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NOTICE OF PUBLIC MEETING AND PUBLIC HEARING
-JOINT SPECIAL SESSION OF THE OWASSO CITY COUNCIL
AND THE OWASSO PUBLIC WORKS AUTHORITY
TYPE OF MEETING: Special
DATE: June 8, 1993
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, June 4, 1993.
Marcia utwell, City Clerk
AGENDA
1. Call to Order
2. Flag Salute
3. Roll Call
4. Consideration and Appropriate Action Relating to the Selection of a Qualified Elector to
Fill a Vacancy in the Position of Councilor for Ward 5.
Attachment #4
5. Oath of Office Administered to Ward 5 Councilmember Appointee.
Mr Cates
Owasso City Council / Owasso Public Works Authority '
June 8, 1993
Page 2 ~
6. Consideration and Appropriate Action Relating to a Contract for the Purpose of
Upgrading Engineering Plans for the Installation of Traffic Signals at 76th Street North
and U.S. Highway 169.
Mr Ray
Attachment #6
The City and DOT have negotiated a possible contract letting date of October for this
project and the staff will recommend Council approval of a contract with Traffic
Engineering Consultants Inc in the amount of $2000 for the purpose of upgrading
existing plans to meet current DOT standards. '~
PUBLIC HEARING
7. Presentation and Open Discussion, Including Public Comment, of the Fiscal 1993-94 ,
Budget.
Mr Ray
Ms Bishop ,
Staff will make a short presentation of the proposed budget and answer questions, as well
as accept for consideration any public comments offered.
8. Adjournment
MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
' FROM:
SUBJECT:
DATE:
BACKGROUND:
RODNEY J RAY
CITY MANAGER
SELECTION OF COUNCII.OR, WARD 5
June 4, 1993
Pursuant of public policy, on June 8th the City Council will consider filling the vacancy created
by the resignation of Mr Smalley. To date the City Clerk has received four "letters of Interest"
from citizens who wish to be considered for that position. It should be noted that the time frame
for accepting such letters extends through 5:00 p. m. on Monday, June 7. Therefore, it is
possible that additional candidates may be forthcoming.
As of this date the following persons have submitted the required "letter of interest" for your
consideration:
Jerry Duke
Brian Skelton
Jody Cunningham
Rex L Bowen
12306E 77th Pl N
7823 N 132nd E Ave
11802E 83rd P1 N
12505E 77th Pl N
Ms Boutwell has verified that each of the above addresses are within the boundaries of Ward
5 and that each letter of interest was transmitted to the City Council on the day it was received.
A June 8, 1993 agenda item is listed in order to provide the Council with the opportunity to
select from the candidates a person to fill the Ward 5 vacancy. Such selection requires a valid
motion, a second to that motion, and a majority vote of the remaining Council (three votes).
Memorandum
Selection of-Councilor, Ward 5
June 4, 1993
Page 2
ATTACIiMEN'TS: ~
1. Policy Statement relating to selection process
2. Copy of newspaper advertisement ~~
3. Letters of Interest ~
a. Jerry Duke ~p~
b. Brian Skelton
c. Jody Cunningham
d. Rex L Bowen
N TE:
If additional "Letters of Interest" are received between this date and 5:00 p. m. on June 7, they
will be transmitted to you immediately.
OWA880 CITY COIINCIL
- POLICY STATEMENT
It shall be the Policy of the Owasso City Council to fill vacancies
in its membership, when such vacancies occur after the close of a
regular filing period for candidates for Council and the unexpired
term of the vacancy extends beyond the time when the terms for
Council members elected that year begin, utilizing the following
' process:
~' Section A - A vacancy in the Council membership shall be
declared by the receipt of a properly submitted
resignation from a member of the Council in writing
setting forth an effective date, or by a vote of the
Council if such vacancy is caused by appropriate
Council action pursuant to law; or by a vote of the
Council if such vacancy is otherwise created wherein
such written resignation is not received but an
obvious vacancy is created.
