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Home My WebLink About2010.09.21_OPWA Agendaawl I EMT TYPE OF MEETING: Regular DATE: September 21, 2010 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting and agenda filed in the office of the City Clerk and posted at City Hail at 6:00 p.m. on Friday, September 17, 2010. Sherry Bp, Clerk AGENDA Call to Order Chairman Doug Bonebrake 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent' are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of the September 7, 2010 Regular Meeting. Attachment # 3 -A B. Approval of Claims. Attachment # 3 -B C. Acknowledge receipt of the monthly FY 2010-2011 monthly budget status report. Attachment # 3 -C 4. Consideration and appropriate action relating to items removed from the Consent Agenda. 5. Consideration and appropriate action relating to a request for the Trustees to award the annual water meter purchase contract, and authorize the Chairman to execute the agreement. Mr. Blundell Attachment # 5 Staff recommends the Trustees award the annual water meter purchase contract to HD Supply Waterworks of Oklahoma City, Oklahoma, for the purchase of water meters at $32.95 each, 1" water meters at $78.80 each, 1 '/2" water meters at $205.75 each, 2" meters at $270.50, 2" compound meters at $898.00, 3" compound meters at $1,310.00 each, 4" compound meters at $1,565.00 each, and 6" compound meters at $2,500.00 each. Owasso Public Works Authority September 21, 2010 Page 2 6. Consideration and appropriate action relating for a request for Trustee approval of OPWA Resolution No. 2010 -06, agreeing to file application with the Oklahoma Water Resources Board (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. Mr. Stevens Attachment # 6 Staff recommends Trustee approval of OPWA Resolution No. 2010 -06. Consideration and appropriate action relating to a request for Trustee approval of OPWA Resolution No. 2010 -07, authorizing appointment of the City of Owasso as the Owasso Public Works Authority's agent for the identification and collection of debts and accounts receivable, including but not limited to, unpaid fees, penalties, damages, interest and other sums of money owed or due to the Authority. Ms. Dempster Attachment # 7 Staff recommends Trustee approval of OPWA Resolution No. 2010 -07. 8. Consideration and appropriate action relating to a request for Trustee approval of OPWA Resolution No. 2010 -08, adopting fees to be charged for utility service provided by the Owasso Public Works Authority, and establishing an effective date. Ms. Hess Attachment # 8 Staff recommends Trustee approval of OPWA Resolution No. 2010 -08. 9. Consideration and appropriate action relating to a request for Trustee approval of OPWA Resolution No. 2010 -09, establishing fees for connection to the water distribution system of the Owasso Public Works Authority, and establishing an effective date. Mr. Stevens Attachment # 9 Staff recommends Trustee approval of OPWA Resolution No. 2010 -09. 10. Report from OPWA Manager. 11. Report from OPWA Attorney. 12. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 13. Adjournment. 0.1MANAGLRIAUAgendas OP \VA @010 \092110.docv OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, September 7, 2010 The Owasso Public Works Authority met in regular session on Tuesday, September 7, 2010 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 p.m. on Friday, September 3, 2010. ITEM 1. CALL TO ORDER Chairman Bonebrake called the meeting to order at 7:16 p.m. ITEM 2. ROLL CALL PRESENT ABSENT Doug Bonebrake, Chairman Jon Sinex, Vice Chair Steve Cataudella, Trustee Wayne Guevara, Trustee Bryan Stovall, Trustee A quorum was declared present. STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ITEM 3. