Loading...
HomeMy WebLinkAbout2010.09.14_Worksession AgendaTYPE OF MEETING: Special DATE: September 14, 2010 TIME: 6:00 p.m. PLACE: Old Central Building AGENDA FILE 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted on the City Hail bulletin board at 5:00 PM on Friday, September 10, 2010. J I ann M. Stevens, De ufy City Clerk , _ Call to Order Mayor Doug Bonebrake 2. Discussion relating to Administrative Items Ms. Bishop Attachment # 2 A. Proposed Agreement - Claims Management Resources 3. Discussion relating to Operational Items Mr. Lehr Attachment # 3 A. Bid Update - Royola Park Improvement Project B. Rezoning Case - Tulsa Technology Center (TTC) C. Proposed Grant Acceptance - Oklahoma Highway Safety Grant 4. Discussion relating to City Manager Items Mr. Ray Attachment # 4 A. Proposed User Fee Changes - Utility Billing, Community Development, and Public Works User Fees B. Proposed Resolution - Santa Fe Liff Station OWRB Loan Application C. City Manager Report 1, Sales Tax Report 5. Report from City Councilors 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 McKinney vs. City of Owasso; such executive session provided for in O.S. 25, Section 307(8)(4)• Mayor Bonebrake Adjournment r-TI,e C;i {Y Wit ,uut Li writs. TO: The Honorable Mayor and City Council City of Owasso FROM: Michele Dempster 1IM'l- Human Resource Director SUBJECT: Claims Management Resources (CMR) Subrogation Services DATE: September 7, 2010 BACKGROUND: In an attempt to address the concern that the City is not always receiving reimbursement when damage occurs to City property, Request for Proposals were solicited for damage claims and subrogation services. Two providers responded: The Holmes Organisation and Claims Management Resources (CMR). After reviewing submitted proposals, CMR was selected as the recommended provider based on their experience in recovering governmental claims. CMR's focus is on billing and recovery functions of utility company claims and governmental claims. References for CMR include City of Tulsa, City of Sand Springs, Oklahoma Department of Transportation, Oklahoma Gas & Electric, and Verizon. CMR has approximately 130 employees and have recently just been named "One of the Best Places to work in Oklahoma" by OKCBiz magazine. PROPOSED ACTION: Staff proposes contracting with CMR for damage claims and subrogation services. The recovery process would include CMR reviewing police accident reports for damage to city property, providing public works a damage estimate for approval, and then contacting the individual and /or insurance carrier for reimbursement. CMR's fee is 33% of the damages billed. This fee will be paid in one of two ways. Should the individual and /or insurance carrier remit requested reimbursement within 45 days, the 33% fee will be paid to CMR out of the amount collected. However, if the requested reimbursement is not made within 45 days, CMR's 33% will be added to the reimbursement amount requested, as allowed by House Bill 1800. Municipalities contracting with CMR and utilizing fees governed by House Bill 1800 are asked to receive City Council authorization for the additional collection fee. Staff proposes Council approval of a Resolution authorizing the assessment of collection fees up to 35 %, the maximum allowed by state law. However, as long as the individual and /or insurance carrier submit the requested reimbursement within 45 days, an additional fee would not be accessed and CMR's fees would be subtracted from the amount collected. In addition, staff proposes Council approval of a contract between the OPWA and the City and the OPGA and the City authorizing the City to collect on damages to Trustee property and /or assets. RECOMMENDATION: The value of this contract is not expected to exceed the City Manager's spending limit of $25,000. However, due to the fact we do not have the data to determine what damages have not been collected on, and the fact that initially CMR will review four years of police reports in an attempt to collect on damages that have not been collected, staff intends to request Council approval of a contract between the City of Owasso and Claims Management Resources (CMR) at the September 21, 2010 Council meeting as well as a Resolution authorizing the collection fee. ATTACHMENT: A. Proposed contract between City of Owasso and Claims Management Resources B. Proposed Resolution Claims Management Resources 615 North Classen Blvd, Oklahoma City, Oklahoma 73106 www, cmrclaims. com "Proven Experience... Experts in Damage Claim Billing and Recovery" Now on this 1st day of October 2010, the City of Owasso desires to utilize the services of Claims Management Resources, hereinafter referred to as, "CMR ", to perform subrogation activities for the City, and CMR desires to undertake such subrogation activities. The parties agree that their relationship be governed by the terms of this agreement. CMR and the City recognize the need for assistance in monetary recovery for damaged City property. An area of considerable recoveries need is in property damages to City owned roadway lighting, traffic signals, signs, guardrails, fare hydrants and other City property. 1. CMR Duties: 1. Investigate damages promptly and notify the party or parties at fault, their insurance companies, or both. Requirements for CMR will be: 1. Sorting and copying of collision/incident reports, or any reports listing damages to City property. In the event this process would occur at the City of Owasso, the use of a copy machine / desk will be provided at no charge to CMR. This process may also occur by the City faxing to CMR the monthly police reports or a representative of CMR picking these reports up in person, at.no charge to CMR. 2. Investigating the collision scenes to document and establish liability according to state statutes. This may include, but not be limited to: recorded statements from involved parties and witnesses, photos of the scene, detailed itemization of damage to City property. The City will also assist in providing a detailed price guide for CMR to work from. 3. Prepare recoverable amount worksheet and obtain signed approval from Public Works as representative of the City of Owasso, for the amount due before pursuing recoveries. 4. Pursue recovery based on amount approved in (3) above with total settlement and release authority. A letter to the driver or other responsible party may be sent on each claim which identifies CMR's relationship to the City, the collision involved, the amount of damages due and the payment date required to avoid any additional fees. IV. Jurisdiction: 1. The laws of the State of Oklahoma shall govern the terms of this contract. Claims Management Resources Representative Date City of Owasso Representative Date WHEREAS, under 11 O.S. Section 22 -138 (effective May 22, 2009), the City of Owasso, Oklahoma ( "City ") may enter into a contract with a collection agency for the provision of collection services for one or more of the following items: (1) debts and accounts receivable including, but not limited to, unpaid fees, penalties, interest, and other sums due the City, and (2) court penalties, costs, fines and fees in cases which the defendant has failed to appear or otherwise failed to satisfy a monetary obligation ordered by municipal court; and, WHEREAS, under 11 O.S. Section 22 -138, if the City enters into such a contract with a collection agency it may authorize the addition of a collection fee in an amount not to exceed thirty -five percent (35 %) on the items that have been referred to the collection agency for collection: and, WHEREAS, the Owasso City Council necessitates that authorization for such additional collection fees be implemented. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, that a collection fee in an amount not to exceed thirty -five percent (35 %) of the original indebtedness may be added on items referred to a collection agency for collection as authorized by I 1 O.S. Section 22 -135 or other state law as amended. PASSED AND APPROVED this —_day of .__. 2010 by the City Council of the City of Owasso, Oklahoma. Doug Bonebrake, Mayor Attest: Sherry Bishop, City Clerk Approved As To Form: Julie T. Lombardi, City Attorney TO: The Honorable Mayor and City Council City of Owasso FROM: Steven F. Albert, P.E., CFM City Engineer SUBJECT: Rayola Park Improvement Project Bid Update DATE: September 10, 2010 'o .t• Ll In February 2010, the City Council approved the Rayola Park Improvement Project. The park serves as an important element of the City's park system and is a valuable open space serving the neighborhood, residents of the City, and patrons of the adjacent YMCA. In mid - August, the Engineering Division of Public Works completed the design of the park improvement plans. The project will improve the appearance and stability of the drainage way that runs through the park (including the addition of small dams as water features), provide a continuous concrete walking path loop, upgrade the site lighting, provide ADA compliant handicap accessible entrances, and repair the two park bridges. Advertisements for public bidding were placed beginning August 18, 2010. A mandatory pre - bid meeting was held at City Hall on September 7, 2010, and the bid opening will occur on Friday, September 17, 2010. Staff intends to make a recommendation to City Council for award of the contract at the October 5, 2010 City Council meeting, FUNDING: The estimated cost for these improvements is $300,000. Funding for this project is available from three sources: the 2008 -2009 Community Development Block Grant totaling $96,000, the 2009- 2010 Community Development Block Grant totaling $98,000, and Vision 2025 funds totaling $114,000. RECOMMENDATION: Staff will review the bids received on September 17, 2010, verify documents are complete, and contact project references. Staff intends to recommend City Council award a contract to the lowest responsive, responsible bidder at the October 5, 2010 Regular City Council Meeting. ry TO: The Honorable Mayor and City Council City of Owasso FROM: Larissa Darnaby City Planner SUBJECT: A Request for Rezoning of 25,31 Acres Located 1/2 of a Mile North of East 106h Street North and Just East of the Owasso Expressway DATE: September 10, 2010 e:♦ �X At the August 17, 2010 City Council meeting the final plat for the Tulsa Technology Center (ITC) campus was approved. Upon further investigation, staff discovered that the TTC property described by the legal description for the final plat contained 3 different zoning classifications: office medium (OM) covering 30 acres, commercial shopping (CS) covering 14.65 acres, and agricultural (AG) covering 10.66 acres (see Exhibit A). While two of the zoning classifications permit a college campus (CS and OM), the AG zoned portion does not, This presents a conflict with respect to the campus being located in the AG zoned portion of the property. In order to ensure a unified zoning pattern for the TTC site, the City of Owasso requests that 25,31 acres be rezoned from Agricultural and Commercial Shopping zoning designations to Office Medium zoning. The subject tract was previously two separate tracts, with one tract consisting of 10.66 acres zoned Agricultural, and another tract consisting of 14.65 acres zoned Commercial Shopping. The purpose of this case is to bring unity to the TTC final plat by rezoning the CS and AG sections to Office Medium, similar to the remaining