Loading...
HomeMy WebLinkAbout2013.09.17_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE RECEIVED OWASSO PUBLIC WORKS AUTHORITY y 3 2013 TYPE OF MEETING: Regular , DATE: September 17, 2013 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 Clerk and posted at City Hall at 6:00 p.m. on Friday, September 13, 2013. '�"2 Sherry Bishop, Oity Clerk AGENDA 1. Call to Order Chairman 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 September 3, 2013 Regular Meeting and the September 10, 2013 Work Session Attachment # 3 -A B. Approval of Claims Attachment # 3 -B C. Receipt of the Monthly Budget Status Report Attachment # 3 -C 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to a budget amendment for FY 2013 carryover projects Linda Jones Attachment #5 Staff recommends a budget amendment increasing estimated revenues by $467,096, and increasing the appropriation for expenditures in the OPWA Fund by $1,112,652. 6. Report from OPWA Manager 7. Report from OPWA Attorney 8. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 9. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, September 3, 2013 The Owasso Public Works Authority met in regular session on Tuesday, September 3, 2013 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 August 30, 2013. ITEM 1 CALL TO ORDER Chairman Bonebrake called the meeting to order at 7:40 p.m. ITEM 2 ROLL CALL PRESENT ABSENT Doug Bonebrake, Chairman Chris Kelley, Vice Chairman Charlie Brown, Trustee Jeri Moberly, Trustee Patrick Ross, Trustee A quorum was declared present STAFF Warren Lehr, Interim 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 August 20, 2013 Regular Meeting B. Approval of Claims C. Authorization for the Chairman to execute the Oklahoma Department of Environmental Quality (ODEQ) Certificate of Completion and Distribution Mr. Ross moved, seconded by Mr. Brown, to approve the Consent Agenda with claims totaling $1,091,546.57. Also included for review was the payroll payment report for 8/24/13. YEA: Brown, Ross, Moberly, Kelley, 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 CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE PURCHASE OF A TRAILER MOUNTED HIGH PRESSURE SEWER CLEANER FOR THE WASTEWATER COLLECTION DIVISION Travis Blundell presented the item recommending approval to purchase one Trailer Mounted High Pressure Sewer Cleaner in the amount of $78,876.78 from J & R Equipment of Tulsa, Oklahoma, per the Oklahoma State Bid award. Owasso Public Works Authority September 3, 2013 After discussion, Mr. Ross moved, seconded by Mr. Brown, to approve the purchase of a trailer mounted high pressure sewer cleaner, as recommended. YEA: Kelley, Brown, Moberly, Ross, Bonebrake NAY: None Motion carried 5 -0 ITEM 6 CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE PURCHASE OF A SERVICE VEHICLE FOR THE WASTEWATER COLLECTION DIVISION Travis Blundell presented the item recommending approval to purchase a 2013 Ford F350 Crew Cab 4x4 in the amount of $51,646.55 from Vance Country Ford of Guthrie, Oklahoma, per the Oklahoma State Bid award. After discussion, Mr. Brown moved, seconded by Ms. Moberly, to approve the purchase of the service truck, as recommended. YEA: Kelley, Brown, Moberly, Ross, Bonebrake NAY: None Motion carried 5 -0 ITEM 7 CONSIDERATION AND APPROPRIATE ACTION RELATING TO SOLID WASTE DISPOSAL SERVICES Tim Doyle presented the item recommending approval to continue the solid waste disposal services on a temporary month -to -month basis with Covanta Tulsa Renewable