HomeMy WebLinkAbout2010.09.21_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO CITY COUNCIL RECEIVED
TYPE OF MEETING: Regular SEP 17 2010
DATE: September 21, 2010
TIME: 6:30 p.m. c4Cam 8Oifm
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, September 17, 2010. 44
Sherry BishC9, City Clerk
AGENDA
1. Call to Order
Mayor Doug Bonebrake
2. Invocation
Pastor Robert Miller, New Life Church
3. Flag Salute
4. Roll Call
5. 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 September 7, 2010 Regular Meeting and the September 14,
2010 Special Meeting.
Attachment # 5 -A
B. Approval of Claims.
Attachment # 5 -B
C. Acknowledge receipt of the monthly FY 2010 -11 budget status report.
Attachment # 5 -C
6. Consideration and appropriate action relating to items removed from the Consent
Agenda.
7. Consideration and appropriate action relating to a request for City Council approval of an
agreement between Claims Management Resources (CMR) and the City of Owasso, and
authorization for the City Manager to execute the agreement.
Ms, Dempster
Attachment # 7
Staff recommends City Council approval of an agreement between CMR and the City of
Owasso, for the purpose of providing damage claim and subrogation services to the City
of Owasso and its Authorities; and authorization for the City Manager to execute the
agreement.
8. Consideration and appropriate action relating to a request for City Council approval of
Resolution No. 2010 -11, declaring authorization of additional collection fees in an amount
not exceeding thirty -five percent on certain unpaid debts, accounts receivable, fines, cost,
fees, penalties, interest and other sums due the City.
Ms. Dempster
Attachment # 8
Staff recommends City Council approval of Resolution No. 2010 -11.
9. Consideration and appropriate action relating to a request for City Council acceptance of
the 2011 Highway Safety Grant, and authorization for the City Manager to execute the
agreement with the Oklahoma Highway Safety Office for management of the grant.
Mr. Chambless
Attachment # 9
Staff recommends City Council acceptance of the 2011 Highway Safety Grant, and
authorization for the City Manager to execute the agreement.
10. Consideration and appropriate action relating to a request for City Council acceptance of
the Edward Byrne Memorial Justice Assistance Grant (JAG); and approval of a
supplemental appropriation in the General Fund, Police Services budget, increasing
estimated revenues and the appropriation for expenditures in the amount of $10,226.
Mr. Yancey
Attachment # 10
Staff recommends City Council acceptance of the JAG grant, and approval of a
supplemental appropriation in the General Fund, Police Services budget, increasing
estimated revenues and the appropriation for expenditures in the amount of $10,226.
11. Consideration and appropriate action relating to a request for City Council approval of OZ-
10-02, a request to rezone 25.31 acres located approximately' /2 of a mile north of East 106th
Street North, and just east of the Owasso Expressway, from Agricultural and Commercial
Shopping zoning designation to Office Medium designation.
Ms. Darnaby
Attachment # 1 1
Staff recommends City Council approval of OZ- 10 -02.
12. Consideration and appropriate action relating to a request for City Council approval of
Resolution No. 2010 -12, modifying application and permit fees for re- zoning applications,
preliminary and final plat applications, annexation petitions, sign permits, park
development, landscape plan reviews, and board of adjustment applications; and
establishing an effective date.
Mr. Fritschen
Attachment # 12
Staff recommends City Council approval of Resolution No. 2010 -12.
13. Report from City Manager.
14. Report from City Attorney.
15. Report from City Councilors.
16. New Business (New Business is any item of business which could not have been foreseen at
the time of posting of the agenda.)
17. Adjournment.
OWASSO CITY COUNCIL
MINUTES OF REGULAR MEETING
Tuesday, September 7, 2010
The Owasso City Council met in regular session on Tuesday, September 7, 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, September 3, 2010.
ITEM 1. CALL TO ORDER
Mayor Bonebrake called the meeting to order at 6:30 p.m.
ITEM 2. INVOCATION
The invocation was offered by Reverend Melinda Foster of Open Table United Church of Christ.
ITEM 3. FLAG SALUTE
Councilor Cataudella led the flag salute.
ITEM 4. ROLL CALL
PRESENT
Doug Bonebrake, Mayor
Jon Sinex, Vice Mayor (arrives at 6:51)
Steve Cataudella, Councilor
Wayne Guevara, Councilor
Bryan Stovall, Councilor
A quorum was declared present.
STAFF
Rodney Ray, City Manager
Julie Lombardi, City Attorney
ABSENT
None
ITEM 5. RECOGNITION OF 2010 BOYS STATE DELEGATES
Councilor Guevara recognized Davis Ward, Nathanael Rake, Josh McAlister, and Bradley
Sizemore, the 2010 Owasso Boys State Delegates, along with Mr. Walt Vreeland of the
American Legion.
Owasso City Council September 7, 2010
ITEM 6. READING OF THE MAYOR'S PROCLAMATION
Mayor Bonebrake read a proclamation declaring the week of September 17 -23, 2010 to be
Constitution Week in the City of Owasso.
ITEM 7. PRESENTATION OF THE CHARACTER TRAIT OF DILIGENCE
Ms. Brenda Snow of F &M Bank presented to the City Council "Diligence," the Character Trait
of the Month for September, 2010.
ITEM 8. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR COUNCIL APPROVAL OF THE CONSENT AGENDA
A. Approval of Minutes of the August 17, 2010 Regular Meeting.
B. Approval of Claims.
Mr. Cataudella moved, seconded by Mr. Guevara, to approve the Consent Agenda with claims
totaling $213,483.34. Also included for review were the healthcare self- insurance claims report
and payroll payment report for pay period 08/14/10 and 08/28/10.
YEA: Bonebrake, Guevara, Cataudella, Stovall
NAY: None
Motion carried 4 -0.
ITEM 9. CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS
REMOVED FROM THE CONSENT AGENDA
No action was required on this item.
ITEM 10. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR CITY COUNCIL TO AWARD THE BID FOR THE FY 2010
STREET REHABILITATION PROJECT AND AUTHORIZATION FOR THE
MAYOR TO EXECUTE THE AGREEMENT
Mr. Feary presented the item, recommending City Council award the bid for the FY 2010 Street
Rehabilitation Project to Tri -Star Construction, LLC in the amount of $250,610, and authorize
the Mayor to execute the agreement, as recommended.
Mr. Guevara moved, seconded by Mr. Stovall, to award the bid for the FY 2010 Street
Rehabilitation Project, and authorize the Mayor to execute the agreement.
YEA: Bonebrake, Guevara, Cataudella, Stovall
NAY: None
2
Owasso City Council
Motion carried 4 -0.
September 7, 2010
ITEM 11. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR CITY COUNCIL APPROVAL OF THE VISION 2025 CAPITAL
IMPROVEMENT AGREEMENT BETWEEN THE BOARD OF COUNTY
COMMISSIONERS OF TULSA COUNTY AND THE CITY OF OWASSO; AND
AUTHORIZATION FOR THE MAYOR TO EXECUTE THE AGREEMENT
Mr. Stevens presented the item, recommending City Council approval of the Vision 2025 Capital
Improvement Agreement and authorization for the Mayor to execute the agreement.
Sinex arrives at 6:51 p.m.
Mr. Cataudella moved, seconded by Mr. Stovall, to approve the Vision 2025 Capital
Improvement Agreement and authorize the Mayor to execute the agreement, as recommended.
YEA: Bonebrake, Guevara, Cataudella, Sinex, Stovall
NAY: None
Motion carried 5 -0.
ITEM 12. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR CITY COUNCIL TO AWARD THE BID FOR THE PURCHASE
OF A HYDRAULIC RESCUE TOOL SET, AND AUTHORIZATION FOR
PAYMENT
Mr. Clark presented the item, recommending City Council award the bid for the purchase of a
TNT hydraulic rescue tool set to Okie Extrication, and authorize payment in the amount of
$26,020.
Mr. Cataudella moved, seconded by Mr. Guevara, to award the bid for the purchase of the
hydraulic rescue tool set, and authorize payment in the amount of $26,020, as recommended.
YEA: Bonebrake, Guevara, Cataudella, Sinex, Stovall
NAY: None
Motion carried 5 -0.
ITEM 13. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR CITY COUNCIL APPROVAL OF THE RENEWAL
AGREEMENT BETWEEN YOUTH SERVICES, INCORPORATED AND THE
CITY OF OWASSO; AND AUTHORIZATION FOR THE CITY MANAGER TO
EXECUTE THE CONTRACT
3
Owasso City Council September 7, 2010
Ms. Lombardi presented the item, recommending City Council approval of the renewal
agreement between Youth Services, Incorporated and the City of Owasso, for the purpose of
providing Youth Court services from October 1, 2010 through September 30, 2011; and
authorization for the City Manager to execute the agreement.
Mr. Cataudella moved, seconded by Mr. Guevara, to approve the renewal agreement, and
authorize the City Manager to execute the agreement, as recommended.
YEA: Bonebrake, Guevara, Cataudella, Stovall, Sinex
NAY: None
Motion carried 5 -0.
ITEM 14. REPORT FROM CITY MANAGER
Mr. Ray recognized the parents and grandparents of the Boys State Delegates in attendance. Mr.
Stevens provided the Public Works Department Project Status Report. Mr. Ray noted that the
Owasso Community Foundation had announced its award of 5 grants to local neighborhood
groups.
ITEM 15. REPORT FROM CITY ATTORNEY
No report
ITEM 16. REPORT FROM CITY COUNCILORS
Mr. Cataudella noted that the Run to the Beat 5 kilometer run will be held Saturday, September
11, 2010, with proceeds benefitting the Owasso Band. Mr. Bonebrake noted that annual city-
wide Block Party was also being held on Saturday, September 11, 2010.
ITEM 17. NEW BUSINESS
None
11
Owasso City Council
ITEM 18. ADJOURNMENT
Mr. Guevara moved, seconded by Mr. Cataudella, to adjourn.
YEA: Bonebrake, Guevara, Cataudella, Sinex, Stovall
NAY: None
Motion carried 5 -0 and the meeting was adjourned at 7:16 p.m.
Kian Kamas, Minute Clerk
5
September 7, 2010
Doug Bonebrake, Mayor
OWASSO CITY COUNCIL
MINUTES OF SPECIAL MEETING
Tuesday, September 14, 2010
The Owasso City Council met in a special meeting on Tuesday, September 14, 2010 in the
Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and
Agenda posted on the City Hall bulletin board at 5:00 PM on Friday, September 10, 2010.
ITEM 1: CALL TO ORDER
Mayor Bonebrake called the meeting to order at 6:00 PM.
PRESENT
Doug Bonebrake, Mayor
Steve Cataudella, Councilor
Wayne Guevara, Councilor
Bryan Stovall, Councilor
A quorum was declared present.
ABSENT
Jon Sinex, Vice Mayor
ITEM 2: DISCUSSION RELATING TO ADMINISTRATIVE ITEMS
A. Proposed agreement — Claims Management Resources
Ms. Dempster introduced a proposed agreement between the City of Owasso and Claims
Management Resources, for the purpose of providing damage claim and subrogation services.
Ms. Dempster further noted that if no objections were expressed, the item would be placed on the
September 21, 2010 agenda for consideration and appropriate action.
ITEM 3: DISCUSSION RELATING TO OPERATIONAL ITEMS
A. Bid Update — Rayola Park Improvement Project
B. Rezoning Case — Tulsa Technology Center (TTC)
C. Proposed Grant Acceptance — Oklahoma Highway Safety Grant
Mr. Lehr reviewed each operational item and discussion was held. Mr. Lehr advised that the
items relating to the TTC Rezoning Case and the proposed acceptance of the Oklahoma Highway
Safety Grant would require City Council action, and that both items would be placed on the
September 21, 2010 agenda for consideration and appropriate action. Mr. Lehr noted that the
award of a bid on the Rayola Park Improvement Project will likely be placed on the October 5,
2010 agenda for consideration and appropriate action.
ITEM 4: DISCUSSION RELATING TO CITY MANAGER ITEMS
A. Proposed User Fee Changes — Utility Billing, Community Development,
and Public Works User Fees
B. Proposed Resolution — Santa Fe Lift Station OWRB Loan Application
C. CITY MANAGER REPORT
1. Sales Tax Report
Owasso City Council
September 14, 2010
A.) Mr. Ray presented information on proposed user fee increases relating to utility services and
development services. Mr. Ray explained that, if no objections were expressed, individual items
for each fee increase would be placed on the respective agenda for the September 21, 2010
meeting of the Owasso City Council and the Owasso Public Works Authority. B.) Mr. Ray
presented information relating to a proposed resolution which would authorize a loan application
with the Oklahoma Water Resources Board (OWRB) for improvements at the Santa Fe Lift
Station. C.) Mr. Fritschen presented two possible projects for application to the Transportation
Enhancement Program. Mr. Fowler provided a report on Owasso CARES Day and the 2010
City -wide Block Party, held Saturday, September 11, 2010. Ms. Bishop provided a report on
Sales Tax revenues received to date.
ITEM 5: REPORT FROM CITY COUNCILORS
No report.
ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST
FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING
CONFIDENTIAL COMMUNICATIONS BETWEEN THE CITY OF OWASSO
AND ITS ATTORNEY, RELATING TO LITIGATION STYLED MCKINNEY VS.
CITY OF OWASSO; SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25,
SECTION 307(B)(4)
Mr. Stovall moved, seconded by Mr. Cataudella, to enter into Executive Session.
YEA: Bonebrake, Cataudella, Stovall, Guevara
NAY: None
Motion carried 4 -0.
They entered into Executive Session at 7:38. They returned at 7:56.
ITEM 7: ADJOURNMENT
Mr. Guevara moved for adjournment, seconded by Mr. Cataudella.
YEA: Bonebrake, Cataudella, Stovall, Guevara
NAY: None
Motion carried 4 -0.
Meeting adjourned at 7:57 PM.
