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HomeMy WebLinkAbout2010.04.06_City Council Agenda PUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL RECEIVED TYPE OF MEETING: Regular APR C p 7010 DATE: Apri16, 2010 TIME: 6:30 p.m. C4ty CI6fk'S OffiC@ PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 6:00 p.m. on Friday, Apri12, 2010. . ~ I iann M. Stevens, De uty City Clerk AGENDA 1. Call to Order Mayar Stephen Cataudella 2. Invocation Senior Pastor Bill Ascol, Bethel Baptist Church 3. Flag Salute 4. Roll Call 5. Presentation of the Character Trait of Creativity. Bradd Clark, Owasso Character Council 6. Presentation of the Employee of the Quarter for 2010. Mr. Ray 7. Recognition of the Buy Owasso contest winners. Ms. Harkins 8. Consideration and appropriate action relating to a request for City 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 16, 2010 Regular Meeting. Attachment # 8-A B. Approval of Claims. Attachment # 8-B 0 . V.-lV1Gt:RLIf ,AgendtuCouncrl.'0100-IOGIDpostingdoc Owasso City Council Apri16, 2010 Page 2 9. Consideration and appropriate action relating to items removed from the Consent Agenda. 10. Consideration and appropriate action relating to a request for City Council approval of an extension to the current contract with Cole & Reed, P.C. for audit services related to FY 2009-2010, and authorization for the City Manager to execute the contract extension. Ms. Hess Attachment # 10 Staff recommends City Council approval of a one-year extension to the current contract between the City of Owasso and Cole & Reed, P.C. for the purpose of providing audit services far the fiscal year ending June 30, 2010; and, authorization for the City Manager to execute the contract extension. 11. Consideration and appropriate action relating to a request for City Council approval of Resolution No. 2010-03, authorizing the execution of a Project Agreement by and between the City of Owasso and the Oklahoma Department of Transportation related to the 86t" Street North and Garnett Road Intersection Improvement Project. Mr. Albert Attachment # 11 Staff recommends City Council approval of Resolution No. 2010-03, authorizing the execution of a Project Agreement for Federal Aid Project Number STP-STIM (507) IG by and between the City of Owasso and the Oklahoma Department of Transportation, for the purpose of intersection and traffic signal modifications at the East 86t" Street North and Garnett Road Intersection. 12. Consideration and appropriate action relating to a request for City Council approval of Change Order No. 1 to the contract between the City of Owasso and MidState Traffic Control, Incorporated for the Traffic Signal Enhancement Program. Mr. Doyle Attachment # 12 Staff recommends City Council approval of Change Order No. 1 to the contract between the City of Owasso and MidState Traffic Control, Incorporated for the purpose of correcting deficiencies in vehicle and pedestrian detection systems in an amount not to exceed $40,715, for a revised contract amount of $173,426. Owasso City Council April 6, 2010 Page 3 13. Consideration and appropriate action relating to a request for City Council approval to purchase right of way for the East 86th Street North from Main to Memorial Road Improvement Project; authorization for payment; and, authorization for the Mayor to execute all required documentation. Mr. Stevens Attachment # 13 Staff recommends City Council approval to purchase right of way and authorization of payment as follows: Dr. Perry Evans in the amount of $68,500; Ronald L. and Patsy Burger in the amount of $37,200; Strawdey Clinton and Judy D. McCarty Trust in the amount of $70,000; and, authorization for the Mayar to execute all required legal documents. 14. Consideration and appropriate action relating to a request for City Council authorization to purchase the property located at 28 N. Birch in the amount of $60,000; authorization for payment of the property, to include all closing costs required to complete the land purchase; authorization for the Mayor to execute all required documentation; and approval of a budget amendment to the FY 2009-2010 General Fund Budget increasing the appropriation for expenditures by $60,000. Mr. Ray Attachment # 14 Staff recommends City Council authorization to purchase the property located at 28 N. Birch in the amount of $60,000; authorization for payment of the property, to include all closing costs required to complete the land purchase; and authorization for the Mayor to execute all required documentation. Additionally, staff recommends City Council approval of a budget amendment to the FY 2009-2010 General Fund Budget increasing the appropriation for expenditures by $60,000. 15. Report from City Manager. 16. Report from City Attorney. 17. Report from City Councilors. 18. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 19. Adjournment. OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, March 16, 2010 The Owasso City Council met in regular session on Tuesday, March 16, 2010 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 p.m. on Friday, March 12, 2010. ITEM 1. CALL TO ORDER Mayor Cataudella called the meeting to order at 6:30 p.m. ITEM 2. 1NVOCATION The invocation was offered by Pastor James Stotts of Fellowship Tabernacle. ITEM 3. FLAG SALUTE Councilor Guevara led the flag salute. ITEM 4. ROLL CALL PRESENT ABSENT Steve Cataudella, Mayor Doug Bonebrake, Vice Mayor Wayne Guevara, Councilor Jon Sinex, Councilor arrives at 6.•32 p.m. Bryan Stovall, Councilor A quorum was declared present. STAFF Rodney Ray, City Manager Julie Lombardi, City Attorney ITEM 5. CONSIDERATION AND APPROPRIATE ACTION RELATiNG TO A REQUEST FOR COUNCIL APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the March 2, 2010 Regular Meeting and March 9, 2010 Special Meeting. B. Approval of Claims. C. Acknowledgement of receiving the monthly FY 2009-10 budget status report. Mr. Bonebrake moved, seconded by Mr. Stovall, to approve the Consent Agenda with claims totaling $243,072.16. Also included for review were the healthcare self-insurailce claims report and payroll payment report for pay period 02/27/ 10. Owasso City Council March 16, 2010 YEA: Stovall, Bonebrake, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 6. CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA No action was required on this item. ITEM 7. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COLTNCIL APPROVAL OF RESOLUTION NO. 2010-02, SUPPORTING HOUSE BILL 3054, THE "MLTNICIPAL FISCAL IMPACT ACT" Mr. Ray presented the item, recommending City Council approval of Resolution Na 2010-02. Mr. Guevara moved, seconded by Mr. Sinex, to approve Resolution No. 2010-02, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 8. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL TO AWARD A BID FOR THE CONSTRUCTION OF THE MCCARTY PARK RESTROOM FACILITIES TO BUILDERS UNLIMITED, INCORPORATED 1N AN AMOUNT NOT TO EXCEED $66,374, AND AUTHORIZATION FOR THE MAYOR TO EXECUTE THE AGREEMENT Mr. Warren presented the item, recommending City Council award the bid for construction of the McCarty Park Restroom Facilities in an amount not to exceed $66,374, and authorize the Mayor to execute the agreement. Mr. Warren noted that the bid does not include the cost of demolition for the old facilities and that the project is not CDBG grant eligible. Mr. Bonebrake moved, seconded by Mr. Stovall, to award the bid for construction of the McCarty Park Restroom Facilities and authorize the Mayor to execute the agreement, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ~ Owasso City Council March 16, 2010 ITEM 9. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL ACCEPTANCE OF A GRANT FROM THE OKLAHOMA OFFICE OF HOMELAND SECURITY, REGIONAL EMERGENCY MEDICAL SERVICES SYSTEM Mr. Clark presented the item, recommending City Council acceptance of a grant from the Oklahoma Office of Homeland Security, Regional Emergency Medical Services System for the acquisition of a mass casualty response trailer. Mr. Clark noted that state officials estimate the arrival of the trailer within three to six months. Mr. Guevara moved, seconded by Mr. Sinex, to accept the grant from the Oklahoma Office of Homeland Security, Regional Emergency Medical Services System, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 10. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL APPROVAL OF ORDINANCE NO. 963, AN ORDINANCE RELATING TO PART 10, OFFENSES & CRIMES, CHAPTER 6, OFFENSES AGAINST PUBLIC AUTHORITY, SECTION 10-601, RESISTING A POLICE OFFICER, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, AMENDING SAME BY MAKING IT UNLAWFUL TO RESIST A PUBLIC OFFICER THROUGH THE USE OF PHYSICAL FORCE WHILE THE OFFICER IS WITHIN THE DISCHARGE OF THE OFFICER'S DUTIES AND RENUMBERING ALL ORDINANCES CONTAINED 1N PART 10, CHAPTER 6 OF THE CITY OF OWASSO'S CODE OF ORDINANCES. Ms. Lombardi presented the item, recommending City Council approval of Ordinance No. 963. Mr. Bonebrake moved, seconded by Mr. Stovall, to approve Ordinance No. 963, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 11. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL APPROVAL OF ORDINANCE NO. 964 AN ORDINANCE RELATING TO PART 10, OFFENSES & CRIMES, CHAPTER 6, OFFENSES AGAINST PUBLIC AUTHORITY, SECTION 10-613, INTERFERENCE, OF THE CODE OF ORDiNANCES OF THE CITY OF OWASSO, OKLAHOMA, AMENDING SAME BY MAKING IT UNLAWFUL TO iNTERFERE WITH AN PUBLIC OFFICER DURING THE D(SCHARGE OF THE OFFICER'S DUTIES. Ms. Lombardi presented the item, recommending City Council approval of Ordinance No. 964. 3 Owczsso City Council March 16, 2010 Mr. Bonebrake moved, seconded by Mr. Guevara, to approve Ordinance No. 964, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 12. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL APPROVAL OF ORDINANCE NO. 965, AN ORDINANCE RELATING TO PART 10, OFFENSES & CRIMES, CHAPTER 6, OFFENSES AGAINST PUBLIC AUTHORITY, SECTION 10-614, OBSTRUCTION, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, AMENDING SAME BY MAKING IT UNLAWFUL FOR ANY PERSON TO WILLFULLY DELAY OR OBSTRUCT ANY PUBLIC OFFICER. Ms. Lombardi presented the item, recommending City Council approval of Ordinance No. 965. Mr. Stovall moved, seconded by Mr. Bonebrake, to approve Ordinance No. 965, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 13. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CITY COUNCIL APPROVAL OF ORDINANCE NO. 966, AN ORDINANCE REPEALING PART 10, OFFENSES & CRIMES, CHAPTER 6, OFFENSES AGAINST PUBLIC AUTHORITY, SECTION 10-612, RESISTING PUBLIC OFFICIALS, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA. Ms. Lombardi presented the item, recommending City Council approval of Ordinance No. 966. Mr. Sinex moved, seconded by Mr. Stovall, to approve Ordinance No. 966, as recommended. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0. ITEM 14. REPORT FROM CITY MANAGER Ms. Harkins presented a review of the 2010 Owasso Economic Summit. Mr. Ray introduced Police Officer Lem Mutii, commending him for his dedication and service to the City of Owasso. Mr. Stevens responded to a question regarding a privately owned pond located on the southeast 4 Owasso City Council March 16, 2010 corner of 96t" and Garnett Road. Mr. Ray informed Cotmcil members that the City is working toward placing Ordinances in electronic format on the City website. ITEM 15. REPORT FROM CITY ATTORNEY No report. ITEM 16. REPORT FROM CITY COUNCILORS Mr. Cataudella introduced a member of Boy Scout Troop 99 attending the meeting as part of his Citizenship in the Community badge. ITEM 17. NEW BUSINESS None ITEM 18. ADJOURNMENT Mr. Bonebrake moved, seconded by Mr. Stovall, to adjourn the meeting. YEA: Bonebrake, Stovall, Cataudella, Sinex, Guevara NAY: None Motion carried 5-0 and the meeting was adjourned at 7:04 p.m. Stephen Cataudella, Mayor Juliann Stevens, Minute Clerk 5 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni GENERAL TREASURER PETTY CASH CC FORFEIT/APPLEBY -15.00 TREASURER PETTY CASH OC REFUND/HENDRICK 100.00 TREASURER PETTY CASH CC REFUND/IMAGING PARTNER 50.00 TREASURER PETTY CASH CC REFUND/APPLEBY 50.00 TREASURER PETTY CASH CC REFUND/FLOWERS 50.00 TREASURER PETTY CASH CC REFUND USER FEE/FLOWER 60.00 TOTAL GENERAL 295.00 MUNICIPAL COURT FRANK W AMBRUS BAILIFF SERVICES 350.00 TOTAL MUNICIPAL COURT 350.00 MANAGERIAL JPMORGAN CHASE BANK PIKEPASS-FEES 13.80 OFFICE DEPOT INC OFFICE SUPPLIES 9.48 JPMORGAN CHASE BANK MEETING EXPENSE 117.43 JPMORGAN CHASE BANK MEETING EXPENSE 100.00 TWIN CITIES READY MIX, INC CONCRETE 87.00 MILL CREEK LUMBER & SUPPLY SUPPLIES 25.40 MILL CREEK LUMBER & SUPPLY DRILL BIT 11.96 TOTAL MANAGERIAL 365.07 FINANCE OFFICE DEPOT INC OFFICE SUPPLIES 1.42 TOTAL FINANCE 1.42 HUMAN RESOURCES OFFICE DEPOT INC OFFICE SUPPLIES 14.43 JPMORGAN CHASE BANK ATWOODS-CABLE TIES 26.7$ JPMORGAN CHASE BANK CHARACTER BULLETINS 425.68 JPMORGAN CHASE BANK TRAINING EXPENSE 8.60 GREENWOOD PERFORMANCE SYSTEMS INC ASST CM ASSESSMENTS 1,275.00 URGENT CARE OF GREEN COUNTRY, P.L.L RANDOM TESTING 80.00 URGENT CARE OF GREEN COUNTRY, P.L.L PRE-EMLOYMENT TESTING 50.00 TOTAL HUMAN RESOURCES 1,880.49 HR - CHARACTER INITIATIVE JA N Z SIGNS & SHIRTS, INC CHARACTER INITIATIVE 245.00 A N Z SIGNS & SHIRTS, INC ICHARACTER INITIATIVE 235.50 TOTAL HR - CHARACTER INITIATIVE 480.50 GENERAL GOVERNMENT MCAFEE & TAFT LEGAL COLLINS 519.36 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 1,645.16 VMH CORPORATION LEADERSHIP DEVELOPMENT 1,000.00 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL COX 359.80 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL WOFFORD 1,735.27 CINTAS CORPORATION CARPET-MAT CLEANING 27.18 TULSA COFFEE SERVICE INC COFFEE SUPPLIES 94.94 Page 1 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni GENERAL GOVERNMENT.., IKON OFFICE SOLUTIONS, INC COPIER SERVICE & SUPPLIES 285.88 XEROX CORPORATION COPIER SERVICE & SUPPLIES 1,269.36 LONE STAR HOLDINGS, LLC OVERNIGHT LEGAL DOCUMENTS 36.53 TULSA COUNTY ELECTION BOARD ELECTION EXPENSE 510.35 GRAND GATEWAY ECO. DEV. ASSC. PELIVAN TRANSIT SERVICES 4,939.30 AT&T CONSOLIDATED PHONE BILL 592.96 COMMUNITY PUBLISHERS INC MEDIA PUBLICATION/PUBLIC 183.40 COMMUNITY PUBLISHERS INC MEDIA PUBLICATION/PUBLIC 89.60 COMMUNITY PUBLISHERS INC MEDIA PUBLICATION/PUBLIC 88.20 COMMUNITY PUBLISHERS INC MEDIA PUBLICATION/PUBLIC 103.60 MAILROOM FINANCE INC POSTAGE 600.00 OFFICE DEPOT INC OFFICE SUPPLIES 301.14 AEP/PSO ELECTRIC USE 1,638.28 HEARTLAND CONSULTING, INC CONSULTING FEES FY10 10,500.00 AT&T LONG DISTANCE LONG DISTANCE SERVICE 38.52 JPMORGAN CHASE BANK OWASSO COPIER-CONTRACT 360.00 TOTAL GENERAL GOVERNMENT 26,918.83 COMMUNITY DEVELOPMENT SPRINT SPRINT CARDS 79.98 OFFICE DEPOT INC OFFICE SUPPLIES 63.47 TOTAL COMMUNITY DEVELOPMENT 143.45 ENGINEERING JPMORGAN CHASE BANK MAXWELL-SURVEY PAINT 79.15 JPMORGAN CHASE BANK HOME DEPOT-SURVEY STAKES 46.47 SPRINT SPRINT CARDS 119.97 UNIFIRST HOLDINGS LP UNIFORM SERVICE 13.20 UNIFIRST HOLDINGS LP UNIFORM SERVICE 13.20 UNIFIRST HOLDINGS LP UNIFORM SERVICE 13.20 TOTAI ENGINEERING 285.19 INFORMATION TECHNOLOGV SPRINT SPRINT CARDS 79.98 USA MOBILITY WIRELESS, INC PAGER USE 8.70 JPMORGAN CHASE BANK ATLAS-WIRELESS UPGRADES 1,737.94 JPMORGAN CHASE BANK ATLAS-WIRELESS UPGRADE 700.00 JPMORGAN CHASE BANK DELL-INTERNET SECURITY 4,924.10 TOTAL INFORMATIQN TECHNOLOGY 7,450.72 SUPPORT SERVICES JPMORGAN CHASE BANK LOWES-BULB 25.12 AT&T LONG DISTANCE LONG DISTANCE SERVICE 1.57 JPMORGAN CHASE BANK BRAUMS-DOC LUNCHES 37.20 JPMORGAN CHASE BANK RADIOSHACK-SUPPLIES 2.99 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 19.25 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 19,25 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 19.25 Page 2 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni SUPPORT SERVICES... JPMORGAN CHASE BANK P& K EQUIP-FILE 4.75 JPMORGAN CHASE BANK LOWES-BUG SPRAY 12.98 JPMORGAN CHASE BANK LIBERTY-FLAG 11.95 COPY WORLD BUSINESS SOLUTIONS, LLC MAINT CONTRACT-COPIER 110.00 COX COMMUNICATIONS INTERNET SERVICE OLD CENT 69.95 AT&T CONSOLIDATED PHONE BILL 137.94 JPMORGAN CHASE BANK MURPHY SANITARY-SUPPLIES 31.08 SPRINT SPRINT CARDS 119.97 TOTAL SUPPORT SERVICES 623.25 CEMETERY JPMORGAN CHASE BANK P&K EQUIP-SUPPLIES 446.77 JPMORGAN CHASE BANK LOWES-ROCK 17.82 AEP/PSO ELECTRIC USE 35.10 TOTAL CEMETERY 499.69 POLICE SERVICES AEP/PSO ELECTRIC USE 1,132.96 TREASURER PETTY CASH NOTARY FEE 20.00 JPMORGAN CHASE BANK PATROL TECH-CUFF CASE 54.43 JPMORGAN CHASE BANK FITNESS ZONE-FIT PROGRAM 210.00 JPMORGAN CHASE BANK PATROL TECH-PANTS 43.00 JPMORGAN CHASE BANK OWASSO COPIER-CONTRACT 360.00 AT&T LONG DISTANCE LONG DISTANCE SERVICE 38.52 JPMORGAN CHASE BANK TOTAL RADIO-RADAR CAMERA 570.00 OFFICE DEPOT INC OFFICE SUPPLIES 66.42 JPMORGAN CHASE BANK DRY CLEANING-UNIFORMS 1,499.35 AT&T CONSOLIDATED PHONE BILL 369.47 ACCURACY, INC DBA ULTRAMAX AMMUNITI AMMUNITION 2,770.00 FLEET DISTRIBUTORS EXPRESS EQUIPMENT 4,663.78 FLEET DISTRIBUTORS EXPRESS EQUIPMENT 4,088.78 FLEET DISTRIBUTORS EXPRESS EQUIPMENT 4,088.78 FLEET DISTRIBUTORS EXPRESS EQUIPMENT 4,088.78 FLEET DISTRIBUTORS EXPRESS EQUIPMENT 150.00 JPMORGAN CHASE BANK SHOOTING ACADEMY-RANGE 3,532.50 JPMORGAN CHASE BANK ICOP DIGITAL-BATTERIES 143.27 SPRINT SPRINT CARDS 479.88 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 510.15 USA MOBILITY WIRELESS, INC PAGER USE 78.80 JPMORGAN CHASE BANK WALMART-SUPPLIES 34.43 JPMORGAN CHASE BANK DIGITAL RIVER-ANTI VIRUS 51.99 TOTAL POLICE SERVICES 29,045.29 POLICE-DOJ VEST GRANT JPMORGAN CHASE BANK PATROL TECH-VESTS 530.00 TOTAL POLICE-DOJ VEST GRANT 530.00 Page 3 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni POLICE COMMUNICATIONS AEP/PSO ELECTRIC USE 109.51 JPMORGAN CHASE BANK DELL-TONER 309.66 OFFICE DEPOT INC OFFICE SUPPLIES 33.46 JPMORGAN CHASE BANK REASORS-PRISONER MEALS 137.01 USA MOBILITY WIRELESS, INC PAGER USE 37.70 JPMORGAN CHASE BANK SOUTHERN RUBBER-STAMP 21.99 JPMORGAN CHASE BANK NAT'L ACADEMY-RETESTING 30.00 TOTAL POLICE COMMUNICATIONS 679.33 ANIMAL CONTROL AT&T CONSOLIDATED PHONE BILL 45.25 JPMORGAN CHASE BANK HOME DEPOT-SUPPLIES 66.77 JPMORGAN CHASE BANK LOWES-SUPPLIES 54.87 OFFICE DEPOT INC OFFICE SUPPLIES 33.46 AEP/PSO ELECTRIC USE 376.94 AT&T LONG DISTANCE LONG DISTANCE SERVICE 1.80 TOTAL ANIMAL CONTROL 579.09 FIRE SERVICES AT&T LONG DISTANCE LONG DISTANCE SERVICE 9.38 AT&T MOBILITY WIRELESS SERVICE 22.06 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 18•99 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 13.94 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 8•99 JPMORGAN CHASE BANK EQUIPMENT ONE-SHARPENING 5.00 AEP/PSO ELECTRIC USE 1,224.73 JPMORGAN CHASE BANK AMSAN-SUPPLIES 537.63 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 10.63 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 29.03 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 12•99 JPMORGAN CHASE BANK GEORGIA FIRE-TRAINING 94.23 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 13.99 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 13.31 OFFICE DEPOT INC OFFICE SUPPLIES 11.39 JPMORGAN CHASE BANK WALMART-SUPPLIES 186.68 JPMORGAN CHASE BANK AMAZON-TRAINING MATERIALS 12.08 JPMORGAN CHASE BANK OWASSO LUMBER-SAW BLADES 12.79 EQUIPMENT ONE RENTAL & SALES, INC. PARTS & SERVICE 216.55 ACCURATE FIRE EQUIPMENT INC REPRESSURIZING SERVICES 202.80 JPMORGAN CHASE BANK USPS-POSTAGE 15.88 JPMORGAN CHASE BANK LOWES-SUPPLIES 5.55 AT&T CONSOLIDATED PHONE BILL 229.23 JPMORGAN CHASE BANK CONRAD FIRE-PARTS 70.79 JPMORGAN CHASE BANK CONRAD FIRE-PARTS 123.78 JPMORGAN CHASE BANK BUMPER TO BUMPER-PARTS $8•99 BMI SYSTEMS RENTAL OF COPIER/MAINTENA 274.15 OWASSO GLASS, INC WINDOW REPLACEMENTS 172.47 Page 4 Claims List 04/06/10 Budget Unit Titie Vendor Name Payable Description Payment Amouni FIRE SERVICES... USA MOBILITY WIRELESS, INC PAGER USE 254.10 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 2,531.83 SPRINT SPRINT CARDS 319.92 TOTAL FIRE SERVICES 6,743.88 EMERGENCY PREPAREDNES SPRINT SPRINT CARDS 39.99 JPMORGAN CHASE BANK WEC-STORM SIREN ELECTRIC 61.32 AT&T CONSOLIDATED PHONE BILL 23.91 AEP/PSO ELECTRIC USE 104.59 TOTAL EMERGENCY PREPAREDNESS 229.81 STREETS AEP/PSO ELECTRIC USE 1,011.18 UNIFIRST HOLDINGS LP UNIFORM SERVICE 33.04 JPMORGAN CHASE BANK FLEETPRICE-TARP 110.99 JPMORGAN CHASE BANK LOWES-TAX CREDIT -3.83 JPMORGAN CHASE BANK INDUSTRIAL SPLICING-SLING 123.01 JPMORGAN CHASE BANK P&K EQUIP-STARTER ROPE 37.59 JPMORGAN CHASE BANK LOWES-CONCRETE 48.81 JPMORGAN CHASE BANK EQUIP ONE-PROPANE 14.73 JPMORGAN CHASE BANK EQUIP ONE-PROPANE 14.73 JPMORGAN CHASE BANK BUMPER TO BUMPER-CLAMPS 3.36 JPMORGAN CHASE BANK BUMPER TO BUMPER-BOLTS 3.50 JPMORGAN CHASE BANK BUMPER TO BUMPER-BOLTS 5.79 JPMORGAN CHASE BANK QUIKSERVICE-STEEL FOR PIN 33.57 SPRINT SPRINT CARDS 119.97 USA MOBILITY WIRELESS, INC PAGER USE 52.20 WORKHEALTH SOLUTIONS, LLC HEP A+g VACCINES 260.00 TULSA ASPHALT, LLC ASPHALT 344.89 TULSA ASPHALT, LLC ASPHALT 115.22 SIGNALTEK INC FEB. 2010 MAINTENANCE 1,802.75 EQUIPMENT ONE RENTAL & SALES, INC. PROPANE 99.10 TULSA COUNTY BOCC MISC. SIGNS 116.30 OWASSO FENCE CO SIGN POST 23.38 JPMORGAN CHASE BANK OREILLY-BATTERY 64.31 OWASSO FENCE CO WHITE FENCE REPAIR 385.00 TULSA COUNTY BOCC MISC. SIGNS 102.00 TULSA ASPHALT, LLC ASPHALT 194.81 TULSA ASPHALT, LLC ASPHALT 584.80 APAC-OKLAHOMA, INC. ASPHALT 298.46 TULSA ASPHALT, LLC ASPHALT 115.97 WORKHEALTH SOLUTIONS, LLC HEPATITIS A+g VACCINES 260.