HomeMy WebLinkAbout1998.10.06 _City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO CITY COUNCIL
TYPE OF MEETING: Regular
DATE: October 6, 1998
TIME: 6:30 p.m.
PLACE: Council Chambers, Owasso Community Center
Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin
board at 4:00 p.m. on Friday, October 2, 1998.
Marci Boutwell, City herk
AGENDA
1. Call to Order
Mayor Bode
2. Invocation
Dianne Moss
Public Works Department
3. Flag Salute
4. Roll Call
5. Consideration and Appropriate Action Relating to the Appointment of a Qualified Elector
as a Councilor for Ward 3.
Mr Cates
Attachment #5
Owasso City Council
October 6, 1998
Page 2
6. Administration of Oath of Office to Ward 3 Councilor.
Ms Boutwell
7. Recognition of Block Party Hosts
Mayor Bode
Mr Rooney
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8. Reading of Mayor's Proclamation
Mayor Bode
Attachment #8
The City of Owasso will join with other cities across Oklahoma in proclaiming October 25,
1998 as a day of remembering and rebuilding, in honor of victims of the April 19, 1995
bombing of the Alfred P Murrah Federal Building.
9. 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 September 15, 1998 Regular Meeting.
Attachment #9 -A
B. Approval of Claims.
Attachment #9 -B
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Owasso City Council
October 6, 1998
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C. Action Relating to Acceptance of Improvements to the Sanitary Sewer Systems
Constructed to Serve Bailey Ranch Estates Il, an Addition to the City of Owasso, Tulsa
County, Oklahoma.
Attachment #9 -C
The staff recommends Council acceptance of the infrastructure improvements.
D. Action Relating to Ordinance #587, an Ordinance Providing for the Annexation of an
Approximate 408.7 Acre Parcel of Land Located Within the Square Mile Area
Bounded by Mingo Road, Garnett Road, East 96th Street North and East 106th Street
North.
Attachment #9 -D
The staff recommends Council approval of Ordinance #587, and has listed this item in
the consent section of the agenda based on Council action on August 18, 1998 to
approve the annexation in concept and authorize an ordinance.
E. Action Relating to Ordinance #593, an Ordinance Adopting an Optional Retirement
Program for Qualified Employees With the International City Management Association
Retirement Corporation Deferred Compensation Plan.
Attachment #9 -E
M
for the
The staff recommends Council approval of Ordinance #593, and authorization
Mayor to execute the necessary documents for implementation of the optional
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retirement program.
F. Action Relating to the Expenditure of Funds for Building, Property and Equipment
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Insurance 1 Renewal.
Attachment #9 -F
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The staff recommends Council approval of an expenditure in the amount of $25,359
to National American Insurance Company for renewal of the above - mentioned
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insurance.
G. Action Relating to the Expenditure of Funds for General Liability, Public Officials
Errors and Omissions, Law Enforcement Professional Liability, Employee Benefits
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Liability, and Auto Liability Insurance Po#w Renewal.
Attachment #9 -G
t
The staff recommends Council approval of an expenditure in the amount of $50,119
to National American Insurance Company for renewal of the above - mentioned
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insurance.
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Owasso City Council
October 6, 1998
Page 4
H. Action Relating to the Expenditure of Funds for Public Official Blanket Position Bond
and Public Entity Employee Honesty Blanket Bond Renewals.
Attachment #9 -H
The staff recommends Council approval of an expenditure in the amount of $857.50
to Western Surety for Public Official Blanket Bond renewal and $114.00 to Western
Surety for Public Entity Employee Honesty Blanket Bond renewal.
Action Relating to a Request for Council Approval of an Amendment to a Previously ,
Awarded Grant, Such Amendment to Fund the Purchase of a Commercial Deep Freezer
for the Community Center. ,
Attachment #9 -I
The staff recommends Council acceptance of grant funds from the Tulsa Area Agency '
of Aging in the amount of $3466 to be used for the purchase of a Hobart Commercial
Deep Freezer unit for the Community Center, and authorization for the Mayor to
execute the document. ,
J. Action Relating to a Request for a Supplemental Appropriation and Amendment to the
General Fund Community Center Department Capital Outlay Budget.
See Attachment #9 -I
The staff recommends City Council action to approve a supplemental appropriation to '
the General Fund Budget, wherein estimated revenues are increased by $3466 and
expenditures in the Community Center Department Machinery & Equipment line item
are increased by $3466. ,
10. 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 #10
The staff will recommend that the City Council declare a certain commercial deep freezer
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.
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Owasso City Council
October 6, 1998
Page 5
11. Consideration and Appropriate Action Relating to a Bid to Construct a Restroom Facility
at the Sports Park.
Mr Rooney
Attachment #I I
The staff has solicited and opened bids for the construction of a restroom facility at the
Sports Park, and will recommend that all bids be rejected.
12. Consideration and Appropriate Action Relating to a Contract With Logix Communications
for the Collection of E -911 Funds and Remittance of Same to the City of Owasso.
' Chief Alexander
Attachment #12
The staff will recommend City Council approval and authorization for the Mayor to execute
the appropriate documents which approve the collection of E -911 funds and remittance of
those funds to the City of Owasso.
' 13. Consideration and Appropriate Action Relating to a Contract With the Oklahoma Air
National Guard.
' Chief Alexander
Attachment #13
The staff will recommend Council approval of a contract allowing the Air National Guard
the use of the City of Owasso Police Firing Range at a cost of $2000 per year, and
authorization for the Mayor to execute the document.
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Owasso City Council
October 6, 1998
Page 6
14. Consideration and Appropriate Action Relating to the Award of a Contract for Highway 169
Enhancement - Landscaping.
Mr Lutz
Attachment #14
The staff has completed the bidding process, reviewed the bids received, and will
recommend that the Council award a contract for Highway 169 landscaping to Robinson's
Custom Lawnmowing and Landscaping, Berryville, AR in the amount of $12,910. '
15. Consideration and Appropriate Action Relating to Change Order #1, a Change Order to a
Contract Between the City of Owasso and Robinson Custom Lawnmowing and Landscaping ,
for Highway 169 Landscaping.
Mr Lutz
See Attachment #14
The staff will recommend Council approval of Change Order #1, increasing the contract
amount by $2089 for clarification of the scope of work required for group plantings.
16. Consideration and Appropriate Action Relating to Change Order #1 and Change Order #2, '
Change Orders to a Contract Between the City of Owasso and Yocham Enterprises for NSP
Roadway and Utility Improvements. '
Mr Lutz
Attachment #16
The staff will recommend Council approval of Change Order #1, decreasing the contract
amount by $7393 for revised quantities for existing bid items, and Change Order #2,
increasing the contract amount by $86,266 for new bid items.
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Owasso City Council
October 6, 1998
Page 7
17. Report from City Manager
18. Report from City Attorney
19. Reports from City Councilors
20. New Business
21. Adjournment
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MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: RONALD D CATES
CITY ATTORNEY
SUBJECT: APPOINTMENT OF WARD 3 CITY COUNCILOR
DATE: September 29, 1998
BACKGROUND:
Pursuant to Council direction, the staff has caused a notice of a vacancy in the Ward 3 City
Council office to be published. The form of that notice was as a news article printed by The
Owasso Reporter on Thursday, September 17, 1998. The article contained all of the information
required by the City Council policy relating to the filling of vacancies in Council offices and set
a deadline of 5:00 p.m. on September 28th for persons to submit a "letter of interest ". Since
that notice was published, the staff has sent "letters of interest" to the Council as they were
received.
The following persons have submitted the required "letter of interest" for your consideration:
Randall M Perkinson 13901 E 87th PI N
J Duston Smith 8912 N 124th East Ave
James Rice Sr 8930 N 119th East Ave
Susan Kimball 13900 E 87th Ct N
Ms Boutwell has verified that each of the above addresses are within the boundaries of Ward 3
and that the City Council was notified of each letter of interest on the day that it was received.
The agenda provides an opportunity for the Council to select from the candidates a person to fill
the Ward 3 vacancy. Such selection requires a valid motion and second, and a majority vote
of the remaining Councilors (three votes).
Should the Council fill the vacancy by such action, the oath of office will be administered to the
selected candidate under the next agenda item.
ATTACHMENTS:
' 1. Policy Statement Relating to Selection Process
2. Copy of Newspaper Notice
3. Letters of Interest (Randall Perkinson, Duston Smith, James Rice, Susan Kimball)
NOTICE OF CITY COUNCIL VACANCY
The City of Owasso requests "letters of interest" from citizens interested in filling a
vacancy on the City Council created by the resignation of the Ward 3 Councilor. The person
appointed by the Council to fill that vacancy must be a resident of Ward 3 of the City of
Owasso. For a general description of the Ward 3 boundaries, see the ward map below or for
a specific legal description, contact Owasso City Clerk, Marcia Boutwell, 207 S Cedar, Owasso,
OK, 918 - 272 -2251.
Only qualified electors of the City of Owasso who reside in Ward 3 shall be considered
for the appointment to fill this vacancy. Upon appointment, such Councilor shall continue to
reside within Ward 3 during the entire term of said Councilor's office, or upon removal of
residence therefrom, forfeit such office. No Councilor may hold any office in the City
government by appointment by the City Manager or by any subordinate of the City Manager.
This appointment shall be for a period of time until the next regular City election for
Councilors. At that time, a Councilmember shall be elected to serve a full term.
Letters of Interest shall contain information clearly indicating the address of the interested
citizen, the voting precinct of the interested citizen, and any other information the interested
citizen should wish to include, provided that such submittal shall not exceed 10 total pages of
standard 81h" x 11" paper.
All "letters of interest" shall be received by the Owasso City Clerk, beginning on
September 18, 1998 and ending on September 28, 1998. Letters must be placed in an envelope
clearly marked "letter of interest ". All letters must be mailed or delivered to:
City of Owasso
207 S Cedar
PO Box 180
Owasso, Oklahoma 74055
ATTENTION: Marcia Boutwell
City Clerk
No letter will be accepted after 5:00 p.m. on September 28, 1998.
The Owasso City Council expects to take action at the October 6, 1998 City Council meeting
to fill the Ward 3 vacancy. Upon appointment by the Council, the person selected shall
immediately be administered the Oath of Office and seated as a member of the City Council.
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OWASSO CITY COUNCIL
POLICY STATEMENT
It shall be the Policy of the Owasso City Council to fill vacancies in its membership, when such
vacancies occur after the close of a regular filing period for candidates for Council and the
unexpired term of the vacancy extends beyond the time when the terms for Council members
elected that year begin, utilizing the following process:
Section A - A vacancy in the Council membership shall be declared upon the receipt of a
properly submitted resignation from a member of the Council in writing setting
forth an effective date, or by a vote of the Council if such vacancy is caused by
appropriate Council action pursuant to law; or by a vote of the Council if such
vacancy is otherwise created wherein such written resignation is not received, but
an obvious vacancy is created.
Section B - Upon declaration of a vacancy as described in Section A (above), the Council shall,
by majority vote, instruct the City Clerk to cause to be published in a newspaper
of local circulation a notice of such vacancy and a request for persons interested in
being considered as candidates to fill the vacancy to file "letters of interest" with
the Clerk during an established ten -day acceptance period, such period to begin no
later than five days after publication of the notice of vacancy.
Section C - The notice of vacancy shall be written and published in a manner to communicate,
at a minimum, the following information: '
1. The number of the Ward(s) wherein the vacancy has occurred.
2. A map of the Wards of the City and a general description of the political
boundaries of the Ward(s).
3. A statement of qualifications as stated in Section 2 -1 of the Owasso City
Charter.
4. The address of the City Clerk and the manner of marking the envelope
containing the "letter of interest ".
5. The beginning date and ending date and ending time that "letters of interest"
are to be accepted.
6. A request for information relative to the address of the interested citizen, the
voting precinct of the interested citizen, and any other information the
interested citizen should wish to include in his /her submittal, provided,
however, that such submittal shall not exceed ten total pages of standard 81/2"
x 11" size paper or copies.
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7. A tentative date, established by the Council, for action on filling the vacancy
to be taken as an agenda item of the City Council, notice to clearly state that
such date is tentative and, due to various reasons, could be altered to a later
date.
Section D - All "letters of interest" shall be received by the City Clerk or designee and
thereupon shall be noted the date and time of receipt, as well as the name of the
person receiving the submittal. Such notations to be directly upon the "letter of
interest" and not on the envelope in which the letter was contained.
Section E - Upon receipt of a "letter of interest ", the City Clerk or designee shall consult a
Ward map or other instrument to determine if the address listed as the citizen's
residence is within the boundaries of the Ward in which the vacancy is declared to
exist. In all cases, such verification shall be noted directly upon the original "letter
of interest" in a manner to denote whether or not the listed address is or is not
considered to be within the affected Ward. In all cases wherein the initial
determination by the Clerk or designee is that the listed address is not within the
Ward which has been declared to be vacant, a follow -up verification by the City
Planner or designee is required before such is noted on the "letter of interest".
Section F - Upon completion of the requirements of Section E, the City Clerk or designee shall
cause to be made duplicates of the submittal in the exact number as of the
remaining Council members and in as exact form as possible. Each submittal shall
be bound in a manner to insure the integrity of the submittal, but in no event shall
any changes be made in the manner of the submittal presentation that would
enhance or detract from the original submittal.
Section G - The City Clerk or designee shall, at the close of business (5:00 p.m.) each day
during the ten day acceptance period, deliver to the remaining Council members all
submittals received during that day. In no event shall any submittal be delivered
to any Council member on any date other than the date the submittal is received.
Provided, however, that in the event a remaining Council member has notified the
City Clerk that the delivery of submittals to him /her received on a certain day
should be delayed due to his /her request, such request to be noted in the master file
maintained for each vacancy. The original of each submittal shall be retained by
the Clerk or designee in a master file containing all notices, documents,
publications, notes, and submittals of the selection process from its inception.
Section H - The Council shall direct the City Manger to place an item on the Council agenda
for action within fifteen days of the date of the close of accepting "letters of
interest ". In the event actual action on the item is not taken by the Council, such
item shall either be continued to a date specific or shall be continued to the next
regularly scheduled Council meeting.
Section I - Upon action by the Council and the successful selection of a successor to the
position, such person shall immediately be administered the oath of office and
seated as a member of the City Council.
Adopted May 4, 1993
September 24, 1998
The Honorable Mayor Denise Bode and City Council Members
c/o Marcia Boutwell, City Clerk
City of Owasso
207 South Cedar
P.O. Box 180
Owasso, Oklahoma 74055
Dear Mayor Bode and City Council Members,
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! SEP 2 4 1998
LL k LZI
With this letter I wish to express my desire to be considered for the Ward 3 City Council
position recently vacated by Dr. Tracy Standridge.
Though I am a new resident of the City of Owasso, moving here this past March, I have
quickly come to love my new hometown. I have enjoyed the opportunity to attend city
council meetings and get a feeling for the many exciting things happening in our city. I am
proud to tell people that I am a resident of Owasso, Oklahoma.
As a Professional Engineer, I have spent my 15'/2 year career working to develop streets,
highways, and other infrastructure projects that enhance the health, safety, and welfare of
the citizens who will use those facilities. Daily I am presented with problems and challenges
that must be thoroughly reviewed prior to making a decision about how to proceed. I feel
strongly the problem solving skills I have developed would be extremely valuable to me if I
am selected to serve on the City Council as the Ward 3 Councilor.
My employer, TranSystems Corporation Consultants, is supportive of my desired
involvement with city government. I have talked with the City Attorney to insure that being a
city councilor will not prohibit my firm from submitting proposals for engineering work to the
City of Owasso, and was able to confirm that is the case. I would certainly recuse myself
from any council business that even remotely involved my firm.
In the following pages I present information I believe may be helpful in getting to know more
about me. I would be glad to talk with or meet with you to answer any questions you may
have about my background if you feel that would be necessary or helpful.
I am excited about this opportunity to be considered for service to my fellow citizens. I look
forward to attending the upcoming council meeting to hear of your decision.
Sincerely,
41 /244'-�
Randall M. Perkinson
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Work History:
Since my graduation from UMR in 1982, 1 have worked for only two companies.
In February, 1983, 1 was hired by the consulting engineering firm of Howard Needles
Tammen & Bergendoff, now known as HNTB Corp., in Kansas City, Missouri. I progressed
' through the ranks at HNTB holding positions as a Structural Engineer, Engineering
Programmer, Engineering CADD Manager, Transportation Engineer, and Project Manager.
' In the fall of 1997, TranSystems Corporation, another consulting engineering firm
headquartered in Kansas City, Missouri, offered me the opportunity to help start a new office
in Tulsa, Oklahoma. I accepted this once -in -a- lifetime opportunity and switched firms last
' October, moving to Oklahoma last spring. I currently head up a group of 6 engineers and
technicians designing several highway projects that are a part of the state's $1 billion Capital
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Personal Data for Randall M. Perkinson
Address:
Brentwood Park Subdivision
13901 East 87th Place North
Owasso, Oklahoma 74055
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Precinct:
720755
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Phone Numbers:
Home: (918) 272 -5610
Work: (918) 587 -9988
Mobile: (918) 633 -1156
Date of Birth:
December 14, 1960
Family:
Wife - Grayce
Sons - Kyle (9) and Ethan (7)
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Education:
High School: Kirkwood High School
Kirkwood, Missouri (a St. Louis Suburb)
Graduated June, 1979
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College
College: Central Methodist
Fayette, Missouri
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Pre - Engineering, Aug. 1979 - Dec. 1980
University of Missouri - Rolla
Rolla, Missouri
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B.S. Civil Engineering, Cum Laude, Dec. 1982
Post - Graduate: Baker University
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Overland Park, Kansas
MBA, December, 1997
Work History:
Since my graduation from UMR in 1982, 1 have worked for only two companies.
In February, 1983, 1 was hired by the consulting engineering firm of Howard Needles
Tammen & Bergendoff, now known as HNTB Corp., in Kansas City, Missouri. I progressed
' through the ranks at HNTB holding positions as a Structural Engineer, Engineering
Programmer, Engineering CADD Manager, Transportation Engineer, and Project Manager.
' In the fall of 1997, TranSystems Corporation, another consulting engineering firm
headquartered in Kansas City, Missouri, offered me the opportunity to help start a new office
in Tulsa, Oklahoma. I accepted this once -in -a- lifetime opportunity and switched firms last
' October, moving to Oklahoma last spring. I currently head up a group of 6 engineers and
technicians designing several highway projects that are a part of the state's $1 billion Capital
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Improvements Program. I am also involved in manageing all of the preconstruction activities
for the projects in the Northwest portion of the state under the program.
During my career I have had the opportunity to work on projects with a combined
construction value of more than $500 million.
Professional Society Involvement
Over the course of my career, I have been a very active member of the American Society of
Civil Engineers (ASCE). ASCE is a not - for - profit professional society with over 120,000
members around the world. As a member of this organization, I have volunteered in many
ways.
As a member of the Kansas City Section of ASCE, I was a member of the first Younger
Member Committee that was charged with developing programs and activities to encourage
to active participation of members 32 years of age and younger. Many of the programs we
started back in the mid -1980s continue today in that group.
I also volunteered to serve on the Section's Board of Directors. I spent 7 years on the
Board, completing my term as President of the 1500 member organization last May.
On the regional level I served as a section representative, secretary/treasurer, and vice chair
of the ASCE District 16 Council. This group included members from each ASCE section in
the states of Missouri, Kansas, Colorado, Wyoming, Nebraska, Iowa, and South Dakota. I
was forced to resign my position as vice -chair when I moved to Oklahoma, which is not a
part of District 16.
At the national level, I have been proud to represent my fellow members as a member of the
following committees:
Committee on Younger Members - 1987 -91 including Chair from `89 -'91
Member Activities Division Executive Committee - 1995 -97
Committee on Equal Opportunity Programs - 1995 -97
Membership Benefits Committee - 1996 -2002
Church Participation
While a member of Randolph United Methodist Church in Kansas City, Missouri, I
volunteered to serve as a representative on the church Administrative Council. I also served
as a lay member to Annual Conference and served one year as the Youth Group Leader for
the Junior High youth.
In 1991 1 was a charter member of the United Methodist Church of the Resurrection in
Leawood, Kansas. I again volunteered to serve as a representative to the church
Administrative Council. When the church's first facility was built, I offered my professional
services to design a city street that had to be constructed as a part of the project. I donated
many of my hours on the project, saving the church thousands of dollars. Finally, I served
one year as the church's first Bell Choir Director, leaving the position only because it
conflicted with MBA Classes.
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Why Select Randall M. Perkinson?
After reading all of this information I am sure you asking, "Why should I select Randall M.
Perkinson over the other candidates who have expressed an interest in this position "?
I think you should consider the following:
' I have shown an interest in the city government of Owasso by attending many of the City
Council meetings since moving here in March. I attended my first City Council meeeting
' less than three weeks after moving into the community.
1 have shown an interest in my city and my service to it by applying for the Leadership
' Owasso program being conducted by the Owasso Chamber of Commerce.
My work experience as a Professional Engineer has provided me with extensive practice
in analyzing and solving problems. As the supervisor of six engineers and design
technicians, I have developed skills necessary for working in a team environment.
My work to complete my Masters of Business Administration degree, along with my
position as a Team Leader and Project Manager at work, has helped me to develop
business skills necessary to understand budgeting, accounting, and other business
practices.
The majority of my business clients are city, county, and state governments. This has
• provided me with some insights into the workings of government.
' My position at work as a Team Leader provides me the flexibility to arrange my travel
schedule in most cases to attend council meetings. I also have the approval of my
employer to pursue this activity.
My volunteer activities at the local, regional, and national levels within the American
' Society of Civil Engineers has allowed me the opportunity to be a leader and policy setter
as a direct representative of a large group of people.
' I would consider it an honor and a privilege to represent the citizens of Ward 3 on the
Owasso City Council.
' Please contact me if any additional information is needed.
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J. Duston Smith
8912 North 124'h East Avenue
Owasso, Oklahoma 74055
(918) 272 -6411
HAND - DELIVERED
September 25, 1998
Ms. Marcia Boutwell
Owasso City Clerk
207 South Cedar
Owasso, Oklahoma 74055
Dear Ms. Boutwell:
Please accept this letter and attachments as my expression of interest for the City Council
seat recently vacated by Mr. Standridge. For your review, please find my Resume and my
company brochure.
My wife and I have lived in Owasso over 11 years. , Prior to that, we lived in the surrounding
area for 8 additional years. Our four boys currently attend Barnes Elementary. We chose to
live and build in Owasso because of the potential for business and real estate growth as well
as the positive standard of the education system.
I have the diverse business background that will allow me to bring timely and practical
suggestions to the Council. I am a proven team player and have the best interests of the City
of Owasso at heart. With the proper planning and support, Owasso will continue to be the
gem of the State of Oklahoma.
Thank you for your consideration.
Respectfully
J. ston Smith
JDS /cgd
Enclosures
' JAMES DUSTON SMITH
8912 North 124th East Avenue
Owasso, Oklahoma 74055
' 918 - 272 -6411 (Home) • 918- 599 -8128 (Office)
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PROFESSIONAL EXPERIENCE
1988 — Present
Centrex Operating Company
400 South Boston, Suite 500
Tulsa, Oklahoma 74103
President and
Operations Manager
Centrex Operating Company, which was founded in 1988, is an oil and
gas exploration and production company currently operating properties
and prospects in Oklahoma and Kansas. Centrex provides drilling and
completion, engineering operations, workover and other field- related
services as well as land services including leasing, title research, seismic
permit acquisition and farmout acquisition. Over the last seven years,
Centrex has drilled over fifty wells and designed and constructed six
pipeline gathering systems.
August, 1986 — Smith Enterprises
1998 and Tulsa, Oklahoma
March, 1982 —
June 1985 Smith Enterprises, an oil and gas industry service company providing
contract operations, drilling, completion and engineering for independent
oil and gas companies. Also offered production consulting services,
troubleshooting surface and downhole equipment.
June, 1985 — Echo Petroleum, Inc. Operations Manager
August, 1986 Tulsa, Oklahoma
Preparation of AFEs, regulatory compliance, permitting, damage
settlements, drilling and operational reports. Supervised drilling, casing
point decisions, completion, production and workover operations on 40
oil and gas wells in Northeastern and Southern Oklahoma. Responsible
for monthly joint interest billings and supervision of 7 contract lease
pumpers.
February, 1981 — Oklahoma Petro - Energy Corporation Field Superintendent
March, 1982 Tulsa, Oklahoma
Supervised all field production operations, pumpers and workover
supervision. Maintained files on 25 oil and gas wells including OCC
reports, geological reports, strip and electric logs, completion, stimulation
and production records.
RESUME - -- James Duston Smith
October, 1980 —
February, 1981
August, 1979 —
October, 1980
Pierce Pipe and Supply Company
Nowata, Oklahoma
Page Two
Sales and repair
Counter sales, prepared quotes on casing, tubing and supplies for total
well completions. Pump shop training, repairing and building downhole
valve and insert pump systems. Stocking and ordering supply inventory.
Made occasional equipment deliveries and set -ups.
Smith - Western Drilling Company
Claremore, Oklahoma
Toolpusher /Driller
Footage contract drilling operations on 1- Jaswell J -2400 air rotary rig in
Northeastern Oklahoma and Southeastern Kansas. Driller on evening
tour and fill -in driller during 24 hour operations.
EDUCATIONAL BACKGROUND
Four continuing education courses per year in oil and gas related topics at area techs,
universities and industry service companies.
Rogers State College
Claremore, Oklahoma
Completed 41 credit hours toward an Associate of Petroleum Technology
Degree.
Missouri Southern State College (August, 1977 to May, 1978)
Joplin, Missouri
Completed 26 credit hours of basic requirements.
TRADE ASSOCIATIONS /MEMBERSHIPS
OIPA — Oil and Gas Regulatory Committee
API — Northeastern Oklahoma Chapter
I PAA '
NARO
COPAS
Tulsa Gun Club — Past Secretary '
Tulsa Christian Oilmen's Association
Barnes Elementary — PTO
Owasso First Assembly '
I �
City Clerk /City Council #`, J5l; September 20 1998
., SEP 2 8 1998
' Owasso Ok. 1A."i.5
My name is James E. Rice Sr. My address is 8930 N. 119th E. Ave,
I am interested in the now vacant City Council seat for Ward 3.
I would like to be considered to fill this position.
We built our home in 1985 as we were interested in the rowth of
' Owasso at that time. We have lived here ever since.My wife s name is
Beulah and is employed by Hillcrest Medical Center, where she has worked
' for 32 years.
I am retired. I worked for 20 years for the Tulsa Police Dept. 12 years
as a Patrolman and 8 years as a Detective. I also worked as a Security
Supervisor at Hillcrest Hospital. I worked for the U.S. Postal Service
where I retired in 1995 after working as a Letter Carrier,Distribution
Clerk and Supervisor.
I am a registered voter in precinct #755. I ran for this seat in 1996.
I am very interested in the growth and economic future of our town. I
I would deem it a privilege to serve in Ward 3 position. I would do my
best for the citizens of Owasso.
I am an active member of the Owasso Sertoma Club, and have been a
member since 1994.
Sincerel
� 7
James E. Rice S .
1
Kimball
��
���0������ ����������NN
.~~~~~°��� =�����=~��==
13800 E. 87th CtN.
OyassuOK 740SS
September 27,
Honorable Members
Owasso City Council
207 South Cedar
Owasso,OK 74055
Dear Members,
I 998!U
of OIamwriting to express my interest in serving the citizens
wasso as a member of their City Council. My name is Susan
Kimball in I have lived in Owasso for 22 years. Previously
Nov b n rura1 Owasso but moved to Brentwood Park in Ward ' we
dauemter of 1997. I am married to Tom Kimball and have� in
gn er and son-in-law, Kristi and Grant Leverenz. one
BoardI served 5 years on the Owasso Senior Citizens Foundation
commi, no recently served on both city hall site sele ti
St r ta c
ees. I served 3 years as chairman of the Parish Counc� l on
Cl. enry's Catholic Church and 2 years as president of W o+
u b H . 1 have served as a member of several organizati omen's
volunteer position:Ator Booster Club, Owasso Band Patons �n a
Camp Fire Girls, rons, and
O s a When my husband's previous employer wanted us to l
Owasso and move to Oklahoma City, we made the decision to t ea«e
wasso. We started Kimball's Hardware in December of 197y in
experience in running a business in Owasso for 20 �^ My
give me an insight into making decisions that could years would
town in the coming years. My experience dealing affect the
ea
on a day to day basis should also prove useful. ng with people
I have seen many changes in our city over th
there are going to be many more changes in the f te years' but*
progressed because of the planning and hard u ure^ We have
Councils. I would consider it an honor to se work of past
and would do my best to fulfill my duties serve on this Council
as a member.
Sincerely,
Susan Kimball
I' MEMORANDUM
1 TO:
CFROM:
ISUBJECT:
IDATE:
r
1
1
1
THE HONORABLE MAYOR AND COUNCIL
CITY OF OWASSO
TIMOTHY ROONEY
ASSISTANT CITY MANAGER
BACKGROUND:
PROCLAMATION FOR GROUNDBREAKING DAY FOR THE
OKLAHOMA CITY NATIONAL MEMORIAL
September 29, 1998
At the annual Oklahoma Municipal League conference in Oklahoma City, member cities were
provided information regarding an effort to proclaim October 25, 1998, a day of remembering
and rebuilding. October 25, 1998 will mark the official ground breaking for the Oklahoma City
National Memorial in honor of those who were killed, those who survived, and those changed
forever in the April 19, 1995 bombing of the Alfred P. Murrah Federal Building.
"On April 19, 1995, the people in cities across our state responded to the devastating bombing
in Oklahoma City in a manner that became known as the Oklahoma Standard," Mayor Kirk
Humphreys of Oklahoma City said. "I am asking Mayors and City Councils across Oklahoma
to come together again as we break ground to build this national memorial."
