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HomeMy WebLinkAbout1997.04.01_City Council Agendai~ ' PUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL ' TYPE OF MEETING: Regular DATE: April 1, 1997 TIME: 7:00 p.m. ' PLACE: Council Chambers, Owasso Community Center Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p. m. on Friday, March 28, 1997. Marcia outwell, City Cler AGENDA 1. Call to Order 2. Invocation ' Pastor Charles Curran Owasso First Christian Church 3. Flag Salute ~ 4. Roll Call 5. Recognition of Students Dr Randy Jarman, Owasso Sertoma Club Mayor Ewing Dr Jarman will introduce three of the students who recently participated in the Sertoma Club's Heritage Month Essay Contest. The three top place essays will be read by their student authors and Mayor Ewing will present a certificate recognizing the students. Owasso City Council April 1, 1997 Page 2 6. Reading of Mayor's Proclamation. Mayor Ewing Attachment #6 The Mayor will present a proclamation to Mowery Funeral Service, naming that business as Business of the Quarter for the Second Quarter of 1997. 7. Reading of Mayor's Proclamation. Mayor Ewing Attachment #7 The Mayor will read a proclamation naming April 6-12, 1997 as National Building Code Safety Week in Owasso, and present the proclamation to Gary Orr, Mike Knebel, and Ted McCord, City of Owasso Building Inspectors. 8. Request Approval of the Minutes of March 18, 1997 Regular Meeting. Attachment #8 9. Request Approval of Claims. Attachment #9 Owasso City Council April 1, 1997 Page 3 10. Consideration and Appropriate Action Relating to Ordinance #542, an Ordinance Providing for the Annexation of an Approximate 20-Acre Parcel of Land Located South of the Southwest Corner of East 96th Street North and Garnett Road, Further Described as the S/2 y~ of the NE/4 of the NE/4 of Section 19, Township 21 North, Range 14 East; and the Continuance of Zoning Established in Tulsa County (RMT -Residential Multi-Family Townhouse). Mr Rooney Attachment #10 The staff will recommend Council approval of Ordinance #542. 11. Consideration and Appropriate Action Relating to the Acceptance of Improvements to the Streets and Stormwater Drainage Systems Constructed to Serve The Fairways I, an Addition to the City of Owasso, Tulsa County, Oklahoma. Mr Lutz Attachment #11 The staff will recommend Council acceptance of the infrastructure improvements. 12. Consideration and Appropriate Action Relating to a Project Agreement Between the Oklahoma Department of Transportation and the City of Owasso for the Purpose of Constructing Fencing Improvements to, and Landscaping Enhancement of, the Right-of--Way ~ of U.S. 169 Highway Between 76th St N and 86th St N, Such Agreement Providing for a $100,000 Contribution to the Project from the Department of Transportation and a $25,000 ' Contribution from the City of Owasso. Mr Can Attachment #12 The staff will recommend Council approval of the project agreement and that the Mayor be authorized to execute the appropriate documents. Owasso City Council April 1, 1997 Page 4 13. Consideration and Appropriate Action Relating to a Seat Belt Policy. Mr Harder Attachment #13 ,~ The staff will recommend Council approval of a seat belt policy, whereby anyone who is driver or passenger in a city-owned vehicle, and anyone who is utilizing aprivately-owned ~ vehicle while on city-related business, is required to wear a seat belt. „ 14. Consideration and Appropriate Action Relating to the Appointment of an Auditor for the Purpose of Conducting an Independent Audit of Financial Operations and Activities for Fiscal Year 1996-97. ,,, Ms Bishop Attachment #14 ''~ The staff will recommend Council action to renew a contract with Carlson & Cottrell to Conduct an Independent Audit of the city and its trust authorities for the fiscal year ended June 30, 1997, for a total fee of $16, 700. 15. Consideration and Appropriate Action Relating to a Request for City Council Acceptance of a Donation of $5014.36 from the U.S. Justice Department to the Owasso Police Department; and for City Council Approval of a Supplemental Appropriation to the General Fund's Police Department Budget. Chief Alexander Attachment #15 The staff will recommend Council acceptance of a donation in the amount of $5014.36, such donation resulting from the city's involvement in the Regional Drug Task Force. The staff further recommends Council approval of a supplemental appropriation to the Police Department budget in the amount of $5014.36. ' Owasso City Council April 1, 1997 Page 5 ' 16. Report Relating to the Status of the Construction of Improvements by the YMCA to the Owasso Recreation Center. ' Mr Ray Attachment #16 ' The staff will report to the City Council the status of the project to construct improvements to the City-owned Recreation Center, now leased to the YMCA. 17. Report from City Manager 18. Report from City Attorney Owasso City Council "*' April 1, 1997 ~ Page 6 21. New Business 22. Adjournment II II II PROCLAMATION CITY OF OWASSO, OKLAHOMA Y II ,a WHEREAS, The OEDA, the Owasso Chamber of Commerce, the Owasso Reporter, and the City of Owasso have developed a special business recognition program as a means of honoring the valuable contributions of local, community-minded businesses; and, WHEREAS, The quality of life in Owasso is a reflection of the level of involvement exhibited by its business owners and employees and their active support of community events; and WHEREAS, The involvement of businesses through their support of local projects and promotions by the sharing of their resources, provides for the economic well- being of the community and demonstrates a commitment that goes beyond the standard measure of business success; and, WHEREAS, John, Steve, and Brad Mowery, owners of Mowery Funeral Service, have demonstrated concern for the Owasso community through involvement in various community-wide projects; and, WHEREAS, A consistent quality in business operations, together with a focus on the betterment of Owasso through civic activity, merits appreciation and recognition by the entire community, NOW, THEREFORE, I, Danny Ewing, by virtue of the authority vested in me as Mayor of the City of Owasso, do hereby proclaim MOWERY FUNERAL SERVICE SECOND QUARTER 1997 BUSINESS OF THE QUARTER IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of Owasso to be affixed this 1st day of April, 1997. Danny Ewing Mayor PROCLAMATION CITY OF OWASSO, OKLAHOMA WHEREAS, The safety of the buildings we occupy daily is essential to the health, safety and welfare of the citizens of the world; and, WHEREAS, Among the world's most fundamental laws and ordinances are those which provide standards for the safe construction of buildings in which people live, work and play; and WHEREAS, For construction and building codes to be effective and enforced, understanding and cooperation must exist between code officials and the people they serve; and, WHEREAS, Through the efforts of code officials worldwide, and their cooperative relationship with the construction industry, the administration of these health and life safety standards is assured; and, WHEREAS, Units of government across the world -- along with such prestigious organizations as Building Officials and Code Administrators International Inc, International Conference of Building Officials, Southern Building Code Congress International Inc, Council of American Building Officials, and the World Organization of Building Officials -- are joining to promote the use of building and construction codes today, for a lifetime of building safety; and, WHEREAS, The building inspectors of the City of Owasso are dedicated to providing our citizens with the safest buildings and best service possible, NOW, THEREFORE, I, Danny Ewing, by virtue of the authority vested in me as Mayor of the City of Owasso, do hereby proclaim April 6-12, 1997 as INTERNATIONAL BUILDING SAFETY WEEK in our community, and urge all citizens to join the City Council in recognizing and thanking the building inspectors of the City of Owasso as they strive to improve our quality of life. IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of Owasso to be affixed this 1st day of April, 1997. Danny Ewing Mayor ^ OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, March 18, 1997 The Owasso City Council met in regular session on Tuesday, March 18, 1997 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p. m. on Friday, March 14, 1997. ITEM 1: CALL TO ORDER Mayor Ewing called the meeting to order at 7:00 p. m. ITEM 2: INVOCATION The invocation was offered by Pastor Leonard Pirtle of Owasso First Free Will Baptist Church. ITEM 3: FLAG SALUTE Dr Standridge led in the flag salute. ITEM 4: ROLL CALL PRESENT ABSENT Danny Ewing, Mayor Joe Ramey, Vice Mayor Mary Lou Barnhouse, Councilor Michael Helm, Councilor Tracy Standridge, Councilor STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk A quorum was declared present. ITEM 5: PRESENTATION OF SPECIAL RECOGNITIONS ~ City Manager Rodney Ray, Mayor Ewing, and Police Chief Alexander presented a special ~, recognition to police officer Doug Driver in recognition of his receiving the Don Byerly Award. The Don Byerly Award is the highest state award an officer can receive for outstanding work in the area of DUI and traffic safety. The award is named in honor of Sgt Don Byerly, a Tulsa police officer who was killed by a drunk driver. Peggy Robinson of the Owasso Reporter, ~ presented Officer Driver with a letter and recognition from Gov Frank Keating. Mr Ray also mentioned that Sgt Mark Stevens of the Tulsa County Sheriff s Department has received the "Top Deputy Award" for traffic safety and education. Sgt Stevens serves the City of Owasso as Civil Defense Director. Owasso City Council March 18, 1997 ~ ITEM 6: REQUEST APPROVAL OF THE MINUTES OF MARCH 4. 1997 REGULAR MEETING AND MARCH 11, 1997 SPECIAL MEETING. Mr Ramey moved, seconded by Dr Standridge, to approve the minutes as submitted, by reference made a part hereto. AYE: Ramey, Standridge, Barnhouse, Helm, Ewing NAY: None Motion carried 5-0. ITEM 7: REQUEST APPROVAL OF THE CLAIMS. Mr Ramey moved, seconded by Ms Barnhouse, that the following claims be approved as ,,+ submitted: (1) General Fund $36,005.94; (2) Workers Comp Self Ins Plan $2,610.19; (3) Ambulance Service Fund $1,812.35; (4) E-911 $1,849.31; (5) City Garage $6,626.78; '~ (6) Capital Improvements $681.78; (7) Capital Projects Grant $3,500.00; (8) Payroll $119, 869.48; (9) City Garage Payroll $1,459.76. AYE: Ramey, Barnhouse, Standridge, Helm, Ewing NAY: None Motion carried 5-0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE MOWING CONTRACTS FOR CITY PROPERTIES. For the past seven years, the City of Owasso has utilized private sector contractors for the purpose of providing mowing services for city properties during the summer growing months. This program continues to be cost effective. The 1997 mowing bid packets were sent to 29 prospective mowing contractors and the bid was advertised in the Owasso Reporter. Bids were received from 13 contractors. Mr Carr said that the bids received for mowing city parks showed an increase of $6.00 per mowing from the 1996 season costs, and the total for mowing four parks at 18 mowings each is $9558. The bids for easements, medians and right-of--way areas showed a decrease of from $64.50 to $2502.50 per mowing. The mowing season calls for six mowings, at a cost of $15,015: The U.S. Highway 169 right-of--way was not awarded in 1996, however, staff is recommending that it be awarded for the 1997 mowing season because of wear and tear on equipment and availability of city personnel. Total expense for all the contracts for the mowing season will be $24,573, a savings of $279 over the 1996 season. Dr Standridge ~ moved, seconded by Mr Ramey, to approve the following contracts for the 1997 mowing season and authorize payment: s 2 1 \ Owasso City Council March 18, 1997 1. Rayola Park - Mr Larry Turner at $193 per mowing 2. Elm Creek Park -Town & Country Landscape at $219 per mowing 3. Ator Heights Park - Mr J B Stigall at $75 per mowing 4. 86th St Park -Town & Country Landscape at $44 per mowing 5. Ator Utility Easement - Mr J B Stigall at $27.50 per mowing 6. El Rio Vista Center Medians & Frontage - D & J Lawn at $40 per mowing 7. El Rio Vista Drainage Easement - Mr J B Stigall at $30 per mowing 8. Three Lakes Drainage Easement -Grasshopper Lawn Care at $390 per mowing 9. Lakeridge Drainage Easement -Grasshopper Lawn Care at $250 per mowing 10. Owasso Expressway West Side Easement -Brush Hog Services at $65 per mowing 11. Main St, Fifth St Drainage, & Third & Main St Easements - Mr J B Stigall at $50 per mowing 12. U.S. Highway 169 Right-of--Way -Brush Hog Services at $1650 per mowing. AYE: Standridge, Ramey, Helm, Barnhouse, Ewing NAY: None Motion carried 5-0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR FINAL ACCEPTANCE OF WORK PERFORMED UNDER A CONTRACT FOR STREET REPAIRS AND MODIFICATIONS AT VARIOUS LOCATIONS BETWEEN THE CITY _ OF OWASSO AND AM-RAIL CONSTRUCTION INC. AND AUTHORIZATION FOR FINAL PAYMENT AND RELEASE OF RETAINAGE TO THE CONTRACTOR. ^ Repair and modification of city streets at 15 locations throughout the city began on November ' 26, 1996 and was completed and inspected on March 3, 1997. No deficiencies were noted at the inspection, and aone-year maintenance bond has been provided by the contractor. The final contract amount was $26,886.40, of which $24,179.46 has been paid. Mr Ramey moved, ' seconded by Mayor Ewing, to accept the work performed under the contract between the City of Owasso and AM-Rail Construction Inc, and authorization for final payment and release of _ rtainage in the amount of $2686.94. ~ AYE: Ramey, Ewing, Standridge, Barnhouse, Helm NAY: None ' Motion carried 5-0. 3 Owasso City Council March 18, 1997 ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE STREETS AND STORMWATER DRAINAGE SYSTEMS CONSTRUCTED TO SERVE NOTTINGHAM II, AN ADDITION TO THE CITY OF OWASSO TULSA COUNTY, OKLAHOMA. Mr Lutz said that the project is located between 86th St N and 96th St N, next to Nottingham I addition. The water and sanitary sewer systems have already been accepted. Design and construction of the street and storm water systems were reviewed and inspected by the public works department. Final inspection was made on March 7, 1997, with no deficiencies noted. The developer has provided cone-year maintenance bond. Dr Standridge moved, seconded by Mr Ramey, to accept the streets and stormwater drainage systems constructed to serve Nottingham II. AYE: Standridge, Ramey, Barnhouse, Helm, Ewing NAY: None Motion carried 5-0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE STREETS AND STORMWATER DRAINAGE SYSTEMS CONSTRUCTED TO SERVE THE FAIRWAYS I, AN ADDITION TO THE CITY OF OWASSO TULSA COUNTY. OKLAHOMA. Mr Lutz said that the street maintained bond for this subdivision has not yet been received, and made a staff request to withdraw the item until such time as the bond has been received. ITEM 12: CONSIDERATION AND APPRO PRIATE ACTION RELATING TO A ~ REQU EST FOR A NNEXATION AND SUBSEQUENT ZONING OF AN APPRO XIMATE 20- ACRE PARCE L OF LAND LOCATED SOUTH OF THE SOUTH WEST COR NER OF EAST 96TH STREET NORTH AND GARNETT ROAD, FURTHER DESCRIBED A S THE S/2 OF THE NE/4 OF THE NE/4 OF_SE CTION 19. T OWNSHIP 21 NORTH, RANGE 14 EAST Mr Rooney presented the request for annexation. The subject property is owned by the edison family and is currently zoned residential multi-family townhouse within Tulsa County. The Owasso Zoning Code allows for the City Council to annex and zone property under one ordinance if the property retains the existing zoning classification once annexed. The request was reviewed by the Technical Advisory Committee, with no opposition. The Planning Commission and the Annexation Committee both reviewed the request and approved the 4 Owasso City Council March 18, 1997 annexation. Mr Ramey moved, seconded by Dr Standridge, to approve the annexation request and the continuance of the zoning established in Tulsa County. AYE: Ramey, Standridge, Barnhouse, Helm, Ewing NAY: None Motion carried 5-0. ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #541, AN ORDINANCE DECLARING A 60-DAY MORATORIUM PROHIBITING THE CONSTRUCTION OF, OR ISSUANCE OF PERMITS FOR, NEW STRUCTURES, OR THE MODIFICATION OF EXISTING STRUCTURES, WHICH ARE USED PRIMARILY TO SUPPORT ANTENNAS WHETHER AS A PRINCIPAL OR ACCESSORY USE. WHICH ARE IN EXCESS OF THIRTY FEET (30') IN HEIGHT, IN ALL RESIDENTIAL, OFFICE, COMMERCIAL, INDUSTRIAL. AND AGRICULTURE ZONED DISTRICTS. SAID ORDINANCE TO ESTABLISH PENALTIES FOR VIOLATION THEREOF, AND DECLARING AN EMERGENCY. Many new telecommunications companies are being created as a result of the 1996 Telecommunications Act, and these new companies are establishing wireless communications networks. It is anticipated that applications will be made to construct telecommunication towers. Mr Rooney said that the staff does not believe that the City of Owasso's Zoning Code is adequate to address the issue of communication towers. Because the City of Tulsa has established a moratorium prohibiting towers, the staff believes communication providers may try to locate their towers in Owasso, and that it would be in the best interest of Owasso for the Council to establish a 60-day moratorium concerning the construction and/or modification of communication towers in order to allow the staff time to review the Zoning Code. Mr Ramey moved, seconded by Dr Standridge, to approve Ordinance # 541, declaring a 60-day moratorium prohibiting the construction of, or issuance of permits for, new structures or the modification of existing structures which are used to support antennas. AYE: Ramey, Standridge, Helm, Barnhouse, Ewing NAY: None ' Motion carried 5-0. 5 Owasso City Council March 18, 1997 ~ ITEM 14: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ATTACHMENT OF AN EMERGENCY CLAUSE TO ORDINANCE #541. 1 The staff recommended the attachment of an emergency clause to ordinance #541, in order to allow the ordinance to take effect immediately upon passage. Mr Ramey moved, seconded by Mayor Ewing, to approve the attachment of emergency clause to ordinance #541. AYE: Ramey, Ewing, Barnhouse, Standridge, Helm NAY: None Motion carried 5-0. ITEM 15: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ESTABLISHMENT OF A PUBLIC POLICY REGARDING THE PERMITTING OF COMPANIES OTHER THAN THE HOLDER OF A FRANCHISE TO PROVIDE ELECTRICAL SERVICE TO THE CITIZENS OF OWASSO AND ,# GIVING DIRECTION TO THE STAFF FOR THE FURTHER DEVELOPMENT OF SUCH A PERMIT OR THE CESSATION OF SUCH EFFORT. Ms Barnhouse said that during the past several months there has been a continuing discussion w relating to the issue of whether or not the City of Owasso should allow companies other than the electrical franchise holder to provide electrical service to the citizens of Owasso. This would be done through a permitting process. She requested that the matter be tabled until results of Senate Bill 500, which would create an Electric Restructuring Act, are known. She said that the staff has already spent considerable time in researching the issue and needed direction before proceeding further toward the development of an ordinance. Councilor Helm asked how the issue was first introduced. Mr Ray said that the question of permitting electrical providers came from an OEDA meeting and that OEDA Trustees, as well as Councilors and citizens, are divided on the issue. Following discussion and comments, Ms Barnhouse moved, seconded by Mr Ramey, to table the issue of an electrical ordinance until such time as the result of Senate Bill 500 is known. AYE: Barnhouse, Ramey, Standridge, Ewing NAY: Helm Motion carried 4-1. 6 1 1 ^ Owasso City Council March 18, 1997 ITEM 16: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A MAYOR'S APPOINTMENT TO THE SALES TAX WATCHDOG ~ COMMITTEE. The Sales Tax Watchdog Committee was created by the voters as a requirement of the 1988 sales tax election. The committee provides oversight for the proceeds from the bond issue. Mr Bill Williams has submitted his resignation from the committee, creating a vacancy in one of the retail business slots. Mr Ewing submitted the name of Mr Steve Baggett, owner of "My House Gifts & Accessories" for appointment to the committee. Mayor Ewing moved that the City Council confirm his appointment of Mr Steve Baggett to the Sales Tax Watchdog Committee. Motion seconded by Mr Ramey. AYE: Ewing, Ramey, Barnhouse, Helm, Standridge NAY: None Motion carried 5-0. ITEM 17: REPORT RELATING TO THE STATUS OF THE CONSTRUCTION OF IMPROVEMENTS BY THE YMCA TO THE OWASSO RECREATION CENTER. Mr John Swift, CEO of the YMCA of Greater Tulsa, provided a written construction update. a ITEM 18: REPORT FROM CITY MANAGER Mr Ray reported that there had recently been a sewer line blockage and sewage spill south of the National Steak and Poultry building. The staff has cleaned up the spill, reported to the proper agencies, and is monitoring the situation. ITEM 19: REPORT FROM CITY ATTORNEY No report. ITEM 20: REPORT FROM CITY COUNCILORS No report. ITEM 21: UNFINISHED BUSINESS None. 7 Owasso City Council ITEM 22: NEW BUSINESS None. ITEM 23: ADJOURNMENT Mr Ramey moved, seconded by Ms Barnhouse, to adjourn. AYE: Ramey, Barnhouse, Helm, Standridge, Ewing NAY: None Motion carried 5-0, and the meeting was adjourned at 8:02 p.m. Danny Ewing, Mayor Marcia Boutwell, City Clerk March 18, 1997 8 e ~. .. ..~ }_: ~. r.. T Ltl, I i T L 1 L? 1~ u~ 3 a..av.. •,..aa. 1 ~. ~1 u..._'1 a. ~ . L 1 s _ ~ ~~` T='.:..='T7~~cG F,.~.;.m -L= ~ __.. t.l:_lT, r__~r*.TC~~_ ~t .E` :l i7lTkrer. :.~..:lli .~ ?~ Ti L^ `~ ~:i c.:~ ;y .,1 _ +~ .T ' _ _ _ _ i~+~+F1:,,Tt-fE:~'i 1 ^~~ 1 f L _ _ _ _ Ji~J. Ji.. F:t.AP,t_E ~ 9705" TRI COUPtT`i OFFICE SUPPLY OFFiGE 'SUF'PLIE'L 6.~3 97~~~a6 L t*1 OFr I~~'E SUPPLY FILE CABIT:,T, CHAIR :'3~, t:0 9^~~~` 'xtDt~~R?~ Bt;SI:~?E'=~S ~`i'=TEMC Lill 1• V J: CALC?'LAT;~F. F-~~~n>•Ic 1 1 1a1LUi +.J •L -------'~1_'-'_L~ :iEPARTt-;E~?T TOTAL = _ _ _ . '~`~~ . ~ C~ ~_~~t,;t:(tiiITY r,cTTELCiF`t'!EItT ---------- -------------------- ~ 9?15°?;' AT~~T lltiP.EL ESS =ERVICEE FACER U:E 13. ~'0 97005 TREASUF.~R FET!'Y CP.SH REIMB FETT:' CASH ..t.'' '=??!05 TREAE;'1RER PETTY CASH CC?iYEP.EP3C:.-Fa`',CPtE`i' :i7c..b~ ~;'~057 T:iI GOU;iTY OFFI~~:E SUPFL`: OFFICE SUPPLIES ~.I5 '?720~~1 SOUTH:~IESTERtt BELL TELE 3197 FLE~AR x8.00 L?EFARTMEPIT TOTAL = _ _ _ ~ '~ 50 . ~ MUtI I C I PAL COUP.T ------------------------------ 97011? MICHAEL D. HILSARECK RETAItiER ':?5.00 970113 GHAP.LtS RAt4SEY RETAI?dER 8:'.5.00 97005 TREA~~?~RER PETTY CASH REIMB PETTY GASH 7.50 97=3081 SOUTHl4ESTEF,'H BELL TELE 3197 PLEXAR x}9.45 DEFARTMEIIT TOTAL =___ 1,706.95 EhIGIi{EERIHG ------------------------------ 9717? AT4~T 61IIRELESS SEP,VIGE'= F'AGER USE 5.95 r^ ii i i=~ :SiYAL T~ili F' y Pte' *~ ,'C'i:_r~d_v L' ~~E ~'_~L ~ -'T -. ,k,T n,r, T?OJT ---------- ------------------------- ------------------------- ------------- -. -_- :'J: ~_t..r .. ! art AA TI.-_aCT~-= - -.._'il=- .`~I :..itii.IT' f~?~`i'~E =T'F'.'... ,:L'rTr_c _;iT;-'PL:E~ ~:~._- '?''u:~4~ F:T FRA]~?CIS H~fcPI:'.L-L::F' EAP FEE'S ~C:;.~~0 ~'":'~i~ 'r'fE;tIBER ~~14'''r'I'_y LIrE MOiIT::LY FEE ~_Q ''`' • V J -'1~"? AT'T b•:IRELE'='= '=EP~'I~:ES PAGER Lr~-E ,4.0=, "''1 ~'3~E '."~'•_tIPiLAP~' F'UELISHITIG~ ~ .r^,~.~RTLTI'~" J L~LV•v a ~:Y ; - '~'-' 0~7 . , 1 ; ~JBL. '~A.i J FI E G PL' OFFICE 'UP L ~ ~ ~~b.60 JJ „ '/i 1'~'a.7~ Ai ~ '_ ~ ~T Ti ~Al"! ~ ~L.~B 4 - T I 1=D T _• i C~_ P.AI"'.; R ASR ' F'PLI ii L1 .1 L- L~_' r 1 Ifi~.JfJ -'?i°~~ ALL ~.OP; ~CtF'P~I~~ OFFI~"E SUPF'L'~C V 1 u •J ,1c ++j `, -! ~~ • L 9?? 95E INf3N OFFICE SOLLTTIO,iB Cr3PIER P"AI;~TE:=A2iCE ~}43.4a ri7i964 TUL"A C'JUP~TY ELECTION PCA ELECTION E:PEP]SE 1,7'S'6.0'_' ~l71969 SCOTT MEUIC'AL CLINIC PRE-EMP DRUG SCREE,]S ~20.~~~ 97197E PATIO*dAL AMERT.CAP] VEHICLE INS?TRANCE 316.00 4'?3C' 1.5 TREASUREF: F'E TY CASH COUt?;Ii...'SCHCJL BOAF:O MTG ~:~. S'3 '72Q1~~ NAT:IOPYAL AMERICA?`i VEHICLE I2I~:?RA?I:~E i':?.C?;1 ^'i r} 7 v I r V+~t ArSL £A(' .LA1.~'l..• VLYa r? C~ ~T TAT" b^-~ 1.+LAJJ1F1u~ !.l ~' _ _ r. v. V7 °704.`_: CHERO:EE E,~JIL£!Iri~ M.fiEF.'IA CEILING TILEF, ~;3.Q1 ''7205'' TRI C'?UNTY ~'FFT' ~£ ^T ~ ~~. ~J. P..Y ='rIC P ,P T c O. , E 'L PLIE~ `9. Ut• 97'~Ov` FEDE; F'OSTA:E i5.el 4'7081 SOTJTH6~ESTER2i BELL TELE 3:97 FLEYAR ~~~6.60 S'?'£!?9o CI;LAHGMA NATTJRAL GAF' 2197 USE '£93.33 L~EPARTME,IT TOTAL = _ _ _ ~ 4, 4' u 0.4 SUPPORT SERVICES ------------------------------ 971677 AT~rT !TIRELESS SERVICE' PAGER USE 13.90 971954 YALE UNIFORM RENTAL UNIFORM CLEA,d/REtiT 36.$0 9..'1955 SAM'S CLLR MAINT/REPAIF. SUPPLIES 167.32 973Q03 TP.EAS??RER PETTY CASK REIMB LOC MEALS 3i~7.73 4'7044 TA`.LOE PP.PEF. CO CLEANItiG SUPPLIES 176.25 DEPARTMET'iT TOTAL ====i 6r~2.G0 POLICE SERVICES ------------------------------ 970011 L.E.T.N. SUBSCRIPTION 288.00 971677 AT~~fi WIRELESS SERVICES PAGER USE 72.50 -- _.T: =CkT~ 77 `Ju:lu T ;;rr '1'.i _ _ '_ ~~: I `i'= PE F`~~'F.. r PAPTT'r' F'.tE _ ___`_~___ _________`v is:-aLI'_~~'__________ ______i'..~--.- T-~-`a-__-____ .: a ___~7-~, LiTT,_T1____ _ tea. ~ ~ LT ~ i...d ~~r LL "•_,PiE L'=i ~~ t; ^' ~ I t JALi ihilC rn,~ r _ yy TTrT^ L a~1 „T ~ E~=~ i~li c _ - ~-~_ .:T,.r'.LL L~'£I..:F.P; s ..~_,. ~,_ ..__.aF:E:I __.:L _ ly I~~.. . _...~L T~T.ti U.iy iii ~1 LET- -'T L .('L+%,iJi =~`i.ij :r ~ , is .~i.~. -"lr~`~'? v'FF I~~;E I?EF'tiT ~:A::,` ~ ~ P ~~. ~ I ~:. =TAP :'LIE= `^.,.~-. .. - -=4 . _ . GJ ~"_,•-- ~~i~,.LE~= as+.a._ Tr ): :'E F'-~i~ ~'E~i=~ .. ::i._.,r ~7` ;E'er ;1~.,~,...:... bEC.. . A~hI'.~~ ~-, ~-~'~ .: 1', : ~ H L ~r-~ p{-; -'r F;arTrL F'" IL" I ~ ~~I ~.~ _..::' T jrntF;T i~~PLT ~; LiP_. ,.:...: SL. ,.E .,.f _~ . " ; .~71 ~E1~ i,''.~.~' A. ~ i7^i ='1? CT STEM'. .::,LL~L C'iTGL- lT L~ ~F'' TiJjr. ~:' ..: ~ .., IE~C:. :A.,._:I -,~' ,~ ~ ~. ~.~ ' ~'. LUi~` TREASt?REF: PETT`: C:.Su ''rEE F'EC~GPIIT'IOPI E~'~ 'E'l.:i~i -., ^',t~'4 .=, _ E F~ r T F~ 3r•. .3a ~~Ig .H RO .EE ~UI~~.IP ':rTE: yy v jr ; ps r iE. a:G: TIL:..J ~; 1.~~ ,~^'~.~~^ . ~ _ ~; G `'rTt s f-~i=[• r• c iL~ur c; T I . ~. P:TY . , ICE ..t.. ~,. ~ ~ I c OFFI._E ~~UPF'L E~~ , -~ ~'. ~t . ~>_ ~n51 ,~'C'„TTHI~iESTERt•I FELL TE..E ,_:' ~. .~LE~.AR ~~ . ~. q''E~~'-~'~ Q:'LAHJMA PtATUP.AL T_ SS L.`9? t?S,E i 1 ii .13 DEPARTt4EiIT TOTAL =___~ '~,~~2~.~E'E F'CL I CE CCPTMUP I CA T I OriS r ______________________________ 97~G i4 E?EPT ~F PUBLIC SAFETY ULE TS i:EPlT ~.~.~~~.`'~~ 97i9v5 SAM`S CLUB _ NP.It~Ti:;EPAIR SUPPLIES a_1.r7'1 5^72057 TF'I COUP~TY OFFICE `=~UPPL't OFFICE F~UFF'LIES 11.;i° DEPARTMEI3T TOTAL =___. 'SC.~~~ A*IIMAL COHTF.OL r ______________________________ 971b77 AT&T WIRELESS SEPVICES PAGER USE b.95 971955 SAM`S CLUB MAII~T:!REPAIR SUPPLIES 99.52 971996 HOBBY LOBBY SHELTER SUFFLIES 90.33 972045 CHEROY,EE BUILDII3G MATERIA CEILI;IG TILES 21.51 y 972051 SOUTHWESTERII BELL TELE 3,''97 PLEXAR 34.00 L?EPARTMEPIT TOTAL ===='3 E4E.b1 FIRE SERVICES ------------------------------ 971b77 AT&T WIPELESS SEPVICES PP.GER USE 40.b5 971948 SII~OR EMERGEIICY VEHICLE S PRESSURE GAUGE b5.00 971952 SUEURBAII OFFICE SUPPLY OFFICE SUPPLIES 79.17 972081 SOUTH4dESTERP? BELL TELE x,`97 PLE:?AR ? 49.50 C i i ..i r ~ 'i r~-~ _~ U ~E1~ExAL F'Uiii% -L "-~~ n. ~l '~ _' `.L~ i'7 F,.1`~r,`r ~ T j~F't=;1tP pt _L. . - _ . ~-~ ? a t_~LailaL .wP~F:. tat ! a l:~ _~,. ..~~ ya TO:a rs~~'laaa ---------- -------------------------- ------------------------- ------------- -_ • u ua.~L G^~~~'45 C(`,Ti T}.i i,: r~,?:, =, ~.7 t ,f, .,i ;• ._~ ~_~^ L,T ah ~+ -~C = C i v _ , v . l~r, ~,Ti a• i La.. a r.LL i. a LE.C 1. +- _ •'~ a DEPARTk1E:•1T TOTAL = _ _ _ % :~:~ ~' . 5 CTREETS ------------------------------ '~?1`'-; .~;ELSC'C~ ItiC GYLIttI~EF.' REtdTAL 9.5~=; 9"' 6?" AT~T ediRELEF~C ~ERVICEC PA~EER UE•E 34.75 971757 E':~?%IF'MEAIT ~JP~E REttTAL << 3A TOOLS i.ulc~.C~~} 971757 E~;~UIPMENT O;?E RE2~TAL ~ 'SA TOOLS 10G.OCj '-'"'?63 td?1LTiFLIER COFP E~ATTERIE3,-RADIO 5y.4C~ V h f O' L. .: ~~~~ ~' P ~'ta fv n-1 E:iC~E I C T P J i ,.J `~C~P1 CJ.. i C^ i ~_. .dU 71_~3`~ r,ICPIALTEK INC TRAFFI~_. L`IuHAL MAII•tT 453.. -, ,'+q t = . r- `'?}tip ~-,Ez `. t":i;l fr~G~d il•_I'; E •O -~w] r "E.~c'T "ET REPAIRS L-L 11 L•YLl •J,Yi - _ ~. ~ - ! ~ ~ ", 9?1980 E'~UIF't9ENT ONE REiYiAL _ SA CA4~1 BLADES =~.~.65 9;'1991 KOCH tT1ATERIAL'3 ASPHALT EMTJLSION 1 ~J:.3°? 973C~8i SOJTHL'tESTER:1 BELL TELE 3197 PLEr;AR 3`.=+5 973093 OKLP.HOh1A NATURAL ~~AS 3.'97 USE ~3~~.85 DEPART;IENT TOTAL =___ '?,67~. =;, COMMUPIITY CENTER ------------------------------ °71998 tJAL-MART MAINT SUPPLIES .8.39 9730G1 ACCURATE FIRE EDUIPMENT INSPECT FIRE SYS~iEM 50.00 972003 US POSTMASTER POSTAGE 380.00 97305? `i'RI COUtiTY OFFICE B:UPPLY OFFIC£ ^UPPLIES 38.GU 972G81 ~DUTHI'dESTERt€ BELL TELE 3!97 PLE AR 85.35 ~'?309'3 O!-tLAHOMA tdAT11RAL iAS '3i 97 USE X38.73 DEPARTMEitT TOTAL =___? 960.37 PARK MAINTENANCE ------------------------------ ~?OC?C~3 AT~T 6'lIRELES~ CERVICES PHOiIE USE-GtARREP~t 33.61 . I m t. ~ _'t ii ---------- -------------------------- ------------------------- ------------- .e~_ .~ ~ __ ~, __ __, i ~~^~jv!ri ~,.~T?' F~'1='T~~I'I ~'~L~cp LitimlLc;-,;.:-'~ 1'~!.=it_) << _ ...ii% _ ~ Yom. __ _ _. ~•~r, nr~ 1 v t • V ~ --- - -- - ~:.,.:.,.n:_. _._ ~• ,~ n; ~ ?rat:; L7 `,~~ 'E~=-.,I='TI!J~i ~,'i.., i ~ -: T Li 4`~I i ~ E L E ~_~ ~~ ~~ ~ t'; Li' ~ :.~ F'= 7i: ~ i ' H ~_ i . ~_ ~~ a., - - ~ _ . _ Vii'-~ :i 'uL`~. C1;Q ~'; T•. r~..- ?::~~~.:FER P..: ; t _ "H - - = L -_~,`T y.j } -:pit A-•tT ~. F" r`.'`_..>_ L --.. E...t,~:._E _ '~I _ . _ .~ - - - -. _ -. = pTI T mTT_:E~' vii r: T~1P~rL r pl~~ cT,~~.~rE,_ =:L rL.. _ . , _ ~ - -- --- • - ,'~=-~ ~_C~_~t,i ~irHLTe~?r~Ar°.~ r'.fiI___.`F'E.':_IF. c."r=~~.,_ .-.~_ _F.L~E ~T"_LL ...L= .F:. ~L 'i'=.- HTJHa.= L`jt'~:L'Er'. ~~U rir;~,?EF'nIk 3itF'PLIE'= ~~~._: 9^'=_~~ ??~IIFt~PI~I F;ET'?TAL -iA~.,E ?;rIIF U4't" P.i:','=L£r.T~i _~_ _ .L r~ ~ ` T E r L~ m L r'• F; ~'=ziR:.,R , ET: C~~.~H C -i =. L' ~j _';1 F' -r. , ETT ~:A_~ ; _ 9 ~.•U~- TRLr.~~t.r-+.ER PE,fii CAE~H :.E~,.,_~ P.. TI P.~H ~. _ ^'~0~'` TFEAB??PER PETTY ~~A~H REI~`B PETT`t' CAvH _.c:l ~ ~.- ~'; '±~ _~~ ~ r r ,Tr FT L~ LEY L~,~~. IPrdE.~T r~ r_F~ ~~~L~•: ~~~~.~~_ -??r~E1 =~UTHbIEF;TER1`: BELL TELE ? ~~ y ~ PLE:~.A;? ~~4 . ~. iii I-EF'~RTITIEPIT TOTAL =____ ^;~.:`~~: ' E'.nI'iB;~?IC~ L~EtirELL~Fh1EPIT ------------------------------ r,"~'}t~` TREABE?RER PETTY CA=~H REIM;=~ PETTY ~~~SH ~ . ~~0 L>EF'AF°T,IE:<T TC?T ~ L = _ _ _ '- . ~~' FI?PIE TBTAL ====1 1?,~`~b.ii8 ~ 20. ov l9~ Sb~.oB' ------------------------------ __ u ^I~1_-L ~~. T. ~'~~L 11 ~_Liti_r_ t-': ..