~' Section B - Upon declaration of a vacancy, as described in
Section A(above) the Council shall, by majority vote
instruct the City clerk to cause to be published in
a newspaper of local circulation a notice of such
~ vacancy and a request for persons interested in
being considered as candidates to fill the vacancy
' to file "letters of interest" with the Clerk during
an established ten-day acceptance period, such
period to begin no later than five days after
publication of the notice of vacancy.
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Section C - The notice of vacancy shall be written and published
in a manner to communicate, at a minimum, the
following information:
1. The number of the Ward(s) wherein the vacancy
has occurred.
2. A map of the Wards of the City and a general
description of the political boundaries of the
~ Ward (s) .
3. A statement of qualifications as stated in
Section 2-1 of the Owasso City Charter.
4. The address of the City Clerk and the manner of
marking the envelope containing the "letter of
interest".
1
5. The beginning date and ending date and ending
time that "letters of interest" are to be
accepted.
6. A request for information relative to the '~
address of the interested citizen, the voting
precinct of the interested citizen, and any
other information the interested citizen should
wish to include in their submittal provided
however that such submittal shall not exceed ~
ten total pages of standard 8 1/2" x 11" size
paper or copies.
7. A tentative date, established by the Council,
for action on filling the vacancy to be taken
as an agenda item of the City Council, notice
to clearly state that such date is tentative
and, due to various reasons, could be altered
to a later date.
Section D - All "letters of interest" shall be received by the
City Clerk or designee and thereupon shall be noted
the date and time of receipt as well as the name of
the person receiving the submittal. Such notations
to be directly upon the "letter of interest" and ~
not on the envelope in which the letter was
contained. ^
Section E - Upon receipt of a "letter of interest" the City
Clerk or Designee shall consult a Ward map or other
instrument to determine if the address listed as the
citizen's residence is within the boundaries of the
Ward in which the vacancy is declared to exist. In
all cases such verification shall be noted directly '
upon the original "letter of interest" in a manner
to denote whether or not the listed address is or is
not considered to be within the affected Ward. In
all cases wherein the initial determination by the
Clerk or designee is that the listed address is not
within the Ward which has been declared to be vacant
a follow-up verification by the City Planner or ~
designee is required before such is noted on the
- "letter of interest".
Section F Upon completion of the requirements of Section E the
City Clerk or designee shall cause to be made
duplicates of the submittal in the exact number as
of the remaining Council members and in as exact
form as possible. Each submittal shall be bound in
a manner to insure the integrity of the submittal,
but in no event shall any changes be made in the
manner of the submittal presentation that would
enhance or detract from the original submittal.
' Section G - The City Clerk or designee shall, at the close of
business (S:OOpm) each day during. the ten day
acceptance period deliver to the remaining Council
' members all submittals received during that day. In
no event shall any submittal be delivered to any
Council member on any date other than the date the
' submittal is received. Provided, however, that in
the event a remaining Council member has notified
the City Clerk that the delivery of submittals to
him/her received on a certain day should be delayed
' due to his/her request, such request to be noted in
the master file maintained for each vacancy. The
original of each submittal shall be retained by the
' Clerk/clerk designee in a master file containing all
notices, documents, publications, notes, and
submittals of the selection process from its
' inception.
Section H - The Council shall direct the City Manger to place an
item on the Council agenda for action within
' fifteen days of the date of the close of accepting
"letters of interest". In the event actual action
on the item is not taken by the Council, such item
'~ shall either be continued to a date specific or
shall be continued to the next regularly scheduled
Council meeting.
~ Section I - Upon action by the Council and the successful
selection of a successor to the position, such
person shall immediately be administered the oath of
' office and seated as a member of the City Council.