Energy, LLC and authorization for associated disposal cost expenses, not to exceed the FY 2014 Refuse Division approved budget of $166,500. After discussion, Dr. Kelley moved, seconded by Ms. Moberly, to approve the continued use of Covanta on a temporary month -to -month to be re- evaluated early next year, as recommended. ITEM 8 REPORT FROM OPWA MANAGER No report ITEM 9 REPORT FROM OPWA ATTORNEY No report ITEM 10 NEW BUSINESS None ITEM 11 ADJOURNMENT Mr. Ross moved, seconded by Mr. Brown to adjourn the meeting. YEA: Moberly, Ross, Kelley, Brown, Bonebrake NAY: None 2 Owasso Public Works Authority Motion carried 5 -0 and the meeting was adjourned at 7:53 p.m. Lisa Wilson, Minute Clerk September 3, 2013 Doug Bonebrake, Chairman OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, September 10, 2013 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, September 10, 2013 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 p.m. on Friday, September 6, 2013. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:00 p.m. PRESENT ABSENT Doug Bonebrake, Mayor /Chairman Chris Kelley Vice Mayor /Vice Chairman Charlie Brown Councilor /Trustee Jeri Moberly, Councilor /Trustee Patrick Ross, Councilor /Trustee A quorum was declared present ITEM 2: Discussion relating to Economic Development and Contract with Retail Attractions Chelsea Levo introduced Rickey Hayes with Retail Attractions. Mr. Hayes reviewed the scope of services provided by Retail Attractions over the past year as it relates to economic development activity. ITEMS: Consideration and appropriate action relating to a request for an executive session for the purpose of discussion a proposal to entice a business to locate in the City of Owasso; such request pursuant to title 25 O.S. § 307 -C10 Julie Lombardi reviewed state statutes permitting executive sessions for public bodies. Chris Kelley moved, seconded by Jeri Moberly to enter into executive session. YEA: Brown, Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 5 -0. The City Council entered executive session at 6:17 p.m. At 6:50 p.m., the City Council returned to the Council Chambers and Mayor Bonebrake called for a recess. At 6 :58 p.m., the regular meeting of the public body reconvened. ITEM 4: DISCUSSION RELATING TO ADMINISTRATION ITEMS A. Firefighters Pension - Budget Amendment B. FY 2013 Carryover Projects - Budget Amendment C. Special Events Ordinance Sherry Bishop presented item A and discussion was held. Linda Jones presented item B and discussion was held. It was further explained that both items will be placed on the September 17, 2013 agenda for consideration and appropriate action. Julie Lombardi presented item C and advised that an item will be included on the October worksession agenda for additional discussion. September 10, 2013 Page 2 ITEM 5: DISCUSSION RELATING TO OPERATIONAL ITEMS A. McCarty Park - Annexation B. Golf Rates and Fees Increase C. Transportation Master Plan - Engineering Agreement D. Application for Surface Transportation Program (STP) Funds for Garnett Road E. Silver Creek Detention Pond Improvements F. Sam's Infrastructure Improvements Project Update Bronce Stephenson presented item A explaining that a request to annex McCarty Park will be presented to the Council at a future meeting. Larry Langford presented item B and discussion was held. Dewayne Henderson presented items C and D and discussion was held. Roger Stevens presented items E and discussion was held. It was further explained that items B and D