Juliann M. Stevens, Deputy City Clerk
2
Mayor, Doug Bonebrake
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
GENERAL
AEP /PSO
STREET LIGHTS
14.61
TREASURER PETTY CASH
CC REFUND /MOORE
50.00
TREASURER PETTY CASH
CC REFUND /PIERCE
50.00
TREASURER PETTY CASH
OC REFUND /MIRKES
100.00
TOTAL GENERAL 214.61
MUNICIPAL COURT
JPMORGAN CHASE BANK
OK MUN LEAGUE -OMCCA DUES
145.00
YOUTH SERVICES OF TULSA
YOUTH COURT
3,750.00
SAV -ON PRINTING & SIGNS LLC
COURT RECEIPT BOOKS
443.80
TOTAL MUNICIPAL COURT 4,338.80
MANAGERIAL
JPMORGAN CHASE BANK
PIKEPASS -FEES
1.30
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
99.62
TULSA METRO CHAMBER OF COMMERCE
REGISTRATION FEE - SPEAKE
30.00
TULSA METRO CHAMBER OF COMMERCE
REGISTRATION FEE - SENATO
30.00
JPMORGAN CHASE BANK
OML- ANNUAL CONFERENCE
25.00
JPMORGAN CHASE BANK
BARNES & NOBLE -BOOK
14.94
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
41.67
JPMORGAN CHASE BANK
COMMUNITY RELATIONS
494.74
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
47.91
TOTAL MANAGERIAL 785.18
FINANCE
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
65.31
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
41.67
JPMORGAN CHASE BANK
NOWSDOCS -W2 FORMS
57.00
JPMORGAN CHASE BANK
AMAZON - STRENGTH FINDER
40.07
TOTAL FINANCE 204.05
HUMAN RESOURCES
JPMORGAN CHASE BANK
TULSA WORLD- ADVERTISING
1,535.64
JPMORGAN CHASE BANK
NEIGHBORHOOD NEWS- ADVERT
40.10
COMMUNITYCARE EAP
EMPLOYEE ASSISTANCE PROGR
227.00
JPMORGAN CHASE BANK
BARNES & NOBLE -BOOKS
31.71
JPMORGAN CHASE BANK
CLAREMORE DAILY - ADVERTISE
114.15
TREASURER PETTY CASH
CHAMBER LUNCH
20.00
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
56.02
JPMORGAN CHASE BANK
ATWOODS -ZIP TIES
27.98
TOTAL HUMAN RESOURCES 2,052.60
HR - CHARACTER INITIATIVE JPMORGAN CHASE BANK MEETING EXPENSE 12.46
TOTAL HR - CHARACTER INITIATIVE 12.46
GENERAL GOVERNMENT
HEARTLAND CONSULTING, INC
CONSULTING FEES FY11
10,500.00
CINTAS CORPORATION
CARPET/ MAT CLEANING
30.45
Page 1
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
GENERAL GOVERNMENT...
CHARNEY, BUSS, & WILLIAMS, P.C.
LEGAL SERVICES - DETHEROW
187.50
UNITED STATES CELLULAR CORPORATION
CELL PHONE SERVICE
6.46
TULSA COFFEE SERVICE INC
COFFEE SUPPLIES
103.63
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
229.98
AEP /PSO
ELECTRIC USE
4,668.30
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
276.07
JPMORGAN CHASE BANK
AMER WASTE- REFUSE SERVICE
133.64
TOTAL GENERAL GOVERNMENT 16,136.03
COMMUNITY DEVELOPMENT
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
273.33
TULSA COUNTY MIS
TULSA COUNTY LAND RECORDS
30.00
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
125.00
TOTAL COMMUNITY DEVELOPMENT 428.33
ENGINEERING
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
166.67
UNITED STATES CELLULAR CORPORATION
CELL PHONE SERVICE
56.43
TREASURER PETTY CASH
PARKING
5.00
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
80.51
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
13.20
OKLAHOMA FLOODPLAIN MANAGERS
OFMA ANNUAL MEMBERSHIP
105.00
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
668.21
JPMORGAN CHASE BANK
SCOTT RICE - OFFICE CHAIR
456.93
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
13.20
TOTAL ENGINEERING 1,565.15
INFORMATION TECHNOLOGY
SUNGARD PUBLIC SECTOR INC.
FORMEASY TRAINING
160.00
JPMORGAN CHASE BANK
COX -MO FIBER INTERNET
1,550.00
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
41.67
TOTAL INFORMATION TECHNOLOGY 1,751.67
SUPPORT SERVICES
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
166.67
CITY GARAGE
CITY GARAGE PARTS - AUG,
52.85
WAL -MART CORP SAMS CLUB 77150903608
OPERATING SUPPLIES
8.98
WAL -MART CORP SAMS CLUB 77150903608
OPERATING SUPPLIES
325.00
COX COMMUNICATIONS
INTERNET SVCS OC - SEPT
69.95
JPMORGAN CHASE BANK
LOWES- SUPPLIES
15.98
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
19.25
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
19.25
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
19.25
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
19.25
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
19.25
JPMORGAN CHASE BANK
SCHINDLER- MAINTENANCE
749.34
JPMORGAN CHASE BANK
INTERSTATE - BATTERY
29.95
JPMORGAN CHASE BANK
INTERSTATE - BATTERIES
92.93
Page 2
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
SUPPORT SERVICES...
JPMORGAN CHASE BANK
LOWES- TOILET REPAIR
4.07
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
393.30
JPMORGAN CHASE BANK
ROBERTSON PLUMBING - REPAIR
27.40
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
53.98
JPMORGAN CHASE BANK
LOWES- SUPPLIES
3.92
TOTAL SUPPORT SERVICES 2,090.57
CEMETERY
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
45.52
OWASSO TOP SOIL
LOAD YARD DIRT
60.00
AEP /PSO
ELECTRIC USE
35.07
VERDIGRIS VALLEY ELECTRIC COOP
CEMETERY ELECTRIC
26.18
JPMORGAN CHASE BANK
BROWN FARMS -SOD
35.00
TOTAL CEMETERY 201.77
POLICE SERVICES
JPMORGAN CHASE BANK
OWASSO FITNESS -GYM USE
240.00
JPMORGAN CHASE BANK
PIKEPASS -FEES
26.85
WAL -MART CORP SAMS CLUB 77150903608
OPERATING SUPPLIES
68.82
CITY GARAGE
CITY GARAGE PARTS - AUG,
3,961.91
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
7,984.63
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
4,666.67
AEP /PSO
ELECTRIC USE
2,759.67
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
68.07
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
12.34
SOUTHERN RUBBER STAMP CO., INC.
NOTARY STAMP
35.95
MEDICAL COMPLIANCE SPECIALTY INC
MEDICAL WASTE DISPOSAL
57.00
MTM RECOGNITION CORPORATION
BADGE
80.51
JPMORGAN CHASE BANK
LODGING EXPENSE
603.16
JPMORGAN CHASE BANK
LODGING EXPENSE
144.00
JPMORGAN CHASE BANK
PATROL TECH - BATTERIES
72.00
JPMORGAN CHASE BANK
MAIL THIS - SHIPPING
85.78
TOTAL POLICE SERVICES 20,867.36
POLICE COMMUNICATIONS
JPMORGAN CHASE BANK
DELL -TONER
163.66
JPMORGAN CHASE BANK
BEST BUY -HARD DRIVE
103.08
RGR SECURITY SOLUTIONS, INC.
SURVEILLANCE SYSTEM
675.00
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
12.34
JPMORGAN CHASE BANK
BEST BUY - RETURN
-92.23
AEP /PSO
ELECTRIC USE
170.78
WAL -MART CORP SAMS CLUB 77150903608
OPERATING SUPPLIES
71.62
TOTAL POLICE COMMUNICATIONS 1,104.25
ANIMAL CONTROL
CITY GARAGE
CITY GARAGE PARTS - AUG,
17.14
AEP /PSO
ELECTRIC USE
275.89
JPMORGAN CHASE BANK
OREILLYS- SUPPLIES
30.35
Page 3
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
ANIMAL CONTROL...
JPMORGAN CHASE BANK
ZOETEK- SHARPS CONTAINER
27.11
HILL'S PET NUTRITION SALES, INC
SHELTER SUPPLIES
14.00
HILL'S PET NUTRITION SALES, INC
SHELTER SUPPLIES
28.00
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
169.21
CITY GARAGE
LABOR OVERHEAD CHGS -AUG
166.67
TOTAL ANIMAL CONTROL 728.37
FIRE SERVICES
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
1,166.67
JPMORGAN CHASE BANK
PIKEPASS -FEES
2.80
JPMORGAN CHASE BANK
OK POLICE SUPPLY - APPAREL
17.30
JPMORGAN CHASE BANK
OK POLICE SUPPLY - APPAREL
14.95
JPMORGAN CHASE BANK
CASCO -HAZ -MAT SENSOR
177.14
JPMORGAN CHASE BANK
MEETING EXPENSE
26.73
JPMORGAN CHASE BANK
MEETING EXPENSE
25.98
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
1,792.45
JPMORGAN CHASE BANK
LASERWORKS- PRINTER PARTS
175.16
JPMORGAN CHASE BANK
PATROL TECH - APPAREL
62.70
JPMORGAN CHASE BANK
P &K EQUIP - WEEDEATER
270.99
JPMORGAN CHASE BANK
FIRE PROTECTION - WORKBOOKS
191.45
JPMORGAN CHASE BANK
OKLA POLICE -UNIF APPAREL
125.95
JPMORGAN CHASE BANK
AMAZON - LEADERSHIP BOOK
24.24
JPMORGAN CHASE BANK
GRAINGER - CIRCULATOR PUMP
224.10
JPMORGAN CHASE BANK
BDU- UNIFORM APPAREL
155.88
JPMORGAN CHASE BANK
CASCOINDUST -UNIF APPAREL
700.00
JPMORGAN CHASE BANK
CASCOINDUST -UNIF APPAREL
4,012.00
JPMORGAN CHASE BANK
CASCOINDUST -UNIF APPAREL
2,000.00
JPMORGAN CHASE BANK
WALMART- DETERGENT
23.94
JPMORGAN CHASE BANK
FIRE PROTECTION - WORKBOOKS
107.23
JPMORGAN CHASE BANK
AMAZON - LEADERSHIP BOOK
25.75
JPMORGAN CHASE BANK
RUNNERS WORLD- APPAREL
130.00
JPMORGAN CHASE BANK
EZUPDIRECT -PARTS
30.36
JPMORGAN CHASE BANK
FIREMARSHAL -ASSN DUES
85.00
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
30.10
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
428.11
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
8.49
AEP /PSO
ELECTRIC USE
3,690.30
JPMORGAN CHASE BANK
LOWES -TIE DOWN STRAPS
24.84
CITY GARAGE
CITY GARAGE PARTS - AUG,
324.33
JPMORGAN CHASE BANK
WESTERN HILLS -CONF ROOM
317.05
JPMORGAN CHASE BANK
AMAZON- LEADERSHIP BOOKS
41.19
TREASURER PETTY CASH
MEETING EXPENSE
8.69
JPMORGAN CHASE BANK
OWASSO FITNESS -GYM USE
405.00
JPMORGAN CHASE BANK
SKAGGS- UNIFORM APPAREL
107.76
JPMORGAN CHASE BANK
CASCOINDUST- APPAREL
2,000.00
JPMORGAN CHASE BANK
SHI COP -VISIO PRO 2010
598.00
Page 4
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
TOTAL FIRE SERVICES 19,552.63
EMERGENCY PREPAREDNES
WAL -MART CORP SAMS CLUB 77150903608
OPERATING SUPPLIES
9.48
VERDIGRIS VALLEY ELECTRIC COOP
ELECTRIC BILL STORM SIREN
20.40
VERDIGRIS VALLEY ELECTRIC COOP
ELECTRIC BILL STORM SIREN
20.46
VERDIGRIS VALLEY ELECTRIC COOP
ELECTRIC BILL STORM SIREN
20.40
AEP /PSO
ELECTRIC USE
104.48
TOTAL EMERGENCY PREPAREDNESS 175.22
STREETS
AEP /PSO
ELECTRIC USE
1,241.35
JPMORGAN CHASE BANK
MAXWELL SUPPLY -BROOM
33.67
JPMORGAN CHASE BANK
BURNS -HOT BOX REPAIR
412.36
TULSA ASPHALT, LLC
TYPE B ASPHALT
77.89
TULSA ASPHALT, LLC
TYPE B ASPHALT
98.58
TULSA ASPHALT, LLC
TYPE B ASPHALT
272.13
APAC- OKLAHOMA, INC.
ASPHALT
565.02
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
37.49
JPMORGAN CHASE BANK
OWASSO LUMBER - CONCRETE
159.18
CITY GARAGE
CITY GARAGE PARTS - AUG,
1,363.86
AEP /PSO
STREET LIGHTS
5,317.94
AMERICAN ELECTRIC POWER
MAIN STREET LIGHTING
1,000.00
AMERICAN ELECTRIC POWER
SILVER CREEK LIGHTING
513.00
JPMORGAN CHASE BANK
WORLEYS -GATOR BAG
30.00
TRAFFIC LOGIX CORPORATION
SPEED BUMPS
4,750.00
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
1,181.55
JPMORGAN CHASE BANK
LOWES -PARTS
11.50
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
162.63
JPMORGAN CHASE BANK
OWASSO LUMBER - SUPPLIES
181.97
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
37.57
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
1,166.67
TOTAL STREETS 18,614.36
STORMWATER
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
1,166.67
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
162.63
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
1,121.34
JPMORGAN CHASE BANK
P & K EQUIPMENT- FILTERS
12.92
JPMORGAN CHASE BANK
P & K EQUIPMENT- REPAIRS
99.64
CITY GARAGE
CITY GARAGE PARTS - AUG,
898.14
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
41.56
JPMORGAN CHASE BANK
EQUIPMENT ONE - WHEELS
52.36
UNIFIRST HOLDINGS LP
UNIFORM SERVICES
41.56
OWASSO TOP SOIL
LOAD YARD DIRT
120.00
SHERWOOD CONSTRUCTION CO, INC
CONCRETE
150.63
JPMORGAN CHASE BANK
ATWOODS -HOSE
32.34
Page 5
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
STORMWATER...
JJPMORGAN CHASE BANK
ATWOODS -TRASH BAGS
1 31.96
TOTAL STORMWATER 3,931.75
PARKS
ROADSAFE TRAFFIC SYSTEMS, INC
TRAFFIC CONES RENTAL
120.00
MARSHALL GROSS
VETERANS PARK MOWING
54.98
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
29.21
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
188.90
JPMORGAN CHASE BANK
SCOREBOARD - SUPPLIES
110.00
AEP /PSO
ELECTRIC USE
971.92
TAQWA MU -MIN
RAYOLA/ELM CREEK PARK MOW
1,266.00
JOHN MCGEE
MCCARTY PARK MOWINGS
330.00
PLAY BY DESIGN, INC.
PARK BENCH - RAYOLA
690.00
JPMORGAN CHASE BANK
LOWES -PAINT
185.94
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
431.04
UNIFIRST HOLDINGS LP
UNIFORM RENTALS & CLEANIN
14.65
ROGERS COUNTY RURAL WATER DISTRICT
WATER SERVICE - CENTENNIAL
143.80
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
250.00
TOTAL PARKS 4,786.44
COMMUNITY CENTER
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
41.67
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
244.08
JPMORGAN CHASE BANK
LOWES -LIGHT BULBS
21.59
JPMORGAN CHASE BANK
WALMART- SPRAYER DISP
6.38
TREASURER PETTY CASH
KEYS /LABOR
168.00
AEP /PSO
ELECTRIC USE
1,928.28
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
130.79
TOTAL COMMUNITY CENTER 2,540.79
HISTORICAL MUSEUM
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
101.30
IAEP/PSO
ELECTRIC USE
216.43
TOTAL HISTORICAL MUSEUM 317.73
ECONOMIC DEV
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
39.27
JPMORGAN CHASE BANK
WEBSCRIBBLE -MO HOSTING
19.99
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
41.67
TOTAL ECONOMIC DEV 100.93
FUND GRAND TOTAL 102,501.0
AMBULANCE
CITY GARAGE
LABOR OVERHEAD CHGS - AUG
1,000.00
ATC FREIGHTLINER GROUP
BLOWER MOTOR /AIR FILTER
191.31
ATC FREIGHTLINER GROUP
EVAP SERVICE COVER
15.35
JPMORGAN CHASE BANK
BOUND TREE - SUPPLIES
480.12
Page 6
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
AMBULANCE...
