to the contact person making the inquiry. The acknowledgement will confirm that a study will be underway and will indicate an anticipated completion date. Task 6: Collect Data/Verify Problem Engineering Division staff will commence with both data collection and review of existing operational and geometric characteristics of the street in question. Eligibility for a traffic calming installation will be verified by checking collected data to the warrants and a review of the operational and geometric characteristics of the street segment. Page 5 Traffic Calming Program Data to determine warrants for the installation of the speed hump will be collected by Engineering Division staff. A street will warrant traffic calming if it meets the following criteria: • The street shall not have more than one traffic lane in each direction. • The street shall have a regulatory speed limit of 25 mph or less. • The 85th percentile speed on the street section must be at least 7 mph over the regulatory speed limit. • The street has more than 500 vehicles in a 24 hour period. • The average daily traffic must be less than 5,000 vehicles per day Secondary warranting criteria: • The street has pedestrian generators like schools or parks. • The area must score a minimum of 40 points on a priority points scale (included herein) Task 7: Develop Plan of Traffic Calming Measure If the street segment meets criteria and warrants for traffic calming, a sketch plan of the proposed traffic calming measure to be utilized will be prepared by Engineering Division staff. If the requested street does not meet criteria and warrants, the requestor will be notified through the U. S. Postal Service. No further study action will be taken. Task 8: Ranking Traffic Calming Sites After meeting operational, geometric and general warrant criteria, traffic calming projects will be prioritized on a citywide basis. This action ensures proper allocation of city resources and it ensures an equitable process to citizens. Projects will be ranked for funding and installation according to assigned points on the basis of: • 85th percentile speed, • 24-hour traffic volume, • Total number of reported crashes over a two-year period, and • Proximity to special traffic generators. The street segment installation accumulating the greatest number of points will be considered to have the highest priority. Among project installations with the same rank, higher priority will be given to the application with the earliest application date subsequent to the effective date of the traffic calming program. Page 6 Traffic Calming Program Speed Hump Installation and Removal Criteria Speed Hump Location Considerations • The street shall provide access (via a driveway or on-street parking) to abutting residential and/or commercial properties (residential local or collector streets). Residential properties include multiple dwellings such as apartment complexes • The street shall not have more than one traffic lane in each direction. • The street shall have a regulatory speed limit of 25 mph or less. • The 85th percentile speed on the street section must be at least 7 mph over the regulatory speed limit. • Speed humps should not be located in a horizontal curve, on vertical curves where visibility of the hump is restricted, or on the approaches to these curves. • For speed hump installation, the street should have curb and gutter. Considerations may be given to streets without curb and gutter. In such cases, special care should be used to accommodate drainage and prevent vehicle run-arounds. • Street segment boundaries identified for traffic calming should be uninterrupted segments of street (i.e., no stop signs). If an applicant does identify a street segment with interrupted points, then the project plan may direct the existing interrupted points be removed. • Speed humps will not be located in front of a driveway or within an intersection. Speed humps shall be kept a minimum of 100 feet from the near curb line of an intersecting street. • Speed humps will not be located over manholes or adjacent to a fire hydrant. • Speed humps located near drainage inlets will be placed immediately downstream of the inlet. • Speed humps will be located as near as practical on property lines to minimize the intrusion of the speed hump on abutting property frontages. • To the extent possible, speed humps will be located near existing mid-block street lighting. • A speed hump will not be located in front of a property if the occupant objects to its placement or, in the case of multiple dwellings, if a majority of the households on the property object to its placement. Fulfillment of this requirement is the responsibility of the applicant (contact person). • The average daily traffic must be less than 5,000 vehicles per day to qualify for speed humps. Speed Hump Spacing and Location • Speed humps will typically be placed 200 to 600 feet apart. Other spacing may be used upon based on engineering judgment. • On single short blocks (300 to 500 feet), a single speed hump will be positioned near the mid-point. • On single blocks of moderate length (500 to 1,000 feet), a two speed hump configuration at third points will be used. • On very long blocks (1,000 to 1,600 feet), three speed humps will be placed on approximate quarter points. • On lengthy continuous street segments or segments comprised of a number of blocks, desirable interior speed hump spacing will be 400 to 600 feet. • A street segment or block must be at least 300 feet to qualify for speed hump installation. Page 7 Traffic Calming Program Speed Hump Removal • Citizens may request a street segment be reviewed for the possible removal of some or all of the existing humps. An application will be available from the Public Works Department. The affected area will be determined by Public Works Department Engineering Division staff and will include primarily those properties facing or abutting the street segment on which speed humps are located. A property will be considered part of the affected area if its only ingress and egress route requires traveling over existing speed humps requested to be removed. The removal request must originate from a resident, business, or entity whose property is within the affected segment area. The affected area will be determined by Public Works Engineering Division staff and will include primarily those properties facing or abutting the street segment on which speed humps are located. A property will be considered part of the affected area if its only ingress and egress route requires traveling over existing speed humps requested to be removed. Notification / Evidence of Support Subsequent to the application for speed hump removal on a segment, a map of the affected area will be prepared and a petition packet sent to the applicant (contact person) for documenting support for the removal. All properties within the affected area must be accounted for, either by signature and indication of preference (in favor or oppose) or by written statement by the contact person why a specific property was not represented. There must be at least a 67 percent evidence of support to further the process. Requests with either no petition or with a petition that does not account for all properties will be considered incomplete and will not further the process. The specific street segment indicated on the removal application will be the basis to identify the speed humps for removal. Final determination for the removal will be at the discretion of the City of Owasso Public Works Department staff. Based on engineering judgment, the review process may recommend removal of none, some, or all of the speed humps. Factors considered, but not limited to, are: a. Existing speed hump locations and spacing b. Stop/yield signs along the segment c. Historical and existing traffic speed and volume information d. Collision History e. Presence or absence of sidewalks, schools and parks If speed studies conducted along the requested segment or portions of the segment show the 85," percentile speed is greater than or equal to 7 mph over the posted speed limit, then no hump removal will occur along the segment or portion of the segment represented by the study. In addition, the city reserves the right to remove any traffic calming measure that is potentially unsafe and impairs the public safety and welfare. Page 8 Traffic Calming Program Design Standards, Construction, and Maintenance The City of Owasso Public Works Department will prepare and maintain current design standards and installation and removal procedures for speed humps and other traffic calming devices in accordance with current design practices and criteria. Design and construction or removal of traffic calming devices along with associated pavement markings and signs will be the responsibility of the Public Works Department. Future maintenance of traffic calming devices will be the responsibility of the City of Owasso. Page 9 Traffic Calming Program Neighborhood Traffic Calming Program Procedure Public Works receives Traffic Calming Application • Acknowledge applicant • Define study area/problem Applicant completes petitions, verification form and Homeowners Association endorsement (if applicable) and returns to Public Works Department Letter to applicant No Residents and that plan was not HOA approve approved Yes Close Collect data/verify problem request Authenticate petition and other forms Letter to applicant No Warrants that requested street met? does not meet criteria Yes Close Prioritize installations for funding/installation request Schedule work • Close out project