NOTICE OF CITY COUNCII. VACANCY ~
The City of Owasso requests "letters of interest" from citizens interested in filling a
vacancy on the City Council created by the resignation of the Ward 5 Councilmember. The
person appointed by the Council to fill that vacancy must be a resident of Ward 5 of the City
of Owasso. For a general description of the Wazd 5 boundaries, see the ward map below or for
a specific legal description, contact Owasso City Clerk, Mazcia Boutwell, 207 S Cedar, Owasso,
OK, 918-272-2251.
Only qualified electors of the City of Owasso who reside in Ward 5 shall be considered for the
appointment to fill this vacancy. Upon appointment, such Councilmember shall continue to
reside within Ward 5 during the entire term of said Councilmember's office, or upon removal
of residence therefrom, forfeit such office. No Councilmember may hold any office in the City
government by appointment by the City Manager or by any subordinate of the City Manager.
This appointment
Councilmembers.
unexpired term.
shall be for a period of time until the next regulaz City election for
At that time, a Councilmember shall be elected to serve the rest of the
Letters of Interest shall contain information clearly indicating the address of the interested
citizen, the voting precinct of the interested citizen, and any other information the interested
citizen should wish to include, provided that such submittal shall not exceed 10 total pages of
standard 81fi" x 11" paper.
All "letters of interest" shall be received by the Owasso City Clerk, beginning on May 28, 1993
and ending on June 7, 1993. Letters must be placed in an envelope clearly marked "letter of
interest" . All letters must be mailed or delivered to:
City of Owasso
207 S Cedar
PO Box 180
Owasso, Oklahoma 74055
ATTENTION: Marcia Boutwell
City Clerk
No letter will be accepted after 5:00 p. m. on June 7, 1993.
The Owasso City Council has tentatively placed an item on the agenda to take action to appoint
the Ward 5 Councilmember at a special meeting of the Council on June 8, 1993. This date is
tentative, and could be altered to a later date, for various reasons. Upon appointment by the
Council, the person selected shall immediately be administered the Oath of Office and seated as
a member of the City Council.
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12306 fi. 77 P1. North
OWasao, Okla. 74055
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May 25. 1693
City Clerk
City of Owasso
Owasso, Oklahoma
-Hand delivered-
74055
Please accept this letter as my indication of interest
in assuming the vacant city counselor position. For the
information of the selecting body I have attached a resume
and a copy of this correspondance.
I am available for a personal interview should the
prr,,•°~s ~~ictate.
:sincerely yours,
~ ~
Jerr D. Duke
Duke -Page 1
~oRnrmuM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: RODNEY J RAY
CITY COUNCIL
SUBJECT: REQUEST FOR APPROVAL OF CONTRACT WITH TRAFFIC
ENGINEERING CONSULTANTS
DATE: June 4, 1993
BACKGROUND:
In 1985 the City Council employed an engineering firm (Jeff Tuttle Associates) to prepaze a
design for traffic signalization of the U.S. 169 and 76th Street interchange. The Oklahoma
Department of Transportation had told the City that 100% federal grant funds were available to
construct the improvements if Owasso would provide the long term maintenance. The plans for
the project were completed in June of 1985 and forwarded to ODOT for review and submission
as a grant request. From June 1985 to April of 1987 there appazently was no follow up on the
request or plans. In June of 1981, the City requested a status of the project and was informed
that the plans needed to be updated as per the ODOT review comments. The City again
contracted with Tuttle and Associates to update the plans and, after completing the update,
submitted them to ODOT. In November of 1987 the City staff met with ODOT fora "Plan-in-
Hand", on-site review. After that meeting the City was notified that the project would be placed
on the April 1988 bid letting. In March of 1988, the City requested a status report and was told
that funds were "short" and that the project would not be on April's bid list, and that the project
would be eligible again after October 1988. In December of 1988 the City was told that funds
still were not available and that we would have to wait until the project became a priority. Then
in 1989 the ODOT decided to signalize the 86th & U.S. 169 interchange as a higher priority
project. That project was completed in 89-90 and attempts since then to get the 76th Street
project back "on track" have met with little success. In late 1992 and early 1993, the project
was discussed with Senator Cullison by Mayor Randolph.
