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Home My WebLink About1993.10.05_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: October 5, 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, October 1, 1993. marciA,Boutwell, Council Clerk AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Request Approval of the Minutes of September 21, 1993 Regular Meeting. Attachment #4 5. Request Approval of Claims. Attachment #5 Owasso City Council , October 5, 1993 Page 2 6. Reading of Mayor's Proclamation Proclaiming Hammco Inc as the Spotlight Business of the Quarter. Mayor Randolph Attachment #6 7. Consideration and Appropriate Action Relating to Ambulance Service Fees. Mr Ray , Attachment #7 Staff will present a report to the City Council outlining a review of the ambulance service ' fees and recommendations from a team involved in that review process. 8. Consideration and Appropriate Action Relating to a Request to Award a Bid for the Purchase of Regular Unleaded Gasoline. Mr Ray Attachment #8 Staff will recommend approval of a contract with GO! Systems to provide unleaded regular gasoline through June 30, 1994 at a bid margin of .07C per gallon, and that the Mayor be authorized to execute the necessary document. lb 9. Report from City Manager I 1 Owasso City Council October 5, 1993 Page 3 10. Report from City Attorney 11. Unfinished Business 12. New Business 13. Consideration and Appropriate Action Relating to a Request for an Executive Session for the Purpose of Discussing Personnel Matters Relating to the Office of the City Manager, Such Session Pursuant to Title 25 O.S. Sec 307B(1). Mr Ray Attachment #13 14. Consideration and Appropriate Action Relating to a Contract Between the City of Owasso and Rodney J Ray, City Manager, Providing for Services and Compensation. Mayor Randolph Enclosure The Mayor will present a contract providing for services to the City of Owasso from Rodney Ray as City Manager for the period July 1, 1993 thru June 30, 1994. The Mayor will recommend Council approval of the contract and authorization for the execution of the document. Owasso City Council October 5, 1993 Page 4 15. Adjournment OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, September 21, 1993 The Owasso City Council met in regular session on Tuesday, September 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, September 3, 1993. ITEM 1: CALL TO ORDER Mayor Randolph called the meeting to order at 7:00 p.m. ' ITEM 2: FLAG SALUTE P The flag salute was led by Mayor Randolph. ITEM 3: ROLL CALL ABSENT ' ITEM 4: REQUEST APPROVAL OF THE MINUTES OF SEPTEMBER 7, 1993 REGULAR MEETING. ' Charles Burris moved, seconded by John Phillips, to approve the minutes, by reference made a part hereto. AYE: Burris, Phillips, Barnhouse, Bowen, Randolph NAY: None IMotion carried 5 -0. PRESENT Bob Randolph, Mayor John Phillips, Vice Mayor ,. Mary Lou Barnhouse, Councilmember Charles Burris, Councilmember ' Rex Bowen, Councilmember STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, Council Clerk A quorum was declared present. ABSENT ' ITEM 4: REQUEST APPROVAL OF THE MINUTES OF SEPTEMBER 7, 1993 REGULAR MEETING. ' Charles Burris moved, seconded by John Phillips, to approve the minutes, by reference made a part hereto. AYE: Burris, Phillips, Barnhouse, Bowen, Randolph NAY: None IMotion carried 5 -0. Owasso City Council September 21, 1993 ITEM 5: REQUEST APPROVAL OF THE CLAIMS A memorandum was submitted from the City Manager requesting that a claim in the amount of $1358.88 from Trim Rite for the pinstriping of police vehicles, be removed from the claims list until such time as the work has been satisfactorily completed. John Phillips moved, seconded by Charles Burris, that the following claims be approved, deleting the Trim Rite claim: (1) General Fund $107,790.73; (2) Workers' Compensation Self - Insurance Plan $2,625.29; (3) Ambulance Service Fund $1,216,53; (4) Capital Improvements $24,435.60; (5) Ambulance Service Capital Improvement $39,368.00; (6) City Garage $5,161.85; (7) Interfund Transfers $4,213.78; (8) General Fund Payroll $91,796.19; (9) City Garage Payroll $2,742.54. r AYE: Phillips, Burris, Barnhouse, Bowen, Randolph NAY: None Motion carried 5 -0. ITEM ' 6: CONSIDERATION AND APPROPRIATE ACTION RELATING O AGREEMENT BETWEEN THE CITY OF OWASSO AND THE TULSA COMMUNITY ACTION AGENCY FOR THE OPERATION OF A SENIOR NUTRITION PROGRAM UTILIZING CITY FACILITIES. The Owasso Senior Nutrition Program has been in existence for one year. The daily meals have also caused an increase in the use of the Community Center by senior citizens. Charles Burris moved to continue the program for another year and to authorize the mayor to execute the Site Agreement for that period of time. Motion seconded by Mayor Randolph. AYE: Burris, Randolph, Barnhouse, Bowen, Phillips NAY: None Motion carried 5 -0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL ACCEPTANCE OF WATER AND WASTEWATER ADDITIONS TO THE CITY OF OWASSO'S SYSTEMS MORE SPECIFICALLY THE WATER AND WASTEWATER LINES CONSTRUCTED AS A PART OF RAM PLAZA I AN ADDITION TO THE CITY OF OWASSO. Ram Plaza is a planned unit development located at the northwest corner of 86th Street North and 129th East Avenue. The City Council approved the final plat and covenants on June 15, 1993, with modifications approved on August 17, 1993. Construction then began on water and wastewater lines, which have now been completed, inspected, tested, and approved by the PA Owasso City Council September 21, 1993 necessary departments. John Phillips moved, seconded by Rex Bowen, to accept the water and wastewater improvements constructed by Ram Plaza I. AYE: Phillips, Bowen, Burris, Barnhouse, Randolph NAY: None Notion carried 5 -0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL ACCEPTANCE OF IMPROVEMENTS AND ADDITIONS TO THE STREET STORM DRAINAGE. WATER AND WASTEWATER SYSTEMS OF THE CITY OF OWASSO, MORE ' SPECIFICALLY THOSE IMPROVEMENTS CONSTRUCTED AS A PART OF DOUBLE OAKS III, A SUBDIVISION OF THE CITY OF OWASSO. The final plat for Double Oaks III was approved by the City Council on June 1, 1993. Staff has inspected and monitored streets, water, and wastewater improvements as they have been constructed. Those projects have been completed and the bonds are in place. Charles Burris moved, seconded by Mary Lou Barnhouse, to accept the streets, water and wastewater improvements constructed by Double Oaks III. I AYE: Burris, Barnhouse, Bowen, Phillips, Randolph NAY: None Notion carried 5 -0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL REVIEW OF A FINAL PLAT FOR BARRINGTON POINT AN ADDITION TO THE CITY OF OWASSO, AND LOCATED NORTH OF THE OWASSO HIGH SCHOOL AND IMMEDIATELY EAST OF 129TH EAST AVE. The final plat for Barrington Point has been reviewed and approved by the Planning ' Commission. The Engineering Department has requested several minor corrections to the construction plans. John Phillips moved to approve the final plat for Barrington Point, provided all minor corrections are made to the construction plans prior to any construction occurring, and further provided that the statements regarding the planting of trees or shrubbery in dedicated utility easements be added to the restrictive covenants. Motion seconded by Charles Burris. t AYE: Phillips, Burris, Barnhouse, Bowen, Randolph NAY: None IMotion carried 5 -0. Owasso City Council September 21, 1993 ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL REVIEW OF A FINAL PLAT FOR WINDSOR LAKE II EXTENDED AN ADDITION TO THE CITY OF OWASSO LOCATED GENERALLY WEST OF THE SOUTHWEST CORNER OF WINDSOR LAKE 11 SUBDIVISION AT THE INTERSECTION OF EAST 92ND ST NORTH AND NORTH 123RD EAST AVE. The final plat for Windsor Lake II Extended, including staff recommendation to change the building line of two lots from 15' to 25' to remain consistent with future development to the west of the area, has been reviewed and approved by the Planning Commission. Charles Burris moved to approve the final plat for Windsor Lake II Extended, provided that the two building lines shown at 15' be changed to 25', and further provided that the statements regarding the planting of trees or shrubbery in dedicated utility easements be added to the restrictive covenants. Motion seconded by John Phillips. AYE: Burris, Phillips, Barnhouse, Bowen, Randolph NAY: None Motion carried 5 -0. ITEM 11: REPORT FROM CITY MANAGER Mr Ray had four items to report. (1) A memorandum from Commissioner Lewis Harris