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the August 17, 2010 Regular Meeting, B. Approval of Claims. C. Approval of the Oklahoma Department of Environmental Quality Certificate of Completion and Distribution of the annual Water Quality Report, in conformance with the Safe Drinking Water Act, and authorization for the Chairman to execute all necessary documents. Mr. Cataudella moved, seconded by Mr. Stovall, to approve the OPWA Consent Agenda with claims totaling $988,712.64. The payroll payment reports for pay period ending 08/14/10 and 08/28/10 were included for review. YEA: Guevara, Bonebrake, Cataudella, Stovall, Sinex NAY: None Owasso Public Works Authority Motion carried 5 -0. September 7, 2010 ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA No action was required on this item. ITEMS. REPORT FROM OPWA MANAGER No report. ITEM 6. REPORT FROM OPWA ATTORNEY No report. ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Guevara moved, seconded by Mr. Sinex, to adjourn the meeting. YEA: Stovall, Guevara, Cataudella, Sinex, Bonebrake NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:17 p.m. Kian Kamas, Minute Clerk 2 Doug Bonebrake, Chairman Claims List 09121/2010 Budget Unit Title Vendor Name Payable Description Payment Amount OPWA ADMINISTRATION JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 105.15 162.1 TREASURER PETTY CASH SUPPLIES 5.00 SSO TOP SOIL JPMORGAN CHASE BANK MEETING EXPENSE 21.07 UNIFORM SERVICES JPMORGAN CHASE BANK DELL -INK CARTRIDGE 113.45 1,000.1 UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.00 )RGAN CHASE BANK AEPIPSO ELECTRIC USE 1,309.15 WATER PROD -METER LID ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 101.30 221.1 UNIFIRST HOLDINGS LP UNIFORM SERVICES 44.00 )RGAN CHASE BANK WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 150.33 CITY GARAGE PARTS -AUG, WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 22.24 46. UNIFIRST HOLDINGS LP UNIFORM SERVICES 34.90 OF TULSA UTILITIES UNITED STATES CELLULAR CORPORATION CELL PHONE SERVICE 56.43 DOERNER, SAUNDERS, DANIEL & ANDERSO LEGAL SERVICES - RWD # 3 1,455.00 JPMORGAN CHASE BANK MEETING EXPENSE 5176 JPMORGAN CHASE BANK MEETING EXPENSE 95.45 TOTAL OPWA ADMINISTRATION 3,607.23 UTILITY BILLING KATHLEEN A BALSIGER METER READER 213.30 DAVID R. OLINGHOUSE METER READER 270.45 TODD C. KIMBALL METER READER 288.00 TYRONE EUGENE DINKINS METER READER 273.45 MARK MEYER METER READER 173.85 TODD C. KIMBALL METER READER 282.15 DAVID R. OLINGHOUSE METER READER 388.80 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 13.82 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 2,992.10 )HUAN CHASE BANK LOWES -PAINT BRUSHES 19.! IRST HOLDINGS LP UNIFORM SERVICES 471 IRST HOLDINGS LP UNIFORM SERVICES 162.1 ?SO ELECTRIC USE 658.: SSO TOP SOIL LOAD YARD DIRT 160.1 IRST HOLDINGS LP UNIFORM SERVICES 142., GARAGE LABOR OVERHEAD CHGS - AUG 1,000.1 )RGAN CHASE BANK WATER PROD -PARTS 221.: )RGAN CHASE BANK WATER PROD - HYDRANT PART 111.1 )RGAN CHASE BANK WATER PROD -METER LID 7! )RGAN CHASE BANK WATER PROD -PARTS 221.1 )RGAN CHASE BANK WATER PROD - SADDLES 971 )RGAN CHASE BANK WATER PROD -CLAMP 1,425.1 GARAGE CITY GARAGE PARTS -AUG, 482.; IRST HOLDINGS LP UNIFORM SERVICES 46. VW E. KITCHEN WATER SYSTEM HYDRAULIC 9,749, OF TULSA UTILITIES WATER 91,821.1 Page 1 Claims List 09/21/2010 Budget Unit Title Vendor Name I Payable Description jPayment Amount' WATER... CITY OF TULSA UTILITIES WATER 197,621:45 IFLEETCOR TECHNOLOGIES VEHICLE FUELMAN EXPENSE I 1,511.98 TOTAL WATER 306,381.58 WASTEWATER TREATMENT FLEETCOR TECHNOLOGIES VEHICLE FUELMAN EXPENSE 736.00 AEP /PSO ELECTRIC USE 18,294.89 JPMORGAN CHASE BANK ATWOODS - WELDING HOOD 99.19 UNIFIRST HOLDINGS LP UNIFORM SERVICES 65.83 UNIFIRST HOLDINGS LP UNIFORM SERVICES 52.63 CITY GARAGE CITY GARAGE PARTS - AUG, 8.82 CITY GARAGE LABOR OVERHEAD CHGS -AUG 333.33 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 59.55 UNIFIRST HOLDINGS LP UNIFORM SERVICES 162.63 JPMORGAN CHASE BANK LOWES -PARTS 53.65 JPMORGAN CHASE BANK BUMPER TO BUMPER-SUPPLIES 38.10 UNIFIRST HOLDINGS LP UNIFORM SERVICES 55.53 JPMORGAN CHASE BANK INTERSTATE - BATTERIES 19.87 JPMORGAN CHASE BANK FRONTIER INrL- MUDFLAPS 21.32 JPMORGAN CHASE BANK GRAINGER -FUSES 135.50 JPMORGAN CHASE BANK GRAINGER- PLIERS 31.14 JPMORGAN CHASE BANK GRAINGER -FUSES 459.46 JPMORGAN CHASE BANK GRAINGER -FUSES 689.19 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 56.48 JPMORGAN CHASE BANK LOWES -PARTS 18.62 JPMORGAN CHASE BANK WALMART- CANOPY 79.00 TOTAL WASTEWATER TREATMENT 21,470.73 WWTP EXPANSION GREELEY & HANSEN, LLC LBX 619776 JENGINEERING SERVICES 7,610.84 IBRB CRAFTON, TULL AND ASSOCIATES, INC INSPECTION SERVICES 12,502.00 CONTRACTORS, INC. W WTP EXPANSION & 117 ST 743,115.16 TOTAL WWTP EXPANSION 763,228.00 WASTEWATER COLLECTION! VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 124.88 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 232.87 VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 25.50 FLEETCOR TECHNOLOGIES VEHICLE FUELMAN EXPENSE 1,217.94 CITY GARAGE CITY GARAGE PARTS - AUG, 522.90 GREELEY & HANSEN, LLC LBX 619776 WWTP MODELING 1,115.50 JPMORGAN CHASE BANK WATER PROD - RAMNECK 73.20 JPMORGAN CHASE BANK WATER PROD - SUPPLIES 44.75 JPMORGAN CHASE BANK OREILLYS- SUPPLIES 3.99 JPMORGAN CHASE BANK AMERIFLEX -HOSES 115.70 JPMORGAN CHASE BANK AMERIFLEX- SUPPLIES 7.94 JPMORGAN CHASE BANK HOME DEPOT - BATTERY 9.47 Page 2 Claims List 09/21/2010 Budget Unit Title Vendor Name Payable Description Payment Amount WASTEWATER COLLECTION! JPMORGAN CHASE BANK FAIRBANKS MORSE- COUPLINGS 808.30 CITY GARAGE JPMORGAN CHASE BANK WATER PROD -RISER RINGS 200.00 UNIFIRST HOLDINGS LP VERDIGRIS VALLEY ELECTRIC COOP DOUBLE OAKS ELECTRIC 7.51 JPMORGAN CHASE BANK JPMORGAN CHASE BANK LOWES- SUPPLIES 5.02 JPMORGAN CHASE BANK GRAINGER- COMPRESSOR KIT 112.24 JPMORGAN CHASE BANK GRAINGER -AIR VAC VALVE 486.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES 38.05 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 73730 JPMORGAN CHASE BANK LOWES - SUPPLIES 19.67 UNIFIRST HOLDINGS LP UNIFORM SERVICES 36.49 LOT MAINTENANCE OF OKLAHOMA, INC. WET WELL CLEANING 1,500.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES 162.63 AEP IPSO ELECTRIC USE 4,331.56 JPMORGAN CHASE BANK WALMART -VALVE STEM KIT 12.76 OWASSO TOP SOIL LOAD YARD DIRT 60.00 CITY GARAGE LABOR OVERHEAD CHGS - AUG 666.67 JPMORGAN CHASE BANK ATWOODS- SUPPLIES 2.69 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 267.84 WASTEWATER E 76TH ST N SANITARYl PARAGON CONTRACTORS, LLC IE 76 ST N SANITARY SEWER 279,337 OPWA E 76TH ST N SANITARY 279,337. REFUSE UNITED STATES CELLULAR CORPORATION CELL PHONE SERVICE UNIFIRST HOLDINGS LP UNIFORM SERVICES CITY GARAGE CITY GARAGE PARTS - AUG, FLEETCOR TECHNOLOGIES VEHICLE FUELMAN EXPENSE CITY GARAGE LABOR OVERHEAD CHGS - AUG UNIFIRST HOLDINGS LP UNIFORM SERVICES UNIFIRST HOLDINGS LP UNIFORM SERVICES JPMORGAN CHASE BANK CRANE CARRIER - WINDSHIELD JPMORGAN CHASE BANK UNITED ENGINES -PARTS JPMORGAN CHASE BANK WASTE MGMT -REC ROLLOFFS UNIFIRST HOLDINGS LP UNIFORM SERVICES AEP IPSO ELECTRIC USE CITY GARAGE LABOR OVERHEAD CHGS - AUG NATIONAL WASTE & DISPOSAL, INC. GLASS ROLL OFFS JPMORGAN CHASE BANK OWASSO LUMBER -PARTS JPMORGAN CHASE BANK OWASSO LUMBER - SUPPLIES JPMORGAN CHASE BANK LOWES- SUPPLIES CITY GARAGE CITY GARAGE PARTS - AUG, UNIFIRST HOLDINGS LP UNIFORM SERVICES Page 3 11 39. 1,916.. 