A public groundbreaking ceremony is set to begin at 1:00 PM on Sunday, October 25, 1998,
at the Memorial site. People are asked to bring their shovels from home and help break ground
for the Memorial. City Councils are encouraged to adopt the attached proclamation in their
hometown and encourage their citizens to come to Oklahoma City to participate in the ceremony.
PROCLAMATION
CITY OF OWASSO, OKLAHOMA
WHEREAS, on October 25, 1998, Oklahoma City will hold the official groundbreaking for the
Oklahoma City National Memorial; and,
WjiEREAS, the symbolic memorial will remember those who were killed, those who survived,
and those who were changed forever in the April 19, 1995 bombing of the
Alfred P Murrah Federal Building; and
WHEREAS, it is the hope of all citizens that this memorial will offer comfort, strength, peace,
hope and serenity to everyone; and,
WHEREAS, this memorial will help move our nation forward and teach future generations the
impact of senseless violence; and,
WHEREAS, this memorial will focus on the spirit which came to be known as the "Oklahoma
Standard ", and which was seen by the world following the worst terrorist attack
in our country's history,
NOW, THEREFORE, I, Denise Bode, by virtue of the authority vested in me as Mayor of the
City of Owasso, do hereby proclaim October 25, 1998 as a
"DAY OF REMEMBERING AND REBUILDING"
in our community, and urge Owasso citizens to remember those affected by the bombing in
Oklahoma City, and further encourage our citizens to gather at the site of the groundbreaking
for the Oklahoma City Memorial. '
IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of
Owasso to be affixed this 6th day of October, 1998.
Denise Bode, Mayor
I I
OWASSO CITY COUNCIL
MINUTES OF REGULAR MEETING
Tuesday, September 15, 1998
The Owasso City Council met in regular session on Tuesday, September 15, 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, September 11, 1998
' ITEM 1: CALL TO ORDER
Vice Mayor Wilken called the meeting to order at 6:34 p.m.
' ITEM 2: INVOCATION
IThe invocation was offered by Jim McElrath, Support Services Director.
ITEM 3. FLAG SALUTE
Mr Cates led in the flag salute.
ITEM 4: ROLL CALL
PRESENT ABSENT
' Mark Wilken, Vice .Mayor Denise Bode, Mayor
Mary Lou Barnhouse, Councilor Unfilled Position
' Melinda Voss, Councilor
STAFF
Jeff Hancock, City Manager
Ronald D Cates, City Attorney
Marcia Boutwell, City Clerk
A quorum was declared present.
ITEM 5: REQUEST BY CITIZENS TO ADDRESS THE CITY COUNCIL.
An number of citizens from the 86th St N & N Main St area had provided the City Clerk with
' written requests to address the City Council relative to the proposed reconstruction of the
intersection at 86th & Main. Mr Hancock spoke briefly about the project. Mr Carr &
Mr Henderson presented the project, giving background information and the steps that had been
taken to inform citizens of the plans. Mr Henderson said that a public meeting was held to
inform citizens about the proposed construction, potential right -of -way issues, project funds, and
environmental studies. That meeting was advertised in the Owasso Reporter on two occasions
and a press release was also published in the newspaper. Minutes of that meeting, along with
exhibits outlining the project, were mailed to all residents who would be impacted by the project.
The residents were concerned about the right -of -way needed along the east side of N Main St,
' as that right -of -way would be taken from their rear yards. The staff presented some proposed
1
Owasso City Council September 1, 1998
preliminary designs for the intersection and approaches, some of which would not require any
additional right -of -way. Vice Mayor Wilken also discussed these designs and alternatives to the
taking of right -of -way. Mr Morales requested that an informal meeting be held with the affected
citizens and was assured that it would be done. Mr Harker, who owns a business on Atlanta,
asked if a traffic count had been done on Main St. He remarked that Atlanta is a busy street,
and if the "Boulevard Concept", making Main two lanes of traffic, is chosen, his concern is that
more traffic would be pushed onto Atlanta. Mr Wilken & Mr Henderson assured the citizens
that further meetings will be held and they will be kept informed as the project progresses.
ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR APPROVAL OF THE CONSENT AGENDA
A. Approval of the Minutes of September 1, 1998 Regular Meeting and
September 8, 1998 Special Meeting.
B. Approval of Claims.
C. Action Relating to Extension of a Contract Between the City of Owasso
and a "Third Party Administrator" for the City's Workers Compensation
Self - Insurance Fund.
D. Action Relating to Council Approval for the Expenditure of Funds for
Self- Insured Workers Compensation Excess Coverage Policy Renewal.
E. Request Approval to Close a Portion of a Utility Easement Located on
Lots 8 & 9, Block 5, Hale Acres Addition.
F. Request Approval to Close a Portion of a Utility Easement Located Along
the East Line of Lot 3, Block 1, Owasso Commercial Center (11501 E
76th St N).
The consent agenda included minutes of the September 1, 1998 regular meeting and '
September 8, 1998 special meeting, by reference made a part hereto. Item B on the consent
agenda included the following claims: (1) General Fund $28,262.41; (2) Collision Self -
Insurance $1,413.25; (3) Ambulance Service Fund $2,917.35; (4) City Garage $407.86;
(5) Capital Improvements $2,199.00; (6) Interfund Transfers $47,141.46; (7) Payroll
$156,610.91; (8) City Garage Payroll $3,531.15. Item C requested extension of a contract
between the City of Owasso and United Safety & Claims to provide services of a third party
administrator to assist in the management of the city's self - insurance workers compensation
program. Item D requested approval for the expenditure of funds to National Union Insurance
Company for the purchase of workers compensation excess insurance. Item E requested
approval to close a portion of a utility easement located on Lots 8 & 9, Block 5, Hale Acres
Addition. Item F requested approval to close a portion of a utility easement located along the
east line of Lot 3, Block 1, Owasso Commercial Center. Ms Barnhouse moved, seconded by �r
Ms Voss, to approve the consent agenda.
2 11
Owasso City Council September 1, 1998
AYE: Barnhouse, Voss, Wilken
' NAY: None
Motion carried 3 -0.
' ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
RESIGNATION BY THE WARD 3 COUNCILOR AND AUTHORIZATION
FOR THE CITY CLERK TO PUBLISH A NOTICE OF VACANCY AND
' REQUEST FOR LETTERS OF INTEREST.
Mr Cates said that on September 1, 1998, Ward 3 Councilor Dr Tracy Standridge notified the
Council in writing of his intention to resign his position effective September 2nd. The City
Charter and Oklahoma Statutes both provide authority for the Council to fill vacancies in its
membership. On May 4, 1993, the City Council adopted a policy for filling Council vacancies.
The policy requires that the Council declare a vacancy, and instruct the City Clerk to publish
a notice of vacancy and request for letters of interest, such letters to be received during a ten -day
acceptance period. A new Councilor may then be chosen from those persons submitting letters
of interest. Ms Barnhouse moved, seconded by Ms Voss, to accept the resignation of Councilor
Dr Tracy Standridge, declare a vacancy to exist in Ward 3, and instruct the City Clerk to
publish a Notice of Vacancy and request for Letters of Interest to fill the position.
AYE: Barnhouse, Voss, Wilken
NAY: None
Motion carried 3 -0.
' ITEM 8: REPORT FROM CITY MANAGER
Other than the provided written report, Mr Hancock provided the Council with a copy of the
1998 -99 and requested comments by Friday. The advertisement for bids on the projects will
occur next week.
ITEM 9: REPORT FROM CITY ATTORNEY
' None.
ITEM 10: REPORT FROM CITY COUNCILORS
No report.
Owasso City Council
ITEM 11: NEW BUSINESS
None.
ITEM 12: ADJOURNMENT
Ms Barnhouse moved, seconded by Ms Voss, to adjourn.
AYE: Barnhouse, Voss, Wilken
NAY: None
Motion carried 3 -0, and the meeting was adjourned at 7:10 p.m.
Marcia Boutwell, City Clerk
11
Denise Bode, Mayor
September 1, 1998
� I
0/02/98 8:55:50
CITY OF OWASSO
GENERAL FUND
A/P CLAIMS REPORT
C
APAPVR PAGE: 5
PO # VENDOR DESCRIPTION AMOUNT----
--------- ------------------- - - - - -- ------------------- - - - - --
------- - -
-----------------------------
990928 TREASURER PETTY CASH
' DEPARTMENT TOTAL =___>
in
990013
AT &T
MANAGERIAL
PAGER USE
USE - ROONEY
------------------------------
990014
AT &T
WIRELESS SERVICES
PHONE
990014
990011
SPRINT PCS
PHONE USE - ROONEY
990013
AT &T WIRELESS SERVICES
YALE
990281
SAM'S CLUB
'
990286
OFFICE DEPOT CARD PLAN
KANNADY
990332
NORTH AMERICAN VAN LINES
990638
990638
GO SYSTEMS
990639
CITY GARAGE
INTERNATIONAL
990738
OK MUNICIPAL LEAGUE
990739
THE WESTIN HOTEL
16-
990739
THE WESTIN HOTEL
990928
TREASURER PETTY CASH
990928
TREASURER PETTY CASH
DEPARTMENT TOTAL =___>
REFUND - TRAILS END DEV
PHONE USE - HANCOCK
PAGER USE
OFFICE SUPPLIES
OFFICE SUPPLIES
MOVING EXPENSE
FUEL 8/98
REPAIRS 8/98
CONFERENCE- HANCOCK,ROONEY
LODGING - HANCOCK
LODGING - ROONEY
CITY MGR EXPENSE
COUNCIL WORK SESSION
FINANCE
------------------------------
990608 MICHAEL A. CRAWFORD, INC. FY 97 -98 AUDIT
990738 OK MUNICIPAL LEAGUE CONFERENCE- BISHOP
990739 THE WESTIN HOTEL LODGING - BISHOP
990903 FINANCIAL EQUIPMENT CO CHECK SIGNER MAINT
DEPARTMENT TOTAL =___>
COMMUNITY DEVELOPMENT
------------------------ - - - - --
200.00
200.00
63.50
3.96
9.99
9.98
3,932.50
50.26
9.51
470.00
76.00
76.00
23.55
34.00
4,759.25
5,500.00
235.00
76.00
275.00
• �:. Mw
25.45
28.21
39.22
2.4.80
493.40
101.51
54.00
13.20
990013
AT &T
WIRELESS SERVICES
PAGER USE
USE - ROONEY
990014
AT &T
WIRELESS SERVICES
PHONE
990014
AT &T
WIRELESS SERVICES
PHONE USE - ROONEY
990016
YALE
UNIFORM RENTAL
UNIFORM CLEAN /RENT
990017
BURR
KANNADY
ELECTRICAL INSPECTIONS
990638
GO SYSTEMS
FUEL 8/98
990676
BOCA
INTERNATIONAL
APPROVED STICKERS
r990868
ROARK TRUE VALUE HARDWARE
TANK RENTAL
200.00
200.00
63.50
3.96
9.99
9.98
3,932.50
50.26
9.51
470.00
76.00
76.00
23.55
34.00
4,759.25
5,500.00
235.00
76.00
275.00
• �:. Mw
25.45
28.21
39.22
2.4.80
493.40
101.51
54.00
13.20
10/02/98 8:55:50
CITY OF OWASSO
GENERAL FUND
A/P CLAIMS REPORT
APAPVR PAGE: 6
PO #
---- - - - - --
VENDOR
------------------- - - - -
DESCRIPTION
-- ------------------- - - - -
AMOUNT
-- ------- - - - - --
990878
FLASHER CO., INC.
BARRICADE RENTAL
150.00
990928
TREASURER PETTY CASH
BLOCK PARTY EXP
33.41
990928
TREASURER PETTY CASH
REIMB PETTY CASH
14.99
990939
WAL -MART
OFFICE SUPPLIES
10.97
DEPARTMENT TOTAL = = = => 989.16
MUNICIPAL COURT
------------------------ - - - - --
990012 BRETT BURTON BAILIFF DUTIES 9/98 180.00
- --
DEPARTMENT TOTAL =___> 180.00
ENGINEERING
------------------------ - - - - --
990013
AT &T WIRELESS SERVICES
PAGER USE
7.92
990638
GO SYSTEMS
FUEL 8/98
36.49
990928
TREASURER PETTY CASH
REIMB PETTY CASH
7.50
990928
TREASURER PETTY CASH
REIMB PETTY CASH
19.99
DEPARTMENT TOTAL = = = => 71.90
GENERAL GOVERNMENT
990008
US POSTMASTER
POSTAGE
2,000.00
990118
WESTERN BUSINESS PRODUCTS
COPIER MAINTENANCE
188.83
990120
RETHERFORD PUBLICATIONS
LEGAL NOTICES
596.72
990188
OKLAHOMA EAGLE
EMPLOYMENT ADS
76.91
990281
SAM'S CLUB
MAINT SUPPLIES
25.96
990281
SAM'S CLUB
MAINT SUPPLIES
9.49
990286
OFFICE DEPOT CARD PLAN
OFFICE SUPPLIES
393.34
990333
TULSA WORLD
EMPLOYMENT ADS
120.64
990334
RETHERFORD PUBLICATIONS
EMPLOYMENT ADS
127.20
990854
ALTERNATIVE ENVIRONMENTS
QUALITY TRAINING
562.50
990855
ALL COPY SUPPLIES
COPIER TONER
285.00
990856
OWASSO REPORTER
ANNUAL SUBSCRIPTION
43.30
990928
TREASURER PETTY CASH
FILING FEES
32.00
990928
TREASURER PETTY CASH
OFFICE SUPPLIES
70.82
990928
TREASURER PETTY CASH
RISK MGMT POSTAGE
31.30
990939
WAL -MART
MAINT SUPPLIES
35.90
'
990957
OKLAHOMA NATURAL GAS
9/98 USE
24.24
990961
EMPLOYEE ASSISTANCE PROGR
QUARTERLY SERVICES
312.50
990963
SCOTT MEDICAL CLINIC
DRUG SCREENINGS
585.00
'
' CITY OF OWASSO
GENERAL FUND
'10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE:
t- PO # VENDOR DESCRIPTION AMOUNT
-- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - --
I1 DEPARTMENT TOTAL =___>
'SUPPORT SERVICES
------------------------ - - - - --
DEPARTMENT TOTAL =___>
PAGER USE
UNIFORM RENTAL
UNIFORM RENTAL
COMPUTER SERVICES
COMPUTER SERVICES
MAINT SUPPLIES
OFFICE SUPPLIES
MAINT SUPPLIES
OFFICE SUPPLIES
REPAIR SUPPLIES
MAINT /REPAIR SUPPLIES
MAINT /REPAIR SUPPLIES
OFFICE SUPPLIES
OFFICE SUPPLIES
PHONE USE- McELRATH
FUEL 8/98
REPAIRS 8/98
TONER
UNIFORM JEANS
MOWER BLADES
REPAIR AIR COND
PHONE TESTER
DOC MEALS
MAINT SUPPLIES
990013
AT &T WIRELESS SERVICES
'
990195
YALE UNIFORM RENTAL
990195
YALE UNIFORM RENTAL
a
990258
CN HASKELL & ASSOC
990258
CN HASKELL & ASSOC
REPAIRS 8/98
990281
SAM'S CLUB
STANDARD AUTO SUPPLY
990281
SAM'S CLUB
990870
990281
SAM'S CLUB
990281
SAM'S CLUB
U S FLAGS
990283
CROW BURLINGAME
TREASURER PETTY CASH
990285
KIMBALL ACE HARDWARE
990285
KIMBALL ACE HARDWARE
990286
OFFICE DEPOT CARD PLAN
-
990286
OFFICE DEPOT CARD PLAN
990416
AT &T WIRELESS SERVICES
990638
GO SYSTEMS
990639
CITY GARAGE
'
990756
ALL COPY SUPPLIES
990799
WAL -MART
990802
OWASSO MOWER CENTER
990804
DALE & LEE SERVICE INC
990851
GLOBAL COMPUTER SUPPLIES
990928
TREASURER PETTY CASH
990939
WAL -MART
DEPARTMENT TOTAL =___>
PAGER USE
UNIFORM RENTAL
UNIFORM RENTAL
COMPUTER SERVICES
COMPUTER SERVICES
MAINT SUPPLIES
OFFICE SUPPLIES
MAINT SUPPLIES
OFFICE SUPPLIES
REPAIR SUPPLIES
MAINT /REPAIR SUPPLIES
MAINT /REPAIR SUPPLIES
OFFICE SUPPLIES
OFFICE SUPPLIES
PHONE USE- McELRATH
FUEL 8/98
REPAIRS 8/98
TONER
UNIFORM JEANS
MOWER BLADES
REPAIR AIR COND
PHONE TESTER
DOC MEALS
MAINT SUPPLIES
5,521.65
32.76
23.80
35.70
112.50
45.00
115.43
15.98
67.25
72.97
17.31
49.98
54.87
54.67
5.78
16.54
237.98
2,421.86
100.00
76.70
41.85
513.99
111.78
31.58
4.96
4,261.24
18.66
14.08
53.01
24.02
13.11
17.99
140.87
IN
CEMETERY
------------------------------
990638
GO SYSTEMS
FUEL 8/98
990639
CITY GARAGE
REPAIRS 8/98
990783
STANDARD AUTO SUPPLY
REPAIR PARTS
990870
BETSY ROSS FLAG GIRLS
OKLAHOMA FLAG
990870
BETSY ROSS FLAG GIRLS
U S FLAGS
990928
TREASURER PETTY CASH
REIMB PETTY CASH
DEPARTMENT TOTAL
POLICE SERVICES
5,521.65
32.76
23.80
35.70
112.50
45.00
115.43
15.98
67.25
72.97
17.31
49.98
54.87
54.67
5.78
16.54
237.98
2,421.86
100.00
76.70
41.85
513.99
111.78
31.58
4.96
4,261.24
18.66
14.08
53.01
24.02
13.11
17.99
140.87
IN
CITY OF OWASSO
GENERAL FUND
10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE
PO # VENDOR DESCRIPTION AMOUNT
990013
990032
990032
990041
990049
990281
990281
990285
990285
990286
990341
990367
990514
990517
990518
990638
990639
990642
990652
990753
990754
990767
990767
990772
990772
990773
990798
990816
990816
990816
990816
990816
990817
990859
990862
990893
990915
990917
990918
990928
990928
990928
990957
990966
AT &T WIRELESS SERVICES
AT &T WIRELESS SERVICES
AT &T WIRELESS SERVICES
WESTERN BUSINESS PRODUCTS
L.E.T.N.
SAM'S CLUB
SAM'S CLUB
KIMBALL ACE HARDWARE
KIMBALL ACE HARDWARE
OFFICE DEPOT CARD PLAN
PATROL TECHNOLOGY
REMINGTON ARMS CO INC
NATIONAL SEMINARS GROUP
FOX EQUIPMENT
SUCCESS BUILDERS
GO SYSTEMS
CITY GARAGE
TUXALL UNIFORM & EQUIP
VAN METER & ASSOCIATES
SUBURBAN OFFICE SUPPLY
STRATHE VETERINARY
CITY OF BROKEN ARROW
CITY OF BROKEN ARROW
KIMBALL ACE HARDWARE
KIMBALL ACE HARDWARE
MULTIPLIER CORP
XPEDX
POLICE PETTY CASH
POLICE PETTY CASH
POLICE PETTY CASH
POLICE PETTY CASH
POLICE PETTY CASH
DAVID G SMITH, EDD
DECATUR ELECTRONICS
L & M OFFICE FURNITURE
SOMES UNIFORMS
EIS COMMUNICATIONS
LISA BARSTOW
IAWP
TREASURER PETTY CASH
TREASURER PETTY CASH
TREASURER PETTY CASH
OKLAHOMA NATURAL GAS
BLACK HILLS AMMUNITION
DEPARTMENT TOTAL =___>
POLICE COMMUNICATIONS
------------------------ - - - - --
PAGER USE
PHONE USE -ALL
PHONE USE - ALEXANDER
COPIER MAINTENANCE
SUBSCRIPTION
MAINT SUPPLIES
MAINT SUPPLIES
MAINT /REPAIR SUPPLIES
MAINT /REPAIR SUPPLIES
OFFICE SUPPLIES
VEHICLE EQUIPMENT
TRAINING - EDWARDS
OFFICER TRAINING
VEHICLE EQUIPMENT 8/4/98
DARE SUPPLIES
FUEL 8/98
REPAIRS 8/98
OFFICER EQUIPMENT
TRAINING- YOUNT,JONES
OFFICE SUPPLIES
VET SUPPLIES
TRAINING- RESERVE OFFICERS
TRAINING- RESERVE OFFICERS
KEYS /BULBS /HANGERS
HARDWARE /SHELF BRACKET
RADIO BATTERIES
COPY PAPER
PHONE USE REIMB
TRAINING -TRYON
TRAINING EXPENSE
REIMB PETTY CASH
REIMB PETTY CASH
OFFICER MMPIS
RADAR UNITS
FILE CABINET
MEDALS /RIBBONS
RADIO ANTENNAE
PENSION BOARD PHYSICAL
DUES - ALEXANDER
ARBITRATORS LUNCH
REIMB PETTY CASH
UNIFORM SUPPLIES
9/98 USE
AMMUNITION
56.76
274.49
54.05
156.00
288.00
16.68
42.93
2.59
11.98
206.60
43.50
250.00
198.00
3,859.38
350.74
1,461.41
3,710.35
827.25
180.00
108.36
7.50
150.00
91.50
21.39
4.16
82.17
105.00
28.50
10.85
57.89
14.00
7.15
140.00
4,346.00
85.00
306.50
34.00
99.00
40.00
24.88
4.03
26.90
31.01
139.50
17,956.00
I SSO
CITY OF OWA
r GENERAL FUND
10/02/98 8 :55.50 A/P CLAIMS REPORT APAPVR PAGE:
PO it VENDOR DESCRIPTION AMOUNT
---------- ------------------- - - - - -- ------------------- - - - - --
------- - - - - --
9
990037
DEPT OF PUBLIC SAFETY
OLETS RENTAL
350.00
DEPARTMENT TOTAL =___>
350 -00
'ANIMAL
------------------------------
CONTROL
990013
AT &T WIRELESS SERVICES
PAGER USE
3.96
990040
OK ANIMAL CONTROL ASSN
TRAINING- DICKINSON
325.00
990638
GO SYSTEMS
FUEL 8/98
77 -38
990642
TUXALL UNIFORM & EQUIP
UNIFORM JACKET
92.75
990754
STRATHE VETERINARY
VET SUPPLIES
36.00
990754
STRATHE VETERINARY
VET SUPPLIES
77.66
990772
KIMBALL ACE HARDWARE
LIGHT BULBS
7.62
990830
CRAINS FEED STORE
VET SUPPLIES
39.80
'
DEPARTMENT TOTAL =___>
660.17
FIRE SERVICES
r------------------------------
990013
AT &T WIRELESS SERVICES
PAGER USE
58.41
990287
OWASSO TIRE BARN
VEHICLE /TIRE REPAIRS
14.95
309.93
990638
GO SYSTEMS
FUEL 8/98
990639
CITY GARAGE
REPAIRS 8/98
2.00
990692
SAFELITE AUTO GLASS
WINDSHIELD REPLACEMENT
210.08
990743
KIMBALL ACE HARDWARE
MAINT /REPAIR SUPPLIES
104.82.
990746
CROW BURLINGAME
MAINT /REPAIR SUPPLIES
109.82
+
990747
LAMPTON WELDING SUPPLY
SCBA SUPPLIES
30.15
990753
SUBURBAN OFFICE SUPPLY
OFFICE SUPPLIES
13.44
"
990760
PRYOR RESOURCES
TRAINING -SOLE
59.00
990774
PRYOR RESOURCES
TRAINING - STUCKEY
59.00
'
990825
SUBURBAN OFFICE SUPPLY
COPY PAPER
63.30
158.00
990831
FIRE PROTECTION PUBLICATI
TRAINING MATERIALS
990866
DOES PRINT SHOP
PRINTING
186.75
990868
ROARK TRUE VALUE HARDWARE
SAFETY SUPPLIES
14.98
990928
TREASURER PETTY CASH
PER DIEM- HOLCOMB
165 -30
990928
TREASURER PETTY CASH
PER DIEM -2 EMP
210.00
'
990957
OKLAHOMA NATURAL GAS
9/98 USE
68.14
DEPARTMENT TOTAL
EMERGERCY
MGMT OPERATIONS
'
------------------------------
990257 AT &T WIRELESS SERVICES
PHONE USE - STAMPER
12.64
9
10/02/98 8 :55:50
CITY OF OWASSO
GENERAL FUND
A/P CLAIMS REPORT
APAPVR PAGE: 10
PO # VENDOR DESCRIPTION AMOUNT
----------------- - - - - -- ------------------- - - - - -- ------- - - - - --
DEPARTMENT TOTAL =___>
12.64
STREETS
------------------------ - - - - --
990013
AT &T WIRELESS SERVICES
PAGER USE
23.76
990221
J B STIGALL
MOW MAIN STREET EASEMENTS
55.00
990221
J B STIGALL
MOW ATOR EASEMENT
28.00
990231
GEORGE & GEORGE SAFETY
SAFETY BOOTS -ALL
162.00
990231
GEORGE & GEORGE SAFETY
SAFETY SUPPLIES
16.63
990281
SAM'S CLUB
MAINT SUPPLIES
152.45
990296
WELSCO INC
CYLINDER RENTAL
11.65
990463
RAINBOW CONCRETE CO
CONCRETE
126.00
990540
MILL CREEK LUMBER & SUPPL
CONCRETE MIX
100.80
990638
GO SYSTEMS
FUEL 8/98
387.90
990639
CITY GARAGE
REPAIRS 8/98
687.07
990731
BIRD -X INC
BIRD REPELLANT
725.75
990788
APAC - OKLAHOMA, INC.
ASPHALT
99.68
990928
TREASURER PETTY CASH
LICENSE FEE
35.00
990957
OKLAHOMA NATURAL GAS
9/98 USE
23.61
990986
AW DIRECT
LIGHTS - POSTAGE
9.00
DEPARTMENT TOTAL = =_ => 2,644.30
COMMUNITY CENTER
------------------------ - - - - --
990285
KIMBALL ACE HARDWARE
MAINT /REPAIR SUPPLIES
17.99
990416
AT &T WIRELESS SERVICES
PHONE USE -SR VAN
12.64
990638
GO SYSTEMS
FUEL 8/98
-33.02
990957
OKLAHOMA NATURAL GAS
9/98 USE
50.35
990978
CURTIS RESTAURANT SUPPLY
COMMERCIAL FREEZER
3,466.00
DEPARTMENT TOTAL = = = => 3,513.96
PARK MAINTENANCE
------------------------ - - - - --
990013
AT &T WIRELESS SERVICES
PAGER USE
12.81
990016
YALE UNIFORM RENTAL
UNIFORM CLEAN /RENT
49.60
990018
ROBERT HUGHETT
CLEAN ELM CREEK RESTROOMS
199.00
990019
J B STIGALL
MOW ATOR PARK
75.00
990019
J B STIGALL
MOW RAM PARK
47.00
990020
LARRY TURNER
MOW RAYOLA PARK
239.00
990021
BRUSHHOG SERVICES
MOW ELM CREEK PARK
200.00
CITY OF OWASSO
GENERAL FUND
CLAIMS) ------
O/05/98
11:32:12
AyP CLH1�5 K��VK|
PO #
VENDOR
---------
DESCRIPTION
-----------------
������� ��`�������� �
'OLICE SERVICES
�����
990897 FRED JONES FORD OF OKC POLICE VEHICLES 8/4198
NN
mm DEPARTMENT TOTAL ====>
FUND TOTAL ====>
GRAND TUTAL ====>
APAPVR PAGE:
AMOUNT
--- -------------
57,783.0O
-------------
57,783.00
-------------
57,783.00
- .......... .........
