HomeMy WebLinkAbout1998.10.06_City Council Minutes
OW ASSO CITY COUNCIL
MINUTES OF REGULAR MEETING
Tuesday, October 6, 1998
The Owasso City Council met in regular session on Tuesday, October 6, 1998 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 2, 1998
ITEM 1:
CALL TO ORDER
Mayor Bode called the meeting to order at 6:30 p.m.
ITEM 2:
INVOCATION
The invocation was offered by Dianne Moss, Administrative Assistant in the Public Works
Department.
ITEM 3:
FLAG SALUTE
Councilor Barnhouse led in the flag salute.
ITEM 4:
ROLL CALL
PRESENT ABSENT
Denise Bode, Mayor
Mark Wilken, Vice Mayor
Mary Lou Barnhouse, Councilor
Melinda Voss, Councilor
Duston Smith, Councilor (seated following City Council appointment)
STAFF
Jeff Hancock, City Manager
Ronald D Cates, City Attorney
Marcia Boutwell, City Clerk
A quorum was declared present.
ITEM 5:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE
APPOINTMENT OF A QUALIFIED ELECTOR AS A COUNCILOR FOR
WARD 3.
On September 15, 1998, the City Council declared a vacancy in the Ward 3 City Council office
following the resignation of Councilor Dr Tracy Standridge. Council directed the staff to
publish a notice of vacancy and request for letters of interest to be accepted during a designated
ten-day period, Mr Cates said that the adopted City Council policy relative to filling a vacancy
on the Council was followed, and that all four candidates have been verified to be residents of
Ward 3. If the Council selects a person to fill the Ward 3 vacancy, that person will be
Owasso City Council
October 6, 1998
administered the oath of office under the next agenda item. The selected candidate will serve
until the next City Council election. Mayor Bode stated that four persons had indicated an
interest in the position and all four were interviewed during a special City Council meeting
called for that specific purpose. Mr Wilken moved, seconded by Ms Voss, that Mr Duston
Smith be appointed to fill the vacant Ward 3 Council office.
AYE: Wilken, Voss, Barnhouse, Bode
NAY: None
Motion carried 4-0.
ITEM 6:
ADMINISTRATION OF OATH OF OFFICE TO WARD 3 COUNCILOR.
City Clerk Marcia Boutwell administered the oath of office to Mr Smith, and he took a seat at
the Council bench.
ITEM 7:
RECOGNITION OF BLOCK PARTY HOSTS.
Mr Rooney thanked all of the citizens who had hosted block parties. As he read the names of
the hosts, Mayor Bode presented them with certificates of appreciation.
ITEM 8:
READING OF MAYOR'S PROCLAMATION.
At the annual Oklahoma Municipal League conference in Oklahoma City, member cities were
provided information regarding an effort to proclaim October 25, 1998 as a day of remembering
and rebuilding. That day will mark the official groundbreaking for the Oklahoma City National
Memorial in honor of those whose lives were affected by the April 19, 1995 bombing of the
Alfred P Murrah Federal Building. Mayor Bode read a proclamation naming October 25, 1998
as a Day of Remembering and Rebuilding in the City of Owasso. The proclamation will be sent
to the Mayor of Oklahoma City.
ITEM 9:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR APPROVAL OF THE CONSENT AGENDA.
A. Approval of the Minutes of September 15, 1998 Regular Meeting.
B. Approval of Claims.
C. Action Relating to Acceptance of Improvements to the Sanitary Sewer
Systems Constructed to Serve Bailey Ranch Estates II, an Addition to the
City of Owasso, Tulsa County, Oklahoma.
D. Action Relating to Ordinance #587, an Ordinance Providing for the
Annexation of an Approximate 408.7 Acre Parcel of Land Located Within
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the Square Mile Area Bounded by Mingo Road, East 96th Street North
and East 106th Street North.
E. Action Relating to Ordinance #593, an Ordinance Adopting an Optional
Retirement Program for Qualified Employees With the International City
Management Association Retirement Corporation Deferred Compensation
Plan.
F. Action Relating to the Expenditure of Funds for Building, Property and
Equipment Insurance Renewal.
