HomeMy WebLinkAbout2021.05.11_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 (OPWA)
OWASSO PUBLIC GOLF AUTHORITY (OPGA)
Council Chambers Old Central Building 109 North Birch, Owasso, OK
Tuesday, May 11, 2021 - 6:00 PM
AGENDA
1. Call to Order
Mayor /Chair Bill Bush RECEIVED
2. Presentation of the proposed FY 2021 -2022 Annual Operating Budget MAY 0 7 2021 �S
Warren Lehr /Linda Jones
3. Discussion relating to surplus vehicles and equipment City Clerk's Office
Nathan Singleterry
4. Discussion relating to a request for de- annexation of approximately 10.81 acres located near
North 177th East Avenue and North Patriot Drive (OA 21 -02, The Wharf at Stone Canyon)
Karl Fritschen
5. Discussion relating to an application for Coronavirus Response and Relief Supplemental
Appropriations Act (CRRSAA) funding for proposed roadway improvements located on Main
Street from Broadway to East 1111, Street
Dwayne Henderson
6. Discussion relating to City /Authority Manager items
Warren Lehr
A. Monthly sales tax report
B. City Manager Report
7. City Councilor /Trustee comments and inquiries
8. Consideration and approval, denial, amendment, or other appropriate action relating to a
request for an executive session for the purpose of discussing personnel matters of the City
Attorney and City Manager as provided for in Title 25, O.S. § 307(B)(1)
Michele Dempster
The City Council will meet in executive session to discuss the annual evaluations and
employment contracts of the City Attorney and the City Manager.
9. Adjournment
Notice of Public Meeting filed in the office of the Ctl Clerk on Friday, December 11, 2020, and
the Agenda posted at City Hall, 200 South Main S reet a 6:00 pm o Frid May 7, 2021.
I nn M. Stevens, y 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
APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, authorizing, awarding, tabling,
rejecting.
TO: The Honorable Mayor and City Council
FROM: Linda Jones
Finance Director
SUBJECT: FY 2021 -2022 Annual Operating Budget
DATE: May 7, 2021
BACKGROUND:
Pursuant to statutory and Charter provisions, recommended annual operating budgets for the
City of Owasso, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority
(OPGA) have been developed. The budget proposals will be presented to City Council on May
11, 2021, and printed copies will be made available for public viewing at City Hall and on the
City's website by May 14, 2021.
The City Council is required to hold a public hearing on the proposed budget. The proposed
Budget Summary must be published in the newspaper with a notice of public hearing which
gives taxpayers an opportunity to give input on the budget prior to its adoption. The Public
Hearing has been scheduled for June 1, 2021, with the legal notice to be published by May 19,
2021.
Once the City's budget is adopted, it can only be amended by vote of the City Council. While
Trustees for the OPWA and OPGA also adopt a budget, due to fluctuations in revenues state law
does not restrict Trusts to the amount adopted as the budget.
Adoption of the Budget has been scheduled for June 15, 2021
ATTACHMENT:
FY 2021 -2022 Budget Presentation
TO: The Honorable Mayor and City Council
FROM: Nathan Singleterry
Desktop Support Technician
SUBJECT: Surplus Vehicles and Authorize Auction
DATE: May 7, 2021
BACKGROUND:
The City of Owasso declares items surplus that have reached their end of life or are no longer
useful. An estimated value of $500.00 or more for an individual item requires City Council
approval for disposal.
For several years, the City has utilized auction sites to auction surplus vehicles and equipment.
These sites act as an "auction broker." Both private individuals and public entities utilize these
online auctions as a tool to obtain the highest resale or salvageable price for items they can no
longer utilize.
Prior to utilizing online auctions, City staff collected and processed surplus items, then conducted
an onsite auction. This process took significant time and required many staff resources with very
little return. The onsite auctions were typically not well attended and items were sold for far less
than the City has received via online auction sites.
HOW IT WORKS:
The following is the step -by -step process for online auctions followed by the City of Owasso:
• City Council declares vehicles or other items, valued over $500.00, as surplus;
• Digital pictures are taken and descriptions written for each item to be auctioned;
• Staff determines the length of auction;
• Staff includes acceptable methods of payment;
• Staff determines whether items can be shipped or would need to be picked up by
the purchaser /buyer. Most often, items are picked up at City locations;
• The auction is promoted through social media and the City's website;
• At the end of the auction the highest bidder is notified and arrangements are made
for shipping or pick -up of item once payment is received.
FEES:
There are fees to sell on most, though not all, auction sites. For some sites, there may be a set
fee, and for others there may be a percentage of the total sale price. Staff evaluates the items
to be sold to determine the best online option for auctioning.
