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Home My WebLink About1998.01.06_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: January 6, 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, January 2, 1998. Marci outwell, 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 December 16, 1997 Regular Meeting and December 22, 1997 Special Meeting. Attachment #4 -A B. Approval of Claims. Attachment #4 -13 Owasso Public Works Authority January 6, 1998 Page 2 5. Consideration and Appropriate Action Relating to Resolution #98 -01, A Resolution Adopting the 1997 Wastewater Master Plan as a Policy Statement of the Owasso Public Works Authority. Mr Carr Attachment #5 The staff will recommend Trustee approval of OPWA Resolution #98 -01, thereby adopting as a policy statement the Wastewater Master Plan under contract with the Authority, produced by FHC Inc. 6. Consideration and Appropriate Action Relating to Change Order #2, a Change Order to a Contract Between the Owasso Public Works Authority and Walters Morgan Construction Co for the Construction of Improvements to the Wastewater Treatment Facility. Mr Carr ' Attachment #6 The staff will recommend Authority approval to add weather - related calendar days to the ' contract for the Wastewater Treatment Plant Phase I, increasing the contract time by 25 days. 7. Report from OPWA Manager I Owasso Public Works Authority January 6, 1998 Page 3 8. Report from OPWA Attorney 9. Unfinished Business 10. New Business 11. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, December 16, 1997 The Owasso Public Works Authority met in regular session on Tuesday, December 16, 1997 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, December 12, 1997. ITEM 1: CALL TO ORDER Chairman Barnhouse called the meeting to order at 7:30 p.m. ITEM 2 FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT ABSENT Mary Lou Barnhouse, Chair Tracy Standridge, Vice Chair Michael Helm, Trustee Denise Bode, Trustee Mark Wilken, Trustee STAFF hi Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of December 2, 1997 Regular Meeting. B. Approval of Claims Dr Bode moved, seconded by Mr Wilken, to approve the consent agenda. The consent agenda included minutes of the December 2, 1997 meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $121,447.88; (2) Payroll $27,729.72. AYE: Bode, Wilken, Helm, Standridge, Barnhouse NAY: None Motion carried 5 -0. Owasso Public Works Authority December 16, 1997 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #97 -03. A RESOLUTION PRELIMINARILY APPROVING THE ISSUANCE OF THE AUTHORITY'S UTILITY REVENUE BONDS REFUNDING SERIES 1997 (THE BONDS) FOR THE PURPOSE OF REFUNDING THE AUTHORITY'S PUBLIC IMPROVEMENT REVENUE BONDS, SERIES 1988: APPROVING THE PRELIMINARY OFFICIAL STATEMENT PERTAINING TO THE ISSUANCE OF THE BONDS AND DEEMING SAID PRELIMINARY OFFICIAL STATEMENT "NEAR FINAL" AND AUTHORIZING DISTRIBUTION OF THE SAME. AN UNDERWRITER WITH RESPECT TO THE SALE OF THE BONDS, CONTAINING OTHER PROVISIONS RELATING THERETO Mr Allan Brooks presented the resolution that would allow representatives of the city to initiate the refunding of the 1988 series bond issue by declaring the official statement near final. Refinancing the bonds would result in an approximate savings of $391,000. Mr Wilken moved, seconded by Dr Bode, to approve Resolution #97 -03. AYE: Wilken, Bode, Helm, Standridge, Barnhouse NAY: None Motion carried 5 -0. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE PRESENTATION OF AN INDEPENDENT AUDIT OF FINANCIAL TRANSACTIONS FOR THE OPWA FUND FOR FY 1996 -97 AND A REQUEST FOR THE TRUSTEES TO RECEIVE THE AUDIT REPORT Ms Bishop said that the annual audit, completed by the firm of Carlson & Cottrell, has been completed and reviewed by staff and is ready to be received by the Trustees. Dr Bode moved, seconded by Mr Wilken, to receive the audit for information, review and filing. AYE: Bode, Wilken, Helm, Standridge, Barnhouse NAY: None Motion carried 5 -0. ITEM 7: REPORT FROM OPWA MANAGER No report. 