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HomeMy WebLinkAbout2020.08.11_Worksession AgendaThis meeting is a work session for Council /Trustee discussion only. There Is no opportunity for public comments at work session. PUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL / OWASSO PUBLIC WORKS AUTHORITY / OWASSO PUBLIC GOLF AUTHORITY Council Chambers Old Central Building 109 North Birch, Owasso, OK TUESDAY, AUGUST 11, 2020 - 6:00 PM AGENDA 1. Call to Order Mayor /Chair Bill Bush 2. Presentation of the City of Owasso's Geographic Information System (GIS) Michele Mount 3. Discussion relating to partnership agreements for Redbud Festival Park Larry Langford RECEIVED AUG 0 7 2020 �S City Clerk's Office 4. Discussion relating to the renewal of an agreement with Grand Gateway Economic Development Authority for Pelivan Transit Josh Quigley 5. Discussion relating to proposed project sites for the FY 2021 Street Rehabilitation Program Roger Stevens 6. Discussion relating to the sale of surplus city properties Julie Lombardi / Juliann Stevens 10.063 acres, located on the northeast corner of East 96th Street North and North Mingo Road • 1.245 acres, located on the northeast corner of East 106th Street North and North Mingo Road • 0.638 acres, located south of East 1061h Street North and east of US HWY 169 7. Discussion relating to City /Authority Manager items Warren Lehr A. Various citizen board and committee appointments B. Monthly sales tax report C. City /Authority Manager report 8. City Councilor /Trustee comments and inquiries 9. 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, at 6:00 pm on Friday, August 7, 2020, ME The City of Owasso encourages citizen participation. To request an accommodation due to a disability, contact the City Clerk at least 48 hours prior to the scheduled meeting by phone 918- 376 -1502 or by email to istevens@cjtvofowasso.com �'?PAS5C? REAL People - REAL C aver -REAL Community TO: The Honorable Mayor and City Council FROM: Larry Langford Director of Recreation and Culture SUBJECT: Partner Agreements DATE: August 7, 2020 BACKGROUND: The Redbud Festival Park will provide many opportunities for citizens and visitors alike to gather and participate in memorable and fun - filled experiences. These occurrences bond our community by bringing a variety of people together to celebrate their lives with common purpose. These activities not only create wonderful memories, they also provide the unity desired to develop relationships, encourage inclusivity and promote goodwill within our community. With the development of Redbud Festival Park, it is important that the City of Owasso implement protocol and guidelines for usage and scheduling of the venue. The Recreation and Culture Department began assessing strategies and procedures early in the construction phase but understood adjustments would be necessary once the facility was opened. The City will initiate and offer a variety of events throughout the year but, due to limited city resources, will require additional support and investment from community partners. Currently, the City operates within agreements to provide services for youth sports and community center programs. This structure has been beneficial to both City and partners in establishing clear expectations and guidelines. Furthermore, it allows for annual review and evaluation of the partnership to ensure adherence, viability and possible improvements. DISCUSSION: An item has been placed on the August 11, 2020, City Council worksession agenda for additional discussion of establishing partner agreements to allow organizations to utilize City facilities and provide services on behalf of the