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2006.09.12_City Council Agenda_Special
UBLIC NOTICE EETING OF THE `, CITY COUNCIL TYPE OF MEETING: DATE: TIME: PLACE: Special September 12, 2006 6:00 p.m. Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 5:00 PM on Friday, September 8, 2006. 41 J�iann M. Stevens, Administrative Assistant i 1 N I 4 Call to Order Mayor Stephen Cataudella Discussion relating to Community Development Department Items Mr. Ray Attachment #2 A. Annexation request (1) B. Final Plat (1) Discussion relating to Fire Department Items Mr. Ray Attachment #3 A. Information relating to the solicitation of bids to purchase a Pumper Truck B. Donation of a bus from the Owasso YMCA Discussion relating to Public Works Items Mr. Ray Attachment #4 A. Bid Award for Water Meter Purchase Contract Owasso City Council September 12, 2006 Page 2 5. Discussion relating to City Manager Items Mr. Ray Attachment #5 A. Contract with the Oklahoma Sales Tax Commission (attachment) B. Audit Committee Appointments (attachment) C. Project Prioritization for FY 2006-2007 Street Rehabilitation Program D. ODOT Enhancement Program Application for E. 76"' Street North Beautification Project (attachment) E. Elm Creek Park Pond Dredging Project Update (attaclunent) F. Status Update on sports fields for the F.O.R. G. Status Update on Washington County RWD #3 vs. City of Owasso H. City Manager's Report 6. Adjournment S '.Aecndos Council AYork Scssion''_006 091' doc TO: THE HONORABLE MAYOR AND COUNCIL CITY *(Ot. t . O; FROM: CHIP . MCCULLEY PLANNERCITY ATE® September 5, 2006 BACKGROUND The City of Owasso has received request to review the annexation of approximately 7.40 acres, located east of forth Garnett Road just north of East 116th Street North. Undeveloped North: Jack of Clubs bar South: Car wash and used car sales East: Brookfield Crossing subdivision West: Country Estates subdivision 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 and fire protection, refuse collection, and sanitary sewer. The second step in the development of a piece of property in Owasso is rezoning. 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. 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 (TAC), 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. ANNEXATION REVIEW PROCESS The annexation process is initiated when a property owner submits a petition to the City of Owasso requesting that the City bring the property into the City limits. The applicant must submit as part of the request a signed petition requesting the annexation, an accurate legal description and map of the property being requested for annexation and a certified 300' radius report so that staff may send legal notices to surrounding property owners. Upon receipt of all appropriate materials the staff initiates the review process which begins with a thorough analysis of the request. The annexation request is then presented to the Owasso annexation Committee for review and recommendation. The .Annexation Committee is made up of staff, elected officials and citizens. The Committee reviews the petition for compliance with the Annexation Policy and establishes a recommendation to the Owasso Planning Commission. The Owasso Planning Commission holds a public hearing to determine if the property is compliant with the Owasso annexation Policy and establishes a recommendation to the Owasso City Council. The Owasso City Council will make the final determination to annex the property or refuse annexation. If the property is annexed into the City limits an ordinance officially declaring the annexation is written and adopted by the City Council. Once adopted the ordinance is circulated to appropriate regional and national agencies for recording and altering maps. ANALYSIS The applicant is requesting to annex approximately 7.40 acres, located east of forth Garnett Road just north of East 116 h Street Forth. It is the applicant's intent to develop the property for commercial use. The property was zoned commercial by Tulsa County in May, 2006 and it is the city staff s intent to bring it into the City of Owasso as such. A preliminary plat has been submitted for the site, containing 5 proposed commercial lots. The annexation request has been made with the understanding that the property will be brought into the city limits under the CS commercial zoning designation. If the commercial zoning is not applied to the property, the annexation request will likely be withdrawn and the property would then be developed in Tulsa County. The Owasso zoning code allows annexed properties to be brought into the city limits as either AG Agricultural properties or zoned as previously designated by the county in which the properties are located. In this case, the annexation would bring the property into the city limits zoned as CS Commercial. It should be noted that the property is currently planned for transitional use by the Owasso Land Use Master Plan. The proposed land use for the site is commercial instead of transitional. The city does have a policy that in order for land to be rezoned for uses other than those designated by the master plan, the plan must first be changed. In this case, the master plan would not be changed prior to the rezoning because there would not be a rezoning of the site; it would simply be annexed at the zoning level currently applied to the site. The master plan update, scheduled for later this year, would take into account this annexation and change the property's planned land use from transitional to commercial. Staff published legal notice of the annexation petition in the Owasso Reporter and letters of notification were mailed to property owners within a 300' radius. To date, the staff has not received any citizen comments regarding the request. ANNEXATION COMMITTEE: The Owasso Annexation Committee reviewed the request at its meeting on August 23, 2006. At that meeting, the committee unanimously recommended approval of the annexation. RECOMMENDATION: The Planning Commission will here this item September 11, 2006. The staff intends to recommend approval of the annexation of OA 06-11, bringing the 7.4 acres into the city as CS Commercial property. w Ld LA 0 af 0 E ,.. Owasso Community Development Department 111 N. Fain St. Owasso, OK 74055 918.376.1500 918.376.1597 www.cityofowasso.com a E 117th PL N r-- E 116 ST N ITY OF OWASSO TO: 1][1E HONORABLE MAYOR AND COUNCIL 1 RO.,4 � > 2tP MCCULLEY CITY PLANNER BACKGROUND: Kellogg Engineering has submitted an application to the Planning Commission for the review and approval of a final plat proposing 235 residential lots, on approximately 87 acres, located at the southwest corner of East 96t" Street North and Forth Mingo Road, zoned RS-2 (Residential Single -Family). A general area map is attached. Undeveloped SURROUNDING North:Brunswick South:Large-lot Mingo Rd. and Fairways IV, V, and VI Undeveloped DEVELOPMENT PROCESS: The four primary steps in the development of cormnercial property in Owasso include annexation, zoning, platting, and site planning. The third step in the development of property is platting. A preliminary plat is required for any development that proposes to divide land into two or more lots. Plats illustrate the development concept for the property, and are often modified significantly after being reviewed by the Technical Advisory Committee (AC), 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. 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. Iff approved, the final plat is filed with the office of the County Clerk and governs all future development on that property. ANALYSIS: The applicant is requesting this review in order to facilitate 235 residential lots, on approximately 87 acres of property zoned RS®2 (Residential Single -Family). According to the Owasso Zoning Code, single family uses are included in Use Unit 6, and are allowed by right on property zoned RS-2. The property was the subject of a preliminary plat that was accepted in October, 2005. According to the zoning code, whenever any subdivision of land is proposed, before any permit for the erection of a structure in such proposed subdivision shall be granted, the owner of the land or his agent shall apply for and secure both Planning Commission and City Council approval of a final plat for such proposed subdivision. The Final Plat review process gives the citizens of Owasso the opportunity to actively participate in the physical development and layout of the city. The development will be served water and sewer by the City of Owasso. Utility easements are established throughout the proposed addition so as to adequately accommodate utility services. The Final Plat meets Owasso Zoning Code Bulk and Area requirements. The lot and block specifications established in the plat layout are adequate for the development of single family homes. In a regional context, this proposed addition is in conformance with the Owasso 2015 Land Use Master Plan, as the area is forecasted for residential development. Already, there is an emerging pattern of relatively dense housing development occurring in the general area, TECHNICAL ADVISQRY COMMITTEM The Owasso Technical Advisory Committee reviewed the final plat at the August 23, 2006 regular meeting. At that meeting, utility providers, as well as staff, are afforded the opportunity to comment on the plat and request any additions and/or concerns. The Technical Advisory had the following recommendations: I. Applicant needs to check legal description. 2. Applicant needs to show the adjacent property 3. Applicant must show the existing water line easements. 4. Applicant must show 5' sewer casement on Lot I and Lot 2 in Block 7 5. Applicant must show utility casement in reserve area. 6. The property is subject to a $1,392.00 storm siren fee. RECOMMENDATION: The Planning Commission will here this item September 11, 2006. Staff intends to recommend approval of final plat subject to the above conditions. ATTACHAMNTS: I. Case Map 2. Final Plat Owasso Community Development Department 111 N. fain St. Owasso, OK 74055 918.376.1500 918.376.1597 www.cityofowasso.com i Final Plat T he Lakes of Bailey Rancb n�sacxrxaae r,mv Aas:sasn rss� FINAL PLAT THE IAUS OF BXLEY RANCH AN QWWN TO THE crr OF OWMsD� It" OMIT, an mmA MIM 24, 21 mRTK WOE 13 EAST OWNER/DEVELOPER: ENGINEER: SURVEYOR: BATTLE CREEK LAND DEVELOPMENT, INC. KELLOGG ENGINEERING, INC. BENCHMARK SURVEYING, INC. P.a Box 7 $755 South 4060 Rood 302 8 Eact 6(h Aye. Oaaow, <kddl«no 74055 Tdola, 01drh—o 74000 Oaoo+a, Oldaha 74055 (918) 272-1263 V) 275-4060 ((918) 274-9081 Cent of A."- No. 2788 Ramod DOW PA@ 30. 