2 Owasso Public Works Authority ITEM 8: REPORT FROM OPWA ATTORNEY No report. ITEM 9: UNFINISHED BUSINESS None. ITEM 10: NEW BUSINESS None. ITEM 11: ADJOURNMENT Dr Standridge moved, seconded by Mr Helm to adjourn. AYE: Standridge, Helm, Bode, Wilken, Barnhouse NAY: None Motion carried 5 -0, and the meeting was adjourned at 7:35 p.m. Marcia Boutwell, Authority Secretary. December 16, 1997 Mary Lou Barnhouse, Chairperson OWASSO PUBLIC WORKS AUTHORITY MINUTES OF SPECIAL MEETING Monday, December 22, 1997 The Owasso Public Works Authority met in special session on Monday, December 22, 1997 in the Owasso City Hall Lower Level Conference Room per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:30 p.m. on Wednesday, December 17, 1997. ITEM l: CALL TO ORDER & ROLL CALL. Chairman Barnhouse called the meeting to order at 7:40 a.m. Present: Mary Lou Barnhouse, Chair; Tracy Standridge, Vice Chair; Denise Bode, Trustee; Mark Wilken, Trustee; Rodney J Ray, City Manager; Sherry Bishop, Director of Finance; Marcia Boutwell, Secretary; Ronald D Cates, Trust Attorney; Keith McDonald; Allan Brooks. Absent: Michael Helm, Trustee. A quorum was declared present. ITEM 2: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #97 -04, A RESOLUTION OF THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY (THE "AUTHORITY ") AUTHORIZING THE ISSUANCE OF ITS REVENUE REFUNDING BONDS SERIES 1997 (THE "BONDS") FOR THE PURPOSE OF ADVANCE REFUNDING THE AUTHORITY'S PUBLIC IMPROVEMENT REVENUE BONDS, SERIES 1988, AND PAYING CERTAIN LEGAL AND FINANCING COSTS, WAIVING COMPETITIVE BIDDING AND AUTHORIZING THE BONDS TO BE SOLD ON A NEGOTIATED BASIS AND AT A DISCOUNT• APPROVING A CONTRACT OF PURCHASE WITH RESPECT TO THE SALE OF THE BONDS AND AUTHORIZING AND DIRECTING EXECUTION THEREOF BY THE CHAIRPERSON OR VICE CHAIRPERSON OF THE AUTHORITY: RATIFYING AND CONFIRMING A LEASE AS HERETOFORE AMENDED (THE "LEASE ") BY AND 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 AND AUTHORIZING THE EXECUTION OF A GENERAL BOND INDENTURE DATED AS OF DECEMBER 1 1997 (WHICH GENERAL BOND INDENTURE REPLACES AND SUPERSEDES IN ALL RESPECTS THE BOND INDENTURE DATED AS OF NOVEMBER 1, 1988), AS HERETOFORE SUPPLEMENTED AND A SERIES 1997 SUPPLEMENTAL BOND INDENTURE (COLLECTIVELY WITH OTHER AMENDMENTS REFERRED TO HEREIN AS THE "INDENTURE ") AUTHORIZING THE ISSUANCE AND SECURING THE PAYMENT OF THE BONDS: APPROVING AND AUTHORIZING EXECUTION OF A SECURITY AGREEMENT PERTAINING TO A YEAR -TO -YEAR PLEDGE OF CERTAIN SALES TAX REVENUE: APPROVING THE OFFICIAL STATEMENT PERTAINING TO SAID BONDS AND AUTHORIZING DISTRIBUTION OF THE SAME AND AUTHORIZING THE CHAIRPERSON OR VICE Owasso Public Works Authority December 22, 1997 CHAIRPERSON OF THE AUTHORITY TO APPROVE ANY CORRECTIONS TO SAID OFFICIAL STATEMENT• PROVIDING THAT THE DECLARATION OF TRUST CREATING THE AUTHORITY IS SUBJECT TO THE PROVISIONS OF SAID INDENTURE• AUTHORIZING AND DIRECTING THE EXECUTION OF BONDS AND OTHER DOCUMENTS RELATING TO THE TRANSACTION INCLUDING BUT NOT BY WAY OF LIMITATION DOCUMENTATION NECESSARY TO SECURE BOND INSURANCE A REFUNDING ESCROW AGREEMENT AND A CONTINUING DISCLOSURE CERTIFICATE• ESTABLISHING THE AUTHORITY'S EXPECTATIONS WITH RESPECT TO ISSUANCE OF TAX - EXEMPT BONDS IN CALENDAR YEAR 1997 AND DESIGNATING THE BONDS AS "BANK QUALIFIED "• AND CONTAINING OTHER PROVISIONS RELATING THERETO. Mr Brooks presented the item. Mr Wilken moved, seconded by Dr Bode, to approve OPWA Resolution #97 -04. AYE: Wilken, Bode, Standridge, Barnhouse NAY: None Motion carried 4 -0. ITEM 3: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR A SUPPLEMENTAL APPROPRIATION TO THE OPWA SALES TAX FUND BUDGET AND AUTHORIZATION FOR THE EXPENDITURE OF $900,000 FOR THE PURPOSE OF DEBT SERVICE. Ms Bishop presented the request to amend the OPWA Sales Tax Fund budget by increasing the transfer from the Capital Improvements Fund by $500,00 and increasing the expenditure for Debt Service by $900,000. The remaining $400,000 is available in existing Fund Balance. The requested supplemental appropriation is necessitated as a result of the issuance of Revenue Refunding Bonds, Series 1997. Mr Wilken moved, seconded by Dr Standridge, to approve the requested amendment to the OPWA Sales Tax Fund budget. AYE: Wilken, Standridge, Bode, Barnhouse NAY: None Motion carried 4 -0. 