~~~.;liv-..a -. ~.~J^ - • _ 'a: .. • iC -- _~ , . -`1'~~ T =TL ~Yau Li .s ~!_~E ~'-' uv ~ qq -:l- - l:~i ~C. 1: ~-?"I°zf~9 LTA ~l`("SjTLI ISi T T 7='" rp.~~ p D L,CT i' '~ i ~ ~~_~.. _ °.~'IL"_~c HEALTHE~u?~'.H H~LE`itIG'~ I:~~C is Y`~L?P~T '~: ~~/~',~ ~~~°. _ _ Q'7` -~{~ ..:.', !~ TS - C' -1 V+ r :~ t: ~_ . JL_~ ~ FT, : ~ :=,~TR_~E !J:~.~ 1 P : i~ LST.~TL.L ~ ~1 i ~'7 L~_!,,:~.:::_ i:~ ~~,:~' .l .`_ ... e'~']•(1 :~ rr [[ ~~ rr I UTIE~A ~7l', Pa ~rL iPjil. T L' ~.~Ll+ iJ ~~%~'~!? Ij'' a...~ '=';'1'=t~s:• PE'ET,~HAE;H,HL~LUEPt,~;iERiLrc R ~;LAU;_;Et~ =.''1c;i'.~' ~ lf'~~.. ;, `?7I'='~~ ~;-;~'E~~(~ r;RrJr; t~i Sv~LE 1;'? ':. ; , ~-1 . 7''.'1`:'~Q Lli;.~`':=L'~ DRT.TL~ ~`~ r~lt':=:LE: li.`<<."l._. =`~.cc ~:~ ~~t~~v HE~ILTHS~`UTH HQL:1iPit~~ IiC ~ Y~UPT 5'~`~,c~,-~= ._~~~I..J`.: Q"2C!~" F.AL?If~LCrGY ~.~~JPtST.TLT.4t~TS GrF t'1 SGLE I; I';! ~;, , _ - . L' ..J ...''Y '??~!:'E t?ECTF;~J~~URts"t;F,Y SPEC:IALI'~T~ ~t ~~OLE i,~l;'~,~'' ;~~'.~~} °"~~''~~+ HEALTHE:~UTH HJLL'IPIGE; IttC k PP.R~LEY j I'I`,'^~: 4c~? , i:C rEP~RTt~EP~tT TCii~r~L =___: _ -?I„= A< ,~ __ _~yV i?3i ,, ... ~_. .. ..._~ .... _~. _ _ r.F~, a'. ....~. ~-. eFu~ i~'a ~~~~i i. .~ ~i~i Cir.~~~~_.l r _ u . -~C ~~ i~.._.7_ 1 • ._ _ . ~_.a .a air-i~.F1'1 ~ _ ~ _ ~ ~- i JIJ C~ ~ J V . _ . ... it ..: i. :..., ,~i~ '~Jn _ _ _ _ _ _ .... _ . _ a l .. _ _ ., a _ ..: E :.:.... _ . ~ -. .. a_. yp.T' ITDTS :"; .'j jL-' _ __ - --_ .:i --:i7 =`L' __ -__ - - - ..___~ _.._.. _.._.. _ _ _ __~~~_ _ __ L~ ~ _ _ . . -~~ i ic....., ~. i. .: 1":?'k PL.1: .. . . lYis ~J i:h'i _~.v:_:i:~_.,`. iYi Jj. ~1~ . . c' -L,'1 r_"iii~ ..rr ~~, 1". T :T. .." ~. .~ - T'PLa~.- t9 y. _ _:a _ -- ~_ -. ~i r_:_ ~T i E~~:.'=t ~~N 'EiTt .r.-. =~:1 ~. }/~~:.T=' i...-.._ J'J.r~~~ ~'n~1 tii~=. . v 1 tIAC i-ic;; `~ it rC'L' -~jTT:.;Di =: L.ai~ aav+~JL _ . • v l' L,r DLTC 1,~ _ .'.L1 .. ~.. i]~I i v _ , . , r,~`L _~ ~. r.::~' 1`. l; i~IF''.~!Er~T :':.r.:'A ::' ,r:.r ~':.L - ~~ -- -- J _.-•`,-~ ~~ . + ~ ?. ;'_'-T~ ~~LTCcr~,n. TT _v v •laL 'i •.v Va.r TiEu::s. E L'L- `'C 1 . 1`~i..l ~i.ll . _ ~J~~.'t'i `~~~_`~=~ ~_i?i' L I,l~:'E L~Ef:~rl~_E TI:` REi'Ai% ~ t c ` i ~J.l~v 9:'?'?=~; ";AC = H`~L?RAC~LI+.IE IBC !=:YLI?FL?ER REF'AI ,',< <~ y VL`• '_T ~._i (r =, c, tlifT lEi~ .`. ?'I L:iiiE ii'IL :':EP TF: L~'~`E'.:. iC`v.~!1 ?i~90 u JL~ i-'''("iLT L,tfGT Ih.il_G P:'C ~l.v Y'r u _ L .1`vaal' u F,uu Ir =~~=~T` . • ..a . ~._. ~I_ u 9~•2U_E ~FOI'~ PURLI??vAME E'EFAIF' '_~tTP='LE~ IE. i? - `t~''6 ~; T.,TTI?D'_ T TT ~ =~'a CTC~! i S.S.~TAIE EA ERi _ J/1..1 L T C 7CC „A1T~RyL_' rj ,T -~c . ~,~.`~,_ + li .v ,,,,,6~`r TIp n ux3 LF'iYvJii ~E l~Alvil TI::ES ALII;x~,lpxiTn ' 1 1'iuii V ~~9.35 ~~,: it'1' _ ~ 7 U Lei. 7~' i~1~0 TIRE {.. ~.rl"1L.~, iY4 r TiP,'EC SI ~~.j~~) 7'~~~?~'' P.A~~'IAT~R ~'HOPPE I?ice P.Ai,'iATLR ~~,rA _'.`:~ =~~i'7'. `iU .. err=;~ t,J ~,j .,o,l TAjfrC T":~ ~,.~ yl.... yl i'',AI='TExA;i'_r -lino :: .. ~... LIE=~ ~,; ~1 -.._ '`_ ~ ...I~?.;F„=~?i DIE~~Ei. I.3C RE:-` Imo: "...~:. _ •`' ~~ ` _ J ~' . =. ~'_'_~ E~~17?~ A.TT" PAI?'TII~~= 11 F'EPAI?IT T:E?'.I~=L£ :; _'~' . _„ ?~'y` ~ P.C'`?'O 'O?iE RE:' ATR YAK='T'= y 4='~. -_ ~~?'f r ~t:54 .1~, Iii Lr L T ~- T ! AR C.RE _ TJT~~E j T? r xirr~_ Eli?, S IICE.O ~ --~HA:i`?,.~ ~G,~'= C:rt ~ :.' C?.1 _: ~ TC L~_:A r ORL? ?xE:; HOLLA?xL? I PAIR ~ - ~:'E ; A 1: T :~ i,'~ 7u. v"ij}5" ;-To"=~ELBE7TI T7Ro OF QK TiRE~~ t ~v 9"?~~"i =~C~TH;-IE~~TEN:.T~I FELL TELE 3. -. :-'LE;~; :.-. SG.~r, 4'7E~1'~~ OFLA ~MA ?IATURAL t_A£ ~. -. Cj~~E "`Q,`t, J: L?EPAkTME:IT TOTAL = _ _ _; 5, gob .4 i FTJ?iD TOTAL =___~ 8a84E,.~1 i . 1 ~~ ~'r ~ J ~.._. ~ = n F: - 1 is p ~~ n : ~ F i~:3 e r_• - -~- ,_ .r^_' -- ~t~ -- ---- - 'm `.: _~ _.... _._ ~.., ..a. i., _.i 1 - - ' _. _ ' ' ' ' - ' - - - - - - - - - - - - - - - ' ' ' - T'A l ' ( L .. _ -__~.~.... .._~ ~~ .. .._........ .ate _ •~ _ r.:'" is m 3 ~ :3.., . 'i -.spiir. .,-~ i ---- i u`?~. .~ .1 ,~54`, e`!~i~G,q CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03\15\97 OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES a~r~a1 Finance 0 00 7 763 63 , :::::..:.::. ~amzn~~a~I.y ~ev~,~~7~z~c~i €~ ~~ ~ 037 ~1 :': Munici al Court ::.;:. ~ ..::.:...... E ... 0.00 . _ .a> .... 1254.64 .... xlgz~~x~~g ..: ..:... ... .:. Support.Services ;.:..., 105.00 4167.96 ..:::::......~>;::.::>;::.;::;.:::::.>;::>::»::>::»:::::::;:>>.::>::>;::::>::: , ~,~09 ~>>~~<>><> ~~ X0 94:» Central Dispatch 381.96 . ... 5 049.35 ~' ..................................................... g 0;:.;:.::.::::::;.::.: ;:.;:.;;:.;:.;;:::..:.:;.;:.;:..:.;:. ........ Fire 1,509.11 ................ ......33792.59::.: _ ., ,;:~, Community-Senior Center 0 y .;. . . .. _.....:_ .00 2 709.41 Economic Development 0.00 1'~7S 91 APPROVED: 04\01\97 Mayor Council Member Council Member ~ CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03\15\97 APPROVED: 04\01\97 Mayor Council Member Council Member MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: ORDINANCE NO. 542 DATE: March 27, 1997 BACKGROUND: At the March 18, 1997 meeting, the Owasso City Council unanimously approved an annexation request of an approximate 20 acre parcel of land located south of the southwest corner of E. 96th Street North and Garnett Road. As you may recall, the applicants have requested to maintain their zoning (RMT) which was established in Tulsa County. A subject map is attached for your information and review. Attached is a copy of Ordinance No. 542 which formally adopts the City Council's action of March 18, 1997. RECOMMENDATION: Staff recommends Council approval of Ordinance No. 542. ATTACHMENTS: 1. Subject Map 2. Ordinance No. 542 :Yi. 24th `~ 2 AG `~ ., ~. :3.a sr. ~ ... ... <~ .::.: .... >,: ;:•: .: ::.. t.,. ~> , j~ dW `^ ~ :i N \ ~ O ~ I ~ Zlsf ST. 21st CT. e J s ~ I ~ ¢ ~ 3 < yl O V 8 J r CT. 201h ST. 20th OT 1 I `b~A •1P _ ` , 7<: 90 m I ATO ~>. RE NORTR 19th STREET i`. F K I¢,h 3T CG N. IBth ST. ~~(~,~ q;; i lath ST. ~ ~ , ~ ~ GG a , J W O ~ ~ ( ~. W F ~ 17,h ST a ~ 17,h AG R o '. ~ U' a I Q p 0 16th , . ,.vim-r,'r .;~: ~' • s ~ ~:_ s.~;' .:: ~ , , :::awe<~«'iM~:, . tY~ ~~, ~.~ 0 M ,. ~-. ~ - r ATOR ELEM. o E. 14th ET. ~ ! 1~1Ih OWASSO ~_ 1 ~ _.. CS ~.r ~` JR. HIGH M S-3 ~ ~ ~ ~~ R A 4 T.w T+ kz~¢y ti ~ 1 ~ -~ y~7 El VENTH STREET - - E. ¢6tn CT.N. CITY OF OWASSO, OKLAHOMA ORDINANCE NO 542 AN ORDINANCE ACCEPTING, ADDING, AND ANNEXING TO THE CITY OF OWASSO, OKLAHOMA, ADDITIONAL LANDS AND TERRITORY IN SECTION 19, TOWNSHIP 21 NORTH, RANGE 14 EAST, PROVIDING 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, RETAINING THE EXISTING ZONING THEREOF, AND DIRECTING THE FILING OF THIS ORDINANCE. WHEREAS, pursuant to the provisions of Title 11, Section 21-103, et seq., of the Oklahoma Municipal Code, 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 by 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 March 18, 1997 at 7:00 PM at the Community Center, Owasso, Oklahoma; and WHEREAS, on the 18th day of March, 1997, 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 Municipal Code, 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. Section 1. That the following described territory lying in Tulsa County, Oklahoma 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 Municipal Code, and more pazticulazly described as follows, to-wit: A Tract of Land being the NE/4 of the NE/4 of Section 19, Township 21 North, Range 14 East of the Indian Base and Meridian, Tulsa County, State of Oklahoma, according to the United States Government Survey thereof, 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 aze 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 the above described property shall retain the zoning classification of RMT (Residential Multi-family Townhomes) which existed under Tulsa County, Oklahoma zoning prior to annexation hereof, as authorized by Chapter 1, Section 110.3 of the Owasso Zoning Code and the Ordinances of the City of Owasso pertaining thereto. Section 4. 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 1st day of April, 1997. Danny Ewing, Mayor ATTEST: Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D Cates, City Attorney 1Vg'.MORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: PHIL LUTZ, P.E. F.~IGINEERING PROJECT GER SUBJECT: ACCEPTANCE OF STREETS AND STORM DRAINAGE SYSTEMS FAIRWAYS I ^ DATE: March 26, 1997 BACKGROUND• The subdivision is located between 86th and 96th Streets North, west of the Ator subdivision. (see attached location map). The Fairways I water and sanitary sewer systems were accepted by Council on August 15, 1995. Designs for streets and storm drainage systems were reviewed and construction inspected by Public Works personnel. ' A final inspection was held by Public Works representatives on June 17, 1996. The developer attended the inspection. A punch list of work items needed to bring the facilities to City ~ standards was provided to the developer on June 24, 199. (see attached). The streets punch list and a portion of the storm drainage list were completed in September 1996. Heavy rainfall during September 1996 revealed a problem pertaining to the ability of the Fairways I system to accommodate runoff from the Fairways II and golf course areas upstream. The correction for ,~ the storm drainage problem was completed on March 4, 1997. ~ The developer has provided none-year maintenance bond for storm drainage and atwo-year maintenance bond for streets. The bonds will become effective upon Council acceptance of the facilities. RECOMMENDATION: ' Staff recommends acceptance of the streets and storm drainage systems for Fairways I. ATTACHMENTS: 1. Location map 2. Punch list 3. Maintenance bonds T~ FAIIZwAYS STREETS AND DRAINAGE FINAL INSPECTION PLTti"CfiLIST - Ism ' I. Complete instillation of street signs and s-~op signs. ' 2. Route and seal all pavement joinu gad cracks which have been aiarYed arith pink paint. It appears ' that the joinu between curb toes and street pave- ment has been troweled and not saw cut. The s~Iant can be pull up in ribbons. These joints geed to be ' cut and properly sealed. 3. Replace the cracked curb at Lot 3, Block 2. 4. t Complete the concrete flumes and sidewalss at bridges ,^, and adjust the curb br°~j[S t0 align with flow. 5. Line E requires concrete aprons to prevent erosion. 1r 6. Cored the ponding at cul-de-sac, Lot 30, Block 1. 7. Install concrete hea,dwalis at structures AI and BI. 8. Clean ialeu A2, B2, and B3. Phil Lutz Project Manager Owas.SO Public Worlrs Department June 17, 1996 9:00 Ali o i S-~'i Q,~ b¢r t 9 SSG OKLAHOMA SURETY COMPANY Box 1409 TULSA, OKLAHOMA 74101 DEFECT BOMD ,' BOND NUMBER OK31277 KNOW ALL MEN BY THESE PRESENTS: THAT WE, Tra M _ C_raQn t^nnc+-r„r-~-; r,., as Prinapal, ~ and OKLAHOMA SURETY COMPANY, an Oklahoma corporation, having its prinapal place of business in the City of Tulsa and State of Oklahoma, z< Sareh~, ai*_ held arm f:r^Ny bCx~d e7a - C'i i-v of (~GraGGn anr' xrn,ri-i c j~yelC~Slt L L C ,~ as Obligee, in the penal sum Of EiC~htr_nan Thrn,canri Cac~cn ~Ti,n.-lreri T~TjnP}i ~rpP and~Q~],~Qn -rn-, n~7 1 ~ lawful money of the United States of America, for the payment of which, well and truly is be made. we bind ourselves, our heirs. executors, administrators, successors and assigns. jointly and saveraity, firmly by these presents. .. WHEREAS the said Prinapal has constructed certain improvements described as follows: New construction of Storm Sewer at The Fairways at Bailey Ranch, Owasso, OK Which said improvemers have been constructed to cortfortn with specifications prepared by ~ Wi lli.am E . Lewis , P . E . NOW, THEREFORE, THE CbNDIT10N OF THIS OBLIGATION IS SiJCfi, that, if the said Prinapal shall maintain said improvements far a period of Qne (1) year(s) against any failure due to defective workmanship or materials, said 011e (1) year(s) period to begin with the date of completion and acceptance of such completed improvements desaihed above, then this obligation shall be null and void. otherwise to remain in full force and effect subject however to the followino express provision: ~ The Obli ee, ~ g by and through its proper representative; shall give the Prinapal and the Surety written notice of all repairs required to fulfill the terms of this maintenance guarantee; and tt~e said Prinapal and Surety shall, after receipt of any such notice, be allowed a reasonable period of time in which to make arty such repairs. SIGNED, sealed and dated this 18th ~ ~ ],arch 19 97 ~,. -..v .~ E'L~.' fit, a DS. Green Cca~structton Prindpal OKLAHOMA SURETY COMPANY Kevin D . Allen, - lttomey-i:~-ta:-t Any correspondence in relation to this ' bond should be directed to: BOND DEPT WAUSAU INSURANCE COMPANIES PO BOX 8017 WAUSAU V/I 54402-8017 1-800-435-4401 ~WAUSAU Wausau Insurance Companies Nationwide Insurance Enterprise Bond No. 0751-13-020850 Maintenance Bond xivow ALL MEN BY THESE PRESENTS: That, ARROW CONCRETE COMPANY. A DIVISION OF TULSA DYNASPAN. INC. ' 1601 E. HOUSTON. BROKEN ARROW, OK 74012-4407 , as Principal. and EMPLOYERS INSURANCE OF wAUSAU A Mutual Company, a corporation organized under the laws of the State of Wisconsin and authorized to do a surety business in the State of OKL AHOMA , as Surety, are held and firmly bound unto the CITY OF OWASSO , OKLAHOMA is the sum of TGA HUNDRID FORTY FIVE THOUSAND FIVE HUNDRID NINE AND NO / 100 - -Dollars ($ ? G 5 . S O 9.0 0 ), lawful money of the United Stases of America, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents: SEALED with our seals and dated this AUGUST 9 1995 WHEREAS, on the 9TH DAY OF AUGUST, 1995 ,the said ARROW CONCRETE COMPANY, A DIVISION OF TULSA DYNASPAN, INC. as contractor, entered into a contract for STREET PAVING TO SERVE THE FAIRWAYS ADDITION TO THE CITY OF OWASSO, OKLAHOMA for the sum of "~ HUNDRID FO1zTY FIVE THOUSAND FIVE HUNDRID NINE AND NO/ 100 - - (~ 245 , 509.00 ); and, wHEREAS, under the terms of the specifications for said work, the said ARROW CONCRETE COMPANY A DIVISION OF TULSA DYNASPAN. TNC _ - - is required to give abondfor TWO HUNDRED FORTY FIVE THOUSAND FIVE HUNDRED NINE A_Nn_ Nn/100 - - - - - - - - - - - - - - - - - - - - - - - - - - (S 245.509.00 ), to protect the CITY OF OWASSO OKLAHOMA against the result of faulty materials or workmanship for a period of Paz from and after the date of the completion and acceptance of same, namely, until TWO (2) YEARS FROM ACC$PTANCE OF SAID PROJECT. NOW, 'IT~REFORE, if the said ARROW CONCRETE COMPANY, A DIVISION OF TULSA DYNASPAN, INC. shall for a period of TWO (2) YEARS from and after the date of the completion and acceptance of same by said ARROW CONCRETE COMPANY, A DIVISION OF TULSA DYNASPAN, INC. replace any and all defects arising in said work whether resulting from defective materials or defective workmanship, then the above obligation to be void; otherwise to remain is full force and effect. ARROW CONCRETE COMPANY, A DI ION 0 TULSA DYNASPAN, INC. ;~ cse.q ay David G. Markle r'uO President EMPLOYERS INSURANCE OF WAUSAU A Mutual Compan~~ Su~ery (See:) By ~~~~ Avomcy-+a-Fur RICHARD S. MAXEY, S00020 07-95 No EJ1~1PLa1'ERS INSI.JRANCE OF WA~S-A~U A M ut u a i Co m pan y POWER OF ATTORNEY KNOVb' ALI. MEN BY THESE PRESENTS: Tl,at the EMPLOYERS