will be placed on the September 17, 2013 agenda for consideration and appropriate action. Under item F, Mr. Stevens provided the Council with infrastructure project costs received from the Sam's engineer and discussion was held. ITEM 6: DISCUSSION RELATING TO CITY MANAGER ITEMS A. Financial Disclosure Policy B. Citizens Wishing to Address Council C. City Manager Report Sales Tax Report Councilor Brown commented there was no update for item A. Warren Lehr presented item B and reviewed documentation previously provided to the City Council related to processes used by other municipalities. Discussion was held. Mr. Lehr presented item C. Under his report, he announced the city would not be requesting the renewal of the contract between the City of Owasso and Heartland Consulting. He introduced Sherry Bishop who provided the sales tax report and Roger Stevens who announced the release of a consent order issued by the Oklahoma Department of Environment Quality for the Wastewater Treatment Plant, Santa Fe Pump Station, and 1 17th Lift Station. ITEM 7: REPORT FROM CITY COUNCILORS Councilor Brown asked about the status of the FOP negotiations. Mr. Lehr commented they are ongoing. ITEM 8: ADJOURNMENT Charlie Brown moved for adjournment, seconded by Jeri Moberly. YEA: Brown, Ross, Kelley, Moberly, Bonebrake NAY: None Motion carried 5 -0 Meeting adjourned at 8:50 p.m. Doug Bonebrake, Mayor /Chairman Juliann Stevens, Minute Clerk Claims List 9/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount OPWA ADMINISTRATION JPMORGAN CHASE BANK WALMART- TRAINING SUPPLIES 203.13 UNITED STATES CELLULAR CORPORATION CELL PHONE SERVICE 66.19 JPMORGAN CHASE BANK LOWES- CARPET CLEANER 26.48 JPMORGAN CHASE BANK AMAZON - TRAINING MATERIAL 28.25 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 83.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 52.01 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 76.50 UNIFIRST HOLDINGS LP UNIFORM RENTAL 52.91 JPMORGAN CHASE BANK SAMS CLUB - SUPPLIES 214.90 CITY GARAGE LABOR /OVERHEAD -AUG, 201 250.00 TOTAL OPWA ADMINISTRATION 1,053.37 UTILITY BILLING TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 1,284.43 TYRONE EUGENE DINKINS METER READER 548.55 TODD C. KIMBALL METER READER 479.70 TYRONE EUGENE DINKINS METER READER 290.10 TODD C. KIMBALL METER READER 544.05 KATHLEEN A BALSIGER METER READER 564.75 JPMORGAN CHASE BANK ICARTRIDGE WORLD -TONER 99.99 TOTAL UTILITY BILLING 3,811.57 WATER JPMORGAN CHASE BANK TRANSCO - SAFETY APPAREL 55.80 FLEETCOR TECHNOLOGIES FUELMAN - AUG, 2013 1,939.66 JPMORGAN CHASE BANK HD SUPPLY - SUPPLIES 753.35 JPMORGAN CHASE BANK BROWN FARMS -SOD 80.00 JPMORGAN CHASE BANK BROWN FARMS -SOD 80.00 JPMORGAN CHASE BANK LOCKE -CLAMP 83.57 UNIFIRST HOLDINGS LP UNIFORM RENTAL 53.86 JPMORGAN CHASE BANK WASSCO- SUPPLIES 567.00 JPMORGAN CHASE BANK HD SUPPLY - SUPPLIES 275.31 JPMORGAN CHASE BANK HD SUPPLY -RADIO READ BOX 2,164.39 JPMORGAN CHASE BANK HD SUPPLY - SUPPLIES 2,173.41 JPMORGAN CHASE BANK HD SUPPLY - REGISTERS 106.77 UNIFIRST HOLDINGS LP UNIFORM RENTAL 53.86 CITY OF TULSA UTILITIES WATER 113,441.90 CITY OF TULSA UTILITIES WATER 184,457.32 JPMORGAN CHASE BANK OPS SALES -24 INCH CASING 2,024.00 ANCHOR STONE COMPANY CRUSHER RUN STONE 22920 JPMORGAN CHASE BANK ALL WHEEL- F450UTILITY BED 13,326.00 CITY GARAGE LABOR/OVERHEAD - AUG, 201 1,720.83 CITY GARAGE IVEH PARTS RESALE - AUG, 2 1,284.46 TOTAL WATER 324,870.69 WASTEWATER TREATMENT ICITY GARAGE IVE H PARTS RESALE - AUG, 2 16.56 Page 1 Claims List 9/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmounl WASTEWATER TREATMENT.. CITY GARAGE LABOR /OVERHEAD -AUG, 201 666.66 JPMORGAN CHASE BANK HACH- PROBES 714.37 TWIN CITIES READY MIX, INC CONCRETE FOR WWTP 455.