Last week the staff was asked to meet with ODOT officials for the purpose of discussing the
project. The ODOT representatives indicated that they wanted to do the 76th Street signalization
project and that, if Owasso could update the plans to meet current ODOT standards in time to
meet the October 1993 fiscal yeaz end, they believed there would be enough money to fund the
project. They also said that after October 1993 Governor Walters intended to remove the 100%
grant funds and replace them with 30% grant funds for these projects.
Memorandum '
Request for Approval of Contract
with Traffic Engineering Consultants '
June 4, 1993
Page 2
The staff sought input from various sources regarding which engineering firm could put together
an update of the plans so they would meet ODOT criteria on the first review. Quick, accurate
plans are vital to the success of our October approval. After a review of firms currently doing
ODOT projects, the staff selected Traffic Engineering Consultants Inc as the firm best qualified ~
to quickly update and present our project to ODOT. In checking with ODOT, we have
confirmed the firm's reliability and their familiarity with ODOT standards. '
At that point, the staff requested that "TEC" prepare a price estimate and contract for the
update, and further provide a time frame for completing the project and submitting it to ODOT.
The firm developed a contract, set a price of $2000 for the work, and confirmed that the updated ~
plans could be submitted to ODOT by August 15, 1993.
The staff believes the City should take the opportunity to get this project on the grant list and ,
on the ODOT bid list. Please note that there is still a question as to the availability of funds,
but it is the consensus of opinion that this is our best shot to get the project under way. Also
note that, even in the event the October bid letting was not accomplished, the City still has one
other option available for 80-20 (80 federal-201oca1) money under another program because 76th
Street is actually on the state highway system from U.S. 169 west to Main Street. Therefore, ,
the update of the construction plans will not be wasted.
RECOMMENDATION:
The staff recommends Council approval of a contract between the City of Owasso and Traffic t
Engineering Consultants Inc in the amount of $2000 for the purpose of updating plans for
signalization of 76th Street and U.S. 169. ~
ATTACHMENT•
Proposed Contract
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TRAFFIC ENGINEERING CONSULTANTS, INC.
' June 3, 1993
n
Mr. Rohn Munn
The City of Owasso
207 South Cedar
Owasso, OK 74055
RE: Traffic Signal, U.S. 169 & 76th Street
Dear Mr. Munn:
Transmitted herewith for execution by the City of Owasso are three copies of the contract for
engineering services for the project referenced above. Traffic Engineering Consultants, Inc. is
prepared to begin work on the project immediately after receiving notice to proceed. We will
be able to begin work without the originals, but will need them as soon as the City is able to
obtain them.
We appreciate the opportunity to provide our services to the City of Owasso and look forward
to working on this project. If you should have any questions, please call.
Sincerely,
~~ G • ~~~
Todd E. Butler, P.E.
Traffic Engineer
TEB/j f
enclosures
:0281-400
6301 N. MERIDIAN • SUITE 100 • OKLAHOMA CITY, OK 73112-1267 •405-720-7721
CONTRACT FOR ENGINEERING SERVICES
This contract is made and entered into this day of , 1993, by and
between the CITY OF OWASSO, a municipal corporation, located in Tulsa County, Oklahoma
(hereinafter refereed to as "City"), and TRAFFIC ENGINEERING CONSULTANTS, INC., a
corporation, of 6301 N. Meridian, Suite 100, Oklahoma City, OK 73112 (hereinafter referred
to as "Engineer").
1. The City hereby contracts for the services of Engineer to prepare plans and
specifications for traffic signalization improvements to the intersection of U.S. 169 ramps and
76th Street North located within the corporate limits of the City of Owasso, Oklahoma. The
plans shall include the installation of new traffic signals and roadway modifications in accordance
with the Oklahoma Department of Transportation latest standards and specification.
