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HomeMy WebLinkAbout2025.12.02_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL Council Chambers Old Central Building 109 North Birch, Owasso, OK Tuesday, December 2, 2025 - 6:30 PM NOTE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving, authorizing, awarding, denying, postponing, or tabling. AGENDA 1. Call to Order- Mayor Alvin Fruga RECEIVED 2. Invocation - Pastor Mark Thompson of the Refuge Owasso NOV 2 4 2025 3. Flag Salute 4. Roll Call S. Presentation of the Character Trait of Generosity City Clerk's Office 6. Consideration and appropriate action relating to the Consent Agenda. (All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non -debatable.) A. Approve minutes - November 18, 2025, Regular Meeting B. Approve claims C. Accept the 2026 Safe Oklahoma Grant in the amount of $20,000.00 and authorize execution of the contract with the Oklahoma Attorney General's Office D. Approve a budget amendment in the General Fund, increasing estimated revenues and the appropriation for expenditures in the Police Department by $20,000.00 (2026 Safe Oklahoma Grant) 7. Consideration and appropriate action relating to items removed from the Consent Agenda 8. Consideration and appropriate action relating to a lease agreement between the City of Owasso and the Owasso Chamber of Commerce for use of the building located at 315 South Cedar Chris Garrett 9. Consideration and appropriate action relating to a lease agreement between the City of Owasso and Owasso Community Resources for use of the building located at 109 North Birch Chris Garrett 10. Consideration and appropriate action relating to the annual renewal of the maintenance agreement with Central Square Technologies, LLC for the Enterprise Resource Planning (ERP) Software utilized by the Community Development Department Steve Tibbles Staff recommends authorization for payment in the amount of $59,100.00 to CentralSquare Technologies, LLC of Lake Mary, Florida, for continued use of the Community Development software. 11. Consideration and appropriate action relating to the annual renewal of the maintenance agreement with Central Square Technologies, LLC for the Enterprise Resource Planning (ERP) Software utilized by the Finance Department Steve Tibbles Staff recommends authorization for payment in the amount $83,825.00 to CentralSquare Technologies, LLC of Lake Mary, Florida, for continued use of the Finance Enterprise software. Owasso City Council December 2, 2025 Page 2 12. Consideration and appropriate action relating to the purchase of NetApp Storage Area Network (SAN) Steve Tibbles Staff recommends approval to purchase two new NetApp Storage Area Network systems from Peak Uptime of Tulsa, Oklahoma in the amount of $150,396.40 and authorization to execute all necessary documents. 13. Presentation of the monthly Project Status Report - Roger Stevens 14. Report from City Manager 15. Report from City Attorney 16. Report from City Councilors 17. Official Notices (documents for acknowledgment of receipt or information only, no discussion or action will be taken) • Payroll Payment Report - pay period ending date November 15, 2025 18. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 19. Adjournment Notice of Public Meeting filed in the office of the City Clerk on Friday, December 13, 2024, and the Agenda posted at City Hall, 200 South Main Street, at 3:00 ipm on Monday, November 2t4, 2025. The City of Owasso encourages citizen participation. To requi to the scheduled meeting by phone 918-376-1502 or by email accommodation due to a disobflily, contact the City Clerk prior OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING TUESDAY, NOVEMBER 18, 2025 The Owasso City Council met in regular session on Tuesday, November 18, 2025, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma per the Notice of Public Meeting filed Friday, December 13, 2024; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 12:30 pm on Friday, November 14, 2025. 1. Call to Order -Mayor Alvin Fruga called the meeting to order at 6:30pm. 2. Invocation - The Invocation was offered by Don Cason of Hope Chapel Foursquare Church. 3. Flag Salute- Jake Lonsinger of Leadership Owasso led the flag salute. Councilor Balthrop introduced members of Leadership Owasso. 