JPMORGAN CHASE BANK
BOUND TREE - SUPPLIES
940.92
JPMORGAN CHASE BANK
BOUND TREE - SUPPLIES
39.95
JPMORGAN CHASE BANK
BOUND TREE - SUPPLIES
773.20
JPMORGAN CHASE BANK
BOUND TREE - SUPPLIES
15.96
FLEETCOR TECHNOLOGIES
VEHICLE FUELMAN EXPENSE
1,854.90
JPMORGAN CHASE BANK
ALLMED- SUPPLIES
208.25
JPMORGAN CHASE BANK
ALLMED- SUPPLIES
1,227.31
JPMORGAN CHASE BANK
FULLERTON- OXYGEN
45.66
MEDICAL COMPLIANCE SPECIALTY INC
MEDICAL WASTE DISPOSAL
114.00
MEDICAL COMPLIANCE SPECIALTY INC
MEDICAL WASTE DISPOSAL
171.00
CITY GARAGE
CITY GARAGE PARTS - AUG,
458.05
TOTAL AMBULANCE 7,535.98
FUND GRAND TOTAL 7,535.9
E911 COMMUNICATIONS
AT &T
E911 MAPPING FEES -SEPT
355.35
INCOG -E911
E911 ADMIN SVC FEES
5,866.01
JPMORGAN CHASE BANK
TOTAL RADIO -MO MAINT FEE
285.00
TOTAL E911 COMMUNICATIONS 6,506.36
FUND GRAND TOTAL 6,506.3
HOTEL TAX - MUSEUM IDECOR CONSTRUCTION, INC MUSEUM ROOF REPAIR 13,865.00
TOTAL HOTEL TAX - MUSEUM 13,865.00
STRONG NEIGHBORHOODS
MICHAEL F. CLARK
BLOCK PARTY T- SHIRTS
236.00
MICHAEL F. CLARK
NAME BADGE
7.00
WORLEYS GREENHOUSE & NURSERY, INC
OWASSO CARES DAY
353.20
TOTAL STRONG NEIGHBORHOODS 596.20
FUND GRAND TOTAL 14,461.2
STORMWATER - STORMWATI MESHEK & ASSOCIATES, P.L.C. ENGINEERING SERVICES 2,699.00
TOTAL STORMWATER - STORMWATER 2,699.00
STRM MGMT - GARNETT DET
TERRACON CONSULTANTS INC
SOIL TESTING FOR E 96 ST
4,326.26
CHEROKEE BUILDERS
CONSTRUCTION SERVICES
173,687.40
TOTAL STRM MGMT - GARNETT DETN 178,013.66
STORMWATER ATLAS MAPPI IMESHEK
& ASSOCIATES, P.L.C.
ENGINEERING SERVICES
23,968.50
Page 7
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
jPayment Amouni
TOTAL STORMWATER ATLAS MAPPING 23,968.50
FUND GRAND TOTAL 204,681.1
AMBULANCE CAPITAL FD JPMORGAN CHASE BANK ZOLL- COMPUTER SOFTWARE 16,478.10
TOTAL AMBULANCE CAPITAL FD 16,478.10
FUND GRAND TOTAL 16,478.1
FIRE CAPITAL FD JPMORGAN CHASE BANK WHITE STAR - SUPPLIES 173.04
JPMORGAN CHASE BANK IGERDAU STEEL -RE -BAR 1,909.80
TOTAL FIRE CAPITAL FD 2,082.84
FUND GRAND TOTAL 2,082.8
CI - QUAL OF LIFE INITIAT JALABACK DESIGN ASSOCIATES, INC IQUALITY OF LIFE INITIATIV 6,617.00
TOTAL CI - QUAL OF LIFE INITIAT 6,617.00
CI - 86 STIR MAIN - -MEM IDISPUTE RESOLUTION CONSULTANTS, INC IMEDIATION SERVICES /STOKES 1,350.00
TOTAL CI - 86 STR MAIN- -MEM 1,350.00
FUND GRAND TOTAL 7,967.0
CITY GARAGE
JPMORGAN CHASE BANK
OREILLY -PARTS RESALE
3,714.93
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
33.27
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
33.27
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
33.27
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
40.77
UNIFIRST HOLDINGS LP
UNIFORM RENTAL FEES
33.27
T & W TIRE, LP
TIRES FOR POLICE CARS
679.50
AEP /PSO
ELECTRIC USE
372.73
ONEOK, INC OKLAHOMA NATURAL GAS
NATURAL GAS USAGE
116.71
JPMORGAN CHASE BANK
OFFICE DEPOT - SUPPLIES
16.58
JPMORGAN CHASE BANK
ZEP -HAND CLEANER
100.66
JPMORGAN CHASE BANK
QUIKSERVICE -STEEL
35.72
JPMORGAN CHASE BANK
CLASSIC CHEVY -PARTS
89.10
JPMORGAN CHASE BANK
UNITED FORD -PARTS
195.14
JPMORGAN CHASE BANK
UNITED FORD -PARTS
145.60
JPMORGAN CHASE BANK
UNITED FORD -PARTS
1,528.26
JPMORGAN CHASE BANK
UNITED FORD -PARTS
281.50
JPMORGAN CHASE BANK
B &M OIL -PARTS RESALE
492.25
JPMORGAN CHASE BANK
AMERIFLEX HOSE -LINES
82.30
Page 8
Claims List
09/21/2010
Budget Unit Title
Vendor Name
Payable Description
Payment Amouni
CITY GARAGE...
JPMORGAN CHASE BANK
LENOX- TOWING
74.00
JPMORGAN CHASE BANK
LENOX- TOWING
71.00
TOTAL CITY GARAGE 8,169.83
FUND GRAND TOTAL 8,169.8
WORKERS' COMP SELF -INS
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
264.00
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
289.00
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
578.00
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
264.00
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
289.00
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
578.00
TOTAL WORKERS' COMP SELF -INS 2,262.00
WORKERS' COMP SELF -INS
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
85.00
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
166.92
CITY OF OWASSO IMPREST ACCOUNT
WC- CLAIMS RELATED EXP.
26.33
CITY OF OWASSO IMPREST ACCOUNT
WORKERS COMP CLAIMS EXPEN
252.13
TOTAL WORKERS' COMP SELF -INS 530.38
FUND GRAND TOTAL 2,792.3
GEN LIAB -PROP SELF INS
JOHN D. ROTHMAN
MCKINNEY VS. OWASSO
1,511.05
WOOD, PUHL & WOOD, P.L.L.0
LEGAL SERVICES - HUNTLEY
4,606.62
WOOD, PUHL & WOOD, P.L.L.0
LEGAL SERVICES - PERMAUL
1,410.81
WOOD, PUHL & WOOD, P.L.L.0
LEGAL SERVICES - HUNTLEY
3,569.00
WOOD, PUHL & WOOD, P.L.L.0
LEGAL - BATTERBEE
37.00
WOOD, PUHL & WOOD, P.L.L.0
LEGAL SERVICES - PERMAUL
2,534.50
TOTAL GEN LIAB -PROP SELF INS 13,668.98
FUND GRAND TOTAL 13,668.9
CITY GRAND TOTAL $386,844.88
Page 9
CITY OF OWASSO
GENERALFUND
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 09/11/10
Department Payroll Expenses Total Expenses
Municipal Court
4,586.31
6,186.88
Managerial
1 9,317.89
26,755.07
Finance
12,959.52
19,304.28
Human Resources
5,984.82
9,571.93
Community Development
10,653.24
15,713.56
Engineering
13,533.67
20,294.59
Information Systems
9,400.59
14,754.23
Support Services
6,695.54
9,730.21
Police
94,726.86
146,455.70
Central Dispatch
11,658.86
18,989.03
Animal Control
2,271.63
3,500.58
Fire
98,606.04
144,301.61
Emergency Preparedness
2,818.43
4,328.21
Streets
6,706.33
11,272.86
Stormwater /ROW Maint.
7,609.53
11,491.10
Park Maintenance
5,825.03
8,892.54
Community- Senior Center
3,001.01
4,944.83
Historical Museum
2,054.82
2,813.17
Economic Development
2,876.92
3,818.43
General Fund Total
321,287.04
483,118.81
Garage Fund Total 4,103.60 6,488.30
Ambulance Fund Total 20,773.07 30,318.24
Emergency 911 Fund Total 2,059.23 3,352.95
Worker's Compensation Total 3,149.64 3,836.87
Strong Neighborhoods 2,102.12 3,155.18
Stormwater Detention 1,700.80 2,01 7.33
CITY OF OWASO
HEALTHCARE SELF INSURANCE FUND
CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 9/21/10
VENDOR DESCRIPTION
AETNA HEALTHCARE MEDICAL SERVICE
HEALTHCARE MEDICAL SERVICE
HEALTHCARE MEDICAL SERVICE
HEALTHCARE MEDICAL SERVICE
HEALTHCARE DEPT TOTAL
DELTA DENTAL DENTAL MEDICAL SERVICE
ADMIN FEES
DENTAL DEPT TOTAL
VSP VISION MEDICAL SERVICES
VISION DEPT TOTAL
HEALTHCARE SELF INSURANCE FUND TOTAL
AMOUNT
29, 568.58
7,882.00
21,866.39
21,676.44
80,993.41
1,813.40
2,130.26
3,943.66
2,315.21
2,315.21
87,252.28
CITY OF OWASSO
GENERALFUND
FISCAL YEAR 2010 -2011
Statement of Revenues & Expenditures
As of August 31, 2010
PERCENT
17.14%
12.18%
3.51%
13.87%
16.14%
12.51%
15.48%
15.00%
16.52%
23.63%
1.08%
14.32%
19.15%
16.52%
17.21%
18.48%
MONTH
YEAR
TO -DATE
TO -DATE
BUDGET
REVENUES:
Taxes
$ 1,581,728
$ 3,152,883
$ 18,400,200
Licenses & permits
10,805
29,158
239,300
Intergovernmental
38,983
82,692
2,353,500
Charges for services
33,892
70,404
507,660
Fines & forfeits
63,642
125,685
778,700
Other
5,136
49,885
398,800
TOTAL REVENUES
1,734,185
22,678,160
3,510,707
EXPENDITURES:
Personal services
964,350
1,978,321
13,189,838
Materials & supplies
57,580
102,245
618,980
Other services
99,327
365,552
1,547,197
Capital outlay
17,632
20,269
1,869,450
TOTAL EXPENDITURES
1,138,890
2,466,387
17,225,465
REVENUES OVER EXPENDITURES
595,295
1,044,320
5,452,695
TRANSFERS IN (OUT):
Transfers in
882,588
1,815,578
10,987,000
Transfers out
(1,410,131)
(2,895,834)
(16,831,075)
TOTAL TRANSFERS
(527,544)
(1,080,256)
(5,844,075)
NET CHANGE IN FUND BALANCE
67,751
(391,380)
(35,936)
FUND BALANCE (GAAP Basis)
Beginning Balance
3,716,981
Ending Balance
$ 3,681,046
FUND BALANCE (Budgetary Basis)
Beginning Balance
1,736,718
1,736,718
Ending Balance
$ 1,700,782
$ 1,345,338
PERCENT
17.14%
12.18%
3.51%
13.87%
16.14%
12.51%
15.48%
15.00%
16.52%
23.63%
1.08%
14.32%
19.15%
16.52%
17.21%
18.48%
The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Michele Dempster
Human Resource Director
SUBJECT: Contract with Claims Management Resources (CMR) for Subrogation Services
DATE: September 17, 2010
BACKGROUND:
In an attempt to address the concern that the City, the OPWA and the OPGA are not always
receiving reimbursement when damage occurs to City and Trustee property, Requests for
Proposals were solicited for damage claims and subrogation services. Two providers responded,
The Holmes Organisation and Claims Management Resources (CMR). After reviewing submitted
proposals CMR was selected as the recommended provider based on their experience in
recovering governmental claims.
CMR's focus is on billing and recovery functions of utility company claims and governmental
claims. References for CMR include City of Tulsa, City of Sand Springs, Oklahoma Department of
Transportation, Oklahoma Gas & Electric, and Verizon. CMR has approximately 130 employees
and has recently just been named "One of the Best Places to work in Oklahoma" by OKCBiz
magazine.
RECOMMENDED ACTION:
Staff recommends contracting with CMR for damage claims and subrogation services. The
recovery process would include CMR reviewing police accident reports for damage to city and
trustee property, providing public works a damage estimate for approval and then contacting
the individual and /or insurance carrier for reimbursement. CMR's fee is 33% of the damages
billed. This fee will be paid in one of two ways. Should the individual and /or insurance carrier
remit requested reimbursement within 45 days, the 33% fee will be paid to CMR out of the
amount collected, However, if the requested reimbursement is not made within 45 days, CMR's
33% will be added to the reimbursement amount requested as allowed by House Bill 1800.
Municipalities contracting with CMR and utilizing fees governed by House Bill 1800 are asked to
receive City Council authorization for the additional collection fee, Staff recommends Council
approval of Resolution #2010-11 authorizing the assessment of collection fees up to 35 %, the
maximum allowed by state law. However, as long as the individual and /or insurance carrier
submit the requested reimbursement within 45 day an additional fee would not be assessed and
CMR's fees would be subtracted from the amount collected.
In addition staff recommends approval of Resolution # 2010 -07 authorizing the City to act as the
agent for the Owasso Public Works Authority and Resolution # 2010 -02 authorizing the City to act
as the agent for the Owasso Public Golf Authority for collection of debt and accounts
receivables, including but not limited to subrogation claims for damage to property and assets.
RECOMMENDATION:
The value of this contract is not expected to exceed the City Manager's spending limit of
$25,000. However, due to the fact we do not have the data to determine what damages have
not been collected on, and the fact that initially CMR will review four years of police reports in
an attempt to collect on damages that have not been collected, staff is seeking Council
approval,
Staff recommends Council authorization for the City Manager to execute a contract for
subrogation services with Claims Management Resources (CMR).
ATTACHMENT:
A. Contract between City of Owasso and Claims Management Resources
Claims Management Resources
615 North Classen Blvd,
Oklahoma City, Oklahoma 73106
www. cmrclaims, coin
"Proven Experience... Experts in Damage Claim Billing and Recovery"
AGREEMENT
Now on this I st day of October 2010, the City of Owasso desires to utilize the
services of Claims Management Resources, hereinafter referred to as, "CMR ", to
perform subrogation activities for the City, and CMR desires to undertake such
subrogation activities. The parties agree that their relationship be governed by the terms
of this agreement.
CMR and the City recognize the need for assistance in monetary recovery for
damaged City property. An area of considerable recoveries need is in property damages
to City owned roadway lighting, traffic signals, signs, guardrails, fire hydrants and other
City property.