was distributed to the Council. The memo contains a time frame for opening 66th St N to traffic, with a target date of October 1. (2) Mr Robert Carr has been hired as Public Works Director. He will begin work on September 27 and will be on site on October 4. A reception for him is being planned just prior to the City Council meeting on October 5. (3) The selection of a new Police Chief should be announced by Wednesday evening, September 22. (4) A problem has developed in the Police Department whereby they have not been in compliance with the Fair Labor Standards Act regarding the payment of overtime and comp time at time- and -a -half. For approximately two months Police Department personnel have been strongly urged by those persons in charge of that department to turn in overtime and comp time at straight time pay. Actions have been taken by management to rectify the situation and to ensure that it does not happen again. ITEM - REPORT FROM CITY ATTORNEY No report. ITEM 13: UNFINISHED BUSINESS None. 4 it Owasso City Council ITEM 14: NEW BUSINESS None ITEM 1 • ADJOURNMENT John Phillips moved, seconded by Mayor Randolph to adjourn. AYE: Phillips, Randolph, Bowen, Barnhouse, Burris NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:23 p.m. IMarcia Boutwell, Council Clerk 5 Bob Randolph, Mayor September 21, 1993 F T NANCE 4 -- ------------------------------ CITY OF OWASSO 211!'.00 GENERAL FUND CO! 91,130193 '20:37:0-1 A/P CLAIMS RE OFT APAPVP PAGE: ---------- ------------------------- ------------------------- A IM 0 7.j I't 7 ------------- MANAGERTAT. ------------------------------ q -4 053! ;- • 71LF A " T 1: i--n-3 j, T C '=V-�'r-v MS SU— Dp T TC- 2 0 10ML CC, i 1 F E F -E It 0 z- 195.00 7 4.3 T p -2T ;m=, M-!.., v7o�l 0 7 �1- 23. A71T DT 8/93' LONG ISTANCE 9 • 5*6 941796 T DCC IHC-ATE"' 81'13 LONG DISTANCE 15.76 940797 SOUTHWEST EPN VVT T T R. c 9 X. A 1P c - DEPARTMENT 70TAL ------------- ;04 .'3 -? F T NANCE 4 -- ------------------------------ Ci]MMUjjTTV T)EVE1 010MENT ------------------------------ LICENSE FEE'S. 211!'.00 T-rEAq-lj-p-.ER PETTY CASH CO! 195.00 ------------- n 7 9 77 S 0 U T -4 YiES 7E RN T I T 1; E ------------- Ci]MMUjjTTV T)EVE1 010MENT ------------------------------ ------------------------------ T-rEAq-lj-p-.ER PETTY CASH 03 n 7 9 77 S 0 U T -4 YiES 7E RN T I T 1; E ------------- DFPAF�MEHT �,:-)TAL ------------- ------------------------------ ------------- X ------------- ------------- CITY OF OWASSO GENERAL S7 A a z ---------- ------------------------- -- T �7 940714 P T` W z !AG, E N E N f, T T F A CE 34 0 7 2.4 WOPLD PUB ISHII% ACO SUB-CRTDTION 9467,45 DGZIEF PPlN7TNG PR Pilo ING 940740_ "PEAS"PER PETT.7 CASH Ml •'C IN E W POLICE CHT-;= �'407'q TREASURED PETTT' CASET DG(' f=.l' 940757 _ST FRANCIS HOS-FITAL-EAP GRIPLY FEES 94 0"7 fjV-T - DEPOT CARD PLAN -, � a _. - i r, I Cr CTjpPT I 9 4 9 4 33 A T S T & I 93 LG!i V3 L.* C- rl EXAR 9 4 0 79 5 ORLA NATUFAL GAS 3 MH 9 4;0 N N TAI 3 LO G D-131 rl: !,T T A F DEFAFTMENTI TOTAL ===="% M A !I X T E N A N4 ------------------------------ F" F T ST = -r =_. z " A,, - 0 4 , i 9 3 1 1 LE E T i-F zt 7 A Z!-c 14" - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - iv T L v U ,_.0 0 0 49.40 v c� V `4 5.0.0 50.2 :34:3.6 ------------- .27/9. -56 j-� 5-4 CITY OF OWASSO GENERAL FUND I FA=z 'T? -1 ATlY1,C F'Z-n=r A MO N "I T DESCRSF i1i ---------- ------------------------- ------------------------- ------------- 2,457.91 ANIMAL CONTROL ------------------------------ 9405044 THREE V's"tEFINARC: SERVICES 128.00 P 39. co PRINTING ------------- L:L —rAl i '7- . (J � V FrIPE. SERIVC-ES ------------------------------ 0 4 -D 5 -77 __PI A- q 4 Ci - 11`6 2 t'jUTR TPUR FUEL 342.84 Y'4 .) 7 A OFFICE Z.-EPOT 'RD PLAN SUFPI 17-S cig 940-192 FS-10 E. E 1, 24,'). 37 -7407q3 .T 3 3 -.3 LION-1-7 DIESTANCE 4. 9 0 'Q40 4 7T n".:,; - .1 17 . .-. ! 940796 LDCj- T Ni- -ATZT 8/93 LONG DISTANCE 141?. 84 94797 SOUTHWESTERA BELL MZLE. 8/93 PLEXAF 241.96 2,457.91 ANIMAL CONTROL ------------------------------ 9405044 THREE V's"tEFINARC: SERVICES 128.00 P 39. co PRINTING ------------- L:L —rAl i '7- . (J � V FrIPE. SERIVC-ES ------------------------------ 0 4 -D 5 15 5 a1, C�7 7 L V E R 94(x,:31 0 1--! PFEVENT1 M AS S-E EUCTK L q'4 7- ul ..__..7E_ 3 E L Tau E DEPARTMENT TOTAII 00 .86 T 7 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - .7i z - - - - - - - - - - - - - 7 CITY OF OWASSO GENERAL FUND q A CLAIMS REPORT APVP ✓a G E ---------- ------------------------- ------------------------- ------------- ------------------------------ 9 4 07 0 7 TV r— r— Q T SES RD) MEDIAN t 7 __ _ G -A O.' 0 94058 r F A T NFO C L NCRETV I! z v - E =s `,--NT 7 01-TDOOD-P ST 940621 CTNTA'S COPP, Till ------------- 4 '1 T, 7771T Y OF T"T C C`TP=i T 4 ;j 7 1 '3 N A' 7:—V M A l'_7 'RE F A I F S iii 9 94071" TCS SYSTEMS TIME CARDS 335 n- 0; 7 4 1.5 T!I;!T APOL E STEEL. �4"APD L 38.,A4 940741 14UGHES LUMBER CO SUFFIL I ES q�4.91 '�40748 TPEASUFTER RETTY CASH REPA3 PEMI CASH 2.214 9407' P-t-jUIPMENT . ONE PENTAL 3, S A P A P T S- 5 6 9 940-702 IF S_- 0 S/q3 USE .4 77 2 $.i 5 34 0, -7 9 5 OKT tA N, A T U FHA L GAS 8 3 USE 1 .6 0: ':?4 79 DrC INC-AT T DISTANCE q40797 S +-%= T RIN E S 7 E F N BELL TECILE, 8 RL E X A P 4. 9 DEPAR'MENT 7MIT ------------- 'L i cz ------------------------------ 9 4 07 0 i o TE� 77= T DEF07 CARD =s (-'ti' RAI GALE At Z T T 141 E 'S Ir E ir, N EL 1, -7 ------------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - CITY OF OWASSO GENERAL FUND 10/05/93 16:02:58 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- MANAGERIAL ------------------------------ 940115 RODNEY PAY DEPARTMENT TOTAL FUND TOTAL =___> EXPENSE REIMB 232.36 232.36 232.36 1 PARK MA!"77"NANCE ------------------------------ 940175 KmDERTSON PL17MSIMG SU_e?'_Y SUFFLIES: 940195 ,.TIM HOBBS M'r-WTNG-:'RAYOLA 9 4 0 1 9:m� ARRY BT_FA', Aii Y,:n T Al, t� 61 F., 44; - 19 WAYNE CARVE? CITY OF OWASSO AFtTLEY OWENS NG- ./ELM CREEK FAPY 9404.':�9 AUDFEY PEEVE G E N E P A L FUND 1-ITnTAS COFF. CLEAN'/FENTI Ail f 3 A 93 7 2 0 9 55- '3 6. t3i"'A I NGER. W W TITC. APAr'VR P A:z =.n it ---------- v __ '14' D. D -i ------------------------- ------------------------- Z7 Z A AT ------------- s a n 4 PF777,.- CASH, C, U• = 4 0 z Pi CE et; 071*' CARD PLAN OF" 7 T T"� 5 0 4 !_ ?.LA IATT7PA" 'TC= T T A T �7, -1 T -iD C, TE 1. '3 T A lif C E 7 7 M ==T ye '4 "7 DEFART7"Ift-11T TUT A ------------- PARK MA!"77"NANCE ------------------------------ 940175 KmDERTSON PL17MSIMG SU_e?'_Y SUFFLIES: 940195 ,.TIM HOBBS M'r-WTNG-:'RAYOLA 9 4 0 1 9:m� ARRY BT_FA', Aii Y,:n T Al, t� 61 F., 44; - 19 WAYNE CARVE? `T ;401.: t!3 AFtTLEY OWENS NG- ./ELM CREEK FAPY 9404.':�9 AUDFEY PEEVE CLZATI RESTROOM 0 An 17, 1 Q- 1-ITnTAS COFF. CLEAN'/FENTI Ail E 7 9 55- '3 6. t3i"'A I NGER. W W TITC. Sjj�p' T r' L.,ES "ITIBAI-1 A'IE H A RD-W., RE j:pp- -.- 77= a - i - 4 LT:MB-_R CC CTT=-P' IE--.M- QCXE SIJFPT 1,7 S TUP F L i E: C, U• = Cr( A IN A' EC'ONOMIC DEV-1hi-OPMENT ------------------------------ 7 33-88 `94,0 i70 10 400, 00 181 .93 64 0 4 8 0 4,C), ------------- CITY OF OWaASO 7c zas` 7:' 3-7 S3 -I FLA]'l A F, ti Frl a ekes VE INDOR ep. .T D- T ", 14 1 'L A M 0, U i T ---------- ------------------------- ------------------------- ------------- ------------------------------ §aai20 T;, A R lF E T- L F;; A -N 940591 CENTRAL STATES-11 @40593 RADIO 8? CON5-T- 8 2 OWACSISO DRUG 940683 MULTT CARE HEALTNTIT CENTER CLAILM/0 YNES DEPARTMENT TOTAT ------- - - - - -- ------------- T�UND TIOTAL 950.512 940763 A T LIANCE MEDICAL, INC. SUPPLIES 260.50 ------------- DEPAR` MENT "C""AL 629,61 -1.61 ------------- FU -1 2 llO T A T 6-39.61 CT T7 OF OWASSO AMBULANCE 0r'P7TCV FTTNrj A AIMS M T 2022 A ID A. FT? F FADE: F 0 v3 i rL* 0 p ------------------------- lrii - ----------------------- AMOUNT ------------- ---------- AM=-'TTL A li i7F ------------------------------ 940509 F,r- FRCDDUCT� 07 -cl r� I =� - ---1 1 1-7 1- SA TIN GY 7 G E i 7 ANK RE X T A' 30.@/ 940702 PH'YSDIQ CONTROL - nvr -rLll-:S 647 j)TMTP TNC S* u F I Z tS 94022@ MED SOUPCE C;;E FF Ell U P I L s }\. \\ 940729 DYNA MED SUFFLTIES 1 940763 A T LIANCE MEDICAL, INC. SUPPLIES 260.50 ------------- DEPAR` MENT "C""AL 629,61 -1.61 ------------- FU -1 2 llO T A T 6-39.61 ONASSO - 911 CLjIMC RC�O�T APAPT9 PA -3-E: 3 - ------------------------- �A�J�� ------------- 0� -' 1, ?O5.71 ------------- l'7O5,�1 �m ------------- 1.7;5.71 � i ------------- FUND TAO'rAL CIT7 OF OWASSO CARITAS TMPROVEMEINTS LATMS "AG E ----------- E.