4. Roll Call- A quorum was declared present. Present Absent Mayor -Alvin Fruga None Vice Mayor - Dr. Paul Loving Councilor- Dr, Chad Balthrop Councilor- Jamie Dunn Councilor - Cody Walter Staff: City Manager - Chris Garrett / City Attorney - Julie Lombardi S. Consideration and appropriate action relating to the Consent Agenda. (All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non -debatable.) A. Approve minutes -November 4, 2025, and November 11, 2025, Regular Meetings B. Approve claims C. Accept the 2025 Annual Street Rehabilitation Project and authorize final payment of $325,103.48 to Tri-Star Construction, LLC, of Catoosa, Oklahoma Mr. Loving moved, seconded by Mr. Walter, to approve the Consent Agenda as presented, with claims totaling $1,676,640.20, YEA: Loving, Balthrop, Dunn, Walter, Fruga NAY: None Motion carried: 5-0 6. Consideration and appropriate action relating to Items removed from the Consent Agenda - None Consideration and appropriate action relating to Ordinance 1242, detaching from the corporate limits of the City of Owasso approximately 15.07 acres, located roughly'/< of a mile west of the Intersection of North 177fh East Avenue and North Patriot Drive, as referenced in application OA 25-05 Alexa Beemer presented the item recommending adoption of Ordinance 1242. There were no comments from the audience. Following discussion, Mr. Fruga moved, seconded by Mr. Walter, to adopt Ordinance 1242, as recommended. YEA: Dunn, Walter, Fruga NAY: Loving, Balthrop Motion carried: 3-2 Owasso City Council November 18, 2025 Page 2 8. Consideration and appropriate action relating to a Specific Use Permit (SUP) to allow for an expansion of an existing auto sales use in a Commercial Shopping (CS) zoning district and within the US-169 Overlay District located at 10505 North Owasso Expressway, as referenced in application SUP 25-02 Alexa Beemer presented the item, recommending approval of SUP 25-02. There were no comments from the audience. Following discussion, Mr. Balthrop moved, seconded by Mr. Fruga, to approve SUP 25-02, as recommended. YEA: Balthrop, Dunn, Fruga NAY: Loving, Walter Motion carried: 3-2 Consideration and appropriate action relating to a Specific Use Permit (SUP) to allow for support activities for transportation (aircraft maintenance and repair) use within an Industrial Light (IL) zoning district located at 405 West 2nd Avenue, as referenced in application SUP 25.03 Wendy Kramer presented the item, recommending approval of SUP 25-03. There were no comments from the audience. Following discussion, Mr. Loving moved, seconded by Mr. Walter, to approve SUP 25-03, as recommended. YEA: Loving, Balthrop, Dunn, Walter, Fruga NAY: None Motion carried: 5-0 10. Consideration and appropriate action relating to a Final Plat for Fairway Villas, a proposed single-family residential subdivision on approximately 7.76 acres, zoned Residential Neighborhood Mixed (RNX) under Owasso Planned Unit Development OPUD-9, located at the southeast corner of the intersection of North 97th East Avenue (North Mingo Road) and East 891h Street North (Larkin Bailey Boulevard) Wendy Kramer presented the item, recommending approval of the Final Plat of Fairway Villas. There were no comments from the audience. Following discussion, Mr. Balthrop moved, seconded by Mr. Loving, to approve the Final Plat, as recommended. YEA: Loving, Balthrop, Dunn, Walter, Fruga NAY: None Motion carried: 5-0 11. Consideration and appropriate action relating to a Utility Relocation Agreement for the East 106rh Street North and North 1291h East Avenue Intersection Improvement Project Dwayne Henderson presented the item, recommending approval of the Utility Relocation Agreement with Washington County Rural Water District No. 3 and authorization to execute the necessary documents. There were no comments from the audience. Following discussion, Mr. Loving moved, seconded by Mr. Walter, to approve the agreement and authorize execution of documents, as recommended. YEA: Loving, Balthrop, Dunn, Walter, Fruga NAY: None Motion carried: 5-0 12. Consideration and appropriate action relating to Supplemental and Modification Agreement No. 2 to the Oklahoma Department of Transportation Project Maintenance, Financing and Right -Of -Way Agreement for the East 106th Street North and North 129th East Avenue Intersection Improvement Project Dwayne Henderson presented the item, recommending approval and authorization to execute the Supplemental and Modification Agreement No. 2 in an estimated amount of $7,286,603.00 (ODOT's share being capped at $5,618,614.00), and authorization for payment to ODOT in the amount of $226,884.00. Mr. Balthrop moved, seconded by Mr. Walter, to approve the agreement, execute documents, and authorize payment, as recommended. YEA: Loving, Balthrop, Dunn, Walter, Fruga NAY: None Motion carried: 5-0 13. Report from City Manager - None 14. Report from City Attorney -None 15, Report from City Councilors - None 16. Official