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE 34.74 UNIFIRST HOLDINGS LP UNIFORM SERVICE 33.04 Page 5 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni TOTAL STREETS 6,443.41 GF - E 86TH ST N/GARN INT TRAFFIC ENGINEERING CONSULTANTS,INC 86 ST N& GARNETT SIGNAL 670.00 TRI-STATE ENGINEERING, INC E 86 ST N& GARNETT RD 8,277.50 TOTAL GF - E 86TH ST N/GARN INT $,947.50 STORMWATER OWASSO TOP SOIL DIRT 60.00 JPMORGAN CHASE BANK HOME DEPOT-MORTAR 9.94 JPMORGAN CHASE BANK HOME DEPOT-STRAPS 35.92 JPMORGAN CHASE BANK P&K EQUIP-EXHAUST SCREENS 31.16 DONALD L. TAYLOR KEYS 5.00 ANCHOR STONE COMPANY SPORTS PARK STORMPIPE 693.05 SHERWOOD CONSTRUCTION CO, INC CONCRETE 205.00 WORKHEALTH SOLUTIONS, LLC HEPATITIS A+g VACCINES 390.00 USA MOBILITY WIRELESS, INC PAGER USE 60.90 JPMORGAN CHASE BANK BROWN FARMS-SOD 35.00 COX COMMUNICATIONS MAINLINE DAMAGES 2,083.92 JPMORGAN CHASE BANK ATWOODS-BAR OIL 18.94 OWASSO FENCE CO FENCE FOR 3 LAKES DAM 947.50 TREASURER PETTY CASH CDL RENEWAL 41.50 UNIFIRST HOLDINGS LP UNIFORM SERVICE 42.70 SPRINT SPRINT CARDS 159.96 UNIFIRST HOLDINGS LP UNIFORM SERVICE 42.70 UNIFIRST HOLDINGS LP UNIFORM SERVICE 42.70 TOTAL STORMWATER 4,905.89 PARKS SPRINT SPRINT CARDS 39.99 AEP/PSO ELECTRIC USE 682.61 JPMORGAN CHASE BANK SECURITY SERVICES 53.71 JPMORGAN CHASE BANK LOCKE SUPPLY-SUPPLIES 95.73 JPMORGAN CHASE BANK ACTION PLUMBING-VALVES 4,860.00 AT&T LONG DISTANCE LONG DISTANCE SERVICE 2.23 UNIFIRST HOLDINGS LP UNIFORM RENTAL/CLEANING 18.45 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 184.38 WASHINGTON CO RURAL WATER DISTRICT MCCARTY PARK WATER 33.50 ROGERS COUNTY RURAL WATER DISTRICT WATER SERVICE-CENTENNIAL 140.50 JPMORGAN CHASE BANK TUCKER JANITOR-SUPPLIES 703.00 UNIFIRST HOLDINGS LP UNIFORM RENTAUCLEANING 18.45 UNIFIRST HOLDINGS LP UNIFORM RENTAUCLEANING 18.45 JPMORGAN CHASE BANK LOWES-SUPPLIES 1.53 AT&T CONSOLIDATED PHONE BILL 182.65 UNIFIRST HOLDINGS LP UNIFORM RENTAUCLEANING 18.45 TOTAL PARKS 7,053.63 Page 6 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni COMMUNITY CENTER AT&T CONSOLIDATED PHONE BILL 129.17 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 938.80 JPMORGAN CHASE BANK CHARACTER BULLETINS 35.00 JPMORGAN CHASE BANK LOWES-LIGHT BULBS 22.96 AT&T LONG DISTANCE LONG DISTANCE SERVICE 3.08 JPMORGAN CHASE BANK REX ART-WATERCOLORS 96•88 OFFICE DEPOT INC OFFICE SUPPLIES 405.47 JPMORGAN CHASE BANK LIGHTING-BALLASTS 175.65 AEP/PSO ELECTRIC USE 488.65 JPMORGAN CHASE BANK EDMBG-EASEL BOXES 45.18 TOTAL COMMUNITY CENTER 2,340.84 HISTORICAL MUSEUM AEP/PSO ELECTRIC USE 76.20 JPMORGAN CHASE BANK DELL-RAM UPGRADE 75.03 AT&T LONG DISTANCE LONG DISTANCE SERVICE 1.51 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 274.81 AT&T CONSOLIDATED PHONE BILL 73.89 TOTAL HISTORICAL MUSEUM 501.44 ECONOMIC DEV BAILEY EDUCATION FOUNDATION ECONOMIC SUMMIT BREAKFAST 1,375.00 BAILEY EDUCATION FOUNDATION ECONOMIC SUMMIT ROOM 397.50 JPMORGAN CHASE BANK MEETING EXPENSE $.38 JPMORGAN CHASE BANK ECONOMIC SUMMIT EXPENSE 150.00 TOTAL ECONOMIC DEV 1,930.8$ FUND GRAND TOTAL 109,224.6 AMBULANCE SERVICE AMERICAN MUNICIPAL SERVICES CORP. COLLECTION SERVICES 309.25 TOTAL AMBULANCE SERVICE 309.25 AMBULANCE AT&T MOBILITY WIRELESS SERVICE $1.14 SPRINT SPRINT CARDS 199.95 OKLAHOMA STATE UNIVERSITY-BURSAR EMS INSTRUCTOR UPDATE 50.00 JPMORGAN CHASE BANK ALLMED-SUPPLIES 424.36 JPMORGAN CHASE BANK ADVANCE AUTO-WIPER BLADES 39.9$ JPMORGAN CHASE BANK ALLMED-CREDIT -181.80 JPMORGAN CHASE BANK MEDTRONIC-CREDIT -420.75 FULLERTON HYDRO-TEST INC. RENTAL OF OXYGEN CYLINDER 40.80 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 18.99 JPMORGAN CHASE BANK ALLMED-SUPPLIES 736.58 JPMORGAN CHASE BANK ALLMED-SUPPLIES 76.20 FULLERTON HYDRO-TEST INC. RENTAL OF OXYGEN CYLINDER 58.80 MEDICLAIMS INC BILLING SERVICES 7,052.60 Page 7 Claims List ~ 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amounl AMBULANCE... JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 636.54 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 651.15 TOTAL AMBULANCE 9,464.54 FUND GRAND TOTAL 9,773.7 E911 COMMUNICATIONS INCOG-E911 E911 ADMIN SVC FEES 5,617.59 AT&T CONSOLIDATED PHONE BILL 276.60 TOTAL E911 COMMUNICATIONS 5,894.19 FUND GRAND TOTAL 5,894.1 HOTEL TAX - ECON DEV HAMPTON CREATIVE, INC BUY OWASSO CAMPAIGN 2,677.00 TOTAL HOTEL TAX - ECON DEV 2,677.00 STRONG NEIGHBORHOODS SPRINT SPRINT CARDS 39.99 TOTAL STRONG NEIGHBORHOODS 39.99 FUND GRAND TOTAL 2,716.9 STORMWATER - STORMWATI DEPARTMENT OF ENVIRONMENTAL QUALITY STORMWATER PERMIT FEE 709.22 TOTAL STORMWATER - STORMWATER 709.22 STRM MGMT - GARNETT DET CHEROKEE BUILDERS CONSTRUCTION SERVICES 48,888.00 TOTAL STRM MGMT - GARNETT DETN 48,888.00 FUND GRAND TOTAL 49,597.2 PARK DEV - MCCARTY RESTF RANDY G. MISER RESTROOM BUILDING PAD 9,850.00 TOTAL PARK DEV - MCCARTY RESTRO 9,850.00 FUND GRAND TOTAL 9,850.0 CI - 86 STR MAIN--MEM SEVEN C'S ENTERPRISES, INC RIGHT OF WAY ACQUISITION 6,300.00 CLYDE H. WILLIAMS RIGHT OF WAY/EASEMENT 7,164.74 GRAY, LAWRENCE, ARD AND ASSOCIATES APPRAISAL FOR ROW 1,800.00 JANIE RIDDELL RIGHT OF WAY ACQUISITION 9,695.90 TOTAL CI - 86 STR MAIN--MEM 24,960.64 CI - TRAFFIC SIGNAL ENHAN TRAFFIC ENGINEERING CONSULTANTS,INC TRAFFIC SIGNAL IMPROVEMEN 1,675.00 Page 8 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni CI - TRAFFIC SIGNAL ENHAN. TRAFFIC ENGINEERING CONSULTANTS,INC SIGNAL SYSTEM ANALYSIS 3,380.00 TOTAL CI - TRAFFIC SIGNAL ENHAN 5,055.00 CI - SPORTSPARK FY09 ANCHOR STONE COMPANY SCREENINGS 86.08 TOTAL CI - SPORTSPARK FY09 86.08 FUND GRAND TOTAL 30,101.7 CITY GARAGE JPMORGAN CHASE BANK LENOX-TOWING 192.40 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 921.45 AT&T CONSOLIDATED PHONE BILL 45.26 JPMORGAN CHASE BANK TULSA CLEANING-FILTER 46.17 JPMORGAN CHASE BANK FULLERTON-02 CYLINDERS 400.00 O'REILLY AUTOMOTIVE INC VEHICLE & TRUCK PARTS 264.14 O'REILLY AUTOMOTIVE INC VEHICLE & TRUCK PARTS 3,207.65 JPMORGAN CHASE BANK ENLOW TRACTOR-PARTS 246.72 JPMORGAN CHASE BANK UNITED FORD-PARTS 46.84 T& W TIRE, LP TIRES FOR TRUCK & TRAILER 431.64 RANDY STARK WINDSHIELD REPLACEMENT 195.00 UNITED ENGINES, LLC DUMP TRUCK REPAIRS 748.16 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 33.27 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 33.27 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 33.27 JPMORGAN CHASE BANK FASTENAL-BOLTS 9•21 JPMORGAN CHASE BANK CLASSIC CHEVY-PARTS 119.56 AT&T MOBILITY WIRELESS SERVICE 59.53 AEP/PSO ELECTRIC USE 606.11 JPMORGAN CHASE BANK TRUCKPRO-REAR LIGHTS 143.62 JPMORGAN CHASE BANK UNITED FORD-CREDIT -75.00 JPMORGAN CHASE BANK UNITED FORD-CREDIT -12.51 AT&T LONG DISTANCE LONG DISTANCE SERVICE 3.29 TOTAL CITY GARAGE 7,699.05 FUND GRAND TOTAL 7,699.0 WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP 264.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP 264.00 Page 9 Claims List 04/06/10 Budget Unit Title Vendor Name Payable Description Payment Amouni TOTAL WORKERS' COMP SELF-INS 1,973.00 WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 491.58 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 289.00 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 823.78 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 9,643.83 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 906.65 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 257.80 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 727,08 CITY OF OWASSO IMPREST ACCOUNT WC-CLAIMS RELATED EXP. 264.00 UNITED SAFETY & CLAIMS INC WC-7PA MONTHLY ADMIN FEES 1,550.00 TOTAL WORKERS' COMP SELF-INS 15,242.72 FUND GRA,ND TOTAL 17,215.7 CITY GRAND TOTAL $242,073.28 Page 10 CITY OF OWASO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 4106/10 VENDOR DESCRIPTION AMOUNT AETNA HEALTHCARE MEDICAL SERVICE 22,722.90 HEALTHCARE MEDICAL SERVICE 34,610.49 HEALTHCARE MEDICAL SERVICE 22,249.85 HEALTHCARE MEDICAL SERVICE 23,211.91 HEALTHCARE MEDICAL SERVICE 49,828.38 ADMIN FEES 16,334.00 STOP LOSS FEES 18,996.75 HEALTHCARE DEPT TOTAL 187,954.28 DELTA DENTAL DENTAL MEDICAL SERVICE 2,146.00 DENTAL MEDICAL SERVICE 5,446.61 DENTAL MEDICAL SERVICE 1,792.00 DENTAL MEDICAL SERVICE 1,932.10 ADMIN FEES 2,006.39 DENTAL DEPT TOTAL 13,323.10 VSP ADMIN FEES 1,237.65 VISION DEPT TOTAL 1,237.65 HEALTHCARE SELF INSURANCE FUND TOTAL 202,515.03 CITY OF OWASSO GENERALFUND PAYROLLPAYMENT REPORT PAY PERIOD ENDING 03/13/10 Department Payroll Expenses Total Expenses Municipal Court 4,586.32 6,163.22 Managerial 19,302.15 26,348.18 Finance 11,759.52 17,001.98 Human Resources 6,042.82 9,016.99 Community Development 13,062.53 17,851.01 Engineering 13,566.05 19,852.29 Information Systems 9,400.58 14,445.53 Support Services 6,805.23 9,710.11 Police 100,849.13 150,227.94 Central Dispatch 10,661.89 17,363.27 Animal Control 2,258.40 3,427.35 Fire 94,492.68 137,634.12 Emergency Preparedness 2,818.43 4,399.83 Streets 6,968.28 11,289.99 Stormwater/ROW Maint. 6,991.76 10,690.92 Park Maintenance 6,603.42 9,958.04 Community-Senior Center 2,972.10 4,770.16 Historical Museum 2,054.82 2,803.95 Economic Development 3,639.32 4,990.17 General Fund Total 324,835.43 477,945.05 Garage Fund Total 4,103.59 6,359.83 Ambulance Fund Total 19,804.25 28,823.11 Emergency 911 Fund Total 3,553.99 5,787.62 Worker's Compensation Total 1,094.88 1,327.64 Strong Neighborhoods 2,102.12 3,097.70 Stormwater Detention 900.00 1,023.32 CITY OF OWASSO GENERALFUND PAYROLLPAYMENT REPORT PAY PERIOD ENDING 03/27/10 Department Payroll Expenses Total Expenses Municipal Court 4,586.31 6,163.22 Managerial 19,321.02 26,372.87 Finance 11,734.51 16,944.41 Human Resources 6,104.45 9,079.08 Community Development 10,653.24 14,754.98 Engineering 14,098.44 20,211.27 Information Systems 9,335.58 14,357.47 Support Services 6,785.23 9,687.49 Police 101,597.69 151,399.65 Central Dispatch 9,917.32 16,440.72 Animal Control 2,218.40 3,383.88 Fire 98,806.24 142,024.26 Emergency Preparedness 2,798.43 4,378.09 Streets 7,719.03 12,156.78 Stormwater/ROW Maint. 