The URL can be used to link to this page

Home My WebLink About2014.04.15_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL RECEIVED TYPE OF MEETING: Regular APR 112014 DATE: April 15, 2014 TIME: 6:30 pm City Clerks Office PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall, at 6:00 pm on Friday, April 1 l , 2014. A) l l Vi'i' Sherry BishopLCity Clerk y AGENDA 1. Call to Order Mayor Doug Bonebrake 2. Invocation Senior Pastor Brent Kellogg of HillSpring Church 3. Flag Salute 4. Roll Call 5. Presentation of the Employee of the Quarter Warren Lehr 6. Police Department Volunteer Recognition and Dispatcher of the Year Scott Chambless 7. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of Minutes of the April 1, 2014 Regular Meeting and Minutes of the April 8, 2014 Joint Regular Meeting Attachment #7A B. Approval of Claims Attachment #7B C. Acknowledge Receipt of Monthly Budget Status Report Attachment #7C D. Acceptance of Infrastructure including streets, sanitary sewer, and stormwater drainage systems for Park Place at Preston Lakes located at N 1551h E Avenue and E 861h St North Attachment #71D Owasso City Council April 15, 2014 Page 2 8. Consideration and appropriate action relating to items removed from the Consent Agenda 9. Consideration and appropriate action relating to a contract for auditing services for FY 2014 Linda Jones Attachment #9 Staff recommends approval of a contract with Cole and Reed, P.C. for auditing services. 10. Consideration and appropriate action relating to Ordinance No. 1030 annexing McCarty Park (8400 N 91s' E Avenue) Bronce Stephenson Attachment #10 Staff recommends approval of Ordinance No. 1030. 11. Consideration and appropriate action relating to the purchase of a vehicle for use in the fire department Mark Stuckey Attachment #I 1 Staff recommends approval and authorization for payment to purchase a Chevrolet Suburban from Hudiburg Chevrolet of Midwest City, Oklahoma in the amount of $40,823 per Oklahoma State Bid. 12. Consideration and appropriate action relating to a Financial Disclosure Policy Councilor Charlie Brown Attachment #12 13. Consideration and appropriate action relating to a request for an executive session for the purpose of discussing a settlement agreement in the litigation styled, Patrick D. Ross vs. City of Owasso, CV-2013-00898, District Court of Tulsa County, such executive session provided for in O.S. 25, Section 307 (B)(4) Mayor Bonebrake 14. Consideration and appropriate action relating to the settlement of litigation styled, Patrick D. Ross vs. City of Owasso, CV-2013-00898, District Court of Tulsa County. Mayor Bonebrake 15. Report from City Manager I& Report from City Attorney 17. Report from City Councilors 18. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 19. Adjournment OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, April 1, 2014 The Owasso City Council met in regular session on Tuesday, April 1, 2014 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 6:00 pm on Friday, March 28, 2014. 1. Call to Order Mayor Doug Bonebrake called the meeting to order at 6:30 pm. 2. Invocation The invocation was offered by Senior Pastor Chris Wall of First Baptist Church of Owasso. 3. Flag Salute Councilor Ross led the flag salute. 4. Roll Call Present Mayor - Doug Bonebrake Vice-Mayor - Chris Kelley Councilor - Charlie Brown Councilor - Jeri Moberly Councilor- Patrick Ross A quorum was declared present. Staff: City Manager- Warren Lehr City Attorney - Julie Lombardi 5. Presentation of the Character Trait of Creativity Michele Dempster, Character Council Member, presented "Creativity," the Character Trait of the Month for April 2014. 6. Presentation by the Gathering on Main Board of Directors Matt Hamrick, Board President, presented the City with a plaque in appreciation of outstanding support of the Gathering on Main Street events. 7. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor 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 March 18, 2014 Regular Meeting Minutes B. Approval of Claims C. Authorization for payment of a court-ordered Workers Compensation Settlement to Nancy Mitchell in the amount of $51,680 Owasso City Council April 1, 2014 Page 2 Mr. Brown requested item 7B, Approval of Claims, be removed for separate consideration. Mr. Brown moved, seconded by Ms. Moberly to approve items 7A and 7C of the Consent Agenda. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 5-0 8. Consideration and appropriate action relating to items removed from the Consent Agenda After discussion, Mr. Brown moved, seconded by Dr. Kelley to approve item 7B with claims totaling $186,963.61. Also, included for review were the self-insurance claims report and the payroll report for 03/22/14. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 5-0 9. Consideration and appropriate action relating to Resolution 2014-03 proclaiming April 2014 as Fair Housing Month in the City of Owasso Karl Fritschen presented the item recommending adoption of Resolution No. 2014-03. After discussion, Ms. Moberly moved, seconded by Mr. Brown to approve Resolution No. 2014-03, as recommended. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 5-0 10. Consideration and appropriate action relating to the acceptance of grant funds and a budget amendment in the Hotel Tax Fund Teresa Willson presented the item recommending acceptance of the OG&E Growth Grant and the Verizon Foundation Volunteers Program Grant, and approval of a budget amendment in the Hotel Tax Fund increasing estimated revenues by $1,800, and increasing the appropriation for expenditures in the Strong Neighborhoods Department by $1,800. After discussion, Dr. Kelley moved, seconded by Ms. Moberly to accept the grants and approve a budget amendment in the Hotel Tax Fund as recommended. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 5-0 Owasso City Council April 1, 2014 Page 3 11. Consideration and appropriate action relating to a Financial Disclosure Policy Councilor Charlie Brown presented the item. After discussion, it was requested that this item be placed on the April 8, 2014 and April 15, 2014 City Council agendas for further discussion. Councilor Brown left the meeting at 7:35 pm. 12. Report from City Manager Roger Stevens presented the Monthly Project Status Report. Ms. Jean Webb expressed appreciation to the City Council and staff for their time, dedication, and service. 13. Report from City Attorney No report 14. Report from City Councilors No report 15. New Business None 16. Adjournment Mr. Ross moved, seconded by Ms. Moberly to adjourn the meeting. YEA: Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried 4-0 and the meeting adjourned at 7:51 pm. Doug Bonebrake, Mayor Lisa Wilson, Minute Clerk OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, April 8, 2014 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, April 8, 2014 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 pm on Friday, April 4, 2014. ITEM 1: CALL TO ORDER In the absence of the Mayor and Vice-Mayor, Sherry Bishop, City Clerk, called the meeting to order at 6:00pm. PRESENT Charlie Brown Councilor/Trustee Jeri Moberly, Councilor/Trustee Patrick Ross, Councilor/Trustee ABSENT Doug Bonebrake, Mayor/Chairman Chris Kelley Vice Mayor/Vice Chairman A quorum was declared present Councilor Moberly moved to elect Charlie Brown as Temporary Chairman, seconded by Councilor Ross. YEA: Moberly, Ross, Brown NAY: None Motion carried 3-0 ITEM 2: DISCUSSION RELATING TO COMMUNITY DEVELOPMENT ITEMS A. McCarty Park- Annexation Ordinance Bronce Stephenson presented the item and discussion was held. Mr. Stephenson advised that a proposed Ordinance would be placed on the April 15 City Council agenda for consideration and appropriate action. ITEM 3: DISCUSSION RELATING TO CITY MANAGER ITEMS A. City Manager Report B. Sales Tax Monthly Report Under the City Manager Report, Mr. Lehr advised that the draft of the Land Use Masterplan Update had recently been provided to members of the Owasso Planning Commission for review and revision. Staff anticipates presenting the draft document to the City Council in the next few months. Mr. Lehr further commented that the Gathering on Main kicked off their 2014 season and continues to receive positive reviews. Sherry Bishop presented the monthly sales tax report. April 8, 2014 Page 2 ITEM 4: DISCUSSION RELATING TO FINANCIAL DISCLOSURE POLICY Councilor Brown presented the item and discussion was held regarding the draft document and incorporated suggestions and revisions received from other Councilors. An item will be placed on the April 15 City Council agenda for consideration and possible action related to the adoption of a financial disclosure policy. ITEM 5: REPORT FROM CITY COUNCILORS No Report. ITEM 6: ADJOURNMENT Councilor Moberly moved for adjournment, seconded by Councilor Ross. YEA: Moberly, Ross, Brown NAY: None Motion carried 3-0 Meeting adjourned at 6:50 pm. Charlie Brown, Temporary Chairman Juliann Stevens, Minute Clerk Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description Payment Amount GENERAL AEP/PSO STREET LIGHTS 15.06 TOTAL GENERAL 15.06 MUNICIPAL COURT CHARLES N. ROMANS BAILIFF SERVICES 280.00 YOUTH SERVICES OF TULSA YOUTH SERVICES 4,125.00 YOUTH SERVICES OF TULSA YOUTH SERVICES 4,125.00 TOTAL MUNICIPAL COURT 8,530.00 MANAGERIAL FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 39.32 JOHN FEARY TUITION REIMBURSEMENT 885.00 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 58.33 TOTAL MANAGERIAL 982.65 FINANCE CITY GARAGE LABORIOVERHEAD - MARCH, 2 33.33 JRW INC DBA/FINANCIAL EQUIPMENT CO. CHECK SIGNER INK ROLLER 175.00 JPMORGAN CHASE BANK OFFICE DEPOT-TONER 154,10 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 22.50 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 104.78 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 12.87 SHREDDERS, INC ON-SITE SHREDDING 90.00 OK TAX COMMISSION SALES TAX PERMIT RENEWAL 20.00 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 27.63 JPMORGAN CHASE BANK USPS-POSTAGE 8.50 TOTAL FINANCE 648.71 HUMAN RESOURCES FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 50.79 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 4.52 AMERICANCHECKED, INC ATTN: BILLING BACKGROUND CHECKS-PRE-EM 184.50 COMMUNITYCARE EAP EMPLOYEE ASSISTANCE PROGR 227.00 TOTAL HUMAN RESOURCES 466.81 GENERAL GOVERNMENT JPMORGAN CHASE BANK OFFICE DEPOT-COPY PAPER 28.99 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 10.94 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 86.97 CINTAS CORPORATION CARPET/MAT CLEANING 52.31 TULSA COFFEE SERVICE INC COFFEE SUPPLIES 57.86 RICOH USA, INC. COPIER SERVICE & SUPPLIES 94.82 RICOH USA, INC COPIER SERVICE & SUPPLIES 209.46 JPMORGAN CHASE BANK AMERICAN WASTE-REFUSE 140.80 AT&T CONSOLIDATED PHONE BILL 714.67 COPY WORLD BUSINESS SOLUTIONS, LLC QTRLY COPIER MAINT 144.00 TULSA COUNTY ELECTION BOARD 2014 ELECTION EXPENSE 9,041.90 Page 1 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description Payment Amount GENERAL GOVERNMENT... TULSA COFFEE SERVICE INC COFFEE SUPPLIES 55.87 TULSA COUNTY CLERK FILING FEES 97.00 WORLEYS GREENHOUSE & NURSERY, INC TREE PLANTING 312.08 TOTAL GENERAL GOVERNMENT 11,047.67 COMMUNITY DEVELOPMENT FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 306.98 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 166.66 VERIZON WIRELESS WIRELESS CONNECTION 88.95 TULSA COUNTY INFORMATION TECH DEPT TULSA COUNTY LAND RECORDS 30.00 TOTAL COMMUNITY DEVELOPMENT 592.59 ENGINEERING UNIFIRST HOLDINGS LP UNIFORM RENTAL 19.96 UNIFIRST HOLDINGS LP UNIFORM RENTAL 19.96 UNIFIRST HOLDINGS LP UNIFORM RENTAL 15.06 VERIZON WIRELESS WIRELESS CONNECTION 29.65 CITY GARAGE LABORIOVERHEAD - MARCH, 2 208.33 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 100.18 JPMORGAN CHASE BANK BD OF RFPE-LICENSE RENEW 152.00 JPMORGAN CHASE BANK OSU-REGISTRATION 125.