Notices - The Mayor acknowledged receipt of the following: • Payroll Payment Report - pay period ending date November 1, 2025 • Healthcare Self -Insurance Claims - dated as of October31, 2025 • Monthly Budget Status Report - October 31, 2025 17. New Business - None 18. Adjournment Mr. Walter moved, seconded by Mr. Balthrop, to adjourn the meeting. YEA: Loving, Balthrop, Dunn, Walter, Fruga NAY: None Motion carried: 5-0 and the meeting adjourned at 7:27 pm. Alvin Fruga, Mayor Juliann M. Stevens, City Clerk Owasso City Council November 18, 2025 Page 3 TO: The Honorable Mayor and City Council FROM: Jason Woodruff, Chief of Police SUBJECT: Safe Oklahoma Grant DATE: November 24, 2025 BACKGROUND: In 2012, the Oklahoma legislature passed HB 3052, which created a grant program within the Attorney General's office, now known as the Safe Oklahoma Grant. The Attorney General was authorized to award competitive grant funds to local law enforcement agencies, specifically directed at reducing or preventing violent crime in Oklahoma communities. The Owasso Police Department (OPD) first received this grant funding in 2016 and has been awarded over $200,000 in subsequent years. On November 4, 2025, staff received notification from the Attorney General's Office that grant funds had again been approved in the amount of $20,000 for the 2026 Safe Oklahoma Grant. The grant funds will be dedicated to "paid supplemental overtime". The paid supplemental overtime allows sworn personnel to work additional shifts, in addition to their normal scheduled duties, focusing on high crime/high activity areas through the use of directed patrols, saturation patrols, street crime operations, focused patrols during large gatherings, and clandestine narcotics operations. Since OPD began receiving this grant, the funding has allowed for the allocation of additional personnel to work during times where there is an increased risk of crime, such as the Holiday Shopping Patrol, as well as respond to specific incidents. RECOMMENDATION: Staff recommends acceptance of the 2026 Safe Oklahoma Grant, authorization to execute the necessary paperwork with the Oklahoma Attorney General's Office, and approval of a budget amendment in the General Fund, increasing the estimated revenue and the appropriation for expenditures in the Police Department budget by $20,000,00. TO: The Honorable Mayor and City Council FROM: Chris Garrett, City Manager SUBJECT: Lease for use of the building located at 315 South Cedar- Chamber of Commerce DATE: November 24, 2025 PROPOSED ACTION: City Council consideration and appropriate action related to the execution of a lease agreement With the Owasso Chamber of Commerce for the use of the building located at 315 South Cedar, Owasso, Oklahoma 74055. BACKGROUND: City Council purchased the property located at 315 South Cedar in September 1998 and leased the building to the Owasso Chamber of Commerce with a gradual increase in rent over several years as follows: January 1, 1999 - December 31, 1999 $400.00 per month ($4,800.00 yearly) January 1, 2000- December 31, 2000 $529.17 per month ($6,350.00 yearly) January 1, 2001 - December 31, 2003 $658.33 per month ($7,900.00 yearly) The City and the Chamber do not have an active lease agreement in place and have been operating under the lease rate of $658.33 per month since December 31, 2003. In 2025, the City obtained a property appraisal to determine the current market lease value, which resulted in an estimated rental rate of $2,239.75 per month. As an alternate method of evaluation, staff calculated the inflation -adjusted value of the 2003 lease amount of $658.33 per month, which equated to $1,208.62 in 2025 dollars. City staff then reviewed the previous lease terms, including the rental structure, property maintenance responsibilities, and payment of utilities, to identify any necessary modifications for a new lease agreement. PROPOSED LEASE: During the November 11, 2025, Worksession, City Staff presented a draft lease agreement to begin January 1, 2026, for a one-year term at the lease rate of $900.00 per month. Staff presented a proposed plan to include a gradual rate increase over five years. Following discussions at the Worksession meeting, staff amended the draft lease agreement to reflect the requested changes proposed by the City Council. ATTACHMENT: Revised Draft Lease Agreement LEASE AGREEMENT This Agreement is entered into this day of , 2025, by and between the City of Owasso, Oklahoma, a Municipal Corporation, having its principal place of business at 200 South Main Street, Owasso, Oklahoma, hereinafter referred to as "City" and the Owasso