I. CMR Duties:
1. Investigate damages promptly and notify the party or parties at fault, their insurance
companies, or both.
Requirements for CMR will be:
Sorting and copying of collision /incident reports, or any reports listing damages to City
property. In the event this process would occur at the City of Owasso, the use of a copy
machine / desk will be provided at no charge to CMR. This process may also occur by
the City faxing to CMR the monthly police reports or a representative of CMR picking
these reports up in person, at no charge to CMR.
2. Investigating the collision scenes to document and establish liability according to state
statutes. This may include, but not be limited to: recorded statements from involved
parties and witnesses, photos of the scene, detailed itemization of damage to City
property. The City will also assist in providing a detailed price guide for CMR to work
from.
3. Prepare recoverable amount worksheet and obtain signed approval from Public Works
as representative of the City of Owasso, for the amount due before pursuing recoveries.
4. Pursue recovery based on amount approved in (3) above with total settlement and
release authority. A letter to the driver or other responsible party may be sent on each
claim which identifies CMR's relationship to the City, the collision involved, the
amount of damages due and the payment date required to avoid any additional fees.
The letter will also provide an opportunity for the driver to offer any explanation of the
incident that may need to be considered in finalizing liability. Any claims requiring
legal assistance will be referred to Counsel for the City of Owasso.
5. CMR will submit a monthly report, with its invoice, to the designated City department
showing cumulative case activity. Report would list CMR Claim number, collision
location, party at fault, date of damage, damage done, and current status code.
6. CMR will forward recoveries to the City of Owasso monthly. CMR will net remit
the recoveries to the City along with police report number, damager name, and payout
date.
7. Payment to CMR will be on a 33% contingency basis. CMR will submit a statement
with a check, unless direct deposit is authorized, on a monthly basis minus CMR's fee.
Monthly statement will only include claims that were recovered that month.
8. CMR will be open and available for audit of records, and keep documents described in
(2), (5), and (6) above for three (3) years from date of check to the City.
9. In cases involving No Insurance or lack of coverage. Notification may be sent to the at-
fault driver advising that CMR will inform the State of Oklahoma Department of Public
Safety to suspend their driver license, on behalf of the City of Owasso, if satisfactory
payments are not arranged and once suspended, the License will not be renewed until
payment in full has been made.
10. CMR has the authority to cancel any claims it deems uncollectible after it has exhausted
all appropriate recovery efforts. Cancelled claims will be kept for audit .purposes as
outlined in #8 above.
II. Requirements for the City of Owasso:
Provide access to all city police /incident reports, or any reports listing damages to City
property.
2. Provide a detailed up to date price guide for CMR to work from.
3. Sign and return all collectible amount worksheets presented within 5 working days.
III. Term:
The Term of this agreement shall begin on the date executed by the City and terminate
on the 30th day of September 2011. This contract will automatically renew on a yearly
basis if neither party serves written notice to the other thirty (30) days prior to the date
of termination. Notice shall be sent certified mail to CMR's office or the City
Manager's office for the City.
IV. Jurisdiction:
1. The laws of the State of Oklahoma shall govern the terms of this contract.
Claims Management Resources Representative Date
City of Owasso Representative Date
The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Michele Dempster
Human Resource Director
SUBJECT: Resolution #2010 -11
DATE: September 17, 2010
BACKGROUND:
Oklahoma Statute Title 11, Section 22 -138, House Bill 1800, authorizes a municipality to assess a
collection fee in an amount not to exceed thirty -five percent (35 %) on debts and accounts
receivable including, but not limited to, unpaid fees, penalties, interest, and other sums due the
municipality, if the City contracts with an agency for these services.
Resolution #2010 -11 declares the authorization of additional collection fees in an amount not to
exceed 35% on certain unpaid debt, accounts receivables, fines, costs, fees, penalties, interest
and other sums due the City. Examples of when this collection fee may be utilized would
include subrogating damage to City property, collecting delinquent court fines and warrants,
and collecting on delinquent utility accounts for individuals who have discontinued service.
RECOMMENDED ACTION:
Staff recommends City Council approval of Resolution #2010 -11 authorizing the assessment of
collection fees up to 35 %.
ATTACHMENT:
A. Resolution #2010-11
CITY OF OWASSO, OKLAHOMA
RESOLUTION NO. 2010 -11
A RESOLUTION DECLARING AUTHORIZATION OF ADDITIONAL COLLECTION FEES IN AN AMOUNT
NOT EXCEEDING THIRTY -FIVE PERCENT ON CERTAIN UPAID DEBTS, ACCOUNTS RECEIVABLE, FINES,
COST, FEES, PENALTIES, INTEREST AND OTHER SUMS DUE THE CITY, AND AUTHORIZING AND
DIRECTING THE PROPER OFFICIALS OF THE CITY OF OWASSO, OKLAHOMA, TO IMPLEMENT SUCH
ACTIONS AS NECESSARY TO IMPOSE AND COLLECT SUCH ADDITIONAL FEES.
WHEREAS, under 11 O.S. Section 22 -138 (effective May 22, 2009), the City of Owasso,
Oklahoma ( "City ") may enter into a contract with a collection agency for the provision of
collection services for one or more of the following items: (1) debts and accounts receivable
including, but not limited to, unpaid fees, penalties, interest, and other sums due the City, and
(2) court penalties, costs, fines and fees in cases which the defendant has failed to appear or
otherwise failed to satisfy a monetary obligation ordered by municipal court; and,
WHEREAS, under 1 1 O.S. Section 22 -138, if the City enters into such a contract with a collection
agency it may authorize the addition of a collection fee in an amount not to exceed thirty -five
percent (35 %) on the items that have been referred to the collection agency for collection; and,
WHEREAS, the Owasso City Council necessitates that authorization for such additional
collection fees be implemented.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA,
that a collection fee in an amount not to exceed thirty -five percent (35 %) of the original
indebtedness may be added on items referred to a collection agency for collection as
authorized by 11 O.S. Section 22 -135 or other state law as amended.
PASSED AND APPROVED this 215' day of September 2010 by the City Council of the City of
Owasso, Oklahoma.
Doug Bonebrake, Mayor
Attest:
Sherry Bishop, City Clerk
Approved As To Form:
t��L_ I - LmLofcu
lie T. Lombardi, City Attorney
V
0TheM#T,"—.utLi City W i mits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Scott Chambless
Deputy Chief of Police
SUBJECT: 2011 Oklahoma Highway Safety Office Grant
DATE: September 17, 2010
BACKGROUND:
In February of 2010, the Owasso Police Department applied for grant funding through the "2011
Highway Safety Office Grant ". This grant was made available by the Oklahoma Highway Safety
Office (OHSO). The purpose of the grant is to provide Oklahoma law enforcement agencies
with resources to reduce the number of injury /fatality collisions in the State of Oklahoma.
OHSO has notified City staff that $50,000 has been awarded to the police department. OHSO
designated the funding for overtime traffic enforcement that is to be directed towards speeding
and aggressive drivers. City staff anticipated this annual traffic safety enforcement grant and
included funds in the amount of $50,000 in the FY 2010 -2011 budget. Partnering with OHSO to
reduce collisions is consistent with objectives set forth in the Police Department's Strategic Plan,
GRANT FUNDING:
There is no match requirement for the grant award, however, the Police Department will be
responsible for fuel and maintenance costs for police vehicles used during grant overtime traffic
patrols.
The grant is funded on a cost reimbursement concept. The Police Department will expend
monies through its existing budget and then claim reimbursement from OHSO. In order to
receive grant funding, the City of Owasso must enter into a contract with OHSO and provide
resources to manage the grant.
REQUEST:
Staff is requesting City Council acceptance of the 2011 Highway Safety Grant and authorization
for the City Manager to execute the contract with the Oklahoma Highway Safety Office.
RECOMMENDATION:
Staff recommends City Council acceptance of the 2011 Highway Safety Grant and
authorization for the City Manager to execute the contract with the Oklahoma Highway Safety
Office for management of the grant.
ATTACHMENT:
A, Contract as prepared by the Oklahoma Highway Safety Office
PROJECT NO. SE- 11- 03 -08 -06
OKLAHOMA HIGHWAY SAFETY OFFICE GRANT AGREEMENT — PART I
TITLE OF PROJECT
GRANT EFFECTIVE DATE
OWASSO SPEED ENFORCEMENT
PROJECT NUMBER
SE- 11- 03 -08 -06
AFFIDAVIT
HIGHWAY SAFETY
FUNDS OBLIGATED
$ 50,000.00
Page 1 of 3
State of Oklahoma, County of Tulsa . I, Rodney Ray., of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Citv
of Owasso of Owasso , Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (OHSO). I further state and agree to comply, to
the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but
not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement
under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in
accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of claims. I further state that I am the duly
authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to
procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally
and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction
or control has been paid, given or donated or agreed to pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other
things of value, either directly or indirectly, in procuring the grant or obtaining payment.
In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any
negative environmental impact will be substantially outweighed by the projected benefits of this project.
Date 120 Signature
Subscribed and Sworn to, before me, this
My Commission expires
Commission Number
Title
day of
Public
20
AFFIDAVIT
State of Oklahoma, County of Oklahoma.
I, Scott E. Watkins , of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor
of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations
and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief.
Date , 20 Signature
Subscribed and Sworn to, before me, this
My Commission expires
Utf�U -F' -L (Ub /IU)
Commission Number
day of
Director, Highway Safety Office
Notary Public
cil
GRANT PERIOD
FROM
October 1, 2010
TO
September 30, 2011
PROJECT PERIOD
FROM
October 1. 2005
TO
September 30, 2011
OWASSO SPEED ENFORCEMENT
PROJECT NUMBER
SE- 11- 03 -08 -06
AFFIDAVIT
HIGHWAY SAFETY
FUNDS OBLIGATED
$ 50,000.00
Page 1 of 3
State of Oklahoma, County of Tulsa . I, Rodney Ray., of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Citv
of Owasso of Owasso , Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (OHSO). I further state and agree to comply, to
the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but
not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement
under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in
accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of claims. I further state that I am the duly
authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to
procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally
and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction
or control has been paid, given or donated or agreed to pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other
things of value, either directly or indirectly, in procuring the grant or obtaining payment.
In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any
negative environmental impact will be substantially outweighed by the projected benefits of this project.
Date 120 Signature
Subscribed and Sworn to, before me, this
My Commission expires
Commission Number
Title
day of
Public
20
AFFIDAVIT
State of Oklahoma, County of Oklahoma.
I, Scott E. Watkins , of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor
of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations
and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief.
Date , 20 Signature
Subscribed and Sworn to, before me, this
My Commission expires
Utf�U -F' -L (Ub /IU)
Commission Number
day of
Director, Highway Safety Office
Notary Public
cil
PROJECT NO. SE- 11- 03 -08 -06
OKLAHOMA HIGHWAY SAFETY OFFICE GRANT AGREEMENT— PART I
TITLE OF PROJECT
GRANT EFFECTIVE DATE
OWASSO SPEED ENFORCEMENT
PROJECT NUMBER
SE- 11- 03 -08 -06
AFFIDAVIT
HIGHWAY SAFETY
FUNDS OBLIGATED
$ 50.000.00
Page 1 of 3
State of Oklahoma, County of Tulsa . I, Rodney Ray , of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Citv
of Owasso of Owasso , Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (OHSO). I further state and agree to comply, to
the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but
not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement
under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in
accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of-claims. I further state that I am the duly
authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to
procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally
and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction
or control has been paid, given or donated or agreed to.pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other
things of value, either directly or indirectly, in procuring the grant or obtaining payment.
In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any
negative environmental impact will be substantially outweighed by the projected benefits of this project.
Date
Subscribed and Sworn to, before me, this
My Commission expires
20T Signature
Commission Number
Title
day of
Notary Public
20
AFFIDAVIT
State of Oklahoma, County of Oklahoma.
I, Scott E. Watkins , of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor
of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations
and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief.
Date
Subscribed and Sworn to, before me, this
My Commission expires
vnw -r -t wa/ luj
20 Signature
Commission Number
day of
Director, Highway Safety Office
Notary Public
C
GRANT PERIOD
FROM
October 1, 2010
TO
September 30, 2011
PROJECT PERIOD
FROM
October 1. 2005
TO
September 30, 2011
OWASSO SPEED ENFORCEMENT
PROJECT NUMBER
SE- 11- 03 -08 -06
AFFIDAVIT
HIGHWAY SAFETY
FUNDS OBLIGATED
$ 50.000.00
Page 1 of 3
State of Oklahoma, County of Tulsa . I, Rodney Ray , of lawful age, being duly sworn, on oath say, that I am the duly authorized agent of The Citv
of Owasso of Owasso , Oklahoma, for executing this grant with the Oklahoma Highway Safety Office (OHSO). I further state and agree to comply, to
the best of my knowledge, information and belief, with all municipal, state and federal laws, regulations and directives governing grants including, but
not limited to, those listed in this agreement. Referenced documents are on file at the OHSO. I further state that any and all claims for reimbursement
under this agreement will be true and correct, that the work, services, or materials as shown by any claim will have been completed or supplied in
accordance with the plans, specifications, orders, requests and all other terms of the grant prior to the filing of-claims. I further state that I am the duly
authorized agent of the grantee for the purpose of certifying the facts pertaining to the giving of things of value to governmental personnel in order to
procure the grant or obtain payment, I am fully aware of the facts and circumstances surrounding the making of the grant and have been personally
and directly involved in the proceedings leading to the procurement of the grant; and neither the grantee nor anyone subject to the grantee's direction
or control has been paid, given or donated or agreed to.pay, give or donate (to any officer or employee of the State of Oklahoma) any money or other
things of value, either directly or indirectly, in procuring the grant or obtaining payment.
In reviewing this grant agreement and the circumstances involved with its implementation, an opinion was derived by the undersigned that any
negative environmental impact will be substantially outweighed by the projected benefits of this project.
Date
Subscribed and Sworn to, before me, this
My Commission expires
20T Signature
Commission Number
Title
day of
Notary Public
20
AFFIDAVIT
State of Oklahoma, County of Oklahoma.
I, Scott E. Watkins , of lawful age, being first duly sworn on oath say, that I am the duly authorized representative of the Governor
of the State of Oklahoma and am duly authorized to carry out the statutory provisions of 47 O.S. 1971, Section 40 -107, and all other laws, regulations
and directives, pertinent to highway safety in the State of Oklahoma to the best of my knowledge, information, and belief.
