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Home My WebLink About2009.03.24_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: March 24, 2009 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, March 6, 2009 and the agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, March 20, 2009. Sherry Bishop, City Clerk AGENDA 1. Call to Order Mayor Stephen Cataudella 2. Invocation Father Christopher Waters, Anglican Church of St. Paul 3. Flag Salute 4. Roll Call 5. Recognition of the City of Owasso Employee of the Quarter Mr. Ray Mr. Ray will recognize the Employee of the Quarter for 2009. O. \MANAGERIAL\Agendas\Counci I\<009\0324. doc Owasso City Council March 24, 2009 Page 2 6. Consideration and appropriate action relating to a request for Council approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of Minutes of the March 3, 2009 Regular Meeting and March 10, 2009 Special Meeting. Attachment # 6-A B. Approval of Claims. Attachment # 6-B C. Acknowledgement of receiving the monthly FY 2008-2009 budget status report. Attachment # 6-C D. Approval of a request for early retirement from the Oklahoma Municipal Retirement Fund for Jan Worley. Attachment # 6-D 7. Consideration and appropriate action relating to items removed from the Consent Agenda. Consideration and appropriate action relating to a request for Council approval of an extension to the current contract with Cole & Reed, P.C. for audit services related to FY 2008-2009, and authorization for the City Manager to execute the contract extension. Ms. Hess Attachment # 8 Staff will recommend Council approve aone-year extension to the current contact between the City of Owasso and Cole & Reed, P.C. for the purpose of providing audit services for the fiscal year ending June 30, 2009; and, authorization for the City Manager to execute the contract extension. Owasso City Council March 24, 2009 Page 3 9. Consideration and appropriate action relating to a request for Council approval of a supplemental appropriation to the General Fund for the purpose of funding the General Council Election. Ms. Bishop Attachment # 9 Staff will recommend Council approval of a supplemental appropriation to the General Fund increasing the appropriation for expenditures in the General Government Department by $10,000 for the purpose of funding the General Council Election to beheld Apri17, 2009. 10. Consideration and appropriate action relating to a request for Council acceptance of a grant in the amount of $20,800 from FEMA and the Oklahoma Department of Emergency Management and approval of a supplemental appropriation to the General Fund. Mr. Rooney Attachment # 10 Staff recommends City Council acceptance of the grant from FEMA and the Oklahoma Department of Emergency Management for the development of aMulti-Hazard Mitigation Plan and approval of a supplemental appropriation to the General Fund increasing estimated revenues the increasing the appropriation for expenditures in the Emergency Preparedness Department by $20,800. 11. Consideration and appropriate action relating to a request for Council approval of rezonin~ request OZ 09-01 of approximately 27.13 acres located at the southwest corner of E. 96t Street North and N. 145"' East Avenue from AG (Agriculture Zoning District) to RS-2 (Residential Single Family Zoning District). Ms. Darnaby Attachment # 11 Staff will recommend Council approval of OZ 09-O1. Owasso City Council March 24, 2009 Page 4 12. Consideration and appropriate action relating to a request for project approval of the Garnett Regional Detention Pond project. Mr. Stevens Attachment # 12 Staff will recommend Council approval of the Garnett Regional Detention Pond Project. 13. Consideration and appropriate action relating to a request for project approval of the N. Garnett Road and E. 106t" Street North Intersection Improvements Project. Mr. Stevens Attachment # 13 Staff will recommend Council approval of the N. Garnett Road and E. 106t" Street North Intersection Improvement Project. 14. Consideration and appropriate action relating to a request for Council approval of an engineering services agreement for the N. Garnett Road and E. 106t" Street North Intersection Improvements Project and authorization for the Mayor to execute the agreement. Mr. Stevens Attachment # 14 Staff will recommend Council approve an agreement for engineering services in the amount of $119,500 between the City of Owasso and PSA Dewberry, Incorporated for services related to the N. Garnett Road and E. 106`" Street North Intersection Improvements Project; and, authorization for the Mayor to execute the agreement. 15. Consideration and appropriate action relating to a request for Council adoption of Council Policy No. 2009-01, a policy regarding the removal of items from a meeting agenda. Ms. Lombardi Attachment # 15 Staff will recommend City Council adoption of Policy No. 2009-01 governing the process to be used by City Council members, staff, and citizens for the removal of items from a City Council meeting agenda. Owasso City Council March 24, 2009 Page 5 16. Report from City Manager. 17. Report from City Attorney. 18. Report from City Councilors. 19. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 20. Adjournment. OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, March 3, 2009 The Owasso City Council met in regular session on Tuesday, March 3, 2009 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, February 27, 2009. ITEM 1. CALL TO ORDER Mayor Cataudella called the meeting to order at 6:30 p.m. ITEM 2. INVOCATION The invocation was offered by Pastor Glenn Shaffer of Destiny Life Church. ITEM 3. FLAG SALUTE Councilor Guevara led the flag salute. ITEM 4. ROLL CALL PRESENT Steve Cataudella, Mayor Jon Sinex, Vice Mayor Doug Bonebrake, Councilor D.J. Gall, Councilor Wayne Guevara, Councilor A quorum was declared present. STAFF Rodney Ray, City Manager Julie Lombardi, City Attorney ABSENT Mayor Cataudella introduced members of Boy Scout Troop No. 99 and Boy Scout Troop No. 857 who were in attendance. Owasso City Council March 3, 2009 ITEM 5. PRESENTATION OF THE CHARACTER TRAIT OF SINCERITY, FOLLOWED BY A PUBLIC SERVICE ANNOUNCEMENT Ms. Carol O'Daniel, a member of the Owasso Character Council, presented to the Council the character trait of "Sincerity," the Character Trait of the Month for March, 2009. ITEM 6. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the February 17, 2009 Regular Meeting. B. Approval of Claims. C. Approval of Ordinance No. 937, an ordinance amending the Oklahoma Municipal Retirement Fund Defined Benefit and Defined Contribution Plan by incorporating revised regulations in accordance with the Internal Revenue Service. D. Acceptance of a donation from the Owasso Veterans of Foreign Wars, Post 7180, and Ladies Auxiliary in the amount of $1,200; and, approval of a supplemental appropriation increasing estimated revenues and the appropriation for expenditures in the General Fund, General Government Budget by $1,200. Mr. Bonebrake moved, seconded by Mr. Sinex, to approve the Consent Agenda with claims totaling $182,462.60. Also included for review were the healthcare self-insurance claims report and payroll payment report for pay period 2/14/09. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5-0. ITEM 7. REPORT FROM CITY MANAGER Mr. Ray reported on the steps Public Works' staff have taken thus far in resolving the two storm water issues Councilor Gall mentioned during the February 17, 2009 meeting. ITEM 8. REPORT FROM CITY ATTORNEY No report 2 Owasso City Council ITEM 9. REPORT FROM CITY COUNCILORS No report ITEM 10. NEW BUSINESS None ITEM 11. ADJOURNMENT Mr. Guevara moved, seconded by Mr. Bonebrake, to adjourn. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5-0 and the meeting was adjourned at 6:50 p.m. March 3, 2009 Stephen Cataudella, Mayor Pat Fry, Minute Clerk OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING Tuesday, March 10, 2009 The Owasso City Council met in a special meeting on Tuesday, March 10, 2009 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 PM on Friday, March 6, 2009. ITEM 1: CALL TO ORDER. Mayor Cataudella called the meeting to order at 6:00 PM. PRESENT ABSENT Steve Cataudella, Mayor John Sinex, Vice Mayor Doug Bonebrake, Councilor Wayne Guevara, Councilor DJ Gall, Councilor A quorum was declared present. ITEM 2 PRESENTATION BY THE ASSISTANT CITY MANAGER FOR ADMINISTRATIVE SERVICES FOR THE PURPOSE OF REVIEWING VARIOUS CITY POLICIES, PROCEDURES, AND FUNDS. Ms. Bishop presented information relating to the Municipal Budget Act. ITEM 3 DISCUSSION RELATING TO COMMUNITY DEVELOPMENT DEPARTMENT ITEMS A. REQUEST FOR REZONING (1) B. REQUEST FOR FINAL PLAT (1) Ms. Bishop reviewed the above items. It was explained that both items were unanimously approved by the Planning Commission at their meeting on March 9, 2009. The rezoning item will be forwarded to the City Council for action on March 24, 2009 and the final plat item will be placed on the Apri17, 2009 agenda. Owasso City Council March 10, 2009 ITEM 4 DISCUSSION RELATING TO FINANCE DEPARTMENT ITEMS A. PROPOSED RENEWAL OF THE CITY'S CONTRACT FOR AUDIT SERVICES Ms. Bishop reviewed the above items. The Audit Services Agreement is a one year extension of the existing agreement with Cole & Reed, P.C. It was explained that this item will be placed on the March 24, 2009 agenda for action by the City Council. ITEM 5 DISCUSSION RELATING TO PUBLIC WORKS DEPARTMENT ITEMS A. PROPOSED PURCHASE OF DUMP TRUCK B. PROPOSED PURCHASE OF REFUSE VEHICLE C. PROPOSED ENGINEERING AGREEMENT FOR THE E. 106TH STREET NORTH AND N. GARNETT ROAD INTERSECTION IMPROVEMENT PROJECT Ms. Bishop reviewed the above items. It was explained that bids for the dump truck and refuse vehicle would be opened on March 11, 2009 at 2:OOpm. Upon a thorough review of all bids received, the staff would provide the information to the Council via a-mail. Staff anticipates placement of these items on the March 24, 2009 agenda for action by the OPWA. Ms. Bishop further explained that federal funding in the amount of $750,000 has been approved for the N. Garnett Road and E. 106" Street North Intersection Improvements, as a result, two items will be placed on the March 24, 2009 Council agenda for action relating to the project: Council approval of the intersection improvement project and an agreement for engineering services. ITEM 5 DISCUSSION RELATING TO CITY MANAGER ITEMS A. PROPOSED POLICY REGARDING THE REMOVAL OF ITEMS FROM AN AGENDA B. COMPUTER PASSWORDS FOR THE CITY COUNCIL C. CITY MANAGER REPORT Mr. Ray reviewed the proposed Policy for removing items from an agenda. It was explained that an item would be placed on the March 24, 2009 Council, OPWA, and OPGA agendas for action. Ms. Willson discussed new guidelines for City e-mail passwords. Mr. Ray presented several items under the City Manager Report including the following items that will appear on the March 24, 2009 Council agenda for action: a supplemental appropriation in the amount of $10,000 needed to fund the General Election; Council approval of the N. Garnett Regional Detention Facility project and a resolution requesting Trustee approval to file an application with the Oklahoma Water Resource Board to be considered for federal funding for the detention facility. ITEM 7 LEGISLATIVE REPORT No report was provided. 2 Owasso City Council March 10, 2009 ITEM 8 REPORT FROM CITY COUNCILORS After a discussion regarding the Open Meeting Act, Councilor Guevara requested that an item be placed on the April Council Worksession in order to discuss the Hale Acres subdivision. ITEM 9: ADJOURNMENT Councilor Bonebrake made the motion for adjournment, seconded by Councilor Sinex. Motion carried and the meeting was adjourned at 8:40 p.m. Mayor Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount GENERAL TREASURER PETTY CASH CC REFUND/FRIEND BAPTIST 50.00 TREASURER PETTY CASH CC REFUND/FILLMORE 50.00 TREASURER PETTY CASH CC REFUND/ABBOTT 50.00 TREASURER PETTY CASH CC REFUND/HEYEL(NETT) 50.00 AEP/PSO STREET LIGHTS 14.61 TOTAL GENERAL 214.61 MUNICIPAL COURT FRANK W AMBRUS BAILIFF SERVICES 350.00 AMERICAN MUNICIPAL SERVICES LTD COLLECTION FEES 1,369.25 TREASURER PETTY CASH MEETING EXPENSE 68.18 AMERICAN MUNICIPAL SERVICES LTD COLLECTION FEES 803.75 TOTAL MUNICIPAL COURT 2,591.18 MANAGERIAL TREASURER PETTY CASH MILEAGE/FRY 23.38 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 63.61 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 21.38 TOTAL MANAGERIAL 108.37 FINANCE JPMORGAN CHASE BANK CCH-GAAP GUIDE 2009 228.57 TREASURER PETTY CASH PARKING/ISAACS 8.00 JPMORGAN CHASE BANK CTR EXEC-TRAINING 300.00 OFFICE DEPOT INC OFFICE SUPPLIES 15.19 JPMORGAN CHASE BANK AMER PAYROLL-PR SOURCE 247.16 JPMORGAN CHASE BANK DELL-TONER CARTRIDGE 81.83 TOTAL FINANCE 880.75 HUMAN RESOURCES OFFICE DEPOT INC OFFICE SUPPLIES 49.64 SAV-ON PRINTING & SIGNS LLC OFFICE SUPPLIES 40.00 JPMORGAN CHASE BANK DELL-DIFF IN RETURN OF LP -10.00 TREASURER PETTY CASH LIEN/CLEAR TITLE 11.00 BAUDVILLE, INC PRINTER RIBBON FOR EMPLOY 84.50 COMMUNITYCARE EAP EMPLOYEE ASSISTANCE PROGR 220.00 AMERICANCHECKED, INC ATTN: BILLING PRE-ENROLLMENT BACKGROUND 153.65 TULSA WORLD ADVERTISING 485.60 COMMUNITY PUBLISHERS INC ADVERTISING 88.15 SAV-ON PRINTING 8 SIGNS LLC OFFICE SUPPLIES 30.00 MUNICIPAL ELECTRIC SYSTEMS OF OK SEMI-ANNUAL RANDOM DRUG T 2,183.25 TOTAL HUMAN RESOURCES 3,335.79 GENERAL GOVERNMENT NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL 473.00 AT&T CONSOLIDATED PHONE BILL 649.64 MCAFEE & TAFT LEGAL FEES 37.50 HEARTLAND CONSULTING, INC MARCH CONSULTING FEES 10,500.00 Page 1 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount GENERAL GOVERNMENT... TULSA COUNTY ELECTION BOARD COUNCIL ELECTION -APRIL 4,887.75 UNITED STATES CELLULAR CORPORATION CELL PHONE USAGE 14.54 CINTAS CORPORATION CARPET-MAT CLEANING 21.40 TULSA COUNTY CLERK FILING FEES 31.00 OFFICE DEPOT INC OFFICE SUPPLIES 97.80 MCAFEE & TAFT LEGAL FEES 10,617.15 TERRACON CONSULTANTS INC ENGINEERING SERVICES - GE 3,325.00 AMERICAN WASTE CONTROL INC FRONT LOAD SERVICE 129.00 NEOPOST LEASING, INC POSTAGE MACHINE LEASE 389.00 TOTAL GENERAL GOVERNMENT 31,172.78 COMMUNITY DEVELOPMENT TULSA COUNTY MIS LAND RECORDS MONTHLY SERV 30.00 OFFICE DEPOT INC OFFICE SUPPLIES 159.96 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 166.23 TOTAL COMMUNITY DEVELOPMENT 356.19 ENGINEERING FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 205.74 JPMORGAN CHASE BANK DRY CLEANING ST-UNIFORMS 8.40 UNITED STATES CELLULAR CORPORATION CELL PHONE USAGE 112.86 TURN-KEY MOBILE, INC JOHN FEARY'S TOUGHBOOK / 1,630.00 TURN-KEY MOBILE, INC ADDITIONAL RAM FOR JOHN F 35.00 TURN-KEY MOBILE, INC DOCKING STATION AND POWER 299.00 JPMORGAN CHASE BANK OFFICE DEPOT-NAME PLATE 12.99 TOTAL ENGINEERING 2,303.99 INFORMATION TECHNOLOGY JPMORGAN CHASE BANK COX-MO INTERNET SERVICE 1,550.00 JPMORGAN CHASE BANK BEST BUY-POWER SUPPLY 122.61 JPMORGAN CHASE BANK AMER AIRLINES-WILLSON 222.90 JPMORGAN CHASE BANK LOWES-LINKMASTER TESTER 88.96 JPMORGAN CHASE BANK ELEMENTS5-WEB SOFTWARE 149.00 JPMORGAN CHASE BANK BEST BUY-TAX CREDIT -9.62 JPMORGAN CHASE BANK TRAINING CONSORT-MS ALL 3,790.00 JPMORGAN CHASE BANK ADV LEARNING-CONE FEE 2,399.00 JPMORGAN CHASE BANK TRAVEL INS-WILLSON 16.50 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 19.33 JPMORGAN CHASE BANK AT&T-SUPPORT RENEWAL 427.00 TOTAL INFORMATION TECHNOLOGY 8,775.68 SUPPORT SERVICES SCHINDLER ELEVATOR INC QUARTERLY ELEVATOR MAINT 728.58 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 147.71 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 120.55 TURN-KEY MOBILE, INC 3 CF-52 TOUGHBOOKS FOR SS 4,890.00 TURN-KEY MOBILE, INC ADDATIONAL RAM FOR 3 SS T 105.00 AT&T CONSOLIDATED PHONE BILL 133.87 Page 2 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amounl SUPPORT SERVICES... COLBURN ELECTRIC LIGHT FIXTURE REPAIRS 373.79 COLBURN ELECTRIC LIGHT FIXTURE REPAIRS 416.69 CHEROKEE BUILDING MATERIALS CEILING TILES -CITY HALL 115.20 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 8.32 JPMORGAN CHASE BANK LOWES-DOOR REPAIR AT CH 7.78 COX COMMUNICATIONS MONTHLY INTERNET FEES - O 69.95 FLYNN'S PEST CONTROL MONTHLY PEST CTRL SVCS - 110.00 OKLAHOMA DEPARTMENT OF LABOR INSPECTION 2 BOILERS CITY 25.00 OKLAHOMA DEPARTMENT OF LABOR INSPECTION 2 BOILERS CITY 25.