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Home My WebLink About2012.10.16_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY RECEIVED TYPE OF MEETING: Regular OCT 1 2 2012 V DATE: October 16, 2012 City Clerk's Office TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting and agenda filed in the office of the City Cler/0, nd posted at City Hall at 6;00 p.m. on Friday, October 12, 2012. Sherry Bishop, City Clerk er AGENDA Call to Order Chairman Doug Bonebrake 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of the October 2, 2012 Regular Meeting and October 9, 2012 Special Meeting Attachment # 3 -A B. Approval of Claims Attachment # 3 -13 C. Acknowledge receipt of the monthly budget status report Attachment # 3 -C 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Report from OPWA Manager 6. Report from OPWA Attorney 7. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 8. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, October 2, 2012 The Owasso Public Works Authority 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 Chairman Bonebrake called the meeting to order at 8:51 p.m. ITEM 2 ROLL CALL PRESENT ABSENT Doug Bonebrake, Chairman None Chris Kelley, Vice Chairman Jeri Moberly, Trustee Patrick Ross, Trustee Charlie Brown, Trustee A quorum was declared present STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ITEM 3 CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE 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 Mr. Brown moved, seconded by Ms. Moberly, to approve the Consent Agenda with claims totaling $806,037.29. Also included for review were the payroll payment reports for 09/22/2012. YEA: Kelley, Ross, Brown, Moberly, Bonebrake NAY: None Motion carried 5 -0 ITEM 4 CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA No action required ITEM 5 REPORT FROM OPWA MANAGER No report ITEM 6 REPORT FROM OPWA ATTORNEY No report Owasso Public Works Authority ITEM 7 NEW BUSINESS None ITEM 8 ADJOURNMENT Mr. Ross moved, seconded by Ms. Moberly, to adjourn the meeting. YEA: Ross, Kelley, Brown, Moberly, Bonebrake NAY: None Motion carried 5 -0 and the meeting was adjourned at 8:52 p.m. Ashley Hickman, Minute Clerk October 2, 2012 Doug Bonebrake, Chairman 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]: 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(B) (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. 11 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. Juliann M. Stevens, Deputy City Clerk 3 Doug Bonebrake, Mayor /Chairman Claims List 10/16/2012 Budget Unit Title Vendor Name _ Payable Description Payment Amounl OPWA JAMERICAN MUNICIPAL SERVICES CORP. COLLECTION FEES 238.81 TOTAL OPWA 238.81 OPWA ADMINISTRATION CITY OF OWASSO ADMINISTRATIVE OVERHEAD 12,500.00 TREASURER PETTY CASH CHARACTER TRNING SUPPLIES 12.50 UNIFIRST HOLDINGS LP UNIFORM RENTAL 46.60 UNIFIRST HOLDINGS LP UNIFORM