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HomeMy WebLinkAbout1993.02.02_City Council MinutesOWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, February 2, 1993 The Owasso City Council met in regular session on Tuesday, February 2, 1993 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p. m. on Friday, January 29, 1993. ITEM 1: CALL TO ORDER Mayor Marlar called the meeting to order at 7:00 p.m. ITEM 2: FLAG SALUTE The flag salute was led by Allen Ronnow, a member of Boy Scout Troop #857. Ronnow and other members of the Troop attended the Council meeting as a part of the requirements for their Community Citizenship badge. ITEM 3: ROLL CALL PRESENT Patricia Marlar, Mayor Jason Gittelman, Vice Mayor John Phillips, Councilmember Bob Randolph, Councilmember Jim Smalley, Councilmember A quorum was declared present. ABSENT STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk ITEM 4: REQUEST APPROVAL OF THE MINUTES OF JANUARY 19. 1993 REGULAR MEETING John Phillips moved, seconded by Jason Gittleman, to approve the minutes, by reference made a part hereto. AYE: Phillips, Gittelman, Randolph, Smalley, Marlar NAY: None Motion carried 5-0. Owasso City Council February 2, 1993 ITEM 5: REQUEST APPROVAL OF THE CLAIMS Bob Randolph moved, seconded by Jim Smalley, to approve the following claims as submitted: (1) General Fund $31,308.74, (2) Workers' Compensation Self-Insurance Plan $5,128.04, (3) Ambulance Service Fund $140.46, (4) City Garage $138,491.42, (5) General Fund Payroll $82,325.75, (6) City Gazage Payroll $3,407.61. AYE: Randolph, Smalley, Phillips, Gittelman, Mazlaz NAY: None Motion carried 5-0. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #456, AN ORDINANCE ADOPTING REZONING CASE NO OZ-92, RELATING TO A SITE APPROXIMATELY 1.9 ACRES IN SIZE AND GENERALLY LOCATED ON THE NORTH SIDE OF 86TH STREET BETWEEN 123RD E AVENUE AND 129TH E AVE. Staff report was presented by Mr Rooney. The subject tract is currently undeveloped and is zoned AG. It is abutted on the east by undeveloped OL-zoned property, on the south by 86th Street N, and on the north and west by a drainage channel and Lakeridge Addition zoned RS-3. The applicant, Robert Long, is requesting the rezoning to allow for the development of an insurance office and possible expansion to include a travel agency at a later time. The staff report and recommendation were presented to the Planning Commission on January 21, 1993, at which time the Planning Commission unanimously recommended approval of the rezoning request, with the incorporation of a 35 foot wide buffer azea zoned AG being maintained along the property line shared by the subject site and the residential development to the north (along the drainage azea). Following discussion, Bob Randolph moved to approve the rezoning request as recommended by the Planning Commission. Motion was seconded by Jason Gittelman. AYE: Randolph, Gittelman, Phillips, Smalley, Mazlaz NAY: None Motion carried 5-0. 2 Owasso City Council February 2, 1993 ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE WITHDRAWAL OF ANNEXATION PETITION SUBMITTED IN MAY OF 1988 BY MR & MRS ELDEN BIRKS. Mr Rooney presented this item and stated that the City of Owasso attempted to take action on an annexation petition from Mr & Mrs Elden Birks during the period May through August of 1988. A search of the Council minutes from that period revealed that the item was tabled by the City Council, with no further formal action been taken. Staff has been in touch with Mr & Mrs Birks and learned that they are no longer interested in pursuing annexation. They have requested that their annexation petition be withdrawn. John Phillips moved that the request from Mr & Mrs Birks to withdraw the annexation petition submitted in May 1988 be approved and that the letter received from Mr & Mrs Birks requesting same be attached to these minutes and made a part thereof. Motion was seconded by Jason Gittelman. AYE: Randolph, Gittelman, Phillips, Smalley, Marlar NAY: None Motion carried 5-0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO AN AGREEMENT BETWEEN THE CITY OF OWASSO AND THE AMERICAN RED CROSS, TULSA DIVISION. PROVIDING FORA "LEARN TO SWIM" PROGRAM DURING THE 1993 OWASSO POOL SWIMMING SEASON Mr Compton presented this item. Each year the City is asked by the American Red Cross to sign a Letter of Agreement covering their Owasso Learn to Swim program. This agreement addresses the Program Objectives, Responsibilities of the American Red Cross, Responsibilities of the Owasso City Pool, and indicates the effective dates. Staff recommended Council approval of the Agreement. Mr Randolph asked about the condition of the pool. Mr Compton stated that a memorandum would be forthcoming with recommendations regarding the pool's mechanical system. Mr Ray stated that staff is looking into the possibility of privitizing the management of the pool. Jason Gittelman moved that the Letter of Agreement with the American Red Cross covering the Learn to Swim program be approved and the Mayor be authorized to execute the document on behalf of the City. Motion was seconded by John Phillips. AYE: Gittelman, Phillips, Randolph, Smalley, Marlar NAY: None Motion carried 5-0. 