5,856. I] Claims List 09/21/2010 Budget Unit Title Vendor Name I Payable Description Payment Amounl RECYCLE CENTER... UNIFIRST HOLDINGS LP JUNIFORM SERVICES 13.48 TOTAL RECYCLE CENTER 4,804.43 FUND GRAND TOTAL 1,408,550.8 OPWA STF DEBT SERVICE JTHEBANKOFNEWYORKMELLON7 =NOTE 1,000.00 TOTAL OPWA STF DEBT SERVICE 1,000.00 FUND GRAND TOTAL 1,000.0 OPWA GRAND TOTAL $1,409,550.89 Page 4 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 09/11/10 Department Payroll Expenses Total Expenses OPWA Administration 8,886.18 13,075.90 Utility Billing 4,572.80 7,682.31 Water 10,768.12 17,943.46 Wastewater 10,722.40 17,634.31 Wastewater Collection 6,922.85 10,724.28 Refuse 9,809.91 15,301.74 Recycle Center 1,250.96 2,102.91 E 76th St San Interceptor 700.00 792.05 FUND TOTAL 53,633.22 85,256.96 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2010 -2011 Statement of Revenues & Expenses As of August 31, 2010 OPERATING REVENUES: Water Wastewater Refuse & recycle Proceeds of OW RB debt Otherfees Interest & other TOTAL OPERATING REVENUES OPERATING EXPENSES: Personal services Materials & supplies Other services Capital outlay Debt service TOTAL OPERATING EXPENSES REVENUES OVER EXPENSES TRANSFERS IN (OUT) Transfersin Transfers out TOTALTRANSFERS NET INCOME (LOSS) WORKING CAPITAL - Beginning Balance WORKING CAPITAL - Ending Balance MONTH TO -DATE 409,547 271,260 156,541 887,910 23,957 201,209 1,950,424 167,251 298,962 95,209 764,725 563,442 1,889,589 60,835 YEAR TO -DATE 802,544 538,525 309,543 887,910 52,935 203,965 2,795,422 342,030 538,217 286,469 764,831 672,265 2,603,813 191.609 BUDGET 4,290,000 3,241,000 1,680,880 12,067,542 426,500 226,194 21,932,116 2,223,361 2,882,780 1,560,080 12,160,842 2,298,676 21,125, 739 806,377 236,601 (77,278) (114,941) (915,800) (77,278) (114,941) (679,199) (16,444) 76,668 127,178 2,177,532 2,177,532 2,254,200 2,304,710 PERCENT OF BUDGET 18,71% 16.62% 18.42% 7.36% 12.41% 90.17% 12.75% 15.38% 18.67% 18.36% 6.29% 29.25% 12.33% 23.76% 0.00% 12.55% 16.92% r TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Travis Blundell Utility Superintendent SUBJECT: FY 2010 -2011 Water Meter Purchase Contract Award DATE: September 17, 2010 I.PC c • 1. r On an annual basis, the Owasso Public Works Authority purchases water meters through a bidding process. The Trustees last approved a water meter purchase contract with HD Supply Waterworks of Oklahoma City in September 2009; thus, a new contract bid is needed in order to keep prices current. In FY 2009 -2010, work orders were processed for 195 new water meter installations and replacements. The FY 2010 -2011 Water Division operating budget includes funding for the purchase of water meters for new service installations, zero -usage replacements, and replacement of non - standard water meters. 11103:011111111 i7PA The bid specifications were advertised in the August 13, 2010 and August 20, 2010 editions of the Owasso Reporter, and mailed to six potential vendors. Bids were opened on September 2, 2010. Two bids were received from Water Products of Oklahoma, Inc. (Owasso, Oklahoma) and from HD Supply Waterworks (Oklahoma City, Oklahoma) with unit prices as follows: Description HD Supply Waterworks Water Products 3/4" Meter $ 32.95 $ 34.60 1" Meter $ 78.80 $ 109.00 1 -1/2" Meter $ 205.75 $ 240.00 2" Meter $ 270.50 $ 360.00 Description HD Supply Waterworks Water Products 2" Compound meter $ 898.00 $ 1050.00 3" Compound meter $ 1310.00 $ 1590.00 4" Compound meter $ 1565.00 $ 2200.00 6" Compound meter $ 2550.00 $ 3400.00 HD Supply Waterworks has provided the lowest per unit cost for each meter and has met all bid specifications. Delivery of the meters will be in partial orders over the contract period, which guarantees unit prices for any orders placed until June 30, 2011. FUNDING SOURCE: The FY 2010 -2011 Public Works Department Water Division budget includes sufficient funds to purchase the needed meters. RECOMMENDATION: Staff recommends the Trustees