RENTAL 47.30 STAND -BY PERSONNEL, INC TEMPORARY CLERICAL 561.88 STANDLEY SYSTEMS, LLC COPIER MAINTENANCE AGREEM 389.44 STAND -BY PERSONNEL, INC TEMPORARY CLERICAL 580.00 ZEE MEDICAL, INC FIRST AID SUPPLIES 73.20 UNITED STATES CELLULAR CORPORATION CELL PHONE BILL 59.52 JPMORGAN CHASE BANK REASORS- SUPPLIES 20.95 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 14.53 HALL, ESTILL, HARDWICK, GABLE, WASHINGTON COUNTY RWD NO 6,076.17 JPMORGAN CHASE BANK LOWES- DOORBELL 21.97 JPMORGAN CHASE BANK LOWES- RETURN -14.76 AT &T CONSOLIDATED PHONE BILL 321.78 JPMORGAN CHASE BANK HOME DEPOT - SUPPLIES 14.48 JPMORGAN CHASE BANK ANCHOR PAINT - SUPPLIES 269.32 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 83.77 JPMORGAN CHASE BANK WALMART - SUPPLIES 68.82 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 222.93 JPMORGAN CHASE BANK CHARACTER TRAINING 171.01 JPMORGAN CHASE BANK WALMART- SUPPLIES 11.67 CITY GARAGE OVERHEAD /LABOR - SEPT, 20 216.66 TOTAL OPWA ADMINISTRATION 21,769.74 UTILITY BILLING TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 1,478.35 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 2,443.27 JPMORGAN CHASE BANK OFFICE EVRYTHNG - SUPPLIES 3.36 TODD C. KIMBALL METER READER 533.70 SAV -ON PRINTING & SIGNS LLC DOOR HANGERS 190.00 TODD C. KIMBALL METER READER 474.75 TYRONE EUGENE DINKINS METER READER 594.30 CHRISTOPHER JAMES GARCIA METER READER 282.15 TRACY HARLIN METER READER 256.95 KATHLEEN A BALSIGER METER READER 149.40 KATHLEEN A BALSIGER METER READER 539.55 TYRONE EUGENE DINKINS METER READER 288.60 TOTAL UTILITY BILLING 7,234.38 WATER JPMORGAN CHASE BANK TRAVEL EXPENSE 24 92 JPMORGAN CHASE BANK TRAVEL EXPENSE 27.85 Page 1 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni WATER... JPMORGAN CHASE BANK TRAVEL EXPENSE 16.65 JPMORGAN CHASE BANK TRAVEL EXPENSE 16.34 UNIFIRST HOLDINGS LP UNIFORM RENTAL 44.97 JPMORGAN CHASE BANK ANCHOR PAINT -PAINT 293.16 JPMORGAN CHASE BANK TRAVEL EXPENSE 32.46 JPMORGAN CHASE BANK HOLIDAY INN - LODGING 324.00 ANCHOR STONE COMPANY ROCK FOR STREET REPAIR AF 23.15 OWASSO TOP SOIL DIRT 40.00 ANCHOR STONE COMPANY STREET REPAIR AFTER WATER 30.40 UNIFIRST HOLDINGS LP UNIFORM RENTAL 44.97 JPMORGAN CHASE BANK TRAVEL EXPENSE 21.53 JPMORGAN CHASE BANK GREENHILL- CRUSHER RUN 82.88 JPMORGAN CHASE BANK TRAVEL EXPENSE 19.73 JPMORGAN CHASE BANK WATER PROD - SUPPLIES 304.80 JPMORGAN CHASE BANK WATER PROD - SUPPLIES 1,177.90 JPMORGAN CHASE BANK WATER PROD -METER CANS 1,187.15 JPMORGAN CHASE BANK WATER PROD - FITTINGS 312.09 JPMORGAN CHASE BANK WATER PROD - SETTERS 1,632.40 JPMORGAN CHASE BANK WATER PROD - SUPPLIES 479.50 JPMORGAN CHASE BANK WATER PROD - SUPPLIES 173.04 JPMORGAN CHASE BANK WATER PROD - FITTINGS 551.71 JPMORGAN CHASE BANK ANCHOR PAINT - CREDIT -70.56 JPMORGAN CHASE BANK MILL CREEK - SUPPLIES 53.90 JPMORGAN CHASE BANK MAXWELL SUPPLY - SEALANT 64.23 CITY OF TULSA UTILITIES WATER 81,669.72 