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Home My WebLink About1998.03.03_City Council Agendau ii ii ii PUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: March 3, 1998 TIME: 7:00 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 27, 1998. Marcia outwell, City Clerk 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 City Council to be routine and will be enacted by one motion. Any Councilor 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 17, 1998 Regular Meeting. Attachment #4-A B. Approval of Claims. Attachment #4-B Owasso City Council March 3, 1998 Page 2 5. Request by Citizen to Address the City Council Mr Eddie Boback Attachment #5 Mr Boback has provided the City Clerk with a written request to address the Council. 6. Consideration and Appropriate Action Relating to Resolution #98-02, a Resolution of the ~ City Council of the City of Owasso, Oklahoma, Approving the Incurrence of Indebtedness by The Owasso Public Works Authority (The "Authority") in Connection With the Issuance of Its Public Improvement Revenue Bonds, Series 1998 (The "Bonds"); Providing that the Declaration of Trust Creating the Authority is Subject to the Provisions of the General Bond Indenture, as Supplemented and Amended, Authorizing the Issuance of Said Bonds; Waiving Competitive Bidding and Approving the Proceedings of the Authority Pertaining to the Sale of Said Bonds; Ratifying and Confirming a Lease, as Heretofore Amended (The "Lease") Between the City of Owasso (The "City") and the Authority Whereby the City Leases Its ~ Water, Sanitary Sewer, Garbage and Trash Collection Systems and the Bailey Ranch Golf Club to the Authority; Approving the Official Statement Pertaining to Said Bonds; Establishing the City's Reasonable Expectations With Respect to the Issuance of Tax- Exempt Bonds in Calendar Year 1998; and Containing Other Provisions Relating Thereto. Mr Ray ~ Ms Bishop Mr Brooks Mr McDonald Attachment #6 ~ The staff will recommend Council approval of Resolution #98-02. Owasso City Council March 3, 1998 ~! Page 3 ^ 7. Consideration and Appropriate Action Relating to the Approval of a Final Plat for Caudle ~' Estates. Mr Rooney Attachment #7 The Owasso Planning Commission has reviewed the request for a final plat for Caudle Estates, located south and west of the southwest corner of E 96th St N and Garnett Rd, and ' containing 38 lots on 11.34 acres, more or less, and has recommended Council approval of the plat. The staff concurs with that recommendation. ^ 8. Consideration and Appropriate Action Relating to the Award of a Contract for Auditing ' Services for FY 1997-98 and Authorization for the Mayor to Execute Such Agreement. Ms Bishop ~ Attachment #8 The staff has received and reviewed proposals from firms interested in becoming the City's independent auditor, and recommends that the City Council award a contract to the firm of ~ Michael A Crawford Inc, Oklahoma City, OK, for a fee of $20,400 to perform auditing services specified in the request for proposals for the fiscal year ending June 30, 1998. '*! 9. Consideration and Appropriate Action Relating to a Request to Declare Certain Property Obsolete or Surplus to the Needs of the City, and Authorize the Sale Thereof. Ms Worley Attachment #9 The staff will recommend that the City Council declare a certain commercial refrigerator located at the Community Center obsolete or surplus and authorize the sale of that item to the Owasso Senior Citizens Foundation for the sum of one dollar. Owasso City Council March 3, 1998 Page 4 10. Consideration and Appropriate Action Relating to a Request for City Council Approval of Repairs to the 1993 Chevy Suburban. Mr Ray Attachment # 10 The staff will recommend City Council authorization for repairs to the 1993 Chevy Suburban damaged in an accident, in the amount of $5502.65 to Pruitt's Body Shop, and authorization for payment. 14. Unfinished Business Owasso City Council March 3, 1998 Page 5 15. New Business 16. Adjournment OWASSO CITY COUNCIL t MINUTES OF REGULAR MEETING Tuesday, February 17, 1998 w The Owasso City Council met in regular session on Tuesday, February 17, 1998 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, February 13, 1998. ITEM 1: CALL TO ORDER Mayor Barnhouse called the meeting to order at 7:03 p.m. ITEM 2: INVOCATION The invocation was offered by Pastor Jim Rawls, Cornerstone Baptist Church. ITEM 3: FLAG SALUTE Councilor Mark Wilken led in the flag salute. ITEM 4: ROLL CALL PRESENT ABSENT Mary Lou Barnhouse, Mayor Tracy Standridge, Vice Mayor Michael Helm, Councilor Denise Bode, Councilor Mark Wilken, Councilor STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk A quorum was declared present. ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of February 3, 1998 Regular Meeting and February 10, 1998 Special Meeting. B. Approval of Claims. The consent agenda included minutes of the February 3, 1998 regular meeting and February 10, 1998 special meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) General Fund $67,602.58; (2) Workers' Comp Self-Insurance Fund $620.92; (3) Ambulance Service Fund $3,011.45; (4) E-911 $1,874.54; (5) City Garage $4,969.65; (6) Capital Improvements $21,463.53; (7) Bond Projects Fund $80.00; (8) Interfund Owasso City Council February 3, 1998 Transfers $280,931.59; (9) Payroll $138,576.70; (10) City Garage Payroll $3,581.24. Dr Standridge moved, seconded by Dr Bode, to approve the consent agenda. AYE: Standridge, Bode, Wilken, Helm, Barnhouse NAY: None Motion carried 5-0. ITEM 6: REQUEST BY CITIZEN TO ADDRESS THE CITY COUNCIL. Mr Eddie Boback addressed the Council with concerns about handicapped parking. He stated that many handicapped parking spaces are not properly marked and, therefore the police are unable to ticket persons using the spaces illegally. Mr Ray said that a committee has already been formed to review the parking ordinance, and handicapped parking will be a part of that review. Mr Boback pointed out some specific parking spaces, some on city property, that are not properly marked. Mr Ray assured him that those on city property will be properly marked before the end of the week, and that he will be informed when the parking ordinance review committee will be meeting. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #571. AN ORDINANCE REPEALING THE COLLECTION OF A THREE PERCENT (3 %) 911 SERVICE FEE. AND ADOPTING A REVISED SERVICE FEE OF FIVE PERCENT (5 %Z Chief Alexander presented the ordinance, requesting an increase of 2 % in the E-911 fee, which would provide approximately $34,000 in revenue annually. This would be utilized to renovate the communication center when it is moved to its new location in the current city hall building, as well as to update the equipment. Ordinance #571 provides the authorization necessary for Southwestern Bell to collect the 5 % E-911 fees from all Owasso customers, with funds being used exclusively for operation of an emergency communications system. Dr Bode moved seconded by Dr Standridge, to approve Ordinance #571, add an effective date of May 1, 1998 thru June 30, 2001. AYE: Bode, Standridge, Wilken, Helm, Barnhouse NAY: None Motion carried 5-0. with the ordinance being amended to 2 Owasso City Council February 3, 1998 ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL AUTHORIZATION TO SOLICIT BIDS FOR THE CONSTRUCTION OF A PARKING LOT AT THE OWASSO SPORTS PARK. Mr Rooney presented the item. He said that part of the 10 million dollar bond issue approved in October of 1997 by the citizens of Owasso included improvements to the Sports Park. One of those projects is expansion of the main parking lot. Bid documents have been developed and are ready to be advertised. Dr Bode moved, seconded by Mr Wilken, to authorize the solicitation of bids for the Sports Park main parking lot expansion. AYE: Bode, Wilken, Helm, Standridge, Barnhouse NAY: None Motion carried 5-0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #299 AMENDED AN ORDINANCE AMENDING A LEGAL DESCRIPTION CONTAINED IN ORDINANCE #299. ' Ordinance #299, approved by the City Council in February 1981, annexed property into the city limits. Due to a scrivener's error at the time the ordinance was drafted, the legal description did not "close" the property being annexed (the northern and eastern boundaries were not ' described). It is the opinion of staff that the property was theoretically approved for annexation in 1981 and the action required is to amend Ordinance #299 to correct the error. Mr Wilken moved, seconded by Dr Bode, to approve Ordinance #299 Amended, correcting a scriveners error contained in the legal description of a previously approved annexation. AYE: Wilken, Bode, Helm, Standridge, Barnhouse NAY: None Motion carried 5-0. ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO COUNCIL AUTHORIZATION OF A WORK PAYMENT AGREEMENT WITH PSO FOR STREET LIGHTING ON 96TH STREET NORTH. ~ Mr Lutz said that on January 20, 1998 the City Council approved an amendment to the contract with PSO for street lighting. The staff has presented a request to PSO for street lighting on 96th Street N at Highway 169. Five additional poles are needed, and the staff is proposing to construct steel poles and underground power for better aesthetics. The differential cost to install steel light poles in place of wood poles and provide underground power is estimated to be $10,315, plus a 10% contingency. Mr Wilken moved, seconded by Dr Bode,to approve a work 3 Owasso City Council February 3, 1998 payment agreement with PSO for five steel light poles and underground power to same, on 96th '~ St N west of Highway 169, in an amount not to exceed $11,346, and authorization for the City Manager to execute the agreement. AYE: Wilken, Bode, Helm, Standridge, Barnhouse NAY: None Motion carried 5-0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN AMENDMENT TO THE GENERAL FUND STREET DEPARTMENT BUDGET. Ms Bishop presented the item, stating that the Work Payment Agreement with PSO for the installation of street lights on 96th St N will require a budget supplement to the General Fund ,,,~, Street Department to fund the project. Dr Standridge moved, seconded by Dr Bode, to approve a supplemental appropriation to the General Fund, increasing the Street Department Capital Outlay expenditures by $11, 346. AYE: Standridge, Bode, Helm, Wilken, Barnhouse NAY: None Motion carried 5-0. ITEM 12: REPORT FROM CITY MANAGER Mr Ray announced that Tim Rooney has been promoted to the position of Assistant City Manager. The Community Development Department will also continue to report to him. Mr Rooney said that he is pleased with the opportunity to serve the citizens of Owasso in another capacity. ITEM 13: REPORT FROM CITY ATTORNEY No report. ITEM 14: REPORT FROM CITY COUNCILORS No report. ITEM 15: UNFINISHED BUSINESS None. 4 ,~ i~ Owasso City Council February 3, 1998 ITEM 16: NEW BUSINESS None. ITEM 17: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF ~' DISCUSSING NEGOTIATIONS BETWEEN THE CITY OF OWASSO AND THE IAFF (FIREFIGHTERS)•SDCH EXECUTIVE SESSIONPROVIDED FOR IN O S 25 SECTION 307(B)(21. r. No motion was made to enter into executive session and no executive session was held. ITEM 18: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A CONTRACT BETWEEN THE CITY OF OWASSO AND THE IAFF LOCAL #2789 (FIREFIGHTERS). Mr Ray said that the staff has completed negotiations with the firefighters (IAFF Local #2789) and an agreement has been reached. Staff has been notified that the IAFF has ratified the agreement. The cost of the recommended contract (excluding existing taxes and benefits) is $759,010.51, an increase of $54,153.67 (7.68 %) over the FY 1997-98 agreement. All of the increase goes directly to salary and retirement costs. Dr Bode moved, seconded by Dr Standridge, to ratify the contract agreement with IAFF Local #2789, and authorize the Mayor to execute the contract on behalf of the Council AYE: Bode, Standridge, Helm, Wilken, Barnhouse NAY: None Motion carried 5-0. ITEM 19: ADJOURNMENT Dr Standridge moved, seconded by Dr Bode, to adjourn. AYE: Standridge, Bode, Helm, Wilken, Barnhouse NAY: None Motion carried 5-0, and the meeting was adjourned at 7:44 p.m. Mary Lou Barnhouse, Mayor Marcia Boutwell, City Clerk 5 .. r,. -, ,,.. ; ~..~ _.r . _.. _.. r.y ....~ _.. . 1 f::j ! F I . ~ M I 1 I ~ Fi C F"' I_ J F'i ` h=1 F'' F-1 (~'~ irk ~"'~ f'' It i I.::! L:. . I~'f:-i ~:f V1:h~1!?f::Jf~: raE~=;i~FiIF'T:i`.C~ha AhiCli,.i(•,(..(- ' ,•C1~~~ "rF;E~~AC:I..iF~:[F~ F'F::: i l..Y C:A'Fi ~,,:-ij_`~L~`~-, •~i-I.-tl"fyt~t.JF~~:EF~: F=1_..f...ri' ~:A':F-1 ~;~ ,~ l:?1=1=AF;Ti1E~h~l- T(:1~1"AL =___. ,~ A hd A C=~ F:= i~ 7:1=~ 1... .. _ 9r:c:ac:a 1. G~ AT~?-T ~1 T F~~~:I_..f::'~r`.~; c~EF~''~,~ T C: -_~::; 9c.,1._~._~~_~ t~O . t ~T _ ~_; ~i ~::1. ~"= ;::: -r Ft E. A C l ~ F=,: E:: F:i F::~ E:_ _i. l'.,r; f' A C; I-'i :=;J;'Cld};= .:~1_~,_~!..,r'~.1_„-„~.I (_~,'-f= T CF_ .~(IF'' -'(_ f ?EF'AFl`ri°1EI"~'1" 'il. iTAL =_--_. f I'd A h'd C:: F::: FtF~: I i°1t~ F'ETI~~~` C:;A'~(-i i)F_F= C]:".. 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TI=:EA.~~i_II~:f:~F't f='E°I""C''r' CAM-I STEf~ :[ i_ I A_f I CIr' R[::F,_jr•iD .~:i ~ , r~ i D1F'AF~I r~l(~I`Jl- "I-(~TAi_ --__. .}_ ~~; , '._;;=, I F: E v3 L•: f-~:'~~' 7: i :: t:: ~~~ ~s~_titc_r:r; F;t'iI u4`C;'ff_~MS OF "T'i~L_EA I_OF'IEF: L.E"ACE_ t~A-i:t•~1.. j.f:5~ '-"; ., yt-;1 5n ~ i~IJ '~`f~'~=~TEh`M`.=; rtJE!_ 1 i ~O .,_ ~ c-~ . 4; 4Cj.E!i~ii i~IL_L_ ~_:F~E::F:i: LL~t'iF~EF~' ~, SL1PF'L F;EPr~1K SLIF'PLIE'_, i.i~,~!..~~ r c3 i !; ~ ~_, MALL ' S I h ~J i :. i~: I rd "i E_ ~, I~: r1 A _f ,_, 7 c i a '=~ ;' ,. yC:3I.7~!`Y LOhdrw`,' F I c3HEF: h:E: I t`ir~ t~ I i...E::A~E I. _:- . 4~' ~~=81'74:W ATfr<T WII•~:EL_F=SB `:~EFiI•'II-ES F'AGEFi ~J`=~(= 7..~.:_ c;f~;I.~i7 PSO 1/c~t~; I~=;E _;7-.T~.~ ° ' ~~ - ' 4i:~1`i4:;_ TF;F_A`=~UFiEI; F'ET f`r' C.1Hr~H nE I i~1)~ F'E I T 'f I-:A`_;i-1 1 ~~ , i ~c i 40.44.:'' "ff~EASl_~Fi:Ef~ F'E::TT'~' ~-:Ail-i L~r~~ is FOF:t i C;I_.1F'F'L. i c:.'~ 4.1.. ci4 DEF'Af=~:1"h1Er•~T TOl"AL_ ____. 1 9 112. `_~ 1 EMEF:I~E.F;C`; t~lL`-it~1T OF'EFiAl7:Ohd~: 48144 ~ F'SCi i f 40 l i=.E .__-_____£-~ ~ W 14 ~ DEF'AFiTh1EI~IT ~-OTAL =___. b4. 14 STF~EETS 5'Oj.SY~! 00 S~'SfiEh15 FL~EL._ i!40 "~:4~'. ~~~: 481bG~ ~ MILL t=:FiEEI'~:: LUh1TJEFi k: SUF'F'L FiEF'A I Fi S~JF'F'L i E'er 1Cai= . 44 40175':4 AT~<T 4~J I F~ELEBS SEFi~' I L:ES F'AGEFi U'.E 41.47 981794 RA I hdBOW COI~GREI"E CO COI~G'RETE-I;FF'A I Ft#~ 544 , i u i 40j.0~~7 AF'AC-Ok~:LAHOMA q 1 hdC . ASPHALT j.:~'~ ~ . ~'4 48184: Ht ~rHES LIJh1E~Ef~i CO C:I -FiEs F?EF'A :i F; f-~6 r HWY 16S' 4'~ . ~ a4 401~r'.:_'~i TClF~' HAt•JIJ %LOVF...S WOFtk:: uLOI~E'=; ~0. ~i~ P819~IiJ C:FiOW F~iLIFL I ~II:~AME SAFET`f I_L_ASSES '~h . 5c;~ 48j.5'7~~ MAFik:: E NAL1GHl"Or~l COhdC;F:ETE REF'AIFtS 4~5.C~0 40148 ~? l"ULSA r1:~UhaTY I~OCC STREET '~ I1_~hdS 577. ?Ei '-%C1_ ~%~=; _'~ A h~ I D I 0 "F F't I E'~ L.! T I O t~l I hd C. S A F E T'f {,:' E _~ T S 0~~. 4 c>> ~~ :-; ; •~-, -F .. ._ ;-; ~,•+, . 1 C t- ., :-'~=I F,: .'-'iF='A1::..- .. F='r~'ii~E_ F' (:! #f ~.~ E~ t~! I~~ C:i R i? E=.'- C; Ft :I: F' -[. I C) td A tai L.~ i_! I•.a _i.. ........ _ _ _ -_ L 9>::;1. <«5 4 MAX 6~i E- L._ L._`_~ L i F=' f=' L. ;' Ci F T i.! t...'~ A i_ i_~ I'~; C: F; E T E E~ L. A I:a C `_~ ,` E, A T T F. Ft I: C:a~~ i ~~:~ ~:~ a " ...;~ - 1 -F ~ t r.~ y. i'=' 9 t? F=" _~lj 1_ j `.t ~? U:iE _ _ .u . ii `=ic~i~~91. C:ik;l_AHC!Mr~i h4A I"UF'~:AL ~!r~~=; 1~1::.I''HI'l I h~E' ~'~ { T ~. J"I Fil.._ .-__ . _ ~! h'I h1 Li t+f ]: T' `.' C:: E::: t•~a..l_ ~ _ Iz. `•„=:1_;(?t=! {~1:t1_L CI°tEEk:: t._[JC"11=F: Y, SIJF='F'L._ ~ > ~ 1. Ei `~ ' t-~ A L._ A n `r' D I t:i "C f-t 1' 1=•~ l.! T l: hd L =; f l:j `3 f? .1_ i3'~ 7 L=~ r11.._ r, :x: `r ~ I? I `::~ °i 1=~: I I~~ t.J "I" I hd t~ i=~ O '_:~ #319 ~ `:~ ice:! !J I I_ t._ i 1 f= F I t~ E F ' 1=; ~`i D U C T'~R 98.1^`:+.1_ C~k::LAFiC~hiri '+~r~'i tJF=~:AL ~~A'~ y, 9 ~: j. ~_ ~ 1' °~ F H L... l:: CJ hd A L.! I? 1: C1 1: hd l.; i L.! f ~ t•~ Ci F F ..., GJ 1. I i_.. ~ ii ~i DE1='Af-i I hlC•I~IT Ti_~l AI_ ____. 1. ~' aRk:: h~A I IyTEt~iAI~CE ii . . 1. t 98 U'~E ~A:[~.IT:~REf='AIR `=~tJF'F'i_IE REF='A I R .=~LJF- F'L I E_~_, "r.""~ I i._i.._ I Af~:D I~AL_I.._~=3 c~; i_:i A F' OF'Y !='AF'E~F; i 9f:~ ~JsE 90()Ca: ~^ AT~•T t~J I FiE:.L._Et:t:i ~EFt'.r I C:E~i F'I-~ICih~IE LIB C--WAFiFz:i~=1':! 98c ii ~s_:=~ `{ALE i Div I F= Cih:hi 1=iLh.{TAL Ut~l I F= i7F;h1 C:LrAhai F;~I~T 981°~°'~f:; GCi ~~Yc"F~Ct'i~; FUEL. 1198 9817 ~; ~ ATE:.I" W I F;EI_Cf.