6,792.17 10,456.14 Park Maintenance 6,548.43 9,880.51 Community-Senior Center 2,919.03 4,705.20 Historical Museum 2,054.82 2,803.95 Economic Development 3,589.32 4,929.70 General Fund Total 327,579.66 480,129.67 Garaqe Fund Total 4,103.59 6,359.84 Ambulance Fund Total 20,905.16 29,942.74 Emergency 911 Fund Total 3,305.79 5,480.07 Worker's Compensation Total - Strong Neiqhborhoods 2,077.12 3,060.07 Stormwater Detention 600.00 682.20 MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: ANGELA HESS FINANCE DIRECTOR SUBJECT: FISCAL YEAR AUDIT DATE: March 22, 2010 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 proposals for auditing services from public accounting firms. Those proposals included a fixed fee for each of five years. The firm of Cole & Reed, P.C. was selected and a one year contract was approved by City Council. Approval of a contract allows the firm to schedule their audit plan for the coming fiscal year end. The Audit Engagement Letter is attached. The fee for services will be $46,500 which includes $5000 for additional auditing requirements as a result of grants the City is participating in as part of the American Recovery and Reinvestment Act (ARRA). The Audit Committee is satisfied with the quality, expertise and cooperation provided by the firm and wishes to continue to utilize the services of Cole & Reed, P.C. as auditors for the City and its trust authorities. RECOMMENDATION: Staff and Audit Committee recommend that the City Council retain Cole & Reed, P.C. as auditors for the fiscal year ending June 30, 2010. ATTACHMENTS: Cole & Reed, P.C. Audit Arrangement letter dated March 5, 2010 City of Owasso Audit Committee Memorandum dated March 22, 2010 , G' ■ ' ■ R ACCOUNTANTS March 5, 2010 City Council and Audit Committee City of Owasso Owasso, Oklahoma We are pleased to submit the following information about our June 30, 2010 audit plan, including the planned scope and timuzg of our audit, and overall audit approach for the City of Owasso. We believe our audit plan will satisfy our primary objective of rendering a report on the financial statements of the City of Owasso as of June 30, 2010 and for the year then ended. Communication Effective two-way communication between our Firm and the members of the audit coinmittee is important to understanding matters related to the audit and in developing a constructive working relationship. Your insights may assist us in understanding the City of Owasso and its environment, in identifying appropriate sources of audit evidence, and in providing information about specific transactions or events. We will discuss with you your oversight of the effectiveness of internal control and any areas where you request additional procedures to be undertaken. We expect that you will timely communicate with us any matters you consider relevant to the audit. Such matters might include strategic decisions that may significantly affect the nature, timulg, and extent of audit procedures, your suspicion or detection of fraud, or any concerns you may have about the integrity or competence of senior management. We will timely communicate to you any fraud involving senior management and other fraud that causes a material misstatement of the financial statements, illegal acts that come to our attention (unless they are clearly inconsequential), and disagreements with management and other serious difficulties encountered in performing the audit. We also will communicate to you and to management any significant deficiencies or material weaknesses in internal control that become known to us during the course of the audit. Other matters arising from the audit that are, in our professional judgment, significant and relevant to you in your oversight of the financial reporting process will be communicated to you in writing after the audit. F-+++++ ++I--_++ 1- +1 ++r +d-+ F- 4 ++++1 + ++++41 1 ; r+++++ F{ a i FI + ti+ +1++-++++IL+F1++ +I t11-,+ +F+I,+L1 531 Couch Dr. Suite 200 rEL. 405.239.7961 RSM NdCGIadre" Net4h~~~~-h --I--I-I- F.-f-fi.i.-F.-f-----4...I i- ++-F -Ii+--+1++ -F f -f-+ i Tr ' -F+ t -;-I p ' ' Oklahoma Ci3' , OK FAx 405.235.0042 FT-`-F+t+++-I-, ~i + r qF+i- +a r++~-+++1 -I i--F-I- A;InGependentlyDwnetlldember -~--I-~r'r~-+tF',-+-F-F-F -li--h-}--~F}~-+ +-i-i-+i--F-F~-i-i--- 73102-2251 WEES www.coleandreed.com --F 4-+-F-I----I--i +-F'-i-++r+.i_f..f -Li++ . i...r.i--'r t-F'--~-r F-I-1-+ ++i--:- . --I-t-I-rl-t-f-+ +++++A +I-++1 F-~- f++ it-=-I-~d_I +++•}}-;.+...~--F Independence Our independence policies and procedures are designed to provide reasonable assurance that our firm and its personnel comply with applicable professional independence standards. Our policies address financial interests, business and family relationships, and non-audit services that may be thought to bear on independence. For example, without our permission no partner or professional employee of Cole & Reed is permitted to own any direct financial interest or a material indirect financial interest in a client or any affiliates of a client. Also, if an immediate family member or close relative of a partner or professional employee is employed by a client in a key position, the incident must be reported and resolved in accordance with Firm policy. In addition, our policies restrict certain non-audit services that may be provided by Cole & Reed and require audit clients to accept certain responsibilities in connection with the provision of permitted non-attest services. Engagement Objectives Our primary objective is to conduct our audit in accordance with auditing standards generally accepted in the United States of America which may enable us to express an opinion as to whether the financial statements are fairly presented, in all material respects, in accordance with accounting principles generally accepted in the United States of America. Our audit is planned to provide reasonable, not absolute, assurance that the financial statements are free of material misstatement, whether caused by error, fraudulent financial reporting or misappropriation of assets. Because the determination of abuse is subjective, Government Auditing Standards do not expect us to provide reasonable assurance of detecting abuse. We will also conduct an audit so as to satisfy the requirements of Government Auditing Standards issued by the Comptroller General of the United States [as well as the audit requirements imposed by the Single Audit Act and the U.S. Office of Management and Budget (OMB) Circular No. A-1331. Audit Planning Process Our audit approach places a strong emphasis on obtaining an understanding of how your entity functions. This enables us to identify key audit components and tailor our procedures to the unique aspects of your entity. The development of a specific audit plan will begin by meeting with you and with management to obtain an understanding of business objectives, strategies, risks, and performance. We will obtain an understanding of internal control to assess the impact of internal control on determining the nature, timing and extent of audit procedures, and we will establish an overall materiality limit for audit purposes. We will conduct formal discussions among engagement team members to consider how and where your financial statements might be susceptible to material misstatement due to fraud or error. We will use this knowledge and understanding, together with other factors, to first assess the risk that errors or fraud may cause a material misstatement at the financial statement level. The assessment of the risks of material misstatement at the financial statement level provides us with parameters within which to design the audit procedures for specific account balances and classes of transactions. Our risk assessment process at the account-balance or class-of- transactions level consists of: • An assessment of inherent risk (the susceptibility of an assertion relating to an account balance or class of transactions to a material misstatement, assuming there are no related controls); and • An evaluation of the design effectiveness of internal control over financial reporting and our assessment of control risk (the risk that a material misstatement could occur in an assertion and not be prevented or detected on a timely basis by the City of Owasso's internal control). We will then determine the nature, tiinuig and extent of tests of controls and substantive procedures necessary given the risks identified and the controls as we understand them. The Concept of Materiality in Planning and Executing the Audit In planning the audit, the materiality limit is viewed as the maximum aggregate amount of misstatements, which if detected and not corrected, would cause us to modify our opinion on the financial statements. The materiality limit is an allowance not only for misstatements that will be detected and not corrected but also for misstatements that may not be detected by the audit. Our assessment of materiality throughout the audit will be based on both quantitative and qualitative considerations. Because of the interaction of quantitative and qualitative considerations, misstatements of a relatively small amount could have a material effect on the current financial statements as well as financial statements of future periods. At the end of the audit, we will inform you of all individual unrecorded misstatements aggregated by us in connection with our evaluation of our audit test results. Audit Approach Our audit approach includes obtaining and updating an understanding of: • The City of Owasso's operations. This understanding allows us to concentrate audit efforts on those aspects of the City of Owasso that are significant to the financial statements and major federal programs. • Internal control and its component elements. • Changes to the City of Owasso's significant information systems during the last year. • Fraud risk factors within the City of Owasso which may be indicative of either fraudulent financial reporting, noncompliance or misappropriation of assets. • The cumulative audit knowledge we have gained from previous years' audits. • New technical accounting and financial reporting requirements that will irnpact recognition, measurernent or disclosure in the June 30, 2010 financial statements. Internal Control and Compliance Our review and understanding of the City of Owasso's system of internal control is not undertaken for the purpose of expressing an opinion on the effectiveness of its internal control. Rather, it is to assess the impact of internal control on determining the nature, timulg and extent of auditing proceduxes. Recommendations for improving internal control that come to our attention will be summarized for discussion with management and the audit committee. We will issue reports on intemal control related to the financial statements and major programs. These reports describe the scope of testing of internal control and the results of our tests of intemal controls. 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 the requirements of the standards and circular identified above. We will issue reports on compliance with laws, regulations, and the provisions 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. 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 contracts; and any state or Federal grant, entitlement or loan program questioned costs of which we become aware, consistent with the requirements of the standards and circular identified above. Using the Work of Internal Auditors As part of our understanding of internal control, we will obtain and document an understanding of your internal audit function. We will read relevant internal audit reports issued during the year to determine whether such reports indicate a source of potential error or fraud that would require a response when designing our audit procedures. Because internal auditors are employees, they are not independent and their work can never be substituted for the work of the extemal auditor. We may, however, alter the nature, timing and extent of our audit procedures based upon the results of the internal auditor's work or use them to provide direct assistance to us during the performance of our audit. Timing of Procedures We have scheduled preliininary audit fieldwork for June 2010 with final fieldwork commencing in October 2010. Management's adherence to its closing schedule and timely completion of information used by us in performance of the audit is essential to meeting this schedule and completing our audit on a timely basis. Engagement Team Mike Gibson will continue to be responsible for coordination of audit and other services to the City of Owasso. Barring unanticipated changes or employee turnover, Mike will be supported by an engagement team consisting of: • Julie Jungman, Audit Manager • Krissy Marberry, In-Charge Auditor Additional staff may be assigned to the engagement as well. Closing This letter is intended solely for the information and use of the members of the City Council and Audit Coirunittee, and management, of the City of Owasso and is not intended to be and should not be used by anyone other than the specified parties. We will be pleased to respond to any questions you have about the foregoing. We appreciate the opportunity to be of service to the City of Owasso. Very truly yours, Cole & Reed Mike Gibson, Pariner MC■ R ■ R ACCOUNTANTS March 5, 2010 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, 2010. 