HomeMy WebLinkAbout2010.04.13_Worksession Agenda
PUBLIC NOTICE OF THE MEETING OF THE
OWASSO CITY COUNCIL
RECEIVEC9
TYPE OF MEETING: Special
DATE: Apri1 13, 2010 APR 0 9 2010
TIME: 6:00 p.m. City CIBr'k'S OffiC@
PLACE: Old Central Building
109 N. Birch
Notice and agenda filed in the office of the City Clerk and posted on the C~y Hall bulletin board
at 5:00 PM on Friday, April 9, 2010.
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Julie Stevens, Deputy Cixy Clerk AGENDA
1. Call to Order
Mayor Stephen Cataudella
2. Discussion relating to Operational Items
Mr. Lehr
Attachment # 2
A. Proposed Grant - Fire Department SAFER Grant
B. Proposed Final Payment - Traffic Signal Enhancement Program
C. Demonstration of the Quality of Life Wikiplanning website
3. Discussion relating to City Manager Items
Mr. Ray
Attachment # 3
A. Update on Strong Neighborhood Initiative Grant Program
B. FY 2010-2011 Annual Budget Preparations
C. OWRB Refinancing
D. City Manager Report
l. Sales Tax Report
2. Historic Filling Station
4. Legislative Update
Mr. Yancey
5. Report from City Councilors
6. Consideration and appropriate action relating to a request for an executive session for
the purpose of discussing personnel matters relating to the office of the City Manager,
such executive session provided for in O.S. 25, Section 307(B)(1).
Mayor Cataudella
7. Adjournment
MEMORANDUM
TO: THE HONORABLE MAYOR AND COUNCIL
CITY OF OWASSO
FROM: BRADD K. CLARK
FIRE CHIEF
SUBJECT: SAFER GRANT APPLICATION
DATE: March 31, 2010
BACKGROUND:
The Fire Department applied in November, 2009 for the Department of Homeland
Security Staffing for Adequate Fire and Emergency Response (SAFER) Grant Program.
The application is for the funding of career firefighter positions within the Owasso Fire
Department.
SAFER GRANT PROCESS:
Fire departments are able to request federal grant monies under two broad categories in
the Staffing for Adequate Fire and Emergency Response (SAFER) Grant Program:
hiring of career firefighters and recruitment and retention of volunteer firefighters. The
Owasso Fire Department has applied for the funding of six (6) additional career
firefighters, to improve the staffing levels of the three current fire stations.
Created by Congress in 2003, the SAFER Grants are meant to help communities with
career, volunteer and combination fire departments to "meet industry minimum standards
and attain 24-hour staffing to provide adequate protection from fire and fire-related
hazards, and to fulfill traditional missions of fire departments that antedate the creation of
the Department of Homeland Security."
GRANT FUNDING:
The SAFER program funds firefighter positions not currently budgeted. In the City of
Owasso's application the following is the maximum reimbursement if awarded:
Year 1: the actual cost, up to $359,520 for six firefighters (salary & benefits)
Year 2: the actual cost, up to $388,281 far the six firefighters (salary & benefits)
Should the grant be awarded, the City's estimated cost would be as follows:
Year 1: $70,000 salary and benefits, $41,000 far training and equipment
Year 2: $60,000 salary and benefits, $10,000 far training and equipmeilt
Year 3: 100% of the expenses associated with the six firefighters.
The total grant fimds that would be received if the SAFER grant was awarded to the City
of Owasso would be up to a maximum of $747,801 for the two years of the grant. The
City's estimated share assumes all six firefighters have family health insurance,
paramedic licensure pro-pay, and education incentive. If all six firefighters do have all of
these expenses, the estimated City's cost for years one and two are due to underestimates
in the actua] salary and benefit costs for City of Owasso employees at the time of
application.
Over the first two years of the grant period, the salary and benefit expenses to be paid by
the City would be offset by the savings in overtime pay utilized to meet minimum
staffing requirements. Based upon the previous two years, the minimum staffing
overtime could potentially be reduced by $75,000 by adding two firefighters on each
shift. In the third year of the grant, the City would assume the entire salary and benefit
package of the six firefighters, but would still experience overtime savings.
One of the central goals of SAFER is to better prepare fire departments for responding to
emergencies. To this end, the Owasso Fire Department's grant application will provide
the staffing necessary to protect the City of Owasso and surrounding area out of the
City's three fire stations. Additional staffing after this grant opportunity will be
dependent upon the future construction of Fire Station No. 4.
FUTURE ACTION:
This item is for information purposes. If the City of Owasso is a recipient of the grant, a
request for action will be placed on the City Council Agenda at that time.
MEMORANDUM
TO: HONORABLE MAYOR AND COUNCIL
CITY OF OWASSO
FROM: TIM DOYLE
PUBLIC WORKS GENERAL SERVICES SUPERINTENDENT
SUBJECT: ACCEPTANCE OF THE TRAFFIC SIGNAL ENHANCEMENT
PROGRAM AND APPROVAL OF FINAL PAYMENT
DATE: Apri19, 2010
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.