2007 Cont. of Authartmtfon N. 2235 Ron., Data: &no W. W05 -- er- 1 u6 e cr 13 i, u 12. xa�v. 11 1 10 t 6 6 17� 16 15 J>r_5 - p .."d 1�$ 17 16a 151 1y� 13� 12a 114 10 um sf van aae ss. a� u. ?rpf�7y !A A r IrRa /c oa'x,tic i� Nn wn of xo ACY>:ss /E u�Tr Ensaear �t i 21 N zoom: as -a St9]{k�af —TAx4 atl Ia13 x la O.aC%S T.r. HiFJe BE.B] Aa#S ffk.¢a'G (aQ/{{.'YA STAR ('VRf C m) A 84ffii W'Hrs MT le£ rIY1fVA2 AS 6 T£ (a£ 1iE xAf BS RFC. KQS.SES �Affi6Ci N GIIA# am SRWN fliflt VF]]84 W M N¢ 6 FE ta16 a�8+tat. AA'69 HIkS G �M Sf. tt MW eARnt qc» PoM Nl�taa aaY mqE LY.kQ4F&D ACC'. MO¢AAaI NDiE fiYM ,m YE/R ftL424t&1 I� 'If 8a!!mA?pii MO 4D1A �i] YIA a1 ftNA nWa NPP PX&i x1 gi0.Xa)]9 H NARD: 4Pt, a2 1838 Q`Z/89 N NAP a,�oa.m+Nwaz,m 0El7CS9�m ImmB®d�� m1�®mm i0�lmmm� m0®fD®t1�. THE )AKR5 OF BAY" RANGE AaY,6mt 27, 2006 seer I OF 2 D8&vmtm of v¢ a,mamem rom omm om� m.�.®� mr:,e�c w uaaWORMS umw Final Plat The Lakes of Bailey Ranch mP=7= am M an MWU MWTf. $EO7 N 24, d-Z-K R-13-E as m.e>�r amsxre as am rommme a®wwn.Rr ••• �,`.wm room w<mm,..� .."".....,...em..�.m..mr.ffi,,..,.m.>� a� mma mmm .m amemb an mumwe >b. MMI OMM ASMMT04 aaaJEWAKMa..m.. I MAR „'G�sr gee, Imm K OFORMOM DWYMW. Awooff no SpAomw ai mawmx ti�m.���".,5.'e ` ram' ��.� •�.,.® a maaw .ovw. ae marwm A.L.k.q, AUWW . zm saz CITY OF TO: THE HONORABLE MAYOR AND COUNCIL FROM: :. FIRE CHIEF 1`M SRIin, BACKGROUND: The Fiscal Year 2006/2007 fire capital budget provides funding for the purchase of a triple -combination fire apparatus. A triple -combination fire apparatus is the type of fire apparatus used in the Owasso Fire Department for fire suppression operations, and includes a fire pump, fire hose, and a water tank. Commonly referred to as a fire engine or pumper truck, this vehicle will serve as the structural fire suppression apparatus for Fire Station #3 upon its completion. Construction time on this type of fire apparatus is usually six to eight months. In January, staff formed a fire apparatus specification team, whose mission was to evaluate the existing and future needs of Owasso Fire Department fire apparatus. This team began a process of deterinining the availability of various functions of fire apparatus, inspecting other fire departments' apparatus including interviewing the apparatus users, and concluded by initiating the development of specifications for the next fire apparatus. The fire department completed the development of these specifications and a bid packet based upon current requirements and target hazards for the Owasso Fire Department. These specifications are designed to secure a fire apparatus that will meet the fire department's current needs, as well as those in the foreseeable future. Bid packets will be distributed to six vendors of fire apparatus. 'This apparatus will significantly add to the improvement of the Owasso Fire Department's fire fighting capability, Insurance Services Office (ISO) rating, and overall emergency response capability within the Owasso response area. FUNDING - The FY 2006/2007 budget includes funds in the amount of $425,000 for this project, which includes many of the equipment items carried on the fire apparatus. RECOMMENDATION: The purpose of this memorandum is to inform the Council that bids for the purchase of fire apparatus are being sought. All bids received will be reviewed with the City Council at the October work session. TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: DD K. CLARK FIRE CHIEF BACKGROUND: The Owasso YMCA has agreed to donate a retired school bus to the City of Owasso for training purposes by both the Owasso Police Department and the Owasso Fire Department. Employees of the Police Department will utilize the bus for tactical simulation training, allowing for planning of events involving such vehicles. Fire Department employees will then practice extrication techniques on the bus, including heavy rescue tools such as the "jaws of life" Although the school bus is currently in operable condition, it is considered to have very little value. It is for this reason that the school bus will be utilized for training purposes, and then sold to a salvage company. FUNDINGo The project will have very little impact to either department's operating budget. The only predictable expenses are towing charges after the training is completed and consumable supplies utilized during the various training exercises. TO: THE HONORABLE CHAIRTRUSTEES AUTHORITYOWASSO PUBLIC WORKS FROM: ROGER ',,,R UTILITY P , i 2006-2007 WATER METER PURCHASE CONTRACT R. DATE: September 5, 2006 BACKGROUND: On an annual basis, the Owasso Public Works Authority purchases water meters through a bidding process. The Trustees last approved a water meter purchase contract with Water Products of Oklahoma on August 2, 2005. More than one year has passed since the previous contract was awarded; therefore, a new contract was bid to keep prices current. In FY 05-06, work orders were processed for three hundred and ten (310) new water meter installations and the replacement of two hundred and sixty two (262) nonstandard meters. The FY 06-07 Public Works Department Water Division operating budget includes provisions for water meters for new service installations, zero -usage replacements, and replacement of nonstandard water meters. DID EVALUATION: Bid specifications were mailed to Five (5) potential vendors and advertised on August 8, 2006 and August 15, 2006. Bids were opened on August 28, 2006. One (1) bid was received from Water Products of Oklahoma, Inc. (Owasso, Oklahoma) with unit prices as follows: Description Unit Price 3/4" Meter S 102.00 1" Meter $ 182.00 1-1/2" Meter $ 355.00 2" Meter S 489.00 Since the last contract (dated August 2, 2005), unit prices for the various meter sizes have increased an average of 11%. These changes can be attributed to an increase of 10% to 25% in the cost of raw materials (mainly copper) used in the manufacturing of the specified meters. It is worth noting, that Water Products has been the successful bidder since the City opted to purchase Neptune metering products in 1992, following the completion of a comprehensive pilot study. Standardization of equipment, by purchasing Neptune meters, reduces maintenance and replacement costs by providing interchangeability of spare parts, tools and training. Finally, the conversion of meters to a single Neptune technology enables the deployment of remote meter reading, producing savings in personnel services and/or contracts. FY 2006-2007 Water Meter Purchase Contract Award Page 2 of 2 DELIVERY OF NEW METERS: Delivery of the water meters will be in partial orders over the contract period, which guarantees unit prices for any orders placed until June 30, 2007. Orders are to be placed in quantities of no less than ten (10) meters per order. FUNDING SOURCE: The FY 06-07 Public Works Department Water Division budget includes sufficient funds to purchase the needed meters. RECOMMENDATION: Staff recommends Trustees approval to award a contract to Water Products of Oklahoma, Incorporated of Owasso, Oklahoma for the purchase of 5/8" X 3/4" water meters at $102.00 each, 1" water meters at $182.00 each, 1-1/2" water meters at $355.00 each, and 2" meters at $489.00 each. ATTACHMENTS: A. Bid Specification B. Bid Submittal ATTACHMENT A M l'N AND 1311) SPEVtFICATIONS FOR 5/8" X 3/4" NEPTUNE T-10 PRO -READ USG WATER METERS I " NEPTUNE T- 10 PRO® AD USG WATER METERS I V2" NEPTUNE T- 10 PRO -READ USG WATER METERS 2" NEPTUNE T-10 PRO -READ USG WATER METERS CITY OF OWASSO, OKLAHOMA OWASSO PUBLIC WORKS AUTHORITY WA] FIR NIFA FR PART I e GENERAL DEISCRIPTION 1.1 This proposal shall be for furnishing the Owasso Public Worl� Authority new water meters and related materials for cold water service in non -corrosive water for the period of JuIN, 1, 2006 throe I� i June 30, 2007. � ater meters to be furnished under this specification will be magnetic drive, permanently sealed register, and positive displacement type meters, more specifically described in other parts of these specifications. 2.1 The quantities listed in the Bid Proposal - Submittal Page are the expected minimum to be purchased. Additional purchases arc to be provided at the same unit cost under the terms of the specifications. 2.2 Items to be furnished under these specifications are to be delivered to the Owasso Public Works facility (301 West Second Avenue). 2.3 Delivery is expected to be in partial orders as needed, but in quantities of not less than 10 meters per order. 2.4 When a partial order is needed, delivery must be received within five (5) working days from the date the order is placed. 3.1 Unless stated otherwise by this standard, the water meters to be furnished will equal or exceed the requirements of AWWA Standard C700-90, or latest revision, with particular reference to flow capacity, displacement pressure loss, accuracy and physical dimensions. 3.2 The 5/8" or 5/8" x 3/4" meter type and model supplied shall be available concurrently in 3/4", 1 ", 1-1 /2" and 2". 3.3 Deter models and designs shall have been continuously manufactured in the U.S. for a minimum of five (5) years and meters being bid niust have been approved by the City of Owasso prior to bid announcement. >PART 4- SPECIFIC_RE,MREMEI N i'S 4.1 The meter- case shall be high-grade bronze to equal or exceed AWWA Standards. The 5/8", 3/4", 1 ", 1-1 /2" and 2" nhetcr cases shall be of the Frost- proof type.. The frost bottom, if furnished, shall be of cast iron. (Plastic in- lieu-of'cast iron must be indicated as an exception to the specifications.) }.? I1) lI.' ds of �t ,tlltablc 11l;ttcl1�11, ill Ii'l' tiSCC) SC�I�S, Sit<:1) ;11 V t�lll IC.�i � I of, the joints in the case hcn sllhicctcd (o �I j�rtasure <�(� 1�O hsi. 4.3 All external bolts, nuts and waslhcrs small be of brass, bronze or stainless steel material and shall be desigtic(l (or easy removal after long service. 4.4 The size and model nul11ber of the meter and the direction of flow shall be cast in raised letters on the outer surface of the case. A manufaCurer's serial number will be die -stamped or molded on the register lid and the meter casing. 4.5 All meters shall be furnished with mini pro -read pads providing encoded readings directly from the internal odometer. Pads shall be compatible with visual and computerized hand-held readers. The pad shall be protected against internal moisture with a compatible liquid. The use of barriers or pulse accumulators shall not be allowed. The selected vendor shall have at least ten (10) years of experience in the manufacturer of such products. 5.1 All meters furnished shall conform to the "Standard Specifications for Cold Water Meters" C700, latest revision issued by the AWWA. The following requirements for specific details are made referring to the selection numbers contained in the AWWA specifications. 