award the annual water meter purchase contract to HD Supply Waterworks of Oklahoma City, Oklahoma, for the purchase of 3/4" water meters at $32.95 each, 1" water meters at $78.80 each, 1 -1/2" water meters at $205.75 each and 2" meters at $270.50 each, 2" compound meters at $898.00, 3" compound meters at $1,310.00 each, 4" compound meters at $1,565.00 each and 6" compound meters at $2,550.00. ATTACHMENT: A. Bid Submittal Opening Date: Number of Bids: Bids Opened By: Witness: September 2, 2010 2 Marcia Boutwell Jennifer Ross BID DOCUMENTATION OWASSO PUBLIC WORKS AUTHORITY Water Meters 2010 BIDDER DIRECT READ (each meter) PRO -READ (each meter) 518" x 31e, JJ$® ®32.95 V 1112 , 211 X 71 291 4" 6" HD Supply Waterworks, Oklahoma City $718.80 $2E05.75 $27L0.50 $89L8.00 $13110.00 $15'465.00 $25V50.00 Water Products of Oklahoma, Owasso $34.60 $109.00 $240.00 $360.00 $1050.00 $1590.00 $2200.00 $3400.00 Certification: I, Marcia Boutwell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: /s/ Marcia Boutwell Date: September 2, 2010 M � x 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 17, 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 recommends Trustee approval of OPWA Resolution No. 2010 -06, 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 Resolution No. 2010 -06 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 21St DAY OF September, 2010. THE OWASSO PUBLIC WORKS AUTHORITY Doug Bonebrake, Chairman (SEAL) ATTEST: Sherry Bishop, Authority Secretary STATE OF OKLAHOMA ) )SS COUNTY OF TULSA ) I, the undersigned, Secretary of The Owasso Public Works Authority, Tulsa County. Oklahoma, do hereby certify that the above and foregoing is a true, full and correct copy of an excerpt from the minutes of a meeting of the Board of Trustees of said Authority, held on the date above stated, all as recorded in the official minutes of such meeting. I further certify that the "Open Meeting Law" was complied with for such meeting. (SEAL) GIVEN UNDER MY HAND THIS 2151 DAY OF September, 2010, Secretary The City Wit oui Limits, TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Michele Dempster Human Resource Director SUBJECT: Resolution #2010 -07 Authorizing City to act as Agent for Collection of Delinquent Debt and Accounts Receivables DATE: September 17, 2010 BACKGROUND: In an attempt to address the concern that the City, the OPWA and the OPGA are not always receiving reimbursement when damage occurs to City and Trustee property, Requests 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 has recently just been named "One of the Best Places to work in Oklahoma" by OKCBiz magazine. RECOMMENDED ACTION: Staff recommends contracting with CMR for damage claims and subrogation services. The recovery process would include CMR reviewing police accident reports for damage to city and trustee 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 recommends Council approval of Resolution #2010 -11 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 day an additional fee would not be assessed and CMR's fees would be subtracted from the amount collected. In addition staff recommends approval of Resolution #2010 -07 authorizing the City to act as the agent for the Owasso Public Works Authority and Resolution #2010 -02 authorizing the City to act as the agent for the Owasso Public Golf Authority for collection of debt and accounts receivables, including but not limited to subrogation claims for damage to property and assets. RECOMMENDATION: Staff recommends Trustee approval of Resolution #2010 -07 authorizing the City to act on behalf of the Trust Authority in seeking reimbursement for damage to Trustee property. ATTACHMENT: A. Resolution #2010 -07 RESOLUTION N4 . 