In February 2009, Traffic Engineering Consultants submitted their engineering report for staff
review. The study recommended eight intersections be included in a coordinated signal system
and the remaining eleven intersections operate in an isolated or stand-alone manner. The E. 76`n
St. N. coordinated system is composed of the four signals at the west frontage road, the
southbound US 169 ramps, the northbound US 169 ramps, and the east frontage road. The E. 86`h
St. N. coordinated system is composed of the four signals at Garnett Road, the southbound US
169 off ramp, the east frontage road, and N. 117 E. Ave. The remaining eleven intersections have
an improved timing plan for am, noon and pm peak time frames.
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 Mid-state
Traffic Control, Incorporated during their July 21, 2009 regular meeting, in the amount of
$132,711.
FINAL INSPECTIONS:
A final inspection of the project was conducted by Traffic Engineering Consultants and a final
inspection report was issued on February 24, 2010. All items identified on the report requiring
correction to meet the contract specifications have been completed and the contractor has
provided the required two-year maintenance bond for defective material or workmanship. It is
important to note, that although all contract specifications have been completed, additional
Acceptance of Traffic Signal
Enhancement Program and Approval of Final Payment
Page 2 of 2
information has been received regarding nine intersections with malfunctioning vehicle and/or
pedestrian traffic detectors. An adequate functioning detection system is critical to the proper
operation of any intersection 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 the traffic flow through the timing, phasing,
and/or coordination for each intersection. Currently, the Public Works staff is preparing bid
specifications to correct the traffic detection deficiencies for advertisement in May of this year.
RECOMMENDATION:
Staff intends to recommend City Council acceptance of the Traffic Signal Enhancement Program
and authorization for final payment in the amount of $28,068.37 to Midstate Traffic Control,
Incorporated of Oklahoma City, Oklahoma during the April 20, 2010 Regular Meeting of the
City Council.
ATTACHMENTS:
A. Signal Enhancement Sites Location Map
B. Final Payment Request provided by Midstate Traffic Control, Inc.
ATTACHMENT A
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TRAFFIC SIGNAL ENHANCEMENT
~ LOCATIONS FY 2008-2009
TRAFFIC SIGNAL ENHANCEMENT
J
Z PROGRAM
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o CITY OF OWASSO, OKLAHOMA
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ENGINEERING DIVISION
ATTACHMENT B
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MIDSTATE TRAFFIC CONTROL, INC.
12501 N SANTA FE Invoice 24705 Your PO
OKLAHOMA CiTY, OK 73114 Invoice Date: 2105/10 Customer 589
Phone: (405) 751-6227 Fax: (405) 751-8338 Due Date: 3/07/10 Work Order
Terms: NET 30 DAYS
Job: (001097) CITY OF OWASSO SIGNAL
MODIFICATION
Cust Phone: (918) 272-4959
Sold To: OWASSO, CITY OF
P.O. BOX 180
OWASSO, OK 74055
Page 1 of 1
Quantity Item ID Description Unit Price Unit Name Amount
FOR PERIOD ENQING: 01/31/09
1.00 TRAFFIC SIGNAL IMPROVEMENTS AT 132,711.0000 LS 132,711.00
VARIOUS LOCATIONS (100%)
-1.00 LESS: PREVIOUS BILLING #24255 76,906.0200 -76,906.02
-1.00 LESS: PREVIOUS BILLING #24284 23,954.3400 -23,954.34
-1.00 LESS: PREVIOUS BILLING #24449 3,782.2700 -3,782.27
TOTAL BILLED TO DATE: $132,711.00
LESS: PREVIOUS PYMTS: "p104,642.63 -
TOTAL NOW DUE $ 28,068.37
Subtotal: 28,068.37
Tax: 0.00
Other: 0.00
Shipping: 0.00
' Tota4: $28,068.37
- Thahl~ xy'°ou
TERMS: NET 30 Senr+ce charge of 1-12°I per month which is an annuai percentage rate of 18%, will be charged on unpaid balance of afl wLz,se~zc-uro,
WLFM5WH7 accounts not paid in 30 days following date of purchase.
AAND CERTIFICATE FOR PAYMENT
TO: OWASSO, CITY OF Contract Date: 07/21/09
P.O. BOX 180
OWASSO, OK 74055 Application Date: 02105f 10
FROM: MIDSTATE TRAFFIC CONTROL, INC. Period To: 0 1/31/10
Distribution To: Owner
Architect
PROJECT: N/A Contractor
Engineer
CONTRACT FOR: TRAFFIC SIGNAL IMPROVEMENTS
AT VARIOUS LOCATIONS
E CONTRACTOR'S APPLICATION FOR PAYMENT
Application is made for payment, as shown below, in connection with the Contract.
Continuation sheet is attached.
1. Original Contract Sum $132,711.00
2. Net Change by Change Orders $ 0.00
3. Contract Sum to Date (Line 1& 2) $132,711.00
4. Total Completed & Stored to Date $132,711.00
(Column G on Continuation Sheet)
5. Retainage: a. 0% of Completed Work $ 0.00
(Column D& E on Continuation Sheet) - FINAL
b. % of Stored Material $ 0.00
(Column F on Continuation Sheet)
Total Retainage (Line Sa & Sb) $ 0.00
6. Total Earned Less Retainage $132,711.00
(Line 4 less Line 5 Total)
7. Less Previous Certificates for Payment $104,642.63
SPECIAL PROVISIONS
0609 00900 - Page 2 of 4
8. CURRENT PAYMENT DUE $ 28,068.37
9. Balance to Finish, Plus Retainage $ 0.00
(Line 3 less Line 6)
CHANGE ORDER SUMMARY:
ADDITIONS DEDUCTIONS
Change Orders approved in previous
months by OWNER
TOTALS $ $
Approved this month
Number $ $
Date Approved
TOTALS $ $
Net Change by Change Orders $
The undersigned Contractor certifies that to the best of the Contractor's knowledge, information
and belief, the WORK covered by this Application for payment has been completed in
accordance with the Contract Documents, that all amounts have been paid by the Contractor for
Work for which previous Certificates for Payment were issued and payments received from the
Owner, and that current payment shown herein is naw due.