ITEMS RECOMMENDED TO BE DECLARED SURPLUS:
The following vehicles and equipment have been deemed as no longer needed to remain in
service due to age and /or condition or have been replaced. These items will be recommended
to be declared surplus by the City Council.
Surplus vehicles and equipment
Page 2
Equipment:
Notes:
Identification:
Book Value:
John Deere Backhoe
Bad Hydraulics
T0310SE892599
$2,500.00
New Holland 451
Sickle Mower
Damaged /Not Serviceable
SN: 233162
$500.00
Sewer Equipment of
America 747- FR2000
Jetter Trailer
Damaged /Not Serviceable
SN: 2153 (Tag
damaged)
$1,000.00
KM International KM-
8000T Asphalt Hot Box
Trailer
Damaged /Not Serviceable
SN: 0305100T
$500.00
Flatbed Trailer
I Damaged/Not Serviceable
N/A
$500.00
Vehicles:
Notes:
Identification:
Book Value:
2001 Freightliner FL60
Flatbed
Frame Rust /Not Operable
1 FV3GLCC41 HA65833
$1,500.00
1998 Chevrolet C/K
2500
Rusting /Severe
Deterioration
IGCGC24R9WE2123673
$500.00
2000 Jeep Cherokee
Bad Head Gasket
1 J4FT48S8YL208663
$500.00
2002 Mercury Grand
Marquis
Not Operable
2MEFM74W32X667301
$1,000.00
2006 Ford E -250
Seizure /Not Operable
1 FTNE24W66HB25659
$500.00
2015 Ford F -250
Engine Fire /Stripped of parts
1 FT7W2B68FEC03840
$500.00
2009 Toyota Camry
Tort Claim /Wrecked
4T1 BE46K29U823671
$750.00
2002 Chevrolet 1500
Truck
Surplus- No longer needed
1 GCE14W32Z201181
$2000.00
2009 Ford Econoline
Van - CNG
Dedicated
Surplus - No longer needed
1 FBSS31 L89DA85676
$1000.00
Sd
TO: The Honorable Mayor and City Council
FROM: Karl A. Fritschen
Planning Manager
SUBJECT: De- annexation (OA 21-02)
North 177th East Avenue and North Patriot Drive
(The Wharf at Stone Canyon)
DATE: May 7, 2021
BACKGROUND:
The Community Development Department received a request for the de- annexation of
approximately 10.81 acres of property near North 177th East Avenue and North Patriot Drive, (The
Wharf at Stone Canyon). The property was annexed into Owasso City Limits with Ordinance 934
in 2008, which included a portion of the Stone Canyon Planned Unit Development (PUD).
SURROUNDING LAND USE:
Direction
Current Zoning
Current Use
Land Use
Jurisdiction
Neighborhood Mixed Use
Within Overlay District?
No
Master Plan
Rogers County Rural Water District #3
North
RS 20, RS -3 Residential Single—Family)
Undeveloped
Residential
Owasso
South
Stone Canyon PUD
Residential
N/A
Rogers
Count
East
RS 20, RS-3 (Residential Single - Family)
Residential
Residential
Rogers
Count
West
RS 20, RS -3 Residential Single-Family)
Undeveloped
Residential
Owasso
SUBJECT PROPERTY DATA:
Property Size
Total — 10.81 acres +/-
Current Zoning
Stone Canyon PUD
Residential Single-Family High Density RS -3
Land Use Master Plan
Neighborhood Mixed Use
Within Overlay District?
No
Water Provider
Rogers County Rural Water District #3
ANALYSIS:
The subject property, which falls within the Stone Canyon PUD approved in Rogers County, was
annexed into the Owasso City limits in 2008 with Ordinance 934. The PUD identified this area for
single family homes on a minimum Y2 acre lots. With the exception of Stone Canyon Elementary
and the new Hawthorn at Stone Canyon subdivision, most of the development within the PUD
has occurred in Rogers County and outside of the City limits. Such is the case with the subject
property (The Wharf at Stone Canyon subdivision), in which the plat is being approved in Rogers
County.
OA 21 -02
Page 2 of 2
Upon preparing the plat for this subdivision, the applicant noticed that 10.81 acres of the 59.35
acre subdivision was within the Owasso City limit boundary and that the Owasso fenceline
bisects the subdivision. Having a subdivision where only a few of the lots are inside the City
limits, while others are within Rogers County, does not follow sound planning principals and can
make for logistical issues for Police, Fire and ambulance response. Additionally, the lots within
this subdivision are proposed to be on aerobic sewer systems, as opposed to a municipal
collection system. The City does not permit aerobic systems inside the City limits.
