HomeMy WebLinkAbout2011.07.25_Sales Tax Watchdog Committee AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO SALES TAX WATCHDOG COMMITTE &C%
TYPE OF MEETING: Regular
DATE: July 25, 2011
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TIME: 6:30 PM
PLACE: Old Central
S
109 N. Birch
Owasso, OK
Agenda filed in the office of the City Clerk aD4 posted on the City Hall bulletin board at 5.00
PM on Thursday, July 21, 2011. ;
:v �v
Juliann M. Stevens, Deputy/City Clerk
►171
1. Call to Order
Ms. Brenda Snow, Chairman
2. Roll Call
Ms. Stevens
3. Consideration and appropriate action relating to a request for Committee approval of
the January 24, 2011 Minutes.
Ms. Snow, Chairman
Attachment # 3
4. General Discussion of Projects and Status Reports.
Mr. Fritschen
Mr. Stevens
Mr. Lehr
Attachment # 4
5. Presentation and Discussion of Financial Reports.
Ms. Hess
Attachment # 5
6. Consideration and appropriate action relating to request for Committee approval of
project completion reports.
Ms. Snow, Chairman
Attachment # 6
A. Quality of Life Initiative
B. Street Improvement /Repair Project (2009)
C. Street Improvement /Repair Project (2010)
OWASSO SALES TAX WATCHDOG COMMITTEE
MINUTES OF REGULAR MEETING
Monday, January 24, 2011
The Owasso Sales Tax Watchdog Committee met in regular session on Monday, January 24, 2011 in the Old
Central Building, 109 N. Birch, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin
board at 5:00 PM on Thursday, January 20, 2011.
ITEM 1: CALL TO ORDER.
Ms. Brenda Snow, Chairman, called the meeting to order at 6:30 PM.
ITEM 2: ROLL CALL
PRESENT
Steve Mowery
Larry Langford
Danny Ewing
Matt Roberts
Joe Sparks
Erik Miller
Megan Mooney
Mark Schneider
David Boggs
Jeff Ferguson
Brenda Snow
Lyndell Dunn
ABSENT
Bob Barnes Matthew Roberts Rob Hopper
STAFF PRESENT
Rodney Ray, City Manager
Warren Lehr, Assistant City Manager
Juliann Stevens, Administrative Assistant
Angela Hess, Finance Department
David Warren, Parks Department
Sherry Bishop, Assistant City Manager
Roger Stevens, Public Works Department
Janet Isaacs, Finance Department
Karl Fritschen, Community Development
ITEM 3: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REOUEST FOR
COMMITTEE APPROVAL OF THE JULY 26, 2010 MINUTES
Committee members were mailed a draft copy of meeting minutes on August 13, 2010 for review. Mr. Mowery
moved, seconded by Mr. Miller to approve the minutes of the July 26, 2010 regular meeting.
AYE: Boggs, Ewing, Ferguson, Langford, Miller, Mooney, Mowery, Roberts, Schneider, Snow, Sparks, Dunn
NAY: None
ABSTAIN: None
Motion carried 12 -0.
ITEM 4: GENERAL DISCUSSION OF PROJECTS AND STATUS REPORTS
Mr. Stevens, Mr. Fritschen, and Mr. Warren reviewed the status of various capital improvement projects.
ITEM 5: PRESENTATION AND DISCUSSION OF FINANCIAL REPORTS
Ms. Hess reviewed the financial reports included in the agenda packet and a discussion was held by members as
to the content of the reports.
ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REOUEST FOR
APPROVAL OF PROJECT COMPLETION REPORTS
A. Tulsa Technology /Tulsa Community College Road Construction
Ms. Snow presented the item. Mr. Boggs moved, seconded by Mr. Miller to approve the project completion
report as submitted.
CAPITAL IMPROVEMENT PROJECTS
STATUS REPORT
July 25, 2011
GENERAL GOVERNMENT:
• Quality of Life Initiative
- During their October 20, 2009 meeting, the City Council awarded a contract to
Alaback Design Services, Inc. in the amount of $113,960 for services related to
the implementation of the initiative. The on -line survey task, WikiPlanning, was
contracted with Ryan Harris from Charlotte, North Carolina in the amount of
$4,750 and included hosting the interactive web site.