2 Owasso Public Works Authority ITEM 4: ADJOURNMENT Dr Bode moved, seconded by Dr Standridge to adjourn. AYE: Bode, Standridge, Wilken, Barnhouse NAY: None Motion carried 4 -0, and the meeting was adjourned at 7:42 a.m. Marcia Boutwell, Authority Secretary 3 December 22, 1997 Mary Lou Barnhouse, Chairperson CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 12/31/97 8:17:56 A/P CLAIMS REPORT APAPVR PAGE: 11 PO # VENDOR DESCRIPTION AMOUNT 981509 COUNTRYSIDE FLOWERS REFUND OVERPAYMENT 981510 THOMAS OR STEPHANIE HURD REFUND OVERPAYMENT 981545 TREASURER PETTY CASH REIMB PETTY CASH DEPARTMENT TOTAL =___> OPWA ADMINISTRATION 37.40 44.05 22.89 104.34 MD 980275 WESTERN BUSINESS PRODUCTS COPIER MAINTENANCE 158.84 980839 WAL -MART OFFICE SUPPLIES 140.43 981074 HOWARD STAMPER RETAINER /SERVICES 150.00 981435 CLASSIC ELECTRIC INC ELECTRICAL SERVICE 209.05 981486 OKIE ONE CALL SYSTEM MEMBERSHIP FEE 100.00 981508 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 12.03 981511 TREASURER PETTY CASH GARY ORR- REMODEL LABOR 167.00 981517 SAM'S CLUB OFFICE SUPPLIES 14.98 981528 TRI COUNTY OFFICE SUPPLY OFFICE SUPPLIES 13.08 981545 TREASURER PETTY CASH OFFICE SUPPLIES 61.37 '981561 OKLAHOMA NATURAL GAS 11/97 USE 92.14 981563 SOUTHWESTERN BELL TELE 11/97 PLEXAR 88.92 981564 AT &T WIRELESS SERVICES 12/97 PAGER USE 6.95 981569 MCI TELECOMMUNICATIONS 11/97 USE 14.99 DEPARTMENT TOTAL =___> 1,229.78 UTILITY BILLING ------------------------------ 981352 RANDY ALEXANDER METER READER 34.50 981441 BRAD SPARKMAN METER READER 330.30 981443 OSCAR MCLAURIN METER READER 211.50 981444 TYRONE DINKINS METER READER 117.00 981506 GLOBAL COMPUTER SUPPLIES PRINTER RIBBONS 321.32 DEPARTMENT TOTAL =___> 1,014.62 WATER 980351 WATER PRODUCTS INC METER CAN LIDS 257.20 980423 WATER PRODUCTS INC WATER METERS 3/18/97 1,586.60 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 94.40 MD CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 12/31/97 8:17:56 A/P CLAIMS REPORT APAPVR PAGE: 12 PO # VENDOR DESCRIPTION AMOUNT 980674 ADVANCED WARNINGS BARRICADE RENTAL 48.60 980766 WATER PRODUCTS INC REPAIR SUPPLIES 769.20 980766 WATER PRODUCTS INC REPAIR SUPPLIES 114.32 980766 WATER PRODUCTS INC REPAIR SUPPLIES 1,356.12 980839 WAL -MART OFFICE SUPPLIES 19.96 980994 WATER PRODUCTS INC REPAIR SUPPLIES 163.60 980995 WAL -MART UNIFORM PANTS 238.92 981375 EQUIPMENT ONE RENTAL & SA WINTER OVERALLS 218.00 981408 FREEDOM PERSONNEL INC TEMPORARY PERSONNEL 423.20 981408 FREEDOM PERSONNEL INC TEMPORARY PERSONNEL 423.20 981419 CHEROKEE BOSE & SUPPLY REPAIR PARTS -PUMP 43.55 981477 DEPT OF ENVIRONMENTAL QUA TEMP LICENSE - DICKINSON 40.00 981488 USUABLE STEEL YARD HYDRANT POLES 125.00 981489 VERDIGRIS VALLEY SOD FARM SOD- REPAIRS 30.00 981490 COOPER WHOLESALE REPAIR PARTS 55.80 981545 TREASURER PETTY CASH REPAIR SUPPLIES 30.00 981545 TREASURER PETTY CASH REIMB PETTY CASH 13.50 981562 SOUTHWESTERN BELL TELE 11/97 NON - PLEXAR 63.00 981563 SOUTHWESTERN BELL TELE 11/97 PLEXAR 49.10 981564 AT &T WIRELESS SERVICES 12/97 PAGER USE 20.85 981569 MCI TELECOMMUNICATIONS 11/97 USE .72 DEPARTMENT TOTAL =__ => 6,184.84 WASTEWATER TREATMENT PLANT 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 101.60 980839 WAL -MART CLEANING SUPPLIES 91.90 980922 ROSE STATE COLLEGE TUITION -FLICK 105.00 980995 WAL -MART UNIFORM PANTS 364.30 981000 INFILCO DEGREMONT, INC. UV REPAIR 3,715.87 981156 ROSE STATE COLLEGE TUITION -SIMMS 150.00 981370 WASTE MANAGEMENT OF OKLA TIPPING FEES -10/97 206.84 981414 ADVANCED CHEMICAL CHLORINE 342.00 981420 CLIFFORD POWER SYSTEMS IN LP VALVE - BRENTWOOD 117.15 981545 TREASURER PETTY CASH REIMB PETTY CASH 4.50 981563 SOUTHWESTERN BELL TELE 11/97 PLEXAR 46.38 981564 AT &T WIRELESS SERVICES 12/97 PAGER USE 13.90 981569 MCI TELECOMMUNICATIONS 11/97 USE 3.59 981574 FHC, INC. WW MASTER PLAN 12/5/95 3,000.00 DEPARTMENT TOTAL = = = => 8,263.03 WASTEWATER COLLECTION ------------------------------ 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 41.60 REFUSE COLLECTIONS 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 83.20 CITY OF OWASSO PUBLIC OWASSO WORKS AUTHORITY WAL -MART UNIFORM PANTS 12/31/97 8:17:56 A/P CLAIMS REPORT APAPVR PAGE: 13 COMMERCIAL REFUSE PO # VENDOR DESCRIPTION AMOUNT ROUTE NOTICES 