portion of the property. In 2000, the 10.66 acre tract was intended to be rezoned to an Office Medium designation (Case OZ 00 -03). However, upon further research a scrivener's error was identified within the legal description that was placed on the ordinance. in 2000, the applicant submitted a separate drawing, which illustrated the intent of what was to be rezoned: however, due to the scrivener's error in the legal description, the 10.66 acre tract was omitted (see Exhibit B). Since all property owners within 300' of the 10.66 acre tract were notified at that time, the evidence suggests that this was merely an error within the legal description, In 2001, the 14.65 acre tract was rezoned as part of OPUD 01 -04 which contained a total of 89.34 acres. This tract was rezoned to a Commercial Shopping zoning designation, which allows a college campus as a permitted use. In light of the scrivener's error, staff finds it is in the best interest to rezone the entire TTC parcel, containing 3 different zoning designations, to one zoning designation, Office Medium. These two tracts being comprised of 25.31 acres will bring the entire Tulsa Technology Center Plat into an Office Medium zoning designation. A general area map of the properties being rezoned is attached for review. SURROUNDING ZONING: North: City of Owasso Commercial Shopping East: City of Owasso Agricultural South: City of Owasso Office Medium West: City of Owasso Agricultural PROPERTY CHARACTERISTICS: The subject property is 25.31 acres in size. The property is served by Rural Water District No. 3 of Washington County and City of Owasso sanitary sewer, police, fire, and EMS service. DEVELOPMENT PROCESS: The first step in the development of a piece of property in Owasso is annexation. Annexation is the method whereby land located outside the city limits is made a part of the city. Property owners and land developers sometimes choose to have their property annexed into Owasso in order to receive Owasso municipal services, such as police protection, refuse collection, and sanitary sewer. The second step in the development of a piece of property in Owasso is rezoning. When a property is annexed into Owasso, by law it must come In classified for AG Agricultural use. In order to develop the property, the land must be zoned for particular kinds of uses, such as residential, office, commercial, or Industrial. Rezoning decisions are made in accordance with the growth policy displayed in the Owasso Master Plan. One type of rezoning that a developer may choose to seek is a Planned Unit Development, or PUD. When a development proposes to exhibit a mixture of uses with specific regulations and standards unique to a particular tract of land, a PUD is often the preferred land use control mechanism. The third step in the development of a piece of property in Owasso is platting. A preliminary plat is required for any development that proposes to divide land Into two or more lots. Preliminary plats illustrate the development concept for the property, and are often modified significantly after being reviewed by the Technical Advisory Committee (TAC), and the Owasso Planning Commission. Sometimes, difficult development issues such as existing utility lines, wells, or easements are brought to light at the preliminary plat stage and must be remedied prior to development. After the preliminary plat has been reviewed by the City and various utility companies, construction plans for the development's Infrastructure are submitted. These plans Include specifications and drawings for stormwater drainage, streets and grading and erosion control, waterlines, stormwater detention, and wastewater lines. Often, approval is required of other agencies, such as the Department of Environmental Quality for wastewater collection and the US Army Corps of Engineers for properties that may be development sensitive. Once the property development proposal shows a division of lots that is acceptable to both the developer and the City of Owasso, a final plat application is submitted. A final plat illustrates the layout and dimension of lots Included on the final plat, right -of -way widths, easements, and other physical characteristics that must be provided for review by the City. After obtaining approval from the TAC and Planning Commission, the final plat is considered by the City Council, If approved, the final plat is filed with the office of the County Clerk and governs all future development on that property. The fourth step in the development of a piece of property in Owasso is the site plan. Site plans are reviewed by the TAC. Issues such as building setbacks, parking, access, landscaping, and building footprint are presented in the site plan. Once a site plan is approved, the development is clear to apply for a building permit and to submit construction plans for the building's foundation, plumbing, electrical system, and HVAC. LEGAL CONSIDERATIONS OF ZONING REQUESTS: Section 1500 of the Owasso Zoning Code outlines the city's policy on zoning amendments. The code states that amendments will be adopted to recognize changes in the Comprehensive Plan, or to recognize changing conditions in a particular area or in the jurisdictional area. Zoning changes must be based on two fundamental questions: 1) Does the requested zoning allow a land use that is appropriate for the subject property, and 2) Is the requested zoning in conformance with the Owasso Land Use Master Plan? Development considerations such as traffic, roads, grading, drainage, stormwater detention, utilities, rights -of -way, etc, are not to be considered until the platting stage of development. At the platting (and site planning) stage, the Planning Commission, municipal staff, and the Technical Advisory Committee work with the applicant to solve these types of specific development concerns. CONFORMANCE TO MASTER PLAN DESIGNATION: The requested zoning designation, Office Medium (OM), is consistent within the Owasso Land Use Master Plan's designation for the property. ANALYSIS: The property is generally located 1/2 of a mile north of East 1061h Street North, just east of the Owasso Expressway and is adjacent to compatible zoning designations. The requested Office Medium zoning designation, which will allow for the future development of a college campus, is found to be in accordance with the Owasso Land Use Master Plan. Any development that occurs on the subject property must adhere to all subdivision, zoning and engineering requirements, including, but not limited to, paved drives, parking, landscaping, and storm water detention. Sewer service will be provided by the City of Owasso and water service will be provided by Rural Water District No. 3 of Washington County. Letters were mailed to surrounding property owners and the legal advertisement was published in the Owasso Reporter. Copies of both the letter to property owners and the legal advertisement are attached for your information and review. This request will be reviewed by the Planning Commission at their regularly scheduled meeting on September 13, 2010, RECOMMENDATION: Staff intends to recommend approval of OZ -10 -02. ATTACHMENTS: A. Map of Re- zoning Case in 2000 B. Location Map C. Notice to Property Owners D. Legal Advertisement m ._ and Land Services, Inc. MONE'. 016) e41-4W PAX: (91M90.1.2*9 OP. DATE 61S OM TULSA TECHNOLOGY CENTER I CITY OF OWASSO 1 917110 u; 1-111 I IIN i Y "I fu7P,011EV C I 1 1.1 ON\ ASRt> ( UNAI I I I N. Main Street P.O. Box 180 Owasso, OK 74055 'mortb 918.376.1500 NOTICE TO THE PUBLIC OF A HEARING ON A PROPOSED AMENDMENT TO THE ZONING ORDINANCE OF THE CITY OF OWASSO, OKLAHOMA APPLICATION: OZ -10 -02 Notice is hereby given that a public hearing will be held by the Owasso Planning Commission, at Old Central, 109 N. Birch, at 6:00 P.M. September 13, 2010. At the hearing, consideration will be given to the proposed change of the zoning classification of the following described property: TRACT 4 A TRACT OF LAND SITUATED IN THE NORTH HALF OF TIIE SOUTHEAST QUARTER (N /2 SEA) OF SECTION NINE (9), TOWNSHIP TWENTY -ONE, (2 1) NORTH, RANGE FOURTEEN (14) EAST OF THE INDIAN BASE AND MERIDIAN, TULSA COUNTY, STATE, OF OKLAHOMA, ACCORDING TO THE U.S. GOVERNMENT SURVEY THEREOF, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS, TO -WIT: COMMENCING FROM THE NORTHEAST CORNER OF SAID N/2 SE /4; THENCE S 88 °44'39" W AND ALONG THE NORTH LINE OF SAID N/2 SEA A DISTANCE OF 1057.71 FEET TO THE POINT OF BEGINNING; THENCE S 01 °20'48" E A DISTANCE OF 780.77 FEET; THENCE S 88 044'40" W TO A POINT ON THE WEST LINE OF E/2 E/2 NW /4 SEA A DISTANCE OF 594.62 FEET; THENCE N 01 019'57" W TO A POINT ON THE NORTH LINE OF E/2 E/2 NW /4 SE/4 A DISTANCE OF 780.77 FEET; THENCE N 88 °44'39" E AND ALONG THE NORTH LINE, OF SAID N/2 SE /4 A DISTANCE OF 594.43 FEET TO THE POINT OF BEGINNING. TRACT 5 PART OF THE W/2 NW 14 SE /4 AND THE W/2 E/2 NW 14 SE /4, SECTION 9, TOWNSHIP 21 NORTH, RANGE 14 EAST OF THE LB. & M., FURTHER DESCRIBED AS FOLLOWS: BEGINNING AT A POINT ON TIIE NORTH LINE OF SAID W/2 NW /4 SE/4, SAID POINT BEING 174.5 FEET BAST OF TIIE NORTHWEST CORNER THEREOF, THENCE S 00 °00'38" E ALONG THE EASTERLY RIGHT -OF -WAY LINE OI' STATE HIGHWAY 169 A DISTANCE OF 892.34 FEET, THENCE S 02 °4922" E ALONG SAID RIGHT -OF -WAY LINE 428.67 FEET TO A POINT ON THE SOUTH LINE OF SAID W/2 E/2 NW /4 SE /4, SAID POINT BEING 195.59 FEET EAST OF THE SOUTHWEST CORNER THEREOF, THENCE N 89 °59 43" E 796.86 FEET TO THE SOUTHEAST CORNER OF SAID W/2 NW /4 SE/4, THENCE N 00 °02'35" W 1320.73 FEET TO TIIE NORTHEAST CORNER THEREOF, THENCE S 89°58'43"W 817.14 TO THE POINT OF BEGINNING. To be considered is a rezoning of Tract 4, which is approximately 10.66 acres in size and Tract 5, which is approximately 14.65 acres in size. The subject property is located % of a mile north of East 106'h Street North and due east of the Owasso Expressway. The applicant is requesting that the property to be rezoned from CS (Commercial Shopping) and AG (Agriculture) to OM (Office Medium). All persons interested in this matter may be present at the hearing and present their objections to or arguments for any or all of the above matters. In the event that such proposed rezoning is approved, in whole or in part, by the Owasso Planning Commission, said Planning Commission shall submit its recommendation to the City Council of the City of Owasso for its consideration and action, as provided by law. Information and maps showing the property location on the proposed rezoning contact the Owasso City Planner, City Hall, 1 I 1 N. Main Street, Owasso, Oklahoma 74055, or phone (918) 376 -1500. Dated at Owasso, Oklahoma, this 16 °1 day of August, 2010. Marsha Hensley Asst. City Planner SCHEDULE CITY OF OWASSO .99 acres S 75 4.99 acres 100 APPLICATION FOR REZONING OZ- 00-0 ?S 19.99 acres 150 acres & above 200 eral Location:_ 145th E..Ave. and 106th ST. North SE /4 9 -21 -14 Tulsa County ,sent Zoning: Present Use: vacant land oposed Zoning: OR Proposed Use: educational use gal Description of Tract under Application: (If by metes and bounds, attach plat of survey) See attached applicant is other than owner, please indicate interest: (purchaser, lessee, agent for, other 1 advertising and sign charges toe Charney & Charney (name) P O. Box 240 Owasso, OR .74055 272 -5338 ddress) (phone) do hereby certify that the information herein submitted is complete, true and accurate. gned• Address:— P. O. Box 240, Owasso, OR 74055 