Loading...
HomeMy WebLinkAbout1994.10.18_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: October 18, 1994 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, October 14, 1994. AGENDA 1. Call to Order 2. Invocation Pastor Buzz Walker Owasso Church of the Nazarene 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of October 4, 1994 Regular Meeting. Attachment #5 Owasso City Council October 18, 1994 Page 2 6. Request Approval of Claims. Attachment #6 7. Reading of Mayor's Proclamation. Mayor Duke Attachment #7 The Mayor will present a proclamation to members of the Owasso High School Girls Softball Team in recognition of their achievements. 8. Consideration and Appropriate Action Relating to the Award of a Contract for Constructing an Ornamental Iron Fence and Gates at the Municipal Cemetery. Mr Ray Attachment #8 Staff will recommend Council approval of a contract in the amount of $14,700 to Mitchell Fence Co, Tulsa, OK for the purpose of constructing an ornamental fence as per bid specifications. 7 L] Owasso City Council October 18, 1994 Page 3 9. Consideration and Appropriate Action Relating to a Request for Council Approval of a Contract for Ambulance Billing Services Mr Ray Ms Bishop Attachment #9 Staff has reviewed all bids and proposals and will recommend Council approval of a contract with Mediclaims Inc, Ponca City, OK to perform services specified in the "Request for Proposals for Ambulance Billing Services." 10. Consideration and Appropriate Action Relating to the Award of a Contract for the Construction of Improvements to the Intersection of 96th Street North and Garnett Road. Mr Ray Mr Munn Attachment #10 ' Staff will recommend Council approval of a contract in the amount of $38,600 to Beeline Traffic Control for specified improvements, and appropriation of the necessary funds. r r 11. Consideration and Appropriate Action Relating to a Request for the Approval of Plans and ' Specifications, and for the Solicitation of Bids for the Construction of Fencing for a Softball "Four -Plex" Located at the Owasso Sports Park. Mr Ray ' Mr Munn Attachment #11 Staff will present the plans and specifications for the project and recommend Council approval of such, as well as approval for the staff to solicit bids for the project. W fl 1 Owasso City Council October 18, 1994 Page 4 12. Consideration and Appropriate Action Relating to OZ- 94 -07, a Request to Rezone an Approximately i 1. 4cre Tract of Land from AG (Agriculture) to CG (Commercial General), Such Pro y Located Generally Located East of Garnett Road, Directly North of the Owasso Fire Station. Mr Rooney Attachment #12 3�Staff will recommend Council approval of CG zoning of a 31.3 tract, pursuant to a recommendation from the Owasso Planning Commission. 13. Consideration and Appropriate Action Relating to Ordinance #480, an Ordinance Adopting New Subdivision Regulation Provisions, Repealing Existing Language Pertaining to Such, and Establishing an Effective Date. Mr Ray Mr Rooney Attachment #13 Staff will recommend Council approval of Ordinance #480. ' 1 14. Consideration and Appropriate Action Relating to a Request for an Emergency Clause to be Attached to Ordinance #480, Providing for the Ordinance to Become Effective ' Immediately Upon Publication of the Ordinance. Mr Ray Mr Cates , Attachment #14 Staff will recommend the attachment of an emergency clause to Ordinance #480. Owasso City Council October 18, 1994 Page 5 4 15. Consideration and Appropriate Action Relating to Ordinance #491, an Ordinance Renewing the Continued Collection of a Three Percent (3%) 911 Service Fee. Mr Ray Attachment #15 ' Staff will recommend Council adoption of Ordinance #491. r 16. Report from City Manager 1 PF 6 17. Report from City Attorney 1 18. Reports from City Councilors 1 1 19. Unfinished Business Owasso City Council October 18, 1994 Page 6 20 New Business NWL 21. Adjournment OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, October 4, 1994 The Owasso City Council met in regular session on Tuesday, October 4, 1994 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, September 30, 1994. ITEM 1: CALL TO ORDER Mayor Duke called the meeting to order at 7:05 p.m. ITEM 2: INVOCATION The invocation was given by Pastor Jim Parris, Associate Pastor of the Westport Mennonite ' Brethren Church. ITEM 3: FLAG SALUTE The flag salute was led by Mayor Duke. ' ITEM 4: ROLL CALL PRESENT ' Jerry Duke, Mayor Charles Burris, Vice Mayor Mary Lou Barnhouse, Councilor Joe Ramey, Councilor Danny Ewing, Councilor STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney ' Marcia Boutwell, City Clerk A quorum was declared present. ABSENT ITEM 5: REQUEST APPROVAL OF THE MINUTES OF SEPTEMBER 20, 1994 REGULAR MEETING. Mr Burris moved, seconded by Mr Ramey, to approve the minutes as submitted, by reference made a part hereto. AYE: Burris, Ramey, Ewing, Bamhouse, Duke NAY: None II Motion carried 5 -0. 1 Owasso City Council October 4, 1994 ITEM 6: REOUEST APPROVAL OF THE CLAIMS. Mr Burris moved, seconded by Ms Bamhouse, that the following claims and addendum be approved: (1) General Fund $44,015.64 (2) Ambulance Service Fund $569.84 (3) Interfund Transfers $25,158.33; (4) City Garage $1,304.78; (5) General Fund Payroll $92,024.21; (10) City Garage Payroll $910.89. AYE: Burris, Barnhouse, Ewing, Ramey, Duke NAY: None Motion carried 5 -0. ITEM 7: READING OF MAYOR'S PROCLAMATION. Mayor Duke read and presented a proclamation to Mr Jim Kneale, Tulsa District Vice President of Oklahoma Natural Gas company. The proclamation named ONG as Business of the Quarter for the fourth quarter of 1994. ITEM 8: READING OF MAYOR'S PROCLAMATIONS. Mayor Duke presented proclamations to Ms Elizabeth Lucas of Alice Springs, Northern Territory, Australia, and Ms Bobbie Robertson of Urangan, Queensland, Australia, who were visiting in the home of Ms Jean Webb. The proclamations made the visitors honorary citizens of the City of Owasso. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE APPOINTMENT AND CONFIRMATION OF MEMBERS TO THE OWASSO SALES TAX WATCHDOG COMMITTEE. The resignation of two members of the Sales Tax Watchdog Committee created vacancies to be filled by appointment of the Mayor and confirmed by the Council. Mayor Duke submitted the names of Mr Richard Sullivan to fill the Citizen -at -Large slot, and Mr James Darling to fill the , Recreation Groups slot. Mr Burris moved, seconded by Mr Ramey, to confirm the appointments. AYE: Burris, Ramey, Barnhouse, Ewing, Duke ' NAY: None Motion carried 5 -0. ' 1 Owasso City Council October 4, 1994 ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #489. AN ORDINANCE PROVIDING FOR THE REZONING OF A THREE -ACRE TRACT OF LAND FROM AG TO RS -2: AND A FIVE - ACRE TRACT FROM AG TO CS LOCATED AT THE SOUTHWEST CORNER OF 96TH STREET NORTH AND GARNETT ROAD. The City Council approved the rezoning case for this location at the September 20, 1994 meeting. Ordinance #489 formally adopts that action. Mr Ewing moved, seconded by Ms Barnhouse to approve Ordinance #489. AYE: Ewing, Barnhouse, Ramey, Burris, Duke NAY: None Motion carried 5 -0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #490. AN ORDINANCE PROVIDING FOR THE REZONING OF A 12 -ACRE TRACT OF LAND LOCATED WEST OF THE SOUTHWEST CORNER OF 96TH STREET NORTH AND GARNETT ROAD, FROM AG TO RS -2. The City Council approved the rezoning case for this location at the September 20, 1994 ' meeting. Ordinance #490 formally adopts that action. Mr Ewing moved, seconded by Mr Burris to approve Ordinance #490. AYE: Ewing, Burris, Barnhouse, Ramey, Duke NAY: None Motion carried 5 -0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE PURCHASE OF A TOSHIBA COPY MACHINE. The police department is currently using a Toshiba copy machine, acquired in July 1991 under a three -year lease /purchase agreement. A buy out clause was included in the contract. If the copier is purchased utilizing the buy out clause ($1131.64), monthly maintenance cost will be $112, which includes toner and cartridges. Mr Burris moved, seconded by Mayor Duke, to approve the purchase of a Toshiba copier from. G E Capital, Cleveland, OH, utilizing the buy ' out clause in the lease /purchase contract, at a cost of $1131.64, and authorize payment. AYE: Burris, Duke, Ramey, Ewing, Barnhouse NAY: None Motion carried 5 -0. I 3 Owasso City Council October 4, 1994 ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE WATER DISTRIBUTION AND WASTEWATER COLLECTION SYSTEMS CONSTRUCTED BY THE DEVELOPERS OF THE BARRINGTON POINT II SUBDIVISION. Mr Munn said that the construction of the water and wastewater systems for the Barrington Point II subdivision have been completed, inspected and tested, and meet the standards set forth by the City of Owasso. One year maintenance bonds have been filed with the Public Works Department, and permits have been issued by the Department of Environmental Quality. The streets and storm sewers have not been completed, however, the developer has posted a performance bond for 100% of the remaining construction items. Mr Burris moved, seconded by Mr Ewing, to accept the water distribution and wastewater collection systems in the Barrington Point II subdivision. AYE: Burris, Ewing, Barnhouse, Ramey, Duke NAY: None Motion carried 5 -0. ITEM 14: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE WATER DISTRIBUTION WASTEWATER COLLECTION. STORM SEWER AND STREET SYSTEMS CONSTRUCTED BY THE DEVELOPERS OF THE DOUBLE OAKS IV SUBDIVISION. Construction of the water distribution, wastewater collection, storm sewer and street systems constructed by the developers of the Double Oaks IV subdivision have been completed, inspected, and tested. Maintenance bonds for the water, wastewater, and storm sewer systems have been filed with the Public Works Department. The developers say they also filed the street maintenance bond, however, that bond has not been located. Also, written approval of the construction plans for the water and wastewater systems has not been received from the Department of Environmental Quality, although verbal approval has been given. Following discussion, Mr Ramey moved to accept the water distribution, wastewater collection, storm sewer and street systems constructed by the developers of the Double Oaks IV subdivision, contingent upon a current maintenance bond for the streets being filed with the Public Works Department and permits being received from the Department of Environmental Quality. Motion seconded by Mr Burris. AYE: Ramey, Burris, Barnhouse, Duke NAY: Ewing Motion carried 4 -1. El Owasso City Council October 4, 1994 ITEM 15: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #94 -13, A RESOLUTION AUTHORIZING APPLICATION TO THE OKLAHOMA DEPARTMENT OF COMMERCE FOR DESIGNATION OF A PORTION OF THE CITY AS AN ENTERPRISE ZONE. Resolution #94 -13 is a resolution determining the need for the City of Owasso to participate in The Oklahoma Enterprise Zone Act, and outlining the boundaries of the area within the city limits which meet the guidelines of the Act. Businesses locating or expanding within an enterprise zone may received investment tax credits, sales tax exemptions, and low interest loans. There is no cost to the City for this designation. Several citizens were present and discussed how this designation would affect the value of their property. Mr Burris moved, seconded by Mr Ewing, to approve Resolution #94 -13 and authorize the Mayor to submit an application for enterprise zone designation. AYE: Burris, Ewing, Ramey, Barnhouse, Duke NAY: None Motion carried 5 -0. ITEM 16: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #94 -14, A RESOLUTION EXPRESSING SUPPORT FOR A 200,000 CDBG GRANT FOR CONSTRUCTION OF INFRASTRUCTURE ' IMPROVEMENTS TO ASSIST IN THE RELOCATION OF 250 JOBS TO OWASSO (NSP). Staff submitted a $200,000 CDBG infrastructure grant application to the Oklahoma Department of Commerce in August of 1994. This project will include the extension of water main lines, sewer main lines, and streets to provide services to the National Steak & Poultry Company. A requirement of the grant is that the City show support for the project in the form of a resolution. Mr Burris moved, seconded by Mr Ramey, to approve Resolution #94 -14. AYE: Burris, Ramey, Ewing, Barnhouse, Duke NAY: None Motion carried 5 -0. or ITEM 17: PRESENTATION BY THE OWASSO FRATERNAL ORDER OF POLICE LODGE #149 OF A CONTRACT PROPOSAL BETWEEN THE CITY OF ' OWASSO AND OWASSO FOP LODGE #149 FOR FISCAL YEAR 1994 -1995. 1 Mr Dobrinski, representing FOP Lodge #149, requested that the item be removed from the Council agenda. 5 Owasso City Council October 4, 1994 ITEM 18: REPORT FROM CITY MANAGER Mr Ray reported that the City has received the Department of Environmental Quality permits for Nottingham Estates and that the problems with the bonds for that project have been corrected. ITEM 19: REPORT FROM CITY ATTORNEY No Report ITEM 20: REPORTS FROM CITY COUNCILORS Mr Burris announced that Lt Day would be leaving Owasso, and expressed the appreciation of the Council for his accomplishments during his tenure with the City. Mr Burris also thanked the staff for street repair work recently completed. Mr Ewing expressed his thanks to the staff for the drainage work being done in Hale Acres. ITEM 21: UNFINISHED BUSINESS None ITEM 22: NEW BUSINESS None ITEM 23: ADJOURNMENT Mr Ramey moved, seconded by Mr Burris to adjourn. AYE: Ramey, Burris, Barnhouse, Ewing, Duke NAY: None Motion carried 5 -0 and the meeting was adjourned at 8:02 p.m. Marcia Boutwell, City Clerk on Jerry Duke, Mayor CITY OF OWASSO GENERAL FUND 10/13/94 17 :02 :19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- MANAGERIAL 950693 OFFICE DEPOT CARD PLAN SUPPLIES 191.94 950756 CELLULAR ONE -TULSA PHONE 98.33 950767 TREASURER PETTY CASH REIMS /EXPENSES 326.89 DEPARTMENT TOTAL =___> 617.16 FINANCE ------------------------ - - - - -- 950126 STANFIELD & O'DELL, P.C. SERVICES 61175.72 950691 MEMORY SYSTEMS PRINTER 2,345.00 950693 OFFICE DEPOT CARD PLAN SUPPLIES 78.10 950767 TREASURER PETTY CASH REIMB /PETTY CASH 46.24 950800 CPS BUSINESS, INC. SET UP PRINTER 500.00 DEPARTMENT TOTAL = = = ='J 9,145.06 C_.OMMUNITY DEVELOPMENT ------------------------ - - - - -- 950022 MCCAW COMMUNICATIONS USAGE 28.90 950028 TULSA COUNTY MIS DIAL UP SERVICE 40.00 950767 TREASURER PETTY CASH REIMB /PETTY CASH 62.90 DEPARTMENT TOTAL 131.80 MUNICIPAL COURT ------------------------ - - - - -- 950106 CHARLES RAMSEY RETAINER 825.00 950107 MICHAEL D. HILSABECK RETAINER 325.00 950760 SAM'S CLUB SUPPLIES 5.00 950779 SUBURBAN OFFICE SUPPLY SUPPLIES 40.44 DEPARTMENT TOTAL = = = =? 1,695.44 ENGINEERING ------------------------ - - - - -- 950806 ROHN MUNN SERVICES 1,220.00 DEPARTMENT TOTAL 1,220.00 2 CITY OF OWASSO GENERAL FUND 10/13/94 17 :02:19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- GENERAL GOVERNMENT -------------- I --------- - - - - -- 950010 US POSTMASTER 950020 RONALD D CATES 9500221 MCCAW COMMUNICATIONS 950693 OFFICE DEPOT CARD PLAN 950719 WAL -MART 950744 KEVIN BAUGESS 950751 WALL STREET JOURNAL 950757 OML MUNICIPAL ASSURANCE 950763 J.P. HOGAN INSURANCE 950766 TREASURER PETTY CASH 950767 TREASURER PETTY CASH 950791 PRIMA DEPARTMENT TOTAL = = = =) MAINTENANCE ------------------------ - - - - -- 950022 MCCAW COMMUNICATIONS 950408 CINTAS CORP. 950758 BEACON STAMP AND SEAL 950760 SAM'S CLUB DEPARTMENT TOTAL = = = =3 CEMETERY ------------------------ - - - - -- METER POSTAGE RETAINER USAGE SUPPLIES SUPPLIES SERVICES SUBSCRIPTION DEDUCTIBLE /HARLAN CLAIM RENEWAL /BOND REIMB / DOC MEALS REIMB /PETTY CASH DUES USAGE UNIFORM RENT /CLEAN STENCIL SUPPLIES 950799 VERDIGRIS VALLEY ELECTRIC ELECTRIC SVC DEPARTMENT TOTAL POLICE SERVICES ------------------------ - - - - -- 950248 RANGER JOE'S INT HAT PRESS 950438 LARSEN ELECTRONICS, INC. EQUIPMENT 950579 CELLULAR ONE -TULSA USAGE 950687 OWASSO VET HOSPITAL DOG FOOD /SERVICES 950693 OFFICE DEPOT CARD PLAN SUPPLIES 950743 MELODY PARSLEY ALTERATIONS 950744 KEVIN BAUGESS SERVICES 1,000.00 1,900.94 19.43 62.98 83.53 252.`0 248.00 500.00 710.50 161.10 34.32 64.00 5,237.30 14.45 35.50 30.00 21.42 101.37 240.00 240.00 29.90 170. 7r1 2106. 52.28 108.96 12.25 252.50 DEPARTMENT TOTAL ------ 333'.44 I CITY OF OWASSO GENERAL FUND 10113/94 17:09—:19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- POLICE COMMUNICATIONS ------------------------------ 950693 OFFICE DEPOT CARD PLAN SUPPLIES 950741 WAL —MART SUPPLIES 950743 MELODY PARSLEY ALTERATIONS DEPARTMENT TOTAL ANIMAL CONTROL ------------------------ - - - - -- 950558 KIMBALL ACE HARDWARE SUPPLIES DEPARTMENT TOTAL = = = ='s FIRE SERIVCES ------------------------ - - - - -- 950035 MCCAW COMMUNICATIONS USAGE 950506 BROADWAY CARPET CO CARPET /INSTALLATION 950557 CELLULAR ONE —TULSA USAGE 950664 BILLS COMMUNICATIONS REPAIR 950701 ABF FREIGHT SYSTEM, INC. SHIPPING 950713 HOLIDAY INN LODGING /MARLAR. 950744 KEVIN BAUGESS SERVICES 950745 KEVIN BAUGESS SERVICES 950746 SUBURBAN OFFICE SUPPLY SUPPLIES DEPARTMENT TOTAL =___) CIVIL DEFENSE ------------------------ - - - - -- 54.47 56.77 1/8.00 129.224 5/6.92 56.922 :'8.90 7229.96 34.70 120.79 95.50 70.00 2522.50 100.00 1223.60 1,556.95 9500?1 CELLULAR ONE —TULSA USAGE 11.20 950445 BARON SERVICES, INC. WEATHER SYSTEM SVC FEE 350.00 950767 TREASURER PETTY CASH REIMBIPETTY CASH 17.45 950799 VERDIGRIS VALLEY ELECTRIC ELECTRIC SVC 2200.00 DEPARTMENT TOTAL =___? 572.65 STREETS ------------------------ - - - - -- 950022 MCCAW COMMUNICATIONS USAGE 1::.45 4 CITY OF OWASSO GENERAL FUND 10/13/94 17 :02 :19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 950320 PAUL HERRON 950321 A & B WEED MOWING 950323 JAMES L HOBBS 950338 A & B WEED MOWING 950408 CINTAS CORP. 950429 SIGNALTECK INC. 950641 CINTAS CORP. 950681 STEVE'S WHOLESALE 950735 ANCHOR PAINT DEPARTMENT TOTAL =___> RECREATION CENTER ------------------------ - - - - -- MOWING /EL RIO VISTA MOWING /EL RIO VISTA MOWING /FORREST DR MOWING /THREE LAKES UNIFORM RENT /CLEAN MAINT /REPAIRS UNIFORM RENT /CLEAN PARTS SUPPLIES 950616 GOPHER SUPPLIES 950693 OFFICE DEPOT CARD PLAN SUPPLIES 950747 OWASSO LUMBER CO SUPPLIES 950748 KIMBALL ACE HARDWARE SUPPLIES 950749 GRAINGER,W W INC SUPPLIES 950760 SAM'S CLUB SUPPLIES DEPARTMENT TOTAL =___> COMMUNITY CENTER ------------------------ - - - - -- 950693 OFFICE DEPOT CARD PLAN 950760 SAM'S CLUB 950767 TREASURER PETTY CASH DEPARTMENT TOTAL =___> PARK MAINTENANCE ------------------------ - - - - -- 950022 MCCAW COMMUNICATIONS 950199 JAMES L HOBBS 950201 ARLE`i OWENS 950202i LARRY TURNER 950204 CINTAS CORP. 950236 AUDREY REEVE 950727 KIMBALL ACE HARDWARE 950767 TREASURER PETTY CASH SUPPLIES SUPPLIES REIMB /PETTY CASH USAGE MOWING /ATOP MOWING/ ELM CREEK MOWING / PAYOLA UNIFORM PENT /CLEAN CLEAN ELM CREEK RESTROOMS SUPPLIES REIMB /PETTY CASH 90.00 160.00 50.00 1,050.00 213.00 1,186.45 170.40 59.34 183.37 3,197.01 487.41 150.93 22.99 29.39 25.95 6.69 723.36 78.65 10.50 2.03 91.18 14.45 80.00 396.00 165.00 91.76 200.00 50.9" 32.80 DEPARTMENT TOTAL =___> 1,0 ?0.98 5 CITY OF OWASSO GENERAL FUND 10/13/94 17:02:19 A/P CLAIMS REPORT APAPVP. PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- ECONOMIC DEVELOPMENT ------------------------ - - - - -- 950767 TREASURER PETTY CASH DEPARTMENT TOTAL =___> FUND TOTAL =___> R.EIMB /PETTY CASH 36.00 36.00 26,621.86 A CITY OF OWASSO AMBULANCE SERVICE FUND 10/13/94 17:0: :19 A/P C:LAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- AMBULANCE ------------------------ - - - - -- 950549 MEDICAL COMPLIANCE SPECIA SUPPLIES 30.00 950554 DR. AMBROSE SOLANO, M.U. MONTHLY AUDIT 250.00 950557 CELLULAR ONE -TULSA USAGE 35.30 950746 SUBURBAN OFFICE SUPPLY SUPPLIES 12.04 DEPARTMENT TOTAL = = = =; 327.34 FUND TOTAL 327.34 1 CITY OF OWASSO CITY GARAGE 10/13/94 17:02 :19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- CITY GARAGE ------------------------ - - - - -- 950408 CINTAS CORP. UNIFORM RENT/CLEAN 950641 CINTAS CORP. UNIFORM RENT /CLEAN 950730 OWASSO AUTO CARE & MAINT REPAIRS 950731 MAXWELL OIL COPP SUPPLIES 950733 OWASSO AUTO CLINIC REPAIR 950734 DITCH WITCH REPAIR 950742 STAN'S WESTSIDE AUTO ELEC PAP.T'3 950760 SAM'S CLUB SUPPLIES; DEPARTMENT TOTAL FUND TOTAL =__ 124.9 64.84 53. 0lI ^ 148.60 384.54 160.97 154.90 119.91 1,211.25 1.'11.25 q CTTY OF OWASSO C_.APITAL IMPROVEMENTS 10/13/94 17 :02:19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- * NO DEPARTMENT MASTER FOUND --------------7--------------- 950721 LANDCO CONST DIRT 165.00 950722 VERDIGRIS VALLEY SOD FARM SOD 60.00 DEPARTMENT TOTAL 25.00 FUND TOTAL =_ 225.00 10 CIT`;' OF OWASSO REVENUE BOND PROJECT FUND 10/13/94 17 :02 :19 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- STREETS ------------------------ - - - - -- 950550 GARRETT SIGNS DEPARTMENT TOTAL FUND TOTAL GRAND TOTAL CONSTRUCTION SIGNS 625.00 625.00 625.00 47,978.08 11 CITY OF OWASSO , A/P TRANSFER REPORT , VENDOR DESCRIPTION AMOUNT TRANSFERS CEMETERY CARE REVENUE TRANSFER FROM GENERAL FUND 251.88 AMBULANCE CAPITAL REVENUE TRANSFER FROM AMBULANCE FU 2,829.90 TRANSFERS TOTAL 3,081.78 CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 10/01/94 DEPARTMENT AMOUNT Finance 5,479.99 ............. . :: l: pf�::::::::::::. �::.: �:::::: ::::.:::::::::. �:::::::::::::��. �.�,�...�"3..�£.�...�::.. Municipal Court::.::, :• :::::::.:::::::::::.::::.:::.:::,:::::::::::::::..1,208.79... ?: ............ F . ............................... .. .. .. 1��'�} '3::: .. ': :: ' :::::::::::::::::::::::::,?:::::::::} i;(:)y::}:....::::::::::::::::: ::•;:: {::::::::::::::::: :::::::::::::::::::::::::...... isS::: i:}: y,:::: ivi: i:: i:::: ;:?FFI.f:i },. .y (�{[} iii .. ........:: {::::::. ..... :::::::::::::::::. �::::::: :.::::::::::: :.::::::::::::::::::. . :.v.v.. .:... n..:....:.:. F.%...... v ......... ......::::::......::::: :::::::: nix:::::::::::...... �................. :::::::: :y::::: . . ... ........:................ .. .. .. ... i:: i:: i :C::;:i:::::<:::::::::i:i:::::: :ti ?::':::':/' /�: <:':.:::�{F:::: �::::::::::.:::::v:M :it. ... :y::::::::::::::::: .. . .. : ::::.7•::::::::::::::::::::• Building Maintenance 645.90... :.xa ...`.:::: ..... •i: .......:. ......... •J��Ua... Central Dispatch 5,276.90 :.:ate ........ :;:.•... Fire 28 243.17 tzl� .........:.:.:..94<4 .......,...... .. ............................... Recreation Center 2,466.78 k: :>: :ti.;i!.t�!' k, 1.;::: iSi::: isi::: r :............................. ;'.::.>::.>:.::.::;:. XX ......... ............. 3.i4�.i.; Park Maintenance 2,273.55 APPROVED: 10/18/94 Mayor Council Member Council Member CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 10/01/94 DEPARTMENT AMOUNT Garage $594.81 •}}:{.}:{{+,.:{•:•: fi: F•:•}::'+.•:}'^: n}, vp;. v }.v,. }y {;u••::4:v: { ^i.......... n. .,•m• {:;:: :: • :.•:: • {i•• >;•iiiii: i }i} ?'r;•iiii:: ! ;; i}:::}}}:•r::::, v,.'}}:•`:•:::{ ry::.::: fi}}} i}: ii:.}:{+^}}}}:.}}':}}: t:}: 4}:}:::: ::.::.5 ? ? .......:.:.......... i' `.:'.::v::: •:<:..:: } } }: }:•>:•} i}}' r}}: 4:'•:•} Yi:{:;.}:•`.• i} Sii:•;•. iiy:}•;;: y::;;:•; iy.}: o:•>:• t ...... :.::.::.. :•;•. '...... .i:•> �: iii ::ii }i$isri: }:; {:i } { { }i'r,: % }: iii}; 4i::• :•:• }�iv }:4:: }:• }::4i:8: {� } { +:• x.• x:: n:•.:. ii: 0::{: r::::;:::::.: i::: 1:.....:::::..... ..i..4...'n:n:i•.v:P:.:.:...... n. %:..:: Y.L ..:. .. :: :.:.:.::rr:.::.... :....................... ...::.. ::•..:; :.: :.:::: LJ 1 i 1 APPROVED: 10/18/94 Mayor Council Member Council Member 1 1 1 1 1 1 PROCLAMATION CITY OF OWASSO, OKLAHOMA WHEREAS, The 1994 Owasso High School Girls Softball Team has reached a milestone in its development; and, WHEREAS, The team is the first girls softball team in the history of Owasso High School to reach the state tournament; and, WHEREAS, The ability of the team to qualify for the state tournament is earned through dedication, commitment and hours of hard work by a total team effort; and, WHEREAS, The athletic record of the team is matched by the excellent academic record of the individuals on that team; and, WHEREAS, The team and coaching staff have brought credit to their school, their families, their community, and themselves by their actions on and off the field with both team and individual effort, NOW, THEREFORE, I, Jerry Duke, by virtue of the authority vested in me as Mayor of the City of Owasso, do hereby proclaim Thursday, October 20, 1994 as OWASSO HIGH SCHOOL GIRLS SOFTBALL DAY in the City of Owasso, Oklahoma, and do further encourage all Owasso residents and businesses to express their thanks and congratulations to Coaches Oliver and Hightower and the entire team on that day for this memorable achievement. IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of Owasso to be affixed this 18th day of October, 1994. Jerry Duke Mayor TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: REQUEST TO AWARD CONTRACT FOR CEMETERY FENCING PROJECT DATE: October 14, 1994 BACKGROUND: City staff members have conducted a series of meetings with citizens who have expressed an interest in improving the image of the municipal cemetery. While those meetings produced some notable results, there was one major issue that required City Council action and the appropriation of funds. One September 6, 1994, the Council addressed that issue by authorizing the solicitation of bids for the construction of an ornamental iron fence and gates along the south property line of the cemetery. The bidding process for that project has now been completed. Six bids were received and opened on October 6, 1994. The bids are listed below in the order of cost, with the lowest bidder listed first. Mitchell Fence Co Base Bid $14,700 Alternate #1 $ 1,400 Williams Fence Co Base Bid $14,892 Alternate #1 $ 1,980 Kelly Fence Co Base Bid $16,851.31 Alternate #1 $ 2,085 Ace Fence Co Base Bid $19,684 Alternate #1 $ 1,994 Cleary's Custom Welding Base Bid $24,360 Alternate #1 No Bid Jenks Fence Co Base Bid $27,271 Alternate #1 $ 1,200 CEMETERY FENCING PROJECT October 14, 1994 Page 2 NOTE: Alternate #1 is the cost to purchase an automatic gate opener for the main gate. The staff has reviewed the submitted bids and the qualifications of the apparent low bidder. Based on that review and a check of references, the Mitchell Fence Company appears qualified to construct the fence. PROJECT SCOPE: The project consists of installing 660 feet of ornamental iron fencing of the "standard arrow" design and two "swing gates" of similar design. The fence is specified to be six feet in height and placed along the cemetery's south property line. FUNDING: Funding for this project is contained in the Annual Budget (page 102) from the Cemetery Care Fund. The Council appropriated $20,000 for fencing projects at the cemetery. The original intent was to fund the ornamental fence and provide new chain -link fencing on the other three sides of the facility. Subsequent to a decision relating to this request, the staff will present a request for the remaining fencing projects. RECOMMENDATION: The staff recommends Council award of a contract in the amount of $14,700 to Mitchell Fence Company, Tulsa, Oklahoma, for the installation of fencing as per bid specifications. ATTACHMENTS: 1. Bid Tabulation Sheet 2. Bids 3. Specifications 1 4 1 CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: Oct 6, 1994 Council /Trustee Approval: Item: Ornamental Iron Fence Number of Bids: 6 Bids Opened By: Marcia Boutwell Witness: Susie Theriault Witness: IBidders 1 Mitchell Fence Co Williams Fence Co Kelley Fence Co Ace Fence Co Cleary's Custom Welding Jenks Fence Co certification: Lump Sum Bid Alt #1 Lump Sum Bid Alt #1 Lump Sum Bid Alt #1 Amount of Bid $14,700.00 $ 1,400.00 $14,892.00 $ 1,980.00 $16,851.31 $ 2,085.00 Lump Sum Bid $19,684.00 Alt #1 $ 1,994.00 Lump Sum Bid Alt #1 Lump Sum Bid Alt #1 I, Marcia Boutwell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. signature: Date: $24,360.00 No Bid $27,271.00 $ 1,200.00 �µ AJ I��l " TOr 0 BID PROPOSAL - SUBMITTAL PAGE ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY TOTAL LUMP SUM BID FOR MATERIALS AND LABOR ALTERNATE #1, ELECTRONICALLY OPERATED GATE 4` 700 i j /goaa0 I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Signature e9w,4y - Title %33S' Al Im mso Address BID OPENING: 2 :00 P.M. OCTOBER 6, 1994 BID PROPOSAL - SUBMITTAL PAGE ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY TOTAL LUMP SUM BID FOR MATERIALS AND LABOR $1.4,892.00 ALTERNATE #1, ELECTRONICALLY OPERATED GATE $1 , 980.00 "NOTE: Does NOT include electric line to operator. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Signature CHAD A. WILLIAMS, OWNER WILLIAMS FENCE COMPANY Title 2425 West — Owaba— Street Address Broken Arrow, OK. 74012 BID OPENING: 2 :00 P.M. OCTOBER 6, 1994 BID PROPOSAL - SUBMITTAL PAGE i ORNAMENTAL ENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY 1 TOTAL LUMP SUM BID FOR MATERIALS AND LABOR $ 16,851.31 ALTERNATE #1, ' ELECTRONICALLY OPERATED GATE $ 2,085.00 I hereby acknowledge that I have read the specifications and that I am legally bound by ' the statements on the Bid Proposal - Submittal Pages. Signature ' President ' Title 2101 S.E. 8th ' Address Oklahoma City, Oklahoma 73129 , BID OPENING: 2:00 P.M. OCTOBER 6, 1994 BID PROPOSAL - SUBMITTAL PAGE ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY TOTAL LUMP SUM BID FOR MATERIALS AND LABOR ALTERNATE #1, ELECTRONICALLY OPERATED GATE I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. - � S E. F Pc,�,,p&j Signature A, Title N, Address 2 S Cxi ' � -- )4-11 r BID OPENING: 2:00 P.M. OCTOBER 6, 1994 P� y B ' ID PROPOSAL - SUBMITTAL PAGE ORNAMENT ' AL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY TOTAL LUMP SUM BID 1�72 l? G/91 nwr 12 b FOR MATERIALS AND LABOR ; `g360 t��f� FEn'CC SSA�C2 F ALTERNATE #1, ' ELECTRONICALLY OPERATED GATE I hereby acknowledge that I have read the specifications and that I am 1 the statements on the Bid Proposal - Submittal Pa es. egally bound b� ' g , BID OPENING: Signature Title Address o1 F ; C5 afA,r(U4 s y G ,6�- Ptc. , �7'S 2 :00 P.M. OCTOBER 6, 1994 �A i BID PROPOSAL - SUBMITTAL PAGE ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY TOTAL LUMP SUM BID FOR MATERIALS AND LABOR $27,271 .0 0 ALTERNATE #1, ELECTRONICALLY OPERATED GATE $ 1 , 200-00 Electrical wiring to gate by Owner. Transmitter operated - 2 transmitters included. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Signature Do Project Manager Title Mailing: P.O. Box 621 - Jenks, OK 74037 Address Street: 9060 S. Elwood - Tulsa, OK 74132 BID OPENING: 2:00 P.M. OCTOBER 6, 1994 ny CONTRACT DOCUMENTS AND BID SPECIFICATIONS I FOR ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY t 1 SEPTEMBER 1994 CITY OF OWASSO, OKLAHOMA CONTRACT DOCUMENTS AND SPECIFICATIONS FOR ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY CITY OF OWASSO, OKLAHOMA Table of Contents Notice to Bidders Specifications Bid Form Bid Affidavit Notice of Award Contract for Services Invoice Affidavit NOTICE TO BIDDERS Sealed Bids will be received by the City of Owasso at the Owasso City Hall, Office of Contract Administrator, 207 South Cedar, PO Box 180, Owasso, Oklahoma 74055 until 2:00 p.m. on the 6th day of October, 1994, and then at said City Hall publicly opened and read aloud. This will be for the furnishing of the following item: MATERIALS AND LABOR TO CONSTRUCT AN ORNAMENTAL IRON FENCE AND GATE ' AT FAIRVIEW CEMETERY Further information and specification packets can be obtained by ' contacting Marcia Boutwell, Contract Administrator, at Owasso City Hall during regular working hours. Envelopes containing bids must be sealed and marked to identify ' the item being bid. All bids must be submitted on the bid forms , included with the bid documents. The City of Owasso expressly reserves the right to waive any informalities or minor defects or reject all bids. All bids will be considered irrevocable offers under conditions specified in the bid for a period of sixty (60) calendar days from and after the date herein for the opening of bids. Marcia Boutwell, Contract Administrator September 10, 1994 SPECIFICATIONS IGENERAL A. WORK INCLUDED The contractor shall provide all labor, materials, and appurtenances necessary for installation of approximately 660 feet of an ornamental metal fencing system along the south side of Fairview Cemetery, 76th St N & Highway 169, Owasso, OK. B. SYSTEM DESCRIPTION The manufacturer shall supply a total ornamental fencing system of the design, style, strength, and picket interspace defined herein. The system shall include all components (pickets, rails, posts, gates and hardware required. C. QUALITY ASSURANCE The contractor shall provide laborers and supervisors who are thoroughly familiar with the type of construction involved and the materials and techniques specified. D. REFERENCES ASTM A526 - Steel Sheet Zinc Coated (Galvanized) by the Hot Dip Process ASTM B 117 - Salt Spray Testing E. SUBMITTAL The manufacturer's literature shall be submitted with contractor's bid. PRODUCTS iA. MANUFACTURER The ornamental metal fencing system shall be equal to that supplied by the American Hardware and Ornamental Iron Company. Design - Classic, Standard Arrow. ' Strength - Class 4 application, commercial /industrial, pickets 3/4" x 18 GA, rails 1' /2" x 14 GA (see table 1). Picket Interspace - Picket interspace 4 "; applicable design series classic; number of pickets 19 (see table 2). Fence Height - 6 feet ' Post Size - 21/2" x 14GA, post length 9'. Gate - Contractor to install a manually operated gate of the same design as the above specifications. (Attach details of gate to be installed.) ' Alternate #1 -Gate - The gate shall be an electronically controlled gate of the same design as the above specifications. (Attach details of gate to be installed.) M-M-11 `"' POST -- - - - - - -- - ---SPACING - 8 OC 1'� -- 1J, rJ� n — ,: �I The look of excellence in traditional ornamental iron fencing is expressed in the CLASSIC series. The extended pickets used in the CLASSIC designs provide (tie dual advantage of increased security and added beauty. This dual feature make the CLASSIC an all -pur- pose enclosure that is highly suitable for all applications. All fences in the CLASSIC series are fabricated with galvanized steel tubing electrostatically coated with a black polyester powder (see discus- sion on page 2 and specification on page 8). SELECTION GUIDELINES • SPECIFY DESIGN — Series as "CLASSIC": style from options in lower le!; ccrner. • SPECIFY STRENGTH — Class from Table t on Page 3 (Note: all Strength Classes are available for CLASSIC Series) • SPECIFY INTERSPACE — Of pickets from Table 2 on Page 3 (Note: CLASSIC available in all Interspaces) • SPECIFY HEIGHT — Of fence from Elevation Drawing below • SPECIFY POST — Size per architect (see Table 3• Page 3 for guidelines) ' • SPECIFY GATES from Table a, Page 3 (if applicable) DRAWING OPBONJW GATE JILL Ml jMjjJ= ]MIL POST -- - - - - - -- - ---SPACING - 8 OC 1'� -- -r-- n — ,: �I s t3 i1u � I I .! I• j� I I� n :+ it 76-(8• FENCE). 64' (7' FEP! 52•(6' FENCE) ! I{ ii I� I :� I �i it 40' S' FENCE) I FENCE i : i I ii I i i �I HEIGHT �} IIl;i fad 30• (< FENCE) tt at mC hegnt 24 (a',i' FENCEI 18-(3' FENCE) I, j 10 a - - SFE TABLE 2 CI;GTF:• c I POST LENGTH . I. r_r. ;.;,,,, •j M GROUND PER ARCI111PCT I. (SEE TABLE 3I ! ELEVATION DRAWING • " CLASSIC -ARROW 101 DRAWING OPBONJW GATE JILL Ml jMjjJ= ]MIL ADDENDUM NO. 1 ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY OWASSO, OKLAHOMA September 15, 1993 This addendum is issued to clarify and /or revise the bid specifications for prospective bidders. Item No. 1 Assembly - The fence may be welded or bolted together. Item No. 2 Finish - Contractor may use a powder finish or a paint finish and specify guarantee coverage for the selected finish. This Addendum is part of the Contract Documents and Bid Specification for this project. Please acknowledge receipt of the Addendum on the attached sheet and include it with your bid documents. CITY OF OWASSO Marc Boutwell, C ntract Administrator LJ Ll PRODUCT FORM Orll,ulu:n6Tl iron ICncing syslcnTS ,ue avail- able Irum American in two product forms, READI -FAB consists of pre - fabricated fence panels and gales assembled by life manufacturer prior to Shipment FAST- -FAB is supplied in component parts to be assembled by the fencing contractor, pick- ets and rail., are individually poly - wrapped and then packaged in conveniently sized heavy -duly cardboard cations. The Stan- dard , fastening system for both product forms is the application of a polymer - coated high strength steel pop rivet (see Construction Specification Page 8). DESIGN VARIETY American's ornamental fences are avail- able in five different standard design series (shown in detail on Pages 4 through 7). For the CLASSIC. MAJESTIC. and STALWART series. several optional styles are also shown. Pickets for those styles with an integral spear top are simultaneous- ly pressed and 121 0:' Sca.1, sheared with a spr- cial die to achieve I the shape. Styles with flat- topped pickets are available where special ornamental tops are desired. STRENGTH CLASS To cover the wide variation in strength requirements for different applications, American supplies its systems in five dif- ferent strength classes in accordance with space between adjacent pickets. American oilers three dillcrcnl options as follows PICKET APPLKA RtE NVIAPER INT0ISI'ACE DESIGN SERIES OF PICKETS CONDENSED STALWASI. (' INIIiI1SPACC) Y RAMPAIII .. STANDAIID CLASSIC. MAJESTIC. (•I' IN TERSPACE) INVINCII?L F. 19 EXPANDED CLASSIC. (5'. INTERSPACF)i MAJESTIC I TABLE 2 — PICKET INTERSPACES The standard 4- interspace "lee's re- quirements for most applications. The 2" interspace is provided to meet special municipal or governmental regulations. to 1 provide adequate enclosure for small chil- i dren and pets. or to provide screening (see RAMPART design series). The 5� _ ' Inter - space provides an economical alternative i wherever applicable requirements do not restrict its use. PANEL DIMENSIONS American's ornamental fence panels have 02830 / AMC BLIyLine 3012 POST POST ISTRENGTII FENCE SIZE LENGTII I i CLASS I 11EIG1417 FENCE I 1 I J. 3'; . •t . 5 1';' ! 14 CA IIEIGNT J . 3'; a 1 FENCE ? 5'.6 7 .8 I HEIGHT ;- 2'1 il 2-0 3 5.6 14 GA a 3.3':.4.5 FENCE 3 7 . S HEIGHT • 2'-6- - i 6 . 7 .8 . 9 . TO 2,-- 1 ! x IJ GA.: FENCE HEIGHT i _ 5 i 6'. 7 . S'. 9 . 10' .2'{- ! TABLE .3 — POST SIZE GUIDELINES a standard length of wo to enable posts STANDARD GATES to be set at 8' -0" on center spacinos. Heights offered range from 3' to 10' de- Standard gates are available to match all pending on the design series. The draw- standard fencing systems. Gate frames are ings on pages 4 through 7 show more fabricated with horizontals and verticals of detailed dimensional information. the same cross - section as the rails for the FENCE POSTS specified fencing system; frames can be Posts are pre - punched to accept rails for welded or connected by a high strength the design Series and style specified. All corner fitting. Gate hardware Is furnished posts are supplied with the gates. Actual gate openings (inter- 1. a post cap -"� i space between gate posts) vary to enable I gate picket interspaces to match standard I attached. Posts PCs: can be supplied in Ca fence picket interspaces. A list of standard i gates available is given in the table below. the Table below. lengths from 3' to I CLASS APPLICATION RAILS TABLE 1 — STRENGTH CLASSES 12'. 1-/12" and 2" square by 14 gauge posts are standard stock items: larger squares I' and rectangular sections are available for high strength applications. Because post requirements vary greatly depending on ! strength class, fence height, and local soil I and weather conditions. American does I not attempt to specify exact post sizes. In the absence of other requirements. the fol- i lowing table of guidelines (Table 3) Is 1, PICKET INTERSPACE offered based on historical architect and The picket interspace is the nominal air contractor preference. I T" ABLE 4 — STANDARD GATES CUSTOM PRODUCTS ACCESSORY PRODUCTS CUSTOM FENCING ESTATE GATES HINGES FITTINGS LATCHES CANTILEVER GATES t, T IIr: /•:nr:r:r, ;In 6r,(: of omarsr:ntr:l Irr,n fr:nC- Inrj r: /',Ir:rTll. ollr:r', Ihr: mw,t r,rur,prr.r,r:rv,,vr: 0101r,r: r,l '.tylr:', and '.Irr•ru)th•, a /:nlahlr: froff, : :sy nl ;,rull:,r,lun:r lift• Ir /r. r,lf!r;rr:nl ',Irr:nr;!h r,I:I','.!:', 1•,�:r: I:,t,lr:.ILrirr:/ r:s'.ur4 II, ;II Ihr:rr: r. ;,ri /•.su•nr :u, Ir:n!,r; :trail ;,Cllr: Ihr: f!:,'.Ir, 1!r :•,irp•IIICiI :,t:rl I!r:'.,r:r:hll:,l/ i,hrf✓hnrr.l:,l '.Irryu)11, r I:,•.'.r•', (r,l::','.r:', I : uul% I: rtn .,,:nl:,!,I,•u:Ilu•l,I.,'.'.rr, ! /:,p:'.IU.. :,r N: ','.,I u.,,! •. .iris ,�r i,.. r. ,.r. t,;,r)r.• rj The Applications Ihr()Elr)h (i) Thr; r; r;I:N,',r:', h!!r:r Ihr: Urn -/ of ,rn ;dlr :r pu;Dr:P,, tnll'Jill prr;nr;r: ;!,r: ' ;Irr:nrith UI f ;lgra. Ihr. ^ / err:. Ihr;rrylr /rr:. I'r;r;•,I/ uII:ILIr: fr,r any rr:•,ulr:nllal appl,r,ahr,s ::', IUr pl:runtar:r', ',wf(,,jr,rllrirj r,hm rnr:rr,l ;Il lacillf1w. lift: /•.II I'urps',r: earl (,4rnrnr :rr,l:,l /Inrl�;'. is ;d .Irr :nrilll r.lb .'.t :•, ((,I:,'.'.h', , aru: �) :: r :rrad:,tdr: ul Ill" (;I:,'.•,I!.. IA: gr•',l:r...',C,Irr:,•� Il,r. � •,rin:ur: (nr.l•ra rfd,iq•, Ihr :•,r: r, l:,','.': ". u;r ::11 for Any ap;rllr:,tior, rhr: nt :r :nY; of bu ;Inrt;r;r:•;, ,n:,llttiIjow ;. rnrinu;:pai,lu::. and Indii,,trial Iar,IlUr:', .Irr: aeldrr:,, :;, r} ry rhr: tlrav/ Inrlur,lsal •,Irr :nrtlh rl;r..•, ( /�l:r,', i) I,; av;nl ;lblr: m :,II Ill(: Nh'.utn ',r:nr: •. turns rlr, pages, rt Ihrr„Irih / 11„111 ..,:(,.Jr ,ly r, Illy: hallnclri of III'! (;I;r.', `, Invnu. hlr:r!r:•,up,',r : n•'. ( ,rlv:I(.y•,r,rr :, :nnui!r,r/'"•, r,, r,r: r:Irin) I•, Ow •.(,,.,•,;,I :I(/pllr.alu,n r,l I, :nr.r :•, I,ILnr,:,l, •r! Ir, �h,• Il.unp:ul r1•:'.u;n 1 11 1 ADDENDUM NO. 2 ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY 1 OWASSO, OKLAHOMA September 19. 1994 ' This addendum is issued to clarify and /or revise the following items for prospective bidders. Items under the PRODUCTS section are amended to read as follows: Item No. 1 Item A. MANUFACTURER - The ornamental metal fencing system shall conform to Ameristar AEGIS II or be equal. Item No. 2 ' Strength - Vertical Design Load shall be a minimum of 334# per rail. Horizontal Design Load shall be a minimum of 505 #. 1 Item No. 3 Post Size - 2'/2" x 11 GA, post length 9'. ' Item No. 4 Gate - Contractor to install two manually operated drive- through single swing gates of welded construction equal to specifications contained in the AEGIS II drive gates as provided by Ameristar. 1. Main Gate - 14' wide with 4" square ' /a" wall thickness post 1 2. West Gate - 14' wide Item No. 5 Alternate #1 - Gate - Control device shall be a "hand -held remote ". Item No. 6 Finish - Minimum guarantee of ten years on finish. This Addendum and alternate bid proposal are part of the Contract Documents and Bid 1 Specification for this project. Please acknowledge receipt of the Addendum on the attached sheet and include it with your bid documents. CITY OF OWASSO Marcia Boutwell, Contract Administrator Comprehensive Product Information SHOP DRAWINGS Architect I I I I II II II L LJ L Framework Pickets Rails Posts I" X 16GA 1 3/4 "* X 14GA See Table Below Wind Loading Height Rail Post Size Wind Load Typical (FT) Length Capacity Factor Wind Load (PSF) Capacity (mph) 6 6 2 1/2" X 12GA 45.5 133 3" X 12GA 54.6 146 8 2 1/2" X 12GA 34.2 116 3' X 12GA 41.0 127 7 6 2 1/2" X 12GA 33.4 114 GA 40.0 125 8 2 1/2" X 12GA 25.0 99 3" X 12GA 30.0 108 8 6 2 1/2" X 12GA 25.6 100 3" X 12GA 30.7 110 8 2 1/2" X 12GA 19.2 87 3" X 12GA 23.0 95 9 6 3" X 11GA 27.5 104 10 6 3" X 1IGA 24.7 94 Note: Mph calculated using ANSI /ASCE 7 -88, "American Society of Civil Engineers Minimum Design Loads for Buildings and other Structures." Exposure Category B (Urban and suburban areas with closely spaced obstructions having the size of single - family dwellings or larger). For wind loading applicable to a particular specification, consult the appropriate Building Code. BIASABILITY :)St Picket I Rail ii u II II II I I Accommodates up to 25010 change in grade. U 1 1 I I I t L' ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY OWASSO, OKLAHOMA Bidder acknowledges receipt of, and has examined copies of the following addenda: Addendum Number Date Addendum No. 1 September 15, 1994 Addendum No. 2 September 19, 1994 BY Name of Firm Signature Title Address BID PROPOSAL - SUBMITTAL PAGE ORNAMENTAL IRON FENCING SYSTEM AT FAIRVIEW CEMETERY TOTAL LUMP SUM BID FOR MATERIALS AND LABOR ALTERNATE #1, ELECTRONICALLY OPERATED GATE I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Signature Title Address BID OPENING: 2:00 P.M. OCTOBER 6, 1994 NON COLLUSION BID AFFIDAVIT STATE OF ss COUNTY OF , of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Name: Signature Subscribed and sworn before me this day of 1 My Commission Expires: r t Notary Public NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL , 199_. NOTICE OF AWARD TO: Project Description: Ornamental Iron Fencing System at Fairview Cemetery The OWNER has considered the BID submitted by you for the above described item in response to its Advertisement for Bids first published on , 1994. You are hereby, notified that your BID has been accepted for items in the amount of You are required to return an acknowledged copy of this NOTICE OF AWARD to the OWNER. Title: Dated this day of CITY OF OWASSO, OKLAHOMA Title: Contract Administrator ACCEPTANCE OF NOTICE Receipt of the above NOTICE OF AWARD is hereby acknowledged by 1994 . this day of , 19 CONTRACT FOR SERVICES THIS AGREEMENT, made this day of between the City of Owasso, (CITY), and doing business as WITNESSETH: (CONTRACTOR). , 1994, That for and in consideration of the sum of , the parties agree as follows: 1. The CONTRACTOR will complete the work as indicated in the specifications and drawings. 2. The term "Contract Documents" means the Contract Documents and Bid Specifications packet in its entirety. 3. The CITY shall pay the CONTRACTOR upon completion and acceptance of the work following the submission of an invoice. 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 6. This instrument, supplemented by the Contract Documents, contains the entire Agreement between the parties, and no statement, promise or inducement made by either party, or the agent of either party, that is not contained in this written Contract shall be valid or binding. 7. This Agreement shall not be enlarged, modified or altered except in writing, signed by the parties and endorsed hereon. 8. This Contract shall be governed by the laws of the State of Oklahoma both as to interpretation and performance. CITY OF OWASSO, OKLAHOMA By Mayor ATTEST: Contract Administrator APPROVED AS TO FORM & CONTENT: Ronald D Cates, City Attorney CONTRACTOR In Title 1 7 NON COLLUSION INVOICE AFFIDAVIT STATE OF ) ss COUNTY OF ) The undersigned person, of lawful age, being first duly sworn, on oath says that this invoice is true and correct and the (s)he is authorized to submit the invoice pursuant to a contract or purchase order. Affiant further states that the (work, services or materials) as shown by this invoice have been (completed or supplied) in accordance with the plans, specifications, orders, requests or contract furnished or executed by the affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of the municipality / authority or money or any other thing of'value to obtain payment of the invoice or procure the contract or purchase order pursuant to which an invoice is submitted. Print or Type Name of Contractor or Vendor Signature Print or Type Name and Title Subscribed and sworn before me this day of Notary Public My Commission Expires: 199_. MEMORANDUM TO: RODNEY J RAY 0 CITY MANAGER iFROM: SHERRY BISHOP FINANCE DIRECTOR SUBJECT: CONTRACT FOR AMBULANCE BILLING ADMINISTRATIVE ' SERVICES I, DATE: September 30, 1994 iBACKGROUND: In October of 1993, the City Council enacted ordinance #469 implementing the recommendation of the ambulance fee study team to provide third -party billing to those ambulance subscribers who have insurance coverage for ambulance service. The goal of third -party billing was to generate additional revenues to offset the increasing cost of providing ambulance services to the i citizens of Owasso. Ordinance #369 restricts the use of revenue generated by billings and subscriptions of the ambulance service for expenses related to the ambulance service. i The study team estimated additional revenues to be $132,000 to $167,000 from third -party billings. Costs for implementation of third -party billings were anticipated to be insignificant with minimal staff time involved. 1 r The finance department began the process of completing and filing claims forms with insurance companies. We quickly realized that in order to maximize the third -party billing revenue, much more work was involved than simply putting claim forms in the mail. Our inexperience in medical coding techniques, proper medical documentation and claims follow -up was costing the city thousands of dollars in lost revenue every month. Options considered to improve collections were: train current staff; hire staff with medical billing expertise; or, contract with a billing service. In order to pursue the feasibility of privatizing or contracting for services, a request for proposals (RFP) was developed. The RFP was submitted to the city council for review in the July 29, 1994 City Manager's Report. In August, the RFP for ambulance billing administrative services was submitted to two companies known to provide ambulance billing services and to other billing service companies listed in the phone book. MEMORANDUM , Ambulance Billing Adm Services September 30, 1994 Page 2 ' PROPOSALS FOR SERVICES: I Proposals were received from Mediclaims, Inc. of Ponca City and Life -Stat Ambulance Service of Broken Arrow. Since the main objective for contracting ambulance billing services was to ' generate additional revenue, the cost of the service was not the only criteria considered when reviewing the proposals received by City of Owasso. A comprehensive review of the two proposals indicated there were differences in the areas of: cost for the service, business product of the companies, percentage of return (claims filed versus dollars received), and contract cancellation clauses. Life -Stat Ambulance Service, since 1989, has provided emergency and non - emergency ambulance services to Broken Arrow and suburban Tulsa areas. Their accounts receivable staff performs the billing services for the ambulance services provided. They propose to provide billing services for a flat fee of $1,000 per month. Information received from Life -Stat indicates the percentage of billings versus collections during the sixteen (16) month period ending May 1994 is 59 %. (This time period was used because during the past three months, billings for Life -Stat have more than tripled which caused a temporary reduction in the percentage of collections.) Mediclaims, Inc., founded in 1989, is a medical insurance administrative service. The business focus of Mediclaims, Inc. is to bill,irisurance providers for services rendered. It is the only service Mediclaims provides. Mediclaims, Inc. currently does the ambulance billing and collections for 5 other municipalities. Those cities were contacted and Mediclaims, Inc. received excellent referrals from those cities. The billings versus collections for Ponca City during the past fiscal year was 93.8 %. They propose to provide billing services for a monthly flat fee of $1,550, not to exceed 10% of actual receipts. At no time will their fee for services be more than 10% of collections, or higher than $1,550 per month. Mediclaims, Inc. charges a one time, $500 set -up charge. This charge is to establish billing records for all existing accounts, for extra time to train those who participate locally in the process (i.e. Owasso Fire Department emergency medical personnel), and for data entry required to establish the serialization and new account information. CONCLUSION: Based on our current average monthly billings of $17,000, a 10% increase in collections would generate an additional $1,700 of revenue. The additional revenue more than compensates for the service fee of either proposal ($1,000 or $1,550). ' MEMORANDUM Ambulance Billing Adm Services September 30, 1994 Page 3 Mediclaims, Inc. offers a proven service provider for ambulance billing in a municipal setting. The cities they serve have above average collections for their billings. Based on the information gathered, Mediclaims services would generate more revenue per dollar spent than Life -Stat. ' Life -Stat is inexperienced in the municipal environment and their billing to collection ratio is 30% less than that of Mediclaims, Inc. A 30% difference in collections is $5,100 per month (based on current billings) for a difference in service fee of $550 per month. RECOMMENDATION: P ti Staff recommends approval of a contract with Mediclaims, Inc. to provide ambulance billing administrative services to the City of Owasso. 1 1 1 1 1 1 1 ATTACHMENTS: 1. RFP for Ambulance Billing Administrative Services 2. Proposal from Mediclaims, Inc. 3. Proposal from Life Stat Ambulance Service CITY OF OWASSO REQUEST FOR PROPOSALS FOR AMBULANCE BILLING ADMINISTRATIVE SERVICES City of Owasso 207 South Cedar. Post Office Box 180 Owasso, OK 74055 1 L Background Information Regarding Issue ' October 15, 1993, the City of Owasso City Council adopted Ordinance #469 enacting the policy of billing insurance providers for ambulance services received by subscribers. Before ' the enactment of this policy, a "subscriber /user" received no billing for emergency services received. Due to the increasing costs of providing ambulance service third party billing was determined by the Ambulance Fee Structure Review Team to be the most cost effective ' method of increasing revenues while maintaining the users cost. Payments received from the insurance company of a "subscriber /user" would be accepted as payment in full. H. General Description of Request for Proposal P q P Services Requested The City of Owasso is requesting written proposals from companies for the purpose of retaining a third party administrator for the billing of ambulance services provided by the ' City of Owasso ambulance and emergency staff. ' Right to Extend or Change Third Party Administrators The City of Owasso reserves the right to use no ambulance billing administrator, use another ambulance billing administrator or use additional ambulance billing administrators with ' special expertise for this or any subsequent project at the discretion of the City of Owasso. No Compensation for Proposal ' A proposal submitted as a result of this Request for Proposals will be considered a marketing investment on the part of the respondent. No respondent will be compensated for the preparation of response to this request. M. Scope of Services The Ambulance Billing Administrator shall provide the following services to the City of Owasso: Consultation and Training Consult and train City of Owasso ambulance service employees for proper medical records documentation, compliance with Medicare and corporation policies and procedures, medicolegal aspects of medical records. Furnish all diagnosis and procedure coding to insure full reimbursement from MediCare and all other insurance carriers. 1 1 Billing Services Prepare and submit invoices within an acceptable time frame to users of the Owasso ambulance service who are not covered by a subscription agreement. Within an acceptable time frame file insurance claims for all ambulance services with private insurance companies, MediCare, MediCaid, and other carriers as needed. Secure any information which may be required to complete the claim forms. Provide monthly statement to patients of the ambulance service. Handle all patient inquiries regarding statements, billing and insurance problems. Have a local or toll free number which appears on all statements or billings for such inquiries. Follow up on all claims that are pending payment or denial 60 days after the original filing date and continue follow up until payment is received or until deemed uncollectible and returned to the City for further legal collection. Reports and Data Maintain and provide statistics and reports to the City of Owasso Finance Department relating to- ambulance services provided, ambulance usage compared to revenue, etc. Maintain and provide financial records necessary to substantiate the actual cost of operating the ambulance service. Have the ability to provide a weekly aged trial balance report reflecting balances, total accounts receivable and date of last payment. Have the ability to provide monthly reports which show a break down of total monthly charges, total monthly receipts, total accounts receivable and a collection percentage total. Supplies Must supply all equipment and materials needed to provide above mentioned services. IV. Selection Criteria for Ambulance Billing Administrator Experience with administering third party claims for ambulance services. Organization, structure, and stability of company. Responsiveness and compliance with the information requests within this RFP. Qualifications of staff, education, training, and years of experience will be considered. Availability of staff. Level of fees, method of application, billing procedures, and evidence of understanding of third party billing to insurance companies, medicare and medicaid. Evaluation Each proposal will be independently evaluated by the City of Owasso. 