------
57,783.00
' CITY OF OWASSO
GENERAL FUND
010/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE:
PO # VENDOR DESCRIPTION -- AMOUNT - - --
'---------- ------------------- - - - - --
----------- ------
-
990021
BRUSHHOG SERVICES
MOW ELM CREEK PARK
200.00
990638
GO SYSTEMS
FUEL 8/98
80 -99
990639
CITY GARAGE
REPAIRS 8/98
68.42
990853
DIAMOND LAWN MAINTENANCE
MOWING SERVICE
180.00
990870
BETSY ROSS FLAG GIRLS
U S FLAGS
50.92
990902
SHERWIN - WILLIAMS PAINT
PAINT - GAZEBO RAILINGS
16.74
990962
AARON FENCE CO
DOUBLE DRIVE GATE
210.00
DEPARTMENT TOTAL = = = => 1,629.48
ECONOMIC DEVELOPMENT
------------------------ - - - - --
990416
AT &T WIRELESS SERVICES
PHONE USE - TOBIAS
82.96
990928
TREASURER PETTY CASH
REIMB PETTY CASH
1.00
990939
WAL -MART
OFFICE SUPPLIES
59.94
990953
NOEDA
TRADE SHOW ADVERTISING
770.00
DEPARTMENT TOTAL =___>
913.90
FUND TOTAL = = = =>
1
1
1
1
1
1
-------------
51,728.59
,57 7$3.00
i o 9s I �• 59
11
CITY OF OWASSO
COLLISION SELF - INSURANCE
10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE: 1
PO # VENDOR DESCRIPTION AMOUNT
------------------- - - - - -- ------------------- - - - - -- ------- - - - - --
GENERAL GOVERNMENT
------------------------------
990677 FOSTER'S PAINT & BODY SHO VEHICLE REPAIR 514.35
DEPARTMENT TOTAL =___>
514.35
FUND TOTAL =___>
514.35
4
li
1,
CITY OF OWASSO
WORKERS' COMP SELF —INS PLAN
10/02/98 8.55.50 A/P CLAIMS REPORT APAPVR PAGE:
t — PO # VENDOR DESCRIPTION AMOUNT
-- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - --
GENERAL GOVERNMENT
Wk ------------------------------
990088
RADIOLOGY CONSULTANTS OF
J05318
17.66
990356
SCOTT MEDICAL CLINIC
L06248
61 -44
313.85
990359
MEDCENTER INC
B07138
990487
WARREN CLINIC
MC07218
95.81
990488
WARREN CLINIC
T07278
51.66
990490
WARREN CLINIC
R071698
49.44
990511
MEDCENTER INC
D08038
80.36
990678
WARREN CLINIC
A08068
86.10
990679
SCOTT MEDICAL CLINIC
C08058
76 -89
990682
TOM A MARBERRY MD
B02038
164.02
990683
WARREN CLINIC
508118
54.53
990905
WARREN CLINIC
K06118
148.71
34.44
990938
WARREN CLINIC
M07218
01-
DEPARTMENT TOTAL =___>
1,234.91
FUND TOTAL =___> 1,234.91
I p-
io
I I
I I
� I
6
CITY OF OWASSO
AMBULANCE SERVICE FUND
10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE:
PO # VENDOR DESCRIPTION AMOUNT
----------- - - - - -- ------------------- - - - - -- ------- - - - - --
990887 WORKS & LENTZ, INC. AMBULANCE COLLECTIONS 166.80
DEPARTMENT TOTAL =___>
166-80
AMBULANCE
------------------------ - - - - --
990029
MEDICAL COMPLIANCE SPECIA
BIO -WASTE DISPOSAL
30.00
990287
OWASSO TIRE BARN
VEHICLE /TIRE REPAIRS
10.00
990686
OK STATE DEPT HEALTH
RUN TICKETS
166.00
990744
PACE PRODUCTS OF TULSA IN
AMBULANCE SUPPLIES
65.00
990827
TRACTOR PARTS & SERVICE I
AMBULANCE REPAIRS
402.54
990829
ALLIANCE MEDICAL INC
AMBULANCE SUPPLIES
203.70
990829
ALLIANCE MEDICAL INC
AMBULANCE SUPPLIES
6.41
990863
COMMERCIAL MED ELECTRONIC
MAINT /AMBULANCE EQUIPT
150.00
990867
CLASSIC CHEVROLET
AMBULANCE PARTS
127.73
990887
WORKS & LENTZ, INC.
COLLECTION FEES
74.00
990891
EIS COMMUNICATIONS
RADIO REPAIRS
321.00
990892
OWASSO TIRE BARN
AMBULANCE TIRE
103.41
990928
TREASURER PETTY CASH
EMT EXAM FEE
85.00
990928
TREASURER PETTY CASH
REIMB PETTY CASH
12.00
990952
UTICA PARK CLINIC
EMPLOYEE VACCINATIONS
1,185.00
DEPARTMENT TOTAL =___> 2,941.79
FUND TOTAL =___>
3,108 59
1
CITY OF OWASSO
E - 911
10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE:
PO it VENDOR - - - - -- DESCRIPTION --- AMOUNT - - --
'---------- -- - - - - --
I I OLICE COMMUNICATIONS
---------------------- - - - - --
990004 SOUTHWESTERN BELL TELE
DEPARTMENT TOTAL = = = =>
FUND TOTAL = = = =>
I I
L�
E -911 SERVICE
1,931.18
1,931.18
1,931.18
v
CITY OF OWASSO
CITY GARAGE
10/02/98 8:55:50 A/P CLAIMS REPORT
PO it VENDOR DESCRIPTION
CITY GARAGE
------------------------ - - - - --
APAPVR PAGE: 19
AMOUNT
990013
AT &T WIRELESS SERVICES
PAGER USE
3.96
990195
YALE UNIFORM RENTAL
UNIFORM RENTAL
51.80
990195
YALE UNIFORM RENTAL
UNIFORM RENTAL
73.60
990280
YOUNG'S TIRE SERVICE
TIRE REPAIRS
325.00
990280
YOUNG'S TIRE SERVICE
TIRE REPAIRS
100.00
990281
SAM'S CLUB
MAINT SUPPLIES
53.34
990281
SAM'S CLUB
MAINT SUPPLIES
23.96
990281
SAM'S CLUB
TV/VCR UNIT
249.99
990282
CONTINENTAL BATTERY CO
BATTERIES
185.80
990282
CONTINENTAL BATTERY CO
BATTERIES
42.95
990283
CROW BURLINGAME
REPAIR SUPPLIES
44.58
990283
CROW BURLINGAME
REPAIR PARTS
2,642.76
990283
CROW BURLINGAME
REPAIR SUPPLIES
10.00
990283
CROW BURLINGAME
REPAIR SUPPLIES
3.98
990283
CROW BURLINGAME
REPAIR PARTS
932.97
990285
KIMBALL ACE HARDWARE
MAINT /REPAIR SUPPLIES
16.95
990285
KIMBALL ACE HARDWARE
MAINT /REPAIR SUPPLIES
25.51
990286
OFFICE DEPOT CARD PLAN
OFFICE SUPPLIES
2.29
990287
OWASSO TIRE BARN
VEHICLE /TIRE REPAIRS
436.70
990287
OWASSO TIRE BARN
VEHICLE /TIRE REPAIRS
19.75
990287
OWASSO TIRE BARN
VEHICLE /TIRE REPAIRS
26.85
990288
RELIABLE TIRE AND AUTO
VEHICLE REPAIRS
172.10
990296
WELSCO INC
CYLINDER RENTAL
36.90
990638
GO SYSTEMS
FUEL 8/98
18.89
990639
CITY GARAGE
REPAIRS 8/98
11.19
990766
MERL'S REPAIR
VEHICLE REPAIR
360.00
990779
OK TRUCK SUPPLY
REPAIR PARTS
36.74
990797
KEYSTONE EQUIPMENT CO
REPAIR PARTS
158.52
990800
TULSA FARM EQUIPMENT CO
REPAIR PARTS
88.63
990801
SAFETY KLEEN CORP.
SVS PARTS CLEANER
104.50
990803
FRONTIER INTERNATIONAL TR
REPAIR PARTS
32.32
990805
DRIVE TRAIN SPECIALISTS
REPAIR PARTS
117.57
990806
CLASSIC CHEVROLET
REPAIR PARTS
49.29
990807
ALLIED TOWING
TOWING CHARGES
75.00
990808
AUTO ZONE
REPAIR PARTS
25.99
990811
SPECIALTY PRODUCTS & SVS
A/C RECYCLER
3,647.00
990847
ALSUMA TRUCK REPAIR INC
VEHICLE REPAIR
141.69
990848
DANNY'S AUTO SALVAGE, INC
REPAIR PARTS
100.00
990849
TULSA FORD NEW HOLLAND, I
REPAIR PARTS
25.49
990850
HESSELBEIN TIRE OF OK
TIRES
488.10
990852
FRICTION PROD BRAKE
BLEEDER SYSTEM
79.95
990857
TULCO OILS INC
15 -40 MOTOR OIL
192.37
990857
TULCO OILS INC
HYDRAULIC FLUID
399.98
990858
RICH WHOLESALE TIRE
TIRES /POLICE DEPT
521.88
990858
RICH WHOLESALE TIRE
TIRES /REFUSE DIV
2,014.02
990858
RICH WHOLESALE TIRE
TIRES /STREETS DIV
294.22
or
go
' CITY OF OWASSO
CITY GARAGE
10/02/98 8 :55:50 A/P CLAIMS REPORT APAPVR PAGE: 20
' PO it VENDOR DESCRIPTION AMOUNT
---------- ------------------- - - - - --
------- - - - - --
DEPARTMENT TOTAL =___>
FUND TOTAL =___>
WINDSHIELD REPAIR
990869
OWASSO GLASS
"
990871
SPECIALTY PRODUCTS & SVS
LODGING -J. SMITH
990874
AAA AUTO SALVAGE
'
990876
990928
QUALITY INN
TREASURER PETTY CASH
REPAIR PARTS
990928
TREASURER PETTY CASH
169.32
990940
FRICTION PROD BRAKE
OIL FILTER DISPOSAL
990941
DRIVE TRAIN SPECIALISTS
50.00
990942
CLASSIC CHEVROLET
9/98 USE
990944
PHOENIX RECYCLING
990946
LAMBERT'S AUTO SALVAGE
990947
MALCHI EQUIPMENT SUPPLY
990957
OKLAHOMA NATURAL GAS
DEPARTMENT TOTAL =___>
FUND TOTAL =___>
WINDSHIELD REPAIR
285.11
FREON
514.00
REPAIR PARTS
100.00
LODGING -J. SMITH
45.00
REIMB PETTY CASH
15.64
REIMB PETTY CASH
1.10
REPAIR PARTS
327.00
REPAIR PARTS
169.32
VEHICLE PARTS
274.13
OIL FILTER DISPOSAL
55.00
SEAT BELTS
50.00
VEHICLE LIFT REPAIR
75.00
9/98 USE
70.70
16,447.08
16,447.08
CITY OF OWASSO
AMBULANCE SERV CAPITAL IMPROVEMENT
10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE:
PO # VENDOR DESCRIPTION AMOUNT
----------- - - - - -- ------------------- - - - - -- ------- - - - - --
AMBULANCE
------------------------ - - - - --
990823 MATRIX
DEPARTMENT TOTAL
FUND TOTAL =___>
MEDICAL EQUIPMENT 837.76
837.76
837.76
CITY OF OWASSO
BOND PROJECTS FUND
'10/02/98 8:55:50 A/P CLAIMS REPORT APAPVR PAGE:
- -PO -# -- - - - - -- VENDOR AMOUNT
- DESCRIPTION --- - - --
ENGINEERING
------------------------ - - - - --
111
� I
990131 CH2M HILL INC ENG SERVICES 5/26/98 92,930.00
DEPARTMENT TOTAL =___> 92,930.00
FUND TOTAL =___> 92,930.00
22
CITY OF OWASSO
A/P TRANSFER REPORT
VENDOR DESCRIPTION AMOUNT
TRANSFERS
CEMETERY CARE REVENUE TRANSFER FROM GENERAL FUND 281.25
AMBULANCE CAPITAL REVENUE TRANSFER FROM AMBULANCE FUND 9,605.31
TRANSFERS TOTAL 9,886.56
L'
I i
i�
1
1
CITY OF OWASSO
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING DATE
09/12/98
APPROVED: 10/06/98
In
0, Mayor
Council Member
ICouncil Member
1
Department
Overtime Expenses
Total Expenses
Economic Development .
General Fund
1,971.85
General Fund Total
Managerial
0.00
10,399.68
Finance
0.00
8,175.80
Garage Fund
Cottmunty Develcapxaent
0.00
7,13.8$
Grag�
Municipal Court
0.00
2,058.14
Garage Fund Total
E ngmeer mg
4,957 67
'
Information Systems
0.00
2,769 06
Support Services
OtiO
4,56.14
Police
1297.56
47 373.72
Central Dispatch
72.99 ....:
;;.:< >: 5,324.36
Animal Control
0.00
1,671.31
Firs ...
586:85
.. 40,396.73
Street
136.50
10,287 97
APPROVED: 10/06/98
In
0, Mayor
Council Member
ICouncil Member
1
Park Mamtenace
0.00
2,784 98
Economic Development .
0:00
1,971.85
General Fund Total
$2,093.90
$153,063.00
Garage Fund
Grag�
$15.75
$3,451.19
Garage Fund Total
$15.75
$3,451.19
APPROVED: 10/06/98
In
0, Mayor
Council Member
ICouncil Member
1
CITY OF OWASSO
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING DATE
General Fund
Department
09/26/98
Overtime Expenses Total Expenses
Managerial
0.00
10,683.34
Finance
0.00
8154.90
Communt t .,
(} fl0
7,1'70 40
Municipal Court
0.00
2127.39
Engin�erz�g
Q fl(3
4§57:61..
Information Systems
0.00
2,769 06
'
Support Services
1.35 00
4,376 0
Police
2275.22
50,53 9. 50
Cenral Dispatch .... .
: 755
5,318 6
'
Animal Control
25.31
-
Fire
617.50
40,&44 89
Street
;. . .. ..
38.20
10,058 75
APPROVED: 10/06/98
Mayor
Council Member
1
Council Member
I �
MEMORANDUM
'
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: PHIL LUTZ, P.E.
ENGINEERING PROJECT MANAGER
SUBJECT: ACCEPTANCE OF SANITARY SEWER SYSTEM
BAILEY RANCH ESTATES II
DATE; September 30, 1998
BACKGROUND•
The development • is located east of North Garnett Road, north of 96th Street North and
immediately east of Bailey Ranch Estates I (see attached location map).
C�
This development is within the Water District #3, Washington County, therefore the water
system will not be maintained by City forces.
The sewer system consists of installing 7,712 LF of 8" sanitary sewer line under ODEQ Permit
No. SL000072980609 (see attached).
Design for the system was reviewed and construction inspected by Public Works personnel in
' accordance with city of Owasso standards.
' FIN AL INSPECTION:
Public Works personnel conducted a final inspection, accompanied by a contractor
representative, on September 10, 1998. All deficiencies were corrected on that day.
A one -year maintenance bond for the sewer system has been provided and will become effective
upon acceptance (see attached).
0
I
RECOMMENDATION:
Staff recommends acceptance of the Bailey Ranch Estates H sanitary sewer system.
ATTACHIVIENTS•
1. Location Map
2. ODEQ Permit
3. Maintenance Bond
n
Q
O
1 06TH ST.
107TH ST.
N.
w
W
~
00
�
>
105TH ST.
N
W
104TH
STI
104TH ST
z
w
W
fy
W
w
103RD ST.
Q
o
�A�L� EY RANCH Z
~
N
I
EL ROD
Nl��
0
LES 1T e�1, �l ES N
'-
N
lI l�
101ST
101ST ST.
101ST
~o N
o y ::
oT
' :: ,
IN
9 9TH PL COMBS
:`' :::
......
:ct :....
d : <:
100TH
99 S 99TH ST.
:r :::r ......:::....... .
99TH :..:.::...•.....
w o
98TH = ST
BAILEY RANCH
rn o 97TH
ESTATES 11
97TH °
°
9 97TH
6TH
�.
96TH
PL
J
9 6TH ST. N.
95T 95 �- >
AUD L Q
TA ll' �
LOCATION MAP
4ST �95TH ST
BAILEY RANCH ESTATES II
°
CITY OF OWASSO, OKLAHOMA
�
24TH CT
PUBLIC WORKS DEPARTMENT
r�
o
4�
`Z 2 3RD
ENGINEERING DIVISION
-
DAZE 9/98 PACE NO 1 of 1
0 K L A H 0 M A
MARK COLEMAN DEPARTMENT OF ENVIRONMENTAL QUALITY FRANK KEATING
' Executive Director OKLAHOMA DEPARTMENT OF ENVIRONMENTAL QUALITY Governor
' Permit No. SL000072980609
SEWER LINES
S -21310
PERMIT TO CONSTRUCT
' July 27, 1998
Pursuant to O.S. 27A 2 -6 -401 , the City of Owasso is hereby granted this permit to construct 7,712 L.F.
of eight (8) inch sewer line and appurtenances to serve the Bailey RanchEstates II Sewer Line Project,
located in part of the W 1/2 of Section 17, T -21 -N, R -14 -E� City of Owasso, Tulsa County, Oklahoma,
in accordance with the plans and specifications approved on July 27, 1998.
By acceptance of this permit, the pelmittee agrees to operate and maintain the facilities in accordance
with Discharge - OPDES (NPDES) rules OAC 252:605 and to comply with the state certification laws,
Title 59, Section 1101 -1116 O.S. and the rules and regulations adopted thereunder regarding the
requirements for certified operators.
This permit is issued subject to the following provisions and conditions.
1) That the recipient of the permit is responsible thatthe project receive supervision and inspection
by competent and qualified personnel.
2) That construction of all phases of the project will be started within one year of the date of
approval or the phases not under construction will be resubmitted for approval asa new project.
3) That no significant information necessary for a properevaluation of the project has been omitted
or no invalid information has been presented in applying for the permit.
No
4) That wherever water and sewer lines are constructed with spacing of 10 feet or less, sanitary
protection will be provided in accordance with OAC 252:655- 9 -1(h) of the Standads for Water
Pollution Control Construction Standards.
5) That tests will be conducted as necessary to insure that the construction of the sewedines will
prevent excessive infiltration and that the leakage will not exceed 200 gallons per inch of pipe
diameter per mile per day.
' 6) That the Oklahoma Department of Environmental Quality shAl be kept informed of occurrences
which may affect the eventual performance of the works Q that will unduly delay the progress
of the project.
7) That the permittee will take steps to assure that theconnection of house services to the sewers
is done in such a manner that the functioning of the sawers will not be impaired and that earth
and ground water will be excluded from the sewers when the connection is completed.
707 NORTH ROBINSON, P.O. BOX 1677, OWHOMA CITY, OKLAHOMA 73101 -1677
' printed on recycled paper mth soy ink
0 K L A H 0 M A
MARK COLEMAN DEPARTMENT Of ENVIRONMENTAL QUALITY FRANK KEATING
Executive Director OKLAHOMA DEPARTMENT OF ENVIRONMENTAL QUALITY Governor
Permit No. SL000072980609
SEWER LINES
S -21310
PERMIT TO CONSTRUCT
8) That any deviations from approved plans or specifcations affecting capacity, flow or operation
of units must be approved by the Department before any such deviations are made in the
construction of this project.
9) That the recipient of the permit is responsible for the continued operation and maintenance of
these facilities in accordance with rules and regulations adopted by the Environmental Quality
Board, and that this department will be notified in writing of any sale or transfer of ownership
of these facilities.
10) The issuance of this permit does not relieve the responsible parties of any obligations or liabilities
which the permittee may be under pursuant to prior enforcement action taken by the
Department.
1 1) That the permittee is required to inform the developer /builder that a DEQ Storm Water
Construction Permit is required for a constrL.ction site that will disturb five (5) acres or more in
accordance with OPDES, 27A O.S. 2 -6 -201 et siq. For information or a copy of the GENERAL '
PERMIT (GP -005) FOR STORM WATER DISCHARGES FROM CONSTRUCTION ACTIVITIES,
Notice of Intent (NOI) form, Notice of Termination (NOT) form, or guidance on preparation of
a Pollution Prevention Plan, contact the Storm Water Unit of tIE Water Quality Division at P.O.
Box 1677, Oklahoma City, OK 73101 -1677 or by phone at (405) 702 -8100.
12) That any notations or changes recorded on the official set of plans and specifications in the
Oklahoma Department of Environmental Quality files shall be part of the plans as approved.
13) That all manholes shall be constructed in accordance with Water PollEbion Control Construction
Standards (OAC 252:655 -9 -4), as adopted by the Oklahoma Department of Environmental
Quality.
14) That when it is impossible to obtain proper horizontal and vertical separation as stipulated in
Water Pollution Construction Standards OAC 252:655 -9 -1 (f) and OAC 252:655 -9 -1 (g),
respectively, the sewer shall be designed and constructed equal to water pipe, and shall be
pressure tested to the highest pressure obtainable under the most severe head conditions 6 the
collection system prior to backfilling in ucordance with Water Pollution Construction Standard
OAC 252:655 -9 -1 (h).
1
707 NORTH ROBINSON, P.O. BOX 1677, OPHOMA CITY, OKLAHOMA 73101 -1677
printed on recycled paper Kith soy ink '
0 K L A H 0 M A
MARK COLEMAN DEPARTMENT Of ENVIRONMENTAL QUALITY
Executive Director OKLAHOMA DEPARTMENT OF ENVIRONMENTAL QUALITY
FRANK KEATING
Governor
Permit No. SL000072980609
SEWER LINES
S -21310
PERMIT TO CONSTRUCT
Failure to appeal the conditions of this permit in writing within 30 days from the date of issue will
constitute acceptance of the permit and all conditions or provisions.
3
H.J. Thung, P.E.VChief Environmental Engineer
Water Quality Division
707 NORTH ROBINSON, P.O. BOX 1611, O�LAHOMA CITY, OKLAHOMA 73101 -1677
printed on recycled paper with soy ink
MAINTENANCE BOND No. 12686
KNOW ALL MEN BY THESE PRESENTS, That we Todd Hindman
Construction, 315 W.Seneca, Nowata, OR 74048
as Principal, and Victore Insurance Company
as
Surety, are held and firmly bound unto city of Owasso, ox
as Obligee, in the penal sum ofone Hundred Twenty Thousand, Five
Hundred Seventy Seven Dollars & no /100 ($ 120,577.00 )
to which payment well and truly to be made we do bind
ourselves, our and each of our heirs, executors,
administrators, successors and assigns jointly and
severally, firmly by these presents.
WHEREAS, the said Principal entered into a contract with the
City of Owasso, OK
dated
excavating & backfill
Pipe, manhole in place
(unclassified),
"FO ✓' 66rilC/
for Right of way clearing,
PVC SDR 35 Sanitary Sewer
417C-ti �SfriS�
WHEREAS, said contract provides that the Principal will
furnish a bond conditioned to guarantee for the period
of One years) after approval of the final estimate
on said job, by the owner, against all defects in
workmanship and materials which may become apparent during
said period, and
WHEREAS, the said c ntract has been compl�ed, nd w as
approved on day of sc 19ff.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH
that, if the Principal shall indemnify the Obligee for all
loss that the Obligee may sustain by reason of any defective
materials or workmanship which become apparent during the
period of One year(s) from and after daft acr ofa„ce by QC1 -AY
then this obligation shall be void, otherwise to remain in
full force and effect.
SIGNED, SEALED AND DATED
Todd Hindman Construction (Seal)
Princi al
By:
Todd Hindman, Owner
victore Insurance Company (Seal)
S ret
By:
A torney -In-Fact
John S_ Wheeler
ED
MEMORANDUM
TO: THE HONORABLE MAYOR AND COUNCIL
CITY OF OWASSO
FROM: TIMOTHY ROONEY
ASSISTANT CITY MANAGER
SUBJECT: ORDINANCE NO. 587
DATE: September 28, 1998
BACKGROUND:
At the August 18, 1998 meeting, the Owasso City Council unanimously approved a request for
annexation of property within Section 18, Township 21 North, Range 14 East. The subject
property is further described as being a majority of the undeveloped land located in the square
mile area bounded by Mingo, Garnett, E. 96th Street North, and E. 106th Street North and
consists of 408.7 acres, more or less. A case map is attached for your information and review.
As reported to you previously, the subject property's zoning will become AG (Agriculture) upon
annexation. Attached is a copy of Ordinance No. 587 which formally adopts the City Council's
actions on August 18, 1998.
RECOMMENDATION:
Staff recommends Council approval of Ordinance No. 587.
ATTACHMENTS:
1. Location Map
2. Ordinance No. 587
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I CITY OF OWASSO, OKLAHOMA
ORDINANCE NO 587
'
AN ORDINANCE ACCEPTING, ADDING, AND ANNEXING TO THE CITY
OF OWASSO, OKLAHOMA, ADDITIONAL LANDS AND TERRITORY IN
SECTION 18, TOWNSHIP 21 NORTH, RANGE 14 EAST, PROVIDED THAT
FROM AND AFTER THE PASSAGE AND PUBLICATION OF THIS
ORDINANCE THAT ALL OF THE REAL PROPERTY WITHIN SAID
TERRITORY HEREIN DESCRIBED SHALL BE A PART OF THE CITY OF
OWASSO, OKLAHOMA, AND FURTHER DECLARING THAT ALL
PERSONS RESIDING THEREIN SHALL BE SUBJECT TO THE
'
JURISDICTION, CONTROL, LAWS, AND ORDINANCES OF THE CITY OF
OWASSO, OKLAHOMA, ESTABLISHING THE SAME AS PART OF WARD
ONE OF SAID CITY AND DIRECTING THE FILING OF THIS
'
ORDINANCE.
WHEREAS, pursuant to the provisions of Title 11, Section 21 -103, et seq., of the
Oklahoma Statutes, the City of Owasso is permitted to annex additional territory providing a
'
petition in writing, signed by not less than three - fourths of the legal voters and owners of not
less than three - fourths (in value) of the property hereinafter described, the same being contiguous
to the corporate limits of the City of Owasso, requesting that said property be annexed and
added to the City of Owasso is submitted; and
WHEREAS, notice of the presentation of said Petition was given bye the Petitioner by
publication in the Owasso Reporter, a newspaper of general circulation published in the City of
'
Owasso, Oklahoma, and notice was given that said Petition would be considered by the City
Council of the City of Owasso, at a meeting to be held on August 18, 1998 at 7:00 PM at the
Community Center, Owasso, Oklahoma; and
'
WHEREAS, on the 18th day of August, 1998, said Petition was duly considered by the
City Council and was determined to have complied with the provisions of Title 11, Section 21-
103, et seq., of the Oklahoma Statutes, and further, that proper legal notice of presentation of
'
said petition had been given; and
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
'
OWASSO, OKLAHOMA,
Oklahoma
Section 1. That the following described territory lying in Tulsa County, which
is contiguous to the present corporate limits of the City of Owasso and described in the petition
presented to the City Council in accordance with the provisions of Title 11, Section 21 -103, et
'
seq., of the Oklahoma Statutes, and more particularly described as follows, to -wit:
A TRACT OF LAND IN SECTION 18, TOWNSHIP 21 NORTH, RANGE 14 EAST,
CONTAINING THE NORTHWEST QUARTER (NW /4) AND THE NORTHEAST QUARTER
(NE /4) AND THE SOUTHWEST QUARTER (SW /4) OF SAID SECTION 18, LESS AND
EXCEPT THE ATCHISON, TOPEKA AND SANTA FE RAILROAD RIGHT -OF -WAY AND
' LESS AND EXCEPT THE NORTHEAST QUARTER (NE /4), SOUTHWEST QUARTER
(SW /4), NORTHWEST QUARTER (NW /4), LESS AND EXCEPT THE WEST HALF (W /2),
SOUTHWEST QUARTER (SW /4), NORTHWEST QUARTER (NW /4), LESS AND EXCEPT:
' A TRACT OF LAND LOCATED IN THE SOUTHEAST QUARTER (SE /4) OF THE
SOUTHWEST QUARTER (SW /4) OF SECTION 18, TOWNSHIP 21 NORTH, RANGE 14
EAST OF THE INDIAN BASE AND MERIDIAN, TULSA COUNTY, STATE OF
OKLAHOMA, MORE PARTICULARLY DESCRIBED AS FOLLOWS:
' BEGINNING AT A POINT LOCATED 400.0 FEET WEST OF THE SOUTHEAST CORNER
OF SAID SOUTHEAST QUARTER (SE /4); THENCE S 88 °54'33 "W ALONG THE SOUTH
LINE OF SAID SECTION A DISTANCE OF 750.00 FEET; THENCE N 01'05'27"W A
' DISTANCE OF 204.29 FEET; THENCE ALONG A CURVE TO THE RIGHT HAVING A
RADIUS OF 340.37 FEET AND A CENTRAL ANGLE OF 41 030'33" A DISTANCE OF
246.59 FEET; THE CHORD OF SAID CURVE BEARING N 19 °39'49 "E A DISTANCE OF
' 241.23 FEET; THENCE N 40 025'06 "E A DISTANCE OF 544.92 FEET; THENCE ALONG
A CURVE TO THE LEFT HAVING A RADIUS OF 480.00 FEET AND CENTRAL ANGLE
OF 10 018'10" A DISTANCE OF 86.31 FEET, THE CHORD OF SAID CURVE BEARING
N 35 016'01 "E A DISTANCE OF 86.20 FEET; THENCE S 59 °53'04 "E A DISTANCE OF
294.96 FEET; THENCE S 01 005'27 "E A DISTANCE OF 754.52 FEET TO THE POINT OF
BEGINNING, LESS AND EXCEPT:
A TRACT OF LAND LOCATED IN THE SOUTHEAST QUARTER (SE /4) OF THE
SOUTHWEST QUARTER (SW /4) OF SECTION 18, TOWNSHIP 21 NORTH, RANGE 14
EAST OF THE INDIAN BASE AND MERIDIAN, TULSA COUNTY, STATE OF
OKLAHOMA, MORE PARTICULARLY DESCRIBED AS FOLLOWS:
BEGINNING AT THE SOUTHEAST CORNER OF THE SOUTHEAST QUARTER (SE /4) OF
THE SOUTHWEST QUARTER (SW /4) OF SAID SECTION: THENCE S 88 °54'33 "W
ALONG THE SOUTH LINE OF SAID SECTION A DISTANCE OF 400.00 FEET; THENCE
N 01005'27"W A DISTANCE OF 320.00 FEET; THENCE N 88 °54'35 "E A DISTANCE OF
399.11 FEET TO A POINT ON THE WEST LINE OF EL RIO VISTA III SUBDIVISION,
SAID POINT ALSO BEING LOCATED ON THE EAST LINE OF SAID SOUTHWEST
QUARTER (SW /4); THENCE SOUTHERLY ALONG SAID WEST LINE OF EL RIO VISTA
III SUBDIVISION AND ALONG SAID EAST LINE OF SAID SOUTHWEST QUARTER
(SW /4) A DISTANCE OF 320.00 FEET TO THE POINT OF BEGINNING, LESS AND
EXCEPT:
A TRACT OF LAND LOCATED IN THE SOUTHWEST QUARTER (SW /4) OF SECTION
18, TOWNSHIP 21 NORTH, RANGE 14 EAST, COMMENCING AT THE SOUTHEAST
CORNER OF THE SOUTHWEST QUARTER (SW /4) OF SAID SECTION 18; THENCE S
88 054'33 "W ALONG THE SOUTH LINE OF SAID SECTION 18, A DISTANCE OF 1150.00
FEET TO THE POINT OF BEGINNING; THENCE S 88 °54'33 "W, ALONG THE SOUTH
LINE OF SAID SOUTHWEST QUARTER (SWb4) A DISTANCE OF 685.00 FEET, THENCE
N 01 005'27 "W A DISTANCE OF 470.00 FEET; THENCE N 88 °54'33 "E A DISTANCE OF
20.00 FEET; THENCE N 01005'27"W A DISTANCE OF 330.00 FEET; THENCE N
88 054'33 "E A DISTANCE OF 510.00 FEET; THENCE S 49 034'54 "E A DISTANCE OF
425.39 FEET; THENCE S 40 025'06 "W A DISTANCE OF 117.80 FEET; THENCE ALONG
A CURVE TO THE LEFT HAVING A CENTRAL ANGLE OF 41 030'33" AND A RADIUS
OF 340.37 FEET A DISTANCE OF 246.59 FEET; THENCE S 01 005'27 "E A DISTANCE OF
204.29 FEET TO THE POINT OF BEGINNING, LESS AND EXCEPT:
A TRACT OF LAND LOCATED IN THE EAST HALF (E /2) OF THE EAST HALF (E /2)
OF THE SOUTHWEST QUARTER (SW /4) OF SECTION 18, TOWNSHIP 21 NORTH,
RANGE 14 EAST OF THE INDIAN BASE AND MERIDIAN, TULSA COUNTY, STATE
OF OKLAHOMA, MORE PARTICULARLY DESCRIBED AS FOLLOWS:
COMMENCING AT THE SOUTHEAST CORNER OF THE SOUTHWEST QUARTER
(SW /4) OF SAID SECTION; THENCE N 01 ° 15'03 "E ALONG THE EAST LINE OF SAID
SOUTHWEST QUARTER (SW /4) A DISTANCE OF 320.00 FEET TO THE POINT OF
BEGINNING, THENCE S 88 °54'33 "W ALONG THE NORTH LINE OF THE CHURCH
PROPERTY A DISTANCE OF 399.11 FEET TO A POINT ON THE EAST LINE OF THE
SCHOOL PROPERTY; THENCE N 01'05'27"W ALONG SAID EAST LINE A DISTANCE
OF 434.52 FEET; THENCE N 59 °53'04 "W ALONG THE NORTHERLY LINE OF SAID
PROPERTY A DISTANCE OF 294.96 FEET; THENCE ALONG A CURVE TO THE LEFT
HAVING A RADIUS OF 480.00 FEET AND CENTRAL ANGLE OF 22 021'18" A
DISTANCE OF 187.28 FEET, THE CHORD OF SAID CURVE BEARING N 18 °56'16 "E A
DISTANCE OF 186.10 FEET; THENCE N 07 °45'37 "E A DISTANCE OF 150.37 FEET,
THENCE ALONG A CURVE TO THE LEFT HAVING A RADIUS OF 480.00 FEET AND
CENTRAL ANGLE OF 22 045'00" A DISTANCE OF 190.59 FEET, THE CHORD OF SAID
CURVE BEARING N 03 °36'53 "W A DISTANCE OF 189.34 FEET; THENCE N 14 059'23 "W
A DISTANCE OF 178.44 FEET; THENCE N 88 °54'35 "E A DISTANCE OF 612.15 FEET
TO A POINT ON THE WEST LINE OF EL RIO VISTA III SUBDIVISION, SAID POINT
ALSO BEING LOCATED ON THE EAST LINE OF SAID SOUTHWEST QUARTER (SW /4);
THENCE S 01 °15'03 "E ALONG SAID WEST LINE OF EL RIO VISTA III SUBDIVISION
AND ALONG SAID EAST LINE OF SAID SOUTHWEST QUARTER (SW /4) A DISTANCE
OF 1273.14 FEET TO THE POINT OF BEGINNING, LESS AND EXCEPT A TRACT OF
LAND:
COMMENCING AT THE SOUTHEAST CORNER OF THE SOUTHWEST QUARTER
(SW /4) OF SECTION 18, TOWNSHIP 21 NORTH, RANGE 14 EAST, OF THE INDIAN
BASE AND MERIDIAN, TULSA COUNTY, STATE OF OKLAHOMA; THENCE N
00059'11 "W A DISTANCE OF 320.00 FEET TO THE POINT OF BEGINNING; THENCE
S 88 054'35 "W A DISTANCE OF 1.48 FEET TO A POINT; THENCE N 01'15'03"W A
DISTANCE OF 1273.14 FEET TO A POINT; THENCE N 88 °54'35 "E A DISTANCE OF 7.34
n
1
FEET TO A POINT ON EAST LINE OF THE SOUTHWEST QUARTER (SW /4) OF
SECTION 18, AND ON THE WESTERLY LINE OF EL RIO VISTA IV, A SUBDIVISION
IN A PART OF THE NORTH HALF (N /2) OF THE SOUTHEAST QUARTER (SE /4) OF
SECTION 18, TOWNSHIP 21 NORTH, RANGE 14 EAST, TULSA COUNTY, OKLAHOMA;
THENCE S 00'59'11"E ALONG THE QUARTER SECTION LINE AND ALONG THE
WESTERLY LINE OF EL RIO VISTA IV AND EL RIO VISTA III A DISTANCE OF
1273.14 FEET TO THE POINT OF BEGINNING, SAID TRACT CONTAINING 408.7
ACRES, MORE OR LESS.