6.1 All meters shall consist of a bronze main -case with the serial number stamped on the main -case. 6.2 Only displacement meters of the flat nutating disc type will be accepted because of improved operation. 6.3 The size, capacity, accuracy and meter lengths shall -be specified in the AWWA Standard C700, latest revision. The maximum number of disc notations is not to exceed those specified in the AWWA C700, latest revision. PAIN 7o METER i AINCASE 7.1 Maincases shall be the removable bottom cap type with the bottom cap secured by four (4) bolts on 5/8" and 3/4" sizes, six (6) bolts on the 1" size, and eight (8) bolts on the 1-1/2" and 2" sizes. Bottom caps shall be interchangeable; size for slze, between frost -protected cast iron and non -frost protected (bronze) models. No meters utilizing frost plugs will be accepted. 7.2 Frost-protccted meters shall have a cast iron bottom cap. Non -Frost protected mcters shall have bronze or synthetic polymer bottom caps. The cross section ul to frcci.111,2, nressure of 0O0- ti��i 7._') All maincase bolts shall be of 300 series stainless steel to prevcnt corrosion. Bottom cah bolt lugs shall be cnelosed in the maincase and shall not have cxtcrnally cxposcd, thrcAdcd through lholcs. PAR1' 8e 11EG ISTER 8.1 The register shall be of the straight reading sealed magnetic drive type and shall contain six (6) numeral wheels. Registers must be roll sealed and dry. All direct reading register lenses shall be flat, of high strength, and impact resistant glass to prevent breakage. The register retaining shall be designed to absorb impact from the register. 8.2 The register shall have the size, model and date of manufacture stamped on the dial face. The dial shall be of the center sweep pointer type and shall contain 1,200 equally divided graduations at its periphery. 8.3 The register must contain a low flow indicator with a 1:1 disc nutating ratio to provide leak detection. Register boxes shall be synthetic polymer or bronze. 8.4 All meters must be adaptable to encoder type registers without interruption of customer's service. 8.5 Registers shall be secured to the maincase by means of a plastic tamper -proof seal to allow for in -line service replacement. Seal screws will not be accepted. 9.1 The measuring chamber shall be of 2-piece snap joint type. The chamber shall be made of non -hydrolyzing synthetic polymer, shall be smoothly and accurately machined and shall contain a removable molded diaphragm of the same materials as that of the chamber. No screws shall be used to secure the chamber together. 9.2 The control block shall be the same material as the measuring chamber and be mounted on the chamber top to provide sand ring protection. The control block assembly shall be removable to facilitate repairing and allow for a greater disc socket wear surface for increased longevity. Control block assemblies shall be designed so as not to allow any magnetic slippage that would I_CSLtlt in a loss of rcventic. 9.3 TlIC measuring chamber outlet port shall be sealed to the maincase outlet port by means of an "0" ring gasket to eliminate any chamber leak paths. c�h<unhcr is a ni_it<itin"-, disc. type_ the ilat notating disc shall be one piece construction molded ol'a non -hydrolyzing synthetic polymer and shall contain t pc 1(� stainless steel spindle. �hhc notating disc shall be equipped with a synthetic polymer thrust roller located within the disc slot. The roller head shall roll on the buttressed track provided by the diaphragm in the measuring chamber located near the chambers outport. PA9Z't' 10: S'1 IZAINEC RS 10.1 All meters shall contain removable polypropylene plastic strainer screens. The strainer shall be located near the inlet mainease port before the measuring chamber and control block assembly. 11.1 Registers must be guaranteed for at lest ten years. All meters will be guaranteed for at least one (1) year on material and workmanship. 11.2 To ensure accuracy, each meter must be accompanied by a factory test tag certifying the accuracy at the flows required by AWWA C700 (low, intermediate, and full flow). 11.3 Meters and meter parts shall be manufactured in the Continental United States. 11.4 Manufacturers shall have a minimum of five (5) years of production experience with all sizes of the model quoted for model standardization. 11.5 Meter suppliers must have been manufacturing meters for at least ten (10) years. 12.1 All meters shall be guaranteed adaptable to the Nepturic ARB Encoder, Central Deter Reading (CMR), Tricon, Neptune Manual Reader (NMR), and the Unigun Electronic meter Reading Systems. rr;adc ibis Mid WITN I;,)SI;" 11: 1 . lhat f•or and in consideration of the sum of $ per 5/8" 4 3/4" meter; 5 _ per F meter; $ __ per I %" meter; and $ -- per 2" meter, VENDOR will furnish to AUTHORITY a minimum of 300 Neptune 5/8" X 3/4" T-10 Pro -Read USG Water Meters, 20 Neptune I " T-10 Pro -Read USG Water Meters; 10 Neptune 1 %2" T-10 Pro -Read USG Water Meters; and 10 Neptune 2" T-10 Pro -Read USG Water Meters as indicated in the specifications. 2. VENDOR agrees that the quantities listed in the specifications are minimum, and that additional purchases Will be provided at the same unit cost under the terms of the specifications. 3. The AUTHORITY shall pay the VENDOR upon acceptance of delivery of the water meters and following the submission of an invoice. 4, This Contract shall be binding upon all parties hereto and their respective heirs., executors, administrators, successors and assigns, 5° This instrument, supplemented by the Contract Documents, contains the entire agreement between the parties, and no statement, promise or inducement made by either party, or the agent of either party, that is not contained in this written Contract shall be valid or binding. 6, This Contract shall not be enlarged, modified or altered except in writing, signed by the parties and endorsed hereon. 7, This Contract shall be governed by the laws of the State of Oklahoma both as to interpretation and performance. ATTEST: By_ Stephen Cataudella, Chairperson Sherry Bishop, Authority Secretary VENDOR APPROVED AS TO DORM & CONTENT: By Iulie `I•rout l.omhardi, rkuthority :1tto�°nc y "Title ATTACHMENT B Nepfinic 5/8" x 3/4" J-M P m-Dc a (H ISG 0/fiasitrtual' cxlWcted (u mfity — 300 each) IINI'I I'RIC.'1; I'I,IZ MI:II;IZ 1U�,00 hOTAI_, COST FOR 300 METERS Neptune 199 T-10 Pro -Read USG Water Meters (Minimum expected quantity — 20 each) UNIT PRICE PER METER 182 TOTAL COST FOR 20 METERS Neptune 1-1/2" T-10 Pro -Read USG Water Deters (Minimum expected quantity — 10 each) UNIT PRICE PER METER 355 . o0 3550000 Bl(l I'rohusal P'lge I 0600.00 3640.00 TOTAL, METER BID ________T___42.680.00 bmmd by 'Id W-;ILej- -Prud�-jc L � of 0-k I q I ionia, Company Name B y Signature President Title Title P.O. Box 349 Address —Owassom Oklahoma 74055 —9I8=37—I--5-1-0.0 — Telephone 13id PrOPOS,11 -- Page 2 _V(!rnon t Anderson of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract; that the bidder/contractor has not paid, given or donated to any officer or employee of the City of Owasso, Oklahoma, any money or other things of value, either directly or indirectly in the procuring of a contract pursuant to this bid. Water Products of Oklahoma, Inc Bidder Signature Subscribed and sworn before me this 28th day of �uust , 2006. c ' ERIN GRAHAM --- �n Notary Public State of Oklahoma Commission 8fi 05006850 Expiros 7/27109 My Commission Expires - Notary Public Commission # 05006850 N(YI F: CONAI'1.1?'IT' 'l'l llti AI�I�11),��\�I'1' nNl) IZI?"I'l1RN Vv'1'I [i 1311) 11ROPOS.,i f1I1��[�7 Z7� ► =1 fit; TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: BISHOP FINANCE DIRECTOR SUBJECT:ORDINANCES ly:. FORADMINISTRATION ,, SALES ANDiUSE is "�' ', D A DATE: September 1, 2006 The City of Owasso's sales and use taxes are administered and collected by the Oklahoma Tax Commission (OTC). The OTC retains a 1 % (of revenue collected) fees for their services. The Agreement for Administration of the Sales (and Use) Tax Ordinances between the City and the OTC renews automatically. Council action to approve the agreement is only needed when new contracts are requested by the OTC. The OTC has submitted new contracts for City Council consideration and approval. There are no substantive changes in the contracts. The new agreements include wording that will offer additional reporting by the OTC regarding sales tax audits (an addition that provides the city more information). The contracts also include a rider acknowledging contracts by municipalities with an independent audit firms Revenue Recovery Group, to enRa2c in sales tax audit activities for the City (the firm conducts audits of individual business for Oklahoma cities in an effort to ensure proper payment of collected sales tax). This year, the City of Owasso staff began to analyze the OTC confidential tax reports and found that a significant number of businesses were missing from the Owasso reports. As a result, many local businesses were contacted by us as well as by an OTC field auditor. Several businesses have amended their reports with the OTC providing additional sales tax revenues to the city. Owasso staff will continue to review data from the OTC and will be developing a strategy to improve local sales tax reporting and collections. The new OTC agreements will enhance those efforts. RECOMMENDATION: Staff recommends City Council approval and authorization for the Mayor to execute the Agreement for Administration of the Sales Tax Ordinances and the Agreement for Administration of the Use Tax Ordinances. 11 r: LEMN _ Agreement for Administration of the Sales Tax Ordinances Agreement for Administration of the Use Tax Ordinances q =-I Ems A THIS AGREEMENT is entered into this day of , pursuant to the provisions of Sections 2701 et M. of Title 68 of the Oklahoma Statutes, between the Oklahoma Tax Commission, hereinafter referred to as "Commission," and the City/Town of , Oklahoma, hereinafter referred to as "Municipality," for the administration of Ordinance(s) No. V hereinafter referred to as "Ordinances," levying a municipal sales tax of percent (_%) upon sales within the Municipality. Commission under his or her supervision, shall include, without limitation, (a) acting as liaison between the Commission and municipalities and counties with respect to the administration, the collection and the enforcement of local taxes, (b) addressing concerns of the Commission and/or taxpayers with respect to the administration, the collection and the enforcement of municipal taxes by municipalities and county taxes by counties, (c) consulting with municipalities and counties on concerns and trends with respect to local taxes, (d) coordinating collection and enforcement actions by the Commission, municipaes and counties with respect to local taxes, (e) coordinating the provision by the Commission to municipalities and counties of information and (f) providing educational and other support to municipalities and counties in their collection and enforcement efforts. In making decisions with respect to the administration of local taxes, the Commission will consider the view, if any, expressed by the Municipality; provided, however, the Commission may accept or reject any such views expressed by the Municipality. Notwithstanding anything else contained herein, the Local Tax Coordinator shall ,iot perform any duties which are the sole responsibility of the Municipality. 