Date
Subscribed and Sworn to, before me, this
My Commission expires
vnw -r -t wa/ luj
20 Signature
Commission Number
day of
Director, Highway Safety Office
Notary Public
C
PROJECT NO. SE- 11- 03 -08 -06 Page 2 of 3
Table of Contents
OKLAHOMA HIGHWAY SAFETY OFFICE GRANT AGREEMENT - PART I
AUTHORIZATION................................................................................................................................... ..............................1
TABLEOF CONTENTS .............................................................................................................................. ..............................2
PROJECTSUMMARY .............................................................................................................................. ..............................3
PROJECTGOAL ............................................................................................................................................... ............................... 3
PROBLEMIDENTIFICATION ................................................................................................................................ ............................... 3
PROJECTDESCRIPTION ..................................................................................................................................... ............................... 3
EVALUATION.................................................................................................................................................. ............................... 3
BUDGETSUMMARY ............................................................................................................................... ..............................4
BUDGETDETAILS ...........................................:....................................................................................... ..............:...............5
ACTIVITY /MILESTONES ......................................................................................................................... ............................6 -7
GENERAL PROVISIONS - PART II
GLOSSARY OF DEFINITIONS .................................................................................................................... ..............................1
REGULATIONSAND DIRECTIVES ............................................................................................................. ............'...............2 -3
REGULATIONS /DIRECTIVES HIGHLIGHTS ............................................................................................... ............................4 -8
SPECIFIC AGREEMENTS - PART III
SPECIFICAGREEMENTS .......................................................................................................................... ..............................1
ATTACHMENT
PROJECT DIRECTOR'S REPORT
PROJECT NO. SE- 11- 03 -08 -06 Page 3 of 3
Title of Project:
OWASSO SPEED ENFORCEMENT
Project Number: SE- 11- 03 -08 -06
Responsible Agency: Owasso Police Department Reimbursement Information (where check is to be
Project Director: Captain Tracy Townsend mailed):
Phone Number: (918)376 -1569 Payee: City of Owasso
Address: 111 North Main Street Address: 111 North Main Street
Owasso, OK 74055 Owasso, OK 74055
Fax: (918)376 -1589
Email: townsend @cityofowasso.com
OHSO Funds Obligated: $ 50,000.00 Other Funds Obligated: $
Source of Other Funds:
Total of OHSO and Other Funds: $ 50,000.00
PROJECT SUMMARY NARRATIVE SECTION
The following pages of this PROJECT SUMMARY NARRATIVE SECTION will contain:
The Problem Identification, Project Goal, Project Description, Equipment.and Equipment Justification, and Evaluation. The project objectives must
be time - framed and measurable. The narrative also needs to include personnel utilization.
PROJECT GOAL: The goal of this project is to reduce the number of Unsafe Speed KAB crashes in Owasso by 10 %, from
11 in 2008 to 10 in 2011.
PROBLEM IDENTIFICATION: A conservative estimate of the City of Owasso's current population is 30,000 people.
Growth in retail /restaurant business, schools, and hospitals has resulted in additional traffic congestion and motor
vehicle crashes. This growth continues to increase non - resident traffic which contributes to a strain on Owasso PD's
resources. According to data from the Oklahoma Highway Safety Office, the City of Owasso ranks 3`d in the state for
total KAB crashes and 11`h in Unsafe Speed KAB crashes. Both rankings are above the state rate. In order to address the
current motor vehicle crash situation and reduce the future frequency of injury crashes and fatalities, Owasso PD will
utilize grant funding for overtime traffic enforcement and public information and education programs.
PROJECT DESCRIPTION: The project will implement activities in support of National Highway Traffic Safety goals to
reduce motor vehicle KAB crashes. Owasso officers will work shifts outside their normal work schedules on an overtime
basis. Shifts will be scheduled to coincide with peak traffic hours; focusing on violations that may cause and /or
contribute to the severity of motor vehicle crashes, particularly speed violations and aggressive driving. Officers may
periodically conduct traffic safety checkpoints in order to stress occupant protection issues.
EVALUATION: The Project Director will submit monthly reports to the Oklahoma Highway Safety Office (OHSO). These
reports will contain a narrative summary and completed OHSO Budget and Activity Milestone pages. This report will
also contain a claim requesting reimbursement for expended project funds and necessary backup financial
documentation including but not limited to participating officers' regular hourly wage and overtime hourly wage.
Additionally, the claim will include an officer activity log that denotes overtime hours worked, number and type of
activities and written contacts issued. The report will include the number and description of PI &E events conducted. At
the end of the contract period, the Project Director will submit a summary report detailing the results of project
activities and whether the project goal was met.
BUDGET SUMMARY
Page 4 of 7 Pages
PROJECT TITLE:
Federal Fiscal Year: 2011
PROGRAM AREA
Project Number: SE- 11- 03 -08 -06
OWASSO SPEED ENFORCEMENT
SPEED ENFORCEMENT
COST CATEGORY
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
Annual Total
ITEMS
J
I
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAYT
JUN
JUL
AUG
SEP
YTD
I. PERSONNEL
A. Salaries
P
4,050
4,050
4,050
4,050
4,050
4,050
4,050
4,150
4,050
4,050
4,150
4,050
48,800
A
0.00
P
100
100
100
100
100
100
100
100
100
100
100
100
1,200
B. Benefits
A
0.00
II. TRAVEL
A. In -State Travel
P
0
A
0.00
P
0
B. Out -of -State Travel
A
0.00
III. OPERATING COSTS
P
0
A
0.00
IV. CONTRACTUAL
P
0
COSTS
A
0.00
V. EQUIPMENT
P
0
A
0.00
MONTHLY TOTAL
P
4,150
4,150
4,150
41150
4,150
4,150
4,150
4,2.50
4,150
4,150
4,250
4,150
50,000
A
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.001
0.00
0.00
- ' )" "N°" ""' — OHSO -P -2c (06/10)
A = Actual Expenditures (To be completed by Project Director each month.)
BUDGET DETAILS
Page 5 of 7 pappc
PROJECT TITLE:
OWASSO SPEED ENFORCEMENT
Federal Fiscal Year: 2011
PROGRAM AREA
SPEED ENFORCEMENT
Project Number: SE- 11- 03 -08 -06
COST
CATEGORY
ITEMS
DESCRIPTION OF EXPENDITURE ITEMS
MONTH
TOTALS
OCT
NOV
DEC
JAN
FEB
MAR
SEMI - ANNUAL
APR
MAY
JUN
JUL
AUG
SEP
ANNUAL
I.A.
1
Salary for overtime traffic enforcement directed at speed
and overtime PI &E efforts, (rate not to exceed 1.5 times
regular hourly rate unless contractually required and
approved by OHSO).
P
4,050
4,050
4,050
4,050.
4,050
4,050
24,300
A
0.00
P
4,050
4,150
4,050
4,050
4,150
4,050
_
48,800
A
0.00
1. B.
1
Benefits for overtime enforcement computed at 2.45 %,
(agency does not contribute to Social Security).
P
100
100
100
100
100
100
600
A
0.00
P
100
100
100
100
100
100
1,200
A
0.00
P
0
A
0.00
P
0
A
0.00
P
0
A
0.00
P
0
A
0.00
P
0
A
0.00
P
0
A
0.00
P = Planned Budget OHSO- P- 2d(06/10)
A = Actual Expenditures (To be completed by Project Director each month.)
ACTIVITY / MILESTONES
Paep 6 of 7 Paanc
PROJECT TITLE:
Federal Fiscal Year: 2011
PROGRAM AREA
OWASSO SPEED ENFORCEMENT
SPEED ENFORCEMENT
Project Number: SE- 11- 03 -08 -06
MILESTONES
No.
Activities
1st Quarter
2nd Quarter
3rd Quarter
4th
Quarter
Total
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
YTD
1
Number of hours of overtime traffic
enforcement directed at speed and /or
P
135
135
135
135
135
135
135
135
135
135
135
135
1620
overtime PI &E efforts, (approximately 1626
A
0
hours @$30.00 per hour).
2
Number of SPEED RELATED citations and
written warnings issued, (target is two per
P
270
270
270
270
270
270
270
270
270
270
270
270
3240
hour).
A
0
3
Number of traffic citations and written
warnings issued that ARE NOT speed
P
*
*
*
*
*
*
*
*
*
*
*
*
0
related.
A
0
4
Support NHTSA's national law goals and
participate in the Click It or Ticket and
P
X
X
0
Drunk Driving, Over the Limit, Under Arrest
A
0
mobilizations, to include pre and post
reporting of activities.
5
Submit monthly claims to OHSO, including
a breakdown of enforcement activity.
P
1
1
1
1
1
1 .•
1
1
1
1
1
1
12
A
0
D - D
A A..t:. •:., ..�
"' "" �" " "' OH50 -P -2e (06/10)
A = Actual Activities Accomplished (To be completed by Project Director each month.)
ACTIVITY / MILESTONES
Page 7 of 7 Pages
PROJECT TITLE:
OWASSO SPEED ENFORCEMENT
Federal Fiscal Year: 2011
PROGRAM AREA
SPEED ENFORCEMENT
Project Number: SE-- 11- 03 -08 -06
No.
Activities
MILESTONES
1st Quarter
2nd Quarter
3rd Quarter
4th
Quarter
Total
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
YTD
6
Submit a copy of Single Audit Report or
Letter of Exemption (see General
Provisions, Page 7, no. 22).
P
X
(2011)
0
FA
0
7
Submit end of the year project summary
report to OHSO by November 1, 2011.
P
X
(2011)
0
A
0
P
0
A
0
P
0
A
0
P
0
A
0
i, = vrojectea Activities OHSO -11-2e (06/10)
A = Actual Activities Accomplished (To be completed by Project Director each month.)
GENERAL PROVISIONS — PART II
Page 1 of 8
GLOSSARY OF DEFINITIONS
This glossary defines terms with meanings which may be unclear in the context in which they are used. These definitions are meant
to apply only to the usage of these terms in this grant agreement.
Activity —The smallest unit of work that can be time - framed, quantified, and is critical to the success of a project.
Actual — The attained level of resources and /or accomplishments.
Authorized Agent —The duly authorized representative of the State Agency or Local Subdivision having signatory authority and the
responsibility of executing the grant agreement.
C. F. R. — Code of Federal Regulations.
Director — The Director authorized by the Governor's Representative to direct the activities of the Oklahoma Highway Safety Office.
FY - Fiscal year which starts October 1 and ends September 30 each year.
Governor's Representative - A representative appointed by the Governor of Oklahoma to oversee the activities of the Oklahoma
Highway Safety Office.
Grantor Agency - Oklahoma Highway Safety Office.
Local Subdivision - An administrative division of local government.
Milestone - A level of accomplishment of an activity within a specific period of time.
Obligated - The proposed level of resources and /or accomplishments.
OMB - Office of Management and Budget (Federal).
OHSO - Oklahoma Highway Safety Office.
Program Manager — An OHSO staff member authorized to act as the liaison between the Highway Safety Office and the State Agency
or Local Subdivision in all matters pertaining to a project.
Proiect Director — A representative of the grantee responsible for directing the activities of the project.
TD — Quarter -to -date.
Standard Number — A number assigned to one of the highway safety program areas as defined by the Highway Safety Act of 1966.
State Agency — An administrative division of state government.
Task Number —A number assigned by the OHSO for internal management.
U. S. C. — United States Code.
YTD — Year -to -date.
OHSO -P -2f Reg -Gen contract Agreements 11 (08/10)
GENERAL PROVISIONS
REGULATIONS AND DIRECTIVES
Page 2 of 8
The Grantee, its assignee(s), successor(s) in interest, subcontractor(s), supplier(s), or anyone who is a recipient of financial assistance
through this grant shall agree to all applicable provisions of the following; however, nothing here should be interpreted to limit the
requirements to comply with regulations and directives not included in this list:
1. Office of Management & Budget Circular A -102: Grants and Cooperative Agreements with State and Local Governments (Revised
10/7/94 and further amended 08/29/1997).
2. Office of Management & Budget Circular A -87: Cost Principles For State, Local, and Indian Tribal Governments (05/10/2004),
relocated to 2 CFR, Part 225.
3. Office of Management & Budget Circular A -21: Contract Costs Principles and Procedures; Cost Principles for Educational
Institutions. (Revised 05/10/2004) ), relocated to 2 CFR, Part 220.
4. Office of Management & Budget Circular A -110: Uniform Administrative Requirements for Grants and Other Agreements with
institutions of Higher Education, Hospitals and other Non - Profit Organizations (11/19/1993 and further amended 09/30/1999) ),
relocated to 2 CFR, Part 215.
S. Office of Management & Budget Circular A -122: Cost Principles for Nonprofit Organizations (05/10/2004) ), relocated to 2 CFR,
Part M.
6. Office of Management & Budget Circular A -133: Audits of States, Local Governments, and Non-Profit Organizations (06/24/1997
includes revisions published in Federal Register 06/27/2003).
7. Department of Transportation Regulations, 49 CFR Part 18, Uniform Administrative Requirements for Grants and cooperative
Agreements to State and Local Governments.
8. 49 CFR Part 19 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals
and Other Nonprofit Organizations.
9. Department of Transportation 23 USC, Chapter 4, Highway Safety Act of 1966, as amended.
10 Department of Transportation 23 CFR, Parts 1200, 1205, 1206, 1250, 1251 and 1252, Regulations governing highway safety
programs.
11. NHTSA Order 462 -6C —Matching Rates for State and Community Highway Safety Programs.
12. Highway Safety Grant Funding Policy for Field- Administered Grants.
13. Executive Order No. 11246,3 CFR 169 (Supp. 1969), "Equal Employment Opportunity"/ Department of Labor Regulations, 41 CFR
Part 60.
14. Copeland Act, 18 U.S.C. Section 874/ Department of Labor, Regulations, 29 CFR Part 3.
15. Davis -Bacon Act, 40 U.S.C. Sections 276a to 276a -5 (1964) as Amended / Department of Labor Regulations, 29 CFR Part S.
16. The Drug -free Workplace Act of 1988 (49 CFR Part 29 Sub -part F).
17. Cash drawdowns will be initiated only when actually needed for disbursement, cash disbursements and balances will be reported
in a timely manner as required by NHTSA, and the same standards of timing and amount, including the reporting of cash
disbursement and balances, will be imposed upon any secondary recipient organizations (49 CFR 18.20, 18.21, and 18.51). Failure
to adhere to these provisions may result in the termination of drawdown privileges.
18. Compliance with Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, as amended, as
implemented by 49 CFR Parts 21 and 27. Title Viii of the Civil Rights Act of 1968 and any other nondiscrimination provisions in the
specific statute(s) which may apply to the application.
GENERAL PROVISIONS
Page 3 of 8
REGULATIONS AND DIRECTIVES (CONT.)
19. Hatch Act (Political Activity), 5 U.S.C. Sections 1501 -1508 and 5 CRF Part 151.
20. Contract Work Hours and Safety Standards Act, 40 U.S.C. Sections 327 -330 (1962) /Department of Labor Regulations 29 CFR Part S.
21. Buy America Act, 23 U.S.C. 101.
22. Clean Air Act of 1955, as amended, 42 U.S.C. Sections 1857- 1857f.
23. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion —Lower Tier Covered Transactions:
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction
by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective
participant shall attach an explanation to this proposal.