be, and the same is hereby annexed to, made a part of, and added to the City of Owasso,
Oklahoma, and the.corporate limits thereof be and are hereby extended to include the above
described territory and real estate.
Section 2. That from and after the passage and publication of this Ordinance, the real
estate and territory described in Section 1 hereof shall be a part of the City of Owasso,
Oklahoma, and in Ward One thereof, and all persons residing therein, and all property situated
thereon, shall be and are hereby declared to be subject to the jurisdiction, control, laws, and
ordinances of the City of Owasso, Oklahoma, in all respects and particulars.
Section 3. That there be filed in the office of the County Clerk of Tulsa County,
Oklahoma, a true and correct copy of this Ordinance, together with an accurate map of the
territory hereby annexed.
PASSED AND APPROVED this 6th day of October, 1998.
ATTEST:
Marcia Boutwell, City Clerk
APPROVED AS TO FORM:
Ronald D Cates, City Attorney
Denise Bode, Mayor
' MEMORANDUM L
1
' TO: HONORABLE MAYOR & CITY COUNCIL
CITY OF OWASSO
FROM: ALLAN E. HARDER
HUMAN RESOURCES DIRECTOR
r SUBJECT: AN ORDINANCE ADOPTING A NEW OPTIONAL RETIREMENT
PROGRAM WITH THE INTERNATIONAL CITY MANAGEMENT
' ASSOCIATION RETIREMENT CORPORATION
(ICMA -RC) DEFERRED COMPENSATION PLAN
tDATE: September 29, 1998
BACKGROUND:
During the employment negotiations with J. Jeff Hancock to become City Manager for the
City of Owasso, the Council agreed to provide a deferred compensation plan through the
International City /County Managers Association. To implement the agreed deferred
compensation plan, materials and data was solicited from the ICMA- Retirement Corporation
(ICMA -RC) and legal review and input sought from Ronald D. Cates about the contracts and
information received.
MATERIALS RECEIVED FROM ICMA -RC:
ICMA -RC provided a package of information and instructions for implementing a 457
ICMA -RC deferred compensation plan that consisted of the following:
1. 457 RETAIN Booklet
' 2. 457 RETURN Booklet
3. Administrative Services Agreement, Type 457, Account 4729 (2 copies)
4. A Guide to Implementing a 457 Deferred Compensation Loan Program
t 5. 457 Loan Plan Guidelines
6. Employee Enrollment Forms
' Instructions with the data required the execution of a Resolution and completion of the "457
Deferred Compensation Plan Implementation Data Form," both copies of the
Administrative Services Agreement, and the 457 Loan Guideline introductory letter and
t package. Once completed, all the above documents are to be submitted to ICMA -RC. The
City is instructed to retain the "Plan Document," "Declaration of Trust" and the "457
Deferred Compensation Plan Employer Manual." The "Plan Document" and the
' "Declaration of Trust" are included in the 457 Retain Booklet. A notice accompanied the
material that the supply of Employer Manuals was depleted and a copy would be mailed
when available.
DISCUSSION:
The ICMA -RC program closely mirrors the Oklahoma Municipal Retirement Fund (OMRF)
Defined Contribution (Thrift) plan in its operation and functions. This includes the
availability of a loan program in which a participant may borrow from and pay interest to
themselves. To qualify for the loan, the City must approve the loan plan option and the
employee /participant must have a minimum fund balance of $2,000. The maximum loan
then is 50% of the fund balance or $50,000, which ever is less.
The City has offered the OMRF Thrift Plan to employees since 1992. In 1996, The City
amended the OMRF Thrift Plan to allow employee loans that are structured the same as the
ICMA -RC loan program. '
The ICMA -RC Deferred Compensation plan is not intended to replace retirement plans
currently offered through the Oklahoma Municipal Retirement Fund (OMRF) but would be ,
available as an option to supplement OMRF plans. If approved, the ICMA -RC Deferred
Compensation optional retirement plan will be offered to all eligible employees of the City.
RONALD D.CATES REVIEW AND RECOMMENDATIONS•
Mr. Cates reviewed the material as is customary for contracts the City might be
required /requested to execute. He found no problems with the material language but
identified a legal problem with implementation through a Council Resolution. According to
Oklahoma Statutes, Title 11 Section 48 -101, the implementation of the plan is required to be
by ordinance rather than by resolution. In the absence of a sample ordinance from
ICMA -RC, Mr. Cates prepared an ordinance to implement the ICMA -RC. The ordinance in
draft form has been reviewed and approved by ICMA -RC staff and is now presented for
approval.
STAFF RECOMMENDATION:
Staff recommends approval of the Ordinance implementing the ICMA -RC and that the mayor
be authorized to execute related documents to implement the optional retirement program,
including the loan provision.
ATTACHMENTS:
1. Administrative Services Agreement, Type 457, Account 4729
2. 457 Loan Plan Guidelines
3. Mayor's letter to ICMA
1
1
1
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1
CITY OF OWASSO, OKLAHOMA
ORDINANCE NUMBER -%
AN ORDINANCE RELATING TO PART TWO
ADMINISTRATION AND GOVERNMENT, CHAPTER
THREE RETIREMENT PENSIONS, ADOPTING A NEW
ARTICLE C, AN OPTIONAL RETIREMENT PROGRAM
ESTABLISHING AN OPTIONAL RETIREMENT PLAN
WITH THE INTERNATIONAL CITY MANAGEMENT
ASSOCIATION RETIREMENT CORPORATION
DEFERRED COMPENSATION PLAN, DESIGNATING THE
CITY OF OWASSO, OKLAHOMA, AS TRUSTEE
THEREOF, DESIGNATING THE DIRECTOR OF HUMAN
RESOURCES AS THE COORDINATOR FOR THE
PROGRAM AS WELL AS PROVIDING OTHER MATTERS
NECESSARY AND INCIDENTAL THERETO, AND
DECLARING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO,
OKLAHOMA:
Section One: That Pan Two, Administration and Government, Chapter Three,
Retirement and Pensions, be amended by adoption of Article C thereto same being an Optional
Retirement Program, such being adopted and codified as hereinafter established, to -wit:
SECTION 2-316 OPTIONAL RETIREMENT PLAN ESTABLISHED
A. There is hereby created a retirement system for certain qualified employees of the
City which retirement system shall be in accordance with the provisions and conditions of this
article and the statutes of the State of Oklahoma.
B. There is hereby authorized and established an optional retirement system for the
employees of the City. The optional retirement system shall be the International City
Management Association Retirement Corporation Deferred Compensation Plan, copies of which
are on file in the office of the City Clerk of the City, and which is incorporated herein by
reference. Such optional retirement plan ahall be administered by the ICMA Retirement
Corporation.
C. The assets of the plan shall be held in trust, with the City serving as trustee, for the
exclusive benefit of the Plan participants and their beneficiaries, and the assets shall not be
diverted to any other purpose. The trustees beneficial ownership of the Plan assets held in the
ICMA retirement trust shall be held for the further exclusive benefit of the Plan participants and
their beneficiaries. The Plan will permit loans.
D. The City of Owasso, Oklahoma, hereby agrees to serve as trustee under the plan.
E. The Director of Humar. Resources shall be the coordinator of this program; shall
receive necessary reports, notices, etc., from the ICMA retirement corporation or the ICMA
retirement trust; shall cast, upon behalf of the City of Owasso, Oklahoma, any required votes
under the ICMA retirement trust; administrative duties to carry out the plan may be assigned to
the appropriate departments, and is authorized to execute all necessary agreements with ICMA
Retirement Corporation incidental to the administration of the plan.
SECTION 317 CONTRIBUTIONS
A. Qualified employees of the City may make contributions into the optional
retirement system herein established in accordance with the provisions and conditions of the
International City Management Association Retirement Corporation. The City Treasurer is
authorized to withhold from qualified employees of the City's compensation such amounts as
expressly directed by the qualified employee of the City and to collectively remit same to the
International City Management .Association Retirement Corporation in accordance with the
provisions and conditions of the International City Management Association Retirement
Corporation Deferred Compensation Plan.
B. Each person who shall claim the right to any payment under the system shall be
entitled to look only to the retirement fund for such payment. No liability for the payment of the
benefits under the system shall be imposed upon the City or any official, officer or employee
thereof.
SECTION 318 DEFINITION OF EMPLOYEE '
For the purpose of this plan, "employee" is defined as follows: t
A permanent full -time employee of the City. An employee shall be considered permanent
full -time if he or she works eighty (80) hours or more per month for the City.
SECTION 2 -319 PARTICIPATION '
Any permanent full -time employee of the City, having attained the age of twenty -one (21),
except those employees who are sixty-five (65) years of age or older on January 1, 1973, may t
become participants in the system.
SECTION 2 -320 EXECUTION
The mayor is hereby authorized to execute the retirement plan with the International City
Management Association Retirement Corporation, incorporated by reference herein, as well as
any other documents necessary, including, but not limited to, the Declaration of Trust of the
ICMA Retirement Trust, and that the City Manager of the City may on behalf of the City execute
all joinder agreements with the employees and other eligible officials and officers, except those
documents which may be necessary for the City Manager shall be executed by the Mayor of the
City.
Section Two: This ordinance shall be come effective thirty (30) days from the date of
passage and first publication as provided by state law.
CITY OF OWASSO, OKLAHOMA
By:
Denise Bode, Mayor
ATTEST: '
Marcia Boutwell, City Clerk
APPROVED AS TO FORM:
'
Ronald D. Cates, City Attorney
1
2780- 365.ord
I'�
' ADMINISTRATIVE SERVICES AGREEMENT
Type: 457
Account Number: 4729
,--14
Plan # 4729
ADMINISTRATIVE SERVICES AGREEMENT
This Agreement, made as of the day of
199 , (herein referred to as the "Inception Date "), between The International
City Management Association Retirement Corporation ( "RC "), a nonprofit corporation
organized and existing under the laws of the State of Delaware; and the City of
Owasso ( "Employer ") a City organized and existing under the laws of the State of
Oklahoma with an office at 207 Cedar, Owasso, Oklahoma 74055.
Recitals
Employer acts as a public plan sponsor for a retirement plan ( "Plan ") with ,
responsibility to obtain investment alternatives and services for employees
participating in that Plan; '
The ICMA Retirement Trust (the "Trust ") is a common law trust governed
by an elected Board of Trustees for the commingled investment of retirement funds
held by state and local governmental units for their employees;
RC acts as investment adviser to the Trust; RC has designed, and the
Trust offers, a series of separate funds (the "Funds ") for the investment of plan
assets as referenced in the Trust's principal disclosure document, "Making Sound
Investment Decisions: A Retirement Investment Guide." The Funds are available
only to public employers and only through the Trust and RC.
In addition to serving as investment adviser to the Trust, RC provides a
complete offering of services to public employers for the operation of employee
retirement plans including, but not limited to, communications concerning investment
alternatives, account maintenance, account record - keeping, investment and tax
reporting, form processing, benefit disbursement and asset management.
'ly
in
1101
Agreements
Plan # 4729
Employer hereby designates RC as Administrator of the Plan to perform
all non - discretionary functions necessary for the administration of the Plan with
respect to assets in the Plan deposited with the Trust. The-functions to be performed
by RC include:
(a) allocation in accordance with participant direction of individual
accounts to investment Funds offered by the Trust;
(b) maintenance of individual accounts for participants reflecting
amounts deferred, income, gain, or loss credited, and amounts disbursed as benefits;
(c) provision of periodic reports to the Employer and participants of the
status of Plan investments and individual accounts;
(d) communication to participants of information regarding their rights
and elections under the Plan; and
(e) disbursement of benefits as agent for the Employer in accordance
with terms of the Plan.
••• •• OEM
Employer has adopted the Declaration of Trust of the ICMA Retirement
Trust and agrees to the commingled investment of assets of the Plan within the Trust.
Employer agrees that operation of the Plan and investment, management and
disbursement of amounts deposited in the Trust shall be subject to the Declaration
of Trust, as it may be amended from time to time and shall also be subject to terms
and conditions set forth in disclosure documents (such as the Retirement Investment
Guide or Employer Bulletins) as those terms and conditions may be adjusted from time
to time. It is understood that the term "Employer Trust" as it is used in the
Declaration of Trust shall mean this Administrative Services Agreement.
Employer agrees to furnish to RC on a timely basis such information as
is necessary for RC to carry out its responsibilities as Administrator of the Plan,
including information needed to allocate individual participant accounts to Funds in
the Trust, and information as to the employment status of participants, and
participant ages, addresses and other identifying information (including tax
Plan # 4729
identification numbers). RC shall be entitled to rely upon the accuracy of any
information that is furnished to it by a responsible official of the Employer or any
information relating to an individual participant or beneficiary that is furnished by such
participant or beneficiary, and RC shall not be responsible for any error arising from
its reliance on such information. RC will provide account information in reports,
statements or accountings. All account discrepancies must be reported to RC within
120 days of the close of the quarter in which the discrepancy occurs. After that
time the report, statement, or accounting shall be deemed to have been accepted by
the Employer and the participants
RC represents and warrants to Employer that:
(a) RC is a non - profit corporation with full power and authority to enter '
into this Agreement and to perform its obligations under this Agreement. The ability
of RC to serve as investment adviser to the Trust is dependent upon the continued
willingness of the Trust for RC to serve in that capacity.
(b) RC is an investment adviser registered as such with the Securities P
and Exchange Commission under the Investment Advisers Act of 1940, as amended.
ICMA -RC Services, Inc. (a wholly owned subsidiary of RC) is registered as a broker -
dealer with the Securities and Exchange Commission (SEC) and is a member in good
standing of the National Association of Securities Dealers, Inc. `-
RC covenants with employer that:
(c) RC shall maintain and administer the Plan in compliance with the
requirements for eligible deferred compensation plans under Section 457 of the
Internal Revenue Code; provided, however, RC shall not be responsible for the eligible
status of the Plan in the event that the Employer directs RC to administer the Plan or
disburse assets in a manner inconsistent with the requirements of Section 457 or
otherwise causes the Plan not to be carried out in accordance with its terms;
provided, further, that if the plan document used by the Employer contains terms that
differ from the terms of RC's standardized plan document, RC shall not be responsible
for the eligible status of the Plan to the extent affected by the differing terms in the
Employer's plan document.
Employer represents and warrants to RC that:
(d) Employer is organized in the form and manner recited in the opening
paragraph of this Agreement with full power and authority to enter into and perform
its obligations under this Agreement and to act for the Plan and participants in the
-4-
Plan # 4729
' manner contemplated in this Agreement. Execution, delivery, and performance of this
Agreement will not-conflict with any law, rule, regulation or contract by which the
' Employer is bound or to which it is a party.
5 Participation in Certain Proceedings
The Employer hereby authorizes RC to act as agent, to appear on its
behalf, and to join the Employer as a necessary party in all legal proceedings involving
the garnishment of benefits or the transfer of benefits pursuant to the divorce or
separation of participants in the Employer Plan. Unless Employer notifies RC
otherwise, Employer consents to the disbursement by RC of benefits that have been
' garnished or transferred to a former spouse, spouse or child pursuant to a domestic
relations order.
6. Compensation and PavmPnt
(a) Plan Administration Fee. The amount to be paid for plan
administration services under this Agreement shall be 0.75% per annum of the
amount of Plan assets invested in the Trust. Such fee shall be computed based on
average daily net Plan assets in the Trust.
(b) Account Maintenance Fee. There shall be an annual account
maintenance fee of $ 18.00. The account maintenance fee is payable in full on
January 1 of each year on each account in existence on that date. For accounts
established after January 1, the fee is payable on the first day of the calendar quarter
IF following establishment and is prorated by reference to the number of calendar
quarters remaining on the day of payment.
(c) Compensation for Management Services to the Trust. Employer
acknowledges that in addition to amounts payable under this Agreement, RC receives
fees from the Trust for investment management services furnished to the Trust,
except that this fee is not assessed in the Mutual Fund Series
(d) Mutual Fund Services Fee. There is an annual charge of 0.25% of
N assets under management that are held in the Trust's Mutual Fund Series.
(e) Model Portfolio Fund Fee. There is an annual charge of 0.10% of
assets under management that are held in the Trust's Model Portfolio Funds.
' (f) Payment Procedures. All payments to RC pursuant to this Section
6 shall be paid out of the Plan Assets held by the Trust and shall be paid by the Trust.
The amount of Plan Assets held in the Trust shall be adjusted by the Trust as required
' to reflect such payments.
Plan # 4729
7 . C_us Lady
Employer understands that amounts invested in the Trust are to be
remitted directly to the Trust in accordance with instructions provided to Employer
by RC and are not to be remitted to RC. In the event that any check or wire transfer
is incorrectly labeled or transferred to RC, RC will return it to Employer with proper
instructions.
RC shall not be responsible for any acts or omissions of any person other
than RC in connection with the administration or operation of the Plan.
9. Term
This Agreement may be terminated without penalty by either party on
sixty days advance notice in writing to the other.
:••- ••••UNW01.16 • :• ••-•
(a) This Agreement may not be amended except by written instrument
signed by the parties.
(b) The parties agree that compensation for services under this
Agreement and administrative and operational arrangements may be adjusted as
follows:
RC may propose an adjustment by written notice to the Employer given
at least 60 days before the effective date of the adjustment and the notice may
appear in disclosure documents such as Employer Bulletins and the Retirement
Investment Guide. Such adjustment shall become effective unless, within the 60 day
period before the effective date the Employer notifies RC in writing that it does not
accept such adjustment, in wh.ich event the parties will negotiate with respect to the
adjustment.
(c) No failure to exercise and no delay in exercising any right, remedy,
power or privilege hereunder shall operate as a waiver of such right, remedy, power
or privilege.
11. Notices
All notices required to be delivered under Section 10 of this Agreement
shall be delivered personally or by registered or certified mail, postage prepaid, return
-6-
Plan # 4729
receipt requested, to (i) Legal Department, ICMA Retirement Corporation, 777 North
Capitol Street, N.E., Suite 600, Washington, D.C, 20002 -4240; (ii) Employer at the
office set forth in the first paragraph hereof, or to any other address designated by
the party to receive the same by written notice similarly given.
12. Complete Agreement
This Agreement shall constitute the sole agreement between RC and
' Employer relating to the object of this Agreement and correctly sets forth the
complete rights, duties and obligations of each party to the other as of its date. Any
prior agreements, promises, negotiations or representations, verbal or otherwise, not
' expressly set forth in this Agreement are of no force and effect.
13. Governing aw
This agreement shall be governed by and construed in accordance with
the laws of the State of Oklahoma applicable to contracts made in that jurisdiction
without reference to its conflicts of laws provisions.
In Witness Whereof, the parties hereto have executed this Agreement
rr as of the Inception Date first above written.
CITY OF OWASSO
by:
ISignature /Date
e
i
Name and Title (Please Print)
INTERNATIONAL CITY MANAGEMENT
ASSOCIATION RETIREMENT
CORPORATION
by:
Paul Gallagher /Date
Corporate Secretary
km` - - -- - �'1 ••T
•• - - Wit+_ - •.
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'J
IInstructions
t
T %eiC _O1❑ Gt::..el!aei nl'.... P' :O:' ':_i; l: 6::0 :_ 101: i
Call C_ .a1�:e ::C1::: �'011: de:e: :��'• CC1T:1CeClsat:Otl P11C1. JU
show!.' :onside: each option ca:etully before nla!:ing
your i.'1.'ctlons because t'ou'r ielectlO:ls \ylll aPPI" to 111
loans 1de while the selection is in erect. [fyou later
change any provision. the changes wit! apply only to
loans made after the change is adopted. Loans in exisc-
ence at the tulle of any future changes will continue 10
operas: under chc guidelines thaw were in effect ac the
time chc loan xis originally made.
\'ore: li ),oil ha:- more than one T_5 � urot•i,ler or � loners are
a:ail,:bl'e to your err:ployeei. %rout another retirement plant
Section 401 money purchase or profit phut) there arc
ionic irr:portant iiitre; you should consider prior to contplctin`'
these I. art Guidelines. Please reier to the "Special Cirrnrrt-
itancrs" section of the RC brochure titled "A Guide to
Establishing a 457 Deferred Ccnnpensation Loan Proar ni ".
The following instructions correspond to the informa-
eion you must complete beginning on the next page.
dime of Plan: Please state the Employer's complete
name, including State.
11. Eligibility
You may allow a loin to be taken either (1) for
all purposes' or (2) only in the case of hardship
or other certain specified financial situations.
The option you choose will have a significant
impact on the number of loans made from your
plan. [f you choose "tor all purposes ". you will
be contending with significantly more loan
requests than if you select "hardship or ocher
specified financial situations only'.
Ill. Frequency of loans
You may elect to allow participants to have
either (1) only one loan outstanding at a time
or (2) no more than five loans outstanding at
one time (but no more than one per calendar
ycar).The option you choose will have an
irllpacc on the number of loans made from your
plan. It will also have a direct impact on your
payroll system. Each loan repayment for each
Pay period must be accounted for separlcely.
P,cpaymcnts oc multiple loans are a much larger
burden on your payroll systela (arid personnel)
than rcpat'mcnt'of a single loan.
V. Length or loin
In
::O_. :J :.ei!.._....al lO1ni l'.1;I i::0:..•. _
the .lJ., the
yOCI. !: VOU allow' Cjn7lOyeei :O COt:C:a:•e ,D 0.11V
ihei: :J.lni
a.-`ter chcv iepa:l:. I :UnI ie:yl._ (ic_
Secr,o:l \..•icce._ratiotl
could continue co be Made by the pariicipani.
chrou,h you, for the emir: terns of the loan
(e.g. 31)'years). Every payroll period. the �1[i1C1-
pant (;prince employee) will be required to ;iye
you a check for the pe:lodlC loan repaynlCRt
amounc.You then include this amount with
your next contribution submittal to PC. Lo.:r:
repayn:ert[s Wray not be nl,ule ddnctly to RC by the
particivant..
X. Acceleration
You have three options for deCer.mining how
otusta. ^.ding loins are accelerated:
1. All loans are due and payable in full
("called ") upon separatiOtl from serv=ice.
The employee may not continue to pay Ott
- his /her loan once he /she separates troth
Service.
2. After separation froth S,--,vice. all loans 'are
called only «hen`thc participant withdraws
his /her entire account balance.
3. A,-cer separation trom service, all loans are
called as soon as the participant tales a
withdrawal of any amount froin the plan.
You should consider these,options carefully because a
call provision could result in a taxable event for the
participant. If a participant. does not repay the ouc-
scanding loan "amount when the loan is called, the
loan is "foreclosed ".This'mcans that the outstanding
loan amount will be reported by PC as a.taxable
distribution to the participant in the year of the
Foreclosure. On the ocher hand, given the burdens
associated with collecting loan repayments from
former employees, you may not wish to uuincaill a
potentially long cerlil "relitionship" with cornier
elllplovecs (c specially In the case of residential loans).
Nan'.; Oi P:.a:l:
I. Purpose
The puro0se of chest ..:iaeiines is to es:,.,.... t::. ....a; i:l :n;., . _ r A•::!
loans to particiaancs.This Is only oI ..al Loan P.o�- a:.. o' znz. .i-:,ov.
11. Eligibility
Loans are available to all accivc clnployees. Loans will riot be cat:ted to partiCIDAMS "'h0 ha,:e an cxiscitt, 10.1(1
in default.
W
Loans will be pro -raced anion- all the funds III which CRC participant is Invcsied a, chC clntc ;.le load is Iliad;.-.
Loans are' available for chc following purposes: (select one)
ill purposes
❑ Loans shall only be granted in the event of a participant's hardship or for the purpose of
enabling a //,participant to nicer certain specified financial situations.The entolovcr shall decer-
mine. base8 oil all relevant facts and circumstances, that the amount of the loan is not in
excess of the amount required to relieve the financial need. For this purpose. cinancial need '
shall include. but noc be limited to: unrcintbursed medical expenses of the participant or
members of the participant's itninediatc family, establishing or substantially re ^abilitatin the
principal residence of the particioanc, or paying for a colle ,-c education (Including graduate
studies) for the participant or his /her dependents. -
III. Frequency of loans
[select ones '
❑ Particioants may receive one loan per calendar year. iiviorcoyer, participants may have only one
outstanding loan at a time. 1p
Participants may receive one loan per calendar year. tMoreoyer. no participant may have more
than five (5) loans outstanding at one time.