Dav-1cl E. Charney .)ne: 272 -5338 APPLICANT - DO NOT WRITE BELOW THIS LINE to Received: Receipt No.: _ Recommendation: Vote: -ff Recommendation: finance No. Sec. Twp. Rg. City Council Action: Date: Vote: TO: The Honorable Mayor and City Council City of Owasso FROM: Scott Chambless Deputy Chief of Police SUBJECT: 2011 Oklahoma Highway Safety Office Grant DATE: September 10, 2010 BACKGROUND: In February of 2010, the Owasso Police Department applied for grant funding through the "2011 Highway Safety Office Grant ". This grant was made available by the Oklahoma Highway Safety Office (OHSO). The purpose of the grant is to provide Oklahoma law enforcement agencies with resources to reduce the number of injury /fatality collisions in the State of Oklahoma. OHSO has notified City staff that $50,000 has been awarded to the police department. OHSO designated the funding for overtime traffic enforcement that is to be directed towards speeding and aggressive drivers. City staff anticipated this annual traffic safety enforcement grant and included funds in the amount of $50,000 in the FY 2010 -2011 budget. Partnering with OHSO to reduce collisions is consistent with objectives set forth in the Police Department's Strategic Plan. GRANT FUNDING: There is no match requirement for the grant award; however, the Police Department will be responsible for fuel and maintenance costs for police vehicles used during grant overtime traffic patrols. The grant is funded on a cost reimbursement concept. The Police Department will expend monies through its existing budget and then claim reimbursement from OHSO. In order to receive grant funding, the City of Owasso must enter into a contract with OHSO and provide resources to manage the grant. REQUEST: If no objections are expressed, staff intends to request City Council acceptance of the 2011 Highway Safety Grant and authorization for the City Manager to execute the contract with the Oklahoma Highway Safety Office at the Regular Meeting of the Owasso City Council on September 21, 2010. RECOMMENDATION: Staff intends to recommend City Council acceptance of the 2011 Highway Safety Grant and authorization for the City Manager to execute the contract with the Oklahoma Highway Safety Office for management of the grant. ATTACHMENT: A. Contract as prepared by the Oklahoma Highway Safety Office PROJECT NO. SE- 11- 03 -08 -06 OKLAHOMA HIGHWAY SAFETY OFFICE GRANT AGREEMENT — PART I TITLE OF PROJECT GRANT EFFECTIVE DATE OWASSO SPEED ENFORCEMENT PROJECT NUMBER SE- 11- 03 -08 -06 HIGHWAY SAFETY FUNDS OBLIGATED $ 50 000.00 Page 1 of 3 AFFIDAVIT State of Oklahoma, County of Tulsa . 1, Rodney Ray., of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Citv of Owasso of Owasso Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (OHSO). I further state and agree to comply, to the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of claims. I further state that I am the duly authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction or control has been paid, given or donated or agreed to pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other things of value, either directly or indirectly, in procuring the grant or obtaining payment. In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any negative environmental impact will be substantially outweighed by the projected benefits of this project. Date 20 Signature Title Subscribed and Sworn to, before me, this day of My Commission expires Commission Number Public AFFIDAVIT State of Oklahoma, County of Oklahoma. 1, Scott E. Watkins of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief. Date 20 Signature Subscribed and Sworn to, before me, this day of My Commission expires Commission Number Director, Highway Safety Office Notary Public GRANT PERIOD FROM October 1, 2010 TO September 30, 2011 PROJECT PERIOD FROM October 1 2005 TO September 30, 2011 OWASSO SPEED ENFORCEMENT PROJECT NUMBER SE- 11- 03 -08 -06 HIGHWAY SAFETY FUNDS OBLIGATED $ 50 000.00 Page 1 of 3 AFFIDAVIT State of Oklahoma, County of Tulsa . 1, Rodney Ray., of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Citv of Owasso of Owasso Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (OHSO). I further state and agree to comply, to the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of claims. I further state that I am the duly authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction or control has been paid, given or donated or agreed to pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other things of value, either directly or indirectly, in procuring the grant or obtaining payment. In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any negative environmental impact will be substantially outweighed by the projected benefits of this project. Date 20 Signature Title Subscribed and Sworn to, before me, this day of My Commission expires Commission Number Public AFFIDAVIT State of Oklahoma, County of Oklahoma. 1, Scott E. Watkins of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief. Date 20 Signature Subscribed and Sworn to, before me, this day of My Commission expires Commission Number Director, Highway Safety Office Notary Public PROJECT NO. SE- 11 -03 -08 -06 OKLAHOMA HIGHWAY SAFETY OFFICE GRANT AGREEMENT — PART I TITLE OF PROJECT GRANT EFFECTIVE DATE OWASSO SPEED ENFORCEMENT PROJECT NUMBER SE- 11- 03 -08 -06 HIGHWAY SAFETY FUNDS OBLIGATED $ 50.000.00 Page 1 of 3 AFFIDAVIT State of Oklahoma, County of Tulsa . I, Rodney Rav . of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Ci of Owasso of Owasso Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (01-150). 1 further state and agree to comply, to the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of. claims. I further state that I am the duly authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction or control has been paid, given or donated or agreed to.pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other things of value, either directly or indirectly, in procuring the grant or obtaining payment. In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any negative environmental impact will be substantially outweighed by the projected benefits of this project. Date ,20 Signature Subscribed and Sworn to, before me, this My Commission expires Commission Number Title day of 20 AFFIDAVIT State of Oklahoma, County of Oklahoma. 1, Scott E. Watkins . of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief. Date 20 Signature Subscribed and Sworn to, before me, this My Commission expires unw -r -L tuo /ml Commission Number day of Director, Highway Safety Office 20 GRANT PERIOD FROM October 1. 2010 TO September 30, 2011 PROJECT PERIOD FROM . October 1. 2005 TO September 30, 2011 OWASSO SPEED ENFORCEMENT PROJECT NUMBER SE- 11- 03 -08 -06 HIGHWAY SAFETY FUNDS OBLIGATED $ 50.000.00 Page 1 of 3 AFFIDAVIT State of Oklahoma, County of Tulsa . I, Rodney Rav . of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Ci of Owasso of Owasso Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (01-150). 1 further state and agree to comply, to the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of. claims. I further state that I am the duly authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction or control has been paid, given or donated or agreed to.pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other things of value, either directly or indirectly, in procuring the grant or obtaining payment. In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any negative environmental impact will be substantially outweighed by the projected benefits of this project. Date ,20 Signature Subscribed and Sworn to, before me, this My Commission expires Commission Number Title day of 20 AFFIDAVIT State of Oklahoma, County of Oklahoma. 1, Scott E. Watkins . of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief. Date 20 Signature Subscribed and Sworn to, before me, this My Commission expires unw -r -L tuo /ml Commission Number day of Director, Highway Safety Office 20 PROJECT NO. SE- 11- 03 -08 -06 Page 2 of 3 Table of Contents AUTHORIZATION................................................................................................................................... ..............................1 TABLE OF CONTENTS... ................................................. ...................... .................................. PROJECTSUMMARY .... .................. ................................ ......................................... ..................... .......... ..............................3 PROJECTGOAL....... ....... - - ........................................................................ 3 PROBLEM IDENTIFICATION ................................................................................................................................ ............................... 3 PROJECTDESCRIPTION............................................................................................................................... ............................... 3 EVALUATION.. ............. ...... --- ... ...................................................................... ...............................:........... ............................... 3 BUDGETSUMMARY .......:....................................................................................................................... ..............................4 BUDGETDETAILS ................................................................................................................................... ..............:...............5 ACTIVITY /MILESTONES ..................................................... . ....... ......... ........................... . ............................................ ....... 6 -7 GLOSSARY OF DEFINITIONS REGULATIONS AND DIRECTIVES ............................................................................................................ ............................2 -3 REGULATIONS /DIRECTIVES HIGHLIGHTS .......................................... .................................................. ........... .................... 