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 23.99 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 23.99 JPMORGAN CHASE BANK LOWES-SUPPLIES 13.56 JPMORGAN CHASE BANK LOWES-LIGHT REPAIR OCR 67.92 JPMORGAN CHASE BANK OKLA LIGHTING-REPAIR CH 9.90 JPMORGAN CHASE BANK RADIOSHACK-SOUND SYS PRTS 54.53 JPMORGAN CHASE BANK LOWES-LIGHT BULBS OC 64.60 TOTAL SUPPORT SERVICES 7,535.93 CEMETERY OWASSO TOP SOIL DIRT 60.00 VERDIGRIS VALLEY ELECTRIC COOP CEMETERY ELECTRIC 25.08 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 13.46 TOTAL CEMETERY 98.54 POLICE SERVICES FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 4,881.21 OWASSO FITNESS ZONE, INC PHYSICAL FITTNESS PROGRAM 285.00 UNITED STATES SHOOTING ACADEMY SHOOTING ACADEMY- RANGE U 3,265.00 ACCURACY, INC DBA ULTRAMAX AMMUNITI AMMO FOR FIREARMS 1,781.00 FLEET DISTRIBUTORS EXPRESS EQUIPMENT FOR MOZINGO'S U 1,088.05 JPMORGAN CHASE BANK BEST BUY-DIG RECORDER 49.99 TREASURER PETTY CASH NOTARIES 50.00 JPMORGAN CHASE BANK YOURCABLESTORE-SPLITTER 12.63 ARAMARK UNIFORM & CAREER APPAREL TRAINING BAGS 465.99 LANGUAGE LINE SERVICES TRANSLATION SERVICES 14.74 VCA ANIMAL HOSPITAL, INC FOOD FOR BENNY 78.14 AT&T CONSOLIDATED PHONE BILL 490.21 JPMORGAN CHASE BANK PSMFREECELLPHONETRACER 9.95 OWASSO FOP LODGE #149 POLICE DEPT LEGAL DEFENSE FY09 147.00 JPMORGAN CHASE BANK WALMART-RECORDING DEVICE 76.78 JPMORGAN CHASE BANK GRAINGER-EAR PLUGS 24.12 JPMORGAN CHASE BANK AMER AIRLINES-TOWNSEND 252.90 JPMORGAN CHASE BANK AMER AIRLINES-SMITH 252.90 JPMORGAN CHASE BANK SYMBOLARTS-BADGE 75.00 JPMORGAN CHASE BANK SO RUBBER STMP-NOTARY 40.41 JPMORGAN CHASE BANK UPS STORE-SHIPPING 24.19 JPMORGAN CHASE BANK SYMBOLARTS-BADGES 165.00 Page 3 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount POLICE SERVICES... JPMORGAN CHASE BANK FEDEX-SHIPPING 2.98 JPMORGAN CHASE BANK SAV-ON-BUSINESS CARDS 30.00 OFFICE DEPOT INC OFFICE SUPPLIES 78.22 JPMORGAN CHASE BANK MEETING EXPENSE 87.87 JPMORGAN CHASE BANK WALMART-BATTERIES 44.27 JPMORGAN CHASE BANK MEETING EXPENSE 4.76 JPMORGAN CHASE BANK LENOX WRECKER-FLAT 07-7 74.00 TOTAL POLICE SERVICES 13,852.31 POLICE COMMUNICATIONS JPMORGAN CHASE BANK WALMART-PRISONER MEALS 141.70 JPMORGAN CHASE BANK GALE AGENCIES-GUIDELINES 35.50 JPMORGAN CHASE BANK SO RUBBER STMP-NOTARY 40.42 JPMORGAN CHASE BANK UPS STORE-SHIPPING 13.74 JPMORGAN CHASE BANK BDUCOM-UNIFORM PANTS 411.76 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 82.56 TOTAL POLICE COMMUNICATIONS 725.68 ANIMAL CONTROL AT&T CONSOLIDATED PHONE BILL 41.15 ANNE K. KARN ANIMAL CONTROL SPAY & NEU 740.00 MEDICAL COMPLIANCE SPECIALTY INC PICK UP BIOHAZARDS 156.00 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 100.29 JPMORGAN CHASE BANK ROSERUSHER-TECH SUPPORT 535.00 JPMORGAN CHASE BANK ANZSZGNS-VEHICLE LETTERS 75.00 TOTAL ANIMAL CONTROL 1,647.44 FIRE SERVICES JPMORGAN CHASE BANK AMAZON-TRAINING BOOKS 65.88 JPMORGAN CHASE BANK USGOVT PRINT-HAZMAT BK 69.00 JPMORGAN CHASE BANK BOUND TREE-EQUIPMENT 254.76 JPMORGAN CHASE BANK BUMPER TO BUMPER-PARTS 15.25 JPMORGAN CHASE BANK BUMPER TO BUMPER-PARTS 85.00 TURN-KEY MOBILE, INC TOUGHBOOK FOR FIRE MARSHA 1,630.00 TURN-KEY MOBILE, INC ADDITIONAL RAM FOR TOUGHB 35.00 NORTH AMERICA FIRE EQUIPMENT CO. UNIFORMS 3,034.00 JPMORGAN CHASE BANK A-Z RUBBER STAMP-TAGS 85.20 JPMORGAN CHASE BANK ADVANCE AUTO-PARTS B-1 4.85 JPMORGAN CHASE BANK AMSAN-SUPPLIES 312.82 JPMORGAN CHASE BANK AMER SOCIETY-HAZMAT BOOKS 68.47 JPMORGAN CHASE BANK FERRARA FIRE-PARTS 183.39 JPMORGAN CHASE BANK AMAZON-FOLDING BENCH SEAT 10.75 JPMORGAN CHASE BANK AMAZON-FOLDING BENCH SEAT 10.75 JPMORGAN CHASE BANK EMERG MED-REHAB BAGS 11.05 JPMORGAN CHASE BANK EMERG MED-REHAB TEMP 17.10 JPMORGAN CHASE BANK TARGET-OFFICE SUPPLIES 15.12 JPMORGAN CHASE BANK SHOE CARNIVAL-APPAREL 81.37 Page 4 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount FIRE SERVICES... JPMORGAN CHASE BANK MEETING EXPENSE 31.99 JPMORGAN CHASE BANK NAT'L FIRE PROT-HAZMAT BK 252.40 JPMORGAN CHASE BANK AMAZON-FOLDING BENCH SEAT 20.00 OWASSO FITNESS ZONE, INC USE OF GYM & EQUIPMENT 390.00 AQUARIUS ENTERPRISES, INC RENTAL-WATER COOLER & WAT 16.95 WAYEST SAFETY INC COMPRESSOR MAINTENANCE 1,278.00 THOMAS A. GAINES REPAIR WORK- MACK PUMPER 775.90 JPMORGAN CHASE BANK ROSETTA STONE-SPANISH 1,095.00 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 1,089.28 JPMORGAN CHASE BANK ADVANCE AUTO-PARTS 4.49 JPMORGAN CHASE BANK ADVANCE AUTO-PARTS 51.33 JPMORGAN CHASE BANK ADVANCE AUTO-PARTS 4.88 LIGHTING, INC LIGHT BULBS & BALLASTS 7.56 LIGHTING, INC LIGHT BULBS & BALLASTS 83.40 LIGHTING, INC LIGHT BULBS & BALLASTS 181.20 JPMORGAN CHASE BANK DIVESIFIED ENT-HAZMAT BK 468.00 ATBT CONSOLIDATED PHONE BILL 208.67 JPMORGAN CHASE BANK LOCKE SUPPLY-PARTS 17.69 WAL-MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 270.91 JPMORGAN CHASE BANK WALMART-SUPPLIES ST#1 175.95 TOTAL FIRE SERVICES 12,413.36 ODHS -FIREFIGHT GRANT JPMORGAN CHASE BANK AMAZON-FOLDING BENCH SEAT 179.98 JPMORGAN CHASE BANK EMERG MED-REHAB TEMP 153.88 JPMORGAN CHASE BANK AMAZON-FOLDING BENCH SEAT 96.74 JPMORGAN CHASE BANK EMERG MED-REHAB BAGS 99.45 JPMORGAN CHASE BANK AMAZON-FOLDING BENCH SEAT 96.74 JPMORGAN CHASE BANK BOUND TREE-EQUIPMENT 2,292.84 TOTAL ODHS -FIREFIGHT GRANT 2,919.63 EMERGENCY PREPAREDNES AT&T CONSOLIDATED PHONE BILL 21.84 TOTAL EMERGENCY PREPAREDNESS 21.84 STREETS JPMORGAN CHASE BANK HOME DEPOT-SAFETY FENCE 116.00 GEORGE 8~ GEORGE SAFETY & GLOVE SAFETY CLOTHING AND GLOVE 43.56 TURN-KEY MOBILE, INC MEMORY UPGRADES FOR TOUGH 35.00 TURN-KEY MOBILE, INC PANASONIC TOUGHBOOK CF-52 1,630.00 TURN-KEY MOBILE, INC PANASONIC TOUGHBOOK VEHIC 245.00 TURN-KEY MOBILE, INC VEHICLE POWER ADAPTERS 90.00 JPMORGAN CHASE BANK NAPA-ASPHALT TRAIN VIDEO 44.67 JPMORGAN CHASE BANK LOWES-CONCRETE SAW BLADE 129.97 AEP/PSO STREET LIGHTS 5,630.40 JPMORGAN CHASE BANK AMER CONCRETE-TRAINING 387.72 TREASURER PETTY CASH LICENSE/RIDGEWAY 41.50 Page 5 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount STREETS... MILL CREEK LUMBER & SUPPLY SIDEWALK PROGRAM @ EL RIO 23.11 MILL CREEK LUMBER & SUPPLY SIDEWALK PROGRAM @ EL RIO 19.87 SHERWOOD CONSTRUCTION CO, INC SIDEWALK PROJECT 1,109.76 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 743.53 JPMORGAN CHASE BANK LOCKE SUPPLY-PARTS 6.10 UNIFIRST HOLDINGS LP UNIFORM RENTAL 49.70 SHERWOOD CONSTRUCTION CO, INC SIDEWALK REPLACEMENT 579.00 ATWOODS DISTRIBUTING, LP ATTN: ACCT SUPPLIES 12.74 SHERWOOD CONSTRUCTION CO, INC SIDEWALK REPLACEMENT 965.00 SHERWOOD CONSTRUCTION CO, INC SIDEWALK REPLACEMENT 386.00 O'REILLY AUTOMOTIVE INC BATTERY 71.24 GEORGE & GEORGE SAFETY & GLOVE SUPPLIES 6.73 MILL CREEK LUMBER & SUPPLY 4X8 SIS HARD BD, ROUGH CE 66.43 UNIFIRST HOLDINGS LP UNIFORM RENTAL 48.15 SHERWOOD CONSTRUCTION CO, INC SIDEWALK REPAIR 387.75 SHERWOOD CONSTRUCTION CO, INC SIDEWALK PROGRAM 772.00 BROWN FARMS LLC SOD 80.00 SHERWOOD CONSTRUCTION CO, INC SIDEWALK INSTALLATION 386.00 TULSA COUNTY BOCC MISC SIGNS @ 126 & US 169 62.80 APAC-OKLAHOMA, INC. POTHOLE REPAIRS, COFFEE C 76.52 OWASSO TOP SOIL DIRT 90.00 JPMORGAN CHASE BANK AMERIFLEX HOSE-HOSE 108.00 AMERICAN ELECTRIC POWER STREET LIGHTS @ MAIN ST 1,000.00 AMERICAN ELECTRIC POWER ST LIGHTS @ SILVER CREEK 513.00 JPMORGAN CHASE BANK MAXWELL SUPPLY-RAKES 95.06 TOTAL STREETS 16,052.31 STORMWATER EQUIPMENT ONE RENTAL & SALES, INC. TREE REMOVAL -FAIRWAYS, 225.00 JPMORGAN CHASE BANK LOWES-DRAIN SPADE 27.98 JPMORGAN CHASE BANK ATWOODS-LAWN SEED 26.35 OWASSO TOP SOIL DIRT 60.00 JPMORGAN CHASE BANK LOWES-CORRUGATED PIPE 5.64 JPMORGAN CHASE BANK LOWES-SPRINKLER REPAIR 4.43 JPMORGAN CHASE BANK LOWES-SPRINKLER REPAIR 3.19 JPMORGAN CHASE BANK OWASSO FENCE-FENCE RAIL 29.80 JPMORGAN CHASE BANK LOWES-DRAINPIPE 9.23 EQUIPMENT ONE RENTAL & SALES, INC. TREE REMOVAL - CEMETERY 225.00 JPMORGAN CHASE BANK KEEP HOUSTON BEAUF-CONE 225.00 BROWN FARMS LLC SOD 80.00 EQUIPMENT ONE RENTAL & SALES, INC. TREE TRIMMING & REMOVAL 358.26 GEORGE ~ GEORGE SAFETY & GLOVE SAFETY CLOTHING AND GLOVE 43.56 UNIFIRST HOLDINGS LP UNIFORM RENTAL 52.42 ANCHOR STONE COMPANY FAIRWAYS DRAINAGE PROJECT 240.30 HERTZ EQUIPMENT RENTAL FAIRWAYS DRAINAGE CHANNEL 300.00 MILL CREEK LUMBER & SUPPLY FAIRWAYS DRAINAGE CHANNEL 54.38 Page 6 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount STORMWATER... GEORGE & GEORGE SAFETY & GLOVE SUPPLIES 6.73 UNIFIRST HOLDINGS LP UNIFORM RENTAL 47.25 EQUIPMENT ONE RENTAL & SALES, INC. FAIRWAYS DRAINAGE CHANNEL 18.00 OWASSO TOP SOIL DIRT 480.00 JPMORGAN CHASE BANK LODGING DEPOSIT 99.45 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 343.75 SHERWOOD CONSTRUCTION CO, INC FAIRWAYS DRAINAGE HANNEL 193.00 MILL CREEK LUMBER & SUPPLY FAIRWAYS DRAINAGE CHANNEL 23.73 MILL CREEK LUMBER & SUPPLY FAIRWAYS DRAINAGE CHANNEL 18.29 MILL CREEK LUMBER & SUPPLY FAIRWAYS DRAINAGE CHANNEL 4.02 JPMORGAN CHASE BANK LOWES-CORDLESS DRILL 249.00 JPMORGAN CHASE BANK LOWES-CHISEL 4.37 TURN-KEY MOBILE, INC VEHICLE POWER ADAPTERS 180.00 TURN-KEY MOBILE, INC PANASONIC TOUGHBOOK FORS 1,630.00 TURN-KEY MOBILE, INC PANASONIC TOUGHBOOK FORS 1,630.00 TURN-KEY MOBILE, INC PANASONIC TOUGHBOOK VEHIC 538.00 TURN-KEY MOBILE, INC MEMORY UPGRADES FOR TOUGH 70.00 TURN-KEY MOBILE, INC DESKTOP PORT REPLICATORS 498.00 TURN-KEY MOBILE, INC POWER SUPPLY FOR DESKTOP 100.00 TOTAL STORMWATER 5,104.13 PARKS JPMORGAN CHASE BANK ALL MAINTENANCE-SUPPLIES 1,852.60 AT&T CONSOLIDATED PHONE BILL 170.44 UNIFIRST HOLDINGS LP UNIFORM RENTAL/CLEANING 16.73 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 129.30 UNIFIRST HOLDINGS LP UNIFORM RENTAL/CLEANING 16.73 UNIFIRST HOLDINGS LP UNIFORM RENTAL/CLEANING 16.73 WASHINGTON CO RURAL WATER DISTRICT WATER SERVICE-MCCARTY PAR 25.00 ADT SECURITY SERVICES INC SECURITY SERVICES 50.91 MIRACLE RECREATION EQUIPMENT REPLACEMENT SLIDE-FUNTAST 658.00 JPMORGAN CHASE BANK LOWES-SUPPLIES 106.04 JPMORGAN CHASE BANK LOWES-PADLOCK/KEY COMBO 32.63 MIRACLE RECREATION EQUIPMENT SWING/HARDWARE 171.03 UNIFIRST HOLDINGS LP UNIFORM RENTAUCLEANING 16.73 ROGERS COUNTY RURAL WATER DISTRICT WATER SERVICE 122.25 JPMORGAN CHASE BANK LOWES-PADLOCK KEY 3.16 JPMORGAN CHASE BANK LOWES-MASTER LOCK 15.38 OFFICE DEPOT INC OFFICE SUPPLIES 3.96 TOTAL PARKS 3,407.62!, COMMUNITY CENTER OFFICE DEPOT INC OFFICE SUPPLIES 182.20 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 64.84 AT&T CONSOLIDATED PHONE BILL 122.96 Page 7 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount TOTAL COMMUNITY CENTER 370.00 HISTORICAL MUSEUM AT&T CONSOLIDATED PHONE BILL 71.84 LIGHTING, INC LIGHT BULBS & BALLASTS 49.50 TOTAL HISTORICAL MUSEUM 121.34 ECONOMIC DEV JPMORGAN CHASE BANK SAV-ON PRINTING-BUS CARDS 30.00 TREASURER PETTY CASH MEETING EXPENSE 9.50 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 35.69 NORTHEAST OK ECONOMIC DEVELOP ASSOC TULSA AREA PARTNERSHIP ME 2,493.80 BAILEY EDUCATION FOUNDATION AUDITORIUM FEES 325.00 BAILEY EDUCATION FOUNDATION BREAKFAST & LUNCH FEES 2,175.00 ODYSSEY DIGITAL PRINTING MARKETING BROCHURES 1,690.66 JPMORGAN CHASE BANK ICSC-MEMBERSHIP FEE 100.00 ODYSSEY DIGITAL PRINTING MARKETING BROCHURES 5,322.34 JPMORGAN CHASE BANK CLARITAS-INFO FEE 55.30 JPMORGAN CHASE BANK OFFICE DEPOT-COVERS 31.16 JPMORGAN CHASE BANK WEB SCRIBBLE-HOSTING FEE 19.99 JPMORGAN CHASE BANK ICSC-REFUND CONF FEE -340.00 JPMORGAN CHASE BANK FORTUNE MAG SUBSCRIPTION 18.00 JPMORGAN CHASE BANK OFFICE DEPOT-ENVELOPES 35.96 OKLAHOMA STATE UNIVERSITY 2009 OWASSO ECONOMIC FORE 5,000.00 JPMORGAN CHASE BANK JOURNAL RECORD-SUBSCRIPT 179.00 TOTAL ECONOMIC DEV 17,181.40 FUND GRAND TOTAL 134,190.8 AMBULANCE JPMORGAN CHASE BANK OFFICE DEPOT-PRINTER M-3 329.98 JPMORGAN CHASE BANK OFFICE DEPOT-PRINTER 299.99 MEDICAL COMPLIANCE SPECIALTY INC DISPOSAL OF MEDICAL WASTE 156.00 MEDICAL COMPLIANCE SPECIALTY INC DISPOSAL OF MEDICAL WASTE 109.00 MEDICAL COMPLIANCE SPECIALTY INC DISPOSAL OF MEDICAL WASTE 57.00 JPMORGAN CHASE BANK BOUND TREE MED-SUPPLIES 731.12 JPMORGAN CHASE BANK MEDTRONIC-SUPPLIES 893.94 JPMORGAN CHASE BANK ALLMED-SUPPLIES 80.00 JPMORGAN CHASE BANK ALLMED-SUPPLIES 1,162.08 JPMORGAN CHASE BANK ALLMED-SUPPLIES 52.58 JPMORGAN CHASE BANK ALLMED-SUPPLIES 110.00 FLEETCOR TECHNOLOGIES FUEL EXPENSE FOR FEB 09 668.25 JPMORGAN CHASE BANK BEST BUY-POWER SUPPLY 99.99 JPMORGAN CHASE BANK ALLMED-SUPPLIES 1.,434.98 JPMORGAN CHASE BANK ALLMED-SUPPLIES 52.84 Page 8 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amouni TOTAL AMBULANCE 6,237.75 237.7 6 , FUND GRAND TOTAL E911 COMMUNICATIONS AT&T E911 MAPPING SVCS -MARCH 302.05 TOTAL RADIO INC DISPATCH RADIO CONSOLE MA 570.00 AT&T CONSOLIDATED PHONE BILL 341.33 AT&T E911 WIRELESS CHARGES 2,244.66 TOTAL E911 COMMUNICATIONS 3,458.04 3 458.0 , FUND GRAND TOTAL CI - 129TH E AVE MILL CREEK LUMBER & SUPPLY 129 E AVE SIGNAGE 159.18 TULSA COUNTY BOCC 129 E AVE SIGNAGE 2,586.68 BECCO CONTRACTORS INC 129 E AVE WIDENING PROJEC 185,400.66 TOTAL CI - 129TH E AVE 188,146.52 146.5 188 , FUND GRAND TOTAL CITY GARAGE JERRY WOODS WOODS WELDING DOOR REPAIRS CHEVY TRUCK 120.