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HomeMy WebLinkAbout2015.09.08_Worksession AgendaPUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL, OPWA & OPGA Council Chambers, Old Central Building 109 N Birch, Owasso, OK 74055 Regular Meeting Tuesday, September 8, 2015 - 6:00 pm 1. Call to Order Mayor Moberly 2. Discussion relating to the Capital Improvement Plan (CIP) Project List Teresa Willson /Roger Stevens RECEIVED SEP 0 S 2015 City Clerk's Office 3. Discussion relating to an application for Surface Transportation Funds (E 96th St N & N 145th E Ave) Dwayne Henderson 4. Discussion relating to Community Development items Bronce Stephenson A. Pelivan Contract renewal B. Annexations — OA 15 -05, OA 15 -06, OA 15 -07 5. Discussion relating to the purchase of the radio system upgrade Larry White 6. Discussion relating to Finance items Linda Jones A. Carryover Budget FY15 to FYI B. Financing Police vehicle purchases 7. Discussion relating to the request for an opinion from the Oklahoma Attorney General regarding the Interlocal Cooperative Jail Financing Agreement (Tulsa County Criminal Justice Authority) Julie Lombardi 8. Discussion relating to the annual Mayoral election process 9. Discussion relating to City Manager items • Tulsa's Future III • Election date changes • Monthly Sales Tax Report • City Manager Report 10. City Council /Trustee comments and inquiries 11. Adjournment Notice of Public Meeting filed in the office of the City Clerk and the Agenda posted at City Hall bulletin board at 5:00 pm on Thursday, September 3, 2015. Sherry Bishop, rfy Clerk tl 0—Th-oc!X Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Teresa Willson Information Technology Director SUBJECT: Capital Improvements Project Determination DATE: September 4, 2015 BACKGROUND Adopted by the City Council in September 2003, Resolution 2003 -14 establishes the procedure for amending the list of capital improvement projects eligible to receive funding from the Capital Improvements Fund, also known as the permanent third -penny sales tax. This procedure includes a recommendation from the Owasso Capital Improvement Committee, followed by a public hearing before the Council may adopt a resolution amending the project listing. A Capital Improvements Committee public meeting is scheduled on September 10, 2015, to consider a proposed amendment to the list of projects proposed to be funded by the third - penny sales tax. The City Council will conduct a public hearing to receive and consider citizen input relevant to the recommendation made by the Capital Improvements Committee. Notice of the public hearing must be made no less than five days prior to the public hearing. At the conclusion of the public hearing, the City Council must continue the matter for at least two weeks before taking action to amend the listing of projects. Any action taken by the City Council to amend the current list of projects must be made by adopting a resolution. CURRENT PROJECT PRIORITIES: Adopted May 5, 2015, Resolution 2015 -09 designated the following list of projects as eligible for funding from the Capital Improvements Fund: • East 86th Street North Widening Project (Main to Memorial) • East 1061h Street North and North Garnett Road Intersection Improvements • East and West Service Roads between E. 661h Street North and E. 126th Street North • East 76th Street North Widening Project from Hwy 169 to N. 129th East Avenue • Sports park • Vehicle Maintenance Facility • Main Police Station /City Hall • East 96th Street North & North 129th East Avenue Infrastructure Improvements • Annual Street Rehabilitation Program • Garnett Road Widening Project from E. 961h Street North to E. 106th Street North • Elm Creek Park Improvements • Transportation Master Plan • East 116 Street North and North 129 East Avenue Intersection Improvements • Intersection Traffic Signal Improvements Highway 20 and North 140 East Avenue • Replacement Fire Engine • Radio System Upgrade STREET AND INTERSECTION IMPROVEMENTS: The recently adopted Transportation Master Plan contains the recommendation of several street and intersection improvements. In keeping with these recommendations, the Public Works Department is presenting three projects for consideration. (See attachment.) The proposed projects are: • Garnett Road Widening (E 106 St N to E 116 St N) • E 106 St N and N 145 E Ave Intersection Improvements • E 96 St N and N 145 E Ave Intersection Improvements CAPITAL IMPROVEMENTS COMMITTEE RECOMMENDATION: The proposed projects were presented to the Capital Improvement Committee at the August 25, 2015 meeting. Staff will request a recommendation that the projects be added to the project list for capital improvement funding at next scheduled meeting, September 10, 2015. PUBLIC HEARING: In accordance with the procedure for amending the capital improvement projects list, the City Council must conduct a public hearing in order to receive and consider citizen input relevant to the recommendation made by the Capital Improvements Committee. Notice of the public hearing must be made no less than five days prior to the public hearing. The public hearing will be conducted on September 15, 2015, ATTACHMENT: Memo - Capital Improvements Program - Project Introduction T ul Limits. TO: Honorable Mayor and City Council City of Owasso From: Roger Stevens Public Works Director Subject: Capital Improvements Program - Project Introduction Date: September 4, 2015 PROJECT DESCRIPTION: Garnett Road Widening f 106th St N to E 116 St Nl - The 2 -lane primary roadway is a heavily trafficked area that conveys residential