G. 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 Renewal.
H. Action Relating to the Expenditure of Funds for Public Official Blanket
Position Bond and Public Entity Honesty Blanket Bond Renewals.
I. Action Relating to a Request for Council Approval of an Amendment to
a Previously A warded Grant, Such Amendment to Fund the Purchase of
a Commercial Deep Freezer for the Community Center.
J. Action Relating to a Request for a Supplemental Appropriation and
Amendment to the General Fund Community Center Department Capital
Outlay Budget.
The consent agenda included minutes of the September 15, 1998 regular meeting and
September 8, 1998 special meeting, by reference made a part hereto. Item B on the consent
agenda included the following claims: (1) General Fund $109,511.59; (2) Collision Self-
Insurance $514.35; (3) Workers Comp Self-Insurance Plan $1,234.91; (4) Ambulance Service
Fund $3,108.59; (5) E-911 $1,931.18; (6) City Garage $16,447.08; (7) Ambulance Service
Capital Improvement $837.76; (8) Bond Projects Fund $92,930.00; (10) Interfund Transfers
$9,886.56; (11) Payroll #1 $153,063.00; (12) Payroll #2 $157,172.78; (13) City Garage
Payroll #1 $3,451.19; (14) City Garage Payroll #2 $3,520.16. Item C requested acceptance of
improvements to the sanitary sewer system constructed to serve Bailey Ranch Estates II, an
addition to the City of Owasso. Item D requested approval of Ordinance #587, providing for
the annexation of approximately 408.7 acres located within the square mile bounded by Mingo
Road, Garnett Road, East 96th St N and East 106th St N. Item E requested approval of
Ordinance #593, an ordinance adopting an optional retirement program through ICMA for
qualified employees, and authorization for the Mayor to execute the document. Item F requested
approval of the expenditure of $25,359 to National American Insurance Company for renewal
of building, property and equipment insurance. Item G requested approval of the expenditure
of $50,119 to National American Insurance Company for renewal of general liability, public
officials errors and omissions, law enforcement professional liability, employee benefits liability,
and auto liability insurance. Item H requested an expenditure in the amount of $857.50 to
Western Surety for Public Official Blanket Bond renewal and $114 to Western Surety for Public
Entity Employee Honesty Blanket Bond renewal. Item I requested approval of an amendment
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October 6, 1998
to a grant from the Tulsa Area Agency on Aging for funds in the amount of $3466 to be used
for the purchase of a Hobart Commercial Deep Freezer unit for the Community Center and
authorization for the Mayor to execute the document. Item J requested a supplemental
appropriation and amendment to the General Fund Community Center Capital Outlay budget
increasing estimated revenues by $3466 and expenditures in the Machinery & Equipment line
item by $3466. Ms Barnhouse moved, seconded by Ms Voss, to approve the consent agenda.
AYE: Barnhouse, Voss, Smith, Wilken, Bode
NAY: None
Motion carried 5-0.
ITEM 10:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST TO DECLARE CERTAIN PROPERTY OBSOLETE OR SURPLUS
TO THE NEEDS OF THE CITY. AND AUTHORIZE THE SALE THEREOF.
Ms Worley said that the acceptance of an amendment to the grant in Item #9 allows for the
purchase of a new deep freezer unit for the Community Center. The Owasso Senior Citizen
Foundation has expressed an interest in having the old freezer donated to their organization.
The City cannot donate to any group, but can sell surplus equipment for a nominal amount.
Since the old freezer will no longer be needed, staff recommended that it be declared surplus
and the sale of that item be authorized to the Owasso Senior Citizens Foundation for the sum
of $1.00. Mr Wilken moved, seconded by Ms Voss, to declare a certain commercial deep
freezer located at the Community Center obsolete or surplus and authorize the sale of that item
to the Owasso Senior Citizens Foundation for the sum of one dollar.
AYE: Wilken, Voss, Barnhouse, Smith, Bode
NAY: None
Motion carried 5-0.
The City Manager took a moment of privilege and recognized Ms Worley for 20 years of service
to the City.
ITEM 11:.
