HomeMy WebLinkAbout2020.04.14_Worksession AgendaPUBLIC NOTICE OF THE REGULAR JOINT MEETING OF THE RFC
OWASSO CITY COUNCIL / OWASSO PUBLIC WORKS AUTHO�ITYgp,�,
OWASSO PUBLIC GOLF AUTHORITY ty„ 0
Council Chambers Old Central Building
109 North Birch, Owasso,
TUESDAY, APRIL 14, 2020 - 6:00 PM
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Pursuantto the recent and rapid escalation of the COVID -19 Pandemic and the immediate local
health threats posed by such pandemic, the following procedural changes will apply for this
meeting:
• The meeting will be available for viewing through YouTube Live Stream.
https://www.youtube.com/channel/UCxipXATOr7VRKOyo-Rdf2dlQ/Iive
• The meeting will be audio recorded and available no later than the close of business on
the following day at https: / /citvofowasso.com /525 /Meeting -Audio
• There will be no opportunity for citizen comment during this meeting. To address members of
the City Council regarding an item listed on the agenda below, Citizens may submit
questions /comments to the City Clerk, no later than 5:00pm on Tuesday, April 14, 2020, in
order to be read into the record. Submit by phone 918- 376 -1502 or by email to
]stevens @cityofowasso.com.
• City Council members participating remotely via Teleconferencing [Title 25, Ok. Stat. 307.1(C) (2)] -
Mayor Chris Kelley, Vice Mayor Bill Bush, Councilor Doug Bonebrake, Councilor Lyndell Dunn,
Councilor Kelly Lewis
AGENDA
1. Call to Order - Mayor /Chair Chris Kelley
2. Discussion and possible action relating to the COVID -19 Pandemic and local public health issues
3. Discussion relating to the Firearms Range Observation Tower -Scott Chambless
4. Discussion relating to Finance Department items -Linda Jones
A. Proposed timeline for the FY 2020 -2021 Annual Operating Budget
B. Request for Proposals - Audit Services
5. Discussion relating to City Manager items - Warren Lehr
A. National Telecommunicators Week, April 12 through April 18, 2020
B. Monthly sales tax report
C. City Manager report
6. City Councilor/Trustee comments and inquiries
7. Adjournment
Notice of Public Meeting filed in the office of the City Clerk on Friday, December 13, 2019, and the
Agenda posted at City Hall, 200 South Main Street, a. '00 pm on Friday, /April 110, 7020.
Vnn M. Stevens, City CI rk
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TO:
The Honorable Mayor and City Council
FROM:
Scott Chambless
Chief of Police
SUBJECT:
Firearms Range Observation Tower Bid
DATE:
April 10, 2020
3X1 41KC311dr1:0p;
In 2004, the Owasso Police firearms range was closed due to safety issues. For several years
following the closure, the department borrowed range facilities from various police
departments. Beginning in 2008, the department began leasing a range from a private range
facility. The lease agreement spanned several years and exceeded $40,000 per year for the
lease. In 2011, the decision was made to invest in a new firearms range at the location that was
closed in 2004. The goal was to complete the range in phases with all work to be completed by
the end of 2015.
The intended phases included extensive dirt work to establish a handgun range, 360 range, and
a rifle range. In addition, plans included concrete walkways, observation tower, turning target
system, and outdoor lighting. To date, the portions of the range that would be considered
completed are the ranges and the walkways associated with the ranges. Concrete work has
been completed for the shoot house and the turning target systems. In addition, three metal
coverings have been installed on the range to protect the staff from inclement weather and
over exposure to the sun.
The next step in the project is the completion of the observation tower. An observation tower is a
key safety component to range operations. During normal firearms training conditions, there are
range training officers on the ground directly behind shooters. These range officers carefully
monitor the shooters who are within their line of sight. The goal is to ensure that officers receiving
training are not exhibiting unsafe firearms handling that would put others at risk. Only having
officers at ground level creates a challenge for comprehensive observation. Police and military
training experts have long recognized the need for an elevated observation tower to provide
complete viewing of on -going training. This elevated view coupled with training officers on the
ground makes for a much safer training environment. At any given time there can be 10 to 20
officers shooting simultaneously at the range. Safety in these conditions is of utmost importance.
The observation tower also serves as a control center for the turning target system and outdoor
lighting. If the observation tower is constructed, then the turning target system and outdoor
lighting system would follow at a later time in the project. The tower is the first step for these other
important aspects of the range project.
Professional architectural and engineering services were procured for the design of the
observation tower. A project consultant has also been hired. Owasso Public Works staff has been
consulted extensively for the entire project, including design specifications due to the range
being located in a flood zone. Staff has developed bid specifications for the observation tower
and the tower has been advertised for competitive bidding. The bid opening is scheduled for
April 23, 2020, and if an acceptable bid is identified, the intent is to bring the bid for City Council
action at the May 5, 2020, City Council meeting.
