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Home My WebLink About2008.01.28_Sales Tax Watchdog Committee AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO SALES TAX WATCHDOG COMMITTEE TYPE OF MEETING: DATE: TIME: PLACE: Regular January 28, 2008 6:30 PM Council Chambers Old Central 109 N. Birch Owasso, OK Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 5:00 PM on Thursday, January 24, 2008. liann M. Stevens, Deputy City Clerk AGENDA 1. Call to Order Ms. Brenda Snow, Chairman 2. Roll Call Ms. Stevens 3. Request Approval of the July 23, 2007 Minutes Ms. Brenda Snow, Chairman Attachment #3 4. General Discussion of Projects and Status Report Mr. Ray Mr. Clark Mr. Rooney Mr. Warren Attachment #4 Owasso City Council January 28, 2008 Page 2 Presentation and Discussion of Financial Reports Ms. Bishop Attachment #5 6. Project Completion Reports Ms. Brenda Snow, Chairman Attachment #6 A. Street Improvement / Repair Project FY 2007 B. Sports Park Expansion through FY 2007 7. Consideration and approval of Progress Report for Public Distribution Ms. Brenda Snow, Chairman Attachment #7 8. New Business 9. Adjournment OWASSO SALES TAX WATCHDOG COMMITTEE MINUTES OF REGULAR MEETING Monday, July 23, 2007 The Owasso Sales Tax Watchdog Committee met in a regular meeting on Monday, July 23, 2007 in the Council Chambers of the Old Central Building, 109 N. Birch, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 PM on Thursday, July 19, 2007. ITEM 1: CALL TO ORDER. Mr. Steve Mowery, Vice Chairperson, called the meeting to order at 6:30 PM. ITEM 2: ROLL CALL PRESENT Steve Mowery Erik Miller Bob Barnes Mark Callery David Boggs Donna Pepper Matthew Roberts Randy Cowling Danny Ewing ABSENT Brenda Snow Jeff Ferguson Joe Sparks Bob Buss Jeff Westerfield STAFF PRESENT Rodney Ray, City Manager Ana Stagg, Public Works Director Sherry Bishop, Administrative Services Director Juliann Stevens, Administrative Assistant Tim Rooney, Assistant City Manager Angela Hess, Finance Director Julie Trout Lombardi, City Attorney Laury Fiorello, Finance Supervisor ITEM 3: REQUEST APPROVAL OF THE JANUARY 22, 2007 MINUTES Mr. Cowling moved, seconded by Mr. Miller to approve the minutes of the January 22, 2007 regular meeting. The motion carried 9 -0. Watchdog Committee July 23, 2007 Page 2 of 2 ITEM 4: GENERAL DISCUSSION OF PROJECTS AND STATUS REPORTS Ms. Stagg, Mr. Rooney, and Mr. Ray reviewed the various projects listed on the Project Status Reports. Discussion was held regarding items listed in the report. ITEM 5: PRESENTATION AND DISCUSSION OF FINANCIAL REPORTS Ms. Bishop reviewed the financial reports included in the agenda packet and a discussion was held by members as to the content of the reports. Mr. Miller leaves the meeting at 7: 30pm. ITEM 6: PROJECT COMPLETION REPORTS A. INTERSECTIONS, ENGINEERING (PRELIMINARY) Ms. Stagg presented the item. Two corrections were noted by Ms. Stagg. Correction No. 1 is to strike the language included in parenthesis under the "DATE PROJECT WAS COMPLETED" heading. Correction No. 2 is to change the last sentence of the STAFF'S COMMENTS to read: "Expenditures for the engineering work totaled $94,608 ". Mr. Boggs moved to approve the report with the noted corrections. Ms. Pepper seconded the motion. The motion carried 8 -0. ITEM 7: CONSIDERATION AND APPROVAL OF PROGRESS REPORT FOR PUBLIC DISTRIBUTION