~ `:1EF~'Y' I CE5 F'Ai~~EF; U C 9~ij.8>::" ~ h1I RACL_E:~ RE:I`.:f=iEAT I Ot'~i EC:IL! I F' t~A~if~:ETE~ALL C=;OAL_-RA`; OL_A `~819(~"' lJ I~IAh'(t:_ I "f "I-Iz:A T l._ERS LOCk:: FOR TRA I L_EF; 9c:i9f:~5 HtJCHEC: L_l.it'iF~ER CG C~UF'F'L.IES FOR ~.EtSJE::R FtE=F'r~1IF 901991 ~ F'80 1 / 98 tJSE 981992 7"REASURER F'ETT~' GASH RE I MF~ PETTY GAF~H DL""=1='ARTi IEhdT l`OTAL =___. ECOt~IC?M I G DEVE.t._OF'MEfuT 98199,_: TFtEAC;URf.~R F'ETT1~' CASH . . DEf='r~i;1-MCI i_ .TC~TA1_ ____. FUND Tr_iTAL =__ __. 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J~Sc?, '_~; CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 02/14/98 Department Overtime Expenses Total Expenses General Fund Managerial _ $8,834 77 Finance 7,585.35 31 Court 2,012.28 'ing _ . >:.. 4,920.94 Services 120.00 3,927.24 Central Dispatch 12 83 4,754.48 Animal'Control 1,228.01' Fire _ _ _ __ ___ ; _ 235.14 46,018.51 __ ........................ . Community-Senior Center 2,903 47 Park Maintenace 2,629 56 ,_, _: Economic Development 1,800.66 General Fund Total $1,165.74 $144,081.18 Garage Fund Garage $U 00 ,:<: $3,543.04: Garage Fund Total $0.00 $3,543.04 APPROVED: 03/03/98 Mayor Council Member Council Member RECEIVED FEB 2 5 19,12 r BY: '4\Q, C�ClC�0. ` o.cV�,\Q\ i� 3 Lc.�s oleQC�c�!s 0.0 & on . A-A'\C- sA-dc ac�g., r ~ ~ ~ ~~? ~~'~ C~~~- . a C~~.~~ ~ Q C~~ Cam. C~- C e ~~ ~~ ~ a~~- - ~~~~j ~e° ` ~oC n~r~"~C Cr~c~o,~~ C~-~~c~c~~`~~Q ~~ ~~~ ~~.\C. C~~ Cc~ . -- n~~~ ~s~ ~~~~ - ~ s~~~ C~ ~~~ ~d - ~~ s~oj-~ C,~ ~~ s~ ~ Cap- ~~ ~~s~~~ ~ ~~~. y 1 1 1 1 1 1 ~5 \5 ~vS~ O- SLY13 m~~. G'~ C'Rc.'J ~S ... ~~~ ~~e~ \4~~ ~~ ~~ `~~ i ~MO~~~ TO: RODNEY J RAY CITY MANAGER FROM: TIMOTHY ROONEY ASSISTANT CITY MANAGER SUBJECT: HANDICAPPED PARKING CONCERNS DATE: February 26, 1998 ~ I have received the letter submitted by Mr. Eddie Boback, in which he has requested to be listed on the Council agenda in order to obtain an answer regarding handicapped parking concerns. ' I have reviewed both the concerns identified within the letter, as well as those businesses identified by Mr. Boback as being in a condition of non-compliance. I am hopeful that the ~ following will provide more insight and solutions regarding this serious concern. At the time that any new commercial development is proposed within Owasso, a site plan review ~ is conducted by Planning staff. At that time, all facets of new construction are reviewed, including compliance with parking requirements (Number of spaces, number of handicapped spaces, size of the spaces, location of the spaces, etc). Signage requirements are not reviewed at the time of site plan review, as staff and the Planning Commission have operated under the ` assumption that the parking space designated on the plan as handicapped parking will be both marked and signed appropriately. Certainly, extra measures can be taken during the site plan ~ review process in order to address this shortfall. After the site plan has been approved by the Owasso Planning Commission, the site plan and building construction plans are then submitted in order to obtain the building permit. The same site plan approved by the Planning Commission is also utilized for that application process. Upon completion of the construction of the building, the eventual occupant is required to obtain a Certificate of Occupancy, the last step in the construction process. The Certificate of Occupancy was developed within the last four years in order to address the lack of compliance on issues ranging from building codes, fire codes, zoning codes, as well as site plan requirements. However, the City's goal in administering the Certificate of Occupancy requirement is both a departmental and organizational commitment to work with prospective businesses locating within our community. It is staff's desire to not be bureaucratic but rather to facilitate the return on their investment. Often this results in the issuance of a permit for temporary occupancy with a clear understanding by both the staff and the business that those items identified at the time temporary occupancy is granted will be addressed in the near future. While the processes of site plan review and Certificate of Occupancy have been firmly established, I would suggest to you that the follow up process on staff's part can be improved. Staff is currently in the process of addressing this concern as a result of Mr. Boback's presentation to the Council at the February 17, 1998 meeting. In addition to addressing those areas within our processes that have allowed this condition to develop, the first meeting of the Parking Ordinance Review Committee has been scheduled for ~ Monday, March 2, 1998. The charge of this committee will be to identify possible Code of Ordinance changes that may assist in obtaining complete compliance with handicapped parking requirements as well as proactive steps that can be taken to provide information necessary to businesses within our community regarding those requirements. Staff feels confident that all of the corrective measures identified will result in a future business ~ community that is not only accessible to the handicapped, but also in full compliance with ADA requirements. A ' 207 South Cedar PO Box 180 Owasso, OK 74055 ~ February 26, 1998 Mr. Eddie Boback ' Rt 1, Box 288 Claremore, OK Dear Mr. Boback, City of Owasso (918) 272-2251 FAX (918) 272-4999 «. I want to take this opportunity to thank you for your presentation to the Council on February 17, 1998, and for your letter requesting to be placed on the Council agenda on March 2, 1998. As a result of those efforts, you have brought to my attention a concern regarding our review processes for new commercial construction within our community. I have begun a process with members of the Community Development Department to address those concerns in efforts to prevent similar occurrences in the future. The above steps, in conjunction with the Parking Ordinance Review Committee's efforts, will hopefully result in a business community that is aware of handicapped parking requirements in our community, a business community that is accessible to handicapped individuals, and a city government that, to the extent allowed by law, will have enforceable regulations. ' Again, I want to thank you for your recent efforts and your willingness to assist our organization in addressing this matter. Without citizens who are willing to take the time to contact our organization regarding services, the ability to identify and improve upon the quality of those ^ services is difficult. If you have any questions, please do not hesitate to contact me at 272-2251. Sincerely, ~U~r.~1D 0 Timothy D. R ey C~ Community Development Director cc: file FEB-26-98 17=06 FROM:FAGIN BROWN BUSH ID:4052352807 PAGE 7/10 ' CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 98-02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, APPROVING THE INCURRENCE OF INDEBTEDNESS BY THE OWASSO PUBLIC WORKS AUTHORITY (THE "AUTHORITY") IN CONNECTION WITH THE ISSUANCE OF ITS PUBLIC IMPROVEMENT REVENUE BONDS, SERIES 1998 (THE "BONDS"); PROVIDING THAT THE DECLARATION OF TRUST CREATING THE AUTHORITY IS SUBJECT TO THE PROVISIONS OF THE GENERAL BOND INDENTURE, AS SUPPLEMENTED AND AMENDED, AUTHORIZING THE ISSUANCE OF SAID BONDS; WAIVING COMPETITIVE BIDDING AND APPROVING THE PROCEEDINGS OF THE AUTHORITY PERTAINING TO THE SALE OF SAID BONDS; RATIFYING AND CONFIRMING A LEASE, AS HERETOFORE AMENDED (THE "LEASE") BETWEEN THE CITX OF OWASSO (THE "CITY") AND THE AUTHORITY WHEREBY THE CITY LEASES ITS WATER, SANITARY SEWER, GARBAGE AND TRASH COLLECTION SYSTEMS AND THE BAILEY RANCH GOLF CLUB TO THE AUTHORITY; APPROVING THE OFFICIAL STATEMENT PERTAINING TO SAID BONDS; ESTABLISHING THE CITY'S REASONABLE EXPECTATIONS WITH RESPECT TO THE ISSUANCE OF TAX-EXEMPT BONDS IN CALENDAR YEAR 1998; AND CONTAINING OTHER PROVISIONS RELATING THERETO. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA= SECTION 1. Indebtedness Authorized. The Owasso Public works Authority (the "Authority") is hereby authorized to incur an indebtedness by the issuance of its Public Improvement Revenue Bonds, Series 1998 (the "Bands"), in the amount of $8,500,OOo, according to the terms and conditions of a General Bond Indenture dated as o~ December z, 1997, as heretofore supplemented and amended, and as supplemented and amended by a Series 1998 Supplemental Bond Indenture dated as of March 1, 1998 (collectively, the "Indenture"), provided that said Bonds shall never constitute a debt of the City of Owasso, Oklahoma (the "City"}- SECTION 2. Declaration of Trust Subject to Indenture_ The Declaration of Trust dated January 1Q, 1973, creating the Authority, is hereby made subject to the terms of the Indenture authorizing the issuance and securing the payment of the Bonds as more fully described in Section ~ hereof. SECTION 3. waiving Competitive Bidding; AAproval of Sale Proce_edinas. The waiving of Competitive Bidding for the sale of said Bonds and the sale of said Bonds by the Authority pursuant to a Purchase Contract with James Baker & Associates, a Limited Partnership (the "Underwriter"}, is hereby approved and the Mayor or vice Mayor is authorized to approve any changes or additions to said Purchase Contract which may be approved by the Authority. The Bonds shall be sold to the Underwriter at a discount of to of the principal amount thereof. FEB-26-98 17:07 FROM=FAGIN BRONN BUSH ID:4052352907 PAGE B/10 SECTION 4. Lease. The Authority and the City heretofore entered into a Lease dated July 31, I9?3, as amended by an Amendment to Lease dated as of July I, 1996 (collectively, the "Lease"), whereby the City leased its then existing and thereafter acquired water, sanitary sewer and garbage and trash collection systems and the Bailey Ranch Golf Club to the Autharity, (collectively, the "System"}, and whereby the Authority agreed to operate and maintain the same, which Lease, as amended, amends and supersedes all prior Lease agreements between the City and the Authority pertaining to said systems. The City hereby ratifies and confirms the Lease in all respects. SECTION 5. official Statement. The Official Statement dated March 3, 1998, outlining the terms, conditions and security for said Bonds, is hereby adopted and approved and the Mayor or Vice Mayor is authorized to approve any corrections, additions oz deletions thereto for and on behalf of the City; provided further, that the information Contained in said Official Statement with respect to the City and the Authority is correct in all material respects and such information does not contain any untrue statements of a material fact and does not omit to state a material fact necessary to make the statements made in such Official Statement, in Light of the circumstances under which they were made, not misleading. SECTION 6. City's Exl7ectations The City of Owasso, Oklahoma, anticipates that the total amount of tax-exempt obligations (other than private activity bonds) issued by The Owasso Public works Authority or other issuers on behalf of said City, will not exceed $10,000,000 for calendar year 1998, and the City hereby designates the Bonds to be qualified tax-exempt obligations with respect to the financial institution interest deduction provisions contained in the Internal Revenue Code of 1986, as amended (the "Code"} and authorizes the Mayor or Vice Mayor to execute and deliver on behalf of the City a Certificate of Designation to that effect. SECTION 7. Authorizing Execution. The Mayor or Vice Mayor and City Clerk or Assistant City Clerk of the City representing the City at the closing of the above-referenced bond issue is hereby authorized to execute and deliver on behalf of the City any and all certifications and documentation necessary or attendant to the delivery of the Bonds, as directed by Bond Counsel. [Remainder of Page Intentionally Left Blankl 2 FEB-26-96 17=07 FROM=FAGIIV BROw1V BUSH YAG1: Ej/ 1 {0 PASSED AND APPROVED THIS 3RD DAY OF MARCH, 2998_ CITY OF OWASSO, OKLAHOMA (SEAL? r ATTEST: r City Clerk APPROVED AS TO FORM: ii Ronald D. Cates, City Attorney Mayor 3 MEMORANDUM TO: TIIE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO ' FROM: TIMOTHY ROONEY COMMiJ1~1ITY DEVELOPMENT DIRECTOR ' SUBJECT: FINAL PLAT CAUDLE ESTATES DATE: February 25, 1998 BACKGROUND The City of Owasso has received a request for review of a final plat for Caudle Estates. Caudle Estates is a proposed 38 lot residential addition located on a 11.34 acre tract. The subject tract ~ is located west of the southwest corner of E. 96th Street North and Garnett Road. A location map is attached for your information and review. In review, the subject property was recently rezoned by the Planning Commission and City ~ Council. The subject property is now zoned RS-3 (Residential Single-Family High Density) rather than RS-2 (Residential Single-Family Low Density). The zoning that is now established ' on the subject property would support the lot sizes being proposed by the applicant. A copy of the RS-3 property development standards are attached for your information and review. The Technical Advisory Committee reviewed the final plat at their November 24, 1997 regular meeting. At that meeting, two additional comments were made by the area utility companies: 1. Change the utility easement along the shared lot lines of Lots 10 and 11 of Block 2 to two 5' utility easements. 2. Identify the drainage easements referred to within the covenants. Staff also advised the applicant to correct the lot count on the plat. All of these corrections have been included on the enclosed plat within your packet. The final plat was approved by the Planning Commission at their December meeting. The construction plans have been approval by the Public Works Department and permits to construct those water and wastewater improvements have also been issued by the Oklahoma State Health Department and are attached for your information and review. Final Plat Caudle Estates Page 2 of 2 RECOMNI~NDATION Staff recommends approval of the final plat of Caudle Estates. ATTACHNI~NT5 1. Area map 2. Water and Wastewater Permits ENCLOSURE 1. Final plat for Caudle Estates Addition 2. Covenants for Caudle Estates 02i12i92 12:51 DEQ WATER QUALITY DIVISI~J -~ 819182?29039P27018 N0.014 D02 lw~rtx e. eo~Maty F~axx i~TiNc Executive Director •~ == ~',r Governor State of Oklahoma D~PART'MENT OF ENVIRONMENTAL QUALI!'Y February 12, 1998 F. Robert Carr., Jr. City of Owasso 320 S. Dogwood Owasso, OK 74055 Re: WL000072980039 Caudle Estates Subdivision Waterline Project PWSID No. 3007218 Dear Mr. Carr: Our department received an application for the above referenced project on January 21, 1998. The plans and specifications have bean reviewed and were approved an February 5, 1998. The permit for this construction is being routed for signatures and will be sent to you as soon as possible. If you have any questions concerning this matter, please contact me at (405) 271.7440, extension ~ 54. Sincerely, ~~ Bronson 8olvin Construction Permit Unit Water Quality Division BBB/vp c:c: H.J. Thong, Ph.D., P.E., Construction Permit Unit Mary Arnold, P.E., PWS District Engineer Eddie Terrill, Manager, Tulsa County DEQ, R.S. Dennis Hado, P.E., DLH Engineering, Inc. \fYM1 N...II~. ~. T....1. 0....... i.l.l~..-.... .•:... ~...._.a.... _.. +e..~. .....: ~~ . . ~ 02i12i92 12:51 DEQ WATER QUALITY DIVISION -~ 819182729039P27018 I .: :.: MARK S. COLEMAN =~ ~;~ Executive Qirector ~.; ~ •'s' N0.014 FRANK If F•ATIIVG Governor State of Oklahoma DEPARTMENT OF ENV'IRONMENT'AL QUALITY February 12. 1 g98 F. Robert Can, Jr. fJirector of Public Works City of OwaS50 320 S. Dogwood Owasso, OK 74055 R6: SL0000729$Ot)73 Caudle Estates Subdivision Sower Line Project 5-21310 Gear Mr. Garr: Our department received an application for the above referenced project on January 21, 1998. The plans and specifications have been reviewed and were approved on February 11. 1996. The permit for this construction fs being routed for signatures and wfll be sent to you as soon as pvsslf~le. The following items were not found in the Owasso Standard Speclflcatlons and were therefore redlined in the plans: 1) f_lotizontal Separation Sanitary sewers shell be laid at least 10 feet horizontally from any existing or proposed water main and 50 feet horizontally from all existing or proposed water well. Sewers shall. be boated a mfnlmum of 50 feet horizontally from all petroleum storage tanks (OAC 252:655-9- 1 {f})• 2) Ve+tical Separation Sanitary sewers constructed of generally acceptable material as defined in OAC 252:655.9• 1(b). shall be laid to provide a minimum vertical distance of 24 Inches between the outside of the sewer I'~ne and the outside of any water main (OAC 252:655.9.4{g)). 