\T
IV. Loan amount
The mini::lum loan amount is
The :naximum amount of all loans to the oarctc:pant tram Dian as a:: otncr.vla :u spo:uo:cd bs :.._
emvlo�er that are gtialitied emplo�'cr vlas ur;dcr se.cion %'_ ^)�4) of cat Code is the Disc: 0':
n
(1) S3(),000, reduced b% the excess (i; am) ot:
a. The highest oucscandina balance of loans during cce on--}ear period .ndin- on the da}
before the dare a loan is to be made, over.
6 b. The outstanding balance of loans on the date the loan is to be made: o.r
r (2) one halt of the participant's vesced account balance.
If a participant has any loans outstanding at the time a new loan is requested. the new loan will be limited to
the maximum amount calculated above reduced by the total of the oucstandinc, loins.
k
A loan cannot be issued for more than the abovL amount.The participant's requested loan amount is subject to
do« nward adjustment without notice due to'market fluctuation between the time of application and the time
the loan is made.
V. Length of loan
A loan must be repaid in substantially equal inscallnlents of principal and interest, at least monthly, over a
period chat does not exceed five (') years.
a Loans for a principal residence must be repaid in substantially equal installments of principal and interest, ac
k _ (state number of years) years (maximum 30 years).
least monthly, over no more than
VI. Loan repayment process
Loans for-active employees must be repaid through payroll deduction. Rcpaylllent will begin as soon as
practicable on a date determined by the employer's payroll cycle.
Loans outstanding foir former employees or employees on a leave. of absen a must be repaid on the same
schedule as if payroll deductions were still being made unless they rcamortize their loans and establish a new
W repayment schedule that provides that substantially equal payments are made at least monthly over the remain-
ing period of the loan. All repayments must be made through the employer.
Loan payments, including loan payments from former emplo-cs• arc allocated to the participant's current
election of investment options on file with PC.
The participant may pay off all or a portion of chc principal and interest early without penalty or additional
Extra payments arc applied forward to both principal and interest as specified in the original repayrlle.
schedule, unless the additional payment is for the balanc: due.
. . . . . . * ........ : ..............................................
( IU 0
VII. Loan interest rate
Tnc race oc lrli_resc for loan o- (1'•-- k'?) vYars oc lr.. wiII be ba;..! on Pr:R:: nius 0.,
The race of inr_resc Co., loans :oc a principal r_sidenc: «•ill be base-4 on the FHA%%'.; rate.
Incerest races are d -ecermined on the lasi business day of the month preceding me month the loan is cubuned.The
In,cresc race is locked In a( cne came a loan is approved and relnans constant throughout (. ^.0 llte o; ;..e Ilan.
The prime interest rare is determined on the last business day of each month using the Hall jrr:e, /uarr:.a as
the souree.The FHA /VA interest rate is also decermin_d on the last business day of each month using the
Tel -erase Infornnacion Service as ch-e source. I .
Loan interest: races for new loans may tluccuace uoxard or doxtiward monthly, depending on chc movement of '�
the prime and FHA /VA interest racts.
The employer may modify the manner in which loan interest rates will be determined, buc only with respect '
co future loans. P
Vila. Loan application procedure
All loans must be requested in writing on an application approved by the plan adminiscrator.The application.
muse be signed by the participanc.The -employer must review and approve the application.
The participant wirl be required to sign a promissory note evidencing the loan and a disclosure statement chat
includes an amortization schedule prior to receiving a loan check. Loan checks will generally be issued on the
Friday following the receipt of a complete loan applicacion.The loan check, promissory note. disclosure
statement and truth -in- lending recision notice will be sent to the employer, who will obtain the necessary
sigriacures and deliver the check to the parcicipant.All executed documents must be returned to the plan
administrator within' 10 calendar days from the dace the check is issued.
IX. Security /Collateral
Thai portion of a participant's account balance that is equal to the amount of the loan is used as collateral for
the loan.The collateral amount may noc exceed 50 percent of the- participant's ',account balance at the time the
loan is taken. Only that portion of the account balance chat corresponds to the amount of the outstanding
loan balance is. used as collateral.
X. Acceleration
(select one]
5
I All loans are due and payable in full upon separation from service.
®� All loans arc due and payable when a participant receives a distribution of all of his /her
account balance a.ft -er separation from serviee.The amount of the ouucandiny loan balance
WWII be reported as a distribution in addition to the amount of cash distributed front th-e plan.
O All loans are due and payable when a participant receives a distribution of P art of his /her '
account balance after separation from scrviee.The amount of the outstanding loan balance
will be reported as a distribution in addition to the announc of cash distributed from the plan.'
.................................................................. ...............................
• three '
XI. Reamortization
;lo:tl_1:1J ;1.(neani Cn1, 2:!,l_� Ji .. lU.t:1, il_C:? 1i �;�_-..
A ziV J'_iiilnl ".::'., lJ1a "'IF b .`.
a .n`C Oi is ^1C:: �nci. A 101.
Oi ['= 1`:�.cllC _`:!7 4. 1. ^.:' :1t 1::�1 .rcCt+
IIIO[e Ch1n [It'c �j) t'elrs [Coin C:le d1Ce 10. :1. tt'1> Or._ :1l' :1:1 1e. J'
lcn;:1- o[ the loan rLpavincrit NJ,, CO .
' r i i y'Utld Cnc \ea.s s^ :. CC b�' the :lJt'e: .:1
in chi cast of a loan Co secur' a orlticlDal es c.cricC be -
Sccclon V abov:.
participant nlllst request the reatllorciz.1C10:1 OC 1 loan in v--, IRS On 1 :ealllilCCl .1ClU[l 1_ ^ ^l1C1C10[: 1:.
^•1, :,
to the plan administrator. Upon processing the request, a rl_«' disclosure scat -tntetlt will be sent to the cnl-
ployer for endorsemcnc by the participant and approval by the enlploy'er.The executed disclosure scacemenc
must be returned to the plan administrator a'ithlil l•0 calendar day's from the : ate.ic is signed.The new disclJ-
sure statecrlenc is considered an amendment: to the original promissory note, chcrcfore'a new promissory note
,.Vill not be required.
A reamorcizacion will not be considered a tiLv; loan for purposes of calculating the number of loans outscand-
ing or the one loan per calendar year limit.
XII. Refinancing existin- loans
(Ca participant has one outstanding loan, that loan may be refinanced. If a participant has tnorc than one
outstanding loan, no loans may be refinanced. Refinancing means concurrently repaying an existing loan and
borrowing an additional amount through a new loan.A participant may not retinance a residential loan.
In order to refinance an existing loan, a participant must request a new loan in writing on an application
approved by the plan administrator. Stich request must be made at a time when the participant is eligible to
obtain a loan as defined by the employer it, Section III above.The allloutit of a new loan requested for the
1 purpose of refinancing is subject to the loan limits specified in Section IV above.
Because a refinancing is considered a new loan, only active employees may refinance an outstanding loan.
X11 1. Reduction of Loan
If a participant dies prior to full repayment of the outstanding loatl(s). the outstanding loan balances) will be
deducted from the account prior to distribution to the benefteiary(ics).The unpaid loan amount is a taxable
distribution and may be subject to, early withdrawal penaltics.The participant's estate is responsible for taxes or
penalties on the unpaid loan amount, if any.The beneficiary is responsible for taxes due on the amount he /she
receives.A Form 1099 will be issued to both the beneficiary and the estate for these purposes.
..................................................................................................
XIS'. Loon default
p1l'nItnC O: _'I ']:. �1'.' zi%i lit ML
10.111 Is consld;, cd I1: deil'uic. is 1 10,1,^. 1: in .._:111 { ;, ti:_ 101:1 '.\'::. _ _ ,....a >ie _ .._ C., .
which i e Darciclpint s_—pa.atei iro' m seCwlce. It a par:I�Ipan: ,nas s:'.I :s.Cu !:0::: ice a:'.
_,__.;i O;, 1 01;,•
F
then the loan will be IUreclostd ducitiz the talent {a; wea; r:! Wh!,:h
li the emJlO\'eC has elected ail Section X. an l the pr6f111ssorw , ^,J :e s0 ^CU\'l.rei, 1 loan bccOl :ICi
v.-hen chc participant separates Irom service. II the terms of the loan contain this provision. the Ou:s;1
loan amount is `•deemed" in default as of the date of separation trop: se ;wice.The amounc Ot the oucsc] :.{111
loan, including accrued ince:est,.will be rcporccd.to the IR S as a dis;;ibucion chic play be subie:t zo caxei.
If the eulploycr has so elected in Section X. and the D:omissorw note so provides, 1 loan bcconnts due ]ad
payable when the participant tales a distribution of some or all of chc balance in his /her accOunc ai.e:
cion from service. if the ccrnis of the loads contain such a pro.•ision arid the oucstandin, loan balance is 11oc ,
paid prior to the distribution from the account, the outscandin, loan amount ,will be considered in default
upon issuance of the distribution check.The amount of chc outstanding loan, including accrued interest. will
be reported to the lP S as a distribution chat may be subject to taxes. Participants who have an - xiscin, loan in
default .will not be eligible for additional loans.
XV. Fees
Fees may be charged for various services associated with the application for arid issuance of loans. AH apDlI_
cable fees will be debited from the participant's account balance and /or from the parcicipanc•s loan repawrilcncs
prior to crediting the repayment of principal and interest to the participant's accoune. A schedule off -_cs
applicable to this plan is available from the purl administrator.
XVI. Other
The employer has the right to set other terns and conditions as is dccros necessary for loans front the plan. in '
order to comply with any legal requirements. All terms and conditions will be administered in 'a unifornn arid
non- diicriminaiory mariner.
In Witness Whereof, the employer hereby caused these Guidelines to be executed this
1
of , 19
9P
day
r
EMPLOYER
Accepted: 101AA RETIRENIENT CORPORATION
By:
By:
• Title:
Title:
Attest:
Attest.
. .............................................. . .
................ ...............................
I t
City of Owasso
207 South Cedar
PO Box 180
' Owasso, OK 74055
I I
October 6, 1998
1
ICMA Retirement Corporation
' 777 North Capitol Street, NE
Washington, DC 20002 -4240
�a
I
in
I is
(918) 272 -2251
FAX (918) 272 -4999
Per Ordinance Number 593 of the City of Owasso, Oklahoma, I am hereby authorized and
execute the Declaration of Trust of the ICMA Retirement Trust.
Respectfully,
Denise Bode
Mayor
F
MEMORANDUM
TO: HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: REGENA GUTHRIE
SUBJECT: BUILDING, PROPERTY AND EQUIPMENT INSURANCE
DATE: SEPTEMBER 30, 1998
BACKGROUND:
The City's insurance policy for property, buildings, contents, and equipment will expire
October 31, 1998. Each year, inventory listings of property, buildings, contents and equipment
are reviewed so that accurate listings and values can be insured. That inventory is then
analyzed, tabulated and furnished to an independent agent (Moe Hogan, Hogan Insurance,
Owasso) to obtain quotes from companies capable of insuring our needs. This audit resulted in
a total insurance need of:
scheduled equipment listing of $ 764,101
($457,892- Golf and $ 306,209- City - including OPWA)
2. property, building and contents listing of $ 8,886,437
($599,725- Golf and $ 8,286,712- City - including OPWA).
The building and property coverage amount includes not only building structures, but such things
as lights and poles at recreation facilities, bleachers, park shelters, sirens on poles, radio
antenna, traffic lights, lift stations, and water tower tanks, etc. The contents coverage covers
such things as desks, supplies, computers and small hand tools. The scheduled equipment listing
is only those items that have a value over $ 500 and cannot be considered as contents.
Two insurance companies provided the City with quotes for this coverage. Both are well known
companies who have provided this type coverage to businesses for many years. The company
submitting a quote, in addition to the current carrier National American Insurance Company,
was Hartford Insurance Company.
BUILDING, PROPERTY AND EQUIPMENT INSURANCE
SEPTEMBER 30, 1998
PAGE TWO
The City requested quotes for coverage as follows:
$ 8,886,437 property, buildings and contents with a $1,000 deductible
$ 764,101 scheduled equipment coverage with a $ 500 deductible
The premium quotes received were:
Hartford Insurance Company $ 32,984
National American Insurance $ 23,539
COMMENTS:
When the City's coverage terminated with Hartford on January 20, 1998, it was placed with
National American Insurance Company ( NAICO) at an annual premium rate of $ 21,765, some
$11,219 less than the renewal from Hartford. This lower rate was due primarily to applying a
"multiple business" package discount to our premium. At that same time it was mentioned that
the City could expect the same type discount (multiple discount) to be applied to the General
Liability product (see September 2, 1998 memorandum re: General Liability).
ANALYSIS:
The renewal quote received from NAICO in the amount of $ 23,539 provides for coverage at
a rate that is $ 9,355 less than Hartford. The "multiple business" discount is reflected in this
premium rate. During the year if additions or deletions are made to the insured categories of
building, property and equipment, billing adjustments will occur.
RECOMMENDATION:
Staff recommends that the City of Owasso purchase for policy year October 1, 1998 through
October 31, 1999, Building, Property and Equipment insurance at a renewal rate of $ 25,359
from National American Insurance Company. This policy is a part of the National American
Insurance Company quotation that includes General Liability.
ATTACHMENT:
1. National American Insurance Company Quotation
2. Hartford Insurance Company Quotation
GENERAL LIABILITY INSURANCE
SEPTEMBER 30, 1998
PAGE FOUR
COMMENTS:
NAICO has performed valuable on -site loss control inspections and recommendations, and
various safety training sessions for employees. The training services available to the City has
broadened during the current policy year. We anticipate continuing using their extensive safety
training video library, as well as continue the on -going project with NAICO to customize a
program to meet City safety training needs.
NAICO claims adjusters have been very professional and timely in the settlement of tort claims.
Adjusters have on numerous occasions visited Owasso residents who have filed claims. To date,
there have been no complaints received by this office regarding the settlement of claims against
the City.
It is important to note that the NAICO plan has a $2,000,000 annual aggregate for Law
Enforcement Liability and Employment Related Acts, a $2,000,000 annual aggregate for Public
Officials Liability and Employment Related Acts Coverage and has NO annual aggregate for
Employment Benefits Administration. OMAG has a $2,000,000 combined annual aggregate
limit for all three of these coverage areas (Law, Public Officials and Employment Benefits
Administration). Although NAICO has the Aggregate Limit Provision, it would "come into
play" only when a claim could be filed against two different forms of coverage.
RECOMMENDATION:
Staff recommends that the City of Owasso purchase General Liability, Public Officials, Law
Enforcement, Automobile and Employee Benefits Administration insurance from National
American Insurance Company at the annual renewal premium of $ 50,759. This is part of the
National American Insurance Company quotation that includes Building, Property and
Equipment.
ATTACHMENTS:
1. National American Insurance Company Quotation
2. Oklahoma Municipal Assurance Group Quotation
LIAB99.CM
1
� I
GENERAL LIABILITY INSURANCE
SEPTEMBER 30, 1998
PAGE THREE
Aggregate Limit Provision
NAICO uses a provision which reduces the amount of aggregate
limit available for claims by preventing a claim from being made
(paid) against two coverage forms. If more than one coverage form
applies, the claim will be made against the form with the lowest
aggregate limit of liability. The claim would not be booked at all
to the other coverage form. Ex. If a claim involved Bodily Injury
and a Civil Rights violation, the lowest form of coverage would
apply. The Bodily Injury would normally be paid from the General
Liability section which has no aggregate limit and the Civil Rights
violation would be a Law Enforcement coverage violation with a
$2,000,000 aggregate and a $1,000 deductible. This provision
would place the claim entirely under the form with the lesser
amount of aggregate, Law Enforcement.
Under the plan from OMAG, this same claim would have unlimited
coverage for the Bodily Injury and a $2,000,000 annual aggregate
(which is for Law, Public Officials and Benefits Administration
claims) for the Civil Rights claim. If a claim were to be made and
paid for $2,000,000 as a result of a Law Enforcement claim, under
the OMAG plan annual aggregate would be exhausted and there
would be no further coverage available for any additional claims
under either Public Officials or Benefits Administration forms.
Special Automatic Fleet Endorsement
The enhancement to the NAICO policy allows all vehicles acquired
during policy year to be automatically covered (with no notice to
provider), with no additional premium due. However, any vehicles
deleted during the policy year will not result in a reduction of
premium. Note: The City of Owasso would typically add more
new model vehicles than it would delete of any model age during a
policy year. OMAG charges additional premium for each vehicle
added and returns remaining premium when vehicles are sold or
otherwise "retired" from service.
GENERAL LIABILITY INSURANCE
SEPTEMBER 30, 1998
PAGE TWO
independent agent is asked to search the "market' for a product that is not only cost effective,
but possesses other qualities such as claims paying ability, stability, etc. A minimum component
requirement listing was furnished to the agent and to the Oklahoma Municipal Assurance Group
(OMAG), who previously provided liability coverage for the City of Owasso.
As a result of the renewal procedures, J -P Hogan Insurance Agency, Owasso, OK, submitted
a renewal quote from NAICO to the City for its municipality general liability insurance in the
amount of $ 50,759. OMAG submitted a quote for coverage in the amount of $ 64,971,
$ 14,212 more than the renewal premium from NAICO. OMAG does offer a discount for early
pay, however, the quote, with "early discount" was in excess of $ 58,400.
When the city placed its building, property and equipment insurance business with NAICO, the
City received a "multiple business" discount. That same discount now applies to the general
liability coverage, and is no doubt a large factor in the $ 14,000 plus difference in quotes.
ANALYSIS:
The quotes received from both providers classify and /or group coverage using very different
methods. The coverage is the same with the following differences:
Law Enforcement Liability and Employment Related Acts Coverage
NAICO $2,000,000 Annual Aggregate
OMAG Annual Aggregate is a COMBINED $2,000,000 limit with
Public Officials E/O Employee Benefits Administration
Public Officials Liability and Employment Related Acts Coverage
NAICO $2,000,000 Annual Aggregate
OMAG Annual Aggregate is a COMBINED $2,000,000 limit with
Law Enforcement Liability and Employee Benefits Administration
coverage
Employee Benefits Administration
NAICO No Annual Aggregate
OMAG Annual Aggregate is a COMBINED $2,000,000 limit with
Law Enforcement Liability and Public Officials Liability
coverage
MEMORANDUM
TO: HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: REGENA GUTHRIE
SUBJECT: 1998 -1999 GENERAL LIABILITY INSURANCE
DATE: SEPTEMBER 30, 1998
BACKGROUND::
The City of Owasso, through its use of a variety of insurance products, programs, and safety
and health education training seeks to minimize the City's exposure to risk. The single most
important component of the Risk Management Plan is the comprehensive municipality liability
product.
The City's liability is restricted to limits established under the Oklahoma Governmental Tort
Claims Act. Liability for claims "inside" the Act are limited to:
1. $ 25,000 each property damage
2. $ 100,000 each other loss per occurrence
3. $1,000,000 aggregate per occurrence
The coverage for "Tort Limits" is a standard part of any municipal liability policy. However,
Owasso, as most other entities, purchases additional coverage for those losses "outside" the Act.
Since policy year 1996, National American Insurance Company ( NAICO) has provided general
liability insurance coverage. The current policy will expire October 31, 1998. NAICO has
investigated and paid claims, inspected facilities, made loss control recommendations, and
provided services in a professional and timely manner. The renewal premium quote of $ 50,759
is $ 1,463 more than last years premium, primarily due to an increase in the fleet category.
A part of the procedure for renewing any policy requires that prior to the renewal date, a local
G
J 1 1 NJVr11 '1 11 \JVI \(li •t.L 1 G/\ J1V L1 LL vT /✓ ' •`^�
M i ARWORD
HARTFORD INSURANCE GROUP 0
HARTFORD, CT
August 8, 1998
CITY OF OWASSO
207 SO. CEDAR
OWASSOf OK 74055
INSURANCE QUOTATION
SPECIAL MUTLTI -FLEX POLICY
PROPERTY
BLANKET LIMIT OF INSURANCE
BUILDING AND PERSONAL PROPERTY $8,850,486
DEDUCTIBLE $1,000
CONTRACTORS' EQUIPMENT FLOATER $725,811
DEDUCTIBLE $500
STRETCH ENDORSEMENT
SPECIAL FORM
ANNUAL PREMIUM ;32,984.00 '
1
1
1
I_
PROPERTY INSURANCE QUOTATION
(General Provisions)
Property insurance provides insurance for your scheduled buildings and business personal
go property.
$ 8,886,437 Total Value of Buildings and Contents (Per Schedule)
Basic Perils Coverage (No Theft)
Broad Form Coverage (No Theft)
X Special, Including Theft
90 % Coinsurance Clause
REPLACEMENT COST: The cost to restore or replace damaged or destroyed property without
deduction for depreciation.
Building(s): ALL BUILDINGS
Content(s) : ALL CONTENTS
FUNCTIONAL REPLACEMENT COST: The cost to restore or replace damaged or destroyed
property with a material or building that is functionally equivalent to the damaged or destroyed
property.
Building(s): N/A
ACTUAL CASH VALUE: Protection which pays the cost to restore or replace damaged or
destroyed property new at the time of loss, less depreciation.
Building(s): N/A
Content(s) : N/A
ADDITIONAL INCLUDED PROPERTY COVERAGES:
*Up to $5,000 Off - Premises Coverage
*Up to $250,000 For Newly Acquired Property For 90 Days
'
*Up to $100,000 For Newly Acquired Business Personal Property For 90 Days
*Up to $1,000 Valuable Papers and Records - Cost of Research
*Up to $2,500 for Loss of Personal Property of Others
DEDUCTIBLE: .......................... $ 1000 Per Occurrence (Not Per Building)
TOTAL PROPERTY ANNUAL PREMIUM ............................... $16,867
' C: WISC�OWASSO.QTE
INLAND MARINE INSURANCE QUOTATION
TRONIC DATA PROCESSING: (All Risk Coverage)
Total Value of Hardware (Per Schedule On File With The Company) Limit $`50,000
Total Value of Data and Media Limit $ 15,000
Extra Expense Limit Limit $ 10,000
DEDUCTIBLE: Per Occurrence $ 250
Actual Cash Value X Replacement Cost
E.D.P. TOTAL ANNUAL PREMIUM ....... ............................... $ 250
SCHEDULED CONTRACTOR'S EQUIPMENT:
(All Risk Coverage)
(Mowers, tractors, etc.)
Other (List)
Other (List)
DEDUCTIBLE:
Limit $ 306,209
Limit $
Limit $
Per Scheduled Item $ 500
CONTRACTOR'S EQUIPMENT TOTAL ANNUAL PREMIUM .............. $1,837
MISCELLANEOUS EQUIPMENT: (All Risk Coverage)
45 ?�S�Z
Total Value Per Schedule On File With Company (Golf Equipment) Limit $-964, 1 E)
Total Value of Unscheduled Equipment Limit $
DEDUCTIBLE: Per Scheduled Item $ 500
MISCELLANEOUS EQUIPMENT TOTAL ANNUAL PREMIUM ............. $ 4,585
Coverage is for risks of direct physical loss to covered property, except those causes of loss listed
in the exclusions.
TOTAL INLAND MARINE ANNUAL PREMIUM ........... .�.��.�.�� �.... $6,672
i
EMPLOYEE BENEFITS LIABILITYINSURANCE QUOTATION
COVERAGE
The Company will pay those sums that the City becomes legally obligated to pay as damages
resulting from any claim made against the City by an employee, former employee or their beneficiaries
or legal representatives caused by any negligent act, error or omission by the City or any person
acting on behalf of the City, in the administration of the City's Employee Benefit Programs.
LIIVIITS: $ 1,000,000 Each Claim No Aggregate
$1,000 DEDUCTIBLE EACH OCCURRENCE
THIS IS OCCURRENCE COVERAGE.
EMPLOYEE BENEFITS LIABILITY TOTAL ANNUAL PREMIUM ............. $640
AUTOMOBILE INSURANCE QUOTATION
(General Provisions)
Insures against loss or damage to your City by reason of liability for bodily injury or prop -erty
damage from the operation of the City's automobiles, trucks and other motor vehicles. s
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ 2,000,000
X $1,000,000 CSL Each Occurrence/$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
OPTIONAL COVERAGES:
Uninsured Motorist (Non - Stacked) REJECTED Per Person
REJECTED Per Occurrence
X IJired and Non -Owned Liability. Liability coverage for city personnel and volunteers
on city business when driving a vehicle not owned by the city. This coverage is
excess over the vehicle owner's liability coverage. Physical damage coverage of a
hired or non -owned vehicle is not included.
AUTOMOBILE PHYSICAL DAMAGE COVERAGE:
Comprehensive: Deductible $
(Coverage for vehicle physical damage other than collision.)
_ Collision: Deductible $
(Coverage against loss from collision or upset of scheduled vehicle.)
Optional Specified Perils: $25 Deductible V &MM
_ (Vehicle physical damage coverage in place of comprehensive on scheduled vehicles.
Includes physical damage from fire, theft and other specified perils.)
Liability on Fire Department Vehicles with ORMD?
Yes X No
TOTAL AUTOMOBILE ANNUAL PREMIUM ........................... *$23,630
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history. Please report all vehicle changes as they occur during the policy period and the appropriate
premium- bearing endorsements will be issued.
' LAW ENFORCEMENT OFFICER'S PROFESSIONAL LIABILITY QUOTATION
(General Provisions)
1
To pay on behalf of the City, all sums which the City shall become legally obligated to pay as
' compensatory money damages caused by an occurrence to which this insurance applies by reason of
any wrongful act, Error or Omission in the performance of duties with respect to bodily injury,
property damage and/or personal injury.
1
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
' $ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ 2,000,000
X $1,000,000 CSL Each Occurrence/$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
DEDUCTIBLE: $1,000
OPTIONAL COVERAGES:
(_2L Per Occurrence) (_ Per Claim)
X Criminal Defense Reimbursement Coverage:
Limit: $10,000 Each Proceeding, No Deductible
TOTAL LAW ENFORCEMENT OFFICER'S PROFESSIONAL LIABILITY
ANNUAL PRENI UM .................. ............................... *$9,404
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history.
PUBLIC OFFICIALS ERRORS & OMISSIONS LIABILITY QUOTATION
(General Provisions)
M.
To pay on behalf of the City, all sums which the City shall become legally obligated to pay as
compensatory money damages caused by an occurrence to which this insurance applies by reason of
any wrongful act committed by a Public Official acting in his official capacity on behalf of the City
with respect to bodily injury, property damage or personal injury.
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ 2,000,000
X $1,000,000 CSL Each Occurrence/$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
EMPLOYMENT RELATED ACTS: (Ifiring/Firing Coverage)
Limit: $1,000,000 Each Occurrence
X Occurrence
Claims -Made
DEDUCTIBLE: $1,000
Prior Acts
Retro Date
OPTIONAL COVERAGES:
(X Per Occurrence) (_ Per Claim)
X Criminal Defense Reimbursement Coverage:
Limit: $10,000 Each Proceeding, No Deductible
TOTAL PUBLIC OFFICIALS ERRORS & OMISSIONS
ANNUAL PRENHUMS ................. ............................... *$6,229
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history.
I I
� I
4P
COMPREHENSIVE GENERAL LIABILITY QUOTATION
(General Provisions)
General Liability insurance provides payments for your City when the City becomes legally
obligated to pay damages for a claim arising out of bodily injury, property damage, personal
injury.
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ NONE
X $1,000,000 CSL Each Occurrence/$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act)
Limited Pollution Coverage: $ 25,000
$ 2,500
Pollution Incident Property
Impairment Limit per "Pollution
Incident" /Aggregate
Deductible per "Pollution Incident"
COVERAGE INCLUDES BUT IS NOT LIMITED TO THE FOLLOWING:
• All premises and operations of the Public Entity.
• Coverage of additional insureds includes volunteer employees, engineers or architects.
• Cemetery Professional Liability.
• Defense Costs of an approved claim are paid in addition to the limits of liability.
• Products and completed operations.
EXCLUSIONS:
Airports Hospitals Other:
Law Enforcement Liability Medical Payments
Employment Related Acts
(See Law & E&O)
OPTION'
PTIONAL COVERAGES:...... X Emergency Medical Technician's Professional Liability
DEDUCTIBLE: ....................... ............................... NONE
TOTAL GENERAL LIABILITY INSURANCE PREMIUM ................. *$10,856
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history.
1
INSURANCE QUOTATION SUMMARY I
GENERAL LIABILITY ANNUAL PREMIUM .............................. $10,856
(NO DEDUCTIBLE)
PUBLIC OFFICIALS ERRORS & OMISSIONS ANNUAL PREMIUM ............ $6,229
($1,000 DEDUCTIBLE)
LAW ENFORCEMENT PROF. LIABILITY ANNUAL PREMIUM ............... $9,404
($1,000 DEDUCTIBLE)
AUTOMOBILE ANNUAL PREMIUM ..... ............................... $23,630
(NO LIABILITY DEDUCTIBLE)
INLAND MARINE ANNUAL PREMIUM .... ............................... $6,672
($500 CONTRACTOR'S EQUIPMENT DEDUCTIBLE)
($500 MISCELLANCEOUS EQUIPMENT DEDUCTIBLE)
($250 EDP DEDUCTIBLE)
EMPLOYEE BENEFITS LIABILITY ANNUAL PREMIUM ...................... $640
($1,000 DEDUCTIBLE)
PROPERTY ANNUAL PREMIUM ........ ............................... $16,867 X
(NOTE: This quote is subject to 90 % co- insurance. A penalty could be assessed
if co- insurance value requirements are not met. Please make sure values are q
adequate for your needs). ($1000 DEDUCTIBLE) s a o o� °� J
TOTAL INSURANCE PREMIUM ...................... $74,298
C: \M1sMWASS0.QTE
Corporate Office: NATIONAL,
AMERICAN
Omaha, Nebraska
INSURANCE;
COMPANY
OML and NAICO -
Working together to provide
Executive Offices:
Chandler, Oklahoma
Property, Casualty, Professional
and Errors and Omissions Insurance Programs
INSURANCE Q UOTATION
Proposal for
CITY OF-OWASSO
& OWASSO PWA
Effective 11/01/98
Presented By
J -P HOGAN INSURANCE
P. O. BOX 957
OWASSO, OK 74055
(918) 272 - 3435
The Public Entity insurance is marketed
through local independent insurance agents
and endorsed by the Oklahoma Municipal League.
