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HomeMy WebLinkAbout2010.06.08_Worksession AgendaFIJDL TYPE OF MEETING: DATE: TIME: PLACE: IC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL Special June 3, 2010 6:00 p.m. AGENDA FILE Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 5:00 PM on Friday, June 4, 2010. Juliann M. Stevens, Deputy City Clerk AGENDA 1. Call to Order Mayor Doug Bonebrake 2. Presentation provided by the Assistant City Manager for Administrative Services for the purpose of reviewing various City policies, procedures, and funds. Ms. Bishop 3. Discussion relating to Administrative Items Ms. Bishop A. Proposed FY 2009 -2010 budget amendments 4. Discussion relating to Operational Items Mr. Lehr Attachment # 4 A. 2010 Water Quality Report B. Review of bids received for street equipment purchase C. Proposed contract for the purchase of right of way — E. 86`h Street Widening Project from Main to Memorial D. Proposed Engineering Agreement - Stormwater Phase II system atlas and GIS Database E. Proposed Police Grant application Owasso City Council June 8, 2010 Page 2 5. Discussion relating to City Manager Items Mr. Ray A. FY 2010 -2011 Budget Proposal B. Quality of Life update C. Proposed projects utilizing CDBG funding D. Statutory process for placing judgments against municipalities on the ad valorem tax roll E. Citizen Boards and Commissions annual appointments F. City Manager Report 1. Sales Tax Report 2. Proposed amendments to Parks Ordinance 3. Proposed amendments to Council Procedure Ordinance 6. Legislative Update Mr. Yancey 7. Report from City Councilors 8. Adjournment MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: TRAVIS BLUNDELL UTILITY SUPERINTENDENT SUBJECT: ANNUAL WATER QUALITY REPORT DATE: June 4, 2010 BACKGROUND: Every year, in conformance with the Safe Drinking Water Acti, the City of Owasso prepares and distributes the Annual Water Quality Report, to our customers in an effort to enable our citizens to make practical and knowledgeable decisions about their health and the environment. The report contains basic educational information on the water quality — including levels of any detected contaminants, and compliance with drinking water rules. At a minimum, the report must provide consurners with the following fundamental information: • Lake, river, aquifer, or other source of the drinking water; • A brief summary of the susceptibility to contamination of the local drinking water source, based on the source water assessments that states are completing over the next five years; • How to obtain a copy of the water system's complete source water assessment; • The level (or range of levels) of any contaminant found in local drinking water, as well as the EPA's health -based standard (maximum contaminant level) for comparison; • The likely source of any contamination in the local drinking water supply; • The potential health effects of any contaminant detected in violation of an EPA health standard, and an accounting of the system's actions to restore safe drinking water; • The water system's compliance with other drinking water- related rules; • Phone numbers of additional sources of information, including the EPA's safe drinking water hotline. It is worth noting that because the report simply summarizes information that the City must collect to comply with the Federal Safe Drinking Water Act, no additional monitoring is required to comply with this mandate. Additionally, since the City purchases water from the City of Tulsa, Owasso's Water Quality Report uses much of the educational information and monitoring data provided by the City of Tulsa. A copy of the City of Owasso 2010 Water Quality Report is included as Attachment A. Right -to -Know Amendment to Clean Water Act in (1996) requires that all owners of systems serving at 25 residents or more or that have 15 service connections serving year round residents distribute such report. The mandate also requires that the City mail or deliver a copy of the Water Quality Report to each water customer, make an effort to deliver the report to non - bill - paying customers, and provide copies of the report upon request. The City must send a copy of the Water Quality Report to the Oklahoma Department of Environmental Quality (ODEQ) and submit a Certificate of Completion and Distribution by October 1, 2010. The Certificate confirms that the information contained in the report is correct and that all distribution requirements have been met. COMPLIANCE STATUS: Staff confirms that the information contained in the City of Owasso, 2010 Annual Water Quality Report, completed in May 2010 is correct and consistent with compliance monitoring data previously submitted to ODEQ. Copies of the report will be distributed through utility bills on June 15, June 25, and July 6, 2010. In addition, the report maybe viewed by visiting the City of Owasso website at www.cityofowasso.com or the Public Works Department at 301 West 2 "a Avenue, Owasso. ATTACHMENTS: A. Copy of 2010 Water Quality Report Public