and commercial traffic, as well as commuter traffic to and from Owasso. This roadway accommodates a large percentage of local traffic and is significant in the distribution of traffic to and from Collinsville and to commercial areas in Owasso. Currently, this particular segment of Garnett Road has approximately 9,700 vehicles per day traveling to and from Owasso. Funding for the improvements would be through the Capital Improvements Fund. Lastly, the Transportation Master Plan recommends this roadway be improved by FY 2020. East 106th and N 145th E Ave Intersection Improvements - The 2 -lane non - urbanized intersection with a 4 -way stop is a heavily trafficked area that conveys residential and commercial traffic as well as commuter traffic to and from Owasso. Currently, this intersection has approximately 8,836 vehicles per day traveling east /westbound and 3,940 vehicles per day traveling north /southbound. Funding for the improvements would be through the Capital Improvements Fund. Last of all, the Transportation Master Plan recommends this roadway be improved by FY 2020. East 961h and N 145th E Ave Intersection Improvements - The 2 -lane non - urbanized intersection with a 4 -way stop is a heavily trafficked area that conveys residential and commercial traffic as well as commuter traffic to and from Owasso. Currently, this intersection has approximately 7,345 vehicles per day traveling east /westbound and 4,590 vehicles per day traveling north /southbound. Funding for the project would be through the ODOT Surface Transportation Master Plan which provides federal funds in the amount of 80% for the construction cost and requires a 20% local match. In addition, Rogers County is possibly interested in joint partnership in order to share cost relating to the planning and construction phase. Staff anticipates Rogers County providing a decision by September 2015. In conclusion, the Transportation Master Plan recommends this intersection be improved by FY 2020, ATTACHMENT: Site Map GT•7: a��o� - 1 �� x11111 E: 1111 ■11111 ►pp�11111■ j" f111 %A�1111�� ME C - i�1111 X111 p p �� � �1 � %IIIIIIIII.11. IIIII�I'� ".11111111111111 Bill oil 1111111111111 GERMAN m1111111111111 i a C mill 1111 X1111 ��� 1111111111111111 i� � �1111111111�1111 ��1 0 - RK CITY OF OWASSO P.O. 180 Owasso, OK 74055 918.272A959 www.ciiyofowasso.com Gam- NETTREAL IA/TIPR(D V E A/1 —E 1NTS' F ROTA E 106th S'ICRERT N t0 E 116th STREET ITT LOCATION M_at illk, ME N W E S �/Ot/2015 CITY OF OWASSO ..0.180 Owasso, OK 74055 918.272.4959 www.cirvofowasso.com I TE RSECr _:- N LOCATION M _? (AN`4• R/ W E S N % 2a,s a 5 i gh 3 CITY OF OWASSO P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso.com E 96th- STREET N NN �1j 41.5 L� HI �El j�AVI�V7E I [�T •SRShc•/CJi RO LOCATION MAP Wn,/:015 E — LA The City Wit out Limits. TO: The Honorable Mayor and Council City Of Owasso From: H. Dwayne Henderson, P.E. City Engineer Subject: Application for STP Funds 961h Street North /1451h East Avenue Intersection Widening Date: September 4, 2015 BACKGROUND: The intersection at 961h Street North /145th East Avenue is owned and maintained by Tulsa County with 961h Street N east of the intersection being owned and maintained by Rogers County. It is currently one of the most heavily traveled, unimproved intersections in the Owasso area. Traffic counts in this area are tabulated below along with the projected counts for 2016 from a 2006 Traffic Analysis. Location Daily Traffic Daily Traffic Daily Traffic Daily Traffic Volume Volume Volume Volume (Projected (Vehicles per (Vehicles per (Vehicles per 2016 ADT) day 2015 ADT) day 2012 ADT) day 2006 ADT) 145th East Avenue, south of 96th Street 6,392 6,757 5,543 3,400 North 145th East Avenue, north of 96th Street 4,512 —* 4,058 2,400 North 96th Street North, east of 145th East 8,460 5,764 4,891 4,500 Avenue 96th Street North, west of 145th East 10,904 8,925 7,530 5,800 Avenue *Traffic counter tube malfunction, recount scheduled 2015 data shows an 18 % -22% increase in traffic from 2012 for three of the four legs of the intersection. One counter's tube malfunctioned on 1451h East Avenue north of 961h Street. Assuming an 18% increase on this leg as well, the traffic count would have yielded approximately 4,788. This would mean that both legs of 145th East Avenue have already exceeded what was projected in 2016 by a 2006 Traffic Analysis. In 2006, it was projected that the intersection would be a level -of- service "F" by 2016 based on the projected traffic flows and that the 4 -way stop control would have to be abandoned long before that time. The 4 -way stop is still the control for the intersection and it is estimated that both legs of 1451h East Avenue have already exceeded the 2016 projected traffic flows. For perspective, a level -of- service "C" is a good operation for an intersection and it is normally considered acceptable in urban areas to have a level -of- service "D" during peak periods, but not below at a level -of- service "E" or "F ". The 2006 Traffic Analysis stated that the intersection capacity would need to increase within three years. The improvements should be planned to handle the projected future 10 -year traffic growth of the area so that additional improvements are not required within a few short years. While the traffic counts have not reached the 10 -year projections on the 961h Street North legs, the traffic counts on the 1451h East Avenue legs already have exceeded the 10 -year growth projections. Furthermore, the current traffic counts have surpassed the projections three years sooner than anticipated, putting it well