CONTR.A R: MIDSTA RAFFIC CONTROL, INC.
By: ~ PRESIDENT Date:02/OS/10
STATE OF OKLAHOMA )
) SS
COUNTY OF OKLAHOMA )
Subscribed and sworn to before me this Sth day of February, 2010.
V.S. LEE-Ept{,bq$
Notsry Pubib. Staft M OklNwnb
(SEAL) p~~~ i~ ~~h~om~a Coumy Notary Public
Commission Expires: October 3, 2011
My Commission Expires:
SPECIAL PROVISIONS
0609 00900 - Page 3 of 4
ARCHITECT'S / ENGINEER'S CERTIFICATE FOR PAYMENT
In accordance with the contract documents, based on on-site observations and the date
comprising the above application, the Architect/Engineer certifies to the Owner that to the best
of the Architect/s/Engineer's knowledge, information and belief, the Work has progressed as
indicated, the quality of the Work is in accordance with the Contract Documents, and the
Contractor is entitled to payment of the amount certified.
AMOUNT CERTIFIED $
(Attach explanation if amount certified differs from the amount applied for.)
ARCHITECT / ENGINEER:
By: Date:
This certificate is not negotiable. The AMOUNT CERTIFIED is payable only to the contractor
named herein. Issuance, payment and acceptance of payment without prejudice to any rights of
the Owner or Contractor under this Contract.
SPECIAL PROVISIONS
0609 00900 - Page 4 of 4
CONTINUATION SHEET Page of
Application and Certification for Payment, containing Contractor's signed Certification is
attached.
Application Number: 4 Application Date: 02J05110
Period to: 0 1131l10
In tabulations below, amounts are stated to the nearest dollar. Use Column I on Contracts where
variable retainage for line items may apply.
-
A B C D E(cant)
ITEM DESCRIPTION SCHEDULED WORK COMPLETED WORK COMPLETED
NO. OF WORK VALUE FROM PREVIOUS THIS PERIOD
APPLICATION
1 Traf Signal Impv $132,711.00 $104,642.63 $28,068.37
$132,711.00 $104,642.63 $28,068.37
- (cont) F G H I
R E) MATERIALS TOTAL COMPLETED BALANCE
PRESENTLY STORED AND STORED % TO DATE (G/C) TO FINISH RETAINAGE
(NOT IN D O (D + E + ~ (C-G)
$0.00 $132,711.00 100 $0.00 $0.00
$0.00 $132,711.00 100 $0.00 $0.00
NOTE: At bottom of each column, run totals.
SPECIAL PROVISIONS
0609 00900 - Page 5 of 4
CLAIM OR INVOICE AFFIDAVIT
STATE OF OKLAHOMA )
)SS
COUNTY OF OKLAHOMA )
The undersigned (Architect, Contractor, Supplier, Engineer or Supervisory Official), of lawful
age, being first duly sworn, on oath says that this (Invoice, Claim or Contract) is true and correct.
Affiant further states that the (work, services or materials) as shown by this Invoice or Claim
have been (completed or supplied) in accordance with the Plans, Specifications, orders or
requests furnished to the Affiant. Affiant further states that (s)he has made no payment, nor
given, nor donated; or agreed to pay; give, or donate, either directly or indirectly, to any elected
official, officer, or employee of the State, County, or City of money or any other thing of value
to obtain payment or the award of this contract.
MIDSTATE TRAFFIC C NTROL,INC.
l~ 4 PRESIDENT
Ak_
Contractor or Supplier
Subscribed and sworn to before me this Sth day of February, 2010.
Notary Pu lic V.S. LEE-SCRUGG8
Notary Publk, &ate of OklMon
Commission # No. W400!
ua11Md In Oktr
Commissfor► Oefter 0, Zlft i
My Commission Expires:
Architect, Engineer or other Supervisory Official
Subscribed and sworn to before me this day of ,
Notary Public
Commission #
My Commission Expires:
NOTE: Strike out words not appropriate and sign appropriate signature line. Architect,
Engineer approval is not required for Contractor or Supplier Affidavit.
SPECIAL PROVISIONS
0609 00900 - Page 6 of 4
MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: RODNEY RAY
CITY MANAGER
SUBJECT: NEIGHBORHOOD MATCHING GRANT PROGRAM
CONTRACT - OWASSO COMMUNITY FOUNDATION
DATE: April 9, 2010
BACKGROUND:
In 2008, citizens voted in favor of an increase in the HoteUMotel tax by 2% to fund the Owasso
Strong Neighborhood Initiative. A key component of the initiative is a Neighborhood Matching
Grant Program designed to assist in funding projects that would allow neighborhoods to address
improvements in public right of way areas, which enhance neighborhoods and impact economic
development opportunities within the city. Staff has committed significant time and resources to
design a grant program that allows Neighborhood Associations and Home Owners Associations
to apply for small matching grants to achieve community improvements.
