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Home My WebLink About1994.01.04_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: January 4, 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 Thursday, December 30, 1993. Marci Boutwell, Council Clerk AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Request Approval of the Minutes of December 21, 1993 Regular Meeting. Attachment #4 5. Request Approval of Claims. Attachment #5 ,mow r~ ~' Owasso Ci Council ty January 4, 1994 Page 3 9. Consideration and Appropriate Action Relating to a Request for an Amendment to a Contract Between the City of Owasso and the Indian Nations Council of Governments Providing for Administrative Services Relating to CDBG #5252 (Max Buchanan). Mr Compton Attachment #9 The staff will recommend Council approval of the amendment extending the time frame of the contract. 10. Report from City Manager 11. Report from City Attorney 12. Unfinished Business 13. New Business ~, 14. Adjournment i~ i~ ~'~ i~ OWASSO CITY COUNCIL 1VIINUTES OF REGULAR MEETING Tuesday, December 21, 1993 The Owasso City Council met in regular session on Tuesday, December 21, 1993 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p. m. on Friday, December 17, 1993. ITEM 1: CALL TO ORDER Mayor Randolph called the meeting to order at 7:00 p. m. ITEM 2: FLAG SALUTE The flag salute was led by Mayor Randolph. ITEM 3: ROLL CALL PRESENT ABSENT Bob Randolph, Mayor John Phillips, Vice Mayor Mary Lou Barnhouse, Councilor Rex Bowen, Councilor Charles Bums, Councilor STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, Council Clerk A quorum was declared present. ITEM 4: RE ZUEST APPROVAL OF THE MINUTES OF DECEMBER 7, 1993 REGULAR MEETING. Charles Burns moved, seconded by John Phillips, to approve the minutes, by reference made a part hereto. AYE: Burns, Phillips, Bowen, Barnhouse, Randolph NAY: None Motion carried 5-0. Owasso City Council December 21, 1993 ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #93-10, A RESOLUTION CALLING AN ELECTION FOR THE PURPOSE OF SUBMITTING ORDINANCE #474 TO THE VOTERS OF OWASSO FOR APPROVAL OR REJECTION. Resolution #93-10 notifies the election board of an election for the purpose of the voters approval or rejection of Ordinance #474, such election to be held on March 1, 1994. Mayor Randolph moved, seconded by John Phillips, to approve Resolution #93-10 calling an election for the purpose of submitting to the Owasso voters Ordinance #474 for their approval or rejection. AYE: Randolph, Phillips, Bowen, Barnhouse, Bums NAY: None Motion carried 5-0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR A WAIVER OF SECTION 5-3(C) OF CHAPTER 5. CITY OF OWASSO PERSONNEL POLICIES AND PROCEDURES. Ralph Griffin addressed the Council with a request to be paid for accumulated vacation upon his retirement. Mr Griffin has been allowed to accumulate vacation in excess of the amounts allowed by policy and was directed to take vacation leave to reduce his vacation accumulation to the maximum allowed prior to his retirement. Mayor Randolph moved that this issue be considered as a personnel matter and that the City Manager be directed to handle the request. Motion seconded by Charles Burns. AYE: Randolph, Bums, Bowen, Phillips, Barnhouse NAY: None Motion carried 5-0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A RE UEST FOR THE PURCHASE OF TWO PASSENGER VEHICLES. The 1993 Dodge Dynasty purchased for use by the City Manager, was transferred to the police chief for her use. The FY 1993-94 police department budget contains an allocation for a new vehicle for the chief. Staff proposed to use that allocation to purchase a new vehicle for the fire chief and transfer the 1989 Chevrolet Caprice being used by the fire chief to the City Manager. The Community Development Department also requested authorization to purchase a midsize 3 ii i~ i~ i~ i~ ii Owasso City Council