behind schedule for needed improvements. STP FUNDS: A conceptual plan and preliminary design report have been prepared by Owasso staff and will be submitted to INCOG for FY 2019 Surface Transportation Program (STP) funds. These funds are made available on an annual basis by the Federal Highway Administration (FHWA), through the Oklahoma Department of Transportation (ODOT), for the implementation of eligible transportation improvements in the Tulsa Urbanized Area. INCOG administers the grant funding and has established a selection process for the distribution of STP funds. Priority funding is given to projects that meet federal regulations and help advance the Regional Transportation Plan through safety improvements and to projects that reduce traffic congestion. Proposed projects are evaluated for eligibility and priority based on a 100 - point rating system. On August 1, 2015, INCOG solicited for STP funding applications with a submittal deadline of October 16, 2015. PROPOSED RESOLUTION FOR CONSTRUCTION PHASE: Similar to the process utilized in obtaining federal funding assistance for the E 106th St North and North 129th East Ave Intersection Improvements, a resolution is necessary in order to complete the application process. The 2015 application will request federal funding assistance for the construction of the roadway improvements. If this project is selected in December 2015, the funding for construction will be targeted in FY 2019 or sooner, depending on funding availability. CONCEPTUAL DESIGN SUMMARY: Both 96th Street North and 145th East Avenue are considered secondary arterials in Owasso. The intersection is a heavily used roadway that conveys residential, commercial and school traffic in the area, as well as commuter traffic to and from Owasso. The intersection is within one mile of Northeast Elementary to the north and Pamela Hodson Elementary to the south. It is also just a mile east of Owasso's heaviest commercial shopping activity, one of the busiest in suburban Tulsa. The intersection is one mile east of the most used access from and to US Highway 169 in Owasso and 2 miles south of State Highway 20. The proposed lane configuration is a 6 -lane roadway section including 2 -lanes in each direction with left and right turn lanes to expedite turning movements. Also included are sidewalks on each side of the intersection. Based on the conceptual design, the anticipated cost for construction of the proposed roadway improvements is $2,604,000. Construction administration (testing, inspection and administration of pay applications) is equal to 8% of the construction fee. Staff agrees that paying for Phase I (engineering design, right -of -way and utility relocations) locally and requesting ODOT funding to contribute to Phase II (construction) allows us the best chance of obtaining funding. This has been a successful formula for the last four years. ODOT funding for this project would be through the Surface Transportation Program, which would fund 80% of eligible construction costs, including administration during construction, while the local government funds 20 %. Based upon this information, the following is an estimate of the cost distribution: Project Segment Estimate ($ x1000) ODOT Portion ($ x1000) City of Owasso Portion $ x1000 Construction $2.604 $2.083 $0.521 Const. Administration $0.208 $0.166 $0.042 Utility Relocation $0.600 $0.000 $0.600 Right -of -way $0.766 $0.000 $0.766 Engineering $0.208 $0.000 $0.208 Total Project Cost $4.386 $2.249 $2.137 PROPOSED ACTION: Staff intends to present this item for discussion at the September 8, 2015 Council Work Session with intent to have an item on the September 15, 2015 City Council agenda approving a resolution requesting ODOT to consider the construction phase of the 961h Street North /1451h East Avenue Intersection Widening Project as a candidate for federal funding assistance through the Surface Transportation Program. ATTACHMENT: Location Map Wi 6 5 S CITY OFOWASSO 'j (� �. ��'± r7 7�.,T P.O. 180 —'� 1\ Owasso, 74055 t� N 14}3 `1`111 ]E 918 72.2. 4959 • 0/ www.citycfowasso.com i1®7r9'E R'S ECT f0INT LOCATION NLA P 08/31/2015 T ut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Bronce L. Stephenson Director of Community Development SUBJECT: Pelivan Transit Agreement Renewal DATE: September 4, 2015 BACKGROUND Pelivan Transit is a demand - response transportation service operated by the Grand Gateway Economic Development Association. Pelivan Transit is a non - profit organization, operating primarily on funding from government and corporate entities, including federal and state grants. Pelivan Transit focuses on providing transportation to individuals who do not consistently have a private means of transportation. Now in its seventh year of operation in Owasso, the program appears to have developed a stable and growing customer base. Demand and ridership has increased each year since the program inception. Pelivan Transit began its Owasso operations in December 2007, following City Council action to approve a one -year agreement for transportation services between the City of Owasso and Grand Gateway in the amount of $41,975. Following a surge in the price of fuel, the city's contribution increased in the second year of operation to $49,393. The city's contribution remained the same for the third and fourth year of operation as Grand Gateway continued to receive additional state and federal grant funding. The FY 2013 request was $49,393 and the FY 2014 and FY 2015 requests were $51,000. For the FY 2016 Grant year, Pelivan is again requesting $51,000 from