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Home My WebLink About2020.10.20_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY (OPWA) Council Chambers Old Central Building 109 North Birch, Owasso, OK TUESDAY, OCTOBER 20, 2020 - 6:30 PM AGENDA RECEIVED 1. Call to Order - Chair Bill Bush OCT 16 2020 2. Roll Call City Clerk's Office 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable.) A. Approve minutes -October 6, 2020, and October 13, 2020, Regular Meetings B. Approve claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda S. Consideration and appropriate action relating to budget amendments for the re- appropriation of carryover funds from Fiscal Year 2019 -2020 Jennifer Newman Staff recommends approval of an increase in the estimate of revenues by $29,376,052.00 and the appropriation for expenditures by $31,245,382.00 for the Owasso Public Works Authority. 6. Consideration and appropriate action relating to the purchase of a new truck and declaration of a surplus vehicle Robert Allison Staff recommends approval to purchase a 2021 Chevrolet 1500 4x4, Crew Cab truck, in the amount of $30,829.00, from Carter Chevrolet of Edmond, Oklahoma, per the State of Oklahoma's approved contract #SW035; and, to declare the 2009 Dodge Dakota (VIN# 1 D3HW38K99S726795) as surplus to the needs of Owasso Public Works Authority and disposed of via on line auction. 7. Report from OPWA Manager 8. Report from OPWA Attorney 9. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Report- pay period ending date October 10, 2020 • Monthly Budget Status Report - September 2020 10. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 11. Adjournment Notice of Public Meeting filed in the office of the City�lerk on Friday, December 13, 2019, and the Agenda posted at City Hall, 200 South Main Street ,/° t 0 pm on Fri �a7, ctdb r 16, 2020. JJJ iannM S �� /i�l ��L`(� /� Stevens, City fZlerk The City or Owasso encourages citizen participation. To req City Clerk at least 48 hours prior to the scheduled bf@vens@Pilvatawassd. eam Est on accommodation due to a disability, contact the meeting by phone 918 - 376 -1502 or by email to OWASSO PUBLIC WORKS AUTHORITY (OPWA) MINUTES OF REGULAR MEETING Tuesday, October 6, 2020 The Owasso Public Works Authority (OPWA) met in regular session on Tuesday, October 6, 2020, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 13, 2019; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, October 2, 2020. 1. Call to Order Chair Bill Bush called the meeting to order at 7:16 pm 2. Roll Call Present Absent Chair- Bill Bush None Vice Chair - Kelly Lewis Trustee - Chris Kelley Trustee - Doug Bonebrake Trustee - Lyndell Dunn A quorum was declared present. Staff: Authority Manager- Warren Lehr Authority Attorney - Julie Lombardi 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent" are considered by the Authority to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable.) A. Approve minutes - September 15, 2020, Regular Meeting B. Approve claims Mr. Dunn moved, seconded by Ms. Lewis to approve the Consent Agenda, as presented, with claims totaling $831,393.18. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 4. Consideration and appropriate action relating to items removed from the Consent Agenda None 5. Report from OPWA Manager None 6. Report from OPWA Attorney None 7. Official Notices to Council (documents for acknowledgment or information only, no discussion or action will be taken) The Chair acknowledged receipt of the following: • Payroll Payment Report - pay period ending date September 12, 2020, and September 26, 2020 8. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None Owasso Public Works Authority October b, 2020 Page 2 9. Adjournment Mr. Kelley moved, seconded by Ms. Lewis to adjourn the meeting. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 and the meeting adjourned at 7:17 pm. Bill Bush, Chair Juliann M. Stevens, Authority Clerk OWASSO CITY COUNCIL, PUBLIC WORKS AUTHORITY, AND PUBLIC GOLF AUTHORITY MINUTES OF JOINT REGULAR MEETING Tuesday, October 13, 2020 The Owasso City Council, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority (OPGA) met in a joint regular meeting on Tuesday, October 13, 2020, in the Council Chambers at Old Central, 109 North Birch Street, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 13, 2019; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, October 9, 2020. 1. Call to Order /Roll Call Mayor /Chair Chris Kelley called the meeting to order at 6:00 pm. Present Absent Mayor /Chair - Bill Bush None Vice Mayor /Vice Chair- Kelly Lewis Councilor /Trustee - Chris Kelley Councilor /Trustee - Doug Bonebrake Councilor /Trustee - Lyndeli Dunn A quorum was declared present. 2. Presentation and discussion relating to the Economic Development Strategic Plan (EDSP) Annual Report Chelsea Levo -Feary presented the item and discussion was held. 3. Presentation and discussion relating to the Owasso Public Safety Training Center David Hurst introduced Aram! Goldstein to present the item and discussion was held. 4. Discussion relating to the purchase of an ambulance and the declaration of a surplus vehicle David Hurst presented the item and discussion was held. It was further explained that an item would be placed on the October 20, 2020, City Council agenda for consideration and action. 5. Discussion relating to the purchase of a body worn camera system Scott Chambless presented the item and discussion was held. It was further explained that an item would be placed on the October 20, 2020, City Council agenda for consideration and action. 6. Discussion relating to FY 2019 -2020 Carryover Funds (General Fund and Owasso Pubic Works Authority Fund) Jennifer Newman presented the item and discussion was held. It was further explained an item would be placed on the October 20, 2020, City Council and Owasso Public Works Authority agendas for consideration and action. 7. Discussion relating to the Elm Creek Park Renovation Project Chris Garrett presented the item and discussion was held. 8. Discussion relating to the sale of surplus city property located at the northeast corner of East 96th Street North and Mingo Road Julie Lombardi presented the item and discussion was held. 9. Discussion relating to City /Authority Manager items A. 2021 City Council Election for Ward 1 and Ward 2 B. Court Clerk appointment C. Monthly sales tax report D. City /Authority Manager report Owasso City Council, OPWA & OPGA October 13, 2020 Page 2 Warren Lehr presented items A and B and discussion was held. Linda Jones presented item C and discussion was held. It was further explained that items A and B would be placed on the October 20, 2020, City Council agenda for consideration and action. Mr. Lehr reported on the progress of North Garnett Road improvements. 10. City Councilor /Trustee comments and inquiries None 11. Adjournment The meeting adjourned at 7:54 pm. Bill Bush, Mayor /Chair Juliann M. Stevens, City Clerk Actual Claims List - 10/20/20 Fund Vendor Name Payable Description Payment Amount 61 OPWA AEP /PSO ELECTRIC USE $1,214.54 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED - $77.00 JPMORGAN CHASE BANK SEPT $1,999.22 CITY GARAGE LABORIOVERHEAD - OCT, 202 $165.33 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - SEPT, $32.72 JPMORGAN CHASE BANK OFFICE DEPOT- SUPPLIES $121.87 JPMORGAN CHASE BANK SAV ON -CARDS $35.