Chamber of Commerce, a non-profit corporation, having its principal place of business at 315 South Cedar, Owasso, Oklahoma, hereinafter referred to as "Chamber". LEASED PROPERTY ADDRESS - 315 South Cedar Street, Owasso, Oklahoma. WITNESSETH: For and in consideration of the mutual covenants hereinafter provided, City and Chamber agree as follows, to -wit: PURPOSE -The City is desirous of the Chamber conducting activities within the corporate limits of the City of Owasso and environs in close proximity thereto, such activities calculated to foster and promote commerce and economic development within said City. The Chamber is amenable to the performance of such activities. The parties are desirous of setting forth each party's understanding in terms of the activities required of Chamber by City and the assistance, monetary or otherwise, City shall provide Chamber in respect thereto. TERM - The term of this agreement shall be for a period of one (1) year beginning the 1 It day of January, 2026, and ending the 31It day of December 2026. Renewal hereof, under like terms and conditions, may only occur by virtue of affirmative action taken by the governing bodies of both respective entities. City shall, during the term hereof, allow Chamber, for the conduct of its activities, non-exclusive use of the facility located at 315 South Cedar, Owasso, Oklahoma. However, such use is continually dependent upon Chamber adherence to all reasonable rules and regulations existing or as may hereinafter be promulgated by City pertaining to the use of said facility. COMPENSATION - In consideration for the use and possession of these premises, Chamber agrees to pay City the monthly fees on or before the I It day of each month during the term of the lease. January 1, 2026, through December31, 2026, the sum of Ten Thousand and Eight Hundred Dollars and No/100 ($10,800.00), payable at the rate of Nine Hundred Dollars and No/100 ($900.00) per month. OPTION TO RENEW - Chamber is granted the option to renew this Lease for up to five (5) additional one-year terms (each a "Renewal Term") after the Initial Term, provided Chamber is not in default at the time of exercising each option. Each Renewal Term must be exercised individually and shall not automatically roll over into subsequent Renewal Terms. The Parties shall commence discussions no later than six (6) months prior to the expiration of the Initial Term for the purpose of preparing for the Renewal Term. The rental amount for the Renewal Term shall be established by the City Council. The Chamber must provide written notice to the City of its intent to renew no less than Sixty (60) days prior to the expiration of the then -current Lease Term. Renewal shall not be effective unless and until the City issues written approval acknowledging renewal. All renewals are subject to applicable City policies, ordinances, budgeting, and approval requirements. First Renewal Term - January 1, 2027, through December 31, 2027, rent shall be determined Ninety (90) days prior to the end of initial term. Second Renewal Term - January 1, 2028, through December 31, 2028, rent shall be determined Ninety (90) days prior to the end of First Term. Third Renewal Term - January 1, 2029, through December 31, 2029, rent shall be determined Ninety (90) days prior to the end of Second Term. Fourth Renewal Term - January 1, 2030, through December 31, 2030, rent shall be determined Ninety (90) days prior to the end of Third Term. Fifth Renewal Term - January 1, 2031, through December 31, 2031, rent shall be determined Ninety (90) days prior to the end of Fourth Term. All other terms, obligations, and conditions of the Lease remain unchanged unless modified in writing and signed by both parties. OTHER - Chamber shall not be responsible for any external upkeep of the building including, but not limited to, exterior walls, foundation, downspouts, sewers, and paving and parking areas. Chamber agrees to maintain the nonstructural internal portions of the building, including painting and ordinary repairs and maintenance of plumbing, floor drains, floor covering, light fixtures, air conditioning, and heating up to Five Hundred Dollars ($500.00) per occurrence. Chamber may, at its own cost and expense, alter or remodel the interior of the premises in any manner it desires, provided; first, the structural strength of the building shall not be impaired by such work, and; second, that the plans and specifications for such alteration or remodeling shall be submitted to the City for approvalbefore any work is commenced. The City agrees the approval of such alteration or remodeling plans shall not