980995 WAL -MART UNIFORM PANTS 133.12 TIPPING FEES -10/97 981155 ROSE STATE COLLEGE TUITION - WASHINGTON 150.00 REFUSE TRUCK TOWING 981343 MIDWESTERN EQUIP CO VERTICAL SHORING RENTAL 500.00 '981366 31.00 1,500.00 DOZIER PRINTING CONFINED SPACE FORMS 40.25 WINDSHIELD - REFUSE TRUCK 981369 WATER PRODUCTS INC REPAIRS -N ATLANTA 34.36 REFLECTIVE FLARES 981372 RADIO SHACK TWO -WAY RADIOS 199.98 981479 SMITH & LOVELESS MECHANICAL SEALS 280.49 981487 WAYEST SAFETY, INC. SENSOR FOR AIR MONITOR 154.67 18.40 981489 VERDIGRIS VALLEY SOD FARM SOD- REPAIRS 30.00 UNIFORM PANTS 981495 MARTEC SYSTEMS PARTS -LIFT STATION 110.00 11/97 PLEXAR 981496 JATASCO PARTS -LIFT STATION 72.96 12/97 PAGER USE 981501 CLIFFORD POWER SYSTEMS IN PARTS -LIFT STATION 217.15 DEPARTMENT TOTAL =___> 981545 TREASURER PETTY CASH TRAINING- McKNIGHT 25.23 981561 OKLAHOMA NATURAL GAS 11/97 USE 296.35 FUND TOTAL =___> 981562 SOUTHWESTERN BELL TELE 11/97 NON - PLEXAR 318.61 981564 AT &T WIRELESS SERVICES 12/97 PAGER USE 6.95 DEPARTMENT TOTAL =___> 2,611.72 IREFUSE COLLECTIONS ------------------------ - - - - -- "im 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 83.20 980995 WAL -MART UNIFORM PANTS 351.84 981263 WASTE MANAGEMENT OF OKLA COMMERCIAL REFUSE 14,307.05 981366 DOZIER PRINTING ROUTE NOTICES 65.00 981370 WASTE MANAGEMENT OF OKLA TIPPING FEES -10/97 6,748.33 981378 ALLIED TOWING REFUSE TRUCK TOWING 90.00 ' 981405 981461 MULTIPLIER CORP WOODS PORTABLE WELDING BATTERIES REPAIR 84 INTERNATIONAL 31.00 1,500.00 981485 OWASSO GLASS WINDSHIELD - REFUSE TRUCK 152.67 981492 FRONTIER INTERNATIONAL TR REFLECTIVE FLARES 64.00 DEPARTMENT TOTAL =___> 23,393.09 RECYCLE CENTER ------------------------------ ' 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 18.40 980995 WAL -MART UNIFORM PANTS 89.30 981563 SOUTHWESTERN BELL TELE 11/97 PLEXAR 21.91 981564 AT &T WIRELESS SERVICES 12/97 PAGER USE -- -6_95 DEPARTMENT TOTAL =___> 136.56 " FUND TOTAL =___> 42,937.98 "im CITY OF OWASSO OPWA CAPITAL IMPROVEMENT FUND 12/31/97 8:17:56 A/P CLAIMS REPORT APAPVR PAGE: 14 PO VENDOR DESCRIPTION AMOUNT DEBT SERVICE 980003 BANE ONE OWRB LOAN 4,502.10 980003 BANE ONE OWRB LOAN 24,188.50 DEPARTMENT TOTAL =___> 28,690.60 WASTEWATER 980309 NUB + GARVER WWTP CONST 9/03/96 13,622.12 DEPARTMENT TOTAL =___> 13,622.12 WWTP IMPROVEMENTS 980023 WALTERS MORGAN CONSTRUCTI WWTP IMP 11/05/96 175,053.96 DEPARTMENT TOTAL =___> 175,053.96 FUND TOTAL =___> 217,366.68 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 12/31/97 15:13:30 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT WATER 980576 ENLOW FORD TRACTOR INC DEPARTMENT TOTAL =___> FUND TOTAL GRAND TOTAL BACKHOE 8/19/97 43,366.12 43,366.12 43,366.12 43,366.12 VENDOR CITY OF OWASSO OPWA A/P TRANSFER REPORT DESCRIPTION TRANSFERS CITY GARAGE TRANSFER FROM OPWA WORKERS' COMP SELF -INS TRANSFER FROM OPWA GENERAL FUND TRANSFER FROM OPWA TRANSFERS TOTAL AMOUNT 5,750.00 3,842.50 27, 855.33 37,447.83 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 12/20/97 OVERTIME TOTAL DEPARTMENT *'A Aura Utility Billing 0.00 1,671.08 Wastewater 842.25 6,590.36 Refuse 46.32 3782.62 APPROVED: 01/06/98 Chairman Trustee Trustee MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: F. ROBERT CAM JR., P.E. ' G PUBLIC WORKS DIRECTOR t1/� SUBJECT: RESOLUTION ADOPTING WASTEWATER MASTER PLAN DATE: December 23, 1997 BACKGROUND: In December 1995 the Authority contracted with FHC, Inc to develop a wastewater master plan. The FY95 -96 Public Works Department Wastewater Division budget included $60,000 for wastewater master planning. The purpose of the plan is to provide a long-term strategy for developing the wastewater collection and treatment system to meet growth demands over 5 -, 10- and 20 -year periods. In the initial stages of plan development, a task group was assembled for the purpose of formulating a scope of work, selection of a consultant, and providing input to the master planning items and review of the output report items. Eight individuals were assembled for this team. The persons identified provided a cross - section of interests and expertise within the community. The team members were: Robert Carr (Public Works Director and team