3. The method of computing sales tax to be used by vendors in collecting both state and municipal sales tax, is prescribed in Section 1362 of the Oklahoma Sales Tax Co,e. 4. The discount (deduction) allowed to vendors in Section 1367.1 of the Oklahoma Sales Tax Code shall be applicable to both state and local sales tax remittances. Monetary allowances provided for in 68 O.S. § 1354.31 shall also be applicable to both state and local sales tax remittances. 5. The Commission shall retain, as its sole compensation for its services rendered hereunder, an amount equal to the applicable percentage of the amount of the municipal sales taxes, and the interest and penalties with respect thereto, collected by the Commission hereunder. The applicable percentage is set forth in Exhibit A as incorporated herein. 7. The municipal sales tax received and collected by the Commission pursuant to this Agreement shall be deposited in the State Treasury as required by law. The Commission shall use its best efforts to cause to be paid to the Municipality no later than the tenth day of each calendar month all municipal sales tax, and the interest and N the penalties with respect thereto, received and collected by the Commission during thok immediately preceding calendar month, less any amount withheld by the Commission under Paragraph 5 and less any amounts deducted by the Commission in connection with refunds hereun4er. 8. The Commission shall require reports of municipal sales tax from vendors, shall maintain records of reports by, and receipts and collections from, vendors, and shall maintain the records in such a manner that the total amount due the Municipality each month can be determined by the Commission and can be verified by the Municipality. The requirement for the Commission to maintain its records in a verifiable form is not intended to require the Commission to maintain its records in any particular form; the Commission may use any form which is capable of being understood by a person reviewing such records with the assistance of the Commission (which assistance shall be provided through the Local Tax Coordinator). The Commission shall transmit to the Municipality a monthly statement of the municipal sales tax, and interest and penalties with respect thereto, received and collected by the Commission during the immediately preceding calendar month, the amounts, if any, refunded by the Commission to taxpayers during the immediately preceding calendar month and the amount withheld by the Commission under Paragraph 5. Any refund of municipal sales tax previously paid by the Commission to the Municipality shall be paid from subsequent collections of the municipal sales tax. Such refund shall be deducted from the collections payable by the Commission to the Municipality in the immediately following calendar month (unless the taxpayer entitled to such refund otherwise agrees). Subject to any provisions included in a rider to this Agreement, the Commission shall use its best efforts to give written notice to the affected municipality or I r `' •`: • i' � � • •` r ^r - .: ` •r i •.. i `' • •r `.-.. it •`. i. . .• i •. t`i • ., � •... • • ! ` r `r.: �- it f" •. • ` ,,,• � r .,.ir • r "' it i � •.., • i �, •r . •r •r: iy . � . . • ice.. �• • � "! •`; i'i `i • • • it ri •, ._ i.,. • ff '; .. . : it . .! r i •.., i, � "�1 •"'i` names(a) additions to, and deletions from, the full and complete list of the and the addresses of persons and entities which or who report business during the preceding calendar year within the boundary of the (b) a full and complete list of the persons and the entities specified i, paragraph 12(a) which or who are more than sixty (60) days delinquent in taxesremitting municipal sales Ordinances; (c) a full and complete list of all persons ai all entities paying remittances.municipal sales tax under the Ordinances, and/or interest and penalties with respect thereto, and the amount of such The Commission shall, upon written request of the Municipality, report to the Municipality on a quarterly basis all of the following information (a) the number of audits completed and assessments determined by the Commission with respect to municipal sales taxes, and/or interest and penalties with respect thereto, under the Ordinances during the preceding calendar year; and (b) the amount of additional municipal sales taxes, and/or interest and penalties with respect thereto, is the Ordinances collected by the Commission during the preceding calendar year. Notwithstanding the foregoing, Commission and Municipality may agree to reports in lieu of or in addition to those listed above. Reports other than the reports listed above will be addressed in a rider to this Agreement. Mf 01411011-29WITI A 1 [01 INTMI 111MVIC610 IRWEARIVRIURKNEIII R I 0 The Commission acknowledges that (a) Section 205(c)(7) of Title 68 of the Oklahoma Statutes permits the Commission to furnish information disclosed by the records and the files of the Commission to an official person or body of this state who is concerned with the administration or the assessment of certain taxes, such as the Municipality, (b) Section 205(c)(22) of Title 68 permits the disclosure to the governing body or municipal attorney, if so designated by the governing body, of information *'irectly involved in the resolution of issues arising out of the enforcement of a municipal c-,ales tax ordinance, such as the Ordinances, pursuant to a municipal tax collection A-greement, such as this Agreement, and (c) Section 22-107 of Title 11 of the Oklahoma Statutes and Section 205.1 of Title 68 of the Oklahoma Statutes permits the Commission to release specified information to municipalities. 14. The Commission shall have the authority to assess and to collect, on behalf of the Municipality, the municipal sales tax levied by the Ordinances, and the interest and the penalties with respect thereto, including, without limitation, any municipal sales tax, interest and/or penalty existing on the date hereof. The Municipality agrees to refrain from contacting directly persons or entities doing business within the boundary of the Municipality unless and until such contact is agreed to by Commission and Municipality in a rider to this Agreement. The Municipality may inquire into the compliance of persons and entities with the Ordinances and, to the extent that the Municipality determines that any person or any entity has not complied with the Ordinances, the Municipality may request the M Commission to issue a proposed assessment against such person or such entity. To the extent that the Commission receives any such request, the Commission shall review such request within 90 days and, to the extent that the Commission believes that such request presents a it for a proposed assessment, shall issue a proposed assessment. Any such proposed assessment shall be resolved as provided in Sections 201 et §Leg. of Title 68 and the procedural rules promulgated by the Commission. N 17. Any payment of municipal sales tax, and/or the interest and the penalties with respect thereto, generated as a result of action by the Municipality hereunder, shall be paid by the taxpayer directly to the Commission. 18. The Commission has the exclusive authority to enter into an installment or other payment agreement with any taxpayer, including a taxpayer prosecuted under a municipal sales tax ordinance, for state and local taxes owed by the taxpayer. 19. The Municipality agrees that, if there is a challenge to the constitutionality or the legality of the Ordinances or any provision thereof (other than a challenge based on the application by the Commission of the Ordinances or any provision thereof), the Municipality shall be responsible for the resolution of such challenge. If such a challenge is based on the application by the Commission of the Ordinances or any provision thereof, the Commission shall be responsible for the resolution of such challenge. The party responsible for the resolution of any challenge shall make all decisions with respect to the prosecution and the settlement of any litigation with respect to such challenge and the other party shall cooperate with the responsible party with respect to the resolution of such challenge. M IN WITNESS WHEREOF, the parties have set their hands and affixed their *fficial seals the day and year first above written. ATTEST: (CITY SEAL) OKLAHOMA TAX COMMISSION OTIM11m. - r*-?"