3) Special Conditions When it is impossible to obtain horizontal or vertica! separation as required, the sewer line shall be constructed of waterline pipe (PVC ASTM 2241, SDR 32.5; AWWA 0900. DR 18; cast iron or aqua) and shell be pressure tested to tha highest pressure obtainable under the most severe head conditions of the collection System prior to baclcfilling. In no case shall the sewer and water, when laid in parallel to each other, be in the same trench (QAC 252:655.9- 1(h)). _n_ D03 02i12i92 12:51 DEQ WATER QUALITY DIVISION ~ 819182729039P27018 N0.014 D04 Page 2 Mr. Carr February 12,199$ 4) Bedding Bedding classes 1, II, or III, as described in ASTM D 2321-83 {ANSI K65.171) or latest version thereof, shall be used for all flexible pipe provided the proper strength pipe is used with the specified bedding to support the anticipated land [OAC 252.655-9-2(g}(3)(13)j. 5) eddin Bedding classes A, B, C, or D as described in ASTM C12-$2 (ANSI A106.2) or WPCF MOP No. 9 (ASGE MOP No.37) shall be used for all rigid pipe provided the proper strength pips Is used with the specified bedding to support the anticipated load [OAC 252:655-9-2(g}(3)(g)~, 6) BacMill Backfill placement and material for flexible pipe shall be as described in ASTM D- 2321-H3 (ANSI K65.171) or latest version thereof [OAC 252:655-9-2(g}(4)(E)j. 7) Backfill Backfill placement and material for rigid pipe shall be as described in ASTM G12-7a {ANSI A106.2) or WPCF MOP No.B (ASGE MOP No.37) [OAC 25P:655-9- 2(g)(a)(c)~. 8) Inlet and outlet oioes Inlet and outlet pipes shall be joined to the manhole with a gasketed flexible watertight connection or any watertight connection arrangement that allows differential settlement of the pipe and manhole wall to take place [QAC 252:655-9- 4(e)]. If you have any questions concerning this matter, please contact me at (40v~ 271.7440. extension 154. Sincerely, ~~ , Bronson Bolvin Construction Permit Unit Water Ouaiity Division BBB/vp cc: H.J. Thung, Ph.D., P.E., Construction Permit Unit Mary Amo1d, P.E., WPC District Engineer Eddie Terrill, Manager, Tulsa County DEQ, R.S. Dennis Halo, P.E., DLH Engineering, Inc. ~. ~ MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWA5S0 FROM: SHERRY BISHOP FINANCE DIRECTOR SUBJECT: FY 1997-99 AUDITOR SELECTION DATE: February 27, 1998 BACKGROUND: In January, notices that the City of Owasso was seeking proposals for audit services were sent to interested accounting firms. The Request for Proposals (RFP) specified the services required by the City and included a Proposal Specifications Evaluation Check List. The check list was included so that every proposing firm would know the exact criteria by which the proposals would be evaluated. The RFP also included instructions that fee proposals must be sealed separately from the technical proposal for services. (See Attachment for RFP and Check List.) Six firms responded and submitted proposals. The technical proposals were reviewed and scored using the Proposal Specifications Evaluation Check List. The RFP specified that the sealed fee proposal include a total price for the audit for the 1997-98 fiscal year and each of the four succeeding fiscal years. (The City has the option to renew the contract each year for the given fee.) After the technical proposal evaluation was completed, the fee proposals were opened and client references were called. Evaluation scores and five-year total fee proposals for the six firms are listed below. Firm Score Total Cost Annual Average Michael A. Crawford, Inc 98 $105,200 $21,040 Baird, Kurtz & Dobson 91 $102,000 $20,400 Carlson & Cottrell 84 $ 91,693 $18,339 Havern, Behrens & Heim* 81 $ 63,500* $12,700* Stanfield & O'Dell 79 $ 85,000 $17,000 Cole & Reed 63 $ 84,500 $16,900 (*Note: HBH fee proposal included only three years with an average annual fee of $12,700.) FY 1997-98 AUDITOR SELECTION February 27, 1998 Page 2 Based on evaluation criteria and client references, the firm of Michael A. Crawford, Inc. is the top rated firm. Michael A. Crawford, Inc. is a unique accounting firm that serves only city and towns. The firm served Owasso as auditors for fiscal 1987 through 1990. The firm has a broad experience in governmental accounting and a detailed knowledge of state statutes regarding municipal finance. RECOMMENDATION• Staff recommends Council approve a contract for auditing services for the fiscal year ending June 30, 1998 with the firm of Michael A. Crawford, Inc. of Oklahoma City for a fee of $20,400. ATTACHMENTS: List of all proposing firms with evaluation score and fee proposal. Request for Proposals. Proposal Specifications Evaluation Check List (Exhibit 1 of RFP). Proposal from Michael A. Crawford, Inc. List of Proposing Accounting Firms with Evaluation Checklist Score and Fee Proposals Proposing Firm Score FY 1998 FY 1999 FY 2000 FY 2001 FY 2002 Total Fee Fee Fee Fee Fee Fee Baird, Kurtz & Dobson 91 $19,500 $20,000 $20,500 $21,000 $21,000 $102,000 Enid, OK Carlson & Cottrell 84 $16,929 $17,606 $18,310 $19,043 $19,805 $91,693 Shawnee, OK Cole & Reed, P.C. 59 $16,200 $16,500 $16,800 $17,500 $17,500 $84,500 Oklahoma City, OK Michael A Crawford, Inc. 98 $20,400 $21,200 $21,200 $21,200 $21,200 $105,200 Oklahoma City, OK Havern, Behrens & Heim 81 $12,500 $12,700 $12,900 $38,100 Oklahoma City, OK Stanfield & O'Dell 79 $16,000 $16,500 $17,000 $17,500 $18,000 $85,000 Tulsa, OK a . .. _, CITY OF OWASSO, OKLAHOMA REQUEST FOR PROPOSAL FOR AUDIT SERVICES I. Introduction The City of Owasso (the "City") operates under the Council-Manager form of government and serves 14,500 citizens. The City's fiscal year begins July 1 and ends June 30. The City provides a full range of municipal services including police and fire protection, ambulance services, streets, parks, public facilities, planning and zoning, and general administrative services. The City provides water, wastewater, and refuse services in cooperation with the Owasso Public Works Authority ("OPWA"), a public trust, for which a fee from the user is collected. The City operates a golf course in cooperation with the Owasso Public Golf Authority ("OPGA"), a public trust, for which a fee from the user is collected. Economic development activities are financed through the Owasso Economic Development Authority ("OEDA"). The modified accrual basis of accounting is used by all the funds of the City except the enterprise funds and the internal service funds which are accounted for on the accrual basis. The accounts of the City are organized on the basis of funds and account groups, each of which is considered to be a separate accounting entity. The operations of each fund are accounted for by providing a separate set of self-balancing accounts which comprise its assets, liabilities, fund balance/retained earnings, revenues and expenditures/expenses. The City's accounting system incorporates the ability to pool all unrestricted cash and temporary investments while maintaining separate accountability for each fund's equity in the pool. The City's accounting system is automated, utilizing the CPS System, a municipal financial software package. An annual audit of the City is required under the City Charter. II. Services Required `~ A. General The City is soliciting the services of qualified firms of certified public accountants to audit its financial statements for the fiscal year ending June 30, 1998. The Owasso City Council cannot bind future governing bodies; however, it is anticipated that the firm selected to serve as the City's independent auditor will be retained for at least five years, with annual evaluations made of the firm's services. These audits are to be performed in accordance with generally accepted auditing standards, as set forth by the American Institute of Certified Public Accountants, the standards for financial audits in the General Accounting Office's Government Auditing Standards, the provisions of the federal Single Audit Act of 1984 and