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $112.92 UNIFIRST HOLDINGS LP UNIFORM SERVICE $60.46 OPWAADMINISTRATION -Total $1,819.84 AEP IPSO ELECTRIC USE $120.63 CITY GARAGE LABOR /OVERHEAD - OCT, 202 $410.17 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FE $1,999.22 NATIONAL WASTE & DISPOSAL, INC. LANDFILL TIPPING FEE - IN $1,470.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE $36.70 RECYCLE CENTER -Total $4,036.72 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED - $2,558.39 SEPT CITY GARAGE LABOR/OVERHEAD - OCT, 202 $5,524.17 CITY GARAGE VEH PARTS PURCHASED - $562.19 SEP FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - SEPT, $1,780.95 JPMORGAN CHASE BANK ATWOODS -BOOTS $129.99 JPMORGAN CHASE BANK BUMP2BUMP- SUPPLIES $297.32 JPMORGAN CHASE BANK C3 INDUST -PARTS $375.15 JPMORGAN CHASE BANK COVANTA- TIPPING FEES $23,448.47 JPMORGAN CHASE BANK FLEETPRIDE -PARTS $852.79 JPMORGAN CHASE BANK GRAINGER- KNEEPADS $27.07 JPMORGAN CHASE BANK MACS - SERVICE $1,337.78 JPMORGAN CHASE BANK PTG- SERVICE $1,801.87 JPMORGAN CHASE BANK SEMI TRUCK -WASH $455.00 JPMORGAN CHASE BANK SOUTHWEST- CYLINDERS $802.56 JPMORGAN CHASE BANK UNITED ENGINES -PARTS $2,963.26 JPMORGAN CHASE BANK WASTE MGMT -REF TIP FE $10,937.69 JPMORGAN CHASE BANK WELSCO - SUPPLIES $53.93 REHRIG PACIFIC CO. GREEN 95 GALLON REFUSE $21,531.00 CA UNIFIRST HOLDINGS LP UNIFORM SERVICE $122.96 UNITED ENGINES, LLC BEARING RETAINER $125.42 REFUSE COLLECTIONS -Total $75,687.96 TECHNICAL PROGRAMMING SERVICES BILLING SERVICES $3,118.03 INC UTILITY BILLING -Total $3,118.03 1 Fund 61 OPWA Actual Claims List - 10/20/20 Vendor Name Payable Description Payment Amount AEP /PSO ELECTRIC USE $5,490.84 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED - $174.42 JPMORGAN CHASE BANK SEPT $172.58 CITY GARAGE LABORIOVERHEAD - OCT, 202 $1,378.50 CITY GARAGE VEH PARTS PURCHASED - $2,492.74 JPMORGAN CHASE BANK SEP $29,98 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - SEPT, $428.32 JPMORGAN CHASE BANK CORE &MAIN - MATERIALS $450.00 JPMORGAN CHASE BANK CORE &MAIN -STEEL RINGS $172.58 JPMORGAN CHASE BANK DEQ- LICENSE $92.00 JPMORGAN CHASE BANK FASTENAL- SUPPLIES $7.02 JPMORGAN CHASE BANK LOWES -PAINT $29,98 JPMORGAN CHASE BANK OREILLY -DROP LIGHT $32.99 JPMORGAN CHASE BANK SMITH &LOVELESS -PARTS $750.33 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $233.59 UNIFIRST HOLDINGS LP UNIFORM SERVICE $105.68 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC $511.98 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRI $185.77 VERIZON WIRELESS WIRELESS CONNECTION $80.02 WASTEWATER COLLECTION$ -Total $12,616.76 AEP IPSO ELECTRIC USE $24,297.47 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED- $8.92 SEPT CITY GARAGE LABORIOVERHEAD - OCT, 202 $1,064.42 CITY GARAGE VEH PARTS PURCHASED - $186.04 SEP FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - SEPT, $384.03 JAMES A. OZBUN REPAIR $1,896.00 JPMORGAN CHASE BANK ATWOODS -BOLTS $3.83 JPMORGAN CHASE BANK JOHNSTONE -PARTS $93.57 JPMORGAN CHASE BANK JOHNSTONE- REFUND ($735) JPMORGAN CHASE BANK KOMLINE -PARTS $477.13 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $43.13 JPMORGAN CHASE BANK REXEL -PARTS $264.56 JPMORGAN CHASE BANK VACMOTION- SUPPLIES $62.09 UNIFIRST HOLDINGS LP UNIFORM SERVICE $97.66 VERIZON WIRELESS WIRELESS CONNECTION $80.02 WASTEWATER TREATMENT -Total $28,951.52 AEP /PSO ELECTRIC USE $289.16 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED - $76.63 SEPT CITY GARAGE LABOR/OVERHEAD - OCT, 202 $2,718.17 CITY GARAGE VEH PARTS PURCHASED - $333.94 Fund 61 OPWA Actual Claims List - 10/20/20 Vendor Name CITY OF TULSA UTILITIES FLEETCOR TECHNOLOGIES JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK UNIFIRST HOLDINGS LP VERDIGRIS VALLEY ELECTRIC COOP Payable Description Payment Amount SEP WATER $295,065.25 FUELMAN EXPENSES - SEPT, $1,074.33 AMERIFLEX -PARTS $19.20 ATWOODS- EXTINGUISHER $16.99 ATWOODS- KNEEPADS $19.99 BROWN FARMS -SOD $200.00 LOWES- MATERIALS $53.00 SHOW CARNIVAL -BOOTS $134.98 VERMEER- SUPPLIES $212.53 UNIFORM SERVICE $172.30 WATER CONTROL ELECTRI $30.60 WATER -Total $300,417.07 OPWA -Total $426,647.90 OPWA Grand Total $426,647.90 3 — ...