December 21, 1993 to approve the final plat of Oklahoma Baptist Retirement Center II. Motion seconded by Mary Lou Barnhouse. AYE: Burns, Barnhouse, Bowen, Phillips, Randolph NAY: None Motion carried 5-0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL ACCEPTANCE OF IMPROVEMENTS TO THE WATER AND WASTEWATER SYSTEMS CONSTRUCTED BY THE DEVELOPERS OF CAMDEN PARK. AN ADDITION TO THE CITYOF OWASSO, OKLAHOMA. Following Council approval of the final plat for Camden Park, construction began on the water and wastewater lines. They are now complete and have been inspected, tested and approved by the necessary departments. The Oklahoma Department of Health has reviewed and assigned the water permit no. WL000072930858 and the wastewater permit no SL000072930859. Charles Burns moved, seconded by John Phillips, to accept the water and wastewater improvements constructed by Camden Park. AYE: Bums, Phillips, Barnhouse, Bowen, Randolph NAY: None Motion carried 5-0. ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE CITY OF OWASSO TO ACCEPT DEEDS TO CERTAIN PROPERTY CURRENTLY MAINTAINED AS PUBLIC DRAINAGE WAYS BUT HELD BY ELM CREEK INC AND SHOWN ON PLATS AS "RESERVES". The City has been maintaining "reserve" areas along the south and east boundaries of the First Christian Church property, which are owned by Elm Creek Inc. City maintenance ensures proper drainage and Elm Creek Inc has now requested that the City accept title to those areas. Charles Burris moved, seconded by John Phillips, to accept the deed/title to the areas shown as Reserve "A" on the Elm Creek plats. AYE: Burns, Phillips, Barnhouse, Bowen, Randolph NAY: None 5 Owasso City Council December 21, 1993 ITEM 16: REPORT FROM CITY MANAGER Mr Ray reported on a problem that has occurred with a prisoner being detained in the Owasso jail. As a result of the prisoner injuring himself and being hospitalized, it is necessary to have a 24-hour guard. This has resulted in an accumulation of overtime in the police department, as well as it being necessary for the City to pay the medical expenses of the prisoner. ITEM 17: REPORT FROM CITY ATTORNEY No report. ITEM 18: UNFINISHED BUSINESS Councilor Bowen commended the staff on the new lighting at the Recreation Center. ITEM 19: NEW BUSINESS None ITEM 20: ADJOURNMENT John Phillips moved, seconded by Charles Bums to adjourn. AYE: Phillips, Burris, Bowen, Barnhouse, Randolph NAY: None Motion carried 5-0 and the meeting was adjourned at 8:22 p.m. Bob Randolph, Mayor Marcia Boutwell, Council Clerk 7 CITY OF OWASSO GENERAL FUND 12/30/93 15:03:07 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION ---------- ------------------------- ------------------- ~ NO DEPARTMENT MASTER FOUND ~ ------------------------------ 941376 JIM WILLINGHAM DEPARTMENT TOTAL =___> MANAGERIAL 941382 SUBURBAN OFFICE SUPPLY 941413 TREASURER PETTY CASH 941414 SOUTHWESTERN BELL TELE. 941415 AT&T DEPARTMENT TOTAL =___> FINANCE BLDG PERMIT/CANCELED CERTIFICATES CM EXPENSES JANUARY SERVICE JANUARY SERVICE 940117 CPS BUSINESS, INC. LICENSE FEES 941170 GOV. FINANCE OFFICERS ASS MEMBERSHIP DUES 941398 ALL COPY SUPPLIES TONER DEPARTMENT TOTAL =___> ~, COMMUNITY DEVELOPMENT ------------------------------ 941413 TREASURER PETTY CASH 941414 SOUTHWESTERN BELL TELE. DEPARTMENT TOTAL =___> MUNICIPAL COURT ------------------------------ 941414 SOUTHWESTERN BELL TELE. 941415 AT&T DEPARTMENT TOTAL =___> ENGINEERING ------------------------------ REIMB PETTY CASH JANUARY SERVICE JANUARY SERVICE JANUARY SERVICE APAPVR PAGE: AMOUNT -- ------------- 416_50 416.50 22.00 343.83 55.08 9.82 430.73 434.00 130.00 45.00 609.00 62.86 _54_85 117.71 23.80 .76 24.56 4 i~ i~ 12/30/93 PO # CITY OF OWASSO GENERAL FUND 15:03:07 A/P CLAIMS REPORT VENDOR DESCRIPTION - ------------------------- ----------------- 941314 D.A.R.E. AMERICA SUPPLIES 941317 SFD POWER SUPPLY 941361 OFFICE DEPOT CARD PLAN FILE CABINET 941363 TRIM