2 1� n 1 1 I 1 1 Communication All proposing firms are instructed not to make contact with any employee or Council Member of the City of Owasso. The only acceptable exception is a written request to the City of Owasso for clarifying questions. In this case, Sherry Bishop, the Treasurer of the City of Owasso, would be the only contact person. Disregarding this request will be grounds, at the discretion of the City of Owasso, for rejecting a proposal. V. Proposal The proposal shall address the company's ability to fulfill the selection criteria listed under section IV and shall also include the following items: Organization and Resources Describe how the company is organized and how its resources can best be utilized for this project. What other resources would be available to the City of Owasso Ambulance Service? Explain what benefit that would be to the City of Owasso. Experience Please include the names, addresses, and phone numbers of three (3) clients and contact persons. ' Staffina What individuals will be assigned to the City of Owasso? Discuss each staff member's responsibility, experience and expertise tMethod of Compensation Describe your preferred method of being compensated. Are you willing to work on a flat fee basis? Percentage of collections? Please explain in detail. Designated Contact ' All proposals should be sent to: Sherry Bishop, City Treasurer, City of Owasso, 207 South Cedar, P.O. Box 180, Owasso, Oklahoma 74055. Time Schedule The City of Owasso intends to use the following timetable in the selection process for an ambulance billing administrator. ' Target Date Event August 17, 1994 Distribute & advertise September 6, 1994 Deadline for Submission of Proposal September 20, 1994 The City of Owasso selects and employs an ambulance billing administrator 1 1 Deadline and Number of Copies All proposals must be in a sealed envelope and clearly marked in the lower left corner: "Sealed Proposal - Ambulance Billing Administrator Services ". All proposals must be received by 2:00 p.m. on Tuesday, September 6, 1994. They will be reviewed by the City of Owasso subsequent to the submittal deadline. Two (2) copies of the proposal must be presented. Notification of Selection The City Treasurer of the City of Owasso will notify the appropriate company that they have been selected to serve as Ambulance Billing Administrator for the City of Owasso Ambulance Services. Notification of Others The City Treasurer of the City of Owasso will notify those companies who have not been selected. VL Terms and Conditions Right to Reject The City of Owasso reserves the right to reject any or all proposals and to award the contract to the next most qualified Ambulance Billing Administrator if the successful Ambulance Billing Administrator does not execute a contract within thirty (30) days after award. Clarification The City of Owasso reserves the right to request clarification of information submitted and to request additional information of one or more applicants. At its discretion, the City of Owasso may request that the company selected appear before a committee to interpret or clarify its proposal. Withdrawal of Proposal Any proposal may be withdrawn up until the date and time set above for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer for a period of ninety (90) days, to provide the City of Owasso with the services set forth in the attached specifications, or until one or more of the proposals have been approved by the City of Owasso. Termination The City of Owasso shall have the right to terminate its contract with or without cause by specifying the date of termination in a written notice to the firm at least thirty (30) working days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed under the contract. 9 Contractual Forms Any contract resulting from the acceptance of a proposal shall be on forms either supplied by ' or approved by the City of Owasso and shall contain, as a minimum, all applicable provisions of the Request for Proposal. The City of Owasso reserves the right to reject any contract that does not conform to the Request for Proposal and any applicable requirements for contract. Assignment of Interest The company shall not assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the City of Owasso. ' Approval of Information Released No reports, information, or data given to or prepared by the firm under the contract shall be made available to any individual or organization by the firm without prior written approval ' of the City of Owasso. 1 1 1 I 1 1 t Prior to the execution of the contract proof of Error & Omission Insurance with the City of Owasso named as an additional insured must be provided. VII. Summary The City of Owasso is seeking a written proposal from your company which specifically responds to questions and information that will be used to evaluate your company's ability and willingness to serve the needs of the City of Owasso Ambulance Service. The selection of the Ambulance Billing Administrator will be based on the quality and completeness of the written proposal and reference checks, as well as personal. interviews of selected companies. 61 MEDICLAIMS, INC. 113 N. 3rd, Suites 2C & 2D Ponca City, OK 74601 PROPOSAL FOR CITY OF OWASSO AMBULANCE BILLING ADMINISTRATIVE SERVICES Leslea J. Adams (405) 762 -2299 1 1 1 ORGANIZATION AND RESOURCES Mediclaims, Inc. was founded in 1989 by Leslea Adams to be a leader in medical insurance administrative services. We offer our clients much more than simply filling in an insurance claim. We also act as a liaison between the provider and carrier. Medi- claims, Inc. now represents nineteen providers of many different specialties including five city -owned ambulance services. Leslea Adams has many years experience in the medical insurance auditing field ' and also has had several years experience in the provider billing field. She knows both the carriers' stand on processing a claim, what was needed for payment as well as the provider's side, which sometimes can be overwhelming. She listened to the concerns of both sides of this very political health industry, and built a business that not only offers increased revenue to the client but help to the patients as well. 1 Ll F� I 1 Knowledgeable coding techniques are essential to claims filing. For every service or supply there is a procedure code and also a diagnosis code. This coding is, by far, the most important factor of an insurance claim because the way a claim is coded directly affects the payment a provider receives. Medicare is only one of many insurance organization to require coding; Medicaid, Worker's Compensation and some private carriers can require their "own" coding, which is different to that of Medicare. While it is true all medical providers should use proper documentation, it is doubly important for ambulance run sheets to be documented in such a way so as to not only provide appropriate medical information for the patient, but also to protect the E.M.T.s and the city itself from liability. We have consulted with several clients, helping them to ensure this appropriate documentation. (See enclosure) In May, 1990, Iris Ballou came on board from hospital medical records as a coding analyst. With more than twelve years experience, Iris is one of the best in her field. Iris does all training of new employees as far as medical terminology, procedure and diagnosis coding and data entry. She attends seminars, including Aetna/Medicare, Health Care Financing Administration, American Medical Association, Medicaid and many others. To keep sharp on these ever - changing programs, she is constantly reading Medicare, Medicaid, Champus, and Worker's Compensation newsletters and other publications that Mediclaims, Inc. subscribes to. There is not a book you can buy that tells you step -by -step coverage and claims filing guidelines. You learn by staying in the field and keeping abreast of changes. Iris also does the quality control checks here at Mediclaims, Inc. She will pull a set number of claims at random and check for accuracy, quality, and timeliness of filing. In addition to Leslea and Iris, we also have four full -time and one part-time clerk to help with data entry, filing, posting payments, gathering information, and helping your 0J, patients when they call. Although each employee is responsible for a specific group of providers, all are cross - trained enough to help each other out with telephone calls, vacations, sick leave, etc. Mediclaims, Inc. staff is as dedicated to your patient's needs as we are to the clients we represent. If they have a problem, we do what it takes to resolve it. If the patients is happy with our service to them, you will be happy with us. Mediclaims, Inc. utilizes top -of -the -line medical software (Medical Manager). In January, 1994, we upgraded our software to the most current version of Medical Manager (version 8.0). This software enables us to supply you with many different reports to help you in the auditing and budget process. Our reports consist of various financial activity and productivity reports. With these reports you will be more informed and more in control of the statistics than you have ever been before. All this is gener- ated by an IBM 486 DX2 with 66 Mhz, 8 mg of RAM and 1.05 gigibyte harddrive on a Unix operating system. Mediclaims, Inc. also utilizes an A.T. & T. FAX machine and our 800 telephone numbers for the convenience and ease of our clients and their patients. Anyone familiar with completing an HCFA 1500 claim form can produce an ambulance claim; however, anyone inexperienced with ambulance billing has no way of realizing the full extent that ambulance claims follow -up entails. This includes, but is not limited to, tracking proper documentation, proving medical necessity, gathering addi- tional information from physicians, hospitals, patients, accident reports, and correctly completing worker's compensation forms and knowing when and to whom to file liens. There are other billing services, but there is not one that can compare with the experience and total knowledge of `the insurance field quite like this one. Our reputation with Aetna/Medicare is a good one. In fact, one of our client's claims was chosen as an example of what a "clean claim" should be. We can and will do a good job for you. We have proven that many times over. As a matter of fact, two of our clients were clients once, then pulled out, and LATER CALLED BACK AND ASKED US TO HELP THEM AGAIN!! EXPERIENCE PONCA CITY AMBULANCE P.O. Box 1450 Ponca City, OK 74602 Contact: Martin Smith 405- 767 -0368 HOMINY AMBULANCE P.O. Box 98 Hominy, OK 74035 Contact: Felix Nance 918 - 885 -2154 TONKAWA AMBULANCE 117 South 7th Tonkawa, OK 74653 Contact: Paula Carr 405- 628 -2508 STILLWATER AMBULANCE P.O. Box 1449 Stillwater, OK 74076 Contact: Marcy Alexander 405- 742 -8234 1 I1 LJ 1 3 STAFFING In regards to staffing, Mediclaims, Inc. has selected Carlea Pearcy to be the Client Representative to the City of Owasso. Carlea currently handles the City of Ponca City Ambulance Service and has done so for two years. She is also familiar with the Stillwater Ambulance Service as well as other providers. She is completely familiar with all the ins and outs of obtaining patient billing information, accident reports, posting charges and payments, making payment arrangements and follow -up. or When Carlea took over Ponca City Ambulance Service, collections were down and she has raised them and has maintained their collection percentage effectively for two years. Currently, their last fiscal year closed at 93.8% collections. Carlea is originally from Owasso and is quite excited at the prospect of being the Client Representative for the City of Owasso. Along with Carlea, Iris Ballou, previously discussed in this proposal, will be another employee assigned to Owasso. J 1 r 1 METHOD OF COMPENSATION At Mediclaims, Inc. our primary concern is for your patients and your city ambulance service. Our fees are based on the city's population, average number of runs, and your emergency rate. When we ,begin to work for a new client, the past collection rate has no impact on the fee we set,-because, in most cases, our system changes those percentages so drastically that we have no idea what to expect in collections. We do charge a $500.00 one time set -up fee, which includes serialization, licensure for adding a new client, our cost in travel expenses and personnel overtime in setting up the new account. There are many hours involved in the initial set -up of any account. Our fee is eventually a flat fee for budgeting purposes for both the client and Mediclaims, Inc. The fee includes our costs for paper, postage, stationery, printing, and long distance telephone charges. It is impossible for a city to budget percentages of what they cannot know to expect. However, our high collection percentages do not happen overnight. With each new account, it can take from three to six months to "level off' to better collection rates. If our fee ever goes more than 10% of actual receipts, we lower your fee. Mediclaims, Inc.'s goal is to be a service that a provider cannot afford to do without. The most important things in life are not money; Mediclaims, Inc. believes our success comes in the number of satisfied clients we represent. 0 It has been an honor to represent our ambulance service clients and to know that we were the first to include ambulance services as part of a medical billing service. The ambulance service is a provider of medical care and should be paid for their services and supplies like any other medical provider. The increased revenue that we produce goes back to the Fire/EMS service for supplies, new equipment, etc. That revenue could never go to a better cause. Enclosed is a copy of our agreement to provide services to the City of Owasso for their ambulance billing. Thank you for the opportunity to submit our proposal for your consideration. Sincerely, Les I Lea J. arn President Mediclaims, Inc. LJA/mz Enclosure 1 M IAGREEMENT ' THIS AGREEMENT is entered into on the day of , 1994, between the City of Owasso, Oklahoma, an Oklahoma municipal corporation (hereinafter ' "City "), and Mediclaims, Inc., an Oklahoma Corporation (hereinafter "Mediclaims "). MEDICLAIMS AGREES: v 1. To prepare and send all statements for amounts due to the City for ambulance ' services provided to its customers. 2. To file insurance claims on behalf of insured patients for ambulance service with ' private insurance companies, Medicare, Medicaid, and the Pawnee Indian health Service and to follow up on the submission of those claims. J 1 3. To perform diagnostic and procedure coding as may be required for such medical claims and to make necessary inquiries of health care providers as may be required for such coding. 4. To keep and deliver to City, weekly, an aged balance sheet showing accounts 30 -, 60 -, 90- and 120- day balances, total balance due and date of last payment. 5. Consult with the designated City employee or employees when: a. medical records are incomplete or ambiguous so that the City may make clarifying inquiries; b. procedures need to be adopted or changed by the City in order to properly comply with Medicare and corporate policies and procedures; C. there is some question as to the correctness of medico -legal aspects of medical records. 6. To file a second insurance claim, without notice from the City, if payment is not received within sixty days of the first billing. 7. To utilize "positive collection techniques" to work with and assist private pay patients in satisfying their bill and to refrain from using threats or intimidation as a collection technique and to obey all laws and regulations regarding debt collection practices. 8. To provide informational seminars, on request or as needed, to the City's EMT's to train them in the proper preparation of reports for billing. 2 9. To provide all stationery, envelopes, postage, printing and long distance telephone call charges. 10. To place Mediclaims toll -free telephone number and address on all correspondence to patients and insurance carriers. 11. To prepare and send "request for review" to all private insurance carriers, if a claim is still pending 60 days after initial filing. 12. To work with attorneys on personal injury and worker's compensation cases for such time as Mediclaims believes it is prudent to pursue such sources of payment, recognizing that such claims normally are dependent upon the settlement of the case for payment. 13. To keep accurate records of all no- hauls, assistance calls and miscellaneous services for statistical purposes. 14. To prepare monthly reports for use by the Fire Chief, Mayor and City Commissioners, City Manager and Director of Finance, detailing collection activities, quantity of ambulance runs, breakdown of types of runs, sources of revenue, etc. THE CITY AGREES: 1. To pay Mediclaims the sun! of $500.00 (Five Hundred dollars) as a one -time set- up fee, and the further sum of $1550.00 (One thousand five hundred fifty dollars and 00 /100) per month, not to exceed 10% of actual receipts, on the first day of each month or as soon thereafter as claims are approved and paid. 2. To prepare a run sheet and /or transfer sheet from the information furnished by a hospital, nursing home, or other health care facility for use by Mediclaims. 3. To attempt to collect at the time of transport any and all medical information which is available and forward that information to Mediclaims. 4. To provide a daily log sheet showing all payments received and the source of payments by patient. 5. To collect all monies upon billings by Mediclaims. THE PARTIES JOINTLY AGREE: 1. Each party will be responsible for any claims or damages arising out of its own errors and indemnify and hold the other party harmless therefrom. 3 2. This agreement may be terminated by either party upon thirty days written notice to the other party. 3. This agreement may be amended or modified upon mutual agreement, but all modifications and amendments must be in writing to be effective. CITY OF OWASSO by (SEAL) ATTEST: City Clerk MAYOR MEDICLAIMS, INC. by LESLEA ADAMS, PRESIDENT (SEAL) ATTEST: Secretary APPROVED AS TO FORM AND LEGALITY THE DAY OF , 1994. OWASSO CITY ATTORNEY LIFE=STAT EIAMBULANCE SERVICE P.O. Box 2318 • Broken Arrow, OK 74013 • (918) 451 -2448 September 6, 1994 Ms. Sherry Bishop City of-Owasso 207 S. Cedar P.O. Box 180 Owasso, Ok. 74055 Dear Ms. Bishop; We are pleased to provide your REQUEST FOR PROPOSALS ADMINISTRATIVE SERVICES. Should with clarification on any of the our response, please let us know. Respectfully, the attached response to FOR AMBULANCE BILLING we be able to provide you issues contained within Stuart E. Long, esident LIFE -STAT AMBULANCE SERVICE, INC. a 1 1 A 1 1 i 1 1 1 1 1 1 RESPONSE TO CITY OF OWASSO REQUEST FOR PROPOSALS FOR AMBULANCE BILLING ADMINISTRATIVE SERVICES FROM LIFE -STAT AMBULANCE SERVICE, INC. 2005 S. ELM PLACE, SUITE F BROKEN ARROW, OK. 74012 (918) 455 -6277 This Proposal is the property of LIFE -STAT Ambulance Service, Inc. Because it contains confidential information proprietary to LIFE -STAT Ambulance Service, Inc., no copies may be made whatsoever of the contents herein nor any part thereof, nor should the contents be disclosed to any party not specifically authorized to discuss said contents by LIFE -STAT Ambulance Service, Inc. officers. CORPORATE HISTORY LIFE -STAT Ambulance Service, Inc. is a provider of emergency and non - emergency ambulance services to patients including transfers to and from health care facilities and residences. LIFE -STAT also provides pre - hospital emergency medical care and transportation to patients in response to "911" emergency medical calls while assisting the Broken Arrow Fire Dept. emergency medical service system. LIFE -STAT currently operates in the metropolitan Broken Arrow and suburban Tulsa areas while serving all hospitals and many nursing and convalescent homes, as well as individuals. LIFE -STAT performs approximately 450 patient transports each month. LIFE -STAT Ambulance Service maintains a professional, and computer proficient accounts receivable staff and performs all of its own billing services, including private pay, Medicare, Medicaid, Insurance companies, the Veterans Administration, HMO's, PPG's, and all other third -party payers. LIFE -STAT has continued to perform its own services on a continual basis in excess of five years Our billing system is fully computerized. All Medicare claims are billed electronically to our third -party intermediary (Aetna), which reduces the turn - around time on claims payment from 30 days to 14 days. OUR PROPOSAL With this proposal, it would be our intent to provide a complete turn -key billing program for the City of Owasso Fire Dept. LIFE -STAT would agree to furnish all materials, equipment and supplies to perform the necessary functions of the accounts receivable process. In consideration of your specifications, LIFE -STAT would agree to the following: 1. LIFE -STAT will review the procedures of the Owasso Fire Dept. to determine what information is currently being received by the Owasso Paramedics so that we may assure that all necessary information is in fact, being compiled for appropriate billing. However, should information which is necessary for appropriately processing a claim be absent, LIFE -STAT will endeavor to obtain all needed information for timely claims filing. 2. In the event the necessary information is not being ' retrieved from patients, families, medical institutions, etc. LIFE -STAT shall agree to perform all necessary training sessions with the Owasso Fire Dept. so that a ' mutually satisfying process can be established for the purpose of eliciting the information necessary to file and collect for services rendered by the City of Owasso. 3. LIFE -STAT shall familiarize itself with the City of Owasso's ambulance service membership agreement and file all claims in accordance with the provisions of the ' membership program. LIFE -STAT shall also agree to initially review and continually monitor the ambulance membership program to ' assure that it is actuarially sound (anticipated amounts that will not be billed for coinsurance and deductibles) and within the scope of federal Medicare regulations. ' 4. LIFE -STAT will post all credits /payments to individual patient accounts within a reasonable period of time, 5. LIFE -STAT shall agree to respond to all qualified inquiries regarding statements, billing and insurance problems which may arise in connection with Owasso related ' receivables and provide on each individual invoice and statement, a local telephone number for such inquiries. 6. LIFE -STAT shall agree to follow up on all claims that ' are pending payment or denial and shall reprocess all unpaid claims at thirty -day intervals. LIFE -STAT shall continue to pursue payment of all claims until such time as we deem them to be uncollectable, with justification, and return said claims to the City for further legal action. LIFE -STAT shall agree to pursue all claims for a period of no less than 90 days. ■ P providing that the City of Owasso submits to LIFE -STAT ' verification of payments received and /or credits to be issued. LIFE -STAT shall agree that all payments /credits verified within seven days of month's end shall be posted to all patient accounts prior to submission of month -end reports. 5. LIFE -STAT shall agree to respond to all qualified inquiries regarding statements, billing and insurance problems which may arise in connection with Owasso related ' receivables and provide on each individual invoice and statement, a local telephone number for such inquiries. 6. LIFE -STAT shall agree to follow up on all claims that ' are pending payment or denial and shall reprocess all unpaid claims at thirty -day intervals. LIFE -STAT shall continue to pursue payment of all claims until such time as we deem them to be uncollectable, with justification, and return said claims to the City for further legal action. LIFE -STAT shall agree to pursue all claims for a period of no less than 90 days. ■ P REPORTS AND DATA Pursuant to your RFP, LIFE -STAT agrees to "provide statistics and reports to the City of Owasso Finance Department relating to ambulance services provided, ambulance usage compared to revenue, etc. Maintain and provide financial records necessary to substantiate the actual cost of operating the ambulance service. Have the ability to provide a weekly aged trial balance report reflecting balances, total accounts receivable and date of last payment. Have the ability to provide monthly reports which show a break down of total monthly charges, total monthly receipts, total accounts receivable and a collection percentage total ". Specifically, the following reports may be provided at your option: CHARGE REPORT: This report prints a list of calls and their charges alphabetically or in date order. The report may include charge detail or summary reports, by date range, or any combination of flags or charge types. CREDIT REPORT: This report is used to print a list of calls and their specific credits under each Credit code with corresponding dollar amounts. This report may be printed in chronological order or by date of call. CALL REPORT: This report prints a list of calls in date or alpha order. The report may be printed to include call detail, date range, by any combination of flags and whether the calls have a balance. LOG REPORT: The Log Report includes the following information: Call Number; Patient Name; Age; Caller; Unit; Call Times; Count; Doctor; Day; Reasons; From Location; To Location; Date; Attendant; and Charges. AGED RECEIVABLES REPORT: The Aged Receivables Report prints a list of patients' outstanding balances aged according to the aging date. This report also prints a Flag Summary Report. PATIENT COLLECTION REPORT: The Patient Collection Report prints all activity within a patient's account. RECEIVABLES DISTRIBUTION REPORT: The Receivables distribution Report shows the status of accounts receivable, collections, and the length of time it takes to collect a bill. This report prints the charges for each month and the credits collected on those ' charges. AUDIT TRAIL: The Audit Trail is a "trail" of activity which affects the Accounts Receivable Balance. When activated and properly initiated, the BALANCE of the final record of the Audit Trail should equal the Accounts Receivable Balance. Many other reports are also available to assist Fire Dept. management and the City of Owasso decision makers; some are listed here: - Protocol Exception report - Fractile Response time Analysis -Call Frequency Analysis -Unit Analysis -Call Report Generator OUR STAFF The following listed persons will be responsible for processing Owasso's accounts receivable: OUR EXPERIENCE Though LIFE -STAT currently does not process claims for any other outside entity, we feel that through our own -w successful experience of processing ambulance specific accounts receivable, we are appropriately qualified to Iprovide these services to the City of Owasso. Kristie Adkins, Vice President, Life -Stat Ambulance ' Service, Inc. Overall responsibility of all aspects of accounts receivable functions. ' Paula Bedford, Data Processing Specialist, Life -Stat Ambulance Service, Inc. Responsible for entry of data from ambulance report forms, completion of State of Oklahoma scannable run report forms, data entry of Medicare electronic claims. OUR EXPERIENCE Though LIFE -STAT currently does not process claims for any other outside entity, we feel that through our own -w successful experience of processing ambulance specific accounts receivable, we are appropriately qualified to Iprovide these services to the City of Owasso. METHOD OF COMPENSATION As federal Medicare regulations specifically restrict ' a billing agent from operating on; (a) compensation related to the amounts billed or collected; and (b) compensation based on a contingency, LIFE -STAT must , therefore Invoice the City of Owasso based on a flat fee basis. For the aforementioned, LIFE -STAT proposes to Invoice I the City of Owasso $1,000.00 per month. In addition, LIFE -STAT will also agree to process the City of Owasso's ambulance related accounts receivable sixty days in retrograde. L I� 1 1 C, Ni CITY OF OWASSO REQUEST FOR PROPOSALS IirelAll, AMBULANCE BILLING ADMINISTRATIVE SERVICES City of Owasso 207 South Cedar Post Office Box 180 Owasso, OK 74055 G I. Background Information Regarding Issue October 15, 1993, the City of Owasso City Council adopted Ordinance #469 enacting the policy of billing insurance providers for ambulance services received by subscribers. Before the enactment of this policy, a "subscriber /user" received no billing for emergency services received. Due to the increasing costs of providing ambulance service third party billing was determined by the'Ambulance Fee Structure Review Team to be the most cost effective method of increasing revenues while maintaining the users cost. Payments received from the insurance company of a "subscriber /user" would be accepted as payment in full. H. General Description of Request for Proposal Services Requested The City of Owasso is requesting written proposals from companies for the purpose of retaining a third party administrator for the billing of ambulance services provided by the City of Owasso ambulance and emergency staff. Right to Extend or Change Third Party Administrators The City of Owasso reserves the right to use no ambulance billing administrator, use another ambulance billing administrator or use additional ambulance billing administrators with special expertise for this or any subsequent project at the discretion of the City of Owasso. No Compensation for Proposal A proposal submitted as a result of this Request for Proposals will be considered a marketing investment on the part of the respondent. No respondent will be compensated for the preparation of response to this request. M. Scope of Services The Ambulance Billing Administrator shall provide the following services to the City of Owasso: Consultation and Trainine Consult and train City of Owasso ambulance service employees for proper medical records documentation, compliance with Medicare and corporation policies and procedures, medicolegal aspects of medical records. Furnish all diagnosis and procedure coding to insure full reimbursement from Medicare and all other insurance carriers. Billing Services Prepare and submit invoices within an acceptable time frame to users of the Owasso ambulance service who are not covered by a subscription agreement. Within an acceptable time frame file insurance claims for all ambulance services with private insurance companies, MediCare, Medicaid, and other carriers as needed. Secure any information which may be required to complete the claim forms. Provide monthly statement to patients of the ambulance service. Handle all patient inquiries regarding statements, billing and insurance problems. Have a local or toll free number which appears on all statements or billings for such inquiries. Follow up on all claims that are pending payment or denial 60 days after the original filing date and continue follow up until payment is received or until deemed uncollectible and returned to the City for further legal collection. Reports and Data Maintain and provide statistics and reports to the City of Owasso Finance Department relating to ambulance services provided, ambulance usage compared to revenue, etc. Maintain and provide financial records necessary to substantiate the actual cost of operating the ambulance service. Have the ability to provide a weekly aged trial balance report reflecting balances, total accounts receivable and date of last payment. Have the ability v to provide monthly reports which show a break down of total monthly charges, total monthly receipts, total accounts receivable and a collection percentage total. Supplies ' Must supply all equipment and materials needed to provide above mentioned services. IV. Selection Criteria for Ambulance Billing Administrator Experience with administering third party claims for ambulance services. 