- During the month of May, five community meetings were held in which
approximately 80 citizens participated. At these meetings, comment forms were
distributed and approximately 86 were returned. These forms were compiled
into pdf document and made available for viewing on the city's website.
- On April 16, 2010, the City launched Wikiplanning. This interactive web based
civic engagement tool was designed as a convenient method for citizens to
participate in the planning process by using on -line surveys, comment boards,
and other activities. Over 800 residents posted comments on the WikiPlanning
site and over 500 surveys were submitted prior to the site being taken off -line July
16th.
- A 7th grade Town Hall was held June 10, 2011, allowing 7th grade Owasso
students an opportunity to share their ideas on how they would like Owasso to
look in the future.
- Alaback Associates completed an analysis of the city's existing conditions that
included a detailed evaluation of each city park, inventory of the existing
sidewalk system along arterial streets, and mapping of open areas and
easements. This information serves to provide a good understanding of existing
opportunities and constraints from which to base citizen suggestions.
- Alaback Associates developed the survey results into a preliminary set of visual
images and goal statements, combining the analysis of exisiting conditions with
comments received from residents. During the January 11, 2011 City Council
worksession, Alaback Associates presented their preliminary concepts for the
various plan elements.
- A final public meeting was held in March in order for Alaback Associates to
present the final report and project plan. On April 5, 2011, the City Council
adopted the Quality of Life Initiative Final Report and Plan as a policy document
that establishes guiding development principles for the City of Owasso.
- The Quality of Life Final Report and Plan may be viewed online at
http: / /www.cityofowasso.com /community development /gol.htm. Additionally
hard copies of the report are available at the Owasso Library and City Hall. City
staff has begun utilizing the document in crafting changes to current
development regulations and in making decisions on the allocation of resources.
- All invoices have been received for a total project cost of $118,710. A request for
consideration and appropriate action related to the Project Completion Report is
included on the July 25, 2011 Sales Tax Watchdog agenda.
repairs to the asphalt surface on a portion of E. 96th Street North between the
HWY 169 overpass and the existing concrete surface west of the JC Penney's.
The Public Works Department performed the street repair on the remainder of E.
96th Street North. The additional work was performed and completed prior to the
Thanksgiving Holiday.
On December 15, 2009, the City Council accepted the complete street repair
project and approved final payment to PCSE, Incorporated bringing the total
contract amount to $398,401 (an under run of $20,723.)
- In February 2010, City Council authorized final payment to Tulsa County in the
amount of $108,795 (an under run of $36,205.)
Other items or services purchased throughout the life of this project consisted of
pavement striping, street repair materials and traffic control measures for the
street repair priorities and the revised scope of work (E. 96th Street north). These
miscellaneous invoices totaled $199,285.69.
All invoices have been received and a request for action to approve the Project
Completion Report is included on the July 25, 2011 Sales Tax Watchdog agenda.
Traffic Signal Enhancements:
- On October 7, 2008, the City Council awarded an engineering agreement in the
amount of $37,000 to Traffic Engineer Consultants, Incorporated.
- A traffic study began in October 2008 and the traffic data report was submitted
to the staff in February 2009.
- On July 21, 2009, the City Council awarded the hardware installation contract to
Midstate Traffic Control, Inc. in the amount of $132,711. On April 20, 2010, the
City Council accepted the work and approved final payment to Midstate Traffic
Control for a total contract amount of $ 132,711.
- As part of the original contract, Midstate Traffic Control tested and provided a
report outlining the condition of the City's traffic loop detection devices. Several
signalized intersections were determined to have loop detection deficiencies.
Corrections to the loop detection devices were not included in the original
hardware installation contract. The estimated cost to correct the loop
deficiencies exceeded 10% of the total contract amount which by law requires
the City of Owasso to bid the additional work separately.
- On August 17, 2010, the City Council awarded the Miscellaneous Vehicle Loop
Detection System Improvements contract to Traffic Signals, Incorporated in the
amount of $35,212.75.
- On February 15, 2011, the City Council accepted the Miscellaneous Vehicle Loop
Detection Improvements and approved final payment to Traffic Signals Inc.
bringing their total contract amount to $35,170 (an under run of $42.75)
- Traffic signal improvements performed on the E. 96th Street North and N. 121St East
Avenue (Smith Farm) intersection, as well as synchronizing the traffic signals
between the intersection and the Highway 169 access point are included in this
project in the amount of $63,270.