RITE TAGS/SUPV UNITS 941380 OK ASSOC. OF CHIEFS OF PO MEMBERSHIP DUES 941387 HOWARD STAMPER SERVICES 941413 TREASURER PETTY CASH REIMB PETTY CASH 941414 SOUTHWESTERN BELL TELE. JANUARY SERVICE 941415 AT&T JANUARY SERVICE 941417 OKLA NATURAL GAS JANUARY SERVICE 941418 PUBLIC SERVICE CO JANUARY SERVICE 941419 SOUTHWESTERN BELL TELE. JANUARY SERVICE DEPARTMENT TOTAL =___> I ~ ANIMAL CONTROL ------------------------------ 941313 THREE LAKES VETERINARY SERVICES DEPARTMENT TOTAL =___> FIRE SERIICES 940744 NATIONAL FIRE PROTECTION SUPPLIES 940933 DAYS INN LODGING/SOLE 940934 DAYS INN LODGING/SOLE 940935 DAYS INN LODGING/SOLE 941261 KIMBALL ACE HARDWARE SUPPLIES 941332 RAPID RADIATOR REPAIR 941384 LENOX WRECKER SERVICE TOWING CHARGE 941392 MAXIMUM CONTROL, INC. REPAIR FURNACE 941394 FASCO, INC. RADIO PARTS 941403 LARSEN ELECTRONICS, INC. HMO COIL 941414 SOUTHWESTERN BELL TELE. JANUARY SERVICE 94.1415 AT&T JANUARY SERVICE DEPARTMENT TOTAL =___> I ~' CIVIL_DEFENSE i~ i~ 941414 SOUTHWESTERN BELL TELE. JANUARY SERVICE 941418 PUBLIC SERVICE CO JANUARY SERVICE 941419 SOUTHWESTERN BELL TELE. JANUARY SERVICE APAPVR PAGE: 6 AMOUNT 166.12 91.39 147.98 30.00 30.00 50.00 13.66 240.11 35.57 88.34 531.96 47.25 4,963.00 172.00 172.00 525.80 72.00 70.00 39.00 49.06 77.50 45.50 335.00 262.53 68.71 164.95 42.18 1,752.23 27.10 64.11 49.00 i^ ~, CITY OF OWA550 GENERAL FUND 12/30/93 15:03:07 A/P CLAIMS REPORT ~, PO # VENDOR DESCRIPTION ---------- ------------------------- ------------------- PARK MAINTENANCE ------------------------------ 941413 TREASURER PETTY CASH 941417 OKLA NATURAL GAS 941418 PUBLIC SERVICE CO DEPARTMENT TOTAL =___> ECONOMIC DEVELOPMENT ------------------------------ 941391 INCOG DEPARTMENT TOTAL =___> FUND TOTAL =___> 1 1 REIMB PETTY CASH JANUARY SERVICE JANUARY SERVICE ADMIN SERVICES APAPVR PAGE: AMOUNT -- ------------- 43.00 81.45 571.55 696.00 989.34 989.34 17,320.57 8 12/30/93 PO # AMBULANCE CITY OF OWASSO AMBULANCE SERVICE FUND 15:03:07 A/P CLAIMS REPORT VENDOR DESCRIPTION 941254 ALLIANCE MEDICAL, INC. TRAINING 941255 CRITI CARE SUPPLIES 941333 BIO-SAFETY SYSTEMS SUPPLIES 941334 MEDICAL COMPLIANCE SPECIA BIO WASTE DISPOSAL 941336 ALLIANCE MEDICAL, INC. SUPPLIES 941413 TREASURER PETTY CASH REIMS PETTY CASH DEPARTMENT TOTAL =___> FUND TOTAL =___> APAPVR PAGE: AMOUNT 170.94 27.79 257.04 30.00 181.61 20.99 688.37 688.37 2 CITY OF OWASSO CAPITAL IMPROVEMENTS 12/30/93 15:03:07 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION ---------- ------------------------- ----------------- FIRE SERVICE5 ------------------------------ 940722 RDG CONST, INC. DEPARTMENT TOTAL =___> FUND TOTAL =___> GRAND TOTAL =___> 1 1 1 FIRE STATION APAPVR PAGE: 13 AMOUNT --- ------------- 60,442.20 60,442.20 60,442.20 179,450.41 VENDOR TRANSFERS CITY GARAGE WORKERS' COMP SELF-INS GENERAL FUND GENERAL FUND TRANSFERS TOTAL CITY OF OWASSO A/P TRANSFER REPORT DESCRIPTION TRANSFER FROM GENERAL FUND TRANSFER FROM GENERAL FUND TRANSFER FROM AMBULANCE FUND TRANSFER FROM E911 FUND AMOUNT 2,333.33 11,512.50 7,833.33 1,250.00 22,929.16 CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 12/25/93 1 APPROVED: 01/04/93 Mayor Council Member Council Member i~ i~ i~ ii i~ PROCLAMATION CITY OF OWASSO, OKLAHOMA WHEREAS, The OEDA, the Owasso Chamber of Commerce, the Owasso Reporter, and the City of Owasso have developed a special business recognition program as a means of honoring the valuable contributions of local, community-minded businesses; and, WHEREAS, The quality of life in Owasso is a reflection of the level of involvement exhibited by its business owners and employees and their active support of community events; and WHEREAS, The involvement of businesses through their support of local projects and promotions by the sharing of their resources, provides for the economic well- being of the community and demonstrates a commitment that goes beyond the standard measure of business