Mr. Ray presented the item. Ms. Pepper moved to approve the Progress Report for Public Distribution as submitted, seconded by Mr. Cowling. The motion carried 8 -0. ITEM 8: NEW BUSINESS No new business. ITEM 9: ADJOURNMENT Mr. Cowling moved, seconded by Ms. Pepper to adjourn the meeting. The motion carried 8 -0 and the meeting adjourned at 7:50 PM. Steve Mowery, Vice Chairperson 2 PROJECTS STATUS REPORT FIRE DEPARTMENT • Fire Station #2 Remodel City of Owasso January 28, 2008 South Ceda - Fire station is inhabited and serves to protect Southern half of City. - Facility Generator Upgrade is complete (funded with grant and City matching). - Heating, Venting, and Air Conditioning (HVAC) Upgrades are complete. - Brick replacement on exterior columns complete. - Driveway repairs are currently underway. Fire Station #3 (100th Street North and 145th East Avenue) - Notice to Proceed issued January 11, 2007. - Construction of facility is approximately 99% complete with minor punch list items left for completion. - The fire department anticipates occupying the facility by early February 2008. PUBLIC WORKS DEPARTMENT E. 86th Street North /N. 97th E. Avenue (Mingo Road) Intersection - Construction began in May 2007. - Construction completed in November 2007. Funding for this project is a result of a "matching grant "; 80% ODOT funding and 20% City funding. Staff is waiting for the final invoice from ODOT. • E. 86th Street North Widenina (from Main Street to N. Memorial Drive - Funding for the construction of this project is a result of a "matching grant'; 80% ODOT funding and 20% City funding. - Engineering for the project has been completed by Tulsa County - An Environmental Study is currently being conducted by ODOT N. 129th E. Avenue Widening Project (South of Home Depot to E. 76th Street North) - Bids for this project were advertised in compliance with state statutes and then opened on August 13, 2007. - Council awarded the construction contract to Becco Construction in the amount $8,320,902.80 on August 21, 2007. - Notice to Proceed was issued on October 1, 2007 with substantial completion (450 calendar Days) scheduled for December 23, 2008 and final completion (510 calendar days) scheduled for February 21, 2009. - The relocation of a 12" water line and installation of storm drain infrastructure along N. 129th East Avenue from E 76th Street North to E. 84th Street North is currently underway. • Street Improvement /Repair Project (FY 2006 -2007) - Resurfacing work began in December 2006 (with Tulsa County partnership). - City Council accepted the completed overlay project and approved the final payment to Becco Contractors on July 13, 2007 in the amount of $274,157.38. - City Council accepted the striping work and approved final payment to Action Safety on September 18, 2007 in the amount of $49,025. - Any remaining funds will be utilized for the FY 2007 -2008 Street Improvement Project. - A request for action to approve the Project Completion Report is included on the January 28, 2008 agenda. • Street Improvement/Repair Project (FY 2007 -2008) - Bids for this project were advertised in compliance with state statutes and then opened on November 5, 2007. - City Council awarded the contract to Becco Construction in the amount $826,098.00 on November 20, 2007 for street base repairs. - Notice to Proceed will be issued