^-PeeP�e -RFAI IervRE1LIIY TO: The Honorable Chair and Trustees Owasso Public Works Authority (OPWA) FROM: Jennifer Newman, Assistant Finance Director SUBJECT: Supplemental Appropriation Carryover Budgets DATE: October 16, 2019 BACKGROUND: Every year at the June 30, fiscal year -end, there are unspent budgets. While the appropriations were included in the FY 2020 budget, the actual expenditures for all or part of open items will occur during FY 2021. Because the FY 2021 budget was prepared prior to year -end, and before it was known whether funds would be expended or not, fund balances used to develop the budget were projected as though all non -salary budgets would be expended by year -end. Therefore, approval of carryover non -salary budgets does not reduce estimated June 30, 2020, fund balances. In order to keep from having purchase orders open for multiple years, past practice of the Authority is to close prior year purchase orders at the end of September, and re- appropriate the funds in the subsequent year along with authorizing the Authority to re -issue the purchase orders in the new fiscal year. Furthermore, since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, closing out old encumbrances where goods and services have not been received, will enable the Authority's budgetary financial statements to more closely align with audited GAAP statements. Also, previously authorized loan proceeds are expected to be transferred from the OPWA Fund to the Capital Improvements Fund in FY 2020 -2021, as invoices are due. The FY 2019 -2020 budget for loan proceeds are recommended to be carried over and re- appropriated in FY 2020 -2021. OPWA Department FY 2021 Expenditure Budget Expenditure Carryover Requested Revised FY 2021 Expenditure Budget Revenue Carryover OPWA Debt Proceeds $ - $ - $ - $ 24,547,553 OPWA Admininstration 1,144,736 3,B5B 1,148,594.19 - Utility Billing 524,537 - 524,537.00 - Water 4.252,451 141,528 4,393,979.01 - Wastewater Treatment 1,401,456 20,608,226 22,009,682.28 - Wastewater Collections 1,489,461 5,342,141 6,831,601.88 - Refuse 1,569,791 106,500 1,676,291.00 - Recycle 169,388 11Q650 280,038.00 - RedbudTIF 354,502 103,980 458,481.83 - DebtServiceExp 7,834,500 - 7,834,500.00 - Transfers Out (OPGA) 326,201 - 326,201.00 - Transfers Out (Sales Tax) 20,818,308 - 20,818,308.00 - Transfer to CIP (Debt Proceeds) 5,000,000 4,828,499 9,828,499.25 4,828,499 Total Carryover Requested $ 44,885,331 $ 31,245,382 $ 76,130,713 $ 29,376,052 Page 2 Carryover Budgets RECOMMENDATION: Staff recommends approval of an increase in the estimate of revenues by $29,376,052.00 and the appropriation for expenditures by $31,245,382.00 for the Owasso Public Works Authority. sd RMP.11.•REALCNM=r•RE Community TO: The Honorable Chair and Trustees Owasso Public Works Authority (OPWA) FROM: Robert Allison Utility Superintendent SUBJECT: Purchase of a 2021 Chevy 1500 Truck and Declare a Vehicle Surplus DATE: October 16, 2020 BACKGROUND: Public Works Department staff annually assesses the motor fleet in order to determine the safety, reliability and efficiency of the vehicles assigned to each division. These evaluations are used as the basis for vehicle purchases and Public Works budgeting. Based upon the assessment of the motor fleet, staff is proposing the replacement of the Water Division's Utility Billing truck. This vehicle is used to complete Utility Billing work orders, which include but are not limited to water connection and disconnection, meter re- reads, meter change outs and various other tasks. The