HomeMy WebLinkAbout2021.01.12_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 (OPWA)
OWASSO PUBLIC GOLF AUTHORITY (OPGA)
Council Chambers Old Central Building 109 North Birch, Owasso, OK
TUESDAY, January 12, 2021 - 6:00 PM
AGENDA RECEIVED
1. Call to Order JAN 0 8 2021
Mayor /Chair Bill Bush City Clerk's Office
2. Presentation and discussion relating to the FY 2020 Audit
Linda Jones
Stacy Hammond, C.P.A. from BT &Co. (appearing via teleconference)
Robert Curfman, Audit Committee Chair (appearing via teleconference)
3. Discussion relating to Community Development Items
Brian Dempster
Alexa Beemer
Karl Fritschen
A. Request for final plat - Morrow Place Phase II, located at the southeast corner of East
126th Street North and North 1291h East Avenue
B. Request for final plat - Trinity Presbyterian Church, located north and west of the East
76th Street North and North Memorial Road intersection
C. Request for the partial vacation of a plat - Crossroads Christian Center, located near
11610 North 137th East Avenue
D. Request for rezoning - 10010 North 97th East Avenue
4. Discussion relating to Public Works Department items
Roger Stevens
A. Proposed Funding Agreements - railroad crossing improvements at East 1061h Street
North and North Mingo Road and East 97th Street North and Mingo Road
B. Proposed Interlocal Agreement -2021 Street Rehabilitation Program (East 106th Street
from Mingo Road to North 1351h East Avenue)
C. Proposed Change Order #I - 2020 Street Rehabilitation Program
5. Discussion relating to the Greens Replacement Project at Bailey Ranch Golf Course
Corey Burd
Chris Cook
6. Discussion relating to City Manager items
Warren Lehr
A. Monthly sales tax report
B. City Manager report
7. City Councilor /Trustee comments and inquiries
Owasso City Council, OPWA & OPGA
January 12, 2021
Page 2
B. Adjoumment
Notice of Public Meeting filed in the office of the City Clerk on Friday, December 11, 2020, and
the Agenda posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, January 8, 2021.
Chris Gar tt, Deputy City Clerk
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@citvofowasso.com
TO:
The Honorable Mayor and City Council
FROM:
Linda Jones, Finance Director
SUBJECT:
Fiscal Year (FY) 2019 -2020 Audit Report
DATE:
January 8, 2021
BACKGROUND:
The City of Owasso's Audit Committee and select members of City staff are scheduled to meet
with Stacy Hammond, C.P.A from BT &Co., P.A. on January 12, 2021, to review the results of the
annual audit. Members of the Audit Committee are Robert Curfman, Chair; Jack Murray, Vice
Chair; Andrea O'Dell, Secretary; Doug Bonebrake, City Council representative; Nick Sokolosky,
member.
Copies of the Comprehensive Annual Financial Report will be provided at the January 14, 2021,
Worksession agenda, and Stacy Hammond, C.P.A. along with representatives of the audit
committee will be in attendance to answer questions regarding the results of the FY 2019 -2020
audit.
The Annual Financial Statement is prepared annually in accordance with generally accepted
accounting principles as part of the state- required audit by an independent, certified and
municipally licensed auditor. The Annual Financial Statement includes financial reports for the
City, as well as, the Owasso Public Works, Owasso Public Golf, and the Owasso Economic
Development authorities.
In Owasso, the auditor reports to the Audit Committee established by the City Council. The Audit
Committee is responsible for overseeing the selection of the auditing firm and for ensuring the
conduction of an annual audit in compliance with Oklahoma State Law and federal reporting
requirements. Additionally, the audit committee meets with a representative of the auditing firm,
independent of staff, to discuss any further questions or concerns regarding any audit findings.
BT &Co., P.A. provided an unmodified opinion and found no deficiencies in internal controls that
were considered to be material weaknesses related to the audit for FY 2019 -2020.
Since City Council action is not required for the acceptance or rejection of the financial
statement audit, notice that the FY 2020 audit has been completed and the FY 2019 -2020
Comprehensive Annual Financial Report received will be listed under Official Notices on the
January 19, 2021, City Council agenda.
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REAL Pwpb -RE CWracer REEL Cummunlry
TO: The Honorable Mayor and City Council
FROM: Alexo Beemer
City Planner
SUBJECT: Final Plat - Morrow Place Phase II
DATE: January 8, 2021
BACKGROUND:
The Community Development Department received an application for the review and approval
of a Final Plat for Morrow Place Phase II, a proposed residential subdivision. The Final Plat
proposes seventy -nine (79) lots on six (6) blocks. The subject property is located at the southeast
corner of East 126th Street North and North 129th East Avenue. The subject property is
approximately 23.96 acres in size, and is currently zoned Residential Single - Family High Density
(RS -3) under Owasso Planned Unit Development (OPUD) 05 -02A. A Preliminary Plat for this
property was approved by the Owasso Planning Commission in June of 2018, but has expired. As
such, both the Preliminary and Final Plats are being considered by the Owasso Planning
Commission at their January 11, 2021 meeting.
SURROUNDING ZONING:
Direction
Zoning
Use
Land Use Plan
Jurisdiction
North
Residential Single - Family (RS -2)
Residential
N/A
City of Collinsville
South
Residential Single - Family (RS -3)
Residential
Residential
City of Owasso
East
Residential Single - Family (RS -3)
Vacant
Residential
City of Owasso
West
Agriculture (AG)
Vacant
Commercial/
Transitional
Tulsa County
SUBJECT PROPERTY /PROJECT DATA:
Property Size
23.96 acres +/-
Land Use Master Plan
Residential
Current Zoning
Residential Single-Family RS -3
Proposed Use
Residential subdivision
Proposed Lots /Blocks
79 Lots, 6 Block
Gross Density
3.30 DU /Ac
Within a PUD?
Yes; OPUD 05-02A
Within an Overlay District?
Yes; US -169 Overlay District
Water Provider
Washington County Rural Water District #3
Applicable Paybacks/Fees
Storm Siren Fee ($50.00 per acre)
Ranch Creek Sewer Service Assessment Area 610.33 per acre
Public Streets
Will be dedicated
ANALYSIS:
The proposed Final Plat for Morrow Place Phase II consists of seventy -nine (79) lots on six (6)
blocks for single - family home sites and is a continuation of the Morrow Place subdivision. The
underlying zoning for the property is RS -3, under OPUD 05 -02A. All of the lots depicted on the
Final Plat meet the bulk and area requirements stipulated in the Morrow Place PUD (OPUD 05-
02A). Per the Owasso Subdivision Regulations, the applicant has one (1) year to secure City
Page 2
Final Plat- Morrow Place Phase II
Council approval of a Final Plat once a Preliminary Plat is approved; if they fail to secure
approval of a Final Plat within one (1) year, the Preliminary Plat expires and becomes null and
void. The applicant did not secure approval of this proposed Final Plat within the allowable
timeframe, and therefore voided their Preliminary Plat. Because of this, the Preliminary Plat for
this subdivision will be reconsidered by the Owasso Planning Commission at their regular meeting
on January 11, 2021. The proposed Final Flat, if recommended for approval, would then be
presented to City Council for consideration and action at their regular meeting on January 19,
2021.
Access for the subdivision will be taken off of East 1261h Street North, via a proposed sixty (60) foot
drive. There will be no points of access along North 129th East Avenue. This second phase of the
Morrow Place neighborhood will connect into the existing first phase just to the south via North
132nd East Avenue.
The Final Plat proposes three reserve areas. Reserve Area "A" is situated in the northwestern
portion of the subject property, at the southwestern corner of the intersection of East 126th Street
North and North 129th East Avenue. This reserve area will serve as stormwater detention for the
subject property. Reserve Areas "B" and "C" are located on either side of the entrance to the
subject property, off of East 1261h Street North and will function as landscape areas. The Final Plat
provides all the necessary perimeter utility easements to service the proposed development.