INSURANCE OF WAUSAU A Mutual Company, a corporation duly organized and existing under the laws of the State of Wisconsin, and having its principal office in the City of Wausau, County of Marathon, State of Wisconsin, has made, constituted and appointed, and does by these presents make, constitute and appoint RICHARD S. MA%EY its true and la~•ful attorney•in-fact, with full power and authority hereby conferred in its name, place and stead, to execute, seal. acknowledKe and deliver ANY OR ALL BONDS, UNDERTAKINGS. RECOGNIZANCES OR OTHER WRITTEN OBLIGATIONS IN THE NATURE THEREOF INCLUDING CONSENTS OF SURETY AND WAIVIItS TO THE CONDITIONS OF CONTRACTS. ;tnd t„ hind the c<rporation thereby as fully and to the same extent as if such bonds were signed by the President, sealed with the corporate seal of the corporation and duly attested by its secretary hereby ratifying and confirming all that the said aUnrney-in-fact may do in the premises. This power of attorney is granted pursuant to the followinK resolution adopted by the Board of Directors of said Company at a meetinK duly called and held on the 1Rth day of May, 197;1, which resolution is still in effect: "RF:SOI.V F:I), that the President and any Vice President - elective or appointive - of EMPLOYERS INSURANCE OF WAl1SAli A Mutual Company be, and that each of them hereby is, authorized to execute powers of attorney qualifying the attorney named in the given power of attorney to execute nn behalf of EMPLOYERS INSURANCF. OF WAUSAU A Mutual Company bonds, undertakings and all contracts of suretyship; and that any secretary or assistant secretary be, and that each or any of them hereby is, authorized to attest the execution of any such power of attorney, and to attach thereto [he seal of EMPI,OYF.RS INSURANCF. OF WAUSAU A Mutual Company" "F'LIRTH ER RESOI,V F,I), that the signatures of such officers and the seal of F.MP[.OYERS INSURANCF. OF WAUSAU A Mutual Company may he affixed to any such power of attorney or to any certificate relating thereto by facsimile, and :toy such power c,f attorney or certificate hearing such facsimile signatures and facsimile seal shall be valid and binding upon the F:MPLOYEKS INSURANCF. OF' WAUSAU A Mutual Company when so affixed and in the future with respect to an}• bond, undertakinl; or contract of suretyship to which it is attached" IN WITNF:SS WHERE:O F'. F:MPI.OYERS INSURANCF, OF WAUSAU A Mutual Company has caused these presents to be signed by the vice president and attested by its assistant secretary, and its corporate seal to be hereto affixed this 1ST day of ~i IINE ,19 95 . ^"~~~- EMPLOYERS INSURANCE OF WAUSAU A Mutual Company ,:~ i. SEAL f+ BY `""~ J. Stephen Ryan Attest: _ i ~ R. J. B steman Assistant Secretary STATE, OF WISCONSIN ) ) ss. COUNTY OF MARATHON ) Vice President On this 1ST day of JUNE , 19 95 • before me personally came J. Stephen Ryan to me known, who being by me duly sworn, did depose and say that he is a vice president of the EMPLOYERS INSURANCE OF WAUSAU A MutualCompany, the corporation described in and which executed the above instrument that he knows the seal of said corporation; that the seal affixed to said instrument is such corporate seal and that it was so affixed by order of the Board of Directors of said corporation and that he signed his name thereto by like order. 1 \ W ITV Etiti W H E R EOF. 1 have hereunto +et my hand and affixed my official seal the day and year herein first above written Patricia A. Kremer Notary Public NOTARY PUBLIC STATE OF WISCONSIN r'~~~` :~ STATE: OF' Wlti('ONSIN 1 { .~•. ('ITY ()F' wALiSA[r ) ss. MY COMMISSION EXPIRES MAY 24, 1998 t_~`'..:.,,~, Irys~ ('OLINTY OF' MARATHON 1 CERTIFICATE I, the undersigned, ussistunt secretary of EMPLOYERS INSURANCE OF WAUSAU A Mutual Company, a Wisconsin corporation. du hereby certify that the foregoing and •tttached power of attorney, WHICH MUST CONTAIN A VALIDATING STATEMENT PRINTED IN THE MARGIN THEREOF IN RF,I) INK, remains in full force and has not been n•voked: and furthermore that the resolution of the Board of Directors set forth in the power of attorney is still in force. Signed and sealed in the City of Wausau, Marathon County, State of Wisconsin, this 9TH of AUGUST 9 day ,19_ ~~-.: - =, SEAL ~+ ~• r+sststant secretary 20~-127- 0 0 3 6 9 ^ MEMORANDUM TO: RODNEY J. RAY CITY MANAGER C.1' FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: TRANSPORTATION ENHANCEMENT PROJECT AGREEMENT U.S. HIGHWAY 169 FENCING/LANDSCAPING DATE: March 25, 1997 BACKGROUND: ' The Oklahoma Department of Transportation (ODOT) maintains the Highway 169 roadway, including the fencing along the right-of--way. Fencing between 76th Street North and 86th Street North presently is a combination of chain-link and wood post with hog-wire. The fence in this area has been repaired numerous times and has become visually displeasing. In March 1996, Public Works Department staff held initial discussions with Ed Kellogg, ODOT ' Tulsa District Engineer, to determine the feasibility of removing the existing wood post and wire fencing. The Department agreed that the existing fencing is undesirable, however, their position ~ was that the fence would need to be replaced to ensure limited access by pedestrians. ODOT agreed to work with the city to develop a plan that would eliminate the existing eyesore and provide a more suitable "front door" to our community. At that time, ODOT was presented with an option of using a decorative plastic 4-rail fence in lieu of chain-link or other materials. A rough estimate of cost for the fence project has been calculated in the range of $65-75,000. ODOT initially stated that they could potentially ~ participate in replacing the fence only to the amount of funds that would be required to remove and replace the existing materials. Their participation level was estimated at $20-25,000. Under ' this plan, the remaining $40-50,000 would have been the City of Owasso contribution. The city did not have funds available at that time to make that level of commitment to the project. ' As an alternative, staff proposed and ODOT confirmed that Federal highway enhancement money would be available for this project if landscaping could be added. Funding for enhancement projects is 80% Federal and 20% local. As a result, the Public Works Department proceeded to prepare a plan for the project that incorporates trees, shrubs and plantings. It is Page 2 ' Transportation Enhancement Project Agreement expected that the total project will be approximately $100,000, with the city share of the project ' estimated at $20,000 (less any in-kind contribution). The city share of funds have been included in the FY96-97 budget. The Oklahoma Transportation Commission has approved our proposed ' project with a total funding of $125,000. Public Works Department staff met with representatives of ODOT on October 10, 1996 to ' discuss the scope of the project. As a result of the meeting, ODOT is developing fencing project plans and will award the construction contract. The cost of fencing will determine our portion of the project cost, since the City portion of the financing is to be no less than 20 percent of the ' total project cost. Public Works Engineering is preparing a schematic landscaping plan for submission and approval by ODOT. When the plan is approved, we can contract for the ~ purchase and/or installation and can use "force account" labor and equipment for our portion of the total project cost. A Public Hearing was held on February 17, 1997 to discuss the proposed project. All businesses and property owners along the highway corridor were invited to attend and provide input. Staff expects that the fencing contract will be awarded in April or May 1997. Landscaping will most likely be planted in the Fall 1997. PROTECT AGREEMENT• ODOT has provided copies of a Transportation Enhancement Project Agreement to be executed. The agreement formalizes the above aspects of the project and recognizes the project as a cooperative effort between ODOT and the City of Owasso encompassing right-of--way fencing and associated landscaping. FUNDING SOURCE: Funding for this project is included in the FY96-97 Budget Capital Projects Grant Fund in the amount of $20,000. An additional $5,000 is being included in the FY97-98 Budget to provide a total of $25,000 as matching funds for the project. The exact amount of matching funds contribution will be determined following receipt of bids by ODOT for the fencing. RECOIVIlI~NDATION: Staff recommends Council approval of the Transportation Enhancement Project Agreement for the U.S. 169 Right-of--Way Fencing/Landscaping Project (Federal-aid Project No. STP- 30E(021)EH, State Job Piece No. 16220(04)) and authorization for the Mayor to execute the document. Page 3 Transportation Enhancement Project Agreement ATTACHMENTS: 1. Transportation Enhancement Project Agreement 2. Oklahoma Transportation Commission project approval (August 8, 1996) 3. Picture of fencing 4. Concept plans for landscaping OKLAHOMA DEPARTMENT OF TRANSPORTATION 200 N. E. 21st Street Oklahoma City, OK 73105-3204 February 24, 1997 Mr. F. Robert Carr, Jr. City of Owasso P.O. Box 180 Owasso, Oklahoma 74055 Dear NIr. Carr: Enclosed you will find four (4) copies of the Transportation Enhancement Project Agreement for the U.S. 169 Right-of--Way Fencing/Landscaping Project, Federal-aid Project No. STP- 30E(021)EH, State Job Piece No. 16220(04). As exemplified by the agreement, the project will be a cooperative effort between the Department and the City of Owasso encompassing Right-of--Way fence replacement and associated landscaping. Please review this document and, if it is to the City's satisfaction, execute all copies as originals and return them to my office for processing. The Department is currently attempting to schedule the final plan production for the fencing replacement construction contract. I will contact you in the near future to schedule a review meeting. I am also enclosing a single copy of the ODOT Agreement for Landscaping that will be required for the City's landscaping contribution within the U.S. 169 Right-of--Way. I would request that you begin the preparation of an appropriate landscaping schematic plan and submit four copies of the plan and the executed agreement to Mr. Ed Kellogg at the ODOT Division VIII office for initiation of the review process. Your cooperation is appreciated and if you have questions or comments concerning the Project Agreement or the required landscaping plan, feel free to call on me at your convenience. Sincerely, Tim/~~~ z Enhancement ogram Coordinator xc: Chief Engineer AD-Preconstruction Roadway Design Engineer Division VIII Engineer `.. ' f ` ~~~ 2 ~ 1937 :~ ~~~V ~ ~ . ~~~I Attachment 1 nu cniiei noonorn.uTV rung .....-., A ~'^"*TQPORTATION ENHANCEAfENT PROJECT AGREEMENT State Job No. 16220 (041 ' F.A. Project No.. TSTS P-30Ej021)EH THE CITY OF OWASSO ~ U S 169 RIGAT OF WAY FEN ING/LANDSCAPING PROJECT This Transportation Enhancement Project Ageement is made and entered into by and between the Oklahoma Department of Transportation, (hereinafter DEPARTMENT), and the City of Owasso, (hereinafter SPONSOR) under the following terms and conditions for the intents and purposes as set forth herein. WHEREAS: Under the provisions of the Intermodal Surface Transportation Efficiency Act of 1991, a portion of the State's Federal-Aid highway construction'and maintenance funds have been designated for "Transportation Enhancement Activities" as defined in Title 23 United States Code Section 101(a); and ~ WHEREAS: The SPONSOR desires to provide for the implementation of a Transportation Commission approved Transportation Enhancement Project located ~n rhP jly of - ~ Owasso Tulsa County Oklahoma in order to enhance the intermodal surface transportation system and/or preserve related historic transportation facilities or heritage in the State of Oklahoma, and WHEREAS: The Transportation Commission and DEPARTMENT are designated ' to administer the Transportation Enhancement program as set forth in federal law and under the provisions of OAC 730:10-17-1 et seq.; and WHEREAS: The SPONSOR requested that the DEPARTMENT provide Federal- Aid funding under the Transportation Enhancement program in an amount of One Hundred Thousand Dollars ($ 100,000) for the purpose of implementing aRight-of--Way fence replacement and landscaping project; and WHEREAS: The request made by the SPONSOR has been approved for Federal- Aid project funding in accordance with the rules and regulations of the Transportation Enhancement program; and ~ WHEREAS: It is expressly understood and agreed by and between the DEPARTMENT and the SPONSOR that any part of the Transportation Enhancement Project deemed, at the discretion of the DEPARTMENT, to be ineligible to receive Federal Transportation .r Enhancement Program funds, will be excluded from the activities outlined in this agreement; and WHEREAS: It is expressly understood and agreed by and between the ~ DEPARTMENT and the SPONSOR that the SPONSOR, and, if applicable, its respective ~ Consulting Engineer, Architect, or other Designer, are solely responsible for the accuracy of all detailed plans, specifications and estimates prepared for the project. NOW, THEREFORE: the DEPARTMENT and the SPONSOR, in consideration of the mutual covenants and stipulations as set forth herein, do mutually promise and agree as follows: Section I. PROJECT AGREEMENT 1) The DEPARTMENT has received approval from the Transportation Commission for the funding with Transportation Enhancement Program funds of a project for the i ~lementation of the U S 169 Right-of Wa.}~ Fence/Landsca{ting_Project consisting of the replacement of the existiLtg rieht-of-wa}~ fence with an aesthetic PVC based rail fence and landscaoine. The DEPARTMENT will recommend approval of the project by the Federal Highway Administration for implementation with funds apportioned to the State under the Enhancement Provision of the Surface Transportation Program. 2) The DEPARTMENT agrees that Federal Surface Transportation Program Funds shall be used to provide _80_% (up to a maximum of 80%) of the Transportation Enhancement Program eligible project costs estimated to be $ 000_ and the SPONSOR agrees that non-federal SPONSOR Funds shall be used to provide their "in-kind" service obligation of _~t % (a minimum of 20%) of the project costs estimated to be $ 25.000_ of a total estimate of $_] 25.000_ including the following project specific activities and estimated funding amounts: Federal onsor Total ODOT Fence Replacement: 0$ 1 0,000 ~0 $~ 00.000 City of Owasso Landscaping: ,$ 0 ~5.0~0 ~5 0 Total Project Cost: $ 100,Q00 00 S 125 000 3) The SPONSOR shall by resolution, duly authorize the execution of this Agreement by proper officials, and attach copies of such resolution to this Agreement. 