be unreasonably withheld. In this connection, it is also agreed that Chamber shall indemnify and hold the City harmless of, from, and against liens for labor and material resulting from such alteration and remodeling. Chamber agrees to provide all janitorial services and utilities for the entire facility, including the provision of the necessary toilet and janitorial supplies. City will maintain and be responsible for the roof of the building as well as for outside yard maintenance, pest control, and snow/ice removal from the parking lot. The City shall also be responsible for any modification to the premises mandated by any regulatory agency charged with enforcement of local, state, or federal regulations applicable to the leasehold premises. Chamber agrees to carry and keep in force during the term of this Agreement, policies of insurance on the Chamber's contents, casualty insurance on the building, and liability insurance on the building and premises in an amount not less than one million dollars ($1,000,000.00). City shall be named as additional insured on such policies of insurance. EARLY TERMINATION — Either party may terminate this agreement at any time after January 1, 2026, upon giving the non -terminating party not less than six (6) months written notice at the respective address set forth above, or alternative address if hereinafter provided, of such terminating party's desire to terminate. In the event that a six (6) month termination notice is given by the City or the Chamber, it is understood that the Chamber's final lease payment will be the first day of the last month of the agreed termination date. If a notice to terminate this Agreement is not received by either party during the term of this lease, this lease shall continue in full force and effect on a month - to -month basis subsequent to the final effective date hereof, The requirement for a six- month notice of termination, as discussed above, shall apply at all times during the term of this lease including the last six months hereof. ENTIRE AGREEMENT - The provisions hereof shall constitute the entire agreement between the parties hereto. No modification, amendment, or alteration of the terms hereof shall be effective unless reduced to writing and executed by both parties to this Agreement. GOVERNING LAW —The construction, interpretation, and enforcement of the terms of this Agreement shall be governed in accordance with the laws of the State of Oklahoma. SUCCESSORS, ASSIGNS - The provisions of this Agreement shall inure to the benefit and be binding upon the successors and assigns of the parties hereto. Approved this day of 2025. ATTEST: Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney Michael Gordon, Secretary CITY OF OWASSO, OKLAHOMA Alvin Fruga, Mayor OWASSO CHAMBER OF COMMERCE Chad Balthrop, Chair sd TO: The Honorable Mayor and City Council FROM: Chris Garrett, City Manager SUBJECT: Lease for use of the building located at 109 North Birch - Owasso Community Resources (OCR) DATE: November 24, 2025 PROPOSED ACTION: City Council consideration and appropriate action related to the execution of a lease agreement with Owasso Community Resources for the use of a portion of the building located at 109 North Birch, Owasso, Oklahoma 74055. BACKGROUND: • April 13, 2003 - the City Council approved a lease agreement for the use of approximately 1,609 square feet for a period of sixty months, at a lease rate as follows: First month - twentieth month - $480.00 per month Twenty-first month - fortieth month - $720.00 per month Forty-first month - sixtieth month - $960.00 per month • Payment of utilities was determined by dividing the total square footage of the first floor by the square footage of space leased, and such percentage amount was established at 11.10% to be paid by OCR. • February 1, 2008 - a First Addendum was approved to include a space designated as "Room 211 "which is approximately 192 square feet in size at twenty-five cents ($0.25) per square foot, increasing the lease rate by an additional $48.00 per month. • July 1, 2009 - A Second Addendum was made to exclude the previous addendum of "Room 211", and add two additional spaces designated as "Room 114 and 115", resulting in a reduced monthly lease payment of $960.00. The City and OCR do not have an active lease agreement and have been operating under the lease rate of $960.00 per month since 2009. Electric payments have not been made. Over time, OCR expanded its operations and increased the amount of space utilized in the building without formal lease addenda. As of now, OCR occupies approximately 4,949 square feet of the building. Electric