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 19.96 JPMORGAN CHASE BANK CDW-COMPUTERS 599.12 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 287.21 TOTAL ENGINEERING 1,576.43 INFORMATION TECHNOLOGY ADVANCE TEL-NET, INC PHONE SYSTEM SUPPORT 150.00 JPMORGAN CHASE BANK DELL-RETURN -2,164.20 JPMORGAN CHASE BANK DELL-SPARE BATTERY 158.10 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 58.33 VERIZON WIRELESS WIRELESS CONNECTION 109.67 JPMORGAN CHASE BANK AMAZON-HARD DRIVES 299.82 JPMORGAN CHASE BANK AMAZON-POWER SUPPLY 84.99 JPMORGAN CHASE BANK AMAZON-BATTERY BACKUP 84.99 JPMORGAN CHASE BANK AMAZON-WIFI ACCESS POINTS 259.00 TOTAL INFORMATION TECHNOLOGY -959.30 SUPPORT SERVICES JPMORGAN CHASE BANK LOWES-LIGHT BULBS 11.92 JPMORGAN CHASE BANK UPS STORE-SHIPPING 21.17 JPMORGAN CHASE BANK LOWES-RUBBER FOOTING 7.35 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 18.15 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 18.15 JPMORGAN CHASE BANK SAMSCLUB-SUPPLIES 273.76 VERIZON WIRELESS WIRELESS CONNECTION 29.65 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 291.66 Page 2 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description Payment Amount SUPPORT SERVICES... AT&T CONSOLIDATED PHONE BILL 92.20 OKLAHOMA DEPT OF CORRECTIONS TULSA DOC WORKER PROGRAM 870.00 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 55.51 JPMORGAN CHASE BANK LOWES-SUPPLIES 27.48 JPMORGAN CHASE BANK MOTOROLA-MEMBERSHIP DUES 85.00 JPMORGAN CHASE BANK JOHNSTONE-ROLLOUT SWITCH 10.45 JPMORGAN CHASE BANK LOWES-SANITARY GLOVES 9.98 JPMORGAN CHASE BANK LOWES-TRASH BAGS 12.98 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 5.18 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 22.26 CITY GARAGE VEHICLE PARTS PURCH - MAR 23.98 TOTAL SUPPORT SERVICES 1,886.83 CEMETERY CATHOLIC CEMETERY CONFERENCE FIELD OPERATIONS MANUAL 19.90 L & B DIRT PIT ONE TON LOAD OF DIRT 20.00 L & B DIRT PIT ONE TON LOAD OF DIRT 20.00 JPMORGAN CHASE BANK LOWES-TARP 24.98 VERDIGRIS VALLEY ELECTRIC COOP CEMETERY ELECTRIC 32.13 TOTAL CEMETERY 117.01 POLICE SERVICES JPMORGAN CHASE BANK RANGE WORK DAY EXPENSE 1195 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 11.45 JPMORGAN CHASE BANK LOWES-SUPPLIES 209.58 JPMORGAN CHASE BANK OWASSO FITNESS-GYM USE 15.00 JPMORGAN CHASE BANK OWASSO FENCE-SUPPLIES 141.12 JPMORGAN CHASE BANK SAV ON PRINT-SUPPLIES 6.00 JPMORGAN CHASE BANK USPS-SHIPPING 14.10 JPMORGAN CHASE BANK GALLS-UNIFORM ITEMS 127.99 JPMORGAN CHASE BANK HOME DEPOT-SUPPLIES 75.00 JPMORGAN CHASE BANK HOME DEPOT-SUPPLIES 67.50 JPMORGAN CHASE BANK HOME DEPOT-SUPPLIES 25.00 JPMORGAN CHASE BANK GALLS-VEST/KOVACS 412.50 JPMORGAN CHASE BANK GALLS-UNIFORM ITEMS 67.99 JPMORGAN CHASE BANK GALLS-REPLACEMT UNIFORMS 67.99 JPMORGAN CHASE BANK GALLS-REPLACEMT UNIFORMS 412.50 JPMORGAN CHASE BANK GALLS-REPLACEMT UNIFORMS 233.70 JPMORGAN CHASE BANK GALLS-REPLACEMT UNIFORMS 280.00 JPMORGAN CHASE BANK HENDON GROUP-FLEET EXPO 149.00 VERIZON WIRELESS WIRELESS CONNECTION 317.24 JPMORGAN CHASE BANK RANGE WORK DAY EXPENSE 42.50 JPMORGAN CHASE BANK RANGE WORK DAY EXPENSE 45.00 JPMORGAN CHASE BANK FBI LEEDA MEETING 67.00 JPMORGAN CHASE BANK AMAZON-SERVICE BELLS 15.10 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 55.98 Page 3 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount POLICE SERVICES... JPMORGAN CHASE BANK SPECIAL OPS-UNIFORM ITEMS 59.99 JPMORGAN CHASE BANK AMAZON-FILE FOLDERS 32.98 JPMORGAN CHASE BANK RUBBER STAMP-NOTARY STAMP 45.75 JPMORGAN CHASE BANK WALMART-LAB SUPPLIES 14.48 JPMORGAN CHASE BANK HILLS-SUPPLIES 163.44 JPMORGAN CHASE BANK WALMART-SUPPLIES 1154 JPMORGAN CHASE BANK ADVANCE AUTO-SUPPLIES 11.99 JPMORGAN CHASE BANK TTC-LEEDA SUPS' TRAINING 458.75 JPMORGAN CHASE BANK LA GEAR-FIRSTAID KITS 1,235.00 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 61.42 JPMORGAN CHASE BANK TARGET-OFFICE SUPPLIES 13.96 JPMORGAN CHASE BANK BASS PRO-UNIFORM APPAREL 49.98 JPMORGAN CHASE BANK CDW-COMPUTERS 976.43 JPMORGAN CHASE BANK HOME DEPOT-RETURN -52.50 JPMORGAN CHASE BANK HOME DEPOT-RETURN -39.80 OWASSO FOP LODGE #149 POLICE DEPT LEGAL DEFENSE FY14 157.50 ROCKIN BTRUCKING, INC SOD DELIVERY/RANGE 400.00 COUNCIL ON LAW ENFORCEMENT EDUCATIO LODGING FOR TJ HUTTON 60.00 LAW ENFORCEMENT PSYCHOLOGICAL SERV PSYCH EVAL/EUBANKS 80.00 JPMORGAN CHASE BANK HOME DEPOT-RETURN -7.40 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 5,166.66 CITY GARAGE VEHICLE PARTS PURCH - MAR 6,184.44 COPY WORLD BUSINESS SOLUTIONS, LLC QTRLY COPIER MAINT 576.00 JPMORGAN CHASE BANK AMAZON-HARD DRIVES 749.95 JPMORGAN CHASE BANK AMAZON-HARD DRIVES 299.82 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 9,621.26 AT&T CONSOLIDATED PHONE BILL 483.46 TOTAL POLICE SERVICES 29,687.29 POLICE - DOJ VEST GRANT JPMORGAN CHASE BANK GALLS-VEST(fHOMPSON ~ 279.99 JPMORGAN CHASE BANK GALLS-VEST/KOVACS 412.49 7 JPMORGAN CHASE BANK GALLS-VESTlBELL 412.49 TOTAL POLICE - DOJ VEST GRANT 1,104.97 POLICE COMMUNICATIONS JPMORGAN CHASE BANK WALMART-PRISONER BOARD 77.73 JPMORGAN CHASE BANK CEN TECH-JAILER'S SCHOOL 65.00 JPMORGAN CHASE BANK WALMART-PRISONER BOARD 79.22 URGENT CARE OF GREEN COUNTRY, P.L.L HOLYCROSSNACCINATIONS 159.00 LAW ENFORCEMENT PSYCHOLOGICAL SERV HOLYCROSS/PSYCH EVAL 80.00 TOTAL POLICE COMMUNICATIONS 460.95 ANIMAL CONTROL ANNE K. KARN SPAY & NEUTER SVCS 640.00 CITY GARAGE 1 LABORIOVERHEAD - MARCH, 2 166.66 Page 4 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount ANIMAL CONTROL... BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 84.89 JPMORGAN CHASE BANK WALMART-SUPPLIES 144.81 JPMORGAN CHASE BANK LOWES-SUPPLIES 39.64 VERIZON WIRELESS WIRELESS CONNECTION 80.04 JPMORGAN CHASE BANK HILLS-SUPPLIES 36.49 JPMORGAN CHASE BANK SUPPLY DEPOT-SUPPLIES 15.12 JPMORGAN CHASE BANK ATWOODS-SUPPLIES 69.91 JPMORGAN CHASE BANK LOWES-SUPPLIES 147.22 JPMORGAN CHASE BANK COMPANIONS-CREMATIONS 300.00 JPMORGAN CHASE BANK MEDVET-SUPPLIES 300.25 JPMORGAN CHASE BANK LIBERTY FLAGS-SUPPLIES 71.52 AT&T CONSOLIDATED PHONE BILL 83.49 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 115.64 TOTAL ANIMAL CONTROL 2,295.68 FIRE SERVICES FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 2,762.03 CITY GARAGE VEHICLE PARTS PURCH- MAR 1,616.86 JPMORGAN CHASE BANK FEDEX-CREDIT -1.43 AT&T CONSOLIDATED PHONE BILL 437.71 JPMORGAN CHASE BANK CONRAD FIRE-SCENE BULB 43.88 VERIZON WIRELESS WIRELESS CONNECTION 188.26 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 436.84 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 1,250.00 JPMORGAN CHASE BANK LIGHTING-CREDIT -354.00 JPMORGAN CHASE BANK OREILLYS-TIRE GAUGE 10.22 JPMORGAN CHASE BANK WALMART-SUPPLIES 19.94 JPMORGAN CHASE BANK CONRAD FIRE-GROUND LIGHTS 45.79 JPMORGAN CHASE BANK P & K EQUIPMENT-PARTS 4.19 JPMORGAN CHASE BANK TRAVELEXPENSE 20.47 JPMORGAN CHASE BANK TRAVEL EXPENSE 29.47 JPMORGAN CHASE BANK TRAVEL EXPENSE 9.58 JPMORGAN CHASE BANK TRAVEL EXPENSE 20.28 JPMORGAN CHASE BANK TRAVEL EXPENSE 37.10 JPMORGAN CHASE BANK USPS-SHIPPING 2.86 JPMORGAN CHASE BANK FIRE SERV TRNING-CLASS 1,470.00 JPMORGAN CHASE BANK TRAVELEXPENSE 11.00 JPMORGAN CHASE BANK TRAVEL EXPENSE 12.38 JPMORGAN CHASE BANK FEDEX-MAILING SUPPLIES 18.46 JPMORGAN CHASE BANK DALE & LEES-REPlMAINT 2,046.79 JPMORGAN CHASE BANK DALE & LEES-REP/MAINT 215.44 JPMORGAN CHASE BANK OREILLY-SUPPLIES 22.33 JPMORGAN CHASE BANK WILLIAMS-SINK CLEAN OUT 150.00 JPMORGAN CHASE BANK OREILLY-SUPPLIES 7.19 JPMORGAN CHASE BANK OREILLY-SAFETY GLASSES 9.35 Page 5 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description Payment Amount FIRE SERVICES... JPMORGAN CHASE BANK EQUIP ONE-OIL FILTER 28.47 TOTAL FIRE SERVICES 10,571.46 EMERGENCY PREPAREDNES JPMORGAN CHASE BANK JOHNSTONE-EOC FAN LIMIT 97.38 JPMORGAN CHASE BANK JOHNSTONE-IGNITION MODULE 119.23 JPMORGAN CHASE BANK JOHNSTONE-GAS VALVE 121.13 VERIZON WIRELESS WIRELESS CONNECTION 29.65 JPMORGAN CHASE BANK LOCKE SUPPLY-THERMOSTAT 25.79 JPMORGAN CHASE BANK SAMSCLUB-SUPPLIES 19.98 JPMORGAN CHASE BANK LOWES-TERMITE POISON 19.97 AT&T CONSOLIDATED PHONE BILL 43.13 VERDIGRIS VALLEY ELECTRIC COOP ELECTRIC BILL STORM SIREN 21.34 VERDIGRIS VALLEY ELECTRIC COOP ELECTRIC BILL STORM SIREN 21.71 VERDIGRIS VALLEY ELECTRIC COOP ELECTRIC BILL STORM SIREN 21.41 TOTAL EMERGENCY PREPAREDNESS 540.72 STREETS FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 1,854.33 CITY GARAGE VEHICLE PARTS PURCH - MAR 714.28 UNITED FORD SOUTH, LLC 2014 FORD F350 CREW CAB 51,912.00 VERDIGRIS VALLEY ELECTRIC COOP SECURITY LIGHT 5.77 AMERICAN ELECTRIC POWER MAIN STREET LIGHTING 1,000.00 AMERICAN ELECTRIC POWER SILVER CREEK LIGHTING 513.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 61.35 UNIFIRST HOLDINGS LP UNIFORM RENTAL 38.55 UNIFIRST HOLDINGS LP UNIFORM RENTAL 36.60 UNIFIRST HOLDINGS LP UNIFORM RENTAL 15.06 VERIZON WIRELESS WIRELESS CONNECTION 80.02 APAC-OKLAHOMA, INC. ASPHALT 92.59 APAC-OKLAHOMA, INC. ASPHALT 94.94 AEP/PSO STREET LIGHTS 5,424.09 JPMORGAN CHASE BANK MAXWELL-JOINT FIBER 113.40 JPMORGAN CHASE BANK MILL CREEK-EXPANS BOARD 6.84 JPMORGAN CHASE BANK WALMART-SUPPLIES 18.42 JPMORGAN CHASE BANK PMSI-SPRAYER REPAIR 138.55 JPMORGAN CHASE BANK PMSI-REFLECTIVE POSTS 190.00 JPMORGAN CHASE BANK PMSI-FIBER PATCH 510.00 JPMORGAN CHASE BANK PMSI-TRAFFIC PAINT 159.98 JPMORGAN CHASE BANK OREILLY-SUPPLY HOSE 9.39 JPMORGAN CHASE BANK AMERIFLEX-HYDRAULIC HOSES 137.20 JPMORGAN CHASE BANK AMERIFLEX-HYDRAULIC PARTS 16.05 JPMORGAN CHASE BANK UNITED RENTALS-RENTAL 1,351.25 JPMORGAN CHASE BANK SHERWIN WMS-MIN SPIRITS 87.51 JPMORGAN CHASE BANK SHERWIN WMS-SPRAY TIPS 85.47 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 1,500.00 Page 6 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount STREETS... BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 152.20 JPMORGAN CHASE BANK HARBOR FREIGHT-HAMMERS 7.98 JPMORGAN CHASE BANK LOWES-WRENCH 10.98 JPMORGAN CHASE BANK ANCHOR PAINT-BUCKETS 16.20 JPMORGAN CHASE BANK LOWES-NYLON STRING 27.68 JPMORGAN CHASE BANK MAXWELL-FORMING STAKES 199.08 JPMORGAN CHASE BANK HOME DEPOT-SURGE PROTECT 22.97 TOTAL STREETS 66,603.73 STORMWATER JPMORGAN CHASE BANK FRONTIER INTL-KEYS 16.44 JPMORGAN CHASE BANK P&K EQUIP-EDGER BLADES 123.78 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - MARC 115.72 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 1,166.66 JPMORGAN CHASE BANK P & K EQIP-EDGER REPAIR 181.16 JPMORGAN CHASE BANK IMSA-WEBINAR 90.00 JPMORGAN CHASE BANK MILL CREEK-CONCRETE 175.98 JPMORGAN CHASE BANK MILL CREEK-CONCRETE 175.98 JPMORGAN CHASE BANK OSU-REGISTRATION 125.00 JPMORGAN CHASE BANK EQUIP ONE-TRACKHOE RENTAL 225.00 JPMORGAN CHASE BANK EQUIP ONE-TRACKHOE RENTAL 590.00 VERIZON WIRELESS WIRELESS CONNECTION 109.67 UNIFIRST HOLDINGS LP UNIFORM RENTAL 15.06 UNIFIRST HOLDINGS LP UNIFORM RENTAL 34.56 UNIFIRST HOLDINGS LP UNIFORM RENTAL 36.96 UNIFIRST HOLDINGS LP UNIFORM RENTAL 34.81 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 835.06 CITY GARAGE VEHICLE PARTS PURCH - MAR 1,031.06 TOTAL STORMWATER 5,082.90 PARKS CITY GARAGE VEHICLE PARTS PURCH - MAR 358.63 JPMORGAN CHASE BANK MIRACLE-PLAYGROUND EQUIP 3,639.00 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 881.26 PHILLIP R. PENNINGTON FIX LIGHTING AT MCCARTY 1,600.00 JPMORGAN CHASE BANK BROWN FARMS-SOD 48.00 TWIN CITIES READY MIX, INC CONCRETE 91.00 UNIFIRST HOLDINGS LP UNIFORMS 21.55 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 4.99 VERIZON WIRELESS WIRELESS CONNECTION 29.65 JPMORGAN CHASE BANK FOUNTAIN PEOPLE-PARTS 8379 JPMORGAN CHASE BANK FOUNTAIN PEOPLE-CORD 33.99 JPMORGAN CHASE BANK LOWES-SUPPLIES 5.15 JPMORGAN CHASE BANK LOWES-SUPPLIES 29.90 JPMORGAN CHASE BANK STD SUPPLY-MOWER PARTS 31.54 JPMORGAN CHASE BANK LOWES-REPAIR PARTS 19.98 Page 7 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description Payment Amount PARKS... JPMORGAN CHASE BANK JUSTICE GOLF-PARTS 648.00 JPMORGAN CHASE BANK ADVANCE AUTO-SUPPLIES 29.86 PHILLIP R. PENNINGTON ROOFING FOR RAYOLA 7,450.00 UNIFIRST HOLDINGS LP UNIFORMS 21.55 ROGERS COUNTY RURAL WATER DISTRICT WATER SERVICE CENTENNIAL 171.30 JPMORGAN CHASE BANK ATWOODS-BAR OIL 9.99 JPMORGAN CHASE BANK ATWOODS-PARTS 21.97 JPMORGAN CHASE BANK ATWOODS-KEROSENE CAN 10.76 JPMORGAN CHASE BANK HD SUPPLY-IRRIGATION PART 521.80 JPMORGAN CHASE BANK HD SUPPLY-PARTS 5.65 JPMORGAN CHASE BANK P & K EQUIPMENT-EDGER 461.80 JPMORGAN CHASE BANK P & K EQUIP-MOWER PARTS 41.96 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 500.00 OWASSO TOP SOIL TOP SOIL FOR RAYOLA 435.00 AT&T CONSOLIDATED PHONE BILL 304.13 UNIFIRST HOLDINGS LP UNIFORMS 15.25 UNIFIRST HOLDINGS LP UNIFORMS 21.55 ADT SECURITY SERVICES INC ALARM SERVICE PARKS 63.07 WASHINGTON CO RURAL WATER DISTRICT WATER MCCARTY PARK 33.80 TOTAL PARKS 17,645.87 COMMUNITY CENTER AT&T CONSOLIDATED PHONE BILL 186.61 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 83.33 JPMORGAN CHASE BANK LOWES-REPAIR SUPPLIES 52,05 JPMORGAN CHASE BANK LOWES-GUARD BOXES 55.44 JPMORGAN CHASE BANK LOWES-PARTS 21.91 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 73.15 TOTAL COMMUNITY CENTER 472.49 HISTORICAL MUSEUM JPMORGAN CHASE BANK SAMSCLUB-SUPPLIES 11.96 AT&T CONSOLIDATED PHONE BILL 27.12 TOTAL HISTORICAL MUSEUM 39.08 ECONOMIC DEV VERIZON WIRELESS WIRELESS CONNECTION 29.65 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 49.46 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 58.33 TOTAL ECONOMIC DEV 137.44 FUND GRAND TOTAL 159,547.0 AMBULANCE SERVICE HEALTHCARE SERVICE CORPORATION AMBULANCE REFUND 4,000.00 HEALTHCARE SERVICE CORPORATION AMBULANCE REFUND 500.00 Page 8 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount AMBULANCE SERVICE... HEALTHCARE SERVICE CORPORATION AMBULANCE REFUND 2,000.00 JO A. JOHNSEY AMBULANCE REFUND 80.45 AETNA AMBULANCE REFUND 601.74 TOTAL AMBULANCE SERVICE 7,182.19 AMBULANCE JPMORGAN CHASE BANK SAFE KIDS-CAR SEAT TRAINI 85.00 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 81.96 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 1,001.45 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 26.85 JPMORGAN CHASE BANK BOUND TREESUPPLIES 112.50 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 1,764.72 VERIZON WIRELESS WIRELESS CONNECTION 158.63 JPMORGAN CHASE BANK OU CCE-REGISTRATION 315.00 JPMORGAN CHASE BANK FULLERTON-SUPPLIES 43.50 JPMORGAN CHASE BANK FULLERTON-SUPPLIES 210.00 JPMORGAN CHASE BANK LODGING EXPENSE 7.47 JPMORGAN CHASE BANK BOUND TREE-CREDIT -179.00 JPMORGAN CHASE BANK OREILLYS-ENGINE BATTERIES 205.37 JPMORGAN CHASE BANK EXCELLANCE-PARTS 142.30 JPMORGAN CHASE BANK EXCELLANCE-PARTS 168.57 JPMORGAN CHASE BANK PHARM SYSTEMS-SUPPLIES 136.52 JPMORGAN CHASE BANK PHARM SYSTEMS-SUPPLIES 297.18 JPMORGAN CHASE BANK JIM GLOVER-CITY GAR PARTS 51.76 CITY GARAGE LABOR/OVERHEAD - MARCH, 2 1,416.66 CITY GARAGE VEHICLE PARTS PURCH - MAR 261.98 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - MARCH, 2,763.51 TOTAL AMBULANCE 9,071.93 FUND GRAND TOTAL 16,254.1 E911 COMMUNICATIONS AT&T E911 MAPPING FEES -APRIL 355.35 AT&T CONSOLIDATED PHONE BILL 385.62 JPMORGAN CHASE BANK TOTAL RADIO-MAINT CONTRAC 285.00 TOTAL E911 COMMUNICATIONS 1,025.97 025.9 1 , FUND GRAND TOTAL CEMETERY-CEMETERY JPMORGAN CHASE BANK HOME DEPOT-MATERIALS 459.70 TOTAL CEMETERY-CEMETERY 459.70 459 7 I . FUND GRAND TOTAL Page 9 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description Payment Amount HOTEL TAX - ECON DEV AEP/PSO AEPIPSO ELECTRIC USE ELECTRIC USE 39.96 39.96 TOTAL HOTEL TAX - ECON DEV 79.92 STRONG NEIGHBORHOODS OWASSO COMMUNITY FOUNDATION INC JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK CITY GARAGE FLEETCOR TECHNOLOGIES NEIGHBORHOOD GRANT FUNDIN USPS-MAILING COSTS FEDEX-MAILING LABELS MEETING EXPENSE LABORIOVERHEAD - MARCH, 2 FUELMAN EXPENSES - MARCH, 5,000.00 107.45 29.97 26.00 58.33 62.26 TOTAL STRONG NEIGHBORHOODS 5,284.01 OSNI GRANTS JPMORGAN CHASE BANK JPMORGAN CHASE BANK SAV ON-PRINTING/BUNDLING USPS-MAILING COSTS 195.00 105.00 TOTAL OSNI GRANTS 300.00 FUND GRAND TOTAL 5,663.9 STORMWATER - STORMWATE UNITED FORD SOUTH, LLC TWIN CITIES READY MIX, INC JPMORGAN CHASE BANK 2014 FORD F250 CREW CAB CONCRETE FASTENAL-ANCHOR BOLTS 42,128.00 182.00 287.46 TOTAL STORMWATER-STORMWATER 42,597.48 FUND GRAND TOTAL 42,597.4 AMBULANCE CAPITAL FD JPMORGAN CHASE BANK EXCELLANCE, INC CDW GOVT-MEDIC TOUGHBOOK 4,023.55 AMBULANCE CHASSIS PURCHAS 178,382.89 TOTAL AMBULANCE CAPITAL FD 182,406.44 FUND GRAND TOTAL 182,406.4 PUBLIC SAFETY - FIRE 7JPMORGAN RTHERN SAFETY COMPANY, INC. AL RADIO INC CHASE BANK GAS DETECTOR RADIO POWER SUPPLY STATIO ACS SYSTEMS-SOFTWARE 157.00 330.90 895.00 TOTAL PUBLIC SAFETY - FIRE 1,382.90 FUND GRAND TOTAL 1,382.9 STREET REHAB FY14 KEYSTONE SERVICES, INC CRACK SEALING - 2013-2014 13,438.20 TOTAL STREET REHAB FY14 13,438.20 Page 10 Claims List 4/15/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount FUND GRAND TOTAL 13,438.2 CITY GARAGE JPMORGAN CHASE BANK B & M OIL-SHOP OILS 1,281.08 JPMORGAN CHASE BANK CLASSIC CHEVY-PARTS 38.14 JPMORGAN CHASE BANK BUMPER2BUMPER-PARTS 149.00 JPMORGAN CHASE BANK CLASSIC CHEVY-PARTS 274.05 STEVEN E. ARBUCKLE WINDSHIELD REPL SVC - PW 249.