City of Owasso. Oj 5V TO: The Honorable Mayor and City Council FROM: Josh Quigley Manager of the Owasso Community Center SUBJECT: Pelivan Transit Agreement Renewal DATE: August 7, 2020 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 twelfth year of operation in Owasso, the program has developed a stable and growing customer base. Demand and ridership has increased each year since the program's 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 some 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 requests for FY 2014 through FY 2020 were $51,000. For the FY 2021, Pelivan Transit is again requesting $51,000 from the City of Owasso to cover the local match, 19% of the total operating budget. These funds were included in the City's annual budget. PROPOSED ACTION: This item has been placed on the August 7, 2020, City Council worksession agenda for additional discussion. ATTACHMENT: Proposed Pelivan Transit Purchase of Service Agreement (9181 783793 Ial7 Gateway Fax: 5(918) 7835786 Economic Development Association Warren Lehr, City Manager City of Owasso P.O. Box 180 Owasso, OK. 74055 Dear Mr. Lehr: May 26, 2020 This is to notify you in writing that Grand Gateway E.D.A./Pelivan Transit is requesting budget funding for FY- 2021 for demand response public transportation for the City of Owasso. Attached is a detailed FY -2020 budget report for your review. Listed below is the ridership data for the City of Owasso for the Monday through Saturday demand - response transportation services: DEMAND RESPONSE FY -13 FY -14 FY -15 FY -16 FY-17 FY -18 -19 Passenger Tri s 12,363 10,247 10,199 11,583 11,208 10,732 395 j7,331 ElderlyTri s 4,679 5,616 6,138 3,395 7,330 6,855 DisabledTri s 5,019 5,248 4,209 1,597 4,372 5,542 ,86 Revenue Miles 64,835 71,064 72,248 70,790 70,907 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 to the City of Owasso for FY -21. The total budget for FY -2021 is $265,550 and the requested local match from the City of Owasso is 19% of this amount. We have secured $240,550 through federal, state and other local grants for this valuable service. Please let us know if you are interested in discussing this possibility. We have not requested any local match for vehicle procurement since the inception of this service to Owasso began. Our only concern continues to be 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. 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 changed, then please contact me for the adjustments accordingly. It is a pleasure to serve the Owasso area residents in their transportation needs. Sincerely, f Ken Pa cGy Pelivan Transit Director (918) 783 -5793 rand Gateway Fax: (918) 783:786 Economic Deveioprnen[ Association Purchase of Service Agreement This agreement establishes a Purchase of Service Agreement made and entered into on the day of 2020, between the City of Owasso and Grand Gateway Economic Development Association/PELIVAN TRANSIT regarding the financial assistance to the Association for the operation of a demand- response Public Transportation System operated by Pelivan Transit for FY -2021. 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.O. 