GRANT PROGRAM DETAILS:
The Neighborhood Matching Grant Program has been developed to enhance the quality of
Owasso communities by providing small monetary grants to Neighborhood Associations or
Home Owner Associations for projects to improve public areas in and near neighborhoods.
These small grants will be matched either monetarily, or in-kind donations of labor and
materials.
Staff would submit that the success of the grant program can best be accomplished by being
administered and maintained with a collaborative focus on community enhancement efforts.
Several years ago, the Owasso Coinmunity Foundation, a non-profit foundation, was formed to
focus on a community improvement, specifically the community built project, Funtastic Island.
City Attorney, Julie Lombardi has reviewed the charter of the Owasso Community Foundation
and has established that it was formed with a broad charter of community interest and consists of
five board members. Ms. Lombardi has spent significant time reviewing documents and
contacting existing board members to determine the viability of the foundation for other
cominunity initiatives. The existing board consists of some members who have moved out of the
area and some still residing in Owasso. The remaining members are agreeable to appointing a
new board to provide for a City role. Tlle proposed board would include the Mayor, Vice Mayor,
City Manager, and both Assistant City Managers.
Staff would propose the Owasso Community Foundation is in the best position to provide
services for the City by administering and maintaining the grant program to address community
improvements with a focus on projects that enhance neighborhoods and result in a positive
impact on economic development opportunities in Owasso. The foundation is best situated to
accomplish this without a competing interest in other City projects.
The program requires residents, through an established Neighborhood Association or Home
Owner Association, submit an application far matching funds to the Owasso Community
Foundation for projects that enhance and beautify public areas. The Foundation will then
administer and manage the grant program funding by awarding small grants, audit to measure the
results of the grants, and submit an annual report on program to the City Council.
The Neighborhood Matching Grant Program includes an application process, guidelines for the
applicant and project selection committee, and a project auditing process. The Owasso Strong
Neighborhood Coordinator is responsible for:
• Publicizing the grant program and dates associated with the application process
• Responding to resident inquiries
• Collecting completed applications and associated project documentation
• Acting as liaison for residents and the foundation
FUNDING:
Funds for the Neighborhood Grant Program are provided by the Hotel/Motel tax designated for
the Owasso Strong Neighborhood Initiative. The FY 2009-10 budget includes $2,500 designated
for the grant program. The first year funding is limited to a manageable amount, and funds are
anticipated to increase in subsequent years.
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RECOMMENDATION:
Staff intends to recommend City Council approval of a Contract for Service with the Owasso
Community Foundation, and attached Grant Program Guidelines, far the purpose of
administering and managing the Neighborhood Matching Grant Program during the April 20",
regular meeting of the City Council.
ATTACHMENTS:
Contract for Service-OCF
OCF-Grant Program Guidelines
OCF-Grant Program Info-Application
OCF-Grant Program Final Budget Report
Cantract for Service
The City of Owasso desires, through this contract, to enhance economic development
opportunities within the City. In furtherance of this objective, the City proposes to have
the Owasso Community Foundation, Inc. administer and manage the Neighborhood
Matching Grant Program within the City of Owasso which is designed to foster and
promote commerce and economic development within the City of Owasso, and the
Foundation is willing to perform such activities.
The Foundation and the City hereby express a mutual desire to enhance the City of
Owasso through beautification and clean-up of neighborhoods. Through this contract,
the Foundation will administer and manage the Neighborhood Matching Grant Program
which will identify, pursuant to criteria mutually agreed upon by the City and the
Foundation, neighborhoods within the City of Owasso seeking to enhance the
neighborhood's entrances andlor other publicly owned property within the addition or
neighborhood. The City and the Foundation execute this agreement subject to the
following points:
• Funds, in an amount to be determined solely by the City, shall be provided to the
Foundation for the purpose of administering grants through the Neighbarhood
Matching Grant Program to neighborhood associations and homeowner's
associations located within the City of Owasso who qualify for such grants under
the criteria adopted by the Foundation and approved by the City.
• The City shall remit funds to the Foundation to be given as grants to
neighborhood associations and homeowner's associations under the
Neighborhood Matching Grant Program. The amount of the funds and the
frequency with which they are remitted by the City to the Foundation shall be
solely within the discretion of the City. Under no circumstances shall the City be
compelled or expected to remit any amount of funds by the Foundation or any
other entity or person. The Foundation will be accountable for all funds given to
the FoLindation by the City and shall provide an audit or accounting whenever
requested to do so by the City.
• The Foundation shall adopt and siibmit to City Council for approval criteria to
determine the eligibility of any neighborhood association or homeowner's
association within the City making application for a grant.
• The Foundation will determine the amount of grant money awarded to each
qualified applicant.
• The term of this contract shall be one (1) year and shall terminate one (1) year
from the date below. The City and the Foundation will review this agreement
annually, and the agreement niay be renewed for successive one year terms upon
approval of both parties. Either party may terminate this contract at any time by
giving written notice of the intended termination to the other party at least thirty
(30) days prior to such termination. Any funds donated by the City of Owasso
remaining in the Foundation at the time of termination, which have not been
committed by the Foundation to a neighborhood association or homeowner's
association who have previously qualified for a grant, shall be returned to the
City of Owasso within ten (10) days of termination.
Signed this day of , 2010
Owasso Community Foundation, Inc.