2. The Engineer agrees to furnish all labor, materials, tools and equipment and to
perform all Registered Professional Engineering and other professional services necessary to the
preparation of such plans, specifications and estimates and to provide all professional engineering
supervision as required by the Oklahoma Department of Transportation (the Department) and, if
applicable, by the Federal Highway Administration for the proper design of said project. The
Engineer warrants and agrees, upon acceptance of this contract by the City, to diligently pursue
said work to its completion in a professional and workmanlike manner; to provide the
engineering services as required for prompt completion of said work; and to assign only qualified
personnel to this project.
3. Engineer agrees to perform the engineering services for a lump sum fee, payable
monthly, based on the work completed. The sum of payments shall not exceed the percentage
of the total fee as set forth below:
Final Plans 90%
Acceptance by ODOT for Letting 100%
The maximum total aggregate fee paid by the City to the Engineer shall not exceed the sum of
Two Thousand Dollars ($2,000.00).
4. Engineer shall provide all information necessary should the City require an audit
or proof of work completed prior to the payment of a claim. The City agrees to properly and
promptly execute and submit payments to the Engineer upon receipt of statement for work
accomplished by the Engineer as specified in this contract.
5. The City and the Engineer agree that all work to be completed under this contract
shall be performed by the Engineer and in compliance with all applicable State and Federal laws,
rules and regulations.
6. Approval of the plans and specifications by the City shall not constitute nor be
deemed a release of the responsibility and liability of Engineer, its employees, associates, agents
and consultants for the accuracy and competency of their designs, working drawings and
specifications, or other documents and work; nor shall such approval be deemed to be an
assumption of such responsibility by the City for any defect in the designs, working drawings,
specifications, or other documents prepared by Engineer, its employees, subcontractors, agents
and consultants. After acceptance of the final plans by City, Engineer agrees prior to and during
' construction of this project, to perform such engineering services as may be required by City to
correct errors or omissions on the original plans prepared by Engineer.
' 8. This contract shall be considered the entire agreement between the parties hereto
and the same shall not be modified or amended except by an agreement in writing, signed by
both parties.
' 9. The Engineer warrants and affirms that he is fully aware of the facts and
~ circumstances surrounding the making of this contract and that neither the Engineer nor anyone
subject to the Engineer's direction or control has paid, given, donated or agreed to pay, give or
donate any money or other thing of value, either directly or indirectly to any officer or employee
of the City of Owasso or the State of Oklahoma in procuring this contract or in obtaining
acceptance and payment hereunder.
10. This contract shall not become effective and shall have no validity whatsoever
' until accepted and signed by all concerned parties. Work shall commence by the Engineer upon
receipt of this document or a copy thereof, executed by all parties, and shall be completed on or
' before August 15, 1993, if received by the Engineer prior to June 15, 1993.
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and date
^ set forth above.
7. This contract is entered into subject to the Charter and Ordinances of the City of
Owasso, Oklahoma, and the applicable laws of the State of Oklahoma.
CITY OF OWASSO
ATTEST:
BY:
MAYOR
City Clerk
' (Seal)
ATTEST:
' ~-
Secretary
(Corporate Seal)
ENGINEER:
TRAFFIC ENGINEERING
CONSULTANTS, INC.
BY: ~~'~
Steven D. Hofener, -~-
President
STATE OF OKLAHOMA )
COUNTY OF TULSA )
ACKNOWLEDGEMENT
The foregoing instrument was subscribed and sworn to before me this day of
1993, by the Mayor of the City of Owasso, Oklahoma, a municipal
corporation, on behalf of said municipal corporation.
My Commission Expires:
Notary Public
(Seal)
STATE OF OKLAHOMA )
COUNTY OF TULSA )
ACKNOWLEDGEMENT
~~
The foregoing instrument was subscribed and sworn to before me this .`~ day of
1993, by the president of Traffic Engineering Consultants, Inc. a
corp n, on behalf of said municipal corporation.
My Commission Expires: ~~ .~~~
Not r Pu
~~~-~-1~'~~
(Seal)
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