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HomeMy WebLinkAbout2000.10.17_City Council Minutes OW ASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, October 17, 2000 The Owasso City Council met in a regular session on Tuesday October 17, 2000 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, October 13,2000. ITEM 1: CALL TO ORDER Mayor Williams called the meeting to order at 6:36 p.m. ITEM 2: FLAG SALUTE The flag salute was held during the OPW A meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT H C "Will" Williams, Mayor Mary Lou Barnhouse, Vice Mayor Melinda Voss, Councilor Randy Brogdon, Councilor ABSENT STAFF Larry Mitchell, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk A quorum was declared present. ITEM 4: READING OF MAYOR'S PROCLAMATIONS. Mayor Williams presented a proclamation to Trish Hauser, naming her office of Shelter Insurance as Business of the Quarter for the Fourth Quarter of 2000. He also presented a proclamation to Assistant City Manager Tim Rooney designating October 23-31 as Red Ribbon Week in Owasso. Mr Rooney distributed red ribbons to the City Council. ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROV AL OF THE CONSENT AGENDA. A. Approval of the Minutes of October 3, 2000 Regular Meeting and October 10, 2000 Special Meeting. B. Approval of Claims. C. Action Relating to Ordinance #659, an Ordinance Providing for the Annexation of 17.65 Acres Generally Located West of North Garnett Road and North of East 116th Street North, North of Country Estates IV. D. Action Relating to Council Approval for the Expenditure of Funds for Self-Insured Workers Compensation Excess Coverage Policy Renewal. Owasso City Council October 17,2000 E. Action Relating to Extension of a Contract Between the City of Owasso and a "Third Party Administrator" for the City's Workers Compensation Self-Insurance Fund. The consent agenda included minutes of the October 3, 2000 regular meeting and the October 10, 2000 special meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) General Fund $35,825.53; (2) Ambulance Capital Fund $4,339.09; (3) E-911 $1,949.21; (4) Capital Improvements $120,161.70; (5) Bond Projects $301,490.79; (6) City Garage $3,828.43; (7) Collision Self-Insurance $1,244.82; (8) Payroll $166,979.56; (9) City Garage Payroll $3,915.28; (10) Ambulance Payroll $10,286.14. Item Con the consent agenda requested approval of Ordinance #659, approving the annexation of 17.65 acres located north of Country Estates IV. Item D requested approval of an expenditure in the amount of .229% per $100 of payroll to Republic Western Insurance Company for the purchase of workers compensation excess insurance. Item E requested the extension of a contract with United Safety and Claims for one year at a rate of .00335% of mmual payroll to provide the services of a third party administrator to assist in the management of the city's self-insurance workers compensation program. Ms Voss moved, seconded by Ms Barnhouse, to approve the consent agenda. AYE: Voss, Barnhouse, Brogdon, Williams NAY: None Motion carried 4-0. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE EXPENDITURE OF FUNDS FOR GENERAL LIABILITY, PUBLIC OFFICIALS ERRORS AND OMISSIONS, LAW ENFORCEMENT PROFESSIONAL LIABILITY, EMPLOYEE BENEFITS LIABILITY, AND AUTO LIABILITY INSURANCE POLICY RENEWAL. Ms Grimes presented the item. Beginning with the policy year effective November 1, 1996, National American Insurance Company has provided general liability insurance coverage for the City. The current policy will expire October 31, 2000. NAIC has investigated and paid claims, inspected facilities, made loss control recommendations, and provided claims paying services. The 1999-2000 premium was $78,376, and will increase to $124,279 for 2000-2001, an increase of 59%. Reasons for the increase are $3 million dollars worth of additional property, increase in the Tort limit by $25,000 as mandated by state law, an excessive number of claims during the 1999-2000 year, and rates industry-wide are up even for entities without claims. John Hogan of J-P Hogan Insurance was present to answer questions concerning the insurance. Councilors had several questions relating to the increase in the cost of premiums and whether or not quotes had been taken from other companies. Mr Hogan said that most companies do not want to insure municipalities and, because of the number of claims the City had this past year, there was some question as to NAIC would continue our coverage. Following further discussion, Ms Barnhouse moved, seconded by Ms Voss, to approve an expenditure of $124,279 to National American - 2 - Owasso City Council October 17,2000 Insurance Company for renewal of General Liability, Public Officials Errors and Omission, Law Enforcement Professional Liability, Employee Benefits Liability, and Auto Liability insurance. AYE: Barnhouse, Voss, Brogdon, Williams NAY: None Motion cauied 4-0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE AWARD OF A CONTRACT FOR THE PURCHASE OF A LADDER TRUCK THROUGH A LEASE/PURCHASE AGREEMENT. Deputy Chief Stuckey said that staff has researched current and future needs of the community, and specifically addressed the need for a ladder tmck. Ladder truck manufacturing facilities were visited and four fire department personnel attended the Fire Chiefs Conference in Dallas to view the trucks on display there. Minimum