3 Owasso City Council February 2, 1993 ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A CONTRACT BETWEEN THE CITY OF OWASSO AND THE OKLAHOMA DEPARTMENT OF COMMERCE PROVIDING FOR A GRANT OF $151 203 FOR INFRASTRUCTURE IMPROVEMENTS RELATING TO THE MAX BUCHANAN RELOCATION PROJECT. Staff report was presented by Mr Compton. In December the Council authorized the Mayor to execute and return to ODOC a photocopy of a notification letter indicating acceptance of a CDBG-EDF grant offered by the Department of Commerce. It was indicated at that time that a contract would be forthcoming, and that $151,203 had been reserved to construct infrastructure improvements in the azea of the Max Buchanan site. The contract and related documents have been received by staff and reviewed. It was noted that ODOT will provide a $40,000 grant for surfacing the access road, with Tulsa County providing equipment and labor needed to lay the road surface at a minimum of $28,756. The final contract has been amended to show the Department of Transportation and Tulsa County as Other Sources of Funds instead of the Depaztment of Transportation solely. Jim Smalley moved, seconded by John Phillips, to approve the contract between the City of Owasso and the Oklahoma Department of Commerce and to authorize the Mayor to execute the documents. AYE: Smalley, Phillips, Randolph, Gittelman, Mazlaz NAY: None Motion carried 5-0. ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST BY THE CITY ATTORNEY THAT HE BE AUTHORIZED TO EXECUTE AND FILE A DISCLAIMER OF INTEREST IN THE MATTER OF LORA MAXINE SHAY. ET AL V. CITY OF OWASSO, ET AL, CASE #JC 93-40. Mr Cates stated that the developers of Pleasant View Addition, located just east of Windsor Lake, have filed a petition requesting that the District Court vacate aright-of--way easement located within the Addition. A stub street within Pleasant View has not been utilized as an access point into Windsor Lake, and the right-of--way is unnecessary. Therefore, the Pleasant View developers are petitioning for its abandonment. The right-of--way involved is located outside the city limits; therefore, the City would have no involvement as a defendant in the case. Mr Cates requested authorization to file a "Disclaimer of Interest" to remove the City from the action. Bob Randolph moved to authorize the City Attorney to file a "Disclaimer of Interest" in the matter of Lora Maxine Shay, et al v. City of Owasso, et al. Motion was seconded by John Phillips. 4 Owasso City Council AYE: Randolph, Phillips, Smalley, Gittelman, Marlar NAY: None Motion carried 5-0. February 2, 1993 ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A CONTRACT BETWEEN THE OWASSO GOLDEN AGERS AND THE CITY OF OWASSO FOR THE PURPOSE OF MAINTAII~TING A SENIOR CITIZENS VAN DRIVERS PROGRAM Staff report was given by Mr McElrath. He stated that the Owasso Golden Agers own a Senior Citizens Van which was obtained through a grant from the State of Oklahoma Special Unit on Aging. Since the Senior Nutrition Program was started, ridership of this van, as well as the Community Center van, has increased approximately 50 % This increase has made it difficult to ensure an adequate number of volunteer drivers each week. OGA has applied for and received an increase of $6500.00 in the funding that it receives from the Metropolitan Tulsa Transit Authority for operation of the Senior Citizens Van. This amount is great enough to cover the cost of paying for apart-time driver or drivers. The request before the Council was for the approval of a contract between the Owasso Golden Agers and the City of Owasso allowing the City to administer the wage related costs and providing for reimbursement to the City from OGA. Bob Randolph moved to approve the contract between the Owasso Golden Agers and the City of Owasso and to authorize the Mayor to execute the document. Motion was seconded by Jason Gittelman. AYE: Randolph, Gittelman, Phillips, Smalley, Marlar NAY: None Motion carried 5-0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN AMENDMENT TO THE FY92-93 GENERAL FUND BUDGET Mr McElrath present this request. In order for the Agreement between the City of Owasso and the Owasso Golden Agers to become operative, it is necessary for the Community Center budget for FY92-93 to be revised to include the income from the reimbursement to the City by OGA by an amount of $2032.00 as a supplemental appropriation to the Community Center/Senior Citizen budget. Staff also requested an amendment to the General Fund Budget Revenue 5 Owasso City Council February 2, 1993 projections, increasing revenue by $2052, which covers salaries and wages and related expenses, plus a one percent administrative cost. John Phillips moved to approve the amendment to the FY92-93 General Fund Budget. Motion was seconded by Jason Gittelman. AYE: Phillips, Gittelman, Randolph, Smalley, Marlar NAY: None Motion carried 5-0. ITEM 1 CONSIDERATION AND APPROPRIATE ACTION RELATIN TO A REQUEST FOR COUNCIL ADOPTION OF A CARRY-OVER BUDGET POLICY Mr Ray brought a request before the Council to allow the budget process to include carry-over funds effective