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A BID TO
CONSTRUCT A RESTROOM FACILITY AT THE SPORTS PARK.
Mr Rooney presented the item stating that the 1998 bond issues provides for improvement
projects at the Owasso Sports Park. One of those improvements is the construction of an
additional restroom. Bid packets were developed based upon the restroom constructed at the
Sports Park in early 1998. Bids were opened on September 1,1998, with two contractors
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October 6, 1998
submitting bids. Neither bid met budget constraints, with both bids being over $100,000. Staff
believes that a bid in excess of $100,000 is excessive and that a facility can be constructed for
a lesser amount. Several options are currently being evaluated, which may mean a re-bid of the
project or perhaps a public-private sector partnership to construct the facility. Staff
recommended that all bids be rejected. Mr Mike Barris, president of the Owasso Soccer Club,
addressed the Council and requested that the bid be awarded. Mr Barris said his group is
dealing with hundreds of children and that the second restroom is needed before the beginning
of the soccer season in early spring. Mr Rick Cook also asked the Council to accept the low
bid and not allow the project to be dropped. Vice Mayor Mark Wilken stated that the Council
understands the soccer clubs concerns, but that Owasso has many residents whose homes are not
valued over $100,000, and that the City must be good stewards of taxpayer funds. Mr Wilken
moved, seconded by Ms Voss, to accept the staff's proposal to reject all bids for the restroom
facility, and to instruct the staff to explore the options that may be available for the construction
of a restroom.
AYE: Wilken, Voss, Barnhouse, Smith, Bode
NAY: None
Motion carried 5-0.
ITEM 12:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
CONTRACT WITH LOGIX COMMUNICATIONS FOR THE COLLECTION
OF E-911 FUNDS AND REMITTANCE OF SAME TO THE CITY OF
OW ASSO.
Chief Alexander said that the City of Owasso provides emergency 911 service to Owasso
citizens. Agreements have been made with telephone service providers for five percent of the
customer's telephone bill to be returned to the City of Owasso to support the emergency
communication service. Southwestern Bell has been the only emergency provider, however,
Logix Communications is expecting to provide telephone service to Owasso citizens in the near
future. A proposed contract with Logix allows them to collect the E-911 fee and remit it to the
City of Owasso. Ms Voss moved, seconded by Ms Barnhouse, to approve a contract with Logix
Communications for the collection of E-911 funds and remittance of those funds to the City, and
authorization for the Mayor to execute the appropriate documents.
AYE: Voss, Barnhouse, Smith, Wilken, Bode
NAY: None
Motion carried 5-0.
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October 6, 1998
ITEM 13:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
CONTRACT WITH THE OKLAHOMA AIR NATIONAL GUARD.
Chief Alexander presented the item. She said that members of Headquarters Company of the
138th Air National Guard have requested to use the City of Owasso firearms range. A proposal
and contract have been offered, which would allow the ANG use of the firearms range for one
weekend each month through September 1999. The ANG will pay the City of Owasso $2000
for this service. They will provide all CLEET certified training instructors, transportation of
all personnel, medical support during training, and will assume all liability of the soldiers while
at the range. The proposed contract has been approved by the City Attorney. Ms Voss moved,
seconded by Ms Barnhouse, to approve a contract with the Oklahoma Air National Guard,
allowing them the use of the City of Owasso Police Firing Range at a cost of $2000 per year,
and authorization for the Mayor to execute the document.
AYE: Voss, Barnhouse, Smith, Wilken, Bode
NAY: None
Motion carried 5-0.
ITEM 14:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE
AWARD OF A CONTRACT FOR HIGHWAY 169 ENHANCEMENT -
LANDSCAPING.