The City of Owasso will provide police, fire, ambulance and sanitary sewer services to the
property. Water service will be provided by Washington County Rural Water District #3. Any
development that occurs on the subject property shall adhere to all development, zoning, and
engineering requirements of the City of Owasso.
PLANNING COMMISSION:
The Owasso Planning Commission will consider this item at their regular meeting on January 11,
2021.
ATTACHMENTS:
Aerial Map
Final Plat- Morrow Place Phase 11
Aerial Map- Morrow Place Phase II
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TO: The Honorable Mayor and City Council
FROM: Karl Fritschen AICP, RLA
Planning Manager
SUBJECT: Final Plat - Trinity Presbyterian Church
DATE: January 8, 2020
BACKGROUND:
The Community Development Department received a final plat application for the review and
approval of Trinity Presbyterian Church, a proposed religious institution. The property is located
northwest of the intersection of East 76th Street North and North Memorial Drive and is zoned
Office (0).
SURROUNDING ZONING:
Direction
Zoning
Use
Land Use Plan
Jurisdiction
North
Agriculture AG
Undeveloped
Residential
Tulsa Count
South
Agriculture (AG)
Rural
N/A
Tulsa County
Washington County Rural Water District #3
Applicable Paybacks /Fees
Residential
Public Streets
N/A
East
Agriculture AG
Undeveloped
Commercial/Transitional
Tulsa Count
West
Public Facility (PF)
School
Public & Institutional
City of
Owasso
SUBJECT PROPERTY /PROJECT DATA:
Property Size
14.91 acres +/-
Land Use Master Plan
Commercial/Transitional
Current Zoning
Office O
Proposed Use
Religious Institution
Proposed Lots /Blocks
1 Lot, 1 Block
Within a PUD?
No
Within an Overlay District?
No
Water Provider
Washington County Rural Water District #3
Applicable Paybacks /Fees
Barnes Elementary Payback ($80.00 per acre)
Ranch Creek Interceptor Payback ($610.33 per acre)
Storm Siren Fee 50.00 per acre
Public Streets
N/A
ANALYSIS:
The subject property was zoned Office (0) under Ordinance 1172 in September 2020. The
proposed use of a religious facility is allowed by right within O district, as per the Owasso Zoning
Code.
The Final Plat for Trinity Presbyterian Church proposes one (1) lot on one (1) block on a 14.91 acre
tract of land. There is one point of access for the property, along East 76th Street North and three
points of access along North Memorial Drive. All points of access meet the driveway spacing
requirements outlined in the Zoning Code, which is one hundred and fifty (150) feet.
The plat includes a Stormwater Detention Easement along the front of the property to account
for stormwater. According to the applicant this will also be a wet feature with a fountain.
Page 2
final Plat- Trinity Presbyterian Church
Perimeter and interior utility easements are shown on the plat that will allow utilities adequate
access to provide and maintain service to the proposed development. There is an existing
twenty (20) foot waterline easement along the eastern boundary of the site for Washington
County Rural Water District #3. The plat will dedicate sixty (60) feet of right -of -way along North
Memorial Drive. Adequate right -of -way already exists along East 76th Street North and no
additional right -of -way will be required.
The City of Owasso will provide police, fire, ambulance, and sanitary sewer service to the
property. Water service will be provided by Washington County Rural Water District #3. The
development that occurs on the subject property shall adhere to all subdivision, zoning, design,
and engineering requirements of the City of Owasso.
PLANNING COMMISSION:
The Owasso Planning Commission will consider this item at their regular meeting on January 11,
2021.
ATTACHMENTS:
Aerial Map
Final Plat — Trinity Presbyterian Church
Aerial Map- Trinity Presbyterian
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TO: The Honorable Mayor and City Council
FROM: Karl Fritschen, AICP, RLA
Planning Manager
SUBJECT: Partial Plat Vacation - Crossroads Christian Center
DATE: January 8, 2021
BACKGROUND:
The Community Development Department received an application for a partial plat vacation
for Crossroads Christian Center. The subject property is approximately 11.48 acres in size, of
which the western 3.08 acres is being asked to be vacated from the plat. The property is
located just northeast of US 169 and East 116th Street North and the purpose of the partial plat
vacation is to prepare the property for a new plat to accommodate the development of a
medical clinic.
SURROUNDING ZONING:
Direction
Zoning
Use
Land Use Plan
Jurisdiction
North
Commercial
Undeveloped
Commercial
City of
Within PUD?
Shopping CS
Within Overlay District?
Yes; US -169 Overlay
Owasso
South
Commercial
Commercial
Commercial
City of
Shopping CS
Owasso
East
Agriculture (AG)
Place of
Commercial
Tulsa County
Worship
West
Agriculture (AG)
Highway
N/A
City of
Owasso
SUBJECT PROPERTY /PROJECT DATA:
Property Size
3.08 acres
Current Zoning
CS
Proposed Use
Medical Clinic
Lots /Blocks
N/A
Number of Reserve Areas
N/A
Within PUD?
No
Within Overlay District?
Yes; US -169 Overlay
Water Provider
Washin ton Count Rural 03
Applicable Pa backs
Storm siren fee of $35 /acre
Streets (public or private)
N/A
Page 2
Partial Plat vacation- Crossroads Christian Center
ANALYSIS:
Crossroads Christian Center was platted in Tulsa County in 1996, and contained a total of 10
acres. The applicant is requesting partial vacation of the existing plat "Crossroads Christian
Center" for the purpose of preparing a new plat for a medical clinic. The area to be vacated
from the original plat is the western 3.08 acres, which was rezoned and annexed under
Ordinance 1155 in November 2019.
Oklahoma State Statutes allow for partial plat vacation, given that the owner of the property
consents to the partial vacation. There is only one owner involved and they have approved
and signed the application, allowing the vacation process to move forward. State Statutes also
require that the vacation of the plat, or portion thereof in which the property is situated, be
approved by the local municipal body in which the plat is located. As such, the proposed
partial plat vacation request will be presented to the Owasso City Council for consideration and
action. State Statute further cites that "the vacation shall operate to destroy the force and
effect of the recording of the plat so vacated, and to divest all public rights in the public ways,
commons, and public grounds laid out as described in the plat ". Should City Council approve
the proposed vacation, then one separate instrument shall remain on the property, which is a
ten (10) foot Washington County Rural #3 waterline easement (document #4619, Page 1276)
As mentioned, staff anticipates a new plat request will be forthcoming to accommodate the
new medical clinic. Said new plat will establish all new easements, access points, and setbacks.
The vacation process ensures a clean slate upon which to prepare the new plat.
PLANNING COMMISISON:
The Owasso Planning Commission will consider this item at their regular meeting on January 11,
2021.
ATTACHMENTS:
Aerial Map
Plat Vacation Document
Crossroads Christian Center Filed Plat
Aerial Map - Partial Plat Vacation, Warren
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TO:
The Honorable Mayor and City Council
FROM:
Alexa Beemer
Jurisdiction
City Planner
SUBJECT:
Rezoning OZ 20 -04- Hendricks Property
DATE:
January 8, 2021
BACKGROUND:
The Community Development Department received a rezoning request for property located at
10010 North 971h East Avenue (North Mingo Road). The subject property involves 3.9 acres in the
southeastern corner of the larger 27.86 acre lot located at the aforementioned address. The
subject property is currently zoned Agriculture (AG) and the applicant is requesting a rezoning to
Residential Single - Family Low Density (RS -1). There is a lot split case (OLS 20 -07) associated with
this rezoning case, as the applicant intends to split the 3.9 acre subject property into two
individual tracts.
SURROUNDING LAND USE:
Direction
Zoning
Use
Land Use Plan
Jurisdiction
North
Agriculture (AG)
Vacant
Residential
City of Owasso
Number of Lots
Residential
Within PUD?