4 -8 SPECIFIC AGREEMENTS - PART III SPECIFICAGREEMENTS .......................................................................................................................... ..............................1 PROJECT DIRECTOR'S REPORT PROJECT NO. SE- 11- 03 -08 -06 Page 3 of 3 Title of Project: OWASSO SPEED ENFORCEMENT Project Number: SE- 11- 03 -08 -06 Responsible Agency: Owasso Police Department Reimbursement Information (where check is to be Project Director: Captain Tracy Townsend mailed): Phone Number: (918)376 -1569 Payee: City of Owasso Address: 111 North Main Street Address: 111 North Main Street Owasso, OK 74055 Owasso, OK 74055 Fax: (918)376 -1589 Email: townsend@cityofowasso.com OH50 Funds Obligated: $ 50,000.00 Other Funds Obligated: $ Source of Other Funds: Total of OHSO and Other Funds: $ 50,000.00 PROJECT SUMMARY NARRATIVE SECTION The fallowing pages of this PROJECT SUMMARY NARRATIVE SECTION will contain: The Problem Identification, Project Goal, Project Description, Equipment and Equipment Justification, and Evaluation. The project objectives must be time - framed and measurable. The narrative also needs to Include personnel utilization. _ PROJECT GOAL: The goal of this project is to reduce the number of Unsafe Speed KAB crashes in Owasso by 10 %, from 11 in 2008 to 10 in 2011. PROBLEM IDENTIFICATION: A conservative estimate of the City of Owasso's current population is 30,000 people. Growth in retail /restaurant business, schools, and hospitals has resulted in additional traffic congestion and motor vehicle crashes. This growth continues to increase non - resident traffic which contributes to a strain on Owasso PD's resources. According to data from the Oklahoma Highway Safety Office, the City of Owasso ranks 3`a in the state for total KAB crashes and 11th in Unsafe Speed KAB crashes. Both rankings are above the state rate. In order to address the current motor vehicle crash situation and reduce the future frequency of injury crashes and fatalities, Owasso PD will utilize grant funding for overtime traffic enforcement and public information and education programs. PROJECT DESCRIPTION: The project will implement activities in support of National Highway Traffic Safety goals to reduce motor vehicle KAB crashes. Owasso officers will work shifts outside their normal work schedules on an overtime basis. Shifts will be scheduled to coincide with peak traffic hours; focusing on violations that may cause and /or contribute to the severity of motor vehicle crashes, particularly speed violations and aggressive driving. Officers may periodically conduct traffic safety checkpoints in order to stress occupant protection issues. EVALUATION: The Project Director will submit monthly reports to the Oklahoma Highway Safety Office (OHSO). These reports will contain a narrative summary and completed OHSO Budget and Activity Milestone pages. This report will also contain a claim requesting reimbursement for expended project funds and necessary backup financial documentation including but not limited to participating officers' regular hourly wage and overtime hourly wage. Additionally, the claim will include an officer activity log that denotes overtime hours worked, number and type of activities and written contacts issued. The report will include the number and description of PI &E events conducted. At the end of the contract period, the Project Director will submit a summary report detailing the results of project activities and whether the project goal was met. Page 4 of 7 Pages PROJECT TITLE: Federal Fiscal Year: 2011 PROGRAM AREA OWASSO SPEED ENFORCEMENT Project Number: SE- 11- 03 -08 -06 SPEED ENFORCEMENT COST CATEGORY 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Annual Total !TENS I OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP YTD 1. PERSONNEL A. Salaries P 4,050 4,050 4,050 4,050 4,050 4,050 4,050 4,150 4,050 4,050 4,150 4,050 48,800 A 0.00 B. Benefits P 100 100 100 100 100 100 100 100 100 100 100 100 11200 A 0.00 11. TRAVEL A. In -State Travel P 0 A 0.00 B. Out -of -State Travel P 0 A 0.00 I!!. OPERATING COSTS P 0 A 0.00 IV. CONTRACTUAL COSTS P 0 A 0.00 V. EQUIPMENT P 0 A 0.00 MONTHLY TOTAL P 4,150 4,150 4,150 4,150 4,150 4,150 4,150 4,250 4,150 4,1501 4,250 4,150 50,000 A 0.00 0,001 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 " " "" " '° `" ` "P' " " " OHSO -P -2c (06/10) A = Actual Expenditures (To be completed by Project Director each month.) BUDGET DETAILS Page 5 of 7 Pages PROJECT TITLE: OWASSO SPEED ENFORCEMENT Federal Fiscal Year: 2011 PROGRAM AREA SPEED ENFORCEMENT Project Number: SE- 11- 03 -08 -06 COST CATEGORY ITEMS DESCRIPTION OF EXPENDITURE ITEMS MONTH TOTALS OCT NOV DEC JAN FEB MAR SEMI - ANNUAL APR MAY JUN JUL AUG SEP ANNUAL I.A. 1 Salary for overtime traffic enforcement directed at speed and overtime PI &E efforts, (rate not to exceed 1.5 times regular hourly rate unless contractually required and approved by OHSO). P 4,050 4,050 .4,050 4,050. 4,050 4,050 24,300 A 0.00 P 4,050 4,150 4,050 4,050 4,150 4,050 48,800 A 0.00 I.B. 1 Benefits for overtime enforcement computed at 2.45 %, (agency does not contribute to Social Security). P 100 100 100 100 100 100 600 A 0.00 P 100 100 100 100 100 100 1,200 A 0.00 P 0 A 0.00 P 0 A 0.00 P 0 A 0.00 P 0 A 0.00 P 0 A 0.00 P 0 A 0.00 P = Planned Budget OHSO- P- 2d(06/10) A = Actual Expenditures (To be completed by Project Director each month.) i t :, •'. t Page 6 of 7 Pages PROJECT TITLE: Federal Fiscal Year: 2011 PROGRAM AREA OWASSO SPEED ENFORCEMENT Project Number: SE- 11- 03 -08 -06 SPEED ENFORCEMENT MILESTONES No. Activities 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG I SEP YTD 1 Number of hours of overtime traffic enforcement directed at speed and /or P 135 135 135 135 135 135 135 135 135 135 135 135 1620 overtime PI &E efforts, (approximately 1626 A 0 hours @$30.00 per hour). 2 Number of SPEED RELATED citations and written warnings issued, (target is two per P 270 270 270 270 270 270 270 270 270 270 270 270 3240 hour). A 0 3 Number of traffic citations and written warnings issued that ARE NOT speed P * * * * * * * * * * 0 related. A 0 4 Support NHTSA's national law goals and participate in the Click It or Ticket and P X X 0 Drunk Driving, Over the Limit, Under Arrest A 0 mobilizations, to include pre and post reporting of activities. 5 Submit monthly claims to OHSO, including a breakdown of enforcement activity. P 1 1 1 1 1 1. 1 1 1 1 1 1 12 a 0 O - Om ed A t; ;flee "" " "I ". OHSO -P -2e (06/10) A = Actual Activities Accomplished (To be completed by Project Director each month.) ACTIVITY / MILESTONES Page 7 of 7 Pages PROJECT TITLE: OWASSO SPEED ENFORCEMENT Federal Fiscal Year: 2011 PROGRAM AREA SPEED ENFORCEMENT Project Number: SE- 11- 03 -08 -06 No. Activities MILESTONES 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP YTD 6 Submit a copy of Single Audit Report or Letter of Exemption (see General Provisions, Page 7, no. 22). P X (2011) 0 A 0 7 Submit end of the year project summary report to OHSO by November 1, 2011. P X (2011) 0 A 0 P 0 A 0 P 0 A 0 P 0 A 0 P = rrojecteo Acnv¢ies OHSO -P -2e (06/10) A = Actual Activities Accomplished (To be completed by Project Director each month.) FY= y GLOSSARY OF DEFINITIONS This glossary defines terms with meanings which may be unclear in the context in which they are used. These definitions are meant to apply only to the usage of these terms in this grant agreement. Activity —The smallest unit of work that can be time - framed, quantified, and is critical to the success of a project. Actual —The attained level of resources and /or accomplishments. Authorized Agent —The duly authorized representative of the State Agency or Local Subdivision having signatory authority and the responsibility of executing the grant agreement. C. F. R. — Code of Federal Regulations. Director — The Director authorized by the Governor's Representative to direct the activities of the Oklahoma Highway Safety Office. FY - Fiscal year which starts October 1 and ends September 30 each year. Governor's Representative - A representative appointed by the Governor of Oklahoma to oversee the activities of the Oklahoma Highway Safety Office. Grantor Agency - Oklahoma Highway Safety Office, Local Subdivision - An administrative division of local government. Milestone - A level of accomplishment of an activity within a specific period of time. Obligated -The proposed level of resources and /or accomplishments. OMB - Office of Management and Budget (Federal). OHSO - Oklahoma Highway Safety Office. Program Manager —An OHSO staff member authorized to act as the liaison between the Highway Safety Office and the State Agency or Local Subdivision in all matters pertaining to a project. Project Director— A representative of the grantee responsible for directing the activities of the project. QTD — Quarter -to -date. Standard Number —A number assigned to one of the highway safety program areas as defined by the Highway Safety Act of 1966. State Agency — An administrative division of state government. Task Number —A number assigned by the OHSO for internal management. U. S. C. — United States Code. YTD — Year -to -date. OHSO -P -2f Reg -Gen contract Agreements 11(08 /10) GENERAL PROVISIONS Page 2 of 8 REGULATIONS AND DIRECTIVES The Grantee, its assignee(s), successor(s) in interest, subcontractor(s), supplier(s), or anyone who is a recipient of financial assistance through this grant shall agree to all applicable provisions of the following; however, nothing here should be interpreted to limit the requirements to comply with regulations and directives not included in this list: 1. Office of Management & Budget Circular A -102: Grants and Cooperative Agreements with State and Local Governments (Revised 10/7/94 and further amended 08/29/1997). 2. Office of Management & Budget Circular A -87: Cost Principles For State, Local, and Indian Tribal Governments (05/10/2004), relocated to 2 CFR, Part 225. 3. Office of Management & Budget Circular A -21: Contract Costs Principles and Procedures; Cost Principles for Educational Institutions. (Revised 05/10/2004) ), relocated to 2 CFR, Part 220. 4. Office of Management & Budget Circular A -110: Uniform Administrative Requirements for Grants and Other Agreements with institutions of Higher Education, Hospitals and other Non- Profit Organizations (11[19/1993 and further amended 09/30/1999) ), relocated to 2 CFR, Part 215. 5. Office of Management & Budget Circular A -122: Cost Principles for Nonprofit Organizations (05/10/2004) ), relocated to 2 CFR, Part 225. 6. Office of Management & Budget Circular A -133: Audits of States, Local Governments, and Non - Profit Organizations (06/2411997 includes revisions published in Federal Register 06/27/2003). 7. Department of Transportation Regulations, 49 CFR Part 18, Uniform Administrative Requirements for Grants and cooperative Agreements to State and Local Governments. 8. 49 CFR Part 19 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations. 9. Department of Transportation 23 USC, Chapter 4, Highway Safety Act of 1966, as amended. 10 Department of Transportation 23 CFR, Parts 1200, 1205, 1206, 1250, 1251 and 1252, Regulations governing highway safety programs. 11. NHTSA Order 462 -6C — Matching Rates for State and Community Highway Safety Programs. 12. Highway Safety Grant Funding Policy for Field- Administered Grants. 13. Executive Order No. 11246,3 CFR 169 (Supp. 1969), "Equal Employment Opportunity" / Department of Labor Regulations, 41 CFR Part 60. 14. Copeland Act, 18 U.S.C. Section 874 / Department of Labor, Regulations, 29 CFR Part 3. 15. Davis -Bacon Act, 40 U.S.C. Sections 276a to 276a -5 (1964) as Amended / Department of Labor Regulations, 29 CFR Part 5. 16. The Drug -free Workplace Act of 1988 (49 CFR Part 29 Sub -part F). 17. Cash drawdowns will be initiated only when actually needed for disbursement, cash disbursements and balances will be reported in a timely manner as required by NHTSA, and the same standards of timing and amount, including the reporting of cash disbursement and balances, will be imposed upon any secondary recipient organizations (49 CFR 18.20, 18.21, and 18.51). Failure to adhere to these provisions may result in the termination of drawdown privileges. 18. Compliance with Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, as amended, as implemented by 49 CFR Parts 21 and 27. Title Viii of the Civil Rights Act of 1968 and any other nondiscrimination provisions in the specific statute(s) which may apply to the application. GENERAL PROVISIONS Page 3 of 8 rttxc[aFrr[•[ qtr. �s�ret ►�►[rti!xwllr< +►x.�c►f►m�w( 19. Hatch Act (Political Activity), 5 U.S.C. Sections 1501 -1508 and 5 CRF Part 151. 20. Contract Work Hours and Safety Standards Act, 40 U.S.C. Sections 327 -330 (1962) /Department of Labor Regulations 29 CFR Part 5. 