4) The SPONSOR agrees to acquire all needed goods and services in conformance with State law unless subsequently required to conform with United States Department of Transportation procurement regulations. ' S) Upon mutual approval and execution of this agreement and approval of the by the Federal ETghway Administration, the DEPARTMENT agrees to prepare plans, specifications, and estimates for, and advertise and let a construction contract for the Right-of--Way fencing ' replacement portion of the project through the usual and customary competitive bidding process. ~ 6) The SPONSOR shall prepare a schematic landscaping plan for the adjacent rights-of-way and submit said plan along with the Oklahoma b artm nt of Transoortation Agreement for Lands_ c_,__aoine for DEPARTMENT review and approval. Upon approval of said landscaping ~ plan and execution of the Agreement for Landscaping, the SPONSOR shall install or contract for the installation of the landscaping and associated support media and submit appropriate ' documentation of these "in-kind" contributions to the DEPARTMENT exemplifying a financial committment of no less than twenty percent (20%) of the computed total project ' costs. 7) It is agreed that the project contemplated herein is proposed to be financed as previously described and that this agreement, all property acquisitions (if any) and 'clearances, plans, ' specifications, estimate of costs, acceptance of work, payments and procedures in general hereunder are subject in all things at all times to all Federal laws, regulations, and approvals as may be applicable hereto. 8) The SPONSOR will make ample provisions annually for the proper maintenance of said project, including the provision of competent personnel and adequate materials and ~ equipment, specifically to provide ail required maintenance of the project during the critical period immediately following construction and to keep the facility in good and safe condition for the benefit of the general public. Maintenance shall specifically be defined as good horticultural practices as related to plant materials, mowing and trimming, and upkeep and/or ' replacement of the PVC based fencing as required. 9) The SPONSOR warrants to the DEPARTMENT that it will periodically review the adequacy of the aforesaid project to insure the safety of the general public and should the SPONSOR determine that further modifications or improvements be required, the SPONSOR shall take such actions as are necessary to make such modifications or improvement. 10) Upon completion of the aforesaid project, the SPONSOR hereby specifically warrants and agrees to assume any and all financial obligations for the operation, use, and maintenance of the aforesaid project. 11) The SPONSOR agrees to provide the DEPARTMENT with an acceptable final project report which shall include complete financial statements exemplifying "in-kind" expenditures. 12) The SPONSOR shall indemnify and save harmless the DEPARTMENT, its officers and employees, from any and all suits at law or in equity, or claims of any character brought by any person, persons, or property on account of the ownership or operations of the said SPONSOR; or on account of or in consequence of any neglect in safeguarding the work; or 3 w through the use of unacceptable materials in constructing the work; or because of any act or omission, neglect or misconduct of the SPONSOR, its officers, agents or employees; or from any claims or amounts arising or recovered under the Workmen's Compensation Act, or any other law, ordinance or decree. I S) If the SPONSOR should fail to fulfill it's responsibilities under this Agreement, such a failure will disqualify the SPONSOR from future Federal-aid participation on any Federal-aid project. Federal funds are to be withheld until such a time that deficiencies have been corrected, or the transportation enhancement activities to be implemented under this Agreement are brought to a satisfactory condition of function and/or maintenance. Section II. PAYMENT 1. The total amount of Federal-Aid funds allowable to The ity of Owasso Right-of- }~/ y~encing(LandscaRing Project under the Transportation Enhancement provisions of the Intermodal Surface Transportation Efficiency Act is $ 100,000. The Project Sponsor shall provide $ 25,000, in "in-kind" services as set forth in the project budget delineated in Section I, subsection #2 above. Section III. FFDER_AL. REQUIREMENTS 1. F.~ual0 oQp rtunitY' During the performance of this project, the SPONSOR agrees as follows: A. The SPONSOR will adhere to acts prohibiting discrimination, including but not limited to Title VI and VII of the Civil Rights Act of 1964, Title V of the Rehabilitation Act of 1973 and The Americans with Disabilities Act. These acts prohibit discrimittation toward any employee or applicant because of race, color, sex, religion, national origin, age or handicap. The SPONSOR will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to race, color, sex, __ religion, national origin, age or handicap. Such action will include, but not be limited to the following: employment, recruitment or recruitment advertising; layoff or termination, and fates of pay or other forms of compensation. The SPONSOR agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the requirements of these nondiscrimination provisions. B. The SPONSOR will state in all solicitations or advertisements for employees placed by or on behalf of the SPONSOR that all otherwise qualified applicants receive consideration for employment without regard to race, color, sex, religion, national origin, age or handicap. ' C. In the event of the SPONSOR'S noncompliance with equal opportunity conditions or with any such rules, regulations or orders, this agreement may be canceled, terminated or suspended in whole or in part, and the SPONSOR ' may be declared ineligible for further government contracts or federally assisted contracts in accordance with procedures authorized in Executive ~ Order No. 11246. Other sanctions may be imposed and remedies invoked as provided in the Executive Order, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. ~ 2. >~,g:free Work lp ace The SPONSOR certifies that it will or will continue to provide adrug-free workplace ' by: (a) Publishing a statement notifying employees that the unlawful manufacture, ~ distribution, dispensing, possession, or use of a controlled substance is prohibited in the SPONSOR'S workplace and specifying the actions that will be taken against employees for violation of such prohibition; and ~ (b) Establishing an ongoing drug-free awareness program to inform employees about: (1) The dangers of drug abuse in the workplace; ' (2) The SPONSOR'S policy of maintaining a drug free workplace; and (3) Any available drug counseling, rehabilitation, and employee assistance ' programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; and ' (c) Making it a requirement that each employee to be engaged in the performance of the project be given a copy of the statement required by paragraph (a); and ~' (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the project, the employee will: (1) Abide by the terms of the statement; ~ (2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later that five calendar days after such conviction; and (e) Notify the DEPARTMENT and the Federal Highway Administration in writing, ~ within ten calendar days after receiving notice under Section III, subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every project officer or other designee on whose project activity the convicted employee was working, unless the Federal Highway Administration has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected project; and (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted: (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement, or other appropriate agency; and (g) Making a good faith effort to continue to maintain adrug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f1. 3. Prohibition on Lobbying The SPONSOR may use no part of the monies to directly or indirectly pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or other devices, intended or designed to influence in any manner a Member of Congress, whether before or after the introduction of any bill or resolution proposing such legislation or appropriation. This provision is in accordance with 18 USC 1913. A violation of this provision will result in termination of this agreement. 4. Environmental ComRliance The SPONSOR acknowledges that the utilization of Federal-Aid funds makes the project subject to all relevant federal environmental laws and regulations, including, but not limited to, the National Environmental Policy Act, National Historic Preservation Act; Clean Air Act, Federal Water Pollution Control Act, Endangered Species Act, and the "Parkland Statute" 23 USC § 138. The SPONSOR agrees that it shall perform all necessary studies and obtain all necessary permits or approvals required by such Federal laws and regulations. A failure to fulfill all applicable environmental requirements could result in the loss of all Federal-Aid project funds. The SPONSOR specifically agrees that it will repay to the Department any Federal- Aid funds received which are expended in violation of Federal Environmental laws and regulations. Section IV. GENERAL PROVISIONS: 1. Repayment If it is determined by the DEPARTMENT, based upon an audit performed in accordance with appropriate Federal regulations, that the terms and conditions of this agreement were not followed, or in the event costs claimed as "in-kind" are disallowed following the audit, the SPONSOR shall reimburse the DEPARTMENT the full amount of the disallowed costs. 2. Amendment Procedure A. If the SPONSOR or the DEPARTMENT determines that a change is needed in the scope of work to be accomplished under this agreement, in the project ' budget when a change occurs which exceeds ten percent (10%) of the original estimate, or in the length of the term of the agreement, not to exceed an additional twelve months, a written request shall be submitted to the other ~ party detailing the requested amendment and giving justification for the change. A response shall be made within five (5) days of receipt of the ' request. If Federal Highway Administration approval is not required and if the proposed amendment is acceptable to the parties, a written supplemental agreement shall be executed by the parties. If Federal Highway Administration approval is required for the proposed amendment, fire ' DEPARTMENT shall inform the SPONSOR in writing of the approval or disapproval by the Federal Highway Administration within fifteen (15) days of receipt of such notification. ff approved the proposed amendment shall be reduced to a written supplemental agreement and executed by the parties. B. Unless the SPONSOR has requested and received approval of an amendment ' to the scope of work outlined in this agreement, the project budget, or the length of term of the agreement, costs incurred as a result of the change will not be reimbursed. 3. Au i The SPONSOR must provide to DEPARTMENT a copy of an audit report which is in compliance with the provisions of OMB Circular A-102, covering this project. When the Final Project Report is submitted to the DEPARTMENT, a cover letter accompanying it shall stipulate the anticipated date of the audit and date by which DEPARTMENT can expect delivery of the report. Additionally, SPONSOR agrees that it and any subcontractor will maintain all books, documents, papers, and accounting records and other evidence pertaining to this contract and the costs incurred, and to make such material available at their respective offices at all reasonable times, during the contract period and for three years after the date of the final payment under the contract and all other pending matters are closed, for inspection by representatives, the State Auditor and Inspectors' Office, Federal Highway Administration, the Comptroller General of the United States or any authorized representatives of the Federal Government for the purpose of making audits and examinations. 4. This Agreement constitutes the entire understanding of the parties hereto; and any changes, amendments, or alterations hereto shall be made in writing and shall be executed with the same formalities as are observed herein. IN WITNESS WHEREOF, the Deputy Director of the Department of Transportation, pursuant to authority vested in him, has hereunto subscribed his name as Deputy Director of the Department of Transportation, and the SPONSOR has executed same pursuant to authority by law. The SPONSOR on this day of 19_, and the DEPARTMENT on the day of 19_ Approved as to Form and Legality Sponsor's Attorney Approved as to Form and Legality by THE CITY OF OWASSO, OKLAHOMA Date Administrator GENERAL COUNSEL Date Approved by the Transportation Commission as Agenda Item Number ] 32 at its regular meeting on the 5~1 day of A 1996. STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION DEPUTY DIRECTOR Q ~ STATE OF OKLAHOMA ) COUNTY OF ) AFFIDAVIT of lawful age, and having been first duly sworn, ~ on oath states: 1. That (s)he is the agent authorized by the SPONSOR to submit the attached contract to the ' State of Oklahoma. 2. That the SPONSOR has not paid, given, or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring this contract. ~ 3. That no person who has been involved in any manner in the development of this contract while employed by the State of Oklahoma shall be employed to fulfill any of the services provided for under this contract. 4. That, to the best of his/her knowledge and belief, the SPONSOR has not previously entered into a contract with the Department of Transportation or any other agency of the State of Oklahoma which would result in a substantial duplication of the services required by this contract. FURTHER AFFIANT SAYETH NOT Affiant Subscribed and sworn to before me this day of , 199 . ~. My Commission Expires: Notary Public 1 1 9 iD:Gig-g;~-~?Gr=-, RUB 2~`~5 ~::%% ~~io.n~~ ~ '~- ~ ` cpNSTRUCTiON PROGRAM AND BID OPENING CHANGES ` August 8,1996 O: (X} TRANSPORTATION COMMISSIONERS (X) REPRODUCTION DMSION (X) DIRECTOR (X) RIGHT-0F WAY DMSiON (X} DEPUTY DIRECTOR (X) URBAhURURAL DESIGN DM810N ~w (X) CHIEF ENGINEER (X) SURVEY DM310N (X) ASSISTANT DIRECTOR -ADMINISTRATION (X} TRAFFIC ENCit. DMS10N (X) BRIDGE DMSION (X} WAYNE PHSLLlBER (X) INTERMODAL-RAIL SAFETY b PROGRAMS (X} FIELD DMSION: 8 (X) RAIL b TRANSIT PLANNING (X) FHWA (2 COPIES) ~ { )LOCAL GOVERNMENT DM810N ( ) ACOG ( )MAINTENANCE DMS10N ( ) iNCO(3 (X) OFFICE ENGINEER ( ) LMApC (X) PLANNING DM310N SENATE DISTRICT. 34 HOUSE DISTRICT: 74 _ _ _ _ _ _ FROM: PROGRAMS DMSION SUBJECT: CONSTRUCTION PROGRAM AND BID OPENING CHANGES ~^ The following project was approved by the Transportation Commission on August b, 1996, k has now been scheduled en the following dates. Please add k to your copy of the Construction Program. CURRENT PROPOSED BID OPENING BID OPENING PROJECT NO. G DATE DATE '~ JOB PIECE NO. D DESCRIPTION OF PROJECT SFY SFY 1. STP-30N(021 } EH 8 Owasso: US-169 from 76th Street l~E NONE 96220(Q4) North to 86th Street North SFY-87 (enhancement) 'r Tulsa Co. Q a1-t fag 8 If you have any question concerning these proposed changes, please contact the Programs Division at 405~Z1- 2521. ~ ~ / %w t ~ ~~.• Charlie J. Younger Programs Division Manager ~ Approv ~ ~-- ~ ~y~~l '~ ~ Pa Neal McCaleb Bruce Ta r ~ __ Director of Transportation Chief En Weer „I ~ ~ CJY:sea cpc: t7 oiv ti1Gk _ ~ _ /ASST AIAINT ~`- ~ ASST CONSI OI:II~. L'EPT. 11J~I;ai'i1S~1R1I0^I AItFA cNGR ~~_ ,8~/l ~ Oi•f FNGR to l•:k ~wr•.rt .. _ blVl$IO"~ ty'7. 