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 located at the Pelivan Transit headquarters in Big Cabin, Oklahoma for the transportation needs of the citizens of Owasso and the surrounding area commencing October 1, 2020 through September 30, 2021 (FY -2021) 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 Years Day Labor Day Martin Luther King, Jr. Day Veterans Day Memorial Day Thanksgiving Day (two days) Independence Day Christmas Day (two days) Pelivan 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 /l00 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, Executive Dir. Grand Gateway E.D.A P.O. Drawer B Big Cabin, OK. 74332 Notary: Signed before me this day of ,2020 Kendra McGeady, Pelivan Transit Director 918.244.7704 Warren Lehi-, City Manager City of Owasso P.O. Box 180 Owasso, OK 74055 Notary: Signed before me this day of .2020 5311 Projects FY 2021 PELIVAN SUMMARY OF CITIES Rides FY -21 Pass % Esti miles CAPITAL Mileage % ADMINISTRATION Director Salary Administrative Salaries Bookkeeper Salaries Fringe,total 62% Audit (Transit) Legal Service Travel, Administrative Advertising Subscriptions /Membership Fee Training Program Office furnishings Indirect Cost 30% Drug Testing TOTAL Federal 80% Local 20% OPERATIONAL Route Supr. Salaries Dispatcher Salary Operations Clerk Drivers Salary Maint Mgr /Mechanic Mechanic Salary Fringe, total Travel, operational Vehicle Insurance Insurance, other Office /Ga rage Space Supplies Telephone Utilities Printing Postage 60% OWASSO Actual 12,395 6% 70,907 7% $7,000.00 $6,550.00 $1,000.00 $8,800.00 $0.00 $0.00 $ 350.00 $550.00 $1,100.00 $150.00 $250.00 $7,050.00 $32,550.00 $26,050.00 $6,500.00 $0.00 $17,500.00 $300.00 $56,500.00 $3,550.00 $2,100.00 $48,000.00 $1,200.00 $1,250.00 $0.00 $0.00 $0.00 $2,700.00 $950.00 $0.00 $0.00 Interest Expense $2.00 CNG & $3.75 Fuel Unleaded Vehicle Maintenance, repairs Building Maintenance, repairs Equipment Maintenace, repairs Indirect Cost Fees & Licensing Transportation Service Agreements Vehicle Service Agreement Equipment Service Agreement Miscellaneous SUB -TOTAL OPERATIONAL Less Fare Box Revenue NET TOTAL OPERATIONAL Federal Local GRAND TOTAL Fed. Share Fares Local Share City Subsidy FY-20 City Subsidy FY -19 St. Revolv Misc Contracts INCOG 5310 DHS -Tanf Craig DHS -Tanf Delaware DHS -Tanf Mayes DHS -Tanf Ottawa INCOG - New Freedom INCOG - JARC Tribal Grants /Fares Donations /Other Grants Advertising TOTAL Local Match 30% $0.00 $22,000.00 $9,550.00 $0.00 $0.00 $38,400.00 $3,500.00 $1,100.00 $224,000.00 $28,500.00 $195,500.00 $97,750.00 $97,750.00 $256,550.00 $80,000.00 $28,500.00 $148,050.00 $51,000.00 $51,000.00 $25,500.00 $3,750.00 $12,200.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $4,600.00 $0.00 $0.00 $148,050.00 %Total L.M. Met 100% $0.00 Contract City Request $51,000.00 City Funded 51000 Cost per passenger $22.15 Cost per mile $3.61 sd REAL People -MLC Oder -REAL Community TO: The Honorable Mayor and City Council FROM: Roger Stevens Public Works Director SUBJECT: 2021 Street Rehabilitation Program Proposed Project Listing DATE: August 7, 2020 BACKGROUND: Annually, street rehabilitation sites are evaluated and selected based on a comprehensive assessment of roadway conditions. The selection process is aimed at maximizing the taxpayer's return on investment by increasing roadway lifecycle and minimizing future maintenance costs while enhancing overall roadway driving conditions and public safety. PRIORITY STREET REPAIRS /MAINTENANCE IDENTIFIED: In July 2020, the Public Works staff completed an update to the City's street inventory. The data collected for the model was adjusted to reflect changes in segment conditions and a new priority listing was generated. A map depicting the location of the proposed priority sites is attached for City Council's consideration. The estimated cost for the base project is $1,855,000. PROJECT FUNDING: Funding for this project in the amount of $1,000,000 is available in the Capital Improvements Fund. In addition, the Half -Penny Sales Tax Fund has $800,000 allocated for this fiscal year's street repair program. As a result, total funding available for the 2021 Street Rehabilitation Program is $1,800,000. PROPOSED ACTION: This