21. Buy America Act, 23 U.S.C. 101. 22. Clean Air Act of 1955, as amended, 42 U.S.C. Sections 1857- 1857f. 23. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion —Lower Tier Covered Transactions: (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. 24. Certification Regarding Federal Lobbying; Certification for Contracts, Grant, Loans, and Cooperative Agreements. The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence any officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for the influencing or attempting to influence any officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) Then undersigned shall require that the language of this certification be included in the award documents for all sub -award at all tiers (including subcontracts, sub - grants, and contracts under grant, loans, and cooperative agreements) and that all sub - recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to civil penalty of not less than $10,000 and not more than $100,000 for each such failure. - Restriction on State Lobbying; None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any state or local legislative body. Such activities include both direct and indirect (e.g., "grassroots ") lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal. 25. Oklahoma Travel Reimbursement Act, 74 O.S. 1999, Section 500.2 (as supplemented or amended). 26. Oklahoma Central Purchasing Act, 74 O.S. (Supp.1999), Sections 85.1- 85 -45K. 27. Compliance with all other acts of Congress of the United States, the Statutes of the State of Oklahoma, and the Administrative Policies of the Oklahoma Highway Safety Office. 28. Compliance with all rules and regulations as set forth by the U.S. Department of Transportation, the National Highway Traffic Safety Administration, the Federal Highway Administration, the State of Oklahoma, or the Highway Safety Office. GENERAL PROVISIONS Page 4 of 8 REGULATIONS /DIRECTIVES HIGHLIGHTS The following are highlights of the previously referenced documents. This is in no way intended to eliminate or restrict the meaning and /or the content of the aforementioned documents. 1. Incorporation or Provisions The Grantee shall include the provisions of the referenced regulations and directives in every subcontract including procurement of materials, leasing of equipment, and personal services. 2. Nondiscrimination Clause The Grantee, its subcontractor(s), and /or supplier(s) will not discriminate on the grounds of race, age, color, sex, handicap, national origin or religion, and such provisions will be written into all subcontracts. 3. Noncoilusion Clause The Grantee, its subcontractor(s) and /or supplier(s) represents that neither the Grantee nor anyone subject to the Grantee's direction or control has been paid, given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring this grant or obtaining payment as a result of this grant agreement. 4. Information and Reports The Grantee will provide all information and reports, and will permit access to its books, records, accounts and other sources of information, as may be determined by the Highway Safety Office, State Auditor and Inspector, or the U.S. Department of Transportation. 5. Noncompliance of Terms & Termination of Proiect In the event of noncompliance by the Grantee, its subcontractor(s) and /or supplier(s), the Grantor Agency may impose such sanctions as it deems appropriate including; withholding of payments, cancellation, termination or suspension of the project in whole or in part. 6. Conferences. Inspection of Work Conferences maybe held at the request of any party to this grant agreement. A representative of the Grantor Agency and /or of the U.S. Department of Transportation shall be privileged to visit the site for the purpose of inspection and /or assessment of work being performed at any time as mutually agreed by both parties. 7. Modification Procedure - All modifications to this grant agreement must have the prior written approval of OHSO. A request for a modification may be originated by either the Grantee or OHSO. The method of modifying the agreement shall be determined and executed in accordance with OHSO policy GENERAL PROVISIONS S. Travel Page 5 of 8 Mileage and per diem rates for persons assigned to this project, including local vicinity travel, travel to other parts of the State and travel outside the State, are regulated as provided in the Oklahoma Travel Reimbursement Act. 9. Out -of -State Training A letter of request shall be submitted containing the following information. This letter must be received and approved by OHSO Liar to travel and training. The request shall contain the following: a. Location of training d. All costs (travel, lodging, per diem, fees, etc.) b. Specific dates e. Name and rank of personnel attending c. Training outline 10. Disputes Any dispute, disagreement or question of fact arising under this grant agreement shall be decided by the Highway Safety Director /Governor's Representative and written documentation will be distributed to parties concerned. A written appeal may be made within 30 calendar days to the Governor's Representative. A decision in writing will be distributed to the parties concerned. 11. Reports A. Before publication or printing, the final draft of any report(s) required under the grant agreement or pertaining to the project shall be submitted to the Grantor agency for review and prior to publication. B. Each publication and /or printed report covered by Paragraph 11 -A (above) must include the following statements (1) This report was prepared for the Highway Safety Office in cooperation with the National Highway Traffic Safety Administration, U.S. Department of Transportation, and /or Federal Highway Administration, U.S. Department of Transportation. (cover page) (2) The conclusions and opinions expressed in these reports are those of the author(s), and do not necessarily represent those of the Oklahoma Highway Safety Office, the State of Oklahoma, the U.S. Department of Transportation, or any other agency of the State or Federal Government. (cover page) (3) This publication, printed by (name of printing firm) is issued by the Department of Public Safety as authorized by the commissioner of Public Safety. copies have been prepared and distributed at a cost of $ . Copies have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries. (The statement may be placed where it does not distract from the publication and may be in a smaller font.) C. In addition, any statements issued to the news media concerning this grant and the performance of objectives herein under described, must be approved by OHSO prior to release to the abovementioned news media. The Grantor Agency shall have the authority to edit, rewrite and make modifications as necessary for the clarification of information contained in such news releases, and may elect to prohibit issue of any given release. 12. Public Information All Grantees and subcontractors are required to comply with the Department of Defense Appropriations Act of 1988, Section 8136 of this law, which states: A contractor or subcontractor when issuing statements, press releases, requests for proposals, bid solicitations, and other documents (prepared for public distribution) describing projects or programs funded in whole or in part with Federal money, all contractors and subcontractors receiving Federal funds, including but not limited to State and Local Governments, shall clearly state, (1) the percentage of the total cost of the project which will be financed with Federal money, and (2) the dollar amount of Federal funds for the projector program. This disclosure should appear at the bottom of the front cover or page. GENERAL PROVISIONS REGULATIONS /DIRECTIVES HIGHLIGHTS (cont.) 13. Cancellation Page 6 of 8 This grant agreement maybe canceled by the Grantor Agency if the Grantee, its subcontractor(s) and /or its supplier(s) violate any provision of this grant agreement. In such an event, the Grantor Agency shall notify the Grantee of such decision 30 days in advance of the effective date of cancellation. The Grantee shall be paid only for those services satisfactorily performed prior to the effective date of cancellation. The Grantee may terminate the contract in writing. Termination will become effective 30 days after receipt of written notification or when conditions preclude the 30 -day notice. 14. Tax and Compensation Liability Nothing herein contained shall be construed as incurring for the Grantor Agency any liability for Workmen's Compensation, F.I.C.A., Withholding Tax, Unemployment Compensation, or any other payment which is not a part of this contract. 15. Equipment Purchased with Highway Safety Funds Ownership of equipment purchased is vested in the Grantee, who must use the property only for the authorized purpose of this project(49 CFR, Part 18 (Common Rule) ) Equipment must be entered into, an&tracked through, the Grantee's inventory system and the OHSO inventory Equipment maintenance and liability coverage are the Grantee's responsibility Grantee shall not remove, transfer, or dispose of the property without prior written approval from OHSO If equipment is lost or stolen, the OHSO must be notified immediately, in writing, accompanied by a police report To dispose of ANY equipment, the Grantee MUST:. 1. Write a letter of request to OHSO; 2. State how the disposal will occur (auction, transfer, etc.) and /or provide three (3) appraisals; 3. Maintain equipment until Grantee receives letter of approval. 4. Return Equipment to OHSO 16. Records. Retention and Custodial Requirements Financial records, supporting documents, statistical records, and any other records pertinent to this contract shall be retained for a period of three years, from submission of final claim or as specified by the Grantor Agency, and /or the Oklahoma State Auditor and Inspector. 17. Resoonsibilitv for Claims and Liabilit The Grantee shall be required to save and hold harmless, Grantor Agency, State of Oklahoma, National Highway Traffic Safety Administration, Federal Highway Administration, and U.S. Department of Transportation, from all claims and /or liability due to the negligent acts of Grantee or Grantee's subcontractor(s), agents or employees) to the extent allowable under Oklahoma State Law. 18. Ownership of Data and Creative Material "Unless provided to the contrary, in writing, between the parties or in the grant documentation, if any, or otherwise provided in the federal or Oklahoma law, the State of Oklahoma is hereby granted and conveyed by the vendor or sub - grantee, and the state hereby retains, all the exclusive rights to use and own and to transfer ownership and usage rights, as the state may wish, in and to any and all property and property rights, including, but not limited to: Intellectual property rights, patent, copyright, trademark, trade names, web sites, domain names, Internet addresses or any other thing, tangible or intangible, partly or fully developed, acquired, created, registered or used with any of the funds issued hereunder or the cost of which is fully or partially reimbursed with any of the funds issued hereunder. Furthermore, such a clause shall be included in any subcontract or sub -grant issued by the vendor or sub - grantee hereunder with a 3`a party, and this provision shall be binding on any and all 3 rd parties." GENERAL PROVISIONS Page 7 of 8 19. Procurement Procedures The Grantee shall accomplish the maximum amount of subcontracting to small business concerns that is consistent with the efficient performance of this project, and all transactions shall be conducted in a manner so as to provide maximum open and free competition. All non -state agencies shall submit a copy of their procurement procedures at the beginning of the project. These procedures will be submitted to the Director of the Central Purchasing Division of the Oklahoma Department of Central Services to verify that they meet the minimum requirements of the Central Purchasing Act (therefore, the Common Rule). 