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HomeMy WebLinkAbout1993.01.19_OPWA AgendaNOTICE OF PUBLIC MEETING The Owasso Public Works Authority will meet in a regular session on Tuesday, January 19, 1993, at 7:00 PM in the Council Chambers at the Community Center, 301 South Cedar, Owasso, Oklahoma. Notice filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 PM on Friday, January 15, 1993. 4� Regen K. Parsons AGENDA 1. Call to Order. 2. Flag Salute. 3. Roll Call. 4. Request approval of the minutes from the regular meeting on January 5, 1993. Attachment No. 4 5. Request approval of claims. Attachment No. 5 Owasso Public Works Authority Page Two January 19, 1993 6. Consideration and appropriate action relating to a request for Trustee authorization for the solicitation of bids to provide refuse service to the City's commercial customers. Mr. Augustine Attachment # 6 The staff will recommend Trustee approval of the bid specifications and that the staff be t authorized to solicit bids based on those specifications. 7. Presentation of data relating to utility customers located outside of the corporate limits. .� Mr. Ray Ms. Bishop Attachment No. 7 The staff has prepared an initial report relating to the number of non - resident utility customers purchasing water from the Authority and the financial impact of the current rate structure. No action will be requested. 8 Report from O.P.W.A. Manager. 9. Report from O.P.W.A. Attorney. Owasso Public Works Authority Page Three January 19, 1993 10. Unfinished Business. 11. New Business. 12. Adjourn. OWASSO PUBLIC WORKS AUTHORITY JANUARY 5, 1993 ' On Tuesday, January 5, 1993 the Owasso Public Works Authority met in a regular session in the Council Chambers at the Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Wednesday, December 30, 1992. ITEM 1: CALL TO ORDER. The meeting was called to order at 8:08 p.m. with Chairman Marlar presiding. ITEM 2: FLAG SALUTE. The flag salute was held during the City Council meeting preceding this meeting. IN ITEM 3: ROLL CALL. PRESENT: Patricia Marlar, Chairman Jason Gittelman, Vice Chairman ' John Phillips, Trustee Bob Randolph, Trustee Rodney J. Ray, City Manager Ronald D. Cates, O.P.W.A. Attorney Jane Buchanan, Secretary ABSENT: James Smalley, Trustee ■ A quorum was declared present. ITEM 4: REQUEST APPROVAL OF THE MINUTES FROM THE REGULAR MEETING ON DECEMBER 15, 1992. ' A motion was made by J. Phillips, seconded by B. Randolph, to approve the minutes as written, by reference hereto. AYE: Phillips, Randolph, Gittelman, Marlar NAY: None MOTION: Carried 4 -0 t OWASSO PUBLIC WORKS AUTHORITY JANUARY 5, 1993 ITEM 5: REQUEST APPROVAL OF THE CLAIMS A motion was made by J. Phillips, seconded by B. Randolph, to approve the claims as follows: (1) $97,530.11 and (2) Payroll $17,986.53 and $17,822.38. AYE: Phillips, Randolph, Gittelman, Marlar NAY: None MOTION: Carried 4 -0 ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE EXPENDITURE OF FUNDS TO TEST THE LEAD AND COPPER CONTENT OF WATER DISTRIBUTED THROUGH THE OWASSO WATER DISTRIBUTION SYSTEM. Mr. Augustine presented this item stating in 1991 EPA implemented a program that requires all public water supply systems to monitor the levels of lead and copper in drinking water. We are required to collect sixty water samples in the six month monitoring period that started in July, 1992. Those samples has been collected and shipped to the Oklahoma State Department of Health to be analyzed. The cost is $25.00 per sample. He requested the Trustees authorize the expenditure of $3,000.00 to cover the cost of testing for this fiscal year. This will provide funds for two six -month testing periods. After questions by the Trustees, a motion was made by J. Phillips, seconded by J. Gittelman, to approve the expenditure of $3,000.00 to the Oklahoma State Department of Health to provide testing of our water samples. AYE: Phillips, Gittelman, Randolph, Marlar NAY: None MOTION: Carried 4 -0 ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A PRESENTATION OF INDEPENDENT FINANCIAL AUDIT FOR FY 1991- 92 FOR THE OWASSO PUBLIC WORKS AUTHORITY Ms. Bishop addressed the Trustees stating if there were no questions in addition to the items discussed during the preceding Council meeting, she would request the Trustees receive the audit and allow it to be filed with the State Auditor. 