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HomeMy WebLinkAbout2000.07.10_Sales Tax Watchdog Committee AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO SALES TAX WATCHDOG COMMITTEE TYPE OF MEETING: Regular DATE: July 10, 2000 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 8:00 a.m. on Thursday, July 6, 2000. Marci outwell, Committee Secretary AGENDA 1. Call to Order .............................................................................. ............................... Mr Philippi 2. Roll Call ..................................................................................... .............................Ms Boutwell 3. Request Approval of Minutes of January 10, 2000 ................... ............................... Mr Philippi Attachment #3 U OOwasso Sales Tax Watchdog Committee July 10, 2000 Page 2 4. Introduction of New Members ................................................... ............................... Mr Philippi Attachment #4 5. Acceptance of Resignation of Dan Siemens .............................. ............................... Mr Philippi Attachment #5 6. Presentation and Discussion of Financial Reports ...................... ............................... Ms Bishop Attachment #6 7. General Discussion of Projects and Progress Report ......................... .............................Mr Carr Attachment #7 8. Request Approval of Completion Report .......................................... .............................Mr Carr A. Community Center Reroof and Carpet Attachment #8 Owasso Sales Tax Watchdog Committee July 10, 2000 Page 3 9. Consideration and Approval of Progress Report for Public Distribution ................. Mr Philippi Attachment #9 10. Discussion and Appropriate Action Relating to the Number of Meetings to be Held by the CommitteeEach Year ................................................................ ............................... Mr Philippi 11. New Business ............................................................................. ............................... Mr Philippi or 12. Adjournment 2 ® SALES TAX WATCHDOG COMMITTEE City of Owasso January 10, 2000 The Owasso Sales Tax Watchdog Committee met in regular session on Monday, January 10 at 7:00 p.m. in the Owasso Community Center per Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 8:00 a.m. on Thursday, January 6, 2000. ITEM 1: CALL TO ORDER Vice Chairman Dan Siemens called the meeting to order at 7:00 p.m. ITEM 2: ROLL CALL MEMBERS PRESENT: Murray Adams, Glenna Gay, John Groth, Steve Holleman, Willard Mills, Dan Siemens, John Stieger, Vicki Tapp, Pat Woods MEMBERS ABSENT: Tom Kimball, Michael Philippi STAFF PRESENT: Tim Rooney, Sherry Bishop, Marcia Boutwell, Robert Carr, Dwayne Henderson el ITEM 3: REQUEST APPROVAL OF MINUTES OF JULY 12 1999 REGULAR MEETING. Mr Holleman moved, seconded by Ms Gay, to approve the minutes as written. Motion carried 9 -0. ITEM 4: PRESENTATION AND DISCUSSION OF FINANCIAL REPORTS. Ms Bishop presented and discussed the capital improvement fund projects and the sales tax reports. ITEM 5: GENERAL DISCUSSION OF PROJECTS & PROGRESS REPORT Mr Henderson provided the committee with a written report on the status of the bond projects, and briefly discussed those projects. Mr Siemens exited the meeting and Mr Groth acted in the capacity of Chair. ITEM 6: REQUEST APPROVAL OF COMPLETION REPORTS A. STREET REHABILITATION PROJECT B. SPORTS PARK FOUR- PLEX/SOCCER FIELDS PROJECT Mr Rooney said that the Street Rehabilitation Project has been completed and was accepted by the City Council on December 7, 1999. The Sports Park Four -Plex Fields and Soccer Fields have also been completed. This was originally a contract