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, 2010 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, 2010 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 deternlination 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 iinmaterial to the financial statements. An audit also includes assessing the accounting 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. _F _1. _F_ _F. _F _I_ i t 1_ a- .7 a T ; ~ .r d_ t } _h. .4_ ~...i_ . + -F+ i_ + F _t. i I- _ _I.. _I-' + 1 +4- -4- d_ ;-4 + k t+ -I- i r4++++ + + + + f++++ i I{ a-~+T+. t- 531 Couch Dr. Suite 200 reL. 405.239J961 RSM W•G'adrl-~/ `~eL~pjUrl,i { --I_ - F h.-I__'- r i. i..._.1 Ii--f +-Fi t F i-+ t I_+l+ ,~-t+ if--f...f-.t.{.. 1' Oklahoma CityOK FAx 405.235.0042 +7-~ ++++F+---I-~--F-f--I--F~-~+ +T+++-F-f-+-FL~+++ i-I--f----I- ' AnlndePciacntly0wnedW-bcr , -F++++ t+++++ i+ r~++++++ i r+++, t++ 73102-2251 weB www.coleandreed.com 4 -+-f-i.F.l.A_{-}1.++-+-++4 +-I-+++-F++++++-I-+-F~-+1.}..'r_t.}+ -f-i...{_7. F -I - I I- -F;--b+-I-+-I- ;--k --F+ ! -++T+-F++++-r+t F : T~--I-+t+i-T++7: 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, 2010. Reports on internal control related to the financial statements and major programs. These reports will describe the scope of testing of internal 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. Based upon the prelimulary Schedule of Expenditures of Federal Awards provided by the City, the major programs that are to be audited (one subject to approval) include: 1. U.S. Environmental Protection Agency - 66.468 - three programs - one ARIZA 2. Department of Energy - CNG Fuel & Vehicle Conversion - 81.041 - ARRA - tentative - not yet approved 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 performulg 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 condiiions 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 ar formitlg an opinion, we retain the unilateral right to take aT1y 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 informulg 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 xequire 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 coiiunittee and the City Council are responsible for informing us of its views about the risks of fraud within the entity, and its knawledge of any fraud or suspected fraud or abuse affecting the entity. We will also deterinule that certain matters related ta 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 perfornvng 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 wi11 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 be as follows: • Audit of financial statements $41,500 • OMB Circular A-133 audit requirements o US EPA Grants - a113 3,000 o Department of Energy Grant - if funded 2,000 Total Professional Fees $46,500 Note that if the City were to enter into other grant agreements that are deterniined to be major programs, we will discuss the impact the addition of such awards will have an our professional fees at that time. It is expected, however, that such fees would be comparable to the costs listed above. 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 inforxnation. If this letter defines the arrangements as ynu understand them, pleASe sigil the enclosed copy, and return it to us. We appreciate your business. Very truly yours, , Mike Gibson For The Firm Cole & Reed, P.C. Confirmed on behalf of the addressee: Signature Title CITY OF OWASSO, OKLAHOMA June 30, 2010 PROPOSED AUDIT CALENDAR Planning, System Walk-Throughs and Tests of Controls May In May 2010, the City wiil provide Cole & Reed with a preliminary schedule of expenditures of federal awards tha t includes expenditures by CFDA No. through April 30, if available, or otherwise through March 31. 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, 2010, the City will provide Cole & Reed with all of the Fund Trial Balances as of April 30, 2010. 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 21, 2010 to perform inost of the above procedures We will perforxn 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 4, 2010. This presumes that we receive all of the adjusted trial balances and other PBC Items from City offices by October 2, 2010. We need to have a few days in our office prior to the start of fieldwork to assimilate and coordinate everything. Audit Wrap-Up Following is the proposed calendar for the audit wrap-up: • Draft provided by November 15, 2010 • City response to draft -November 24, 2010 • Meeting with Audit Committee - December 2 or 3, 2010 • Meeting with City Council - December 14 MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: KEVIN CAVANAH CITY OF OWASSO AUDIT COMMITTEE, CHAIR SUBJECT: FISCAL YEAR AUDIT DATE: March 22, 2010 SACKGROUND: In April 2006, the city accepted proposals for auditing services frorn public accounting firms. Those proposals included a estimated fixed fee for each of the five years. The firm of Cole & Reed, P.C. was selected and a one year contract was approved by City Council. The Audit Committee met on March 22, 2010 to review the proposed Arrangement Letter, fees of $46,500 and the audit calendar for the year ended June 30, 2010. The Audit Committee is satisfied with the yuality, expertise and cooperation provided by the firm and wishes to continue to utilize the services of Cole & Reed, P.C. as auditors for the City and its trust authorities. RECOMMENDATION: The Audit Committee recommends that the City Council retain Cole & Reed, P.C. as auditors. Kevin Cava City of Owasso Audit Committee, Cha.ir MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: STEVEN F. ALBERT, P.E., CFM CITY ENGINEER SUBJECT: RESOLUTION NO. 2010-03, AUTHORIZING INTERSECTION MODIFICATIONS AND TRAFFIC SIGNALS - OWASSO ARRA: EAST 86TH STREET NORTH AT GARNETT ROAD DATE: Apri12, 2010 REQUEST FOR ACTION: The staff is requesting City Council approval of Resolution No. 2010-03, authorizing the Mayor to execute an agreement between the City of Owasso and the Oklahoma Department of Transportation (ODOT) for the administration of the E. 86th Street North and N. Garnett Road Intersection Modification Project. BACKGROUND: The City of Owasso is the recipient of funds in the total amount of $339,360 for improvements to be made to the intersection of East 86th Street North and Garnett Road. The amount of $317,255 will be distributed through the American Recovery and Reinvestment Act (ARRA) and the remaining $22,105 distributed through the Federal-aid Surface Transportation program (STP). The project will be administered by ODOT in conjunction with INCOG. Planning for the improvements began with development of a concept plan as a project of the Public Works Engineering Division in 2009, which was subsequently approved for funding by the Oklahoma Department of Transportation (ODOT). Improvements include the following items: • Addition of a 140 foot long right-turn lane from westbound 86r" Street to northbound Garnett • Addition of a 120 foot long right-turn lane from northbound US Hwy 169 Frontage Road to eastbound 86r" Street • Addition of a 120 foot long left-turn lane from northbound US Hwy 169 Frontage Road to westbound 86t" Street • Revising the lane markings for southboiind Garnett to provide for dedicated dual-left turn lanes to eastbound 86t" Street and converting the westernmost southbound lane to a straight and right-turn lane combination In December, 2009 the City entered into an Agreement for Engineering Services with Tri-State Engineering for the preliminary and final design of the improvement project. The design has been reviewed by ODOT and is now in the final stages of their approval process. PROJECT SCHEDULE: The acquisition of right-of-way or significant utility relocation costs are not anticipated. Pending City Council approval of the requested Project Agreement, ODOT will initiate bidding of the project and award a contract, after which construction would commence in approximately 90 days. The staff anticipates the improvements could be completed by November, 2010. PROJECT AGREEMENT: The Project Agreement incorporates responsibilities of the governmental entities who are parties to the improvement project. Key provisions of the Project Agreement (Attachment B) are as follows: • The City of Owasso is responsible for preparing engineering plans for the project. The city contracted with Tri-State Engineering to complete this work. • The City of Owasso is responsible for maintenance of the completed project including street and sidewalk pavement, curbs, drainage systems, traffic signals, street lighting and striping. • Based upon previous authorization from INCOG, ARRA funding shall be used to provide for 99% of the awarded contract construction costs in an amount not to exceed $317,255. • Federal-aid Surface Transportation Program funds (STP) allocated to INCOG will be used to finance the remaining 1% of the construction costs and 100% of the ODOT contract administration costs for an estimated total of $22,105. • The total project cost, including construction and ODOT contract administration fees, is estimated to be $339,360. If the accepted construction bid exceeds the funding limit authorized by the ARRA, the City is responsible for excess costs. However, staff expects that project bids will come in under limit. The plans include alternative items which may be removed to reduce costs if the bids come in above the funding limits. FUNDING: The project is funded through the American Recovery and Reinvestment Act (ARRA) under terms of an Agreement between ODOT, in partnership with INCOG, and the Federal Highway Administration. RECOMMENDATION: Staff recommends City Council approval of Resolution No. 2010-03, authorizing the execution of a Project Agreement for Federal Aid Project Number STP-STIM (507) IG by and between the City of Owasso and the Oklahoma Department of Transportation, for the purpose of intersection and traffic signal modifications at the East 86t" Street North and Garnett Road Intersection. ATTACHMENTS: A. Preliminary Plan of Intersection B. Proj ect Agreement C. Resolution 2010-03 ~ u F- LL W 3 = ~ Li + . . ~ tii ~ .:m - . ~ . E~ . L~ LL . f ~ ~ . ~ 9 5• ~ ~ ~C ~ t 1 3 yy ~ ~ ~ + » ~ ~ ^ o € A 7 , ~ I r s i \ r s~ ~ ~ l~y. ~ ~ ~ ~ ~ ~ _ ~ ~ O t N rr s o ~ ~ ~ ~ r,. ~ d r _ ~ ~ ..