U.S. Office of Management and Budget (OMB) Circular A-128, Audits of State and Local Governments as well as the provisions set forth in this REP. 1 I B. Scope of Work to be Performed The City desires the auditor to express an opinion on the fair presentation of its general purpose financial statements in conformity with generally accepted accounting principles. The combining and individual fund and account group financial statements and supporting schedules will be presented for purposes of additional analysis. The auditor is to provide an "in- ~~ relation-to report on the combining and individual fund financial statements and supporting schedules based on the auditing procedures applied during the audit of the general purpose financial statements. ~ The funds and public trusts encompassed in the audit scope of services include all of those activities defined as a part of the entity of the City of Owasso in accordance with the guidelines of GASB Pronouncement #14, The Financial Reportigg Entity. This entity will be the same as reported in the June 30, 1997 financial reports. The City will receive over $100,000 of federal financial assistance for the fiscal year ending June 30, 1998; therefore, a single audit must be performed. The independent accounting firm should be familiar with the State of Oklahoma statutes dealing with financial matters of Charter Cities and Public Trusts and should be familiar with the financial related sections of the Charter and Code of Ordinances of the City of Owasso. The firm will be asked to review the minutes of the City and its Public Trusts for the fiscal year being audited. C. Funds to be Audited The City uses the following fund types and account groups in its financial reporting: # of 1996-97 Fund Individual Funds Revenue Governmental Funds-- General 1 $5,552,463 Special Revenue 6 415,690 Debt Service NA Capital Projects 3 50,831 Proprietary Funds-- Enterprise 3 4,728,599 Internal Service 3 252, 626 Fiduciary Funds-- Agency Funds 1 N/A Account Groups-- General Long-term Debt 1 N/A General Fixed Assets 1 N/A D. Other Considerations ~ A separate management letter shall be prepared by the firm setting forth findings and `'~! recommendations relative to internal controls, fiscal affairs and other significant observations ~r of the accounting firm during the course of the audit. All reports required by the Single Audit Act must be provided. ~ The accounting firm will be required to prepare and file the Annual Survey of City and Town Finances (form SA & I 2643) described in Section 17-105.1 of the Oklahoma Statutes. A letter of compliance as to the OPWA Bond Indenture is to be supplied by the accounting firm. E. Working Paper Retention and Access to Working Papers All working papers and reports must be retained, at the auditor's expense, for a minimum of three (3) years, unless the firm is notified in writing by the City of the need to extend the retention period. The auditor will be required to make working papers available, upon request, to the following parties: • The City of Owasso, • Parties designated by the federal or state governments or by the City as part of an audit quality review process, • Auditors of entities of which the City is a subrecipient of grant funds. In addition, the firm shall respond to the reasonable inquires of successor auditors and allow successor auditors to review working papers relating to matters of continuing accounting significance. III. Report Requirements and Resnonsibili The finance department staff will prepare end of year adjusting entries and will prepare trial balances. City staff will prepare confirmations and certain schedules at year end which assist the external audit firm. Finance department staff and responsible management personnel will be available during the audit to assist the firm by providing information, documentation and explanations. The City will provide the auditor with reasonable work space, desks and chairs. The auditor will also be provided with access to all telephone lines and photocopying facilities. The report preparation, editing and printing shall be the responsibility of the auditor. The firm will present the final report for approval at a regular meeting of the Owasso City Council (first and third Tuesdays of the month). The firm will file the report with the Office '~ of the State Auditor & Inspector before December 31. IV. The Selection Process A. The finance director will review all proposals and score each firm's proposal using the Proposal Specifications Evaluation Check List (see Exhibit 1). City staff will contact selected references provided by the audit firm. After the proposals have been scored, the sealed cost information will be opened and the firms will be ranked based upon their total all-inclusive maximum price. The two rankings will then be compared and an audit firm will be recommended to the City Council. The City Council will be responsible for awarding a contract. It is anticipated that the City Council will approve the selection on March 3, 1998. B. Proposals should be structured in substantially the same format and order listed below: 1. Table of Contents - Include a clear identification of the material by section and page number. 2. Scope -Clearly define your understanding of the scope of services required. 3. Personnel -Identify the supervisors, including audit in-charge or senior accountants, who will work on the audit. Identify staff from other than the proposing office and list their home office(s). Resumes for each supervisory person assigned to the audit should be included and specific expertise indicated. Resumes may be included as an appendix. Include name and phone number of the person authorized to answer questions about the proposal. 4. Audit Approach -Clearly define the firm's approach to conducting the examinations. Document your audit plan by using the Audit Plan Form (Exhibit 2). 5. Profile of the Firm -State whether your firm is local, national, or international. Give the location of the office from which the work is to be done and the number of partners, managers, seniors and other professional staff employed at that office. Describe the range of activities performed by the local office in the governmental area. 6. Governmental Experience -Describe local office auditing experience for the last three (3) years similar to the type of audit requested and give names of current clients. Provide names and telephone numbers of client officials responsible for those audits listed. Include a subsection discussing your local office experience in conducting a single audit. 7. Before the acceptance of the firm's engagement letter, the successful audit firm must certify to the City that the audit staff assigned to this audit has met the Government Auditing, Standards requirements for continuing education and that the firm is registered with the Oklahoma State Auditor. 8. Additional Data -Give any additional information considered essential to this proposal. Firms are requested to include results of their most recent external quality control review. Firms are encouraged to explain how they are able to assist the City in implementing new accounting pronouncements. C. Fee Proposals Fee Proposals submitted in response to this RFP should be a maximum all-inclusive price to "'Y perform the audit. The sealed cost information should include a total price for the audit for the 1997-98 fiscal year and each of the four succeeding fiscal years. Fee Proposals should be sealed in a separate envelope labeled "Cost Information." The envelope ,~ should bear the firm's name and a return address. D. Other All statements made in the audit proposal may be incorporated by reference in the audit '~ contracts. _ All proposing firms may make an on-site visit before their proposal is submitted. To schedule a site visit, contact Jim Ernst, City Accountant or Sherry Bishop, Finance Director, at (918) ,,~ 272-2251. Contact with City of Owasso personnel other than the accountant or finance director or contact with members of the City Council regarding this RFP may be grounds for elimination from the selection process. Progress payments will be made on the basis of hours worked and interim billings shall cover a period of not less than a calendar month. ~, V, Instructions for Proposal Submittal Two (2) copies of your proposal, including sealed cost information; must be submitted to the Finance Director on or before Thursday, February 19, 1998 at 5:00 p.m. Proposals will be opened in the Finance Department on this date. The attached "Bidder's Affidavit" must accompany your proposal. It may be included as an appendix. The proposal should be submitted to: Finance Director P.O. Box 180 City Hall 207 South Cedar Owasso, Oklahoma 74055 The City of Owasso reserves the right to reject any and/or all proposals. ^ 1 ~ EXHIBIT 1 Proposal Specifications Evaluation Check List Name of Firm Criteria 1. Understanding of scope of services (0-15) a. Does the proposal exhibit a clear understanding of the extent of work and coordination involved in the audit engagement? b. Is the hourly breakdown on the Audit Plan Form sufficient to provide for adequate supervision in accordance with Statement of Auditing Standards No. 22? 