costs at the facility have continued to increase. PROPOSED LEASE: During the November 11, 2025, Worksession, City Staff presented a draft lease agreement to begin January 1, 2026, for a one-year term at the lease rate of $1,161.40 per month, and a portion of the building's electric costs, payable at the rate of $750.00 per month. OCR Lease Page 2 Following discussions at the Worksession meeting, staff amended the draft lease agreement to reflect the changes proposed by the City Council. ATTACHMENT: Revised Draft Lease Agreement LEASE AGREEMENT This Agreement is entered into this day of , 2025, by and between the City of Owasso, Oklahoma, a Municipal Corporation, having its principal place of business at 200 South Main Street, Owasso, Oklahoma, hereinafter referred to as "City" and the Owasso Community Resources (OCR), a non-profit corporation, having its principal place of business at 109 North Birch, Owasso, Oklahoma, hereinafter referred to as "OCR". LEASED PROPERTY ADDRESS - 109 North Birch, Owasso, Oklahoma. WITNESSETH: For and in consideration of the mutual covenants hereinafter provided, City and OCR agree as follows, to -wit: PURPOSE -The parties are desirous of setting forth each party's understanding in terms of the activities required of OCR by City and the assistance, monetary, or otherwise, City shall provide OCR in respect thereto. TERM - The term of this agreement shall be for a period of one (1) year beginning the 1It day of January, 2026, and ending the 31It day of December 2026. Renewal hereof, under like terms and conditions, may only occur by virtue of affirmative action taken by the governing bodies of both respective entities. City shall, during the term hereof, allow OCR, for conduct of its activities, non-exclusive use of the rented portion of the facility (Exhibit "A") located at 109 North Birch, Owasso, Oklahoma. However, such use is continually dependent upon OCR's adherence to all reasonable rules and regulations existing or as may hereinafter be promulgated by the City pertaining to the use of said facility. COMPENSATION - In consideration for the use and possession of these premises, OCR agrees to pay City the monthly fees on or before the I It day of each month during the term of the lease. January 1, 2026, through December 31, 2026, the sum of Eleven Thousand Five Hundred Twenty Dollars and 00/100 ($11,520.00); payable at the rate per month of Nine Hundred Sixty Dollars and 00/100 ($960.00); and Electric in the sum of Two Thousand Four Hundred Dollars and No/100 ($2,400.00); payable at the rate per month of Two Hundred Dollars and No/100 ($200.00) per month. OPTION TO RENEW - OCR is granted the option to renew this Lease for an additional one- year term after the Initial Term, provided OCR is not in default at the time of the renewal. Renewal Term must be exercised individually and shall not automatically roll over into subsequent Renewal Terms. The Parties shall commence discussions no later than six (6) months prior to the expiration of the Initial Term for the purpose of preparing for the Renewal Term. The rental amount for the Renewal Term shall be established by the City Council. OCR must provide written notice to the City of their intent to renew no less than Sixty (60) days prior to the expiration of the initial Lease Term. Renewal shall not be effective unless and until the City issues written approval acknowledging renewal. All renewals are subject to applicable City policies, ordinances, budgeting, and approval requirements. Renewal Term - January 1, 2027, through December 31, 2027, rent shall be determined Ninety (90) days prior to the end of the initial term, and include one-half ('/2) of the average annual electric cost for the premises, as calculated at the end of the year. All other terms, obligations, and conditions of the Lease remain unchanged unless modified in writing and signed by both parties. OTHER - OCR shall not be responsible for any external upkeep of the building, including but not limited to exterior walls, foundation, downspouts, sewers, and paving and parking areas. OCR agrees to maintain the nonstructural internal portions of the building, including painting and ordinary repairs and maintenance of plumbing, floor drains, floor covering, light fixtures, air conditioning, and heating up to Five Hundred Dollars ($500.00) per occurrence. OCR may, at its own cost and expense, alter or remodel the interior of the premises in any manner it desires, provided; first, the structural strength of the building shall not be impaired by such work, and; second, that the plans and specifications for such alteration