#Ttzm I M01,11 1,71-9-mIg", m ml LEGAL DEPARTMENT BY DATE 0 RATE-rj/o FEE RAIEXjlo FEE 1%-1.99% 1.75% 2.5% 1.25% 2% 1.50% 2.75% 1.12% 2.25% 137% 3% or > 1.00% This Rider is to be attached to and forms a part of the Agreement for Administration of the Sales Tax Ordinance(s), dated 2006 between the Oklahoma Tax Commission and the Municipality of Oklahoma. It is further stipulated and agreed by the parties as follows: Municipality has offered and, after verifying that such complies with state statutes, Commission has agreed to Municipality's proposal to augment the audit services of Commission by engaging the services of an independent audit program administrator identified by the Oklahoma Municipal League pursuant to the agreement made and entered into August 8, 2001 between the Oklahoma Municipal League and Commission. Municipality and Commission will establish a mutually agreeable plan to coordinate Municipality's audit efforts under the independent audit administration plan with those of Commission. DATED this day of 2006. IN WITNESS WHEREOF, the parties have set their hands and affixed their official sea the day and year first above written. I THE MUNICIPALITY OF OKLAHOMA TAX COMMISSION Thomas E. Kemp, Jr., Chairman Mayor ATTEST: (CITY SEAL) ITMHRMR� APPROVED: ATTEST. (STATE SEAL) BY DATE A THIS AGREEMENT is entered into this day of " —' pursuant to the provisions of Sections 1411 and 2701 et sea. of Title 68 of the Oklahoma Statutes, between the Oklahoma Tax Commission, Fereinafter referred to as "Commission," and the City/Town of Oklahoma, hereinafter referred to as "Municipality," for the administration of Ordinance(s) No. hereinafter referred to as "Ordinances," ie—vying a municipal use tax of percent (_%) upon sales within the Municipality. To facilitate such administration, such collection and such enforcement, as well as the administration, the collection and the enforcement of local taxes, the Commission shall designate a Local Tax Coordinator of the Commission who shall ©t generally responsible for matters related to the collection of local taxes and, with respect to such ma, hnhihtarecyayseteAdmnsraooheCommsso.euteswc may be performed by the Local Tax Coordinator and/or other employees of the Commission under his or her supervision, shall include, without limitation, (a) acting as liaison between the Commission and municipalities and counties with respect to the administration, the collection and the enforcement of local taxes, (b) addressing concerns of the Commission and/or taxpayers with respect to the administration, the collection and the enforcement of municipal taxes by municipalities and county taxes by counties, (c) consulting with municipalities and counties on concerns and trends with respect to local taxes, (d) coordinating collection and enforcement actions by the Commission, municipalities and counties with respect to local taxes, (e) coordinating the provision by the Commission to municipalities and counties of information and (f) providing educational and other support to municipaes and counties in their collection and enforcement efforts. In making decisions with respect to the administration of local taxes, the Commission will consider the view, if any, expressed by the Municipality; provided, however, the Commission may accept or reject any such views expressed by the Municipality. Notwithstanding anything else contained herein, the Local Tax Coordinator sh--r I ,iot perform any duties, which are the sole responsibility of the Municipality. 3. The discount (deduction) allowed to vendors in Section 1410.1 of the Oklahoma Use Tax Code shall be applicable to both state and local use tax remittances. Monetary allowances provided for in 68 O.S. § 1354.31 shall also be applicable to both state and local use tax remittances. 4. The Commission shall retain, as its sole compensation for its services rendered hereunder, an amount equal to the applicable percentage of the amount of the municipal use taxes, and the interest and penalties with respect thereto, collected by the Commission hereunder. The applicable percentage is set forth in Exhibit A as incorporated herein. 9 under Paragraph 4 and less any amounts deducted by the Commission in connectior with refunds hereunder. 7. The Commission shall require reports of municipal use tax from consumers and vendors, shall maintain records of reports by, and receipts and collections from, consumers and vendors, and shall maintain the records in such a manner that the total amount due the Municipality each month can be determined by the Commission and can be verified by the Municipality. The requirement for the Commission to maintain its records in a verifiable form is not intended to require the Commission to maintain its records in any particular form; the Commission may use any form which is capable of being understood by a person reviewing such records with the assistance of the Commission (which assistance shall be provided through the Local Tax Coordinator). The Commission shall transmit to the Municipality a monthly statement of the municipal use tax, and interest and penalties with respect thereto, received and collected by the Commission during the immediately preceding calendar month, the amounts, if any, refunded by the Commission to taxpayers during the immediately preceding calendar month and the amount withheld by the Commission under Paragraph 4. Any refund of municipal use tax previously paid by the Commission to the Municipality shall be paid from subsequent collections of the municipal use tax. Such refund shall be deducted from the collections payable by the Commission to the Municipality in the immediately following calendar month (unless the taxpayer entitled to such refund otherwise agrees). 1111041,11 3 $5,000 or more of state, county and municipal use taxes. In addition, the Commission shall generate internal reports with respect to adjustments and amended returns and shall use its best efforts to provide at least five (5) days' prior notice of payments based thereon; provided however, if the Commission can not give at least five (5) days' prior notice, it shall give such notice as it can. (a) a full and complete list of the persons and the entities specified in paragraph 12()which ©r who are more than sixty (60) days delinquent in remitting municipal use taxes pursuant to the Ordinances, and (b) a full and complete list of all persons and all entities paying municipal use to under the Ordinances, and/or interest and penalties with respect thereto, and the amount of such remittances. The Commission shall, upon written request of the Municipality, report to the Municipality on a quarterly basis all of the following information, (a) the number of audits completed and assessments determined by the Commission with respect to municipal use taxes, and/or interest and penalties with respect thereto, under the Ordinances during the preceding calendar year; and 11 (b) the amount of additional municipal use taxes, and/or interest and penalties with respect thereto, under the Ordinances collected by the Commission during the preceding calendar year. I RAMU L-MAR, I I LP 0 41 LRM I I U-it-Mv I concerned with the administration or the assessment of certain taxes, such as the Municipality, (b) Section 205(c)(22) of Title 68 permits the disclosure to the governing body or municipal attorney, if so designated by the governing body, of information directly involved in the resolution of issues arising out of the enforcement of a municipal use tax ordinance, such as the Ordinances, pursuant to a municipal tax collection agreement, such as this Agreement, and (c) Section 22-107 of Title 11 of the Oklahoma Statutes and Section 205.1 of Title 68 of the Oklahoma Statutes permits the Commission to release specified information to municipalities. The Municipality acknowledges that Section 205 of Title 68 of the Oklahoma Statutes may prevent the disclosure by the Municipality and persons associated with the Municipality of information, which is provided by the Commission to the Municipality, and that improper disclosure by the Municipality or any such person of such information may result in civil and criminal liability. The Municipality shall comply with the restrictions imposed by Section 205. 0 16. Any payment of municipal use tax, and/or the interest and the penalties with respect thereto, generated as a result of action by the Municipality hereunder, shall be paid by the taxpayer directly to the Commission. 18. The Municipality agrees that, if there is a challenge to the constitutionality or the legality of the Ordinances or any provision thereof (other than a challenge based on the application by the Commission of the Ordinances or any provision thereof), the 0 Municipality shall be responsible for the resolution of such challenge. If such a challenge is based on the application by the Commission of the Ordinances or any provision thereof, the Commission shall be responsible for the resolution of such challenge. The party responsible for the resolution of any challenge shall make all decisions with respect to the prosecution and the settlement of any gation with respect to such challenge and the other party shall cooperate with the responsible party with respect to the resolution of such challenge. 19. The change in the boundary of Municipality shall be effective for use tax purposes only, on the first day of a calendar quarter. Municipality shall give the Commission notice in writing of any annexation or de -annexation of territory to the municipality at least seventy-five (75) days prior to the close of the prior calendar quarter. The notice shall include a verified copy of the street or physical boundaries of the newly annexed or de -annexed territory. All Municipality limit lines shall be designated by street names, or other physical boundaries, shown in map form, and cered to 5e Cottiftissiot. Ho� IN WITNESS WHEREOF, the parties have set hehands and affixed their *fficial seals the day and year first above written. imm ATTEST. (STATE SEAL) Ir. u 71 M. - M_m2f24» 91�' - �� §£, BY —DATE 9 E RATE MEN FEE RAIE-M FEE 1 %®1 a % 115% 2.5% 1.25% % 1.50% 2.75% 1 12% 225% 1. 7% % or > a 1.00% This Rider is to be attached the Use Tax r - dated Commissionr the Municipalityof to d forms a part of the Agreement forAdministration of li• between r y Ut is further >r r .r =-r r - r. - r r Municipality has offered and, after verifying that such complies with state statutes, Commission has agreed to Municipality's proposal to augment the audit services of Commission by engaging the services of an independent audit program administrator identified by the Oklahoma Municipal League pursuant to the agreement made and entered into August 8, 2001 between the Oklahoma Municipal League and Commission. Municipality and Commission will establish a mutually agreeable plan to coordinate Municipality's audit efforts under the independent audit administration plan with those of Commission. IN WITNESS WHEREOF, the parties have set their hands and affixed their official seal* the day and year first above A Municipal Corporation T ATTEST: (CITY SEAL) ATTEST: (STATE SEAL) 1 Thomas E. Kemp, Jr., Chairman Constance Irby, Secretary -Member - Assistant Secretary Oklahoma a Commissil BY DATE CITY OF TO- THE HONORABLE MAYOR AND CITY COUNCIL FROM: , CITY M- DATE: September 7, 2006 BACKGROUND: On August 15, 2006, the City Council approved Ordinance No. 872, establishing an Audit Committee and adopting procedures for the committee to follow. The purpose of this audit committee is to assist in overseeing the annual audit of financial statements, ensure the person or organization completing the audit is independent of city staff, and address control and compliance weaknesses. This committee is responsible for making recommendations to the City Council regarding the selection of an independent audit firm to conduct annual audit of the City. In addition, this committee will review, analyze, and report to the City Council significant findings within the annual audit report and provide further