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 32.04 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 32.04 JPMORGAN CHASE BANK FRONTIER INT'L-REPAIRS 1,158.32 JPMORGAN CHASE BANK UNITED FORD-PARTS 517.05 JPMORGAN CHASE BANK UNITED FORD-PARTS 20.89 JPMORGAN CHASE BANK YELLOWHSE MACH-WINDOW 585.56 JPMORGAN CHASE BANK B & M EXHAUST-CONVERTER 11359.81 JPMORGAN CHASE BANK OK PUB FLEET-MEMBER DUES 60.00 AT&T CONSOLIDATED PHONE BILL 83.50 TOTAL CITY GARAGE 5,840.48 FUND GRAND TOTAL 5,840.4 WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 289.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 323.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 289.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 137.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 359.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 359.00 TOTAL WORKERS' COMP SELF-INS 1,756.00 WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 1,233.89 CITY OF OWASSO IMPRESTACCOUNT WORKERS COMP CLAIMS PAYME 1,253.01 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 1,360.40 STATE OF OKLAHOMA WORKERS WC-APPLICATION FEE 1,000.00 UNITED SAFETY & CLAIMS INC WC-TPA-ADMINISTRATION FEE 1,658.33 OK TAX COMMISSION SPECIALTAX UNIT MITF QUARTERLY ASSESSMENT 5,943.21 TOTAL WORKERS' COMP SELF-INS 12,448.84 FUND GRAND TOTAL 14,204.8 GEN LIAB-PROP SELF INS WOOD, PUHL & WOOD, P. L.L.C LEGAL, WILLIAMS, NOV 2012 3,217.51 WOOD, PUHL & WOOD, P. L.L.C LEGAL, WILLIAMS, DEC 2013 8,843.00 TOTAL GEN LIAB-PROP SELF INS 12,060.51 Page 11 Claims List 411 512 01 4 Budget Unit Title Vendor Name Payable Description Payment Amount FUND GRAND TOTAL 12,060.51 CITY GRAND TOTAL $454,881.59 Page 12 CITY OF OWASSO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 4115114 VENDOR DESCRIPTION AMOUNT AETNA HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE DENTAL MEDICAL SERVICE ADMIN FEES DENTAL DEPT TOTAL HEALTHCARE SELF INSURANCE FUND TOTAL 36,909.11 53,670.04 37,299.41 127,878.56 2,205.80 1,699.40 2,250.70 6,155.90 134,034.46 CITY OF OWASSO GENERALFUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 04105114 Department Payroll Expenses Total Expenses Municipal Court 4,792.80 6,856.34 Managerial 16,979.71 24,124.57 Finance 14,054.82 21,684.16 Human Resources 7,254.03 11,904.65 Community Development 12,009.27 18,256.35 Engineering 15,736.34 23,491.94 Information Systems 12,397.43 18,944.01 Support Services 7,361.15 11,044.55 Police 118,615.47 177,057.62 Central Dispatch 11,011.45 19,020.88 Animal Control 2,372.00 3,832.05 Fire 105,509.70 159,484.15 Emergency Preparedness 2,621.03 3,503.89 Streets 7,842.77 13,266.22 Stormwater/ROW Maint. 5,824.09 9,631.07 Park Maintenance 10,434.77 15,901.79 Community-Senior Center 2,525.50 4,089.30 Historical Museum 616.00 691.64 Economic Development 3,076.92 4,022.84 General Fund Total 361,035.25 546,808.02 Garage Fund Total 4,223.60 7,228.59 Ambulance Fund Total 28,810.93 43,700.41 Emergency 911 Fund Total 6,399.75 10,773.57 Stormwater Fund 27 Total Worker's Compensation Total Strong Neighborhoods 2,797.91 4,217.18 CITY OF OWASSO GENERALFUND FISCAL YEAR 2013-2014 Statement of Revenues & Expenditures As of March 31. 2014 MONTH YEAR PERCENT TO-DATE TO-DATE BUDGET OFBUDGET REVENUES: Taxes $ 1,653,781 $ 17,150,555 $ 22,700,000 75.55% Licenses & permits 16,317 148,307 273,500 54.23% Intergovernmental 62,073 598,416 851,184 70.30% Charges for services 51,858 386,219 564,560 68.41% Fines & forfeits 59,568 461,948 724,000 63.80% Other 2,370 138,713 156,200 88.80% TOTAL REVENUES $ 1,845,966 $ 18,884,157 $ 25,269,444 74.73% EXPENDITURES: Personal services $ 1,096,912 $ 10,570,932 $ 14,686,521 71.98% Materials & supplies 49,793 566,784 822,526 68.91% Other services 83,858 1,170,467 1,692,148 69.17% Capital outlay 65,119 301,266 876,105 34.39% TOTAL EXPENDITURES $ 1,295,682 $ 12,609,449 $ 18,077,300 69.75% REVENUES OVER EXPENDITURES $ 550,283 $ 6,274,709 $ 7,192,144 1.00% TRANSFERSIN(OUT): Transfers in $ 1,075,880 $ 10,085,573 $ 13,575,000 74.30% Transfers out (1,594,058) (15,897,619) (21,250,000) 74.81% TOTAL TRANSFERS $ (518,178) $ (5,812,046) $ (7,675,000) 75.73% NET CHANGE IN FUND BALANCE $ 32,105 $ 462,662 $ (482,856) FUND BALANCE (Budgetary Basis) Beginning Balance 2,156,268 1,945,564 Ending Balance $ 2,618,930 $ 1,462,708 nTity Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Earl Farris Project Administrator SUBJECT: Acceptance of Infrastructure - Park Place at Preston Lakes DATE: April 11, 2014 BACKGROUND: The subject residential development is located at N 1551h E Avenue and E 86th St North. Public infrastructure includes streets, sanitary sewer, and stormwater drainage improvements. Water is supplied by Rogers County RWD #3. FINAL INSPECTIONS: Final inspections for all infrastructure components were completed in April of 2014 by the Public Works Department. All standards for acceptance have been met. Additionally, the construction contractor and design engineer have supplied the necessary two-year maintenance bonds and required as-built drawings. RECOMMENDATION: Staff recommends acceptance of Park Place at Preston Lakes sanitary sewer, stormwater drainage and street improvements. ATTACHMENTS A. Location Map B. City Attorney bond approval letter & copy of bonds C. DEQ permit letter for sanitary sewer D. Rogers County Water #3 acceptance letter P t J s e a m s 0 CITY OF OWASSO P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso.com PARK PLACE AT PRESTON LAKES LOCATION MAP 1/22/14 Eaton, Steven From: Lombardi, Julie Sent: Wednesday, February 19, 2014 6:07 PM To: Eaton, Steven Subject: RE: Sidewalk bond Steven, I have reviewed the Park Place at Preston Lakes - Sidewalks maintenance bond at your request. The attorney-in-fact signature is authorized, the surety is licensed to do business in the State of Oklahoma and 'the amount of the bond is well within the surety's $1,534,000 underwriting limitation. Therefore, the bond is approved. Julie Lombardi Julie Trout Lombardi City Attorney 111 North Main Owasso, Oklahoma 74055 918.376-1511(0) 918.376-1599 (f) -----Original Message----- From: Eaton, Steven Sent: Wednesday, February 19, 2014 4:18 PM To: Lombardi, Julie Cc: Farris, Earl Subject: Sidewalk bond I am sending a maintenance bond for review Would you please reply with your findings. Thank you, Steven Eaton City of Owasso Infrastructure Inspector seatonkcitvofowasso.com Phone 918-272-4959 Cell 918-693-3979 i Maintenance Bond PRIVATELY FINANCED PUBLIC IMPROVEMENTS Bond Nor OR25841 KNOW ALL MEN BY THESE PRESENTS, That we Developer's Paving Company as Principal (Developer and/or Contractor), and Granite Re, Inc. as Surety, are held and firmly bound unto the City of Owasso, Oklahoma, as Obligee, in the penal sum of Twenty-Six Thousand, Seven Hundred Ninety-Six Dollars and 00/100***** ($26,796.00) to which payment will and truly to be made, we do bind ourselves, and each of our heirs, executors, administrators, successors, and assigns jointly and severally, firmly by these presents. WHEREAS, the Principal will furnish a bond conditioned to guarantee, for the period of TWO YEARS after final approval of the Park Place at Preston Lakes - Sidewalks, a privately financed public improvement, and acceptance of such by the City Council of the City of Owasso, Oklahoma, against all defects in workmanship and materials which may become apparent in such privately financed public improvement during said period. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH that the Principal and/or Surety shall indemnify the Obligee for all loss that the Obligee may sustain by reason of any defective materials or workmanship in the privately financed public improvement which may become apparent during the said period. SIGNED, SEALED, AND DATED; FEBRUARY 7, 2014 Developer's Paving Company, rineipal BY. I Granite Re, Inc., Surety BY: iNA. xl Attorney-in-Fact Amy Lamb VI GR0800.1 I Farris, Earl From: Lombardi, Julie Sent: Tuesday, October 15, 2013 10:41 AM To: Farris, Earl Subject: RE: Park Place at Preston Lakes Storm and Sewer bonds. Mr. Farris, Z have reviewed the Maintenance Bonds for the Sanitary Sewer System and the Storm Sewer System at Park Place at Preston Lakes at your request. The attorney-in-fact signatures are authorized, the surety is licensed to do business in Oklahoma, and the amount of each of the bonds is within the surety's underwriting limitation of $8,651,000. Therefore, the bonds are approved. Julie Lombardi -----Original Message----- From: Farris, Earl Sent: Friday, October 11, 2013 9:35 AM To: Lombardi, Julie Subject: FW: Park Place at Preston Lakes Storm and Sewer bonds. Ms. Lombardi, Please review and add any comments concerning these bonds. Thank you. Earl Farris -----Original Message----- From: publicworks(@citvofowasso.com imailto:publicworks(cityofowasso.com1 Sent: Friday, October 11, 2013 8:21 AM To: Farris, Earl Subject: Message from "RNP00267332COCF" This E-mail was sent from "RNP00267332COCF" (C9155). Scan Date: 10.11.2013 09:21:06 (-0400) Queries to: publicworl<s(@cityofowasso.coin i Maintenance Bond PRIVATELY FINANCED PUBLIC IMPROWMENTS Bond No:'FXIFSU0634915 IC10W ALL MEN BY THESE PRESENTS, That we Ira M. Green Construction Company as Principal (Developer and/or Contractor), and International Fidelity Insurance Company as Surety, are held and firmly bound unto the City of Owasso, Oldahoma, as Obligee, in the penal sum of Four Hundred Sixty-Nine Thousand, Four Hundred Thirteen Dollars and. 001100-----------DOLLARS ($469,413.00) to which payment will and truly to be made, we do bind ourselves, and each of our heirs, executors, administrators, successors, and assigns jointly and severally, firmly by these presents. WHEREAS, the Principal will furnish a bond conditioned to guarantee, for the period of TWO YEARS after final approval of the Sanitary Sewer System at Park Place at Preston Lakes in Owasso, OK, a privately financed public improvement, and acceptance of such by the City Council of the City of Owasso, Oklahoma, against all defects in workmanship and materials which may become apparent in such privately financed public improvement during said period, NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH that the Principal and/or Surety shall indemnify the Obligee for all loss that the Obligeo may sustain by reason of any defective materials or workmanship in the privately financed public improvement which may become apparent during the said period. SIGNED, SEALED, AND DATED: SEPTEMBER 23, 2013. Ii° K'..Green Construction Company, Principal BY: ]ntetrrfltitinal Fidelity Insurance Company, Surety i BYy ~t ~z~y 1 l~~J, Attorney-in-Fact AD.. ON BOLTON Maintenance Bond PRIVATELY FINANCED PUBLIC IMPROVEMENTS Bond No: TXTF9U0634916 KNOW ALL MEN BY THESE PRESENTS, That we Ira M. Green Construction Company as Principal (Developer and/or Contractor), and International Fidelity Insurance Company as Surety, are hold and firmly bound unto the City of Owasso, Oklahoma, as Obligee, in the penal sum of 't'hree Hundred Seven Thousand, Eight Hundred Sixty-Seven Dollars and 101100----------DOLLARS ($307,867,10) to which payment will and truly to be made, we do bind ourselves, and each of our heirs, executors, administrators, successors, and assigns jointly and severally, firmly by these presents. WHEREAS, the Principal will furnish a bond conditioned to guarantee, for the period of TWO YEARS after final approval of the Storm Sewer System at Park Place at Preston Lakes in Owasso, OK, a privately financed public improvement, and acceptance of such by the City Council of the City of Owasso, Oklahoma, against all defects in workmanship and materials which may become apparent In such privately financed public improvement during said period. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH that the Principal and/or Surety shall indemnify the Obligee for all loss that the Obligee may sustain by reason of any defective materials or workmanship in the privately financed public improvement which may become apparent during the said period. SIGNEDr SEALED, AND DATED: SEPTEMBER 23, 2013. Ira i i. OroemConsuuction Company, Principal BY:A °(lAltr` Internhtianai Fidelity Insurance Company, Surety .t BYf' ',~1 Attorney-in-Fact I ' SOFT BOLTON Page 1 of 1 From: Lombardi, Julie Sent: Thursday, January 16, 201411:26 AM To: Eaton,Steven Subject: RE: Park PI. paving bonds Steven, I have reviewed the paving bond for Park Place at Preston Lakes at your request. The attorney-in-fact signatures are authorized, the sureties are both licensed to do business in OK and the amount of the bond is well within each of the sureties' underwriting limitations. Therefore, the bond is approved. Julie Lombardi From: Eaton, Steven Sent: Tuesday, January 14, 2014 5:05 PM To: Lombardi, Julie Subject: Park PI. paving bonds I am sending a maintenance bond for review. Would you please reply with your findings. Thank you, Steven Eaton City of Owasso Infrastructure Inspector seaton@cityofawasso.com Phone 918-272-4959 Cell 918-693-3979 file://O:\PUBLIC WORKS\PROJECTS\Residential\Park Place at Preston Lakes\Bonds\St... 3/19/2014 MID-CONTINENT CASUALTY COMPANY ERE, AT AI RICAN INSURANCE COMPANY P.O. Box 1409 TULSA, OKLAHOMA 74101 LABOR AND MATERIAL PAYMENT BOND KNOW ALL TOM BY THEM PRESENTS: 1101,11)NUAIgER 1010577 Yks[IYO, Beeco Conlrac(ors,lno. P, 0. Box 9159, Tulso, OK 74157-0159 as pdticipai, herdmiftercalled Principal, and AVID-CONTINENT CASIIALTY COMPANY and GREAT Ahjpnti NINSURANCE CON)PANIES, eorpoations organized and existing under lite Imirs of Ilia Stale of Ohio, Cincinnati, Ollie, as Co tiuredcs, hereinaller called Surcly, arc held and thinly bound auto K & S Developments, file., 12150 E. 901h Si N. Ste-200, Olvasso OK 74055 as Obligee, hereina8ercilled Osmaer, for the use and benefit ofclnimnuts es herelaboloty defined, in the nautual of Pour Hundred Seventy Four Thousand Ou Hundred Severity Nine Dollars AND 751100••••---- •-••-+.DOIIARS (S .474,179.75., ) for Ilia payment whereof Prbnciptd Bud Bitchy hind Ihemsclvcs, their hairs, execartors, administrators, successors and assigns, jointly and severally, fully by these presents. 1YHKIIBASa`n%cIsalkhas b u?ilicaa re pit June 21. 2013 , entered into o coniaclwilh Owner for Park P)ncc at Preston ~.acs Owasso OK-pit which contract is by reference made a part incl. OFTHIS OBLIGATION is such tint iftac Prtncipnt shall pronrluly make pmymcnuo al! cloinraits ns I or mosonably required par use it, Ilia perfnrmnmce oftbe Contract, then flits obligation shall be void; (3) No suit or action shell be commenced hcrcumcr by any claimant, (a) Unless claimant, other than one having a direct contract wilb the principal, shall principal, the Oavaer, or the Surety above na tied, within ninety (90) days alter sm punished the Just of file tnnlcrlols for which said clam, is made, stating with si on After ltae expiration of one (1) year following lla date oil which Principal tensed work on said Contract, It being understood however, that if tiny limitation embodied in ibis bond is prohibited by any love controlling the omatdution hereof such (imitation shall be deemed to be (c) Othcr than Ill a slate court ofcompelmtljurisdiction la mad for tau county mother palilica) subdivision attic stale in tehich the project, or any part thereof, is shouted, or in the United States District court for file district In which ilia project, or any port thereof, Is situated, and not elsewhere. (4) Tito amount of this bond shall be educed lip mud It the exact of ally pa merit or payments made In good faith hereunder, incluslyc ofihe pnynretil by Surety of nicchaidcs' dens which may Ue filed ofrecord ngaYut said Improvement, whether or not claim for the wanted of such lien be presented under and ngninst this bond. Signed, scaled and dated this ISt day of July 2013 little vesquec of Becco/Qontractors, Inc. principal (Wilncts) (S<d) MID,CONTINENTCASUALTY COMPANY GREAT AMERICAN INSURANCE COMPANY Dy zf`J'1^~ - e-•rr~wlstQ (Seal) Sharon Stone, Altconcy-w-Fact This bard is Issued siomltmteonsly otlb pcrfonnanec bond In fnem• of the Osvner conilitim,cd untie full oud faithful performance of the Contract. mcegal-pay-oh MID-CONTINENT CASUALTY COMPANY GREAT AMERICAN INSURANCE COMPANY r. 0, Dox 1409 TULSA, OKLAHOMA 74101 DEFECT BOND J30ND N0. 1010577 KNOW ALL MRN BY THESE PRESENTS: THATIVe, BeCCo Coptmclors, Inc P. O. Box 9159, Ildsa, OK 741 S7-0159 as Principal, and MID-CONTINENT CASUALTY COMPANY and GREAT ANIRRIIAN 1NSUItANCL COp1PANY, Ohio corporations, having its principal place of business in the CilyofT4dsn, State ofOklahoirlo, and Stale of Ohio, Cincinnati, Ohio ns Co-Surclits, are held and nnsdy hound unto K & S Developments, Inc. 12150 E. 901h St. N. Ste-200, Owasso, OK 74055 as Obligce, intbeamountuf Pun Hundred Seventy Pour Thoustnd;One Hundred Seventy Ninc Dollars AND 75/100- DOLLNSIS 474,179.75 h lawful money tribal United States of America, for the payment of which, well said truly to be mule, we bind ourselves; our heirs, exccubrs, tdmininralori, successors and assigns,jointly And severally, fimdy by these prosents. wIIEREAS dro said Pma:ipul husewakucled cednhr hnprovenscnts descrihed,ns follo5vs: Pork Piece at Preston (-ekes W6lch send imyiinvenunts hove beerconstnnetc8 to chateau Wldr speclfieationsprcpnwd try Tulsa Englnecring&Plunnhng Associates, hrc. NOW, THEREFORE, THE CONDITION OPTHIS OBLIGATION IS SUCH, that, irthe said Principal shotl mnintaht said improvemetils lure period of Two (2) year(s)ngnbW any foilwc duo lo.ilefecfive worMimnshiyi ormaterial4. sold Two (2) .Seal(s) period to begin with the date of completion and acceptance of sueb emupleted impreivene is described there, then this obligation shot] be null and void, othmidse to retrain in full force and cfact, subject however to the following express provlslan The Obligee; by and through its proper representative, shall give the Principal avid Ilia Surely written notice or all repairs required to fulfill the terns of thislhaadenaucp guarantee; and the said principal unit Solely shall, after receipt orany such notice, be allowed a reasonable period of lime in which to make Puy such repairs. Signed, Scaled and Dated this 1st day or July 2013 n Bccco Contractors, Inc. ,i - - Principal (Seal) MID-CONTINENT CASUALTY COMPANY By (Scat) share" Stone, Auamcy-irt-fact GRCA M~RICAN I,jVURANCE COMPANY By tivS aG-G`$ti2:r_ (Seal) Sharon State, Atlomey4ndaet mccJgal-dtd0H GREAT AMERICAN INSURANCE COMPANY© Administrative Office: 301 E 4TH STREET a CINCINNATI, OHIO 45202 • 613-360.5000 0 FAX 613.723-2740 The number of persons authorized by this power of attorney Is not more than TWO No.0 20096 This Power of Attorney revokes all previous powers issued on behalf of the ettomey(s)-1n-fact nnincti above, IN WITNESS WHEREOF the OREATAMERICAN INSURANCE COMPANY bas caused these presents to bosigned and attested by Its appropriate officers and its corporate seat hereante, nffixed this 4TH day of MARCH 2013 Attest OREATAMERICAN INSURANCE COMPANY 3 Its u - f ~r A 4 A?srrmntSern9rtry Widrlam/Srntar lire PrIJlArar STATE OF OHIO, COUNTY OF HAMILTON - as: oAmoC. laTCHIN.tanan-alas} On this 4TH day of MARCH 2013 befora me personally appeared DAVID C. KITCHIN, to lire known, being duty sworn, deposes and says that he resides in Cincinnati, Ohio, dint he is a Divisional Senior Vice President of tho Bond Division orareat Anicrican insurance Company, the Company described in and which executed lite above instrument; tint he knows the seat ofthe said Company; that the seat affixed to the said instrument is such corporate sent; that it was so affixed by authority orbit; office under the By-Laws of said Company, and that be, signed. his name da re(o by like authority, KAREN L. GRGSHEIM NOTARY PUBLIC STATC OF OHIO 0 0.01.1 This Power ofAUomey is granted by authority of (lie following resolutions adopted by the Board of Directors of Great Ameriomi lits trance Compony by unanimous written consent dated lone 9, 2008. the Divisional Resident, the selMr•nt D11113101141Senior Kea Presidents, ,-Divisional Pke Presidents and Didsonal Assistant Pace be mid hereby Is authorized, frvm dole to Ifine, 16 appoint rare or mom Alromeys-in-pint to execute on behalf of die Company, idm/akings and contracts ofsvilayshlp, or other ivr/tten obligations In arenaaire /hereof to prescribe their espec/lve duties and dmdly,• and tnrevoke any such appoi nrienl at any than. RESOLVED IrU9771E17: Thal the Company seal mid the slgnaanr of Lary of1116 e0i cold o[licers and arty Secretary or Assistant Secretary of the Company Wray be ajred by fw1n tte to any polcerof altavey or eerli(cate, of elttierg/ven for the oxweutlan ofouy bond, uudeHaking, contract afsuretyship, or other m Man abligalton fn do, nature theivof, 41,011 signature and seal when soused being hereby adopted by Ore Cavity as The oiiginat slgnatarr ofsech officer and fire original seat oflhe Company, to be lmlid and binding upon the Company ndth the same forte and effect as though manually affixed, CERTIFICATION t, STEPHEN C. BERAHA, Assistant Secretary of Oteid American insurance Company, do hereby certify that the foregoing Power ofAhomcyand die Resolutions of tie Board of Directors (if June 9y 2008 have not bread revoked and are now in full force and effect. - Signed and scaled this / fG-"i day of I i' Dir , &13. lu "')t; I1) y ~41) a Asfrtenr Sesielaiy 81029AC(4111) Nano Address i.Indt of Power JEFF R. JOHNSON BOTH OF BOTH SHARON STONE TULSA, OKLAHOMA $76,0001000. ATTEST: SARA AI On this 04 day pt Marol duly sworn, deposes. and says that a/I described In and vrhton executed the i corporate coal; that It was so affixed n authority. STATE OF OKLAH6vl- SS COUNTY OF TULSA This Power of Attorney is granted Company by unanimous wdlten consent da RESOLVED: That the President, and hereby Is authorized, bonds, undortakings and car limits of their authority; and t RESOLVED FURI the Company may be affixed suretyship, or other Milan o signature or such officer and manually affixed. (.C.~A '59-s..:, IISTANTSECRETARY 2013 before v resides In Tulsa, Oklahoma f we Instrument; fhatathe knov authority of her/his office unde drr pY dgss PUBLIC 3 ~ si•A a o~n II °'y[AaO~TI e~~ ;SA COV~i~~r _ the E to time, to to of personally appeared l vuu nrlcrt l h , to me known being... s/he Is a Vlce Presldent of MZ1d-Continent Casually Company, the company, rhe seal of the sold Company; that the seal affixed to the said Instrument is such commission # 05000936 F My Com, Waste, . Exp es: 01=26-17 ' 1. FAY JE SE Notaryu IIc I of the following resolutions adopted by the Board of Direolors o(MId•COntinent Casualty fiber 25„ 2669: ve Vice President, the several Senior Vice Presidents and Vice Presidents or any one of them, nl one or more Attorneys-In-Fact to execute on behalf of the Company, as surety, any and all or written obligations In the nature thereof; to prescribe their respective duties and the respective neni at anytime. - - seal and the signature of any of the aforesaid officers and any Seorehuy or Assistant Sedretary bl of attorney or certificate of either given for the execution of any bond, undertaking, contract of mf, such signature and seal when so used being hereby adopted by the Company as the original npany, to;be valid and binding upon the Company with the same. force and affect as though d.,c. - . CERTIFICATION SARA ANDERSON.: of Attorney and the Resolullons of the, .,,prr{ cASbA%.,, SEALtq; -6 p S- O~ri Ypplrt\ VOID IF BOX IS EMPTY Signed and seated this 7, . day of a L - 0 K I A H 0 M A aEPA TMENP OF MUM MA[ OUAEOY STEVEN A. THOArPSOtd Executive Director OKLAHOMA DEPARTMENT OF ENVIRONMENTAL QUALITY August 1, 2008 Mr. Roger Stevens, Public Works Director City of Owasso 301 West 2nd Avenue Owasso, Oklahoma 74055 Re: Permit No. SL000066080723 Park Place at Preston Lakes Facility No. S-21310 Dear Mr. Stevens: BRAD HENRY Governor Enclosed is Permit No. SL000066080723 for the construction of 6,653 L.F. of 8-inch sewer lines, a 200- gpm lift station with a stanby generator, and 1,197 L.F. of 6-inch forcemain to serve the Park Place at Preston Lakes, Rogers County, Oklahoma. The project authorized by this permit should be constructed in accordance with the plans approved by this Department on August 1, 2008. Any deviations from the approved plans and specifications affecting capacity, flow or operation of units must be approved, in writing, by the Department before changes are made. Receipt of this permit should be noted in the minutes of the next regular meeting of the City of Owasso, after which it should be made a matter of permanent record. We are returning one (1) set of the approved plans to you, one (1) set to your engineer and retaining one (1) set for our files. Very truly yours, A[~..«`'~-~' Duke Newin, P.E. Construction Permit Section Water ~ Quality Division DN/ C/ab Enclosure c: Clyde Mason, Regional Manager, DEQ Claremore DEQ Office Russell E. Dixon, P.E., Tulsa Engineering & Planning Associates, Inc. Gene Doussett, Planning & Management Division, OWRI3 707 NORTH ROBINSON, P.O. BOX 1677, OKLAHOMA CITY, OKLAHOAM 73101-1677 printed on recycled paper vft soy Ink a~ L>~ BRAD HENRY Governor Perm It No SLOO0066080723 SEWER LINES 5-21310 PERMIT TO CONSTRUCT August1,2008 Pursuant to O.S. 27A 2-6-401, the City of Owasso is hereby granted this Tier I Permit to construct 6,653 L.F. of 8-inch sewer lines, a 200-gpm lift station with a stanby generator, and 1,197 L.F. of 6-inch forcemain to serve the Park Place at Preston Lakes, located in the SE14, Section 22, T-21-N, R-14-E, I.M., Rogers County, Oklahoma, in accordance with the plans approved on August 1, 2008. By acceptance of this permit, the permittee agrees to operate and maintain the facility in accordance with Discharge - OPDES (NPDES) rules OAC 252:605 and to comply with the State Certification laws, Title 59, Section 1101-1116 O.S. and the rules and regulations adopted thereunder regarding the requirements for certified operators. This permit is issued subject to the following provisions and conditions. 