for the four -plex only, but was change ordered to include the soccer field. This project was also accepted by the City Council on December 7, 1999. Sales Tax Watchdog Committee © January 10, 2000 Page 2 Members of the Watchdog Committee received copies of these reports on December 9, 1999. Ms Gay moved, seconded by Ms Tapp, to approve the Sports -Park completion report. Motion carried 8 -0. Ms Tapp moved, seconded by Mr Adams, to approve the street rehabilitation project completion report. Motion carried 8 -0. ITEM 7: CONSIDERATION AND APPROVAL OF PROGRESS REPORT FOR PUBLIC DISTRIBUTION The Committee discussed the Progress Report for the period ending December 31, 1999. Ms Woods moved, seconded by Mr Groth, to approve the Progress Report. Motion carried 8 -0. ITEM 8: DISCUSSION AND APPROPRIATE ACTION RELATING TO THE NUMBER OF MEETINGS TO BE HELD BY THE COMMITTEE EACH YEAR. Members of the Committee expressed belief that two meetings per year are adequate at this time, with special meetings being called if necessary. No action was taken on this item. ITEM 9: CONSIDER ACCEPTANCE OF RESIGNATIONS FROM COMMITTEE If A. STEVE BAGGETT - RETAIL BUSINESS B. HAROLD MERRILL - RETAIL BUSINESS C. BILLIE FULLBRIGHT - FINANCIAL INSTITUTIONS At the July 12, 1999 meeting of the committee, the secretary was instructed to contact Mr Baggett and Ms Fullbright to see if they wish to continue serving on the committee. Both have missed three or more consecutive meetings. Both requested removal from the committee. Mr Merrill submitted his resignation stating that he is unable to attend because of a conflict of meeting dates. Ms Tapp moved, seconded by Mr Holleman, to accept the resignations. Motion carried 8 -0. ITEM 10: DISCUSSION RELATING TO NEW COMMITTEE MEMBERS New members on the committee are appointed by the Mayor, with confirmation by the City Council. However, committee members may suggest names of persons they think might be interested in serving on the committee. Members were asked to contact Ms Boutwell is they have a name to suggest to fill any of the three vacant slots. ITEM 11: NEW BUSINESS None. Sales Tax Watchdog Committee January 10, 2000 Page 3 ITEM 12: ADJOURNMENT With no further business to come before the Committee, Mr Mills moved for adjournment. Motion was seconded by Mr Holleman and the meeting adjourned at 7:55 p.m. Marcia Boutwell, Secretary U Michael Philippi, Chairperson Owasso City Council March 21, 2000 ITEM 15: CONSIDERATION AND APPROPRIATE ACTION RELATING TO MAYOR'S APPOINTMENTS TO THE SALES TAX WATCHDOG COMMITTEE. There are three vacancies on the Watchdog Committee as the result of resignations. Mayor Wilken submitted the following persons to fill those positions: Pam Holt, Countryside Flowers - Retail Sales; Danny Ewing, Ewing's Fine Jewelry - Retail Sales; David Johnson, Bank of the Lakes - Financial Institutions; and moved for confirmation. Motion seconded by Dr Bode. AYE: Wilken, Bode Voss, Williams, Barnhouse NAY: None Motion carried 5 -0. LO] L 477pi June 16, 2000 Dear Mayor: After serving on the City Sales Tax Watchdog Committee since its inception, I find it necessary to resign effective July 1, 2000. I have taken a position in the Siloam Springs, Arkansas School District; thus, will be moving from Owasso soon. I represented one of two slots in the education area of the Watchdog Committee_ Steve Holleman serves as the other education representative. I want to thank the committee members for the opportunity to serve with them on this important committee. I trust they will keep up the good work. cc: Marcia Boutwell Sincerely, Dan Siemens, member Owasso Sales Tax Watchdog Committee o r) City of Owasso - Bond Projects Fund Sales Tax/Capital