February 18, 2008. - Street base repairs ( Becco Construction) are scheduled to be completed by April 2008. - Street resurfacing (Tulsa County) is scheduled to be completed by June 2008. • Main Street Redevelopment Project - Bids were advertised in compliance with state statutes and then opened on November 16, 2007. - City Council awarded the contract to Crossland Construction in the amount of $851,019.61 on December 18, 2007. - Staff anticipates a Notice to Proceed to be issued on March 3, 2008. - Staff anticipates substantial completion (150 days) by August 2008 and final completion (180 days) by September 2008. - Funding for this project is a result of Vision 2025 funding, with an additional $100,000 Capital Improvement funding, and $200,000 Hotel /Motel Tax funding. PARKS DEPARTMENT • Sports Park Expansion through FY -2007 - A request for action to approve the Project Completion Report is included on the January 28, 2008 agenda. • Sports Park Baseball Field #1 - The City Council awarded the contract for the construction of the first 365' baseball field to FIT Construction of Tulsa, OK for the amount of $286,394.50. This work is currently underway. - The City Council awarded the lighting contract for the first baseball field to Ridgeland Enterprises of Clarkridge, Arkansas for the amount of $153,153 on January 15, 2008. This work should begin within the next 30 days. City of Owasso Capital Improvements Fund Project Status Summary Report As of December 31, 2007 o Resolution 2006 -10 Priority Projects o Resolution 2007 -05 Priority Projects Originally included in 1998 Revenue Bond Projects • Project initiated prior to Oct 2003 election *Note - Additional Project funding will be provided by other resources. Percent of Completion Project Cost Project Expended Expended to Contract & Budget Percent Report Estimate Budget FY 2007 Date Encumbrances Expended Complete Approval o Fire Station #2 Remodel 252,000 252,000 924 230,044 91% 95% o New Fire Station #3 2,355,450 2,355,450 872,261 1,890,741 434,646 80% 95% o Joint Training Facility 500,000 500,000 0% 0% 86 & Mingo Intersection 750,000 765,982 5 721,391 1,000 94% 100% • 86 Street Widening 3,312,100 3,312,099 3,303,741 100% 100% 1/25/2005 •0 129 E Ave Widening 8,680,000 8,658,404 80,289 419,787 8,259,709 5% 5% 0 86th Street Main to Memorial 200,000 * 200,000 0% 0% o Street Improvements FY 2007 1,000,000 807,747 53,025 807,746 100% 100% Proposed o Street Improvements FY 2008 1,000,000 1,194,853 0 0 826,098 0% 0% o Main Street Redevelopment 100,000 * 100,000 0% 0% o Intersection Engr, Prelim 100,000 100,000 5,392 100,000 100% 100% 7/23/2007 o Sports Park Expansion through FY 2007 2,500,000 2,062,418 160,216 2,062,418 100% 100% Proposed o Sports Park FY 2008 NA 237,583 0% 0% o Sports Park Baseball Field #1 440,000 440,000 70,242 70,242 218,752 16% 16% $21,189,550 $20,986,536 $1,242,354 $9,606,110 $9,740,205 46% o Resolution 2006 -10 Priority Projects o Resolution 2007 -05 Priority Projects Originally included in 1998 Revenue Bond Projects • Project initiated prior to Oct 2003 election *Note - Additional Project funding will be provided by other resources. City of Owasso Capital Improvements Fund Expenditures For the Period July 2007 through December 2007 Date GL Account Vendor Description Amount 10/24/2007 40- 250 - 54100 -023 TWIN CITIES READY MIX, INC CONCRETE - PARKING