1) 2) 3) 4) 5) 6) That the recipient of the permit is responsible that the project receives supervision and inspection by competent and qualified personnel. That construction of all phases of the project will be started within one year of the date of approval or the phases not under construction will be resubmitted for approval as a new project. That no significant information necessary for a proper evaluation of the project has been omitted or no invalid information has been presented in applying for the permit. That wherever water and sewer lines are constructed with spacing of 10 feet or less, sanitary protection will be provided in accordance with OAC 252:656-5-4(c)(3) of the Standards for Water Pollution Control Construction Standards. That tests will be conducted as necessary to insure that the construction of the sewer lines will prevent excessive infiltration and that the leakage will not exceed 10 gallons per inch of pipe diameter per mile per day. That the Oklahoma Department of Environmental Quality shall be kept informed of occurrences which may affect the eventual performance of the works or that will unduly delay the progress of the project. Page 1 707 NORTH ROBINSON, P.O. BOX 1677, OKLAHOMA MY, OKIAHOW 73101-1677 printed on recycled paper wllh soy ink ~me, Q., >5r I a 0 K I A H 0 M A UEPAVIAEM OF ENVIRONMENTAL OUMITY STEVEN A. T N OKLAHOMA DEPARTMENT OF ENVIRONMENTAL QUALITY GovernoBRADIIENR Executive cutive Directat ector r r Permit No SL000066080723 SEWER LINES S-21310 PERMIT TO CONSTRUCT 7) That the permittee will take steps to assure that the connection of house services to the sewers is done in such a manner that the functioning of the sewers will not be impaired and that earth and ground water will be excluded from the sewers when the connection is completed. 8) That any deviations from approved plans or specifications affecting capacity, flow or operation of units must be approved by the Department before any such deviations are made in the construction of this project. 9) That the recipient of the permit is responsible for the continued operation and maintenance of these facilities in accordance with rules and regulations adopted by the Environmental Quality Board, and that this Department will be notified in writing of any sale or transfer of ownership of these facilities. 10) The issuance of this permit does not relieve the responsible parties of any obligations or liabilities which the permittee may be under pursuant to prior enforcement action taken by the Department. 11) That the permittee is required to inform the developer/builder that a DEQ Storm Water Construction Permit is required for a construction site. that will disturb one (1) acre or more in accordance with OPDES, 27A O.S. 2-6-201 at, seq. For information or a copy of the GENERAL PERMIT (GP-005) FOR STORM WATER DISCHARGES FROM CONSTRUCTION ACTIVITIES, Notice of Intent (NOI) form, Notice of Termination (NOT) form, or guidance on preparation of a Pollution Prevention Plan, contact the Storm Water Unit of the Water Quality Division at P.O. Box 1677, Oklahoma City, OK 73101-1677 or by phone at (405) 702-8100. 12) That any notations or changes recorded on the official set of plans and specifications in the Oklahoma Department of Environmental Quality files shall be part of the plans as approved. 13) That all manholes shall be constructed in accordance with Water Pollution Control Construction Standards (OAC 252:656-5-3), as adopted by the Oklahoma Department of Environmental Quality. Page 2 707 NORTH ROBINSON, P.O. BOX 1677, OKLAHOMA OTY, OKLAHOMA 73101-1677 ;Anted on recycled paper Vdih soy ink es :09 I Rm W,6.0, 0 K t A H 0 M A STEVEN A. THOMPSON oeveeuaeru or eenaoullenul auewr BRAD HENRY Executive Director OKLAHOMA DEPARTMENT OF ENVIRONMENTAL QUALITY Governor Permit No SL000066080723 SEWER LINES S-21310 PERMIT TO CONSTRUCT 14) That when it is impossible to obtain proper horizontal and vertical separation as stipulated in Water Pollution Control Construction Standards OAC 252:656-5-4(c)(1) and OAC 252:656-5- 4(c)(2), respectively, the sewer shall be designed and constructed equal to water pipe, and shall be pressure tested to the highest pressure obtainable under the most severe head conditions of the collection system prior to backfilling in accordance with Water Pollution Construction Standard OAC 252:656-5-4(c)(3). 15) That any notations or changes recorded on the official set of plans and specifications in the Oklahoma Department of Environmental Quality files shall be part of the plans as approved. Failure to appeal the conditions of this permit in writing within 30 days from the date of issue will constitute acceptance of the permit and all conditions and provisions. Quality Div Page 3 707 NORTH ROBINSON, P.O. BOX 1677, OKLAHOMA CITY, OKLAHOMA 73101-1677 pdnlod on recycled paper Qh soy ink 0 RURAL WATER DISIRICr#3 12377 S Ash St Claremore, OIL 74017 918-341-0851 or TDD-711 Office 918-343-0310 Fax January 22, 2014 To whom it may concern: Rural Water District #3, Rogers County has inspected the water distribution system constructed for Park Place @ Preston Lakes in section 22, twshp 2IN, mg 14E and certifies that said system was built in accordance with the standard requirements of the RWD3 and the DEQ and within the boundaries of the proper easements. Rural Water District #3, Rogers County accepts this water distribution system. Board of Directors Rural Water District #3, Rogers County 0 The cfy Wit oul Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Linda Jones, Finance Director SUBJECT: Contract for auditing services DATE: April 11, 2014 BACKGROUND City charter and state statutes require that an independent accountant perform an annual audit of the City's finances. In April 2006, the city accepted proposals for auditing services from public accounting firms. The firm of Cole & Reed, P.C. was selected, and a contract was approved by City Council. After the original five-year term, at the recommendation of the Audit Committee, the City Council approved an additional three years of auditing services with Cole & Reed, P.C. A few years ago, the Owasso City Audit Committee adopted a best practice of routinely reviewing the accounting firm responsible for auditing the City's financial records. The Owasso Audit Committee met on March 11, 2014, and discussed the performance of Cole & Reed, L.L.C. and the potential extension of the contract. Factors considered included auditor expertise, contract expense, and staff time. Time and expense associated with conducting an RFP and potentially changing auditing firms is usually significant. The transition period for a newly- appointed auditing firm generally takes one complete audit cycle. Furthermore, Cole & Reed, L.L.C. holds institutional knowledge which could be valuable in light of recent turnover in key city finance positions. After discussion, the Audit Committee authorized staff to negotiate a three-year cost proposal for auditing services by Cole & Reed, L.L.C. On April 7, 2014, the Audit Committee convened and reviewed the price quote. On a vote of four to zero, the Audit Committee recommended continuing the contract with Cole and Reed, P.C. for an additional three years. The cost for Cole and Reed, P.C. for auditing services for the City and its trust authorities for Fiscal Years 2014, 2015, and 2016 is $44,000, $45,000, and $46,000, respectively. Federal grant audits, OMB Circular A-133, if required, would be billed at $3,000 each for the three-year period. RECOMMENDATION: Staff recommends approval of a contract with Cole and Reed, P.C. as auditors for fiscal year ending June 30, 2014. ATTACHMENTS: A. Cole & Reed, P.C. Audit Arrangement letter dated March 26, 2014 B. Summary of Cole & Reed, L.L.C. annual fees March 26, 2014 Ms. Linda Jones Director of Finance City of Owasso 111 N. Main Owasso, Oklahoma 74055 Dear Linda: Enclosed are the following: 1. Arrangement letter for the FY 2014 audit 2. Pre-Audit required communications 3. Proposed audit calendar 4. Fee proposal for FY 2015 and FY 2016 audits 5. 2013 Peer Review Report Please let me know if you have any questions concerning any of this information. We appreciate the opportunity to be of service, and look forward to working with you again in upcoming year. Very truly yours, a "w Mike Gibson Mike Gibson . , . , sal Couch Orivc 405.239.7961 Ant 7:~i. ~d+nl:p 0,.n fSY:mbp,, Oklnhonui City 40.52550042 . 73102.2251 wr.,v.aaennniecd.con, McGladreyAlliance March 26, 2014 Audit Committee Mr. Warren Lehr, City Manager Ms. Sherry Bishop, Assistant City Manager Ms. Linda Jones, Finance Director Owasso, Oklahoma The Objective and Scope of the Audit of the Financial Statements You have requested that we audit the financial statements of the City of Owasso (the "City'), which comprise governmental activities, business-type activities, the discretely presented component unit, each major fund and aggregate remaining fund information as of and for the year-ended June 30, 2014 which collectively comprise the basic financial statements. We are pleased to confirm our acceptance and our understanding of this audit engagement by means of this letter. Our audit will be conducted with the objective of our expressing an opinion on the financial statements. We will also perform the audit of the City as of June 30, 2014, so as to satisfy the audit requirements imposed by the Single Audit Act and the U. S. Office of Management and Budget (OMB) Circular Into. A-133. The Responsibilities of the Auditor We will conduct our audit in accordance with auditing standards generally accepted in the United States of America (GAAS); Government Auditing Standards issued by the Comptroller General of the United States; the provisions of the Single Audit Act, OMB Circular A-133, and OMB's Compliance Supplement. Those standards, circulars, and supplements require that we plan and perform the audit to. obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk that some material misstatements may not be detected exists, even though the audit is properly planned and performed in accordance with GAAS. Also, an audit is not designed to detect errors or fraud that are immaterial to the financial statements. 531 Cuud, Drive - 905.23'!.7961 Oklnhvniu City :.a.: 405.235.0042 dul d'L ~ndmliyrtlrn c.t':utlv;:. 731022251 a•w~¢a:lennAreeA.aun MCGladfey Alliance The determination of abuse is subjective; therefore, Government Auditing Standards do not expect us to provide reasonable assurance of detecting abuse. In making our risk assessments, we consider internal control relevant to the City's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. However, we will communicate to you in writing concerning any significant deficiencies or material weaknesses in internal control relevant to the audit of the financial statements that we have identified during the audit. We will also communicate to the audit committee (a) any fraud involving senior management and fraud (whether caused by senior management or other employees) that causes a material misstatement of the financial statements that becomes known to us during the audit, and (G) any instances of noncompliance with laws and regulations that we become aware of during the audit (unless they are clearly inconsequential). The funds that you have told us are maintained by the City and that are to be included as part of our audit are listed here: 1. General Fund -1 2. Special Revenue Funds - 8 3. Debt Service Funds -1 4. Capital Projects Funds 4 5. Enterprise Funds - 2 6. Internal Service Funds - 4 The component unit whose financial statements you have told us are to be included as part of the City of Owasso's financial statements is the Owasso Economic Development Authority. There are no component units whose financial statements you have told us will be omitted from the basic financial statements. The federal financial assistance programs that are to be included as part of the City's Single Audit include, but are not limited to the CNG Fuel & Vehicle Conversion grant, Community Development Block grants, OK Water Resources Board loans, U.S. Department of Homeland Security SAFER grant, and various other grants as identified in the prior year Schedule of Expenditures of Federal Awards. Our report(s) on internal control will include any significant deficiencies and material weaknesses in controls of which we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with requirements of the standards and circulars identified above. Our report(s) on compliance matters will address material errors, fraud, abuse, violations of compliance obligations, and other responsibilities imposed by state and federal statutes and regulations or assumed by contracts, and any state or federal grant, entitlement, or Loan program questioned costs of which we become aware, consistent with requirements of the standards and circulars identified above. The Responsibilities of Management and Identification of the Applicable Financial Reporting Framework Our audit will be conducted on the basis that management acknowledge and understand that they have responsibility: a. For the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America; b. For the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error; c. For establishing and maintaining effective internal control over financial reporting and for informing us of all significant deficiencies and material weaknesses in the design or operation of such controls of which it has knowledge; d, For identifying and ensuring that the entity complies with the laws and regulations applicable to its activities, and for informing us about all known material violations of such laws or regulations. In addition, management is responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the entity involving management, employees who have significant roles in internal control, and others where the fraud could have a material effect on the financial statements. Management is also responsible for informing us of its knowledge of any allegations of fraud or suspected fraud affecting the entity received in communications from employees, former employees, analysts, regulators, or others; e. For (a) making us aware of significant vendor relationships where the vendor is responsible for program compliance, (b) following up and taking corrective action on audit findings, including the preparation of a summary schedule of prior audit findings, and a corrective action plan, and (c) report distribution including submitting the reporting package(s);and f. To provide us with: (1) Access to all information of which management is aware that is relevant to the preparation