-,,- I -------- - A;j MOUNT - - - -- ------------- ---------- ------------------------- ------------------------------ 9404584" fGaIRRETTI S T G C* 'I ( 940722 Ff- 2, G C r0l"' 7, FIRE ST"A'711,011 ------------- 80,710,60 ------------- FUND TAO'rAL CITY OF OWASSO PEVENUE BOND PROJECT FUND r, 20:37:21 A CL A M P A ---------- ----------- -------------- ------------------------- ------------- ------------------------------ 940444 f7TTMM T Nja- kf A TEIP -1 C T A S 94e2gg 29 f T' DEPARTMENT TOTAL Ztmpi5 TOTAL GRAND TOTE CaC5E33 a«§ z z r* 7 - � -- = -4 ------------- 71059.89 ------------- ------------- 156.26!,@! I I I I I I '-IT'%' OF OWASSO FAH ------------------------- -r T ------------------------- A M ld IN ------------- ---------- ------------------------------ ;4042 •il 94}_• NIPPA A117" Alill' C' E T E C A4 E F A T- i P='J-iCl SAll 5 2 3 3 5 3.4 77 — 9 9 4 n FTMBALL ACE HARDWARE SUPPLIES `3,54 940625 INTERSTATE BATTERY SYSTEM BATTERIES 282.75 9406A-5 406 7L NAPA AU-10 PARTS AN STDARD AlUTO SUPPLY PARTS PIR—S Z' .12 --40694 94 0' 7 YWrT tai' MA... —LL IL CO. ANTT— FREEZE FUE; I - 4 .8q 4 C) I? 940713 WET DON OF TU-1 SA, INC DALE 9- LEE E-ERVI CE PARTS REPAIRS q4O Ic TT .7,S A VARM -- rJi T PME NT CO 7"S 94070�0 9 4 0 73 %--� RA nL 10 SHACK OWASSO rZFT ASS —,7=,r-,T IVS 0 - � . 1, � WT IT I N, D SH 4 EL D 3:3.47 161.00 c? 4 0 7 4,--, TPEAS"PER PE—T-TY CASi- RE TM,'� �—R PETTY CASH 940755 A E ISTR T BUT c r. T T Z�7t.1. T -:jC, — —�71-- � =ARTS I ARTS 940761 PETFROLETM MARIKEETIERS REPAIRS 61.50 c,40 7 AD .3 9407-4? 4 OFZTCE r'A-D PLAIN IN PSr SUPPLIES ISE 8?'93 1, 94079�; OFLA 'NATURAL G A W, , C,4 T 74 W 7 S. T EF"i V T L—'f A F DEFAR7.711ENT 7,O'rAL ----- -- ------ 6, D D ICT ------------- 6 n i t4 2 I I I I I I VENDOR TRANSFERS CITY GARAGE WORKERS' COMP SELF -INS GENERAL FUND GENERAL FUND TRANSFERS TOTAL CITY OF OWASSO A/P TRANSFER REPORT DESCRIPTION AMOUNT TRANSFER FROM GENERAL FUND 2,333.33 TRANSFER FROM GENERAL FUND 11,512.50 TRANSFER FROM AMBULANCE FUND 7,833.33 TRANSFER FROM E911 FUND 1,250.00 22, 929.16 CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 09/18/93 DEPARTMENT AMOUNT1. Finance 4,422.78 :�.... Municipal Court 1,182.25 Building Maintenance 0.00 Central Dispatch 4,704 41 Fire 27,847.93 i:: v:::::::::::; }iii)i }:::•::::::::•::: {•:y { {•;L { {. � OY { {:. }i:{:::: { {bi:L. }:v:.: {.f.:i {.:it:::: <: LY::: <{: { {.: {i::u { {rti.: {f:': nv n: •: w.: {:;ii: {bX: {{ {:: {.wvr.{ {: { {q:::<: n:.... n.tu. x....u:{iLi.Ai: Recreation Center 2,211.49 Park Maintenance 1,758.93 APPROVED: 10/05/93 Mayor Council Member Council Member I; CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 09/18/93 APPROVED: 10/05/93 Mayor Council Member Council Member � PROCLAMATION ICITY 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, Charles Helscel, through his business operation of Hammco Inc, 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, 1 NOW, THEREFORE, I, Bob Randolph, by virtue of the authority vested in me as Mayor of the ' City of Owasso, do hereby proclaim ' Hammco Inc 4th Quarter 1993 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 5th day of October, 1993. 1 Bob Randolph Mayor U MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY ' CITY MANAGER SUBJECT: REQUEST FOR CONSIDERATION OF COMMITTEE ' RECOMMENDATIONS RELATING TO AMBULANCE SERVICE FEES ' DATE: September 30, 1993 1 BACKGROUND: On Jude 16, 1987, the City Council enacted Ordinance #369 implementing a mandatory ' surcharge on citizen waters bills for the purpose of partially funding ambulance service in the City of Owasso and surrounding area. The ordinance also mandated a certain level of certification that was required for the city to maintain as a condition of receiving the money ' derived from the surcharge. That level of certification was as an advanced emergency service. Since that time the city has collected revenues from the surcharge on the water bill, in addition to revenues from other charges for servisce not covered by the surcharge. Those people not ' covered by the surcharge typically are people traveling through town who may have an accident and have to utilize the service, or those people who live in our service district but outside the city limits who do not choose to take a paid subscription for coverage for the ambulance service. t The revenues generated have not been sufficient to keep up with increased mandates and the increased cost of delivering quality ambulance service at the level required by Ordinance #369. ' In 1990, the City Council reviewed rates that were charged by the ambulance service and did approve some increases in the rate structure. However, there has been no comprehensive review of the ambulance service fee structure since the ordinance was passed in 1987. In July of this ' year an ambulance service fee review team was created. The purpose of that team was to look at our ambulance service fees, and the structure of those fees, including all revenue sources and the types of expenditures. The purpose of that review was to provide the City Council and staff ' an opportunity to have an overview of our current situation as it related to the amount of subsidy that we are paying to maintain the current ambulance service. The results of that team review are attached for your consideration. Generally, the team has concluded that there need to be ' some changes in our fee structure and in the revenue sources. The team has made two recommendations as a result of their review. Those recommendations are: MEMORANDUM Ambulance Service Fees September 30, 1993 Page 2 1. That the ambulance service fees be supplemented by another revenue from third -party billing, and 2. That a new rate table be authorized by the City Council for those services not covered by the surcharge or subscription. I have reviewed the team's reports and, in fact, participated in the team review and concur with those recommendations. RECOMMENDATION: The staff recommends that the City Council approve the recommendations of the review team and direct the staff to prepare the necessary documents for the authorization of the city to use third -party billing and further, that the staff be directed to compile and present for Council approval a new rate table for the cost of services rendered. Such documents to be presented to the City Council at the next regularly scheduled meeting for action. ATTACHMENTS: 1. Report of the ambulance fee study team. i w t CITY OF OWASSO AMBULANCE FEE STUDY September 1993 REPORT OF r , AMBULANCE FEE , STUDY RESULTS ' Rodney Ray: City Manager 1 Chief Bob Allen: Fire Department Kris DeMauro, 1 Lonny Fisher, & Patti Spencer: Fire Department r PRESENTED TO Mike Knebel: Community Development ' OWASSO CITY COUNCIL , 1 BOB RANDOLPH MAYOR JOHN PHILLIPS VICE MAYOR CHARLES BURRIS MARY LOU BARNHOUSE REX BOWEN COUNCILMAN COUNCILWOMAN COUNCILMAN r REVIEW TEAM MEMBERS Mayor Bob Randolph: Owasso City Council ' Rodney Ray: City Manager Chief Bob Allen: Fire Department Kris DeMauro, Lonny Fisher, & Patti Spencer: Fire Department ' Sherry Bishop & Ann Harris: Finance Department Mike Knebel: Community Development Jim McElrath: Community Center , r TEAM GOALS & OBJECTIVES This review team was established to identify solutions to the increasing differences in ambu- lance fund expenditures versus ambulance fund revenue collected. To keep the group focused, several goals and objectives were established by the team. A primary goal was to determine factors that were driving the increased costs in providing the service. After this, the team was to establish the feasibility of eliminating any of the escalating cost components. Accomplishment of this goal was to be completed via (1) a comprehensive review of the current operational structure and (2) the establishment of actual costs for all services provid- ed by the Owasso Ambulance Service. Another goal of the group was to develop options that would allow the department to absorb, M reduce, or pass along the continuing cost increases. This report is designed to convey an ' analysis of the pertinent data collected for each of the options investigated by the team. The final objective of the team was to formulate a recommendation for action(s) to be carried out Iby the Owasso City Council and /or the department's management staff. W CURRENT COSTS OF SERVICE The City of Owasso currently budgets two separate funds to assure continued ambulance ' service for its citizen customers. These funds are specified as the Ambulance