the City of Owasso to cover the local match, 18% of the total operating budget for Pelivan. These funds were included in the City's annual budget. Attached is a contact and information sheet for Owasso's Pelivan Services RECOMMENDATION: Staff recommends approval of the Purchase of Service Agreement between the City of Owasso and Grand Gateway Economic Development Association (Pelivan Transit) in the amount of $51,000 for transportation services. ATTACHMENT: Pelivan Purchase of Service Agreement G{ (918) 783 -5793 ateway Fax: (918) 783 -5786 Economic Development Association Warren Lehr, City Manager City of Owasso P.O. Box 180 Owasso, OK. 74055 Dear Mr. Lehr: April 20, 2015 This is to notify you in writing that Grand Gateway E.D.A. /Pelivan Transit is requesting budget funding for FY -2016 for demand response public transportation for the City of Owasso. Attached is a detailed FY -2016 budget report for your review. Listed below is the ridership data for the City of Owasso for the Monday through Friday demand - response transportation services: Demand Response FY -08 FY -09 FY -10 FY -11 FY -12 FY -13 FY -14 Passenger Trips 4897 8317 7834 8991 10,010 12,363 10,247 Elderly Trips 1362 3568 4190 4797 4,827 4,679 5,616 Disabled Trips 1963 1508 3397 3562 4,221 5,019 5,248 We are requesting $51,000 for required local match funding for the support of Capital, Administration and Operational costs of a three (3) vehicle operation for the City of Owasso for FY -2016. The total budget for FY -2016 will be $280,092 and the requested local match from the City of Owasso is 18% of this amount. We have secured $229,092 through federal, state and other local grants for this valuable service. Pelivan Transit is committed to the City of Owasso's proactive involvement in the CNG fueling infrastructure and we will operate with a dedicated CNG fleet during 2016. We were able to coordinate a CMAQ grant through INCOG's Tulsa Clean Cities Coalition and local matched the CNG portion from an Apache Corporation grant for a new MV =I ADA equipped mini -van expected delivery this Spring 2015 for the Owasso operation. The fuel savings has afforded us the ability to keep the local match request to the City of Owasso stable without an increase for FY -2016. We have not requested any local match for vehicle procurement since the inception of this service to Owasso began. Our only concern is the growing demand and popularity of this successful program for the citizens of Owasso. It would be easy to operate a four vehicle service and extend hours daily and offer weekend transit services as well. If the City of Owasso decides to expand these services then let us know and we will prepare a budget estimate for additional services for future planning needs. n c �_V- c +--s . D r) T1rn:nor R o Rin rnhir»_ nK 74.932 Pelivan/Owasso LOR Page 2 4/20/15 I am available to clarify any budget information and can certainly attend any meetings, if needed. If the requested amount is granted, then please execute the enclosed copies of the Purchase of Service Agreement and return to us for Ed's signature. We will return a completed contract for your files. If there are any changes, then please contact me for the adjustments accordingly. It is a pleasure to serve the Owasso area residents in their transportation needs. Sincerely, Debra McGlasson, Pelivan Transit Director (918) 783 -5793 rand Gateway F= (9 18) 783 -5786 Economic Development Association Purchase of Service Agreement This letter establishes an Agreement made and entered into on the day of , 2015, between The City of Owasso and Grand Gateway Economic Development Association /PELIVAN TRANSIT regarding financial assistance to the Association for the operation of a demand - response Public Transportation System operated by Pelivan Transit for FY -2016. Whereas, the City of Owasso and area business leaders have identified certain community needs and set certain goals for the economic development of the community. Whereas, there is a need to implement programs for the City of Owasso to meet a need to provide services to attract and serve the elderly and retirees in order to become a more desirable retirement community, as well as providing a much needed service to all citizens of the community. Whereas, the Grand Gateway Economic Development Association is operating a Transportation Program established under the Oklahoma Department of Transportation Section 5311 Transportation Program which will provide public transportation for the citizens of Owasso and has requested the City to assist in financing this program. Whereas, the City of Owasso will provide $51,000 to the Association for Grand Gateway's service in providing public transportation to the citizens of Owasso, Oklahoma. Payments may be rendered in ten (10) monthly payments of $5,100 or a lump sum payment payable to Grand Gateway E.D.A. /Pelivan Transit, P. 0. Drawer B, Big Cabin, OK 74332. Grand Gateway /Pelivan Transit will provide ridership totals for the previous month based on actual ridership with each monthly billing. Whereas, Grand Gateway's Pelivan Transit will assign three (3) vehicles with drivers, and one (1) dispatcher for the City of Owasso for the transportation needs of the citizens of Owasso and the surrounding area commencing October 1, 2015 through September 30, 2016 (FY -2016) to operate the demand - response city /rural /variable distance routes from 8:00 a.m. to 4:00 p.m. Monday through Friday with the exception of Holiday's as listed below: New Year's Day Labor Day Martin Luther King, Jr. Day Veteran's Day Memorial Day Thanksgiving Day (Two days) Independence Day Christmas Day (Two days) Safety Training Day FEDERAL /STATE ASSISTANCE: The Pelivan Transit, CONTRACTOR and the City of Owasso are particularly advised that the execution and continuance of the AGREEMENT is contingent upon receipt of financial assistance from the Federal and State levels. This AGREEMENT will terminate if the Federal funding is discontinued. The State assumes no responsibility to fund this program if there is a failure of Federal Funding. CONTINUING LOCAL ASSISTANCE: This AGREEMENT is for the period indicated above and is subject to early renewal by the governing body of the City of Owasso. INSURANCE: Grand Gateway Economic Development Association, d /b /a Pelivan Transit, shall maintain liability insurance on all vehicles covered by this AGREEMENT with limits of liability in the amount of Five Million and no /100 dollars ($5,000,000.) for any number of claims arising out of a single occurrence or accident, and shall provide proof of coverage to the City of Owasso when requested. Whereas, the terms of this Letter of Agreement may be changed only through mutual agreement by both parties. Edward J. Crone, Exec.Director Grand Gateway E.D.A. P.O.Drawer B Big Cabin, OK. 74332 Notary: Signed before me this day of , 2015 Warren Lehr, City Manager City of Owasso P. 0. Box 180 Owasso, OK X4055 Notary: Signed before me this day of _ 2015 Debbie McGlasson, Pelivan Transit Director 918.244.1286 5311 Projects FY 2016 1 PELIVAN SUMMARY OF CITIES OWASSO Actual Less Fare Box Revenuel $39,056 NET TOTAL OPERATIONAL $193,366 Federal 1 50.000/6 $96,683 Local 1 50.00%1 $96,683 100% GRAND TOTAL $280,092 Fed. Share $80,000 Fares $39,056 Local Share $161,036 City Subsidy Fy -15 $51,000 City Subsidy FY -16 $51,000 St. Revolv 1 $27,728 DHS -Tanf Craig DHS -Tanf Delaware DHS -Tanf Mayes DHS -Tanf Ottawa DHS -Tanf Rogers INCOG - New Freedom $29,897 INCOG - JARC $52,411 Tribal GrantslSubsidy Donations /Other Grants Advertising TOTAL Local Match $161,036 %Total L.M. Met 100% Difference $0 Contract FY -15 $51,000 City Request FY -16 $51,000 City Funded FY -16 Cost per passenger FY -16 $27.40 Cost per mile FY -16 $4.60 n—Titdy! out Limits. TO: Owasso City Council FROM: Karl A. Fritschen Jurisdiction Chief Urban and Long Range Planner SUBJECT: Annexation (OA 15 -05) DATE: September 4, 2015 BACKGROUND: The City of Owasso is processing an application for review and approval of an annexation for a property located along the southern edge of the SKO Railroad spur just west of the Public Works facility. This particular property was deeded to the City from the Bailey Foundation for the purposes of constructing a segment of the Ranch Creek sanitary sewer interceptor. in the future, this land could also serve a dual use as a pedestrian trail alignment connecting into the Ranch Creek Trail. The annexation is one of several that will ensure that the Ranch Creek Trail (a Vision 2025 Project) is contiguous with the Owasso City Limits. The property will maintain Agriculture (AG) zoning upon annexation. SURROUNDING ZONING: Direction Zonin Use land Use Plan Jurisdiction North AG (Agriculture) Railroad Parks /Recreation Tulsa County South AG Flood Plain Parks /Recreation City of City of Owasso (Agriculture) N/A Streets (public or private) Owasso AG (Agriculture), IL (Light Railroad, East Industrial), and Sertoma Industrial /Regional City of CG Club, Light Employment /Commercial Owasso (Commercial Industrial General West Agriculture Flood Plain Parks /Recreation Tulsa County SUBJECT PROPERTY /PROJECT DATA: Property Size 10.43 acres Current Zoning AG Tulsa Count Proposed Use Utilities /Park and Recreation Lots /Blocks N/A Number of Reserve Areas N/A Within PUD? N/A Within Overlay` District? N/A Water Provider /District City of Owasso Applicable Pa backs N/A Streets (public or private) N/A ANALYSIS: The Bailey Foundation donated and subsequently deeded a long narrow strip of land just to the south and west of the existing SKO Railroad spur for the purpose of constructing the Ranch Creek sanitary sewer interceptor. This annexation is one of several (OA 15 -06, and OA 15 -07) that need to occur to ensure all of the properties that are part of two Vision 2020 projects (Ranch Creek Trail and Dog Park) are contiguous with the Owasso City Limits. Additionally, the subject property could also incorporate a future trail alignment and help form a loop connection to the Ranch Creek Trail, further augmenting the entire trail system. The property is currently zoned AG (Agriculture) in Tulsa County and the zoning upon annexation will remain the same. The property lies within the 100 -year flood plain limiting development to recreational type uses and utilities. COMPREHENSIVE PLAN CONSISTENCY: The GrOwasso 2030 Land Use Master Plan identifies the subject property and its surroundings as having a future land use of Parks and Recreation. The zoning of AG will be in conformance with the Land Use Master Plan and proposed future uses. ANNEXATION COMMITTEE: The Annexation Committee reviewed the request on August 26, 2015 and recommend approval to annex the subject property into the corporate limits of the City of Owasso. PLANNING COMMISSION The Owasso Planning Commission will review this item at its regular meeting on September 14, 2015, RECOMMENDATION: Staff plans to recommend approval of OA 15 -05, the request to annex the subject property into the corporate limits of the City of Owasso maintaining the current zoning of Agriculture (AG). ATTACHMENTS: Area Map Legal Description and Exhibit OA 15-05 1" = 752 ft Annexation 08/11/2015 This map represents a visual display of related geographic information. 