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 35.69 B & M OIL COMPANY INC BULK MOTOR OIL 410.80 T & W TIRE, LP TIRE SVC CALL FOR SLUDGE 509.69 T 8 W TIRE, LP TIRES FOR TRASH TRUCKS 1,128.98 T 8~ W TIRE, LP TIRES FOR TRASH TRUCKS 3,217.28 CLASSIC CHEVROLET, INC. PARTS FOR CITY VEHICLES 523.46 FLEETPRIDE, INC EXHAUST PIPES FOR SLUDGE 99.12 JIM NORTON FORD LLC REPAIR SVCS POLICE CAR 952.12 FRN OF TULSA, LLC UNITED FORD PARTS FOR CITY VEHICLES 1,487.05 FRN OF TULSA, LLC UNITED FORD PARTS FOR CITY VEHICLES 369.32 FLEET DISTRIBUTORS EXPRESS PARTS FOR POLICE CARS 359.38 LENOX WRECKER SERVICE INC TOWING CHARGES FOR TRASH 155.00 AT&T CONSOLIDATED PHONE BILL 41.14 JIM NORTON FORD LLC TRANSMISSION REPLCMT PD 2,506.10 B & M OIL COMPANY INC PARTS FOR GARAGE OIL TANK 70.40 O'REILLY AUTOMOTIVE INC PARTS FOR RESALE 75.80 O'REILLY AUTOMOTIVE INC PARTS FOR RESALE 163.39 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 35.69 B & M OIL COMPANY INC OIL & FLUIDS 722.48 B & M OIL COMPANY INC OIL & FLUIDS 709.50 O'REILLY AUTOMOTIVE INC VEHICLE PARTS FOR RESALE 1,232.30 TOTAL CITY GARAGE 14,924.69 Page 9 Claims List 03/24/09 Budget Unit Title Vendor Name Payable Description Payment Amount 14,924.6 FUND GRAND TOTAL WORKERS' COMP SELF-INS UNITED SAFETY & CLAIMS INC MONTHLY TPA ADMIN FEES 1,550.00 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 367.40 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 7,778.25 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 1,727.41 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 1,275.00 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 885.41 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 1,420.00 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 16,790.90 CITY OF OWASSO IMPREST ACCOUNT WORK COMP CLAIMS 31,379.36 TOTAL WORKERS' COMP SELF-INS 63,173.73 173.7 63 , FUND GRAND TOTAL GEN LIAB-PROP SELF INS WOOD, PURL & WOOD, P.L.L.C ATTORNEY FEES -SEAMAN II 795.50 FLEET DISTRIBUTORS EXPRESS REPLACEMENT SPOTLIGHT FOR 134.96 WOOD, PURL & WOOD, P.L.L.C ATTORNEY FEES - SEAMAN I 10,058.65 FOSTERS PAINT 8 BODY SHOP, INC 2006 FORD EXPEDITION REPA 6,861.43 A N Z SIGNS & SHIRTS, INC LETTERING ON ANIMAL TRUCK 75.00 COLLISION CENTER OF OWASSO INC REPAIR TO'94 CHEV C-1500 2,254.54 ATKINSON, HASKINS, NELLIS, GRITTING ATTORNEY FEES - KIGHT 999.42 ATKINSON, HASKINS, NELLIS, GRITTING ATTORNEY FEES -SPARKS 74.44 TOTAL GEN LIAB-PROP SELF INS 21,253.94 21 253.9 , FUND GRAND TOTAL CITY GRAND TOTAL $431,385.54 Page 10 CITY OF OWASO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 3124109 VENDOR DESCRIPTION AMOUNT AETNA HEALTHCARE MEDICAL SERVICE 19,662.94 HEALTHCARE MEDICAL SERVICE 26,692.11 HEALTHCARE DEPT TOTAL 46,355.05 DELTA DENTAL DENTAL MEDICAL SERVICE 3,794.00 DENTAL DEPT TOTAL 3,794.00 HEALTHCARE SELF INSURANCE FUND TOTAL 50,149.05 CITY OF OWASSO GENERAL FUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 02/28/09 Department Payroll Expenses Total Expenses Municipal Court 4,648.64 6,110.42 Managerial 21,631.77 28,889.45 Finance 12,870.53 18,180.58 Human Resources 6,056.05 8,812.95 Community Development 12,493.00 16,980.62 Engineering 13,135.59 18,810.56 Information Systems 8,668.41 13,014.91 Support Services 7,520.14 10,764.33 Police 93,150.94 136,247.78 Central Dispatch 9,516.79 14,246.67 Animal Control 2,204.63 3,270.40 Fire 85,747.50 123,421.32 Emergency Preparedness 2,732.83 3,912.91 Streets 7,778.45 12,161.37 Stormwater/ROW Maint. 6,657.57 9,394.00 Park Maintenance 7,978.42 11,830.36 Community-Senior Center 3,327.96 4,864.17 Historical Museum 2,054.82 2,742.51 Economic Development 3,589.32 4,845.66 General Fund Total 311,763.36 448,500.97 Garage Fund Total 4,025.60 5,823.88 Ambulance Fund Total 16,193.53 23,305.30 Emergency 911 Fund Total 3,129.10 4,697.64 Worker's Compensation Total 4,647.57 5,654.64 CITY OF OWASSO GENERAL FUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 03/14/09 Department Payroll Expenses Total Expenses Municipal Court 4,586.31 6,036.07 Managerial 21,667.62 28,897.13 Finance 12,904.03 18,170.84 Human Resources 6,066.55 8,798.40 Community Development 12,428.79 16,893.63 Engineering 13,432.43 19,144.01 Information Systems 8,733.41 13,061.44 Support Services 7,485.15 10,700.04 POlice 89,319.47 131,417.06 Central Dispatch 10,925.83 15,904.53 Animal Control 2,203.20 3,264.45 Fire 92,105.85 130,091.50 Emergency Preparedness 2,752.83 3,934.64 Streets 7,695.26 12,060.79 Stormwater/ROW Maint. 6,712.90 9,455.09 Park Maintenance 8,033.42 11,874.84 Community-Senior Center 8,281.68 10,199.84 Historical Museum 2,054.82 2,742.51 Economic Development 3,629.79 4,860.05 General Fund Total 321;019.34 457,506.86 Garage Fund Total 4,025.60 5,806.37 Ambulance Fund Total 17,388.57 24,537.11 Emergency 911 Fund Total 3,641.97 5,301.40 Worker's Compensation Total 3,963.71 4,840.14 CITY OF OWASSO GENERAL FUND FISCAL YEAR 2008-2009 Statement of Revenues 8~ Expenditures As of February 28, 2009 REVENUES: Taxes Licenses & permits Intergovernmental Charges for services Fines & forfeits Other TOTAL REVENUES EXPENDITURES: Personal services Materials & supplies Other services Capital outlay MONTH YEAR PERCENT TO-DATE TO-DATE BUDGET OF BUDGET $ 1,825,428 $ 13,013,229 $ 18,938,000 68.71 17,470 152,193 334,500 45.50% 101,427 481,298 684,997 70.26% 45,933 293,341 492,700 59.54% 74,811 432,207 689,000 62.73% 15,044 94,104 95,795 98.24% 2,080,113 14,466,372 21,234,992 68.13% 892,576 7,594,462 12,051,689 48,954 437,719 758,996 118,618 1,097,182 1, 771, 370 64,517 650,050 1,388,540 63.02% 57.67% 61.94% 46.82% 61.23% TOTAL EXPENDITURES 1,124,666 9,779,413 15,970,595 REVENUES OVER EXPENDITURES 955,448 4,686,959 5,264,397 TRANSFERS IN (OUT): Transfers in Transfers out TOTAL TRANSFERS NET CHANGE IN FUND BALANCE FUND BALANCE (GAAP Basis) Beginning Balance Ending Balance FUND BALANCE (Budgetary Basis) Beginning Balance Ending Balance 89.03% 1,031,033 7,623,356 11,095,000 68.71 (1,622,015) (11,932,419) (17,401,000) 68.57% (590,983) (4,309,063) (6,306,000) 68.33% 364,465 377,897 (1,041,603) 4, 768, 528 $ 5,146,425 3,251,875 3,251,875 $ 3,629,772 $ 2,210,272 MEMORANDUM TO: THE HONORABLE MAYOR & CITY COUNCIL CITY OF OWASSO FROM: MICHELE DEMPSTER HUMAN RESOURCE DIRECTOR SUBJECT: REQUEST FOR EARLY RETIREMENT DATE: March 11, 2009 BACKGROUND: Oklahoma Municipal Retirement Fund (OMRF), the retirement plan for non-police and fire employees, requires the City Council acting as the OMRF Retirement Committee to approve any application for retirement. To be eligible for retirement through OMRF an employee must have a minimum of five years of employment. Once an employee has five years of service the employee is considered vested and has three retirement options available depending upon age at the time of leaving employment. The first option, Normal retirement, is available a vested employee age 65 or older. The second option, Early retirement, is available to a vested employee between ages 55 and 65, and the third option is Deferred retirement. Deferred retirement is an option available to vested employees under the age of 55. This allows an employee to "defer" retirement benefits to a future date, at which time the employee would begin receiving monthly retirement benefits. March 1, 2009 was the last day of employment for Jan Worley. Ms. Worley has been employed with the City for thirty years and falls between age 55 and 65. Therefore, Ms. Worley meets both requirements for Early retirement. RECOMMENDATION: Staff recommends approval of Jan Worley's request for Early retirement. MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ANGELA HESS FINANCE DIRECTOR SUBJECT: FISCAL YEAR AUDIT DATE: March 13, 2009 BACKGROUND: City charter and state statutes require that an independent accountant perform an annual audit of the City's finances. In April 2006, the City accepted five-year proposals for auditing services from public accounting firms. Those proposals included an option to extend the agreement each year with an annual escalated fee for services provided. The firm of Cole & Reed, P.C. was selected and cone-year contract was approved by City Council. On February 27, 2009 the Audit Committee met to review the proposed Arrangement Letter, fees and audit calendar. The Audit Committee agreed they were satisfied with the quality, expertise and cooperation provided by the firm and to recommend that the City of Owasso continue to utilize the services of Cole & Reed, P.C. as auditors for the City and its trust authorities. Approval of an extension to the current contract will allow the firm to schedule their audit plan for the coming fiscal year end. The Audit Arrangement Letter is attached for your review. The not-to-exceed fee of $41,500 is equal to the base fee charged for the FY08 Audit. RECOMMENDATION: Staff and the Audit Committee recommend that the City Council approve aone-year extension to the current contract and retain Cole & Reed, P.C. as auditors for the fiscal year ending June 30, 2009 and authorize the City Manager to execute the agreement. ATTACHMENTS: Cole & Reed, P.C. Engagement letter dated February 10, 2009 Cole & Reed Proposed Audit Calendar City of Owasso Audit Committee Memorandum dated March 3, 2009 - -- - ~, ~i V~ February 10, 2009 City Council and Audit Committee City of Owasso Owasso, Oklahoma This letter is to explain our understanding of the arrangements for the services we are to perform for the City of Owasso for the year ending June 30, 2009. We ask that you either confirm or amend this understanding. We will perform an audit of the City of Owasso's governmental activities, business-type activities, aggregate discretely presented component units, each major fund, and aggregate remaining fund information as of and for the year ended June 30, 2009 which collectively comprise the basic financial statements. We understand that these financial statements will be prepared in accordance with accounting principles generally accepted in the United States of America. The objective of an audit of financial statements is to express an opinion on those statements. We will also perform the audit of the City of Owasso as of June 30, 2009 so as to satisfy the audit requirements imposed by the Single Audit Act and the U.S. Office of Management and Budget (OMB) Circular No. A-133. We will conduct the audit in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standards issued by the Comptroller General of the United States and the provisions of the Single Audit Act, OMB Circular A-133 and OMB's Compliance Supplement. Those standards, circulars, supplements or guides require that we plan and perform the audit to obtain reasonable rather than absolute, assurance about whether the financial statements are free of material misstatement whether caused by error, fraudulent financial reporting, or misappropriation of assets. Accordingly, a material misstatement, whether caused by error, fraudulent financial reporting, or misappropriation of assets, may remain undetected. The determination of abuse is subjective; therefore, Government Auditing Standards do not expect us to provide reasonable assurance of detecting abuse. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. As a result, an audit is not designed to detect errors or fraud that are immaterial to the financial statements. An audit also includes assessing the accountu-lg principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit will provide a reasonable basis for our report. ++++++++++++++++++++++++++++++++++++++++++++ 531 Couch Dr. Suite 200 TEL 405.239.7961 RSM McGladrey Network ++++++++++++++++++++++++++++++++++++++++++++ Oklahoma Ci OK Fax 405.235.0042 ' ++++++++++++++++++++++++++++++++++++++++++++ ry' An Intlepentlentiy Owned Member (,_,. ++++++++++++++++++++-F+++++++++++++++++++++++ 73102-2251 wee www.coleandreed.com = ++++++++++++++++++++++++++++++++++++++++++++ f3 In addition to our report on the City's financial statements, we will also issue the following reports or types of reports: A report on the fairness of the presentation of the City's schedule of expenditures of federal awards for the year ending June 30, 2009. Reports on internal control related to the financial statements and major programs. These reports will describe the scope of testing of intemal control and the results of our tests of internal controls. Reports on compliance with laws, regulations, and the provision of contracts or grant agreements. We will report on any noncompliance which could have a material effect on the financial statements and any noncompliance which could have a direct and material effect on each major program. A schedule of findings and questioned costs. The funds that you have told us are maintained by the City of Owasso and that are to be included as part of our audit are as follows: 1. General Fund -1 2. Special Revenue Funds - 9 3. Capital Projects Funds - 3 4. Enterprise Funds - 2 5. Internal Service Funds - 4 6. Agency Funds -1 The component unit whose financial statements you have told us are to be included as part of the City of Owasso's financial statements is the Owasso Economic Development Authority. The federal financial assistance programs that are to be included as part of the City's Single Audit includes, but is not limited to the U.S. Environmental Protection Agency -Passed Through the Oklahoma Water Resources Board -Safe Drinking Water State Revolving Fund - CFDA No. 66.468. Our reports on internal control will include any significant deficiencies and material weaknesses in the system of which we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with requirements of the standards and circulars identified above. Our reports on compliance will address material errors, fraud, abuse, violations of compliance requirements, and other responsibilities imposed by state and federal statutes and regulations and assumed by contracts; and any state or federal grant, entitlement of loan program questioned costs of which we become aware, consistent with requirements of the standards and circulars identified above. If circumstances arise relating to the conditions of your records, the availability of sufficient, competent evidential matter, or indications of a significant risk of material misstatement of the financial statements because of error, fraudulent financial reporting, misappropriation of assets, or noncompliance which in our professional judgment prevent us from completing the audit or forming an opinion, we retain the unilateral right to take any course of action permitted by professional standards, including declining to express an opinion or issue a report, or withdrawal from the engagement. As you know, management is responsible for 1) the preparation of the City of Owasso's financial statements and the supplemental schedule of federal awards, 2) establishing and maintaining effective internal control over financial reporting and safeguarding assets and internal control over compliance, including monitoring ongoing activities, and for informing us of all deficiencies in the design or operation of such controls of which it has knowledge, 3) properly recording transactions in the records, 4) identifying and ensuring that the City of Owasso complies with the laws and regulations applicable to its activities, and for informing us about all known material violations of such laws or regulations, 5) the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the entity involving management, employees who have significant roles in internal control and others where the fraud could have a material effect on the financial statements, 6) informing us of its knowledge of any allegations of fraud or suspected fraud affecting the entity received in communications from employees, regulators, or others, 7) making us aware of significant vendor relationships where the vender is responsible for program compliance, 8) making all financial records and related information available to us, 9) for adjusting the financial statements to correct material misstatements, 10) following up and taking corrective action on audit findings, including the preparation of a summary schedule of prior audit findings, and a corrective action plan, and 11) report distribution including submitting the reporting packages. At the conclusion of our audit, we will request certain written representations from management about the financial statements and matters related thereto. We will also require that management affirm to us that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the opinion units of