Works Department 'a r tit ; 301 West tad Avenue P.O. Box 180 OT Owasso. OK 74055 2010 ANNUAL WATER QUALITY REPORT The City of Owasso is pleased to submit to you the 2010 Annual Water Quality Report. We take great pride in providing you, our customer, with reliable and safe drinking water that meets all Federal and State regulations. Again this year, parameters in our water are well below the maximum allowable levels. Why are there contaminants in my drinking water? Drinking water, including bottled water, may be expected to contain at least small amounts of contaminants. The presence of these contaminants does not necessarily indicate that water poses a health risk. More information about contaminants and potential health effects may be obtained by calling the Environmental Protection Agency's (EPA) Safe Drinking Water Hotline (800-426-4791). The sources of drinking water (both tap and bottled water) include rivers, lakes, streams, ponds, reservoirs, springs and wells. As water travels over the surface of the land or through the ground, it dissolves naturally occurring minerals and in some cases, radioactive material, and can pick up substances resulting from the presence of animals or human activity. Contaminants that may be present in water prior to treatment include: Microbial contaminates which come from sewage treatment plants, septic systems, agricultural livestock operations and wildlife. Inorganic contaminates are naturally-occurring or a result from urban stormwater runoff, industrial or domestic wastewater discharges, oil and gas production and mining or farming. Pesticides and herbicides come from a variety of sources such as agricultural urban stormwater runoff and residential uses. Chemical contaminants include synthetic chemicals which are byproducts of industrial processes and petroleum production that can come from gas stations, urban stormwater runoff and septic systems. Radioactive contaminants are naturally occurring substances or the result of oil and gas production and mining activities. In order to ensure that tap water is safe to drink, the EPA prescribes regulations which limit the amount of certain contaminants in water provided by public water systems. Food and Drug Administration (FDA) regulations establish limits for contaminants in bottled water, which provide protection for public health. Is Owasso's water safe to drink? YES! The City of Owasso and the City of Tulsa routinely monitor for constituents in your drinking water according to Federal and State laws. In 2009, the City of Tulsa analyzed more than 2,300 samples looking for pollutants that might be dangerous to your health and substances that can make the water taste or smell unpleasant. In addition, the City of Owasso collected 300 samples throughout the distribution. The data tabulation table shows the results of our monitoring for the period of January through December 2009. What does the data mean? As you can see by the table, the drinking water delivered to Owasso area homes and businesses exceeds all federal requirements. Although some contaminants were detected in 2009, the EPA has determined that your water is safe at these levels. Where does Owasso's water come from? Our water is purchased from the City of Tulsa. The water is treated surface water transported from three sources in northeastern Oklahoma (Lake Oologah on the Verdigris River, Lake Spavinaw and Lake Eucha on Spavinaw Creek, and Lake Hudson on the Neosho River). After the water reaches the lakes it travels to the Mohawk and A.B. Jewell water treatment plants where it is treated to remove substances that might threaten public health. To Learn More about our Water Utility: Please attend any of the regular scheduled meetings of the Owasso City Council and the Owasso Public Works Authority. Meetings are held on the first and third Tuesday of each month at Old Central (109 N. Birch) beginning at 6:30 p.m. How to Contact Us: For questions concerning your water utility, please contact the Owasso Public Works Department at 272-4959. Inquires about this report may be directed to Roger Stevens (Public Works Director). For questions about your water bill, please contact the City of Owasso Utility Billing Office at 376-1500. For Additional Information: Visit our website at: www.ci!yofowasso.com, 2010 Annual Water Quality Report WATER QUALITY DATA TABULATION Tulsa's Water Quality Data: Regulated Contaminants Turbidity level found Avg. Min. Max. I 1 1 0.2 MCL TT' =less than 0.3 NTU 95% of the time MCLG N/A Likely Sources of Contaminants Soil runoff Lowest monthly percent meeting regulations 100% Total Colliform Bacteria within Presence of celiform bacteria in more distribution system 0.47 %.