recommendations to the City Council regarding Annual Financial Statements, the Management Letter submitted by the independent auditor, and the response to the Management Letter submitted by the city staff. An item has been placed on the September 12, 2006 Council Worksession agenda in order to allow Council discussion of potential appointments to the Audit committee. The staff anticipates placing an action item on the September 19, 2006 Regular Council Agenda for those appointments. AUDIT COMMITTEE COMPOSITION. The Audit Committee is comprised of five (5) voting members and two (2) non -voting exmofficio members. The ordinance requires a.11 members be appointed by the City Council and serve three (3) year staggered terms (with the exception of the appointed City Council member, who shall serve a one (1) year term). Memo September `%, 2006 Page 2 of 3 The five (5) voting committee members shall include One (1) City Councilor, and no less than one (1) person from each of the following categories: Bankers or other financial institutions Businessperson Non -practicing certified public accountants It should be noted, however, that any one category may not be represented by more than (2) persons at any time. The two (2) ex-offc.io, non -voting members are the City Manager and the Director of Finance. APP®INT'EE QITAI IF ICA I I®NS The ordinance sets specific qualifications for appointees to the Audit Committee. The City Councilor appointed to the committee shall be a City Councilor who is serving the second year of the three-year term of office. In the event there is not a Councilor currently serving the second year of their term, the City Council may appoint a Council member serving their third year of their terns. All other appointed members of the audit committee shall be (1) residents within the city fence line, or own a business located in the city, or be employed within the city at the time of the appointment and throughout the incumbency; and, (2) All members shall be persons with knowledge of accounting, auditing and financial reporting and possess relevant experience such as a corporate officer, auditor, attorney or professional consultant to business, government or organizations. TALENT BAND APPLICATIONS Attached for your review and discussion are the talent bank applications that have been received by individuals who are interested in serving their community on the various Boards and Commissions. It should be noted, that the Audit Committee was not an available option when these talent bank applications were submitted. The talent bank application has been updated and this committee is now listed as an option. After review of the applications received to date, staff identified two (2) individuals who possess the necessary qualifications to serve on the Audit Committee. Since the addition of the Audit Committee option on the Talent Bank Application, the City staff has received four (4) talent bank applications from qualified individuals who have indicated their interest in specifically serving on the Audit Committee. Three (3) of the four applications received are from those individuals who were originally charged with the initial development of the Audit Committee and have indicated their desire to continue service to their community. A total of six (6) qualified applications have been received and are the first six pages of the attached Talent Bank Applications. In review, this item has been placed on the September 12, 2006 worksession agenda in order to afford the City Council the opportunity to discuss potential appointments. Memo September 7, 2006 Page 3 of 3 COMMENT: The staffs review of all Talent Bank applications indicates that the following persons are qualified for appointment to the City's Audit Committee: Dennis Phillips, Dorothy Carson, Jolm Manning, Kevin Cavanaugh, Guy Nightingale, and Randy Merciez. Mr. Nightingale is currently serving on the Sales Tax Watchdog Committee. The staff (Rose Marie Fennell) has conducted preliminary interviews with each of the six potential applicants and will be prepared to discuss with the Council the staff s conclusions resulting from those discussions. The staff has also prepared a list of where each of the six candidates may "fit" into the mandated "slots" (see below). Banker: Dennis Phillips, First Bank of Owasso Businessperson: Dorothy Carson, CPA, Guy Nightingale, Williams Auditor Randy Mercciz, Country Dome Real Estate Non -practicing CPA: John Manning, CPA, One OK Kevin Cavanaugh, CPA, Matrix Service City Council: Susan Kimball (The only member of the City Council serving in the second year of their term) ATTACHMENTS 1. Talent Bank Applications 2. Ordinance No. 872 CITY OF OWASS09 OKLAHOMA ORDINANCE NO. 872 AN ORDINANCE RE' LATING TO PART 7, FINANCE AND 'TAXATION, CHAPTER 7, AUDIT COMMITTEE AND PROCEDURES, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, AMENDING SAME Y ESTABLISHING AN AUDIT COMMITTEE AND ADOPTING PROCEDURE, S FOR THE COMMITTEE TO FOLLOW, THIS ORDINANCE AMENDS PART 7, CHAPTER 7, OF THE CITY OF OWASSO CODE OF ORDINANCES BY ADDING A NEW SECTION TO BE CODIFIED AS SECTION 7, CHAPTER 7, SECTIONS 7- 701 THROUGH 7-716 DE IT ORDAINED BY THE COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT, TO -WIT: SECTION ONE (1)a Part Seven, Finance and Taxation, Chapter 7, Audit Committee and Procedures, of the Code of Ordinances of the City of Owasso, Oklahoma, shall be enacted by providing and codifying as follows: SECTION TWO (2)- SECTION 7-701 CREATION OF AUDIT COMMITTEE An audit committee is established in and far the City of Owasso. The purpose of the audit committee i_s to help oversee the audit of financial statements, ensure the auditor is independent of management and address control and compliance weaknesses. SECTION THREE (3)o SEC'T_ION 7-702 COMPOSITION _ APPOIN r ENT--C OMPENSA I ION A� The audit committee shall consist of five (5) voting membersand two (2) non -voting ex-officio members. All members shall be appointed by the council and shall serve without cozmpensation. B. The five (5) voting members shall include one city councilor and not less [!,an one person. font each of the following grol.�ps, provided, however, that one group, which inlay vary from time to time may be represented by not more than two (2) members: (1) Bankers, or other financial institutions; (2) Businessperson; and (3) Non -practicing certified public accountants. C. The two (2) ex-o,fl cio, non -voting members shall be the city manager and the director of finance. SECTION FOUR (4)o SECTION 7-703 _QUtSI,IFICLkTI0NS The city councilor appointed to the audit committee shall be a city councilor who is serving the second year of the three-year term of office. If no councilor is serving, the second year of the three- year tern of office, the council may appoint a councilor in the third year of the tern of office. If no councilor meets these qualifications, then the council may appoint another experienced councilor. However, no city councilor may succeed himself/herself on the audit committee. All other appointed members o f the audit committee shall be a residents within the city fence line or own a business or be employed in the city at the time of appointment and throughout incumbency. All members of the audit committee shall be persons with knowledge of accounting, auditing and financial reporting and relevant experience such as a corporate officer, auditor, attorney or profcssional consultant to business, government or organizations. SECTION FIVE (5)e SECTION ` -704 TERMS OF APPOINTMENT All members of the audit committee shall be appointed for a term of three (3) years except for the city councilor who will be appointed for a one year term or until their successors shall be qualified and appointed. The appointment of members shall be for staggered terns: The five (5) voting positions on the audit committee shall be divided into seats numbered one through five. Seat No. 1 shall be held by a city councilor. The term of office for Seat No. I shall expire on :Itzly l , 2007, and every July 1``t, thereafter. No city councilor tray succeed himself/herself in office. Scat No. 2 maybe held by any of the remaining categories of members and shall expire on July 1, 2007, and on every third year thereafter. Seats No. 3 and 4 may be held by any of the remaining categories of nnembers and shall expire on July 1, 2008, and on every third year thereafter. Seat No. 5 may be held by any of the remaining categories of members and shall expire on July 1, 2009, and on every third year thereafter. SECTION SIN (6). SECTION TION T- 705 VACANCIES Should a vacancy occur on the audit committee for any reason, stich vacancy shall be filled for the, unexpired term by an appointment by majority of the council. A vacancy shall be deemed to have occurred when ,in audit committee member resigns or otherwise becomes unqualified to serve. 2 SECTION SEVEN (7)0 SECTION 7-706 IZEA10VAI, OF MEMBERS Whenever, in the sole discretion of the city council, the council believes that the best interests of the city shall be served; any appointed member of the audit committee may be removed from office by majority vote of the council. SECTION EIGHT (8)e SECTION 7-707 OFFICERS Annually, the audit committee shall elect a chairperson and a secretary who shall hold office until Judy lit the following year or until expiration of the term of appointment whichever shall first occur, In the absence of the chairperson at any meeting, the members shall select a chairperson pro tempore who shall preside over the meeting of the audit committee. SECTION NINE (9)0 SECTION 7-708 MEETINGS The audit committee shall meet at least twice annually at a time and place as called by the chair. Written notice of each meeting shall be provided to all members. Special meetings of the audit caranmittee may be called by the chairperson or any three Mcmbcrs. Written notice of the special meeting shall be provided to all members. SECTION TEN (10)0 S C�TION 7-709 U®RUJ� Three members of the audit committee shall constitute a quorum. SECTIION ELEVEN (11)0 STECTION 7-710 GENERAL DOWERS AND DUTIES The committee shall be responsible to: A. Recommend to the council an independent firm of certilicd public accountants to perform the annual audit of the city. B. Analyze and report to the council significant findings in the annual audit report and make recommendations regarding such findings. C. Make recornmcndations, if any, to the council regarding the following financial documents: (1) Annual financial statements, (2) Management letter submitted by the ,independent auditor, and (3) Response to management letter submitted by city staff. SECTION TWELVE (12). SECTION 7-711 PROCEDURAL, DULLS SUBCOMMITTEES A. The audit committee may adopt, from time to time, such rules or procedures as it may deem necessary to properly exercise its powers and duties. All such rules shall be reviewed by the city attorney as to fora- and legality, and shall, after adoption, be kept on file in the office of the finance director. B. The chairperson of the audit committee may form ad hoc subcommittees among its various members to research and analyze those issues which are within the committee's jurisdiction. SECTION THIRTEEN (13)0 SECTION 7-712 C®®PE1f-A'I'ION OF CITY OFFICIALS The director of finance or his or her designee, the city manager or his or her designee shall attend each meeting and provide advice or assistance as requested by the audit committee. The director of finance or his or her designee shall provide clerical or other assistance as is necessary to maintain records of the audit committee proceedings. All other officers, depar�tmerlts and dcpartnrent directors of the city shall cooperate with the audit committee within the scope of the audit conimlttee's duties. SEC11ON lr {OURTEEt',7 (14)o SECTION 7-713 LIMITATION AND LIABILITY Neither the audit committee nor any individual rmrnber thereof shall incur any financial liability or responsibility in the name of, or on behalf of, the city by virtue of their activities as audit committee rri emb ers. SECTION FIFTEEN (15)0 SECTION 7-714 CODIFICATION The City of Owasso Code of Ordinances is hereby amended by adding a new chapter of ordinances to be codified in Part 7, Chapter 7, sections 7-701 et. seq. SECTION SIXTEEN (16)0 SECTION 7-715 REPEALER All ordinances or parts of ordinances, in conflict with this ordinance arc repealed to the extent of the conflict only. SECTION SEVENTEEN (17)0 SECTION 7-716 SEVERABILITY If any part or parts of this ordinance are held invalid or ineffective, the remaining portion shall not be affected but remain in lull force and effect. SECTION EIGHTEEN (I8)o DECLARING AN EFFECTIVE DATE The provisions of this ordinance shall become effective thirty (30) days from the date of final passage as provided by state law. PASSED by the City Council of the City of Owasso, Oklahoma 6-n the 1 "i day of August 2006. Stephen CAaudella, Mayor ATTEST. Sherry Bishop.,(XWY clerk .. Cy pryi AI 1ROVED as to form: ,n \ Rdie Lombardi, City Attorriey 5 TO: THE HONORABLEr AND CITY COUNCIL CITY O. O! FROM: ANA STAGG, P.E. PUBLIC WORKS DIRECTOR �,UBJECT. OKLAHOMA DEPARTMENT O +DO 1, . W ENHANCEMENT PROGRAM 2006-2007 APPLICATION DATE: September 6, 2006 BACKGROUND: Under the Federal Enhancement Program, the Oklahoma Department of Transportation (ODOT) provides financial assistance to local government for the enhancement and beautification of community thoroughfares. The program — which is funded by the Surface Transportation Program (STP) — is not a grant but rather a mechanism that allows successful applicants to use federal funding for design and construction of local improvements. Funding may be used for preparation of construction plans and specifications, envixomnental mitigation, acquisition of real property, construction, construction management and other activities that "enhance the transportation experience." Projects approved for funding are eligible for up to 80% of allowable costs not to exceed $400,000 during any given award year. Pre -Application Submission (PAS) packages are due to Indian Nation Council of Government (ODOT Program Administrator) on or before October 2, 2006. A signed resolution fi•om the Council must accompany the application to guarantee matching funds fi-om the City. If approved by the PAS committee, the project will be submitted to the Transportation Enhancement Committee for Final Application Submission on or before January 2, 2007. GRANT APPLICATIONS 'EAR 2005)e In an effort to continue the work initiated under the 2005 ODOT Tree Grant Program and Vision 2025 Main Street Rehabilitation Project, the proposal requests funding for the enhancement and/or beautification of the E. 76t" Street forth corridor at US Highway 169. Specifically, the request includes acquisition and planting of trees, acquisition and installation of lighting fixtures on the exiting median and construction of a sidewalk corridor along the south side of East 76"' Street North. The avasso Downtown Development Plan (2001) identifies this location (US Highway 169 and East 76"' Street North Interchange) as a gateway to the Owasso community — an ideal location for the placement of aesthetic features. The proposed work will compliment the beautification efforts planned at Main Street — allowing its impact to extend to US Highway 169. Additionally, it will provide a visually pleasing view of the historic area and a physical link to the surrounding sights. Proposed improvements will include replacement of existing concrete medians with landscaped Oklahoma Department Of Transportation 2006-2007 Enhancement Program Application Page 2 of 3 bricked medians, equipped with irrigation and decorative lighting. Additionally, enhancements will include crosswalks and ADA compliant ramps to allow safe pedestrian and bicycle travel along E. 76"' Street North. Preliminary costs for completion of the proposed project are as follows: Engineering Design (in-house) 50,000.00 Estimated Construction Cost 500,000.00 Geotechnical Investigation S 10,000.00 Topographic Survey $ 10,000.00 Total $ 570,000.00 NOTE Please note, that in the event the Owasso application is approved for funding, the City will be required to appropriate matching funds. Alternatively, the City Council could take action to reject the grant award; thus, avoiding the expenditure of local funds. Additionally, it should be noted that the grant and its matching funds (if approved) will not be expended until FY 2007--08 allowing for the appropriation to be included in the City's prioritization and budget process. OWASSO PUBLIC WORDS AUTHORITY OWASSO, OKLAHOMA RESOLUTION NO.2006-23 A RE, SOLUTIONOF THE OWASSO PUBLIC WORKS AUTHORITY ALLOCATING FUNDS FOR THE E. 76 T11 STREET ROADWAY IMPROVEMENT • ,' is '. % OFTHE TOTAL CONSTRUCTION O _... . (',j N RATES Oi._ FUNDEDTO EXCEED $200,000.00 TO BE FOR THE CONSTRUCTION Of NECESSARY IMPROVEMENTS AND MEDIAN BEAUTIFICATION ALONG THE SAID INTERSECTION AND ESTABLISHING AN EFFECTIVE DATE. BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY THAT: SECTION ONE: From and after the effective date as hereinafter set forth, funds for E. 76"' Street Roadway Improvement Project the fiscal year of 2007--2008 and 2008-2009 of the City of Owasso funds. SECTION TWO: Funds herby approved shall become effective and available for the construction of improvcments starting the first day of July of fiscal year 2007. APPROVED AND ADOPTED this day of September, 2006 by the City Council of the City of Owasso, Oklahoma. THIS RESOLUTION SHALL EXPIRE ON THE 30 " DAY OF JUNE OF 2009 OR WHEN PROJECT CONSTRUCTION IS ACCEPTED BY THE CITY ENGINEERING DEPARTMENT WHICHEVER OCCURS FIRST. Stephen Cataudella, Mayor Sherry Bishop, Authority Secretary APPROVED AS TO FORM: Julie Lombardi, Authority Attorney TO: THE HONORABLE a, AND COUNCII CITY OF 4 _ .,. PARKS DIRECTO RE. ELM CREEK PARK POND DRE DGING PROJECT SOLICITATION OF BIDS DATE: September 7, 2006 BACKGROUND: In August of this year, the City of Owasso began the process of soliciting bids for the purpose of conducting pond dredging at Elm Creek Park. Funds in the amount of $100,000 were included in the FY 06-07 Parks Department budget as a result of the project not being completed in FY 05-06. The bid specifications and estimates utilized for the project were based upon engineering estimates provided nearly four years ago. The project was developed with a base bid as well as one alternative. The base bid was for the draining, silt removal, and disposal of approximately 8,000 cubic yards of silt. The alternate bid was to provide for the increase to the pond depth of 5 feet, with 3 to 1 bank slopes, and the disposal of an additional 4,000 cubic yards of silt. City property was offered as an area for the disposal of the silt. A mandatory pre -bid meeting was conducted on August 21, 2006 and was attended by seven potential bidders. All bids were to be submitted by August 31, 2006 at 10:00 AM. A total of one bid was received for the proposed project. This bid was submitted by Ball Construction of Salina, OIL for the base bid amount of $199,000, with an additional alternate bid of $98,520, for a total cost of $297,520. At the time of the pre -bid meeting, several of the potential bidders indicated a discrepancy between the estimated and likely amounts of silt to be removed from the pond. In other words, the estimated amount in the bid documents was significantly less than what in fact exists at the Elm Creek Park pond. OPTIONS: Because there are not sufficient funds available in the FY 2006-07 Parks Department budget in order to award the received bid, staff has identified three options: ® Seek a supplemental appropriation (approximately $200,000) in order to complete the project and award the project to Ball Construction of Salina, OIL. ® Do not award the project. Initiate a review of the bid specifications and quantity estimates for the Elm Creek Park dredging project. Conduct another bidding process in April/May of 2007 and include the necessary additional funding for this project In the FY 2007-08 Parks Department budget. The existing $100,000 budgeted for the project would be carried over to FY 2007-08. Remove the project from further consideration. RECOMMENDATION: The staff intends to recommend Council not award the project at this time and reject the single bid received. Additionally, staff would begin to initiate a review process for the Elm Creels Park dredging project in order to prepare for re -bid in April/May of 2007. Necessary funding to complete the project would be requested as a portion of the budget process in FY 2007-08. �' ^ate ,� 9 � a. 9 4 � � V `iv 9 �� � � � September •pa m > 'f ^w September September 2006 S M T W T F S 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 October 2006 SMTW TF -_S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Friday, _S_epte_mber . ��„ C PntPrnher 12' r B F k �� �� h Party Location/Subdivision y E , � . � F �. e• . e • e$$enn j ac iL Dody Jones :rTower .. e� 1 St No # ! - i $ 1 ' 6Wie u�da 4��� � , e A e - - � - $ � • $ $ , 14305 s e e Yes s e $$ K r $ s • _. Ne' a '• i. $f Jim ReGtor • t .. e � � e a � � III b $Debi Trelease • is a - - Bob Zumwalt be a'' area 40 $ MIUM i•'Cindi ..