FUNDING:
Funding is available in the current police budget and is derived from carryover funding from the
FY 2019 budget and a $25,000 donation from Friends of the Owasso Police.
REAL People • REAL CAVaGI
TO:
FROM:
SUBJECT:
DATE:
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tt•REALC..fty
The Honorable Mayor and City Council
Linda Jones
Finance Director
FY 2020 -2021 Annual Operating Budgei
April 10, 2020
BACKGROUND:
Pursuant to statutory and Charter provisions, an annual operating budget for the General Fund,
Owasso Public Works Authority (OPWA) Fund, Owasso Public Golf Authority (OPGA) Fund and
other funds are being developed and will be transmitted for City Council review on May 12,
2020. The proposed budget is scheduled for discussion during the May and June work session
meetings.
PUBLIC INPUT:
Printed copies of the proposed budget will be made available for public viewing on the City's
website on May 15, 2020.
On May 20, 2020, legal notice of a public hearing will be published in the Owasso Reporter, and
such hearing is planned for June 2, 2020. The public hearing provides opportunity for citizen
comment and questions relating to the proposed budget.
Council action regarding the adoption of the annual operating budget is scheduled for June 16,
2020.
ATTACHMENT:
FY 2020 -2021 Budget Calendar
PEAL Paopk • REAL Cboradn •REAL Commonly
CITY OF OWASSO
BUDGET CALENDAR
FY 2020 -2021
Due Date
Dec. 16 Directors submit requests for additional personnel to Finance.
Jan. 31 Requests are prioritized and submitted by the Directors for each Department.
February Directors meet with City Manager /Asst. City Manager for justification and
clarification of requested increases.
April 20 Revenue estimates are finalized to determine which budget priorities will be
recommended for funding.
May 12 The proposed budget is presented to the City Council at Work Session.
May 15 The proposed budget is posted to the City website.
May 20 Publication of notice of public hearing (at least five days prior to hearing *).
June 2 Public Hearing (no later than June 15 *).
June 16 Budget adoption (at least seven days prior to July 1 *)
July 29 Publication of notice to vendors (no later than July 31 *).
July 31 Budget is filed with the State Auditor (no later than July 31 *).
Sept. 30 Deadline for submission of vendor invoices for previous fiscal year. Open
purchase orders are closed, and budgetary fiscal year -end fund balances are
determined.
*Deadline set by state statute
s�
REAL P•opb•REAL Cnaranar•°cu CommunMy
TO: The Honorable Mayor and City Council
FROM: Linda Jones, Finance Director
SUBJECT: Auditing Services Request for Proposal
DATE: April 10, 2020
BACKGROUND:
The City Charter and state statutes require that an independent accountant perform an audit of
the City's finances annually. The contract for auditing services with RSM, LLP ended at the
completion of the FY 2018 -2019 audit.
Since a Request for Proposal had not been sought by the City since 2006, the Audit Committee
recommended on January 14, 2020, that the City seek proposals for the FY 2019 -2020 audit. A
Request for Proposal was issued in February, and proposals for auditing services were received in
March from the following four firms:
• BKD, CPAs & Advisors
• BT &Co.
• HSPG & Associates
• RSM, LLC
Desired qualifications for proposers included the following:
• Qualified to perform governmental audits in Oklahoma
• Experienced with auditing governmental entities who received recognition for
excellence in reporting by the Governmental Finance Officers Association
• Experienced with performing federal grant single audits
• Offers continuing education to both staff and clients in governmental accounting
• Committed to providing qualified and experienced governmental auditing staff
The Audit Committee is scheduled to meet and evaluate the proposals on April 14, 2020, for the
purpose of making a recommendation to the City Council at the April 21, 2020, meeting.
C-&A5
People •REAL Character •REAL Community
Total Monthly Sales Tax Comparisons
$4,000,000
$3,500,000 -
$3,000,000
$2,500,000
$2,000,000
$1,500,000
$1,000,000
$500,000
$-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
tActual - - + -- Budget — A—Last Year
Year -to -Date Sales Tax Totals
$40,000,000
$35,000,000
a-�
$30,000,000
$25,000,000
$20,000,000
$15,000,000
$10,000,000
$5,000,000
$-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
—�— Actual - - + -- Budget —A— Last Year
City of Owasso
Total Monthly Sales Tax Revenues
Last Five Fiscal Years
$ 30,188,032 $ 34,941,703 $ 33,568,047 $ 29,607,789 $ 28,350,133
* *Sales tax increase from 3.5% to 4.05% (551100) for street improvements.