2. Qualifications of staff to be assigned to the audit engagement (0-27) a. Do the audit supervisors, i.e. seniors, managers and partners have prior City or other local government audit experience within the last three years? b. Do the audit supervisors have CPA certificates? c. Is the firm registered with the Oklahoma Accountancy Board? d. Does the firm provide its staff with continuing education in the government sector that meets the requirements of Government Auditing Standards? e. Are the key staff to be assigned to the audit engagement located so that they will be available for consultation throughout the year? f. Has the firm submitted an external quality control system review program? g. Are there any deficiencies in the external quality control system review program? 3. Commitment to government accounting and auditing (0-20) a. Is the proposing office involved in governmental organizations such as GFOA, GFOA of Oklahoma, and Oklahoma Municipal? b. Does the proposing office exhibit a clear understanding of GAAP for government? c. Does the proposing office have City and other local governments in Oklahoma as ~ favorable references for their audit services? d. Has the firm assisted a City that has been successful in obtaining the GFOA Certificate of Achievement award? Points Score 0-10 0-5 0-8 0-2 0-2 0-6 0-3 0-3 0-3 _ 0-2 0-3 _ 0-10 _ 0-5 ^ 4. Audit approach and plan (0-13) a. Is the audit plan specific and tailored to the City? b. Does the proposal exhibit an appreciation for the City's needs? c. Is the firm able to meet the time deadlines? d. Does the firm have a clear understanding of the extent of participation in the audit work by City staff? 5. Single Audit (0-10) a. Has the proposing office performed a single audit in Oklahoma or elsewhere? b. If yes to (a) above, is the person who was in charge of that engagement available regularly to assist in the City's single audit? c. Does the firm exhibit a clear understanding of single audit requirements? 6. Other services available (0-5) a. Has the local office performed project grant audits for other governmental entities so as to be familiar with the various federal agency compliance and reporting requirements? b. Does the proposal address the firm's approach to preparation of a management letter? 7. Other considerations (0-10) a. Is the proposing office sufficiently staffed with experienced accountants needed to conduct the audit engagement? b. Is the proposal neat and well organized? c. Is the proposal in the format and order recommended in the RFP? d. Did the firm follow all instructions in submitting the proposal and sealed "Cost Information" envelopes? Total points 0-4 0-3 0-3 0-3 - .~ 0-4 0-3 0-3 0-3 0-2 0-4 0-2 ''~ 0-2 rY 0-2 _ ~ 1 MEMORANDUM TO: THE HONORABLE MAYOR & CITY COUNCIL CITY OF OWASSO FROM: JANIS WORLEY CONIMiJNITY CENTER DIRECTOR SUBJECT: REFRIGERATOR DATE: February 27, 1998 BACKGROUND: On January 20, 1998, the Owasso City Council accepted a grant from the Tulsa Area Agency on Aging in the amount of $3880 for the purchase of a commercial refrigerator for the Community Center. With this purchase, we will have the old refrigerator to dispose of. This refrigerator is 20 year old and has an estimated value of between $400 and $600. The Owasso Senior Foundation has expressed an interest in having the refrigerator donated to their organization. Their intention is to use the refrigerator as a method of raising funds. The Foundation plans to sell the refrigerator utilizing the proceeds of that sale to finance senior .programs and activities. Due to legal prohibitions, the City is not allowed to donate to any group. However, the sale of surplus equipment for a nominal amount is not prohibited. Legal authority for the sale of the above described property is found in Part 7, Chapter 1, Section 7-108 and 7-109(1) of the City of Owasso Code of Ordinances. RECOMMENDATION: The staff recommends that the Council declare the existing refrigerator as surplus to the needs of the City and authorize the sale of that item to the Owasso Senior Foundation for the sum of one dollar. NOTE: The equipment may be inspected any time between 8:00 a.m. and 5:00 p.m. at the Owasso Community Center. Please see Ms Worley or Ms Nicholson. ATTACHMENTS: 1. Picture of Equipment 2. Section 7-108 and 7-109 of the Code of Ordinances Finance and Taxation rein such county or city has a population equal to or in excess of 50,000 persons, and o. 455- 1/5/93; r 20, 3/5/96). ' 7. Contractual services of a p nature, such as engineering, architectural and medical services. Sec. 7-33) SECTION 7-108 SALES. COUNCII. TO DECLARE SURPLUS OR OBSOLETE COMPETITIVE BIDDING. No surplus or obsolete supplies, materials or equipment of a value of more than Five Hundred Dollars ($500.00) may be sold until the council shall have declared them obsolete or surplus. Before the city manager sells any surplus or obsolete supplies, materials or equipment, except as otherwise provided below, he shall advertise them for sale in a newspaper of general circulation in the city or give notice in such other manner as he deems necessary adequately to reach prospective buyers to give them opportunity to make bids. All bids shall be sealed and shall be opened in public at a designated time and place, except when the sale is by auction. The city manager may repeatedly reject all bids and advertise or give notice again. He shall sell such supplies, materials or equipment to the highest responsible bidder for cash. In case of a tie; he may sell to either of the bidders tying, or may divide the sale among two (2) or more tying, always selling to the highest responsible bidder or bidders for cash. (Prior Code, Sec. 7-34) SECTION 7-109 WHEN COMPETITIVE BIDDING IS NOT REOUIRED The city manager may sell the following without giving an opportunity for competitive bidding: 1. Surplus or obsolete supplies, materials or equipment whose total value does not exceed One Thousand Five Hundred Dollars ($1,500.00) in a single transaction; and 2. Supplies, materials or equipment when sold at a price at least as great as that paid by the city for the same. (Prior Code, Sec. 7-35) -~( MAINTENANCE BONDS REQUIRED ON PUBLIC CONTRACTS. A. An e, hereinafter referred to as "principal", constructing improvem on public property within the city, or within ju ' 'ction of the city, shall furnish a three (3) year ma' nance bond in the amount of one hundred percent (100%) e cost of the work. B. The bond shall be issued by a ty compa ereinafter referred to as "surety", approved by the city and licensed to do business in the state. C. The condition of the bo all be such that the p ' i al and surety therein named do agree and bind themselves unto the city at: 1. The ' provements, including all excavation, fill and backfilling they and all other work done shall be structed of materials and in such a manner that the same shall endure wit t any need of repair soever for a period of three (3) years, from and after formal acceptance of the improv nts by r ution of the city council of the city, and all at the expense of the principal or surety; Paee 7-5 i~ i~ MEMORANDUM T0: FROM: SUBJECT: DATE: HONORABLE MAYOR AND CITY COUNCIL BOB ALLEN, FIRE