Service Fund and the Ambulance Capital Fund and are documented as attachments 5 through 9 included Iwith this report. The Ambulance Service Fund budget for fiscal year 1993 -94 includes $144,600 in revenue and a total of $152,000 for expenditures and transfers to the Ambulance Capital and General ' Funds. Expenditures for materials and supplies total $13,100 with $11,000 of this amount allocated for the expected replacement cost of spent medical supplies. A total of $8,900 in expenditures is allocated for required training, professional services, and other miscellaneous services required to maintain proper operations. A $36,000 transfer to the capital fund PP 1 (twenty-five percent of the ambulance subscriptions and ambulance billings) is required by ordinance and a $94,000 transfer to the general fund is allocated to partially fund emergency medical technician/firefighter personnel costs. A number of steps have previously been taken to reduce the cost of services. The enactment of building codes and fire prevention measures have given the Owasso Fire Department the opportunity to make full use of a highly trained and technically proficient staff by utilizing employees that serve as dual purpose firefighter /emergency medical technicians. This has also allowed the ambulance service to achieve efficiencies in terms of personnel cost. If these firefighter /EMT's were continuously occupied fighting fires, the city would be forced to assume the ambulance service's cost of personnel dedicated only for emergency medical services. Another step toward greater efficiency in the delivery of ambulance service was made earlier this year through the policy of subcontracting for non - emergency transfers. Although there will always be areas that could use improvements in efficiency, a central ambulance inventory supply, an inventory control system, improved statistics for material usage, and statistics on associated ambulance run costs are several issues that are currently being addressed. As of January 1993, infectious control procedures, as mandated by the Oklahoma Department of Health, were implemented by the Owasso Ambulance Service. The new nrnrPr m-c nnrl protocols have raised the costs associated with maintaining this service in terms of time and materials. In February, another change in state regulations forced the department to maintain two certified advanced life support medics on dui at all times. To control overtime costs, each of the three shifts now has three advanced medics assigned for duty. (This practice was designed to allow for each medic's continuing education training time, sick leave, and vacation schedules.) The requirement for three additional certified advanced medical techni- cians (one more per shift) has dramatically increased the cost of supplying this service. Current personnel costs for three full time advanced ENIT's are approximately $95,000 t annually. (Please note that there are now nine firefighter /advanced EMT's but only a $94,000 transfer to the general fund for those personnel.) The city's finance director has ' estimated the subsidy from the general fund for FY 1993 -94 at $163,855 (see attachment 1). The Ambulance Coital Fund for fiscal year 1993 -94 includes revenue in the form of $1,700 in earned interest and the $36,000 transfer from ambulance subscriptions and billings (as mentioned previously). It also includes an expenditure of $40,000 for the remount of the existing ambulance "box" (ambulance patient compartment) onto a new vehicle chassis. Note that this fund was created by ordinance and is to be used only for capital outlay items re- quired for continued ambulance service. With (1) the increased costs of service due to the mandates mentioned above, (2) the fact that inflation has increased the costs of personnel and supplies, and (3) the reality that eventually the Ambulance Capital Fund will require sufficient revenue to cover the costs of new ambu- lance patient compartments and possibly the cost of a third ambulance, it is evident that Owasso's ambulance service will be operating at increased levels of subsidy. IOPTIONS TO AVOID THE INCREASED SUBSIDY Four separate options that would assist in forming a better alignment between the expendi- tures and revenue for the ambulance service were formulated by the team. They are as follows: I(I) Increase the amount designated on water bill for ambulance service. ' (II) Increase the rates for cost of ambulance supplies and services rendered. I(III) Make use of "third party billing ". (Third party billing is the practice of sending bills, for services rendered, directly to the customer's insurance carrier). 1 (VI) Reduce the level of certification required by ordinance from advance life support to ' basic life support. 1 3 The preceding options were designed to be utilized individually or together (in any combina- tion) as a method of decreasing the amount of subsidy required to keep the ambulance service operating in a safe and legal manner. A detailed explanation of each option is contained on the following pages. OPTION I INCREASE SURCHARGE ON WATER BILL FOR AMBULANCE SERVICE There is currently a $2.00 ambulance service surcharge automatically applied to all city water bills (with the exception of bills for multi- family dwellings). Rural subscribers pay $4.00 dollars per month for their subscription and senior citizens are given a $1.00 per month discount. By paying this subscription, each household member is entitled to the use of Owasso's emergency ambulance service at no additional charge. Several other cities in the area use this type of automatic subscription service. Bartlesville, Collinsville, Skiatook, and EMSA currently charge their customers $4.00 per month and Coweta charges $3.75 for their subscription service (please see attachment 2). The following table shows the resulting increase in projected revenue if Owasso were to increase the ambulance service water bill surcharge to $4.00, continue a $1.00 discount for seniors outside the city limits, make a $2.00 discount for seniors inside the city, and maintain the subscription rates for those residing outside the city limits. (Also see attachment 3). Projected 1993 -94 Revenue if Surcharge Raised to $4.00 .......... 207 792.00 Projected 1993 -94 Revenue with Current Rate Structure ........... 108.324.00 Possible Revenue Increase $ 99,468.00 Although the revenue increase would be substantial and the cost of implementation would be insignificant, this option forces nearly all of Owasso's citizens to bear the cost of a service utilized by only a few customers. One could generalize that the surcharge on the water bills should only be used to assure that the service is available for all citizens and not to cover 4 actual costs of service provided to individual customers. Even using this philosophy, it is clear that Owasso will likely be forced to raise the surcharge rate, now or at some point in the future, to obtain sufficient capital funding for new "boxes" on the current ambulances and for the investment in a third ambulance unit. OPTION H INCREASE CHARGES FOR SERVICES RENDERED The last review of the fees for ambulance services rendered was completed in early 1990 and the charges were adjusted accordingly. Costs for the delivery of these services has increased and new service capabilities have been added since that time. The following table contains a proposed restructured fee table for services, supplies used, and procedures performed. (Please note that these charges are billed only to non - subscribers.) 1 CURRENT PROPOSED ' Base Service Charge $ 300 $ 300 Non - Emergency Transfer 50 200 Per Mile, with Patient Onboard ................... 3 4 No Transport, No Care Given .................. 25 25 Multiple Patients, per additional patient ............ 150 150 Infectious Control .......................... n/a 12 Airwav Management CURRENT PROPOSED t Oral Airway, Child ....................... $ 1 $ 1 Oral Airway, Adult .......................... 1 2 Nasal Airway .............................. 6 9 1 E.G.T.A . ............................... 43 60 Oxygen Administration, 1 -6 LPM ................. 5 5 Oxygen Administration, 7 -15 LPM ................ 5 12 Suction, Oralpharynx ........................ 22 25 Suction, Trans - tracheal ....................... n/a 5 ' Bag /Valve /Mask ........................... Endotracheal Intubation, Child 25 9 45 10 Endotracheal Intubation, Adult ................... 