24. Certification Regarding Federal Lobbying; Certification for Contracts, Grant, Loans, and Cooperative Agreements. The undersigned
certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by
or on behalf of the undersigned, to any person for influencing or attempting to influence any officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan
or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
the influencing or attempting to influence any officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance
with its instructions. (3) Then undersigned shall require that the language of this certification be included in the award documents
for all sub -award at all tiers (including subcontracts, sub - grants, and contracts under grant, loans, and cooperative agreements) and
that all sub - recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into. Submission of this certification is prerequisite for making or
entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification
shall be subject to civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
- Restriction on State Lobbying; None of the funds under this program will be used for any activity specifically designed to urge or
influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any state
or local legislative body. Such activities include both direct and indirect (e.g., "grassroots ") lobbying activities, with one
exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct
communications with State or local legislative officials, in accordance with customary State practice, even if such
communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.
25. Oklahoma Travel Reimbursement Act, 74 O.S. 1999, Section 500.2 (as supplemented or amended).
26. Oklahoma Central Purchasing Act, 74 O.S. (Supp. 1999), Sections 85.1- 85 -45K.
27. Compliance with all other acts of Congress of the United States, the Statutes of the State of Oklahoma, and the Administrative
Policies of the Oklahoma Highway Safety Office.
28. Compliance with all rules and regulations asset forth by the U.S. Department of Transportation, the National Highway Traffic
Safety Administration, the Federal Highway Administration, the State of Oklahoma, or the Highway Safety Office.
GENERAL PROVISIONS
REGULATIONS/DIRECTIVES HIGHLIGHTS
Page 4 of 8
The following are highlights of the previously referenced documents. This is in no way intended to eliminate or restrict the meaning
and /or the content of the aforementioned documents.
1. Incorporation or Provisions
The Grantee shall include the provisions of the referenced regulations and directives in every subcontract including procurement of
materials, leasing of equipment, and personal services.
2. Nondiscrimination Clause
The Grantee, its subcontractor(s), and /or supplier(s) will not discriminate on the grounds of race, age, color, sex, handicap, national
origin or religion, and such provisions will be written into all subcontracts.
3. Noncollusion Clause
The Grantee, its subcontractor(s) and /or supplier(s) represents that neither the Grantee nor anyone subject to the Grantee's direction or
control has been paid, given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma any money
or other thing of value, either directly or indirectly, in procuring this grant or obtaining payment as a result of this grant agreement.
4. Information and Reports
The Grantee will provide all information and reports, and will permit access to its books, records, accounts and other sources of
information, as may be determined by the Highway Safety Office, State Auditor and Inspector, or the U.S. Department of Transportation.
S. Noncompliance of Terms & Termination of Proiect
In the event of noncompliance by the Grantee, its subcontractor(s) and /or supplier(s), the Grantor Agency may impose such sanctions as
it deems appropriate including; withholding of payments, cancellation, termination or suspension of the project in whole or in part.
6. Conferences. Inspection of Work
Conferences may be held at the request of any party to this grant agreement. A representative of the Grantor Agency and /or of the U.S.
Department of Transportation shall be privileged to visit the site for the purpose of inspection and /or assessment of work being
performed at any time as mutually agreed by both parties.
7. Modification Procedure
All modifications to this grant agreement must have the prior written approval of OHSO. A request for a modification may be
originated by either the Grantee or OHSO. The method of modifying the agreement shall be determined and executed in
accordance with OHSO policy
GENERAL PROVISIONS
REGULATIONS /DIRECTIVES HIGHLIGHTS (cont.)
8. Travel
Page 5 of 8
Mileage and per diem rates for persons assigned to this project, including local vicinity travel, travel to other parts of the State and travel
outside the State, are regulated as provided in the Oklahoma Travel Reimbursement Act.
9. Out -of -State Training
A letter of request shall be submitted containing the following information. This letter must be received and approved by OHSO prior to
travel and training. The request shall contain the following:
a. Location of training d. All costs (travel, lodging, per diem, fees, etc.)
b. Specific dates e. Name and rank of personnel attending
c. Training outline
10. Disputes
Any dispute, disagreement or question of fact arising under this grant agreement shall be decided by the Highway Safety
Director /Governor's Representative and written documentation will be distributed to parties concerned. A written appeal may be made
within 30 calendar days to the Governor's Representative. A decision in writing will be distributed to the parties concerned.
11. Report
A. Before publication or printing, the final draft of any report(s) required under the grant agreement or pertaining to the project
shall be submitted to the Grantor agency for review and prior to publication.
B. Each publication and /or printed report covered by Paragraph 11 -A (above) must include the following statements:
(1) This report was prepared for the Highway Safety Office in cooperation with the National Highway Traffic Safety
Administration, U.S. Department of Transportation, and /or Federal Highway Administration, U.S. Department of
Transportation. (cover page)
(2) The conclusions and opinions expressed in these reports are those of the author(s), and do not necessarily represent those
of the Oklahoma Highway Safety Office, the State of Oklahoma, the U.S. Department of Transportation, or any other agency
of the State or Federal Government. (cover page)
(3) This publication, printed by (name of printing firm) is issued by the Department of Public Safety as authorized by the
commissioner of Public Safety. copies have been prepared and distributed at a cost of $ . Copies
have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries. (The statement may be
placed where it does not distract from the publication and may be in a smaller font.)
C. In addition, any statements issued to the news media concerning this grant and the performance of objectives herein under
described, must be approved by OHSO prior to release to the abovementioned news media. The Grantor Agency shall have the
authority to edit, rewrite and make modifications as necessary for the clarification of information contained in such news
releases, and may elect to prohibit issue of any given release.
12. Public Information
All Grantees and subcontractors are required to comply with the Department of Defense Appropriations Act of 1988, Section 8136 of this
law, which states:
A contractor or subcontractor when issuing statements, press releases, requests for proposals, bid solicitations, and other
documents (prepared for public distribution) describing projects or programs funded in whole or in part with Federal money,
all contractors and subcontractors receiving Federal funds, including but not limited to State and Local Governments, shall
clearly state, (1) the percentage of the total cost of the project which will be financed with Federal money, and (1) the dollar
amount of Federal funds for the projector program. This disclosure should appear at the bottom of the front cover or page.
GENERAL PROVISIONS
REGULATIONS /DIRECTIVES HIGHLIGHTS (cont.)
13. Cancellation
Page 6 of 8
This grant agreement may be canceled by the Grantor Agency if the Grantee, its subcontractor(s) and /or its supplier(s) violate any
provision of this grant agreement. In such an event, the Grantor Agency shall notify the Grantee of such decision 30 days in advance of
the effective date of cancellation. The Grantee shall be paid only for those services satisfactorily performed prior to the effective date of
cancellation.
The Grantee may terminate the contract in writing. Termination will become effective 30 days after receipt of written notification or
when conditions preclude the 30 -day notice.
14. Tax and Compensation Liability
Nothing herein contained shall be construed as incurring for the Grantor Agency any liability for Workmen's Compensation, F.I.C.A.,
Withholding Tax, Unemployment Compensation, or any other payment which is not a part of this contract.
15. Equipment Purchased with Highway Safety Funds
- Ownership of equipment purchased is vested in the Grantee, who must use the property only for the authorized purpose of this
project(49 CFR, Part 18 (Common Rule) )
- Equipment must be entered into, and-.tracked through, the Grantee's inventory system and the OHSO inventory
- Equipment maintenance and liability coverage are the Grantee's responsibility
- Grantee shall not remove, transfer, or dispose of the property without prior written approval from OHSO
- If equipment is lost or stolen, the OHSO must be notified immediately, in writing, accompanied by a police report
To dispose of ANY equipment, the Grantee MUST:.
1. Write a letter of request to OHSO;
2. State how the disposal will occur (auction, transfer, etc.) and /or provide three (3) appraisals;
3. Maintain equipment until Grantee receives letter of approval.
4. Return Equipment to OHSO
16. Records. Retention and Custodial Requirements
Financial records, supporting documents, statistical records, and any other records pertinent to this contract shall be retained for a
period of three years, from submission of final claim or as specified by the Grantor Agency, and /or the Oklahoma State Auditor and
Inspector.
17. Responsibility for Claims and Liability
The Grantee shall be required to save and hold harmless, Grantor Agency, State of Oklahoma, National Highway Traffic Safety
Administration, Federal Highway Administration, and U.S. Department of Transportation, from all claims and /or liability due to the
negligent acts of Grantee or Grantee's subcontractor(s), agents or employee(s) to the extent allowable under Oklahoma State Law.
18. Ownership of Data and Creative Material
"Unless provided to the contrary, in writing, between the parties or in the grant documentation, if any, or otherwise provided in the
federal or Oklahoma law, the State of Oklahoma is hereby granted and conveyed by the vendor or sub - grantee, and the state hereby
retains, all the exclusive rights to use and own and to transfer ownership and usage rights, as the state may wish, in and to any and all
property and property rights, including, but not limited to:
Intellectual property rights, patent, copyright, trademark, trade names, web sites, domain names, internet addresses or any other
thing, tangible or intangible, partly or fully developed, acquired, created, registered or used with any of the funds issued hereunder or
the cost of which is fully or partially reimbursed with any of the funds issued hereunder. Furthermore, such a clause shall be included in
any subcontract or sub -grant issued by the vendor or sub - grantee hereunder with a 3`d party, and this provision shall be binding on any
and all 3`d parties."
GENERAL PROVISIONS
REGULATIONS /DIRECTIVES HIGHLIGHTS (cont.)
19. Procurement Procedures
Page 7 of 8
The Grantee shall accomplish the maximum amount of subcontracting to small business concerns that is consistent with the efficient
performance of this project, and all transactions shall be conducted in a manner so as to provide maximum open and free competition.
All non -state agencies shall submit a copy of their procurement procedures at the beginning of the project. These procedures will be
submitted to the Director of the Central Purchasing Division of the Oklahoma Department of Central Services to verify that they meet
the minimum requirements of the Central Purchasing Act (therefore, the Common Rule).
20. Proiect Monitoring
OHSO Program Managers shall make project on -site visits to provide technical assistance and oversight. Grantee shall provide the latter
with access to all project records, equipment, and information upon request, and provide copies of such documents upon request.
21. Financial Management Systems
The Grantee, its subcontractors, and /or its supplier(s) shall adopt all of the generally accepted accounting practices including, but not
limited to, the following:
a. Monthly financial claims will identify adequately the source and application of funds for the Grantor Agericy in support of a
line item.
b. The Grantee shall adequately safeguard all such assets and shall assure they are used solely for authorized purposes, and
maintain effective control over and account for all funds, property, and other assets.
c. Comparison of financial information with performance or productivity date.
d. Accounting records must be supported by source documentation and said documentation must be attached to reimbursement
claims.
22. Audit
All entities who receive $500,000 or greater from any and all sources of Federal funds shall have an audit conducted in accordance with
the OMB Circular A -133 or in accordance with Federal Laws and regulations governing the programs in which they participate.
All Entities that receive less than $500.000 in a given fiscal year shall be exempt from complying with the requirements prescribed in
OMB Circular A -133. All exempt entities shall provide OHSO a letter stating they are exempt.
A -133 is applicable to Audits of States, Local Governments and Non - Profit Organizations.
Scope of Audit
The audit shall be made by an independent auditor or audit firm in accordance with generally accepted Government Auditing Standards
covering financial and compliance audits on an organizational -wide basis. Failure to comply could result in imposed sanctions by the
Grantor Agency as it deems appropriate including: withholding of payment, cancellation, termination or suspension of the project in
whole or in part.
- Audit Reports - All audits must contain a "Schedule of Federal Financial Assistance" as prescribed by the AICPA and the schedule
must address the OHSO funds.
It is the responsibility of the Grantee or subcontractor to submit a copy of the completed Audit Report to OHSO within 30 days
after it is received from the auditor unless the Federal Cognizant Audit Agency grants a longer period.
GENERAL PROVISIONS
REGULATIONS /DIRECTIVES HIGHLIGHTS (cont.)
Page 8 of 8
- Frequency of Audits shall be annually unless state agencies, local governments, Indian Tribes, recipients, sub recipients and /or
Universities, hospitals or nonprofit entities have filed a constitutional or statutory requirement for less frequent audits to the
Federal Cognizant Audit Agency.
All Grantees are required by OMB Circular A -133 to keep audit reports on file for three years after the date of the audited
period.
23. Monthly Project Director's Report and State Claim
This report must contain the following:
a. Project Director's Report Signature Page — OHSO -P -6;
b. Budget Summary Page(s) — OHSO -P2c and Budget Detail page(s) — OHSO -P -2d;
c. Activity /Milestone Pages) — OHSO -P -2e;
d. Grantee's statistical support for the project activities;
e. Signed time sheets for project personnel and copies of payroll forms;
f. Copies of Grantee's Purchase Orders, Vendor's Invoices, Grantee's Claims to vendor and all other documents pertaining to
project costs;
g. The OHSO Accountant will complete an OHSO form #72 -B entitled, "Record of Equipment" for each item of equipment
purchased. It is the responsibility of the Grantee to see that all records related to the.purchase of equipment are attached to a
reimbursement claim. Attached records must identify the item of equipment by name, serial number, cost, brand name, model
number, manufacturer, proof of payment and where the item will be located. It is possible for OHSO to hold the reimbursement of
all claims until after all required information has been received by OHSO.
24. Vehicle Insurance Verification
A condition of approval for the grant agreement is that an individual or business performing project activities which result in the use of
automobiles must provide the OHSO, on request, a copy of the appropriate current Insurance Company coverage Declarations form as
proof of meeting the statutory requirements of automobile insurance coverage in Oklahoma. Update and current insurance declarations
will be required to prove continued coverage throughout the life of this contract.
25. Annual Report
All final claims for reimbursement and a final summary report of all activities must be received by the OHSO no later than November 1.
Claims received after November 1 may not be eligible for reimbursement.
26. Indirect Costs
Grantees who possess a federally negotiated indirect cost rate must provide the OHSO a copy of that documentation for OHSO project
files. The federally approved indirect cost rate is the maximum allowable rate. The federally approved indirect cost rate may or may not
be the indirect cost rate agreed to between the Grantee and the OHSO. Non - governmental entities utilizing indirect cost as a part of
their grant agreement must do so in accordance with OMB Circular A -122. No indirect cost reimbursement request will be processed for
payment unless the appropriate indirect cost approval documentation is on file with the OHSO.
SPECIFIC AGREEMENTS — PART III
Grantee shall adopt (if none presently exists) and enforce a safety belt use policy requiring all employees and others
riding in Grantee vehicles and /or on Grantee business to use safety belts in accordance with State law.
Grantee is required by the State of Oklahoma to provide proof of Workers Compensation Insurance. If the Grantee is
exempt from the Workers Compensation Insurance Statute, a signed waiver of liability form must be submitted. Failure
to provide one or the other will result in a cancellation of the award.
Regular compensation and /or overtime compensation provided in this grant award will be paid in accordance with
established policies and regulations of your entity. Any deviation from the established policies and regulations must be
specifically addressed in the written grant award.
Grantee shall verify that any officer using a grant purchased radar or grant purchased video camera has received
training in the proper use of the equipment.
Grantee shall encourage all law enforcement officers participating in impaired driving enforcement programs to
obtain certification in NHTSA sanctioned Standard Field Sobriety Test (SFST) procedures.
