HomeMy WebLinkAbout2000.07.18_OPWA MinutesOWASSO PUBLIC WORKS AUTHORITY
MINUTES OF REGULAR MEETING
Tuesday, July 18, 2000
The Owasso Public Works Authority met in a regular session on Tuesday, July 18, 2000 in the
Council Chambers at the Owasso Community Center per the Notice of Public Meeting and
Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, July 14, 2000.
ITEM 1: CALL TO ORDER
Chainnan Williams called the meeting to order at 7:05 p.m.
ITEM 2: FLAG SALUTE
The flag salute was given during the City Council meeting preceding this meeting.
ITEM 3: ROLL CALL
PRESENT ABSENT
H C "Will" Williams, Chairman
Mary Lou Barnhouse, Vice Chairman
Melinda Voss, Trustee
Randy Brogdon, Trustee
STAFF
Larry Mitchell, City Manager
Ronald D Cates, Authority Attorney
Marcia Boutwell, Authority Secretary
A quorum was declared present.
ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST
FOR APPROVAL OF THE CONSENT AGENDA.
A. Approval of the Minutes of July 3, 2000 Rescheduled Regular Meeting.
B. Approval of Claims.
The consent agenda included minutes of the July 3, 2000 rescheduled regular meeting, by
reference made a part hereto. Item B on the consent agenda included the following claims: (1)
Owasso Public Works Authority $40,563.87; (2) OPWA Capital Improvements $197,274.49; (3)
OPWA Sewer Line Extension $23,000; (4) Payroll $34,298.59. Mr Brogdon moved, seconded
by Ms Voss, to approve the consent agenda.
AYE: Brogdon, Voss, Barnhouse, Williams
NAY: None
Motion carried 4-0.
Owasso Public Works Authority July 18, 2000
ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST
TO AWARD A CONTRACT FOR UTILITY BILLING SERVICES.
Ms Bishop presented the item. The currently used utility billing form is a 3'/2 x 5 inch postcard.
Customers frequently complain that the postcard is easily lost in the mail, and the size limits our
ability to provide information or special notices to customers. Nor does it meet postal service
requirements for postage rate discounts. In researching billing forms, staff discovered that most
cities use either a postcard or a mailing service. The utility billing software used by the City of
Owasso is also used by the City of Bartlesville. The City of Bartlesville utilizes a billing/mailing
service for their utility billing. Staff explored the possibility of using such a service after
learning about the broad range of service available. An RFP was prepared and mailed to four
potential vendors, requiring a cost breakdown for each item or service provided and any set-up
fees. Three of the four vendors submitted proposals. The vendor providing the highest bid
provides printing and mailing services only. One of the other vendors provided only one local
reference, and the contract person was not available. Technical Programming Services Inc, the
remaining vendor, provides utility billing and mailing services for the cities of Tulsa, Stillwater,
Bartlesville and Muskogee, and already has the programming to convert our data file to a billing
format. The fee breakdown was itemized as requested, and there are no start-up fees with a two-
year contract. The cost of materials is guaranteed for the contract term. The annual coat would
be $15,120, plus postage. Staff recommended awarding a contract to TPSi for utility billing
services. Ms Voss moved, seconded by Mr Brogdon, to award a two-year contract for utility
billing services to Technical Programming Services Inc, Tulsa, OIL in the amount specified in the
proposal.
AYE: Voss, Brogdon, Banihouse, Williams
NAY: None
Motion carried 4-0.
ITEM 6: REPORT FROM OPWA MANAGER
Mr Mitchell reported that the city is waiting on approval from the Oklahoma Department of
Transportation to proceed with the 96"' St project. Staff may seek Trustee approval at the first
meeting in August to proceed with the project
No report.
ITEM 8: NEW BUSINESS.
None
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Owasso Public Works Authority
ITEM 9: ADJOURNMENT
Ms Voss moved, seconded by Ms Barnhouse to adjourn.
AYE: Voss, Barnhouse, Brogdon, Williams
NAY: None
Motion carried 4-0, and the meeting was adjourned at 7:10 p.m.
Marci Boutwell, Secreta
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July 18, 2000
H C Williams, Chairperson