HomeMy WebLinkAbout1998.05.26_City Council Minutes
OW ASSO CITY COUNCIL
MINUTES OF SPECIAL MEETING
Tuesday, May 26, 1998
The Owasso City Council met in special session on Tuesday, May 26, 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 Thursday, May 22, 1998
ITEM 1:
CALL TO ORDER
Mayor Bode called the meeting to order at 6:34 p.m.
ITEM 2:
INVOCATION
Vice Mayor Mark Wilken offered the invocation.
ITEM 3:
FLAG SALUTE
Councilor Melinda Voss led in the flag salute.
ITEM 4:
ROLL CALL
PRESENT
Denise Bode, Mayor
Mark Wilken, Vice Mayor
Mary Lou Barnhouse, Councilor
Melinda Voss, Councilor
ABSENT
Tracy Standridge, Councilor
STAFF
Rodney J Ray, City Manager
Marcia Boutwell, City Clerk
Ronald D Cates, City Attorney
A quorum was declared present.
ITEM 5:
None.
ITEM 6:
ANNOUNCEMENTS
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR APPROVAL OF THE CONSENT AGENDA.
A. Approval of the Minutes of May 5, 1998 Regular Meeting and May 12,
1998 Special Meeting.
B. Approval of Claims.
C. Action Relating to Ordinance #518 Amended, an Ordinance Amending a
Legal Description Contained in Ordinance #518.
D. Action Relating to Final Acceptance of Work Performed Under a Contract
for a Restroom Facility at the Owasso Sports Park, Between the City of
Owasso City Council May 26, 1998
Owasso and Pettijohn Construction, and Authorization for Final Payment
and Release of Retainage to the Contractor.
E. Consideration and Appropriate Action Relating to the Award of a Mowing
Contract for Rayola Park.
The consent agenda included minutes of the May 5, 1998 regular meeting and the May 12, 1998
special meeting, by reference made a part hereto. Item B on the consent agenda included the
following claims: (1) General Fund $31,987.33; (2) Workers Comp Self-Insurance Fund
$28.45; (3) Ambulance Service Fund $3,923.17; (4) E-911 $1,874.18; (5) City Garage
$3,608.60; (6) Capital Improvements $8,183.61; (7) Bond Projects Fund $80,174.91; (8)
Interfund Transfers $5,923.42; (9) Interfund Transfers $43,369.15; (10) Payroll $140,013.32;
(11) City Garage Payroll $3,690.15. Item C requested approval of Ordinance #518 Amended,
correcting a legal description contained in a previously approved ordinance. Item D requested
acceptance of the work performed by Pettijohn Construction under a contract for a restroom
facility, release of retainage, and final payment of $8919. Item E requested the award of a
mowing contract for Rayola Park with Larry Turner in the amount of $239 per mowing.
Ms Barnhouse moved, seconded by Ms Voss to approve the consent agenda.
AYE: Barnhouse, Voss, Wilken, Bode
NAY: None
Motion carried 4-0.
CONSIDERATION AND APPROPRIATE ACTION RELATING TO BIDS
RECEIVED ON SURPLUS VEHICLES.
ITEM 7:
Mr Rooney said that a surplus 1985 Plymouth Grand Fury and a 1981 International Bus were
advertised for sale. One sealed bid was received on each of the vehicles. The bid of $310
received on the Plymouth is acceptable because of the poor condition of the vehicle; however,
the bid of $1150 for the bus is much less than the estimated value. Staff recommended that the
bid for the Plymouth be accepted and the bid for the bus be rejected. Ms Voss moved, seconded
by Mr Wilken, to accept the bid from Dan McElrath in the amount of $310 for the sale of a
1985 Plymouth Grand Fury, and to reject the bid of $1150 from James Gibbs for the 1981
International Bus.
AYE: Voss, Wilken, Barnhouse, Bode
NA Y: None
Motion carried 4-0.
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May 26, 1998
ITEM 8:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO COUNCIL
APPROVAL OF A SPORTS PARK BUILDING SITE GROUND LEASE WITH
FUTURE OW ASSO RAMS.
The item was presented by Mr Rooney, who said that the Future Owasso Rams organization has
been negotiating with the City to lease a portion of land at the Owasso Sports Park in order to
construct an office/storage building for FOR. The proposed lease agreement would provide an
area of land of sufficient size to construct a building measuring 40' x 80', approximately 20' east
of the existing concession stand. The agreement requires FOR to insure the proposed building,
pay all utilities associated with the proposed building, and complete the construction of the
facility in a timely manner and meet all building codes. The proposed lease agreement is for
a ten-year period and would renew automatically every ten years unless terminated by FOR.
If terminated, the building would become the property of the City of Owasso. Mr Wilken
moved, seconded by Ms Voss, to approve a lease agreement with the Future Owasso Rams in
the amount of $10.00 per year for land to construct an office building; and authorization for the
Mayor to execute the document.
AYE: Wilken, Voss, Barnhouse, Bode
NAY: None
Motion carried 4-0.
ITEM 9:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO CITY
COUNCIL APPROVAL OF THE PRIORITIZATION OF PROJECTS TO
RECEIVE FUNDING FROM THE "EOUIPMENT CONTINGENCY FUND"
LINE ITEM OF THE GENERAL GOVERNMENT DEPARTMENT BUDGET.
Mr Rooney presented the item, stating that the FY 1997-98 budget contains an equipment
contingency fund line item within the General Government Department. This appropriation was
requested as a result of increased revenues during FY 1996-97 and the desire of staff to provide
additional funding for capital purchases utilizing a surplus carry-over from the previous year.