chair), Tian Rooney (Community Development Director), Doug Groves (previous Engineering Technician), Joe Ramey (previous City Councilor and engineer), Buford Williams (developer /contractor), Steve Compton (developer /planner), Gary Akin (Chamber of Commerce), and Tony Stevens (local business - Water Products). Each team member was available at different stages for review and comment. Due to the length of time the consultants took to provide draft documents for review, the team was unofficially disbanded in early 1997. A draft plan document was submitted for staff review in February 1997. Following input from 1 staff, revisions to the document and completion of the sewer system model, the final plan was submitted in September 1997. The plan documents were presented to Council at a work session on October 16. Discussion was held at the work session concerning presentation of the plan to local developers /engineers prior to formal adoption by Council. Page 2 Wastewater Master Plan Policy CONTENT AND PURPOSE OF THE PLAN: The impact of growth places demands on the infrastructure of the city, specifically on the wastewater collection and treatment system. Proper planning and development of infrastructure will directly impact future growth. The 1997 Wastewater Master Plan is intended to serve as the "road map" for present and future wastewater collection system infrastructure needs. The document incorporates a methodology that combines detailed sewer drainage basins, projected land uses and estimated population densities to calculate wastewater flow in the basin. The flow values were then evaluated to determine collection line and lift station pump sizes, which are computer - modeled to assess existing and future system needs. System needs are detailed in the report based on the present, 5 -, 10- and 20 -year growth projections. Specific data pertaining to land use and population density used in the development of the plan may vary as growth occurs. The plan is intended to be updated periodically to adequately reflect in -place conditions. POTENTIAL IMPACTS: Implementation of the Wastewater Master Plan has the potential to have significant wide - ranging impacts concerning present and future infrastructure. Costs associated with expansion , and extension of the wastewater collection and treatment system can affect development feasibility. It is the policy of the Owasso Public Works Authority to be proactive, rather than reactive in matters of growth and development. The 1997 Wastewater Master Plan is intended to serve as a policy statement for the development, expansion and extension of privately- financed and publicly- financed improvements of the municipal wastewater collection and treatment system of the City of Owasso. To provide a forum to discuss potential development impacts, a meeting was held December 2nd with local developers and engineers to discuss the plan. Two developers (Steve Compton and Noble Sokolosky) and four engineering firms were present at this meeting. Components of the plan were presented and discussion of aspects relative to implementation of the plan was conducted. Most comments received at the meeting were directed toward funding implementation. Attendees were notified that a Resolution adopting the Master Plan as policy would be presented to Council /OPWA in January. Page 3 Wastewater Master Plan Policy MENDATION: Staff recommends Trustees adoption of Owasso Public Works Authority Resolution No. 98 -01 adopting the 1997 Wastewater Master Plan as a statement of the Authority's policy for the extension, expansion and development of the City of Owasso municipal wastewater collection and treatment system.. ATTACHMENTS: 1. Resolution No. 98-01 OWASSO PUBLIC WORKS AUTHORITY OWASSO, OKLAHOMA RESOLUTION NO 98 -01 • RESOLUTION ADOPTING THE WASTEWATER MASTER PLAN AS • STATEMENT OF THE AUTHORITY'S POLICY FOR THE EXTENSION, EXPANSION AND DEVELOPMENT OF THE CITY OF OWASSO MUNICIPAL WASTEWATER COLLECTION AND TREATMENT SYSTEM. WHEREAS, the City of Owasso, Oklahoma is one of the fastest growing communities in the state; and, WHEREAS, the impact of that growth places a great deal of stress on the infrastructure of