20. Project Monitoring OHSO Program Managers shall make project on -site visits to provide technical assistance and oversight. Grantee shall provide the latter with access to all project records, equipment, and information upon request, and provide copies of such documents upon request. 21. Financial Management Systems The Grantee, its subcontractors, and /or its supplier(s) shall adopt all of the generally accepted accounting practices including, but not limited to, the following: a. Monthly financial claims will identify adequately the source and application of funds for the Grantor Agency in support of a line item. b. The Grantee shall adequately safeguard all such assets and shall assure they are used solely for authorized purposes, and maintain effective control over and account for all funds, property, and other assets. c. Comparison of financial information with performance or productivity date. d. Accounting records must be supported by source documentation and said documentation must be attached to reimbursement claims. 22. Audit All entities who receive $500,000 or greater from any and all sources of Federal funds shall have an audit conducted in accordance with the OMB Circular A -133 or in accordance with Federal Laws and regulations governing the programs in which they participate. All Entities that receive less than $500.000 in a given fiscal year shall be exempt from complying with the requirements prescribed in OMB Circular A -133. All exempt entities shall provide OHSO a letter stating they are exempt. A -133 is applicable to Audits of States, Local Governments and Non - Profit Organizations. Scope of Audit The audit shall be made by an independent auditor or audit firm in accordance with generally accepted Government Auditing Standards covering financial and compliance audits on an organizational -wide basis. Failure to comply could result in imposed sanctions by the Grantor Agency as it deems appropriate including: withholding of payment, cancellation, termination or suspension of the project in whole or in part. - Audit Reports - All audits must contain a "Schedule of Federal Financial Assistance" as prescribed by the AICPA and the schedule must address the OHSO funds. it is the responsibility of the Grantee or subcontractor to submit a copy of the completed Audit Report to OHSO within 30 days after it is received from the auditor unless the Federal Cognizant Audit Agency grants a longer period. GENERAL PROVISIONS Page 8 of 8 REGULATIONSMIRECTIVES HIGHLIGHTS (cont.) - Frequency of Audits shall be annually unless state agencies, local governments, Indian Tribes, recipients, sub recipients and /or Universities, hospitals or nonprofit entities have filed a constitutional or statutory requirement for less frequent audits to the Federal Cognizant Audit Agency. All Grantees are required by OMB Circular A -133 to keep audit reports on file for three years after the date of the audited period. 23. Monthly Project Director's Report and State Claim This report must contain the following: a. Project Director's Report Signature Page — OHSO -P -6; b. Budget Summary Page(s) - OHSO -P2c and Budget Detail page(s) — OHSO -P -2d; c. Activity /Milestone Page(s)— OHSO -P -2e; d. Grantee's statistical support for the project activities; e. Signed time sheets for project personnel and copies of payroll forms; f. Copies of Grantee's Purchase Orders, Vendor's Invoices, Grantee's Claims to vendor and all other documents pertaining to project costs; . g. The OHSO Accountant will complete an OHSO form tt72 -B entitled, "Record of Equipment" for each item of equipment purchased. It is the responsibility of the Grantee to see that all records related to the.purchase of equipment are attached to a reimbursement claim. Attached records must identify the item of equipment by name, serial number, cost, brand name, model number, manufacturer, proof of payment and where the item will be located. It -is possible for OHSO to hold the reimbursement of all claims until after all required information has been received by OHSO. 24. Vehicle Insurance Verification A condition of approval for the grant agreement is that an individual or business performing project activities which result in the use of automobiles must provide the OHSO, on request, a copy of the appropriate current Insurance Company coverage Declarations form as proof of meeting the statutory requirements of automobile insurance coverage in Oklahoma. Update and current insurance declarations will be required to prove continued coverage throughout the life of this contract. 25. Annual Report All final claims for reimbursement and a final summary report of all activities must be received by the OHSO no later than November 1. Claims received after November 1 may not be eligible for reimbursement. 26. Indirect Costs Grantees who possess a federally negotiated indirect cost rate must provide the OHSO a copy of that documentation for OHSO project files. The federally approved indirect cost rate is the maximum allowable rate. The federally approved indirect cost rate may or may not be the indirect cost rate agreed to between the Grantee and the OHSO. Non - governmental entities utilizing indirect cost as a part of their grant agreement must do so in accordance with OMB Circular A -122. No indirect cost reimbursement request will be processed for payment unless the appropriate indirect cost approval documentation is on file with the OHSO. SPECIFIC AGREEMENTS — PART III Grantee shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others riding in Grantee vehicles and /or on Grantee business to use safety belts in accordance with State law. Grantee is required by the State of Oklahoma to provide proof of workers Compensation Insurance. If the Grantee is exempt from the workers Compensation Insurance Statute, a signed waiver of liability form must be submitted. Failure to provide one or the other will result in a cancellation of the award. Regular compensation and /or overtime compensation provided in this grant award will be paid in accordance with established policies and regulations of your entity. Any deviation from the established policies and regulations must be specifically addressed in the written grant award. Grantee shall verify that any officer using a grant purchased radar or grant purchased video camera has received training in the proper use of the equipment. Grantee shall encourage all law enforcement officers participating in impaired driving enforcement programs to obtain certification in.NHTSA sanctioned Standard Field Sobriety Test (SFST) procedures. Grantee shall submit monthly activity and reimbursement reports (including all appropriate documentation) to OHSO. Reports shall be submitted within 30 days of the end of the reporting month. Failure to comply with this 30 -day limit may result in denial of the reimbursement claim. Reports should include, as a minimum, the following: 1. Project Director's Report. Z. Budget Summary (include all cumulative year -to -date information). 3. Budget Details (include all cumulative year -to -date information). 4. Activity Milestones (include all cumulative year -to -date information). S. Financial documentation for the current report (time sheets, payroll documents, invoices, purchase orders, and /or other appropriate verification of expenditures). 6. Activity documentation for the current report (include information on all projected activities whether completed or not, and any additional activities that were conducted; an explanation should be provided for any activities not completed). 7. Any additional, pertinent information to the project for the current reporting period. This is a Federally funded project. The Federal Funds are provided by the NHTSA and, as such, may be subject to audit under Office of Management and Budget (OBM) or A -133. Unless other arrangements are made, any required audit is the responsibility of the Grantee. Any activities or cost items not specifically addressed in this agreement or any revisions to the items which are included in the agreement must be approved, in writing, by the OHSO Director /Governor's Representative or designee before they will be considered eligible activities and /or cost items. (For example, any out -of -state travel expenses not specifically identified in one's agreement require prior written permission from the OHSO Director /Governor's Representative or designee or the costs will not be reimbursed.) These "Specific Agreement" topics have been provided in an effort to assist grantees. This is not in any way a complete list of all requirements. Any questions and /or concerns not addressed here or in other areas of this grant agreement should be directed to the OHSO Program Manager assigned responsibility for oversight of this project. The continuation of this project is contingent on the availability and receipt by OHSO of Federal Funds. OHSO- P -Z(g) Reg -Spec Contract Agreements 111 (08 /10) OKLAHOMA HIGHWAY SAFETY OFFICE PROJECT DIRECTOR'S REPORT TITLE OF PROJECT OWASSO SPEED ENFORCEMENT PROJECT NUMBER SE -11 -03 -08-06 REIMBURSEMENT Claimed $ REPORTING PERIOD From To OHSO USE ONLY Amount Disallowed $ Total Allowed $ SUMMARY OF ACCOMPLISHMENTS FOR REPORTING PERIOD AFFIDAVIT I, the undersigned, of lawful age, being first duly sworn, on oath, say that I am the duly authorized Project Director of the above mentioned grant agreement with the Oklahoma Highway Safety Office; do depose and say that I have full knowledge of this "Project Directors Report"; that said report is, in accordance with the aforementioned grant agreement, true and correct and that the claim for reimbursement is correct, just and due; that the amount claimed, after allowing all just credits, is now due and wholly unpaid; and that I am duly authorized to file this request for reimbursement of the aforementioned expenditure of funds. Affiant further states that he /she has fully complied with all Municipal, State and Federal laws, Regulations and directives governing grants including, but not limited to, those listed in Parts 11 and III of the aforementioned grant agreement, to the best of his /her knowledge, information and belief. PROJECF DIRECTOR'S SIGNATURE Grantee Signature Department or Division Date OHSO USE ONLY The Oklahoma Highway Safety Office hereby acknowledges satisfactory performance of all grant activities required under the above mentioned grant agreement. Documentation of the receipt and /or performance is on file and available at OHSO. By Date P.O. It OHSO -P -6 (06/10) TO: The Honorable Mayor and City Council City of Owasso FROM: Angela Hess Finance Director SUBJECT: Utility Service Fees DATE: September 10, 2010 City Staff is engaged in an analysis of existing rates and fees. Central to this process is a comparison of current rates and fees with those of surrounding cities. A