City of Owasso
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MatChlflg GRANT PROGRAM
APPLICATION GUIDELINES
Purpose of the Grant Program
Owasso is committed to the preservation and renewal of our neighborhoods. The
Owasso Community Foundation, Inc. (OCF) believes that the power to maintain and
improve neighborhoods lies in strengthening the civic partieipation of Owasso residents
in their community. The purpose of the Neighborhood Matching Grant Program is to
provide incentives and create oppor#unities for neighbors and neighborhood
associations to work together to make physical improvements in their neighborhoods
and/or develop programs that promote neighborhood cohesiveness.
The Neighborhood Grant Program, sponsored by the (Jwasso Community Foundation,
Inc. (OCF) is designed to assist neighborhood and homeowners' associations registered
with the City of Owasso. Grants will fund various beautification projects by providing a
match to other funds including cash resources from the neighborhood group generated
through fund-raising and pledges, volunteer labor, donations in the form of materials
and/or services. A specific project should give neighborhood-based organizations
incentive to raise funds, build partnerships with businesses, and cultivate the spirit of
volunteerism and community support needed to complete a project. This process is
designed ta help groups complete a project dedicated not only to the improvement of
their own lives, but'also to the improvement of quality of life for all of Owasso.
Proposed projects must:
• Improve/beautify a city neighborhood or public space through a physical improvement
• Involve neighborhood and community residents
• Have long-standing, sustainable benefits
• Have all necessary plans before starting improvements; and
• Provide a maintenance plan for the upkeep of the completed project
All projects/activities must benefit and be open to the general public. Proposals for
isolated projects/activities that do not benefit the neighborhood as a whole will not be
considered. All projects/activities must be compatible with adopted City plans and
policies. The goal of the program is to foster and promote commerce and economic
development within the City of Owasso through beautification and clean-up of
neighborhoods.
1
Eligibility Requirements
To be eligible for the Neighborhood Matching Grant Program, the following
requirements must be met:
• The Neighborhood Association or Homeowners Association must be registered
with the City of Owasso's Strong Neighborhood Initiative.
• Projects must impact a neighborhood within the boundaries of Owasso city limits
• Applicants must be representatives of an existing neighborhood association, a
homeowners association or a group of residents who are organizing a
neighborhood association.
• Projects must be neighborhood based and initiated by residents living in the
neighborhood. The proposed project must serve a public purpose.
• Neighborhood Grant projects require a neighborhood match for Foundation funds
to be awarded. Match may be comptrsed' of many different things, including cash
resources from the neighborhood group generated thrcaugh fund-raising and
pledges, volunteer labor, donations in the form of materials and/or services.
Proof of matching contributions, volunteer tirne, cash, or in-kirtd donations of
goods and services must be provided.
• Use of Grant awards must be utilized to improve public areas, in public right-of-
ways such as entry areas, sidewalks, street sigrts, traffic calming devices, public
park or assembly areas, and so forth {Attached list of project ideas within
application}.
• A completed grant application must be submitted to the City of Owasso's
Neighborhood Coordinator who will forward eligible applications to the OCF
Neighborhood Grant Committee.
• Submi,ssion of a proposed budget, project plan and timeline is required along
with the application. Applicant'association must identify how the association will
fund and maintain the project in the future.
• Projects must be completed within six (6) months after application approval
(untess otherwise approved).
• All projects will be subject to the City of Owasso regulations and permits in effect
at the tirne of application.
• Grant funds may not be used for general operating expenses of the
neighborhood arganization or for on-going maintenance expenses.
• No reimbursements for eligible expenses will be made if such expenses occur
before an application is approved by the OCF Neighborhood Grant Committee.
• Amount of matching grant funds allocated to neighborhood applicants is based
on a project's impact to the neighborhood and community and available funding.
• Final approval of grant applications will be decided by OCF Neighborhood Grant
Committee.
2
Project Evaluation Criteria
The OCF Neighborhood Grant Committee will accept grant applications which meet the
following criteria through the application scope, focus, and resources:
• Promotes neighborhood beautification
• Promotes neighborhood identity
• Promotes neighborhood safety
• Creates opportunities to volunteer and work together
• Demonstrates long-term impact and benefit
• Enhances the community
• Demonstrates a public benefit
• Is a project that is sustainable
The nature of the projects/activities can vary greatly and the following information
should not be viewed as an absolute - rather it is intended to give further guidance to
the applicants in preparing their application; and the OCF Neighborhood Grant
Committee in evaluating during the approval process.
A. Scope/Quality/Plan (0-25 points)
High Score: The project/activity has a well-defined scope with the products of
the process clearly explained. For each step of the process, it is specifically
explained what is being done, who is doing it, and how it relates to the final
product. The leaders are identified and have made a commitment. A tentative
mbeting schedule (i.e. dates, times, places) is set. The project/activity will be
completed within six months or an agreed upon timeframe. Physical projects are
highly visible from the public realm and have a realistic plan for on-going
maintenance. The request is from a first time applicant.
Mid-Range Score: The project/activity has a well-defined scope, but the
products of the prQCess may not be specificatly known at this point. It describes
each step of the process and how it will be done. Some, but not all of the leaders
are known. A general meeting schedule is known (i.e. monthly, bi-monthly, etc.).
The proposal demonstrates a willingness to seek a workable solution.