the city, specifically on the wastewater collection system; and, WHEREAS, proper planning and development of infrastructure today will directly impact growth development tomorrow; and, WHEREAS, it is the policy of the Owasso Public Works Authority to be proactive rather than reactive in matters of growth and development; and, WHEREAS, FHC Inc was awarded a contract on December 5, 1995 to develop a wastewater master plan; and, WHEREAS, a wastewater master plan, dated September 1997, has now been completed; and WHEREAS, the Trustees of the Owasso Public Works Authority, Owasso, Oklahoma have reviewed the 1997 Wastewater Master Plan as developed by FHC Inc and desire to adopt the plan as a policy statement for the development, expansion and extension of privately financed and publicly financed improvements to the municipal wastewater collection and treatment system of the City of Owasso. NOW, THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OKLAHOMA that the Trustees of the Owasso Public Works Authority hereby adopt the 1997 Wastewater Master Plan as a policy statement for the Authority. PASSED AND APPROVED this 6th day of January, 1998 by the Trustees of the Owasso Public Works Authority, Owasso, Oklahoma. Mary Lou Barnhouse, Chairperson ATTEST: Marcia Boutwell, Authority Secretary APPROVED AS TO FORM: Ronald D Cates, Authority Attorney MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: F. ROBERT CARR, JR., P.E. 't PUBLIC WORKS DIRECTOR . SUBJECT: CHANGE ORDER NUMBER 2 - WASTEWATER TREATMENT PLANT CONSTRUCTION DATE: December 29 1997 BACKGROUND: A contract for the construction of the Wastewater Treatment Plant improvements Phase I was awarded to Walters - Morgan Construction, Inc., Manhattan, KS on November 5, 1996 in the amount of $1,923,000. The contract documents detail a total of 395 consecutive calendar days for the construction. There are no provisions for weather delays included in the contract. A meeting was held on November 3, 1997 that included representatives of Walters- Morgan, Larry Lipe (Walters - Morgan attorney), Ron Cates (City Attorney), Bruce Bellen (HUB +Garver Project Manager for construction engineering services to the OPWA) and Robert Carr. The purpose of the meeting was to discuss weather - related time extensions. It was decided at this meeting that weather days should be included in the contract, pending approval of the Authority. A methodology consistent with a standard U.S. Army Corps of Engineers procedure applicable to the Tulsa area was determined to be appropriate for this project. The methodology details the number of work days that should be expected to be lost each month due to adverse weather conditions. A comparison is made with documented National Oceanographic and Atmospheric Administration (NOAH) weather conditions for the Tulsa area.. Documented lost work days based on the NOAA actual conditions exceeding the expected lost days would be added by Change Order to the total contract days. CHANGE ORDER NO 2 PROVISIONS Documentation for Change Order No. 2 to add weather - related calendar days to the time of the contract has been submitted by Walters- Morgan as attached For the period of January 1997 - Page 2 Change Order No. 2 September 1997, a total of 25 calendar days are included in the Change Order to be added to the contract. Approval of this change results in a total cumulative increase of 37 calendar days to the contract. FUNDING SOURCE Additional days added to the contract do not have any immediate associated costs. Costs will be i incurred after the initial 395 calendar days for additional HUB +Garver resident project representative and construction phase engineering services. HUB +Garver has proposed that these costs should be $1.0,400 per month (approximately $335 per calendar day). Based on these costs ' for engineering services, the cost associated with a 25 calendar day extension. for Change Order No. 2 is approximately $8,375. The cumulative time extension of 37 calendar days equates to approximately $12,395 for engineering services. The HUB +Garver engineering services contract contains the preparation of an Operations and Maintenance (O &M) Manual. The fee