- All invoices have been received and a request for action to approve the Project
Completion Report is included on the July 25, 2011 Sales Tax Watchdog agenda.
CONSTRUCTION:
- In June 2011, INCOG began their annual process of accepting applications for
STP funds with a submittal deadline of July 29, 2011.
- In July 2011, City staff will be proposing to submit an application to INCOG to
request funding for the construction phase of this project. Based on the
conceptual design, the anticipated cost for construction of the roadway
improvements is $4,300,000.
- This phase of the project will be targeted for federal funding assistance in FY 2015
or sooner, depending on funding availability.
If the project is selected by INCOG, as with the planning phase, a 20% required
match will be funded through the City of Owasso's Capital Improvement Fund.
PARKS DEPARTMENT:
• Sports Park Restroom
- On December 21, 2010, the City Council awarded the construction contract to
TriStar Construction of Claremore, Oklahoma in the amount of $153,021.
- The restroom is identical to the three existing restrooms and is centrally located to
serve the entire baseball area of the park.
- The construction of the project is substantially complete, with minor hardware
items on back order. The staff has received all invoices related to the project
and anticipates project completion in the next few weeks. The staff anticipates
an item requesting consideration and appropriate action to approve a Project
Completion Report on the January 2012 Sales Tax Watchdog agenda.
City of Owasso
Sales Tax Collections and
Restricted Use of One Percent
Fiscal Year 2010 -11
Three Percent (Net Change)
Capital
Sales Tax One Percent 2004 Sales 2005 Sales Tax 2007 Sales Tax 2008 Sales Tax Improvements
Collection Sales Tax (1/3) Tax Rev Note Rev Note Rev Note Rev Note Fees /Arbitrage Interest Fund Balance
Jul
$1,485,552.57
495,184.19
135,126.04
136,882.50
137,51179
44,161.67
78.06
41,578.25
74,537.81
116,116.06
Aug
$1,409,806.38
469,935.46
135,126.04
136,882.50
137,513.81
44,161.67
110.74
16,362.18
132,478.24
Sep
$1,433,235.57
477,745.19
135,126.04
136,882.50
138,121.00
44,161.67
1,000.00
118.18
22,572.16
155,050.40
Oct
$1,467,321.34
489,107.11
135,126.04
136,882.50
138,109.24
44,161.67
127.07
34,954.73
190,005.13
Nov
$1,362,551.29
454,183.76
133,053.14
136,882.50
138,115.12
44,161.67
65,760.59
120.89
(63,668.37)
126,336.77
Dec
$1,423,010.85
474,336.95
134,711.45
136,882.50
138,115.12
44,161.65
4,045.90
128.36
16,548.69
142,885.46
Jan
$1,640,741.37
546,913.79
135,126.04
136,252.29
138,115.12
43,797.50
134.84
93,757.68
236,643.14
Feb
$1,675,132.30
558,377.43
135,126.04
136,252.29
138,115.10
43,797.50
170.75
105,257.25
341,900.39
Mar
$1,327,302.74
442,434.25
135,126.04
136,252.29
138,220.25
43,797.50
212.23
(10,749.60)
331,150.79
Apr
$1,310,850.43
436,950.14
135,126.04
136,252.29
138,220.25
43,797.50
196.29
(16,249.65)
314,901.14
May
$1,506,255.74
502,085.25
135,126.04
136,252.29
138,220.25
43,797.50
3,000.00
187.13
45,876.30
360,777.44
Jun
$1,487,182.33
495,727.44
135,126.05
136,252.30
138,220.25
43,797.50
119.07
42,450.41
403,227.85
CI Trans;
(400,000.00)
3,227.85
$17,528,942.91
$5,842,980.97
$1,619,025.00
$1,638,808.75
$1,656,599.30
$527,755.00
$73,806.49
$1,703.61
($71,309.96)
3,227.85
Totals
Debt issued to fund capital projects:
2004 Sales Tax Revenue Note - $10,000,000 issued 12/22/2004, matures 12/01/2011
2005 Sales Tax Revenue Note - $10,000,000 issued 10/24/2005, matures 12/01/2012
2007 Sales Tax Revenue Note - $10,000,000 issued 09/10/2007, matures 09/01/2014