( monthly, than 5% of monthly samples 0 Naturally present In the environment Lead 0.003ppm at the 90th percentile AL' =0.015 part per milliion 0 Corrosion of household plumbing systems Copper 0.13 ppm at 90th percentile AL' =1.3 pad per milliion 1.3 Corrosion of household plumbing systems. Naturally present in the environment, drilling Barium 0.047 0.034 0.063 2 parts per million 2 waste, metal refineries 0.060 part per million ruming annual Halo Acetic Acids 0.015 0.003 0.03 average N/A By- product of drinking water disinfection Total Organic Carbon 45% 36% 57% TT'= Treatment Technique N/A Naturally found in the environment Fluoride 0.7 0.2 1 4 pans per million 2 Water additive promoting strong teeth Nitrate 0.17 0.05 0.29 10 parts per million 10 Runoff from fertilizer use pans per million annua Chlorine 1.73 0.17 2.6 average 1 4.0 lWater additive used to control microbes 701317-PUFIIS�PFI 4111 111611 running annua Trihalomethane 0.044 1 0.012 1 0.06 leverage I N/A I By -product of drinking water disinfection Some people who drink water containing trihalomethanes in excess of the MCL over many years may experience problems with their liver, kidneys, or central nervous system, and may have an increased risk of getting cancer. The risk assessment developed for trihalomethanes showed that those consuming 2 liters of water with 100 ppb lmalomethanes for 70 years increased the likelihood of developing cancer by 1 in one million. Chlorite 1 0.12 0.01 0.26 span per million 1 0.8 8y- product of drinking water disinfec lion Unregulated Contaminants Avg. Min. Max. MCL Sodium 1 9.5 6.3 13.6 Standards have not been established Naturally occuring of urban stormwater runoff Owasso's Water Quality Data: Microbial Contaminants Detected MCL MCLG Likely Sources of Contaminants Total Colifcrm 1 0 >t positive 0 posilve Naturally present in the environment 'Definitions of Terms Found in the Table: MCL (Maximum Contaminant Level): The highest level of a contaminant allowed in drinking water. MCLs are set as close to the MCI-Gs as feasible using the best avallable treatment technology and taking cost Into consideration. MCLs are enforceable standards. MCLG (Maximum Contaminant Level Goal): The level of a contaminant in drinking water below which there is no known or expected risk to health. MCI-Gs allow fora margin of safety and are non-enforoeable public health goals. MRLD (Maximum Residual Disinfectant Level): The highest level of a disinfectant allowed in drinking water. There is convincing evidence that addition ofa disinfectant is necessary for control of microbial contaminants. MRDLG ( Maximum Residual Disinfectant Level Goal): The level of drinking water disinfectant below which there Is no known or expected risk to health. MRDLGs do not reflect the benefits of the use of disinfectants to control microbial contaminants. TT (Treatment Technique): A required process intended to reduce the level of a contaminant in drinking water. AL (Action Level): The concentration of a contaminant, which If exceeded, triggers a treatment or other requirement which a water system must follow. NTU (Nepheloiometric Turbidity Unit): A measurement of the turbidity, or cloudiness, of the water. Turbidity has no health effects. However, turbidly can interfere with disinfection and provides a medium for microbial growth. Turbidity may indicate the presence of disease-causing organisms. These organisms Include bacteria, viruses, and parasites (hat can cause symptoms such as nausea, diarrhea, and associated headaches. mremlyr (mllllrems per year): A measure of radiation absorbed by the body. ppm (parts per million): Comparable to 1 minute in two years. ppb (parts per billion): Comparable to 1 minute in 2,000 years. N/A ( Not Applicable) " Data collected November 2000. Frequency of monitoring requirements is within compliance regulations. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: TIM DOYLE GENERAL SERVICES SUPERINTENDENT SUBJECT: SALT BRINE PRODUCTION SYSTEM PURCHASE DATE: June 4, 2010 BACKGROUND: Included in FY 2009 -2010 Streets Division Budget is $37,900 to purchase a Salt Brine Production System. Public Works staff has experimented with the use of salt brine over the last two years and found it to be an effective tool for enhancing snow and ice control efforts. Salt brine is used as both a pre- wetting agent for dry materials and as an anti -icing agent for the treatment of streets. In pre - wetting, the salt brine is applied to the material in the spreader prior to application to the road surface. This removes the snow and ice bonded to the roadway and is considered a reactive measure. In anti- icing, salt brine is applied to the roadway surface prior to a precipitation event. This action helps prevent snow and ice from bonding to the pavement and is a pro - active measure. Modern salt brine systems utilize standard road salt along with a mixing technique to produce "rich" brine, which is Later diluted with additional fresh water to obtain the desired salinity level for optimums ice/snow melt. Currently, with manual mixing techniques, city staff has the ability to produce approximately 50 gallons per hour to utilize in wintery conditions. With the acquisition of a salt brine system city staff will be able to produce between 2,500 and 3,000 gallons per hour which will increase brine application efficiency. Another added benefit associated