LOT STATION #2 124.00 10/31/2007 40- 250 - 54100 -023 NONA CLOUD STUCCO WORK AT STATION 2 800.00 Fire Station #2 Remodel 07/27/2007 40- 250 - 54100 -029 DELL MARKETING COMPUTERS 3,571.47 08/13/2007 40- 250 - 54100 -029 CROSSLAND HEAVY CONTRACTORS CONSTRUCTION - STATION #3 107,158.11 08/13/2007 40- 250 - 54100 -029 BKL INCORPORATED ARCHITECTURAL SERVICES - STATION #3 5,320.00 08/15/2007 40- 250 - 54100 -029 MID - MINNESOTA WIRE GEAR LOCKERS - STATION #3 5,181.00 09/12/2007 40- 250 - 54100 -029 TREASURER PETTY CASH PARKING /FILING EASEMENT 88.00 09/12/2007 40- 250 - 54100 -029 TREASURER PETTY CASH SEWER LINE PERMIT 100.00 09/12/2007 40- 250 - 54100 -029 BKL INCORPORATED ARCHITECTURAL SERVICES - STATION #3 3,990.00 09/12/2007 40- 250 -54100 -029 CROSSLAND HEAVY CONTRACTORS CONSTRUCTION - STATION #3 213,894.90 09/18/2007 40- 250 - 54100 -029 MID- MINNESOTA WIRE MOBILE HOSE 748.00 09/24/2007 40- 250 - 54100 -029 SOFTWARE HOUSE INTERNATIONAL OFFICE 2K7 STD FOR STATION 3 PC'S 1,205.00 09/24/2007 40- 250 - 54100 -029 BAILEY EQUIPMENT FIRE STATION #3 LAWN EQUIPMENT 1,033.00 09/26/2007 40- 250 - 54100 -029 MOTOROLA, INC RADIO EQUIPMENT 341.64 10/09/2007 40- 250 - 54100 -029 MOTOROLA, INC BASE /PORTABLE RADIOS - STATION #3 10,448.68 10/10/2007 40- 250 - 54100 -029 BAILEY EQUIPMENT MOWING EQUIPMENT 5,000.00 10/10/2007 40- 250 - 54100 -029 L & M OFFICE TABLES /CHAIRS 2,259.64 10/11/2007 40- 250 - 54100 -029 VIDEO REVOLUTION TRAINING ROOM EQUIP 4,031.93 10/11/2007 40- 250 - 54100 -029 FITNESS EQUIPMENT STATION #3 FITNESS EQUIPMENT STATION #3 10,418.09 10/23/2007 40- 250 - 54100 -029 NEW TECH INDUSTRIES DIRECT DIAL PHONE 111.61 10/23/2007 40- 250 - 54100 -029 BKL INCORPORATED ARCHITECTURAL SERVICES - STATION #3 2,660.00 10/23/2007 40- 250 - 54100 -029 CROSSLAND HEAVY CONTRACTORS CONSTRUCTION - STATION #3 102,431.52 10/24/2007 40- 250 - 54100 -029 TOTAL RADIO INC RADIO EQUIPMENT 1,390.03 10/24/2007 40- 250 - 54100 -029 MOTOROLA, INC BASE /PORTABLE RADIOS - STATION #3 56.21 11/06/2007 40- 250 - 54100 -029 DELL MARKETING COMPUTERS 3,582.72 11/09/2007 40- 250 - 54100 -029 CROSSLAND HEAVY CONTRACTORS CONSTRUCTION - STATION #3 234,334.44 11/09/2007 40- 250 - 54100 -029 BKL INCORPORATED ARCHITECTURAL SERVICES - STATION #3 3,990.00 11/09/2007 40- 250 - 54100 -029 L & M OFFICE 1 CHAIRS - STATION 3 1,158.47 11/09/2007 40- 250 - 54100 -029 DELL MARKETING 1 COMPUTERS /PRINTER 3,596.94 11/13/2007 40- 250 - 54100 -029 MSB CONSTRUCTION SANITARY SEWER EXT- STATION 3 35,716.50 11/28/2007 40- 250 - 54100 -029 OFFICE DEPOT FURNISHINGS STATION 3 699.98 11/28/2007 40- 250 - 54100 -029 OFFICE DEPOT FURNISHINGS STATION 3 5,949.80 11/28/2007 40- 250 - 54100 -029 OFFICE DEPOT FURNISHINGS STATION 3 1,489.97 11/28/2007 40- 250 - 54100 -029 OFFICE DEPOT FURNISHINGS STATION 3 332.36 12/06/2007 40- 250 - 54100 -029 DELL MARKETING PRINTER 471.00 12/06/2007 40- 250 - 54100 -029 DELL MARKETING PRINTER 471.00 12/06/2007 40- 250 - 54100 -029 LOWES DISHWASHER FIRE STATION #3 798.00 09/26/2007 40- 420 - 54240 -029 MSB CONSTRUCTION WATERLINE IMPROVEMENTS 35,658.00 11/13/2007 40- 420 - 54240 -029 MSB CONSTRUCTION WATERLINE IMPROVEMENTS 62,572.50 New Fire Station #3 Project Total 924.00 872,260.51 City of Owasso Capital Improvements Fund Expenditures For the Period July 2007 through December 2007 Date GL Account Vendor Description Amount Project Total 07/24/2007 