Mr Lutz said that the Oklahoma Department of Transportation recently installed a new
decorative fence along U.S. Highway 169 between 76th and 86th Streets North. As a part of
the agreement for the State to provide the fencing, the City of Owasso must provide 20%
matching funds. ODOT agreed that the matching contribution could be in the form of
landscaping. Because of work that will be done at the intersection of 76th St N & Highway 169,
the landscaping will be split into two phases. This contract addresses phase 1. Bids were
opened on September 17th, with three bids received. The bids ranged from $12,910 to $39,550,
with Robinson Lawnmowing and Landscaping of Berryville, AR the apparent low bidder. Staff
recommended awarding the bid to Robinson. Mr Wilken moved, seconded by Ms Voss, to
award a contract for Highway 169 landscaping to Robinson's Custom Lawnmowing and
Landscaping, Berryville, AR, in the amount of $12,910.
AYE: Wilken, Voss, Barnhouse, Smith, Bode
NAY; None
Motion carried 5-0.
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October 6, 1998
ITEM 15:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO CHANGE
ORDER #1. A CHANGE ORDER TO A CONTRACT BETWEEN THE CITY
OF OW ASSO AND ROBINSON CUSTOM LA WNMOWING AND
LANDSCAPING FOR HIGHWAY 169 LANDSCAPING.
In the previous item, a contract was awarded to Robinson Custom Lawnmowing and
Landscaping for Highway 169 landscaping, in the amount of $12,910. A misinterpretation by
the contractor as to the scope of work required for group planting area bed preparation led to
negotiations to determine a reasonable price for the work. Negotiations resulted in allowing the
contractor to increase the price of this item by $2089, and staff recommended approval of the
change order. Ms Voss moved, seconded by Mr Wilken, to approve Change Order #1 in the
amount of $2089 to a contract for landscaping with Robinson Lawnmowing and Landscaping,
resulting in a total contract price of $14,999.
AYE: Voss, Wilken, Barnhouse, Smith, Bode
NAY: None
Motion carried 5-0.
ITEM 16:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO CHANGE
ORDER #1 AND CHANGE ORDER #2. CHANGE ORDERS TO A
CONTRACT BETWEEN THE CITY OF OW ASSO AND YOCHAM
ENTERPRISES FOR NSP ROADWAY AND UTILITY IMPROVEMENTS.
Mr Lutz said that the purpose of this project is to improve roadway access and utilities for the
National Steak and Poultry facility by extending Fifth Avenue from Cedar Street east to the U.S.
169 west service road. Phase I was completed in 1996. The Phase II contract was awarded to
Yocham Enterprises on June 16, 1998 in the amount of $288,569. Coordination between staff
and ODOT has addressed the use of remaining Industrial Access Road Grant funds and a revised
scope of work to include raising the west service road as a part of this contract. An interlocal
agreement between the City of Owasso and Tulsa County will provide County equipment and
labor at no cost to the City. The County will charge only for paving materials for both the Fifth
Avenue extension and service road raising. Change Order #1 addresses deletion of work and
quantity changes to existing bid items relating to work done by Tulsa County, and additional
costs for work on the west service road. Total costs are increased by $43,223 and a time
extension of 60 calendar days is included. Change Order #2 pertains to increasing the quantities
for existing bid items required for raising the west service road. The total for this work is an
increase of $35,650 and a time extension of an additional 60 calendar days. The total contract
with Change Orders #1 & #2 is $367,442. Mr Wilken moved, seconded by Ms Voss, to
approve Change Order #1 to a contract with Yocham Enterprises for NSP Roadway & Utility
Improvements, increasing the contract amount of $43,223 for revised quantities for existing bid
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October 6, 1998
items, and Change Order #2, increasing the contract amount of $35,650 for new bids items, and
an extension of 120 total calendar days related to both change orders.
AYE: Wilken, Voss, Barnhouse, Smith, Bode
NAY: None
Motion carried 5-0.
ITEM 17:
REPORT FROM CITY MANAGER
No report.
ITEM 18:
REPORT FROM CITY ATTORNEY
None.
ITEM 19:
REPORT FROM CITY COUNCILORS
No report.
ITEM 20:
NEW BUSINESS
None.
ITEM 21:
ADJOURNMENT
Ms Barnhouse moved, seconded by Ms Voss, to adjourn.
AYE: Barnhouse, Voss, Smith, Wilken, Bode
NAY: None
Motion carried 5-0, and the meeting was adjourned at 7: 15 p.m.
Denise Bode, Mayor
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