No
Within Overlay District?
South
Manufactured Home
Residential
Residential
Tulsa County
(RMH)
Residential Single - Family
Residential /Va
East
(RS /3)/ Public Facility
cant
Residential
City of Owasso
(PF)
West
Agriculture (AG) I
Vacant
Residential I
City of Owasso
SUBJECT PROPERTY /PROJECT DATA:
Property Size
3.90 acres +/-
Current Zoning
Agriculture (AG)
Proposed Zoning
Residential Single - Family Low Density (RS -1)
Present Use
Vacant
Land Use Master Plan
Residential
Number of Lots
2 proposed
Within PUD?
No
Within Overlay District?
No
Water Provider
City of Owasso
Page 2
OZ 20 -04
ANALYSIS:
The applicant is requesting a rezoning from the AG district designation to the RS -1 district
designation for property located at the southeastern corner of the lot located at 10010 North
97th East Avenue. The applicant has indicated they wish to rezone the 3.9 acre subject property
in order to market it for estate -sized single - family homes. Such a use is allowed by right in the RS -1
zoning district.
There is a lot split case associated with this subject property (OLS 20 -07), in which the applicant is
requesting to split the 3.9 acres subject property from the larger tract into two smaller tracts. This
would create two (2) 1.95 acre lots, with 23.96 acres remaining as the parent tract lot. Per the
Owasso Zoning Code, the minimum lot size allowed within an AG district is 2 acres; this means
that the two proposed lots would be nonconforming. This rezoning request would make the two
proposed 1.95 acre lots conforming, as the minimum lot size allowed in the RS -1 district is 13,500
square feet or .31 acres.
The subject property is called out for future residential uses in the GrOwasso 2030 Land Use
Master Plan document. A pair of single - family homes is a good example of a "residential use"
land use. Further, the properties surrounding the subject property are largely undeveloped
and /or the site of current residential developments. As such, single - family estate -sized homes
would be compatible with the existing surrounding land uses.
The City of Owasso will provide police, fire, ambulance, sanitary sewer services, and water to the
subject property. Any development that occurs on the subject property must adhere to all
subdivision, zoning, and engineering requirements of the City of Owasso.
PLANNING COMMISSION:
The Owasso Planning Commission will consider this item at their regular meeting on January 11,
2021.
ATTACHMENTS:
Aerial Map
Zoning Map
GrOwasso 2030 Land Use Master Plan Map
I
Aerial Map-OZ 20-04
I A
51
U- "Aw.
Subject Tract
If 11—ft � �v
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t
N
t
N
Surrounding Zoning -OZ 20 -04
RE (Tulsa RM Puooeoa
County)) - - - -__ _
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RS3 � PUD 17 -02 I ,-� � .� `
O
Count ,� —• - -• i -- �
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AG PUD 01-02
Subject
I� RS -3 11
—_
I )
i
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County)
cr
I (- 0 li
�y c
F —. Ij PF
a`
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RS -3
CS O
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E 96th St N
N Commercial
N Industrial
Q Lake
Neighborhoc
Parks 1 Recr
■ Public / Inst
Residential
Transitional
['I
N
Land Use Master Plan -OZ 20 -04
TO: The Honorable Mayor and City Council
FROM: Roger Stevens
Public Works Director
SUBJECT: Funding Agreement, East 106th Street Railroad Crossing Improvements
DATE: January 8, 2021
BACKGROUND:
In November 2019, City staff and members of the Oklahoma Department of Transportation
(ODOT) Railroad Division met at the East 106th Street Rail Crossing, just east of North 97th East
Avenue to discuss future improvements. An ODOT inspection team graded the crossing as poor
condition and were developing a plan to improve the pavement surface, as well as, install
railroad crossing gate arms with flashing lights.
SCOPE OF WORK:
On June 1, 2020, the Oklahoma Transportation Commission authorized State apportioned,
Federal -aid funds to match City participating funds for railroad crossing improvements in the City
of Owasso, designated as Federal -aid Project STP -272B (332) RR, JP # 35180(04), and consisting
of improvements to the railroad crossing as follows:
• Adding mounted flashing light signals with gate arms utilizing prediction circuitry
• Installing a 24' full depth concrete surface
• Two W1 0-1 railroad advanced warning signs
• Two sets of railroad advanced warning pavement markings, lane striping and stop bars
Motor vehicle traffic will be rerouted via Mingo Road, Garnett Road, East 116th Street North and
Garnett Road as necessary during the construction.
PROPOSED AGREEMENT /RESOLUTION:
In September 2020, ODOT sent an agreement /resolution to the City of Owasso with a funding
breakdown for the project. The breakdown is based on the engineer's construction estimate
provided by ODOT.
Federal Highway Administration (FHWA) railway funds will fund 90% of eligible project costs for
the flashing light signal crossing improvements, with a 10% local match split between the City of
Owasso and Tulsa County. Furthermore, FHWA will fund 90% and South Kansas and Oklahoma
Railroad will fund the remaining 10% of the repair to the street approach on each side of the
crossing.
East 1061h Street North Railroad Crossing Improvements
Funding Agreement
Page 2 of 2
The following table is a breakdown of the proposed funding agreement:
Project Segment
TOTAL
ODOT
Portion
City of
Owasso
Tulsa
County
SKO
Railroad
Signal Improvements
$239,407.00
$215,466.30
$11,970.35
$11,970.35
Surface Improvements
$ 40,469.00
$ 36,422.10
$4,046.90
Total Project Cost
$279,876.00
$251,888.40
$11,970.35
$11,970.35
$4,046.90
It's important to mention, staff is proposing the City of Owasso fund the entire 10% local match
upfront. Once the improvements are complete, Tulsa County has agreed to reimburse the City
of Owasso $11,970.35.
FUNDING:
The FY 2020 -2021 Streets Division Budget includes funding for the proposed improvements.
PROPOSED ACTION:
An item has been included on the January 12, 2021, Worksession agenda for discussion.
ATTACHMENTS:
Proposed Resolution
Invoice
Agreement
Site Map
CITY OF OWASSO, OKLAHOMA
RESOLUTION NO. 2021 -XX
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF, OWASSO, OKLAHOMA THAT:
The City of Owasso has agreed to participate in Federal -aid Project STP -2728 (332) RR,
J/P No. 35180(04) (see Attachment Project Agreement) for construction with Federal
participation described as follows:
East 106th Street North in Owasso, Tulsa County improvements include the following:
• Improve the crossing by adding mounted flashing light signals with gate arms
utilizing prediction circuitry
• A 24' full depth concrete surface
• Two W 10 -1 railroad advanced warning signs
• Two sets of railroad advanced warning pavement markings, lanes striping and
stop bars
• Motor Vehicle traffic will be rerouted via Mingo Road, Garnett Road, East 116th
Street North and Garnett Road as necessary during construction.
PASSED AND APPROVED this 19th day of January, 2021.
CITY OF OWASSO, TULSA COUNTY, OKLAHOMA
ATTEST:
Bill Bush, Mayor
Juliann M. Stevens, City Clerk (Seal)
REVIEWED for form and legality:
Julie Lombardi, City Attorney
OKLAHOMA DEPARTMENT OF TRANSPORTATION
INVOICE
Make Check PAYABLE, and MAIL TO: Oklahoma Department of Transportation
Comptroller Division
200 N.E. 21st Street
To: Roger Stevens, Public Works Director
City of Owasso
PO Box 180
Owasso, Ok 74055 -0180
Oklahoma City, OK 73105 -3204
Location: East 106th Street North
AARDOT No. 008563E
Division Name: Rail Programs
Date: 9/25/20
Description - Explanation of Charge
Quantity
Price Each
Total
JP #: 35180(04), 10% city match for railroad signal
improvements at East 106th Street North in
1
$23,940.70
$23,940.70
Owasso, Tulsa County.