Grantee shall submit monthly activity and reimbursement reports (including all appropriate documentation) to OHSO.
Reports shall be submitted within 30 days of the end of the reporting month. Failure to comply with this 30 -day limit
may result in denial of the reimbursement claim.
Reports should include, as a minimum, the following:
1. Project Director's Report.
2. Budget Summary (include all cumulative year -to -date information).
3. Budget Details (include all cumulative year -to -date information).
4. Activity Milestones (include all cumulative year -to -date information).
5. Financial documentation for the current report (time sheets, payroll documents, invoices, purchase orders,
and /or other appropriate verification of expenditures).
6. Activity documentation for the current report (include information on all projected activities whether
completed or not, and any additional activities that were conducted; an explanation should be provided for
any activities not completed).
Any additional, pertinent information to the project for the current reporting period.
This is a Federally funded project. The Federal Funds are provided by the NHTSA and, as such, may be subject to audit
under Office of Management and Budget (OBM) or A -133. Unless other arrangements are made, any required audit is
the responsibility of the Grantee.
Any activities or cost items not specifically addressed in this agreement or any revisions to the items which are
included in the agreement must be approved, in writing, by the OHSO Director /Governor's Representative or designee
before they will be considered eligible activities and /or cost items. (For example, any out -of -state travel expenses not
specifically identified in one's agreement require prior written permission from the OHSO Director /Governor's
Representative or designee or the costs will not be reimbursed.)
These "Specific Agreement" topics have been provided in an effort to assist grantees. This is not in any way a
complete list of all requirements. Any questions and /or concerns not addressed here or in other areas of this grant
agreement should be directed to the OHSO Program Manager assigned responsibility for oversight of this project.
The continuation of this project is contingent on the availability and receipt by OHSO of Federal Funds.
OHSO- P -2(g) Reg -Spec Contract Agreements 111 (08/10)
OKLAHOMA HIGHWAY SAFETY OFFICE
PROJECT DIRECTOR'S REPORT
TITLE OF PROJECT
OWASSO SPEED ENFORCEMENT
PROJECT NUMBER
SE- 11- 03 -08 -06
REIMBURSEMENT
Claimed $
REPORTING PERIOD
From To
OHSO
USE
ONLY
Amount Disallowed $
Total Allowed $
SUMMARY OF ACCOMPLISHMENTS FOR REPORTING PERIOD
AFFIDAVIT
I, the undersigned, of lawful age, being first duly sworn, on oath, say that I am the duly authorized Project Director of the
above mentioned grant agreement with the Oklahoma Highway Safety Office; do depose and say that I have full knowledge of this "Project Director's Report"; that said report
is, in accordance with the aforementioned grant agreement, true and correct and that the claim for reimbursement is correct, just and due; that the amount claimed, after
allowing all just credits, is now due and wholly unpaid; and that I am duly authorized to file this request for reimbursement of the aforementioned expenditure of funds.
Affiant further states that he /she has fully complied with all Municipal, State and Federal Laws, Regulations and directives governing grants including, but not limited to, those
listed in Parts II and III of the aforementioned grant agreement, to the best of his /her knowledge, information and belief.
PROJECT DIRECTOR'S SIGNATURE
Grantee Signature
Department or Division Date
OHSO
USE
ONLY
agreement. Oklahoma Highway Safety Office hereby acknowledges satisfactory performance of all grant activities required under the above mentioned grant
agreement. Documentation of the receipt and /or performance is on file and available at OHSO.
By Date P.O.4
OHSO -P -6 (06/10)
The City wit Qut Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Dan Yancey
Chief of Police
SUBJECT: Grant Acceptance and Supplemental
Appropriations
DATE: September 17, 2010
BACKGROUND:
In 2010 the Department of Justice, as part of the Edward Byrne Memorial Justice Assistance
Grant, awarded the Owasso Police Department, in conjunction with several other municipalities
within the metro area, the Justice Assistance Grant (JAG) in the amount of $10,226. This grant is
intended to provide personnel, equipment, training, technical assistance, and information
systems for more widespread apprehension, prosecution, adjudication, detention, and
rehabilitation of offenders who violate such state and local laws.
If approved, staff intends to utilize these funds to purchase software licensing that will allow the
officers to connect, via laptop computer, to the Department's Records Management System
and computer -aided dispatch.
REQUEST:
Staff is requesting City Council acceptance of this grant from the Department of Justice.
Additionally, staff is requesting City Council approve a supplemental appropriation in the FY
2010 -2011 General Fund Budget, increasing estimated revenues and the appropriation for
expenditures in the amount of $10,226 to the Police Services budget.
FUNDING:
Funding for this request is derived from a grant in the amount of $10,226 from the 2010
Department of Justice - Edward Byrne Memorial Justice Assistance Grant.
RECOMMEDATION:
Staff recommends City Council acceptance of the grant from the Department of Justice and
approval of a supplemental appropriation in the General Fund, Police Services budget,
increasing estimated revenues and the appropriation for expenditures in the amount of $10,226.
ATTACHMENT:
A. Edward Byrne Memorial Justice Assistance Grant Award Letter
' Department of Justice
x
�.
Office of Justice Programs
Bureau of Justice Assistance
Office of Justice Programs Mashington, D.C. 10531
August 26, 2010
Mr. Rodney Ray
City of Owasso
111 North Main Street
Owasso, OK 74055 -2923
Dear Mr. Ray:
On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office of Justice Programs has approved
your application for funding under the FY 10 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local
Solicitation in the amount of $10,226 for City of Owasso.
Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and
financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim
audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you
will be in violation of the terns of this agreement and the award will be subject to termination for cause or other administrative
action as appropriate.
If you have questions regarding this award, please contact
- Program Questions, Elizabeth White, Program Manager at (202) 305 -1671; and
- Financial Questions, the Office of the Chief Financial Officer, Customer Service Center (CSC) at
(800) 458 -0786, or you may contact the CSC at ask.ocfo @usdoj.gov.
Congratulations, and we look forward to working with you.
Sincerely,
James H. Burch II
Acting Director
Enclosures
OCity W Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Larissa Darnaby
City Planner
SUBJECT: A Request for Rezoning of 25.31 Acres Located 1/2
of a Mile North of East 106th Street North and Just
East of the Owasso Expressway
DATE: September 17, 2010
BACKGROUND:
At the August 17, 2010 City Council meeting the final plat for the Tulsa Technology Center (TTC)
campus was approved. Upon further investigation, staff discovered that the TTC property
described by the legal description for the final plat contained 3 different zoning classifications:
office medium (OM) covering 30 acres, commercial shopping (CS) covering 14.65 acres, and
agricultural (AG) covering 10.66 acres (see Exhibit A). While two of the zoning classifications permit
a college campus (CS and OM), the AG zoned portion does not. This presents a conflict with
respect to the campus being located in the AG zoned portion of the property.
In order to ensure a unified zoning pattern for the TTC site, the City of Owasso requests that 25.31
acres be rezoned from Agricultural and Commercial Shopping zoning designations to Office
Medium zoning. The subject tract was previously two separate tracts, with one tract consisting of
10.66 acres zoned Agricultural, and another tract consisting of 14,65 acres zoned Commercial
Shopping. The purpose of this case is to bring unity to the TTC final plat by rezoning the CS and AG
sections to Office Medium, similar to the remaining portion of the property.
In 2000, the 10.66 acre tract was intended to be rezoned to an Office Medium designation (Case
OZ 00 -03). However, upon further research a scrivener's error was identified within the legal
description that was placed on the ordinance. In 2000, the applicant submitted a separate
drawing, which illustrated the intent of what was to be rezoned, however, due to the scrivener's
error in the legal description, the 10.66 acre tract was omitted (see Exhibit B). Since all property
owners within 300' of the 10.66 acre tract were notified at that time, the evidence suggests that this
was merely an error within the legal description.
In 2001, the 14.65 acre tract was rezoned as part of OPUD 01 -04 which contained a total of 89.34
acres, This tract was rezoned to a Commercial Shopping zoning designation, which allows a
college campus as a permitted use, In light of the scrivener's error, staff finds it is in the best interest
to rezone the entire TTC parcel, containing 3 different zoning designations, to one zoning
designation, Office Medium. These two tracts being comprised of 25.31 acres will bring the entire
Tulsa Technology Center Plat into an Office Medium zoning designation. A general area map of the
properties being rezoned is attached for review.
SURROUNDING ZONING:
North: City of Owasso Commercial Shopping
East: City of Owasso Agricultural
South: City of Owasso Office Medium
West: City of Owasso Agricultural
PROPERTY CHARACTERISTICS:
The subject property is 25.31 acres in size. The property is served by Rural Water District No. 3 of
Washington County and City of Owasso sanitary sewer, police, fire, and EMS service.
DEVELOPMENT PROCESS:
The first step in the development of a piece of property in Owasso is annexation. Annexation is
the method whereby land located outside the city limits is made a part of the city. Property
owners and land developers sometimes choose to have their property annexed into Owasso in
order to receive Owasso municipal services, such as police protection, refuse collection, and
sanitary sewer.
The second step in the development of a piece of property in Owasso is rezoning. When a
property is annexed into Owasso, by law it must come in classified for AG Agricultural use. In
order to develop the property, the land must be zoned for particular kinds of uses, such as
residential, office, commercial, or industrial. Rezoning decisions are made in accordance with
the growth policy displayed in the Owasso Master Plan.
One type of rezoning that a developer may choose to seek is a Planned Unit Development, or
PUD, When a development proposes to exhibit a mixture of uses with specific regulations and
standards unique to a particular tract of land, a PUD is often the preferred land use control
mechanism.
The third step in the development of a piece of property in Owasso is platting. A preliminary plat
is required for any development that proposes to divide land into two or more lots. Preliminary
plats illustrate the development concept for the property, and are often modified significantly
after being reviewed by the Technical Advisory Committee JAC), and the Owasso Planning
Commission. Sometimes, difficult development issues such as existing utility lines, wells, or
easements are brought to light at the preliminary plat stage and must be remedied prior to
development.
After the preliminary plat has been reviewed by the City and various utility companies,
construction plans for the development's infrastructure are submitted. These plans include
specifications and drawings for stormwater drainage, streets and grading and erosion control,
waterlines, stormwater detention, and wastewater lines. Often, approval is required of other
agencies, such as the Department of Environmental Quality for wastewater collection and the
US Army Corps of Engineers for properties that may be development sensitive.
Once the property development proposal shows a division of lots that is acceptable to both the
developer and the City of Owasso, a final plat application is submitted. A final plat illustrates the
layout and dimension of lots included on the final plat, right -of -way widths, easements, and
other physical characteristics that must be provided for review by the City. After obtaining
approval from the TAC and Planning Commission, the final plat is considered by the City
Council. If approved, the final plat is filed with the office of the County Clerk and governs all
future development on that property.
The fourth step in the development of a piece of property in Owasso is the site plan. Site plans
are reviewed by the TAC. Issues such as building setbacks, parking, access, landscaping, and
building footprint are presented in the site plan. Once a site plan is approved, the development
is clear to apply for a building permit and to submit construction plans for the building's
foundation, plumbing, electrical system, and HVAC.
LEGAL CONSIDERATIONS OF ZONING REQUESTS:
Section 1500 of the Owasso Zoning Code outlines the city's policy on zoning amendments. The
code states that amendments will be adopted to recognize changes in the Comprehensive Plan,
or to recognize changing conditions in a particular area or in the jurisdictional area. Zoning
changes must be based on two fundamental questions: 1) Does the requested zoning allow a land
use that is appropriate for the subject property, and 2) Is the requested zoning in conformance with
the Owasso Land Use Master Plan?
Development considerations such as traffic, roads, grading, drainage, stormwater detention,
utilities, rights -of -way, etc, are not to be considered until the platting stage of development. At the
platting (and site planning) stage, the Planning Commission, municipal staff, and the Technical
Advisory Committee work with the applicant to solve these types of specific development
concerns.
CONFORMANCE TO MASTER PLAN DESIGNATION:
The requested zoning designation, Office Medium (OM), is consistent within the Owasso Land Use
Master Plan's designation for the property.
ANALYSIS:
The property is generally located '/2 of a mile north of East 106th Street North, just east of the
Owasso Expressway and is adjacent to compatible zoning designations. The requested Office
Medium zoning designation, which will allow for the future development of a college campus, is
found to be in accordance with the Owasso Land Use Master Plan.
Any development that occurs on the subject property must adhere to all subdivision, zoning and
engineering requirements, including, but not limited to, paved drives, parking, landscaping, and
storm water detention. Sewer service will be provided by the City of Owasso and water service
will be provided by Rural Water District No. 3 of Washington County.
Letters were mailed to surrounding property owners and the legal advertisement was published
in the Owasso Reporter. Copies of both the letter to property owners and the legal
advertisement are attached for your information and review.
The Owasso Planning Commission reviewed the request at their regularly scheduled meeting on
September 13, 2010. At that meeting, the Planning Commission made a unanimous vote to
approve the rezoning request.
RECOMMENDATION:
Staff recommends City Council approval of OZ- 10 -02.
ATTACHMENTS:
A. Map Submitted by Applicant in 2000
B. Legal Description per Memo Dated April 12, 2000
C. Location Map
D. Legal Advertisement
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P.O_ Box 180
Owasso, OK 74055
918.376.1500
NOTICE TO THE PUBLIC OF A HEARING ON A PROPOSED AMENDMENT TO THE ZONING ORDINANCE
OF THE CITY OF OWASSO, OKLAHOMA
APPLICATION: OZ -10 -02
Notice is hereby given that a public hearing will be held by the Owasso Planning Commission, at Old Central, 109 N. Birch, at
6:00 P.M. September 13, 2010. At the hearing, consideration will be given to the proposed change of the zoning classification
of the following described property:
TRACT 4
A TRACT OF LAND SITUATED IN THE NORTH HALF OF THE SOUTHEAST QUARTER (N /2
SE /4) OF SECTION NINE (9), TOWNSHIP TWENTY -ONE (21) NORTH, RANGE FOURTEEN (14)
EAST OF THE INDIAN BASE AND MERIDIAN, TULSA COUNTY, STATE OF OKLAHOMA,
ACCORDING TO THE U.S. GOVERNMENT SURVEY THEREOF, BEING MORE
PARTICULARLY DESCRIBED AS FOLLOWS, TO -WIT:
COMMENCING FROM THE NORTHEAST CORNER OF SAID N/2 SE /4; THENCE S 88 °44'39" W
AND ALONG THE NORTH LINE OF SAID N/2 SE /4 A DISTANCE OF 1057.71 FEET TO THE
POINT OF BEGINNING; THENCE S 01 °20'48" E A DISTANCE OF 780.77 FEET; THENCE S
88 044'40" W TO A POINT ON THE WEST LINE OF E/2 E/2 NW /4 SE /4 A DISTANCE OF 594.62
FEET; THENCE N 01'19'57" W TO A POINT ON THE NORTH LINE OF E/2 E/2 NW /4 SE /4 A
DISTANCE OF 780.77 FEET; THENCE N 88 °44'39" E AND ALONG THE NORTH LINE OF SAID
N/2 SE /4 A DISTANCE OF 594.43 FEET TO THE POINT OF BEGINNING.