Future Fund /Revenue Bonds October 1997 Election As of June 30, 2000 Streets: 86th Street (Cedar to Main) 86 & Mingo Intersection 86 & 145 E Ave Intersection N Main (1st to 9th) ROW 76 & Hwy 169 Street & Intersection Project: 76 & 129 E Ave Intersection 116 & Garnett Intersection 86 & 123 E Ave Intersection 86 (Main to Mingo) Street Resurfacing Project: Atlanta (3rd to 11th) Carlsbad (3rd to 7th) & Beaumont 129 E Ave (High School to 93) 11 Street (Main to Cedar) Facilities: City Hall /Police Station Community Center Sports Park: Parking Lot Restroom Four -plex & Soccer Fields Administration: Project Manager Salary Architect/Engineer Fee Program/Construction Mgmt Services Fe Available: Original Original Amended Cost Project Project Estimate Budget Budget 600,000 0.3% 1,165,000 2,430,000 2,383,200 2,631,000 580,000 525,300 601,680 775,000 703,600 1,165,960 280,000 223,300 350,000 100,000 100,000 100,000 1,385,000 1,241,528 1,363,800 Expended 281,003 1,680 960 4,466 970,195 471,000 462,000 966,581 966,581 0 100.0% 100% 3,000,000 2 Percent Remaining of Budget Percent Contracts Budget Expended Complete 10.3% 2,349,997 10.7% 600,000 0.3% 1,165,000 0.1% 345,534 1.3% 100,000 0.0% 393,602 3 71.1% 0 100.0% 100% 3,000,000 2 2,509,528 3 3,800,000 3 391,542 3 3,024,015 3 384,443 1 10.3% 200,000 1 171,593 1 171,593 9 97,705 7 73,888 5 56.9% 1 100% 150,000 1 124,700 8 88,779 8 88,779 ( (0) 1 100.0% 1 100% 65,000 6 65,000 8 85,000 6 63,450 2 21,550 - - 7 74.6% 1 100% 285,000 2 285,000 3 302,901 3 302,901 ( (0) 1 100.0% 1 100% 142,000 1 125,909 1 125,909 - - 1 100.0% 1 100% 562,171 6 668,878 6 602,508 6 66,370 - - 9 90.1% 9 90% Contingent Project 262,000 262,000 - - Total $9,983,000 $9,999,000 $12,619,019 $4,019,049 $3,581,106 $5,018,865 31.8% City of Owasso - Bond Projects Fund Sales Tax/Capital Future Fund /Revenue Bonds October 1997 Election As of June 30, 2000 $ 9,999,000 $ 12,620,000 $ 10,257,908 $ 2,362,092 Amended Actual Original Project Revenue Remaining Funding Source Estimate Budget to Date Budget Revenue Bond proceeds 7,460,000 7,450,889 7,450,889 - Sales Tax & Capital Future Funds 2,170,000 2,171,519 1,834,019 337,500 Capital Improvements Fund 269,000 269,000 269,000 - Interest (on project funds) 100,000 918,592 704,000 214,592 ODOT grant (86 & Main) - approved - 750,000 - 750,000 ODOT grant (86 & Mingo) - 600,000 - 600,000 Jail Grant (approved) - 90,000 - 90,000 E - 911 Fund - FY 2001 Budget - 185,000 - 185,000 Sale of old City Hall Bldg - 185,000 - 185,000 $ 9,999,000 $ 12,620,000 $ 10,257,908 $ 2,362,092 City of Owasso Sales Tax Extension Capital Improvements Fund Projects Project Status Summary Report As of June 30, 2000 Expended Percent Original Amended this Expended Contracts & Remaining of Budget Percent Budget Budget Six Months to Date Encumbrances Budget Expended Complete Public Works Bldg Remodel $ 50,500 $ 50,500 $ 50,500 $ - 100.0% 100% Firearms Range 30,000 30,000 4,108 25,892 13.7% 10% Hale Acres Drainage Project 30,000 59,925 39,264 20,661 65.5% 65% Computerization 625,000 624,377 83,294 407,752 109,500 107,125 65.3% 65% Hwy 169 Enhancement 25,000 34,100 6,974 20,466 13,634 0 60.0% 100% 129th E Ave Overlay 30,000 30,000 30,000 0 100.0% 100% 96th Str Signalization (Walmart) 75,000 75,000 0 75,000 0 0.0% 0% 76th & Hwy 169 Engineering 100,000 112,974 17,665 101,332 11,370 272 89.7% 90% Sidewalk Program 15,000 15,000 15,000 0 100.0% 100% $ 980,500 $1,031,876 $ 107,933 $ 668,422 $ 209,504 $ 153,951 64.8% City of Owasso Sales Tax Collections and Restricted Use of One Percent Fiscal Year 1999 -2000 Debt Service Payments Three Percent 1997 Revenue Excess to Capital Sales Tax One Percent Capital Future Refunding 1998 Revenue Interest Improvements Collection