and fair presentation of the financial statements such as records, documentation, and other matters; (2) Additional information that we may request from management for the purpose of the audit; (3) Unrestricted access to persons within the entity from whom we determine it necessary to obtain audit evidence; (4) When applicable, a summary schedule of prior audit findings for inclusion in the single audit reporting package; and (5) If applicable, responses to any findings reported on the schedule of findings and questioned costs. As part of our audit process, we will request from management and when appropriate, those charged with governance, written confirmation concerning representations made to us in connection with the audit including among other items: a. That management has fulfilled its responsibilities as set out in the terms of this letter; and b. That it believes the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. Management is responsible for identifying and ensuring that the City complies with the laws and regulations applicable to its activities, and for informing us about all known material violations of such laws or regulations. In addition, management is responsible for the design and implementation of programs and controls to prevent and detect fraud or abuse, and for informing us about all known or suspected fraud or abuse affecting the entity involving management, employees who have significant roles in internal control, and others where the fraud or abuse could have a material effect on the financial statements or compliance. Management is also responsible for informing us of its knowledge of any allegations of fraud or abuse or suspected fraud or abuse affecting the entity received in communications from employees, former employees, analysts, regulators, short sellers, or others. Management is responsible for the preparation of the required supplementary information and supplementary information presented in relation to the financial statements as a whole in accordance with accounting principles generally accepted in the United States of America. Management agrees to include the auditor's report on the RSI and supplementary information in any document that contains the supplementary information and that indicates that the auditor has reported on such RSI and supplementary information. Management also agrees to present the supplementary information with the audited financial statements or, if the supplementary information will not be presented with audited financial statements, to make the audited financial statements readily available to the intended users of the supplementary information no later than the date of issuance of the supplementary information and the auditor's report thereon. The Audit Committee is responsible for informing us of its views about the risks of fraud or abuse within the entity, and its knowledge of any fraud or abuse or suspected fraud or abuse affecting the entity. You have informed us that you may issue public debt in the future and that you may include our report on your financial statements in the offering statement. You have further informed us that you do not intend that we be associated with the proposed offering. We agree that our association with any proposed offering is not necessary, providing the City agrees to clearly indicate that we are not associated with the contents of any such official statement or memorandum. The City agrees that the following disclosure will be prominently displayed in any such official statement or memorandum: Cale & Reed, P.C., our independent auditor, has not been engaged to Perform, and has not perforaaed, since the date of its report included herein, any procedures on the financial statements addressed in that report. Cole & Reed, P.C., also has not peiformed any procedures relating to this official statement. City of Owasso's Records and Assistance If circumstances arise relating to the condition of the City's records, the availability of appropriate audit evidence, or indications of a significant risk of material misstatement of the financial statements because of error, fraudulent financial reporting, or misappropriation of assets, which in our professional judgment, prevent us from completing the audit or forming an opinion, we retain the unilateral right to take any course of action permitted by professional standards, including declining to express an opinion, issue a report, or withdraw from the engagement. During the course of our engagement, we may accumulate records containing data that should be reflected in the City's books and records. The City will determine that all such data, if necessary, will be so reflected, Accordingly, the City will not expect us to maintain copies of such records in our possession. The assistance to be supplied by City of Owasso personnel, including the preparation of schedules and analyses of accounts, has been and will be discussed and coordinated with Linda Jones, Finance Director. The timely and accurate completion of this work is an essential condition to our completion of the audit and issuance of our audit report. In connection with our audit, you have requested us to perform certain non-audit services necessary for the preparation of the financial statements, including drafting of the financial statements. The independence standards of the Government Auditing Standards issued by the Comptroller General of the United States ("GAS") require that the auditor maintain independence so that opinions, findings, conclusions, judgments, and recommendations will be impartial and viewed as impartial by reasonable and informed third parties. Before we agree to provide a non-audit service to the City, we determine whether providing such a service would create a significant threat to our independence for GAS audit purposes, either by itself or in aggregate with other non-audit services provided. A critical component of our determination is consideration of management's ability to effectively oversee the non-audit service to be performed. The City has agreed that Linda Jones, Finance Director, possesses suitable skill, knowledge, or experience and that the individual understands the financial statement preparation services to be performed sufficiently to oversee them. Accordingly, the management of the City agrees to the following: 1. The City has designated Linda Jones, Finance Director, a senior member of management, who possesses suitable skill, knowledge, and experience to oversee the services. 2. Linda Jones, Finance Director, will assume all management responsibilities for subject matter and scope of the financial statements. 3. The City will evaluate the adequacy and results of the services performed. 4. The City accepts responsibility for the results and ultimate use of the services. GAS further requires we establish an understanding with the management (and those charged with governance) of the City of the objectives of the non-audit service, the services to be performed, the entity's acceptance of its responsibilities, the auditor's responsibilities, and any limitations of the non-audit service, We believe this letter documents that understanding. Other Relevant Information From time to time and depending upon the circumstances, we may use third-party service providers to assist us in providing professional services to you. In such circumstances, it may be necessary for us to disclose confidential client information to them. We enter into confidentiality agreements with all third-party service providers and we are satisfied that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In accordance with Government Auditing Standards, a copy of our most recent peer review report is enclosed, for your information. Fees, Costs, and Access to Workpapers Our fees for the audit and accounting services described above are based upon the value of the services performed and the time required by the individuals assigned to the engagement, plus direct expenses. Our fee estimate and completion of our work is based upon the following criteria: a. Anticipated cooperation from City personnel b. Timely responses to our inquiries c. Timely completion and delivery of client assistance requests d. Timely communication of all significant accounting and financial reporting matters e. The assumption that unexpected circumstances will not be encountered during the engagement Our fees are based on the time required by the individuals assigned to the engagement, plus direct expenses. Interim billings will be submitted as work progresses and as expenses are incurred. Our fee for the services described in this letter will be as follows: • Audit of financial statements $44,0.00 • OMB Circular A-133 audit requirements, only if required: $3,000 per major Federal program Note that the fees related to the OMB Circular A-133 audit requirements are only billed on an "if performed/if required" basis. Our professional standards require that we perform certain additional procedures, on current and previous years' engagements, whenever a partner or professional employee leaves the firm and is subsequently employed by or associated with a client in a key position. Accordingly, the City agrees it will compensate Cole & Reed, P,C. for any additional costs incurred as a result of the City's employment of a partner or professional employee of Cole & Reed. In the event we are requested or authorized by the City or are required by government regulation, subpoena, or other legal process to produce our documents or our personnel as witnesses with respect to our engagement for the City, the City will, so long as we are not a party to the proceeding in which the information is sought, reimburse its for our professional time and expenses, as well as the fees and expenses of our counsel, incurred in responding to such requests. The documentation for this engagement is the property of Cole & Reed. However, you acknowledge and grant your assent that representatives of the cognizant or oversight agency or their designee, other government audit staffs, and the U.S. Government Accountability Office shall have access to the audit documentation upon their request and that we shall maintain the audit documentation for a period of at least three years after the date of the report, or for a longer period if we are requested to do so by the cognizant or oversight agency, Access to requested documentation will be provided under the supervision of Cole & Reed audit personnel and at a location designated by our Firm. Reporting We will issue a written report upon completion of our audit the City's financial statements. Our report will be addressed to the Owasso City Council. We cannot provide assurance that an unmodified opinion will be expressed. Circumstances may arise in which it is necessary for us to modify our opinion, add an emphasis-of-matter or other-matter paragraph(s), or withdraw from the engagement. In addition to our report on the City's financial statements, we will also issue the following types of reports: • A report on the fairness of the presentation of the City's schedule of expenditures of federal awards for the year ending June 30, 2014. • Reports on internal control related to the financial statements, and major programs. These reports will describe the scope of testing of internal control and the results of our tests of internal controls. • Reports on compliance with laws, regulations, and the provisions of contracts or grant agreements. We will report on any noncompliance which could have a material effect on the financial statements and any noncompliance which could have a material effect, as defined by OMB Circular A-133, on each major program. • A schedule of findings and questioned costs. This letter constitutes the complete and exclusive statement of agreement between Cole & Reed and the City of Owasso, superseding all proposals, oral or written, and all other communications, with respect to the terms of the engagement between the parties. Please sign and return this letter to indicate your acknowledgment of, and agreement with, the arrangements for our audit of the financial statements including our respective responsibilities. Confirmed on behalf of the City of Owasso: City Manager Cole & Reed Mike Gibson. Mike Gibson, Shareholder Date Assistant City Manager Date Finance Director Date March 26, 2014 Ms. Linda Jones Director of Finance City of Owasso 111 N. Main Owasso, Oklahoma 74055 Dear Ms. Jones: At the request of the Audit Committee, we are pleased to submit our proposal to continue to serve as the independent auditors for the City of Owasso for FY 2014, 2015 and 2016. As we discussed, and as included in our arrangement letter, our proposed fees for FY 2014 are $44,000 for the audit of the City's financial statements, plus $3,000 per major Federal program required to be audited in accordance with OMB Circular A-133. For FY 2015, our proposed fees are $45,000 for the audit of the City's financial statements, and $3,000 per major Federal program. For FY 2016, our proposed fees are $46,000 for the audit, and $3,000 per major Federal program; We value our relationship with the City of Owasso and are excited about the opportunity to continue to serve you. If you should have any questions concerning our fee proposal, please do not hesitate to call me. Very truly yours, Mike Gibson °:°a«•w• .M. Mike Gibson _ 5310,;01 Urh, .i 405,2593961 A,, w44mi11n1t40„~kr tAomho. Oklnhon¢i City .04 405.235.0042 1: 1 73102-2251 WWW.miemntrecd.com McCladrey Alliance March 26, 2014 Audit Committee City of Owasso Owasso, Oklahoma This letter is intended to communicate certain matters related to the planned scope and timing of our audit of City of Owasso's financial statements and compliance as of and for the year ended June 30, 2014. Communication Effective two-way communication between our Firm and