success; and, WHEREAS, Public Service Company of Oklahoma has demonstrated concern for the Owasso community through involvement in various community-wide projects; and, WHEREAS, A consistent quality in business operations, together with a focus on the betterment of Owasso through civic activity, merits appreciation and recognition by the entire community, NOW, THEREFORE, I, Bob Randolph, by virtue of the authority vested in me as Mayor of the City of Owasso, do hereby proclaim Public Service Company of Oklahoma 1st Quarter 1994 Business of the Quarter IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of Owasso to be affixed this 4th day of January, 1994. Bob Randolph Mayor ii ii ii ii MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCII, CITY OF OWASSO FROM: SHERRY BISHOP FINANCE DIRECTOR SUBJECT: ORDINANCE #475 CEMETERY CARE FUND TRANSFER PERCENTAGE DATE: December 30, 1993 BACKGROUND• On December 7, 1993, Council approved a policy change and directed staff to prepare an ordinance relating to the transfer of a percentage of revenue from the general fund to the cemetery care fund. By state statute and city ordinance, a percentage of all monies collected from cemetery lot sales and cemetery interment fees must be set aside in the cemetery care fund. Recent legislation revised the state statute percentage from 25 % to 12.5 % . Ordinance #475 would make the same revision in the city code of ordinances. RECOMMENDATION• Staff recommends Council approval of Ordinance #475, an ordinance reducing the required transfer into the cemetery care fund from 25 % of all revenues collected for lot sales and interments to 12.5 % of such revenues. ATTACHMENTS: 1. Ordinance #475 2. Memorandum from Mr. Ray dated December 1, 1993 1 Memorandum ' Cemetery Care Fund December 1, 1993 Page 2 NOTES & COMMENTS: 1. The revised state law does not prohibit the continued transfer of 25 % should the council desire to retain that policy. ,~, 2. The staff is of the opinion that the long term maintenance needs for the existing cemetery can be met with the existing cash balance and an ongoing 12.5 % transfer. The reduction in the amount transferred should not have a significant impact on the operation or maintenance of the facility. 3. Please note that the most recent cemetery study indicates that, at current rates of lot sales and interments, the existing cemetery will have lots for sale for 6.82 more years (until 1999+) W^ and will conduct interments for another 50.85 years (until 2043). Thus, it is anticipated that revenue will be stable through 1999. Thereafter, there will be a decrease in revenue due to the ~ fact that there will be no lot sales (lot sales make up 65% of cemetery revenue). 4. It is anticipated that the city will not expand its current cemetery operation or size and will instead rely upon the private sector to meet the citizen demand for cemetery space in the future years. Please note that such opinion is a staff assumption based on discussions conducted over the past six years with various councilors and private sector providers. A change in that assumption would require long term planning and a major commitment of funds, as well as a continuing subsidy for the existing cemetery. RECOMMENDATION: ' The staff recommends Council approval of a change in the policy relating to the transfer of a percentage of the monies collected from cemetery lot sales and interments and that the staff be directed to prepare an ordinance reducing such transfer to the Cemetery Care Fund from 25 ' to 12.5%. ATTACHMENTS ' 1. Memorandum from Ms Bishop 2. Title 11, O. S . , Article 26 (cemeteries) MEM012~NDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: STEVE COMPTON ASSISTANT CITY MANAGER FOR COMMUNITY DEVELOPMENT SUBJECT: RESOLUTION TO CALL ELECTIONS COUNCIL WARDS #1, #2, AND #5 DATE: December 29, 1993 BACKGROUND• Pursuant to the provisions of the Owasso City