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 53.79 UNIFIRST HOLDINGS LP UNIFORM RENTAL 74.79 JPMORGAN CHASE BANK GRAINGER- INSPECTION LIGHT 55.18 JPMORGAN CHASE BANK GRAINGER - SCREWDRIVER SET 31.28 JPMORGAN CHASE BANK GRAINGER- HEARING PROTECT 70.20 JPMORGAN CHASE BANK LOCKE SUPPLY -LUG NUTS 4.17 JPMORGAN CHASE BANK KOMLINE- FIBERGLASS TUBE 305.04 JPMORGAN CHASE BANK EQUIP ONE -MOWER SEAT 511.99 JPMORGAN CHASE BANK ADMIRAL EXP- SUPPLIES 39.99 P & K EQUIPMENT, INC MOWER 550.00 FLEETCOR TECHNOLOGIES FUELMAN - AUG, 2013 662.13 JPMORGAN CHASE BANK TRANSCO- SAFETY APPAREL 55.80 JPMORGAN CHASE BANK HACH- SUPPLIES 303.81 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 9.99 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 28.43 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 13.42 JPMORGAN CHASE BANK OFFICE DEPOT- SUPPLIES 27.49 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 58.48 JPMORGAN CHASE BANK GRAINGER- SUPPLIES 27.86 JPMORGAN CHASE BANK GELLCO -BOOTS 130.00 JPMORGAN CHASE BANK FEDEX- SHIPPING 24.99 JPMORGAN CHASE BANK FEDEX- SHIPPING 122.25 TOTAL WASTEWATER TREATMENT 5,013.67 WASTEWATER COLLECTION; VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 25,76 JPMORGAN CHASE BANK EQUIPMENT ONE - PROPANE 30.32 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 122.15 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 243.83 JPMORGAN CHASE BANK TRANSCO - SAFETY APPAREL 55.80 FLEETCOR TECHNOLOGIES FUELMAN - AUG, 2013 1,136.10 JPMORGAN CHASE BANK OREILLYS -PARTS 65.28 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED AUG, 2 19.36 JPMORGAN CHASE BANK FASTENAL -BOLT 3.00 VERDIGRIS VALLEY ELECTRIC COOP DOUBLE OAKS ELECTRIC 5.64 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 152.98 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 653.18 JPMORGAN CHASE BANK LOWES -HOSE 25.96 JPMORGAN CHASE BANK ATWOODS -WASP SPRAY 11.97 UNIFIRST HOLDINGS LP UNIFORM RENTAL 27.23 UNIFIRST HOLDINGS LP UNIFORM RENTAL 33.63 CITY GARAGE LABOR /OVERHEAD - AUG, 201 916.66 CITY GARAGE IVEH PARTS RESALE - AUG, 2 151.00 Page 2 Claims List 9/17/2013 Budget Unit Title Vendor Name I Payable Description jPaymentAmouni WASTEWATER COLLECTION: TREASURER PETTY CASH JCDL LICENSE RENEWAL 41.50 TOTAL WASTEWATER COLLECTIONS 3,721.35 REFUSE COLLECTIONS JPMORGAN CHASE BANK BUMPER TO BUMPER - BATTERIE 175.00 CITY GARAGE VEH PARTS RESALE -AUG, 2 4,256.15 CITY GARAGE LABOR /OVERHEAD - AUG, 201 3,166.66 COVANTA LANCASTER, INC REFUSE TIPPING FEES 4,826.51 VERIZON WIRELESS WIRELESS CONNECTION 38.01 UNIFIRST HOLDINGS LP UNIFORM RENTAL 44.80 JPMORGAN CHASE BANK BUMPER TO BUMPER -FLUID 31.75 TREASURER PETTY CASH CDL LICENSE RENEWAL 41.50 UNIFIRST HOLDINGS LP UNIFORM RENTAL 44.80 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED AUG, 2 181.90 FLEETCOR TECHNOLOGIES FUELMAN - AUG, 2013 10,295.72 UNITED STATES CELLULAR CORPORATION CELL PHONE SERVICE 66.19 JPMORGAN CHASE BANK GELLCO - SAFETY SHOES 125.00 JPMORGAN CHASE BANK TRANSCO- SAFETY APPAREL 55.80 TOTAL REFUSE COLLECTIONS 23,349.79 RECYCLE CENTER UNIFIRST HOLDINGS LP UNIFORM RENTAL 10.98 NATIONAL WASTE & DISPOSAL, INC. RECYCLE GLASS ROLL OFF 200.