~~.r - ~ ,j ~ C) ~ ~ ~n+0o. , rj j wa ••3 . w ~ , ~ _ ~ ~ . ' ? . - ~ .zt - ~ t --,ei STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) O i PROJECT AGREEMENT This Agreement made the day and year last written below, by and between the Oklahoma Department of Transportation, hereinafter referred to as the DEPARTMENT, and the City of OWASSO, hereinafter referred to as the CITY, which may be referred to collectively as the PARTIES for the following intents and purposes and subject to the following terms and conditions, to wit: WITNESSETH: Whereas, the DEPARTMENT is charged under the law of the State of Oklahoma with construction and maintenance of State Highways; and, Whereas, the DEPARTMENT is by terms of agreements with the Federal Highway Administration and in partnership with the Indian Nations Council of Governments (INCOG) , responsible for the management and construction of American Recovery and Reinvestment Act (ARRA) projects within the State of Oklahoma; and, Whereas, the CITY has been identified as the beneficiary and sub-recipient of such a federally funded project; and, Whereas, receipt of the benefits of this project will require that the CITY assume certain financial responsibilities; and, Whereas, the CITY is a municipal corporation and a charter city created and existing under the constitution and laws of Oklahoma; and, Whereas, the laws and constitution of the State of Oklahoma impose fiscal restrictions on the CITY and its ability to insure financial obligations; and, Whereas, the PARTIES hereto recognize those financial limitations and agree that the financial obligations assumed by the CITY by the terms of this Agreement are enforceable only to the extent as may be allowed by law or as may be determined by a Court of competent jurisdiction; and, 1 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) Whereas, it is understood that, by virtue of the Oklahoma Constitution Article 10 section 26, the payment of CITY funds in the future will be limited to appropriations and available revenues in the then current CITY fiscal year. Now therefore, subject to the limitations herein before described, the DEPARTMENT and the CITY do agree as follows: 1) The CITY requested that certain street improvements be approved by the Oklahoma Transportation Commission as were previously programmed by the CITY and designated as Federal-aid Project STP -STIM (507) IG, State Job Number 27383(04) and which consist of actual improvements as follows: INTERSECTION MODIFICATION AND TRAFFIC SIGNALS OWASSO ARRA: EAST 86TH STREET NORTH AT GARNETT ROAD 2) The CITY has prepared or caused to be prepared plans for construction of this federal-aid project and agrees that all construction shall be in conformance with the furnished plans which are incorporated with and made a part of this Agreement. 3) The CITY agrees that the furnished plans are, at a minimum, in conformance with the Oklahoma Department of Transportation 1999 Standard Specification for Highway Construction. 4) The CITY agrees that the CITY is responsible for furnishing all right-of-way far this federal- aid project, free and clear of all obstructions and encroachments; and that the CITY shall at its sole expense maintain the project after construction. 5) The CITY agrees to the location of the subject project and acknowledges receipt of and adopts the plans for said project as the official plans of the CITY for the streets, boulevards, arterial highways and/or other improvements contained therein; and further the CITY affirmatively states that it has fully and completely examined these plans and does hereby warrant to the DEPARTMENT the CITY's complete satisfaction with these plans, and the fitness of the plans to construct the aforesaid project. 6) The CITY certifies that the project design plans comply, and the project when completed will comply, with the requirements of the Americans with Disabilities Act (ADA) of 1990 (42 USC 12101 - 12213), 49 CFR parts 27, 37 and 38 and 28 CFR parts 35 and 36. The CITY shall be exclusively responsible for integrated ADA compliance planning for all city streets, sidewalks and other facilities provided for public administration, use and accommodation which is required of recipients and sub-recipients by 49 CFR § 27.11. State highways continued through corporate limits of the city shall be included in the CITY's comprehensive compliance plans. 2 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) 7) The PARTIES hereto agree to comply with all applicable laws and regulations meeting Environmental Protection Agency (EPA) requirements for pollution prevention including discharges from storm water runoff on this project. The DEPARTMENT shall require the contractor who may be awarded the project to meet all Oklahoma Department of Environmental Quality (ODEQ) requirements for storm water runoff on this project. It is agreed that the project plans and specifications, required schedules for accomplishing the temporary and permanent erosion control work, the storm water management plan (SWMP) sheet, and appropriate USGS topographic map contained in the plans constitute the storm water management plan far the project described previously in this document. Further, if required, the DEPARTMENT shall require the contractor to file a Notice of Intent (NOI) for Starm Water Discharges Associated with CONSTRUCTION ACTIVITY LTNDER THE OPDES General Permit with the Oklahoma Department of Environmental Quality which authorizes the storm water discharges associated with construction activity from the construction site and to develop if required a Storm Water Pollution Prevention Plan (S WPPP). 8) The CITY agrees to prohibit parking on that portion of the project within the corporate limits of the CITY, except as may be indicated in the plans or hereafter approved by agreement with the DEPARTMENT. The CITY further agrees not to install or permit to be installed any signs, signals, or markings not in conformance with the standards approved by the Federal Highway Administration and Manual on Uniform Traffic Control Devices (MUTCD). 9) The CITY further agrees and warrants to the DEPARTMENT that subsequent to the construction of said project, the CITY will: a) Erect, maintain and operate traffic control devices, including signals, signs and pavement markings only in accordance with 47 O.S. 1991 Section 15-104, 15-105 and 15-106, and subject to the Agreement of the DEPARTMENT: i) In the event that any traffic signal installed hereunder is no longer needed for the purposes designated herein, then the traffic signal installed hereunder shall not be removed by the CITY to any point other than that which is approved by the DEPARTMENT prior to such removal. ii) In the event there is no mutually agreed location for reinstallation, the CITY will assume complete ownership of the equipment following removal, if the installation is ten (10) years old or older. If the installation is less than ten (10) years old, and: 3 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) (1) the CITY desires total ownership of the equipment, the CITY shall reimburse the DEPARTMENT the original Federal funding percentage share of the original equipment costs only, amortized for a ten (10) year service life, interest ignored, and assuming straight line depreciation. (2) the CITY does not desire total ownership of the equipment, the CITY shall sell the equipment at public auction to the highest bidder. The CITY shall reimburse the DEPARTMENT the original Federal funding percentage share of the proceeds of such sale. b) Subject to agreement with the DEPARTMENT, regulate and control traffic on said project, including but not limited to, the speed of vehicles, parking, stopping and turns and to make no changes in the provisions thereof without the approval of the DEPARTMENT. It shall be the responsibility of the CITY to notify the DEPARTMENT of any changes necessary to insure safety to the traveling public. c) Maintain all drainage systems and facilities constructed, installed, modified or repaired in conjunction with this project or as may be otherwise necessary to insure proper drainage for road surfaces constructed under the terms of this Agreement. d) Maintain all curbs and driveways abutting road surfaces constructed under the terms of this Agreement and all sidewalks adjacent thereto. e) Maintain all right-of-way areas adjacent to road surfaces, including erosion control and periodic mowing of vegetation in a manner consistent with applicable codes, ordinances and regulations. f) Make ample provision annually for proper maintenance of items heretofore delineated as the responsibility of the CITY, including the provision of competent personnel and adequate equipment, and specifically, to provide all required special maintenance of the project during the critical period immediately following construction. g) Keep all permanent right-of-way shown on said plans free from any encroachment and take immediate action to effect the removal of any encroachments upon notification by the DEPARTMENT. 10) The CITY further agrees and warrants to the DEPARTMENT concerning sign and highway facility lighting that: a) The CITY will upon notice from the DEPARTMENT Engineer provide at its own expense all required electrical energy necessary for all preliminary and operational tests of the highway lighting facilities. 4 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) b) Upon completion of the construction of said project by the DEPARTMENT, the CITY will be responsible for the maintenance and cost of operation of these highway lighting facilities, including all appurtenances thereto and including the sign lighting facilities. c) It is specifically understood and agreed that the highway lighting and sign lighting facilities specified herein shall be continuously operated during the hours of darkness between sunset and sunrise and shall not be altered, removed or be allowed to cease operation without the mutual written consent of the DEPARTMENT and the CITY. d) The CITY agrees to provide, on a periodic schedule, an inspection, cleaning and a re- lamping maintenance program to assure the maximum efficiency of the highway lighting facilities. e) In the event that highway lighting facilities installed hereunder are no longer needed for the purposes designated herein, then the highway lighting facilities installed hereunder shall not be removed by the CITY to any point other than that which is approved by the DEPARTMENT prior to such removal. f) In the event there is no mutually agreed location for reinstallation, the CITY will assume complete ownership of the equipment following removal, if the installation is twenty (20) years old or older. If the installation is less than twenry (20) years old, and: (1) the CITY desires total ownership of the equipment, the CITY shall reimburse the DEPARTMENT the original Federal funding percentage share of the original equipment costs only, amortized for a twenty (20) year service life, interest ignored, and assuming straight line depreciation. (2) the CITY does not desire total ownership of the equipment, the CITY shall sell the equipment at public auction to the highest bidder. The CITY shall reimburse the DEPARTMENT the original Federal funding percentage share of the proceeds of such sale. 11) The CITY agrees, affirms and warrants to the DEPARTMENT that the CITY will be responsible, during the period of construction, for any repairs or maintenance to the approved detour route or any other street which may be required as a result of additional traffic. 