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HomeMy WebLinkAbout1999.02.16_OPWA AgendaI I I I II PUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: February 16, 1999 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Friday, February 12, 1999. Marcia outw ell, Authority Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of February 12, 1999 Regular Meeting. Attachment #4 -A B. Approval of Claims. Attachment #4 -B C. Action Relating to Trustee Authorization for Payment for Elm Creek Interceptor Sewer Project Right -of -Way Easements and Update of Abstracts. Attachment #4 -C Owasso Public Works Authority ' February 16, 1999 Page 2 The staff recommends Trustee authorization for payment to Clyfton A Raeuber, and ' Michael A & Cindee S Treat for easements required for the Elm Creek Interceptor Sewer Project, as outlined on the easement documents; and authorization for a payment of $200 each to update the abstracts. t 5. Action Relating to a Request for a Supplemental Appropriation and Amendment to the OPWA Fund Refuse Division Budget. Mr Roberts Attachment #5 The staff recommends Trustee action to approve a supplemental appropriation to the OPWA Fund Budget, wherein expenditures in the Refuse Division are increased by $26,500. 6. Report from OPWA Manager 7. Report from OPWA Attorney Owasso Public Works Authority February 16, 1999 Page 3 8. New Business tow J 9. Adjournment I I OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, February 2, 1999 The Owasso Public Works Authority met in regular session on Tuesday, February 2, 1999 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, January 29, 1999. ITEM 1: CALL TO ORDER ' Chairman Bode called the meeting o order at 6:58 .m. g P ' ITEM 2: FLAG SALUTE IThe flag salute was given during the City Council meeting preceding this meeting. u II n n ITEM 3: ROLL CALL PRESENT Denise Bode, Chair Mark Wilken, Vice Chair Mary Lou Barnhouse, Trustee Duston Smith, Trustee STAFF Jeff Hancock, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ABSENT Melinda Voss, Trustee ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of January 19, 1999 Regular Meeting. B. Approval of Claims Mr Wilken moved, seconded by Ms Barnhouse, to approve the consent agenda. The consent agenda included minutes of the January 19, 1999 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $34,440.81; (2) OPWA ' Capital Improvement Fund $28,533.84; (3) OPWA Sewer Line Extension $23,000.00; (4) OPWA Sales Tax Fund $120,765.41; (5) Payroll $29,113.25. AYE: Wilken, Barnhouse, Smith, Bode NAY: None Motion carried 4 -0. Owasso Public Works Authority February 2, 1999 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST TO AWARD A CONTRACT FOR WASTEWATER TREATMENT PLANT DESIGN ENGINEERING SERVICES. Mr Carr presented the item. He said that the existing City of Owasso wastewater treatment facility was constructed in 1986. Phase I improvements to meet changes in water quality criteria were completed in 1998. The plant improvements were designed to treat an average daily flow of 2.15 million gallons per day. Current average daily flow is approaching the original design capacity of the treatment plan and new effluent limitations require increasing the treatment capabilities. An amendment to the facilities plan, completed in 1994, allows the City to obtain funding the State Revolving Fund loan program for the needed modifications. Phase II improvements to the plant will provide additional capacity, and will need to be in place by the year 2001. The staff requested qualification statements