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TUh¢Cnun1y.51N.NOtlIACma: Mln{ more gNwNOY tlessJAetl u Iql an: C FVENONG M THE SE CORNER OF I I I F SEA OF SEC i5. T91-N. FEDIi U6M: MIND I'SNS3'W Al ONG TI IF ME IIN L ED MID SE /4 A NOTMEEf OF IAIGM FEET 10 TIE FOW1 OI.1GRINII 111 L II OF f. WQID'Vl A M1 A." N 1.. FEED MEND: N FFVEN53'WA DISIANCLOF10410 FI IF IO TIIE SEDUTHEGLY RAILRM➢RIGHPO AY: 7 NEED N IOTDSSEETIOTNEPOIM U;1 IN Locati an Mop EXHIBIT {-1 O—T City Wit out Limits. TO: Owasso City Council FROM: Karl A. Fritschen Jurisdiction Chief Urban and Long Range Planner SUBJECT: Annexation (OA 15 -06) DATE: September 4, 2015 BACKGROUND: The City of Owasso is processing an application for review and approval of an annexation for property located north of 76th St. N. adjacent to Ranch Creek and to the west of the property associated with annexation case OA 15 -05. The annexation of this tract is important because it ensures that the property immediately to the west where the Ranch Creek Trail will be located (OA 15 -07) and one of the Vision 2025 projects (Ranch Creek Trail) will be contiguous with the Owasso City Limits. The property will maintain Agriculture (AG) zoning upon annexation. SURROUNDING ZONING: Direction Zoning Use Land Use Plan Jurisdiction North (Agriculture) Railroad Parks/ Recreation Tulsa County South A culture Floodplain Parks /Recreation Tulsa County East A riculture Floodplain Parks/ Recreation Tulsa County West A rirt dti ire l Floodplain Parks/ Recreation Tulsa County SUBJECT PROPERTY /PROJECT DATA: Property Size 11.44 acres Current Zoning AG Tulsa Count Proposed Use Park and Recreation Lots /Blocks N/A Number of Reserve Areas N/A Within PUD? N/A Within Overlay District? N/A Water Provider/District '> City of Owasso Applicable Pa backs_- " N/A Streets (public or private) N/A ANALYSIS: The Bailey Foundation plans to deed the subject property to the City of Owasso, where the City will eventually develop it for park and recreational uses. This annexation is one of several that needs to occur to ensure that all of the properties that are part of two Vision 2025 projects (Ranch Creek Trail and Dog Park) are contiguous with the City limits of Owasso. The property is currently zoned AG (Agriculture) in Tulsa County and the zoning upon annexation will remain the same. The property lies within the 100 -year flood plain limiting development to recreational type uses and utilities. COMPREHENSIVE PLAN CONSISTENCY: The GrOwasso 2030 Land Use Master Plan identifies the subject property and its surroundings as having a future land use of Parks and Recreation. The zoning of AG will be in conformance with the Land Use Master Plan and proposed future uses. ANNEXATION COMMITTEE: The Annexation Committee reviewed the request on August 26, 2015 and recommend approval to annex the subject property into the corporate limits of the City of Owasso. PLANNING COMMISSION The Owasso Planning Commission will review this item at its regular meeting on September 14, 2015. RECOMMENDATION: Staff plans to recommend approval of OA 15 -06, the request to annex the subject property into the corporate limits of the City of Owasso maintaining the current zoning of Agriculture (AG). ATTACHMENTS: Area Map Legal Description and Exhibit OA 15 -06 1" = 752 ft Annexation 08119/2015' This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy, please contact Owasso staff for the most up-to -date information. 1MRP1 AlranplbnClwtvlln lM1¢Fan MI11F/1 1e111w3eW¢nl0aanm15[ /n)ol6¢nlon OF.. lPel]+IafiowMiJpTVI..,— 111NnIIr arL. —Ill D. 1.fln 11 Nabn RSV a W AlnitllvnlLN6M.1.vraerJn{ I. Jre JSGwnrimmOSUrvry.11rmeolirtla mpmY.MM. mownmlw; a.m{mpnp.nlrM.rpam¢rmW .emown: EEETMApMMONTHEOLA LINE OFSRNSNATHENEE Sd'Y'55'EALONETWUS] LINEO ESMBSE/ NAGISTANMWl M 5.16FEE]LO]NEPMMOFBEGINNING.ANO COMNNING ]dS AGES MME OR LE55. TMET NnnofleW Iouletlin Jle NwNeutNUn¢r INF/61 ppM5mPwm 4unv19Wplel 9emlenThlr1Y190)eliewnfM1lpiweNy -0 rc1211 N[Mantl RegefauneenlMl F¢uWIM mtlhv Mw.N.wIOn , wN,I.etmrMry 10 U¢ USGnrcmmenl SurvvY. IMnel]Jee dumy,AnealOWMma: BNn {mmpnlwlnNtlmmONnl¢GOm: COMMENCING WINE OFF CORNER OF THE SW< OF SECTON MiSYN, WIN E.IBWA.: TIUNCENd'56W'WMONGl11EWIff LIKWSNGSWMRMMNRMF EEaTOA 1'MM ml 11L NORTH loin-OF-WAY LINE OF EASi]6LD ETWO WHEN, IHENCEN MITI I E MW OF COF1ROWN MO11M IFFSIM CF SANSWMDDOWLTO]]E OF MID iOl11F.I.M t2M.Offn.10ENV MS BAWllLEL]OLNESOUMEVUN MID SW /9AOISSDIUMN ] OF 111E1LETNCENOl'5655'WOl0. FI]OINEWF.,1111 SMOSW /NAMSIANLFOf 9]].ffiFFEi. iNFNCFSY•92'dNF AYISSAH[EOFL9A] IER ]O A PM M ONI E A SNSW /BAM CEOfu7ASONIOFSWIM 01HE E PNMCEMSOOlf ' BSE6G'SI5N'NEINO,MD0IE0W M HYINNG AR 5. 110MORLFSS. F Sr6c 1'_2OS' LGCGIIOn M. EXHIB' I // The City Wif ouf Limits. TO: Owasso City Council FROM: Karl A. Fritschen Jurisdiction Chief Urban and Long Range Planner SUBJECT: Annexation (OA 15 -07) DATE: September 4, 2015 BACKGROUND: The City of Owasso is processing an application for review and approval of an annexation request for a property located north of 761h St. N. just west of Ranch Creek. This property was gifted by the Bailey Foundation to the City a couple of years ago for the purposes of developing a pedestrian trail. The property will maintain Agriculture (AG) zoning upon annexation. SURROUNDING ZONING: Direction Zonin Use Land Use Plan Jurisdiction North A iculture Railroad /Floodplain Parks /Recreation Tulsa County South AG Floodplain Parks/ Recreation City of --_(Agriculture) Applicable Pa backs ' N/A Streets (public or private) - - Owasso East AG Floodplain Parks /Recreation