the financial statements. The audit committee and the City Council are responsible for informing us of its views about the risks of fraud within the entity, and its knowledge of any fraud or suspected fraud or abuse affecting the entity. We will also determine that certain matters related to the conduct of the audit are communicated to the audit committee and City Council including 1) fraud involving senior management and fraud (whether caused by senior management or other employees) that causes a material misstatement of the financial statements, 2) illegal acts or abuse that come to our attention (unless they are clearly inconsequential), 3) disagreements with management and other serious difficulties encountered in performing the audit, and 4) various matters related to the entity's accounting policies and financial statements. The working papers for this engagement are the property of Cole & Reed, P.C. However, you acknowledge and grant your assent that representatives of the cognizant or oversight agency or their designee, other government audit staffs, and the U.S. Government Accountability Office shall have access to the audit working papers upon their request; and that we shall maintain the working papers for a period of at least three years after the date of the report, or for a longer period if we are requested to do so by the cognizant or oversight agency. Access to requested workpapers will be provided under the supervision of Cole & Reed, P.C. audit personnel and at a location designated by our Firm. The two overarching principles of the independence standards of the "Government Auditing Standards" issued by the Comptroller General of the United States provide that management is responsible for the substantive outcomes of the works, and therefore, has a responsibility and is able to make any informed judgment on the results of the services described above. We currently do not anticipate providing any non-audit services to the City of Owasso. Should that change, however, the services to be performed will be subject to a separate arrangement letter. Further, the City of Owasso agrees to the following with respect to any such non-audit services: Ms. Angela Hess will be accountable and responsible for overseeing any non-audit services provided by Cole & Reed P.C. The City of Owasso will establish and monitor the performance of any such non-audit services to ensure that they meet management's objectives. The City of Owasso will make any decisions that involve management functions related to any such non-audit services and accepts full responsibility for such decisions. The City of Owasso will evaluate the adequacy of services performed and any findings that result. During the course of our engagement, we may accumulate records containing data which should be reflected in your books and records. You will determine that all such data, if necessary, will be so reflected. Accordingly, you will not expect us to maintain copies of such records in our possession. From time to time and depending upon the circumstances, we may use third-party service providers to assist us in providing professional services to you. In such circumstances, it may be necessary for us to disclose confidential client information to them. We enter into confidentiality agreements with all third-party service providers and we are satisfied that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. The assistance to be supplied by organization personnel, including the preparation of schedules and analyses of accounts, will be discussed and coordinated with Ms. Angela Hess, Director of Finance. The timely and accurate completion of this work is an essential condition to our completion of the audit and issuance of our audit report. Our fees are based on the time required by the individuals assigned to the engagement, plus direct expenses. Interim billings will be submitted as work progresses and as expenses are incurred. Billings are due upon submission. Our fee for the services described in this letter will not exceed $41,500, including direct expenses, unless the scope of the engagement is changed, the assistance which the City of Owasso has agreed to furnish is not provided, or unexpected conditions are encountered, in which case we will discuss the situation with you before proceeding. All other provisions of this letter will survive any fee adjustment. Other factors that could cause an adjustment to the professional fees would be the addition of new Federal programs that are "Type A" programs as defined by OMB Circular A-133, new funds not previously communicated to us, changes in laws and regulations, accounting principles, auditing standards, and other matters that increase the amount of work required to complete the audit. Our professional standards require that we perform certain additional procedures, on current and previous years engagements, whenever a partner or professional employee leaves the firm and is subsequently employed by or associated with a client. Accordingly, the City of Owasso agrees it will compensate Cole & Reed, P.C. for any additional costs incurred as a result of the employment of a partner or professional employee of Cole & Reed, P.C.. In accordance with Government Auditing Standards, a copy of our most recent peer review report is enclosed, for your information. If this letter defines the arrangements as you understand them, please sign the enclosed copy, and return it to us. We appreciate your business. Very truly yours, Confirmed on behalf of the addressee: Signature ~i ,~ Mike Gibson For The Firm Cole & Reed, P.C. Title V CERTIFIED PUBLIC ACCOUNTANTS AND CONSULTANTS August 9, 2007 To the Shareholders of Cole & Reed, P.C. and the Center for Public Company Audit Firms Peer Review Committee We have reviewed the system of quality control for the accounting and auditing practice of Cole & Reed, P.C. (the firm) applicable to non-SEC issuers in effect for the year ended April 30, 2007. The firm's accounting and auditing practice applicable to SEC issuers was not reviewed by us since the Public Company Accounting Oversight Board (PCAOB) is responsible for inspecting that portion of the firm's accounting and auditing practice in accordance with PCAOB requirements. A system of quality control encompasses the firm's organizational structure and the policies adopted and procedures established to provide it with reasonable assurance of complying with professional standards. The elements of quality control are described in the Statements on Quality Control Standards issued by the American Institute of Certified Public Accountants (the AICPA). The design of the system, and compliance with it, are the responsibilities of the firm. Our responsibility is to express an opinion on the design of the system, and the firm's compliance with that system based on our review. Our review was conducted in accordance with standards established by the Peer Review Committee of the Center for Public Company Audit Firms and included procedures to plan and perform the review that are summarized in the attached description of the peer review process. Our review would not necessarily disclose all weaknesses in the system of quality control or all instances of lack of compliance with it since it was based on selective tests. Because there are inherent limitations in the effectiveness of any system of quality control, departures from the system may occur and not be detected. Also, projection of any evaluation of a system of quality control to future periods is subject to the risk that the system of quality control may become inadequate because of changes in conditions, or that the degree of compliance with the policies or procedures may deteriorate. In our opinion, the system of quality control for the accounting and auditing practice applicable to the non-SEC issuers of Cole & Reed, P.C. in effect for the year ended April 30, 2007, has been designed to meet the requirements of the quality control standards for an accounting and auditing practice established by the AICPA, and was complied with during the year then ended to prov>.de the firm with reasonable assurance of complying with applicable professional standards. ~~ Birady Matz Associates, P.C. BRADY, MARTZ & ASSOCIATES, N.C. 401 Demers Avenue Suite 300 P.O. Box 14296 Grand Forks, ND 58208-4296 (7011775-4685 Fax (701) 795-7496 _ 1 - OTHER OFFICES: Minot and Bismarck, ND Thiet River Falls, MN RSM McGladrey Network M IntlepentlenUy Ow~tl Member Attachment to the Peer Review Report of Cole & Reed, P.C. Description of the Peer Review Process Overview Firms enrolled in the AICPA Center for Public Company Audit Firms (the Center) Peer Review Program have their system of quality control periodically reviewed by independent peers. These reviews are system and compliance oriented with the objectives of evaluating whether: The reviewed firm's system of quality control for its accounting and auditing practice applicable to non-SEC issuers has been designed to meet the requirements of the Quality Control Standards established by the AICPA. The reviewed firm's quality control policies and procedures applicable to non-SEC issuers were being complied with to provide the firm with reasonable assurance of complying with professional standards. A peer review is based on selective tests and directed at assessing whether the design of and compliance with the firm's system of quality control for its accounting and auditing practice applicable to non-SEC issuers provides the firm with reasonable, not absolute, assurance of complying with professional standards. Consequently a peer review on the firm's system of quality control is not intended to, and does not, provide assurance with respect to any individual engagement conducted by the firm or that none of the financial statements audited by the firm should be restated. The Center's Peer Review Committee (PRC) establishes and maintains peer review standards. At regular meetings and through report evaluation task forces, the PRC considers each peer review, evaluates the reviewer's competence and performance, and examines every report, letter of comments, and accompanying response from the reviewed firm that states its corrective action plan before the peer review is finalized. The Center's staff plays a key role in overseeing the performance of peer reviews working closely with the peer review teams and the PRC. Once the PRC accepts the peer review reports, letters of comments, and reviewed firms' responses, these documents are maintained in a file available to the public. In some situations, the public file also includes a signed undertaking by the firm agreeing to specific follow-up action requested by the PRC. Firms that perform audits or play a substantial role in the audit of one or more SEC issuers, as defined by the Public Company Accounting Oversight Board (PCAOB), are required to be registered with and have their accounting and auditing practice applicable to SEC issuers inspected by the PCAOB. Therefore, we did not review the firm's accounting and auditing practice applicable to SEC issuers. -2- Planning the Review for the Firm's Accounting and Auditing Practice Applicable to Non-SEC Issuers To plan the review of Cole & Reed, P.C., we obtained an understanding of (l) the nature and extent of the firm's accounting and auditing practice, and (2) the design of the firm's system of quality control sufficient to assess the inherent and control risks implicit in its practice. Inherent risks were assessed by obtaining an understanding of the firm's practice, such as the industries of its clients and other factors of complexity in serving those clients, and the organization of the firm's personnel into practice units. Control risks were assessed by obtaining an understanding of the design of the firm's system of quality control, including its audit methodology, and monitoring procedures. Assessing control risk is the process of evaluating the effectiveness of the reviewed firm's system of quality control in preventing the performance of engagements that do not comply with professional standards. Performing the Review for the Firm's Accounting and Auditing Practice Applicable to Non-SEC Issuers Based on our assessment of the combined level of inherent and control risks, we identified practice units and selected engagements within those units to test for compliance with the firm's system of quality control. The engagements selected for review included engagements performed under the Government Auditing Standards, and audits of Employee Benefit Plans. The engagements selected for review represented across-section of the firm's accounting and auditing practice with emphasis on higher-risk engagements. The engagement reviews included examining working paper files and reports and interviewing engagement personnel. The scope of the peer review also included examining selected administrative and personnel files to determine compliance with the firm's policies and procedures for the elements of quality control pertaining to independence, integrity, and objectivity; personnel management; and acceptance and continuance of clients and engagements. Prior to concluding the review, we reassessed the adequacy of scope and conducted a meeting with firm management to discuss our findings and recommendations. -3- CITY OF OWASSO, OKLAHOMA June 30, 2009 PROPOSED AUDIT CALENDAR Planning, System Walk-Throughs and Tests of Controls June/July - This testing will be performed in the June & July time frame. This will be when we perform most of our documentation to implement the new auditing standards. By June 1, 2009, the City will provide Cole f~ Reed with all of the Fund Trial Balances as of April 30, 2009. We will also provide you with the year-end "PBC" listing and the format of confirmations that are required. The Confirmation requests will be provided to you around the end of June The PBC Listing will be provided to you no later than July 31 We have tentatively scheduled the week of June 22, 2009 to perform most of the above procedures We will perform selected tests of controls, transactions and account balances at this time Year-End Audit Fieldwork We will tentatively plan to start the year-end audit fieldwork the week of October 6, 2009. This presumes that we receive all of the adjusted trial balances and other PBC Items from City offices by October 2, 2009. We need to have a few days in our office prior to the start of fieldwork to assimilate and coordinate everything. Audit Wrap-Up Provided that the above timeline has been met, we will provide a draft financial statement to the City by November 13, 2009, and the final financial statements by December 1, 2009. • Draft provided by November 13, 2009 • City response to draft -November 25, 2009 • Meeting with Audit Cormnittee -December 3 • Meeting with City Council -December 8 ~~~:~~o~.r~nu~ To= HONOi2ABLE iV1 AYOR ANb CITY COUNCIL CITY OF OWASSO FROM: GUI©N NIGHTINGALE CITY OF OWASSO AUDIT COi! ,~I'I'TEE, CH~#IR SIIB.dECT: FISCAL REAR AUDIT DATE: March 3, 2009 BACkGROUND: ]n April 20(}6, the city accepted proposals for auditing services from public accounting firms. Those proposals included a fixed