or remodeling shall be submitted to the City for approval before any work is commenced. The City agrees the approval of such alteration or remodeling plans shall not be unreasonably withheld. In this connection, it is also agreed that OCR shall indemnify and hold the City harmless of, from, and against liens for labor and material resulting from such alteration and remodeling. OCR shall not increase the electrical load, including through the addition of freezers, refrigerators, or any other electrical equipment, without obtaining the City's written approval OCR agrees to provide all janitorial services for the leased portion of the property the provision of the necessary toilet and janitorial supplies. OCR shall not store any spoiled or perishable items that are producing unpleasant odors. In the event of a complaint regarding odor, the City reserves the right to inspect the facility without prior notice. City will maintain and be responsible for the roof of the building as well as for outside yard maintenance, pest control, and snow/ice removal from the parking lot. The City shall also be responsible for any modification to the premises mandated by any regulatory agency charged with enforcement of local, state, or federal regulations applicable to the leasehold premises. OCR agrees to carry and keep in force during the term of this Agreement, policies of insurance on OCR's contents, casualty insurance on the building, and liability insurance on the building in an amount of not less than one million dollars ($1,000,000.00). City shall be named as an additional insured on such policies of insurance. EARLY TERMINATION — Either party may terminate this agreement at any time after January 1, 2026, upon giving the non -terminating party not less than six (6) months written notice at the respective address set forth above, or alternative address if hereinafter provided, of such terminating party's desire to terminate. In the event that a six (6) month termination notice is given by the City or the OCR, it is understood that the OCR's final lease payment will be the first day of the last month of the agreed termination date. If a notice to terminate this Agreement is not received by either party during the term of this lease, this lease shall continue in full force and effect on a month -to -month basis subsequent to the final effective date hereof, The requirement for a six-month notice of termination, as discussed above, shall apply at all times during the term of this lease including the last six months hereof. ENTIRE AGREEEMENT - The provisions hereof shall constitute the entire agreement between the parties hereto. No modification, amendment, or alteration of the terms hereof shall be effective unless reduced to writing and executed by both parties to this Agreement. GOVERNING LAW —The construction, interpretation, and enforcement of the terms of this Agreement shall be governed in accordance with the laws of the State of Oklahoma. SUCCESSORS, ASSIGNS - The provisions of this Agreement shall inure to the benefit and be binding upon the successors and assigns of the parties hereto. Approved this day of 2025. ATTEST: Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney ATTEST: Jill Henderson, President 3 CITY OF OWASSO, OKLAHOMA Alvin Fruga, Mayor OWASSO COMMUNITY RESOURCES Mendi Burns, Director L � L=YOUTH 210SF OCR OCR 420 SF o 203 SF _ YourH OCR ' COURT ' 203 SF OCR ` OCRO�s<es a YOUTH 335 SF COURT H — F J 0 203 $F o YOUTH OCR COURT — CITY 203 6d l- OCR F r4CR 7 SFF MEN I F OMEN , CITY o CITY CITY —y 378 SF 1st Floor OCR 308 SF 008 SF OCR 2 187 SF OCR _ = OCR 440SF OCR-ri 616SF OCR 612 SF OCR 176SF - CITY CITY o O i m Z A D m m Z CITY - CITY - CITY CITY CITY a - CITY And poor o __�s TO: The Honorable Mayor and City Council FROM: Steve Tibbles, Deputy IT Director SUBJECT: Enterprise Resource Planning (ERP) Software Renewal for Community Development DATE: November 24, 2025 PROPOSED ACTION: Staff is seeking City Council consideration and action to renew CentralSquare Community Development software from CentralSquare Technologies, LLC of Lake Mary, Florida. BACKGROUND: On December 3, 2024, Council approved the upgrade of the City's CentralSquare ERP software to include the Community Development module. A five-year contract was executed, contingent upon annual appropriations by the City Council. The current fiscal year marks the second year of the five-year contract. FUNDING: Funding is included in the FY 2025-2026 approved budget. RECOMMENDATION: Staff recommends authorization for payment in the amount of $59,100.00 to CentralSquare Technologies, LLC of Lake Mary, Florida, for