City of (Agriculture) Owasso West AG A riculture Floodplain Parks /Recreation Tulsa County SUBJECT PROPERTY /PROJECT DATA: -Property Size 29.16 acres Current Zoning AG Tulsa Count .Proposed Use Park and Recreation Lots/Blocks N/A Number of Reserve Areas N/A Within PUD? N/A Within Overlay - N/A Water Provider /District Citv of Owasso Applicable Pa backs ' N/A Streets (public or private) - - N/A ANALYSIS: This annexation is one of several that needs to occur to ensure that all of the properties that are part of two Vision 2025 projects (Ranch Creek Trail and Dog Park) are contiguous with the City limits of Owasso. This annexation contains the property where the Dog Park and Ranch Creek Trail will be located, so the annexation is necessary for the City to perform future maintenance and offer police and EMS protection for the new park amenities. The property is currently zoned AG (Agriculture) in Tulsa County and the zoning upon annexation will remain the same. The property lies within the 100 -year flood plain limiting development to recreational type uses and utilities. COMPREHENSIVE PLAN CONSISTENCY: The GrOwasso 2030 Land Use Master Plan identifies the subject property and its surroundings as having a future land use of Parks and Recreation. The zoning of AG will be in conformance with the Land Use Master Plan and proposed future uses. ANNEXATION COMMITTEE: The Annexation Committee reviewed the request on August 26, 2015 and recommend approval to annex the subject property into the corporate limits of the City of Owasso. PLANNING COMMISSION The Owasso Planning Commission will review this item at its regular meeting on September 14, 2015. RECOMMENDATION: Staff plans to recommend approval of OA 15 -07, the request to annex the subject property into the corporate limits of the City of Owasso maintaining the current zoning of Agriculture (AG). ATTACHMENTS: Area Map Legal Description and Exhibit OA 15 -07 1" = 752 ft Annexation 08/11/2015 This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy. please contact Owasso staff for the most up-to -date information. H IS E E MITI ST N & O i YI N E 76TH Si N LwCOlmF MGD 1MCFPm.Oa PMX AN,nerlmemuxelnlM1exulnwnla +.n . rlsw/W e3xleswlneul GU,nnISEfW nrme Xonneml a• •nrrlxE/41.fseclloniwenryXVelxsl orruwntFlP 7`vmryonepflxpnnena ..,d Thlrlee— COrlel.1 U.l OrBete antle at Ua.rrl, We Plolbn US. 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TO: The Honorable Mayor and City Council City of Owasso FROM: Larry White Support Services Director SUBJECT: Timeframe Change for Upgrade of City Radio System DATE: September 4, 2015 BACKGROUND: The City of Owasso's radio equipment has been in place since its rebanding initiative in 2006. Last year Motorola issued a Letter of Intent announcing that this equipment will no longer be supported after the calendar year 2017. The City's radio equipment also will not communicate with tower sites being converted to Project 25 status. The Project 25 initiative is being undertaken by most local and state agencies. The upgrade of the City Radio System was recommended to the Capital Improvements Committee during February, 2015. On April 21, 2015, a Public Hearing was held during the City Council Meeting for the purpose of receiving citizen input relating to this radio equipment upgrade as part of the Capital Improvement Projects eligible for funding from the third penny sales tax. On May 5, 2015, the City Council approved Resolution 2015 -09 amending the Capital Improvements Project list to include Radio Systems Upgrades. The total price for the upgrade of the City radio system will be approximately $3,265,062.00. Staff has been advised that it is possible to take advantage of some price discount incentives from Motorola. These discounts would be approximately $296,291.00 below the Western States Contracting Alliance (WSCA) state contract bid price for this radio equipment resulting in a total contract price of $2,968,771.00. These incentives would require delivery of the new radio equipment to the City of Owasso by December 31, 2015. In order to accomplish delivery by this deadline, a purchase contract with Motorola would need to be executed, by the end of September, 2015. When the City radio system is upgraded, new network operating systems and firmware will require updates and maintenance. If the City executes a 10 -year upgrade and maintenance contract for this service, the cost would be approximately $27,500 per year. If the City makes full payment for the upgrade of the City radio system by July, 2016, Motorola would include the first 5 years of a 10 -year upgrade and maintenance contract in the discounted cost of the radio system upgrade. This would provide a savings of approximately $137,500.00. If the City elects to make a partial payment for the radio system upgrade in 2016, interest charges would accrue during the remaining period for the balance of the cost of the upgrade. In that case the offer to include the first 5 years of the 10 -year upgrade and maintenance contract in the discounted cost of the radio system upgrade would not be available. SCOPE OF WORK: The proposed upgrade of radio equipment to Project 25 standards will include replacement of all tower -based equipment base stations, routers, switches, controllers, and transmission lines. At the Dispatch facility, the upgrade will require replacement of all the consolette workstations, along with associated microphones and speakers. The upgrade will also include the replacement of all mobile and handheld subscriber units totaling approximately 365 radios. EXPLANATION OF PROJECT 25 AND