1 Organization, structure, and stability of company. Responsiveness and compliance with the information requests within this RFP. Qualifications of staff, education, training, and years of experience will be considered. IAvailability of staff. Level of fees, method of application, billing procedures, and evidence of understanding of third party billing to insurance companies, medicare and medicaid. Evaluation Each proposal will be independently evaluated by the City of Owasso. 2 Communication All proposing firms are instructed not to make contact with any employee or Council Member of the City of Owasso. The only acceptable exception is a written request to the City of Owasso for clarifying questions. In this case, Sherry Bishop, the Treasurer of the City of Owasso, would be the only contact person. Disregarding this request will be grounds, at the discretion of the City of Owasso, for rejecting a proposal. V. Proposal The proposal shall address the company's ability to fulfill the selection criteria listed under section IV and shall also include the following items: Organization and Resources Describe how the company is organized and how its resources can best be utilized for this project. What other resources would be available to the City of Owasso Ambulance Service? Explain what benefit that would be to the City of Owasso. Experience Please include the names, addresses, and phone numbers of three (3) clients and contact persons. Staffine What individuals will be assigned to the City of Owasso? Discuss each staff member's responsibility, experience and expertise Method of Compensation Describe your preferred method of being compensated. Are you willing to work on a flat fee basis? Percentage of collections? Please explain in detail. Designated Contact All proposals should be sent to: Sherry Bishop, City Treasurer, City of Owasso, 207 South Cedar, P.O. Box 180, Owasso, Oklahoma 74055. Time Schedule The City of Owasso intends to use the following timetable in the selection process for an ambulance billing administrator. Target Date Event August 17, 1994 Distribute & advertise September 6, 1994 Deadline for Submission of Proposal September 20, 1994 The City of Owasso selects and employs an ambulance billing administrator 9 Deadline and Number of Copies All proposals must be in a sealed envelope and clearly marked in the lower left corner: "Sealed Proposal - Ambulance Billing Administrator Services ". All proposals must be received by 2:00 p.m. on Tuesday, September 6. 1994. They will be reviewed by the City of Owasso subsequent to the submittal deadline. Two (2) copies of the proposal must be presented. Notification of Selection The City Treasurer of the City of Owasso will notify the appropriate company that they have been selected to serve as Ambulance Billing Administrator for the City of Owasso Ambulance Services. im Notification of Others The City Treasurer of the City of Owasso will notify those companies who have not been ' selected. ' VI. Terms and Conditions Right to Reject The City of Owasso reserves the right to reject any or all proposals and to award the contract t to the next most qualified Ambulance Billing Administrator if the successful Ambulance Billing Administrator does not execute a contract within thirty (30) days after award. IClarification The City of Owasso reserves the right to request clarification of information submitted and to ' request additional information of one or more applicants. At its discretion, the City of Owasso may request that the company selected appear before a committee to interpret or clarify its proposal. iN Withdrawal of Proposal Any proposal may be withdrawn up until the date and time set above for the opening of the r" proposals. Any proposal not so withdrawn shall constitute an irrevocable offer for a period of ninety (90) days, to provide the City of Owasso with the services set forth in the attached specifications, or until one or more of the proposals have been approved by the City of Owasso. Termination The City of Owasso shall have the right to terminate its contract with or without cause by specifying the date of termination in a written notice to the firm at least thirty (30) working days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed under the contract. 4 f I Contractual Forms Any contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the City of Owasso and shall contain, as a minimum, all applicable provisions of the Request for Proposal. The City of Owasso reserves the right to reject any contract that does not conform to the Request for Proposal and any applicable requirements for contract. Assignment of Interest The company shall not assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the City of Owasso. Approval of Information Released No reports, information, or data given to or prepared by the firm under the contract shall be made available to any individual or organization by the firm without prior written approval of the City of Owasso. Prior to the execution of the contract proof of Error & Omission Insurance with the City of Owasso named as an additional insured must be provided. VII. Summary The City of Owasso is seeking a written proposal from your company which specifically responds to questions and information that will be used to evaluate your company's ability and willingness to serve the needs of the City of Owasso Ambulance Service. The selection of the Ambulance Billing Administrator will be based on the quality and completeness of the written proposal and reference checks, as well as personal interviews of selected companies. 5 nEMoRuvnuM TO: RODNEY J. RAY CITY. MANAGER ' FROM: ROHN MUNN ENGINEERING TECHNICIAN SUBJECT: AWARDING A CONTRACT TO BEELINE TRAFFIC CONTROL FOR THE 96TH STREET NORTH AND GARNETT ROAD SIGNALIZATION IMPROVEMENTS ■ DATE: September 28,1994 BACKGROUND: The signalization design was completed by mid June 1994 and presented to the City Council for solicitation on July 5,1994. The City Council on July 5,1994, authorized the staff to begin the solicitation process for the above project. The work for this project is in conjunction with the County intersection improvements that consist of ' widening, grading, and some storm sewer construction. The signalization project consists of adding signals, detector loops, and a solid state controller. Originally, the contract documents asked for the addition of overhead signals for each lane, detector loops, wooden poles with span wires, and a solid state controller. Also because of the limited funds, ' the intersection improvements for signalization were to be restricted to the wooden poles with span wires and signals strapped to the span wires. There was also requested in the bid documents two alternates; one for steel poles with mast arms, and the other was for four luminaries. ' A mandatory prebid meeting was held at Owasso City Hall on August 5,1994, at 2:00 pm. Those present at the prebid were: * Len Scantling representing Midstate Traffic Control * Derryl Willis representing Beeline Traffic Control I * David Willis representing Traffic & Lighting Systems * Steve R. Sadul representing Bo -Gart Construction Inc. * Staff A A concern for how long it will take the County to do their part was expressed at this meeting. Most of the bidders present did not want their bonds tied up while the City was waiting on the County to do any work. It was expressed to the bidders that the City was hoping for a quick turn around from the County. The Bid Opening was held on August 12,1994 at 2:00 pm, in which no bids were presented. A phone call was made to one of the bidders to see if their was a problem with the contract documents. The information received was that they were swamped and did not find the time to prepare a bid. It was also stated that there were no problems with the way the contract documents were prepared, other than when would the County get in and finish. Ms. Marcia Boutwell and myself visited with Rodney Ray, the City Manager to discuss options. It was suggested that an Addendum be prepared and sent out as soon as possible to the four qualified bidders stating an extension of ten days. The Addendum No. 1 stated that the bid opening date (August 12,1994) had been postponed until August 26,1994 at 10:00 am. On August 26,1994 at 10:00 am, another bid opening was attempted. Again, .no bids were received prior to the schedule time. However, at 11:55 am, one of the qualified bidders submitted his bid. The sealed bid from Beeline Traffic Control was opened and read by the Contract Administrator for the City. The bid documents were turned over to the Public Works - Engineering Division for review and processing. In reviewing the bid documents, everything was in place, however, the bid was considered to be too high. The City was informed prior to the bid opening that this project using wooden poles and attaching the signals to span wires along with all the necessary appurtenances should not exceed $25,000. Beeline Traffic Control's bid was for $35,000, Alternate No.1 was for a lump sum of $45,000 for steel poles with mast arms and all appurtenances, and finally Alternate No.2 was for the addition of four luminaries at a lump sum of $1,700. Beeline also acknowledged the contract time frame of 30 days (see the attached copy of the bid). All this indicates that there was a good chance the bidder did not totally understand the requirements for the bid. Under State Statutes, if the project is under $50,000, and no timely bids received, negotiation proceedings can take place if both parties are in an agreement. A meeting was set up between the City and Derryl Willis of Beeline Traffic Control to negotiate a price that would provide a complete signalization system containing steel poles, signals, luminaries, solid state controller, detector loops, conduits and wires along with any appurtenances. In that meeting an agreement was reached to provide the following: 1) Provide used steel poles with mast arms and used signals, 2) used luminaries, 3) one used 8 -phase solid state controller, 4) along with new wires, conduits, and other appurtenances, 5) for a lump sum of $38,600.00; OR 6) Install new equipment for a total lump sum of $48,600.00. In addition, Beeline will insure warranties on all new materials installed, along with at least a 6 month warranty on the solid state controller. Finally, there was an agreement to extend the project calendar days from 30 to 90 for the primary reason of not knowing when the County would move in and start working. Also this will allow time for Beeline to order new materials, if the City so desires. FUNDING SOURCE: Appropriation of expenditures for the signalization project will come from the approved 1994 -95 Revenue Bond ($25,816.00 from line item no. 90- 410 -5465 of the current budget year, was transferred from the Residential Street Overlay 1988 Revenue Bonds). Obviously, this amount will not cover the amount that Beeline has proposed. Therefore, if the Council approves the $38,600.00 or the $48,600.00, additional funds will need to be appropriated in order to cover all costs associated with this project. The additional funding can be obtained from the Capital Improvements Fund by reducing the residential overlay funding from $30,000 to $17,000 (line item number 81- 410- 5464). ' PROJECT SCHEDULE: The project schedule can not be set until we know when the County will be doing their part. However, Beeline would go ahead and install all the conduits that would be under existing and proposed pavement regardless of what the County does, provided they were awarded the contract. RECOMMENDATION: The staff recommends Council award a contract to Beeline Traffic Control in the amount of $38,600.00 for the improvements to the intersection of 96th Street North and Garnett Road, and to appropriate the necessary funds for this project from the Capital Improvements Fund residential overlay appropriation. M ATTACHMENTS: 1) Copy of the Bid from Beeline Traffic Control (b) BIDDER has examined the site and locality where the Work is to be performed, the legal requirements (federal, state and local laws, ordinances, rules and regulations) and the conditions affecting cost, progress or performance of the Work and has made such independent investigations as BIDDER deems necessary. This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; BIDDER has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; BIDDER has not solicited or induced any person, firm or a corporation to refrain from bidding; and BIDDER has not sought by collusion to obtain for himself any advantage over any other Bidder or over OWNER. BID FORM ITEM # DESCRIPTION AND BID UNIT PRICE EXTENSION 001. SIGNALIZATION as shown on sheets 1 -9 and stated in SPECIAL PROVISIONS, FOR A LUMP SUM OF OW c(' , Alternate No 1 Steel poles with mast arms and all appurtenances to provide a complete system, for a lump sum of AA �r -:1 �" 0 s, n r. G f ir- — - w Alternate No 2 Installation of 4 luminaries and all appurtenances_ for a limn i,,,,, nF NOTE: BID EACH ITEM INDEPENDENTLY AND DO NOT COMBINE ANY THAT HAS NOT BEEN STATED SO ABOVE. 4. BIDDER agrees that the Work will be completed and ready for final payment in accordance with the General Conditions on or before the dates or within the number of calendar days indicated below. 3 C, c\ ab S — 0794 11L 00200 - 2 of 5 1 1 BIDDER accepts the provisions of the Agreement as to liquidated damages of $500.00 for each consecutive calendar day in the event of failure to complete the project within 0 DliMl calendar days. 5. The following documents are attached to and made a condition of this Bid: A. Required Bid Security in the form of a � D '3o nd — ; B. Statement of Bidder's Qualification, Section 00230; and C. All forms listed in Instructions to Bidders, and Section 00110. 6. The terms used in this Bid which are defined in the General Conditions of the Construction Contract included as part of the Contract Documents have the meanings assigned to them in General Conditions. SUBMITTED ON Z 19 BY: COMPANY:_isee 4we SVAFP Lc- C-61� YC� it�C IF BIDDER IS: An Individual By:_ lip. 0794 i1 doing business as Business address: Phone No.: (Individual's Name) (SEAL) BID 00200 - 3 of 5 MEMORANDUM TO: RODNEY J. RAY CITY. MANAGER FROM: ROHN MUNN ENGINEERING TECHNICIAN SUBJECT: OWASSO SPORTS PARK PHASE H - FENCING SOLICITATION OF BIDS DATE: October 11, 1994 BACKGROUND: The staff has completed the contract documents and bid specifications for the fencing of Phase D of the Owasso Sports Park. The fencing will be installed around the existing softball fields. The specifications for the type of fencing recommended is the same as exists on the baseball fields. However, the staff is changing the height requirements of the backstops along with minor modifications of the dugouts. With this project you will also see the deletion of the covered bleachers. Additions to the softball complex consists of providing gates at the beginning of all runways, with the exception of the south runway where there will be 4 batting cages constructed in between fields 6 & 7. PROJECT SCHEDULE: The following schedule is proposed for this project: Council authorization to solicit bids October 18,1994 Advertisement for bids October 27,1994 Mandatory pre -bid meeting November 17,1994 Bid Opening November 29,1994 Award contract December 6,1994 Begin construction (60 days) December 19,1994 Complete construction February 19,1995 FUNDING SOURCE: The City Council adopted Resolution 94 -09, a resolution adopting a FY 1994 -95 Budget for all funds administered by the City. Contained within FY 1994 -95 Budget was the improvements to the Sports Park in the FY 94 -95 Capital Improvement Fund. Currently there is approximately $70,232 available to use toward improving the sports park area. The staff feels that it will cost approximately $45,000 to have the fencing installed in the softball complex. Therefore, there should be sufficient funds to cover the installation of the fencing contract proposed. PROJECT ADMINISTRATION: The project administration for this project will be accomplished by the staff members. This is a relatively small, clean job that pose no serious challenges to our capabilities. RECOMMENDATION: The staff recommends Council acceptance of the construction plans and specifications and authorize solicitation of bids for the Owasso Sports Park Phase II - Fencing improvements. ATTACHMENTS: 1) Conceptual construction plans OWASSO SPLIRTS-P4RK PHII FENCING W oD I I L —J I I Meld #12 I I I I ence Line (Typ,) I I I I 4 i I I + — — -o - - - - -- B1 I I 21 1 I L —� I�Dectrical I 1 Conduit (Typ.) I field #7 410' 1 I I �I I I -F� Transf ormcr — — Pad B2 GENERAL LAYOUT RTZ GATE BY DTHERS r -- I I GATE BY OTHERS GATE BY DTHERS \-B4 ence Line (Typ.) — 4 BATTING CAGES (EACH CAGE IS 101HIGH X 10'VIDE X 60' LONG) B1 *"Mw(W 21 1 1 L —� Electrical I I Field #7 I Conduit CTyp,) .1p' I 1 I Transf ormer Pad B2 GENERAL LAYOUT MM i E °� z waw L n i1NM12 I I FlNd�7� L vern.r a vsd TYPICAL FENCE LAYOUT FOR A 200' PLAYING FIELD GENERAL LAYOUT KTS ELEVATMN ALWG 3RD BASE SIDE O O•S.v nob -t for this O2 area. � l0' 6' ELEVATMN AUM MT BASE SIDE A—t Par this 't.-I for thl. TYPICAL FENCE L A YDUT FAR A 200' PLAYING FIELD GENERAL NOTES, 1. Theffo— Mlt.�p —p— w the run way b"..�d.. fwtddi h6 L 7. Th prop...dd hVGht of the f—.. 1 l be IC-D'. See otMr' sM.t. h this ..t for deteA. of th. Gatbp ..p.L O 9 O O O O By 2Y lY IC 6' ELEVATMN ALWG 3RD BASE SIDE O O•S.v nob -t for this O2 area. � l0' 6' ELEVATMN AUM MT BASE SIDE A—t Par this 't.-I for thl. TYPICAL FENCE L A YDUT FAR A 200' PLAYING FIELD GENERAL NOTES, 1. Theffo— Mlt.�p —p— w the run way b"..�d.. fwtddi h6 L 7. Th prop...dd hVGht of the f—.. 1 l be IC-D'. See otMr' sM.t. h this ..t for deteA. of th. Gatbp ..p.L Veh cap L9• an RAM, a0. r -0• (ryp> srr xot. -1 brio. zo'-B• vnB zl' -o• Ba�kstov E0' -o• vrp Tlted Roof (Typ) Hded cnp RypJ yeltlrd Cap (TypJ 2 sp•. ! ]0' -0' F spa. t 10'-6' R spo. ! 10' -0' -- r0' -4" Typ, Al-a to br left 0' (Ty 1 d ' -0p) opmrfrncmB L9' a0. Hortz Brocr (Typ) 0' Fence TM 2.873' 0.1. <TypJ L9' O.D. RypJ 4' a ➢, (Typ) z.9T5' 0.➢, Botton rame. Cry ILA— J"jI(u 4�j' B rE" Typ 4" TYP Ears• as B."— Brag oncr`r L� r� Flrol pr`atlr tr slab to br u E' x- Brountl and eloped to iN back atmp 4B'xl8� at Hasi t" (3500 FSU (T 6"TYP Y, ' y -0• J DUGOUT END ELEVATION Backstop footho 48•xl(' MOM) 10''"Bh f'^°r WINGED BACKSTOP (Vrldrd Construct-) HBh frze 1Y HBh Fence Nrldrd C.-t--l-) L Top of dugout ell br frncrtl h the sane — --0 nnmer os She ..des. Oupout DUGOUT POST DETAIL DUGOUT BACK ELEVATION (Vrld.d Construct-- — SPECIAL FENCE ALONG RUNWAY FROM DUGOUT TO OUTFIELD AREA BETWEEN FIELDS 6 & 7 FENCE CORNER DETAIL NOTES L Fence nate•tsl to be 6' Mph —a—d the owtflrld areo. L C—, and — st—tC— Posts to be Y-0' loop rtth 7 of to en6.d —L 1 LM post to be 8'-A' loop rtth 7 of Ntr enbe t. 4. AU c is feotbps to bra Mews+ of Y donetrr and extend 6' Moo tM Post. POST SCHEDULE FOR 6' HIGH PERIMETER FENCE POST TYPE LINE POST I END, CORNER, OR, TRETCHER POSTS TOP RAIL O RATS E WMENLIATURE IS PIPE 2' PIPE LEV PIPE DA Lr L31• 166' LM 16• L07• L44• USJFT. L72 167 LM IFUUrMTH Y/366 9-/36• W36• POST IENFTN Y -0• Y4M ayhD S—f- BACKST ❑P POST SCHEDULE POST TYPE HORTL BRACE BOT701 BRACE MR 4• lr LM LA 3-W i L67• L067• P377• 910 L71! 967 ��LppIQQS.{T/7IFFHTOG. DIA/OEPTN Ir/48• i - POST LENGTH PB' -l0• SEE DETAIL SEE DETAIL 15' HIGH FENCE POST SCHEDULE POST SAMTOP NORIZ 1RAlf 107701 sRACE O.A 33 L9• L377• LM 3A68' L61' L067• P377• 7.776 2.72 167 FFppLlpTLp�FFT. DIAJDFPTH 1r /48• - POST LENGTH EN Mr-10- SEE DETAIL SEE DETAIL POST SCHEDULE FOR 10' HIGH DUGOUT POST TYPE 1WNSOTi1P NORM BRACE BOTTOM BRACE an G77• Lr P377• LA L4W L61' eM7• LLBS./FT. 5.79 L72 967 vLVDEPTH 78'/41' POST LENGTH 7114x♦ SEE DETAIL SEE RETAIL ♦ F IONT DDENSUM ONLY, BACK IS 17 -7' TOTAL OWASSO SPORTS -PARK mF7BALL FENCE DEIAILS/NIsC. ='—' 0 n 1 REQUEST FI CITY MANAGER E0 COUNCIL DATE: 10 -12 -94 FI OPWA OEDA FI BOA F-1 PC FI CIP OPGA 1-1 WATCHDOG FI OTHER FOR INFORMATION CONTACT: NAME: Timothv Roone DEPT: Planning - Community Development TELEPHONE: 272 -2251 SUBJECT: Rezoning Reauest OZ -94 -07 AG to CG (North of Owasso Fire Station) NOTE: All City Council Agenda items, including appropriate backup materials, and all items for the City Manager's Report, must be submitted to the office of the City Manager by NOON on WEDNESDAY preceding a Council meeting. Hayward Smith, applicant and owner, is requesting approval of his rezoning request for an approximate 3 acre tract of land located directly north of the Owasso Fire Station and south of Morton Marine on the east side of Garnett Road. The subject site is bordered by CG zoning on the north and west and is located on a primary arterial to provide for proper access for higher intensity land uses than that of Agriculture. Staff feels that the CG zoning requested is a logical expansion of existing zoning patterns to the north and west, as well as existing development patterns in the area. It is highly unlikely that an AG or R zoning would be desirable on the subject site. The Owasso Planning Commission reviewed this request at their October 11, 1994 meeting and unanimously recommended approval of the rezoning request. No opposing comments regarding the request have been received by staff and no citizens attended the Planning Commission meeting. If the City Council approves this request, an Ordinance will be forwarded to you for action at the November 1, 1994 meeting. N/A Staff is recommending City Council approval of rezoning request OZ- 94 -07, changing zoning from AG to CG. DEPARTMENT DIRECTOR APPROV CITY MANAGER APPROVAL: ATTORNEY APPROVAL: BOARD /COMMITTEE APPROVAL: Planning Commission OTHER: CITY COUNCIL APPROVAL: DATE: 10 -12 -94 /o -/3 -97!L 10 -12 -94 10 -11 -94 CE USE`: DATE RECEIVED: �U _ �2 c�4 APPROVED: 1/0 -fig -94 SECOND AGENDA DATE: ORDINANCE /RESOLUTION: FOR CITY MANAGER'. FIRST AGENDA DATE HEARING: DATE: 10 -12 -94 /o -/3 -97!L 10 -12 -94 10 -11 -94 CE USE`: DATE RECEIVED: �U _ �2 c�4 APPROVED: 1/0 -fig -94 SECOND AGENDA DATE: ORDINANCE /RESOLUTION: CITY OF OWASSO Planning Department OZ -94 -07 Staff Report Timothy D. Rooney - City Planner BACKGROUND APPLICANT AND STATUS OF APPLICANT: Hayward Smith, applicant and owner. REQUESTED ACTION AND PURPOSE: A request for the rezoning of property from AG (Agricultural) to CG (Commercial General) to allow for commercial retail development. LOCATION AND SIZE: The property is located east of Garnett Road, directly north of the Owasso Fire Station in Northwest Quarter (NW /4) of the Southwest Quarter (SW /4) of Section 20, Township 21 North, Range 14 East and contains 3.135 acres gross and 2.741 acres net, more or less. The complete legal description is attached for your information and review. EXISTING LAND USE: The subject property is currently undeveloped. SURROUNDING LAND USE: The subject property is abutted on the north by the Morton Marine business zoned CG (Commercial General). The subject property is abutted to the south by the Owasso Fire Department, zoned AG (Agriculture). The subject property is abutted on the east by Highway 169 and on the west by Garnett Road. COMPREHENSIVE PLAN: The Comprehensive Plan identifies this area as being appropriate for Agricultural Uses. However, it is important to note that the Comprehensive Plan may be outdated in this area. Garnett Road is identified as a primary arterial to provide for proper access for higher intensity land uses. APPLICABLE REGULATIONS: The Zoning Code for the City of Owasso, Chapter 15 "Amendments ", and Chapter 6 "Commercial Land Uses." SITE INFORMATION: No unusual development hardships are noted. Staff Report OZ -94 -07 Page 2 of 2 6 ANALYSIS The proposed rezoning, if approved, would create a 3.13 acre area of commercially zoned property for the applicant. The subject property is located between Morton Marine and the Owasso Fire Department on Garnett Road, is currently zoned AG (Agriculture) with a request to rezone to CG (Commercial General), and is unlikely to develop if the current zoning pattern was to remain AG. As stated previously, the Owasso Comprehensive Plan, while identifying this area as being ' appropriate for Agriculture, may be considered to be outdated when applied to the existing physical facts of the area surrounding the subject tract. Again, with Morton Marine to the north, Owasso Fire Department to the south, and Highway 169 and Garnett Road on the east ' and west, an Agricultural use of this land is not practical. For the same reasons, a residential classification and use would also be unlikely. ' The Commercial General zoning requested by the applicant would allow for a myriad of commercial retail uses. A list of uses permitted under CG zoning is attached for your review. Letters were sent to surrounding property owners and notification was published in ' the Owasso Reporter. The subject property was also posted the last week in September. To date, staff has received no objections to the rezoning request. If approved, a site plan would need to be reviewed by the Owasso Planning Commission prior to any :development. RECONEWENDATION Staff feel a rezoning and use of this property in a commercial manner would be harmonious ' to the surrounding land uses and is recommending approval of the rezoning request from AG to CG. ' ATTACHMENTS 1. Legal Description. ' 2. Location Map 3. Uses permitted in a CG zoning district. 