continued use of the Community Development software. TO: The Honorable Mayor and City Council FROM: Steve Tibbles, Deputy IT Director SUBJECT: Enterprise Resource Planning (ERP) Software Renewal for Finance Enterprise DATE: November 24, 2025 PROPOSED ACTION: Staff is seeking City Council consideration and action to renew CentralSquare Finance Enterprise software from CentralSquare Technologies, LLC of Lake Mary, Florida. BACKGROUND: On December 3, 2024, Council approved the upgrade of the City's CentralSquare ERP software to include the Finance Enterprise module. A five-year contract was executed, contingent upon annual appropriations by the City Council. The current fiscal year marks the second year of the five-year contract. FUNDING: Funding is included in the approved FY 2025-2026 budget. RECOMMENDATION: Staff recommends authorization for payment in the amount $83,825.00 to CentralSquare Technologies, LLC of Lake Mary, Florida, for continued use of the Finance Enterprise software. TO: The Honorable Mayor and City Council FROM: Steve Tibbles, Deputy IT Director SUBJECT: NetApp Storage Area Network (SAN) DATE: November 24, 2025 PROPOSED ACTION: Staff is seeking City Council consideration and action to purchase two new NetApp SANS. BACKGROUND: • In 2014, City Council approved the purchase of two NetApp SANs as part of a citywide virtual server deployment. These systems established primary and secondary sites for redundancy and delivered major benefits, including replacement of aging servers, expanded storage, improved security, and increased uptime. • In 2018, City Council approved the purchase of one additional NetApp SAN to address rapid data growth, particularly from Police Department evidence storage, Public Works design files, and Community Development documents. • In January 2021, City Council approved the purchase of another NetApp SAN to keep pace with increasing storage needs and to maintain enterprise -class redundancy as the original 2014 systems approached end of support. • In June 2022, Council approved the purchase of a fifth NetApp SAN to support the new Computer - Aided Dispatch (CAD) system and its twelve new servers. The purchase was made through Peak Uptime at $79,099.82, including a 3-year manufacturer support agreement. • The City now operates five NetApp SANS. The fourth and fifth systems are aging, with one already approaching end of support and the other soon to follow. PROPOSED PURCHASE: To ensure continuity of service and protect mission -critical workloads, staff is requesting approval to purchase two new NetApp SANs. These systems will provide additional storage capacity and enable migration of critical servers and databases off the aging appliances, maintaining the City's secure, efficient, and resilient infrastructure. These systems will be configured to provide redundancy and continuity of service, ensuring mission -critical servers and databases remain stable and secure. Staff received competitive quotes from six vendors. Peak Uptime NetApp's quote was approximately $23,000.00 lower than the nearest competitor. The chart below shows the quoted price for one storage system from each vendor: Peak Uptime $75,198.20 IBM $170,000.00 CDW-G/PureStorage $98,635.59 CDW-G/HP $264,567.75 Davenport Group $109,700.00 VCLOUD TECH $575,402.77 Page 2 SAN Purchase Peak Uptime provided a quote for two NetApps for $75,198.20 each, including a 3-year manufacturer 24/7/365, 4-hour response time service agreement, for a total of $150,396.40. FUNDING: Funding is available in the FY 2025-2026 budget. RECOMMENDATION: Staff recommends approval to purchase two new NetApp Storage Area Network systems from Peak Uptime of Tulsa, Oklahoma in the amount of $150,396.40 and authorization to execute all necessary documents. City of Owasso Payroll Payment Report Pay Period Ending 11/15/25 Department Total Payroll Expenses Municipal Court $ 11,404.20 Managerial 44,123.48 Finance 36,853.12 Human Resources 21,847.90 Community Development 40,264.82 Engineering 33,449.56 Information Technology 38,658.45 Facility Maintenance 20,654.84 Cemetery 2,660.81 Dispatch 5,235.04 Animal Control 10,858.22 Stormwater 14,781.88 Parks 26,732.95 Recreation & Culture 16,460.21 Community Center 11,633.22 Historical Museum 1,117.57 Strong Neighborhoods 610.46 Total General Fund $ 337,346.73 Ambulance Fund $ 779.03 E911 Communications Fund $ 48,711.77 Economic Development $ 4,428.77 Strong Neighborhoods $ 7,500.26 Stormwater Fund $ 12,902.40 Half Penny - Fire $ 481,003.42 Half Penny - Police $ 416,492.46 Half Penny - Streets $ 40,300.58 Vehicle Maintenance $ 25,301.75 Workers Comp $ 3,616.36