Charter governing the election of City Council members, the Council shall take action by resolution to call any necessary ward elections. Such elections are need for the following wards: Ward #1 Three Year Term (John Phillips) Ward #2 Three Year Term (Bob Randolph) Ward #5 One Year Term (Rex Bowen) The staff has prepared Resolution #94-01 which, if approved by Council, would call for elections to be conducted for these wards and allow for proper notification to the Tulsa County Election Board. It also identifies the election process that would be followed to meet all legal requirements. The candidates official filing period would be February 7th, 8th, and 9th, of 1994. The Primary Election would be conducted on March 1, 1994 and if a General Election is needed, it would be conducted on Apri15, 1994. The elected councilors would be sworn in at the first meeting in May (May 3, 1994). RECOMMENDATION: The staff recommends approval of Resolution #94-01. ATTACHMENT• 1) Resolution #94-01 ii ~ ~o~~ ~ TO: THE HONORABLE MAYOR AND CITY GOUNCII, CITY OF OWASSO FROM: STEVE COMPTON „~ ASSISTANT CITY MANAGER FOR COMMUNITY DEVELOPMENT SUBJECT: AMENDMENT TO CONTRACT FOR ADNIINISTRATIVE SERVICES BETWEEN OWASSO AND INCOG FOR PROJECT #{5252 CDBGED92 (MAX BUCHANAN) DATE: December 28, 1993 BACKGROUND: On March 5, 1993, the City Council approved a contract for the maximum amount of $7,341 with the Indian Nations Council of Governments (INCOG) for their staff to provide the ' necessary administrative services for the Max Buchanan Infrastructure Grant Project through the Oklahoma Department of Commerce (Contract #5252 CDBG-ED92). I have attached a copy of the original contract and the February 9, 1993 memorandum from me to the Council that explained said contract. The term of the contract was from December 1, 1992 through December 31, 1993. INCOG has submitted an amendment to the contract to extend the term of the contract to March 31, 199. d' (see attached amendment). The staff has reviewed this amendment and find it to be in order since, (1) the construction project has yet to be "closed out" and (2) there is still a need to track ' job creation. It should be noted that extending the term will not increase the original contract amount of $7,341. ~,. RECOMMENDATION• The staff recommends Council approval of the amendment extending the term of the contract. ~ ATTACHMENTS: ' 1) February 9, 1993 Memorandum From Steve Compton 2) Contract For Administrative Services, Approved 3-5-93 3) Amendment To Contract For Administrative Services The staff is proposing the City enter into a contract for these administrative services with INCOG. Andy Armstrong of the INCOG staff will provide most of these services. He has provided extensive assisted in the preparation of the City's application and has valuable experience in conducting all necessary administrative services work activities. The contract identifies that INCOG will be reimbursed on a monthly basis for services rendered and that the total amount for their services shall not exceed the $7,341 amount allocated in the grant. Attached, please find a copy of the proposed contract. RECOMMENDATION: The staff recommends approval of the contract providing for INCOG's administration of the Max Buchanan CDBG -Economic Development Grant and payment for such services in the amount of $7,341. ATTACHMENT• Contract For Administrative Services i~ INTERPRETATION, REMEDIES a. In the event the parties fail to agree on interpretations of this contract, the decision of the City shall prevail. i~ b. In the event of any disagreement between the CONTRACTOR and the CITY relating to the technical competence of the work and services being performed and its conformity to the requirements of this contract, the decision of the CITY shall prevail. c. Neither forbearance nor payment by the CITY shall be construed to constitute waiver of any remedies for