Accounting Use Only
Invoice Total
$23,940.70
PROJECT AGREEMENT FOR
FEDERAL -AID RAILROAD PROJECT
STP- 272B(332)RR, JP #: 35180(04)
AT THE AT -GRADE CROSSING OF THE
SOUTH KANSAS & OKLAHOMA RAILROAD
AT EAST 106TH STREET NORTH IN OWASSO, TULSA COUNTY,
OKLAHOMA
DOT #: 008563E
BY AND BETWEEN THE CITY OF OWASSO,
TULSA COUNTY
AND
THE OKLAHOMA DEPARTMENT OF TRANSPORTATION
1
AGREEMENT
This AGREEMENT, entered into the day and year last written below, by and
between the City of Owasso, Oklahoma, hereinafter referred to as the CITY, and the
Oklahoma Department of Transportation, hereinafter referred to as the DEPARTMENT,
for the following intents and purposes and subject to the following terms and conditions:
WITNESS TO:
That the DEPARTMENT propose to make improvements to the railroad crossing
as directed by the Oklahoma Transportation Commission at their meeting of September
8, 2020 authorizing State apportioned Federal -aid funds and CITY funds for participation
in the project for Railroad Crossing Improvements in the City of Owasso, designated as
Federal -aid Project STP- 272B(332)RR, JP #: 35180(04) consisting of improvements to
the railroad crossing as follows:
East 106th Street North in Owasso, Tulsa County improvements include the
following:
• Pedestal mounted flashing light signals with gate arms utilizing prediction
circuitry
• A 24' full depth concrete surface
• Two W10 -1 railroad advanced warning signs
• Two sets of railroad advanced warning pavement markings, lane striping and
stop bars
• Motor Vehicle traffic will be rerouted via North 97th East Avenue, East 116th
Street North and Garnett Road as necessary during construction.
The location and type of any proposed construction is to be as shown on the site plans
prepared by the DEPARTMENT and by reference made part of this AGREEMENT. Such
plans are to be in accordance with the Oklahoma Standard Specifications for Highway
Construction.
NOW, THEREFORE, the parties hereto mutually agree as follows:
The DEPARTMENT agrees to provide the Location Site plans. Design engineering
for this project will be provided by the RAILROAD. No change in plans or
specifications shall be made without written consent of the parties hereto.
2. Total cost of this project is estimated at TWO HUNDRED SEVENTY -NINE
THOUSAND EIGHT HUNDRED SEVENTY -SIX DOLLARS AND NO CENTS
($279,876.00). It is agreed that this project will be financed as follows:
Signal Improvements
90% Federal -aid Railroad Highway Grade Crossing funds at TWO HUNDRED
FIFTEEN THOUSAND FOUR HUNDRED SIXTY -SIX DOLLARS AND THIRTY
CENTS ($215,466.30),
10% matching City funds at TWENTY -THREE THOUSAND NINE HUNDRED
FORTY DOLLARS AND SEVENTY CENTS ($23,940.70) for the signal installation
costs,
Surface Improvements
• 90% Federal -aid Railroad Highway Grade Crossing funds at THIRTY -SIX
THOUSAND FOUR HUNDRED TWENTY -TWO DOLLARS AND TEN CENTS
($36,422.10),
• 10% matching Railroad Company funds at FOUR THOUSAND FORTY -SIX
DOLLARS AND NINETY CENTS ($4,046.90) for the surface installation costs.
The estimated time for commencement of construction for this project is 12 months
from the date of issuance of the Oklahoma Department of Transportation work
order.
3. The CITY agrees that local funds shall be used to provide their obligations of 10%
of the Signal construction costs which shall be deposited with the DEPARTMENT
prior to issuance of a work order or the end of the current fiscal year, whichever
first occurs.
4. Upon approval of this AGREEMENT and the plans and specifications, by the
Federal Highway Administration, the RAILROAD shall install the improvements
designated as Federal -aid Project STP- 272B(332)RR, JP #: 35180(04).
The CITY and DEPARTMENT agree that the final adjustments in the total cost will
be made upon the completion of this project.
Upon completion of the railroad crossing installations provided for herein, the CITY
shall, thereafter, at its own expense, maintain the advance warning signing and
striping.
7. It is understood and agreed that the railroad crossing installations specified
hereunder shall not be altered, removed, or cease to be operative without mutual
written consent of the DEPARTMENT and the CITY.
8. The CITY shall by resolution, duly authorize the execution of this AGREEMENT by
proper officials, and attach copies of such resolution.
IN WITNESS WHEREOF, the Deputy Director, pursuant to authority vested in them by
the State Transportation Commission, has here into subscribed their name as Deputy
Director of the Oklahoma Department of Transportation and the CITY has executed same
pursuant to authority prescribed bylaw. The official execution date for the CITY and the
DEPARTMENT contract is the latest signature on this page.
ATTEST
CITY OF OWASSO, TULSA COUNTY,
OKLAHOMA
Bill Bush, Mayor
Date
APPROVED AS TO FORM AND LEGALITY
Juliann M. Stevens, City Clerk Date Julie Lombardi, City Attorney
(Seal)
OKLAHOMA DEPARTMENT OF TRANSPORTATION
N*e8lIglu 141k F334 ■
Rail Programs Division
Date
REVIEWED AND APPROVED AS TO
FORM AND LEGALITY
Date ODOT General Counsel Date
Director of Capital Programs Date Deputy Director
4
Date
OKLAHOMA
Transportation
AGENDA FOR THE TRANSPORTATION COMMISSION MEETING
DATE:
Tuesday, September 8, 2020
TIME:
11:00 a.m.
PLACE:
Teleconference
Due to state agency COVID -19 precautions and in compliance with Gov. Kevin Stitt's executive orders
and recently - passed legislation, the Tuesday, September 8 meeting of the Oklahoma Transportation
Commission will be held as a virtual meeting via video teleconference pursuant to the Oklahoma Open
Meeting Act, as amended by Senate Bill 661. Use one of the two methods below to access the meeting.
Commissioners will be joining the meeting by video teleconference and will be given a phone number
and access code specifically for them that allows them to listen and ask questions. To uphold social
distancing, only a limited number of staff will physically be in the commission room that day to present
agenda items.
The Oklahoma Transportation Commission meeting teleconference will be available through two options.
Transportation industry partners and the general public must choose only one of the two options below
to access the meeting:
• To watch:
Public access meeting link: http: / /www.ustream.ty /channel /odot - monthly- commission - meeting
Make sure the volume on your PC (or other device) as well as the Ustream volume are turned
up.
• To listen only:
Dial this phone number, toll free: 1- 669 - 900 -6833
When prompted, dial in the Meeting Number: 989 0292 8670
Special Note: The public access will be monitored by ODOT to ensure that if the audio connection is lost
or interrupted, the meeting will be stopped and not resumed until an audio connection is restored.
In such a circumstance, if the audio connection is not restored within thirty (30) minutes, the meeting will
be deemed adjourned at the time the audio connection was lost and the meeting shall be reconvened at
1:30 pm on the same date as identified for the originally scheduled meeting.
If an audio connection cannot be restored at the time scheduled to reconvene the meeting, then the
meeting shall be reconvened on the next business day at 9:00 am and thereafter on the next business
day at 9:00 am until an audio connection is restored.
This meeting will be electronically recorded and audio livestreamed from 200 NE 21 st Street, Oklahoma
City, OK 73105.