3 _ cnlttY n1Gk l~LL YUPV "" TULSA, GY.i 1~.F1•'.?r.'~A " nc~r:;.__~ - :IInF' •rc: rNC~~-' ~(}. c;Lt F~ NUIs kCL Attachment 2 FOR PRESENTATION AT THE COMMISSION MEETING OF AUGUST 5, 1996 AGENDA ITEM NO.: 132 SUBJECT: Enhancement Project on US 169 in Owasso COUNTY: Tuisa The above referenced project is proposed as a cooperative effort between the Depart- ment and the City of Owasso to improve the functional aesthetics of US 169. The project will encompass cone-mile section of the highway right-of--way between 76th Street North and 66th Street North and will involve the removal and replacement of the existing chain link fence~with a PVCs'rsil`type 'fence and proximital landscaping. pescription Federal Funding Sponsorl=ending Total Fundlnq US 169 Aesthetic Improvement $ 128,000 S 32,000 $ 't60,000 Project; ODOT/Clty of Owasso ' Tulsa Courrty We recommend approval of this addition to the Transportation Enhancement Program. l a '~;~.. . ~;~.: ~- ~.x ~_,~ . ~:~ :: ,ass ,~-- ,~_ Attachment 3 II 3 fu!I I I I ~ 28J I I I~ I W E- "~ (WP- ~~ 2 r~ r- PROPCISED FENCEIw U 2WE- - Vllf' '` I f~ P I W(' - 2WE -. 2 Pr~- I Wf~ IWE .. 2 GF- ~ RJ -- 4TH STREI 3 G F~ 2WE ZPf 1 .WP w U Q J 2P Iw GF -2 W E -IWP _3 f' f' WE PP IWP •I f~P •I WP ~2 WE .i W~ •2 PP ~!P ~' 'I Wf' -7 WF IWE 2 r-~ i wry i wry i ~~ 2w 2GF I BP I ~~ I GF lWE ~Wh Attachment 4 i r'~•- ~ 3 ~~ ~. I~ r I W ~, _ 80TH STREET IWE- -- ~ ~ (~,J I WE- i 13f~ I Wf'- I j BP I W f~-- _ j W E ~ 2W ~ IWE 3WE WP I Wf~ 2 (~f'- 2 f?t' IWE ~ I W(' I FP SWE I W P ------ 5 C M 3 WC ----- .-- 6 I EC E ~ I CM ~ W~ ;~ x l EC 2 ER 2 Q3 3EC- l EC S CM _ 3CM o- 3ER 3CM 3 E (~ 5C i EC 2C ~ 2 ERA 5 f~J~ G CM 76TH STREET ~} ~ J CM . HIGHWAY 169 FENCING AND LANDSCAPING IlVIPROVEMENTS PROJECT MARCH 1996 Plant Materials List Botanical Name Common Name (Svmboi) uanti Evergreen Trees: Juniperus virginiana Eastern Red Cedar (EC) 21 Juniperus scopulonim Rocky Mountain Juniper (RJ) 32 Pinus strobus White Pine (WP) 35 Subtotal: 88 Deciduous Trees: Pyrus calleryana Bradford Pear (BP) 9 Prunus cerasifera Purpleleaf Plum (PP) 45 Cercis canadensis Eastern Redbud (EB) 23 Subtotal: 77 Deciduous Shrub: Lagerstroemia indica Crape Myrtle (CM) 50 Euonymus alatus Winged Euonymus (WE) 60 Forsythia x intermedia Goldenbell Forsythia (GF) 29 Subtotal: 139 Total: 304 Note: All trees shall be five (5) to six (6) feet in height and 1 1/2 inch to 2 inches in caliper at the time of planting. All shrubs shall be a minimum of three (3) feet in height at the time of planting. All plants shall have a full branching structure typical of the species. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: ALLAN E. HARDER SUBJECT: SEAT BELT USE POLICY MODIFICATION DATE: March 26, 1997 BACKGROUND: Over the past several years, the City Council and staff have worked diligently to develop and enact policies and work regulations that will enhance employee safety. Recognizing that a safe work environment is a priority and that existing rules should be regularly reviewed for ^l effectiveness, the existing seat belt use policy found in the CITY OF OWASSO, OK, PERSONNEL MANUAL, Chapter 9, MISCELLANEOUS, Section 9-2 USE OF CITY ' VEHICLES, Item C. was recently reviewed after an accident left one of our employees injured. The employee was riding in a vehicle belonging to another governmental entity. The employee was not wearing a seat belt because the seat belt buckle was either missing or ~ could not be located. Following the review of the policy, a revised Seat Belt Use Policy was presented to the ' Council on March 4, 1997. The policy revision is believed necessary in order to address the increased exposure to liabilities by the City when employees are or have been involved in automobile accidents. Following questions and consideration, the revised policy was tabled to address exempting such vehicles as refuse collection trucks. With input from City Attorney, Ronald D. Cates, a paragraph has been added to the policy to empower the City Manager to exclude "adherence to this policy because of equipment design or operational efficiencies. " PREVIOUS POLICY STATEMENT: The previous policy found in the CITY OF OWASSO, OK, PERSONNEL MANUAL, Chapter 9, MISCELLANEOUS, Section 9-2 USE OF CITY VEHICLES, Item C. states, "All city employees are required to wear seat belts in vehicles so equipped." EFFECT OF POLICY MODIFICATION: The revised policy will replace the previous policy, and defines more clearly the intent of the City to protect its workers by mandating compliance through expanded policy language. The SEAT BELT USE POLICY REVISION MEMO MARCH 26, 1997 PAGE 2 new policy requires seat belt use in any seat, in any vehicle, while on city business, except when excluded by the City Manager. It further requires employees not to drive or ride in vehicles without seat belts or with inoperable seat belts, except when excluded by the City Manager. Being involved in an accident while in noncompliance with the policy subjects employees to discipline and could jeopardize an employee's Worker's Compensation claims RECOMMENDATION: The staff recommends approval of the revised policy. ATTACHMENT• 1. Revised Policy Statement City of Owasso Seat Belt Use Policy NOTE: This policy is more restrictive than state law. All employees, while engaged in business for or on behalf of the City, when acting in the course of employment and subject to coverage by the City's Workers' Compensation Program, while either a driver or passenger, regardless of seat location, either in a City owned, non- owned or privately owned vehicle, shall at all times wear the seat/shoulder belt(s) furnished in the vehicle. If a vehicle does not have a seat/shoulder belt(s), or the seat/shoulder belt(s) is inoperative, the employee shall not ride or drive such vehicle while engaged in business for, or on behalf of the City. All employees involved (either as a passenger or driver) in a collision, while engaged in business for, or on behalf of the City, when acting in the course of employment and subject to coverage by the City's Workers' Compensation Program, while either a driver or passenger, regardless of the seat location, either in a City owned, non-owned or privately owned vehicle, and not wearing the furnished seat/shoulder belt(s), shall be subject to departmental discipline, and should a Workers' Compensation claim arise, in accordance with 85 O. S . , § 11, the claim may be disqualified from coverage. The City Manager is empowered to authorize departmental exclusion from adherence to this policy because of equipment design or operational efficiencies. Recommend sticker be placed in each City vehicle: "CITY OF OWASSO POLICY REQUIRES ALL DRIVERS AND PASSENGERS, REGARDLESS OF SEAT LOCATION, TO WEAR SEAT/SHOULDER BELTS" ' MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: SHERRY BISHOP FINANCE DIRECTOR SUBJECT: CONTRACT FOR AUDIT SERVICES FOR FISCAL YEAR 1996-97 DATE: March 28, 1997 BACKGROUND: By city charter, the council must designate an accountant to make an independent audit of all accounts and financial transactions of the City. Two years ago, proposals for audit services were solicited from accounting firms. -The proposal for audit services included a fixed fee for each of three years. The firm of Carlson & Cottrell of Shawnee was selected during that process. Their proposed fee for fiscal year 1996-97 audit services is $13,700 including expenses. An audit of the City includes all of the trust authorities of the City (OPWA, OEDA, and OPGA). The OPGA was added to the City operation and audit after the original fee proposal for audit services was received in 1995. Carlson & Cottrell has submitted an engagement letter which includes an additional audit fee of $3,000 for the OPGA audit. Staff believes that $3,000 is a reasonable fee for the additional work involved in the audit. The OPGA paid $4, 890 for audit services for fiscal 1996. Because the $3,000 audit fee for the OPGA is within the City Manager's approval authority, the OPGA trustees will not be required to approve this contract for audit services. This will be the third year for Carlson & Cottrell to serve as auditors for the City. Retaining the same audit firm for more than one year provides consistency in audit methods and requirements from year to year. Staff can prepare for the audit, knowing what information and records the auditors will need. Council is able to become familiar with the audit philosophy and report format. The audit work performed by Carlson & Cottrell during the previous year was satisfactory and staff would like to continue that relationship for the next fiscal year. After this audit has been completed and the report issued, staff will begin the process of soliciting proposals for audit services for another three-year period. w f RECOMMENDATION: Staff recommends that Council renew the contract with Carlson & Cottrell to conduct an independent audit of the City and its trust authorities for the fiscal year ended June 30, 1997 for a total fee of $16,700. (The City will pay $13,700 and the OPGA will pay $3,000.) ~ ATTACHMENTS: Engagement letter from Carlson & Cottrell dated January 23, 1997. Original Proposal Letter and Fee Schedule i~ January 23, 1997 City of Owasso ATTN: Mr. Rodney Ray, City Manager Post Office Box 180 Owasso, Oklahoma 74055 SUBJECT: Annual Audit Engagement Letter Dear Mr. Ray: Good Morning! Ron, I and the audit staff really look forward to doing your organization's audit this year.. To start the audit process, I've enclosed two copies of our engagement letter for this year's audit. The letter summarizes the services we'll perform, our fees and expenses"and a statement of what we expect from your organization, i.e., clerical support, etc. We've calculated the audits fees and expenses based on an analysis of our favorable experience with your audit, i.e., hours by professional staff category and actual expenses, and applied a discount to reflect our ongoing good relationship with you: We added the audit fee for the Baily Golf Ranch, $ 3,000 to -the audit fee for City of $ 13,700 per our proposal to arrive at a consolidated audit fee of $ 16,700. If the terms of the engagement letter meet with your approval, please sign the letter and return one copy to us. When we receive the letter, we'll start the audit process by putting the audit in the work schedule and setting the timing for performing interim audit procedures. In April, we'll call to coordinate the date for the audit and the delivery date for the report. Again, we look forward to doing your audit. Cordially, CARLSON & COTTRELL, CPAs h~~~~ " J sep~Carlson JEC/bal ~ ~ ~ ~ '. Enclosures ~- as stated 1 Post Office Box 1104 Post Office Box 331 Monument, Colorado 801 32-1 1 04 Shawnee, Oklahoma 74802-0331 1719) 444-0202 1-800-300-6288 (405) 275-1159 G`'c~~~ ~ ~~~~~~ ~~.~G January 23, 1997 City of Owasso ATTN: Mr. Rodney Ray, City Manager Post Office Box 180 Owasso, Oklahoma 74055 Dear Mr. Ray: This letter confirms our mutual understanding of the professional services we will provide your organization for the year ending June 30, 1997. We will audit the financial statements of the organization in accordance with generally accepted auditing standards and Government Auditing Standards, for the purpose of expressing an opinion on them. The financial statements are the responsibility of management. Our responsibility is to express an opinion on the financial statements based on our audit. Audit standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall fmancial statement presentation. We believe that our audit will provide a reasonable basis for our opinion. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, tests of the physical evidence of inventories, if any, and direct confirmation of receivables and certain other. assets and liabilities by correspondence with selected customers, creditors, legal counsel, and banks. At the end of the audit, we will request certain written representations from you about the financial statements and matters related thereto. Our audit is subject to the inherent risk that material errors and irregularities, including fraud or defalcation, if they exist, will not be detected. However, we will inform you of any errors or irregularities that come to our attention. You have assured us of your cooperation in facilitating the progress of the audit and, more specifically, in fizrnishing us upon request with schedules, analyses, reconciliations and other such working papers as necessary to complete the audit, secretarial support, communications, and copying support and a suitable working area. You have agreed that if schedules, etc. as requested are not ready on the first day. of field work, .then additional professional fees may be billed by us to compensate for the necessary schedules, analyses, etc. we have to complete. We will discuss with you the need for any additional professional fees.and obtain your approval prior to-doing any work. Professional fees and expenses for these. services will be $ 16,700. Cordially, CA ON & COTTRILL; CPAs ~6~ J eph E.r Carlson ^ ^ The above confirms our understanding: Mr. Rodney Ray, City Manager Date Post Office Box 1 104 Monument, Colorado 801 32-1 1 04 (719) 444-0202 1-800-300-6288 Post Office Box 331 Shawnee, Oklahoma 74802-0331 (405) 275-11 59 April 28, 1995 Ms. Sherry Bishop, Finance Director City of Owasso 207 South Cedar Owasso, Oklahoma 74055 SUBJECT: Proposal for Auditing Services Dear Ms. Bishop: We appreciate the opportunity to submit this professional services proposal concerning our firm providing the City of Owasso (the City), the Owasso Public Works Authority (OPWA), and the City's other component unit, the Owasso Economic Development Authority (OEDA), with professional auditing, accounting and management advisory services. Our firm is dedicated to providing clients with the highest quality of professional level auditing and management advisory services at the most reasonable cost. The following proposal clearly establishes that our firm should be selected as the City of Owasso's independent auditor because: We are experienced. Our current audit clients include the following: o City of Shawnee o City of Altus o City of Poteau o City of Miami o City of Cleveland o City of Frederick o City of Wetumka o City of Harrah o City of Prague o Town of Paden o City of Chandler o City of Hominy o Town of Luther o Town of Asher o Town of Ochelata o Town of Colbert as well as: o Oklahoma Department of Education o Oklahoma Municipal League o Municipal Electric Systems of Oklahoma During the past five years, our firm has performed Single Audit Act of 1984 audits. for entities ranging, in size from the Oklahoma Department of Commerce with $ 100 million in revenues,-$ 65 mullion un grants and $ 27 million in assets to the Town of Ochelata with $ 315,000 in revenue, $ 5,000 in grants and $ 826,000 in assets. ' Partner involvement high and vear around. Partners are functioning components of the audit team. Not just sales people, but working members of the. team. Note