2 I r OWASSO PUBLIC WORKS AUTHORITY JANUARY 5, 1993 A motion was made by J. Phillips, seconded by B. Randolph, to receive the audit and directed it to be filed with the State ' Auditor. AYE: Phillips, Randolph, Gittelman, Marlar NAY: None ' MOTION: Carried 4 -0 ITEM 8: REPORT FROM O.P.W.A. MANAGER. ' None ITEM 9: REPORT FROM O.P.W.A. ATTORNEY. None ITEM 10: UNFINISHED BUSINESS. err None ' ITEM 11: NEW BUSINESS. Vice Chairman Gittelman requested the Trustees review the water ' rates charged to customers outside the city limits to see if there could be some parity of all water rates. ' Chairman Marlar requested staff to prepare some data for the Trustees to review in this matter. ITEM 12• ADJOURN. With there being no further business to be brought before the ' Trustees, a motion was made by B. Randolph, seconded by J. Phillips, to adjourn. AYE: Randolph, Phillips, Gittelman, Marlar NAY: None MOTION: Carried 4 -0 Meeting was adjourned at 8:30 p.m. t Jane Buchanan, Secretary Patricia K. Marlar, Chairman 3 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 1/14/93 16:07:18 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------ - - - - -- * No DEPARTMENT MASTER FOUND * ------------------------ - - - - -- 931421 OPWA RECYCLE CENTER REIMB CASH DRAWER 867.18 DEPARTMENT TOTAL =___> 867.18 OPWA ADMINISTRATION ------------------------ - - - - -- 930293 ST FRANCIS HOSPITAL -EAP QUARTERLY FEES 50.01 931386 US POSTMASTER PRESORT /MAILING FEE 75.00 931401 SUBURBAN OFFICE SUPPLY SUPPLIES 73.01 931420 TREASURER PETTY CASH REIMB PETTY CASH 7.42 931446 CELLULAR ONE -TULSA 12/92 USE 900 931424 Cates law lrw PARTS - -0- -:-0 - 931425 DEPARTMENT TOTAL =___> FUEL " 935.vq WATER 931396 CINTAS CORP. UNIFORM RENTAL 96.20 931424 CITY GARAGE PARTS 60.47 931425 CITY GARAGE FUEL 188.11 931447 MICHAEL MILLER METER READER 62.40 DEPARTMENT TOTAL = = = => 407.18 WASTEWATER 931381 A E S OF TULSA EQUIPMENT REPAIR 208.80 931394 MET -LAB TESTING SERVICES MERCURY ANALYSIS 130.00 931395 GRAINGER,W W INC SUPPLIES 326.31 931396 CINTAS CORP. UNIFORM RENTAL 390.34 931397 WATER PRODUCTS INC SUPPLIES 409.39 931424 CITY GARAGE PARTS 140.98 931425 CITY GARAGE FUEL 188.65 DEPARTMENT TOTAL = = = => 1,794.47 REFUSE COLLECTIONS ------------------- - - - - -- 931211 KIMBALL ACE HARDWARE SUPPLIES 15.15 9 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 1/14/93 16:07:18 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT - - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 931403 HANES SHOE & ARCH SHOP STEEL TOED SHOES 90.00 931424 CITY GARAGE PARTS 432.08 931425 CITY GARAGE FUEL 454.82 DEPARTMENT TOTAL =___> 992.05 RECYCLE CENTER ------------------------ - - - - -- 931211 KIMBALL ACE HARDWARE SUPPLIES 19.97 931425 CITY GARAGE FUEL 53.28 - - - - - -- - 73.25 DEPARTMENT TOTAL =___> - - - -- FUND TOTAL 56615% 10 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 01/09/93 DEPARTMENT AMOUNT 11'3 :•: �.. ....vw': :J:• :v: .. •:.•�.... ..•�C /�. ......•�.•�::�'�� �. xtGlf • wv�{•: vww:: 4i:•:w::nl.:.w.::it.wt:w:..n..• vuw:.n:. •'�v'�'A''iCvw xn:.... v.. w. v.:. wn:::: nwv: S�nR:wwJ::v-aU:rOrLrv�JrlVtvS�• Water 3,536.25 :•`.:'lS.. �J•.p •..'!i:: . ktiti' is�}. �, �, L�+ h�?:•'.{!:^.•:?`• i? i��i: kv: ?2�iijii':':Y::S<j::;i:;i•`: i::O::•y :::nom ' ?: :v:::.:: } :•.l :•-^ ...... :::.W.�'iMM'�1ii �`�• .: L•'?.! 4}}?. J? n:?? rF•::}}}}:? b} i}: J:??•:? v:: Ji}} ii}}: J: O}} istii isi:>:{:: i:: isj; :;::iii:4.`:'v.` ?:$::i::i:Fiii: iiii: +'v:,j�.^• }},,{{{{��,��,�''✓✓}} wtl :J iii. i}:::: ii . ?•:i: {?::n::J }nvrilvA.Y:! }•�'• S:• iyNyi4ifqT} �J;/? iUgt?