12) The CITY agrees to comply with Title VI of the Civil Rights Act of 1964, 78 O.S. § 252.42, U.S.C. §2000d-et seq., and all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, of Secretary of Transportation, Part 21 -"Nondiscrimination in federally assisted Programs of the Department of Transportation-Effectuation of Title VI of the Civil Rights Act 1964." 5 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) 13) The CITY agrees that it will, by Resolution, duly authorize the execution of this Agreement by the proper officials, and attach copies of such Resolution to this Agreement. 14) The DEPARTMENT and the CITY mutually recognize that each party is a governmental entity subject to the provisions of the Governmental Tort Claims Act (51 O.S. 1991 § 151 et seq.). The DEPARTMENT and the CITY hereby mutually agree that each is and may be held severally liable for any and all claims, demands, and suits in law or equity, of any nature whatsoever, praying for damages ar otherwise, arising from any negligent act or omission of any of their respective employees, agents or contractors which may occur during the prosecution or performance of this Agreement to the extent provided in the Governmental Tort Claims Act. Each party agrees to severally bear all costs of investigation and defense of claims arising under the Governmental Tort Claims Act and any judgments which may be rendered in such cause to the limits provided by law. Nothing in this section shall be interpreted or construed to waive any legal defense which may be available to a party or any exemption, limitation or exception which may be provided by the Governmental Tort Claims Act. 15) Based on a total estimated construction and contract administration cost of $339,360, the CITY agrees that local funds shall be used to provide 100% of any construction costs determined to be ineligible for federal participation (estimated at $0) and 100% percent of the participating project costs exceeding the funding limits provided by federal American Recovery and Reinvestment Act funds (ARRA) or federal Surface Transportation Program funds (STP) (estimated at $0). The CITY's total obligation is presently estimated at $0. Any amount due shall be deposited with the DEPARTMENT prior to advertisement for bids. CITY funding is detailed in Appendix A. 16) The DEPARTMENT, based on authorization from INCOG, agrees that federal American Recovery and Reinvestment Act funds (ARRA) shall be used to provide a fixed, not to exceed amount, based on a maximum of 99% of the eligible awarded contract amount, currently estimated at $317,255. Federal-aid Surface Transnortation Program funds (STP) allocated to INCOG shall be provided to finance the balance of eligible construction costs, estimated at $3,205, and 100% of eligible contract administration costs, estimated at $18,900. Total STP funds are estimated at $22,105. Federal funding is detailed in Appendix A. 17) It is understood by the CITY and the DEPARTMENT that the funding participation stipulated herein may be altered due to bid prices, construction supervision costs, and non- participating costs incurred during construction. Upon final acceptance of this project, the 6 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) amount of Federal funds and the amount previously deposited by the CITY will be deducted from the total cost and a refund will be made by the DEPARTMENT to the CITY or additional funding will be requested from the CITY. 18) It is understood by the CITY that no State funds are to be utilized in any phase or aspect of this project. Only CITY and Federal funds are to be utilized. 19) Upon approval of this Agreement and the plans, specifications, and estimates by the DEPARTMENT and Federal Highway Administration, if applicable, the DEPARTMENT shall agree to advertise and let the contract for this project in the usual and customary legal manner. It is agreed that the project herein described is proposed to be financed as previously set forth, and that this Agreement, all plans, specifications, estimates of costs, acceptance of work, payments and procedures in general hereunder are subject in all things at all times to all Federal laws, regulations, orders and approvals as may be applicable hereto. 20) The DEPARTMENT agrees to construct said project in strict accordance with the plans furnished and approved by the CITY, provided that upon consultation with and agreement by the CITY, the DEPARTMENT shall have the right to make such changes in the plans and specifications as are necessary for the proper construction of the project. The DEPARTMENT shall provide competent supervision at all times that the wark is in progress. The CITY shall have inspectors on the project site as the CITY determines necessary to insure construction of the project to the satisfaction of the CITY and shall have representatives available for consultation with the DEPARTMENT's representatives in order to cooperate fully to the end of obtaining work strictly in accordance with the CITY's approved plans and specifications. 21) The CITY agrees that the CITY will participate in the review, evaluation, and resolution of contractor claims where the contractor may allege delay, differing site conditions or any other basis for recovery of contract damages due to the failure of the CITY to accomplish timely utility relocation, site conditions which are not as represented on the plans or plan errors impacting on project constructability ("contractor claims"). a) If early resolution of a contractor claim is not possible the CITY will participate and facilitate the defense of any formal contractor claim submitted before the American Arbitration Association or any other such alternative dispute resolution body. If mediation is unsuccessful the CITY will join with the Department in the defense of the action and as a party defendant will defend with the Department any action brought by the contractar in the District Court alleging breach of contract for delay, change of site conditions or any other basis for recovery of contract damages. 7 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) b) In any instance where a contractor claim is settled for an agreed amount after the negotiation of the parties ar mediation the CITY will pay participant share of the settlement amount and established by the participation agreement likewise, the CITY will pay it's proportionate share of awards by judgment of the District Court to include costs and attorney fees for the prevailing party, if awarded. 22) Failure by the CITY to fulfill its responsibilities under this Agreement will disqualify the CITY from future participation in any Federal-aid project. Federal funds are to be withheld until such time as the deficiencies in regulations have been corrected or the improvements to be constructed under this Agreement are brought to a satisfactory condition of maintenance. 23) It is further specifically agreed and understood between the CITY and the DEPARTMENT that the project will be built in accordance with the plans and specifications, and upon final acceptance by the CITY and the DEPARTMENT of this project, the CITY does hereby accept full, complete and total responsibiliry for the maintenance of this project as provided in this Agreement. The CITY does not waive any rights against any contractor(s) with respect to defects, hidden or otherwise, in materials or workmanship. The CITY does not, pursuant to this provision or any other provision in this Agreement, waive its sovereign immunity or any exemption from, exception to, or limitation of liability as provided in the Governmental Tort Claims Act. 24) The Secretary of the DEPARTMENT may terminate the contract in whole, or from time to time in part, whenever: a) The requisite federal funding becomes unavailable through failure of appropriation or otherwise. b) The contractor is prevented from proceeding with the work as a direct result of an Executive Order of the President with respect to the prosecution of war or in the interest of national defense, or an Executive Order of the President or Governor of the State with respect to the preservation of energy resources. c) The contractor is prevented from proceeding with the work by reason of a preliminary, special, or permanent restraining order of a court of competent jurisdiction where the issuance of such an order is primarily caused by the acts or omissions of persons or agencies other than the contractor. d) The Secretary determines that such termination is in the best interest of the State. 8 STP-STIM(507)IG STIMULUS PROJECT AGREEMENT JOBPIECE 27383(04) IN WITNESS WHEREOF, the Director of the Department of Transportation, pursuant to authority vested in him by the State Transportation Commission, has hereunto subscribed his name as Director of the Department of Transportation and the CITY has executed same pursuant to authority prescribed by law for the CITY. The CITY on this day of and the DEPARTMENT on the day of , APPROVED AS TO FORM City of OWASSO AND LEGALITY ~.W6a.