number of the services provided by the City are supported by rates and/or fees. In some cases, these rates and fees have been implemented over the years to offset a portion of the costs of delivering those services and in some cases to provide additional funding to increase the flexibility and availability of services to our citizens. In other instances the City has never passed on costs for the delivery of the service, in comparison, other municipalities have implemented fees for services such as administrative fees, reconnect fees, and re -read fees. The City is below market when compared to other municipalities in the amount charged for water deposits, cost of establishing service, overhead costs for servicing delinquent accounts, and addressing customer requests for re -reads of individual meters. The purpose of this memo is to facilitate further discussion with the City Council regarding potential increases to current utility fees deemed necessary not only to continue providing services to the citizens of our community, but also to offer increased or additional services. Attached for your review is a matrix showing the current utility fees assessed to customers compared to other municipalities and the proposed fee increases for FY 10 -11. Meter Re -Read - Resolution No. 87 -05 authorizes the collection of a fee in the amount of $5 for each instance wherein a water customer requests their meter be re -read for the purpose of validating an initial reading. The resolution provides that no charge shall be levied in the event the read was in error. The City has not typically charged the $5 fee for requests to re -read a customer's meter; therefore associated costs with dispatching a Public Works employee to a customer's residence to re -read meters are being absorbed by the City. With this in mind, City staff is proposing an increase in the current fee for re -reads from $5 to $15, for re -reads that are deemed to be correct upon a second read being completed by a Public Works employee. Meter Lock /Pull - The City currently experiences approximately 75 cut -offs per month for non - payment on utility accounts. In the event that a resident's service is disconnected due to non - payment, the City currently assesses a charge of $25 In the form of a default payment fee. However, the city does not assess a charge to the citizen when a meter is locked or pulled, Public Works employees are required to lock or pull the meter once the account has been cut off for non - payment. Subsequently the Public Works employee is dispatched to reinstall or unlock the meter once the account has been brought current. This process is time consuming and costs the city in time and labor. In order to cover the cost of administrative services and employee labor, staff is proposing the establishment of a $50 fee to be applied to accounts where a meter is required to be locked or pulled as a result of non - payment on a utility account. The fee would be split and applied as an additional $25 refundable deposit to the customer account and a $25 non - refundable fee to cover the associated costs incurred as a result of dispatching a Public Works employee to lock or pull the meter. The increased $25 refundable deposit would provide additional security against future non - payment of accounts, thus helping to insure the City against repeatedly delinquent accounts. Non - sufficient Funds - Non - sufficient Fund (NSF) charges currently applied to a customer's account total $15 per Item returned. This fee is significantly less than that charged by most municipalities and retailers. The average NSF fee typically ranges from $20 to $40 per returned check: Staff is proposing increasing the current NSF fee from $15 to $25. Service Initiation - Non - Refundable Service fees are characteristically charged by most municipalities. This fee is charged when establishing new service, transferring service, or making changes of any kind to a customer account. These fees typically range from $10 to $25 for each account being established or transferred. The City of Owasso does not currently charge a fee for new service or for transfers outside the required $50 deposit. Staff is proposing the establishment of a non- refundable Service Initiation Fee of $10, to be charged when establishing or transferring service from one residence to another. Utility Deposit - In November of 1987 Trustees of the Owasso Public Works Authority, by virtue of Resolution No. 87 -05, established a requirement for a deposit in the sum of $50 prior to the initiation of any utility services from the Authority. Utility deposits have not been increased since that time. According to staff's research, cities throughout the area charge significantly higher deposits which vary according to the customer's credit history and whether it is a residential, rental, or commercial property. Staff is proposing an increase in utility deposits for rental and commercial properties from $50 to $100. Deposits for residential properties would remain at $50. A table outlining the proposed changes for each item is provided below: Fee Description Current Fee Proposed Fee Meter Re -Reads $5.00 $15,00 Meter lock /Pull $0.00 $50,00 ($25 Non Refundable -$25 Additional Deposit) NSF Fee $15.00 $25.00 Service Initiation $0.00 $10.00 Utility Deposit $50.00 $100 (Commercial and Rental Properties) TO: The Honorable Mayor and City Council City of Owasso FROM: Karl Fritschen Community Development Director SUBJECT: Community Development Fee Review DATE: September 10, 2010 BACKGROUND: The Community Development Department recently compiled information comparing Owasso development fees with other comparable communities. The information collected focused on the following areas: rezoning applications, site plans, plats, annexations, and signs. The last time fees were modified in the Community Development Department was in 2007. Since that time, the overall administrative costs have increased. The current fee structure for development applications does not take into account costs associated with mailing notices to surrounding property owners, which accounts for a significant amount of staff time and postage expense, The purpose of this memo is to facilitate further discussion with the City Council regarding Community Development Department fees and to see if these fees are in conformity with the other communities evaluated. Additionally, the purpose of this study is to determine if the City fully accounts for the administrative costs associated with preparing a development application in relation to the fee. DISCUSSION: For the most part, Owasso appears to be in conformity with other comparable communities around the Tulsa and Oklahoma City areas. However, when looking beyond Oklahoma at comparable communities (i.e. Overland Park, Kansas) Owasso is significantly lower in the development fees charged to customers. Based on a review of fees from comparable jurisdictions, as well as assessing administrative costs, staff proposes the following fee adjustments. Rezoning Applications The Community Development department currently charges a flat fee of $300.00 for a rezoning application regardless of the lot size or how many notices are mailed to property owners. The review of comparable cities indicates that most communities structure their fees in one of two ways: (1) based upon the intensity of the use proposed or (2) based upon the acreage involved in the rezoning request. The City of Olathe, Kansas, for example, bases their Rezoning Fee off of both intensity and acreage. The communities evaluated did not charge one flat fee for a rezoning application similar to Owasso's. Taking into consideration practices of comparable cities, staff proposes adjusting the City of Owasso rezoning application fee to be based upon the size of the tract involved. In addition to the base fee, many communities charge a fee for recovering notification costs; staff is also proposing the addition of a per- notice mailed fee of $2.00. The proposed fee structure is outlined as follows: Property Acreage Current Fee Proposed Fee 0-.99 acres $300.00 + $0.00 $100 + $2.00 per notice mailed .99 to 5 acres $300.00 + $0.00 $200 + $2.00 per notice mailed 5 to 9.99 acres $300.00 + $0.00 $300 + $2.00 per notice mailed 10 to 19.99 acres $300.00 + $0.00 $400 + $2.00 per notice mailed 19.99 acres and greater $300.00 + $0.00 $500 + $2.00 per notice mailed Planned Unit Development Owasso appears to be in conformity with the base fee other communities charge for a Planned Unit Development (PUD) Application. However, most comparable cities are weighting the fee based on the number of lots within the proposed PUD, and a few also have a fee for a major or minor amendment. Owasso charges one flat fee for a PUD no matter how complex the development or the number of lots involved. A major amendment would be one that significantly alters the PUD (usually greater than 10% in terms of the density or reduction of open space) and requires Planning Commission and City Council approval. A minor PUD amendment would be one that staff can administratively approve. Another factor to consider is HB 1424, which requires notifications to be mailed to all property owners within a 1/4 mile radius of a rezoning for apartment complexes.. This has the potential to significantly add administrative costs to the number notifications mailed. A major PUD amendment requires staff to re- advertise and mail notices again. A minor PUD, because it is done at staff level, does not require notices, but still requires extra staff time to process and review the application Based on a review of the information collected from other communities, the following fee is suggested for a PUD. ➢ Base fee to remain at $300.00 $5.00 for each lot created $2.00 for each noticed mailed Major PUD Amendment: $250.00 $2.00 for each notice mailed ➢ Minor PUD amendment: $30.00 Plats Overall, the City of Owasso is consistent with other comparable communities for plat reviews. However, addressing a subdivision plat takes a considerable amount of time and tedious work, especially for large, complex developments such as Lake Valley. Considering this, the following fee structure is proposed in addition to the base application fee of $300.00 for a final plat and $200.00 for a preliminary plat. ➢ $2.00 per lot for addressing Annexation Consistent with the majority of examined communities, the City of Owasso does not charge a fee for annexations. However, some cities charge a fee for each notification mailed to cover administrative costs and postage. A nominal fee for an annexation petition is not inappropriate and it is felt this would not act as a deterrent for annexing into the City, as most of the time individuals seeking annexation desire city services, typically water or sewer. Additionally, such a fee serves to recover material (mailing labels, paper, etc.) and basic administrative expenses. Given the information above, the following fee structure for annexation petitions is proposed. ➢ $25.00 flat fee ➢ $2.00 per notice mailed Sian Permits The current $20.00 fee for sign permits is significantly below what comparable communities currently charge. Most communities evaluated a charge of between $50 and $100 for a sign permit, with fees calculated based upon either the cost or square footage of the sign. Staff has evaluated the second method and has deemed that calculations based upon size /square footage would be too cumbersome. Additionally, most businesses want the height more than the square footage. In order to promote better looking, less obtrusive signs in the community and follow the principals behind the Quality of Life Initiative, one option is to scale the fee based on the type and height of the sign. It is believed this could provide an incentive mechanism in favor of shorter signs and promote more monument style signs. With this in mind, the following fee adjustment for a sign permit is proposed. 