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 10.98 CITY GARAGE LABOR /OVERHEAD - AUG, 201 166.66 TOTAL RECYCLE CENTER 388.62 FUND GRAND TOTAL 362,209.0 OPWA GRAND TOTAL $362,209.06 Page 3 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 09107/13 Department Payroll Expenses Total Expenses OPWA Administration 7,983.16 11,620.53 Utility Billing 4,465.60 7,653.53 Water 11,169.83 18, 612.44 Wastewater 8,741.51 15,011.83 Wastewater Collection 5,835.71 9,132.45 Santa Fe Lift Station 300.00 333.84 Refuse 12,149.89 18,392.55 Recycle Center 1,102.16 2,029.81 FUND TOTAL 51,747.86 82,786.98 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2013 -2014 Statement of Revenues & Expenses Budgetary Basis As of August 31, 2013 OPERATING REVENUES: Water Wastewater Refuse & recycle Otherfees Interest & other TOTAL OPERATING REVENUES OPERATING EXPENSES: Personal services Materials & supplies Other services Capital outlay Debt service TOTAL OPERATING EXPENSES REVENUES OVER EXPENSES TRANSFERS IN (OUT) Transfers in Transfers out TOTALTRANSFERS MONTH YEAR 2,324,840 PERCENT TO -DATE TO -DATE BUDGET OF BUDGET $ 523,711 $ 980,450 $ 5,440,000 18.02% 294,296 589,615 3,450,000 17.09% 168,208 329,045 1,836,000 17.92% 39,112 81,389 524,000 15.53% 1,404 199,936 216,220 92.47% $ 1,026,731 $ 2,180,435 $ 11,466,220 19.02% $ 233,197 $ 403,496 $ 2,324,840 17.36% 340,534 666,262 3,679,745 18.11% 91,638 358,199 1,419,365 25.24% 17,051 17,051 4,642,225 0.37% 410,440 550,520 3,253,101 16.92% $ 1,092,861 $ 1,995,529 $ 15,319,276 13.03% $ (66,130) $ 184,907 $ (3,853,056) -4.80% $ - $ - $ 235,101 0.00% (400,000) 0.00% $ - $ - $ (164,899) 0.00% OWRB PROCEEDS AND EXPENDITURES Proceeds of OWRB debt $ - $ - $ 4,035,000 Expenditures of OWRB Debt (2,769) (4,967) - TOTAL OWRB PROCEEDS AND EXPENDITURES $ (2,769) $ (4,967) $ 4,035,000 NET INCOME (LOSS) $ (68,899} $ 179,940 $ 17,045 WORKING CAPITAL - Beginning Balance $ 2,029,870 $ 2,029,870 WORKING CAPITAL - Ending Balance $ 2,209,810 $ 2,046,915 0 (A The City Wit out Limits. TO: Chairman and Trustees Owasso Public Works Authority FROM: Linda Jones, Finance Director SUBJECT: Supplemental Appropriation for Carryover Projects DATE: September 13, 2013 BACKGROUND: Every year at the June 30 fiscal year end, there are incomplete projects, contracts, and purchases orders. However, final payment for all or part of these open items will occur during the subsequent fiscal year. By law, budgeted encumbrances from the previous fiscal year may be held open until spent or may be re- appropriated in the new fiscal year. Since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, re- authorization of open purchase orders in the new FY 2014 fiscal year allows audited financial statements to more closely align with State - mandated, budgetary-basis financial reporting. The following projects were unexpended as of June 30, 2013, and are recommended for re- appropriation in FY2014: Fiscal Year 2012 -13 Budget Carryover to Fiscal Year 2013 -14 6/30/13 Carryover 6/30/13 Carryover Expenditure Revenue Fund Request Request General Fund $ 441,364 $ 125,508 Ambulance Capital Fund 258,449 Stormwater Management Fund 246,085 OPWA 1,112,652 467,096 All of these projects were included in the FY 2013 expenditure budget. Re- appropriating these unfinished projects will not negatively impact projected FY 2014 year -end fund balances, due to the corresponding carryover of unspent FY 2013 fund balances or grant revenues. RECOMMENDATION: Staff recommends OPWA Trustee approval of the following FY 2014 budget amendment: • Increase the appropriation for expenditures by $1,112,652 and increase the estimated revenues by $467,096.