9 15 Drug / I- V. Administration CURRENT PROPOSED I.V. Fluid ............................. $ 15 $ 25 Dextrose 50% in Water ....................... 6 10 Sodium Bicarbonate ......................... 3 10 Glucose Paste ............................ n/a 8 Buretrol . ............................... n/a 35 Paramedical / A C L S Drugs CURRENT PRO_ POSED Albuterol Inhaler ........................ $ 18 $ 18 Atropine 1 mg ........................... 10 Bretylium 500 10 mg ....................... 20 Calcium Chloride 20 .......................... n/a Dextrose-50% 25 15 gram ............... . ..... ... 6 * Dopamine 800 10 mg ......................... 7 Epinephrine 1:1,000 22 ......................... 4 Epinephrine 1:10,000 5 ..................... 5 Glucagon 10 .............................. 22 25 * Isuprel 1 mg ............................ 20 25 Lasix 80 mg .............................. 7 Lidocaine 100 mg 10 ....................... . . . 4 * Lidocaine 2 gram 10 .......................20 Magnesium Sulfate 25 2 gram ..................... 6 Narcan /Naloxone 2 mg 10 ...................... 15 Nitroglycerin Spray .3 -.4 mg 15 ............. . 15 Nubain.................................. 15 4 * Pitocin /Oxytocin 10 22 units ................. . . . 6 Procainamide 1 gram 20 ...................... 9 * Procainamide Infusion 15 ..................... 15 Poison Antidote Kit 35 ....................... 20 Sodium Bicarbonate 50 25 meq ..................... 3 Valium /Diazepam 10 mg 10 ................... 16 Verapamil 10 mg 20 ........................... 6 10 * All medications marked with an asterisk include the necessary I.V. Paramedical Procedures CURRENT PROPOSED Heart Monitor /E. C. G . ..................... $ 15 $ 25 Defibrillation Pads ......................... n/a Hands Free Defibrillation 10 ..................... n/a ** External Pacemaker 35 ....................... 25 Pulse Oximetry 40 ............................ n/a Thumper, Mechanical C.P.R 25 .................... n/a Blood Draw 25 .............................. n/a 25 ** Does not include valium for sedation 6 Bandaging / Splinting / Spinal / Child Birth CURRENT PROPOSED Trauma Pads / Heavy Bandaging ................ $ n/a $ 5 O.B. Kits ............................... n/a 25 Isolation Kits .............................. 8 12 Splinting, Fracture Pack ...................... n/a 10 Splinting, Non - specific ....................... n/a 5 Cervical Collar ............................ 15 15 Misc. Medical Supplies ....................... 10 10 * ** Extrication ............................ n/a 250 * ** Patients should be charged for extrication (1) when a vehicle or vehicles must be removed from the patient, or (2) for removal of debris from a struc- tural collapse, or (3) for a trench or construction rescue. The proposed rates were designed to more closely align with actual costs for services ren- dered. There are several specific procedures and supplies (marked by n/a in the current charge column) that were added and /or categorized under more preferable item listings. It is recommended that this rate table be reviewed annually to validate its alignment with the actual costs of services and supplies at that time. If adjustments are needed, proper docu- mentation should be gathered and a request for adoption by the City Council should be made. Two scenarios for average types of ambulance runs were assembled by the ambulance service medics (see attachment 4). The first scenario is a typical medical emergency. Under the current rate structure. a non- subscriber would be charged $383 for this medical emergency run. If the proposed rate increases take effect, the charge would be $483. For a typical trauma emergency the non - subscriber would be charged $412 under the current rate structure and $500 using the proposed rates. This new itemized rate charge option would not substan- tially increase revenue unless the following option was also implemented. OPTION III VVIPLENfENT THIRD PARTY BILLING Currently, there is no charge for service when a subscriber requires emergency medical service. Enactment of a third party billing policy would enable the department to forward a bill for services to the customer's insurance carrier. Under a third party billing policy, the 7 department would attempt to obtain the insurance and /or medicare information at the time of transport. If the information was not procured, a department staff member would contact the hospital to obtain the information from the patient's file. The primary insurance carrier would then be sent a claim form and an itemized copy of the bill. If full payment was not submitted by the primary insurance carrier, the same forms plus a copy of the explanation of benefits would then be forwarded to a secondary insurance carrier (if applicable). Under no circumstances would bills be forwarded to citizen customers or subscribers (for payment if customer was not insured, to recover deductibles, etc.). The citizens of Owasso would see no perceptible change in their ambulance service with this option. In fact, a recent survey of nearby major insurance carriers has demonstrated that payment for ambulance services is already factored into their current rate structures. What this means to Owasso is that there should be no insurance rate hikes due to the utilization of third party billing for its ambulance services. The amount of funds expected through the use of third party billing could be substantial. There were 694 emergency ambulance runs within the period from September 1992 through August of 1993. If the ambulance service received this many calls over the next year and insurance companies paid 100% of all bills at a current average amount of $383 (from attach- ment 4), it would amount to $265,802. When the previously proposed rate increase for services rendered is factored in, the amount raises to $335,202 ($483 x 694). Realistically a 50% reimbursement level could be expected from insurance providers and could annually provide up to $132,901 or $167,601 respectively. Initial costs for implementation of third party billing would be minimal. The ambulance run sheets already contain the patient authorization and release for direct filing to the patients insurance. Approximately 80% of the run sheets are currently signed by each patient at the scene. For those that cannot or do not produce a signature at the time of the incident, a claim form HCFA 1500 could be mailed to the patient's place of residence for authorization. The costs incurred by the City for the forms and postage would be no more than $250 per year. Personnel time for tracking and filing insurance claims have been projected at less 1 8 � than one hour per workday and can be readily "absorbed" by a current staff member of the finance or fire department. If the third party billing program progresses, a dedicated micro- computer and printer would help to achieve maximum efficiency when compiling insurance billing service information and statistics. The long term costs of this option will be dependent upon the number of customers using the ambulance service. It is feasible that, at some point in time, the responsibilities of tracking and filing insurance claims could require the use of a full time employee. It is assumed that this would only happen if the number of ambulance customers increased dramatically from the current levels. If and when this should happen, the increase in revenue from insurance billings would more than cover the extra personnel costs. OPTION IV rREDUCE CERTIFICATION REQUIREMENTS Currently the City of Owasso's ambulance service is required to supply advanced life sup- port. Ordinance 369 (June 16, 1987) established that emergency medical service shall be supplied by the Owasso Ambulance Service at a minimum level of no less than that denoted as advanced life support. To properly study the option of reducing this requirement, one must first have a comprehension of the different license levels available. There are three ' fundamental categories of licensed life support. These categories are BASIC E.M.T., ADVANCED E.M.T., and PARAMEDIC. The following is a summary of the licensed skill 9 levels achieved in each category: ' BASIC E.M.T. (142 hour of trainin(2) C.P.R., basic life support, basic shock management, emergency vehicle operation, ' wound management, minor medical emergencies, emergency child birth, splinting, and psychiatric emergencies. E ADVANCED E M T (408 hours of training) All of the skills