CHIEF VEHICLE REPAIR February 25, 1998 ' BACKGROUND On January 8, 1998, a vehicle accident occurred involving the fire department's 1994 Chevrolet Suburban at the 5400 block of 86 St. North. The accident occurred ' because of the weather conditions; ice and snow. ~, The vehicle sustained damage to the front center, impacting the hood of the vehicle approximately 12 inches. This caused the hood, fenders, doors, radiator, supports, water pump and frame to be damaged. Pruitts and Fosters Body Shops were contacted for price estimates. Pruitts Body ~r. Shop was the lowest price estimate at $4,477.44. Fosters' price estimate was $4,808.05. We recommended to Mr. Ray, Pruitts Body Shop conduct the repairs. The vehicle was delivered to Pruitts on January 22, 1998. On February 19, 1998, Bud Pruitt notified the fire department additional repairs ~ would be necessary; ie., General Motors radiator, frame work, horn, water pump, left door panel and handle. The original estimate included all of the known L damage at that time. During repairs, further hidden damage was discovered, and we were notified immediately of the increase in necessary repairs. The total cost for repairs is $5,502.65 which exceeds the authority of the City Manager to ~, approve. In addition, after the repairs are completed, we will need to re-decal the vehicle. The cost for the decal should not exceed $600.00. REOOhMENDATION We recommend the approval of funds totaling $5,502.65 "for the repair of the fire department Suburban. NOTE: The current retail value of this vehicle is $18,500.00. Attachments: Cost estimate (Pruitts) . PRELIMINARY 02/23/98 t REPAIR ORDER 10 13 FIRE '~ DEPARTMENT '~ a : R.O. 4157 FED.I.D.##73- 1332822 Est: K. MULLEN ~! PRUITT'S BODY SHOP, INC. CERTIFIED COLLISION REPAIR CENTER 11440 E. 81ST STREET N. OWASSO, OK 74055-2624 (918) 272-7000 Owner: OWASSO FIRE DEPARTMENT Day Phone: (918) 272-5253- Address: 8901 N GARNETT Other Ph: ( ) - - OWASSO OK 74055 Deductible: $ N/A Insurance Co.: Phone: Claim No.. Adj.. 93 CHEV C 2500 4X2 SUBURBAN 4D UTV RED 8-5.7L-FI Vin: 1GNG C26KXPJ417020 License: 3-38066 OK Pr od Date: 0/ 0 Odo meter: 69482 Power ste ering Power brakes Tinted glass Body side moldings Dual mirrors Custom interi or Anti-lock --------- brakes (4) Clear coat paint -------------------------- ------------ ----- ------- PART ------ --------------- NO. --------- OP. ------- DESCRIPTION OF DAMAGE QTY --------------------- COST LABOR PAINT MISC 1 ---------- FRONT BUMPER ----- ------- ------ --------------- 2 O/H Front Bumper 1 1.2 3** Repl REC Bmpr chrm w/o impct strp w 1 150.00 Intl 4 Repl Impact strip Cheyenne/SL 1 21.80 0.5 5 Repl Filler center 1 33.75 0.3 0.8 6 Add for Clear Coat 1 0.2 7 Repl RT Filler side 1 19.10 0.3 0.3 8 Add for Clear Coat 1 0.1 9 Repl LT Filler side 1 19.10 0.3 0.3 10 Add for Clear Coat 1 0.1 11 Repl RT Mount brace 1 19.14 12 Repl LT Mount brace 1 19.14 13 Repl RT Mount bracket 1 24.91 0.3 14 Repl LT Mount bracket 1 24.91 0.3 15 Repl Air deflector w/o tow hooks 1 34.00 0.8 16 GRILLE 17 Repl Grille Chevrolet w/sealed beam 1 98.50 Incl 1.4 18 Overlap Minor Panel 1 -0.2 19 Add for Clear Coat 1 0.5 20 Repl Emblem Chevrolet 1 20.20 Incl 21 FRONT LAMPS 22 Repl LT Side marker lamp reflector 1 9.15 23 ELECTRICAL 24 Repl Horn high note 2nd design 1 53.58 Incl 25 COOLING 26 Repl Rdtr spprt w/lck spprt 1 225.00 5.1 i Page: 1 u PRELIMINARY REPAIR ORDER 02/23/98 at 10:13 FED.I.D.#73-1332822 PRUITT'S BODY SHOP, INC. FIRE DEPARTMENT R.O. 4157 Est: K. MULLEN CERTIFIED COLLISION REPAIR CENTER ' 11440 E. 81ST STREET N. OWASSO, OK 74055-2 624 (918) 272-7000 -------- -------- -------------------------------- PART NO. OP. DESCRIPTION OF DAMAGE QTY COST LABOR PAINT MISC -------- -------- -------------------------------- - 27 Add For Oil Cooler 1 0.2 28 Repl Lock support 1 18.85 Intl 29* Repl Radiator copper 1 588.14 Incl M r 30 Deduct for Overlap 1 -0.9 M 31* COOLANT 1 T 15.00 32 Repl Shroud 5.7L upper 1 33.00 Incl 33 Repl Shroud 5.7L lower 1 33.00 50 Incl l I M 34 Repl Fan asst' 1 143. nc 35 Repl Clutch stamped HN, GD 1 171.00 0.5 M ~ 36* Repl Water pump 5.7L 1 93.85 1.3 M 37 AIR COND & HEATER 38 Repl AC Service evacuate & recharge 1 1.4 M 39** Repl A/M Condenser w/o rear AC 1 236.53 1.3 40* FREON 1 T 70.00 ~ 41 42* Repl HOOD Hood 1 255.00 1.0 3.2 43 Overlap Major Adjacent Panel 1 -0.4 44 Add for Clear Coat 1 0.6 45 Add for Underside 1 1.6 ~ 46 Repl Lock 1 31.25 Incl 47 Repl Lock bracket 1 5.50 48 FENDER 49* Repl RT Fender 1 136.00 2.0 2.6 50 Overlap Major Adjacent Panel 1 -0.4 ~ 51 Add for Clear Coat 1 0.4 52 Add for Edging 1 0.5 53 Deduct for Overlap 1 -0.4 54 Repl RT Wheelhouse 1 78.50 0.6 1.0 55 Repl RT Wheel opng mldg black 1 20.25 0.2 56 Drill Time (New panel) 1 0.2 ' 57* Repl LT Fender 1 136.00 1.5 2.6 5g Overlap Major Adjacent Panel 1 -0.4 59 Add for Clear Coat 1 0.4 60 Add for Edging 1 0.5 61 Deduct for Overlap 1 -0.4 use lh h 1 1.0 62* Repr o ee LT W ~ 63 Repl LT Wheel opng mldg black 1 20.25 0.3 64 FRONT DOOR 65* Ref in LT Outer panel **BLEND** 1 1.2 66 Add for Clear Coat 1 0.2 Page: 2 1 02/25/1998 16:25 2725777 PRUITT BODYSHOP PAGE 02 PRELIMINARY REPAIR ORDER FIRE DEPARTMENT 02/25/98 at 16:27 R.O. 4157 FED.I.D.#73-1332822 Est: K. MULLEN PRUIT~'S BODY SHOP, INC. CERTIFIED COLLISION REPAIR CENTER ].1440 •'E. B~.ST STREET N. <OWASSO, OK 74055-2624 4°918) 272-7000 PART NO. OP. DESCRIPTIQN-OR''DAMAGE QTY COST LABOR PAINT MISC 67 REAR DOOR 68* Repr LT Quter panel.- 1 10.0 2.5 69 Overlap Major Adjacent Panel 1 -0.4 70* Add for Clear Coat: 1 0.4 71 Add for Edging Z 0.5 72 Repl LT Randle, outiside- 1 38.75 Intl 73 QUARTER PANEL 74* Repr LT Outer panel 1 12.0 75 Repl LT Wheel opening black 1 19.20 0.3 76 STEERING 77 Repl Whl w/o lthr, wjt~t cstm 1 14]..00 0.5 M 78* Repr REMOVE DECALS AS'NSCESSARY 1 1.0 79* FRAME/UNIBODY 1 X 250.00 Subtotals =__> 2971.85 42.7 20.1r yr335 00` PRELIMINARY REPAIR ORDER 02/23/98 at 10:13 FED.I.D.#73-1332822 PRUITT'S BODY SHOP, INC. ~ CERTIFIED COLLISION REPAIR CENTER 11440 E. 81ST STREET N. OWASSO, OK 74055-2624 (918) 272-7000 FIRE DEPARTMENT R.O. 4157 Est: K. MULLEN Parts 2971.85 Body Labor 39.9 units @ $28.00 1117.20 Paint Labor 20.1 units @ $28.00 562.80 Paint/Materials 20.1 units @ $18.00 361.80 Mech. Labor 2.8 units @ $55.00 154.00 Sublet/Mist --------- ------- 335.00 -------- --------------- SUBTOTAL ----- $ 5502.65 Tax on $ 3056.85 at O.000Oo - ------- 0.00 -------- --------------- GRAND TOTAL --------------- ----- ----- -------- --------- $ ------- 5502.65 -------- INSURANCE PAYS $ 5502.65 ~ SOMETIMES AFTER THE WORK HAS BEEN STARTED ADDITIONALLY DAMAGED OR WORN PARTS ARE DISCOVERED WHICH WERE NOT EVIDENT ON FIRST INSPEC- TION.THIS DAMAGE REPORT DOES NOT COVER OR INCLUDE ANY ADDITIONAL PARTS OR LABOR WHICH MAY BE REQUIRED. ALL PARTS PRICES ARE SUBJECT TO INVOICE.******:***s.*******+************:*******r**+**********++***:**********+******,r***********************r**w********w***w**r* *****THIS DAMAGE REPORT MAY HAVE BEEN PREPARED BASED ON THE USE OFONE OR MORE CRASH PARTS SUPPLIED BY A SOURCE OTHER THAN THE MANU- FACTURER OF YOUR MOTOR VEHICLE. WARRANTIES APPLICABLE TO THESE REPLACEMENT PARTS ARE PROVIDED BY THE MANUFACTURER OR DISTRIBUTOR RATHER THAN BY THE MANUFACTURER OF YOUR VEHICLE.*****************+****************************************************************** ' WARNING ANY PERSON WHO KNOWINGLY, AND WITH INTENT TO INJURE, DEFRAUD OR DECEIVE ANY INSURER, MAKES ANY CLAIM FOR THE PROCEEDS OF AN INSURANCE POI;ICY CONTAINING ANY FALSE, INCOMPLETE OR MISLEADING INFORMATION IS GUILTY ' OF A FELONY. THIS ESTIMATE HAS BEEN PREPARED BASED ON THE USE OF CRASH PARTS SUPPLIED BY A ^ SOURCE OTHER THAN -THE MANUFACTURER OF YOUR MOTOR VEHICLE. WARRANTIES APPLICABLE TO THESE REPLACEMENT PARTS ARE PROVIDED BY THE MANUFACTURER OR DISTRIBUTOR OF THESE PARTS RATHER THAN THE MANUFACTURER OF YOUR VEHICLE. ' Estimate based on MOTOR CRASH ESTIMATING GUIDE. Non-asterisk(*) items are derived from the Guide DR1GA92. Database Date 10/97 Double asterisk(**) items indicate part supplied by a supplier other than the original equipment manufacturer. CAPA items have been certified for fit and finish by the Certified Auto Parts Association. ^ EZEst - A product of CCC Information Services Inc. Page: 4