Low Score: The scope of the project/activity and the final products are not clear.
There is no clearly-defined process. There is no proposed schedule for
completion. It does not show a willingness to seek a workable solution.
3
B. Community Benefit (0-20 points)
High Score: The application is clear and specific on the issue(s) to be addressed
and provides documentation that the problem exists. The proposal demonstrates
a commitment to seek a workable solution. The possible outcome will have
widespread benefit for the entire neighborhood.
Mid-Range Score: The application states the issue(s) to be addressed, but there
is limited documentation as to the extent of the problem. The possible outcome
will have benefit in localized portions of the neighborhood.
Low Score: The application is not clear on the issues. There will be very limited
benefit to the neighborhood.
C. Neighborhood Participation (0-15 points)
High Score: There is a specific well thought out plan for involvement of the
neighborhood and business community in all phases of the project/activity. The
application demonstrates that the neighborhood is using this program as a
means to address key issues within the neighborhood, is taking an active role in
addressing them, and will have continued involvement in the implementation of
the plan. Other impacted bodies (i.e. governmental units/agencies, non-profit
organizations, etc.) will be consulted. There is evidence (letters of support,
pledges flf money andlor services, etc.) of broad community support. This
support should include property owners and renters and include extraordinary
efforts to include all interested parties in the process. If the project targets
specifiic parcels of land, there are letters of support from each of the property
owners.
Mid-Range °Score: There is a general plan for neighborhood involvement for the
duration of the project/activity. The application demonstrates that the
neighborhood is seeking to address issues within the neighborhood, but may not
clearly demonstrate an on-going commitment to implementation. There is
evidence of support from some within the community. There are plans for an
inclusionary process, but the specifics may not be known at this time. If the
project/activity targets specific parcels, there is support from many of the property
owners.
4
Low Score: There is no clear plan for neighborhood involvement. There is little
demonstration of neighborhood commitment or evidence of community support. If
the project targets specific parcels, there is no support from the property owners.
D. Financial Capability (0-20 points)
High Score: The budget is well thought out and realistic. There is documentation
of cash on hand for the match and a significant portion of the match will be in
cash, or there is evidence of pledges from a broad representation of the
neighborhood (including residents, businesses, others). There is documentation
of in-kind matches and/or contributions. The project/activity involves a one-time
expenditure. The applicant has no grants in progress from this program.
Mid-Range Score: There is a limited amount of cash match from fewer sources
within the neighborhood. Contributions from within the neighborhood are
proposed, but the pledges are not secured at the time of application.
Commitments have been made for in-kind matches and/or contributions, but
documentation is incomplete. Organizations from outside of the neighborhood
provide a substantial portion of the match.
Low Score: There is no cash match. There is no documentation of in-kind
matches and/or contributions. There is likelihood that additional funding will be
required in the future to complete the project/activity. The applicant has an
outstanding grant from this program.
E. Consistency with Adopted Plans & Policies (0-20 points)
High Score: Project/activity implements, or is a step in implementing, one or
more recommendations in an existing adopted neighborhood plan. The
project/activity is clearly consistent with City policies.
Mid-Range Score: The project area is not covered by an adopted neighborhood
plan, but is consistent with other plans or City policies. These other plans may be
more general in nature than a typical neighborhood plan. It is generally
consistent with City policies.
Low Score: The project/activity is not part of an adopted plan and is not
consistent with City plans and policies.
5
Approval Process and Review
Applications are due to the City of Owasso's Neighborhood Coordinator by 5 p.m. on
the proposal due date. Applications can be delivered to City Hall at 111 N. Main, to
Owasso's Neighborhood Coordinator or mailed to:
City of Owasso
Neighborhood Coordinator
P.O. Box 180,
Owasso, O K 74055
Owasso's Neighborhood Coordinator will review the application packet to determine the
required items have been included. If there is any missing information, then they will
contact the Project Coordinator to obtain the required items.
Once the application packet is deemed complete, it will be submitted to the OCF
Neighborhood Grant Committee for approvaL The Committee will review each
application submitted and score them based onthe evaluation criteria listed in the
above guidelines. Once a decision has been made, each association applicant will be
notified by maiL
In addition to a letter notification, the approved applicants will receive Final Budget
Report forms that must be completed and submitted with supporting documentation for
reimbursement to Owasso's Neighborhood Coordinator. An approved application serves
as a notice to the association to proceed with the project.
Once the project is completed, the City of Owasso staff will conduct an inspection to
verify the work has been completed per the application request. When verification is
finished and a cornplete Final Budget Report along with receipts/invoices is submitted,
the matching grant reimbursement to the applicant association will be made by OCF
within 30 calendar days of inspection and final approval.
6
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MATCHING GRANT PROGRAM
INFORMATION & Application Packet
This information packet will assist you with developing and writing your grant application. If you
have any questions after reading this maferial, please contact the Cify of Owasso's
Neighborhood Coordinafor, by calling (918) 376-1556.
The neighborhood matching grant was established to assist neighborhoods in funding projects
to beautify and/or otherwise enhance the quality of life in their neighborhood. The intent of the
Neighborhood Matching Grant Program is to provide matching funds to recognized
neighborhood organizations in the City of Owassa or to residents in the processing of forming a
neighborhood association. The amount of matching grant funds allocated to neighborhoods is
based on a project's impact to the neighborhood or community and available funding. Final
approval will be decided on by Owasso Community Foundation.