TRACT 5
PART OF THE W/2 NW /4 SE /4 AND THE W/2 E/2 NW /4 SE /4, SECTION 9, TOWNSHIP 21
NORTH, RANGE 14 EAST OF THE I.B. & M., FURTHER DESCRIBED AS FOLLOWS:
BEGINNING AT A POINT ON THE NORTH LINE OF SAID W/2 NW /4 SE /4, SAID POINT BEING
174.5 FEET EAST OF THE NORTHWEST CORNER THEREOF, THENCE S 00 000'38" E ALONG
THE EASTERLY RIGHT -OF -WAY LINE OF STATE HIGHWAY 169 A DISTANCE OF 892.34
FEET, THENCE S 02 °49'22" E ALONG SAID RIGHT -OF -WAY LINE 428.67 FEET TO A POINT ON
THE SOUTH LINE OF SAID W/2 E/2 NW /4 SE /4, SAID POINT BEING 195.59 FEET EAST OF THE
SOUTHWEST CORNER THEREOF, THENCE N 89 059'43" E 796.86 FEET TO THE SOUTHEAST
CORNER OF SAID W/2 NW /4 SE /4, THENCE N 00 °02'35" W 1320.73 FEET TO THE NORTHEAST
CORNER THEREOF, THENCE S 89 058'43" W 817.14 TO THE POINT OF BEGINNING.
LESS AND EXCEPT
COMMENCING FROM THE SOUTHEAST CORNER OF SAID NW /4 SE /4, THENCE S
88 044'40" W AND ALONG THE SOUTH LINE OF SAID NW /4 SE /4 A DISTANCE OF
330.75 FEET TO THE "POINT OF BEGINNING ", THENCE S 88 °44'40" W AND ALONG
SAID SOUTH LINE A DISTANCE OF 796.66 FEET TO A POINT ON THE EASTERLY
RIGHT -OF -WAY OF HIGHWAY 169; THENCE N 04 005'39" W AND ALONG SAID
EASTERLY RIGHT -OF -WAY A DISTANCE OF 427.45 FEET, THENCE N 01 °18'17" W
AND ALONG SAID EASTERLY RIGHT -OF -WAY A DISTANCE OF 111.57 FEET,
THENCE N 88 044'40" E A DISTANCE OF 817.20 FEET TO A POINT ON THE WEST LINE
OF THE E/2 E/2 NW /4 SE /4, THENCE S 01 ° 19'57" E AND ALONG SAID WEST LINE A
DISTANCE OF 538.50 FEET TO THE "POINT OF BEGINNING ".
(DOCUMENT # 2008125891)
To be considered is a rezoning of Tract 4, which is approximately 10.66 acres in size and Tract 5, which is approximately
14.65 acres in size. The subject property is located '/2 of a mile north of East 106'b Street North and due east of the
Owasso Expressway.
The applicant is requesting that the property to be rezoned from CS (Commercial Shopping) and AG (Agriculture) to OM
(Office Medium).
All persons interested in this matter may be present at the hearing and present their objections to or arguments for any or
all of the above matters.
In the event that such proposed rezoning is approved, in whole or in part, by the Owasso Planning Commission, said
Planning Commission shall submit its recommendation to the City Council of the City of Owasso for its consideration and
action, as provided by law.
Information and maps showing the property location may be inspected at the office of the Owasso City Planner, City Hall,
111 N. Main Street, Owasso, Oklahoma 74055, or phone (918) 376 -1500.
Dated at Owasso, Oklahoma, this 18th day of August, 2010.
Marsha Hensley
Asst. City Planner
The City wit out Limits.
TO:
The Honorable Mayor and City Council
City of Owasso
FROM:
Karl Fritschen
Community Development Director
SUBJECT:
Community Development Fee Review
DATE:
September 17, 2010
BACKGROUND:
The Community Development Department recently compiled information comparing Owasso
development fees with other comparable communities. The information collected focused on
the following areas: rezoning applications, site plans, plats, annexations, and signs. The last time
fees were modified in the Community Development Department was in 2007. Since that time,
the overall administrative costs have increased. The current fee structure for development
applications does not take into account costs associated with mailing notices to surrounding
property owners, which accounts for a significant amount of staff time and postage expense.
DISCUSSION:
For the most part, Owasso appears to be in conformity with other comparable communities
around the Tulsa and Oklahoma City areas. However, when looking beyond Oklahoma at
comparable communities (i.e. Overland Park, Kansas) Owasso is significantly lower in the
development fees charged to customers. Based on a review of fees from comparable
jurisdictions, as well as assessing administrative costs, staff proposes the following fee
adjustments.
Rezoning Applications
The Community Development department currently charges a flat fee of $300.00 for a rezoning
application, regardless of the lot size or how many notices are mailed to property owners. The
review of comparable cities indicates that most communities structure their fees in one of two
ways: (1) based upon the intensity of the use proposed or (2) based upon the acreage involved
in the rezoning request. The City of Olathe, Kansas, for example, bases their Rezoning Fee off of
both intensity and acreage. The communities evaluated did not charge one flat fee for a
rezoning application similar to Owasso's.
Taking into consideration practices of comparable cities, staff proposes adjusting the City of
Owasso rezoning application fee to be based upon the size of the tract involved. In addition to
the base fee, many communities charge a fee for recovering notification costs; staff is also
proposing the addition of a per- notice mailed fee of $2.00. The proposed fee structure is outlined
as follows:
Property Acreage
Current Fee
Proposed Fee
0 -39 acres
$300.00 + $0.00
$100 + $2.00 per notice mailed
.99 to 5 acres
$300.00 + $0.00
$200 + $2.00 per notice mailed
5 to 9.99 acres
$300.00 + $0.00
$300 + $2.00 per notice mailed
10 to 19.99 acres
$300.00 + $0.00
$400 + $2.00 per notice mailed
19.99 acres and greater
$300.00 + $0.00
$500 + $2.00 per notice mailed
Planned Unit Development
Owasso appears to be in conformity with the base fee other communities charge for a Planned
Unit Development (PUD) Application. However, most comparable cities are weighting the fee
based on the number of lots within the proposed PUD, and a few also have a fee for a major or
minor amendment. Owasso charges one flat fee for a PUD no matter how complex the
development or the number of lots involved. A major amendment would be one that
significantly alters the PUD (usually greater than 10% in terms of the density or reduction of open
space) and requires Planning Commission and City Council approval. A minor PUD amendment
would be one that staff can administratively approve.
Another factor to consider is HB 1424, which requires notifications to be mailed to all property
owners within a '/4 mile radius of a rezoning for apartment complexes. This has the potential to
significantly add administrative costs to the number notifications mailed. A major PUD
amendment requires staff to re- advertise and mail notices again. A minor PUD, because it is
done at staff level, does not require notices, but still requires extra staff time to process and
review the application Based on a review of the information collected from other communities,
the following fee is suggested for a PUD.
➢ Base fee to remain at $300.00
$5.00 for each lot created
$2.00 for each noticed mailed
➢ Major PUD Amendment: $250.00
$2.00 for each notice mailed
➢ Minor PUD amendment: $30.00
Plats
Overall, the City of Owasso is consistent with other comparable communities for plat reviews.
However, addressing a subdivision plat takes a considerable amount of time and tedious work,
especially for large, complex developments such as Lake Valley. Considering this, the following
fee structure is proposed in addition to the base application fee of $300.00 for a final plat and
$200.00 for a preliminary plat.
➢ $2.00 per lot for addressing
Annexation
Consistent with the majority of examined communities, the City of Owasso does not charge a
fee for annexations. However, some cities charge a fee for each notification mailed to cover
administrative costs and postage. A nominal fee for an annexation petition is not inappropriate
and it is felt this would not act as a deterrent for annexing into the City, as most of the time
individuals seeking annexation desire city services, typically water or sewer. Additionally, such a
fee serves to recover material (mailing labels, paper, etc.) and basic administrative expenses.
Given the information above, the following fee structure for annexation petitions is proposed.
➢ $25.00 flat fee
➢ $2.00 per notice mailed
Sign Permits
The current $20.00 fee for sign permits is significantly below what comparable communities
currently charge. Most communities evaluated a charge of between $50 and $100 for a sign
permit, with fees calculated based upon either the cost or square footage of the sign. Staff has
evaluated the second method and has deemed that calculations based upon size /square
footage would be too cumbersome. Additionally, most businesses want the height more than
the square footage.
In order to promote better looking, less obtrusive signs in the community and follow the principals
behind the Quality of Life Initiative, one option is to scale the fee based on the type and height
of the sign. It is believed this could provide an incentive mechanism in favor of shorter signs and
promote more monument style signs. With this in mind, the following fee adjustment for a sign
permit is proposed.
➢ Raising the sign permit from $20.00 to $50.00 for all ground and wall signs
➢ Signs between 0 and 10 feet $50.00, but for every foot above 10 feet, up to the 30 foot
maximum allowed, the fee would go up at a rate of $20.00 per foot to a maximum of
$450.00 (20 feet x $20 + $50 = $450).
➢ Wall signs $50.00
Park Development Charge
Owasso currently charges $300.00 per residential permit for a park development fee. The
premise behind the park development fee is that the added population from the new
development necessitates the need for the City to provide more parks and equipment. One
factor to consider when evaluating this fee is whether the developer is providing a recreational
amenity within the development. The concept behind this is if a recreational feature is
provided, it places less strain on City park facilities. However, if a developer chooses not to
provide an amenity feature, then it is assumed that the new residents will use public park space
in the City outside the development. Considering the above conclusions, the following fee
structure is proposed for the park development fee.
➢ $300.00 per residential permit if the development is providing an amenity feature
➢ $400.00 per residential permit if the development is not providing an amenity feature
Landscape Plan Review Charge
A landscape plan is required as part of the development review process. The developer's site
designer will sometimes include the landscape plan with the site plan, other times it may be
submitted separately or not at all. Overall, there is inconsistency with this item, which makes it
difficult to conduct a final inspection on a site and issue a certificate of occupancy, as the
inspector has nothing to refer to when they are in the field.
Broken Arrow charges nothing for the landscape plan if it is submitted with the site plan packet,
because they feel that the material is routed as a package one time. If the landscape plan is
submitted separately, the city charges anywhere from $35 to $75, depending on the size and
complexity of the project.
Given Owasso's landscape ordinance is relatively weak in comparison with other communities, it
is felt that this fee should reflect the simplicity of the current ordinance in terms of the time it
takes to review a landscape plan. Over the coming months the Community Development
Department intends to strengthen the landscape ordinance, which may require the need to
revisit this fee again at a future date. Considering the aforementioned information, staff
proposes at this time the following fee for reviewing a landscape plan.
➢ $20.00 for a separately submitted landscape plan
➢ No charge if the landscape plan is submitted with site plan
Board of Adjustment
Owasso's application fee for the Board of Adjustment is consistent with other comparable
communities. However, the city is not recovering any costs associated with mailing notices.
Considering this, staff proposes the following fee adjustment:
➢ $2.00 per notice mailed
SUMMARY:
After reviewing the fees Owasso charges for land development applications as compared to other
similar communities, staff has found that there is room for adjustments. The current fee structure
does not adequately take into account the administrative costs associated with preparing notices,
postage, or using supplies. Most of the other communities examined are recouping that cost in the
form of a user fee, typically associating it with postage expense and staff time for mailing and
preparing notices. It is also felt that the fee structure for rezoning needs to be tiered to reflect the
size of the tract involved.
RECOMMENDATION:
Staff recommends that the proposed fee structure outlined within this memo, be implemented by
Resolution No. 2010 -12, modifying application and permit fees for re- zoning applications,
preliminary and final plat applications, annexation petitions, sign permits, park development,
landscape plan reviews, and board of adjustment applications; and establishing an effective date.
ATTACHMENT:
A. Resolution No. 2010 -12
CITY OF OWASSO, OKLAHOMA
RESOLUTION 2010 -12
A RESOLUTION MODIFYING APPLICATION AND PERMIT FEES FOR RE- ZONING
APPLICATIONS, PRELIMINARY AND FINAL PLAT APPLICATIONS, ANNEXATION
PETITIONS, SIGN PERMITS, PARK DEVELOPMENT, LANDSCAPE PLAN REVIEWS, AND
BOARD OF ADJUSTMENT APPLICATIONS; AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the City of Owasso Community Development Department provides services
relating to Planning, Zoning, and Development for the benefit of the citizens in the Owasso area;
and
WHEREAS, the cost of providing these services continues to rise as the City of Owasso
develops and expands; and
WHEREAS, the City Council of the City of Owasso, Oklahoma has considered additional
fees for certain services provided by the Community Development Department, and
WHEREAS, the City Council of the City of Owasso, Oklahoma wishes to establish
additional fees for certain Community Development services which result in administrative costs
and require the expenditure of funds on postage, in order to address rising costs and to ensure
the provision of these services in the future;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO,
OKLAHOMA that the following charges be assessed to those users of development services
provided by the City of Owasso, effective October 1, 2010:
That the Re- zoning application fee shall be as follows:
➢ 0 - 0.99 acres
$100 + $2.00 per noticed mailed
➢ 1 - 4.99 acres
$200 + $2.00 per noticed mailed
➢ 5 - 9.99 acres
$300 + $2.00 per noticed mailed
➢ 10 - 19.99 acres
$400 + $2.00 per noticed mailed
➢ 20+ acres
$500 + $2.00 per noticed mailed
That the Planned Unit Development application and amendment fees shall be as follows:
➢ $300.00 + $5.00 for each lot created and $2.00 for each noticed mailed
➢ Major PUD Amendment $250.00 + $2,00 for each notice mailed
➢ Minor PUD amendment $30.00
That the Preliminary and Final Plat application fee shall be as follows:
➢ Final Plat
➢ Preliminary Plat
$300.00
$200.00 + $2.00 per lot for addressing
That the Annexation Petition fee shall be as follows:
➢ $25,00 + $2.00 per notice mailed
That Sign Permit fees shall be as follows:
➢ Ground and Wall Signs
➢ Signs 0 -10' tall
➢ Every foot above 10'
That Park Development fees shall be as follows:
➢ Residential w/ Amenity Feature
➢ Residential w/o Amenity Feature
$50.00
$50.00,
$20,00 per foot, up to the 30 foot maximum
allowed, to a maximum of $450.00
(20 feet x $20 + $50 = $450).
$300,00 per dwelling unit
$400.00 per dwelling unit
That Landscape Plan review fees shall be as follows:
➢ Separately Submitted Plan $20.00
➢ Submitted w/ Site Plan No Charge
That the Board of Adjustment application fee shall be as follows:
➢ $100.00 + $2,00 per notice mailed
APPROVED AND ADOPTED this 21 ST day September, 2010 by the City Council of the
City of Owasso, Oklahoma,
Doug Bonebrake, Mayor
Sherry Bishop, City Clerk
APPROVED AS TO FORM:
Ale-Trout Lombardi, City Attorney