below that partner hours equal approximately 25.28% of the total hours estimated for the audit. Our audit approach is based on using experienced staff who know what a "management assertion" actually is. Post Office Box 1 104 Post Office Box 331 Monument, Colorado 801 32-1 1 04 Shawnee, Oklahoma 74802-0331 (719) 444-0202 1-800-300-6288 (405) 275-1159 Audit Classification Hours Percent ~ Partner 91 25.28 Manager 60 16.67 Senior Accountant 110 30.56 Staff Accountants 99 27.49 Total 360 100.00 ,, Firm partners are available throughout the year. We pride ourselves in being able to provide ~ management advisory services to our clients when those services are needed, not just during the audit. We maintain close contact with our clients throughout the year. We will deliver on time. Our firm has the resources to guarantee to the City of Owasso that we will meet all the requirements for audit completion and report submission. Our audit opinion on the financial statements and a comprehensive management letter will be issued not later than the times prescribed by the City's Request for Proposal (RFP). We take pride in providing a quality product on time. Our approach is thorough, complete, efficient, and effective. - ~ We believe that the audit report, the report on internal controls, the management letter, and the other ~ reports that accompany an audit should do more than just fulfill legal requirements. Our main goal is to provide the City with a quality audit and management letter which contains pertinent management recommendations that can be used to increase the effectiveness and efficiency of operations. Our approach is a "business persons" approach based on a clear understanding of what is expected of us. We emphasize key factors and interrelationships rather than just "pound the numbers". Our firm has considerable computer experience. Our firm's computer experience ranges from detail knowledge about the accounting and management information system software that municipal governments use; such as the CPS and INCODE software packages; to custom software packages designed around relational-databases. As art of our full service concept, we look forward to providing the City with any of the management advisory services it needs in implementing any new software. or hardware or improving on its current system. We have the technical expertise to assist the City in its ongoing development and utilization of its computer resources and related software to include the use of "personal" .size computers., We have developed, installed and currently maintain for clients a variety of accounting systems to include utility billing and general government systems. Additionally, we have the "in=house" capability to provide instruction on the use of-.software to include Lotus and dBase N, and of apphcation ' packages such as accounting and desktop publishing systems. We offer a wide range of management services. J 1 r We can provide the City of Owasso with a wide .range of management services ranging from financial analyses to cost benefit evaluations of employee benefit and pension plans.. For exampple, we are currently performing compliance reviews of two Cable TV franchise agreements and a hoteVmoteT tax reporting system. _ ~ ~" Additionally, our interaction with the AICPA, the Government Accounting and Auditing Committee of the OSCPA, the Government Finance Officers Association, the Government Accounting Standards Board, and the Oklahoma Municipal League keeps us in the position to keep our clients abreast of current developments in governmental accounting and reporting requirements. We can help management. We will provide more than a financial and compliance audit of the City's records. Through our audit process and internal control evaluations, we identify potential problems areas, matters of concern and areas in which improvements in efficiency or effectiveness can be accomplished. We convey our observations and recommendations to the City Manger in a comprehensive management letter. On pages 20 through 22 of this proposal we have provided some examples of the content of our management observations and recommendations letter. I think you will find that our observations are of substance and directed to improving operations and/or saving resources. We are committed to quality service. Our firm is totally committed to a quality product that meets the City's needs and the needs of any applicable regulatory or oversight agency. Our professional staff and their audit; financial, computer science, tax and management consulting experience assure you of the completion of the audit and delivery of the final audit report, management letter, and all other reporting requirements no later than October 13. We can assist the City of Owasso in staving current with issues that are important to City Governments. As part of our finm's total service concept, we provide our clients with the latest information on topics that impact city governments. For example, at the current time we are assisting two cities to implementing Governmental Accounting Standards Board (GASB) Statement #10, Accounting and Financial Re ortingg or Risk Financing and Related Insurance Issues, and one city in implementing GASB Statement #14, The Financial Reporting Entity, as it relates to component units. If there are any questions concerning this proposal, the overall audit approach or any other matter about which we-can be of assistance and/or provide an answer please give either Joe Carlson or me a call at (405) 275-1159. We look forward to providing the City of Owasso with quality service. Cordially, ~CARwLnSONr & COTTRELL, CPAs Il~u~c ~ ~ `~~ Ronald C. Cottrell RCC/src SCOPE OF AUDIT UNDERSTANDING OF OBJECTIVES The annual audit will be a Single Audit Act of 1984 full scope audit which will encompass all of the City of Owasso's operations to include the Owasso Public Works Authority, and the Owasso Economic Development Authority and all federal- grant funds. The general purpose financial ~ statements will include the financial statements of the City of Owasso and its component units. In addition to the annual audit, we will be prepared to provide management advisory services, as requested; in the areas of finance, accounting and data processing, as well as complete the following: 1. Annual Survey of City & Town Finances (State Auditor and Inspector Form 2643) 2. Letter of Compliance as to the Owasso Public Works Authority Revenue Bond Indenture. The audit will cover the combined financial statements of the City of Owasso for the fiscal year July 1, 1994 through June 30, 1995, with the annual report including combining and account group financial statements for purposes of additional analysis. Our opinion will be expressed concerning whether the combining and account group financial statements are fairly stated in all material respects in relation to the combined financial statements taken as a whole. Since the audit is a Single Audit Act of 1984 audit, the audit specifications and requirements of the below listed publications will be followed: o OMB Circular A-128, Audits of State and Local Governments o AICPA Audit and Accounting Guide, Audits of State and Local Governmental Units o U. S. General Accounting Office (GAO), Government Auditing Standards o OMB, Compliance Supplement for Single Audits of State and Local Governments o OMB Circular A-102, Uniform Requirements for Assistance to State and Local Governments The funds to be audited will include all of the City of Owasso's operations defined as a part of the City of Owasso in accordance with the guidelines of the Governmental Accounting Standards Board (GASB) Statement #14, The Reporting Entity, and, as such, will include the following funds and activities: ' o General Fund - 1 ~ ~ o Proprietary Funds - Enterprise - 2 o Special Revenue Funds - 7 Internal Service - 3 o Debt Service Fund - 1 o Capital Projects Funds - 3 o Fiduciary Funds - 1 o Account Groups -Long Term Debt and General Fixed Assets It is understood that additional audit fees may be incurred for a change in scope as discussed above. Any requests for additional fees over our proposed amount will be presented to the Audit Committee .and the City Council for their approval before any additional work is performed. 4 REQUIRED REPORTS The reports to be issued will include a report on the General Purpose Financial StatementsGPFS), ' and a management letter relating to the City of Owasso's operations. Additionally, since t e audit is a Single Audit Act of 1984 audit, all the reports applicable to such an audit will be included in the GPFS to include a Schedule of Federal Financial Assistance, a Report of Compliance with Laws and ~ Regulations and a Report on Internal Controls. Additionally we will prepare a letter of compliance as to the bond indenture related to the bonds of the Owasso Public Works Authority. In addition to issuing the above noted reports on the financial statements, we will review, sign and ~ file the Annual Survey of City and Town Finances (Form SA&I 2643) with the State Auditor and Inspector not later than December 31, 1995. Since this is a City audit, we will also review the minutes of the City, OPWA, and OEDA to insure that they are complying with all the State of , Oklahoma rules applicable to Charter Cities and Public Trusts. We understand that the City's Department of Finance will have end of year adjusting entries: to ~, included applicable accrual and modified accrual entries: and will prepare the trial balances which are scheduled to be completed by the end of August each year. We will provide the Director of Finance with a listing of schedules and any other requirements at least three weeks prior.to the start of both the interim and final phases of the audit. We would expect that the City staff would participate in the audit process the same as in prior years, i.e., prepare confirmations and a limited number of schedules. ~~ We are responsible for typing, publishing and binding the GPFS. At all times we will coordinate with the City of Owasso's staff any changes that have to be made due to any unforeseen circumstances. CONTRACT PERIOD .~ We realize that the audit is for the fiscal year ending June 30, 1995, and that the audit contract will be awarded by the governing body for aone-year period. However, we also acknowledge that it is the City's informal policx to retain the selected auditor for at least three years, with annual evaluations made of the firm's services by the City's Audit Committee. PERSONNEL The audit team will accomplish the following: o Conduct. a highly efficient audit in accordance with the requirements , referenced earlier in this proposal. o Provide usable recommendations on how to increase the efficiency and -~ effectiveness of operations. _ o Be in the position to offer any needed assistance in the implementation of any needed improvements in procedures and/or policies. Each member of the team is fully experienced in all phases of the financial and compliance auditing process and has experience auditing governmental entities in accordance with the earlier cited references. The personnel who will ge assigned to this audit engagement are: 1 Engagement Partner Joseph E. Carlson, -Partner, M.B.A. and C.P.A. - Mr. Carlson has more than fifteen years audit, finance and computer experience. He will be the Engagement Partner responsible for the overall conduct of the audit and management of the audit process. Mr. Carlson will sign the audit report and all the additional reports mandated by Government Auditing Standards, the Single Audit Act of 1984, ' and Generally Accepted Auditing Standards. Mr. Carlson's current audit experience includes: ' o City of Shawnee o City of Altus o City of Miami o City of Prague o City of Wilburton o City of Wetumka ~ o City of Harrah o City of Frederick o Oklahoma Department of Education o Pioneer Library System o Oklahoma Municipal League o Municipal Electric Systems of Oklahoma ^ In addition to auditing, Mr. Carlson has instructed a wide variety of courses for the Oklahoma Society of Certified Public Accountants (OSCPA) to include courses on Compliance Auditing of Governmental Entities, dBase III+, dBase IV, and Lotus 1-2-3. As a member of the OSCPA's ! Management Advisory Services Committee, Mr. Carlson participated in the latest developments in providing management advisory services to clients. ~ Mr. Carlson is sicantly involved in governmental organizations to include the GFOA and GASB, as well as being t e Partner in Charge of the annual audit of the Oklahoma Municipal League. During the past year, Mr. Carlson has attended numerous courses specifically related to governmental audit- ing. Courses included such topics as the new "Yellow Book", U.S. General Accounting Office (GAO), Government Audifing Standards -Standards for Audit of Governmental Organizations, Programs, Activities and Functions. Engagement Manager Ronald Cottrell, -Partner, B.A. and C.P.A. - Mr. Cottrell has a total of fourteen years of audit and finance experience. He wrll be the Engagement Manager responsible for carefully monitoring the status of the engagement on a continuous basis; working closely with the City's staff to coordinate the audit; reviewing the report draft and ensuring that the engagement is completed to the City's full and complete satisfaction. t Mr. Cottrell has extensive current experience with all phases of governmental finance and operations, auditing computerized financial management systems and management assistance. As each phase of ~, the audit process is com~ileted, Mr. Cottrell will review the work performed and insure that a high quality of work is maintained. Additionally, he will determine the unpact the audit work performed has on the overall audit plan. Mr. Cottrell's current audit experience includes the following assignments: r, o City of Shawnee o City of Altus o City of Miami o City of Poteau o City of Wetumka o City of Cleveland o Town of Luther o Town of Colbert o Town of Asher o Town of Paden '~' o Shawnee Industrial Authority o Cleveland Industrial Authority o Municipal Electric Systems of Oklahoma 6 During this past year Mr. Cottrell has attended several courses and seminars on the application of auditing techniques to governmental entities. In January of last year, he attended a two day seminar on Compliance Auditing of Federal Programs and in March of last year instructed a workshop titled, Compliance Audits, for the Oklahoma State Employment and Training Association. As a member of the Oklahoma Society of Certified Public Accountants Governmental Accounting and Auditing Committee, Mr. Cottrell took a leadership role in developing and improving governmental accounting and auditing practices and procedures. For example, Mr. Cottrell was a reviewer for the Financial Reporting Achievement Program of the Oklahoma Society of Certified Public Accountants and reviewed. the City of Oklahoma City's Comprehensive Annual Financial Report (CAFR). Additionally, during this past year, Mr. Cottrell has developed and presented several seminars concerning the application of accounting principles to governmental organizations. Senior Accountants Rhonda Cook - Ms. Cook has six years of auditing, computer, accounting, and management advisory experience to include the audits of the City of Altus, the City of Shawnee, and the City of Mianru. As a Senior Accountant for this engagement, she will supervise the accomplishment of detail audit testing by the staff accountants. Her current audit experience includes: o City of Altus o City of Miami o City of Shawnee o City of Poteau _ o City of Wetumka o City of Wilburton o City of Frederick o City of Cleveland o Town of Colbert o Town of Luther As part of her educational process to obtain her CPA credentials, she has taken numerous courses ~ on auditing techniques applicable to governmental entities to include a three day American Institute of Certified Public Accountants (AICPA) course this past year on auditing in accordance with ~ Government Auditing Standards. ~ ~~ Virginia Rahme - Ms. Rahme has three years of auditing and management advisory experience to include the audits of the City of Shawnee, the City of Altus, and the City of Miami. As a Senior Accountant for this assignment, she will supervise the accomplishment of detail audit testing by the ~ staff accountants. Her current auditing experience includes: , o City of Shawnee o City of Miami o City of Cleveland o City of Poteau o City of Wetumka o City of Harrah , o City of Altus o Town of Colbert o Town of Paden o Town of Asher o Pioneer Library System o Shawnee Industrial Authority ~ Staff Accountants ' We will assign two staff accountants to this audit. Currently, we plan on assigning Billy Little and, Shery Rogers to the audit. Both are accounting graduates of 4-year colleges and have a year of auditing experience. 