acceptable requirements for a ladder truck were developed and bid proposals were requested. Bidders were requested to submit the purchase price as a lump sum, as well as a lease-purchase contract. Five proposals were received and three did not meet the minimum requirements. Chief Fire & Safety, with a bid of $446,880, and Ferrara, with a bid of $444,420, both met or exceeded the requirements. Staff reviewed various lease-purchase time frames and believes the best payment schedule would be an initial payment of $125,000 upon delivery (approximately February 1,2001), followed by payments of $125,000 on September 1, 2001, $115,789.73 on September 1, 2002, and $115.789.73 on September 1, 2003. Ms Voss moved, seconded by Ms Bamhouse, to approve the purchase of a ladder truck from Ferrara Fire Apparatus Inc, Holden, LA, in the amount of $444,420 plus interest, utilizing a lease-purchase agreement with an initial payment of $125,000 due on or about February 1,2001 and the remainder of the payments as listed; and authorization for the Mayor to execute the lease-purchase documents. AYE: Voss, Barnhouse, Brogdon, Williams NAY: None Motion carried 4-0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO OZ-00-10, A REQUEST TO REZONE PROPERTY LOCATED ON THE WEST SIDE OF NORTH 145TH EAST AVENUE, SOUTH OF EAST 116TH STREET NORTH; FROM AG (AGRICULTURE) TO CS (COMMERCIAL SHOPPING CENTER), CG (COMMERCIAL GENERAL), 1M (INDUSTRIAL MODERATE), AND OM (OFFICE MEDIUM), CONTAINING 61.24 ACRES, MORE OR LESS. Ms Sorrells presented the item. Item #8, OZ-00-10 is the underlying zoning for item #9, OPUD- 21 and both items were presented simultaneously. The subject property is located at the southwest comer of E 116th St Nand N 145th East Ave, and contains 61.24 acres, more or less. Ms Sorrells pointed out that the listing of IM should be IL. The plan calls for the development of - 3 - Owasso City Council October 17, 2000 27.87 acres of CS (Shopping Center) generally located on the westem half of the property adjacent to U.S. Highway 169; 14.33 acres of CG (Commercial General) located across the northern boundal)' of the property along E 116th St N; 10.14 acres of OM (Office Medium) located along the eastern half of the south property line adjacent to a proposed public right-of- way and immediately south of the commercial area fronting E 116th St N; and 8.91 acres of IL (Industrial Light) located within the interior of the property. OZ-00-10 and OPUD-21 have been reviewed by the Plamling Commission, with a recommendation for approval. Ms Barnhouse moved, seconded by Ms Voss, to approve the requested zoning. AYE: Barnhouse, Voss, Brogdon, Williams NAY: None Motion carried 4-0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO OPUD-21, A REQUEST FOR COUNCIL APPROVAL OF A PLANNED UNIT DEVELOPMENT. Ms Voss moved, seconded by Mr Brogdon, to approve OPUD-21. AYE: Voss, Brogdon, Barnhouse, Williams NAY: None Motion carried 4-0. ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO OZ-00-12, A REQUEST TO REZONE PROPERTY LOCATED NORTH OF EAST 116TH STREET NORTH AND WEST OF NORTH GARNETT ROAD; FROM AG (AGRICULTURE) TO RS-3 (RESIDENTIAL SINGLE FAMILY HIGH DENSITY), CONTAINING 17.65 ACRES, MORE OR LESS. Ms Sorrells said that A & W Land Development has submitted a rezoning application for the above listed property. If approved, the rezoning would allow for the development of the susbject property as a portion of the future Phase V of CountI)' Estates. The Technical Advisory Committee, Planning Commission and Annexation Committee have all reviewed the request and recommended approval. Mr Brogdon moved, seconded by Ms Voss, to approve the requested zonmg. AYE: Brogdon, Voss, Barnhouse, Williams NAY: None Motion carried 4-0. - 4 - Owasso City Council October 17, 2000 ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL APPROVAL OF AN EASEMENT PLAT FOR THE GREENS AT OWASSO AND OWASSO GOLF AND ATHLETIC CLUB, AN ADDITION TO THE CITY OF OW ASSO, TULSA COUNTY, STATE OF OKLAHOMA. Ms Sorrells said that the City has received a request for approval of an Easement Plat for The Greens at Owasso and Owasso Golf and Athletic Club, located along and west of N 145th East Ave between E 76th St Nand E 86th St N, and partially extending west to N 129th East Ave. The Owasso Planning Commission approved the final plat for The Greens at Owasso in April 1998. At that time it was agreed by all interested parties that the development would occur under a blanket easement over the entire development. The applicant now wishes to dedicate the necessary utility easements. The Planning Commission reviewed the Easement Plat at their October 10, 2000 regular meeting and unanimously recommended approval. Ms Voss moved, seconded by Mr Brogdon, to approve the Easement Plat for The Greens at Owasso and Owasso Golf and Athletic Club. AYE: Voss, Brogdon, Barnhouse, Williams NAY: None Motion carried 4-0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO AN AMENDMENT TO A CONTRACT BETWEEN THE CITY OF OW ASSO AND CH2M HILL FOR U.S. HIGHWAY 169 AND 76TH STREET NORTH INTERCHANGE IMPROVEMENTS. Mr Can presented the item. The City Council approved a contract with CH2M Hill on February 3, 1998 for engineering design services for improvements to the U.S. 169 & 76th St N interchange. When the pre-design phase was completed, an alternative was selected that was more costly than the original design. As a