with the next fiscal year budget. He stated that each request to carry over funds would be reviewed with justification required. It is felt that acarry-over policy would promote some increased efficiencies and allow departments some latitude in long-range planning by being able to save for a future, large expenditure. Following discussion, John Phillips moved to approve the request for Council to adopt acarry-over budget policy. Motion was seconded by Jim Smalley. AYE: Phillips, Smalley, Gittelman, Marlar NAY: Randolph Motion carried 4-1. ITEM 14: CONSIDERATION AND APPROPRIATE ACTION RELATIN TO AN AGREEMENT FOR THE USE OF POLE LINE FACILITIES BETWEEN PUBLIC SERVICE OF OKLAHOMA AND THE CITY OF OWASSO This item was presented by Mr Ray. Staff has developed a new school zone warning system with flashing warning lights for the 76th Street North and Birch Street intersection in response to continuing problems in that area. PSO has been asked to allow the use of their power poles for carrying wire to the lights, and has agreed to the use provided a written agreement between the City and PSO is executed. The proposed agreement provides for a power line to be attached to six poles at a total cost of sixty dollars per year. PSO will install the line on the poles. If the agreement is approved, Council must take action to approve an agreement each year the poles are used. 6 Owasso City Council February 2, 1993 Jason Gittelman moved to approve the agreement allowing for the use of PSO poles for the purpose of carrying electrical wire used in the operation of school zone safety lights, and to authorize the Mayor to execute the document. Motion was seconded by John Phillips. AYE: Gittelman, Phillips, Randolph, Smalley, Marlar NAY: None Motion carried 5-0. ITEM 15: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A PRESENTATION AND DISCUSSION OF THE STAFF RESPONSE TO THE AUDITOR'S "ADVISORY COMMENTS MEMORANDUM". Staff report was presented by Ms Bishop. As a part of the annual audit, the auditors are to advise the city of their findings and recommendations relative to the financial and accounting procedures and controls. The "Advisory Comments Memorandum" is the summary of their comments and suggestions. Response to those comments was provided in a memorandum to the City Council. Mr Randolph had questions concerning some of the comments in that memorandum, more specifically: (1) Interest Earnings on City Resources. Auditors recommendation was that the City invest in accounts which pay higher interest rates and develop a method whereby cash not needed over the short term be placed in investments which yield higher returns. Staff responded that all non-interest bearing accounts when practical will be converted to interest-bearing as soon as possible. Staff is currently developing procedures to facilitate daily monitoring of operating account bank balances to determine when longer term investments can be made. Staff will also investigate investment counseling within the next 45 days. (2) Allowance for Doubtful Accounts. Auditors recommended that the City review all accounts included in the 90 days and greater aging and develop a policy for collection. Staff responded that there is currently no written policy to determine the allowance for accounts receivable. This will be researched and a written policy outlining the proper method before the end of the next fiscal year. Staff will also provide Council with a listing of aged accounts. (3) Year-end Accruals. Auditors commented that the City did not accrue all purchases that were incurred at June 30, 1992. The result was that the expenditures and liabilities were understated at June 30, 1992. They recommended that invoices received subsequent to year end be reviewed to determine if the expenditure should be accrued, and acut-off period determined for reviewing the invoices. Staff will review the year-end accrual process and establish a policy to encumber and pay invoices in the correct fiscal year. (4) Accounting Procedures. Auditors commented that the City does not have formal written policies for the accounting and accounting-related procedures and recommended written procedures and policies. Staff has begun working on such procedures and policies and will have a rough draft for the Council's perusal at the first Council meeting in September. 7 Owasso City Council ITEM 16: REPORT FROM CITY MANAGER February 2, 1993 Mr Ray stated that he had attended City Council meetings in several cities over the past few months, and that he wanted to thank the Mayor & Council for the manner in which our meetings are conducted, as well as the manner in which staff is treated. ITEM 17: REPORT FROM CITY ATTORNEY No Report ITEM 18: UNFINISHED BUSINESS None ITEM 14: NEW BUSINESS None ITEM 15: ADJOURNMENT Jason Gittelman moved, seconded by John Phillips to adjourn. AYE: Gittelman, Phillips, ,Randolph, Smalley, Marlar NAY: None Meeting was adjourned at 8:18 p.m. ____ _. _ l , ~ ~ ~~.~ tricia K Marl ;Mayor Marci Boutwell, City Clerk 8 i , ~°, ~~`~~ 0. ,~ i8 0 8~~, &kk ~t~aBQ ~~~~~ Z~~ ~~ ~ Q~ 1~~'~ `~ JP~ P55° ~~~~ f, ~F ~~~ ~ ~ ~~ ~~ ~ ~ ~ ~~~ ~~~ a..~ ~ ~~ ~~ ,~~~ ~~~ ~ ~~ ~ ~ ~