7 AUDIT APPROACH Using the audit procedures and financial accounting standards as a proved by the Governmental Accounting Standards Board (GASB), SAS No. 69, The Meaning o~Presef~t Fairly ~n Conformity with Generally Accepted Accounting Principles ijt the Indeper~derzt Auditor's Report, and the Comptroller General of the United States publication, Government Auditing Standards, as reference points, our firm has developed customized audit plans for City governments and component units which are both effective and cost efficient. A significant element of the audit plan's methodology centers on the use of statistical sampling techniques and auditing "through the computer". Of particular importance in our base audit plan is the use of statistical sampling evaluation procedures and techniques in the evaluation of the internal control structure and the assessment of control risk. The use of statistical sampling techniques allows for an efficient and effective audit program designed to accomplish the audit wrath a minimum of disruption to any on going accounting processes. Additionally, using computerized statistical sampling procedures allows the actual detail testing of transactions to commence promptly after financial records are made available. Prior to the detail accounting records becoming available, the audit process begins with a comprehensive and detailed review and analysis of the internal control structure and the assessment of control risk. Of particular importance during the internal control structure review and accomplishment of the detailed testing of the internal controls, as necessary, and the assessment of control risk, is the performance of a review of the controls surrounding the use of the computer and related accounting software in the accounting process. This internal control review and the related detailed testing of the controls includes, at a rrurumum, the following areas. o Organization and General Controls o System Development Controls o Input, Output and Processing Controls o Documentation Controls o Physical and Environmental Controls o Application Controls The actual audit process begins with our conducting an audit planning survey which includes an entrance conference with appropriate personnel. The output of this first phase is a detailed written audit plan covering the financial statements ands ecific compliance requirements as specified in the references; such as the Compliance Supplement~or Single Audits of State and Local Governments; trust authority and bond indentures and applicable city, state and federal regulations. At this stage we will make a preliminary assessment of control risk and determine those elements of the internal control structure where we assess control risk to be less than the maximum, e.g. we plan to rely on the control structure element if detail testing indicates that the control structure element is operating effectively. Also, at this time we will provide the City with a list of items "to be pulled" for us to perform our interim work which would start no earlier than two weeks from the time the list is given to the City. . The next step in the audit process will be the detailed review, study and evaluation of the internal control structure, control environment, accounting system and control procedures; and the City's compliance with the terms and conditions of the various funds and programs being operated by the City and its component units. During this phase we will use the statistical sampling procedures mentioned earlier to test and then evaluate the results of our testing of applicable internal controls. After the test results are evaluated and reviewed by the manager and the engagement partner, changes, if necessary, are made to the audit program and a final audit risk assessment is made. The audit work, to this point, allows us to identify the internal controls that were evaluated, .the controls which weren't evaluated, and why, and any material weaknesses identified as a result of our study, testing and evaluation. We will issue a report on compliance with laws and regulations and the general and specific compliance requirements as they apply to Federal Financial Assistance. Following the detailed compliance testing of internal controls, and after any necessary revisions of the audit plan are made, we will formulate a comprehensive list of schedule requirements, etc. that we would like the City to prepare before we begin the year-end phase of the audit process. This list will be provided to the City a minimum of four weeks before we start the year-end phase (substantive phase) of the audit. We realize that the City has previously prepared some schedules and confirmations and we will make a concerted effort not to change what has been done in the past. During the year-end substantive phase of the audit, we will test account balances and perform other auditing procedures as necessary to validate account balances. The substantive phase will include the ~ testing of utility revenues, permit and license fees, government grants, fines, forfeitures, municipal court fees, inspection fees and tax receipts. We will verify cash balances on hand by independent information secured from banks and from actual cash counts. Additionally, we will verify securities held as investments as well as the collateral pledged to secure same. We will directly confirm with the bond trustee amounts of outstanding indebtedness as well as test compliance with applicable bond r covenants. After the substantive phase is completed, a review of the work performed is conducted by both the manager and the engagement partner to insure that the audit plan is meeting its objectives and that the conclusions reached are in accordance wit the audit work performed. Any additional work considered necessary is performed prior to proceeding to the final phase of the audit process. The final phase of the audit process consists of the auditor's report preparation. This phase culminates the audit process since it is in the report where the results of the internal control analysis and detail testing and the results of substantive testing-are stated. At this time, a final review is '~ perforned by all members of the audit team to insure that the proper conclusions have been reached based on supporting work papers and tests. Here is where a close level of coordination is required with the client to insure that all the conclusions reached are factual and reasonable under the ,~ circumstances. Our firm follows a "business persons" approach in all of its reports, in particular the management letter. The recommendations we make are always reasonable and cost effective. The final of the management letter will include the City's staff responses to our comments. If our firm is selected as the City's auditor, we would plan on doing interim field work in early to mid ,~ June and performing year-end field work as soon after the year-end balances are available, as is practical. This technique will insure that the audit process will be smooth and efficient. Also, starting the audit process prior to the actual fiscal year-end will increase the efficiency of the auditing process and decrease the possible disruption to current operations experienced by the City's staff. To avoid any time delays and misunderstandings, aseries of conferences will be held. with `~ management officials of the City. In this manner, they will be kept fully informed of the progress of the audit. Prior to the issuance of any report, a conference will be held with the appropriate officials ~ to discuss .the report drafts and/or management letter recommendations. As with all reports, our ,:~ approach to reports is a "business persons" approach with a keen awareness given to client input and coordination. The goal of the management letter, for example, is to provide meaningful and ~~ pertinent recommendations for improving efficiency and effectiveness. A priority objective of ours is to provide positive and supporting input to the management team. of the City. '' i~ ^ ~ CITY OF OWASSO SLJNIMARY OF PROPOSED FEES Out-of-Pocket 1995 Fees Expenses Total City of Owasso $ 5,740 $ 325 $ 6,065 Owasso Public Works Authority 5,460 325 5,785 Owasso Economic Dev. Authority 175 10 185 Single Audit 1,225 15 1,240 12 600 $ 675 13 275 1996 City of Owasso $ 5,740 $ 375 $ 6,115 Owasso Public Works Authority 5,460 375 5,835 Owasso Economic Dev. Authority 175 15 190 Single Audit 1,225 260 1,485 12 600 1 025 13 625 1997 City of Owasso $ 5,740 $ 400 $ 6,140 Owasso Public Works Authority 5,460 400 5,860 Owasso Economic Dev. Authority 175 20 195 Single Audit 1.225 280 ~ 1;.505 12 600 - 1 100 13' 700 Three Year Cost 40 600 MEMORANDUM TO: RODNEY J. RAY CITY MANAGER ~'_. ~ 1~~~ ~~ J FROM: M. A. ALEXANDER'~~~~ ~ ~ ~~ CHIEF OF POLICE SUBJECT: Request Council acceptance of Funds and Supplemental Appropriation to the General Funds of Police Department Budget. DATE: March 27, 1997 BACKGROUND: From January 1994 through August 1996, the Owasso Police department allocated one officer to the efforts of the Tulsa County Drug Task Force. During this time the task force was involved in several drug investigations which resulted in property being seized under Federal asset forfeiture laws. After the judicial process is completed these assets are sold and the proceeds returned to the departments involved to be used in law enforcement endeavors. Although the task force is currently nonexistent, recently a check for $5,014.36 was awarded to the department for our share of the net proceeds from a successful seizure and forfeiture. According to Federal restrictions, these funds must be used to increase law enforcement efforts in drug enforcement or provide training and/or equipment. Regulations direct that these funds increase current budget appropriations and not be used to supplement previous allocations. It will be the intent to use these funds to provide needed equipment or training to the Owasso Police Department. Police employees will solicited to provide input to how these unexpected funds can best be used. The fund expenditure requests will go through the normal process for approval. RECOMMENDATION: Staff recommends Council acceptance of $5,014.36 into the City of Owasso General Funds and further to approve a supplemental appropriation to the Police Department budget for the same amount. U.S. Department of Justice Stephen C. Lewis United States Attorney Northern District of Oklahoma Pl~a~s F~ rns~sa r~H 333 Wit Tlr Sa+ww Swifs 3If0 Twbs, Oi~/deww 7~113~10! February 27,1997 Maria Alexander, Chief Owasso Police Department 101 North Main Owasso, Oklahoma 74055 Re: Cash seiwre otS167,26A from Rowan Devon Aankhs NDOK 95-CR-148C Dear Chief Alexander: ~J~~~ ~, I am pleased to present to you the enclosed United States Treasury check for 55,014.36 that represents your department's share of the net proceeds of the forfeiture in the above referenced case. The equitable sharing decision memorandum is enclosed to explain how the funds were distributed. These funds must be used for the law enforcement purposes stated in your Application for Transfer of Federally Forfeited Property (Form DAG 71). As the intent of this transfer is to enhance law enforcement, these funds must increase and not supplant your appropriated operating budget. Any interest earned on these funds must also be used for law enforcement purposes. For the U. S. Department of Justice, I want to commend your department for its effort that led to this seizure. Your federal law enforcement colleagues appreciate your continuing cooperation with this office in the war against crime in our community. Sincerely, Steve Lewis United States Attorney SCLre y I� I mtuz 1 000 JUSTICE :81,62r00051415 FEBRUARY 24, 1997 TULSAPMOKLAHOMA Check No. Pay to * *$5014 AND 36/100 ** the order of OWASSO POLICE DEPARTMENT VOID AFTER ON UNITED STATES M PURPOSE.- 95 —CR -148 —C II88 LE. 201I' 1:000000 5 L81: 000 S L 4 L 5 LII, iw.ri i..j L� EQUITABLE SHARING MEMORANDUM CASH & SALE PROCEEDS DISTRICT: Northern District of Oklahoma Investigative Agency Case Number 166E-OC-55057 FF2 Court Case Number 95-CR-148-C Seizure Number 3580960029 Asset Identification 96-FBI-002755 Property Description $167,260 in US currency Agency to Receive Property OWASSO PD Agency NCIC Code OK0721000 Total Income ......................... ............... $167,260.00 USMS Expenses .......................$(114.54) USA Expenses ........................$(0.00) Investigative Agency Expenses ..............$(0.00) SUBTOTAL .........................................$114.54 Amount Available for Equitable Sharing ........$(167,145.46) Percent to be Shared ....................3.00 Amount to be Disbursed ................................ 5 014.36 /~ ~ ~ ~ ~ ate W Voucher: Acct.: 15_5042 O/C: 2566 ~~ f/ L/ ~o ,~ Check: ~ Q-5 't~-~ Amount: ~ ©~ 7 r -~ ~ Date: ~ ~ ` w Check Delivered To: '~ ~.~Y.,.,.,a.~ DATE: 02/ 19/~ MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCH. CITY OF OWASSO FROM: JOHN SWIF'T', CEO YMCA OF GREATER TULSA SUBJECT: PROJECT STATUS DATE: March 28, 1997 All of the internal block work and concrete work has been completed. Framing for dry wall is being done, and dry wall has been started. The second floor of the building is complete. ~ Work has begun to hook up the plumbing. ' Plans are underway to begin with a portion of Phase II for the completion of the aerobics room and youth center on the east side of the building. 1 1 1