any default or breach by the CONTRACTOR that exists then or occurs later. ' SEVERABILITY CLAUSE ii If any provision under this contract or its application to any person or circumstance is held invalid by any court of competent jurisdiction, such invalidity does not affect any other provision of this contract or its application that can be given effect without the invalid provision or application. HOLD HARMLESS CLAUSE CONTRACTOR shall, within limitations placed on such entities by state law, save harmless the CITY, its agents, officers, and employees from all claims and actions, and all expenses defending same, that are brought as a result of any injury or damage sustained by any person or property in consequence of any act or omission by CONTRACTOR. CONTRACTOR shall, within limitations placed on such entities by state law, save harmless the CITY, its agents, officers and employees from any claim or amount recovered as a result of infringement of patent, trademark, copyright, or from any claim or amounts arising or recovered under Workers' Compensation Law or any other law. In an agreement with any subcontractor or any agent for CONTRACTOR, CONTRACTOR will specify that such subcontractors or agents shall hold harmless the State of Oklahoma, its agents, officers, and employees, and the CITY, its agents, officers and employees for all the herein before described expenses, claims, actions, or amounts recovered. PERSONNEL a. The CONTRACTOR represents that he/she has, or will secure at his/her own expense, all persorulel required in performing the services under this contract. Such personnel i^ the program, shall have any personal financial interest, direct or I~ """` indirect, in this agreement, and the CONTRACTOR shall take appropriate steps to assure compliance. INTEREST OF CONTRACTOR AND EMPLOYEES The CONTRACTOR covenants that he/she presently has no interest and shall not acquire interest, direct or indirect, in the project area or any parcels therein or any other interest which would conflict in any manner or degree with the performance of his/her services hereunder. The CONTRACTOR further covenants that in the performance of this agreement no person having any such interest shall be employed. REPORTS AND INFORMATION The CONTRACTOR, at such times and in such forms as the CITY may require, shall furnish the CITY such periodic reports as it may request pertaining to the work or services undertaken pursuant to the contract, costs and obligations incurred or to be incurred in - connection therewith and any other matters covered by this contract. CONTRACTOR shall furnish the CITY narrative reports and financial reports related to the elements of this contract in the forms and at such times as may be required by the CITY or federal and state grantor agencies. COMPLIANCE WITH LOCAL LAWS The CONTRACTOR shall comply with all applicable laws, ordinances and codes of the state and local governments, and the CONTRACTOR shall save the CITY harmless with respect to any damages arising from any tort done in performing any of the work embraced by this contract. COPYRIGHT No reports, maps, or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of the CONTRACTOR. RECORDS AND AUDITS ' CONTRACTOR shall assist the CITY in retaining all books, documents, papers, records, and other materials involving all activities and transactions related to this contract for at least three (3) c. Housing and Urban Development Act of 1968, Section 3 CONTRACTOR shall comply with Section 3, which provides ' that to the greatest extent feasible, training and employment opportunities shall be made available to lower-income residents of the unit of local government or metropolitan ~ ~ area (or non-metropolitan City) in which the project is located and that contracts be awarded to small businesses located within or owned in substantial part by residents of the same metropolitan area (or non-metropolitan City) as the i project. d. Affirmative Action ,~ CONTRACTOR shall take affirmative action steps to contract with small and minority owned firms and women business enterprises as a part of the requirements of 24 CFTZ Part 85.36 or 24 CFR Part 570, Sub-part J. Affirmative Action steps include, but are not limited to, the following: 1. Including qualified small, minority and women business enterprises on solicitation lists. 