UNDERWRITING OFFICE
1005 Allison *P.O. Drawer 9'Chandier,Oklahoma 74834 •WATS 1-800- 332- 2210'FAX 405 -258 -4403
1010 Manvel Avenue ❑ P.O. Box 9 ❑ Chandler, Oklahoma 74834
405- 258 -0804 ❑ WATS 1- 800 - 822 -7802 ❑ FAX 405 - 258 -0176
Corporate Office: NATIONAL Executive Offices: Omaha, Nebraska AMERICAN Chandler, Oklahoma
INSURANCE
COMPANY
' OML and NAICO -
Working together to provide
Property, Casualty, Professional
and Errors and Omissions Insurance Programs
� INSURANCE QUO TATION
�
Proposal for
1 CITY OF OWASSO
1 & OWASSO PWA
� Effective 11/01/98
The Public Entity insurance is marketed
through local independent insurance agents
' and endorsed by the Oklahoma Municipal League.
' UNDERWRITING OFFICE
1005 Allison *P.O. Drawer 9'Chandler,Oklahoma 74834•WATs 1- 800 - 332- 2210•FAX 405 -258 -4403
1010 Manvel Avenue ❑ P.O. Box 9 ❑ Chandler, Oklahoma 74834
t405 - 258 -0804 ❑ WATS 1- 800 - 822 -7802 ❑ FAX 405 - 258 -0176
Presented By
J -P HOGAN INSURANCE
P. O. BOX 957
'
OWASSO, OK 74055
(918) 272 - 3435
The Public Entity insurance is marketed
through local independent insurance agents
' and endorsed by the Oklahoma Municipal League.
' UNDERWRITING OFFICE
1005 Allison *P.O. Drawer 9'Chandler,Oklahoma 74834•WATs 1- 800 - 332- 2210•FAX 405 -258 -4403
1010 Manvel Avenue ❑ P.O. Box 9 ❑ Chandler, Oklahoma 74834
t405 - 258 -0804 ❑ WATS 1- 800 - 822 -7802 ❑ FAX 405 - 258 -0176
INSURANCE QUOTATION SUMMARY
GENERAL LIABILITY ANNUAL PREMIUM .............................. $10,856 X'
(NO DEDUCTIBLE)
PUBLIC OFFICIALS ERRORS & OMISSIONS ANNUAL PREMIUM ............ $6,229 X
($1,000 DEDUCTIBLE)
LAW ENFORCEMENT PROF. LIABILITY ANNUAL PREMIUM ............... $9,404 x
($1,000 DEDUCTIBLE)
AUTOMOBILE ANNUAL PREMIUM ..... ............................... $23,630 X
(NO LIABILITY DEDUCTIBLE)
INLAND MARINE ANNUAL PRETv UM .... ............................... $6,672 t
($500 CONTRACTOR'S EQUIPMENT DEDUCTIBLE)
($500 MISCELLANCEOUS EQUIPMENT DEDUCTIBLE)
($250 EDP DEDUCTIBLE) ,
EMPLOYEE BENEFITS LIABILITY ANNUAL PREMIUM ...................... $640 K
($1,000 DEDUCTIBLE)
PROPERTY ANNUAL PREMIUM ........ ............................... $16,867
(NOTE: This quote is subject to 90 % co- insurance. A penalty could be assessed
if co- insurance value requirements are not met. Please make sure values are
adequate for your needs). ($1000 DEDUCTIBLE) cl
r
1�
TOTAL INSURANCE PREMIUM ...................... $74,298
C:M1SC\0WASS0.QTE I �
COMPREHENSIVE GENERAL LIABILITY QUOTATION
(General Provisions)
General Liability insurance provides payments for your City when the City becomes legally
obligated to pay damages for a claim arising out of bodily injury, property damage, personal
injury.
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ NONE
X $1,000,000 CSL Each Occurrence /$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
Limited Pollution Coverage: $ 25,000
$ 2,500
Pollution Incident Property
Impairment Limit per "Pollution
Incident" /Aggregate
Deductible per "Pollution Incident"
COVERAGE INCLUDES BUT IS NOT LIMITED TO THE FOLLOWING:
' • All premises and operations of the Public Entity.
• Coverage of additional insureds includes volunteer employees, engineers or architects.
• Cemetery Professional Liability.
• Defense Costs of an approved claim are paid in addition to the limits. of liability.
• Products and completed operations.
EXCLUSIONS:
Airports Hospitals Other:
Law Enforcement Liability Medical Payments
Employment Related Acts
(See Law & E &O)
' OPTIONAL COVERAGES:...... X Emergency Medical Technician's Professional Liability
DEDUCTIBLE: ....................... ............................... NONE
' *$10,856
TOTAL GENERAL LIABILITY INSURANCE PREMIUM ................ •
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history.
PUBLIC OFFICIALS ERRORS & OMISSIONS LIABILITY QUOTATION
(General Provisions)
To pay on behalf of the City, all sums which the City shall become legally obligated to pay as
compensatory money damages caused by an occurrence to which this insurance applies by reason of
any wrongful act committed by a Public Official acting in his official capacity on behalf of the City
with respect to bodily injury, property damage or personal injury.
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ 2,000,000
X $1,000,000 CSL Each Occurrence /$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
EMPLOYMENT RELATED ACTS: (Hiring/Firing Coverage) t
Limit: $ 1,000,000 Each Occurrence
X Occurrence Prior Acts '
Claims -Made Retro Date I
DEDUCTIBLE: $ 1,000 (X Per Occurrence) (_ Per Claim) I
OPTIONAL COVERAGES: I
X Criminal Defense Reimbursement Coverage: '
Limit: $10,000 Each Proceeding, No Deductible
TOTAL PUBLIC OFFICIALS ERRORS & OMISSIONS
ANNUAL PREMIUMS ................. ............................... *$6,229
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history.
LAW ENFORCEMENT OFFICER'S PROFESSIONAL LIABILITY QUOTATION
(General Provisions)
To pay on behalf of the City, all sums which the City shall become legally obligated to pay as
compensatory money damages caused by an occurrence to which this insurance applies by reason of
any wrongful act, Error or Omission in the performance of duties with respect to bodily injury,
property damage and /or personal injury.
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ 2,000,000
X $1,000,000 CSL Each Occurrence /$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
DEDUCTIBLE: $1,000
OPTIONAL COVERAGES:
(X Per Occurrence) (_. Per Claim)
X Criminal Defense Reimbursement Coverage:
Limit: $10,000 Each Proceeding, No Deductible
' ROFESSIONAL LIABILITY
TOTAL LAW ENFORCEMENT OFFICERS P
ANNUAL PREMIUM .................. ............................... *$9,404
1
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
' history.
AUTOMOBILE INSURANCE QUOTATION
(General Provisions)
Insures against loss or damage to your City by reason of liability for bodily injury or prop -erty
damage from the operation of the City's automobiles, trucks and other motor vehicles.
Oklahoma Tort Limits: $ 100,000 Per Claimant Bodily Injury
$ 25,000 Per Claimant Property Damage
$ 1,000,000 Each Occurrence
Annual Aggregate: $ 2,000,000
X $1,000,000 CSL Each Occurrence/$2,000,000 Aggregate
(If this limit is checked, it will apply to claims which are outside the Oklahoma
Governmental Tort Claims Act.)
OPTIONAL COVERAGES:
Uninsured Motorist (Non - Stacked) REJECTED Per Person ,
REJECTED Per Occurrence
X IEred and Non -Owned Liability. Liability coverage for city personnel and volunteers
on city business when driving a vehicle not owned by the city. This coverage is '
excess over the vehicle owner's liability coverage. Physical damage coverage of a
hired or non -owned vehicle is not included.
AUTOMOBILE PHYSICAL DAMAGE COVERAGE: '
Comprehensive:
(Coverage for vehicle physical damage other than collision.)
Deductible $ ,
Collision: Deductible $
(Coverage against loss from collision or upset of scheduled vehicle.)
Optional Specified Perils: $25 Deductible V &MM
(Vehicle physical damage coverage in place of comprehensive on scheduled vehicles.
Includes physical damage from fire, theft and other specified perils.)
Liability on Fire Department Vehicles with ORMD?
_ Yes X No
TOTAL AUTOMOBILE ANNUAL PREMIUM ........................... *$239630
*This premium is not adjustable nor subject to audit at the end of the policy term regardless of loss
history. Please report all vehicle changes as they occur during the policy period and the appropriate
premium- bearing endorsements will be issued.
c
EMPLOYEE BENEFITS LIABILITY INSURANCE QUOTATION
COVERAGE
The Company will pay those sums that the City becomes legally obligated to pay as damages
resulting from any claim made against the City by an employee, former employee or their beneficiaries
or legal representatives caused by any negligent act, error or omission by the City or any person
acting on behalf of the City, in the administration of the City's Employee Benefit Programs.
LIMITS: $ 1,000,000 Each Claim No Aggregate
$1,000 DEDUCTIBLE EACH OCCURRENCE
THIS IS OCCURRENCE COVERAGE.
EMPLOYEE BENEFITS LIABILITY TOTAL ANNUAL PREMIUM ............. $640
INLAND MARINE INSURANCE QUOTATION
ELECTRONIC DATA PROCESSING: (All Risk Coverage)
Total Value of Haidware (Per Schedule On File With The Company)
Total Value of Data and Media
Extra Expense Limit
DEDUCTIBLE:
Limit $ 50,000
Limit $15,000
Limit $ 10,000
Per Occurrence $ 250
Actual Cash Value X Replacement Cost
E.D.P. TOTAL ANNUAL PREMIUM ....... ............................... $ 250
SCHEDULED CONTRACTOR'S EQUIPMENT:
(All Risk Coverage)
(Mowers, tractors, etc.)
Other (List)
Other (List)
DEDUCTIBLE:
Limit $ 306,209
Limit $
Limit $
Per Scheduled Item $ 500
CONTRACTOR'S EQUIPMENT TOTAL ANNUAL PREMIUM .............. $ 1,837
MISCELLANEOUS EQUIPMENT: (All Risk Coverage)
11
Total Value Per Schedule On File With Company (Golf Equipment) Limit $- -10
Total Value of Unscheduled Equipment
Limit $
DEDUCTIBLE: Per Scheduled Item $ 500
MISCELLANEOUS EQUIPMENT TOTAL ANNUAL PREMIUM ............. $ 4,585
Coverage is for risks of direct physical loss to covered property, except those causes of loss listed
in the exclusions.
TOTAL INLAND MARINE ANNUAL PREMIUM ........... �.�`.�.1.� �.�.... $6,672
PROPERTY INSURANCE QUOTATION
(General Provisions)
Property insurance provides insurance for your scheduled buildings and business personal
property.
$ 8,886,437 Total Value of Buildings and Contents (Per Schedule)
Basic Perils Coverage (No Theft)
6. Broad Form Coverage (No Theft)
' X Special, Including Theft
90 % Coinsurance Clause
' REPLACEMENT COST: The cost to restore or replace damaged or destroyed property without
deduction for depreciation.
'
Building(s): • ALL BUILDINGS
' Content(s) : ALL CONTENTS
FUNCTIONAL REPLACEMENT COST: The cost to restore or replace damaged or destroyed
property with a material or building that is functionally equivalent to the damaged or destroyed
property.
Building(s): N/A
ACTUAL CASH VALUE: Protection which pays the cost to restore or replace damaged or
destroyed property new at the time of loss, less depreciation.
Building(s): N/A
Content(s) : N/A
ADDITIONAL INCLUDED PROPERTY COVERAGES:
*UP to $5,000 Off - Premises Coverage
*UP to $250,000 For Newly Acquired Property For 90 Days
*Up to $100,000 For Newly Acquired Business Personal Property For 90 Days
*Up to $1,000 Valuable Papers and Records - Cost of Research
*Up to $2,500 for Loss of Personal Property of Others
'DEDUCTIBLE: ........................... $1000 Per Occurrence (Not Per Building)
1 TOTAL PROPERTY ANNUAL PREMIUM ............................... $16,867
' CAM[SC\OWASSO.QTE
INVOICE
Oklahoma Municipal Assurance Group
16 N.W. 63 Street, Suite 301, Oklahoma City, OK 73116 -9115
405/842 -9461
(Fax) 405/848 -1449
Date: August- 3` 1998
TO:
City of Owasso
P.O. Box 180
Owasso, OK 74055
Agreement: ##99- 392 -38 -0057
Attention: Ms. Marcia Boutwell
City Clerk
For: MUNICIPAL LIABILITY PROTECTION PLAN
City of Owasso
For the period NOVEMBER 1, 1998 to NOVEMBER 1, 1999
$ 52,419.43 A,B,C,D,I,J,K: General Liability
$_ 12,510.60 E,F: Automobile Liability
$ 41.40 HNO: Hired and Non -Owned Auto Liability
$ G: Automobile Physical Damage
$ H: Equipment Physical Damage
TOTAL
ANNUAL
PREMIUM:
$
64,971.43
EARLY
PAYMENT
10% DISCOUNT
$(
6,497.14)
TOTAL DUE - WITH loo DISCOUNT $ 58,474.29 Thank you!
Mail payment to address shown above.
NOTE: Unless a due date is stated above, this invoice is due and payable on or before the first day of the
agreement period.
The Oklahoma Municipal Assurance Group is an Interlocal Cooperation Act Agency of Cities and Towns Providing:
Group Life & Health Benefits Plan • Municipal Liability Protection Plan • Workers' Compensation Plan
� H
I MEMORANDUM
TO: HONORABLE MAYOR AND CITY COUNCIL
ICITY OF OWASSO
IFROM: REGENA GUTHRIE
SUBJECT: PUBLIC OFFICIAL BLANKET POSITION BOND RENEWAL
DATE: SEPTEMBER 30, 1998
' BACKGROUND:
Western Surety Bond #18136978 in the amount of $ 225,000, is a Blanket Position Bond, that
will expire on October 23, 1998. This bond covers the positions of the City Manager, Court
Clerk, Deputy Court Clerk, City Clerk, Deputy City Clerk and Utility Cashier. The bonds are
' per position with a specific limit per position. The current levels of bonding are:
$ 5,000
City Manager
$ 50,000
City Clerk
$ 50,000
Deputy City Clerk
$ 50,000
Court Clerk
$ 50,000
Deputy Court Clerk
$ 20,000
Cashier
In November 1996, the City Manager bond was increased from $ 2,000 to a $ 5,000 limit to
reflect the increased spending authority authorized for the City Manager. A review of existing
amounts indicate that the bond amount for the City Manager should again be increased, the quote
covers a recommended increase in the City Manager position to $ 25,000.
ICOMMENTS:
Western Surety has provided this position bond for many years for the City of Owasso and is
' an established leader in the bonding industry. The renewal offer received from Western Surety,
with the increased bond amount for the City Manager is $ 857.70. The City of Owasso has had
PUBLIC OFFICIAL BLANKET POSITION BOND
SEPTEMBER 30, 1998
PAGE TWO
a long -term working relationship with Western Surety, the premium quoted for renewal is
consistent with market value, and therefore it is recommended that the City maintain placement
of the Blanket Position Bond with Western Surety. A quote was solicited from Old Republic
Surety Company, however, they declined to quote.
The Public Official Blanket Position Bond quote is for a total coverage of $ 245,000, with an
annual premium of $ 857.70.
$ 25,000
City manager
$ 50,000
City Clerk
$ 50,000
Deputy City Clerk
$ 50,000
Court Clerk
$ 50,000
Deputy Court Clerk
$ 20,000
Cashier
RECOMMENDATION:
Staff recommends that the Blanket Position Bond # 18136978, be renewed with Western Surety
in the amount of $ 245,000, for a period of one (1) year at an annual rate of $ 857.50.
ATTACHMENTS:
Western Surety Renewal Quote
i I
II
I I
I I
I I
I I
I I
I I
I I
Bond Renewal Quotation
- - - LI L v - Wr W ✓V I .vf-
1. Public Entity Employee Honest Bond
Policy Dates: 10 -11 -98 to 10 -11 -99
Current Carrier: Western Surety
Bond it 68538488
Limits of Coverage: $10,000
Employees to be covered: 2 Community Center Cashiers, 2 Recycle Center Cashiers,
3 Police Station Cashiers, 5 City Hail Cashiers, i Fire Station Cashier,
8 Golf Course Cashiers, 1 Animal Control Cashier, 1 Public Works Cashier
Western Surety $114.00
Old Republic Declined to quote
02- blic Official Blanket Position Bond
Policy Dates: 10 -23 -98 to 10 -23.,99
Current Carrier: Western Surety
Bond #18136978
Position Schedule
City Manager $25,000, Cashier $20,000, City Clerk $50,000, Deputy City Clerk
$50,000, Court Clerk $50,000, Deputy Court Clerk $50,000
Western Surety $857.70
Old Republic Declined to quote
i
MEMORANDUM
TO: HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: REGENA GUTHRIE
SUBJECT: PUBLIC ENTITY EMPLOYEE HONESTY BOND RENEWAL
DATE: SEPTEMBER 30, 1998
BOND # 68538488 - PUBLIC ENTITY EMPLOYEE HONESTY BLANKET - RENEWAL
OCTOBER 11, 1998
The Public Employees Honesty Blanket Bond underwritten by Western Surety will expire
October 11, 1998. This bond currently covers 23 employees with "cashier" potential at various
City locations. The "Public Employee Honesty Blanket" is an economical way to protect the
City from losses at a large variety of different and /or potential locations.
Western Surety has furnished a renewal quote at an annual premium of $ 114.00, the same
premium as last year.
RECOMMENDATION:
Staff recommends that the Public Entity Employee Honesty Bond # 68538488, be renewed with
Western Surety for a period of one (1) year at an annual rate of $ 114.00.
ATTACHMENTS:
Western Surety Renewal Quote
i r rv-pam iiwnn.raTM-
--r -- -- - • - . - --
and Renewal Quotation
1. ublic Entity Employee Honest Bond
Policy Dates: 10 -11 -98 to 10 -11 -99
Current Carrier. Western Surety
Bond #68538488
Limits of Coverage: 510,000
Employees to be covered: 2 Community Center Cashiers, 2 Recycle Center Cashiers,
3 Police Station Cashiers, 5 City Hall Cashiers, 1 Fire Station Cashier,
8 Golf Course Cashiers, 1 Animal Control Cashier, 1 Public Works Cashier
Western Surety $114.00
Old Republic Declined to quote
2. Public Official Blanket Position Bond
Policy Dates: 10 -23-98 to 10 -23 -99
Current Carrier: Western Surety
Bond #18136978
Position Schedule
City Manager $25,000, Cashier $20,000, City Clerk $50,000, Deputy City Clerk
$50,000, Court Clerk $50,000, Deputy Court Clerk $50,000
Western Surety $857.70
Old Republic Declined to quote
!I
c
t
I & i
MEMORANDUM
■
TO: THE HONORABLE MAYOR & CITY COUNCIL
' CITY OF OWASSO
FROM: JANIS WORLEY
' COMMUNITY CENTER DIRECTOR
SUBJECT: DEEP FREEZER UNIT GRANT
DATE: September 30, 1998
PA BACKGROUND:
In January of 1998, the City Council accepted a grant from the Tulsa Area Agency on Aging
� in the amount of $3880 to purchase dared surplus 1 and soldbo the Senior Citizen Foundation for
Center. The old refrigerator was de
$1.00.
The funding from the Tulsa Area Agency on Aging had a deadline as to when the purchase was
to be made. We completed all our requirements and purchased our refrigerator. However,
other senior centers did not complete all their grant requirements, therefore more funds are
available and have been offered to us.
The Community Center staff would like to purchase a new Hobart commercial deep freezer to
replace the 20- year -old one that is now in use at the Center. The Tulsa Area Agency on Aging
has proposed an amendment to the grant that was approved in January. That amendment would
add another $3466 to the grant, to be used to purchase a Hobart commercial deep freezer unit,
Model DAF -2, 2 -door stainless steel exterior, aluminum interior, and reach -in freezer unit.
REQUEST:
The staff is requesting that the City Council accept the proposed grant amendment from the
Tulsa Area Agency on Aging in the amount of $3446, for the purpose of acquiring a commercial
' deep freezer unit for the Community Center. Staff further requests Council action to approve
a supplemental appropriation and amendment to the General Fund Budget, wherein estimated
revenues are increased by $3466, and expenditures in the Community Center Department Budget
' (Machinery & Equipment line item) are increased by $3880.
1
GRANT AMENDMENT
SEPTEMBER 30, 1998
PAGE 2
RECOMMENDATION:
The staff recommends City Council action to accept a grant amendment from the Tulsa Area
Agency on Aging in the amount of $3880 for the purchase of a Hobart Commercial Refrigerator,
and authorization for the Mayor to execute the amendment to the contract. The staff further
recommends Council approval of a supplemental appropriation and amendment to the General .
Fund Budget, increasing estimated revenues by $3466 and increasing expenditures in the
Community Center Department's Capital Outlay Budget (Machinery & Equipment line item) by
$3880. '
ATTACHMENTS:
1. Confirmation of Funding
4 N
' September 30, 1998
URBAN DEVELOPMENT DEPARTMENT
110 SOUTH HARTFORD AVENUE TULSA, OKLAHOMA 74120
Owasso Community Center
c/o Mi s. Jan Worley
301 South Cedar
Owasso, OK ?4055
SUWECT: Confirmation of funding for Senior Citizens Center
Dear ?vLs. Worley,
The Tulsa Area Agency on Aging is pleased to inform you of the award to the 4wa&QQ
Commune ,y Center_,
After several special circumstances, the Tulsa Area Agency on Aging, your center has been
awarded an additional $3,466_0Q.
These funds are to be sent for the specific purpose of
Equipment , CnmmercYal Freezer` -- -__ -�_ s3,466 R0
Thank you for your patience and understanding. If you have any questions, call me at (918)
596 -?688_
Sincerely,
Brian Dengler,'Planner,
Tulsa Area Agency on Aging
Tulsa Area
Agency an Aging
918 • 595 •7688
FAX 918 • 596 • 7653
4 N
' September 30, 1998
URBAN DEVELOPMENT DEPARTMENT
110 SOUTH HARTFORD AVENUE TULSA, OKLAHOMA 74120
Owasso Community Center
c/o Mi s. Jan Worley
301 South Cedar
Owasso, OK ?4055
SUWECT: Confirmation of funding for Senior Citizens Center
Dear ?vLs. Worley,
The Tulsa Area Agency on Aging is pleased to inform you of the award to the 4wa&QQ
Commune ,y Center_,
After several special circumstances, the Tulsa Area Agency on Aging, your center has been
awarded an additional $3,466_0Q.
These funds are to be sent for the specific purpose of
Equipment , CnmmercYal Freezer` -- -__ -�_ s3,466 R0
Thank you for your patience and understanding. If you have any questions, call me at (918)
596 -?688_
Sincerely,
Brian Dengler,'Planner,
Tulsa Area Agency on Aging
u�
■
f
6
1
F
im
MEMORANDUM
TO: THE HONORABLE MAYOR & CITY COUNCIL
CITY OF OWASSO
FROM: JANIS WORLEY
COMMUNITY CENTER DIRECTOR
SUBJECT: SURPLUS PROPERTY
DATE: October 1, 1998
BACKGROUND:
Item #94 on the Consent Agenda for this meeting requested acceptance of an amendment to a
grant received from the Tulsa Area Agency on Aging in January 1998. The grant amendment
adds $3446 to the amount originally received, and is available because of grant funds in the
agency's budget that were not utilized. The additional funds have been designated for the
purchase of a new deep freezer unit for the Community Center. With this purchase, we have
the old freezer unit to dispose of. This freezer is 20 years old and has an estimated value of
between $300 and $500. The Owasso Senior Citizen Foundation has expressed an interest in
having the freezer donated to their organization. Their intention is to use the freezer as a
method of raising funds. The Foundation plans to sell the freezer, 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 -109 and 7- 109(1) of the City of Owasso Code of Ordinances.
RECOMMENDATION:
The staff recommends that the City Council declare the existing freezer as surplus to the needs
of the City and authorize the sale of that item to the Owasso Senior Citizens Foundation for the
sum of one dollar.
NOTE: The equipment maybe inspected on any working day between 8:00 a.m. and 5:00 p.m.
at the Owasso Community Center. Please see Ms Worley or Ms Nicholson.
ATTACHMENTS:
1. Section 7 -108 and 7 -109 of the Code of Ordinances
Finance and Taxation
ucn county or city has a population equal to or in excess of 50,000 persons, and, (Ord. o-45S;
1/5/93; Ord. No.
7. Contractual services of a na nature, en 'neering, architectural and medical
services.
(Prior Code, Sec. 7 -33)
SECTION 7 -108 SALES COUNCIL TO DECLARE SURPLUS OR OBSOLETE COM ETI
L p TI
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 REQUIRED
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. one, hereinafter referred to as "principal ", constructing improveme on public property
within the city, or wit risdiction of the city, shall furnish a three (3) year mat ance bond in the amount
of one hundred percent (1 of the cost of the work.
B. The bond shall be issued surety compa , ereinafter referred to as "surety ", approved
by the city and licensed to do business in the sta
C. The condition of the bo all be such that rincipal and surety therein named do agree
and bind themselves unto the cit t:
1. The ' provements, including all excavation, fill and backfillin ereof, and all other work
done shall be nstructed of materials and in such a manner that the same shall endu it any need of
repair soever for a period of three (3) years, from and after formal acceptance of the 1 ovements by
ution of the city council of the city; and all at the expense of the principal or surety;
Page 7 -5
1, MEMORANDUM
0
1
1
TO: THE HONORABLE MAYOR AND COUNCIL
CITY OF OWASSO
FROM: TIMOTHY ROONEY
ASSISTANT CITY MANAGER
DAVID WARREN
PARKS SUPERINTENDENT
SUBJECT: REQUEST FOR THE COUNCIL TO AUTHORIZE STAFF TO
REJECT ALL SUBMITTED BIDS FOR THE PROPOSED RESTROOM
FACILITY
DATE:
BACKGROUND:
September 29, 1998
In October of 1997, the citizens of Owasso approved a 10 million dollar bond issue for Capital
Improvement Projects within the City of Owasso. Projects within that bond issue included street
and intersection improvements, remodeling and expansion of existing facilities, and
improvements to the Owasso Sports Park. Included as one of the projects for Sports Park
improvements was the construction of an additional restroom.
Staff developed a bid packet and plans for the construction of the additional restroom at the
Sports Park and solicited bids in August of this year. The plans and bid packet were largely
based upon the initial restroom which was constructed and completed at the Sports Park earlier
in the year. Slight modifications and changes were made to the original design based on the
completed restroom, staff observations, as well as user comments and suggestions. Those
changes consisted of a change in the location of water faucets for easier access, additional floor
drains, and minor language changes for clarification.
Bids were submitted for consideration and were opened on September 1, 1998. Two bids were
received for the construction of the restroom facility:
Name of Bidder
Pettijohn Construction
Do All Construction, Inc.
Bid
$ 102,775.00
$ 133,627.00
A review of the bids submitted indicated that it did not meet budget constraints. While the 1997
bond issue had a budgeted allocation of $65,000 for the restroom, staff had anticipated a figure
closer to the $85,405 awarded bid on the previous restroom. A bid in excess of $100,000 was
not expected. In addition to the review of the bids submitted, a memorandum was submitted by
Mr. Pettijohn, which in his words, explained why the bid was so high. This memorandum is
attached for your information and review. Quite simply, staff is not satisfied with this
explanation and believes this facility can be constructed for a lesser amount.
The staff is currently in the process of evaluating options which may include advertising once
again for bids on the construction of the restroom or a private - public sector partnership to
construct the facility. Upon completion of the evaluation process, staff will update the Council
regarding the restroom facility and its construction process.
RECOMMENDATION:
Staff recommends Council authorization to reject all bids for the Restroom Facility at the
Owasso Sports Park.
ATTACHMENT :
1. Bid Tabulation Sheet
2. Memorandum from Mr. Pettijohn
CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY
207 South Cedar
PO Box 180
Owasso, Oklahoma 74055
(918) 272 -2251
BID DOCUMENTATION
Opening Date: SQtember 1 1998
Council /Trustee Approval:
Item: Sports Park Restroom
Number of Bids: 2
Bids Opened By: Marcia Boutwell
Witness: Tim Rooney
Witness: David Warren
Bidders Amount of Bid
Pettijohn Construction, Owasso $102,775
Do -All Construction, Tulsa $133,627
Certification:
I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of T knowledge, this Bid
Documentation is true and correct. ,1 OF 0 yyQs
Signature: }, AL) `so
OFFICIAL
Date: �— / —9 �' SEAL
01-11-
kLAt404 n
.9t —T lr,y: Tuc HAAT !3j6 '4
I
Pettijohn Construction
8100 N. 177 East Avenue, Owasso, OK 74055
Phonelfax 272 -9003; Digital Pager 745 -3335
September 2, 1998
City of Owasso
c/o Tim Rooney
207 South Cedar
P d. Box 180
Owasso, OK 74055
Re: Pettijohn Construction Bid for the Restroom Facility at the Owasso Sports Park
Tc Whom It %lay Concern:
We would like to submit this letter to explain the increase in our bid over the one we
turned in for the original restroom at the Sports Park. We also want to apologize to Mr.