40- 300 - 54005 -013 CHARNEY, BUSS, & WILLIAMS CITY VS. MCCARTY - ROW 5.21 86th & Mingo Intersection 5.21 11/15/2007 40- 300 - 54210 -021 RIDGWAYS PLAN COPIES /ST. IMPROVEMENTS 189.10 12/13/2007 40- 300 - 54210 -021 BECCO CONTRACTORS INC DRAINAGE IMPROVEMENTS -129 E AVE 80,100.00 129th E Ave Widening 80,289.10 07/26/2007 40- 300 - 54210 -042 BECCO CONTRACTORS INC STREET REPAIR PROJECT -123RD ST 4,000.00 09/25/2007 40- 300 - 54210 -042 ACTION SAFETY SUPPLY PAVEMENT STRIPING PROJECT 49,025.10 Street Improvements FY 2007 53,025.10 11/28/2007 40- 300 - 53001 -035 CRAFTON, TULL AND ASSOCIATES, INC ENGINEERING SERVICES - Intersections 5,392.00 Intersection Engineering, Preliminary 5,392.00 08/29/2007 40- 515 - 54205 -024 TRI -STAR CONSTRUCTION, LTD ROAD /PARKING LOT - SPORTS PARK 160,000.00 11/09/2007 40- 515 - 54205 -024 PACK & MAIL PLUS COPIES 216.00 Sports Park Expansion through FY 2007 160,216.00 11/09/2007 40- 515 - 54205 -058 BIRD SURVEYING & DESIGN FIELD DESIGN - SPORTS PARK 2,600.00 11/13/2007 40- 515 - 54205 -058 FIT CONSTRUCTION INC BALL FIELD CONSTRUCTION 28,115.10 12/12/2007 40- 515 - 54205 -058 FIT CONSTRUCTION INC BALL FIELD CONSTRUCTION 39,527.10 Sports Park - Baseball Field 70,242.20 Total Expenditures 1,242,354.12 City of Owasso Sales Tax Collections and Restricted Use of One Percent Fiscal Year 2007 -2008 2004 RAN to defease 1997 & 1998 Revenue Bonds 2004 Sales Tax Revenue Note to fund capital projects 2005 Sales Tax Revenue Note to fund capital projects 2007 Sales Tax Revenue Note to fund capital projects Three Percent Sales Tax Collection One Percent Sales Tax (1/3) 2004 Defeasance RAN Debt Service Payments 2004 Sales 2005 Sales 2007 Sales Tax Rev Note Tax Rev Note Tax Rev Note Development Agreement Debt Excess to Capital Improvements Fund Balance 940, 338.76 Jul $1,341,097.93 447,032.64 133,176.98 134,621.55 6,330.05 172,904.06 1,113,242.82 Aug $1,322,978.99 440,993.00 133,176.98 134,621.55 7,324.66 165,869.81 1,279,112.63 Sep $1,312,193.14 437,397.71 625,428.84 133,176.98 134,621.55 136,466.67 5,301.83 (597,598.16) 681,514.47 Oct $1,361,802.72 453,934.24 133,176.98 134,621.55 136,466.67 5,317.41 44,351.63 725,866.10 Nov $1,335,464.66 445,154.89 133,176.98 134,621.55 136,466.67 6,995.75 33,893.94 759,760.04 Dec $1,315,944.77 438,648.26 133,176.98 134,621.55 136,466.67 34,383.06 794,143.10 Jan $1,628,566.99 542,855.66 133,176.98 134,621.55 136,466.67 138,590.46 932,733.56 Feb Mar Apr May Jun Totals $9,618,049.20 $3,206,016.40 $625,428.84 $932,238.86 $942,350.85 $682,333.35 $31,269.70 ($7,605.20) 932,733.56 2004 RAN to defease 1997 & 1998 Revenue Bonds 2004 Sales Tax Revenue Note to fund capital projects 2005 Sales Tax Revenue Note to fund capital projects 2007 Sales Tax Revenue Note to fund capital projects City of Owasso Monthly Sales Tax Revenues Last Five Fiscal Years 2007 -2008 2006 -2007 2005 -2006 2004 -2005 2003 -2004 Jul $1,341,097.93 $1,252,532.37 $1,017,573.68 $910,733.72 $884,378.03 Aug 1,322,978.99 1,334,836.21 1,015,717.94 914,007.46 783,796.99 Sep 1,312,193.14 1,364,828.62 1,035,632.81 988,704.68 837,825.86 Oct 1,361,802.72 1,248,082.34 981,341.39 851,782.01 827,379.65 Nov 1,335,464.66 1,161,834.48 961,699.87 835,499.88 789,547.23 Dec 1,315,944.77 1,224,807.13 989,988.83 951,169.18 813,304.21 Jan 1,628,566.99 1,445,290.21 1,103,892.80 966,868.14 901,348.13 Feb 1,510,401.30 1,199,000.82 