In summary, staff believes there is no substantial benefit to having only a portion of this
subdivision inside the City limits, with the remaining portion in the County, and does not foresee
detaching this small portion of a larger subdivision as creating a negative impact.
PLANNING COMMISSION:
The Owasso Planning Commission will consider this item at their regular meeting on May 10, 2021.
ATTACHMENTS:
Aerial Map
Zoning Map
GrOwasso 2030 Land Use Master Plan Map
Legal Exhibits
Surrounding Zoning
OA 21 -02- Deannexation
Surrounding Land Use
OA 21 -02- Deannexation
Commercial
Industrial
Lake
Neighborhood MX
Parks / Recreation
Public / Institutional
Residential
Transitional
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TO: The Honorable Mayor and City Council
From: H. Dwayne Henderson, P.E.
City Engineer
Subject: Application for Coronavirus Response and Relief Supplemental
Appropriations Act Funding
Main Street from Broadway to East 11 fh Street Rehabilitation Project
Date: May 7, 2021
BACKGROUND:
On December 27, 2020, the Coronavirus Response and Relief Supplemental Appropriations Act
of 2021 (CRRSAA) was signed into law and included $900 billion in supplemental appropriations
for COVID -19 relief, of which $14 billion is allocated to support the transit industry during the
COVID -19 public health emergency. In April 2021, Indian Nations Council of Governments
( INCOG) opened applications for the CRRSAA for the INCOG Urbanized Area, which is limited to
$6.82 million. The funding is subject to eligibility criteria and entities may choose to seek 100% in
federal funds, as allowed by the Act, with a limit of $750,000 per project. Entities may also
choose to provide local funds to complete a larger project that may not be possible with the
awarded federal funds. No single entity may receive a combined sum of more than $2.25 million
for CRRSAA Surface Transportation Program (STP), which limits the funding to three projects per
entity.
INCOG requests that project sponsors (City of Owasso) prioritize applications if multiple projects
are submitted, . by indicating a ranking for the submitted projects. INCOG staff recommendations
will be forwarded to the Transportation Technical Committee, Transportation Policy Committee
and the INCOG Board of Directors for approvals and endorsement later this year. Once
allocated, funds will not be allowed for substitution of projects after approval. Projects will be
subject to federal rules and regulations once selected, which includes National Environmental
Policy Act (environmental clearances) and federal right -of -way procedures, if necessary. The
Oklahoma Department of Transportation (ODOT) will enter into agreements and award projects
for construction in consultation with the City of Owasso for the project. INCOG may recommend
a partial award for any project based on relative scoring of all projects that are submitted.
These funds are made available and managed by the Federal Highway Administration (FHWA),
through ODOT, for the implementation of eligible transportation improvements in the Tulsa
Urbanized Area.
The INCOG application process is similar to the annual STP process. The applications are due
May 14, 2021, but because resolutions require City Council review and approval, a June 16,
2021, deadline for the resolution is allowed.
MAIN STREET PROJECT:
Main Street Surface Rehabilitation, Broadway to East Ilth Street, is a project that staff is
recommending as the best candidate for these funds. The original project was constructed in
the 1920's as a state highway. In the 1930's the road section was designated as US Highway
75 /US Highway 169. A project widened the lanes to four (4) -10' wide lanes in the 1950 -60's as the
STP funding for Main Street
Page 2
subdivisions along Main Street began construction. The south end of Main Street was widened
from Broadway to East 76th Street North in the mid- 2000's. The north end of Main Street has been
widened from East 11 th Street to 86th Street North as part of the East 86th Street North and Main
Street Intersection project in the same time frame. Many turning movements on the narrow
roadway cause delays during peak hours.
Staff considered this section of roadway for a resurfacing project as part of the annual street
rehabilitation program, but the cost estimate exceeded a whole year of program funding. Staff
prepared a conceptual cost estimate to remove the surface course on this section of roadway,
repave the street after new curb and gutter and sidewalk is completed. The road would be
restriped as a road - dieted street with a single, widened lane in each direction and a center turn
lane to relieve the turning- movements
CONCEPTUAL COST SUMMARY:
Main Street is considered a collector street in Owasso, and therefore qualifies for these funds. The
roadway is heavily used and conveys residential, commercial, school and commuter traffic from
East 861h Street North to East 76th Street North and vice versa. The proposed work for this section
of roadway is to remove the surface course of pavement and replace it with a new surface
course, remove and replace the deteriorated curb and gutter, sidewalk and drainage
structures. The pavement will be restriped as a three (3) lane roadway with one wide lane in
each direction with a center turn lane for all of the turning movements in downtown Owasso.
The improvements will start at Broadway since Main Street from Broadway to East 76th Street
North has been widened and is a fairly new roadway section. The proposed project would end
at East 11 t Street to keep out of the signalized intersection and the loops that control signal
operation.