• lA>: iw" i-}: J: iiiii:: ii:::}::: i:}:. is4: 0}} is • } }�i'::ii:!L::::iL:uw::i::i.N: �i::.. Refuse 3,217.69 ............ ............:��::,;.:.:::::::.: .. ..Rv..tJ50�T4i}.?2TNY.�?i.•.... }..}} }.:i';....'.:n ::............ n:?,.;:.::::::::: n:... .:.::.:.:::.:;.::::.:ii: > ?:.... n:. };..,::J:.: :..:.:...... :: ::::::::::::::.:.::.: n.. ...:�::::::.w.. :.:.:..:::.:.v:. �: �...:,} �,.:::. �:.!?!.>...:..,•;???.:???<?.}>:.}}: J}:.; vi:??.} �;?.};.v.}>:.»:;}»>::::>:»::>:<: i::>.:.:; �i!.::::iiJ }:.:iiv,: } >;:. }:ii:: IAPPROVED: 01/19/93 op ob Chairman Trustee Trustee ►�I�lu • t_• 1 iTl TO: CHAIRPERSON AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: MIKE AUGUSTINE, OPWA DIRECTOR SUBJECT: SOLICITATION OF BIDS - COMA1[ERCIAL REFUSE DATE: January 13, 1993 BACKGROUND: The Trustees, at the December 5, 1992 meeting, authorized staff to develop bid documents for the commercial refuse collection service and staff was to present the proposed bid documents for discussion and authorization to solicit bids at the Trustees' second meeting of January, 1993. Staff has generated a bid proposal packet which consist of Notice to Bidder, Specifications, Statement of Bidders' Qualifications, Bid Form, Bid Affidavit and Contract. The information in the bid proposal packet includes the standard and special bid statements. The special statements make reference to the type of waste disposal site that is to be used, the types and amounts of insurance required, insurance to designate the City of Owasso and Owasso Public Works Authority as additional insured, and who is responsible for additional charges if there is an overlap of services between the current supplier and the new supplier. The Contract for commercial refuse collection goes into greater detail than the first contract awarded in 1986. This is due mainly to the ever changing Environmental Protection Agency (EPA) requirements for the disposal of refuse and to afford the City of Owasso protection from lawsuits. The current schedule for the bidding, review of bid proposals and award of contract is to open bids on February 16, 1993 and have the City Council /Trustees award the bid and contract on March 2, 1993. This schedule is based upon the Trustees approving solicitation of bids on January 19, 1993. The following table has been devised to show the time schedule and what is to take place for a given date. i 1 MEMORANDUM COMMERCIAL REFUSE Page 2 December, 1992 OPWA Trustees approves the development of contract and specifications. January 19, 1993 OPWA Trustees approve bid specifications. January 20, 1993 Start of the bidding process. February 16, 1993 Opening of the bids. February 17 through 24, 1993 Staff evaluation of bids. March 2, 1993 OPWA Trustees award of contract. March 2, 1993 through July 1, 1993 * Successful bidder prepares for collection program. July 1, 1993 * T Start of the new contract. _.. .... .........�.� --j as u "�" ♦L.11uv1 13 3G- Cv LGU. RECOMMENDATION: It is the recommendation of staff that the Trustees approve the contract documents and bid specifications and that staff be authorized to solicit bids for commercial refuse collection. ATTACHMENTS: 1. Contract Documents and Bid Specifications. I 1 1 1 TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J. RAY SUBJECT: RURAL WATER RATES DATE: JANUARY 19, 1993 Attached is a revision to the water rate memo you received in your Council packet, OPWA Agenda Item ? 