from engineering firms capable of providing engineering design services for the plant improvements. Responses were reviewed by a staff committee and the selection made by a committee consisting of Councilor Smith, Mr Hancock, and Mr Carr. As a result of the final evaluation, the committee determined that fee negotiation be conducted with HUB +Garver Engineers. Two possible work tracks were discussed, and HUB +Garver has provided a fee proposal that incorporates both work tracks. Funding for the design will need to be paid from OPWA reserves. Once the design is completed, the entire project can be funded through a State Revolving Fund loan from the Oklahoma Water Resources Board. Mr Wilken moved, seconded by Mr Smith, to approve a contract with HUB +Garver, Tulsa, OK in the lump sum amount not to exceede $618,990 for design, bidding, construction phase engineering, resident project inspection and operation and maintenance manual preparation for Wastewater Treatment Plant Improvements Phase II, and authorization for the Chair to execute the document. AYE: Wilken, Smith, Barnhouse, Bode NAY: None Motion carried 4 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY No report. ITEM 8: NEW BUSINESS None. 2 1 Owasso Public Works Authority ITEM 9: ADJOURNMENT Ms Barnhouse moved seconded b MsWilken to Y � adjourn. ' AYE: Barnhouse, Wilken, Smith, Bode NAY: None Motion carried 4 -0, and the meeting was adjourned at 7:05 p.m. Marcia Boutwell, Authority Secretary 3 Denise Bode, Chairperson February 2, 1999 pa 2/12/99 6:56:14 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY A/P CLAIMS REPORT B APAPVR PAGE: 13 PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- ( IWA ADMINISTRATION i----------------------- - - - - -- _FILITY BILLING ------------------------------ ' RONALD D CATES '990003 990003 RONALD D CATES OSCAR MCLAURIN 990215 AT &T WIRELESS SERVICES BRAD SPARKMAN TYRONE DINKINS 990215 AT &T WIRELESS SERVICES MARK MEYER 990286 OFFICE DEPOT CARD PLAN ERIC MIKEL 991867 AT &T WIRELESS SERVICES '990450 991869 SUBURBAN OFFICE SUPPLY 37.45 990450 OKIE ONE CALL SYSTEM '991880 991900 SUBURBAN OFFICE SUPPLY 144.99 991974 TREASURER PETTY CASH 992025 MCI TELECOMMUNICATIONS 991786 DEPARTMENT TOTAL = = = => 991832 GO SYSTEMS _FILITY BILLING ------------------------------ ' 990723 BRANDON HAMILTON 990422 990724 OSCAR MCLAURIN 10.29 990726 990727 BRAD SPARKMAN TYRONE DINKINS 990448 990775 MARK MEYER 990450 991003 ERIC MIKEL Ir DEPARTMENT TOTAL = = = => ATER ------------------------ - - - - -- 990215 AT &T WIRELESS SERVICES RETAINER 990281 SAM'S CLUB 390.00 990422 CUNNINGHAM PLUMBING INC PHONE USE — ROBERTS 10.29 WAL —MART '990431 990448 WATER PRODUCTS INC OFFICE SUPPLIES 990450 WATER PRODUCTS INC 134.00 OFFICE SUPPLIES WATER PRODUCTS INC '990450 990450 WATER PRODUCTS INC 37.45 990450 WATER PRODUCTS INC PURCHASED WATER -12/98 990450 WATER PRODUCTS INC 144.99 990463 RAINBOW CONCRETE CO 990793 KIMBALL ACE HARDWARE 991786 CITY OF TULSA 991832 GO SYSTEMS 991833 CITY GARAGE RETAINER 700.00 LEGAL SERVICES 390.00 PHONE USE —CARR 33.39 PHONE USE — ROBERTS 10.29 OFFICE SUPPLIES 60.66 CELL PHONE BATTERY 59.99 OFFICE SUPPLIES 26.89 1999 MEMBERSHIP 134.00 OFFICE SUPPLIES 30.27 REIMB PETTY CASH 12.00 1/99 USE 37.45 1,494.94 METER READER 98.55 METER READER 189.90 METER READER 220.50 METER READER 310.95 METER READER 358.65 METER READER 219.00 1,397.55 PHONE USE —ALL 50.39 MAINT SUPPLIES 40.30 METER SETS 4/21/98 4,470.00 UNIFORM JEANS 37.62 REPAIR/MAINT SUPPLIES 1,390.50 REPAIR SUPPLIES 35.16 WATER METERS 9/15/98 4,451.50 REPAIR SUPPLIES 