2008 Sales Tax Revenue Note - $7,680,000 issued 12/09/2008, matures 12/01/2018
CITY OF OWASSO
CAPITAL IMPROVEMENTS FUNDS EXPENDITURES
FOR THE PERIOD JANUARY 2011 THROUGH JULY 2011
Date GL Account Vendor
1/26/2011 40- 150 - 075 -53001 ALABACK DESIGN
2/23/2011 40- 150 - 075 -53001 ALABACK DESIGN
4/25/2011 40- 150 - 075 -53001 ALABACK DESIGN
1/13/2011 40- 300 - 055 -54005 SEVEN C'S ENTERPRISE
4/28/2011 40- 300 - 055 -54005 SEVEN C'S ENTERPRISE
6/2/2011 40- 300 - 055 -54005 BENCHMARK SURVEY
6/2/2011 40- 300 - 055 -54005 HANCOCK
1/13/2011
40- 300 - 060 -54005
MEADERS & ASSOCIATES
1/13/2011
40- 300 - 060 -54005
SEVEN C'S ENTERPRISE
1/19/2011
40- 300 - 060 -54005
DAVID AND CONNIE KANNADY
1/19/2011
40- 300 - 060 -54005
DANIEL AND LESLIE CLARK
2/21/2011
40- 300 - 060 -54210
PSA- DEWBERRY
2/23/2011
40- 300 - 060 -54005
THE EXCHANGE BANK
3/10/2011
40- 300 - 060 -54005
SEVEN C'S ENTERPRISE
4/28/2011
40- 300 - 060 -54005
SEVEN C'S ENTERPRISE
4/28/2011
40- 300 - 060 -54005
SEVEN C'S ENTERPRISE
6/30/2011
40- 300 - 060 -54210
PSA- DEWBERRY
2/24/2011 40- 300 - 063 -54210 TRAFFIC SIGNALS
4/14/2011 40- 300 - 071 -54210 A & A ASPHALT
4/28/2011 40- 300 - 071 -54210 TRI -STAR
3/10/2011
40- 515 - 078 -54205
TRI -STAR CONSTRUCTION
3/31/2011
40- 515 - 078 -54205
TRI -STAR CONSTRUCTION
5/12/2011
40- 515 - 078 -54205
TRI -STAR CONSTRUCTION
6/2/2011
40- 515 - 078 -54205
TRI -STAR CONSTRUCTION
6/2/2011
40- 515 - 078 -54205
TRI -STAR CONSTRUCTION
6/30/2011
40- 515 - 078 -54205
RANDY G. MISER
Description
Amount
Proiect Total
QUALITY OF LIFE INITIATIVE
5,534.00
QUALITY OF LIFE INITIATIVE
14,139.50
QUALITY OF LIFE INITIATIVE
5,773.50
QUALITY OF LIFE INITIATIVE
$25,447.00
EASEMENT /RIGHT OF WAY ACQUISITION
2,100.00
EASEMENT /RIGHT OF WAY ACQUISITION
2,100.00
RESTAKE RIGHT OF WAY
950.00
ROW ENCROACHMENT AGREEMENT
16,500.00
86TH STREET MAIN - MEMORIAL
$21,650.00
EASEMENT /RIGHT OF WAY ACQUISITION
600.00
EASEMENT /RIGHT OF WAY ACQUISITION
3,688.00
EASEMENT /RIGHT OF WAY ACQUISITION
156,350.00
EASEMENT /RIGHT OF WAY ACQUISITION
57,800.00
ENGINEERING SERVICES
2,987.50
EASEMENT /RIGHT OF WAY ACQUISITION
20,000.00
EASEMENT /RIGHT OF WAY ACQUISITION
3,662.00
EASEMENT /RIGHT OF WAY ACQUISITION
47.00
EASEMENT /RIGHT OF WAY ACQUISITION
900.00
WATERLINE IMPROVEMENTS
3,195.00
106TH /GARNETT INTERSECTION
$249,229.50
DETECTION SYSTEM IMPROVEMENT
1,758.50
STREET IMPROVEMENTS FY 2009
$1,758.50
TYPE B ASPHALT
16,918.13
FY 2009 -2010 STREET REHAB
48,519.03
STREET IMPROVEMENTS FY 2010
$65,437.16
CONSTRUCTION OF RESTROOM
14,177.02
CONSTRUCTION OF RESTROOM
41,700.74
CONSTRUCTION OF RESTROOM
45,137.79
CONSTRUCTION OF RESTROOM
36,703.35
LIGHTING INSTALLATION
2,000.00
LIMESTONE SCREENINGS
800.00
SPORTS PARK RESTROOM
$140,518.90
$504,041.06
PROJECT COMPLETION REPORT
PROJECT: Street Improvement /Re aip r Project (FY 2009) & Traffic Signal Enhancements
DATE PROJECT WAS INITIATED: September 2008
DATE PROJECT WAS COMPLETED: February 2011
DEPARTMENT RESPONSIBILITY FOR PROJECT: Public Works Department
STAFF COMMENTS:
STREET REPAIR --As in previous years, the FY 2009 Street Improvement /Repair Project
project was completed via a joint partnership between the City of Owasso and
Tulsa County for the repair and /or resurfacing of residential and non - residential
roadways throughout the city. On September 16 2008 the City Council approved
the following street priorities: E. 82nd Street North to E. 84th Street North from N 125th
East Avenue to N. 128th East Avenue (Elm Creek Estates); E. 4th Street; E 6th Street;