listed as basic with the addition of adult intubation, I.V, therapy, advanced patient assessment, advanced shock management, and advanced trauma skills. PARAMEDIC (1.200+ hours of training All of the skills listed as basic and advanced with the addition of pediatric intubation, nasal intubation, needle cricithyroiditomy, needle thoracotomy, digital intubation, nasal gastric intubation, advanced cardiac life support, advanced medical emergencies, advanced emergency childbirth, advanced pre - hospital trauma life support, pediatric advanced life support and pre - hospital legal studies. Basic life support might be considered the equivalent of advanced first aid, whereas, certified advanced life support personnel have substantial training in detailed anatomy. This training raises the level of proficiency in their diagnostic capabilities. The training also provides an advanced E.M.T. the certification and authority to perform intubation (which basically provides a method of maintaining the oxygen supply to vital organs during a medical emer- gency) and I.V. therapy. As an example, for shock treatment a basic EMT would elevate the patient's feet, administer oxygen, and keep the patient warm. An advanced EMT could also attach a heart monitor and administer IV fluids. Paramedics are licensed to perform basically the same functions of emergency medical treatment as one would expect to find in a hospital emergency room. Paramedics also have substantially more depth in their pediatric capabilities. Advanced and /or paramedic capabilities allow for a safer manner of transport because the patient is generally stabilized before the ambulance is enroute. The following table illustrates the actual level of skill needed for calls received by the Owasso ambulance service in 1992. Please note that the table excludes all non - emergency transfers and non - transport calls. Also note that the level of skill required for each case was derived from the protocols specified by the ambulance service's medical director. 10 I P Calls Requiring a Paramedic 35.22% Calls Requiring an Advanced E.M.T. 22.41% Calls Requiring a Basic E.M.T. 42.37% The table shows approximately 57% of the ambulance runs made in 1992 were for proce- dures beyond the level of service that can legally be performed by a Basic E.M.T. Although this figure is well above the national statistics, it can be substantiated when one recognizes the small commercial/industrial base and the large proportion of elderly and retired citizens in the Owasso area. This statistic certainly appears to indicate a need to maintain the ad- vanced medical life support requirement. The cost savings to be derived from a lowering of the certification level requirement would not be as immediately significant as one might expect. Because a large portion of the finan- cial burden in acquiring and /or certifying advanced medical technicians has already been sustained by the city, the savings in personnel costs would only be approximately $10,000 a year (over the short term). Long term savings could be more substantial due to the lower requirements for replacement of personnel. Capital costs for associated ambulance equipment could be reduced from the current levels, but this would, under certain conditions, dramatically lower the capabilities of the city's ambulance service staff. State law mandates that if a paramedic is on the scene, he or she can only perform services up to the level of equipment that is on -site. Several of Owasso's current employees are certified at the paramedic level. Therefore, even an ambulance equipped for advanced life support would not always allow them to operate at a peak level of proficiency. Calling Life - Flight is always an option, but it would be unfortunate to lose a life simply due to a lack of equipment. Ambulance equipment for basic life support requires an investment of approximately $15,000 and the equipment necessary for advanced life support requires approximately $16,000. The equipment capital costs increase to $28,000 when an ambulance is prepared for full paramedic service. With Owasso's current ordinance 11 requiring advanced life support, the cost of minimally equipping an ambulance is only $1,000 more than for basic life support. 1 SUMMARY Even though several measures to create efficiencies in Owasso's ambulance service have already been taken, new state mandates and increases in personnel costs and supplies have increased the level of subsidy necessary to keep the service operating in a legal and safe manner. This situation is one that should be addressed by carefully weighing and selecting from all of the options available. There are several solutions presented in this report. They are not necessarily all of the possibilities, but merely all of the options generated by this review team. Of the four options presented in this report, increasing the ambulance service surcharge on city water bills would be the least popular and the least progressive. Owasso has historically embraced a "user pay" philosophy for many of its other services and has been served well by its position. Therefore, the team believes an increase in this surcharge should be one of the last options for consideration at this time. Increasing the itemized charges for services rendered to a level comparable to actual costs is simply good business. The emergency service base charge is currently comparable or less than other neighboring communities and should remain the same. Other proposed fees for services rendered have been adj usted ' to more closely reflect actual costs. Please note that this option will only slightly increase revenue unless third party billing is also implemented. The practice of forwarding claims for ambulance services to the patient's insurance carrier is defined in this report as third party billing. This third party billing option for raising reve- nue should have no outward effect on the service supplied to the citizens of Owasso. No bills for ambulance service would be sent to subscribing customers. If the patient was unin- sured or there was a deductible on their insurance, there would be no bill for services from the city. 12 J It is projected that the third party billing option could raise $167,601 in revenue if the rates for services rendered are restructured and $132,901 if the current rate structure is left in place. (The federal governments' national health care insurance plan could increase these figures substantially if, and when, it is implemented.) Costs for implementation of third party billing are insignificant when compared with the projected revenue increase. The final option proposed by the team was not designed to increase the revenue stream, but instead to decrease the costs associated with maintaining an ambulance service. Although there would be a cost savings realized by reducing the certification requirements for emer- gency life support, the projected savings were not found to be substantial over the short term. The statistical profile of ambulance runs made in 1992 also appears to indicate a need to maintain the advanced life support requirement. It is the review teams' opinion that this is ' the least desirable option. a 1 1 RECOMMENDATION The ambulance fee study team recommends that the Owasso City Council direct the staff to prepare the documents necessary (1) for authorization of the ambulance service's use of "third party billing" and (2) for implementation of the new rate table (contained in this report) for costs of services rendered. The team also recommends these items become effective November 1, 1993. 13 ATTACHMENTS TO: AMBULANCE FEE STUDY COMMITTEE FROM: SHERRY BISHOP, FINANCE DIRECTOR SUBJECT: COST TO GENR.RAL. FUND FOR AMBULANCE SERVICE PERSONNEL DATE: September 27, 1993 ' The budget for the City of Owasso Ambulance Service Fund contains a transfer to the General Fund of $94,000 for salaries. Remaining salary costs are absorbed by the General ' Fund. All other expenses, medical supplies and vehicle maintenance, are budgeted and paid from the Ambulance Service Fund. ' It is estimated that a paramedic or advanced EMT works 80% ambulance service and 20% fire service. A basic EMT's time is split 20% ambulance service and 80% fire service. Applying these percentages, the total cost for ambulance service personnel including all ' benefits and uniform allowances is: ' 80% of Paramedic & ALS (9 men) $224,247 20% of Basic EMT (5 men) 33.608 ' Total Ambulance personnel cost 257,855 Less transfer from Ambulance Fund 94.000 ' Subsidy from General Fund $163,855 1 1 Attachment 1 1 SURVEY OF AREA E.M.S PROVIDER RATES Skiatook Ambulance Service Emergency (base rate) $ 350.00 Non - Emergency Transfer (base rate) ................................ 