On April 27, 1998, the department directors submitted requests for the funding of projects from
that line item. The department directors reviewed the requests and prioritized the project
requests submitted. Following the review, five projects were recommended for funding:
Emergency Services Radio System at $112,000.00; Restriping/Crack Seal on 86th St N at
$43,329.77; Golf Course Fencing at $3,000.00; Restriping/Crack Sealing at 76th & Main
Intersection at $7,957.79; and an Engine Analyzer at $8,712.44. Mr Ray said that further
conversations indicated that the golf course fencing should be deleted from the list and those
funds placed in Restriping/Crack Sealing projects. Ms Voss moved, seconded by Mr Wilken,
to approve the staff recommendation regarding the Equipment Contingency Fund, including the
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May 26, 1998
deletion of $3000.00 for golf course fencing & placing the same amount in the restriping/crack
sealing projects.
AYE: Voss, Wilken, Barnhouse, Bode
NAY: None
Motion carried 4-0.
ITEM 10:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO CHANGE
ORDER #2. A CHANGE ORDER TO A CONTRACT BETWEEN THE CITY
OF OW ASSO AND HORIZON CONSTRUCTION COMPANY INC FOR THE
CONSTRUCTION OF PARKING LOT IMPROVEMENTS AT OW ASSO
SPORTS PARK.
Mr Henderson said that on March 17, 1998, the City Council awarded a bid to Horizon
Construction Co Inc for the expansion of the large parking lot at the Owasso Sports Parle. On
April 1, 1998, Change Order #1 was approved by the City Council for the repair of unstable
subgrade. This solution utilized proved successful on 80 % of the unstable area, but unsuccessful
on an area at the southwest corner of the parking lot and a small area at the northeast corner of
the parking lot. Those two areas have a high silt and high moisture content and a low clay
content, and warrant the need for fly ash to be incorporated into the top 24 inches of the soil to
help reduce the moisture and stabilize the silt. Change Order #2 in the amount of $4,384.67
would allow for the repair of the two areas. Mr Wilken moved, seconded by Ms Voss, to
approve Change Order #2 to a contract with Horizon Construction Co Inc, for the purpose of
adding fly ash to the subsurface soil in two areas for stabilization.
AYE: Wilken, Voss, Barnhouse, Bode
NAY: None
Motion carried 4-0.
ITEM 11:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE
AWARD OF CONTRACTS FOR ENGINEERING/ARCHITECTURAL
SERVICES AND PROGRAM MANAGEMENT SERVICES FOR THE 1998
BOND ISSUE PROJECTS.
The item was presented by Mr Henderson, who said that Request for Qualifications were sent
to area engineering/architectural finns informing them of the projects included in the 1997 bond
issue. A selection committee evaluated the firms through a lengthy process for both engineering
and architectural services and made a recommendation based on that review process. A Scope
of Services was also submitted for a program management team for the three architectural
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Owasso City Council
May 26, 1998
projects. A review of the scope of services, fees proposed, and negotiations with the proposed
management team resulted in a recommendation from the staff for that position. A separate vote
was requested for each contract. Mr Wilken moved, seconded by Ms Voss, to approve a
contract for engineering/architectural services for the bond issue projects to
CH2MHill/Page~Zebrowski for the lump sum of $562,171.
AYE: Wilken, Voss, Barnhouse, Bode
NAY: None
Motion carried 4-0.
Ms Voss moved, seconded by Ms Barnhouse, to approve a contract for program management
team services with Lioness Realty Group Inc in the amount of $238,080.
AYE: Voss, Barnhouse, Wilken, Bode
NA Y: None
Motion carried 4-0.
ITEM 12:
CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REOUEST FOR COUNCIL ADOPTION OF RESOLUTION #98-04. A
RESOLUTION ADOPTING AN FY 1998-99 BUDGET FOR ALL FUNDS
ADMINISTERED BY THE CITY.
Mr Ray presented Resolution #98-04, which adopts the FY98-99 budget for all funds
administered by the City of Owasso. Mr Wilken moved, seconded by Ms Voss, to approve
Resolution #98-04.
AYE: Wilken, Voss, Barnhouse, Bode
NAY: None
Motion carried 4-0.
ITEM 13:
PRESENTATION AND DISCUSSION OF INFORMATION SYSTEM
REQUEST FOR PROPOSAL,"
Mr Ray said that a Request for Proposal for the proposed information management system has
been prepared. The original plan was to request a single vendor to recommend all hardware,
software, office automation, networking, cabling/wiring, and training. Through research,
experience and outside expertise, it has been determined that a PC/Windows 95 networked
system is the direction the City should take. The hardware portion has been removed from the
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May 26, 1998
RFP, and a contract for hardware will be pursued with a vendor on the State bid list. The
software vendor will be selected through the RFP. The RFP will be distributed to the City
Council next week for review and will be placed on the June 16, 1998 agenda.
ITEM 14:
REPORT FROM CITY MANAGER
Mr Ray said that there will be a contract signing ceremony at 10:00 a.m. on Thursday, May 28,
1998 at Bank of the Lakes for a clubhouse at the Bailey Ranch Golf Club.
ITEM 15:
REPORT FROM CITY ATTORNEY
No report.
ITEM 16:
REPORT FROM CITY COUNCILORS
No report.
ITEM 17:
ADJOURNMENT
Mr Wilken moved, seconded by Ms Voss, to adjourn.
AYE: Wilken, Voss, Barnhouse, Bode
NA Y: None
Motion carried 4-0, and the meeting was adjourned at 6:55 p.m.
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Denise Bode, Mayor
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