9 Raising the sign permit from $20.00 to $50.00 for all ground and wall signs Y Signs between 0 and 10 feet $50.00, but for every foot above 10 feet, up to the 30 foot maximum allowed, the fee would go up at a rate of $20.00 per foot to a maximum of $450.00 (20 feet x $20 + $50 = $450). ➢ Wall signs $50.00 Park Development Charge Owasso currently charges $300.00 per residential permit for a park development fee. The premise behind the park development fee is that the added population from the new development necessitates the need for the City to provide more parks and equipment. One factor to consider when evaluating this fee is whether the developer is providing a recreational amenity within the development. The concept behind this is if a recreational feature is provided, it places less strain on City park facilities. However, if a developer chooses not to provide an amenity feature, then it is assumed that the new residents will use public park space in the City outside the development. Considering the above conclusions, the following fee structure is proposed for the park development fee. $300.00 per residential permit if the development is providing an amenity feature ➢ $400,00 per residential permit if the development is not providing an amenity feature Landscape Plan Review Charae A landscape plan is required as part of the development review process. The developer's site designer will sometimes Include the landscape plan with the site plan, other times it may be submitted separately or not at all. Overall, there is inconsistency with this item, which makes it difficult to conduct a final inspection on a site and issue a certificate of occupancy, as the inspector has nothing to refer to when they are in the field. Broken Arrow charges nothing for the landscape plan if it is submitted with the site plan packet, because they feel that the material is routed as a package one time. If the landscape plan is submitted separately, the city charges anywhere from $35 to $75, depending on the size and complexity of the project. Given Owasso's landscape ordinance is relatively weak in comparison with other communities, it is felt that this fee should reflect the simplicity of the current ordinance in terms of the time It takes to review a landscape plan. Over the coming months the Community Development Department Intends to strengthen the landscape ordinance, which may require the need to revisit this fee again at a future date. Considering the aforementioned information, staff proposes at this time the following fee for reviewing a landscape plan. $20.00 for a separately submitted landscape plan ➢ No charge if the landscape plan is submitted with site plan Board of Adiustment Owasso's application fee for the Board of Adjustment is consistent with other comparable communities. However, the city is not recovering any costs associated with mailing notices. Considering this, staff proposes the following fee adjustment: ➢ $2.00 per notice mailed SUMMARY: After reviewing the fees Owasso charges for land development applications as compared to other similar communities, staff has found that there is room for adjustments. The current fee structure does not adequately take into account the administrative costs associated with preparing notices, postage, or using supplies. Most of the other communities examined are recouping that cost in the form of a user fee, typically associating it with postage expense and staff time for mailing and preparing notices. It is also felt that the fee structure for rezoning needs to be tiered to reflect the size of the tract involved. F' SY TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Roger Stevens City Manager SUBJECT: Water Connection Fees DATE: September 10, 2010 BACKGROUND: A water connection fee in the City of Owasso represents the cost of material and labor for installing a new water service meter. Water connection fees should reflect the cumulative total costs associated with providing the service to the customer (in this case, the builder). The fee includes the installation of the water meter and reflects material costs of items such as the meter can, saddle, valve, and pipe In addition, an administrative fee of $50 is charged as part of the total connection fee. The current water connect fee has not been revised or updated since its initial adoption in 1998. Upon a thorough review of the current costs for the installation of water meters, staff is proposing an adjustment in connection fees for water service in order to reflect full, current costs, Staff is not proposing an increase in the wastewater collection connection fee ($400 per connection) at this time, WATER CONNECTION FEE DETERMINATION: A summary table of the meter, materials, labor and other costs, and the existing and proposed connection fee is shown as follows: TABLE 1 COMPARISION OF METER AND MATERIAL COST AND CONNECTION FEE Service Connection Size Meter and Other Costs Existing Connection Fee Proposed Connection Fee 3/4" $630 $500 $700 1" $860 $700 $900 1-1/2" $1,695 $1,500 $1,750 2" $2,375 $1,675 $2.500 3" $1,760 $0 $1,810 As the City continues to grow, the need for larger water meters will be required to handle the necessary capacity and flow for certain types of commercial buildings. As a result, the staff is proposing a 3" water connection fee be included. Above in Table 1, the cost shown for a 3" meter includes the $50 administrative fee. It is important to note that the 3" water meter connection fee is less than the 2" water meter fee. For new water service installations that require a 3" or larger water meter, the majority of the labor and material (except for the purchase of the meter) is done by the builder or developer, thus resulting in a smaller water connection fee. COMPARISION OF CONNECTION FEES: Table 2 is a comparison of water connection fees for communities in the Tulsa metropolitan area. TABLE 2 COMPARISION OF CONNECTION FEES IN TULSA METROPOUTAN AREA Water Connection Sizes 3/4„ 1 „ 1 /Z„ 2" 3" Owasso Existing $500 $700 $1,500 $1,675 $0 Owasso Proposed $700 $900 $1,750 $2,500 $1,810 Broken Arrow $380 $475 $2,380 $3,570 $6,315 Claremore $500 $660 $1,040 $1,350 N/A SandSprings $750 $1,000 N/A $2,125 N/A a $750 $1,250 N/A N/A N/A Ml I Builder is responsible for the meter set Bartlesville $500 $590 $1,190 1 $1,725 N/A TO: The Honorable Chairman and Trustees Owasso Public Works Authority FROM: Roger Stevens Public Works Director SUBJECT: OPWA Proposed Resolution Authorizing OWRB Loan Application DATE: September 10, 2010 BACKGROUND: In 2005, the City of Owasso commissioned an update of its 1997 Wastewater Master Plan, The updated plan provides a 20 -year guide for the prioritization and construction of upgrades to the City's conveyance and wastewater treatment infrastructure. Among the current needs identified, the plan recommends the investment of approximately $2,2 million for the upgrade of the Santa Fe Pump Station, On February 16, 2010, OPWA Trustees approved an engineering services agreement with Greeley and Hansen LLC for design of the Pump Station improvements. Funding for this project is expected to be provided by the Oklahoma Water Resources Board (OWRB). The OWRB provides low interest long -term financing for water and wastewater projects. For the past seventeen years, all of Owasso's water and wastewater projects have been financed by the OWRB. The proposed resolution authorizes the application to the OWRB for financial assistance through the OWRB State Revolving Fund for the purpose of financing wastewater system improvements. Additionally, the resolution authorizes payment of a loan application fee to the OWRB and authorizes Wells, Nelson & Associates (Keith McDonald) to act on behalf of the OPWA. If the application for funding is approved by the OWRB, authorization for the loan would require additional action by the OPWA Trustees and the City Council at a future meeting. RECOMMENDATION: Staff intends to recommend Trustee approval of an OPWA Proposed Resolution, agreeing to file application with the OWRB for financial assistance through the OWRB State Revolving Fund Program, for the purpose of financing wastewater system improvements at the Santa Fe Pump Station, and containing other provisions related thereto. ATTACHMENT: A. OPWA Proposed Resolution OWASSO PUBLIC WORKS AUTHORITY PROPOSED RESOLUTION A RESOLUTION AGREEING TO FILE AN APPLICATION WITH THE OKLAHOMA WATER RESOURCES BOARD (THE "OWRB ") FOR FINANCIAL ASSISTANCE THROUGH OWRB STATE REVOLVING FUND PROGRAM, WITH THE LOAN PROCEEDS BEING FOR THE PURPOSE OF FINANCING WASTEWATER SYSTEM IMPROVEMENTS AND RELATED IMPROVEMENTS SERVING THE CITY OF OWASSO, OKLAHOMA; AND CONTAINING OTHER PROVISIONS RELATED THERETO. WHEREAS, The Owasso Public Works Authority (the "Authority ") has under consideration improvements to the wastewater system serving the City of Owasso, Oklahoma, to include improvements necessary to upgrade the wastewater collection, including engineering, design and construction of improvements to the Santa Fe Pump station and other related engineering design and construction (collectively, the "Project "); and WHEREAS, it is deemed desirable for the Authority to give preliminary authorization for the issuance of obligations for such purpose; and WHEREAS, the Oklahoma Water Resources Board has made monies available to qualified entities for the financing of certain qualifying projects; and WHEREAS, the Authority hereby agrees to file an application with the Oklahoma Water Resources Board for financial assistance in the aggregate amount as, based upon engineering studies currently in progress, will be sufficient to pay certain of the costs associated with the referenced Project, NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY, THAT: Section 1, Application. The Authority shall file an Application(s) with the Oklahoma Water Resources Board seeking financial assistance through the OWRB State Revolving Fund Program; and the Chairman or Vice Chairman and Secretary or Assistant Secretary of the Authority are hereby authorized to execute said Application for and on behalf of the Authority. The Authority is further authorized to advance to the Oklahoma Water Resources Board the necessary application fees in connection with the referenced Application, Section 2, Professionals, The Authority hereby authorizes Wells Nelson & Associates, L.L.C., to prepare and submit the referenced Application on behalf of the Authority and to take such other action as is necessary to obtain financing for the referenced Project. Section 3. Other Matters. The Chairman or Vice Chairman and Secretary or Assistant Secretary of the Authority are hereby authorized and directed to do all other lawful things necessary to carry out the terms and conditions of this Resolution. PASSED, ADOPTED AND APPROVED THIS _ DAY OF 2010. THE OWASSO PUBLIC WORKS AUTHORITY (SEAL) Douglas Bonebrake, Chairman ATTEST: Sherry Bishop, Authority Secretary