4. Copy of Legal Ad published in the Owasso Reporter 5. Copy of letter sent to surrounding property owners. 1 1 _. � ._. _� �••! ...... n...,o ,.co •7[Y '� naavJSVW�YIn� r 82 PLAT of DESCRIPTION NW /4 NW/4 SW /4 LOT 1 BLOCK 1 R-114-C, MORTON VIEW ADDITION 295.95' N ~ S89'58' 10" E 480.95' tom. SECTION 20 i wr an, j%W w�+w y. � I � etas Y "tOG' Q W M 3" W sett z j Q ; _ 3 89'b8'10 "E 317.43' :o DESCRIPTION A TRACT OF LAND IN THE NORTHWEST QUARTER OF THE SOUTHWEST QUARTER (NW /4 SW /4) SECTION 20, TOWNSHIP 21 NORTH, RANGE 14 EAST OF THE IDIAN BASE AND 'MERIDL4N, TULSA COUNTY, STATE OF OKLAHOMA, ACCORDING TO THE U.S. GOVERNMENT SURVEY THEREOF, MORE PARTICULARLY DESCRIBED AS FOLLOWS, TO —WIT; BEGINNING AT THE SOUTHWEST CORNER OF SAID NORTHWEST QUARTER OF THE SOUTHWEST QUARTER (NW /4 SW /4), THENCE S89'58' 10 "E ALONG THE NORTH LINE THEREOF FOR 140.95 FEET TO THE WESTERLY RIGHT OF WAY LINE OF HIGHWAY 169, SAID POINT ALSO BEING THE SOUTHEAST CORNER OF LOT 1, BLOCK 1, MORIUN VILW AUUIIIUN IU IHL QIIY OF OWASSO, THENCE SOUTHWESTERLY ALONG SAID RIGHT OF WAY ON A CURVE TO THE LEFT HAVING A RADIUS OF 5230.51 FEET FOR A DIST- ANCE OF 379.16 FEET, THENCE N89'58'10"W FOR 317.43 FEET TO THE WEST; LINE OF SAW NORTHWEST QUARTER OF THE SOUTHWEST QUARTER (NW /4 SW /4), THENCE DUE NORTH ALONG SAID WEST LINE FOR 342.73 FEET TO THE POINT OF BEGINNINGG. CONTAINING 3.135 ACRES GROSS AND 2.741 ACRES NET wrac o r.t.t. Hi �s -a -tss L� 1 1 1 row i CHAPTER 6 COMMERCIAL DISTRICT PROVISIONS 600 Purposes 610 Principal Uses 62-9 Accessory Uses 630 Bulk and Area Requirements 640 Special Exception Uses, Requirements 650 Location of Sexually Oriented Businesses 66U Site Plan Review SECTION 600 PURPOSES OF COMMERCIAL DISTRICTS 600.1 General Purposes The Commercial Districts are designed to: a. Achieve the commercial objectives of the Comprehensive Plan. b. Meet the needs for commercial services and goods of the trade area. c. Preserve and promote the development of efficient commercial facilities and encourage a compatible relationship between com- mercial facilities and other land uses and thoroughfares by: 1. Differentiating the types and purposes of commercial activities. 2. Establishing bulk and area controls. 3. Requiring off - street loading and parking facilities. 4. Controlling the number, area, location, and types of signs. 5. Protecting the character of commercial districts and their peculiar suitability for commercial uses. 600.2 Purposes of the CS Shopping Center District The CS District is designed to accommodate convenience, neighborhood, sub - community, community, and regional shopping centers providing a wide range of retail and personal service uses. 600.3 Purposes of the CG General Commercial District The CG District is designed to: a. Accommodate existing development of mixed commercial uses which are well established, while providing a degree of protection to adjacent residential areas. 35 _ b. Accommodate the grouping of certain commercial and light Indus- , trial uses which are compatible with one another. 600.4 Purposes of the CH Commercial High Intensity District 1 The CH District is designed to accommodate high intensity commercial and related uses. ' SECTION 610 PRINCIPAL USES PERMITTED IN COMMERCIAL DISTRICTS The principal uses permitted in the Commercial Districts are designated by use units. The use units are groupings of individual uses and are fully described, including their respective off - street parking, loading, and screening requirements and other use conditions in Chapter 10. The use units permitted in Commercial Districts are set forth below Table 1. 1 1 1 1 1 1 1 1 1 1 1 f►Ri Table 1 Use Units Permitted in Commercial Districts Name Districts CS CG CH 1. Areawide Uses X X 2. Areawide Special Exception Uses E E 4. Public Protection and Utility Facilities X X 5. Community Services, Cultural and Recreational Facilities X X 8. Multi- Family Dwellings and Similar Uses E E 10. Off- Street Parking Areas X X 11. Offices and Studios X X 12. Eating Places Other Than Drive -Ins X X 13. Convenience Goods and Services X X 14. Shopping Goods and Services �,�l4g4t X 15. Other Trades and Services 16. Gasoline Service Stations X X 17. Automotive and Allied Activities �t9�9ti X 18. Drive -In Restaurants 19. Hotel, Motel, and Recreation Facilities X X 20. Commercial Recreation, Intensive E 21. Business Signs and Outdoor Advertising X X 22. Warehousing and Wholesaling E 24. Light Manufacturing and Industrial Research and and Development E *X = use by right. E = special exception. 36 X E X X E X X X X X X X X E SECTION 620 ACCESSORY USES PERMITTED IN COMMERCIAL DISTRICTS 620.1 Accesory Uses Permitted Accessory uses customarily incident to a principal use permitted in a Com- mercial District are permitted in such district. 620.2 Accessory Use Conditions a. Accessory buildings shall meet the minimum building setback lines of the applicable district. b. An accessory building erected as an integral part of the principal building shall be made structurally a part thereof, shall have a common wall therewith, and shall comply with the requirements applicable to the principal building. c. Signs in the Commercial Districts, whether accessory or principal uses, are subject to the use conditions of the Use Unit 21. SECTION 630 BULK AND AREA REQUIREMENTS IN THE COMMERCIAL DISTRICTS Table 2 Bulk and Area Requirements in the Commercial District District CS CG CH Frontage (min. ft.) Arterial and Freeway Service Road 150 150 N/A Not an Arterial 50 50 N/A Floor Area Ratio (maximum) .50 .75 N/A Setback from Centerline of Abutting Street (min. ft.): measured from centerline of abutting street; add of the right -of -way width designated on the Major Street Plan, or 25 feet if the street is not designa- ted on the Major Street Plan: Arterial and Freeway Service Road 50 50 N/A Not an Arterial 25 25 N/A Setback from abutting R District boundary lines (min. ft.) 10* 10* 10* Building Height (max. ft.) N/A N/A N/A *plus 2 feet of setback for each 1 foot building height exceeding 15 feet if the abutting property is within an RE, RS, RD or RTH District. 37 1 d 1 EXHIBIT "A" NOTICE TO THE PUBLIC OF A HEARING ON A PROPOSED AMENDMENT TO THE ZONING ORDINANCE OF THE CITY OF OWASSO, OKLAHOMA APPLICATION: OZ -94 -07 ' Notice is hereby given that a public hearing will be held before the Owasso Planning Commission, in the Owasso Community Center, Owasso, Oklahoma, at 7:00 P.M. on the 11th day of October, 1 1994. At that time and place, consideration will be given to the proposed change of the zoning classification of the following described property: ' A TRACT OF LAND IN THE NORTHWEST QUARTER OF THE SOUTHWEST QUARTER (NW /4 SW /4) SECTION 20, TOWNSHIP 21 NORTH, RANGE 14 EAST OF THE INDIAN BASE AND MERIDIAN, TULSA COUNTY, STATE OF OKLAHOMA, ACCORDING TO THE US GOVERNMENT ' SURVEY THEREOF, MORE PARTICULARLY DESCRIBED AS FOLLOWS, TO -WIT; BEGINNING AT THE SOUTHWEST CORNER OF SAID NORTHWEST QUARTER OF THE SOUTHWEST QUARTER (NW /4 SW /4), THENCE S 89 058'10 "E ALONG THE NORTH LINE THEREOF 140.95 FEET TO THE WESTERLY RIGHT -OF -WAY LINE OF HIGHWAY 169, SAID POINT ALSO BEING THE SOUTHEAST CORNER OF LOT 1, BLOCK 1, MORTON VIEW ADDITION TO THE CITY OF OWASSO, THENCE SOUTHWESTERLY ALONG SAID RIGHT -OF -WAY ON A CURVE TO THE LEFT HAVING A RADIUS OF 5230.51 FEET FOR A DISTANCE OF 379.16 FEET, THENCE N 89 °58'10 "W FOR 317.43 FEET TO THE WEST LINE OF SAID NORTHWEST QUARTER OF THE SOUTHWEST QUARTER (NW /4 SW /4), THENCE DUE NORTH ALONG SAID WEST LINE FOR 342.73 FEET TO THE POINT OF BEGINNING, CONTAINING 3.135 ACRES GROSS AND 2.741 ACRES NET. The general location of the property is along the east side of Garnett Road, immediately north of the Owasso Fire Station. To be considered is a rezoning from AG (Agriculture General District) to CG (Commercial General). pa 6 All persons interested in this matter may be present at the hearing and present their objections to or arguments for any or all of the above matters. In the event that such proposed rezoning is approved, in whole or in part, by the Owasso Planning Commission, said Planning Commission shall submit its recommendation to the City Council of the City of Owasso for its consideration and action, as provided by law. The City Council's review of the recommendation of the Planning Commission on the proposed rezoning shall be at a meeting time and place to be determined by the Council, said information to be available from the Owasso City Planner. A map showing the proposed rezoning accompanies this notice. For more information on the proposed rezoning contact the Owasso City Planner, City Hall, 207 S. Cedar, Owasso, Oklahoma 74055, or phone (918) 272 -2251. Dated at Owasso, Oklahoma, this 19th day of September, 1994. ' Timothy D. Rooney City Planner 1 207 South Cedar PO Box 180 Owasso, OK 74055 City of Owasso NOTICE TO PROPERTY OWNER OZ -94 -07 (918) 272 -2251 FAX (918) 272 -4999 Notice is hereby given that a public hearing will be held before the Owasso Planning Commission in the Owasso Community Center, 301 South Cedar, Owasso, Oklahoma at 7:00 PM on the 11th day of October, 1994. At that time and place, the Owasso Planning Commission will consider a request from Hayward Smith, applicant and owner, for a proposed change of the zoning classification from an AG (Agriculture) District to CG (Commercial General) District, which would allow for the development of Commercial Retail Uses. The subject property is described as follows: A tract of land in the northwest quarter of the southwest quarter (NW /4 SW /4) Section 20, Township 21 North, Range 14 East of the Indian Base and Meridian, Tulsa County, State of Oklahoma, according to the US government survey thereof, more particularly described as follows, to -wit; Beginning at the southwest corner of said northwest quarter of the northwest quarter of the southwest quarter (NW /4 NW /4 SW /4), thence S 89 °58'10 "e for 480.95 Feet to the westerly right -of -way line of Highway 169, said point also being the southeast corner of Lot 1, Block 1, Morton View Addition to the City of Owasso, thence southwesterly along said right -of -way on a curve to the left having a radius of 5230.51 feet for a distance of 379.16 Feet, thence N 89 °58'10 "w for 317.43 Feet to the west line of said northwest quarter of the southwest quarter (NW /4 SW /4), thence due north along said west line for 342.73 Feet to the Point of Beginning, containing 3.135 Acres gross and 2.741 Acres net. The general location of the property is along the east side of Garnett Road, immediately north of the Owasso Fire Station. ' As an abutting or nearby property owner, you are being notified so that you may be able to express your views or concerns regarding this request. If you are unable to attend this meeting, please forward any comments you may have in writing to the Owasso City Planner, ' 207 S. Cedar Street. These comments will be presented to the Planning Commission members at the scheduled public hearing by Planning Staff. Information and maps showing the property location may be inspected in the office of the City Planner, 207 South Cedar, Owasso, Oklahoma, 74055 or by calling 272 -2251. This is your only personal notification of this request. Dated at Owasso, Oklahoma, this 26th day of October, 1994. Sincerely, 1 1 Timothy D. R ey, City Planne MEMORANDUM TO: FROM: SUBJECT: DATE: ' BACKGROUND: 1 THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO TIMOTHY D. ROONEY INTERIM COMMUNITY DEVELOPMENT DIRECTOR OWASSO SUBDIVISION REGULATIONS October 12, 1994 Between 1989 and 1992, 'the Owasso Planning Commission reviewed each chapter and each exhibit of the current subdivision regulations, including a very generalized design criteria document. Based upon this review and concerns raised by council members, citizens, and staff, it was determined that these documents were not sufficient to properly address the development concerns of the community. OWASSO SUBDIVISION REGULATION REVIEW COMMITTEE - A subdivision regulation review committee was established in October of 1992 which consisted of Tim Rooney, City Planner; Richard Hall, former City Planner; Rohn Munn, Engineering Technician; John McElhenney, INCOG Engineer; Irving Frank, INCOG Planner; Mike Augustine, former City Planner and Public Works Director; and Steve Compton, Assistant City Manager for Community Development. This committee rewrote the subdivision regulations and prepared a preliminary draft document for review by the Planning Commission. This preliminary draft document was reviewed by the Planning Commission at three separate public hearings (February 18, March 18, and April 15, 1993). At the April 15, 1993 meeting, a final draft document was approved by the Planning Commission for submission to the public and development community for input. Letters were then sent to over 50 different developers, builders, and engineers who have a history of developing or building in Owasso informing them that copies of the proposed subdivision regulations were available for their review. Fourteen responses were received resulting in three changes being made to the final draft. The final draft was approved by the Planning Commission on September 16, 1993 (See attached memorandum dated 9- 9 -93). Since the Planning Commission's last approval in September of 1993, staff along with several members of the development community have been fine tuning the Subdivision Regulations and reviewing the processes and procedures laid out within them. In September of 1994, after several review meetings, a final document and its contents were agreed upon. On October 11, 1994, the Owasso Planning Commission reviewed the proposed subdivision ' regulations (the fifth time reviewed by that Commission) and voiced no concerns regarding the proposed regulations as submitted. PP I-, Please note that the proposed subdivision regulations do not include the design criteria document. ' The design criteria, a document which specifies the standards at which subdivision improvements are to be installed, has also been reviewed by the Planning Commission and is in a similar fine tuning stage. When the Owasso Design Criteria is adopted, the Owasso Subdivision Regulations -4 and the Owasso Design Criteria will be the two most important development documents in Owasso and will provide both direction and standards for all future development. A copy of the final draft of the Subdivision Regulations was forwarded to you in the October 4, 1994 council packet and there have been no changes since that time. If you need an additional copy, please do not hesitate to contact me. RECOMMENDATION: Staff feels that the Subdivision Regulations are an excellent product of extensive review by staff and the development community and have had ample opportunity for input from the public. Staff is recommending City Council approval of Ordinance No. 480 which would formally adopt the new Subdivision Regulations. ATTACHMENTS: 1. 9 -9 -93 Memorandum from Mr. Rooney. 2. 1 -6 -94 Memorandum from Mr. Rooney. 3. Ordinance No. 480. ENCLOSURES: 1. Final Draft of the Owasso Subdivision Regulations. I t 1 r 1 MEMORANDUM TO: THE OWASSO PLANNING COMMISSION FROM: TIMOTHY ROONEY, CITY PLANNER SUBJECT: FINAL DRAFT - OWASSO SUBDIVISION REGULATIONS DATE: September 9, 1993 BACKGROUND: As you are aware, the Owasso Subdivision Regulations has been going through a series of reviews in order to update the document. A subdivision regulation review committee was established in October of 1992 for the purpose of reviewing the document for accuracy and adding recommended changes. Prior to tonight's meeting, preliminary drafts of the Owasso Subdivision Regulations have been reviewed in three separate public hearings before the Planning Commission (February 18, March 18, and April 15). At the April 15, 1993 meeting, the Planning Commission unanimously recommended approval of the Subdivision Regulations, thus allowing staff to submit the document to the development community for input. On May 18, 1993, letters informing the development community that copies of the proposed subdivision regulations were available for their review and input were mailed to over 50 different developers, builders, and engineers who have a history of development within Owasso. A copy of this letter has been enclosed for your information and review. The following is a list of who were sent the May 18, 1993 letter: Fred George Boy's of Oklahoma Pete Kourtis Brentwood Estates HNTB FHC, Inc. Elm Creek, Inc. Jack Finley Engineering OK Utility Construction Stephen's Construction Cor -Manda Homes John K. Davis Tom Morris Construction David Gibson Mike Fretz Inc Timber Carver Homes Double Oaks, Inc. Soc's Realty Freeman Construction Sack Associates Dennis Hodo, P.E. Bill Lewis Nova Engineering Craig & Keithline Roy Johnsen Builders Unlimited Waugh Construction Greg Wylie Construction Paragon Construction Tiarra Homes Hale & Son's Construction Pat Woods Construction Thomas P. Watts Higgin's Ventures, Inc. Avant Properties Native Oak Homes, Inc. HTB, Inc Horizon Engineering Norman & Wohlgemuth Mansur, Daubert, & Strella Trail's End Development Jim Willingham Beale Co Builders Hollywood Homes RC Construction West Star Homes Homes By Betty Rimer Homes Westec Properties The City of Owasso received requests for copies of the proposed subdivision regulations from the following after they received their letter: Native Oak Homes Brentwood Estates Boys of Oklahoma Fred George Freeman Construction Soc's Realty Avant Properties Pete Kourtis Sack Associates Higgin's Ventures; Inc. Dennis Hodo Double Oaks, Inc. Bill Lewis OK Utility Construction Co. Upon receiving the requests for copies of the proposed regulations, a copy of the draft regulations along with a letter requesting that any comments or suggestions that they may have should be forwarded to our office no later than August 15, 1993. To date, no comments or suggestions were received. Essentially, this document is identical to the document your reviewed in April except for three changes. Those changes are on pages 13, 30, and 31, and have been shaded for your review. The change occurring on Page 13 is a "policy" change which will now allow for the issuance of building permits within a new subdivision providing that (1) water and sanitary sewer lines are completed, inspected, tested, and approved by City Council, and (2) a 100% performance bond is provided by the developer in lieu of all remaining construction (streets and storm drainage). The change occurring on Page 30 establishes an Emergency Siren Fee in order to subsidize the purchase of Civil Defense Air Sirens warning of severe weather. The fee established is determined by an $11,000 price tag for a siren that would serve a one square mile area. Previously, this costs was absorbed entirely by the City. The City would continue to provide for the long -term maintenance and future replacement of each siren. The change occurring on page 31 adds blue street reflectors that will easily identify the locations of fire hydrants on residential streets from a significant distance, particularly at night. This is a widely used practice and requirement in many urban areas. P RECOMMENDATION• L Certainly, this document has had more than ample opportunity to be reviewed by the public (four , reviews before the Planning Commission alone) and the development community. The staff has worked diligently throughout the review process and is recommending approval of the final draft of the Owasso Subdivision Regulations. ' ATTACHMENTS/ENCLOSURES: 1. Final Draft of the Owasso Subdivision Regulations ' 2. Example letter sent to the development community on May 18, 1993. 1 r t MEMORANDUM TO: THE OWASSO PLANNING COMMISSION FROM: TIMOTHY D. ROONEY, CITY PLANNER SUBJECT: OWASSO DESIGN CRITERIA DATE: January 6, 1994 ' BACKGROUND: Enclosed within your packet is the final draft of the Owasso Design Criteria. It includes all ' recommended changes from the Planning Commission's initial review of the document, as well as the two changes presented to you by Mr. Munn at the December Planning Commission meeting. 1 On October 22, 1993, letters informing the development community that copies of the proposed design criteria were available for their review and input were mailed to over 50 different developers, builders, and engineers who have a history of development within Owasso. A copy of one of the letters has been enclosed for your information and review. The following is a list of who were sent the letter: Fred George Boy's of Oklahoma Pete Kourtis Brentwood Estates HNTB FHC, Inc. Elm Creek, Inc. Jack Finley Engineering OK Utility Construction Stephen's Construction Cor -Manda Homes John K. Davis Tom Morris Construction David Gibson Mike Fretz Inc Timber Carver Homes Double Oaks, Inc. Son's Realty Freeman Construction Sack Associates Dennis Hodo, P.E. Bill Lewis, P.E. Nova Engineering Craig & Keithline Roy Johnsen Builder's Unlimited Waugh Construction Greg Wylie Construction Paragon Construction Tiarra Homes Hale & Son's Construction Pat Woods Construction Thomas P Watts Tuttle & Associates Higgin's Ventures, Inc. Avant Properties Native Oak Homes HTB, Inc. Horizon Engineering Norman & Wohlgemuth Mansur, Duabert, & Strella Trail's End Development Jim Willingham Beale Co Builders Hollywood Homes RC Construction West Star Homes Homes By Betty Rimer Homes Westec Properties Richard Hall The City of Owasso received requests for copies of the proposed Design Criteria from the following after they received their letter: Sack Associates Dennis Hodo, P.E. Mansur, Daubert, & Strella Nova Engineering Bill Lewis, P.E. Builders Unlimited Trail's End Development Richard Hall Tuttle & Associates Boy's of Oklahoma Pat Woods Construction Upon receiving the requests for copies of the proposed Design Criteria, a copy of the criteria along with a letter requesting that any comments or suggestions that they may have should be forwarded to our office no later than November 17, 1993. This deadline was extended well into December due to the item being removed from the November agenda. To date, no comments or suggestions were received. RECOMMENDATION: Certainly, this document has had more than ample opportunity to be reviewed by the public (three reviews before the Planning Commission) and the development community. The staff has once again worked diligently throughout the process and is recommending approval of the final draft of the Owasso Design Criteria. ATTACHMENTS /ENCLOSURES 1. Final Draft of the Owasso Design Criteria 2. Example letter sent to the development community on October 22, 1993. 1 i n CITY OF OWASSO, OKLAHOMA ORDINANCE NUMBER 480 AN ORDINANCE RELATING TO PART 12, PLANNING, ZONING AND DEVELOPMENT, CHAPTER 3, SUBDIVISION REGULATIONS, SECTION 12 -301 SUBDIVISION REGULATIONS ADOPTED, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, REPEALING SAME AND IN LIEU THEREOF ADOPTING NEW SUBDIVISION REGULATION PROVISIONS DECLARING AN EMERGENCY WHEREAS, under the provisions of 11 O.S. Section 43 -101, the City of Owasso, Oklahoma, for the purpose of promoting health, safety, morals, or the general welfare of the community may regulate and restrict, the height, number of stories and size of buildings and other structures, the percentage of lot that may be occupied, the size of yards, courts and other open spaces, the density of population and the location and use of buildings, structures and land for trade, industry, residence or other purposes; and, WHEREAS, the Planning Commission and the City Council of the City of Owasso, Oklahoma, have in accordance with law held public hearings on proposed Subdivision Regulations and as a result of such public hearings it has been determined that the proposed Subdivision Regulations would promote the health, safety, morals and general welfare of the inhabitants of the City of Owasso, Oklahoma. ' NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT: ' Section One: Part 12, Planning, Zoning and Development, Chapter 3, Subdivision Regulations, Section 12 -301 Subdivision Regulations Adopted, of the Code of Ordinances of the City of Owasso, Oklahoma, wherein the subdivision regulations were adopted pursuant to Ordinance Number 310, dated September 1, 1981, as well ' as all amendments thereto, be and same hereby are expressly repealed. Section Two: There is hereby adopted and incorporated by ' reference as Part 12, Planning, Zoning and Development, Chapter 3, Subdivision Regulations, Section 12 -301 Subdivision Regulations Criteria which shall provide as follows: At least three (3) copies of each Subdivision Regulation shall be ' on file with the City Clerk. The violation of any of the foregoing shall be considered an offense and punished in accordance with the provisions of 1 -108 of this Code. ' Section Three: By reason of the fact the proposed Subdivision Regulations would promote the health, safety, morals and general welfare of the inhabitants of the City of Owasso, Oklahoma, an emergency is hereby declared to exist whereby the provisions of ' this ordinance shall take effect immediately upon passage and first publication, as provided by law. 1 Subdivision Regulations Chapter 1. General Provisions Chapter 2. Subdivision Plat Procedures Chapter 3. Subdivision Design Standards ' Chapter 4. Subdivision Construction Procedures Chapter 5. Fees Chapter 6. Change of Limits of Access Chapter 7. Lot Splits Chapter 8. Building Permits ' Chapter 9. Definitions and Usage At least three (3) copies of each Subdivision Regulation shall be ' on file with the City Clerk. The violation of any of the foregoing shall be considered an offense and punished in accordance with the provisions of 1 -108 of this Code. ' Section Three: By reason of the fact the proposed Subdivision Regulations would promote the health, safety, morals and general welfare of the inhabitants of the City of Owasso, Oklahoma, an emergency is hereby declared to exist whereby the provisions of ' this ordinance shall take effect immediately upon passage and first publication, as provided by law. 1 PASSED AND APPROVED this 18th day of October, 1994, with the Emergency Clause approved separately. CITY OF OWASSO, OKLAHOMA By: Jerry Duke, Mayor h1V W 4* Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D. Cates, City Attorney oword94.pad 1 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL ' CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: REQUEST FOR EMERGENCY CLAUSE TO BE ATTACHED TO IORDINANCE #480 ' DATE: October 14, 1994 i" BACKGROUND: ' Oklahoma state law provides for municipal ordinances to become effective thirty days after their passage and publication in a newspaper of general local circulation. The law, however, provides for an exception in cases wherein the delay of an ordinance's effective date would have a negative financial impact, or would result in unnecessary cost to the City, or have an otherwise substantial effect adverse on the public health and welfare. In those cases, the statutes allow the municipal governing body to "attach" an "emergency clause" to the ordinance. The attachment of an emergency clause allows the ordinance to become effective immediately upon publication of the ordinance. The ordinance can then be fully enforced by the appropriate officials. As a matter of practice, the City of Owasso does not use emergency clauses very often. It has been the practice to reserve the use of the emergency clause to those situations that truly need immediate actions. While many cities, and most state legislatures, have begun to use the emergency clause on routine ordinances and legislation, it has been the consensus that its use in our City should be reserved for its original purpose, and emergency. Ordinance #480 has been under development for two years. Its product is the adoption of new regulations governing the process of governing of subdividing land within the City's limits. The new rules and regulations contain several changes in that process that will more effectively protect the public's interest. In some cases, there are requirements that, if not immediately enforced, will result in future cost to the taxpayers. Additionally, there are new provisions that extend the protection of the public's interest through bonding requirements, permits, etc for a longer period of time, thus promoting the financial interest of the City by avoiding future costs ` to the taxpayer. Since there are several subdivisions being planned, the staff believes to delay ORDINANCE #480 EMERGENCY CLAUSE ' October 14, 1994 Page 2 ' the implementation of these regulations would result in those subdivisions not being covered, thus creating a financial burden on the City. REQUEST: This request is for Council approval of the attachment of an "emergency clause" (Section Three , of the ordinance) to Ordinance #480 in order that the public interest and financial integrity be protected. . RECOMMENDATION: The staff has consulted with the City Attorney and will recommend Council approval of the attachment of an "emergency clause" to Ordinance #480. ATTACHMENT: 1. See Ordinance #480 contained with the previous agenda item. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL r CITY OF OWASSO FROM: RODNEY J RAY ' CITY MANAGER 1 SUBJECT: RENEWAL OF 911 FEE 1 DATE: October 14, 1994 IBACKGROUND: ' In 1987, the Oklahoma Legislature enacted a bill that allowed cities and counties to join together to fund and operate regional "enhanced 911" emergency communication systems. As a result of that legislation, a regional election covering portions of Tulsa, Creek and Rogers counties was ' conducted on July 21, 1987 to determine if residents in those counties would approve of a five percent E -911 fee to be added to their telephone bills. Owasso voters approved the City's participation and fee collection by a vote of 499 (yes) to 207 (no) (see attachment). On August 16, 1988, Owasso officially approved an "interlocal agreement" providing for fifteen cities and four counties to join together to share equipment and cost of operations. Fees to operate the system were initiated for Owasso on November 1, 1988 at the 5% level. Those fees were authorized by passage of Ordinance #399 (see attached) adopted on September 6, 1988. The ordinance provided for Southwestern Bell Telephone Company to collect from each ' subscriber a fee equal to 5 % of the customer's tariff rate for the first year and a fee equal to 3 % of the customer's bill for the succeeding two years. On November 1, 1989, the E -911 fee was lowered to 3 % in accordance with Ordinance #399 and state statutes. Ordinance #399 provided for a three year collection of the E -911 fee and thus required a reaffirmation of the fee every three years thereafter. ' In September of 1990, residents outside of the city but in the "272" exchange in Rogers County, were added to the E -911 system at the request of the City of Owasso. ' On July 16, 1991 (three years after enactment of Ordinance #399), the Council adopted Ordinance #433 providing for the renewal of the collection of fees to fund Owasso's portion of t the cost of operating the system. Ordinance #433 reauthorized the collection of the E -911 fee at the 3 % level previously used. That ordinance provided authorization for the collection from September 1991 through September 1994, at which time state law requires an affirmative action if the fee is to continue to be collected. Ordinance #491 - E -911 October 14, 1994 Page 2 NOTE: The Oklahoma Legislature in 1992 adopted amendments to the statutes that allow cities to return to a 5% fee with a simple vote of the City Council. Several cities in the region have opted to increase their fees from 3% to 5% to provide additional operating funds for their systems. Owasso has remained on a 3% fee schedule based on an evaluation of the cost of operating the system and a desire to not increase the citizens tax burden since the actual cost of the system is covered. Now it is once again time (actually past time) to renew the authorization for the collection of the E -911 fee. Ordinance #491, if passed, will provide the authorization necessary for Southwestern Bell to collect the three percent E -911 fees from all Owasso customers. The effective date for the ordinance is October 1, 1994 through October 1, 1997. the ordinance also contains the collection rate at the established 3% rate. The fee is assessed to every telephone customer on a monthly basis and funds are to be used exclusively for operation of an emergency ' communications system (salaries, equipment, buildings, repair, replacement, etc). Please note that continuous collection of the E -911 fee can be achieved only through the enactment of a new ordinance. Such renewal, contained in Ordinance #491 will only authorize the collection for three years and will require Council action to continue the fee past October 1997. The E -911 system is an important part of our police and fire communication's system. The E- 911 system continues to provide our citizens, police and firefighters with the technology needed to save lives, protect property, and increase officer safety; all the ingredients vital to a good communication system. Without the enhanced 911 system, we could not provide the kind of emergency service our citizens deserve. By renewing the authorization to collect the current 3 % telephone tariff, we can ensure uninterrupted funding for this system. NOTE: The current 3% fee will result in an estimated revenue of $38,000 for FY1994 -95. Additionally, the fund had a beginning balance of $23,200. The revenue will pay the cost of operating the system to Southwestern Bell, provide contingency for repairs, pay a portion (small) ' of dispatchers salaries, and purchase new equipment for dispatch if needed. Budget information on this fund is contained on page 96 of the FY94 -95 Budget. 1 RECOMMENDATION: The staff recommends Council adoption of Ordinance #491. ' Ordinance #491 - E -911 October 14, 1994 Page 3 ATTACHMENTS: 1. Ordinance #491 2. Memorandum Re: July 21, 1987 E -911 Vote - Owasso Results 3. Memorandum Re: First Interlocal Agreement Between Cities 4. Memorandum from INCOG Re: Collection of E -911 Fee 5. Memorandum Re: Request for Adoption of Ordinance #399 6. Correspondence to Bell Telephone 7. Memorandum Re: Review of E -911 Fees 8. Memorandum Re: Request for Adoption of Ordinance #433 ORDINANCE NUMBER 491 CITY OF OWASSO, OKLAHOMA AN ORDINANCE RELATING TO PART 13 -- PUBLIC SAFETY, CHAPTER 6-911 EMERGENCY SYSTEM, AMENDING SECTION 13 -603 -- EMERGENCY TELEPHONE FEE TO PROVIDE FOR RENEWAL THEREOF, DECLARING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA THAT: SECTION ONE: That Part 13 -- Public Safety, Chapter 6 - -911 Emergency System, Section 13 -603 be amended to provide for a renewal for a period of three (3) years of the emergency telephone service fee in the amount of three percent (3%) of the telephone tariff rate. SECTION TWO: This ordinance shall become effective on the 1st day of October 1994 unless such renewal is specifically rejected by the voters pursuant to the provisions of Title 63 O.S. §2814. PASSED AND APPROVED this 18th day of October, 1994. CITY OF OWASSO, OKLAHOMA By: Jerry Duke, Mayor ATTEST: Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D Cates, City Attorney MEMORANDUM TO: f j_T ] N:A SUBJECT: Honorable Mayor & City Council City Manager, Rodney J. Ray E -911 Vote By Owasso Precinct On July 21, 1987 the Tulsa County Election Board conducted an election throughout the county for the purpose of determining if the voters would approve the establishment of an enhanced emergency telephone communication system (E -911). County -wide the issue was approved by the voters by a margin of 30,331 to 12,228. In Owasso precincts the vote was as follows: Vote Precinct# 751 752 A 753 4 754 755 Total Vote----------------- - - - - -- Percentage of Total For Against 105 29 64 40 103 51 157 44 70 43 499 207 70.6% 29.4% CITY OF OWASSO, OKLAHOMA MEMORANDUM TO: Honorable Mayor and City Council City of Owasso ' FROM: City Manager, Rodney J. Ray ' SUBJECT: Request Authority for Mayor to Execute E -911 Interlocal Agreement Background LI The area- wide,E -9,11 system is an endeavor the City of Owasso has supported over the past two years as it has been developed by INCOG and an area steering committee. We have participated in every step of the process with Chief Baker, Chief Allen, and now this document has been drafted largely by our City Attorney, Mr. Cates. As you know, the E -911 system is a state of the art telephone system that will greatly enhance our ability to quickly respond to fire and police calls. The system that has been designed is an area -wide interconnected one that will allow for this state of the art equipment cost to be shared by all area cities rather than each city build- ing its own "stand alone" syem. A "stand alone" system for Owasso would cost about three times (Southwestern Bell figures) the amount we will spend under the shared equip- ment plan. This "interlocal agreement" basically requires Owasso to participate in the cost allocation system agreed to by staff representatives of the various communities. The agreement requires each city to share costs based on the percent of telephones that city has within the entire participating area. If Owasso has a number of telephone lines (in our city limits) that equals 50 of all the lines in the area,we will be required to pay a 5% share of the total cost of the system. This formula will require Tulsa, Broken Arrow, and Tulsa County to pick up the major share of the cost with the smaller cities sharing the remaining portion. The legislature, however, has put a limit on how much of that cost can be assessed by restrict- ing those charges to 5 %of the customers basic phone bill for the first year (58G per month average) and 3z% for each year thereafter (36� per month average). It is anticipated that all cities will enact these charges sometime in September so the funds will be available to pay for the system and allow for start -up around July of 1989. All charges are collected by CITY OF OWASSO, OKLAHOMA Bell Telephone and the surplus funds are then trans- mitted to the city for use in equipment and personnel costs for operating the system. I have attached the "Agreement" for your review and request that you contact Chief Baker or Chief Allen if you have questions about the system. NOTE,: The attached document is fully contained within pages 1 through 6, pages 7 through 13 are other signature pages for other cities. INCOGa voluntary association of local governments serving creek, osage and tulsa counties 201 west 5th street, suite 600•tulsa, oklahoma 74103 - 4212.918/584 -7526 IM E M O R A N D U M TO: City and County Administrators FROM: Ann Domiri DATE: July 18, 1988 SUBJECT: E -911 Interlocal Agreement ' After a lengthy review process, it's readyll Enclosed is one copy of the Enhanced 911 Interlocal Agreement (pages 1 - 6), and 25 copies of the ' signature page for your governing body. Please take appropriate action on the Interlocal Agreement, and obtain an original signature on each of the 25 copies of your signature page. After signing, return all 25 originals to: ' Ms. Ann Domin INCOG 201 West Fifth, Suite 600 Tulsa, OK 74103 The original signature pages from each Jurisdiction will be compiled at INCOG. Although this approval process may appear confusing, it will result in each of you having one document with an original signature page from all other parties (pages 7 - 25). ' Our goal is to send the Agreement to the Attorney General within one month for his approval. Please let me know if your governing body will not be able to approve the document by August 16th. ' If you have any questions about the Agreement or execution procedure, please do not hesitate to call. Thank you for your valuable suggestions and your ' patience during the drafting of this Agreementl AD/ s I s Enclosure in rl I N T E R L 0 C A L A G R E E M E N T THIS AGREEMENT is entered into by and between the following parties: City of Bixby Town of Kellyville City of Catoosa Town of Kiefer City of Claremore Town of Mounds City of Collinsville Town of Skiatook City of Glenpool Town of Sperry City of Jenks Creek County City of Owasso Osage County City of Sand Springs Tulsa County City of Sapulpa Wagoner County City of Tulsa WHEREAS, Nine - One -One (911) is the number adopted as a nationwide, dedicated standard telephone number recommended by the President's Commission on Law Enforcement; and WHEREAS, the governing bodies of the parties to this Agreement wish to implement Enhanced 911 emergency communications systems in order to expedite the response of local law enforcement, fire, medical, rescue and other emergency services; and WHEREAS, by sharing communications equipment provided by local exchange telephone companies, local governments may decrease their 911 costs, make more efficient use of requirement equipment and allow wide regional participation in an Enhanced 911 System; THEREFORE, the parties do hereby enter into this Agreement to share the costs of a Regional Enhanced 911 System, as outlined below: Duration: The parties agree that this Agreement shall be in full force and effect for that period of time from the date all parties have signed this Agreement until June 30, 1989, and on or before that date the Agreement shall be automatically renewed for a one year period from July 1, 1989 to June 30, 1990. Thereafter the Agreement shall be automatically renewed by each party for one year periods running from July 1st to June 30th. A party may terminate participation in this Agreement effective June 30th of any year by providing written notice to all other parties at least 60 days prior to June 30th of that year. Purpose: The purpose of this Agreement is to provide an equitable method of allocating the costs of a Regional Enhanced 911 System. Because a regional system allows shared telephone equipment and avoids duplication of the services of local exchange telephone companies, costs to each participating Jurisdiction are reduced. This Agreement establishes that each party agrees to pay its proportionate share of the regional system's costs, based on the number of access lines that party brings into the system. By allocating costs in this manner, the costs attributed to each party will bear a reasonable relationship to the cost that Jurisdiction brings to the regional system. Financina Cost Allocation: ' The parties agree that each Jurisdiction will be responsible for its proportionate share of the cost of regional designated Enhanced 911 Public Safety Answering Point equipment, including answering positions, telephone lines, automatic number and location identification screens, and controllers furnished through the local exchange telephone companies. Each party agrees that its proportionate share of costs will be allocated in the following manner: 1. Each local exchange telephone company will submit its invoices for Enhanced 911 services provided to participating parties to Southwestern Bell Telephone Company, who will act as billing agent. 2. For each party joining the Regional Enhanced 911 System prior to or on May 16, 1988, that party's proportionate share of 911 system costs will be calculated by Southwestern Bell Telephone Company by dividing the number of telephone exchange access lines in that jurisdiction by the total number of exchange access lines - 2 - in the Regional Enhanced 911 System to determine the percent of access lines in that Jurisdiction. Total Regional Enhanced 911 installation costs and monthly operation costs will be multiplied by the percent of exchange access lines in each jurisdiction to determine that party's share of system costs. 3. For each party joining the Regional Enhanced 911 System after May 16, 1988, that party's share of 911 systems costs will total that party's equitable portion of current shared system costs as calculated in #2 above, any additional installation and operational costs that party brings to the Regional Enhanced 911 System, and a share of initial system development costs. The joining party shall remit to the Regional Enhanced 911 Board for distribution to other parties an amount equal to that party's share of initial Enhanced 911 System development costs, as determined by the Regional Enhanced 911 Board. 4. Each party will be invoiced for its share of the costs by Southwestern Bell Telephone Company and will remit payment of that amount to Southwestern Bell Telephone Company. Southwestern Bell will provide appropriate payment to other local exchange telephone companies providing 911 service to participating parties. 5. Each party agrees to be solely responsible for additional costs incurred for any special or nonstandard arrangement for providing Enhanced 911 service. The standard arrangement for providing Enhanced 911 service will be defined by the Regional Enhanced 911 Board. Each local exchange telephone company will remit monthly to each party all revenues from the telephone service fees collected from exchange access lines in that jurisdiction. An Exchange Access Line shall be defined as local telephone company provided and maintained central office equipment and telephone company facilities which provide access to and from the telecommuni- cations network for long distance message telecommunications and local calling. - 3 - Administration: The parties agree that administration of this Agreement shall be carried out by the Regional Enhanced 911 Board, in cooperation with Southwestern Bell as billing agent. Board Membership: Each party to this Agreement shall appoint one representative to the Regional Enhanced 911 Board. The governing body of each party shall establish the term of office of its representative and the criteria for removal of its representative. Each local exchange telephone company serving the parties to this Agreement may appoint a nonvoting member to the Board to act in an advisory capacity. ' The Board shall elect annually from their members a Chairman who shall preside at all meetings and perform other duties designated by ' the Board. The Chairman shall serve as the regional representative to the City of Tulsa's Emergency Telephone Service Management Board. ' The Board shall elect annually a Vice - Chairman from their members who shall assume the duties of the Chairman during the Chairman's ' absence. The Board shall elect other such officers as they deem necessary. All representatives to the Regional Enhanced 911 Board shall serve without compensation for their services to the Board. ' Board Meetings: The Board shall designate the time and place of all meetings, which shall be conducted in compliance with the Oklahoma Open Meeting Act. Each Board member shall have one vote, and all actions by the Board shall be approved by the affirmative vote of a majority of the members present. I 0 - 4 - Duties of the Board: The duties of the Regional Enhanced 911 Board shall include the following: 1. Review Regional Enhanced 911 System charges submitted by the local exchange telephone companies to ensure their continued reasonableness. 2. Review Regional Enhanced 911 cost allocations to ascertain proportionate distribution of costs. 3. Coordinate with Southwestern Bell Telephone Company to develop cost allocation procedures, and to define the standard arrangement for providing Enhanced 911 service for cost allocation purposes. 4. Resolve all disputes among parties to this Agreement regarding cost allocations. 5. Review all requests to participate in the Regional Enhanced 911 System by other jurisdictions and make recommendations to the governing bodies of each party to this Agreement regarding approval of such requests. 6. Apportion and distribute reimbursement from parties joining the Regional Enhanced 911 System after May 16, 1988. 7. Adopt by -laws consistent with this Agreement governing the actions, proceedings and policies of the Regional Enhanced 911 Board. 8. Perform any other tasks consistent with the purpose and intent of this Agreement. Termination: The parties agree that this written Agreement contains the entire agreement between the parties, and that it cannot be modified except by a written instrument executed by all parties. The parties further agree that the terms of this Agreement are not assignable to another party without the express written consent of all parties to this Agreement. - 5 - ' Subject to any applicable provisions of Article 10, Section 26 of the Oklahoma Constitution, any party's participation in this Agreement may be terminated effective June 30th of any year, as provided above, upon at least sixty (60) days written notice to all other parties. Notice will be deemed given if sent by regular mail to the governing bodies of all parties to this Agreement. This Agreement shall remain in effect for all parties which have not exercised the termination ■ procedures. M■ The parties agree that no real or personal property shall be acquired Jointly during the course of this Agreement. Any property Iindividually acquired by a party to this Agreement shall remain the property of that party upon termination of this Agreement. 1� 1 n 1 I I ll 1 - s_ This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which shall constitute one and the same ' instrument. Upon execution of counterparts and duplicate original signature pages, duplicate signature pages shall be sent to the Indian Nations Council , of Governments (INCOG). Thereafter, INCOG shall compile complete duplicate originals, which shall be forwarded to the Attorney General's office for approval and distributed to each jurisdiction. , 1 APPROVED BY THE CITY OF OWASSO, OKLAHOMA THIS DAY OF 1988 ' By Mayor ' ATTEST: APPROVED: , City Clerk City Attorney ' — 13 — ' 1 1 1 OGa voluntary association of local governments serving creek, osage and tulsa counties 201 west 5th street. suite 600•tulsa. oklahoma 74103 - 4212.918/584 -7526 TO: City & County Administrators FROM: Chief Tom LewaIIen & Ms. Ann Dorn in DATE: July 28, 1988 SUBJECT: Collection of 911 Telephone Fee As you know, a recent amendment to the 911 Emergency Number Act allows cities and counties to collect the telephone service fee that funds 911 systems after they contract with the telephone company for 911 service. Those Jurisdictions who have signed a Letter of Election with Southwestern Bell may instruct Bell to collect the telephone fee if their ordinances or resolutions allow early collection. Please review your local ordinance or resolution to make sure it allows you to initiate the fee upon contracting with the phone company. If you are unsure about the new language in the state statute, please do not hesitate to call us. Southwestern Bell requires the following to start the collection process: 1. A certified letter that: a. Identifies what entities are to be included with the request. b. States the effective date and the fee rate. 'C. States the title, name and address of the person to whom Bell should remit the fee. d. States the monthly due date of the remittance, if other than the last day of the month. This date should not be earlier than the 25th. e. Is addressed to Mr. T.D. White, Division Manager - Chief Accountant, ' Southwestern Bell Telephone Company, 800 North Harvey - Room 199, Oklahoma City, Oklahoma 73102. ' 2. A copy of the ordinance or resolution authorizing the fee. A sample letter to Southwestern Bell is attached for reference. ' Southwestern Bell requires 60 days in which to prepare their billing records for the 911 fee. Thirty of those days could overlap with the 60 day protest period required by state statute for 911 ordinances and resolutions before ' they are effective. However, Bell cannot stop the 911 telephone fee from being billed within the last 30 days after notification from a jurisdiction to begin the fee collection. City b County Administrators ' Re: Collection of 911 Telephone Fee July 28, 1988 Page TWO , For purposes of consistency, we recommend that Jurisdictions instruct Bell to begin collection of the telephone fee on November 1, 1988; January 1, 1989; or April 1, 1989 (about 90 days prior to cut -over of the system), whichever date best meets your Jurisdiction's needs. To help explain Bell's procedures and deadlines for the different fee collection dates, an activity chart is attached. Please remember that the Oklahoma statute gives telephone companies 30 days in which to remit the collected telephone fee to the governing body. Bell has estimated that it can return these fees in about 25 - 30 days after the end of each month of collection. Please do not hesitate to call Ann Domin (584 -7526) or Don Maney (585 -6722) if you have questions about the 911 telephone fee collection. Procedures for fee , collection are being developed with the other telephone companies in the region, and you will be notified when those procedures are finalized. TUAD: s I s Attachments 1 u 1 1 DEADLINFS FOR ACTIVITIFS ACTIVITIES Nov 1, 1988 Collection Jan 1, 1989 Collection April 1, 1989 Collection Pass ordinance or resolution to allow Aug 1, 1988 Oct 1, 1988 No revision early collection of fee required Notify Bell to collect Sept 1, 1988 Nov 1, 1988 Feb 1, 1989 fee Bell begins collection Nov 1, 1988 Jan 1, 1989 April 1, 1989 of fee First fees remitted to Dec 30, 1988 Feb 28, 1989 May 30, 1989 Jurisdiction July 28, 1988 Southwestern Bell Telephone Company Mr. T. D. White Division Manager —Chief Accountant 800 N. Harvey Room 199 Oklahoma City, OK 73102 Mr. White: On behalf of (example) the City of Jenks, please consider this our authorization and request to begin collecting the 911 fee as specified in state statute. 1) This authorization covers the entire (city /county /specified telephone exchanges) of the City of Jenks. 2) The collection should begin date with a rate of 5% of the local telephone exchange line. 3) The fee collected should be remitted to: Title Name Address Town, OK Zip Telephone Number 4) The fee should be remitted within 30 days. 5) Attached is a copy of our ordinance /resolution authorizing the fee. We understand it is our responsibility to notify Southwestern Bell 90 days in advance of any changes such as changing the 911 fee rate from 5% to 3 %. Signed City /County Official 1 City of Owasso ' 207 SOUTH CEDAR a wq, OWASSO, OKLAHOMA PHONE 272 -2251 a " ` 740555 J 1 f:. 