HomeMy WebLinkAbout2002.02.12_Worksession Agenda
Mr McElrath will discuss details of a proposal to provide reduced water rates for low
income families on the Owasso water system.
3. Discussion Relating to Reduced Water Rates for Low Income Families.
Mr McElrath
Enclosure
2. Introduction of Council Candidates.
Mr Ray
1. Call to Order
Mayor Barnhouse
AGENDA
fZ1t:Vu'~ ~~
Marci Boutwell, City CI rk
bulletin
on
at
Special
February 2002
6:00 p.m.
Owasso City Hall
Main Conference
TYPE OF MEETING:
DATE:
TIME:
PUBLIC NOTICE OF THE MEETING OF THE
OW ASSO CITY COUNCIL
Mr Carr will brief the Council on the intersection project and the need for acceptance ofthe
right-of-way deeds.
6. Discussion ofIssues Relating to Deeds of Dedication for Right-of-Way at 86th St N & 145th
East Ave.
Mr Carr
Attachment #6
Mr Carr will discuss the proposed amendment to the engineering contract with CH2Mhill
relating to the bond issue projects.
5. Discussion Relating to Amendment to J;ngineering Contract with Ch2MHill
Mr Carr
Attachment #5
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Mr Ewing will brief the Council on issues relating to a zoning case denied the
Planning and the appeals provided to the applicant.
4. Discussion Relating to the SKO Zoning Appeal.
Mr Ewing
Attachment #4
Owasso City Council
February 12, 2002
Page 2
Mr Rooney will discuss a request to declare certain vehicles obsolete or surplus to the
needs of the city, and a proposal to set a minimum bid so that the vehicles may be
advertised for sale.
9. Discussion Relating to Vehicles Surplus to the Needs of the City.
Mr Rooney
Attachment #9
Mr Carr will present a list of projects to be considered as a part of the DEQ Administrative
Order.
8. Discussion Relating to a Supplemental Project List Connected to the DEQ Administrative
Order.
Mr Carr
Attachment #8
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LV
roA0i'
:UVl:}L
7. Discussion Relating to Change Order #3 to a Contract With Sapulpa Digging Inc for the
Ator Relief Line.
Mr Carr
Attachment #7
Owasso City Council
February 12,2002
Page 3
11. Adjournment.
10. Report from City Manager
A. Memorandum of Understanding Between the FOP & City of Owasso
Other Items
Mr Ray
Attachment #10
Owasso City Council
February 12, 2002
Page 4
4
1. Letter of Appeal
2. City Clerk's letter to W A TCO
3. Location Map
ATTACHMENTS:
W ATCO submitted an appeal on Fliday, February 1,2002, meeting the IS-day statutory cut-off
date to appeal the Planning Commission decision. The appeal will be placed on the March 19th
City Council meeting agenda. The time, date and location of the appeal will be provided to the
applicant, adjacent landowners and those having spoken at the Planning Commission meeting.
The Staffwill provide specific information on the appeal for your March lih Work Session in
preparation for the March 19th meeting.
There has been an application by W A TCO Companies Inc. requesting rezoning a portion of the
SK&O Railroad property west of the Public Works facility. The proposed use of the property is
to process and package waste metal for transportation by rail. The current zoning is IL
(Industrial Light) which does not permit this use. The applicant has requested IM (Industrial
Medium) zoning to accomplish their goal. The Planning Commission denied the application on
January 17,2002. Their concern was the negative visual impact ofthis use at this important
"Gateway" to the City of Owasso. This Gateway is identified on the adopted Owasso Downtown
Development District Plan.
BACKGROUND:
February 7,2002
MEMORANDUM
Fax: 620~231-08U
315 West 3rd Str;et Pittsburg, KS 66762
Thank you,
Brad Snow
Property Manager
Watco Companies, Inc.
620-231-2230
as an No; 1 the
Comrnission's recommendation of denial on our 1M (Industrial Heavy) rezoning
request We feel like the business that is going in there was not dearly represented
to the Planning Commission. We hereby request an opportunity to more accurately
state our case and achieve reconsideration of our zoning request I am faxing this
letter as directed by Stan Ewing at 4:45pm Friday, February 01) 2002. Please
notify me of the next steps required under this process.
eTR - 1 200Z
r-- --..
COMPANiES, INC,
'~Ur Tnm$porlatlr:m S1J~~if$ts"'
._~(). 14r- f 1--
WA~CO COVPA~;ES
1. Y;02 5 21PV
r r -
.. t j,
Marcia Boutwell
City Clerk
Sincerely,
The Owasso City Council will hear your appeal at their regular meeting on March 19,2001. The
meeting begins at 6:30 p.m. and is held in the Council Chambers at the Owasso Community
Center, 301 S Cedar. If you have any questions or have information you may want to distlibute
to the City Council, please contact me. My direct phone number is 918-376-1511, or I may be
reached by email atmboutwell@cityofowasso.com.
The City of Owasso has received your fax dated February 1, 2001 requesting to appeal the
Owasso Planning Commission's denial of your rezoning request on a portion of Lot 1, Block 1,
Atchison, Topeka & Santa Fe Addition to the City of Owasso, Oklahoma. The request was
submitted within the appeal period, which ended on February 1,2001.