Sales Tax (1/3) Fund* Bonds Bonds Earnings Fund Jul 512,985.26 170,995.09 25,649.26 39,023.33 81,742.08 1,169.41 25,749.82 Aug 511,393.24 170,464.41 25,569.66 39,023.33 81,742.08 1,239.27 25,368.61 Sep 514,497.85 171,499.28 25,724.89 39,023.33 81,742.08 1,256.83 26,265.81 Oct 514,225.81 171,408.60 25,711.29 39,023.33 81,742.08 1,361.74 26,293.64 Nov 491,721.77 163,907.26 24,586.09 42,640.00 82,188.75 354.90 14,847.32 Dec 500,720.86 166,906.95 25,036.04 42,640.00 82,188.75 418.18 17,460.34 Jan 497,158.26 165,719.42 24,857.91 44,640.00 82,188.75 822.76 14,855.52 Feb 557,555.78 185,851.93 27,877.79 42,640.00 82,188.75 525.43 33,670.82 Mar 466,381.43 155,460.48 23,319.07 42,640.00 82,188.75 595.69 7,908.35 Apr 468,301.25 156,100.42 23,415.06 42,640.00 82,188.75 7,856.60 May 504,553.85 168,184.62 25,227.69 45,640.00 82,188.75 15,128.17 Jun 535,931.88 178,643.96 26,796.59 42,640.00 82,188.75 27,018.62 Totals $ 6,075,427.24 $ 2,025,142.41 $ 303,771.36 $ 502,213.32 $ 984,478.32 $ 7,744.21 $ 242,423.62 Note: As established by the 1988 sales tax election, fifteen percent(15 %) of the one percent (1 %) sales tax is transferred to the Sales Tax Capital Future Fund for the purpose of funding future capital improvements projects. In Oct 1997, voters authorized the use of the CFF accumulations through FY 2001 for projects. 0 0 � City of Owasso Monthly Sales Tax Revenues Last Five Fiscal Years 1999 -2000 1998 -99 1997 -98 1996 -97 1995 -96 Jul $ 512,985.26 $ 451,469.72 $ 420,132.73 $ 458,982.56 $ 302,677.03 Aug 511,393.24 453,908.27 425,520.68 379,225.10 318,501.67 Sep 514,497.85 448,643.93 407,667.33 354,317.60 329,039.92 Oct 514,225.81 498,631.93 419,775.03 355,906.44 324,380.83 Nov 491,721.77 436,276.09 394,121.26 348,053.09 315,843.10 Dec 500,720.86 436,740.79 407,464.80 371,343.15 318,501.16 Jan 497,158.26 471,618.68 401,090.96 352,475.89 329,059.46 Feb 557,555.78 534,776.86 453,481.05 416,838.52 403,481.21 Mar 466,381.43 431,742.84 346,369.60 327,340.85 299,608.15 Apr 468,301.25 397,609.91 429,894.26 334,584.71 300,385.63 May 504,553.85 500,921.82 400,592.30 403,735.94 346,300.39 Jun 535,931.88 470,869.75 438,182.66 385,564.37 344,428.74 $ 6,075,427.24 $ 5,533,210.59 $ 4,944,292.66 $ 4,488,368.22 $ 3,932,207.29 O MEMORANDUM TO: SALES TAX WATCHDOG COMMITTEE FROM: MARCIA BOUTWELL CITY CLERK SUBJECT: ITEM #7 - PROJECTS & PROGRESS REPORT DATE: July 6, 2000 Mr Carr was not available when this agenda was being prepared, therefore, we do not have a report to include in the agenda. A report will be distributed to you at the meeting. • PROJECT COMPLETION REPORT PROJECT: Community Center Renovation - DATE PROJECT WAS INITIATED: February 17, 2000 DATE PROJECT WAS COMPLETED: Community Center Roof - March 2000: Community Center Carpet - April 2000. DEPARTMENT RESPONSIBLE FOR PROJECT: Public Works STAFF COMMENTS: On February 17, 1999 the City Council awarded a contract to Shelton Metro Roofing in the amount of $75,800 for the purpose of re- roofing the Community Center. One change order was issued amounting to $1141.43, bringing the total contract amount to $76,941.43. Staff conducted several inspections during December 1999 and January 2000 because of roof leaks. All deficiencies were subsequently corrected and the contractor provided a one -year maintenance bond. The City Council accepted the project on April 4, 2000. Funding was included in the 1997 bond issue. On December 21, 1999 the City Council awarded a bid to Mill Creek Carpet & Tile for carpet replacement in the Community Center dining room, recreation room, lobby and offices. A Notice to Proceed was issued on March 25, 2000 after it had been determined that all leaks in the roof had been corrected. The amount of the contract