for preparation of the manual is $31,500. At the present rate of growth of the City of Owasso wastewater collection system, design and construction of an expansion of the treatment facility should be expected within the next 2 or 3 years. In light of this short time frame, HUB +Garver has proposed the O&M manual be deleted from this project and the equipment manufacturer operation manuals be used by our plant staff until the next phase is completed A comprehensive O &M manual could be prepared at that time. Sufficient funds would be available for the additional construction phase services without an increase in the contract amount with HUB +Garver. RECOMMENDATION: Staff recommends the Trustees authorization of a change to the contract for g o the Wastewater Treatment Plant Phase I Improvements with Walters- Morgan Construction Co. for Change Order ' No. 2 to include an increase in the contract time of 25 days. ATTACHMENTS: I L Change Order No. 2. 2. Letter from HUB +Garver detailing fees for an extension of construction phase services dated December 17, 1997. 3. Letter from HUB +Garver concerning deletion of O &M Manual preparation dated December 12, 1997. CHANGE ORDER PROJECT: Wastewater Treatment Plant Phase I CHANGE ORDER NUMBER: 4� E C E ( V E J Improvements — SRF Project No. C- 401146 -03 DATE: November 18, 1997 Owasso Public Works Authority CONTRACT DATE: Notice to Add. Proceed — Jan. 21, 1997 TO CONTRACTOR: Walters- Morgan Const. CONTRACT FOR: Construction 2616 Tuttle Creek/P.O. Box 1687 Improvements at the Wastewater Manhattan, KS 66505 -1687 Treatment Plant The Contract is changed as follows: Relocate lightpole .. ........... Work Directive Change No. 5 Pending Add weather days to contract time — W.D .......... Work Directive Change No. 6 $ 0.00 NET CONTRACT OBLIGATION ADDITION BY CHANGE ORDER NO.2 $ 0.00 Not valid until signed by the Owner and Contractor The original Contract Sum was: $ 1,923,900.00 Net change by previously authorized Change Orders $ -0- The Contract Sum prior to this Change Order was $ 1,923,900.00 The Contract Sum will be (ineFeased) (deefeased) (unchanged) by this Change Order in the amount of $ -0- The new Contract Sum including this Change Order will be $1,923,900.00 The Contract Time will be (increased)(deeFeased) ("ff) by (25) days. The date of Substantial Completion as of the date of this Change Order therefore is March 29, 1998 NOTE: This summary does not reflect changes in the Contract Sum Time, which have been authorized by Construction Change Directive. WALTERS- MORGAN CONSTRUCTION CO. OWASSO PUBLIC WORKS AUTHORITY CONTRACTOR OWNER 2616 Tuttle Creek / P.O. Box 1687 P.O. Box 180 ADDRESS ADDRESS Manhattan Ks 66505 -1687 Owasso Ok 74055 BY _ 2 BY Marvin Bashford, Vice Pr ident DATE November 18 1997 DATE WORK DIRECTIVE CHANGE DATE: November 19. 1997 PROJECT: WASTEWATER TREATMENT PLANT PHASE I IMPROVEMENTS OWNER: OWASSO PUBLIC WORKS AUTHORITY ENGINEER: HUB +Garver CONTRACTOR: Walters Morgan Add 25 calendar days to contract time Add water supply to interior of blower building. Justification or Goal: Calendar days per attached summary from 1/3/97 through 9/30/97 per meeting of 9/2/97 Date to begin work: Immediately Add'I Calendar Days: 25 COST TOTAL TO DATE ESTIMATED ACTUAL Materials Previous WDC $0.00 Labor Other Total with this receipt PT &I (37.71 %) (Est.) Job G &A (5.17 %) Profit (15 %) Total (Actual) $0.00 TOTAL $0.00 REQUESTED BY: G"' / //g /q7 Dan Ellis Project Manager DATE RECOMMENDED BY: 11/18/97 ENGINEER HUB +Garver DATE AUTHORIZED BY: OWNER Note: Attach additional backup sheets as required DATE DEC- 9 -97 TUE 10:43 WALTERS- MORGAN CONST, FAX NO. 1 (8bbAb521 F.2 FRO M9-0 1/8 - 1131 211 - 2/28 3/1 - 3t30 411-4/31 5/1-5131 611-6/30 711-7/31 511- 8131 911-9130 S'(J}lrIA7ARY OF 'F MCI'S C 1M UNDER j 15.4.2 FOR DELAYYS A BNO RMAL AMD UNFOREEEA LE W 1 WOM DAYS LOST 8 4 3 4 2 7 2 13 5 TOTAL ANTICIPATED DAYS`_ 3 (10131*10) 6 8 6 6 4 3 3 6 t TIME REQ[ ESTF -D (Calendar Dam 7 0 0 0 0 4 0 14 0 25 ' Taken from the "TIME Ex'T LwNS14NS FOR UNUSUALLY SEVERF. WEATHER" clause of the Corps of Engineers Mingo Creek Project specifications. HUB +Garver Engineers 5415 So. 125th East Avenue Suite 201 