CITY OF TULSA UTILITIES WATER 142,926.72 CITY GARAGE PARTS FOR CITY VEH & TRKS 773.51 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 1,749.84 CITY GARAGE OVERHEAD /LABOR - SEPT, 20 1,000.00 TOTAL WATER 235,028.96 12" WATERLINE - 106TH ST JPMORGAN CHASE BANK PROD -VALVE BOX 49.60 ]WATER JPMORGAN CHASE BANK GREENHILL- SCREENINGS 179.20 _T TOTAL 12" WATER LINE - 106TH ST 228.80 WASTEWATER TREATMENT WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 18.98 CITY GARAGE OVERHEAD /LABOR - SEPT, 20 583.33 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 764.39 JPMORGAN CHASE BANK GRAINGER -PEN LIGHT 28.26 CITY GARAGE PARTS FOR CITY VEH & TRKS 735.40 JPMORGAN CHASE BANK UPS - SHIPPING 13.63 JPMORGAN CHASE BANK WHOLESALE TOOL -TOOLS 146.70 JPMORGAN CHASE BANK NCL OF WISC- SUPPLIES 456.12 JPMORGAN CHASE BANK GRAINGER- SUPPLIES 1,346.70 AT &T CONSOLIDATED PHONE BILL 135.28 Page 2 Claims List 10/16/2012 Budget Unit Title Vendor Narne Payable Description Payment Amouni WASTEWATER TREATMENT.. JPMORGAN CHASE BANK ALDINGER - CALIBRATION 616.59 UNIFIRST HOLDINGS LP UNIFORM RENTAL 57.38 JPMORGAN CHASE BANK GRAINGER -STRAP 22.82 SCHUERMANN ENTERPRISES, INC WWTP SCADA COMPUTER 399.98 JPMORGAN CHASE BANK DALE & LEE'S- REPAIR 78.00 JPMORGAN CHASE BANK REASORS -WATER 8.80 UNIFIRST HOLDINGS LP UNIFORM RENTAL 68.48 JPMORGAN CHASE BANK FASTENAL- FLASHLIGHT 30.89 JPMORGAN CHASE BANK WHOLESALE TOOL - SUPPLIES 40.40 JPMORGAN CHASE BANK LOWES- SUPPLIES 42.72 TOTAL WASTEWATER TREATMENT 5,594.83 WWTP EXPANSION IGENERAL PUMP AND MACHINERY, INC IWATER PUMP FOR 117TH LS 6,285.00 TOTAL WWTP EXPANSION 6,285.00 WASTEWATER COLLECTION; ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 167.17 JPMORGAN CHASE BANK TIMMONS OIL -FUEL 689.78 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 1,386.36 JPMORGAN CHASE BANK ATWOODS -PUMP 259.80 CITY GARAGE PARTS FOR CITY VEH & TRKS 83.99 JPMORGAN CHASE BANK LOWES -KEYS 6.21 CITY GARAGE OVERHEAD /LABOR - SEPT, 20 833.33 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 432.51 JPMORGAN CHASE BANK HOME DEPOT - BATTERIES 62.88 VERDIGRIS VALLEY ELECTRIC COOP DOUBLE OAKS ELECTRIC 5.64 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 139.22 VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 25.76 UNIFIRST HOLDINGS LP UNIFORM RENTAL 22.22 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 243.83 JPMORGAN CHASE BANK OREILLY- SWITCH 22.08 SCHUERMANN ENTERPRISES, INC WWTP ANNUAL SCADA SOFTWAR 1,188.