Public Access to complete Commission Packet: www.odot.org /meetings
1-
ITEMS TO BE PRESENTED BY COMMISSION CHAIRMAN
Call to Order
Roll Call — Commission Secretary
ANNOUNCEMENTS AND PRESENTATIONS
Presentation of the Best Use of Technology & Innovation, Small Project Award among western
state DOTs in the America's Transportation Awards competition — Mr. Gatz
ITEM TO BE PRESENTED BY THE SECRETARY TO THE COMMISSION
106. Approval of the Minutes of the Transportation Commission Meeting of August 3, 2020
CONSENT DOCKET TO BE PRESENTED BY COMMISSION CHAIRMAN
107. Programming of Federal Railroad Crossing Safety Funds - Section 130 Title 23 Funds - Mr.
Schwennesen
a) Tulsa County — Commission District VIII
In Owasso, Construction funding for a Signal and Surface project which includes the installation
of pedestal- mounted flashing light signals with gate arms and a 24' concrete crossing surface at
East 106th St North, on the South Kansas & Oklahoma mainline. Total cost is $279,876.00
b) Tulsa County — Commission District VIII
In Owasso, Construction funding for a Signal and Surface project which includes the installation
of pedestal- mounted flashing light signals with gate arms and a 130' concrete crossing surface at
North 97th East Avenue, on the South Kansas & Oklahoma mainline. Total cost is $387,362.00
c) Washington County— Commission District VIII
In Bartlesville, Construction funding for a Signal and Surface project which includes the installation
of pedestal- mounted flashing light signals with gate arms and a 120' concrete crossing surface at
South West Frank Phillips Boulevard, on the South Kansas & Oklahoma mainline. Total cost of
the project is $450,000
108. Modification of Federal Railroad Crossing Safety Funds - Section 130 Title 23 Funds - Mr.
Schwennesen
a) Canadian County — Oklahoma City - County Line Road — JP32589(26) - Stillwater Central
Railroad - $31,869.00 - 12.56%
b) Canadian County — Oklahoma City - SW 104th St— JP32492(04) - Stillwater Central Railroad -
$30,865.00 — 12.12%
c) Oklahoma County — Oklahoma City - NE 164th St — JP33075(14) - Stillwater Central Railroad -
$18,442.00 - 7.18%
d) Oklahoma County — Oklahoma City - Post Road — JP33075(16) - Stillwater Central Railroad -
$6,875.00 — 3.08%
-2-
East 106th Street North Railroad Crossing Improvements
V = 176 ft
Sub Title
12/30/2020
ry
This map may represents a visual dsplay of related geographic information- Data provided hereon is not guarantee of acutual field conditions. To be sure of complete accuracy, please w ,tac the
responsible staff for most upto -date information.
TO: The Honorable Mayor and City Council
FROM: Roger Stevens
Public Works Director
SUBJECT: Funding Agreement, North 97th East Avenue Railroad Crossing Improvements
DATE: January 8, 2021
BACKGROUND:
In November 2019, City staff and members of the Oklahoma Department of Transportation
(ODOT) Railroad Division met at the North 97th East Avenue Railroad Crossing, just south of East
106th Street North to discuss future improvements. An ODOT inspection team graded the crossing
as in poor condition and were developing a plan for to improve the pavement surface, as well
as, install railroad crossing gate arms with flashing lights.
SCOPE OF WORK:
On June 1, 2020, the Oklahoma Transportation Commission authorized state apportioned
Federal -aid funds to match City participating funds for Railroad Crossing Improvements in the
City of Owasso, designated as Federal -aid Project STP -272B (333) RR, JP # 35180(05) consisting of
improvements to railroad crossing as follows:
Improve the crossing by adding mounted flashing light signals with gate arms utilizing
prediction circuitry
• A 128' full depth concrete surface
• 70' of 24" corrugated metal pipe in the NW quadrant under two existing private drives
• Two R4 -7 merge right signs
• Two W10 -1 railroad advanced warning signs
• Two sets of railroad advanced warning pavement markings, lane striping and stop bars
• Motor Vehicle traffic will be rerouted via East 106th Street North, Garnett Road and East 96th
Street North as necessary during construction.
PROPOSED AGREEMENT /RESOLUTION:
In September 2020, ODOT sent an agreement /resolution to the City of Owasso with a funding
breakdown for the project. The breakdown is based on the engineer's construction estimate
provided by ODOT. The Federal Highway Administration (FHWA) will fund 90% of eligible project
costs for the flashing light signal crossing improvements, with a 10% local match split between
the City of Owasso and Tulsa County. Furthermore, FHWA will fund 90% and South Kansas and
Oklahoma Railroad will fund the remaining 10% of the repair to the street approach on each
side of the crossing.
North 971^ East Avenue Road Railroad Crossing Improvements
Funding Agreement
Page 2 of 2
The following table is a breakdown of the proposed funding agreement:
Project Segment
TOTAL
ODOT Portion
City of Owasso
Tulsa County
SKO Railroad
Signal Improvements
$243,204.00
$218,883.60
$12,160.20
$12,160.20
Surface Improvements
$144,158.00
$129,742.20
$14,415.80
Total Project Cost
$387,362.00
$348,625.80
$12,160.20
$12,160.20
$14,415.80
It's important to mention, that staff is proposing the City of Owasso fund the10% local match
upfront. Once the improvements are complete, Tulsa County has agreed to reimburse the City
of Owasso $12,160.20.
FUNDING:
The FY 2020 -2021 Streets Division Budget includes funding for the proposed improvements.
PROPOSED ACTION:
An item has been included on the January 12, 2021, Worksession agenda for discussion.
ATTACHMENTS:
Proposed Resolution
Invoice
Agreement
Site Map
CITY OF OWASSO, OKLAHOMA
RESOLUTION NO. 2021 -XX
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF, OWASSO, OKLAHOMA THAT:
The City of Owasso has agreed to participate in Federal -aid Project STP -272B (333) RR,
J/P No. 35180(05) (see Attachment Project Agreement) for construction with Federal
participation described as follows:
North 97th East Avenue in Owasso, Tulsa County improvements include the following:
• Improve the crossing by adding mounted flashing light signals with gate arms
utilizing prediction circuitry
• A 128' full depth concrete surface
• 70' of 24" corrugated metal pipe in the NW quadrant under two existing private
drives
• Two R4 -7 merge right signs
• Two W 10 -1 railroad advanced warning signs
• Two sets of railroad advanced warning pavement markings, lane striping and
stop bars
• Motor Vehicle traffic will be rerouted via East 106th Street North, Garnett Road
and East 96th Street North as necessary during construction.
PASSED AND APPROVED this 19'h day of January 19th, 2021.
CITY OF OWASSO, TULSA COUNTY, OKLAHOMA
M
ATTEST:
Bill Bush, Mayor
Juliann M. Stevens, City Clerk (Seal)
REVIEWED for form and legality:
Julie Lombardi, City Attorney
OKLAHOMA DEPARTMENT OF TRANSPORTATION
INVOICE
Make Check PAYABLE, and MAIL TO: Oklahoma Department of Transportation
Comptroller Division
To: Roger Stevens, Public Works Director
City of Owasso
PO Box 180
Owasso, Ok 74055 -0180
200 N.E. 21st Street
Oklahoma City, OK 73105 -3204
Location: North 97th East Avenue
AARDOT No. 008564L
Division Name: Rail Programs
Date: 9/25/20
Description - Explanation of Charge
Quantity
Price Each
Total
JP #: 35180(05), 10% city match for railroad signal
improvements at North 97th East Avenue in
1
$24,320.40
$24,320.40
Owasso, Tulsa County.