Tulsa, Oklahoma 74146 918- 250 -5922 FAX 918 - 250 -6529 HUB +Garver A GarverPlus Company December 10, 1997 Mr. F. Robert Carr, P. E. Public Works Director City of Owasso P. O. Box 180 Owasso, OK 74055 RE: Owasso Wastewater Treatment Plant - Phase I Dear Mr. Carr: Please fmd enclosed one original and three copies of job Change Order No. 2 on the above - referenced project for your review and processing. We recommend approval of the Change Order. Sincerely, HUB+Garver Enclosures Garver +Garver, Little Rock, Arkansas • Elliott +Garver, Jackson, Mississippi, Oxford, Mississippi or HUB +Garver, Tulsa, Oklahoma • Lee +Garver, Louisville, Kentucky, New Albany, Indiana • WTW +Garver, Huntsville, Alabama, Brentwood, Tennessee • Urba +Garver, Mexico City December 17, 1997 Mr. F. Robert Carr, P. E. Public Works Director City of Owasso P. O. Box 180 Owasso, Oil 74055 RE: Owasso Wastewater Treatment Plant - Phase I HUB +Garver Engineers 5415 So. 125th East Avenue Suite 201 Tulsa, Oklahoma 74146 918- 250 -5922 FAX 918 - 250 -6529 HUB +Garver A GarverPlus Company Dear Mr. Carr: This letter is a follow up to our letter of December 12, 1997 concerning the extension of our contract for construction phase services on the above - referenced project. As requested we are providing a breakdown of the proposed resident inspection services and construction phase engineering services as follows: Resident Project Representative (monthly cost) Labor (200 hrs. /mo. x $38.00/hr.) $7,600.00 Travel 400.00 Per Diem 200.00 Communication & Misc. 350.00 Total Monthly Fee Cost $8,550.00 per month Construction Phase Services (monthly cost) Engineer (18 hrs. x $75.00/hr.) $1,350.00 Technician (4 hrs. x $40.00/hr.) 160.00 Clerical (10 hrs. x $25.00/hr.) 250.00 Travel & Misc. 90.00 Total Monthly Cost $1,850.00 per month Garver +Garver, Little Rock, Arkansas • Elliott+Garver, Jackson, Mississippi, Oxford, Mississippi HUB +Garver, Tulsa, Oklahoma • Lee +Garver, Louisville, Kentucky, New Albany, Indiana • WTW +Garver, Huntsville. Alabama, Brentwood, Tennessee • Urba +Garver, Mexico City Mr. F. Robert Carr, P. E. December 17, 1997 Page Two Please let me know if these amounts are acceptable and we will prepare a contract amendment for your review. Sincerely, HUB +Garver cc: Rodney Ray HUB +Garver Engineers 5415 So. 125th East Avenue Suite 201 Tulsa, Oklahoma 74146 918- 250 -5922 December 12, 1997 FAX 918- 250 -6529 HUB +Garver Mr. F. Robert Carr, P. E. Public Works Director A GarverPlus Company City of Owasso P. O. Box 180 Owasso, OK 74055 RE: Owasso Wastewater Treatment Plant - Phase I Dear Mr. Carr: Based on construction time extensions granted and requests for time extension under consideration, the above - referenced project will not be completed within the 13 month contract time in our engineering contract. At this point it appears approximately two months of construction phase services will be required. We propose to provide these services at a fee of $8,550.00 per month for resident inspection plus $1,850.00 per month for project management services for a total of $10,400.00 per month. This amount is less than the prorated monthly fee of $14,420.00 in our engineering contract. As noted our contract contains the preparation of an O &M manual for a fee of $31,500.00. This item could be deleted in light of the plans to proceed with Phase II of the project within the next 2 or 3 years. The deletion of the O &M manual would provide sufficient funds for the additional construction phase services without an increase on our contract amount. In lieu of the O &M manual and as a part of our construction phase services we would provide start up services and bind up submittals and manufacturer's operation manuals for use by your plant staff. I am available to meet with you to discuss this issue at your convenience. This matter needs to be resolved by February, 1998. Sincerely, HUB +Garver cc: Rodney Ray Garver +Garver, Little Rock, Arkansas • Elliott+Garver, Jackson, Mississippi, Oxford, Mississippi HUB +Garver, Tulsa, Oklahoma • Lee +Garver, Louisville, Kentucky, New Albany, Indiana • WTW +Garver, Huntsville, Alabama, Brentwood, Tennessee • Urba +Garver, Mexico City