628.71 REPAIR SUPPLIES 97.68 WATER METERS 9/15/98 4,451.50 CONCRETE 246.00 MAINT /REPAIR SUPPLIES 42.96 PURCHASED WATER -12/98 88,447.16 FUEL 01/99 144.99 VEHICLE MAINT 01/99 44.56 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 2/12/99 6:56:14 A/P CLAIMS REPORT APAPVR PAGE: 14 PO # ---- - - - - -- VENDOR ------------------- - - - - -- DESCRIPTION ------------------- - AMOUNT - - - -- ------- - - - - -- 991874 DEPT OF ENVIRONMENTAL QUA LICENSE- SUPERNAW 40.00 991876 RAINBOW CONCRETE CO CONCRETE 225.75 991882 TULSA COUNTY HEALTH DEPT LEAD /COPPER TEST 750.00 991974 TREASURER PETTY CASH MAINTENANCE FEE 25.00 785.00 992025 MCI TELECOMMUNICATIONS 1/99 USE 4.28 , 992034 SOUTHWESTERN BELL TELE 1/99 NON - PLEXAR 63.00 DEPARTMENT TOTAL =___> 105,687.06 1 WASTEWATER TREATMENT PLANT ------------------------ - - - - -- 990227 SHERRY LABORATORIES INC SLUDGE ANALYSIS 120.00 991770 EDWARDS ENVIRONMENTAL COR CHEMICALS 420.00 991833 CITY GARAGE VEHICLE MAINT 01/99 958.49 992025 MCI TELECOMMUNICATIONS 1/99 USE 16.19 DEPARTMENT TOTAL =___> 1,514.68 WASTEWATER COLLECTION ------------------------ - - - - -- 990215 AT &T WIRELESS SERVICES PHONE USE -ALL 56.14 990446 WATER PRODUCTS INC REPAIR/MAINT SUPPLIES 129.90 990450 WATER PRODUCTS INC REPAIR SUPPLIES 14.57 990793 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 103.17 991603 SMITH & LOVELESS LIFT STATION PARTS 138.19 991604 INDUSTRIAL MOTOR SERVICE, LIFT STATION PARTS 785.00 991662 EDWARDS ENVIRONMENTAL COR CHEMICALS 270.00 991665 JATASCO LIFT STATION PARTS 118.98 991832 GO SYSTEMS FUEL 01/99 18.92 991832 GO SYSTEMS FUEL 01/99 163.63 991833 CITY GARAGE VEHICLE MAINT 01/99 361.18 991870 MARTEC SYSTEMS VALVES /SPACERS 2,499.02 992034 SOUTHWESTERN BELL TELE 1/99 NON - PLEXAR 226.18 DEPARTMENT TOTAL =___> 4,884.88 REFUSE COLLECTIONS ------------------------ - - - - -- 990285 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 9.99 990793 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 26.06 991788 WASTE MANAGEMENT OF OKLA COMML REFUSE -1/99 15,242.92 991832 GO SYSTEMS FUEL 01/99 409.79 991832 GO SYSTEMS FUEL 01/99 ' 34.95 CITY OF OWASSO IOWASSO PUBLIC WORKS AUTHORITY 2/12/99 6:56:14 A/P CLAIMS REPORT APAPVR PAGE: ' PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 991833 CITY GARAGE VEHICLE MAINT 01/99 3,693.42 991833 CITY GARAGE VEHICLE MAINT 01/99 39.21 991863 DOZIER PRINTING PRINTING IDEPARTMENT TOTAL =___> II FUND TOTAL =___> I I I� 43.38 19,499.72 134,478.83 15 No Is FUND TOTAL =___> 186,524.00 OPWA - SEWERLINE EXTENSION 2/12/99 6:56:14 A/P CLAIMS REPORT APAPVR PAGE: PO # ---- - - - - -- VENDOR ------------------- - - - - -- DESCRIPTION ------------------- - - - - AMOUNT -- ------- - - - - -- ELM CREEK ------------------------------ INTERCEPTOR 991341 HMG INC ELM CREEK SEWER 6/16/98 163,524.00 991897 FIRST SANK OF OWASSO ELM CREEK NOTE 23,000.00 DEPARTMENT TOTAL =___> 186,524.00 FUND TOTAL =___> 186,524.00 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 01/30/99 DEPARTMENT OVERTIME TOTAL EXPENSES EXPENSES .. rat�on .. 