1 November 1, 1988 Southwestern Bell Telephone Company Mr. T.D. White Division Manager -Chief Accountant 800 N. Harvey Room 199 Oklahoma City, OK 73102 ' Dear Mr. White: On behalf of the City of Owasso, please consider this our authorization and request to begin collecting the 911 fee ' as specified in state statute. This authorization covers the entire City of Owasso. The AEI collection should begin on January 1, 1989 with a rate of 5% of the local telephone exchange line. ' The fee collected should be remitted to: Owasso City Treasurer Ms. Sherry Lambert P.O. 29 Owasso, OK 74055 (918) 272 -2251 The fee should be remitted within 30 days. Attached please find a copy of our Ordinance #399 authorizing the fee. We understand that it is our responsibility to notify Southwestern Bell 90 days in advance of any changes such as changing the 911 fee rate from 5% to 30. Sincerely, % J - y J./Ray. City Manaer �� j MEMORANDUM TO: FROM: SUBJECT: Date: Honorable Mayor and City Council City of Owasso City Manager, Rodney J. Ray Ordinance #399 Providing for the Collection of E -911 Fees. 9/2/88 Background The Owasso City Council has taken steps toward the implementation of the advanced E -911 system making decisions based on imformation supplied by Cheif Allen and Cheif Baker. The police cheif and fire cheif have been our key staff members assigned to this issue. We have passed the necessary ordinance and we are on schedule for a July 1 turn -on for the entire system. Bell technicians have been working with our police dispatch office to design our portion of the hardware system. Recent amendments to the state legislation that author- izes the collection of E -911 fees allows for collection of these fees to begin at the discretion of the City. Area cities have agreed, in concept, to setting three dates for all cities to begin collections. Such coordination will 1jelp to avoid confusion and cut down on billing mistakes. The three dates are November 1, 1988, January 1, 1989, and April 1, 1989. I feel the November 1 collection date is to early and would accumulate excess funds. The April 1 date is to close to the turn -on date to allow for the collection of enough funds to pay our portion of the instal- lation fees. The January 1 date does meet our financial needs and is the time most of the area cities will begin collection. Purpose of the Ordinance The single purpose of this amendment is to allow for the collection of E -911 fees from telephone customers far enough in advance of the system turn -on to allow for advance payment of installation fees and required hardware purchases. CITY OF OWASSO, OKLAHOMA Comment If the Council passes this ordinance it is the intent of the staff to request that Bell begin collecting the E -911 fees effective January 1, 1989. Option In the event the Council does not adopt this ordinance, the E -911 fees will be collected in accordance with our old schedule of April 1, 1989 and we will have to front some payment funds for initial installation. Recommendation I recommend Council adoption of Ordinance #399. ORDINANCE NO. 399 ' CITY OF OWASSO, OKLAHOMA AN ORDINANCE RELATING TO NINE- ONE -ONE ' EMERGENCY TELEPHONE SERVICE WITHIN THE CORPORATE LIMITS OF THE CITY OF OWASSO; AMENDING PART THIRTEEN, PUBLIC SAFETY, OF THE .CODE OF ORDINANCES OF THE CITY OF OWASSO, ' OKLAHOMA, BY REPEALING CHAPTER SIX (6), SECTIONS 13 -600 THROUGH 13 -610 INCLUSIVE AND ADDING A NEW CHAPTER 6, SECTIONS 13 -600 THROUGH 13 -610 INCLUSIVE; PROVIDING A SHORT TITLE; DEFINING TERMS; LEVYING AN EMERGENCY TELEPHONE FEE, PURSUANT TO 63 O.S.SUPP., ' SECTION 2811 ET SEQ., OF FIVE PERCENT (5 %) OF THE TARIFF RATE FOR THE FIRST YEAR AND THREE PERCENT (3 %) FOR THE FOLLOWING TWO YEARS; PROVIDING FOR THE ANNUAL FIXING OF THE ' EMERGENCY TELEPHONE FEE RATE; PROVIDING FOR THE COLLECTION OF THE EMERGENCY TELEPHONE FEE; PLACING THE ADMINISTRATION OF THE EMERGENCY TELEPHONE SERVICE UNDER THE POLICE DEPARTMENT; CREATING AN EMERGENCY TELEPHONE SERVICE MANAGEMENT BOARD; PRESCRIBING THE DUTIES OF SAID MANAGEMENT BOARD; PROVIDING FOR TERMINATION OF THE EMERGENCY TELEPHONE FEE; PROVIDING AN OPERATIVE DATE FOR THIS ORDINANCE; MAKING IT AN OFFENSE TO WILLFULLY FAIL TO REMIT THE EMERGENCY TELEPHONE FEE AND PROVIDING A PENALTY NOT TO EXCEED TWO HUNDRED DOLLARS ($200.00), EXCLUDING COSTS; MAKING IT AN OFFENSE TO CALL THE NUMBER NINE - ONE -ONE TO REPORT FALSE INFORMATION AND PROVIDING A PENALTY NOT TO EXCEED TWO HUNDRED DOLLARS ($200.00) EXCLUDING COSTS; PROVIDING FOR SEVERABILITY; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT; AND DECLARING AN EFFECTIVE DATE. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA: Section 1. That Part Thirteen of the Code of Ordinances of the City of Owasso, Oklahoma, be and the same is hereby amended by repealing Chapter Six (6), Sections 13 -600 through 13 -610 and in lieu thereof, to be codified as Chapter 6, Sections 13 -600 through 13 -610 inclusive and to ' read as follows: SECTION 13 -600 SHORT TITLE ' This Chapter shall be known and may be cited as the "The Owasso Nine - One -One Emergency Number Ordinance." SECTION 13 -601 DEFINITIONS ' As used in this Chapter the following words and phrases shall have the following meanings: A. "Emergency telephone service" shall mean a ' telephone system utilizing a three -digit number, nine - one -one (911), for reporting any emergency to an appropriate public agency providing law enforcement, fire, i medical, or other emergency services, including ancillary communication systems and personnel which are necessary to pass reported emergencies to an appropriate emergency service or any appropriate emergency service personnel within the corporate limits of the City of Owasso. B. "Emergency telephone fee" shall mean a fee used to finance the operation of the emergency telephone service, so as to provide service users within the corporate limits of the City of Owasso access to the emergency telephone service. C. "City" shall mean the City of Owasso, Oklahoma, a municipal corporation. D. "Local exchange telephone company" shall mean any company providing exchange telephone service to any service user within the corporate limits of the City of Owasso. E. "Person" shall mean any individual, firm, Partnership, co- partnership, joint venture, association, cooperative organization, private corporation, whether organized for profit or not, fraternal organization, nonprofit organization, estate, trust, business or common law trust, receiver, assignee for the benefit of creditors, trustee or trustee in bankruptcy, the United States of America, or any agency thereof, the state, political subdivisions of the state, state agencies, departments, commissions, boards, bureaus or any other service user within the corporate limits of the City of Owasso. F. "Service user" shall mean any person who is provided exchange telephone service within the corporate limits of the City of Owasso. G. "Tariff rate" shall mean the rate or rates billed by the local exchange telephone company stated in tariffs applicable for such company as approved by the Oklahoma Corporation Commission, which represents the recurring charges of the local exchange telephone company for exchange telephone service or its equivalent, exclusive of all taxes, fees, licenses or similar charges whatsoever. SECTION 13 -602 EMERGENCY TELEPHONE FEE A. Pursuant to the Oklahoma Nine - One -One (911) Emergency Number Act, 63 O.S. Section 2811, et seq., there is hereby levied, upon all service users subject to the jurisdiction of the City of Owasso for which emergency telephone service has been contracted, an emergency telephone fee, in the amount of five percent (5 %) of the tariff rate in the first year of' the fee, and in the amount of three percent (3 %) of the tariff rate for the following two (2) years; provided, that the electors of the City may impose a fee of up to five percent ( 5 %) of the tariff rate in any year after the first year of the fee. Such fee, as herein provided, shall be imposed for a period of three (3) years, after first collection of said fee; after which the governing body of the city may renew the levy of such fee by amendment hereto, for no longer that three (3) years at a time. Amounts collected in excess of that necessary for operation within a given year shall be carried forward to subsequent years. No such fee shall be imposed upon more than One Hundred (100) exchange access lines or its equivalent per person per location. -2- B. At least once each calendar year after first collection of said fee, Paragraph A hereof notwithstanding, the governing body of the City shall establish a fee rate, by amendment hereof, if necessary, not to exceed an amount authorized by the Oklahoma Nine - One -One Emergency Number Act. The rate so fixed, together with any surplus revenues, shall not exceed sufficient revenues to fund authorized expenditures for operation of the emergency telephone service. The governing body shall make its determination of the fee rate each year after the first collection of said fee no later than September 1 and shall fix the new rate, if any, to take effect commencing with the first billing period of each service user on or following the next January 1. C. The governing body of the City shall, at least ninety (90) days before any new rate shall become effective, notify each local exchange telephone company providing emergency telephone service to areas within the jurisdiction of the City of Owasso of the new rates by certified mail. SECTION 13 -603 COLLECTION OF FEE A. The emergency telephone fee shall be collected monthly by a local exchange telephone company at the same time charges for exchange telephone services are collected and in accordance with the regular billing practices of said company. Provided that collection of the emergency telephone fee shall begin on the 1st day of January, 1989. In the event any service user tenders a payment in an amount insufficient to satisfy all charges for tariff rates, credit shall be given first to the emergency telephone fee. B. All fees collected by a local exchange telephone company pursuant to this Chapter shall be remitted to the . City, together with any accumulated interest, no later than thirty (30) days, after the close of the month in which the fees were collected. Such remittance shall be submitted ' with a return on a form acceptable to the City and the local exchange telephone company. C. The local exchange telephone company shall ' maintain a complete and accurate set of records on the amount of any fees collected. Such records shall be maintained for a period of one (1) year from the end of any fiscal year in which the fee was collected. The City may, ' at its own expense, require an annual audit of such records. SECTION 13 -604 ADMINISTRATION OF EMERGENCY TELEPHONE SERVICE Nine - one -one emergency telephone services of the City of Owasso shall be under the administration of the Owasso Police Department. The Police Department is hereby authorized, empowered and charged with the duty to maintain, operate and administer the emergency telephone service consistent with the distinctive duties, responsibilities and expertise of the Fire Department, the Police Department, the Ambulance Service, and subject to the powers and duties of the Emergency Telephone Service Management Board. SECTION 13 -605 EMERGENCY TELEPHONE SERVICE MANAGEMENT BOARD CREATED ' There is hereby created an Emergency Telephone Service Management Board whose membership shall comprise the Chief of the Owasso Fire Department; the Chief of the Owasso 1 -3- Police Department and the City Manager of the City of Owasso. Each member of the Board shall have one vote. The Board shall elect a Chairperson, Vice - Chairperson, Secretary, and other such officers as they deem necessary. Officers shall serve a term of two (2) years. Regular meetings of the Board shall be held as often as a majority of the Board deems proper. Special and Emergency meetings of the Board may be called by any member. SECTION 13 -606 DUTIES OF THE EMERGENCY TELEPHONE SERVICE MANAGEMENT BOARD The Emergency Telephone Service Management Board is hereby authorized, empowered and charged with the following duties: A. Establishment of all policies, procedures, rules and regulations governing the utilization of the emergency telephone service of the City of Owasso by any department, agency or entity. B. The recommendation of qualifications and standards for subordinate employees and positions authorized to operate the emergency telephone service. C. Development, supervision and administration of the budget and expenditure of funds for the emergency telephone service, consistent with the budget, financial, and legal policies and procedures of the City. D. The recommendation to the governing body of the City of the terms and conditions of contracts with outside agencies and suppliers related to the utilization of the emergency telephone service. E. The planning of activities associated with services, facilities and resources related to the operation of the emergency telephone service. F. The identification, for acquisition, of capital additions, facilities, improvements and expansions and all other needs of the emergency telephone service, consistent with the City's budgetary and capital improvement policies and procedures. G. The effective and efficient operation of the emergency telephone service. SECTION 13 -607 TERMINATION OF FEE The emergency telephone fee imposed by this Chapter shall terminate no later than three years after the first collection of said fee, unless renewed in accordance with the provisions of the Oklahoma Nine - One -One Emergency Number Act. SECTION 13 -608 FAILURE TO REMIT FEE Any service user willfully failing or refusing to remit or pay any emergency telephone fee or portion thereof rightfully due under this Chapter shall be guilty of an offense, and upon conviction shall be punished by a fine not to exceed Two Hundred Dollars ($200.00), excluding costs. Each separate failure or refusal to remit or pay the emergency telephone fee hereof shall be deemed a Separate offense and shall be punished accordingly. -4- SECTION 13 -609 FALSE REPORTING No person shall call the number nine - one -one for the purpose of making a false alarm or complaint or reporting false information which could result in the dispatch of emergency services from any public agency. Any person violating the provisions of this Section, upon conviction, shall be guilty of an offense punishable by a fine not to exceed Two Hundred Dollars ($200.00), excluding costs. Section 4. This Ordinance shall take effect upon the expiration of thirty (30) days from the date of first publication. 1988. PASSED and approved this /v day of City Attorney 1 1 1 1 CITY OF OWASSO, OKLAHOMA 1//,t C' STA Y LAM MAYOR -5- SECTION 13 -610 OPERATIVE DATE Section 1. This Chapter shall be operative sixty (60) days after its publication unless its passage is made subject to an election provided for in Title 63 O.S.Supp., S 2814, as amended. Section 2. If any section, subsection, paragraph, subparagraph, sentence, clause or phrase of this Ordinance shall be declared invalid for any reason whatsoever, such decision shall not affect the remaining portions of this t Ordinance, which shall remain in full force and effect and to this end, the provisions of this Ordinance are hereby declared to be severable. ' Section 3. That all ordinances or parts of ordinances in conflict therewith are hereby repealed. Section 4. This Ordinance shall take effect upon the expiration of thirty (30) days from the date of first publication. 1988. PASSED and approved this /v day of City Attorney 1 1 1 1 CITY OF OWASSO, OKLAHOMA 1//,t C' STA Y LAM MAYOR -5- i 1 City of Owasso 207 SOUTH CEDAR PHONE (918) 272 -2251 r � •rte J December 27. 1989 Southwestern Bell Telephone Company Mr. T.D. White Division Manager - Chief Accountant 800 North Harvey Room 199 Oklahoma City, OK Dear Mr. White: OWASSO, OKLAHOMA 74055 Please consider this as official notice requesting a change in the amount of "911 fee" charges your company is currently collecting from residents within the City of Owasso. Specifically, we direct that the 911 fee charges be decreased from 5% to 3% of the local line charge. We further request that such change be effective on January 1, 1990 or as soon after that date as possible. The fee collect should continue to be remitted to: Ms. Sherry Lambert Owasso City Treasurer P.O. Box 180 Owasso, OK 74055 Thank you for your consideration of this request. pa 4Rodney , 6 ay City M anager MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J. RAY SUBJECT: REVIEW OF E -911 FEES CHARGED AND COLLECTED BY THE CITY FOR THE OPERATION OF EMERGENCY COMMUNICATIONS NETWORK DATE: AUGUST 31, 1990 11r BACKGROUND: On September 2, 1988, the Owasso City Council enacted Ordinance #399 providing for the collection of fees from telephone users for the purpose of funding the installation and operation of an ' enhanced emergency communications system. The ordinance required Southwestern Bell Telephone to collect a five percent fee (per line) for a period of twelve months, and a three percent fee for two years thereafter. The required fee went into effect on January 1, 1989, and the new E -911 system was "turned on" July 1, 1989. On December 27, 1989, the Council approved the reduction of the 5% fee to 3 %, through provisions in Ordinance #399. That same ordinance requires that the City Council review the E -911 fees on an annual basis, even though the fee was established for a two -year period (and that period will not end until January 1992). Due to a misinterpretation of the ordinance, and the state law on which the ordinance was based, this request is coming four days later than required by those instruments. Even though the ordinance has set the fees for a two -year period, we are still required to review our fees and make any changes annually (prior to September 1st). FEE ANALYSIS• The information listed below was compiled for your review and ' includes revenues and expenditures anticipated for the E -911 Fund: Number of Access Lines ------- - - - - -- 4,706 Estimated Revenue from Fees-- - - - - -- $24,000 (Avg. per line fee = 42.4e,/mo.) ' Holdover funds from FY 1990--- - - - - -$ 8,996 1 Estimated expenses for Operations A. Bell Service Charge - - - - - -- $14,000 B. Installation Charges - - - - - -$ 2,391 (remaining from 1989) C. Equipment Purchase --- - - - - -$ 2,000 D. Salaries (Dispatch) - - - - - -- $10,000 Total Estimated Expenses $28,391 Projected Ending Balance 6 -30 -91 - - -$ 4,605 NOTE: Owasso will begin receiving revenue from the Rogers County 11272" lines in September. The number of additional lines from that ' area is 1,542 - bringing our total number of lines to 6,248. Based on that number, and the average fee from the Owasso residents when we had the 5% fee, we estimate the additional revenue to be $925 ' per month for a total first -year revenue of $11,10.0. The monthly Bell service charge for the Rogers County customers is estimated to be $377, plus an initial installation cost to the City of $3,750. Total cost to the City for the first year of operation is estimated ' to be $8,274. The net surplus of the Rogers County fees for the first year is $2,826. However, the 5% fee for those lines will be reduced to 3% on September 1, 1991, thus reducing the revenue to approximately a break -even point. It should also be noted that the Rogers County lines will not contribute to dispatchers salaries during the first year. CONCLUSION: The Staff concludes that, based on the past year's data, the E -911 fee should remain at the 3% level for the next twelve months. At this point the Rogers County entry into our revenue and cost stream makes it difficult to determine the final fiscal picture of the E -911 Fund. A second year is needed to establish complete operation costs and to get a final cost from Bell for the Rogers County installation. RECOMMENDATION• The staff recommends that the Council take no action to change the current E -911 fees charged to the users of the system. ATTACHMENT: 1. Ordinance #399 rjr: #2 -9290 t Ad I L I 1 MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J. RAY, CITY MANAGER SUBJECT: REQUEST FOR COUNCIL ADOPTION OF ORDINANCE #433 AUTHORIZING CONTINUED COLLECTION OF THE 3% TARIFF FOR EMERGENCY "911" TELEPHONE SERVICE. DATE: BACKGROUND JULY 12, 1991 With the safety and welfare of the community a primary concern of the city government, the City of Owasso continually seeks to improve its delivery of emergency services. In 1988, by entering into an interlocal agreement with eighteen other area communities, Owasso was able to enhance its "911" emergency communication network. This initial interlocal agreement was then expanded in 1989 to include that portion of Rogers County where the "272" telephone exchange is in use, bringing this area into direct 911 contact with the emergency services in Owasso. With authorization through the Nine - One -One Emergency Number Act (Title 63, Section 2814 of the Oklahoma statutes), a method was established to fund this system enhancement. A governing body now had the ability to impose an emergency telephone service fee through an official ordinance. This fee is currently assessed in the form of a 3% telephone tariff as part of every phone owners monthly bill and these fiords are used exclusively for the costs to the E -911 system. This ordinance is restricted to a three year period of validity. Continued collection of the 3% emergency telephone service fee can be achieved only through the enactment of a new ordinance. This renewal will also be valid for a three -year period. Upon Council adoption, the ordinance becomes effective following a mandatory 60- day waiting period. E -911 is a meaningful program providing for the safety and well -being of the entire community. By renewing the authorization to collect the current 3% telephone tariff, we can insure uninterrupted funding to cover the cost of this system. RECOMMENDATION I recommend Council Adoption of Ordinance #433 providing for the renewal, for a period of three years, of the emergency telephone service fee in the amount of 3 % of the basic telephone tariff. ATTACHMENTS Proposed Ordinance j k/council /071691.911 F- L J` .• o U M Ln 91 033643 ' !i:Gi U!iCAHU`1A !'OIINT Y n, 91 OCT -7 PH 1:40 ORDINANCE NUMBER 433 JOAN HASIINGS CITY OF OWASSO, OKLAHOMA TULSA COUNTY CLERK AN ORDINANCE RELATING TO PART 13 -- PUBLIC SAFETY, CHAPTER 6- -911 EMERGENCY SYSTEM, AMENDING SECTION 13- 603 -- EMERGENCY TELEPHONE FEE TO PROVIDE FOR RENEWAL THEREOF, DECLARING AN EFFECTIVE DATE. A, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT: Section One: That Part 13-- Public Safety, Chapter 6 - -911 Emergency System, Section 13 -603 be amended to provide for a renewal, for a period of three (3) years the emergency telephone service fee in the amount of three percent (3 %) of the telephone tariff rate. Section Two: This ordinance shall become effective on the 16th day of September , 1991, unless such renewal is specifically rejected by the voters pursuant to the provisions of Title 63 O.S. 52814. +.Dated .this 16thday of July, 1991. CITY OF OWASSO, OKLAHOMA ".OFFiCAL C A L r fF _ By 'k% � •. ice �'� i1lips, Mayor AT m 0 .e Buc nan City Clerk APPRQPE6 AS TO FORM: D. Cates, City Attorney Eajt � �•_ ' / `�, . • it •' �f'';Lv AV I J 1 INCOGa voluntary association of local governments serving creek, osage and tulsa counties 201 west 5th street, suite 600 • tulsa, oklahoma 74103 -4236 •918 584 -7526 MEMORANDUM Fax 918/583 -1024 TO: City/County Y/ y Adm' inistrators RE: 911 Fee Renewal FROM: Jim Helm, Vice Chair DATE: October 28, 1991 Ann Domin As you know, state statute requires that the telephone fee which funds the Enhanced 911 system be renewed by the governing body of that city or county every three years. Because jurisdictions in the Tulsa regional 911 system started collecting fees in late 1988 and early 1989, it is time for all jurisdictions to renew the fee. Southwestern Bell Telephone Company has recently re uested that t each jurisdiction it serves, which has renewed a 911 fee, formally notify Bell of that fact. Enclosed is a sample letter ' to Southwestern Bell which can be used as notification of your renewal of the fee. Representatives from OCSI and GTE Telephone Companies have ' advised us that they, too, need notification of fee renewal. The sample letter enclosed could be modified for this purpose. Enclosed is a list of telephone company representatives, their ' addresses and the jurisdictions they serve. Bixby Telephone Company has stated that they do not require notification of fee renewal, and Cimarron Telephone Company has not provided us with this information. We recommend, however, that you notify Cimarron Telephone Company of your fee renewal by modifying the enclosed letter. If you have any questions about the sample letter or the renewal of your 911 fee, please do not hesitate to contact either of us. cc: Bixby, Cimarron, GTE, OCSI, Southwestern Bell Telephone Companies encl. TELEPHONE COMPANY OFFICIALS These officials should be notified of renewal of the 911 fee. Cimarron Telephone Company, serving: Tulsa County Creek County Contact: Mr. Mike Trower E -911 Coordinator Cimarron Telephone Company P.O. Box 160 Mannford, OK 74044 General Telephone Company (GTE), serving: City of Tulsa Tulsa County Contact: Ms. Kathy Smith 911 Account Manager 8550 Esters Blvd. Irving, TX 75063 OCSI, serving: Tulsa County Kellyville Contact: Ms. Mille Linnell 301 SW Field Road P.O. Box 5901 Madison, WI 53705 -0901 Creek County Mounds Southwestern Bell, serving: Catoosa, Claremore, Collinsville, Glenpool, Jenks, Owasso, Sand Springs, Sapulpa, Tulsa, Kiefer, Skiatook, Sperry, Creek County, Osage County, Tulsa County, Wagoner County, o ers County Contact: Mr. Gerry Chicoine Division Manager Southwestern Bell Telephone Company 800 North Harvey Room 199 �� Oklahoma City, OK 73102 __. Mr. Gerry Chicoine Division Manager -Chief Accountant Southwestern Bell Telephone Company 800 North Harvey, Room 199 Oklahoma City, OK 73102 Dear Mr. Chicoine: On behalf of (example: the City of Jenks, please consider this our authorization and request to continue collecting the 911 fee as specified by us previously and as permitted by state statute. The fee should be remitted to the same individual at the same address as indicated by us previously. Attached is a copy of our ordinance /resolution renewing the 911 fee. We understand it is our responsibility to notify Southwestern Bell 90 days in advance of any changes in the fee. Signed City /County Official I a a me ' 11 U_I TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO Iq FROM: RODNEY J RAY CITY MANAGER SUBJECT: CITY MANAGER'S REPORT DATE: October 14, 1994 1 MANAGERIAL: PERSONNEL - Mr Cris King has been employed as the General Supervisor for the Public ' Works Department. Mr King will supervise the day -to -day operations of the street, cemetery, water, wastewater, refuse and recycle divisions. Mr King has been working as an intern with the City for the past month. He is retired from the Air Force and brings to the department an excellent experience and background in scheduling, supervision, problem solving and safety. His leadership and supervisory skills will enhance the Public Works management team abilities to deliver services to our citizens. The position was included in the budget and is in a pay range starting at $27,500 annual salary. Mr King lives in Owasso and will begin his new duties on Monday, October 17th. FOP ARBITRATION - As you know, a neutral arbiter has been selected by both parties. In an effort to get the process started, the staff contacted the arbiter and discovered that he has had ' a cancellation in his schedule that will allow the arbitration hearing to take place very quickly. The City has therefore requested an October 24th hearing. We have also notified the FOP's representative of that request. However, at this point we have not had a response from the FOP ' agreeing to the October 24th hearing date. We know the date is available and hope the hearing can be conducted on the 24th so we can resolve this issue. If you have questions, please call me. CITY MANAGER'S REPORT October 14, 1994 Page 2 FINANCE: FINANCE REPORTS - The first quarter finance reports indicate that the General Fund is experiencing revenues slightly below projections (amount needed to meet budget), and expenses that are pretty much on target. While the bottom line on the "schedule of revenues and expenditures" (see attachment) shows a $15,099 excess, it should be noted that it will require more than that amount to pay police salaries retroactively to July 1st. In effect, we are at break even in the budget at this point. One point of concern continues to be the surprisingly low revenue from the fines and forfeits section of the budget. The staff will continue to monitor that situation closely in order to be prepared if action is necessary. The OPWA financial condition is excellent, however, as in the General Fund there is a liability that is not shown. The City of Tulsa is two months behind on their billing for water, thus, we have an approximate $150,000 encumbrance that is not reflected on the "OPWA Schedule of Revenues and Expenditures ". But overall, the fund is showing signs of increased management efficiency that were the goal when significant changes were made about two years ago. Those changes were designed to put more accountability on the department's management and to cut waste in the department (specifically in the water department). The results are reflected in the bottom line. COMMUNITY DEVELOPMENT: DEVELOPMENT - There are currently fourteen residential subdivisions in the planning or construction process. Our staff estimates there are currently 288 lots in the City's inventory and another 714 lots "on the drawing board ". Building remains strong. Through September we were ahead of last year's rate by one -third (103 permits for '93 as opposed to 133 for 1994). The department has already approved fifteen permits for October (October 1993 had only eight for the entire month). I remain optimistic about the building industry in Owasso even though national and state data indicates a building slow down. Owasso is not only providing a quality living environment, but the entire Tulsa region has come to recognize our institutions as providing a quality, stable community. The staff continues to project 1994, 1995, and 1996 as strong building years for the community. CROSS TRAINING - The ongoing cross training effort for all inspectors and code enforcement duties continues to produce results and should provide greater management and cost efficiencies in the long term. We currently have three people involved in preparing for tests that would allow them to increase their inspection capabilities. CITY MANAGER'S REPORT October 14, 1994 Page 3 POLICE SERVICES: MUTUAL AID AGREEMENT - Tulsa Junior College employs some of our police officers on a part-time basis. However, since our officers are commissioned by the City of Owasso, their police powers are restricted when they are outside the municipal boundaries. Recent changes in the statutes allow cities to enter into "Police Service Agreements" with "campus police departments" of universities and colleges. TJC has requested such an agreement with the City of Owasso to allow our officers who work for the college to enforce state criminal statutes and rules and regulations of TJC while in their employment. Approval of this agreement has no direct impact on the City, yet it allows Owasso police officers employed at other locations to effectively perform the police duties for which they were hired. The liability issue is addressed in the agreement (and by the statutes). The proposed agreement is attached for your review. Unless there are concerns, the staff intends to present the agreement for your consideration at -` the next regular Council meeting. If you have questions, please call Chief Alexander, Mr Cates ' or me. DEPARTMENT ASSESSMENT - After one year with the department, Chief Alexander is dedicating a significant amount of time during October to a departmental assessment. Council input relative to expectations and new ideas is important and will be solicited, as will input from officers, other City staff and citizens. Should you have comments, ideas or suggestions, please ' contact Chief Alexander. I have reviewed some of the Chiefs ideas for the future and look forward to seeing the results of the department's reassessment effort. FIRING RANGE - As City Manager, I am committed to the construction of a police firing range and training center. Such a facility will reduce our liability exposure and improve the safety for our officers through better training. Because such a project is difficult to finance from the ' General Fund, I have begun searching for private sector funding. We have several funding sources that are being explored and some initial commitments pending the development of a facility plan. Additionally, the Chief has formed a team of officers who will provide the ' technical input for the planning of the facility to ensure it is user friendly and will meet the needs of the officers. This project is still in the development stage, but it is my intent to pursue a course of action that will bring to the Council a request for authorization for me to solicit ' private sector funds for the project. If you have questions, please call me. OFFICER VACANCY - The background investigations of nine candidates are complete. These ' applicants are in the final phase of selection for the vacancy which was created in July. An employment decision can be expected within the next two weeks. 