fee for each of the five years. The firm of Cole & Reed, P.C. was selected and a one year contract wag approved by City Council. The Audit Carnmittee met on Febniary 27, 2009 to review the proposed Arrangernertt Letter, fees and audit calendar. The Audit Committee is satisfied with the qualir~, expertise -and cooperation 'provided by thefzran and wishes to continue to utilize the services of Cale & Reed, P.C. as auditors for the City and its trust authorities. I2.ECOMMENDATION: The Audit Carnmittee recarn~nends that the City Council retain Cole 8c Reed, P.C. as auditors. ,~~ ~~~~r Guinn Nig}ttingale City at° Owaaso Audit Committee, Chair MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: TIM ROONEY ASSISTANT CITY MANAGER SUBJECT: SUPPLEMENTAL APPROPRIATION GENERAL FUND COUNCIL ELECTION EXPENSE DATE: March 17, 2009 BACKGROUND: On June 17, 2008, the City Council approved Resolution No. 2008-03 adopting a fiscal year 2008- 2009 budget for the General Fund and all other funds of the City. The General Fund budget included appropriations in General Government in the amount of $20,000 for expenses related to the holding of city wide elections. Staff anticipated two elections during FY 2008-2009; an election relating to the Hotel Tax and another election relating to the determination of Council representation in Wards 1 and 2. On June 24, 2008, the Owasso City Council approved Resolution No. 2008-04 calling an election to ask voters to approve an increase in the rate of the Hotel Tax from three percent (3%) to five percent (5%). The proposition was placed on the August 26, 2008 ballot. The cost of the election totaled $10,440. On December 16, 2008, the Owasso City Council approved Resolution No. 2008-08 calling for a primary election, and general election if necessary, to be conducted in order to determine representation for Council Wards 1 and 2. The primary election was held March 3, 2009. Total expenses incurred for the primary election are estimated between $9,000 and $10,000. According to the Owasso City Charter, a candidate must receive a majority of all votes cast in the primary election to be seated on the City Council. If one candidate does not receive a majority of all votes cast, the names of the two candidates receiving the greatest number of votes will appear on a ballot for a general election. As a result of the March 3, 2009 primary election, a General Election will be necessary to determine Council representation for Ward 1. The General Election is to be held April 7, 2009. The staff has received notice from the Tulsa County Election Board that expenses for the General Election are estimated to be approximately $10,000. RECOMMENDATION: Staff recommends City Council approval of a supplemental appropriation in the General Fund increasing expenditures in the General Government budget by $10,000 for the purpose of conducting a General Election on April 7, 2009 to determine City Council representation for Ward 1. MEMORANDUM TO: HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY ASSISTANT CITY MANAGER SUBJECT: OKLAHOMA DEPARTMENT OF EMERGENCY MANAGEMENT GRANT DATE: March 17, 2009 BACKGROUND: In October of 2002, the City of Owasso applied for a grant through FEMA and the Oklahoma Department of Emergency Management in order to receive funds for the purpose of developing a multi-hazard mitigation plan. The City was notified in December of 2003 that the grant was awarded in the amount of $20,800. During the timeframe between October 2002 and December 2003, the City applied for, and received, an additional grant for the development of an Emergency Operations Plan. The grant amount for that project was $14,285 and the Emergency Operations Plan was approved and adopted by the City Council in December 2003. A portion of the Emergency Operations Plan, Annex T, recommended that the City of Owasso further develop amulti-hazard mitigation plan upon receipt of the grant funding. In 2004, a team consisting of city staff, business leaders, organization representatives, citizens, and INCOG staff conducted a series of meetings to write amulti-hazard mitigation plan for the Owasso community. The plan was designed to mitigate the effects of natural hazards and disasters that Owasso could face on any given day. The plan identifies hazards followed by measures that can be taken to minimize the effects upon our citizens. The Owasso City Council approved Resolution No. 2004-15, adopting the Multi-Hazard Mitigation Plan on August 17, 2004. In November of 2007, FEMA approved the plan pending a re-adoption of the Multi-Hazard Mitigation Plan by the City Council. This re-adoption by the City Council occurred in December of 2007. The original grant that was awarded for $20,800 in December 2003 was received from the Oklahoma Department of Emergency Management in August 2008. REQUEST: Staff request is for City Council to approve acceptance of this Grant from FEMA and the Oklahoma Department of Emergency Management and action to approve a supplemental appropriation for FY 2008-2009 budget in the amount of $20,800 to the Repair and Maintenance line item of the Emergency Preparedness Budget. FUNDING: Funding for this request is derived from a grant in the amount of $20,800 from FEMA and the Oklahoma Department of Emergency Management. RECOMMENDATION: Staff recommends City Council acceptance of this grant from FEMA and the Oklahoma Department of Emergency Management and approval of a supplemental appropriation to the General Fund increasing estimated revenues and increasing the appropriation for expenditures in the Emergency Preparedness Department by $20,800. MEMORANDUM TO: HONORABLE MAYOR AND MEMBERS OF THE COUNCIL CITY OF OWASSO FROM: LARISSA DARNABY CITY PLANNER SUBJECT: RE-ZONING OZ-09-O1 DATE: MARCH 4, 2009 LOCATION: The property is generally located at the southwest corner of East 96th Street North and North 145tH East Avenue. A general area map that further depicts the subject property's location is attached. EXISTING LAND USE: Undeveloped SURROUNDING LAND USE: South: Single-Family Residential (Camelot Estates) North: East 96th Street North and rural residential West: Single-Family Residence (Nottingham Estates and rural residential) East: Single-Family Residential (N. 145th East Ave. and Hi-View Estates) SURROUNDING ZONING DESIGNATIONS: South: RS-3 (Camelot Estates) North: Commercial Shopping and RS-Tulsa County East: Single-Family Residential (Rogers County) West: Agriculture and RS-2 (Nottingham Estates) BACKGROUND: The subject tract is currently vacant and the applicant has submitted a zoning map amendment request to rezone the property from an Agriculture Zoning District to an RS-2 Single Family Residential Zoning District. The property is currently undeveloped; and the applicant intends to make the property consistent with the adjacent residential development identified as Nottingham Estates. The size of the tract being reviewed-- the subject property is approximately 27.13 acres in size. The primary use surrounding the subject site is large lot single family residential. Three subdivisions: Nottingham Estates, Camelot Estates, and Hi-View Estates, lie to the west, south, and east, respectively. Whether the proposed rezoning is compatible with the surrounding area-- the request is considered to be consistent with surrounding land uses. The re-zoning would be in accordance with the Owasso Land Use Master Plan, as residential uses are recommended for this area. LEGAL CONSIDERATIONS OF ZONING REQUESTS: Section 1500 of the Owasso Zoning Code outlines the city's policy on zoning amendments. The code states that amendments will be adopted to recognize changes in the Comprehensive Plan, or to recognize changing conditions in a particular area or in the jurisdictional area. Zoning changes must be based on two fundamental questions: 1) Does the requested zoning allow a land use that is appropriate for the subject property, and 2) Is the requested zoning in conformance with the Owasso Land Use Master Plan? Development considerations such as traffic, roads, grading, drainage, stormwater detention, utilities, rights-of--way, etc, are not to be considered until the platting stage of development. At the platting (and site planning) stage, the Planning Commission, municipal staff, and the Technical Advisory Committee work with the applicant to solve these types of specific development concerns. The proposed development for this property is asingle-family residential gated community. CONFORMANCE TO MASTER PLAN DESIGNATION: The requested zoning designation, RS-2 (Single-Family Residential), is allowed within the master plan's designation for the property. ANALYSIS: Whether the rezoning is compatible with the adjacent neighborhood, especially residential neighborhood stability and character-- According to the Owasso Land Use Master Plan, the subject property is located in an area that is designated for Residential uses. Considering this statement, the RS-2 Single Family Residential Zoning Designation conforms to the goals, objectives, and policies of the Owasso Zoning Code and Land Use Master Plan in that the subject property is adjacent to other residential uses and the site has accommodating points of access. Whether there is an adequate supply of land available in the subject area and the surrounding community to accommodate the zoning and community needs-- Owasso is recognized as a sprawling community with high residential needs. The acceptance of this re-zoning request would provide a more diverse housing market in the area. The developer intends to plat the property as a large-lot gated community. While there is an adequate supply of residentially zoned land in the community, this proposed zoning change would have a positive impact on future community needs. Whether the rezoning will cause environmental impacts that will generate excessive storm water runoff, noise pollution, excessive nighttime lighting, or any other nuisances as defined by the Code of Ordinances-- any development that occurs on the subject property must adhere to all subdivision, zoning and engineering requirements including but not limited to paved drives and storm water detention. The development will be made to adhere to all City Ordinances in regards to lighting, noise, and other nuisances. Sewer service and Water service will be provided by the City of Owasso. Letters were mailed to surrounding property owners and the legal advertisement was published in the Owasso Reporter. PLANNING COMMISSION The Owasso Planning Commission reviewed the item at their regularly scheduled meeting on March 9, 2009. The request was unanimously approved. RECOMMENDATION: Staff intends to recommend approval of the rezoning request. ATTACHMENTS: General Area Map ~i E a 0 -- NOTTINGHAM HILL CITY OF OWASSO 02/03/09 Legend 111 N. Main Street P.O. Box 180 Owasso, OK 74055 North REYRP.9At~'.~NT AN ACCURATE AND TRUtsesSOL'A ON USE Od-',THI NPAP dS W T'H(7U"Y~ 918.376.1500 WARRANTY OR REPRESENTATION BY CITY OF OWASSO OF 1TS ACC-U22ACY. MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: GARNETT REGIONAL DETENTION FACILITY PROJECT DATE: March 17, 2009 BACKGROUND: In accordance with the 2005 Stormwater Master Plan, the improvements relate to the construction of a detention facility to remediate drainage issues at Ator Heights and provide additional storage capacity for future development. The facility will be located near the IBC Bank of Owasso in the Northeast '/4 of the Northeast'`/4 of Section 19 (T21N, R14EIM). In August 2007, the purchase of the land, the contract for design and engineering services and RAN financing were all approved by City Council and/or OPWA Trustee action. Additionally, in September 2007 City Council approved Ordinance No. 903 establishing the Garnett Regional Detention Area and establishing a mandatory assessment in lieu of detention for all undeveloped properties in the Assessment Area. SCOPE OF WORK: The site will be graded to provide fora 100 acre-foot stormwater detention storage facility. Half of the storage will be used to reduce flooding in downstream areas with the other half used to provide detention storage for upstream commercial and residential developments. The project work includes construction of a 700' long embankment with a top width of 12' flanked with 4:1 side slopes. Site excavation will total about 90,000 cubic yards. A concrete outlet control structure will be constructed within the embankment with the site discharge exiting into Ranch Creek Tributary A. The site design includes construction of a 2 acre wetland mitigation pond, 3 acres of other wetlands and a stream channel within the pond footprint along with a second 0.4 acre wetland mitigation area located in the City's Ator Park located 2000 feet downstream of the regional detention pond. The estimated project cost is $3,750,000 excluding legal and administration fees. FUNDING SOURCE: It is anticipated that funding for this project will be obtained through an application process from the Oklahoma Water Resources Board (OWRB) via a loan from the Clean Water State Revolving Fund. RECOMMENDATIONS: Staff recommends Council approval of the Garnett Regional Detention Facility Project. ATTACHMENTS: A. Location Map r 7 e.w r ~ -. _., 1 Q6th STN - __ ... ~' d ~ - ~* .. ~`~ f - ...~ j3 _ ,_. . .. _.._J~ j : :. ..` ; .. .,~ ,, ~ y o . 4.. ~r ~ 1 ~!! ~ ~ ~ lf.......,... ,.. ». s - - ~" ,~ -; .. .• :.. SITE LOCAT~N ;r 9th ST s1-I °_ .:,; . r,~ ~ "`` ' ~' ~'~ .~ .'4 $5 w '~ f ,~F ' O ..~ ~ ~ ' ~ P ~ .. . Q ~' ., d d 4 ~ ~' ~ a ... ... , ~_._.,~ '~~ ~. i- .t-:,. ~ .. 3 ~ - , W '' "` '_ ,#, .a ~. ~. ' , 3 ~ .' r .~ ~ 86th STN ~~ -;~ a ~` ~~ ~ ~ __ ~- } .. s. ... Y - z ,, j ~` _.. ^.L. R . r l ~~ * ~ a...,. ~ } is $ .. ~I w t ~ ....._. ~,,r aY" p f ~` a r,^~ , ~ v r - ~ ~ .:.' i `< '. -' _ ~~ H ~r ~.4..~... ~. ~ ~- " ~ ~.. t +~ ~ pf 7`~?Eh STN ,,~:~ „~ - ~ , .. +~ `?t .~ 6 ~ ..: 5:b: ~ r to 4 ¢ _} .j, :::::.~ ~ .. ~ -~. I~ b t; C~ ~, ~ °~ '~ ~ _ ~:~ ,~. ~' ~ : j ,,,. , .. ~y ,„,, a 4`GG '7WYFJ ~^ ~. '.'. 3 ($ ~.