Accounting Use Only
Invoice Total
$24,320.40
I=WlX0_ff_'td0#1 Li14 k2;101:P
STP- 272B(333)RR, JP #: 35180(05)
AT THE AT -GRADE CROSSING OF THE
SOUTH KANSAS & OKLAHOMA RAILROAD
AT NORTH 97TH EAST AVENUE IN OWASSO,
TULSA COUNTY, OKLAHOMA
DOT #: 008564L
BY AND BETWEEN THE CITY OF OWASSO,
TULSA COUNTY
AND
1
AGREEMENT
This AGREEMENT, entered into the day and year last written below, by and
between the City of Owasso, Oklahoma, hereinafter referred to as the CITY, and the
Oklahoma Department of Transportation, hereinafter referred to as the DEPARTMENT,
for the following intents and purposes and subject to the following terms and conditions:
WITNESS TO:
That the DEPARTMENT propose to make improvements to the railroad crossing
as directed by the Oklahoma Transportation Commission at their meeting of June 1, 2020
authorizing State apportioned Federal -aid funds and CITY funds for participation in the
project for Railroad Crossing Improvements in the City of Owasso, designated as Federal -
aid Project STP- 272B(333)RR, JP # 35180(05) consisting of improvements to railroad
crossing as follows:
North 97th East Avenue in Owasso, Tulsa County improvements include the
following:
• Pedestal mounted flashing light signals with gate arms and an extra set of
flashing lights on each approach utilizing prediction circuitry
• A 128' full depth concrete surface utilizing staggered installation
• 70' of 24" CGMP in the NW quadrant under two existing private drives
• Two W10 -1 railroad advanced warning signs
• Two sets of railroad advanced warning pavement markings, lane striping and
stop bars, one set on each approach to the crossing
• Motor Vehicle traffic will be rerouted via East 106' Street North, Garnett
Road and East 96th Street North as necessary during construction.
The location and type of any proposed construction is to be as shown on the site plans
prepared by the DEPARTMENT and by reference made part of this AGREEMENT. Such
plans are to be in accordance with the Oklahoma Standard Specifications for Highway
Construction.
NOW, THEREFORE, the parties hereto mutually agree as follows:
The DEPARTMENT agrees to provide the Location Site plans. Design engineering
for this project will be provided by the RAILROAD. No change in plans or
specifications shall be made without written consent of the parties hereto.
2. Total cost of this project is estimated at THREE HUNDRED EIGHTY -SEVEN
THOUSAND THREE HUNDRED SIXTY -TWO DOLLARS AND NO CENTS
($387,362.00). it is agreed that this project will be financed as follows:
Signal Improvements
90% Federal -aid Railroad Highway Grade Crossing funds at TWO HUNDRED
EIGHTEEN THOUSAND EIGHT HUNDRED EIGHTY -THREE DOLLARS AND
SIXTY CENTS ($218,883.60),
10% matching City funds at TWENTY -FOUR THOUSAND THREE HUNDRED
TWENTY DOLLARS AND FORTY CENTS ($24,320.40) for the signal installation
costs,
Surface Improvements
90% Federal -aid Railroad Highway Grade Crossing funds at ONE HUNDRED
TWENTY -NINE THOUSAND SEVEN HUNDRED FORTY -TWO DOLLARS AND
TWENTY CENTS ($129,742.20),
• 10% matching Railroad Company funds at FOURTEEN THOUSAND FOUR
HUNDRED FIFTEEN DOLLARS AND EIGHTY CENTS ($14,415.80) for the
surface installation costs.
The estimated time for commencement of construction for this project is 12 months
from the date of issuance of the Oklahoma Department of Transportation work
order.
3. The CITY agrees that local funds shall be used to provide their obligations of 10%
of the Signal construction costs which shall be deposited with the DEPARTMENT
prior to issuance of a work order or the end of the current fiscal year, whichever
first occurs.
4. Upon approval of this AGREEMENT and the plans and specifications, by the
Federal Highway Administration, the RAILROAD shall install the improvements
designated as Federal -aid Project STP- 272B(333)RR, JP # 35180(05).
The CITY and DEPARTMENT agree that the final adjustments in the total cost will
be made upon the completion of this project.
Upon completion of the railroad crossing installations provided for herein, the CITY
shall, thereafter, at its own expense, maintain the advance warning signing and
striping.
It is understood and agreed that the railroad crossing installations specified
hereunder shall not be altered, removed, or cease to be operative without mutual
written consent of the DEPARTMENT and the CITY.
8. The CITY shall by resolution, duly authorize the execution of this AGREEMENT by
proper officials, and attach copies of such resolution.
IN WITNESS WHEREOF, the Deputy Director, pursuant to authority vested in them by
the State Transportation Commission, has here into subscribed their name as Deputy
Director of the Oklahoma Department of Transportation and the CITY has executed same
pursuant to authority prescribed bylaw. The official execution date for the CITY and the
DEPARTMENT contract is the latest signature on this page.
ATTEST
Juliann M. Stevens,City Clerk Date
(Seal)
CITY OF OWASSO, TULSA COUNTY,
OKLAHOMA
Bill Bush, Mayor
APPROVED AS TO FORM AND LEGALITY
Julie Lombardi, City Attorney
OKLAHOMA DEPARTMENT OF TRANSPORTATION
RECOMMENDED
Rail Programs Division
APPROVED
Director of Capital Programs
Date
REVIEWED AND APPROVED AS TO
FORM AND LEGALITY
Date ODOT General Counsel Date
Date
a
Deputy Director
Date
P.4" IR`: OKLAHOMA
'^ Transportation
AGENDA FOR THE TRANSPORTATION COMMISSION MEETING
DATE:
Tuesday, September 8, 2020
TIME:
11:00 a.m.
PLACE:
Teleconference
Due to state agency COVID -19 precautions and in compliance with Gov. Kevin Stitt's executive orders
and recently - passed legislation, the Tuesday, September 8 meeting of the Oklahoma Transportation
Commission will be held as a virtual meeting via video teleconference pursuant to the Oklahoma Open
Meeting Act, as amended by Senate Bill 661. Use one of the two methods below to access the meeting.
Commissioners will be joining the meeting by video teleconference and will be given a phone number
and access code specifically for them that allows them to listen and ask questions. To uphold social
distancing, only a limited number of staff will physically be in the commission room that day to present
agenda items.
The Oklahoma Transportation Commission meeting teleconference will be available through two options.
Transportation industry partners and the general public must choose only one of the two options below
to access the meeting:
To watch:
Public access meeting link: htto: / /www.ustream.ty /channel /odot - monthly- commission - meeting
Make sure the volume on your PC (or other device) as well as the Ustream volume are turned
up.
• To listen only:
Dial this phone number, toll free: 1- 669- 900 -6833
When prompted, dial in the Meeting Number: 989 0292 8670
Special Note: The public access will be monitored by ODOT to ensure that if the audio connection is lost
or interrupted, the meeting will be stopped and not resumed until an audio connection is restored.
In such a circumstance, if the audio connection is not restored within thirty (30) minutes, the meeting will
be deemed adjourned at the time the audio connection was lost and the meeting shall be reconvened at
1:30 pm on the same date as identified for the originally scheduled meeting.
If an audio connection cannot be restored at the time scheduled to reconvene the meeting, then the
meeting shall be reconvened on the next business day at 9:00 am and thereafter on the next business
day at 9:00 am until an audio connection is restored.
This meeting will be electronically recorded and audio livestreamed from 200 NE 21st Street, Oklahoma
City, OK 73105.