Construction administration (testing, inspection and administration of pay applications) is equal
to 10% of the construction fee. Budgeting another 8% for engineering, surveying and
geotechnical exploration, the total project cost is estimated at $2,567,080.
The City of Owasso would pay for engineering design, construction management, and a portion
of construction with local funds and request ODOT funding to contribute $750,000 toward
construction. Staff recommends the City fund the local portion through the Capital
Improvement Fund and % Penny Sales Tax Fund.
Project Segment
Estimate
ODOT Portion*
City of Owasso*
Construction
$2,175,492
$750,000
$1,425,492
Administration
$217,549
$0
$217,549
Utility Relocation
N/A
N/A
N/A
Right -of -way
N/A
N/A
N/A
Engineering
$174,039
N/A
$174,039
Total Project Cost
$2,567,080
$750,000
$1,817,080
PROPOSED RESOLUTION FOR CONSTRUCTION PHASE:
Similar to the process utilized in obtaining federal funding assistance for previous STP projects,
such as East 76th Street North Widening, Garnett Road Widening, East 116th Street North and
North 129th East Avenue Intersection Widening and the East 1061h Street North and North 129th
STP funding for Main Street
Page 3
East Avenue Intersection Improvements, a resolution is necessary in order to complete the
application process. The application will request federal funding assistance for the construction
of the roadway improvements. If this project is selected in summer 2021, the funding for
construction will be targeted in FY 2022 -2023 or sooner, depending on funding availability.
Staff will present this item for discussion at the May 11, 2021, Worksession with intent to have an
item on the May 18, 2021, City Council agenda approving a resolution requesting ODOT to
consider the construction phase of the Main Street Rehabilitation Project as a candidate for
federal funding assistance through the CRRSA STPGP Surface Transportation Program.
ATTACHMENTS:
Resolution - Draft
Location Map
CITY OF OWASSO, OKLAHOMA
RESOLUTION NO. 2021 -xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA,
AUTHORIZING AN APPLICATION FOR FUNDING BETWEEN THE CITY OF OWASSO
AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR THE MAIN STREET,
BROADWAY TO East 11TH STREET, RESURFACING PROJECT
WHEREAS, Surface Transportation Program Urbanized Area funds have been made
available for transportation improvements within the Tulsa Transportation Management
Area; and
WHEREAS, The City of Owasso has selected a proiect described as follows: The
rehabilitation of Main Street, Broadway to East 1 1 1h Street, Resurfacing Project, Owasso
Oklahoma; and
WHEREAS, the selected project is consistent with the local comprehensive plan,
including applicable Major Street and Highway Plan Element, and the Regional
Transportation Plan; and
WHEREAS, the engineers preliminary estimate of cost is $2,567,080, and Federal
participation under the terms of the Coronavirus Response and Relief Supplemental
Appropriations Act (CRRSAA) relating to Surface Transportation Program Urbanized Area
funds are hereby requested for funding of 29 percent of the project cost ($750,000); and
WHEREAS, the City of Owasso proposes to utilize the 1/2 Penny Sales Tax and
Capital Improvements Fund for the $1,817,080 balance of the project costs; and
WHEREAS, the City of Owasso will arrange a qualified ENGINEER licensed in the
State of Oklahoma to furnish professional services in the preparation of detailed plans,
specifications and estimates; and
WHEREAS, the City of Owasso agrees to provide for satisfactory maintenance after
completion, and to furnish the necessary right -of -way clear and unobstructed; and
WHEREAS, the City of Owasso has required matching funds available and further
agrees to deposit with the Oklahoma Department of Transportation said matching funds
within thirty (30) days after approval by the Federal Highway Administration.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, that, to-
wit:
That the Indian Nations Council of Governments is hereby requested to program this
project into the Transportation Improvement Program for the Tulsa Transportation
Management Area; and
That upon inclusion in the Transportation Improvement Program, the Oklahoma
Transportation Commission is hereby requested to concur in the programming and
selection of this project and to submit the some to the Federal Highway Administration for
its approval.
NOW, THEREFORE, it is hereby resolved that the Mayor is authorized and directed
to execute the above described agreement on behalf of the City of OWASSO.
PASSED AND APPROVED this _ day of May, 2021.
, Mayor
ATTEST:
, City Clerk
APPROVED AS TO FORM:
, City Attorney
Main Street, Broadway to 11th Street
1^ = 1000 ft
Location Map
05/04/2021
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RFIL Rn,b.R64.C�.
This map may reipresents a visual display of related geographic information. Data provided here on is not guarantee of acutual field conditions. To be sure of complete accuracy, please contact the
responsible staf. for most up -to -date information_