¢ ~ _ ~ d Owasso Public Works GARNETT REGIONAL " Department 301 west 2"d street DETENTION FACILITY Owasso, O K 74055 W ~ ,~ E 918.272.4959 918.272.4996 LOCATION MAP S www. cityofowasso. co m MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: NORTH GARNETT ROAD AND EAST 106 STREET NORTH INTERSECTION IMPROVEMENT PROJECT DATE: March 17, 2009 BACKGROUND: On November 1, 2005, City Council approved Resolution No. 2005-15 amending the priority determination of Capital Improvements projects for funding during the Fiscal Year 2005-2006 to include conceptual design of four roadway intersections. - North 145`" East Avenue and East 96`" Street North - North Garnett Road and East 106`" Street North - North Mingo Road and East 96`" Street North - North 145`" East Avenue and East 106`" Street North The objective of the conceptual design was to facilitate the preparation and submittal of funding applications to the Oklahoma Department of Transportation (ODOT) for the financing of the capital improvements Results of the work were presented to Council on October 10, 2006. Prioritization of constructing the four selected intersections was made based on service ratings, projected traffic volumes (usage), construction costs and relative location to critical facilities (fire stations, hospitals, etc.). Based on the criteria listed above, staff proposed the construction of improvements in the following sequence: - North Garnett Road and East 106`" Street North - North 145`" East Avenue and East 96`" Street North - North 145`" East Avenue and East 106`" Street North - North Mingo Road and East 96`" Street North SCOPE OF PROJECT: The conceptual design report recommended constructing afive-lane section along Garnett and a three lane section along E. 106`" Street. Since the completion of the report, the City has experienced significant growth, to include the completion of the Bailey Medical Center, and has realized the scope of the project must increase due to heavy traffic experienced in the area. Therefore, the proposed intersection improvements would include five lanes plus a right turn lane on all legs of the intersection. The roadway improvements will extend in each direction nearly 700 feet. The stacking capacity for each left lane will be 250 feet. The estimated construction cost is $1,590,000 excluding right-of--away acquisition, project contingency and utility relocation costs. FUNDING SOURCE: Funds for this Intersection Improvement project are included in the Capital Improvements Budget. In addition, ODOT has recently approved federal funding for this project in the amount of $750,000. RECOMMENDATION: Staff recommends Council approval of the North Garnett Road and East 106t" Street North Intersection Improvement Project. ATTACHMENTS: A. Location Map Legend '?":~~:I'S .~.;5 3"' i:5 E`L:3R T~dI~C.": *r.S:t?..T.3ff:31`~ k ?_7:~~.~''E ~ >~? a:::"~Y~~?L..°s?" ..~§... %:.L;S:'R:.~:£?i~dT' ~iIV .f?.~:~:~Y~'"a'?.f§.T'~? :~„'P+7~.~'s '£`~2.T..7;~. S -,?~~f.,:#.:. L;:s a x~r:~~:a~~.,,,-~-~r era. ~a~t~ra~-;~~~r.°r<?::rzg~rs _~: a x a ~ s° a_:a' ~-~: l l l N. Main Street P.O. Box 180 Owasso, OK 74055 North 918.376.1500 E 106th STN & GARNETT RD ( CITY OF OVVASSO 03;0~.0~ MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: AWARD OF ENGINEERING SERVICES AGREEMENT - NORTH GARNETT ROAD AND EAST 106~h STREET NORTH INTERSECTION IMPROVEMENTS DATE: March 17, 2009 BACKGROUND: On November 1, 2005, City Council approved Resolution No. 2005-15 amending the priority determination of Capital Improvements projects for funding during the Fiscal Year 2005-2006 to include conceptual design of four roadway intersections: - North 145`h East Avenue and East 96`h Street North - North Garnett Road and East 106`h Street North - North Mingo Road and East 96`" Street North - North 145`h East Avenue and East 106`h Street North The objective of the work, following the advice of Oklahoma Department of Transportation (ODOT) staff, was to facilitate the preparation and submittal of funding applications to ODOT to increase the likelihood of obtaining federal funding approval. Results of the work were presented to Council on October 10, 2006. Prioritization of construction for the four selected intersections was made based on service ratings, projected traffic volumes (usage), construction costs and relative location to critical facilities (fire stations, hospitals, etc.). Based on the criteria listed above, staff proposed the construction of improvements in the following sequence: - North Garnett Road and East 106`h Street North - North 145`h East Avenue and East 96`h Street North - North 145`" East Avenue and East 106`h Street North North Mingo Road and East 96`h Street North Since September of 2007, staff has been in communications with ODOT officials on a monthly basis regarding the availability of federal funding, particularly for the North Garnett Road and East 106`x' Street North Intersection Project. On February 12, 2009, ODOT notified staff that federal funding in the amount of $750,000 had been approved for the project. PROJECT SCOPE: In November 2006, PSA-Dewberry completed the conceptual design for this intersection. The report recommended constructing afive-lane section along Garnett and a three lane section along 106`h Street. Since the completion of the conceptual design, the City has experienced significant growth in the area and realized the scope of the project must increase in order to adequately accommodate the heavily traffic volume. Therefore, the proposed intersection improvements would include five lanes plus a right turn lane on all legs of the intersection. The roadway improvements will extend in each direction nearly 700 feet from the intersection. The storage bays for each left lane will be 250 feet. The estimated construction cost is $1,590,000 excluding right-of--away acquisition, project contingency and utility relocation costs. ENGINEERING SERVICES AGREEMENT: Based on the scope and data previously collected while performing the conceptual design, City staff requested a proposal from PSA-Dewberry. The engineering services to be performed under this agreement include: - Conceptual, Preliminary, and Final Design of the proposed improvements - Prepare exhibits for and participate in a design public hearing. Provide Public Hearing Report, listing all questions raised and providing a response to each question - Provide a set of construction plans for the proposed improvements including plans, profiles, cross sections, and details - Provide a Stormwater Pollution Prevention Plan in accordance with local requirements - Provide construction cost estimates - Drawings will be in AutoCad format and will be presented in hardcopy format - Coordinate with local franchise utilities for relocation - Coordinate and procure a geotechnical report for the Project using a client approved subcontractor - Prepare right-of--away, legal descriptions and exhibits - Prepare special provisions to Oklahoma Department of Transportation standard specifications if required - Coordinate with Oklahoma Department of Transportation and obtain their approval concerning the proposed roadway improvements PSA-Dewberry has submitted a fixed rate fee proposal in the amount of $119,500 or 7.5%. of the estimated construction cost (Attachment A). This fee includes the additional sub-consultant fees as summarized below: - Field Survey Update Fee: $6,220.00 - Parcel Maps & Legal Descriptions (12 parcel): $3,600.00 - Right-of--Way Corner Field Staking (12 parcels): $3,000.00 Geotechnical Investigation & Concrete Pavement Design: $5,100.00 - Traffic Study Update $4,000.00 - Traffic Signal Design & Construction Document Prep: $8,000.00 PROJECT SCHEDULE: The design of the North Garnett Road and East 106th Street North Intersection Improvement Project will require approximately seven months to complete. The schedule below illustrates a proposed start date of March 2009 and an approximate completion date of October 2009 for engmeermg services. - Notice to Proceed to PSA-Dewberry from the City of Owasso -March 2009 - Project Start Date -March 2009 - Complete Design Survey, Geotechnical Investigation, 65% -Drawing Complete -June 2009 - Utility Coordination, 90% Drawing Complete -September 2009 - Complete Final Design -October 2009 - Advertise for Bids -November 2009 - Council Approval/Notice to Proceed -January 2010 - Construction Complete -September 2010 FUNDING SOURCE: Funds for this Intersection Improvement project are included in the Capital Improvements Budget. In addition, ODOT has approved federal funding for this project. The funding available is in the amount of $750,000. RECOMMENDATION: Staff recommends Council approval of an Agreement for Engineering Services for the North Garnett Road and East 106th Street North Intersection Improvements with PSA-Dewberry Inc. (Tulsa, Oklahoma) for the purpose of designing the North Garnett Road and East 106th Street North Intersection Improvements in the amount of $119,500 and authorization for the Mayor to execute the agreement. ATTACHMENTS: A. Fee Proposal B. Engineering Services Agreement C. Location Map 1350 South Boulder 918 587 7283 ,. Suite 600 918 587 0071 fax ~~~ ~%ti Dewberry Tulsa, Oklahoma 74119-3216 www.psadewberry.com March 2, 2009 Mr. Roger Stevens Director City of Owasso Public Works Depa1-tment 301 West 2°~ Avenue Owasso, Oklahoma 74055 Re: N. Garnett Road / E. 106t1i Street North Intersection Fee Proposal for Engineering Design and Construction Document Preparation Dear t~~r. Stevens: PSA-Dewberry Inc. is pleased to submit this Fee Proposal for the Professional Engineering Services required to design and prepare the Co~~lstruction Documents for the N. Garnett Road / E. 106`x' Street North Intersection improvements for the City of Owasso, Oklahoma. PROJF,CT UNDERSTANDING The Cily of Owasso desires to expand the N. Garnett Road / E. l06'I' Street North intersection in norihwesf Owasso. This improvement is required due to significant left tt~invng traffic from Garnett Road onto 106t1i Street during the morning /afternoon commutes and on weekends. The left turn movements are delaying the through traffic since the intersection currently only has a single through lane in all directions. Roadside ditches preclude traffic from bypassing the left turning motorists. IIence~ it is common for motorists to sit thi°ough multiple trafifc sibnal cycles before being able to resume their travels. PSA-Dewberry completed a Conceptual Design Report for this intersection in November 2006. The Report recommended constructing afive-lane section along Garnett and athree-lane section along 106°' Street. Since the completion of the Report, the City has experienced significant growth and has --ealized that planning ahead at this intersection now could avoid having to revisit this heavily traveled area with construction activities in the future. Therefore, the City proposes to construct five lanes plus a 1°ight turn lane on all legs of the intersection. The roadway improvements will extend in each direction nearly 700 feet from the intersection. The storage bays for each left turn lane will he 250 feet. It will be this footprint that the Oklahoma Department of "transportation (ODOT) will use to complete the required NEPA studies. It will also be the footprint that PSA-Dewberry will use to determine additional right-of--way requirements. As of February 12. 2009, (:)DOT has programmed this project for federal fimding. The funding available is in the amount of $750,000. ODOT has offered to complete the NEPA Studies for the project at no cost to the City. The Federal funding will be obligated to the Project once all of the following items have been completed: • Construction Documents have been reviewed and approved by City and ODOT, • NEPA Studies and Document has been approved by FI1WA, • Right-of-Way has been acquired and the process certified by ODO'1', and Utility relocations have been completed and all conflicts have been cleared. ~! Mr. Rogers Stevens March 2, ?009 PSA-Dewberry has updated the anticipated construction costs of the project to include the proposes( right turn lanes a~7d the resulting estimate is $1,590,000 excluding right-of-way acquisition and utility relocation costs. SCOPE Or SERVICES hollowing receipt of written Notice to Proceed, PSA-Dewberry will complete the following services duritzg the completion ofthe Project: PLAN-}N-1-1AND PI:fASE Facilitate a Project Initiation Meeting with City of Owasso staff. Discuss and establish Project goals and objectives. Discuss recent comments on Conceptual Design Report. Prepare meeting notes. Add right turn lanes on each of the four intersection legs. Length of the right ttu~n lanes wil I be based upon projected traffic volumes. Update the Conceptual plan /profile drawings prepared as part of the Conceptual Design Report. Issue notice-to-proceed to Subconsultants on Team: a. Kleinfelclel~ h7c. for geotechnical investigation and concrete pavement design; b. S'iser~znre Yl~eisz & Associates', Irtc. (SUVA) for field survey update, new right-of-way parcel map/ legal description preparation, and field staking of new right-of-tvay corners; c. Ti°ajfrc E~zgiizeerirag Conszdtants (TEC) for the traffic study update, and traffic signal design canst~~uction document preparation. 4. Assemble four (4) sets of documents required by ODOT for the NEPA Studies. Complete ODOT's Local GovernmentNEPA Study Checklist. Prepare cover letter and forward submittal package to ODOT, as requested by the City. Develop construction drawings to 65 percent completion. The drawings developed during this phase could be approximately 40 sheets and include the Following: • Cover, 1 • Pay Quantity Summaries, ? • Traffic Signal Pay Quantities, } • 'I~ypical Sections, l • Right-of--Way Map, l • Drainage Area Map, 3 • Drainage Structure Design Data, I • Summary of Drainage Structures, 1 • Plan and Profile Sheets, 8 • Traffic Control Sheets, 4 • Drivevvav Pro tiles. 1 • Signal Plan, 1 • Signal Detail Plans, 2 • Wiring Diagrams. • Signing and Striping Plan Sheets, 2 • Cross Sections -Garnett Road. and 4 • Cross Sections - N. 106'x' Street North PS.~ yF~ Dewberry IV4r. Rogers Stevens March ~, 2009 G. Prepare detailed ~:onstruction Cost Estimate. '. Participate in Public Meeting ~~~ith Owasso residents. Location, date and time to be determined by Cite. Notification of meeting will be handled by the City. OUO'T will provide right-of--way acquisition procedures for distribution at meeting. Prepare meeting notes. 8. Print, assemble, and forward three (3) full size sets to the City and eight (8) half size sets to ODOT of the Plan-in-Hand Drawings for review and comment, 9. Meet City and ODOT on project site to review project and drawings. Discuss City and ODOT comments as applicable. Prepare meeting cotes. FINAL CONSTRUCTION DOCUMENTS l0. Coordinate with existing utility companies. Forward preliminary plans to companies with potential conflicts noted. Schedule a meeting and meet with utility representatives onsite. Coordinate relocation plans. 1 l . Ps-epare Construction Drawings to 90% completion, Final drawing set could be approximately i0 sheets. New sheets to be developed under this phase in addition to those listed above include: • Stormwater Pollution Prevention Plan, 1 • Erosion Control Plan, 1 • Survey Data Sheet, 1 • Summary Schedules, I • Removal Sheets, 2 • Intersection Layout Sheets, 2 • Joint Layout Plans. and 2 • Driveway Details. 1 1 ~. Print, assemble, and forward three (3) full size sets to the City and eight (8) half sine sets to ODOT of the 90% Construction Drawings for review and comment. 13. Schedule a meeting with City and ODOT representatives at City of Owasso Public Works office to review and discuss the 90% Drawings continents. Prepare meeting notes. l ~t. Modify Construction Documents as required, addressii~~g applicable comments. Print, assemble, and forward t7~ree (3 j full size sets to the City- avid ('our (4) half size sets to ODO'I' of the Final (100°ro) Drawings for review and comment. 1 ~. Receive 100% Drawing comments via e-mail ~~~~ithin agree to timeframe. Review and respond to any comments needing further discussion via conference calls with C>DO7~ and City. 16. Modify Construction Documents as required. addressing applicable comments. 17. 