PLEASE RETURN APPLICATION FORM AND DIRECT QUESTIONS TO:
Neighborhood Coordinator - Owasso Strong Neighborhood Initiative
City of Owasso
P.O. Box 180
111 N. Main
Owasso, QK 74055
Phone: 918-376-1556
NEIGHBORHOOD PROJECTS
The grant may be used fcar projects that will improve the neighborhood or strengthen the
neighborhood organization. There is no specific list of projects, however, examples of projects
might include, landscaping, entrance signs, traffic calming, educational programs, newsletters,
building renovation, neighborhood clean-ups, or neighborhood watch activities. The funds may
not be used for general operating expenses of the neighborhood organization. All projects must
benefit the neighborhood or community. Projects that require ongoing funding or staffing will not
be considered for funding. Projects must be completed within six (6) months of approval.
PROJECT EVALUATION CRITERIA
The following criteria is usad to Score EXPLANATI(7M
evaluate 'ra"ects:
1. Scope/Quality/Plan 0-25 The project has a well-defined scope with the
products of the process clearly defined. For each
step of the process, it is specifically explained what is
being done, who is doing it, and how it relates to the
final product. The leaders are identified and have
made a commitment.
2. Community Benefit 0-20 The applicatian' is clear and specific on the issue(s) to
be addressed and provides documentation that the
problem exists. The proposal demonstrates a
comrnitment to seek a wworkable solution. The
possible outcome will have widespread benefit for the
entire neighborhood.'
3. Neighborhood Participation 0-15 There is a specific, well thought out plan for
involvement of the neighborhood and business
community in all phases of the project/activity. The
application demonstrates that the neighborhood is
using this program as a means to address key issues
within the neighborhood, is taking an active role in
addressing them, and will have continued involvement
in the im lementation of the lan.
4. Financial Capability 0-20 The budget is well thought out and realistic. There is
documentation of cash on hand for the match and a
significant portion of the match will be in cash, or
there is evidence of pledges from a broad
representation of the neighborhood (including
residents, businesses, others). There is
documentation of in-kind matches and/or
contributions.
5. Consistency with Adopted 0-20 Project/activity implements, or is a step in
Plans & Policies implementing, one or more recommendations in an
. existing adopted neighborhood plan. The
project/activity is clearly consistent with City policies.
Project Coordinator and Project Management
A Project Coordinator from the neighborhood must be identified to serve as the contact person
with the City of Owasso's Neighborhood Coordinator during the planning construction and/or
implementation of the project.
Responsibilities of the project coordinator include:
1. Acting as the primary contact for the project
2. Communicating with the residents
3. Working with the City's Neighborhood CoordinatQr to answer residents' questions and
facilitate neighborhood meetings where necessary
4. Coordinating project
5. Recruiting volunteers
6. Filling out and submitting all paperwork
7. Financial accountability and documentation of expenditures and reimbursement for
purchases, submitting invoices, etc
8. Include a letter of endorsement for the project from the neighbo"rhood association
representing the area in which the project will be done
Developing a Budget
All applications must include a project budget that includes all costs for the project. Researching
costs early is critical to developing a budget. The following suggestions may help in developing
a realistic budget:
• Make a list of all rnaterials and services needed to accomplish the project
• Get cost estimates for, each item from more than one reliable source. Cost estimates
need to be accurate and 'realistic
Neighborhood Match
Grant projects require a neighborhood match for grant funds awarded. Neighborhood match
may be composed of many different things, including cash resources from the neighborhood
group generated through fund-raising and pledges, volunteer labor, donations in the form of
materials and/or services. The best way to consider ideas for match is to generate a list of all
resources needed to complete the project and to identify those items that can be found in the
neighborhood. Don't forget human resource expertise that may be needed to develop a design
or supervise construction.
Determining value of match (please use the following criteria when figuring the match):
1. Volunteers Labor - equates to $15.00 per hour
2. Donated professional services or skilled labor valued at the "reasonable and customary
rate".
3. Donated material or supplies valued at market cost.
4. Cash amount from neighborhood fundraising and pledges.
Guidelines to use when determining how to provide neighborhood match:
• To qualify as a volunteer labor match hour, volunteers must be working on the approved
neighborhood grant project as described in the grant application. (Include a list of names
of volunteers that will be working on the project.)
• The intent of the project is to encourage neighborhood and community involvement by all
neighborhood residents, so as many volunteer labor hours as possible should be
expended on the neighborhood grant projeet itself.
• The neighborhood group that pledged the match will be responsible for delivering the
match in all cases - no matter who acts as the Project Coordinator. AN' commitments for
the match must be in hand at the start of the project.
Payment of Providers
Because grant funds are public dollars, the Owasso Community Foundation (OCF) must meet
certain audit requirements for funds that it expends. The OCF handles all grant accounts. There
are two ways in which the grant funds will be disbursed:
1. Installments in the form of checks made out to the neighborhood group.
2. Reimbursements paid directly to the neighborhood group for incidental expenses.
Note: Until the project receives approval from the Owasso Community Foundation, the
Foundation and the Cifjx: of Owasso are not responsible for nor will it pay for any
expenses or costs incurred hy the applicant for the project.