Rooney and the rest of the City staff present at the bid opening for the confusion
caused by our misunderstanding of how we were to sL;bmit our cost breakdown on the
bid form. We can see how the increase in our quote compared to the original restroom
seems out of line but it is not, and we hops the following will help explain why.
Our quote breaks down into two main components: 1) our costs for all material and
labor to build the protect, and 2) the contractor's overhead and profit, Our numbers far
the original restroomr and for this quote break down as follows.
Original Restroom New Restroom Difference
;i $73,405 $86,0175 $12,670
2
$17,000 $21,700 $4,700
Totas $90,405 $107,775 $17,370
On the original restroom the contractor's overhead and profit was 23.2% of our material
and labor costs. On the new restroom quote the contractor's overnead and profit is
25 2% of our material and labor costs It is not uncommon for contractor's OH & P to
be higher on the smal er jobs because our overhead rarnains constant and is therefore
a higher percentage of a small iob. We were surpr �sed at the amount of the increase
from our previous quote (317,370), but after analyzing our numbers we concluded they
were proper It was also our feeling that we were going to lose this job with a quote of
$107,775, but were convinced it was the proper quote to submit.
Scr : ry : THE HART oGh,!:W4V 3185855474 ooi oz 198 1 U : 1 5.AM '00 506 'age 2i2
1
' n of
The difference of $12,670 in our raw costs far labor and mater +al is a combination
price increases from our plumber, mason and doodhardware supplier in the amount of
$8.307, and an additional $4,363 we are including to make up for material and labor we
supplied on the original restroom but failed tc cover with our previous bid. We had
miscalculated concrete needed for the foottr;g and miscellaneous items dealing with the
roof, but mainly the bulk of the $4,363 we lost on the original restroom was associated
with labor costs.
' The differen:e of $4,700 in our overhead end profit is the combination of an additional
$2.000 for the general contractor, an additional $400 for the bid consultant and an
additional $2,300 for insurance and workers compensation expenses. The additional
' $2,000 for the g c. allows for an $1,120 discrepancy between the price we have
estimated for concrete and plywood roof deck ($3,880) and the $5,000 that is ded-.icted
on the bid form. Can the original restroom we did not catch this discrepancy, and
pettijohn Constriction lost $1,560 The remaining $880 to the g.c. will cover additional
contingencies we expect could occur. Mr. Hart, the bid consultant, gets a certain
percent of the costs to cover his fee, and the increase in our costs caused his fee to
,., increase by $440. On the original restroom we left out the part of our overhead
associated with insurance and workers compensation and do not want to sustain that
joss again.
To conclude we would like to offer these thoughts. We think our bid is fair because of
s, the $12,500 budgeted for the general contractor on the original restroom $7,723 was
lost as illustrated above. It is cur opinion the City of Owasso got a bargain on the
original restroom due in part to our losses; but also because we were able to find a
mason and plumber who were able to keep their prices substantially lower than the
field. Our present quote could have been much closer to the other bid without these
same two subcontractors To got to bid on esRentia;ly the same project for a second
time allowed us to not make the same mistakes made on the original restroom bid. In
rather words, we feel the higher bidders or the original restroom had estimated the job
better than we did.
Again, we want to apologize to Mr. Rooney and the rest of the city staff who attended
the bid opening for any misunderstanding that may have caused us to get our feathers
ruffled. We felt we put together an honest bid that would fairly cover our time and
expenses However, we totally understand that a $17,370 price increase would be a
shock for anyone else as much as it was for us. Hopefuiiy the above will help clear up
our position. Thank you for your tirne, and we are glad to meet with the City if there are
any other concerns.
' Sincerely yours,
Jim Pettijorn
1
�1
MEMORANDUM
' BACKGROUND:
The City of Owasso provides Emergency 911 service to Owasso citizens with specifically
identified telephone prefixes. Agreements were made with the telephone service providers that
in accordance with ordinance #571, five percent of the customer's telephone bill is returned to
the City of Owasso to aid in the support of providing this emergency communication service.
Until recently, Southwestern Bell Telephone was the only emergency provider for our customers.
As more companies enter into the telephone provider arena, it is important that the City of
Owasso receive the appropriate funds from all telephone providers as required by City
Ordinance #571.
Logix Communications is expecting to provide telephone service to Owasso citizens in the near
future. The attached contract authorizes Logix to collect the E -911 service fee assessed on local
access lines and remit same to the City of Owasso. For this service, Logix charges an
administrative cost of 2 % of the collected 5 %. Incidently, Southwestern Bell telephone performs
the same service with a larger number of customers, with an administrative cost of 2.5 % of the
collected fees.
RECOMMENDATION:
Staff recommends Council approval and authorization for the mayor to execute the appropriate
documentation which allows Logix Communications to begin providing service to Owasso
' citizens and to collect identified E -911 fees.
ATTACHMENTS:
t 1. Logix Contract
2. Owasso City Ordinance #571
TO:
HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM:
M A. ALEXANDER
CHIEF OF POLICE
SUBJECT:
REQUEST APPROVAL OF LOGIX CONTRACT
DATE:
September 29, 1998
' BACKGROUND:
The City of Owasso provides Emergency 911 service to Owasso citizens with specifically
identified telephone prefixes. Agreements were made with the telephone service providers that
in accordance with ordinance #571, five percent of the customer's telephone bill is returned to
the City of Owasso to aid in the support of providing this emergency communication service.
Until recently, Southwestern Bell Telephone was the only emergency provider for our customers.
As more companies enter into the telephone provider arena, it is important that the City of
Owasso receive the appropriate funds from all telephone providers as required by City
Ordinance #571.
Logix Communications is expecting to provide telephone service to Owasso citizens in the near
future. The attached contract authorizes Logix to collect the E -911 service fee assessed on local
access lines and remit same to the City of Owasso. For this service, Logix charges an
administrative cost of 2 % of the collected 5 %. Incidently, Southwestern Bell telephone performs
the same service with a larger number of customers, with an administrative cost of 2.5 % of the
collected fees.
RECOMMENDATION:
Staff recommends Council approval and authorization for the mayor to execute the appropriate
documentation which allows Logix Communications to begin providing service to Owasso
' citizens and to collect identified E -911 fees.
ATTACHMENTS:
t 1. Logix Contract
2. Owasso City Ordinance #571
AGREEMENT FOR ENHANCED EMERGENCY
NUMBER (E -911) SERVICE
THIS Agreement for Enhanced Emergency Number (E -911) Service
( "Agreement ") is made and entered into as of this day of
1998, by and between LOGIX Communications Corporation (` LOGDC ), an Oklahoma
corporation, having its principal place of business at 13438 North Broadway Extension,
Oklahoma City, OK 73114 and the CITY/TOWN OF
having its principal place of business at
`City ").
WHEREAS, LOGIX is a Telecommunications Service Provider as defined by
Oklahoma Administrative Code 165:55, providing telecommunications services in the
State of Oklahoma, and the City.
WHEREAS, pursuant to its obligation to provide telecommunications services to
its subscribers within its certified service areas, LOGIX has built a telecommunications
system in the City.
WHEREAS, the City desires to have LOGIX, in conjunction with Southwestern
Bell, provide Enhanced Emergency Number (E -911) Service which shall include, but not
be limited to, the development of a Master Street Address Guide (MSAG), selective
routing, Automatic Location Identification (ALI) and the Automatic Number '
Identification (ANI) services.
WHEREAS, LOGIX is willing to furnish, install, and maintain said features, ,
subject to the terms and conditions set forth, as well as those contained in its approved
tariff
NOW, THEREFORE, it is mutually agreed between the parties as follows: P
1. This Agreement is entered into between LOGIX and the City for provision of
facilities by LOGIX to the City for the City's use in its efforts to receive
reports of emergencies from the public in the City's designated service areas.
2. As authorized by the Nine - One -One Emergency Number Act, 63 O. S. Supp.
1996, Sections 2814 and 2815 and Title 29, and City's resolution(s), named or
numbered , LOGIX will
collect from service users, and remit to the City, the E -911 service fee assessed
on local exchange access lines. For this service, LOGIX will retain two
percent (2 %) of the total amount collected.
1
3. Service is provided solely for the use and benefit of the City and the provision
of such service shall not be interpreted or construed as creating any obligation
of LOGIX toward, or any right of action on behalf of any third party or other
legal entity.
4. The City will be responsible for implementation and ongoing administration of
all E -911 data management associated with its E -911 Service. The City's
responsibilities include:
(a) Identifying City's boundaries for police, fire and emergency medical services
and providing this information to Southwestern Bell and LOGIX on the forms
provided by Southwestern Bell.
(b) Coordinating the accuracy of Master Street Address Guide (MSAG)
information used to update the Automatic Location Identification (ALI) data
file and advising LOGIX of any changes in street names, establishment of new
streets, changes in address number used on existing streets, closing and
abandonment of streets, changes in local jurisdictional boundaries, annexation,
or any other matter that will affect the routing of any E -911 call to the City's
PSAP. Changes, deletions, and additions which the City desires to have made
in the MSAG files shall be submitted to LOGIX on an "as occurred" basis.
LOGIX shall process MSAG file changes to the Southwestern Bell Data Base
Management System as documented in the Interconnect Agreement between
the two companies. MSAG file changes are to be submitted by the City to
LOGIX at the following address:
LOGIX Communications Corporation
Attn: Ann Bolen
Manager 911 Services
12801 Castlerock Court
Oklahoma City, OK 73142
5. MSAG updates will be processed by LOGIX as quickly as reasonably possible
after receipt of information from the City. The ALI data file will be updated as
quickly as reasonably possible following completion of the order for service.
t 6. The parties hereto further agree that, in the absence of any delay occasioned by
events or factors which are beyond the control of LOGIX, the in- service date
for the services covered by this Agreement shall be September 1, 1998.
1
7
7. Where service is provided under this contract for use in connection with the
City - provided communications equipment, the operating characteristics of such
equipment shall be such as not to interfere with any of the features offered by
LOGIX. The City agrees to use public safety communications equipment that
is standard in the industry and adequate to handle its 911 calls.
8. Additions, modifications, or removals of features will be made by LOGIX at the
City's request. Each such addition, modification, or removal will be subject to
the charges and rates in effect at the time the work is performed.
9. LOGIX's Credit Records and Billings (CRB) records are confidential and
proprietary. The City will maintain the confidentiality of these records and will
establish controls to ensure this information is only used in connection with
City's provision of E -911 Service.
10. LOGIX will provide maintenance at no additional cost for the City's E -911
Service on a two (2) hour response time, twenty -four (24) hours -a -day. The
City will be provided the names of LOGIX's personnel to notify when
emergency repair is required for the City's E -911 Service.
11. While it is the intent of the City to renew this Agreement, the parties agree and
understand that the City, being a political subdivision of the State of
Oklahoma, cannot be bound in this Agreement past its current fiscal year of
June 30, 1999. Therefore, the parties agree that the contract term shall be
from the date of execution through the end of the City's current fiscal year, and
that parties upon mutual agreement may renew this Agreement at the end of
the contract term for successive one year periods. In no event shall the City be
bound to any such renewal until and unless the City approves this renewal and
it is executed by the authorized official of the City. In no event shall the City
be obligated financially or otherwise or be subject to any penalty or damage for
failure of the City to renew this Agreement.
12. LOGIX shall not be liable to the City for any damages arising out of errors,
interruptions, defects, failures or malfunctions of E -911 Services, including,
but not limited to, damages arising from errors or defects of associated
equipment and data processing systems, except that the City shall be entitled to
an allowance for interruptions.
13 Neither party shall be held responsible for any delay or failure in performance
under this Agreement to the extent that such delay or failure is caused by
circumstances beyond the control of such party, including without limitation,
fire, flood, explosion, war, acts or omissions of carriers and other similar
conditions ( "Force Majeure Condition "). If a Force Majeure Condition occurs,
the party whose performance is affected shall notify the other parry and shall
resume performance as soon as reasonably possible.
M
14. In the course of implementing and administering the E -911 Services, LOGIX
may provide the City certain confidential numbers and proprietary information,
'
including nonpublished telephone numbers. The City agrees to keep such
information confidential and to refrain from disseminating such information
except to employees and agents of the City who, during the course of their
employment need to have access to such data for the purpose of implementing
and administering E -911 Services. When such information is no longer needed
'
for that purpose, the City will return such information to LOGIX at LOGIX's
reasonable request.
'
15. The failure of either party to enforce any of its provisions of this Agreement, or
a waiver thereof in any instance, shall not be construed as a general waiver or
relinquishment on its part of any such provisions, but the same shall,
'
nevertheless, be and remain in full force and effect.
16. The City and LOGIX agree to comply with all applicable Federal, State and
'
local laws, regulations, and codes in the performance of this Agreement.
'
17. All notices or other communications changes hereunder (other than MSAG file
changes) shall be deemed to have been duly given when made in writing and
delivered in person or deposited in the United States mail, postage paid and
addressed as follows:
To the City:
1
To LOGIX:
'
LOGIX Communications Corporation
Attn: Ann Bolen
'
Manager 911 Services
12801 Castlerock Court
Oklahoma City OK 73142
'
The address to which notices may be given or made by either party may be
changed by written notice given by such party to the other pursuant to this
'
paragraph.
'
1
4
18. The terms of this Agreement, and each of them, cannot be waived, altered or
amended unless the same be consented to in writing by the parties hereto.
19. This Agreement contains the entire Agreement of the parties with respect to
the service described herein, and no other Agreement, statement, or promises
made by any party, or to any employee, officer, or agent of either party, which
is not contained in the Agreement shall be binding or valid. '
20. LOGIX acknowledges that this Agreement is contingent upon the availability
of funds provided by the assessment of emergency telephone fees imposed by
the City in accordance with the Nine - One -One Emergency Number Act, 63
O. S. §2811 et seq. LOGIX further acknowledges that this Agreement is
subject to the appropriation of sufficient funds in each fiscal year for which E-
911 Services are provided and, in the event of the failure of the City to
appropriate funds as herein provided, this Agreement shall be null and void
without further action by the City. (Oklahoma Constitution Article 10 Section
26)
21. LOGIX further agrees that there will be no additional charges incurred by the
City upon the execution of this Agreement.
22. LOGIX and the City shall each have the right to cancel this Agreement as
follows:
(a) LOGIX shall have the right to cancel this agreement in the event of the
violation of the City of any of the terms and conditions hereof upon
ninety (90) days written notice of cancellation to the City and failure by
the City to cure such violation within such period.
(b) The City shall have the right to cancel this agreement in the event of the '
violation by LOGIX of any terms and conditions hereof upon ninety
(90) days written notice of cancellation to LOGIX and failure by '
LOGIX to cure such violation within such period.
IN WITNESS WHEREOF, said parties have caused this Agreement to be
executed in their behalf as of the date indicated below.
THE CITY/TOWN OF
Name
Title
Date
Attest:
Title
LOGIX Communications Corporation
Name
Title
Date
Attest:
2
CITY OF OWASSO, OKLAHOMA
ORDINANCE NUMBER .,ST%i
AN ORDINANCE RELATING TO PART 13, PUBLIC
SAFETY, CHAPTER 6,911 EMERGENCY TELEPHONE
SERVICE, SECTION 13 -604, COLLECTION OF FEE, OF
THE CODE OF ORDINANCES OF THE CITY OF OWASSO
OKLAHOMA, REPEALING SECTION 13 -604 AND
ADOPTING A REVISED SECTION 13 -604 SERVICE FEE
ON TARIFF ON TELEPHONE SERVICE, DECLARING AN
EFFECTIVE DATE.
WHEREAS, under the provision of 63 O.S. Section 2815 the municipality is authorized
by ordinance to impose a tariff fee in an amount not to exceed five percent (5 %) during the first
year of the fee and not to exceed three percent (3 %) in any year thereafter of the tariff rate in
areas subject to the jurisdiction of the municipality for which emergency telephone service has
been contracted; provided, that after the first year of operation when the governing body of the
municipality determines there exists a need for ancillary communication systems'necessary to pass
the reported emergency to the appropriate emergency service and personnel, the governing body
by ordinance may restore such fee in an amount not to exceed five percent (5 %) for such
additional time as needed for said ancillary communications equipment; and,
WHEREAS, the governing body of the City of Owasso, Oklahoma, has determined there
exists a need for ancillary communication systems necessary to pass the reported emergency to
the appropriate emergency service and personnel and therefore that restoration of the fee to the
amount of five percent (5 %) is necessary,
THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
OWASSO, OKLAHOMA, THAT:
Section One: Part 13, Public Safety, Chapter 6, 911 Emergency Telephone Service,
Section 13 -604, Collection of Fee, of the Code of Ordinances of the City of Owasso, Oklahoma,
shall be repealed and in lieu thereof thereby provided the following, to -wit: Section 13 -604,
Collection of Fee
There is hereby imposed upon the tariff charges for exchange
telephone service or it's equivalent of the local exchange telephone
company providing service within the corporate limits of the City of
Owasso, Oklahoma, a fee of five percent (5 %). Three percent
(3 %) of the proceeds of the fee shall be utilized to pay for the
operation of emergency telephone service as specified in Section
2813 of Title 63 of the Oklahoma Statutes. Two percent (2 %) of
the proceeds of the fee shall be utilized of the purchase of ancillary
communication systems necessary to pass the reported emergency
to the appropriate emergency service and personnel. Such two
percent (2 %) fee shall remain in effect for such time as the City
Council of the City of Owasso, Oklahoma, deems necessary for the
purposes aforestated.
Section Two: That this ordinance shall be effective thirty (30) days from the date of first
publication as provided by State law provided, however, such fees herein set forth shall be
assessed and collected from the 1st day of May, 1998, until the 30th day of June, 2001,
whereupon such fee assessment and collection shall cease unless otherwise ordained.
APPROVED this � L day of Fn brwar w 1998.
ATTEST:
Mar ' Mar& Boutwell, City Clerk
AS TO FORM:
D. Cates, City Attorney
2780- 348.ets
CITY OF OWASSO, OKLAHOMA
By:
Mary'-L Mary'-LcVj Bamhouse, Mayor
P?
MEMORANDUM
6
TO:
' FROM:
' SUBJECT:
' DATE:
BACKGROUND:
THE HONORABLE MAYOR & CITY COUNCIL
CITY OF OWASSO
M A ALEXANDER
CHIEF OF POLICE
REQUEST CONTRACT APPROVAL FOR USE OF
FIREARMS RANGE TO AIR NATIONAL GUARD
September 29, 1998
The Owasso Police Department Firearms Range is nearing completion of Phase I. At the time
of this memorandum, specifications for dirt and drainage work are being completed to submit
to construction companies to request bids.
Recently, members of Headquarters, 138th Oklahoma Air National Guard requested use. of the
current firearms range. The Air National Guard (ANG) identified a need to have a location in
which to conduct firearms training with military personnel. In past years, the ANG has used
PM the Broken Arrow firearms range and the Sand Springs firearms range.
A proposal and contract has been offered for the use of our firearms range by ANG personnel
' from October 1998 through September 1999, for one weekend per month. For this service, the
ANG will pay the City of Owasso $2000. The proposed contract specifies that the ANG will
provide all CLEET certified training instructors, transportation of all personnel, medical support
during training, ammunition, etc. Further, the ANG assumes all liability of the soldiers while
at the range. All instructors will be required to undergo range briefing and safety training by
this department's firearms range master. Additionally, the ANG has earth moving equipment
and has indicated a desire to identify Owasso as a training site so that dirt work may be
performed at the firearms range at no cost to the City.
' City Attorney Ron Cates has reviewed the contract and can answer any questions regarding
legality or liability.
RECOMMENDATION:
' Staff recommends City Council approval of a one -year contract with the Air National Guard for
use of the firearms range for a cost of $2000.
1
ATTACHMENTS:
' 1. Proposed Contract from 138th Fighter Wing, Oklahoma Air National Guard
1
OKLAHOMA AIR NATIONAL GUARD
HEADQUARTERS, 138' FIGHTER WING
INTERNATIONAL AIRPORT - 4200 NORTH 93RD EAST AVENUE
TULSA, OKLAHOMA 74115 -1699
(9 ] 8) 832.8201 '
(DSN) 9WS201
10 September 1998
MEMORANDUM FOR Owasso Police Department
FROM: 138SFS/DCSP
SUBJECT: Request for Use of Firing Range I
1. The 138' Fighter Wing of the Oklahoma Air National Guard requests use of your
firing range for weapons qualification and training purposes for the time period of 01
October 1998 through 30 September 1999 for the amount of $2,000.
2. This agreement is renewable on a yearty basis providing both parties agree to
continue these services.
3. Before our contracting office can award a $2,000.00 contract with the City of
Owasso Police Department, we must receive a bill or statement so that they may
pay the contract.
4. POC for this matter is myself at (918) 832 -8201.
5. Thank you for your consideration in this matter.
ROBERT E. GUEST, MSGT, OKANG
Deputy Chief, Security Police
The City of Owasso agrees to the terms and conditions of a memorandum dated
September 10, 1998 from the Oklahoma Air National Guard relative to the Guard's use of the
City of Owasso Police Department Firing Range.
ATTEST:
Marcia Boutwell, City Clerk
APPROVED AS TO CONTENT:
Ronald D Cates, City Attorney
CITY OF OWASSO
M.
Denise Bode, Mayor
��a io no i.r.oy t' AA M19 3:11 0775
135 bib 1003
IREQUEST FOR P� ASE I NO.
N$TALLj TIC N
138th FIGHTER WING, TULSA LAP, OK 74115 -1699 DATE
TO' CONTRACTING OFACER 22 Jul 96
LGC CLASS
THROUGH
CONTRACT, PURCHASE ORDER OR
RM & AC DELIVERY ORDER N0
FROM rrnrart RaCC. / epphCapbl
t38SFS RC /CC . 244300 EEIC: 4'7120
IT 15 REQUESTED THAT THE SUPPLIES AND SERVICES ENUMERATED BELOW AND IN THE ATTACHED UST. BE
"LACHASED FOR FOR OEtrVERY TO NOT CATER THAN
138FW BASE FIREARMS TRAINING ROBERT E_ GUEST, MSGT, OKANG 1 01 Oct 98
ITEM DESCRIPTION OF MATERIAL OR SERVICES TO SE PURCHASFIl QUANTITY UNIT ESTIMATED ESTIMATED
UNIT PRtCE I TOTAL COST
01 DESCRIPTION OF SERVICE ncy n 1 s Is
FIREARMS TRAINING FACILITY/RANGE
Provide a 1 year membership for Firearms Range use to train
Base personnel for qualifications monthly. The Base will
provide targets, ammunition. for Base qualifications and the
personnel to =ia these people. plus medical support personnel.
Target frames m be supplied by OPD.
CONTRACT PERIOD 01 OCT 98 THROUGH 30 SEP 99.
ESTIMATED DATES OF USE:
OCT 03&04 APR 03&04
NOV 14415 MAY 01 &02
DEC 05 &06 JUN 05&06
JAN 09 &10 JUL 10&11
FEB 06&07 AUG 07&08
MAR % &07 SEP 118112
IF DATES CHANGE. ROBERT GUEST WILL CONFIRM
ACTUAL DATES.
SUGGESTED SOURCE: OWASSO POLICE DEFT RANGE
101 N_ MAIN STREET
OWASSO, OK 74055
"This requirement is included or provided fur the inerallaaon
financial Dtan for FY99'
TOTAL $ 2,000.00
PURPOSE Lease agreement for Weapons Training of Base personnel. The AHG assumes all liability in reguar s to dimage and Iniury while performing training at the OPD Range.
DATE TYPED NAME ANO GRADE OF REDUESTING OMCIAI NATURF 1
TEI -rj HONE NO,
22 Jul 98 ROBERT E. GUEST. MSGT. OKANG 918 -832 -8201
OA E TYPED NAME ANO GRADE OF APPROVING OFACIAL SIGNATURE
22 Jul 98 MARCEL L. CRAWFORD, 1LT, OKANG
I CSfTdy char the SUOPIMs and sendees /urad above and in the attached Usr am prpparly chmyaeb/e ro the /allowing allormanrs, rho svailawv
bolences of which are suNicienr ro cover the cost rhercof, and funds have been committed.
ACCCUNTING CLASSIFICATTOIV AMOUNT
6
DA-T-- TYPED NAME AND GRACE OF CEATIFYtNO OFSICIAL SIGNATURE
AF FORM 9, MAR 77
Yr
■ W
I
1
Ir
RF-QUEST FOR PURCHASE
NO
G
y nON
DATE
,rflfl AGEU'J:R WING, TUL&A LAP, OLD 74115-1690
10 Avg 97
NTRAGTINO OFFICER
CLAOa
(LGC
THROUGH
CONTttACT. PURCNABE ORDER
11.1 dt AC
13R DIE ORDER NO^� \
(rnsertRGGCRC/CC:
2,
138' -F'� RC/CC: 244300 EIIC: 47120
1385
R tS REQUESTED r AT 7NE SUPPLIES MO SERWES ENUMERATED BELOW ANO IN THE ATTACHED LIST. BE
P UA Ct of e D FOR Foil OELNF RY TO
NOT LATER THAN
13 8FW RASE FIRF -AR1a TRAMING MSGT ROBERT E GU=, OKANG
I
01 OCT 97
EB'rTWTED
EGT MATEO
MEW
DEBCROrMll OF MATt:i AL OR BEMOCes TO 9E PURCM0,8E0
QL1ANTr Y
UNIT
UNrT PRICE
TOTAL COaT
01
LEASSlR NTAL (RENEWAL)
l
YR
s 2000.00
f 2000.00
FIREARMS TRAINING PACfI MRANGE.
Provide a I year membership for Firearms RxW use to t nm-
Base persomel for qualificaions morsMy. The Base will
provide targets, srr=miriot� for-Rase qualifications and the
INS".
personnel to train these people, plus medical support
personnel. Cortract period 01 October r through
30 Sep 1996. /06,, At r— � Go./T� cT
'I cerufp tla government. capabilities aren of available to
perform this type of Rork'
This money is included in fuiencial plan for 1998
Suggested Source. BROKEN ARROW POLICE RANGE
3400 N 41 st Street
BROKKK ARROW, OK 74014
Phone: (918) 259 -8211
v
-Z fi01rAL
2,000.00
PURPOeE MAINIENANCBAGRE 2143NT FOR SECUR=PO= Tbec"G s all l bilit
in re guards Co damage and injury while erfor-win
PATE
TYPED NAME MID ORAOE OF REQVEBTINO OFFICv L
ale �V1 � • �
TELEPHONE N0. �
a'
10 Rug 97
RORMTR GUEST, MSG, OKANG
918- 832 -8201
pATF
TYPED NAME AND ORDDE OF AP PR 0~ OFFICIAL
8tONATUR
10 A►ig 9'I
MARCEL L CRA.WFORD. 2LT, OKANG
ceA,/1y tear the 94*ms ano sewer ww doors anv in tAe xacw Rst im plvpeny cna oR to rile fWOAVV ,WW84 t "AM-0 oalnre$
d wh<h aye siarrc e>s to catr the cost mea'ot, am fw= hAv veen cwrnvea.
ACCOUNTINO CLAOSIFtCAT10N
AMOUNT
f
OArE
TYPED NAME ANC ORnOE OF CERTIFYwo OFFICIAL 1
1
atONATVRE
AF FORM 9. MAR T7 (ET-)
X02
n In
in
MEMORANDUM
' TO: HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: PHIL LUTZ, P.E.
ENGINEERING PROJECT MANAGER
SUBJECT: CONTRACT AWARD AND CHANGE ORDER #1
U.S. HIGHWAY 169 ENHANCEMENT (LANDSCAPING)
' DATE: September 28, 1998
BACKGROUND:
The Oklahoma Department of Transportation (ODOT) installed a new decorative fence along
U.S. Highway 169 between 76th and 86th Streets North. As part of the agreement for the State
' providing the fence, the City of Owasso is obligated to provide 20% matching funds. ODOT
agreed that the matching contribution could be provided in the form of landscaping. Due to the
future reconfiguration of the 76th Street North and U.S. Highway 169 interchange ramps and
service roads, the work will be split into two phases. This contract addresses Phase I work as
shown on the attached location map. Public Works Engineering Division developed the plans
' and specifications.
ITEM 13 - SOLICITATION OF BIDS:
The project was advertised on August 27, 1998 and bid opening was held on September 17th.
' Three bids were received ranging from a low of $12,910.00 to $39,550.00 (see attached bid
tabulation). The low bidder is Richardson Lawnmowing and Landscaping of Berryville,
Arkansas. The Engineer's Estimate for the Phase I work is $17,070. The contract period is 75
' calendar days.
ITEM 14 - CHANGE ORDER #1:
A misintrepretation by the apparent low bidder as to the scope of work required for group
planting area bed preparation led to negotiations to determine a reasonable price for the work.
' Negotiations resulted in allowing the bidder to increase the price of this bid item by $2,089.00
resulting in a total contract price of $14,999 (see attached contractor proposal).
PROTECT FUNDING:
The FY98 -99 Capital Improvements Fund (Line Item 81- 410 -5430) budget includes $25,000 for
enhancement. The Phase I work amounts to 68% of the budgeted funds.
' RECOMMENDATION:
Item 13 - Staff recommends award of the U.S. Highway 169 Enhancement (Landscaping), Phase
I, to Richardson Lawnmowing and Landscaping, Berryville, Arkansas, in the amount of
$12,910.00.
1
1
Item 14 - Staff requests approval of Change Order #1 to the subject contract for an increase of
$2,089.00 and authorization for execution by the Mayor.