INTEROPERABILITY: Project 25 (P25) is a user driven set of system standards that define digital radio communications system architectures capable of serving the needs of Public Safety and Government organizations. This set of standards is the result of the joint efforts of the Association of Public Safety Communications Officials International (APCO), the National Association of State of Telecommunications Directors (NASTD), selected Federal Agencies and the National Communications System (NCS), and standardized under the Telecommunications Industry Association (TIA). Project 25 is a collaborative effort by public safety agencies and manufacturers to address the issue with emergency communication systems which have radio systems which are incompatible and inoperable within a jurisdiction and within departments within the same community. It is a project to insure that two -way radios are interoperable within the same frequency band. (Interoperability is defined as the capability of two unassociated entities operating within the same frequency band to communicate and interact with each other.) The goal of Project 25 is to enable public safety responders to communicate with each other achieving enhanced coordination, timely response, and efficient and effective use of communications equipment. One of the most serious problems during disaster events is poor communication due to lack of appropriate and efficient means to collect, process and transmit important and timely information. FUNDING: Funding would be required through the City's Capital Improvements Program. The Cify Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Linda Jones, Finance Director SUBJECT: Supplemental Appropriation Carryover Projects DATE: September 4, 2015 BACKGROUND: Every year at the June 30 fiscal year end, there are open projects, contracts, and purchase orders where the goods or services have not yet been received or performed. While the appropriation of these items was included in the FY 2015 budget, the actual expenditure for all or part of these open items will occur during FY 2016. One example is engineering services for stormwater improvements at Brookfield Crossing. It was approved by Council for expenditure from the FY 2015 budget. However, the completion of engineering will occur in FY 2016. Because the engineering services were appropriated and encumbered in FY 2015, they were not included in the FY 2016 Budget. In order to keep from having purchase orders open for multiple years, past practice of Council is to close prior year purchase orders at the end of September and re- appropriate the funds in the subsequent year along with authorizing the City to re -issue the purchase orders in the new year. Because the FY 2016 budget was prepared prior to year -end, before it was known whether projects would be completed or not, fund balances used to develop the budget were projected as though all projects and purchase orders would be completed and expended by year -end. Therefore, approval of carryover budgets does not reduce estimated June 30, 2016, fund balances. Furthermore, since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, closing out old encumbrances where goods and services have not been received, will enable the City's budgetary financial statements to more closely align with audited GAAP statements. A listing of carryover FY 2015 projects proposed for Council re- appropriation in FY 2016 will be provided at the September Work session. Staff intends to recommend budget carryover amendments to both the City Council and the OPWA Trustees at the September 15, 2015 meeting. O—T City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Linda Jones, Finance Director SUBJECT: Revenue Anticipation Note Financing for Purchase of Police Vehicles and Equipment DATE: September 4, 2015 BACKGROUND: The City of Owasso continually explores alternatives in order to achieve the most cost effective strategy for financing capital needs. The issuance of and investment in a Revenue Anticipation Note (RAN) has been one of the methods successfully used to finance capital projects. The City of Owasso utilizes a "pooled" cash system for the receipt, disbursement and investment of funds. The Consolidated Cash Fund includes all cash for the city and the trust authorities. The total in the Consolidated Cash Fund varies throughout the year depending on cash flows and major expenditures. The current pooled cash balance is approximately $16 million. One investment option available to the City's Consolidated Cash Fund is a RAN issued by a trust authority of the City. A RAN offers advantages for both the Authority and the City. The Authority may borrow funds through a fairly simple process and the City acquires a secure investment at a determined interest rate. Actions anticipated to accomplish this financing method are: • Council approval of a Resolution authorizing the investment in a RAN of the OPWA, • OPWA Trustee approval of a Resolution authorizing the borrowing and issuance of a RAN. • OPWA Trustee approval of the transfer of the proceeds of the RAN frorn the OPWA to the Police Sales Tax Fund of the City. • Council and OPWA approval of budget amendments for the transfer of funds and the purchase of police vehicles. • Council approval of future fiscal year budgets transferring funds from the Police Sales Tax Fund to the OPWA for debt service on the RAN. If this RAN financing method is utilized to fund the purchase of police vehicles, staff will recommend approval of resolutions to authorize the financing at the October 6 City Council and OPWA meetings.