2019 -2020
2018 -2019
2017 -2018
2016 -2017
2015 -2016
Jul
$ 3,005,671
$ 2,998,609
$ 2,856,618
$ 2,458,012
$ 2,411,619
Aug
2,968,434
2,920,263
2,835,784
2,350,922
2,301,806
Sep
2,969,838
2,810,048
2,687,213
2,290,655
2,307,955
Oct
3,067,281
2,899,646
2,670,945
2,292,548
2,346,839
Nov
2,855,219
2,753,335
2,764,781
2,296,775
2,159,987
Dec
3,105,262
2,858,066
2,741,992
2,242,747
2,525,751
Jan
3,399,527
3,330,435
3,136,816
2,657,262
2,598,361
Feb
3,294,059
3,132,584
3,091,385
2,498,036
2,620,008
Mar
2,677,677
2,523,512
2,507,808
2,436,309
** 2,053,981
Apr
2,845,063
2,723,563
2,621,904
2,557,997
2,383,118
May
-
2,945,503
2,935,547
2,810,748
2,381,072
Jun
3,046,140
2,717,252
2,715,777
2,259,636
$ 30,188,032 $ 34,941,703 $ 33,568,047 $ 29,607,789 $ 28,350,133
* *Sales tax increase from 3.5% to 4.05% (551100) for street improvements.
City of Owasso
Total Sales Tax Report
Budget to Actual Comparison
April 9, 2020
May
Jun
Totals $ 30,188,032 85.4% $ 29,336,554 83.0% $ 851,478 2.9%
2019 -20
2019 -20
Actual Collections
Budget Projections
Over (Under) Projection
Amount
Percent
Amount
Percent
Amount
Percent
Jul
$ 3,005,671
8.5%
$ 3,020,685
8.5%
$ (15,014)
-0.5%
Aug
2,968,434
8.4%
2,969,518
8.4%
(1,084)
0.0%
Sep
2,969,838
8.4%
2,836,012
8.0%
133,826
4.7%
Oct
3,067,281
8.7%
2,902,977
8.2%
164,304
5.7%
Nov
2,855,219
8.1%
2,817,637
8.0%
37,582
1.3%
Dec
3,105,262
8.8%
2,889,045
8.2%
216,217
7.5%
Jan
3,399,527
9.6%
3,336,425
9.4%
63,102
1.9%
Feb
3,294,059
9.3%
3,210,918
9.1%
83,141
2.6%
Mar
2,677,677
7.6%
2,595,635
7.3%
82,042
3.2%
Apr
2,845,063
8.0%
2,757,702
7.8%
87,361
3.2%
May
Jun
Totals $ 30,188,032 85.4% $ 29,336,554 83.0% $ 851,478 2.9%
City of Owasso
Total Sales Tax Report
Two Year Comparison
April 9, 2020
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2019 -20
Percent
Amount of Budget
2018 -19
Percent
Amount of Actual
Increase or (Decrease)
Amount Percent
$ 3,005,671
8.5%
$ 2,998,609
8.6% $
7,063
0.2%
2,968,434
8.4%
2,920,263
8.4%
48,171
1.6%
2,969,838
8.4%
2,810,048
8.0%
159,791
5.7%
3,067,281
8.7%
2,899,646
8.3%
167,635
5.8%
2,855,219
8.1%
2,753,335
7.9%
101,884
3.7%
3,105,262
8.8%
2,858,066
8.2%
247,196
8.6%
3,399,527
9.6%
3,330,435
9.5%
69,092
2.1%
3,294,059
9.3%
3,132,584
9.0%
161,474
5.2%
2,677,677
7.6%
2,523,512
7.2%
154,165
6.1%
2,845,063
8.0%
2,723,563
7.8%
121,500
4.5%
Totals $30,188,032 85.4% $28,950,060 82.9% $ 1,237,972 4.3%
Note: Fiscal Year 2020 Sales Tax Budget is $35.344 million; FY'19 budget was $34.175 million.
City of Owasso
Monthly Use Tax Revenues
Last Five Fiscal Years
$2,452,140 $2,267,091 $1,664,238 $1,182,051 $ 1,123,335
*Increase in sales tax rate from 3.5% to 4.05% March 2017
* *Increase in sales tax revenue from taxation of internet sales beginning May 2017
Fiscal Year 2020 Use Tax Budget is $2,380,446
2019 -2020
2018 -2019
2017 -2018
2016 -2017
2015 -2016
Jul
$ 224,427
$ 107,929
$ 131,532
$ 82,565
$ 72,360
Aug
213,728
134,957
115,912
86,552
96,428
Sep
258,541
237,044
126,135
87,371
122,962
Oct
211,009
177,983
146,402
86,713
106,846
Nov
212,040
151,865
139,772
80,855
91,876
Dec
226,537
193,866
128,876
84,107
113,941
Jan
280,550
265,379
205,110
127,549
86,358
Feb
404,153
290,595
166,541
106,593
102,681
Mar
187,882
140,226
134,603
99,853
* 61,748
Apr
233,275
173,422
112,614
101,930
78,834
May
201,224
119,189
123,116
** 92,867
Jun
192,601
137,552
114,846
96,434
$2,452,140 $2,267,091 $1,664,238 $1,182,051 $ 1,123,335
*Increase in sales tax rate from 3.5% to 4.05% March 2017
* *Increase in sales tax revenue from taxation of internet sales beginning May 2017
Fiscal Year 2020 Use Tax Budget is $2,380,446