2010- A RESOLUTION AUTHORIZING APPOINTMENT OF THE CITY OF OWASSO AS THE OWASSO PUBLIC WORKS AUTHORITY'S AGENT FOR THE IDENTIFICATION AND COLLECTION OF DEBTS AND ACCOUNTS RECEIVABLE, INCLUDING BUT NOT LIMITED TO, UNPAID FEES, PENALTIES, DAMAGES, INTEREST AND OTHER SUMS OF MONEY OWED OR DUE TO THE AUTHORITY, WHEREAS, the Owasso Public Works Authority was organized as a Public Trust under Title 60 of the Oklahoma Statutes; and, WHEREAS, it is in the best interest of the Authority to authorize the appointment of an agent to collect debts and accounts receivable on behalf of the Authority, including but not limited to, unpaid fees, penalties, damages, interest and other sums of money owed or due to the Authority; and, WHEREAS, it is likewise in the best interest of the Authority to authorize the appointment of an agent to review relevant documentation of the Authority to identify such sums as may be owed or due to the Authority; and, WHEREAS, the City of Owasso is an appropriate entity to be appointed as agent for the Authority to identify and collect such sums as may be owed or due to the Authority. NOW, THEREFORE, BE IT RESOLVED BY THE OWASSO PUBLIC WORKS AUTHORITY, that the City of Owasso is hereby appointed as the Authority's agent to identify and collect debts and accounts receivable, including but not limited to, unpaid fees, penalties, damages, interest and other sums of money owed or due to the Authority. PASSED AND APPROVED this 21st day of September, 2010 by the Owasso Public Works Authority, Doug Bonebrake, Chairman Attest: Sherry Bishop, Authority Secretary Approved As To Form: e-IL /• Cu -- Julie T. Lombardi, Authority Attorney W, TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Angela Hess Finance Director SUBJECT: Utility Service Fees Resolution No. 2010 -08 DATE: September 17, 2010 BACKGROUND: 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 utility deposits, cost of establishing service, overhead costs for servicing delinquent accounts, and addressing customer requests for re -reads of individual meters. 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 Initlation - 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. RESOLUTION: OPWA Resolution No. 2010 -08 adopts and establishes additional fees for certain Utility Billing services which result in additional labor, administrative, and overhead costs, in order to address rising costs and ensure the provision of these services in the future. The following charges will be assessed to those users of services provided by the City of Owasso Utility Billing Department, effective October 1, 2010, The following table outlines the changes for each fee; Fee Description Current Fee Proposed Fee Meter Re -Reads Meter Lock /Pull $5.00 $0.00 $15.00 $50.00 ($25 Non Refundable -$25 Additional Deposit) NSF Fee Service Initiation Utility Deposit $15.00 $0.00 $50.00 $25.00 —i $10.00 $100 (Commercial and Rental Properties) 1 AAM• •k Staff recommends Trustee approval of OPWA Resolution No. 2010 -08, adopting utility service fees to be charged for utility services provided by the OPWA, and establishing an effective date. Attachment: A. OPWA Resolution No. 2010 -08 RESOLUTION 2010-08 A RESOLUTION ADOPTING FEES TO BE CHARGED FOR UTILITY SERVICE PROVIDED BY THE OWASSO PUBLIC WORKS AUTHORITY, AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City of Owasso Utility Billing Department provides services relating to Water, Wastewater, and Refuse billing for the benefit of the citizens of the Owasso area; and WHEREAS, the cost of providing these services continues to rise due to increased labor, administrative, and overhead costs; and WHEREAS, through a review of charges for services, the Board of Trustees of the Owasso Public Works Authority has determined that certain Utility Billing User Fees are not adequate to cover the cost of