1"~orward one (i) fill l size set and one (I) half size set of cor~stniction drawings on bond paper to the C: ity for submittal to ODO'(-. ~.1 i;;1 Dewberry Mr. Rogers Stevens Marel~ ~. 4009 Deviation ti•om the services described will constitute <~ change of scope and will be handled as a st~~pplemental service. Sapplemental services could include, but not be limited to, propei-t}° reports, right-<~f-~tiav - easement acquisition services, bidding assistance to the City. and construction phase services, <~ supplement<i€ scope, schedule, and compensation will be ne~~otiated separately from this Contract prier to the start o1' ~s~ork on the supplemenhil service task. ~["!-~FF)ULE C)esvberry h~~s prepared the attached schedule with the uncle-rstandin~~ that this contract s4~i11 be approved bti the City Cotmcil on Marclz l ?, 2009, bVe asrtieipate bein<~ able tc~ complete our documents in approximately 7 months assuming we receive notice to proceed on March 1 £~"' or shortty thereafter. .qs mentioned above, ~~DOT will not begin the letting process until the construction documents and NEPA ~ocrunents are approved. ri~~rht-o~1=w•av is acquired, and utility clearances are completed. C:OMPT.NSAT[ON Dewberry's lump sam fee for this project as described above. is ~119,~00. This fee includes the subconsultant fees sitnunarized below: •: :Sisernrrr•e Tl~eisu ~ <~sscrz~irxtes, Inc. • Field Survey Update Fee:_ ~f.220.00 • Parcel l~2aps c~ I_:ei~al Descriptions t l2 parcels}: ~,_i.600.t?0 • 12ight-of ~~ay C'orner l~ held Staking (1 ~ parcels}: ~~,f.)0O.Ot? •.• ll<~irtfelder• Inc. • Geotechnicai hivesti~:;ation ~. Concrete Pavement Design: ~S.It)t).00 ~• Ii^c~fic F`n~ineer•rrr,~ C'r~rrs°rrl/c7nts ]Ire. • Traffic Stud} Update X4,000.00 • ~[~raffic Signal Design ~ Construction Document Prep: X5,00(}.00 Dewberry appreciates the opportunity to complete the construction documents fir this prc.~ject for the- City of (;hvasso. Please do plot hesitate tc) contact Craig Swen~le at (9l S} 295-5255 should you have any questions or require additional infoi~~mation. ~ - ~±incerely. I'SA-Dewberry 1iu.' 7.~ ra< / D. vlichael ~ran~, P.L. Crai~~ S. S+vengle. I'.E Director ol~ Tulsa {)ftic,e ' Ealginccring Project '~tana~~er c`SS:c; Cc: ~~1ikc.arancl GreE Coker I il~~ ~} PS.~ ~~~ Dewberry AGREEMENT For ENGINEERING SERVICES North Garnett Road and East 106t" Street North Intersection Improvement PROJECT CITY of Owasso, Oklahoma THIS AGREEMENT, made and entered into this day of March 2009 between the CITY of Owasso, Oklahoma, a Municipal Corporation, of Oklahoma, hereinafter referred to as CITY, PSA-Dewberry Inc, hereinafter referred to as ENGINEER; WITNESSETH: WHEREAS, CITY intends to construct afive-lanes plus a right turn lane on all legs of the intersection, hereinafter referred to as the PROJECT; and, WHEREAS, CITY requires certain professional services in connection with the PROJECT, hereinafter referred to as the SERVICES; and, WHEREAS, ENGINEER, is prepared to provide such SERVICES; WHEREAS, funding is available for the PROJECT through September 2010. NOW THEREFORE, in consideration of the promises contained herein, the parties hereto agree as follows: Scope of PROJECT. The scope of the PROJECT is described in Attachment A, SCOPE OF PROJECT, which is attached hereto and incorporated by reference as part of this AGREEMENT. SERVICES TO BE PERFORMED BY ENGINEER. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, which is attached hereto and incorporated by reference as part of this AGREEMENT. 3. CITY'S RESPONSIBILITIES. CITY shall be responsible for all matters described in Attachment C, RESPONSIBILITIES OF THE CITY, which is attached hereto and incorporated by reference as part of this AGREEMENT. 4. COMPENSATION. CITY shall pay ENGINEER in accordance with Attachment D, which is attached hereto and incorporated by reference as part of this AGREEMENT. SCHEDULE. ENGINEER shall perforn~ the SERVICES descrihed in Attachment B SCOPE OF SERVICES, in accordance with the schedule set for in Attachment E, SCHEDULE, attached hereto and incol7~orated by reference a~ part of this AGREEMENT. 6. STANDARD OF PERFORMANCE. ENGINEER shall perform the SERVICES undertaken in a manner consistent with the prevailing accepted standard for similar services with respect to projects of comparable function and complexity and with the applicable laws and regulations published and in effect at the time of performance of the SERVICES. The PROJECT shall be designed and engineered in a good and workmanlike manner and in strict accordance with this AGREEMENT. All engineering work shall be performed by or under the supervision of Professional Engineers licensed in the State of Oklahoma, and properly qualified to perform such engineering services, which qualification shall be subject to review by CITY. Other than the obligation of the ENGINEER to perform in accordance with the foregoing standards, no warranty, either express or implied, shall apply to the services to be performed by the ENGINEER pursuant to the AGREEMENT or the suitability of ENGINEER'S work product. 7. LIMITATION OF RESPONSBILITY. 7.1 ENGINEER shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the PROJECT. 7.2 The presence of ENGINEER'S personnel at a construction site is for the purpose of providing to the CITY a greater degree of confidence that the completed construction work will conform generally to the construction documents and that the integrity of the design concept as reflected in the construction documents has been implemented and preserved by the construction contractor(s). 7.3 In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, exploration, and investigations have been made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect total PROJECT cost and/or execution. These conditions and cost/execution effects are not the responsibility of ENGINEER. 7.4 Record drawings will be prepared, in part, on the basis of information compiled and furnished by others, and may not always represent the exact location, type of various components, or exact manner in which the PROJECT was finally constructed. ENGINEER is not responsible for any errors or omissions in the information from others that are incorporated into the record drawings. ?. ~ ENGINEER'S deliverables are limited to the ~~aled and signed hard copies. Computer-generated drawing files furnished h~. ENGINEER are for CITY or others' convenience. Any conclusions ~~r- in~~~r-mation derived or obtained from these files will be at user's sole risl._ 8. OPINIONS OF COST AND SCHEDULE. 8.1. Since ENGINEER has no control over the cost of labor, materials, equipment, or services furnished by others, or over contractors', subcontractors', or vendors' methods of determining prices, or over competitive bidding of market conditions, ENGINEER's cost estimate shall be made on the basis of qualifications and experience as a Professional Engineer. 8.2. Since ENGINEER has no control over the resources provided by others to meet construction contract schedules, ENGINEER's forecast schedules shall be made on the basis of qualifications and experience as a Professional ENGINEER. 9. LIABILITY AND INDEMNIFICATION. 9.1. ENGINEER shall defend and indemnify CITY from and against legal liability for damages arising out of the performance of the services for CITY, including but not limited to any claims, costs, attorney fees, or other expenses of whatever nature where such liability is caused by the negligent act, error, or omission of ENGINEER, or any person or organization for whom ENGINEER is legally liable. Nothing in this paragraph shall make the ENGINEER liable for any damages caused by the CITY or any other contractor or consultant of the CITY. 9.2. ENGINEER shall not be liable to CITY for any special, indirect, or consequential damages, such as, but not limited to, loss of revenue, or loss of anticipated profits. 10. CONTRACTOR INDEMNIFICATION AND CLAIMS. 10.1. CITY agrees to include in all construction contracts the provisions of Articles 7.1, and 7.2, and provisions providing contractor indemnification of CITY and ENGINEER for contractor's negligence. 10.2 CITY shall require construction contractor(s) to name CITY and ENGINEER as additional insured on the contractor's general liability insurance policy. 11. COMPLIANCE WITH LAWS. In performance of the services, ENGINEER shall comply with applicable regulatory requirements including federal, state, and local laws, rules, regulations, orders, codes, criteria, and standards. ENGINEER shall procure the permits, certificates, and licenses necessary to allow ENGINEER to perform the services. ENGINEER shall not be responsible for procuring permits, certificates, and licenses required for any construction unless such responsibilities are specifically assigned to ENGINEER in attachment B, SC(~Pf~ OF SERVICES. 12. INSURANCE. 12.1 During the performance of the services under this AGREEMENT, ENGINEER shall maintain the following insurance: 12.1.1. General Liability Insurance with bodily injury limits of not less than $1,000,000 for each occurrence and not less than $1,000,000 in the aggregate, and with property damage limits of not less than $100,000 for each occurrence and not less than $100,000 in the aggregate. 12.1.2. Automobile Liability Insurance with bodily injury limits of not less than $1,000,000 for each person and not less than $1,000,000 for each accident and with property damage limits of not less than $100,000 for each accident. 12.1.3. Worker's Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance with limits of not less than $100,000 for each occurrence. 12.1.4. Errors and Omissions Insurance to remain in effect during the PROJECT and the term of any legal liability. Errors and Omissions coverage to be for a minimum of $500,000 deductibles subject to approval. 12.2 ENGINEER shall furnish CITY certificates of insurance which shall include a provision that such insurance shall not be canceled without at least 30 days written notice to the CITY. 13. OWNERSHIP AND REUSE OF DOCUMENTS. 13.1 All documents, including original drawings, estimates, specifications, field notes, and data shall become and remain the property of the CITY. 13.2 CITY's reuse of such documents without written verification or adaptation by ENGINEER for the specific purpose intended shall be at CITY's risk. 14. TERMINATION OF AGREEMENT. 14.1 The obligation to continue services wider this AGREEMENT may be terminated by either party upon fifteen days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminatin~~~ party. 14.2 CITY shall have the right to terminate this AGREEMENT. or suspend performance thereof, for CITY's c~~nvenience upon ~tirittcn notice to ENGINEER; and ENGINEER shall terminate or suspend performance of services on a schedule acceptable to ('I f ti". In the event ~~f~ termination or suspension for CITY's convenience, (I l Y shall pay EN(~ I?~ f ER for all services performed to the date of termin,u~~~n in accordance ~~ itl~ f~rovisions of Attachment C, COMPENSATION. Upon restart of a suspended PROJECT, ENGINEER'S contract price and schedule shall be equitably adjusted. 15. NOTICE. Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be deemed properly made if personally delivered in writing or deposited in the United States mail, postage prepaid, to the address specified below: To ENGINEER: PSA-Dewberry Inc. 220 E. 8`'' Street Tulsa, Oklahoma 74119 Attention: D. Michael Arand, P.E. To CITY: CITY OF OWASSO, OKLAHOMA PO BOX 180 OWASSO, OKLAHOMA 74055 Attention: Roger Stevens 15.1 Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of ENGINEER and CITY. 16. UNCONTROLLABLE FORCES. Neither CITY nor ENGINEER shall be considered to be in default of this AGREEMENT if delays in or failure of performance shall be due to forces which are beyond the control of the parties; including, but not limited to: fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage; inability to procure permits, licenses, or authorizations from any state, local, or federal agency or person for any of the supplies, materials, accesses, or services required to be provided by either CITY or ENGINEER under this AGREEMENT; strikes, work slowdowns, or other labor disturbances, and judicial restraint. 17. SEVERABILITY. If any portion of this AGREEMENT shall be construed by a court of competent jurisdiction as unenforceable, such portion shall be severed herefrom, and the balance of this AGREEMENT shall remain in full force and effect. 18. INTEGRATION AND MODIFICATION. This AGREEMENT includes Attachments A, B, C, D, E and represents the entire and integrated AGREEMENT between the parties; and supersedes all prior negotiations, representations, or agreenr~nts pertaining to the SCOPE OF SERVICES herein, either written or oral. CITl~ Wray make or approve changes within the general SCOPE OF SERVICES in this ;A (~ REEMENT. If such changes affect ENGIN E E R ~ ~ cost of or time required for perf~~rn~ance of the services, an equitable adjustment will be made through an an~~n~lnrent to this AGREEMENT. This AGREI-:ME '~ I may be amended only by ~~ ri i t~ ~ ~ ~ nstniment signed by each of the parties. 19. DISPUTE RESOLUTION PROCEDURE. In the event of a dispute between the ENGINEER and the CITY over the interpretation or application of the terms of this AGREEMENT, the matter shall be referred to the CITY's Director of Public Works for resolution. If the Director of Public Works is unable to resolve the dispute, the matter may, in the Director's discretion, be referred to the City Manager for resolution. Regardless of these procedures, neither party shall be precluded from and exercising any rights privileges or opportunities permitted by law to resolve any dispute. 20. ASSIGNMENT. ENGINEER shall not assign its obligations undertaken pursuant to this AGREEMENT, provided that nothing contained in this paragraph shall prevent ENGINEER from employing such independent consultant, associates, and subcontractors as ENGINEER may deem appropriate to assist ENGINEER in the performance of the services hereunder. 21. APPROVAL. It is understood and agreed that all work performed under this AGREEMENT shall be subject to inspection and approval by the Public Works Department of the CITY of Owasso, and any plans or specifications not meeting the terms set forth in the AGREEMENT will be replaced or corrected at the sole expense of the ENGINEER. The ENGINEER will meet with CITY staff initially and monthly thereafter and will be available for public meetings and /or City of Owasso presentations. 