was $29,760. The work was completed in April, with funding supplied by a Community Development Block Grant. Dwayne Henderson / Jan Worley PROJECT COORDINATOR Public Works / Community Center DEPARTMENT PROJECT MANAGER DAT SALES TAX PROJECTS Sales Tax /Capital Future /Revenue Bonds BOND PROJECT FUND - October 1997 Election Progress Report #5 Dated 6/30/00 PROJECT Budget Expended Design Bid Construction Streets: 86th Street (Cedar to Main) 2,383,200 281,003; 86 & Mingo Intersection 525,300 1,680 X 86 & 145 E Ave Intersection 703,600 960 X N Main (1st to 9th) 223,300 4,466 X ROW 76 & Hwy 169 100,000 0 X Streets & Intersections Project: 1,241,528 970,195`; Hx 76 & 129 E Ave Intersection 116 & Garnett Intersection 86 & 123 E Ave Intersection 86 (Main to Mingo) Streets Resurfacing Project: 462,000 966,581 Atlanta (3rd to 11th) Carlsbad (3rd to 7th) & Beaumont 129 E Ave (High School to 93) 11 Str (Main to Cedar) Facilities: City Hall /Police Station 2,509,528 391,542 X X Community Center 171,593 97,705 RX Sports Park: Parking Lot 124,700 88,779 Restroom 65,000 63,450 X Four -plex & Soccer Fields 285,000 302,901, Administration: Project Manager Salary 142,000 125,909 N N N Architect/Engineer Fee 562,171 602,508 N N N Program Management Services Fee 238,080 121,369 N N N Available: Contingent Project 262,000 0 E-1 0 ED Total $ 9,999,000 $ 4,019,048 FY 1999 -2000 CAPITAL IMPROVEMENTS FUND PROJECTS Progress Report #35 Dated 6/30/00 PROJECT Budget Expended Design Bid Construction Public Works Bldg Remodel 50,500 50,500 Firearms Range 30,000 4,108 X Hale Acres Drainage Project 59,925 39,264 N X Computerization 624,377 407,752 X X X Hwy 169 Enhancement 34,100 20,466 X 129th E Ave Overlay 30,000 30,000' 96th Str Signalization (Wal -Mart) 75,000 0 X X 76th & Hwy 169 Engineering 112,974 101,332 X N N • Sidewalk Program 15,000 15,000< mo Total $ 1,031,876 $ 668,422 Legend: X =Applicable N Design Engineer Design oho Complete Design Completion Contractor -T st Construction art Contract time (days) Construction % complete Construction end Comments FHC, Inc. /City 95 Aug -00 Subject to ODOT letting Apr -01 0 ODOT approved project CH2MHill 85 Sep -00 To be determined TBD 180 0 Applied for ODOT funding CH2MHill 85 Sep -00 To be determined TBD 180 0 Applied for ODOT funding CH2MHill 100 Oct -99 Horizon Construction Nov -99 270 50 Sep -00 CH2MHill 100 Oct -99 Horizon Construction Nov -99 270 100 Sep -00 nalization CH2MHi11 100 Oct -99 Horizon Construction Nov -99 270 100 Sep -00 iay CH2MHill 90 Aug -00 Subject to ODOT letting 270 0 ODOT approved project. No right -of -way required using proposed design. CH2MHill 100 Sep -98 Horizon Construction Oct -98 360 100 Dec -99 CH2MHill 100 Sep -98 Horizon Construction Oct -98 360 100 Dec -99 rd E. Avenue) CH2MHi11 100 Sep -98 Horizon Construction Oct -98 360 100 Dec -99 CH2MHill 100 Sep -98 Horizon Construction Oct -98 360 100 Dec -99 CH2MHi11 95 Aug -00 Tulsa County TBD 45 0 Construction interfaced with City Hall project CH2MHill 100 Jun -00 various Jul -00 various 0 Jul -00 Urban Design CH2MHi11 100 Jan -99 various Feb -99 various 100 Apr -00 Roof repairs /carpeting /other interior improvements Urban Design City 100 Horizon Construction Apr -98 100 Jul -98 City 100 Sports Park, Inc. 100 Jul -00 CH2MHill 100 Feb -99 Frix- Foster Mar -99 100 Oct -99 City 50 ongoing City TBD Ongoing City project as funds are available City 100 Oct -98 Robinson Landscaping Oct -98 60 100 Jan -99 City 100 Oct -98 To be determined TBD 0 Dependent upon completion of 76th Street North /US Highway 169 Improvements Sack and 100 Jun -00 McGuire Brothers Jul -00 140 0 Nov -00 Owasso Market area improvements Associates CH2MHill 90 Aug -00 Subject to ODOT letting TBD 0