Public Access to complete Commission Packet: www.odot.org /meetings
ME
ITEMS TO BE PRESENTED BY COMMISSION CHAIRMAN
Call to Order
Roll Call — Commission Secretary
Presentation of the Best Use of Technology & Innovation, Small Project Award among western
state DOTS in the America's Transportation Awards competition — Mr. Gatz
ITEM TO BE PRESENTED BY THE SECRETARY TO THE COMMISSION
106. Approval of the Minutes of the Transportation Commission Meeting of August 3, 2020
CONSENT DOCKET TO BE PRESENTED BY COMMISSION CHAIRMAN
107. Programming of Federal Railroad Crossing Safety Funds - Section 130 Title 23 Funds - Mr.
Schwennesen
a) Tulsa County — Commission District Vill
In Owasso, Construction funding for a Signal and Surface project which includes the installation
of pedestal- mounted flashing light signals with gate arms and a 24' concrete crossing surface at
East 106th St North, on the South Kansas & Oklahoma mainline. Total cost is $279,876.00
b) Tulsa County — Commission District VIII
In Owasso, Construction funding for a Signal and Surface project which includes the installation
of pedestal- mounted flashing light signals with gate arms and a 130' concrete crossing surface at
North 97th East Avenue, on the South Kansas & Oklahoma mainline. Total cost is $387,362.00
c) Washington County — Commission District Vlll
In Bartlesville, Construction funding for a Signal and Surface project which includes the installation
of pedestal- mounted flashing light signals with gate arms and a 120' concrete crossing surface at
South West Frank Phillips Boulevard, on the South Kansas & Oklahoma mainline. Total cost of
the project is $450,000
108. Modification of Federal Railroad Crossing Safety Funds - Section 130 Title 23 Funds - Mr.
Schwennesen
a) Canadian County — Oklahoma City - County Line Road — JP32589(26) - Stillwater Central
Railroad - $31,869.00 - 12.56%
b) Canadian County — Oklahoma City - SW 1041^ St— JP32492(04) - Stillwater Central Railroad -
$30,865.00 — 12.12%
c) Oklahoma County — Oklahoma City - NE 1641h St — JP33075(14) - Stillwater Central Railroad -
$18,442.00 - 7.18%
d) Oklahoma County — Oklahoma City - Post Road — JP33075(16) - Stillwater Central Railroad -
$6,875.00 — 3.08%
-2-
Mingo Road or North 97th East Avenue Railroad Crossing Improvements
1 " =296ft
Sub Title
12/3012020
This map may represewr a visual display of related geographic information. Data provided hereon is not guarantee of acutual field conditions. To be sure of complete accuracy, please contact the
responsible staff for most up- to•date info", ation.
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TO:
The Honorable Mayor and City Council
FROM:
Roger Stevens
Public Works Director
SUBJECT:
Tulsa County Inter -local Agreement
East 106th Street North Improvements from Mingo Road to North 135th East Avenue
DATE:
January 8, 2021
BACKGROUND
Included in FY 2021 Budget, the Capital Improvement and Half -Penny Funds allow for the
expenditure of $1,800,000 in maintenance, repair and /or resurfacing of residential and non-
residential roadways throughout the City.
On August 18, 2020, City Council approved the FY 2021 Street Rehabilitation Priority List, which
included East 106th Street North from Mingo Road to North 135th East Avenue to receive roadway
base work, asphalt mill, 2" asphalt overlay, and roadway striping.
With 53 % of the roadway section currently maintained by Tulsa County, the City of Owasso
requested assistance from Tulsa County in the fall of 2019. Tulsa County agreed to supply County
labor and equipment for the paving and /or resurfacing of East 1061h Street North from Mingo
Road to North 135th East Avenue. The use of such equipment and labor is anticipated to
significantly reduce construction costs by $300,000.
It's also important to mention that the Cherokee Nation has agreed to contribute $208,500 or 50
% of the material cost. The remaining cost for material ($208,500) would be the responsibility of
the City of Owasso.
AGREEMENT:
In order to formalize responsibilities an agreement has been drafted with Tulsa County that
includes the following:
• The City of Owasso shall provide traffic control through its authorized agent /contractor
• Tulsa County shall provide all necessary equipment, material and labor
• City of Owasso will reimburse Tulsa County for materials used to complete the project
including asphalt, tac oil and striping
• Duration of the Agreement shall be for a period equal to the time necessary to complete the
project
• Cost estimate of $208,500 for materials (City match)
FUNDING:
Funding for the materials to be used by Tulsa County for the project is included in the FY 2021
Half -Penny and CIP Funds.
Tulsa County Inter -local Agreement
East 106th Street North Improvements from Mingo Road to North 1351^ East Avenue
Page 2
PROPOSED ACTION:
The item has been placed on the January 12, 2021, City Council Worksession agenda for
discussion.
ATTACHMENTS:
FY 2021 Street Rehabilitation Project Listing
Tulsa County Inter -local Agreement
Project Material Cost Estimate
Tulsa County Highway Engineering
106th St N - Mingo Rd to Highway 169
Road Rehabilitation - Construction Estimate - Ver. 4
Date: 12/3/2020
Year:
2020
Engineer: Alex Mills
Annual
Inflation:
0.00%
Type: Approval
Contingency:
0.00%
Pay Item Description
Units
Quantity
Unit Cost
Unit Cost & Cont
Extension
Mobilization /Traffic Control *
LS
1
$
$
$
Milling *
SY
27,500
$
$
$
1 -1/2" Crusher Run (Base Repairs) A
Tons
7,128
$
6.00
$
6.00
$
42,768.00
Asphalt (Base Repairs) A
Tons
1,760
$
45.00
$
45.00
$
79,200.00
2" Asphalt Overlay A
Tons
3,770
$
45.00
$
45.00
$
169,650.00
PG 64 -22 Fabric Oil A
Gal
8,580
$
3.00
$
3.00
$
25,740.00
Paving Fabric A
Rolls
66
$
365.00
$
365.00
$
24,090.00
Separator Cloth A
Rolls
20
$
3,650.00
$
3,650.00
$
73,000.00
Stripping (Material Only) A
LS
1
$
2,500.00
$
2,500.00
$
2,500.00
* Provided by Tulsa County
Sub -Total =
$416,948.00
A All Labor & Equipment Provided by Tulsa
County
2020 Total Construction Cost = $416,948.00
Approved Cherokeee Funding = $208,500.00
Requested City of Owasso Funding = $208,500.00
INTERLOCAL AGREEMENT
THIS AGREEMENT, by and between the Board of County Commissioners of Tulsa
County, Oklahoma, hereinafter called "County" and the City of Owasso, Oklahoma,
hereinafter called "City ".
WITNESSETH:
WHEREAS, by virtue of 69 O.S., 1981, Section 1903, the Board of County
Commissioners is authorized to enter into Agreements with municipalities to
construct, improve, and repair any of the streets of such municipalities, and;
WHEREAS, the County is desirous of participating in projects and the provision of
services mutually advantageous to the County and other units of government;
THEREFORE, in consideration of the covenants and conditions hereinafter contained,
the parties hereto agree as follows:
1. The duration of this Agreement shall be from the date of execution of this
Agreement until the project is complete.
2. The purpose of this Agreement shall be to provide an asphalt overlay as agreed
upon by the City and the County, on the street surface located on East 106th Street
North from Mingo Road to North 135th East Avenue
3. The City shall provide all the necessary easements, and traffic control and one -
half of the materials used for the project, currently estimated at $208,500.00
4. The County shall provide the necessary labor and equipment to complete the
project.
5. This Agreement shall be effective from and after the date of execution hereof and
is intended only for the purpose described in Section 2 above.
6. The rights, duties, and obligations under or arising from this Agreement shall not
be assigned by either party hereto without the express written consent of the other.
Approved by the Owasso City Council on the 19th day of January, 2021
1;
ATTEST:
Juliann M. Stevens, City Clerk
APPROVED AS TO FORM:
BY:
Julie Lombardi, City Attorney
CITY OF OWASSO, OKLAHOMA
Bill Bush, Mayor
Approved by the Board of County Commissioners of Tulsa County, Oklahoma on the
day of , 2021.
TULSA COUNTY
BOARD OF COUNTY COMMISSIONERS
M
ATTEST:
Michael Willis, County Clerk
BY:
Asst. District Attorney
Ron Peters, Chairman
4
TO: The Honorable Mayor and City Council
FROM: Roger Stevens
Public Works Director
SUBJECT: 2020 Street Rehabilitation Program Project - Change Order #I
DATE: January 8, 2021
BACKGROUND:
Annually, the Capital Improvements Fund allows for the expenditure of funds in the amount of
$1.8 million to repair and /or resurface residential and non - residential roadways. Street
rehabilitation and repair 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.