item has been placed on the August 7, 2020, City Council worksession agenda for additional discussion. ATTACHMENTS: Recommended 2021 Project Sites Location Map ID# Street From: To: Condition Original Town (Asphalt Streets) E 106th St N N 118th E Ave N 12151 E Ave OCI 66 302AS32 11" Street Ash Street Birch Street OCI 51 302AS33 111h Street Birch Street Cedar Street OCI 54 302AS65 Elm Place 8th Street Cul -de -sac OCI 45 Elm Creek (Asphalt Streets) 292AS14 E 811t Place N 122 0d E Ave N 124" E Ave OCI 51 292AS13 E82 nd St N N 122 "d E Ave N 124th E Ave OCI 47 293AS24 E 811t St N N 12111 E Ave N 122 "d E Ave OCI 57 291AS33 E 82 "d St N N 118" E Ave N 120th E Ave OCI 46 291AS36 E 83rd St N N 120th E Ave N 1211` E Ave OCI 56 291AS37 E 83rd St N N 1211t E Ave N 122 "d E Ave OCI 51 293AS25 N 120" E Ave E 80th PI N E 82 "d St N OCI 57 291A530 N 120th E Ave E82 nd St N E 83`d St N OCI 48 291AS31 N 12152 E Ave E 8115 St N E 83rd St N OCI 50 3 Lakes (Asphalt Streets) (STP) 203AT03 E 86th St N N 117th E Ave N 1201h E Ave OCI 61 203AT04 E86 Ih St N N 120th E Ave N 1211' E Ave OCI 65 203AT05 E 86th St N N 121" E Ave N 123rd E Ave OCI 65 203AT06 E 86th St N N 123rd E Ave N 123`d E Ave OCI 68 203AT07 E86 Ih St N N 123rd E Ave N 125th E Ave OCI 63 203AT08 E 861h St N N 125" E Ave N 128th A Ave OCI 66 Near Sports Park South (Asphalt Streets) (Tulsa County Assistance) 073AT01 E 1061h St N Mingo N 100th E Ave OCI 61 073AT02 E 106th St N N 100th E Ave N 101st E Ave OCI 63 073AT09 E 106th St N N 10111 E Ave N 110th E Ave OCI 59 073AT10 E 106th St N N 110" E Ave Garnett Rd OCI 69 Near Burberry (Asphalt Streets) (Tulsa County Assistance) 083AT01 E 106th St N Garnett Rd N 118th E Ave OCI 71 083AT02 E 106th St N N 118th E Ave N 12151 E Ave OCI 66 083AT03 E 106th St N N 1211t E Ave N 123rd E Ave OCI 65 083AT04 E 106th St N N 123rd E Ave N 127th E Ave OCI 66 083ATOS E 10611 St N N 12711 E Ave N 129" E Ave OCI 61 Near Lake Valley (Asphalt Streets) 103AT01 E 106' St N N 145" E Ave N 149' E Ave OCI 59 103AT02 E 106[1 St N N 149' E Ave N 152 "d E Ave OCI 55 103AT03 E 106th St N N 152 "d E Ave N 155[1 E Ave OCI 53 103AT04 E 106th St N N 155th E Ave N 157th E Ave OCI 60 103AT05 E 106 th St N N 157 th E Ave N 161" E Ave OCI 56 CITY OF OWASSO FY 2020 -21 STREET REHABILITATION PROGRAM PROJECT LOCATION MAP 200 S. Main Street P.O. Box 180 Owasso, OK 74055 2020 -21 THIS MAP IS FOR INFORMATION PURPOSE ONLY AND IS NOT IIVTENDED TO 918. 376.1500 REPRESENT AN ACCURATE AND TRUE SCALE. USE OF PHIS MAP IS WPrFIOVr WARRANTY OR REPRESENTATION BY Crr OF OWASSO OF =S ACCURACY. 0 North 08/03/20 s� flELPoaple -RF LC aclnr RE LCommunity TO: The Honorable Mayor and City Council FROM: Juliann M. Stevens City Clerk SUBJECT: Sale of Surplus City Properties DATE: August 7, 2020 BACKGROUND: During the March 5, 2019 and the March 3, 2020 meetings, the City Council approved Resolutions authorizing the marketing for sale and negotiation, if needed, by the City Manager for the following three (3) surplus properties owned by the City of Owasso: Approximately 10 acres located at the northeast corner of East 96 +h Street North and North Mingo Road Approximately 1.5 acres located at the northeast corner of East 1061h Street North and North Mingo Road Approximately 0.7 acres located east of US 169 and south of East 106th Street North Section 4 -3 of the City Charter provides two (2) methods by which property valued at more than $250,000 may be sold: (1) approved by a majority vote in an election, or, (2) adoption of a special non - emergency ordinance by the City Council. An item has been placed on the August 11, 2020, City Council worksession agenda for further discussion related to offer to purchase.