ATTACHMENTS:
1. Location Map
2. Bid Tabulation
3. Change Proposal
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CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY
207 South Cedar
PO Box 180
Owasso, Oklahoma 74055
(918) 272 -2251
BID DOCUMENTATION
Opening Date: September 17, 1998
Council /Trustee Approval:
Item: Highway 169 Landscaping
Number of Bids:
Bids Opened By: Marcia Boutwell
Witness: Phil Lutz
Witness:_ Dwayne Henderson
Bidders
Cox Landscaping Co, Tulsa
Robinson's Custom Lawnmowing & Landscaping, Berryville, AR
Worley's Greenhouse & Nursery, Owasso
Certification:
E FPPT ?r
3 0 1998
i- -
Amount of Bid
$39,550
$12,910
$29,734
I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of in knowledge, this Bid
Documentation is true and correct. Oro
Signature: '�� EAL)
OFFICIAL 0
Date: 9—/7 -9�" SEAL
�
<q` P
' SECTION 00600
' CHANGE ORDER
PROJECT: CHANGE ORDER NUMBER:
Highway 169 Enhancement DATE:
October 13, 1998
(Landscaping)
1
CONTRACT DATE: October 15, 1998
' TO CONTRACTOR: CONTRACT FOR:
Robinson Lawnmowing Landcaping U.S. Highway 169
and Landscaping between 76th and 86th Streets
1008 Hickory Ave. North, Owasso,OK
Berryville, AR 72616
The Contract is changed as follows:
Revise the price for Group Planting Area Prepreation to a total of
' $2,889.00, an increase of $2,089.00.
i
Not valid until signed by the Owner and Contractor
The original Contract Sum was $ 12,910.00
Net change by previously authorized Change Orders $ 0
The Contract Sum prior to this Change Order was $ 12,910.00
The Contract Sum will be (increased) (d=am (xnchange#by this
Change Order in the amount of $ 2,089.00
The new Contract Sum including this Change Order will be $ 14,999.00
The Contract Time will be *cxeas* (&mmyad) (unchanged) by ( 0 ) days.
The date of Substantial Completion as of the date of this Change
Order therefore is
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction
Change Directive.
CONTRACTOR
ADDRESS
BY
DATE
City of Owasso
OWNER
207 S. Cedar, P.O. Box 180
ADDRESS
Owasso, OK 74055
M
Denise Bode, Mayor
DATE
CHANGE ORDER
0197 000600 - 1 OF 1
09/23/1998 14:57 FROM ROBINSON' S LANDSCAPING TO 19182724996
P. 01
f3Ow5On cu5TOm W05CAPING-
870-4?Z-7240
fa
Phi Date
207 S. Cedar
OWWO, OK 74455
R,,�: HWY. 169 I.andsCBpMg
it Gar Mr.
I v°rii� that the base bid is s12910.00 and that fenow ng the award, a change vrd r
issued to increase the contract amount to $14999.00 w } be
Sinfereh.
Jason Robin�on
IP08 Mckory AvQ --�'
AR 7 ?616]
87/0-423-56.33.2 ofn-cc
V0-42'3-240 fax
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A
MEMORANDUM
TO: HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
' FROM: PHIL, LUTZ, P.E.
ENGINEERING PROJECT MANAGER
'
SUBJECT: CHANGE ORDERS #1 AND #2
NSP ROADWAY AND UTILITY IMPROVEMENTS, PHASE II
September 28
DATE: , 1998
BACKGROUND:
The purpose of this project is to improve roadway access and utilities for the National Steak and
Poultry (NSP) facility by extending 5th Avenue from Cedar Street east to the U.S. Highway 169
' west service road. Due to rights -of -way issues and effects of elevating the west service road by
the Oklahoma Department of Transportation (ODOT), the project was divided into two phases.
Phase I extended 5th Avenue to the east NSP property line and was completed in 1996. Phase
II will further extend 5th Avenue to the west service road and include widening the existing
drainage channel upstream and downstream from 5th Avenue (see attached location map).
The Phase II contract was awarded to Yocham Enterprises on June 16, 1998 in the amount of
$288,569.00. Coordination between staff and ODOT has addressed the use of remaining
' Industrial Access Road grant funds and a revised scope of work to include raising the west U.S.
Highway 169 west service road as part of this contract. Also, an interlocal agreement between
the City and Tulsa County pertaining to paving will provide for County equipment and labor at
no cost to the City. Council approved execution of the agreement in June 1998. The County
will charge only for paving materials for both the 5th Avenue extension and service road raising.
The current estimate for materials utilizing the County is $42,017.
CHANGE ORDERS:
State law dictates that contracts below $1 million are limited to an aggregate increase of 15%
due to work scope changes. This percentage is based on both added and deleted work, but does
not include quantity changes to bid items existing in the original contract. It is for this reason
that added and deleted bid items relating to the addition of the west service road work be
' identifiable.
Change Order #1: This change addresses deletion of work and quantity changes to
' existing bid items (see attached scope of change). Bid items relating to work done by
Tulsa County for fine grading and paving materials to be deleted amount to $43,043 and
costs for quantity increases required for the service road are $35,650 for a net total
' decrease agreed to by the contractor of $7,393 and a time extension for an additional 60
calendar days.
1
Change Order #2: This change pertains to added bid items required for raising the west
service road (see attached scope of change). Added work includes off -site borrow for
the service road embankment and hydromulch and topsoil for the embankment slopes.
The total for this work agreed to by the contractor is an increase of $86,266.00 and a
time extension for an additional 60 calendar days.
FUNDING SOURCE:
The original FY97 -98 Capital Grants Fund (Line Item 85- 411 -5430) was in the amount of
$454,000. Amounts expended in Phase I work ($21,201.31), engineering fees ($15,385) and
FEMA map charges ($5,300) leave $412,113.69 for Phase II work. The current contract
amount plus the costs for the two change orders and payment to Tulsa County total $409,459.00.
RECONEMWNDATION:
Change Order #1- Staff requests approval of Change Order #1 to the subject contract for a
decrease of $7,393 and authorization for execution by the Mayor.
Change Order #2 - Staff requests approval of Change Order #2 to the subject contract for an
increase of $86,266.00 and authorization for execution by the Mayor.
ATTACHMENTS:
1. Location Map
2. Cost and Funding Sheet
3. Request for Proposal, Change Order #1
4. Request for proposal, Change Order #2
ft
T SERVICE
]UPGRADE
LOCATION MAP
N8P ROADWAY E)ffEN810N
CITY _OF OWASSO, OKLAHOMA
PUBLIC WORKS DEPARMENT
ENGINEERING DIVISION
6/98 �(Fxw- 1 OF 1
INDUSTRIAL ACCESS PROJECT, ODOT, SAT - 72(563)
NSP ROADWAY EXTENSION AND DRAINAGE IMPROVEMENTS
Cost and Funding September 29, 1998
FUNDING, ODOT GRANT $454,000.00
Expenditure, Phase I Roadway 21,201.31
NET AVAILABLE, PHASE II $432,798.69
PHASE II COSTS
1. Non - Contract
Engineering, Sack & Assoc $ 15,385.00
FEMA Charges, CLOMR & LOMR 5,300.00
Subtotal, Non - Contract $ 20,685.00
2. Contract
Phase II, Yocham Contract, As Bid $288,569.00
Change Order #1, Yocham Proposal (7,393.00)
Change Order 12, Yocham Proposal 86,266.00
Subtotal, Contract $367,442.00
3. Local Agreement. Tulsa County
Phase II, Paving materials $ 42,017.00
TOTAL, PHASE II $430,144.00
NET FUNDS REMAINING $ 2,654.69
PROJECT:
NSP Roadway & Utility
Improvements, Phase II
TO CONTRACTOR:
Yocham Enterprises, Inc.
P.O. Box 2227
Sapulpa, OK 74067
The Contract is changed as follows:
See attached
SECTION 00600
CHANGE ORDER
CHANGE ORDER NUMBER: 1
DATE: September 30, 1998
CONTRACT DATE:
C�CT FOR 8
Extension of 5th Avenue roadway
to U.S. Highway 169 west service
road and improving 1800 LF of -
drainage channel, Owasso, OK
Not valid until signed by the Owner and Contractor
The original Contract Sum was $288,569.00
Net change by previously authorized Change Orders $ 0
The Contract Sum prior to this Change Order was $ 2 8 8 . 5 69 . 0 0
The Contract Sum will be (ice aM�4) (decreased) (qAi�j� by this
Change Order in the amount of ($ 7,393.00)
The new Contract Sum including this Change Order will be $ 281,176.00
The Contract Time will be (increased) ( Tg*4 ( m god) by ( 60 } days.
The date of Substantial Completion as of the date of this Change
Order therefore is
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction
Change Directive.
CONTRACTOR
ADDRESS
BY
DATE
City of Owasso
OWNER
207 S. Cedar, P.O. Box 180
ADDRESS
Owasso, OK 74055
BY
Denise Bode, Mayor
DATE
I'
CHANGE ORDER
0197 000600 - 1 OF 1
REQUEST FOR PROPOSAL, CHANGE ORDER #1
OWASSO NSP ROADWAY AND UTILITY IMPROVEMENTS
Scope of Change: Per the attached drawings - Delete the requirement for fine grading and asphaltic concrete
paving on 5th Avenue. This work will be preformed by others. Revise the channel slopes from 1 vertical on
4 horizontal to 1 vertical on 3.5 horizontal. Add on -site borrow to provide an approximate 7,500 cubic yards
of in -place embankment for the U.S. Hwy 169 west service road. The source of this additional material will
be approximately 1,500 cubic yards from channel excavation and 6,000 cubic yards from the Helscel property
immediately south of the project area. Add a quantity of bermuda slab sod to provide a two -foot (2') strip on
each side of the new service road pavement.
*Other changes involving raising the U.S. Hwy 169 west service road will be addressed in a Request
for Proposal, Change Order #2.
BID ITEM CHANGES
Bid
Item Description Contract Contract New New Amount Net Change. (Tl
1. R/W Clear /Restore
3. Exc. & Emb.
5.
8.
9.
20.
21.
(Quantity) (Unit Cost) (Quantity)
643 LF $ 1.00 3,043 LF $ 3,043
13,400 CY $ 4.00 20,900 CY $83,600
Fine Grading
2,240 SY
$ 1.00
0 SY
$ 0
8" Type A A/C Pmt
1,943 SY
$16.00
0 SY
$ 0
2" Type B A/C Pmt
1,943 SY
$ 5.00
0 SY
$ 0
Bermuda sod
1
$3,000
LS
$ 5,750
Erosion control
1
500
LS
$ 1,000
SUBTOTAL, NET CHANGE
CURRENT CONTRACT AMOUNT
NEW CONTRACT SUM
Additional contract time expected to accomplish the changed work is
Contractor
Date
$ 2,400
$30,000
($2,240)
($31,088)
($9,715)
$ 2,750
500
($7,393)
$288,569.00
$281,176.00
i
1
IYUV 10 11 • .Jl T Ul rit''ll'I CIV I CICrm LOCL7 f U. ou^ GCG (u 710 Gd4 (0174
( 'J1b 2•r'� 4�•+1Jb P01
OR pR()?;JS i'H. tiCF: ORIJER
CA VAS SO tiSP RO?,,DWAY AND UTILI'CY
' �! U;,i;tt�nt for firs' U' i1.;Ale
F. n - f ° °T il1t: .•'��.rl:d dI� \4iagj tl1C
rt t s, R �'ise Eit:
pre fl, n1, a �t�.r
L � t lltl :�4'�.IlI:Z, �iliS ,,('Q;>•: will �4 Y `: l ►i]T,1' E(7 t�.�`.�.��; c;:� ��yl)Ii.,;;lLlilt�. t,• `'' +
; T..�.�. Add c.c •s ,' •! i�;_Ce-i:t.
.3.5 torizo t ; , �
,in;:il tl� Ut` road. The ;(v rll t.
Y }?i t:i IFS i%2 <
�,t t(,;
me
t�.S. Hwy , � , t ' �ti; �(i)tIt tl!e sl�lsci �r,tt.
r I, nkr^t >0 (,;3lip �'
e; r 1 ttn�l rr� : =•2:i� r, and ,(X ;
5O+.i Cji'7it_ yaids .rC1TTf t it1 v ? "\1'o I v,:,, �. t...
t 'i�l(.` a
r Add a `'
r, iit c�: t�:. l�a +,pct a.�l•
r rc�.iti a�'etntttt. :l1 t; •.1 �� . - :.:;. .
cash side of the i,e•; 5�_`i�t: ;;' ;F.) west
*c�;hrc t hs:; c'> i;tivol.. "in vaii'rb
fuc gri,iws.31, ('hailre Order #2.
■ B 1C1 �U':. `•. - i__!�'t 4� 1
■
t 4 � (Q:tanIity) (Unit Co)[) (Quan:Jty)
643 LF S l.C'�) '1, 13 I.F .w S,tl:; 2, :W
`. 1 E
13,4(X) CY S4.00 20,900 -,Y $83,6y) . ;��,cxk1
, 240 SY S 1.00 0 SY S C, (� 27' 40)
E in;, Cir ;,dine -
16. 1, E? S�' u
S" fyfx; A :fit.: PIP(
sl;J I S?,p,j(1 LS
Al
5Exl
SUBTOTAL, NE ",' C:HAI GE.
CURPENT CONTRACT AMOUN"I S?8S,i6L),Jti
NEIK CON -rRAC: T SUM 5261, I7b.00
:1('t�itiot!:�! C +3:;tra << tl,'.'c e.r;x: EzC t�� acc� ?t,,t ;;s:', the c::a:��eJ �.���ri: is . -- � 6. �`•�S -. -
C'c„�trac tt�r Datc
REQ1,1 ST FOR PROPU-�AL, C.'l -(AN, L-, ORDI"k k2
SECTION 00000
CHANGE ORDER
PROJECT: CHANGE ORDER NUNMER: 2
NSP Roadway & Utility
Improvements, Phase II DATE: September 30, 1998
CONTRACT DATE: June 16, 19 9 8
TO CONTRACTOR: CONTRACT FOR:
Yocham Enterprises, Inc. Extension of 5th Avenue roadway
P.O. Box 2227 to U.S. Highway 169 west service
Sapulpa, OK 74067 road and improving 1800 LF of
drainage channel, Owasso, OK
The Contract is changed as follows:
See attached
Not valid until signed by the Owner and Contractor
The original Contract Sum was $ 288,569.00
Net change by previously authorized Change Orders S (7,393.00)
The Contract Sum prior to this Change Order was $ 281,176.00
The Contract Sum will be (increased) (dam (cxobxagmi) by this
Change Order in the amount of $ 86,266.00
The new Contract Sum including this Change Order will be $ 367,442.00
The Contract Time will be (increased) (d=xasad) (=xb=gEl) by ( 6 0 ) days
The date of Substantial Completion as of the date of this Change
Order therefore is
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Constriction
Change Directive.
I
CHANGE ORDER
019 i 000600 - 1 OF 1
City of
Owasso
CONTRACTOR
OWNER
207 S
Cedar, P.0. Sox 180
ADDRESS
ADDRESS
Owasso,
OK 74055
BY
By
Denise
Bode, Mayor
DATE
DATE
CHANGE ORDER
019 i 000600 - 1 OF 1
' REQUEST FOR PROPOSAL, CHANGE ORDER #2
OWASSO NSP ROADWAY AND UTILITY IMPROVEMENTS
' Scone of Change: Per the attached drawings and specification sheet- Add a new bid item for off -site borrow
to provide an approximate 10,500 cubic yards of in -place embankment for the U.S. Hwy 169 west service road.
' Add new bid items for hydromulch and top soil for the service road slopes.
' BID ITEM CHANGES
New
Bid
Item Description Contract New New New Amount Net Change (T)
(Quantity) (Unit Cost) (Quantity)
3a. Exc & Emb. 0 CY $ 6.30 10,500 CY $ 66,150 $ 66,150
(Off -site)
Hydromulch 0 SY $ 0.63 10,700 SY $ 6,741 $ 6,741
6" Top soil 0 SY $ 1.40 10,700 SY $ 13,375 $ 13,375
SUBTOTAL, NET CHANGE $ 86,266
CURRENT CONTRACT AMOUNT (Incl CO #1) $281,176.00
NEW CONTRACT SUM $367,442.00
Additional contract time expected to accomplish the changed work is
Contractor
Date
REQUEST FOR PROPOSAL, CHANGE ORDER #2
OWASSO NSP ROADWAY AND UTILITY IMPROVEMENTS
Scope of Change: Add the following paragraph to Specification Section 00800, Project Specifications:
"Off -Site Borrow, West U.S. Hwy 169 Service Road - The existing road base shall scarified, disced
and compacted to receive embankment fill. Areas outside the existing roadway shall be stripped of
vegetation and scarified to receive embankment fill. Salvaged top soil may be used, supplemented as
necessary, to plate the completed fill slopes. Embankment material will be placed in maximum twelve
(12) inch loose lifts. Each lift shall be sufficiently watered and mixed to provide a uniform material
prior to compaction. The number of passes required to achieve a dense, uniform lift shall be
determined in the field and approved by the Engineer. The surface of a compacted lift shall be scarified
and moistened to receive the following lift.
The contractor shall be responsible for providing original and final cross sections for computation of
earthwork quantities. Cross sections taken during the construction period to serve as a basis for interim
contract payments shall also be the contractor's responsibility. "
I�
RF,QIJF,S -1 FOR PRpPOSAI., CHANGE ORDER �2
OWASSO NSP ROADNVAY AND LvrILITY IMl'RC ?�F. tEI� "I4
per the attached fi
drawings alld speeiea:iott sllcet- Add a nexv b"id i'ctn ,(.)r o f•5:tc. burro
to provide art approximate 10 „500 cubic yards ofl in-place
tlie sr:viCe road t s for the o}�ec U.S. il�cv lE? west strk.ce roar
Add crew bid items for hydromulch and top sot
A
Bid
ng r oti�
:
—TI New— -New
.
�,~ An,
Net
(Quantity) (Unit Cost) (Quantity)
3a.
Exc & Emh,
0 CY $ 6.30 10.500 Cy
$ 66.150
S 06,150
(Off- site~)
22.
Hydromulch
0 SY $ 0.63 10,700 SY
$ 6, 741
S 6,741
3.
6” Top soil
0 SY $ 1.40 10,700 SY
$_1117-5.
SUBTOTAL, XFT CHANGE
S 86,266
CIJRR,ENT CO_NTRACT AMOUNT
(Inri COQ►)
2281 12 tK)
NEW CONURACT SUhs
S367,442,00
Additional c,�yntract time expccte4i to aCCOmplish the changed work is
-- 71-1 _-
Cot7tract0r ate
1
1
' T @d 9668 ELE STE
01 b982, VEE STE S,= XOS'O'd =Idd'iEiN8 WUH30 ='0 :tiZ 86, 9Z f)OP
MEMORANDUM
TO: HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: PHIL LUTZ, P.E.
ENGINEERING PROJECT MANAGER
SUBJECT: CHANGE ORDERS #1 AND #2
NSP ROADWAY AND UTILITY IMPROVEMENTS, PHASE H
DATE: September 28, 1998
BACKGROUND:
The purpose of this project is to improve roadway access and utilities for the National Steak and
Poultry (NSP) facility by extending 5th Avenue from Cedar Street east to the U.S. Highway 169
west service road. Due to rights -of -way issues and effects of elevating the west service road by
the Oklahoma Department of Transportation (ODOT), the project was divided into two phases.
Phase I extended 5th Avenue to the east NSP property line and was completed in 1996. Phase
II will further extend 5th Avenue to the west service road and include widening the existing
drainage channel upstream and downstream from 5th Avenue (see attached location map).
The Phase II contract was awarded to Yocham Enterprises on June 16, 1998 in the amount of
$288,569.00. Coordination between staff and ODOT has addressed the use of remaining
Industrial Access Road grant funds and a revised scope of work to include raising the west U.S.
Highway 169 west service road as part of this contract. Also, an interlocal agreement between
the City and Tulsa County pertaining to paving will provide for County equipment and labor at
no cost to the City. Council approved execution of the agreement in June 1998. The County
will charge only for paving materials for both the 5th Avenue extension and service road raising.
The current estimate for materials utilizing the County is $42,017.
CHANGE ORDERS:
State law dictates that contracts below $1 million are limited to an aggregate increase of 15%
due to work scope changes. This percentage is based on both added and deleted work, but does
not include quantity changes to bid items existing in the original contract. It is for this reason
that added and deleted bid items relating to the addition of the west service road work be
identifiable.
Change Order #1: This change addresses deletion of bid items for paving and new bid
item for the service road. (see attached scope of change). Bid items relating to work
done by Tulsa County for fine grading and paving materials to be deleted amount to
$43,043 and added costs for the service road are $86,266 for a total increase to the
contract of $43,223 and a time extension of 60 calendar days. This dollar increase does
not exceed the allowable 15% above the basic contract which computes to $43,285.
Change Order #2: This change pertains to increasing the quantities for existing bid items
required for raising the west service road (see attached scope of change). Such increases
do not apply to the allowable 15 % increase to the basic contract. The additional
quantities amount to an increase of $35,650 and 60 calendar days for a revised contract
amount of $367,442.00.
FUNDING SOURCE:
The original FY97 -98 Capital Grants Fund (Line Item 85 -411 -5430) was in the amount of
$454,000. Amounts expended in Phase I work ($21,201.31), engineering fees ($15,385) and
FEMA map charges ($5,300) leave $412,113.69 for Phase II work. The current contract
amount plus the costs for the two change orders and payment to Tulsa County total $409,459.00.
RECONEMFNDATION:
Change Order #1- Staff requests approval of Change Order #1 to the subject contract for an
increase of $43,223.00 and 60 calendar days and authorization for execution by the Mayor.
Change Order #2 - Staff requests approval of Change Order #2 to the subject contract for an
increase of $35,650.00 and 60 calendar days and authorization for execution by the Mayor.
ATTACHMENTS
1. Location Map
2. Cost and Funding Sheet
3. Change Order #1
4. Change Order #2
r SERVICE
) UPGRADE
LOCATION MAP
48P ROADWAY WMNBION
(:ITY OF OWASSO, OKLAHOMA
PUDLIC WORKS nPPARMENT
ENGINEERING DIVISION
°A1° 6/9E) 1Fh Aa I OF i
INDUSTRIAL ACCESS PROJECT, ODOT, SAT - 72(563)
NSP ROADWAY EXTENSION AND DRAINAGE IMPROVEMENTS
Cost and Funding September 29, 1998
FUNDING, ODOT GRANT $454,000.00
Expenditure, Phase I Roadway 21,201.31
NET AVAILABLE, PHASE II $432,798.69
PHASE II COSTS
1. Non - Contract
Engineering, Sack & Assoc $ 15,385.00
FEMA Charges, CLOMR & LOMR 5,300.00
Subtotal, Non - Contract $ 20,685.00
2. Contract
Phase II, Yocham Contract, As Bid $288,569.00
Change Order #1 43,223.00
Change Order #2 35,650.00
Subtotal, Contract $367,442.00
3. Local Agreement, Tulsa County
Phase II, Paving materials $ 42,017.00
TOTAL, PHASE II $430,144.00
NET FUNDS REMAINING $ 2,654.69
PROJECT:
NSP Roadway & Utility
Improvements, Phas II
TO CONTRACTOR:
Yocham Enterprises, Inc.
P.O. Box 2227
Sapulpa, OK 74067
The Contract is changed as follows:
See attached
SECTION 00600
CHANGE ORDER
CHANGE ORDER NUMBER: 1
DATE: September 30, 1998
CONTRACT DATE:
June 16, 1998
CONTRACT FOR:
Extension of 5th Avenue roadway
to U.S. Highway 169 west service
road and improving 1800 LF of
drainage channel, Owasso, OK
Not valid until signed by the Owner and Contractor
The original Contract Sum was $ 288,569.00
Net change by previously authorized Change Orders $ 0
The Contract Sum prior to this Change Order was $ 288,569.00
The Contract Sum will be (increased) ( "WA ( t3�)Xby this
Change Order in the amount o $ 43,223.00
The new Contract Sum including this Change Order will be $ 331 , 792.00
The Contract Time will be (increased) O&NAM) NMY4KI� by ( F 0 ) days.
The date of Substantial Completion as of the date of this Change
Order therefore is
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction
Change Directive.
CONTRACTOR
ADDRESS
BY
DATE
LOYAl V2 1 :1
207 S- Cedar, P.O. Box 180
ADDRESS
Owasso, OK 74055
BY
Denise Bode, Mayor
DATE
CHANGE ORDER
0197 000600 - 1 OF 1
REQUEST FOR PROPOSAL, CHANGE ORDER #1
OWASSO NSP ROADWAY AND UTILITY IMPROVEMENTS
Scope of Change: Add the following paragraph to Specification Section 00800, Project Specifications:
"Off -Site Borrow, West U.S. Hwy 169 Service Road - The existing road base shall scarified, disced
and compacted to receive embankment fill. Areas outside the existing roadway shall be stripped of
vegetation and scarified to receive embankment fill. Salvaged top soil may be used, supplemented as
necessary, to plate the completed fill slopes. Embankment material will be placed in maximum twelve
(12) inch loose lifts. Each lift shall be sufficiently watered and mixed to provide a uniform material
prior to compaction. The number of passes required to achieve a dense, uniform lift shall be
determined in the field and approved by the Engineer. The surface of a compacted lift shall be scarified
and moistened to receive the following lift.
The contractor shall be responsible for providing original and final cross sections for computation of
earthwork quantities. Cross sections taken during the construction period to serve as a basis for interim
contract payments shall also be the contractor's responsibility."
REQUEST FOR PROPOSAL, CHANGE ORDER #1
OWASSO NSP ROADWAY AND UTILITY IMPROVEMENTS
$code of Change: Per the attached drawings - Delete the requirement for fine grading and asphaltic concrete
paving on 5th Avenue. This work will be preformed by others. Add a new bid item for off -site borrow to
provide an approximate 10,500 cubic yards of in -place embankment for the U.S. Hwy 169 west service road.
Add new bid items for hydromulch and top soil for the service road slopes.
*Other changes involving raising the U.S. Hwy 169 west service road will be addressed in a Request
for Proposal, Change Order #2.
BID ITEM CHANGES
Bid
Item Description Contract Contract New New Amount Net Change,(T)
(Quantity) (Unit Cost) (Quantity)
5. Fine Grading 2,240 SY $ 1.00 0 SY $ 0 ($2,240)
8. 8" Type A A/C Pmt 1,943 SY $16.00 0 SY $ 0 ($31,088)
9. 2" Type B A/C Pmt 1,943 SY $ 5.00 0 SY $ 0 ($9,715)
SUBTOTAL, DELETIONS ($43,043)
New
Bid
Item
3a. Exc & Emb.
(Off -site)
22. Hydromulch
23. 6" Top soil
0 CY $ 6.30 10,500 CY $ 66,150 $ 66,150
0 SY $ 0.63 10,700 SY $ 6,741
0 SY $ 1.40 10,700 SY $ 13.375
SUBTOTAL, ADDITIONS
SUBTOTAL, NET CHANGE
CURRENT CONTRACT AMOUNT
NEW CONTRACT SUM
$ 6,741
$ 13.375
$ 86,266
$ 43,223
$288,569.00
$331,792.00
PROJECT:
NSP Roadway & Utility
Improvements, Phase II
SECTION 00600
CHANGE ORDER
CHANGE ORDER NUM3ER: 2
DATE: September 30, 1998
CONTRACT DATE:
June 16, 1998
TO CONTRACTOR: CONTRACT FOR:
Yocham Enterprises, Inc. Extension of 5th Avenue roadway
P.O. Box 2227 to U.S. Highway 169 west service
Sapulpa, OK 74067 road and improving 1800 LF of
drainage channel, Owasso, OK
The Contract is changed as follows:
See attached
Not valid until signed by the Owner and Contractor
The original Contract Sum was $ 288,569.00
Net change by previously authorized Change Orders $ 43,223.00
The Contract Sum prior to this Change Order was $ 331,792.00-
The Contract Sum will be (increased) (d id) (�M%Zm) by this
Change Order in the amount of $ 35,650.00
The new Contract Sum including this Change Order will be $ 367,442.00
The Contract Time will be (increased) QdK-Zi li) 0X gW) by ( 60 ) days.
The date of Substantial Completion as of the date of this Change
Order therefore is
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction
Change Directive.
CONTRACTOR
ADDRESS
BY
DATE
City of Owasso
OWNER
207 S. Cedar, P.O. Box 180
ADDRESS
Owasso, OK 74055
BY
Denise Bode, Mayor
DATE
CHANGE ORDER
0197 000600 - 1 OF 1
REQUEST FOR PROPOSAL, CHANGE ORDER #2
OWASSO NSP ROADWAY AND UTILITY IMPROVEMENTS
Scone of Change: Per the attached drawings and specification sheet- Revise the channel slopes from 1
vertical on 4 horizontal to 1 vertical on 3.5 horizontal. Add on -site borrow to provide an approximate 7,500
cubic yards of in -place embankment for the U.S. Hwy 169 west service road. The source of this additional
material will be approximately 1,500 cubic yards from channel excavation and 6,000 cubic yards from the
Helscel property immediately south of the project area. Add a quantity of bermuda slab sod to provide a two -
foot (2') strip on each side of the new service road pavement.
BID ITEM CHANGES
O
Item
Description
Contract New New
New Amount Net Change- U-
(Quantity) (Unit Cost) (Quantity)
1.
R/W Clear /Restore
643 LF $ 1.00 3,043 LF
$ 3,043
$ 2,400
3.
Exc. & Emb.
13,400 CY $ 4.00 20,900 CY
$83,600
$30,000
20.
Bermuda sod
1 $3,000 LS
$ 5,750
$ 2,750
21.
Erosion control
1 500 LS
$ 1,000
$ 500
SUBTOTAL, NET CHANGE
$ 35,650
CURRENT CONTRACT AMOUNT (Incl CO #1)
$331.792.00
NEW CONTRACT SUM
$367,442.00