200.00 Subscription through Water Bill (per month) ............... 4.00 Subscription for Rural Customer (per month - annual basis) . 4.00 Extrication ......... .............................. •. •....... •. •..250.00 Collinsville Ambulance Service Emergency (base rate) .350.00 Non - Emergency Transfer (base rate) ,,,,,,,, , , , , , , , , , , .180.00 Subscription through Water Bill (per month) ................. 4.00 Mileage Charge (per mile) ......... ............................... 4.00 Broken Arrow Fire / E.M.S. Emergency Inside City Limits (base rate) ............. . . . . . . . . . . 150.00 Emergency Outside City Limits (base rate) ............................. 300.00 Mileage Charge (per mile) ......... ............................... 3.00 Coweta Fire / E.M.S. Emergency (base rate) ......................................... 300.00 Mileage Charge (per mile) ........................... • ........ 3.00 ' Subscription through Water Bill (per month) ............................. 3.75 Bartlesville E.M.S. Emergency (base rate) ......................................... 40000 Subscription (per month - annual basis) ..... ...........................4.00 1 Owasso Fire / E.M.S. Emergency (base rate) ............................. .300.00 Non - Emergency Transfer (base rate) ............ . . . . . . . . Mileage Charge (per mile) 50.00 . ............................... Subscription through Water Bill in City (per month) 3.00 ............. Subscription for Senior Citizen in City (per month) 200 ............. ......... Subscription for Senior Citizen out of City (per month) 1.00 ...................... Subscription out of City (per month) 3.00 .. ............................... 4.00 .� Note that third party billing is in effect for Skiatook & Collinsville. It is under consideration by Broken Arrow, Bartlesville, and Coweta. Attachment 2 lb 0 1 E 1 1 1 1 PROTECTED REVENUE CHANGE WITH SURCHARGE INCREASE OF $2.00 CURRENT CHARGES Customers Charged on Water Bill Customers with no Water Bill Monthly Rate Annual Total Inside of City 3,885 5 $2.00 $93,360 Outside of City 112 17 $4.00 $6,192 Inside of City (Over Age 65) 178 331 $1.00 $6,108 Outside of City (Over Age 65) 32 42 $3.00 $2,664 TOTAL $108,324 POSSIBLE CHARGES Customers Charged on Water Bill Customers with no Water Bill Monthly Rate Annual Total Inside of City 3,885 5 $4.00 $186,720 Outside of City 112 17 $4.00 $6,192 Inside of City (Over Age 65) 178 331 $2.00 $12,216 Outside of City (Over Age 65) 32 42 $3.00 $2,664 TOTAL $207,792 Attachment 3 AVERAGE COST OF EMERGENCY WITH THE CURRENT AND PR ED RATE ' MEDICAL EMERGENCY: Current Emergency Base Rate ............................. $ 300.00 Oxygen, 4 LPM .. ............................... 5.00 I. V, D5W .... ............................... 15.00 Heart Monitor .. tor 15.00 Pulse Oximetry .. ............................... N/C Blood Draw ....... ............................... N/C Dextrose 50% 6.00 Infectious Control ... ............................... N/C Mileage, to St. Johns Hospital (14 miles) ................. 42.00 TOTAL ...................... $ 383.00 TRALTMA EMERGENCY: Current Propgsed Emergency Base Rate ............................. $ 300.00 $ 300.00 Oxygen, 15 LPM ... ............................... 5.00 12.00 Heart Monitor ... ............................... 15.00 25.00 Pulse Oximetry .. ............................... N/C 25.00 I. V . , Normal Saline . ............................... 15.00 25.00 I.V., Normal Saline . ............................... 15.00 25.00 Burn Dressing ..... ............................... 5.00 5.00 Cervical Collar ........ ................ .......... 15.00 15.00 Infectious Control ... ............................... N/C 12.00 Mileage, to St. Johns Hospital (14 miles) .................. 42.00 56.00 TOTAL ...................... $ 412.00 $ 500.00 Attachment 4 Ed an Proposed $ 300.00 5.00 25.00 25.00 25.00 25.00 10.00 12.00 ' 56.00 $ 483.00 TRALTMA EMERGENCY: Current Propgsed Emergency Base Rate ............................. $ 300.00 $ 300.00 Oxygen, 15 LPM ... ............................... 5.00 12.00 Heart Monitor ... ............................... 15.00 25.00 Pulse Oximetry .. ............................... N/C 25.00 I. V . , Normal Saline . ............................... 15.00 25.00 I.V., Normal Saline . ............................... 15.00 25.00 Burn Dressing ..... ............................... 5.00 5.00 Cervical Collar ........ ................ .......... 15.00 15.00 Infectious Control ... ............................... N/C 12.00 Mileage, to St. Johns Hospital (14 miles) .................. 42.00 56.00 TOTAL ...................... $ 412.00 $ 500.00 Attachment 4 Ed an AMBULANCE SERVICE FUND PROPOSED BUDGET FY 1993 -94 PROJECTED BEGINNING FUND BALANCE (7 -1 -1993) 381,500 PROPOSED REVENUES Ambulance Subscriptions 104,000 Ambulance Billings 40,000 Interest 600 PROPOSED EXPENDITURES & TRANSFERS OUT Materials & Supplies 13,100 Other Services 8,900 Transfer to General Fund (Salaries) 94,000 Transfer to Ambulance Capital Fund 36,000 F.F PROPOSED NET 7,400 PROJECTED ENDING FUND BALANCE (6-30 - 1994) $31,100 Attachment 5 City Of Owasso Activity /Ambulance Annual Budget Presentation Department / Fire Fiscal Year 1993 -94 ■ Account Number - 42 340 Fund - General Expenditure Type 1990 -91 1991 -92 1992 -93 1993 -94 Personal Services Actual Actual Budget Proposed 0.00 0.00 0.00 0.00 Materials & Supplies 9,159.00 8,478.00 12,600.00 13,100.00 Other Services & Charges 2,662.00 2,918.00 4,200.00 8,900.00 Capital Outlay 0.00 0.00 0.00 0.00 Account Total $11,821.00 $11,396.00 $16,800.00 $22,000.00 None None Program Description --------------------- Attachment 6 I 1 1 City Of Owasso Annual Budget Presentation Fiscal Year 1993-94 Activity /Ambulance Department /Fire Actual Actual Budget Proposed Line Item Description 1990-91 1991'92 1992'93 1993-94 42 340 5101 Salaries QWages *Total Personal Services* 42 340 5210 Office Supplies 5220 Operating Supplies 5260 Vehicle Maintenance 6280 Small Tools & Minor Equip. 5380 *Total Materials &Supplies* 42 340 6310 Prof. & Tech. Services 5311 Volunteers 5342 Rental ofEquipment 5371 Telephone 5380 Travel &Training 5383 Dues &Fees 256 *Total Other Services &Charges* 42 340 5441 Machinery *Total Capital Outlay* � O O O O 256 473 600 600 7.170 7,354 11.000 11.000 695 651 1.000 1.000 1,038 O O 5 0 O D 296 3.080 1.770 682 2.000 2.000 24 O 800 408 17 O O O 821 1.666 404 3.000 230 670 700 GOO O O D O Total EMS Operations $11,821 $11,396 $16,800 $22,000 Attachment AMBULANCE CAPITAL FUND The ambulance capital fund is established by ordinance to receive one - fourth of the revenue from the ambulance service. Expenditures are for capital outlay for the ambulance service. Attachment 8 AMBULANCE CAPITAL FUND PROPOSED BUDGET FY 1993 -94 PROJECTED BEGINNING FUND BALANCE (7 -1 -1993) 83,000 PROPOSED REVENUE & TRANSFER IN Interest 1,700 Transfer from Ambulance Service Fund 36,000 PROPOSED EXPENDITURES 84- 340 -5442 Vehicles 40,000 PROPOSED NET 2,300 PROJECTED ENDING FUND BALANCE (6-30- 1994) $80,700 Attachment 9 I MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: MARCIA BOUTWELL EXECUTIVE ASSISTANT TO THE CITY MANAGER SUBJECT: REQUEST TO AWARD BID AND APPROVE CONTRACT FOR FLEET FUEL MANAGEMENT SERVICES DATE: September 30, 1993 BACKGROUND: In June a staff team comprised of Steve Compton, Terry Laflin, Lowell Thompson, Jo Ellen Krantz, Nick Whitaker, Ralph Griffin, Michele Christensen, and I began meeting to discuss the possibility of privatizing our fleet fuel services. After meeting with representatives from QuikTrip, Texaco, and GO! Systems, it was determined that it would be cost effective to the city to pursue this program. Bid specifications were developed and mailed to the above -named vendors, and advertisement was placed in The Owasso Reporter as required by law. The bid specifications called for the successful bidder to supply both diesel and regular unleaded gasoline twenty -four hours a day, seven days a week. It soon became apparent that requiring that diesel fuel be included in the bid would limit the bidding to one vendor. On August 27, 1993 an addendum which contained an alternate bid allowing vendors to bid on