'g. Please refer to the table of comparative rates and note the addition of information for rates in the Owasso "Rural Rate" area. This is vital information you will need to complete your review of this memo. io 6"M i TO: CHAIRMAN AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: RODNEY J. RAY SUBJECT: DATA RELATING TO "RURAL" WATER CUSTOMERS/RATES DATE: JANUARY 13, 1993 BACKGROUND: In 1973 the Owasso Utility Authority and Owasso Public Works Authority implemented a water rate payment schedule that included a rate differential between water customers living inside the corporate limits and those outside the corporate limits. In 1977 several "rural" citizens appeared before the City Council to protest the "double rates ". Again, on September 2, 1980, several citizens petitioned the Council for relief from the higher rates. The Council response to the 1980 protest was to annex the Westport (July 7, 1981) and Hillside (May 1981) additions who were at that time not in the City limits and therefore were paying the higher "rural" rate. Between 1973 and 1987 our records (incomplete) indicate that the differential rate was maintained. Each instance of "in City" rate increase was accompanied by an approximately doubling of that increase added to the "rural" rate. However, beginning in 1987 the OPWA began to levy rate increases at the same level to both types of customers. The impact has been to stop increasing the difference, but has not reduced the amount of difference between the rates. At this time, the difference in rates is approximately 75 % (76.3 % difference for base rate and 74.2% difference on the per 1000 gallon charge). That rate difference produces an annual revenue of $59,208 ($ 4,933.71 monthly). Attachment "A" shows the numbers used for our calculations. The data sheet shows the number of "rural" customers, their monthly usage, the amount paid under the rural rates, the amount that would have been paid if the "in City" rates applied and the difference the higher rate produces. Please note that the usage for the data sheet was averaged for each customer over a four month period. Therefore, the calculations are intended as an approximation and not to be considered exact. Using the data referenced above, the staff has calculated the increase in rates for all customers that would be required if the existing revenue stream were not to be reduced by a rate "RURAL" WATER CUSTOMERS/RATES JANUARY 13, 1993 PAGE TWO reduction to "rural" customers. To achieve that goal, all customers would have an increase of forty cents (40) in the base rate and ten cents (10) per one thousand gallons of water purchased. The average user in our system would see an increase of approximately $1.15 per month to cover the rate reduction. While there are several rate formulas that can be used to achieve the same total revenue the staff believes that splitting the increase between the base charge and usage provides the most equitable distribution of cost. Additionally the staff has researched the rates charged by area Rural Water Districts for the purpose of comparing them with the City's outside rates. Listed below are the various rates which will give you a comparison: Provider Base Rate Rate per 1000 Total Cost for 7.000 gal user Owasso $ 7.07 $ 2.69 $ 23.21 (In -City Rate) Rogers #3 $ 10.00 00 $ 1.50 $ 19.50 `° * see below ► / {G` X 55o ee Washington #3 $ 12.50 $ 3.00 $ 33.50 (up to 400,000 gal.) Sefolee. A/o o a 6" fee. * Rogers County #3 Rates are 1 -5,000 gallons - $1.5011,000 6- 10,000 gallons - $1.75/1,000 11,000 - 15,000 gallons - $2.50/1,000 16,000 - 20,000 gallons - $3.00/1,000 20,000 + gallons - $3.50/1,000 This memorandum is intended to transmit information and should not be considered as a staff position or recommendation. If you have questions or comments, please call Ms. Bishop or me. ATTACHMENT: 1. Attachment "A" ATTACHMENT 6A8 CITY OF OWASSO Rural Water Customers January 12, 1993 Note: Monthly usage is an average for 9/92 through 12/92. Existing 'Inside Customer Monthly 'Rural' Rate City' Rate Monthly Count Usage* Billing Billing Decrease Commercial 14 170,333 $914.83 $523.57 $391.26 Multi- family 1 307,000 $1,447.61 $830.21 $617.40 Residential 271 1,495,692 $9,153.32 $5,228.27 $3,925.05 Total 286 1,973,025 $11,515.76 $6,582.05 $4,933.71 Note: Monthly usage is an average for 9/92 through 12/92. I MEMORANDUM TO: CHAIRMAN AND TRUSTEES tOWASSO PUBLIC WORKS AUTHORITY FROM: RODNEY J. RAY in SUBJECT: DATA RELATING TO "RURAL" WATER