services; and WHEREAS, the Board of Trustees of the Owasso Public Works Authority wishes to establish additional fees for certain Utility Billing services which result in additional labor, administrative, and overhead costs, in order to address rising costs and ensure the provision of these services in the future; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY that the following charges be assessed to those users of services provided by the City of Owasso Utility Billing Department, effective October 1, 2010: That utility service fees shall be as follows: Initial re -read deemed to be accurate $15.00 9 Initial re -read deemed to be inaccurate No Fee ➢ Meter lock /pull- $50.00 $25 non - refundable fee $25 refundable utility deposit Non - sufficient funds (per item) $25.00 ➢ Service initiation non - refundable fee $10.00 `r Utility deposit - Single family residence - owner occupied $50.00 Rental or Commercial property $100.00 APPROVED AND ADOPTED this 21St day September, 2010 by Board of Trustees of the Owasso Public Works Authority. Doug Bonebrake, Chairman ATTEST: Sherry Bishop, Secretary APPROVED AS TO FORM: Julie Trout Lombardi, Authority Attorney 0 The City Wit gout Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Roger Stevens Public Works Director SUBJECT: Water Connection Fees Resolution No. 2010 -09 DATE: September 17, 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 S¢e Meter and Other Costs Existing Connection Fee Proposed Connection Fee 314" $630 $500 $700 1" $860 $700 $900 $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 METROPOLITAN AREA RECOMMENDATION: Staff recommends Trustee adoption of OPWA Resolution No. 2010 -09 establishing connection fees to the water distribution system of the Owasso Public Works Authority, and establishing an effective date. ATTACHMENT: A. OPWA Resolution No. 2010 -09 Water Connection Sizes V 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 Sa ul a 750 $1,250 N/A N/A N/A Bixby Builder is responsible for the meter set Bartlesville $500 $590 $1,190 1,725 N/A RECOMMENDATION: Staff recommends Trustee adoption of OPWA Resolution No. 2010 -09 establishing connection fees to the water distribution system of the Owasso Public Works Authority, and establishing an effective date. ATTACHMENT: A. OPWA Resolution No. 2010 -09 A RESOLUTION OF THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY ESTABLISHING FEES FOR CONNECTION TO THE WATER DISTRIBUTION SYSTEM OF THE OWASSO PUBLIC WORKS AUTHORITY, AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City of Owasso Water Department provides services for the benefit of the citizens in the Owasso area; and WHEREAS, the cost of providing these services continues to rise as the City of Owasso continues to develop and expand; and WHEREAS, such development results in increased labor and material costs, and WHEREAS, the Trustees of the Owasso Public Works Authority have considered additional fees relating to water connection services provided by the Water Department; and WHEREAS, the Trustees of the Owasso Public Works Authority wish to establish additional fees for water connection services in order to address rising costs and to ensure the provision of these services in the future; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY, THAT: The following fees be assessed for connection to the Owasso Public Works Authority Water Distribution System, effective October 1, 2010: Size Amount 3/4 $ 700 1 $ 900 11/2" $1,750 2" $2,500 3" $1,810 PASSED AND APPROVED this 21st day of September, 2010 by the Board of Trustees of the Owasso Public Works Authority. THE OWASSO PUBLIC WORKS AUTHORITY (SEAL) Doug Bonebrake, Chairman /ft:&iil Sherry Bishop, Authority Secretary APPROVED AS TO FORM: �0�� otnoU Julie Trout Lombardi, City Attorney 2