In August 2020, the City Council awarded a construction contract to Grade Line Construction,
LLC, in the amount of $1,534,161.27 for the 2020 Street Rehabilitation Program Project. The
contract amount was below the annual funds allocated by $265,838.73. With the low bid less
than anticipated, City staff began evaluating other street segments and met with the contractor
who has agreed to complete the additional construction utilizing current contract pricing.
The two additional street segments are located on Carlsbad, at approximately East 7th Street
and East 11th Street from Main Street to Birch Street. Using current contract pricing, both street
segments can be completed for approximately $125,000.00.
Staff is proposing a change order to the original contract to add the two additional street
segments.
FUNDING:
Funding is available in the Capital Improvements Fund and Half -Penny Sales Tax Fund.
PROPOSED ACTION:
An item has been included on the January 12, 2021, Worksession agenda for discussion.
ATTACHMENTS:
Site Map
Change Order # 1
2019 -2020 Street Rehabilitation Project Change Order #1
i
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1" = 403 ft
Location Map
01/04/2021
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responsible staff fcr most up -to -date information.
SECTION 00600
CHANGE ORDER
PROJECT: FY 2019 -2020 Street Rehabilitation Project
CONTRACT DATE: September 1, 2020
TO CONTRACTOR: Grade Line Construction
CHANGE ORDER NUMBER: 1
DATE: January 4`h, 2021
CONTRACT FOR: FY 2019 -2020 Street
Rehab Project
The Contract is changed as follows: City staff is requesting additional work on Carlsbad and East I In'
Street in Original Town. Work will include base, curb & gutter repair as well as mill & overlay of new
asphalt utilizing pay items within the existing contract.
Not valid until signed by the Owner and Contractor
The original Contract Sum was
$ 1,534,161.27
Net change by previously authorized Change Orders
$ 0
The Contract Sum prior to this Change Order was
$ 1,154,161.27
The Contract Sum will be (increased) (decreased) (unchanged) by
this Change Order in the estimated amount of
$ 125,000.00
The new Contract Sum including this Change Order will be
$ 1,659,161.27
The Contract Time will be (increased) (decreased) (unchanged) by
(30 days.
The date of Substantial Completion as of the date of this Change
Order therefore is Aueust $. 2021.
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction
Change Directive.
CONTRACTOR
ADDRESS
f 7711Jo
City of Owasso
OWNER
200 South Main
ADDRESS
Owasso Ok 74055
E
Bill Bush, Mayor
DATE
SPECIAL PROVISIONS
0509 00900 - Page 1 of 4
REAL People - REAL Character - REAL Community
Total Monthly Sales Tax Comparisons
$4,000,000
$40,000,000
$3,500,000
$3,000,000
'''' • ••
$30,000,OOD
$2,500,000
$2,000,000
$1,500,000
$1,000,aao
$500,000
$15,000,000
$10,000,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
— a—Actual •-e- -- Budget — Last Year
Year -to -Date Sales Tax Totals
$40,000,000
$35,000,000
$30,000,OOD
$25,000,000
$20,000,000
$15,000,000
$10,000,000
$5,000,0Go
$-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
—� —Actual --e- -- Budget Lasl Year
City of Owasso
Total Monthly Sales Tax Revenues
Last Five Fiscal Years
* *Sales tax increase from 3.5% to 4.05% (55/100) for street improvements.
2020 -2021
2019 -2020
2018 -2019
2017 -2018
2016 -2017
Jul
$ 3,464,240
$ 3,005,671
$ 2,998,609
$ 2,856,618
$ 2,458,012
Aug
3,386,133
2,968,434
2,920,263
2,835,784
2,350,922
Sep
3,227,732
2,969,838
2,810,048
2,687,213
2,290,655
Oct
3,093,584
3,067,281
2,899,646
2,670,945
2,292,548
Nov
3,162,417
2,855,219
2,753,335
2,764,781
2,296,775
Dec
3,214,507
3,105,262
2,858,066
2,741,992
2,242,747
Jan
3,466,684
3,399,527
3,330,435
3,136,816
2,657,262
Feb
3,294,059
3,132,584
3,091,385
2,498,036
Mar
2,677,677
2,523,512
2,507,808
2,436,309 **
Apr
2,845,063
2,723,563
2,621,904
2,557,997
May
2,953,020
2,945,503
2,935,547
2,810,748
Jun
2,907,154
3,046,140
2,717,252
2,715,777
$23,015,298
$ 36,048,205
$ 34,941,703
$ 33,568,047
$ 29,607,789
* *Sales tax increase from 3.5% to 4.05% (55/100) for street improvements.
City of Owasso
Total Sales Tax Report
Budget to Actual Comparison
January 8, 2021
2020 -21
Actual Collections
Amount Percent
2020 -21
Budget Projections Over (Under) Projection
Amount Percent Amount Percent
Jul
$ 3,464,240
9.8%
$ 2,981,099
8.5%
$ 483,142
16.2%
Aug
3,386,133
9.6%
2,935,203
8.3%
450,930
15.4%
Sep
3,227,732
9.2%
2,848,612
8.1%
379,120
13.3%
Oct
3,093,584
8.8%
2,925,065
8.3%
168,519
5.8%
Nov
3,162,417
9.0%
2,798,068
8.0%
364,350
13.0%
Dec
3,214,507
9.1%
2,928,757
8.3%
285,749
9.8%
Jan
3,466,684
9.9%
3,319,510
9.4%
147,175
4.4%
Feb
Mar
Apr
May
Jun
Totals
$
65.4%
$ 20,736,314
58.9%
$ 2,278,984
11.0%
23,015,298
City of Owasso
Total Sales Tax Report
Two Year Comparison
January 8, 2021
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2020 -21
Percent
Amount of Budget
2019 -20
Percent
Amount of Actual
Increase or (Decrease)
Amount Percent
$ 3,464,240
9.8%
$ 3,005,671
8.5% $
458,569
15.3%
3,386,133
9.6%
2,968,434
8.4%
417,699
14.1%
3,227,732
9.2%
2,969,838
8.4%
257,893
8.7%
3,093,584
8.8%
3,067,281
8.7%
26,303
0.9%
3,162,417
9.0%
2,855,219
8.1%
307,198
10.8%
3,214,507
9.1%
3,105,262
8.8%
109,245
3.5%
3,466,684
9.9%
3,399,527
9.6%
67,158
2.0%
Totals $23,015,298 65.4% $21,371,233 60.5% $ 1,644,065 7.7%
Note: Fiscal Year 2021 Sales Tax Budget is $35.177 million; FY'20 budget was $35.344 million.
City of Owasso
Monthly Use Tax Revenues
Last Five Fiscal Years
*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 2021 Use Tax Budget is $2,920,913
2020 -2021
2019 -2020
2018 -2019
2017 -2018
2016 -2017
Jul
$ 320,463
$ 224,427
$ 107,929
$ 131,532
$ 82,565
Aug
308,877
213,728
134,957
115,912
86,552
Sep
319,035
258,541
237,044
126,135
87,371
Oct
322,295
211,009
177,983
146,402
86,713
Nov
325,866
212,040
151,865
139,772
80,855
Dec
353,105
226,537
193,866
128,876
84,107
Jan
406,969
280,550
265,379
205,110
127,549
Feb
404,153
290,595
166,541
106,593
Mar
187,882
140,226
134,603
99,853
Apr
233,275
173,422
112,614
101,930
May
257,842
201,224
119,189
123,116 **
Jun
321,127
192,601
137,552
114,846
$2,356,609
$3,031,109
$2,267,091
$1,664,238
$1,182,051
*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 2021 Use Tax Budget is $2,920,913