1 pa CITY MANAGER'S REPORT October 14, 1994 Page 4 ECONOMIC DEVELOPMENT: NEW BUSINESS'- Wendy's Corporation has assigned an Owasso restaurant site to the region's franchise holder, Consolidated Investment Group (Wichita, KS). The franchise has submitted an application for a one lot plat and indicates construction will begin as soon as the appropriate permit process is complete. The company apparently has purchased property on the southeast corner of the 169 and 76th Street intersection (directly across 76th from QuikTrip). Based on normal plating and building schedules, it is estimated the business could open by March 1st. PRECISION COMPONENTS - The company's set up operations are progressing, with an expected start up of manufacturing operations scheduled for November 14 on a limited basis. The company anticipates full manufacturing capabilities by March 1st. NSP - Private sector efforts to secure conventional financing appears to be progressing well. It is my understanding that final agreements are close. All local government reviews have been completed so that once financing is complete, building could begin immediately. CDBG and Highway grants are progressing and should be available as soon as construction starts. WHIRLPOOL TEMPORARY OFFICE - Whirlpool officials revisited Owasso on Wednesday. The SK &O facility was inspected by the new Plant Manager and Human Resources Director. On Thursday the staff received a confirmation that they would utilize the building and would place approximately fifty employees in the facility by January 1st. Initial staffing will begin on November 1st, with eight employees. The use of the building is provided by SK &O Railroad and will require two leases, one between SK &O and the City and one between the City and Whirlpool. Other than some staff time and water service, this arrangement will not result in a cost to the City. The company will provide their own office furniture using a deal worked out by Mr Wagner, and they will install their own telephone system. Local utility companies are working to provide utility service. Expect to see Whirlpool people in Owasso in the next couple of weeks. CHAMBER -OEDA - Bernie Wagner is on the job, housed in the Chamber office and already having an impact. He is currently working on seven prospects. If you get an opportunity, please stop by and welcome Mr Wagner to our community. I M ATTACHMENTS 1. Police Services Agreement with TJC 2. Finance Reports 3. Memorandum Re: Residential Lot Availability ii POLICE SERVICES AGREEMENT WHEREAS, the Board of Regents of the Tulsa Junior College owns, leases, and /or rents property within the City of Owasso, Oklahoma; and WHEREAS, the Board of Regents of the Tulsa Junior College, as the governing Board of Tulsa Junior College, has established a campus police department (the "TJC Department of Public Safety /Campus Police ") pursuant to the provisions of the Campus Security Act, and the City of Owasso, Oklahoma, has a Police Department which provides law enforcement protection for persons and property within its boundaries; and ' WHEREAS, 74 O.S.1992, §360.20 permits municipalities and county sheriff departments having overlapping or concurrent jurisdiction ' with a campus police department to enter into agreements with the governing board of the educational institution recognizing jurisdictional boundaries and providing for mutual assistance; and WHEREAS, 51 O.S. 1992 §6(A) (14) permits municipal or county law enforcement or peace officers to serve in part -time positions as commissioned campus police officers pursuant to the provisions of ' the Oklahoma Campus Security Act, upon such terms and conditions as are mutually approved by the governing body of the municipality or county and the governing board of the institution of higher ' education; and WHEREAS, the Tulsa Junior College Board of Regents has authorized the President of Tulsa Junior College to enter into such ' agreements on behalf of Tulsa Junior College; NOW, THEREFORE, Tulsa Junior College and the City of Owasso, a ' municipal corporation, hereby agrees as follows: 1. Law enforcement officers commissioned by the City of ' Owasso may be commissioned and employed by Tulsa Junior College as part -time campus police officers, subject to the terms and conditions set forth herein. ' 2. The jurisdiction of the TJC Department of Public Safety /Campus Police and its duly commissioned and CLEET- certified peace officers employed as campus police officers, hereinafter collectively referred to as the ' "TJC Campus Police," shall be the campuses of Tulsa Junior College. The term "campuses" means the real property, buildings, and other improvements owned, ' leased or rented by Tulsa Junior College. 3. Upon the execution of this Agreement, the Director of the TJC Department of Public Safety /Campus Police will provide the Chief of the Owasso Police Department with 0239001.p2 -36 PM 1 ' maps identifying the geographical boundaries of all real property owned, rented or leased by Tulsa Junior College lying within the City of Owasso. This map will include ' all highways, streets, roads, alleys, and other public ways immediately adjacent to the campuses. Any subsequent changes in the geographical boundaries of ' said real property will be provided to the aforesaid individual as soon as practicable after the change occurs. ' 4. As set forth in 74 O.S. 1992 §360.17(B), the TJC Campus Police shall have the authority to enforce state criminal statutes and the rules and regulations of Tulsa ' Junior College. 5. The TJC Campus Police shall have jurisdiction beyond the t geographical boundaries set forth in paragraph 2, above, and within the jurisdictional boundaries of the City of Owasso Police Department only under the following ' circumstances: a. When requested by the Mayor or Chief of Police of the City of Owasso and agreed to by the President of Tulsa Junior College or his designee. ' b. When in the act of completing in a timely manner a necessary law enforcement activity which began on campus, provided, however, that ' the TJC Campus Police must contact the Owasso Police Department to permit it to take over the law enforcement activity, at which time the TJC Campus Police shall relinquish control and tjurisdiction. C. In any emergency situation or in a situation ' where immediate action is necessary to prevent or avoid personal injury or property damage or the escape of an offender who is reasonably believed to be fleeing from the scene of a crime or to be resisting arrest, provided, however, that the TJC Campus Police must contact the Owasso Police Department to permit ' it to intercept the offender and /or take over the law enforcement activity, at which time the TJC Campus Police shall relinquish control and ' jurisdiction. 6. Tulsa Junior College shall be solely responsible for the ' acts and omissions of its officers, employees and agents while on -duty for the College and acting within the scope of their employment by the College. The City of Owasso 0239001.p2 -36 a 1 1 Pq shall be solely responsible for the acts and omissions of its officers, employees and agents while on -duty for the City of Owasso and acting within the scope of their employment by the City of Owasso. It is understood and agreed that nothing herein shall be construed as creating an employment or agency relationship between Tulsa Junior College and the City of Owasso. 7. This agreement shall continue until modified by the parties or until terminated by either party upon thirty (30) days written notice. IN WITNESS WHEREOF, the parties have set their hands and seals as of the dates set forth below. ' ATTEST: APPROVED: Chief of Police 0239001.p2 -36 CITY OF OWASSO, OKLAHOMA, a municipal corporation, Mayor Date: TULSA JUNIOR COLLEGE By: '10 C Dr. Dean VanTrease President Date: 1 Sf�y 10/10/94 18:14 :53 CITY OF OWASSO GLFSF2 PAGE: 1 SCHEDULE OF REVENUES AND EXPENDITURES FOR PERIOD ENDING SEP 1994 I ------ MTD ----- ------ YTD ----- so GENERAL FUND REVENUES Sales taxes Other taxes Licenses and permits Intergovernmental Charges for services Fines and forfeits Other TOTAL REVENUES EXPENDITURES t Current operating - Public safety General government Recreation and culture Streets Economic development ' Capital outlay TOTAL EXPENDITURES ' EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES TRANSFERS IN (OUT) Transfers in Transfers out TOTAL TRANSFERS EXCESS (DEFICIENCY) OF REVENUES OVER EXPENDITURES & OTHER USES 324,228.25 34,979.22 5,864.00 3,372.71 4,045.50 7,644.00 4,507.92 918,699.74 85,127.50 31,583.00 5,079.30 13,942.29 24,016.00 8,433.75 384,641.60 1,086,881.58 142,803.15 433,697.70 47,333.16 180,012.36 23,344.61 65,819.85 215607.74 52,933.81 259.83 7,146.79 18,365.37 89,268.30 2537713.86 828,878.81 130,927.74 258,002.77 251,527.16 718,591.48 - 338,325.96 - 961,494.74 -------- - - - - -- -------- - - - - -- - 86,798.20 - 242,903.26 -------- - - - - -- -------- - - - - -- 44,128.94 15,099.51 -------- - - - - -- -------- - - - - -- -------------- -------- - - - - -- 2 10/10/94 18:12:44 CITY OF OWASSO GLFSFA PAGE: 1 GENERAL FUND REVENUE BUDGET SUMMARY FOR PERIOD ENDING SEP 1994 MONTH TO DATE YEAR TO DATE CURRENT ACTUAL MTD X ACTUAL YTD X BUDGET ------------ - - - - -- -- - - - - -- ------------ - - - - -- -- - - - - -- --------------- - -- TAXES '51 51 4100 4100 201 SALES TAXES 202 USE TAXES 324,228.25 4,076.15 8.90 8.15 918,699.74 11,619.26 25.20 23.24 3,645,001.00 50,000.(K) 51 4100 301 ALCOHOLIC BEVERAGE TAX 935.06 7.25 3,088.46 23.94 12,900.00 51 4100 302 STATE GASOLINE TAX 2,058.71 8.76 6,144.52 26.151 23,500.00 51 4100 303 MOTOR VEHICLE LICENSES 5,133,95 8.05 16,8~{3.12 26.38 63,800.00 51 4100 401 ELECTRIC UTILITY (PSO) 16,014.81 12.61 34,723.64 27.34 127,000.00 51 4101 402 TELEPHONE UTILITY (SCI BELL) .00 .00 .00 .00 33,400.00 51 51 4100 4101 403 NATURAL GAS UTILITY (ONG) 404 CATV (TULSA CABLE) 1,308.60 5,451.94 3.12 16.52 4,5`-5.77 8,162.73 10.85 24.74 42,000.00 x3,000.00 - -- TOTAL TAXES ------------ - - - - -- -- 359,207.47 - - - - -- ------------ 8191 - - - - -- 1,003,827.24 -- - - - -- --------------- 24.91 - 4,0'3 ~},600.00 LICENSES & PERMITS 51 4200 101 ALCOHOLIC BEVERAGE LICENSE .00 .00 .00 .00 .00 51 4200 102 BUSINESS LICENSE .07 .00 .(K) .00 .00 51 4200 103 BUILDING TRADES LICENSE 740,00 4.63 9,400.00 58.75 16,000.00 51 4200 104 SOLICITOR LICENSE 10.00 .00 11X).00 .00 .00 51 4200 109 OTHER LICENSES 390.00 5.74 1,250.00 18.38 6,800.00 51 4200 201 BUILDING PERMITS 1,751.00 4.73 7,293.00 19.71 37,0(1).00 51. 4200 202 BLDG. PERMIT SURCHARGE 1,263.00 1 -1 6,050.00 18.91 32,000.00 51 4200 203 MECHANICAL PERMIT 510.00 4.25 2,3 fi.00 19.46 12,000.00 51 4200 204 ELECTRICAL PERMIT 615.01 4.56 2,555.00 18.93 13,500.00 51 4200 205 PLUMBING PERMIT 585.00 4.50 2,425.00 18.65 13,000.00 51 4201 206 SIGN PERMIT .00 .00 25.00 5.0) 500.00 51 4200 207 ANIMAL LICENSE .00 .00 .00 .00 .00 51 4200 210 OTHER PERMITS .00 .00 70,00 .00 .0)7 51 4200 211 RE- INSPECTIONS .00 .00 .010 .00 .00 TOTAL LICENSES INTERGOVERNMENTAL ------------ It PERMITS - - - - -- 5,864.00 -- - - - - -- ------------ 4.48 - - - - -- 31,582.00 -- - - - - -- --------------- 24.15 - -- 130,800.00 51 4300 302 PRO•aECT DARE GRANT 3,372.71 7.88 5,079.30 11.86 42,82'6.00 51 4300 301; PARK GRANT .00 .00 .00 .00 .00 51 4300 304 ODOC GRANT .00 .00 .00 .00 200,01t).00 51 4300 305 ODOT GRANT .00 .00 .00 .00 250,000.00 51 4300 306 FEMA GRANT .00 .00 .00 .00 -- .00 TOTAL INTERGOVERNMENTAL ------------ - - - - -- -- 3,372,71 - - - - -- ------------ .68 - - - - -- 5,079.30 - - - - -- --------------- 1.03 - -- 492,826.00 CHARGES FOR SERVICES 51 4400 101 RURAL FIRE RUNS 1,000.00 4~7.0(1 1,0)0.()0 40.00 2,.`_OCI.OrJ 51 4400 102 POLICE ACCIDENT REPORTS 111.001 13.88 179.29 22.41 800.00 51 4400 202 ZONING & BOA FEES 175.00 5.83 900.00 36.00 3,000.00 51 4400 203 MOWING FEES .00 .00 .00 ,00 1,500.00 51 44(70) 204 SALE OF MAPS, ETC. 75.00 15.00 165.00 33.00 500.00 51 4400 205 RETURNED CHECK FEES .00 .00 25.00 .00 .00 51 4400 210 OTHER GEN GOVT FEES .00 .00 .00 .00 .00 51 4400 301 REC CENTER LEER FEE 13'7.50 5.58 3'"18.00 13.12 2,500.00 5 ] 4401 302 RFC CENTER MEMBERSHIPS 00 .0) 25.00 . t)0 51 4400 303 RECREATION PROGRAM FEE .00 .00 10.00 .40 2,500.00 51 440x1 311 COMMUNITY CENTER USER FEE `:ti0.00 8.(ei 1 250.00 18.94 6,600.00; 10/10/94 18:12:44 CITY OF OWASSO GLFSFA PAGE: 2 GENERAL FUND REVENUE BUDGET SUMMARY FOR PERIOD ENDING SEP 1994 ' TOTAL INTERFUND TRANSFERS TOTAL REVENUES MONTH TO DATE YEAR TO DATE CURRENT 51 4400 321 PARK USER FEE YTD Z -- - - - - -- ------------------ 51 4400 331 SWIMMING POOL ADMISSIONS .00 51 4400 332 SWIMMING LESSONS .00 51 4400 341 CONCESSIONS .00 51 4400 521 CEMETERY LOTS ,00 51 4400 522 CEMETERY INTERMENTS ,00 .00 TOTAL CHARGES FOR SERVICES 8.10 FINES & FORFEITS 15,000.00 ------------------ 00000 -- 51 4500 101 MUNICIPAL COURT FINES �. 51 4500 102 ANIMAL IMPOUND FINES 31.76 51 45500 111 OTHER FINES 22,865.00 51 4500 201 DEPOSITS FORFEITED 29.20 51 4500 210 OTHER FORFEITURES (BEA) .00 .00 TOTAL FINES & FORFEITS .00 OTHER ,tin , m .00 51 4600 101 INTEREST ON BANK ACCOUNTS .00 51 4600 103 INTEREST ON SALES TAX - - - - -- -- 7,644.00 51 4600 201 SALE OF MATERIALS - -- 187,500.00 51 4600 301 INSURANCE CLAIMS 23.14 51 4600 302 REIMBURSEMENTS & REFUNDS ' 51 4600 501 CONTRIBUTIONS & DONATIONS .00 51 4600 901 OTHER .00 5] 4600 910 SALES TAX PAID .00 2,105.31 TOTAL OTHER kv 29.67 TOTAL REVENUES 47.56 INTERFUND TRANSFERS 52.26 .00 51 4800 11 OPWA - SALES TAX 1,755.11 51 4800 42 AMBULANCE SERVICE FUND .00 51 4800 44 E -911 4,507.92 51 41900 52 DEBT SERVICE 27,000.00 51 4800 61 OPWA - - - - -- ------------------ 0-2.12 51 4800 81 CAPITAL IMPROVEMENTS FUND ' TOTAL INTERFUND TRANSFERS TOTAL REVENUES MONTH TO DATE YEAR TO DATE CURRENT ACTUAL ------------ - - - - -- MTD 7. -- - - - - -- ------------ ACTUAL - - - - -- YTD Z -- - - - - -- ------------------ BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .iu1 .00 .00 ,00 .00 .00 ,00 ,00 .00 1,215.00 8.10 7,660.00 51.07 15,000.00 ------------------ 00000 -- - ----- ---------- -- --- - -- -- --- - -- ------- 1 000.00 - - --- 4,045.50 9.22 13,942.29 31.76 43,900.00 6,914.00 3.74 22,865.00 12.36 185i,000.00 730.00 29.20 1,145.00 45.80 2,500.O0 .00 .00 6.00 .00 .00 ,tin , m .00 .00 .00 .00 ------------ .00 .00 .00 .00 - - - - -- -- 7,644.00 - - - - -- ------------ 4.08 - - - - -- -- 24,016.00 - - - - -- --------------- 12.61 - -- 187,500.00 705.36 7.42 2,198.37 23.14 9,500.00 656.93 13.14 1,903,07 3:3.06 5,000.00 300.00 .00 300.00 .00 .00 .00 .00 .00 .00 .00 2,105.31 28.07 2,224.94 29.67 7,500.00 47.56 .00 52.26 .00 .00 692,76 13.86 1,755.11 35.10 5,000,00 .00 .00 .00 .00 .00 4,507.92 16.70 8,433.75 31.24 27,000.00 ------------ - - - - -- -- 384,641.60 - - - - -- ------------ 7.83 - - - - -- -- 1,06,881.58 - - - - -- ------------------ 0-2.12 4,912,626.00 216,152.16 8.90 612,466.48 25.20 2,430,000.00 10,000.00 6.33 :30,000.00 18.99 158,000.00 1,312.50 8.33 3,937.50 25.00 15,750.00 .00 .00 ,00 .00 3,400.00 24,062.50 8.33 72,187,50 25.00 28`,750.00 .00 ------- ----- - - - - -- - .00 - -- .00 .00 .00 251,527.16 - - - - ------------ 8.69 - - - - -- -- 718,591.48 - - - - -- --------------- 24.81 - -- 2,895,900.00 ------------ - - - - -- -- - - - - -- ------------ - - - - -- -- - - - - -- ------------------ 635,162.76 8.15 1,I*5,473.06 23.12 7,808,526.00 ------------ - - - - -- -- - - - - -- ----------- - - - - -- - - - - - -- ------------ - - - - -- ' 10/10!94 18:12:13 1 PERSONAL SERVICES MATERIALS & SUPPLIES OTHER SERVICES & CHARGES CAPITAL OUTLAY f INTERFUND TRANSFERS OUT TOTAL. EXPENDITURES CITY OF OWASSO GLFSFA PAGE: 1 GENERAL FUND EXPENDITURE BUDGET SUMMARY FOR PERIOD ENDING SEP 1994 MONTH TO DATE YEAR TO DATE CURRENT ACTUAL ------------ - - - - -- MTD X -- - - - - -- ------------ ACTUAL - - - - -- YTD % -- - - - - -- ------------------ BUE43ET 191,250.72 7.36 599,072.69 23.05 2,598,582.00 18,709.66 7.88 34,519.72 14.54 237,400.00 25,388.11 5.20 106,018.10 21.71 488,264.00 18,365.37 2.75 89,268.30 13.37 667,630.00 :<18,',:�15.% 8.26 961,494.74 25.19 3,816,650.00 ------------ - - - - -- `92,039.82 -- - - - - -- ------------ 1 �`: - - - - -- 1,790,37",,.` -- - - - - -- ------------------ 22.93 7,808,516.00 10/10/94 18:15:18 I CITY OF OWASSO GLFSF2 PAGE: i OPWA SCHEDULE OF REVENUES & EXPENSES FOR PERIOD ENDING SEP 1994 'OPERATING REVENUES: Charges for sales and services: Water sales Wastewater treatment charges Refuse & recycle sales Tap fees Other fees i TOTAL OPERATING REVENUES OPERATING EXPENSES: Operating & maintenance General & administrative Purchased water Commercial refuse service Capital outlay ' TOTAL OPERATING EXPENSES ' OPERATING INCOME (LOSS) NONOPERATING REVENUES (EXPENSES): Interest revenue Miscellaneous TOTAL NONOPERATING REVENUES (EXPENSES) NET INCOME BEFORE OPERATING TRANSFERS OPERATING TRANSFERS: Operating transfers out NET INCOME (LOSS) ------ MTD ----- ------ YTD ----- 120,799.78 381,795.69 35,643.42 106,396.83 45,273.56 140,124.49 6,355,00 26,600.00 5,547.12 16,727.61 213,618.88 671,644.62 61,142.81 '153,453.26 17,768.38 73,133.94 72,245.75 74,519.75 11,873.00 36,059.32 1,555.87 15755.42 164,585.81 338,921.69 -------- - - - - -- -------- - - - - -- 49,033.07 332,722.93 1,830.72 3,565.73 -47.22 77.89 -------- - - - - -- -------- - - - - -- 1,783.50 3,643.62 -------- - - - - -- -------- - - - - -- 50,816.57 336,366.55 -------- - - - - -- -------- - - - - -- - 33,030.00 - 99,090.00 -------- - - - - -- -------- - - - - -- 17,786.57 237,276.55 -------- - - - - -- -------- - - - - -- -------------- -------- - - - - -- ' 10/10/94 18:13:52 CITY OF OWASSO OPWA REVENUE BUDGET SUMMARY FOR PERIOD ENDING SEP 1994 GLFSFA PAGE: 1 MONTH TO DATE YEAR TO DATE CURRENT CHARGES FOR UTILITY SERVICE ' 61 61 4400 4400 701 WATER 702 WATER TAPS 351,795.69 61 4400 703 RECONNECT FEE 4.22 61 4400 704 SERVICE FEES 220.00 61 4400 705 WATERLINE PAYBACK 2,500.00 61 4400 711 WASTEWATER TREATMENT 18.01 61 4400 712 WASTEWATER TAPS .00 61 4400 713 INDUSTRIAL USER SURCHARGE 8.19 61 4400 721 RESIDENTIAL REFUSE SERVICE 2,980.00 61 4400 722 OKLA SOLID WASTE MANAGE FEE 75,000.00 61 4400 7213 COMMERCIAL REFUSE SERVICE ' 61 4400 724 YARDWASTE POLYCART SERVICE 76,571.23 24,70 TOTAL_ CHARGES .00 CONVENIENCE STATION FEES .00 61 4400 731 OPEN CONTAINER 50,844.31 61 4400 732 COMPACTOR 23.87 -- - - - - -- ------------ 61 4400 733 MISC. CONVENIENCE STATION FEES 207,545.64 61 4400 734 OVERAGES & SHORTAGES 2,791,700.00 61 4400 735 YARD WASTE DISPOSAL .00 61 4400 736 BID -BAG SALES .00 61 4400 737 SALES TAX PAID .00 61 4400 738 BIO -BAG CZ'ONS .00 .00 TOTAL FEES 100 RECYCLE SALES .00 .00 61 4400 741 BATTERIES 10.44 61 4400 743 NEWSPAPER .00 61 4400 744 GLASS - 500.00 61 4400 747 ALUMINUM .00 61 4400 748 OTHER RECYCLE SALES ' - - - - -- --------------- 7,80 - -- 26,240.00 51.00 10.20 176.00 TOTAL RECYCLE 500.00 .00 OTHER .00 .00 .00 61 4200 110 INDUSTRIAL USER PERMIT ' 61 4300 304 RECYCLE GRANT 6,036.20 61 4400 205 RETURNED CHECK FEE .00 61 4400 781 LATE FEES ' 61 4600 101 INTEREST ON BANK ACCOUNT 28,700.00 61 4600 102 INTEREST ON CD .00 61 4600 3021 REIMBURSEMENTS .00 61 4600 701 OVERAGES /SHORTAGES ® 229.02 28.63 800,00 5,246.14 61 4600 790 CREDITS 54,000.00 61 4600 901 OTHER (MISC) ' 12,5oo .00 TOTAL OTHER .00 618.49 TOTAL UNRESTRICTED REVENUE .00 .00 .00 .00 GLFSFA PAGE: 1 MONTH TO DATE YEAR TO DATE CURRENT ACTUAL ------------ - - - - -- MTD Y. -- - - - - -- ------------ ACTUAL - - - - -- -- YTD % - - - - -- --------------- BUDGET - -- 120,799.73 7.50 351,795.69 23.71 1,610,000,00 3,375.00 4.22 16,725.00 2'0.91 80,000,00 220.00 8.80 475.00 19.{x0 2,500.00 35.98 5.14 126.05 18.01 700.00 .00 .00 .00 .00 52,000.00 35,643.42 8.19 106,0.46 24.39 435,000.00 2,980.00 3.97 9,875.00 13.17 75,000.00 .00 .00 ?08.37 10,000.00 25,764.20 8.31 76,571.23 24,70 310,000.00 .00 .00 -.16 .00 .00 17,175.71 8.1.3 50,844.31 214.21 210, 111, 00 1,551.55 ------------ - - - - -- 23.87 -- - - - - -- ------------ 4,451.42 - - - - -- -- 68.48 - - - - -- --------------- 6,500.00 - -- 207,545.64 7.43 647,260.37 23.19 2,791,700.00 .00 .00 .00 .00 20,OXkl.00 .00 .00 .00 , {iii . Of) .00 .00 .00 .00 ,00 .00 .00 .00 100 .00 .00 .00 .00 .00 .00 731.10 10.44 2,045.49 29.22 7,000.00 .00 .00 .00 .00 - 500.00 .00 ------------ .00 .00 .00 - 260.00 - - - - -- 731.10 -- - - - - -- ------------ 2.79 - - - - -- -- 2,045.49 - - - - -- --------------- 7,80 - -- 26,240.00 51.00 10.20 176.00 35.20 500.00 .00 .00 .00 .00 .00 .00 .00 .00 .00 V, oo . oo .00 .00 6,036.20 24.14 25,000.00 .00 .00 .00 .00 .00 51.00 .18 6,212.20 21.65 28,700.00 .00 .00 375.00 .00 .00 .00 .00 .00 .00 .00 45.00 5,63 229.02 28.63 800,00 5,246.14 9.72 15,522.54 28.75 54,000.00 1,212.23 9.70 2,947,24 23.55 12,5oo .00 618.49 .00 618.49 .00 .00 .00 .00 .00 .00 .00 - 10:3.13 .00 - 112.43 .00 ,00 00 .00 .00 .00 . of) 60.96 .00 190. .21 .00 .00 7,074.64 10.51 19,770.18 29.38 67,300.00 ------------ - - - - -- -- 215,402.38, - - - - -- ------------ 7.39 - - - - -- -- 675,288.24 - - - - -- ------------------ 23.17 2,913,940.00 ' 10/10194 15:13:52 fir. CITY OF OWASSO OPWA REVENUE BUDGET SUMMARY FOR PERIOD ENDING SEP 1994 I I TOTA1 RFVENUES 7 GLFSFA PAGE: 2 MONTH TO DATE YEAR TO DATE IINTERFUND ACTUAL ------------ - - - - -- TRANSFERS IN YTD Y. -- - - - - -- --------------- 61 4800 01 GENERAL FUND - SALES TAX r 25.20 TOTAL UNRESTRICTED REV & TRANSFERS ------------ - - - - -- .K 1630.6`{ RESTRICTED REVENUE -- - - - - -- ------------------ 24. i<1 6,55 },940.00 61 4700 101 SEWER TAP -- ELM CREEK A .00 61 4700 102 SEWER TAP -- ELM CREEK B 1,420.00 61 4700 103 SEWER TAP -- ELM CREEK C .00 61 4700 104 SEWER TAP -- ELM CREEK D 1,420.(u) 61 4700 105 SEWER TAP -- ELM CREEK E .00 61 4700 223 INTEREST - STF & CFF ACCT(FBO) .00 61 4700 231 INTEREST - TRUSTEE BOND ACCOUNTS 2,842.73 15.37 1E .. ,500.00 1,5214.10 176.21 9,340.51 TOTAL RESTRICTED REVENUE I I TOTA1 RFVENUES 7 GLFSFA PAGE: 2 MONTH TO DATE YEAR TO DATE CURRENT ACTUAL ------------ - - - - -- MTD Y. -- - - - - -- ------------ ACTUAL - - - - -- YTD Y. -- - - - - -- --------------- BUDGET - -- 324,228.25 5.90 918,699.74 25.20 3,645,000.00 ------------ - - - - -- .K 1630.6`{ -- - - - - -- ------------ 8.23 - - - - -- 1,59.3,957.96 -- - - - - -- ------------------ 24. i<1 6,55 },940.00 .00 .00 355.00 .00 .00 355.00 .00 1,420.00 .00 .00 ,00 .00 .00 .00 .00 1,420.(u) .00 6,035.00 .00 .00 .00 .00 .00 .00 .00 831.55 4.49 2,842.73 15.37 1E .. ,500.00 1,5214.10 176.21 9,340.51 467.03 2,000.00 6,130.65 ------------ - - - - -- 29.91 - 19,993.24 97.53 20,500.00 -- 545,761.218 - - - -- ------------ _ =8 ==9 = - - - - -- -- = = -= 1,613,951 -21 = - - - - -- ------------------ == 24.53 _====- 6,579,440 -00 1 ' 10/10/94 18:13:39 1 PERSONAL SERVICES ' MATERIALS & SUPPLIES ' OTHER SERVICES & CHARGES CAPITAL OUTLAY DEBT SERVICE 1 INTERRUIND TRANSFERS OUT ' TOTAL EXPENSES 1 1 1 CITY OF OWAASSO OPWA EXPENSE FIDGET SUMMARY FOR PERIOD ENDING SEP 1994 MONTH TO DATE ACTUAL 43,544.09 85,479.14 GLFSFA PAGE: i YEAR TO DATE CURRENT MTD % ACTUAL YTD % BUDGET 7.08 137,806.15 22.41 614,984.00 7.23 96,351.70 8.15 1,182,630.00 34,006.71 7.28 1,555.87 .62 49,786.25 8.21 249,182.16 8.81 103,008.42 22.06 466,895.00 1,755.42 .70 250,475.00 149,358.75 24.64 606,275.00 711,556.48 25.15 2,828,860.00 ------------ - - - - -- -- - - - - -- ------------ - - - - -- -- - - - - -- --------------- - -- 463,554.22 7.79 1,199,836.92 20.16 5,950,119.00 MEMORANDUM o© TO: MR. RODNEY J. RAY CITY MANAGER FROM: TIMOTHY ROONEY INTERIM COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: AVAILABLE LOTS FOR RESIDENTIAL DEVELOPMENT DATE: October 13, 1994 I have reviewed building permits in the most recently created subdivisions in Owasso to obtain the amount of available lots within these additions for residential development. The following are a list of the additions, followed by the number of lots within the addition, the number of lots that have been issued building permits, and the number of lots remaining. BARRINGTON POINT I 41 26 15 BRENTWOOD ESTATES 51 3 48 BROADMOOR HEIGHTS 32 18 14 CAMDEN PARK 38 13 25 DOUBLE OAKS III 63 34 29 DOUBLE OAKS IV* 96 0 96 NOTTINGHAM ESTATES ** 45 0 45 WINDSOR LAKE II 44 28 16 TOTAL NUMBER OF LOTS REMAINING IS 288. * Double Oaks IV received City Council approval on 10 -4 -94. ** Nottingham Estates received City Council approval on 9- 20 -94. 3 v R II The following is a list of additions currently in various phases of planning and development. The name of the addition is followed by the number of lots planned and an anticipated date of completion (if possible). BAILEY RANCH ESTATES PHASE I 118 (11 -1 -94) PHASE II - IV 316 (PHASE H TO BEGIN CONSTRUCTION 1 -95) BARRINGTON POINT II 49 BARRINGTON POINT III 29 CAMDEN PARK II 25 CENTRAL PARK 44 CENTRAL PARK II 133 (11 -1 -94) (CONSTRUCTION TO BEGIN 6 -95) (CONSTRUCTION TO BEGIN 6 -95) (12 -1 -94) (UNKNOWN) TOTAL NUMBER OF LOTS PLANNED IS 714.