2. Assuring that small, minority and women business enterprises are solicited whenever they are potential sources. 3. When economically feasible, dividing total requirements into smaller tasks or quantities to permit maximum small, minority and women business enterprises participation. 4. Where the requirement permits, establishing delivery schedules which will encourage participation by small, minority and women business enterprises. ' S. Using the services and assistance of the Small Business Administration, the office of Minority Business Enterprise of the U.S. Department of Commerce and the local minority business development center that assists with management and technical aspects and maintains a directory of minority contractors, suppliers and vendors. i~ i~ i~ ATTACHMENT A SCOPE OF SERVICES FOR GENERAL ADMINISTRATION INCOG staff will perform the tasks listed below, keeping the staff of City Council appraised of program progress during all phases of the project. 1. Conduct Public Hearings Write and publish public hearing notices, organize presentation, and assist at any public hearings necessary (as in the event of program amendment). 2. Environmental Review Record A. Prepare and publish all public notices. B. Notify appropriate authorities of project such as Historic Preservation, Health Department, EPA. C. Prepare an Environmental Assessment of the project. D. Recommend a determination of finding and level of impact to the City Council. E. Prepare and submit Request for Release of Funds and appropriate supporting documentation. 3. Request for Payments and Monthly Reports A. Coordinate and prepare Requests for Payments to order funds for payment of CDBG expenses. B. Prepare and submit to ODOC all quarterly narrative reports and quarterly contractor activity reports. Assist the City in the preparation and submission to ODOC of monthly expenditure reports. C. Prepare initial Management Plan and submit to ODOC. ii f 8. Water, Sewer and Street Project Activities A.. En 'neering Selection 1. Prepare Request for Proposal for engineering services to meet ODOC requirements. 2. Assist the City in soliciting proposals/quotes for engineering services. 3. Assist the City in evaluating proposals received. B. Labor Standards 1. Secure wage rates from state and include in bid packet. 2. Assist the engineer in preparation of the construction bid documents and bid process. 3. Prepare construction contracts. 4. Obtain contractor and subcontractor clearance from state. 5. Assist inpre-construction conference. 6. Monitor contractor compliance with applicable regulations, such as wage rates and equal opportunity. 7. Secure construction contractor's weekly payrolls and ensure compliance with wage rates. 8. Conduct on-site interviews and verify results with payrolls. 9. Assist engineer with partial payment requests from contractor. AMENDMENT TO CONTRACT FOR ADMINISTRATIVE SERVICES BETWEEN CITY OF OWASSO AND INDIAN NATIONS COUNCIL OF GOVERNMENTS FOR CDBG #5252 In accordance with the paragraph entitled, Modification, of the General Terms and Conditions Section of the Contract it is hereby mutually agreed that: 1. The effective date of the contract be extended to March 31, 1994. IN WITNESS WHEREOF, the City Council of the City of Owasso and the Indian Nations Council of Governments have executed this AMENDMENT as of December 21, 1993. City of Owasso ATTEST: City Clerk ATTEST: Indian Nations Council of Governments Secretary