and, and Beaumont Street (Original Town). On June 16 2009 the City Council
awarded a construction contract to Pavement Conservation Specialists Inc in the
amount of $259,125 for the necessary base repair work. In September 2009 City
Council approved additional funds in the amount of $145,000 for the cost of asphalt
as well as labor and equipment provided by Tulsa County. In November 2009 City
Council authorized a revised scope of work payable to PCSE Incorporated under
their existing contract, not to exceed $419,125 for repairs to the asphalt surface on a
portion of E. 96th Street North between the HWY 169 overpass and the existing
concrete surface west of the JC Penney's location. The Public Works Department
performed street repairs on the remaining portion of the revised scope of work On
December 15, 2009 the City Council accepted the complete street repair project
and approved final payment to PCSE Incorporated bringing their total contract
amount to $398,401 (an under run of $20,723). In February 2010 City Council
authorized final payment to Tulsa County in the amount of $108,795 (an under run of
$36,205.)
Traffic Signal Enhancements - On October 7, 2008, the City Council awarded an
engineering agreement in the amount of $37,000 to Traffic Engineer Consultants
Incorporated. On July 21, 2009, the City Council awarded the hardware installation
contract to Midstate Traffic Control, Inc. in the amount of $132,711. On April 20
2010 the City Council accepted the work performed and approved final payment
to Midstate Traffic Control, Inc. for a total contract amount of $132.711. As part of
the original contract, Midstate Traffic Control tested and provided a report outlining
the condition of the Citv's traffic loop detection devices Several signalized
intersections were determined to have loop detection deficiencies and corrections
to the loop detection devices were not included in the original hardware installation
contract. The estimated cost to correct the loop deficiencies exceeded 10% of the
Ctotal contract amount and by law requires the City of Owasso to bid the additional
PROJECT COMPLETION REPORT
PROJECT: Street improvement/Repair Project (FY 2010)
DATE PROJECT WAS INITIATED: July 2010
DATE PROJECT WAS COMPLETED: April 2011
DEPARTMENT RESPONSIBILITY FOR PROJECT: Public Works Department
STAFF COMMENTS: As in previous years, the FY 2010 Street Improvement /Repair
Project was completed via a ioint partnership between the City of Owasso and Tulsa
County for the repair and /or resurfacing of residential and non - residential roadways
throughout the city. In July 2010 the City Council approved the following street
repair priorities: E .1 16th Street North and N Garnett Road Intersection and N 126th
East Avenue from E. 86th Place North to E 87th Street North On September 7 2010
the City Council awarded the construction contract to Tri -Star Construction LLC in
the amount of $250,610 for the necessary base repair on both locations and the
asphalt overlay on the N. 126th East Avenue location Tulsa County crews performed
the asphalt overlay on the E. 116th Street North and N Garnett Road Intersection
location. In April 2011, the City Council accepted the street improvements and
approved final payment bringing the total contract amount to $219,120.20 (an
Cunder run of $31,489.80). Including the purchase of asphalt material in the amount
of $16,918, the total project cost is $236,038.
Roger Steven , Public Works Director
July 25, 2011
DATE
Approved this 25th day of July, 2011.
Brenda Snow, Chai