22. KEY PERSONNEL. In performance of the services hereunder, ENGINEER has designated Craig S. Swengle, P.E. as Project Manager for the PROJECT. ENGINEER agrees that no change will be made in the assignment of this position without prior approval of the CITY. IN WITNESS THEREOF, the parties have executed this AGREEMENT in multiple copies on the Respective dates herein below reflected to be effective on the date executed by the Mayor of the CITY of Owasso. PSA-DEWBERRY Inc. D. Michael Arand. P I Director of Tulsa Office/Engineering Date CITY OF OWASSO Mayor Date CITY OF OWASSO Rodney J. Ray, City Manager Date ATTEST: Sherry Bishop, City Clerk Date APPROVED AS TO FORM: ~Q~I G~-~ J lie Lombardi, City Attorney AGREEMENT For ENGINEERING SERVICES North Garnett Road and East 106th Street North Intersection Improvement PROJECT CITY of Owasso, Oklahoma Scope of PROJECT Attachment A SCOPE OF PROJECT. The PROJECT shall consist of the preparation of construction plans and specifications for the North Garnett Road and East 106t'' Street North Intersection PROJECT for the CITY of Owasso. AGREEMENT For ENGINEERING SERVICES North Garnett Road and East 106t" Street North Intersection Improvement PROJECT CITY of Owasso, Oklahoma SCOPE OF SERVICES Attachment B The services to be performed by the ENGINEER, PSA-Dewberry Inc, under this AGREEMENT will consist of the preparation of construction plans and specifications for a Five-Lanes Plus A Right Turn Lane On All Legs Of The Intersection. Further, it is understood and agreed that the date of beginning, rate of progress, and the time of completion of the work to be done hereunder are essential provisions of the AGREEMENT; and it is further understood and agreed that the work embraced in this AGREEMENT shall commence upon execution of the AGREEMENT and receipt of Notice to Proceed. It is further understood that the PROJECT will be designed and constructed in accordance with the CITY of Owasso design criteria and specifications for construction. B.1. Basic Services of ENGINEER. The basic services of the ENGINEER shall include, but are not limited to the following tasks: B.l.a) Conceptual, Preliminary, and Final Design of the proposed improvements B.1.b) Prepare exhibits for and participate in a Design Public hearing. Provide a Public Hearing Report, listing all questions raised and providing a response to each question B.l.c) Provide a set of construction plans for the proposed improvements including plans, profiles, cross sections, and details B.l.d) Provide a Stormwater Pollution Prevention Plan in accordance with local requirements B.l.e) Provide construction cost estimates B.l.f) Drawings will be in AutoCad format and will be presented in hardcopy format B.1.g) Coordinate with local franchise utilities for relocation B.1.h) Coordinate and procure a geotechnical report for the PROJECT using a client approved subcontractor B.1.i) Prepare right-of--way, legal descriptions and exhibits B.l.j) Prepare special provisions to Oklahoma Department of~Transportation standard specifications if required B.1.k) Coordinate with Oklahoma Department of Transportation and obtain their approval concerning the proposed roadway improvements AGREEMENT For ENGINEERING SERVICES North Garnett Road and East 106t" Street North Intersection Improvement PROJECT CITY of Owasso, Oklahoma Attachment C RESPONSIBILITIES OF THE CITY. The CITY agrees: A. Scheduling. Provide notice to proceed at least 14 days prior to actual project start date. B. Reports, Records, etc. To furnish, as required by the work, and not at expense to the ENGINEER: B.1. Records, reports, studies, plans, drawings, and other data available in the files of the CITY that may be useful in the work involved under this AGREEMENT. B.2. ENGINEER will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by the CITY. C. Access. To provide access to public and private property when required in performance of ENGINEER'S services. D. Staff Assistance. Designate in writing a person to act as its representative in respect to the work to be performed under this AGREEMENT, and such person shall have complete authority to transmit instructions, receive information, interpret and define CITY'S policies and decisions with respect to materials, equipment, elements and systems pertinent to the services covered by this AGREEMENT. E. Review. Examine all studies, reports, sketches, estimates, specifications, drawings, proposals and other documents presented by ENGINEER and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of ENGINEER. AGREEMENT For ENGINEERING SERVICES North Garnett Road and East 106th Street North Intersection Improvement PROJECT CITY of Owasso, Oklahoma Compensation Attachment D The CITY agrees to pay, as compensation for services set forth in Attachment B, a total fixed rate fee of one hundred nineteen thousand and five hundred dollars ($119,500.00) for the services described in Attachment B. ENGINEER shall submit monthly invoices based upon the proportion of the total services actually completed at the time of billing. Invoices are due and payable within 30-calendar days of receipt by the CITY. AGREEMENT For ENGINEERING SERVICES North Garnett Road and East 106 Street North Intersection Improvement PROJECT CITY of Owasso, Oklahoma Schedule Attachment E SCHEDULE: The design of the North Garnett Road and 106th Street North Intersection Improvements will require approximately seven months to complete. The schedule below illustrates a start date of March 18, 2009 and an approximate completion date of October 18, 2009. Actual start date will be the following day from Notice to Proceed by the CITY. The schedule is as follows: - Notice to Proceed to PSA-Dewberry from the City of Owasso -March 2009. - Project Start Date -March 2009. - Complete Design Survey, Geotechnical Investigation, 65% -Drawing Complete - June 2009. Utility Coordination, 90% Drawing Complete -September 2009. Complete Final Design -October 2009. - Advertise for Bids -November 2009 Council Approval/Notice to Proceed -January 2010. Construction Complete -September 2010. ~ ~ aid ~ ~ ; a # . ~ = ~ ~. A =~~~ ~ ~ ~ ~, ~ ~~ ~ ~~ e I ~ ~ ~~ ~ a '. .. ~b:'~I i' ~ h+ pp IIa ~ ,°" , .;~ ~ _- ,~ , ~ ~ ~ ~ ~~ ._ ~ ~ % 9 d r x~~« aye ~ ~.°,t~ `~,'. -~ ~ ~ :'~ -~ a~'. s '~-' S~ ~ ~~ '~ g ~` .z ~~ ~ `~` ~ i ''~ 'J° "'' ~ ~ ~ N s.: "::~ z ""^'~. ~ ~. :~ -~ ~ " ~~ &~ ,~k ~ ~ ,~ 8 QY ~;' ~ } ~. ~; ~ ~`,~ i ~~ ''~ ~-~ ~ ".,~'• ~„c ~a-~..*..as ~ ' ~a , 3 ~ ,~g ', ~ _'°~' e~ ~"'2 ,., _ ~ ro-.. ~-ate ,~~ e~_..m~. iz..,, "'^..a. Z,..„. °.~' ""4. > "" z ~ ~ ''"~` ` » ~ ~, ~ ~ ' - y6! „tl, -..,.mow` `~ •„,.-,;; . z ear 'a i ~ . - _ ~~ `~ ,' ,.~ ..., ~ etc '~° ~` ~'~'_ ' ~~ i 'm~'a MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: JULIE TROUT LOMBARDI CITY ATTORNEY SUBJECT: POLICY REGARDING REMOVAL OF ITEMS FROM A MEETING AGENDA DATE: March 13, 2009 BACKGROUND: The City Council, Owasso Public Works Authority and the Owasso Public Golf Authority are broadly vested with authority under the City's Charter, the Oklahoma Constitution and Oklahoma statutory law to adopt and implement efficient and equitable policies and procedures governing their public meetings. Meetings of a public body should be conducted in an orderly manner and in accordance with the rules of parliamentary procedure. Adherence to parliamentary procedures enables a governing body to remain focused on a single issue until that particular matter is fully resolved and to make informed decisions following due consideration of the matter before the public body's members. Development of Policies and Procedures, based upon the rules of parliamentary procedure, furthers a public body's foundational goal of conducting its meetings with order and in a manner that allows for public participation, accountability and additional transparency of government. Items for discussion and items requiring action by the City Council, OPWA and OPGA have traditionally been placed on the appropriate public body's agenda either by a City Council member, a Trustee of the OPWA or OPGA, City Staff or at the request of a citizen residing in the City of Owasso. In some instances, circumstances change following the original request that an item be placed on a City Council, OPWA or OPGA agenda, and the City Council member, Trustee, Staff member or citizen have subsequently desired to: 1) remove the item from the agenda and reschedule consideration of that matter on a date certain in the future, or, 2) remove the item from the agenda for an indefinite period of time without specifying the date upon which the matter will be considered in the future. In the past, items have been removed from an agenda upon the request of any City Council member or Trustee or upon recommendations from Staff. Inevitably, however, some confusion has been created when items have been removed from an agenda prior to the public body's meeting. Neither the City Council, OPWA nor OPGA have previously adopted policies or procedures governing removal of items from an agenda, thus there are currently no written policies or procedures mandating the process to be followed when items are placed upon an agenda and later removed. Pursuant to the City C'ouncil's request, Staff has reviewed removal policies utilized by other municipalities, and has additionally researched the Oklahoma State Statutes, the City's Charter and the Code of Ordinances for the City of Owasso to determine what options exist and the type of policy that would most effectively enable the City Council, OPWA and OPGA to conduct orderly and efficient meetings while striving to diligently represent the citizens of Owasso with trust and respect. Accordingly, a policy has been drafted by Staff for consideration by the City Council, OPWA and OPGA. The policy states that once an item has been placed on an agenda and the agenda has been duly posted in conformance with the Oklahoma Open Meeting Act, the item may be stricken from the agenda only upon request from the Council member, Trustee, Staff member or citizen who originally requested that the item be placed on the agenda. When a request is made by such a person, the item shall be removed from the agenda without the necessity of a motion, second or majority vote. A request to remove an item from an agenda may also be made by a Council member, Trustee, Staff member or citizen other than the person who initially requested inclusion of the item on the agenda. However, the item will only be removed if a motion to remove the item and postpone consideration of the matter indefinitely is made during a City Council, OPWA or OPGA meeting by a Councilor or Trustee and is approved. Once a motion to postpone the matter indefinitely has been made, it shall require a second and must receive an affirmative vote by a majority of the Council members or Trustees present at the meeting. The item may later be placed on a subsequent agenda of the City Council, OPWA or OPGA if desired, or the item may be removed from the agenda and never be placed on a subsequent agenda for consideration It is important to note that parliamentary procedure requires a motion to table if a matter is to be stricken from a current agenda and placed on a subsequent agenda on a date certain. In contrast, a motion to remove an item from an agenda and indefinitely postpone also allows an agenda item to be stricken from the current agenda but does not require that the matter be considered on a specific date, or ever, in the future. A motion to postpone indefinitely is much more flexible than a motion to table, and allows an item to be stricken from an agenda without requiring that it be considered on a date certain in the future. A policy of this type allows matters to be removed from an agenda without compelling the City Council, OPWA or OPGA to reschedule consideration of the matter on a definite date in the future, and, in fact, does not require that the matter ever be placed on a future agenda. Of course, nothing within the proposed policy prohibits a Councilor or Trustee from moving that an item be tabled until a future meeting on a specified date if the Councilor or Trustee wishes to do so, just as the policy does not prohibit the item removed from the agenda from being heard in the future if a Councilor or Trustee wishes to do so. The proposed policy merely provides an additional procedure through which an item may be removed from an agenda without compelling the public body to consider that matter on a future date. RECOMMENDATION: Staff recommends City Council approval of Policy No. 2009-01 governing the process to be utilized by City Council members, staff and citizens for removal of items from a City Council meeting agenda. ATTACHMENTS: Proposed Policy No. 2009-01 OWASSO CITY COUNCIL, OWASSO PUBLIC WORKS AUTHORITY AND OWASSO PUBLIC GOLF AUTHORITY POLICIES AND PROCEDURES No. 2009-01 Policy Statement: The purpose of policies adopted and implemented by the Owasso City Council, Owasso Public Works Authority and the Owasso Public Golf Authority are to develop efficient and equitable procedures for the City Council and the Public Works and Golf Authorities to utilize during meetings, and to provide general information regarding City Council and Authorities to the public. This policy is not designed to create any additional rights or obligations and does not confer any procedural rights upon any City Council member, Trustee, City staff or citizen beyond the adopted procedures herein. Failure of the City Council, Public Works Authority or Golf Authority to strictly follow the recommended procedures described herein shall not affect the validity of any meeting or action taken by the City Council or Public Works or Golf Authority. To the extent a conflict or discrepancy exists between the Policies and Procedures adopted by the City Council, Public Works Authority and Golf Authority and the Owasso Charter and/or Owasso Code of Ordinances, the Charter and Code provisions shall prevail. Policy No. 2009-1: Removal of an Item from an Owasso City Council, Owasso Public Works Authority or Owasso Public Golf Authority Agenda; Motion to Postpone Indefinitely. Procedure: A. Once an item has been placed on the agenda for a Owasso City Council, Owasso Public Works Authority or Owasso Public Golf Authority meeting, and the agenda has been duly posted to provide public notice in conformance with the City's Charter, the City's Code of Ordinances and the Oklahoma Open Meeting Act, the agenda item may be stricken only by the City Council member, Trustee, staff member or citizen who originally requested that the item be placed on the agenda. If a request to remove an item is made by such a person, the item shall be removed from the agenda without requiring a motion, second or majority vote of that public body. B. If a City Council member, Trustee, staff member or citizen desires to remove an item from a City Council, Public Works Authority or Golf Authority agenda that he or she did not place on the agenda, a motion to postpone consideration of the item indefinitely must be made by a City Council member or Trustee during the meeting. The motion shall require a second, and must be approved by a majority vote of the City Council members or Trustees present in the meeting. If a request to remove an item from an agenda is approved by a majority vote, the item shall be stricken from the agenda, and consideration of the item shall be postponed indefinitely. The item may be placed on a subsequent agenda by a City Council member, Trustee, staff member or citizen. ADOPTED by the City Council of the City of Owasso, Trustees of the Owasso Public Works Authority and Trustees of the Owasso Public Golf Authority on the 24th day of March, 2009. Stephen Cataudella Mayor, City of Owasso Chairman, Owasso Public Works Authority Chairman, Owasso Public Golf Authority ATTEST: Sherry Bishop, City Clerk (SEAL) APPROVED as to form and legality this 24th day of March, 2009. J e Trout Lombardi City Attorney