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 22.22 TOTAL WASTEWATER COLLECTIONS 5,591.00 REFUSE COLLECTIONS UNIFIRST HOLDINGS LP UNIFORM RENTAL 38.50 UNITED STATES CELLULAR CORPORATION CELL PHONE BILL 59.52 UNIFIRST HOLDINGS LP UNIFORM RENTAL 38.50 TREASURER PETTY CASH FUEL 10.00 JPMORGAN CHASE BANK ALSUMA -TRUCK REPAIRS 2,690.11 JPMORGAN CHASE BANK UNITED ENGINES -BELTS 116.34 FLEETCOR TECHNOLOGIES FUELMAN - SEPT, 2012 7,292.03 AT &T CONSOLIDATED PHONE BILL 22.55 JPMORGAN CHASE BANK ACADEMY -BOOTS 89.99 CITY GARAGE OVERHEAD /LABOR - SEPT, 20 3,333.33 Page 3 Claims List 10/16/2012 Budget Unit Title Vendor Name Payable Description Payment Amouni REFUSE COLLECTIONS... JPMORGAN CHASE BANK CRANE CARRIER -STRAP 45.00 JPMORGAN CHASE BANK BUMPER TO BUMP - BATTERIES 166.00 CITY GARAGE PARTS FOR CITY VEH & TRKS 384.17 JPMORGAN CHASE BANK WASTE MGMT -REF TIP FEES 6,987.36 TOTAL REFUSE COLLECTIONS 21,273.40 RECYCLE CENTER JPMORGAN CHASE BANK BUMPER2BUMPER -LENS 8.24 JPMORGAN CHASE BANK WASTE MGMT -REC ROLL.OFFS 4,436.86 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FEES 1,572.30 CITY GARAGE OVERHEAD /LABOR - SEPT, 20 166.66 AT &T CONSOLIDATED PHONE BILL 22.55 UNIFIRST HOLDINGS LP UNIFORM RENTAL 10.98 NATIONAL WASTE & DISPOSAL, INC. RECYCLE ROLLOFFS 389.70 UNIFIRST HOLDINGS LP UNIFORM RENTAL 10.98 TOTAL RECYCLE CENTER 6,618.27 FUND GRAND TOTAL 309,863.1 OPWA GRAND TOTAL $309,863.19 Page 4 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 10/06/12 Department Payroll Expenses Total Expenses OPWA Administration 7,883.24 11,952.99 Utility Billing 4,948.00 8,150.31 Water 11,088.94 18,592.83 Wastewater 11,851.87 20,082.66 Wastewater Collection 4,231.40 7,258.74 Santa Fe Lift Station 1,950.00 2,169.97 Refuse 9,458.61 14,967.37 Recycle Center 1,162.40 2,055.26 FUND TOTAL 52,574.46 85,230.13 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2012 -2013 Statement of Revenues & Expenses As of Sept 30, 2012 OPERATING EXPENSES Personal services MONTH YEAR 2,318,577 PERCENT Materials & supplies TO -DATE TO -DATE BUDGET OF BUDGET OPERATING REVENUES: 106,480 410,494 1,440,643 28.49% Water 586,808 1,764,541 4,885,000 36.12% Wastewater 266,335 801,636 3,426,000 23.40% Refuse & recycle 158,507 466,051 1,852,400 25.16% Other fees 28,830 106,985 435,100 24.59% Interest & other 247 201,646 220,300 91.53% TOTAL OPERATING REVENUES 1,040,728 3,340,859 10,818,800 30.88% OPERATING EXPENSES Personal services 169,137 575,015 2,318,577 24.80% Materials & supplies 433,317 1,221,069 3,325,970 36.71% Other services 106,480 410,494 1,440,643 28.49% Capital outlay 83 33,627 791,750 4.25% Debt service 701,870 1,253,922 3,127,101 40.10% TOTAL OPERATING EXPENSES 1,410,887 3,494,127 11,004,041 31.75% REVENUES OVER EXPENSES TRANSFERS IN (OUT) Transfers in Transfers out TOTALTRANSFERS OWRB PROCEEDS AND EXPENDITURES Proceeds of OWRB debt Expenditures of OWRB Debt TOTAL OWRB PROCEEDS AND EXPENDITURES NET INCOME (LOSS) WORKING CAPITAL - Beginning Balance WORKING CAPITAL - Ending Balance *Amount may change. (370,160) (153,269) (185,241) 82.74% 117,550 117,550 238,200 49.35% (100,000) (100,000) (400,000) 25.00% 17,550 17,550 (161,800) - 10.85% 95,445 95,445 - #DIV /0! (153,134) (256,054) (210,000) 121.93% (57,689) (160,609) (210,000) (410,298) (296,327) (557,041) 2,953,817 2,953,817 2,396,776 2,657,490