� a ey ,a i $ MayfieldKelly 1015 E 118 St N Co untry Estates Sb6tt Epperson Yes R SAM p Caroline r 93 PI No,Fairways,- r, �. .. t - Yr-- -.rr - r, r �• r. r - rr 'e re MCI ,-Cara Murdock an.. brownIII U I II� I s s r• - r Dana CarterChris Coager e,.r S ,-z, -�'x..���.�� � �� ��ii iaZ """ fAU aA i m3 zggq w i p MIC Mw ¢35 Iw 10 15 E. I I .t th Si v i. , Y 1 6t u f.; ii ..„ AVE E i, MINT, 3 tf t a G ., .. #� K. ,. _- ,J f .. r ,. (� '2, I 13910 a lei•! � .. .. o � i . v, v �- fi . � r ., � r o- n ST N 8 e`t. 1kh 8`fit.::tks�p S S N 1 S ,'_- s ., ,. r C Nu W 4 0 11 UA z v 3 ui th ST 111� 66th ST Monthly Sales Tax Comparisons City UfOwasso Sales Tax Report Two Year Comparison September 8.20O0 Fisco|20OS-0007 P*ncWt Amount _Qf Budget Jul $1.252.532.37 8,096 Aug $1.334.838.21 8.6% Sep $1.364.828.62 8.7% Fiscal 2005-2006 Percent Amount of Actual $1.017.573.88 7.996 1.015.717.94 7.8% 1.035.822.81 8.096 Note: Fiscal Year 2007 Sales Tax Budget is $153600,000 Increase nr(Decrease Amount Percent $234.958.69 23.196 519.118.27 31.4% 320.195.81 31.896 City of Owasso Sales Tax Report Budget to Actual Comparison September 8, 2006 Actual Collections Budget Projections Over (Under) Projection Amount Percent Amount Percent Amount Percent Jul $1,252,532.37 8.0% $ 1,250,000.00 8.0% $ 2,532.37 0.2% Aug 1,334,836.21 8.6% 1,250,000.00 8.0% 84,836.21 6.8% Sep 1,364,828.62 8.7% 1,280,000.00 8.2% 84,828.62 6.6% Totals $3,952,197.20 25.3% $3,780,000.00 24.2% $172,197.20 4.6% City OfOwasso Monthly Sales Tax Revenues Last Five Fiscal Years 2006'2007 2005-2006 2004-2005 2003'2004 2002-2003 Jul $1.252.53237 $1.017,573.68 $910.733.72 $884.378.03 $002.014.21 Aug 1.334.83821 1.015.717.94 914.007.40 783.798.09 849.81670 Sep 1.384.828.62 1.035.032.81 088'704.08 837.825.86 810.343.87 Oct 081.341.39 851.782.01 827.379.05 707.094.95 Nov 901.899.87 836.499.88 780.54723 772.338.00 Dec 089.988.83 951.160.18 813.30421 762.158.14 Jon 1.103.892.80 086.888.14 901.348.13 875.709.31 Feb 1.199.000.82 1.050.127.03 953.027.35 833.903.37 Mar 1.421.53219 803.V8472 804.49879 725.837.29 Apr 051.508.84 888.086.83 800.574.14 808.079.88 May 1.102.227.77 1.026.03439 811.82330 820.622.14 Jun 1.145.888.73 1.008.781.09 804.25331 824.521.64 City OfOwasso Monthly Use Tax Revenues Last Five Fiscal Years 2006-2007 2005`2806 2004-2005 2003-2004 2002-2003 Jul - $33.18123 $17.070.50 $11.922.34 $31.318.04 Aug 18.085,40 33.356.07 24.757.34 12.507.21 14.16176 Sep 30.265.61 48.340.83 12.17476 18.457.91 10.68416 Oct 48.270.12 10.171.42 13.94411 14.838.63 Nov 80.30125 30.836.25 22.937.88 20.96575 Dec 68.421.15 20.877D3 18.312.02 28.092.23 Jan 50.464.05 21.483.02 27.556.25 15.090.05 Feb 104.179.48 20.015.55 26.835.40 14.514.97 Mar 84.024.87 26.001.35 24.184.88 11.032.92 Apr 46.403.85 18.594.56 13.622.43 11.37978 May 79.411.84 28.447.13 19.995.04 13.522.81 Jun 41.77173 41.31723 21.756,82 15.317.50 Note: Fiscal Year 2007 Use Tax Budget is $400,000 To INCOG Mayors and City Managers Mayor, City of Tulsa Chair, Tulsa City Council FROM- Jerry Lasker, Executive [director, INCOG DATE.2006 '~'^ i 11111ir. A luncheon meeting will be held on Thurs a s September 14 2006g 12-00 Moon in the INCOG 5 Floor Conference Center for City Managers and elected officials. Each City Manager is encouraged to bring one elected official from your City to the meeting. RSVP to Vivian at 579-9426 to lot her know if III be ablerto attend. J Uve : THE HONORABLE Mto R AND CITY COUNCIL CITY OF OWASSO PUBLIC WORKS DIRECTOM SUBJECT: f,} E t {,: [ DEPARTMENT OF TRANSPORTATION ENHANCEMENT PROGRAM 2006-2007 APPLICATION DATE: September 11, 2006 BACKGROUND: Under the Federal Enhancement Program, the Oklahoma Department of Transportation (ODOT) provides financial assistance to local government for the enhancement and beautification of community thoroughfares. The program — which is funded by the Surface Transportation Program (STP) — is not a grant but rather a mechanism that allows successful applicants to use federal funding for design and construction of local improvements. Funding may be used for preparation of construction plans and specifications, environmental mitigation, acquisition of real property, construction, construction management and other activities that "enhance the transportation experience." Projects approved for funding are eligible for up to 80% of allowable costs not to exceed $400,000 during any given award year. Pre -Application Submission (PAS) packages are due to Indian Nation Council of Government (ODOT Program Administrator) on or before October 2, 2006. A signed resolution from the Council must accompany the application to guarantee matching funds from the City. If approved by the PAS committee, the project will be submitted to the Transportation Enhancement Committee for Final Application Submission on or before January 2, 2007. GRANT APPLICATIONS ('EAg20®5t® In an effort to continue the work initiated under the 2005 ODOT Tree Grant Program and Vision 2025 Main Street Rehabilitation Project, the proposal requests funding for the enhancement and/or beautification of the E. 76'1' Street North corridor at US Highway 169. Specifically, the request includes acquisition and planting of trees, acquisition and installation of lighting fixtures on the exiting median and construction of a sidewalk corridor along the south side of East 76t�' Street North. The Owasso Downtown Development Plan (2001) identifies this location (US Highway 169 and East 76t" Street North Interchange) as a gateway to the Owasso community — an ideal location for the placement of aesthetic features. The proposed work will compliment the beautification efforts planned at Main Street — allowing its impact to extend to US Highway 169. Additionally, it will provide a visually pleasing view of the historic area and a physical link to the surrounding sights. Proposed improvements will include replacement of existing concrete medians with landscaped Oklahoma Department Of Transportation 2006-2007 Enhancement Program Application Page 2 of 3 bricked medians, equipped with irrigation and decorative lighting. Additionally, enhancements will include crosswalks and ADA compliant ramps to allow safe pedestrian and bicycle travel along E. 76t1' Street North. Preliminary costs for completion of the proposed project are as follows: Engineering Design (in-house) $ 50,000.00 Estimated Construction Cost 500,000.00 Geotechnical Investigation S 10,000.00 Topographic Survey $ 10,000.00 Total $ 570,000.00 FUNDING SOURCE: Matching funding in an amount not to exceed $200,000 will be obtained from a supplemental appropriation if the work is approved by ODOT. RECOMMENDATIONS - Staff recommends Council approval of resolution No. 2006-23 pledging match funding for completion of improvements in an amount not to exceed $200,000.00. B. resolution No. 2006w23 CITY OF OWASSO, OKLAHOMA RESOLUTION NO.2006-23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA ALLOCATING FUNDS FOR THE E. 76m STREET ROADWAY IMPROVEMENT AT 20% OF THE TOTAL CONSTRUCTION RATES NOT TO EXCEED $200,000.00 TO BE FUNDED FOR THE CONSTRUCTION OF NECESSARY IMPROVEMENTS AND MEDIAN BEATIFICATION ALONG THE SUCH SAID INTERSECTION AND ESTABLISHING AN EFFECTIVE DATE. 191aIr Ili WIN KFJa9100111ffsti6=4161111141Ire] 0Iwo 1�[�l�r'Z�)�[�]�:%`.XY��11 SECTION ONE: From and after the effective date as hereinafter set forth, funds for E. 76 h Street Roadway Improvement Project of the City of Owasso funds. SECTION TWO: Funds herby approved shall become effective and available for the construction of improvements starting the first day of July of fiscal year 2007. APPROVED AND ADOPTED this 19'h day of September, 2006 by the City Council of the City of Owasso, Oklahoma. THIS RESOLUTION SHALL EXPIRE ON THE ) DAY OF JUNE OF 2009 OR WHEN PROJECT CONSTRUCTION IS ACCEPTED BY THE CITY ENGINEERING DEPARTMENT WHICHEVER OCCURS FIRST. Stephen Cataudella, Mayor ATTEST: Shen-y Bishop, City Cleric APPROVED AS TO FORM: Julie Lombardi, City Attorney c 71�11'2006-2007 STREET REHABILITATION PROGRAM Standing in Aft CITY OF AS 0 the way of pCople "- ._ANA C. STAGG, P.E. OfRECTOR OF PUBLIC WORKS X1 WEST 2ND AVENUE 918-2724959 celebrating (F) 918-2)&1996 their lives. COUNCIL WORKSHOP SEPTEMBER 12, 2006 FY 2006-2007 Street Rehabilitation program... — Comprehensive approach to street rehabilitation — $1 million investment (FY 06-07) i' Pavement Management Study 5-Year Street Rehabilitation Capital Improvement Plan ,r PAV M NTview... .rs.a pavemew management yslem provides a systematic, :cove and consistent method for uaqting pavement conditions and ioritizing maintenance needs. Overall condition index (OCI) ... is a numerical Value indicating the overall ivement condition that ad upon several -factors that' !ci pavement performance, I Overall condition index (OCI)... I calculated OCI value i ber from 0 to 100, with ,stinting a pavement-5 ent condition and 0 i f,ng a failed pavement. Pavement I ifecycle curve 1 illustrates mtral concept pavement nagement ns that timely utine and eventive enance can _-1 n tivoi(iance T _T X I o I I, Pavement Study results... S i� Maintenance backlog: $16 million Current (average) OCI: 65 i R• Based on a cost -benefit analysis, the City of Owasso should strive to maintain an average OCI near 714 Maintenance program alternatives... "(",,went" Assumes no additional investment Provides bench mark for backlog "Continued CurronC :j. Assumes $1.0 million annually for 5 years "Oplinurl OCI" i. Establishes fundingp level to achieve optimum OCI �;� "Current" alternative... Year Bud, ,t Av. OCI Backlog 700f, $ 1,100,000 65 $ 16,330,000 2007 $ 100,000 61 $ 18,346,000 ZUD%% $ 100,000 59 $ 19,468,000 2009 S 100,000 57 $ 20,661,000 2010 $ 100,000 54 $ 21,927.000 Current" alternative... It"Continued Year Budget Avg OCI Backlog 2006 S 1,100,000 65 $ 16,330,000 the wav of 2007 $ 1,000,000 62 $ 17,389,000 People 2008 S 1,000,000 60 $ 18,578,000 j 2009 $ 1,000,000 59 $ 19,772,000 20'.() $ 1,000,000 57 $ 21,038,000 1 "Optimal ®CI" alternative... $ 1,100.000 65 $ 16,330.000 . �. �. $ 1,600,000 65 $ 16,790,000 - - S 1,600,000 73 $ 17.979,000 S 1,600,000 74 $ 19,171,000 $ 1,600,000 71 $ 20.437,000 0 4 FA �zdc�8�'�^'��4.P 3 r7 WAN a �z v e, 4 k x r r��' ���� 4 WE 69 % Streets with OCI a 70 FY 2006-2007 Priority fisting... --- Overlay j N. Mingo Road #$ E. 96'h Street North N. 145111 East Avenue Fog Seal • t ,a, Main Street dt, E. 9611' Street North sz Neighborhood streets 3 Crack Seal E. 661h Street North ' b.d Neighborhood streets Recommendations... �. Re-evaluate Priority Listing annually I 2. Invest > $1 million/year for 5- years 1 r ol 4 ' i t" FY 2006-2007 STREET REHABILITATION PROGRAM 10 _ ANA C. STAGG, P.E. DIRECTOR OF PUBLIC WORKS 3">*' 301 WEST 2ND AVENUE 8,2724959 (F)99918-272456 COUNCILWORKSHOP �^ "7 i CRACK SEAL RECLAIM-Mr-AMM AND 2 FOG SEAL To,