«t,i City ttorney Mayor ATTEST: City Clerk (Seal) STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION Recommended for Approval Local Government Director of Capital Programs Division Manager APPROVED AS TO FORM APPROVED: AND LEGALITY General Counsel Deputy Director/Chief Engineer 9 Summary Stimulus $317,255.40 APPENDIX A $22,104.60 Summary CITY Job iece Project WorkType Description 27383(04) STP- STIM(507)IG Intesection Mod & Traffic Signals CONSTRUCTION OWASSO: 86th & Garnett INSPECTION Item Estimate 99% Stimulus 1% STP CITY 100% STP Inspection 100% CITY Inspection Roadway $200,000.00 $198,000.00 $2,000.00 $0.00 $12,000.00 Construction $15,000.00 $14,850.00 $150.00 $0.00 $900.00 Traffic $100,000.00 $99,000.00 $1,000.00 $0.00 $6,000.00 Staking $5,460.00 $5,405.40 $54.60 $0.001 $0.00 Bride $0.00 $0.00 $0.00 $0.00 Add Alternate 1 Add Alternate 2 utility 1 $0.00 Utility 2 Total $320,460.001 $317,255.401 $3,204.601 $0.001 $18,900.001 $0.00 Summary Stimulus $317,255.40 Summa STP $22,104.60 Summary CITY $0.00 TOTAL $339,360.00 Cn p Cn 0 0 Cn c r c Cn 0 m n 0 co m 0 m N v W co W O A CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2010-03 A RESOLUTION AUTHORIZING THE EXECUTION OF A PROJECT AGREEEMENT FOR FEDERAL AID PROJECT NUMBER STP-STIM (507) IG BY AND BETWEEN THE CITY OF OWASSO AND OKLAHOMA DEPARTMENT OF TRANSPORTATION. WHEREAS, it is in the best interest of the City of Owasso to execute a project Agreement for Federal-aid Project Number STP-STIM (507) IG by and between the City of Owasso and the Oklahoma Department of Transportation, described as: Intersection Modification and Traffic Signals Owasso ARRA: East 86t" Street North and Garnett Road. NOW, THEREFORE, BE IT RESOLVED that the Mayor is authorized and directed to execute the above described agreement on behalf of the City of Owasso. ADOPTED this 6t" day of April, 2010. Stephen Cataudella, Mayor City of Owasso, Oklahoma ATTEST: Sherry Bishop, City Clerk APPROVED AS TO FORM: 0"'W ;dN+ " Ju ie Lombardi, City Attorney MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: TIM DOYLE PUBLIC WORKS GENERAL SERVICES SUPERINTENDENT SUBJECT: TRAFFIC SIGNAL ENHANCEMENT PROGRAM PROJECT CHANGE ORDER #1 - VEHICLE AND PEDESTRIAN DETECTION SYSTEM DEFICIENCES DATE: Apri12, 2010 REQUEST FOR ACTION: A change order is being requested to the contract between the City of Owasso and MidState Traffic Control approved during the July 21, 2009 City Council meeting far the Traffic Signal Enhancement Proj ect. BACKGROUND: The Capital Improvements Fund Budget allows for the expenditure of $250,000 to complete a traffic signal study, purchase recommended hardware, and secure the installation service needed to coordinate the timing of identified signaled intersections that are no longer efficient and result in congested traffic delays. The City Council approved the priority sites for the Traffic Signal Enhancement Program during their September 16, 2008 regular meeting. On October 7, 2008, the City Council approved an engineering services agreement with Traffic Engineering Consultants. The agreement included the study of nineteen signalized intersections to determine which signals should be part of a coordinated signal system and which should operate in an isolated or stand alone manner. In addition, the analysis consisted of developing specific timing, phasing, and/or coordination for each intersection. Following the completion of the traffic signal study by Traffic Engineering Consultants, the City Council awarded a contract for the hardware installation portion of the project to Midstate Traffic Control, Incorporated during their July 21, 2009 regular meeting, in the amount of $132,711. As part of the contract requirements Midstate Traffic Control, Incorporated must verify the proper operation of all vehicle and pedestrian traffic detectors. The Public Works staff received a report on March 8, 2010 identifying nine intersections with multiple traffic detection issues. Traffic Signal Enhancement Program Project Change Order #1 - Vehicle and Pedestrian Detection System Deficiencies Page 2 of 2 REQUESTED CHANGE ORDER: A functioning traffic detection system is critical to the proper operation of any traffic signal program and necessary to optimize timing, coordination and efficiency in traffic control. Correcting the reported deficiencies in the detection system of each intersection is vital to achieving the project goals of optimizing traffic flow through the timing, phasing, and/or coordination for each intersection. The change order includes the necessary corrections to the detection systems identified in the report from Midstate Traffic Control Incorporated of the following nine intersections: 1. 76th Street & Main Street 2. 76th Street & West Frontage Road 3. 76th Street & West US 169 4. 76t" Street & East US 169 5. 86t'' Street & 8`h Grade Center 6. 86t" Street & 123 East Avenue 7. 86th Street & 117th East Avenue 8. 86'h Street & East US 169 9. 86`h Street & West US 169 Staff requested a cost estimate from Midstate Traffic Control, Incorporated to correct the identified deficiencies in the traffic detection systems. The lump sum cost for the proposed modifications to the traffic detection systems is $405715. FUNDING: Funding in the amount of $250,000 for the Traffic Signal Enhancement project is included in the FY 2009-2010 Capital Improvements Fund Budget. The unencumbered balance of the Traffic Signal Enhancement project is $58,092. RECOMMENDATIONS: Staff recommends City Council approval of Change Order No. 1 to the contract between the City of Owasso and MidState Traffic Control, Incorporated for the purpose of correcting deficiencies in vehicle and pedestrian detection systems in an amount not to exceed $40,715, for a revised contract amotiint of $173,426. ATTACHMENTS: A. Change Order Site Location Map B. Lump Sum Cost for Detection System Deficiencies ATTACHMENT A ST , r - ~ It - t ST N_1~~_ ~ , ffB XLl3; ~ ( th ~ B f I ~ ~ ~ , S~N . ~ . l ~ 1 ~ • ; r----- ~ 4 : t i i ✓ !"T't~T~T7' W Z FY 2008-2009 X: ~ TRAFFIC SIGNAL UPGRADE STREET REHABILITION AND F LOCATIONS z TRAFFIC SIGNAL ENHANCEMENT ~ VEHICLE AND PEDESTRIAN PROGRAM CHANGE ORDER #1 Z ■ DETECTION DEFICIENCY LOCATIONS Z CITY OF OWASSO, OKLAHOMA W Z PUBLIC WORKS DEPARTMENT v-~'i ENGINEERING DIVISION 04/01/2010 06:55 4057518338 MIDSTATE TRAFFIC CAN PAGE 01/01 MIDSTATE TRA►FFIC CON'x'RUL, [NC. Qffice 12501 N. Santa Fe Ave. mai4Qmidstatetraffic.com 405.751.6227 Okiahoma City, Oklahoma 73114 Fax: 405.751.8338 ATTACH M ENT B ci3.y of OvwaM 1I ] North Main Uwa~..va, dK 74055 Mr. Doy~e, Wt submiit far your considerati.on the following quote for work lxsted in Item 3- Nate „Fj" VEhicular and P'edestrian Dtetection Lutng 5um - $40,715.U0 Summary af war.k 6x 30 Quad Loops - a each 6 x 30 Loops - 20 each 6 x b Leops - 13 --wh Detsctar - I each 2 Conductor Shiclded Wire - 6001f Labor and Equipment S Ex ve VicePresidezt.t r Midstate Traif c Conbrol, Inc. (405)751-6227 len@,midstatetmffic.com MEMBER ~ ~ •~~5/~7 . ~~~!7+. (j ;A"IVERS" llfEt~ MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: RIGHT OF WAY ACQUISITION FOR THE EAST 86TH STREET NORTH FROM MAIN TO MEMORIAL ROAD IMPROVEMENT PROJECT DATE: Apri12, 2010 BACKGROUND: City staff is currently involved in the acquisition of right of way and easements for the East 86t" Street North from Main to Memorial Widening Project. As a part of those acquisitions, negotiations for the purchase of land from Dr. Perry Evans (83,653.76 square feet); Ronald L. and Patsy Burger (21,961.6 square feet); and Strawdey Clinton and Judy D. McCarty Trust (66,250 square feet, including 26,550 square feet of easement) have been successfully completed. DESCRIPTION/PURCHASE PRICE: • Dr. Perry Evans - The proposed offer based on the appraised value contains a purchase price of .82 cents per square foot for the needed right of way, for a total purchase amount of $68,500. • Ronald L. and Patsy Burger - The proposed offer based on the appraised value contains a purchase price of .66 cents per square foot for the needed right of way, for a purchase amount of $14,500. In addition, given that the right of way is 10 feet from the existing dwelling, relocation and reestablishment expenses in the amount of $22,700 will be paid, for a total purchase amount of $37,200. • Strawdey Clinton and Judy D. McCarty Trust - The proposed offer based on the appraised value and subsequent negotiations contains a purchase price of .75 cents per square foot for the needed right of way, for a total purchase amount of $70,000. FUNDING: Funding for this purchase is available from the Capital Improvements Fund. Page 2 Right of Way Acquisition E. 86 Street North from Main to Memorial RECOMMENDATION: Staff recommends City Council approval to purchase right of way from Dr. Perry Evans in the amount of $68,500; from Ronald L. and Patsy Burger and payment of relocation expenses in the total amount of $37,200; from the Strawdey Clinton and Judy D. McCarty Trust in the amount of $70,000; authorization for the Mayor to execute the required documentation; and, authorization for payment to each party in the amounts previously noted. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J. RAY CITY MANAGER SUBJECT: ACQUISTION OF PROPERTY AT 28 NORTH BIRCH, OWASSO, OKLAHOMA DATE: Apri12, 2010 BACKGROUND: In the years leading up to the initial construction of the current City Hall building, the City had expressed interest in purchasing the property located at 28 N. Birch, immediately south of City Hall. At that time, the owners of the property, Ray and Jo Beth Harrod, were not interested in selling but agreed to offer the City a"first right of refusal" in the event they decided to sell the property. On March 17, 2010, the City staff was approached by Rayma Adams, daughter of Mr. and Mrs. Harrod, regarding her family's decision to sell the home. Remembering the earlier discussions regarding the City's interest in purchasing the property, the family has offered a purchase price to the City in the amount of $60,000 before placing the property on the market. A review of similar properties in the area has returned an estimated average sale price in the range of $85,000. Given the strategic location of the land in relation to City Hall, staff discussed the acquisition of the property. The price is well below market value, and is a sound investment for future expansion and development. Furthermore, since the City would not immediately develop the property, any resulting rental income would help defray the cost of acquiring the property. Delaying the purchase of the property could result in a new owner investing in the property simply to command a premium price in the future. FUNDING: Funds far the proposed property acquisition are available through the General Fund balance of $1,700,000. In addition to potential income received from renting the property the staff has identified various project expenses which could be deferred, allowing the fund to absorb the amount of the purchase without jeopardizing the City's safety net. 1 RECOMMENDATION: Staff recommends City Council authorization to purchase the property located at 28 N. Birch in the amount of $60,000; authorization for payment of the property, to include all closing costs required to complete the land purchase; and authorization for the Mayor to execute all required documentation. Additionally, staff recommends City Council approval of a budget amendment to the FY 2009-2010 General Fund Budget increasing the appropriation for expenditures by $60,000. ATTACHMENTS: Photos of property located at 28 N. Birch 2 i I ~ :~+M I I I ~ ey i i . . ~ I i ; i i I i ~ ~