CUSTOMERS /RATES DATE: JANUARY 13, 1993 BACKGROUND: In 1973 the Owasso Utility Authority and Owasso Public Works Authority implemented a water rate payment schedule that included a rate differential between water customers living inside the corporate limits and those outside the corporate limits. In 1977 several "rural" citizens appeared before the City Council to protest the "double rates ". Again, on September 2, 1980, several citizens petitioned the Council for relief from the higher rates. The Council response to the 1980 protest was to annex the Westport (July 7, 1981) and Hillside (May 1981) additions who were at that time not in the City limits and therefore were paying the higher "rural" rate. ' Between 1973 and 1987 our records (incomplete) indicate that the differential rate was maintained. Each instance of "in City" rate increase was accompanied by an approximately doubling of that increase added to the "rural" rate. However, beginning in 1987 the OPWA ' began to levy rate increases at the same level to both types of customers. The impact has been to stop increasing the difference, but has not reduced the amount of difference between the rates. At this time, the difference in rates is approximately 75 % (76.3 % difference for base rate and 74.2% difference on the per 1000 gallon charge). That rate difference produces an annual revenue of $59,208 ($ 4,933.71 monthly). Attachment "A" shows the numbers used for our calculations. The data sheet shows the number of "rural" customers, their monthly usage, the amount paid under the rural rates, the amount that would have been paid if the "in City" rates applied and the difference the higher rate produces. Please note that the usage for the data sheet was averaged for each customer over a four month period. Therefore, the calculations are intended as an approximation and not to be considered exact. Using the data referenced above, the staff has calculated the increase in rates for all customers that would be required if the existing revenue stream were not to be reduced by a rate "RURAL" WATER CUSTOMERSIRATES JANUARY 13, 1993 PAGE TWO reduction to "rural" customers. To achieve that goal, all customers would have an increase of forty cents (40) in the base rate and ten cents (10) per one thousand gallons of water purchased. The average user in our system would see an increase of approximately $1.15 per month to cover the rate reduction. While there are several rate formulas that can be used to achieve the same total revenue the staff believes that splitting the increase between the base charge and usage provides the most equitable distribution of cost. Additionally the staff has researched the rates charged by area Rural Water Districts for the purpose of comparing them with the City's outside rates. Listed below are the various rates which will give you a comparison: Provider Base Rate Rate per 1000 Total Cost for 7,000 gal user Owasso $ 7.07 $ 2.69 $ 23.21 Rogers #3 $ 10.00 $ 1.50 $ 19.50 * see below Washington #3 $ 12.50 $ 3.00 $ 30.50 (up to 400,000 gal.) * Rogers County #3 Rates are 1 -5,000 gallons - $1.50 11,000 6- 10,000 gallons - $1.75/1,000 11,000 - 15,000 gallons - $2.50/1,000 16,000 - 20,000 gallons - $3.00/1,000 20,000 + gallons - $3.50/1,000 This memorandum is intended to transmit information and should not be considered as a staff position or recommendation. If you have questions or comments, please call Ms. Bishop or me. ATTACHMENT: 1. Attachment "A" 1 ATTACHMENT Am CITY OF OWASSO Rural Water Customers January 12, 1993 Note: Monthly usage is an average for 9/92 through 12/92. Existing 'Inside Customer Monthly 'Rural' Rate City' Rate Monthly Count Usage* Billing Billing Decrease Commercial 14 170,333 $914.83 $523.57 $391.26 Multi- family 1 307,000 $1,447.61 $830.21 $617.40 Residential 271 1,495,692 $9,153.32 $5,228.27 $3,925.05 Total 286 1,973,025 $11,515.76 $6,582.05 $4,933.71 Note: Monthly usage is an average for 9/92 through 12/92.