current Utility Billing truck (2009 Dodge Dakota) is 11 years old and has 143,634 miles. Staff is proposing the truck be declared surplus to the needs of the Authority and disposed of via online auction. VEHICLE DESCRIPTION: Staff proposes the purchase of a 2021 Chevrolet 1500 44 Crew Cab truck through the State of Oklahoma's bid process. This truck will be equipped with the standard LT package, a five liter -V8 gasoline engine, a 5.5 foot bed and a spray -in bed liner. FUNDING: The FY 2020 -2021 Water Division budget includes funding for the purchase of a new vehicle. RECOMMENDATION: Staff recommends approval to purchase a 2021 Chevrolet 1500 44, Crew Cab truck, in the amount of $30,829.00, from Carter Chevrolet of Edmond, Oklahoma, per the State of Oklahoma's approved contract #SW035. Staff further recommends to declare the 2009 Dodge Dakota (VIN# ID3HW38K99S726795) as surplus to the needs of OPWA and disposed of via on line auction. ATTACHMENT: Carter Chevrolet Bid Quote Dee Roberson 405 - 737 -3389 Email dee @rfsfleet.com Bill To Robert Allison City of Owasso 918 - 272 -4959 rallison @cityofowasso.com SWO035 State Contract ,iw rE , LEE Quote # Quote Date DR0925A 09/25/2020 DESCRIPTION AMOUNT 2021 Chevy 1500 Crew Cab with 5.5' Bed 26,477.00 Engine: Engine, 5.31 EcoTec3 V8 with Active Fuel Management, (355 hp) 0.00 Four Wheel Drive with Skid Plates 2,892.00 Differential, heavy -duty locking rear 385.00 Tires, 265/70R17 all- terrain, blackwall 195.00 Trailering Package includes trailer hitch, 7 -pin and 4 -pin connectors 350.00 Chevytec spray -on bedliner, Black with Chevrolet logo 530.00 White with Cloth 40120/40 Front Seat with storage armrest and rubber Floor 0.00 TOTAL $30,829.00 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 10/10/20 Department Payroll Expenses Total Expenses 400 OPWA Administration 15,167.77 22,801.39 405 Utility Billing 6,768.00 11,861.42 420 Water 16,381.80 27,113.89 450 Wastewater 11,831.71 19,801.92 455 Wastewater Collection 12,931.10 22,054.90 480 Refuse 14,306.19 23,962.28 485 Recycle Center 2,344.00 4,729.80 FUND TOTAL 79,730.57 132,325.60- 32 325 60 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2020.2021 Budgetary Basis Statement of Revenues & Expenses As of September 30, 2020 MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET OPERATING REVENUES: Water $ 738,304 $ 2,323,525 $ 6,596,392 35.22% Wastewater 493,535 1,397,469 5,208,252 26.83% Refuse & recycle 213,941 642,708 2,436,961 26.37% Other Utility fees 23,016 61,003 280,600 21.74% TOTAL OPERATING REVENUES $ 1,468,796 $ 4,424,705 $ 14,522,205 30.47% OPERATING EXPENSES: OPWA administration $ (98,785) $ (395,519) $ (1,144,736) 34.55% Utility Billing (38,104) (111,254) (524,537) 21.21% Water (441,871) (1,058,031) (4,252,451) 24.88% Wastewater (166,168 ) (618,465) (2,890,917) 27.39% Refuse & Recycle Y (176,914) (272,546) (7,739,179) 15.67% Debt payments (203,967) (660,959) (2,705,000) 24.43% TOTAL OPERATING EXPENSES $ (1,065,808) $ (3,116,774) $ (13,256,820) 23.51% OPERATING REVENUES OVER /(UNDER) EXPENDITURES $ 402,988 $ 1,307,931 $ 1,265,385 NONOPERATING REVENUES (EXPENSES): Interest $ 2,221 $ 7,234 $ 28,830 25.09% Other revenues /(expenses) 2,963 7,355 20,326 36.18% Transfers in - - - 0.00% Transfers out - (326,201) 0.00% TOTAL NONOPERATING REVENUES (EXPENSES) $ 5,184 $ 14,589 $ (277,045) LONG -TERM DEBT PROCEEDS AND EXPENDITURES: Proceeds of long -term debt $ 480,553 $ 1,381,322 $ 5,000,000 Expenditures of long -term debt (514,423) (764,085) (5,000,000) TOTAL LONG -TERM DEBT PROCEEDS AND EXPENDITURES $ (33,870) $ 617,237 $ - NET INCOME (LOSS) $ 374,302 $ 1,939,757 $ 988,340 ENCUMBRANCES OUTSTANDING $ (1,024,586) FUND BALANCE (Budgetary Basis) Beginning Balance 2,039,743 2,039,743 Ending Balance $ 2,954,915 $ 3,028,083