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MATCHING GRANT Application
(Please Print or Type)
SECTION 1 - General Information
Name of Neighborhood Association or Eligible Group:
Name of Project:
Date: Amount of Funds Applying for: $
Project Coordinator:
Address
Phone Number: ( ) (Day) ( ) (Evening)
E-Mail:
NAME OF TWO OTHER PROJECT TEAM MEMBERS
1. Name:
Address:
Phone: ( ) E-Mail:
2. Name:
Address:
Phone: ( ) E-Mail:
Neighborhood group boundaries: (Please identify the north, south, east and west boundaries of
your association, neighborhood group or proposed association.)
SECTION 2- Qualifying Information for Project
1. Briefly describe your project and attach any applicable plans or designs.
2. How did you choose this project? Please describe the level of neighborhood support for it.
3. Identify the loca#iqn of your project and provide specific issues and activities that will be
undertaken as part of this project?
4. Briefly describe the benefits of the project to the neighborhood or community:
5. Does your project require upkeep/maintenance beyond the grant period?
YES or NO If YES; how will it be provided? (i`.e. funding, volunteers, etc.)
6. Describe the specific steps that you will take to carry out your proposed project, including
a time frame for`completion of each step.
PLAN/MILESTONE STEPSIfIME LINE (Completion Dates)
1.
2.
3.
4.
5.
SECTION 3 - PROJECT BUDGET
Please provide a project budget, including all costs needed to complete your project (materials,
services, etc.)
A. Description: list each resource needed to complete the project
B. Quantity: list the amount/quantity of each resource needed
C. Cost per item: list how much each item costs
D. Total item cost: calculate total cost (B x C)
(A)Resource item description: (B)Quantity: (C)Cost per item: (D)Total item cost:
PROJECT TOTAL: ~
APPLICANT'S REQUIRED MATCH/CONTRIBUTION TO PROJECT:
(A)Organization donated materials (B)Quantity: (C) Cost per (D) Total cost:
description: item:
DONATED MATERIALS TOTAL: $
(A)Organization donated (B) Quantity: (C)Cost per (D)Total cost:
professional services: hour:
DONATED PROFESSIONAL $
SERVICES TOTAL:
(A)Volunteer hours match (B)Quantity: (C)Cost @ (D)Total
description: $15.00/ hour volunteer
hours:
$15.00/hour
$15.OD/hour
VOLUNTEER HOURS TOTAL: $
• Applicant's dollars that have been raised, or will be raised: $
• Donated materials: $
• Donated professional services: $
• Volunteer hours $
• TOTAL ORGANIZATION MATCH: $
• OCF GRANT AMOUNT REQUESTED: $
• TOTAL PROJECT COST (matches project budget total): $
SECTION 4- Certification by Organization
By signing this application, we certify that the information contained in this application is true
and correct to the best of my/our knowledge. We also agree to comply with the guidelines and
requirements of the Owasso Community Foundation Matching Grant Program, and we certify
that the completed project will not materially deviate from the plan submitted in this application.
We also certify that all volunteers hereby waive, release, relinquish, satisfy, quit claim and
forever discharge the Owasso Community Foundation and the City of Owasso, or any of its
directors, officers, agents, and/or employees fram and against any and all actions, claims,
liabilities, losses, and demands that he/she ever ' had, now has, or may have against the
Foundation or the City, any of its directors, officers, agents, and/or employees as a result of or in
connection with satisfying the obligations of the Neighborhood Matching Grrant Program.
Association President/Organization Board Chair
Name: Signature: Date:
Project Coordinator
Name: Signature: Date:
APPLICATION CHECKLIST
• Completed application including budget information
• Copy of neighborhood's registration w/OSNI
• Verification of neighborhood approval for application submission
• Location map of project
• Written authorization of property owner (if applicable)
• Required permits/permissions plan (if applicable)
• Three quotes from contractors (if applicable)
• Plans or designs for project
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MATCHING GRANT PROGRAM
Final Budget Report
After project is completed, the following documentation must be provided before
a final disbursement of the granted funding will be released:
• Photographs of the completed project (if applicable)
• Volunteer labor timesheets - These should include nam'e; date, type of work
done, time started, time finished, and totals
• Matching funds and donated services form - Donated items or services and their
values must be listed on the form provided and backed up by a value statement
written on the business or organizational letterhead of the provider
• All receipts for purchases necessary for the completion of the project
Neighborhood Association:
Grant Project Name:
Grant Award Amount: $
Total from Volunteer Labor Timesheets: $
Total from Receipt/Expense Worksheet: $
Total from Matching Funds/Donated Services Form: $
Total Project Amount: $
Number of Photographs Attached:
Notes •
Neighborhood Representative Date
Owasso Neighborhood Coordinator Date
Owasso Community Foundation President Date
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MATCHING GRANT PROGRAM
Recei t/Ex ense Worksheet
: Oscrof Expein~~ pertse
00or Ct
Date 0
Total Receipts/Expenses $
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MATCHING GRANT PROGRAM
Volunteer Labor Timesheet
uclui~~e~ ~aii~~ : ~~~r~ri~~~~r < < qf ~`aMu~n~e~~n~ 'f~~~ ~r~~~~~ ~►~te
Total Volunteer Hours on this Sheet = hours rx15
OWASSO COMMUNITY FOUNDATION
NEIGHBORHOOD MATCHING GRANT PROGRAM
Matchin Funds and Donated Services Form
~X ndi ttern: m~ated VOWe
Total Matching Funds and Donated Services $