regular unleaded fuel only, and extending the bid opening for one week, was mailed to the three vendors by certified mail. ' Bids were received from Texaco and GO! Systems and were opened on September 9, 1993 at 2:00 p.m. Of the two bidders, only GO! Systems met the bid specifications. Item #7 of the bid specifications states: 7 lb R The CONTRACTOR shall furnish the FLEET FUEL MANAGEMENT SERVICES at a price based on the Oil Price Index Service (OPIS) average wholesale cost of fuel on a weekly basis, with written confirmation to the City of Owasso of such cost once a week, plus a set margin. Since the OPIS cost is published, only the margin shall be bid. The bid margin shall be good through June 30, 1994. MEMORANDUM Fleet Fuel Management Services September 30, 1993 Page 2 Texaco bid a percentage off the total billing and, therefore, did not meet specifications. GO! Systems bid Alternate #1 Regular Unleaded Fuel Only at a margin of .07C per gallon. I have been notified by GO! Systems that they will continue to try to find someone who can provide diesel fuel on a round - the -clock basis. FUEL USAGE: An analysis of diesel fuel and regular unleaded gasoline purchased through the city garage from June 10, 1992 through June 13, 1993 indicates 13,695 gallons of diesel fuel used. It is anticipated that will increase to 14,200 gallons during the 1993 -94 fiscal year. Regular unleaded fuel purchases totaled 44,773 gallons, with an expected increase of 1500 gallons for the current fiscal year. City vehicles are now fueled at the pumps located at the old city garage. If the bid is awarded to GO! Systems, our local supplier will be Git 'N Go located at 307 E Second Ave. However, GO! Systems has 241 locations throughout Arkansas, Colorado, Kansas, Missouri, New Mexico, Oklahoma, and Texas, with 193 of those locations in the state of Oklahoma, all of which would be available to us. COST COMPARISON: The average price paid for regular unleaded fuel June 10, 1992 through June 13, 1993 was .75C ' per gallon, compared to an average price of .67C per gallon if we had been using the GO! Systems program. This amounts to a cost savings of approximately $3600. The actual fuel cost ' does not take into account the exposure the City has in maintaining underground gasoline storage tanks. Nor does it take into account the cost of monitoring and repairing the pumps located at the old city garage. If we do, in fact, increase our fuel usage by 1500 gallons during the current fiscal year, we would realize a savings of approximately $3710 in the cost of fuel alone. The projected savings by using GO! Systems assumes a full year on the system. Initially, if the bid is awarded, we will be on their system for approximately eight months, which will cause a slight decrease in the projected savings for the remainder of the fiscal year. MONITORING AND REPORTING: GO! Systems provides a complete fleet fueling management information system with no set up fees and no monthly service fees. Each week they provide a Vehicle Analysis Report/Invoice which includes the vehicle number, vehicle department number, purchase date, purchase time, MEMORANDUM Fleet Fuel Management Services September 30, 1993 Page 3 ' purchase location, driver's name, odometer reading, product code, gallons purchased, unit cost per gallon, total purchase amount, cost per mile, and cost per gallon. In addition, they provide ' a monthly Vehicle Analysis Report which summarizes all transaction for that month, as well as year to date. In addition, we have visited with representatives from the company concerning obtaining information on diskette for our use, and there is a possibility that will become a ' reality. IRECOMMENDATION: The team recommendation is to award the bid for regular unleaded fuel only (Alternate #1) to GO! Systems at a margin of .07C per gallon, based on the OPIS average wholesale cost of fuel on a weekly basis, and authorize the Mayor to execute the necessary documents. It is also recommended the both regular unleaded and diesel fuel be re -bid next spring, which will allow vendors adequate time to find an outlet for diesel fuel. ATTACHMENT: 1. Bid Documentation ' 2. Contract for Services F� 1 1 CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: September 9, 1993 Council Approval: Item: Fleet Fuel Management Services Number of Bids: 2 Bids Opened By: Marcia Boutwell ' Witness: Steve Compton Witness: ' Bidders Amount of Bid GO! Systems .07(l, margin 1 Texaco 1% off total billing Certification: I, Marcia Boutwell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: WL Date: Sept mber 9 1993 ```� CONTRACT FOR SERVICES THIS AGREEMENT, made this between the City of Owasso, (CITY), and doing business as I WITNESSETH: day of (CONTRACTOR). 1993, ' That for and in consideration of the payments and agreements that are contained herein and incorporated herein by reference: I 1. The CONTRACTOR will provide vehicle fuel and a fuel management service for the CITY. ' 2. The CONTRACTOR will furnish all of the equipment, labor and other services necessary to provide regular unleaded gasoline at a minimum of 87 octane, for all City owned vehicles and equipment and the fuel management information as required in the Contract ' Documents. 3. The CONTRACTOR will provide a minimum of one fueling location in the City Limits ' of the City of Owasso, such location to provide 24 hour per day attended service. 4. The TERM of the CONTRACT FOR SERVICES will be through June 30, 1994 and will ' commence when signed by authorized representatives of both parties. s 5. During the term of the Contract, the CONTRACTOR shall perform all of the scheduled services described in the Contract Documents, and comply with the terms and conditions therein for the price of cents per gallon margin, over the OPIS weekly ' wholesale cost of fuel. 6. The term "Contract Documents" means the Contract Documents and Bid Specifications ' packet in its entirety. 7. The CITY shall pay the CONTRACTOR on a monthly basis following the submission ' of invoices and monthly summary reports. 8. This Agreement shall be binding upon all parties hereto and their respective heirs, texecutors, administrators, successors and assigns. 9. 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. s 10. This Agreement shall not be enlarged, modified or altered except in writing, signed by the parties and endorsed hereon. 11. 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: City Clerk APPROVED AS TO FORM & CONTENT: Ronald D Cates, City Attorney CONTRACTOR LM Title MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: REQUEST FOR EXECUTIVE SESSION DATE: September 30, 1993 BACKGROUND: Pursuant to Council policy, the request for an executive session is to conduct a normal quarterly review of the City Manager's performance. Additionally, discussions will be conducted regarding a contract for the services of the City Manager; such contract to be considered under Item #15 of the current agenda. 9- 1 S MEMORANDUM TO: OWASSO CITY COUNCIL CITY OF OWASSO FROM: MAYOR BOB RANDOLPH SUBJECT: REQUEST FOR CONSIDERATION OF CONTRACT BETWEEN THE CITY OF OWASSO AND THE CITY MANAGER DATE: September 30, 1993 BACKGROUND: The current City Manager was employed by the Owasso City Council in April of 1987 through the use of a contract for services. Since that time each City Council has annually reviewed the performance of the City Manager and has negotiated a contract for services for that fiscal year. In 1991 the City Council began meeting on a quarterly basis with the City Manager to discuss job performance and those issues of concern that the Council may have relating to the City Manager's duties. Each year in July the City Council has negotiated a contract with the City Manager and extended those services for a period of one year. This contract is exactly the same as the previous year's contract for fiscal 92 -93 with the exception of a 3.5 % pay increase. That pay increase is the average pay increase given to all city employees this fiscal year and, by contract, would be retroactive to July 1, 1993. If any F member of the Council has questions or concerns regarding the contract or the details of the contract, please feel free to contact Mr Ray or me. RECOMMENDATION: I recommend Council approval of the attached contract providing for services from Rodney J Ray as City Manager of the City of Owasso for the period July 1, 1993 thru June 30, 1994. ATTACHMENTS: 1. Proposed contract iL r u I 1