result, an amendment to the original engineering contract in the amount of $12,973 was approved in December of 1998. CH2M Hill stopped worked on the design when it became apparent that the design would once again be changed. A design has now been approved by ODOT and the Federal Highway Administration. Additional engineering costs are associated with re-work of the design. Total increase requested is $76,112, for a contract total with amendments 1 & 2 of $188,813. Funds for the initial engineering contract and amendment number 1 were included in the Capital Improvement Fund budget in the amount of $112,701. The 1998 bond issue includes $100,000 for right-of-way acquisition and utility relocation for this intersection. The selected alternative will not require either of those costs to be incurred, and it is recommended that the cost for amendment number 2 be taken from those funds. Ms Voss moved, seconded by Mr Brogdon, for approval and authorization for the Mayor to execute Amendment #2 to the Agreement for Engineering Design Services for U.S. Highway 169 and E 76th St N Interchange Improvements with CH2M Hill Inc in the amount of $76,112. - 5 - Owasso City Council October 17,2000 AYE: Voss, Brogdon, Bamhouse, Williams NAY: None Motion carried 4-0 ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO AN AMENDMENT TO A CONTRACT BETWEEN THE CITY OF OW ASSO AND CH2M HILL FOR ENGINEERING SERVICES RELATING TO THE CITY HALL/POLICE STATION PROJECT. Mr Carr said that in May 1998 contracts were awarded to CH2M Hill for architectural/engineering services and to Lioness Realty Group Inc for program management team services for projects included in the 1998 bond issue. In March 1999, amendment number 1 to the contract was approved that terminated the services with Lioness Realty, awarded a new program management team contract to Cowen Construction, and modified the total contract amount. In September 1999, amendment number 2 was approved, and modified engineering fees due to project scope changes. The initial program management team scope of services provided site evaluation, space plamling, value engineering and construction management for the construction of City Hall/Police Station. When the team dissolved, some scope of work elements applicable to construction administration services were not defined to be taken over by the AlE. Amendment number 3 provides for CH2M Hill to provide construction observation for confonl1ance to contract documents, review and approval of contractor monthly pay requests, and preparation of electronic files of "red-lined" construction drawings to reflect changes and modifications during construction. Total fee for the additional services is $24,800, for a revised contract amount of $693,228. Ms Voss moved, seconded by Mr Brogdon, to approve Amendment #3 to the Agreement for Engineering Services for Capital Improvement Projects with CH2M Hill in the amount of $24,800, and authorization for the Mayor to execute the document. AYE: Voss, Brogdon, Barnhouse, Williams NAY: None Motion carried 4-0. ITEM 14: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE PURCHASE OF MATERIALS FOR THE MAIN STREET REHABILITATION PROJECT. Mr Lutz said that the Main Street project consists of milling the existing pavement surface between First and Eleventh Streets, placing a four-inch overlay, and minor drainage improvements. A contract to perform the milling and minor repair was recently awarded to Horizon Construction. Through an interlocal agreement, overlay will be placed by Tulsa County, with the city providing materials. Materials required for the work include Type B asphaltic concrete, asphalt emulsion tack coat, fabric reinforcement and binder to adhere the fabric. Quotes were taken to provide the materials. Staff recommended approval for the - 6 - Owasso City Council October 17,2000 purchase of asphaltic concrete from AP AC-Oklahoma at a price of $18.50 per ton, not to exceed a total cost of $83,250; tack coat and binder from Koch Inc at a price of $0.83 per gallon, not to exceed a total cost of $5395; and fabric reinforcement from Fensco Inc at a price of $0.34 per square yard, not to exceed a total price of $6630. Mr Brogdon moved, seconded by Ms Voss, to approve the requested purchase of materials for the Main Street Rehabilitation Project. AYE: Brogdon, Voss, Bamhouse, Williams NAY: None Motion carried 4-0. ITEM 15: REPORT FROM CITY MANAGER No report. ITEM 16: REPORT FROM CITY ATTORNEY. No report. ITEM 17: REPORT FROM CITY COUNCILORS. None. ITEM 18: NEW BUSINESS. Mayor Williams reported that the VFW is holding a breakfast on October 28th. Cost is three cans of food or three non-perishable items and $1.00. The food items will be used to fill holiday food baskets for needy families. ITEM 19: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PERSONNEL MATTERS RELATING TO THE OFFICE OF THE CITY MANAGER, SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307(B)(1). Ms Voss moved, seconded by Mr Brogdon, to enter into executive session for the purpose stated. The Council entered into executive session at 7:25 p.m. Out of executive session at 9:05 p.m. ITEM 20: ADJOURNMENT Ms Voss moved, seconded by Mr Brogdon to adjourn. - 7 - Owasso City Council October 17, 2000 AYE: Voss, Brogdon, Barnhouse, Williams NAY: None Motion carried 4-0, and the meeting was adjourned at 9:06 p.m. ~q~.~~ H C Williams, Mayor M~C~ - 8 -