1,050,127.03 953,027.35 Mar 1,108,328.52 1,421,532.19 863,064.72 804,496.79 Apr 1,256,964.10 951,508.84 886,006.83 806,574.14 May 1,352,262.60 1,192,227.77 1,026,634.39 911,823.30 Jun 1,249,721.59 1,145,888.73 1,008,761.99 904,253.31 $9,618,049.20 $15,509,889.47 $13,016,005.67 $11,253,360.03 $10,217,754.99 PROJECT COMPLETION REPORT PROJECT: Street Improvement /Repair Project (FY 2006 -2007) DATE PROJECT WAS INITIATED: November 7, 2006 DATE PROJECT WAS COMPLETED: September 18, 2007 DEPARTMENT RESPONSIBILITY FOR PROJECT: Public Works Department STAFF COMMENTS: Included in FY 2006 -2007 Budget, the Capital Improvements Fund allowed for the expenditure of $1,000,000 for the repair and/or resurfacing of residential and non - residential roadways throughout the city. The work was completed via a private - public partnership. Tulsa County provided the use of County labor and equipment for the paving and/or resurfacing of approximately eight lane -miles (or 6,400 tons of asphalt) of roadway surface. Remaining items such as base work, surface preparation, and striping were provided by private contractors. Total expenditures amounted to $807, 746.02. Attached to this completion report is a map highlighting the roadways included in this project. Public Works DEPARTMENT Roger W. Stevens PUBLIC WORKS DIRECTOR 21.2008 DATE Approved this 28TH day of January, 2008. I Brenda Snow, Chairman I PROJECT COMPLETION REPORT PROJECT: Sports Park Expansion through FY -2007 DATE PROJECT WAS INITIATED: July 2004 DATE PROJECT WAS COMPLETED: August 2007 DEPARTMENT RESPONSIBILITY FOR PROJECT: Parks Department STAFF COMMENTS: This project consisted of the purchase of the 80 acres of land south of the existing Sports Park, the entrance road base construction, half of the construction of the base parking lot, and removal of existing structures on the site. Additionally, construction of the remaining restroom at the existing Sports Park was funded from this item. David Warren PROJECT COORDINATOR Parks DEPARTMENT January 21, 2008 DATE Approved this 28th day of January, 2008. Brenda Snow, Chairman SALES TAX PROJECTS WATCHDOG COMMITTEE PROGRESS REPORT FY 2007 -2008 CAPITAL IMPROVEMENTS FUND PROJECTS Progress Report #49 Dated 12/31/07 PROJECT Cost Estimate Expended Desiqn Bid Construction Fire Station #2 Remodel New Fire Station #3 Joint Training Facility 86 & Mingo Intersection 86 Street Widening 129 E Ave Widening 86th Street Main to Memorial Street Improvements FY 2007 Street Improvements FY 2008 Main Street Redevelopment Intersection Engr, Preliminary Sports Park Expansion through FY 2007 Sports Park FY 2008 Sports Park Baseball Field #1 Total 252,000 230,044 2,355,450 1,890,741 500,000 0 750,000 721,391 3,312,100 3,303,741 8,680,000 419,787 200,000 0 1,000,000 807,746 1,000,000 0 100,000 0 100,000 100,000 2,500,000 2,062,418 NA 0 440,000 70,242 $ 21,189,550 $ 9,606,110 Legend I X I -In Progress - Complete -Not Applicable Completion COMPLETED PROJECTS Expended Completion COMPLETED PROJECTS Expended Approval Computerization 624,481 01/23/06 96 & 129 E Ave Intersection 1,747,745 01/23/06 96 & Hwy 169 Interchange 1,349,964 01/23/06 86 & Main Intersection ROW 303,625 07/24/04 96 Str Widening (Garnett to Owasso Mkt) 4,929,552 01/22/07 Garnett Widening (86 to 96) 5,601,858 01/22/07 Silvercreek Drainage 877,049 01/22/07 YMCA Pool 1,000,000 01/22/07