0.00' $7,466.86 ..... Utility Billing 0.00 1,796.46 S LI }I'OTA ::::;:::...... $3,424 69! $29,925 APPROVED: 02/16/99 Chairman Trustee Trustee EASEMENTS: Staff has completed negotiations with and received signed easements from the following landowners whose property abuts the interceptor line: Clyfton A. Raeuber Michael A. and Cindee S. Treat RECOMMENDATION: Staff recommends approval of the two aforementioned easements and requests authorization for the Mayor to execute the documents. Staff recommends Trustee payment for the aforementioned easements plus other associated costs necessary to obtain the easements. ATTACHMENTS: 1. Location map 2. Easement Documents MEMORANDUM 1 TO: HONORABLE MAYOR AND CITY COUNCIL ' CITY OF OWASSO HONORABLE CHAIR AND TRUSTEES ' OWASSO PUBLIC WORKS AUTHORITY FROM: PHIL LUTZ, P.E. ENGINEERING PROJECT MANAGER SUBJECT: APPROVAL AND PAYMENT OF EASEMENTS ' ELM CREEK INTERCEPTOR SEWER DATE: February 10, 1999 ' BACKGROUND: The project is located in the southeast quadrant of the City extending from the 117th E. '. Avenue Lift Station to the proximity of 86t' Street North and 145th E. Avenue intersection (see attached location map). ' Council action on October 15, 1998 and January 5, 1999 approved eleven Elm Creek Interceptor Sewer easement agreements and authorized the Mayor to execute the agreements. Negotiations have continued to obtain two additional easements which will ' complete provision for construction access and permanent easements for future maintenance. EASEMENTS: Staff has completed negotiations with and received signed easements from the following landowners whose property abuts the interceptor line: Clyfton A. Raeuber Michael A. and Cindee S. Treat RECOMMENDATION: Staff recommends approval of the two aforementioned easements and requests authorization for the Mayor to execute the documents. Staff recommends Trustee payment for the aforementioned easements plus other associated costs necessary to obtain the easements. ATTACHMENTS: 1. Location map 2. Easement Documents MEMORANDUM TO: FROM: SUBJECT: DATE: BACKGROUND: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY CHRIS ROBERTS PUBLIC WORKS FIELD OPERATIONS SUPERVISOR FY98 -99 SUPPLEMENTAL BUDGET — REFUSE COLLECTION DIVISION February 8, 1999 The FY98 -99 Public Works Department Refuse Collection Division budget line item for vehicle maintenance is projected to exceed funds available for the remainder of the fiscal year. A supplemental budget appropriation will be requested in order to meet the same level of service presently provided in this division. The line item is discussed below: The current vehicle maintenance budget (Line item 61 -541 -5260) is $30,000 for FY98 -99. To date, $31,820.35 has been expended. It is projected that an additional $26,500 will be required by the end of the fiscal year. The Vehicle Maintenance Department has identified impending vehicle repairs totaling approximately $26,500. The 1988 Lodal will require an engine replacement estimated to be $12,500 and front suspension spring replacement in the amount of $1,500. The 1992 Lodal needs drive train repairs at approximately $8,000 and the 1984 International needs packer assembly repair at $4,500. The Division primarily uses the 1988 Lodal, 1992 Lodal, 1996 International and 1998 Lodal. Each of these vehicles, excluding the 1998 Lodal has required repeated repair over the fiscal year. The continuous use of the 7- and 11- year -old vehicles resulted in increased repairs over the amount anticipated during budget preparation. Page 2 Refuse Collection Supplemental Budget Request BUDGET SUIVIlVI4ARY: Based on the above projection, a supplemental appropriation of $26,500 will be needed to maintain current service levels. Ms. Bishop, the City Manager and the Public Works Director have reviewed this budget recommendation and all concur. RECOMMENDATION: Staff recommends Trustee approval of a supplemental appropriation to the FY98 -99 OPWA Fund Public Works Department Refuse Collection Division budget in the amount of $26,500 for the purpose of funding unanticipated expenses.