with a salt brine system is the positive impact on the environment. With an automated and precise system we can reduce the amount of coarse road salt leaching into the ecosystem through the built -in sensors and fail -safes in modern salt brine production machines. SOLICITATION OF BIDS: A bid specification was prepared and a request for bids was electronically mailed on May 12, 2010 to four (4) vendors. Three (3) bids were opened on June 2, 2010 and are currently being reviewed by staff. Salt Brine Production System Purchase Page 2 of 2 PROJECT FUNDING: Funding for the Salt Brine Production System is included in the FY 2009 -2010 Streets Division Machinery and Equipment budget in the amount of $37,900. RECOMMENDATION: Staff intends to recommend Council approval for the purchase of a Salt Brine Production System to the lowest responsive, responsible bidder at the regularly scheduled City Council meeting on June 15, 2010. MEMORANDUM • HONORABLE • COUNCIL CITY • . OWASSO FROM: ROGER WORKS PUBLIC ,. SUBJECT: RIGHT OF WAY ACQUISTI'ION FOR THE E. 86TH STREET NORTH FROM MAIN TO MEMORIAL ROAD IMPROVEMENT PROJECT DATE: June 2, 2010 , a I IM, I p The City staff is currently involved in the acquisition of right of way and easements for the E. 86`h Sheet North from Main to Memorial Widening Project. To date, 18 of the 23 parcels needed have been obtained. As a part of the property acquisition, negotiations for the purchase of 22,520.52 square feet of land from Jody Burtin have been successfully completed. The proposed contract amount (See Attachment A) is based on the appraised land value and a negotiated compensation for damages. The appraised land value for the needed right of way is .69 cents per square foot, for a land purchase price of $15,546. In addition, the right of way is within thirty feet of the residential dwelling. Therefore, compensation for damages in the amount of $22,454 is included for a total contract amount of $38,000. FUNDING: Funding for this purchase is available from the Capital Improvements Fund. RECOMMENDATION: Staff intends to recommend City Council approval of the contract for the purchase of the right of way and compensation for damages in the amount of $38,000 and authorization for payment to Jody Burtin. ATTACHMENT: A. Proposed Contract vas rnr �ob1t VlYC �tlU.)♦' may z, 2010 318 745 0605 Jody A- Burtin 8021 Last E e Street North Owasso, OK 74055 PM: City of Owasso Road Widraning Project Job No, 24037(04} 861a Sneet North, :Main to Memorial — parcel 1 The City of Owasso has received your counter offer. The City has reviewed the appraisal and ydur pwperty and therefore has agreed to increase their offer to $3$,000.00 far the needed right of way end easements. The offer includes an amount that you can use to install'a driveway approach on tare north of the property when you deem appropriate. If this offer meets with your approval, I would request that you acknowledge with your signature below. I will need to obtain a Copy of this signed letter and the enclosed W.9 so the check can be processed. It will take about these weeks in order to obtain the check it is also a requirement by ODOT 11W any mortgages provide a subordination agreement which+we can help obtain If you ..have any questions please feel free to contact me at the number listed above to discuss this projeet. Sincerely, Mike it Craddock Cc Roger St- Cans, Public; Works Director City of Owasso Agreed to: Jody A urOn ate e ik,44twraacquisltion.cern 08.605.100 • 818.745.0009 fax ® 1703 E 5ke11y Qr. Ste, 106 a TuISa OK 7410.5 iLi °.a r >J4 +9C4 +F.CR 11161 JMUAAItI `I YfV #III f.I Mrt 1.�� rr. �., ry �.�- ,.._�...y •u�� TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: STEVEN F. ALBERT, P.E., CF I CITY ENGINEER SUBJECT: AGREEMENT FOR ENGINEERING SERVICES STORM WATER ATLAS MAPPING PROJECT DATE: June 4, 2010 As part of the City's Stormwater Master Plan and as mandated by the EPA Phase II requirements, an atlas of the city's stormwater collection system needs to be updated. The City of Owasso has an extensive network of open channels and storm sewer systems located throughout the City. The current atlas (in AutoCAD format) is incomplete in many areas of the City (especially older areas), and does not provide elevation data for any areas of the city, nor does it include any of the open channels that make up the backbone of the drainage system. In addition to the storawater atlas, a detailed Geographic Information System (GIS) database and updated AutoCAD map of the storm sewer system needs to be developed. The infonmation obtained will be used to make strategic plaraing and local development decisions, provide information for underground utility location requests, and allow for preliminary design of improvements to the city storm sewer system. The new GIS database will include the entire network of channels and storm sewers linked together, and will allow the Engineering and Mapping Divisions of Public Works to continue adding future data to the system. QUALIFICATIONS BASED SELECTION PROCESS: Staff solicited proposals and qualifications from three engineering firms using a detailed Request for Proposal. All three firms responded with extensive proposals outlining their understanding of the Owasso stormwater network, their strategy for successfully completing the mapping project, their experience with similar projects, and them staff qualifications. In -depth interviews were conducted at the Public Works office with all three firms. The Engineering Division then reviewed and graded the proposals and information obtained in the interview process using specific criteria for the grading as identified in the Request for Proposal. Meshek & Associates, PLC of Tulsa, Oklahoma was rated the most qualified firm to complete the mapping project. Based upon their submitted proposal, conducted interview, and further discussions between city staff and the consultant, a fee negotiation was reached for the desired scope of services for the Stormwater Atlas Mapping Project. The maximum fee for the project including all direct costs and reimbursable expenses is $153,000. Currently, staff is developing a proposed engineering agreement and a copy will be provided to the City Council prior to the regular scheduled meeting on June 15, 2010. FUNDING: Funding for this project is included FY 2009 -2010 Stormwater Fund. RECOMMENDATION: Staff intends to recommend City Council approval of the Stormwater Atlas Mapping Project and Agreement for Engineering Services with Meshek & Associates, PLC of Tulsa, Oklahoma in the amount of $153,000 and authorization for the Mayor to execute the agreement. ATTACHMENT: A. Fee proposal provided by Meshek and Associates Proposed Consulting Fee 01312010 Project: Stormsewer Mapping (GPS) Client: City of Owasso Task Description Task Unit Cost Estimated Units Sub -Total Cost GPS Location Inlet and Manholes $17.25 8,000' $138.000.00 (General Location Grate /Rim, measure downs, pipe material and sizing, photos, data base inventory) QA/QC, Project Management, Administrative, Coordinate Meeting, Progress Meetings LS $15,000.00 Estimated Fee: $153,000.00 ' Estimated from CAD base provided by the City of Owasso MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: DAN YANCEY CHIEF OF POLICE SUBJECT: COPS HIRING GRANT DATE: June 4, 2010 BACKGROUND: The Owasso Police Department submitted an application under the 2009 COPS Hiring Recovery Program (CHRP), but was not selected as a recipient of the grant. The department was recently contacted by the COPS Office regarding an opportunity to apply for the 2010 COPS Hiring Program (CHP), as they are now considering pending applications for funding this fiscal year. As part of the application review process, the COPS Office is requesting that Owasso provide updates to the previous application so it can be evaluated based on current information. Similar to the 2009 COPS Grant, this competitive grant provides funding directly to state, local and tribal law enforcement agencies nationwide to hire and/or rehire full -time sworn officers to increase community policing capacity and crime prevention efforts. In addition, this grant will provide 100% finding for approved entry -level salaries and fringe benefits for three years (36 months) for newly- hired, full -time sworn officer positions, or for rehired officers who have been laid off or are scheduled to be laid off on a future date as a result of local budget cuts. Nationwide, up to $298 million will be allocated through this program in 2010. The COPS Office will select grantees from the pool of updated applications submitted by the deadline of June 16, 2010. In the initial 2009 application, the Police Department requested three (3) full -time positions (one school resource officer and two patrol officers). If the City Council approves the submittal of an application for the 2010 COPS grant, the department will request three (3) full -time patrol officers. Should Owasso be awarded the grant, three additional officers would allow the agency to have nine (9) officers per shift. FUNDING RESPONSIBILITY: There is no requirement for the municipality to provide a local funding match during the three years, however the amount of finding requested per officer position, is based on the agency's current entry -level salary and fringe benefits for full -time sworn officers and any re- negotiated contractual costs for salaries and fringe benefits during the initial three year period will be the responsibility of the city. If the city is awarded the grant, incidental costs during the three -year period for equipment and uniforms (vehicles not included) are estimated at approximately $15,000 for the three officers. Based on current projections, the salaries and benefits on the fourth year for the three officers would be approximately $214,600. The city is obligated to retain the three positions for at least 12 months at the conclusion of the three year federal funding period. REQUIRED ACTION: If there are no objections, the staff intends to submit an application for the 2010 COPS Hiring Grant.