the members of the Audit Committee is important to understanding matters related to the audit and in developing a constructive working relationship. Your insights may assist us in understanding the City of Owasso and its environment, in identifying appropriate sources of audit evidence, and in providing information about specific transactions or events. We will discuss with you your oversight of the effectiveness of internal control and any areas where you request additional procedures to be undertaken. We expect that you will timely communicate with us any matters you consider relevant to the audit. Such matters might include strategic decisions that may significantly affect the nature, timing, and extent of audit procedures, your suspicion or detection of fraud, or any concerns you may have about the integrity or competence of senior management. We will timely communicate to you any fraud involving senior management and other fraud that causes a material misstatement of the financial statements, illegal acts that come to our attention (unless they are clearly inconsequential), and disagreements with management and other serious difficulties encountered in performing the audit. We also will communicate to you, and to management any significant deficiencies or material weaknesses in internal control that become known to us during the course of the audit. Other matters arising from the audit that are, in our professional judgment, significant and relevant to you in your oversight of the financial reporting process wilt be communicated to you in writing after the audit. Independence Our independence policies and procedures are designed to provide reasonable assurance that our firm and its personnel comply with applicable professional independence standards. Our policies address financial interests, business and family relationships, and non-audit services that may be thought to bear on independence. For example, without our permission no partner or professional employee of Cole & Reed P.C. is permitted to own any direct financial interest or a material indirect financial interest in a client or any affiliates of a client. Also, if an immediate family member or close relative of a partner or professional employee is employed by a client in a key position, the incident must be reported and resolved in accordance with Firm policy. In addition, our policies restrict certain non-audit services that may be provided 531 couch 0'm 90.5 239.7'9(1 okluhonlo City 405.235.0042 do l~R~+^udunlll ovm~,'.1. u - ' ~ ~ 73 tU2-2'L51 ':::e wwlv.tolemulrecd.com NtCGit(II'Qy Alliance. by Cole & Reed P.C. and require audit clients to accept certain responsibilities in connection with the provision of permitted non-attest services. The Audit Planning Process Our audit approach places a strong emphasis on obtaining an understanding of how your entity functions. This enables us to identify key audit components and tailor our procedures to the unique aspects of your entity. The development of a specific audit plan will begin by meeting with you and with management to obtain an understanding of business objectives, strategies, risks, and performance. We will obtain an understanding of internal control over financial reporting and compliance with laws, regulations, and provisions of contracts and grant agreements to assess the impact of internal control on determining the nature, timing and extent of audit procedures, and we will establish an overall materiality limit for audit purposes. We will conduct formal discussions among engagement team members to consider how and where your financial statements might be susceptible to material misstatement due to fraud or error. We will use this knowledge and understanding, together with other factors, to first assess the risk that errors or fraud may cause a material misstatement at the financial statement level. The assessment of the risks of material misstatement at the financial statement level provides us with parameters within which to design the audit procedures for specific account balances and classes of transactions. Our risk assessment process at the account-balance or class-of- transactions level consists of: • An assessment of inherent risk (the susceptibility of an assertion relating to an account balance or class of transactions to a material misstatement, assuming there are no related controls); and • An evaluation of the design effectiveness of internal control over financial reporting and our assessment of control risk (the risk that a material misstatement could occur in an assertion and not be prevented or detected on a timely basis by the City of Owasso's internal control). Similar assessments will also be made relative to compliance with laws, regulations, and provisions of contracts and grant agreements We will then determine the nature, timing and extent of tests of controls and substantive procedures necessary given the risks identified and the controls as we understand them. The Concept of Materiality in Planning and Executing the Audit In planning the audit, the materiality limit is viewed as the maximum aggregate amount of misstatements, which if detected and not corrected, would cause us to modify our opinion on the financial statements. The materiality limit is an allowance not only for misstatements that will be detected and not corrected but also for misstatements that may not be detected by the audit. Our assessment of materiality throughout the audit will be based on both quantitative and qualitative considerations. Because of the interaction of quantitative and qualitative considerations, misstatements of a relatively small amount could have a material effect on the current financial statements as well as financial statements of future periods. At the end of the audit, we will inform you of all individual unrecorded misstatements aggregated by us in connection with our evaluation of our audit test results. Our Approach to Internal Control and Compliance Relevant to the Audit Our audit of the financial statements will include obtaining an understanding of internal control sufficient to plan the audit and to determine the nature, timing, and extent of audit procedures to be performed. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. Our review and understanding of the Entity's internal control is not undertaken for the purpose of expressing an opinion on the effectiveness of internal control. We will issue reports on internal control related to the financial statements and major programs. These reports describe the scope of testing of internal control and the results of our tests of internal controls. Our reports on internal control will include any significant deficiencies and material weaknesses in the system, of which we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with the requirements of the Government Auditing Standards issued by the Comptroller General of the United States, the Single Audit Act, and the U.S. Office of Management and Budget, (OMB) Circular No. A-133. We will issue reports on compliance with laws, regulations, and the provisions of contracts or grant agreements. We will report on any noncompliance which could have a material effect on the financial statements and any noncompliance which could have a direct and material effect on each major program. Our reports on compliance will address material errors, fraud, abuse, violations of compliance requirements, and other responsibilities imposed by state and federal statutes and regulations and assumed contracts; and any state or federal grant, entitlement or loan program questioned costs of which we become aware, consistent with the requirements of the standards and circular identified above. Timing of the Audit We will perform our preliminary audit procedures in June 2014. The final year end field work will begin in October 2014. We will plan to complete the audit and issue our reports around the end of November 2014 and present them to the Audit Committee in December 2014. Management's adherence to its closing schedule and timely completion of information used by us in performance of the audit is essential to meeting this schedule and completing our audit on a timely basis. Closing This letter is intended solely for the information and use of the members of the Audit Committee, and is not intended to be and should not be used by anyone other than the specified parties. We will be pleased to respond to any questions you have about the foregoing. We appreciate the opportunity to be of service to the City of Owasso. Cut (Z~ a- cam. C. Oklahoma City, Oklahoma March 26, 2014 Igf r1 Peer Review Program Adroinistered bythe Plaiional Peer Review Committee November 13, 2013 James Harley Denny, CPA Cole & Reed, P.C. 531 Couch Dr Oklahoma City, OK 73102 Dear Mr. Denny: American In6liuito of CPF4a 220 Leigh farm Road Durham, NC 27707-8110 It is my pleasure to notify you that on November 8, 2013 the National Peer Review Committee accepted the report on the most recent system peer review of your firm. The due date for your next review is October 31, 2016. This is the date by which all review documents should be completed and submitted to the administering entity. As you know, the report had a peer review rating of pass. The Corrnittee asked me to convey its congratulations to the firm. Sincerely, Betty Jo Charles Chair, National Peer Review Committee nprc@aiepa.org 919 402-4502 cc: Michael Jerome Gibson;Peter James Hoistad Firm Number: 10090252 Letter 1D; 840672 Review Number 347659 T '1.91':+.40"2.4502 1 F:1 973.402.4676 1 nprc@aicpa.ory a y CERTIFIED PUBLIC ACCOUNTANTS AND CONSULTANTS System Review Report To the Shareholders of Cole & Reed, P.C. and the National Peer Review Committee We have reviewed the system of quality control for the accounting and auditing practice of Cole & Reed (the firm) in effect for the year ended April 30, 2013. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. As a part of our peer review, we considered reviews by regulatory entities, if applicable, in determining the nature and extent of our procedures. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www.aicpa.orq(prsumma . As required by the standards, engagements selected for review included engagements performed under Government Auditing Standards; audits of employee benefit plans, audits performed under FDICIA, and examinations of service organizations [Service Organizations Control (SOC) 1j. In our opinion, the system of quality control for the accounting and auditing practice of Cole & Reed, P.C. in effect for the year ended April 30, 2013, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass with deficiency(ies) or fail. Cole & Reed, P.C. has received a peer review rating of pass. :TO-7 Brady,, M M z z and tis, P. C. August 7, 2013 BRADY, MARTZ & ASSOCIATES, P.C. 401 Denass Avenue Suite 300 P.O. Box 14296 Grand Forks, ND 58208A296 (701) 775-4685 Fax (7011795-7498 swvw.bradymariz.mm MCGLADW ALLIANCE I •McGladrey Cole & Reed Basic audit of City and trusts A -133 grant audits Estimated FY'09 FY'10 FY'11 FY'12 FY'13 FY'14 FY'15 FYI 40,500 41,500 41,500 42,750 44,000 44,000 45,000 46,000 4,000 2,000 2,000 4,000 3,000 - 3,000 3,000 Total audit costs 44,500 43,500 43,500 46,750 47,000 44,000 48,000 49,000 Ocit y Wut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson Director of Community Development SUBJECT: Annexation of McCarty Park DATE: April 11, 2014 BACKGROUND: The McCarty Park land was donated to the City of Owasso for use as a park and has developed accordingly. McCarty Park contains a rodeo arena, baseball fields and football fields. At the time of the development of the park, an agreement was reached with Tulsa County for the maintenance of the park. The City of Owasso owned the park, but it was maintained by the County. About 10 years ago, the City of Owasso took over maintenance of the park from Tulsa County and has worked with the various user groups to invest into the further development and continued maintenance of the park. Because the park is not currently within City Limits, Police and other emergency services cannot be provided. This annexation request would bring the City-owned and maintained property into the corporate limits of Owasso. ANNEXATION REQUEST: This annexation request is to bring the park land and a small strip of land running along the east side of the park road and along the south side of E 861h St North into City Limits. The small strip of land would connect the park to the nearest City Limits near E 86th St North and Mingo Road (8400 N 91:, E Avenue). The annexed park will be a part of Ward Four. PLANNING COMMISSION: The Planning Commission heard the annexation request at their regular meeting on April 7, 2014 and voted unanimously to recommend annexation of McCarty Park. RECOMMENDATION: Staff recommends approval of Ordinance No. 1030, annexing McCarty Park into Owasso City Limits. ATTACHMENTS: A. Annexation Ordinance No. 1030 B. Map of McCarty Park CITY OF OWASSO, OKLAHOMA ORDINANCE NO. 1030 AN ORDINANCE ACCEPTING, ADDING, AND ANNEXING TO THE CITY OF OWASSO, OKLAHOMA, ADDITIONAL LANDS AND TERRITORY, OF SECTION 25, TOWNSHIP 21 NORTH, RANGE 13 EAST OF THE I.B. & M, TULSA COUNTY, STATE OF OKLAHOMA, ACCORDING TO THE U.S. GOVERNMENT SURVEY THEREOF, PROVIDED THAT FROM AND AFTER THE PASSAGE AND PUBLICATION OF THIS ORDINANCE THAT ALL OF THE REAL PROPERTY WITHIN SAID TERRITORY HEREIN DESCRIBED SHALL BE A PART OF THE CITY OF OWASSO, OKLAHOMA, AND FURTHER DECLARING THAT ALL PERSONS RESIDING THEREIN SHALL BE SUBJECT TO THE JURISDICTION, CONTROL, LAWS, AND ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA ESTABLISHING THE SAME AS PART OF WARD FOUR OF SAID CITY AND DIRECTING THE FILING OF THIS ORDINANCE, AND REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH. WHEREAS, public hearings have been held regarding the request for annexation of the property herein described, and WHEREAS, the Owasso City Council has considered the recommendation of the Owasso Annexation Committee, the Owasso Planning Commission and all statements for or against the requested annexation the property referenced in application OA-13-03. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT TO WIT: Commencing at the Northeast Corner of the Northeast Quarter of Section 25, Township 21 North, Range 13 East, Thence S88041'47"W along the north line of said Section 25 a distance of 305.28 feet to a point on the east line of the Southern Kansas & Oklahoma Railroad Right-of-Way, Thence S 22°22' 10"E along said Railroad Right-of-Way a distance of 48.19 feet to the Point of Beginning, also a point on the east line of the Southern Kansas & Oklahoma Railroad Right of Way, Thence continuing S22°22' 10"E a distance of 5.36 feet, Thence following the south Right-of-Way line of E 86th Street North until noted, S88041'32"W a distance of 365.86 feet, Thence SO1°31'22"E a distance of 9.90 feet, Thence S88041'40"W a distance of 1270.65 feet, Thence SO] *28'05"E a distance of 80.00 feet, Thence S88°41'47"W a distance of 12.82 feet, Thence leaving the south Right-of- Way line of E 86th Street North, S01028'05"E a distance of 1841.57 feet, Thence S 88031'55"W a distance of 5.00 feet, Thence N01°28'05"W a distance of 1846.58 feet, Thence parallel to south Right-of-Way line of E 86th Street North, N88041'47"E a distance of 12.82 feet, Thence NO] 028'05"W a distance of 80.00 feet, Thence N88°41'40"E a distance of 1270.65 feet, Thence N01031'22"W a distance of 9.90 feet, Thence N88°41'32"E a distance of 368.56 feet to a point on the east line of the Southern Kansas & Oklahoma Railroad Right of Way also the Point of Beginning, containing 17924.38 square feet or 0.41 acres. And The South Half (S/2) of the South Half (S/2) of the West Half (W/2) of the Northeast Quarter (NE/Q) of Section 25, Township 21 North, Range 13 East, containing 864,230.40 square feet or 19.84 acres, and shall be assigned a zoning of Agriculture (AG), be, and the same is hereby annexed to, made a part of, and added to the City of Owasso, Oklahoma, and the corporate limits thereof be and are hereby extended to include the above described territory and real estate. Section 1. That from and after the passage and publication of this Ordinance, the real estate and territory described herein shall be a part of the City of Owasso, Oklahoma, and in Ward Four thereof, and all persons residing therein, and all property situated thereon, shall be and are hereby declared to be subject to the jurisdiction, control, laws, and ordinances of the City of Owasso, Oklahoma, in all respects and particulars. Section 2. All ordinances, or parts of ordinances, in conflict with this ordinance are hereby repealed to the extent of the conflict only. Section 3. If any part or parts of this ordinance are deemed unconstitutional, invalid or ineffective, the remaining portion shall not be affected but shall remain in full force and effect. Section 4. The provisions of this ordinance shall become effective thirty (30) days from the date of final passage as provided by state law. Section 5. That there be filed in the office of the County Clerk of Tulsa County, Oklahoma, a true and correct copy of this Ordinance and correct map of the territory annexed. PASSED AND APPROVED this 15th day of April, 2014. Doug Bonebrake, Mayor ATTEST: Sherry Bishop, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney McCarty Park Annexation 1" = 752 ft OA -13 -03 11/25/2013 This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To he sure of complete accuracy. please contact Owasso staff for the most up-to -date information. 5' WIDE TRACT ALONG 1153h STREET RH AND MCCARTY PARK ANNEXATION Trect efland looted In the North HalfhU2l ofSn U.n 95JT nshlp 11 Nei Indian Base and Mesltlim BX &M.I aaordingto the US. GOvernment5ums Slate efOklaM1ama: Beingmore parllmlarNmsalhetl as follows: Commenting Mthe NWHlofl WnehINme line ofst Iluatleref5A distZ 13 She the Southern K.She&GW line afRaltload thn13a W., Ond R east Ilse of the SeutM1em gmsu& UHehe t t Railroad Mint NgMOf -Wry, of he ouch . onsFWayatllitance HIn.od Aid, of We Pointol Beginna of of he SeutM1em Cansas60the Soot Fllread WgM ofWag Theneeree No 5.35 feet, Men ceffeet,Menhe mu-3V22-E. Wryllm INE85me,, Manes 1270. o of t, The ceet, ThenWE A Al de. on of 00 ee et Me.. na of 11JB.f5feef,Thhe South lslRun of E Nth feet, Thenee SOV20 Thenee leaWng memum ghM1bef- Wryllne olE86IM1SHeet NaNM1, 501'SBy feet, Thence SM'31'S5'W atlhtanoefS.Wfeet, Thenw No1TB'OS'W a c Thence%rallelfSs AM1h,unce of 00.0neef EBBo.. N 41'4 NBBYl'0 Thence 22 -W a d5'W ndistan fe BOAe ncet,Theno N Ea Sutu•e•of 3BE. NOS'31he So a ern Run on 9.90 & 0Unifo Theme Hired MSSt of a ayals t e Poor line pi She Southern Fl t.r 0.4& oe,M1Oma Ballroatl Ngh[ef Wayalsome Polr 3M3 <.3B spuarc lee[ er 0.01 sues. And "a Snmx Half lS /ll of the mum HaNDRI of the Welt Had (W/2) of the W Section 35, Townshts 31 Hands, gnge 13 East, containing 854,230.40 por OT City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Christopher A. Garrett Fire Chief SUBJECT: Vehicle Purchase DATE: April 11, 2014 SUMMARY: It is the practice of the fire/emergency medical services (EMS) department administrators to routinely inspect and evaluate the motor vehicle fleet in order to determine the safety, reliability and operational capabilities of the vehicles assigned to the department. These evaluations are used as the basis for the fleet replacement program, as well as the fire/EMS department budgeting and planning process. Based upon the evaluation, staff has determined that the 1997 Ford F-150 support vehicle should be replaced. This determination was based on the current condition of the vehicle, mileage, reliability, and limited operational capability. The vehicle is 17 years old with 123,661 miles. BACKGROUND: In 1997 the Ford F-150 was purchased to serve as a command vehicle for the on-duty Battalion Chief. The department realized that this vehicle limited the operational capabilities of the Battalion Chief due to its low payload capacity, limited cab space, and two-wheel-drive transmission. In 2008, the vehicle was replaced with a Ford F-250 crew cab four-wheel-drive truck, and is currently utilized by the fire department personnel in a support capacity for duties such as transporting /transferring cargo and supplies to/between facilities and carrying personnel to locations inside and outside the city for instructional and other everyday duties as necessary for the operation of the fire department. If approved, the new vehicle would be utilized as the command vehicle for the on-duty Battalion Chief, and the department will rotate the 2008 Ford F-250 into the support role. The 1997 F-150 pick-up truck will be surplused or transferred to another city department for their use. The use of the 2008 Ford F-250, with its crew cab design and four-wheel-drive transmission, as a support vehicle replacing the Ford F-150, will increase the fire department's capability to transport personnel to locations inside and outside the city for instructional courses and everyday tasks, as well as serving in many different capacities such as personnel, tools, and equipment transport, along with increasing the departments payload and towing capacity. Research conducted utilizing the NADA, Kelley Blue Book and E-Bay Motors indicate that the 1997 Ford F-150 pick-up truck has a value of between $1,310 in fair and $1,985 in excellent condition. The condition of the vehicle would be rated in fair condition at best. Fair condition can be described as mechanical and cosmetic damage, in reasonable running condition, body paint, and interior needs work performed by a professional, tires need replaced, and some rust damage. PROPOSED ACTION: To ensure the fire department has the ability to respond to various types of tasks and emergency incidents in an expeditious manner, reliable, multi-functional, operationally capable vehicles are necessary. The fire department administrators are proposing the purchase of a large SUV type vehicle, with four-wheel-drive capability. This type of vehicle is necessary to eliminate an operational vulnerability that was realized during the snow event in 2011 and the recent plane crash in November, 2013. Certain environmental conditions or areas isolated because of terrain make it impossible for the current ambulance fleet to reach a patient's location and/or to transport that patient to an appropriate medical facility. The proposed vehicle will allow fire department paramedics to reach patients during severe weather events or when the terrain prohibits ambulance travel, and then transport those patients to a waiting ambulance, or to the hospital when necessary. Staff has decided not to consider purchasing a compressed natural gas-fueled vehicle due to the vehicle's critical operational role and the need for maximum cargo space. STATE BID: The State of Oklahoma Bid for large SUV type vehicles was recently awarded to Hudiburg Chevrolet of Midwest City, Oklahoma. The award was for a Chevrolet Suburban, model code CC 15906. Staff received a formal price quote from the Hudiburg fleet manager for a Suburban that is adequately equipped to perform functionally and operationally in various emergency and non-emergency situations for the fire department, at a price of $40,823. FUNDING: The Fire Department Capital budget includes $51,000 for the replacement of the Ford F-150 pick- up truck, with a new SUV to include equipment required for the vehicle's fire department functions and inter-department rotation of the Ford F-250 crew cab truck. Utilizing the State of Oklahoma competitive bid contract for the current year, staff is proposing the purchase of a new Chevrolet Suburban for use by the Fire Department as an incident command vehicle. RECOMMENDATION: Staff recommends approval and authorization for payment for the fire department to purchase a current model year Chevrolet Suburban from Hudiburg Chevrolet of Midwest City, Oklahoma in the amount of $40,823. Ford F-150, Model Year 1997 Ford F-250,2008 Crew Cab nTify Wit out Limih. TO: The Honorable Mayor and City Council City of Owasso FROM: Warren Lehr City Manager SUBJECT: Financial Disclosure Policy DATE: April 11, 2014 BACKGROUND: For several months, the City Council has discussed the development of a financial disclosure policy for city employees. Councilor Brown submitted the attached proposed policy and requested its conclusion in the agenda packet for the Tuesday, April 15, 2014 City Council meeting. ATTACHMENT: Proposed Financial Disclosure Policy OWASSO CITY COUNCIL, OWASSO PUBLIC WORKS AUTHORITY, AND OWASSO PUBLIC GOLF AUTHORITY FINANCIAL DISCLOSURE POLICY Section 1 - Declaration of Policy 1. The proper operation of government requires that public officials and employees be independent, impartial and responsible to the people; that government decisions and policy be made in the proper channels of the governmental structure; government employment not be used for personal gain; and that the public have confidence in the integrity of its government. In recognition of these goals there is hereby established a procedure for disclosure by certain city employees of private financial or other interests in matters affecting the city, which shall be in addition to the existing Conflict of Interest Form,. Section 2 - Disclosure and Potential Conflicts of Interest 1. All employees of a political subdivision in the State of Oklahoma are bound by Title 51, Chapter 6, Section 302, and by Title 11, Chapter 8, Section 113 of the Oklahoma Statutes regarding proper conduct, as well as all other state laws governing conduct. II. Any employee of the City of Owasso with recommending authority relating to a project or purchase who has a "substantial or private interest" with any entity doing business with the city or that has a matter pending with the city related to such recommending authority, shall disclose such interest(s) to the City Manager. In situations where the City Manager has such "substantial or private interest", the disclosure of such interest(s) shall be made to each member of the City Council. Disclosures by all employees may be verbal or written. Section 3 - Substantial or Private Interest 1. Substantial or private interest shall include: a. An entity in which employee or employee's spouse has an investment of $20,000 or more (excluding checking accounts, savings accounts, certificates of deposit, stocks, bonds, mutual funds, or retirement accounts); b. An entity in which employee or employee's spouse has an annual lease obligation of $5,000 or more pertaining to a business in which said employee or spouse have a proprietary interest; c. An entity which employee or employee's spouse have debt of $10,000 or more (excluding common mortgages, vehicle loans, and credit cards); d. An entity which has forgiven $2,000 or more of employee or employee's spouse debt; e. An entity which employee or employee's spouse is past due $5,000 or more in payments for any obligation; f. An entity from which employee or employee's spouse receives annual income of $5,000 or more. g. An entity that owes employee or employee's spouse $5,000 or more; h. An entity that has given employee or employee's spouse a gift that with a fair market value of $500 or more, including payment of any expenses to a third party on behalf of employee or employee's spouse; excluding gifts from a relative. II. Disclosure of a specific "substantial or private interest" shall not be required if such disclosure would violate the laws of the State of Oklahoma or the laws of the United States of America. Doug Bonebrake Mayor, City of Owasso ATTEST: ADOPTED by the City Council of the City of Owasso on the .2014. day of Sherry Bishop City Clerk/Authority Secretary