Dear Mr Snow:
ZONING APPEAL - OZ-02-0l
Mr Brad Snow
W A TCO Companies Inc
315 W Third Street
Pittsburg, KS 66762
7099 0000 5205
2002
(918) 376-1500
fAX (918) 376-1599
www.cityofowasso.com
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PO Box 180
Owasso, OK 74055
City of Ow as so
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SUBJECT j
PROPERTY
LOCATION MAP
5
Compensation requested for the additional services is $27,810. CH2MHill was requested by
staff to provide these services.
.. Providing additional field surveying, design, preparation of construction plans and
cost estimates for an additional lane on the northeast quadrant of the intersection,
including curb and gutter, storm sewer, utility relocations and right-of-way; and
.. Providing additional field surveying, design, preparation of construction plans and
cost estimates to modify an existing reinforced concrete box culvert east of the
intersection.
Additional engineering services were provided in order to include these additional lanes in the
contract documents. These services include:
ADDITIONAL ENGINEERING SERVICES~
At the September 4, 2001 meeting, Council approved acceptance of final drawings and
authorization to bid the project in order to enable initiation of right-of-way negotiations.
During light-of-way acquisition, the accepted design was expanded to include additional lanes
on the north and east legs of the intersection.
BACKGROUND:
Included in the 1998 bond issue, this project involves the widening and signalization ofthe
intersection at East 86th Street North and North 145th East Avenue. Engineering design was
initiated in early 1998 by CH2MHill.
February 7,2002
DATE:
AVENUE
ADDITIONAL ENGINEERING SERVICE:S
INTERSECTION IMPROVEMENTS -
EAST 86TH STREET NORTH AND NORTH 14STH
THE HONORABLE AND
MEMORANDUM
1. Amendment to Engineering Services Agreement with CH2MHill
1
costs
Page 2
Additional Engineering Services
East 86th Street North and North 14Sth East Avenue
TUL \OW ASSO\AM EN OM ENT 48 .DOC
IN WI1NESS WHEREOF, the parties have executed this Amendment on the respective
dates herein below reflected to be effective on the date executed by the Mayor of the City of
Owasso, Oklahoma.
NOW THEREFORE, in consideration of the promises contained herein, the parties hereto
agree to amend the Agreement as follows:
1. SCOPE OF SERVICES. Attachment B to the Agreement, shall be amended in
accordance with Exhibit I, ADDITIONAL SERVICES, attached hereto and incorporated
by reference as part of this Amendment.
2. COMPENSATION. As compensation for services set forth in paragraph 1 of this
Amendment, CITY shall pay ENGINEER in accordance with Exhibit 2,
COMPENSATION, and further described in Exhibit 3, FEE/MANHOUR
BREAKDOWN, which are attached hereto and incorporated by reference as part of this
Amendment.
WHEREAS, CITY and ENGINEER entered into an Agreement for Engineering Services
dated May 26,1998, for services as set forth in said Agreement; and
WHEREAS, CITY desires to amend said Agreement for additional engineering and
architectural services relating to the Intersection and Signalization Improvement Project-
East 86th Street North and East 14Sth East Avenue, all a part of the Capital Improvement
Bond Projects; and
WHEREAS, ENGINEER, is prepared to provide such additional services as modified or
identified in this Amendment.
THIS AMENDMENT, made and entered into this of _I 20021
between the CITY OF OW ASSO, Oklahoma, a mlmicipal corporation of the State of
Oklahoma, hereinafter referred to as "CITY", and CH2M HILL, INC.I hereinafter referred to
as "ENGINEER";
WI1NESSTH:
AMENDMENT NO.4
TO
AGREEMENT
2
Mayor
Date:
TUL low ASSOIAMENDMENT 48. DOC
City Attorney
FORM:
APPROVED AS
(SEAL)
City Clerk
APPROVED: CH2M HILL, INC
A. Intersection and Signalization Projects
A1, Modify design of the East 86th Street North and North 145th East Avenue
Intersection and Signalization project as follows:
A,l.l. Provide additional field surveying, design, construction plans and cost
estimates to modify (lengthen) the existing reinforced concrete box culvert east of
the intersection to acconunodate the expanded scope of the project including the
widening of the road, curb and gutter, storm sewer, utility relocations and
additional right of way.
A,1.2, Provide additional field surveying, design, construction plans and cost
estimates for an addiliona11ane on the northeast quadrant of the intersection
extending approximately 870-feet north and 350-feet east from the intersection
including curb and gutter, storm sewer, utility relocations, and additional right of
way.
SCOPE OF SERVICES
(hereinafter to as "ENGINEER") has performed the
outlined herein on the Capital Improvement Projects for the City of Owasso, Oklahoma
(hereinafter referred to as "CITY").
Amendment No.4
to
Agreement for
Engineering Services
City of Owasso, Oklahoma
Improvement
Additional
Exhibit 1
EXHIBIT2-1
TUL \OW Asso\ExHIBIT2AM END4B. DOC
Intersection and Signalization Projects
I East 86th Street North and North 145th East Avenue $ 21,81(1
Revised Contract Amount $ 121,038
-
Amendment No.4 - Additional Services
$ 693,228
Fee
Project Description
Project No.
CAPITAL IMPROVEMENT PROJECTS
City of Owasso, Oklahoma
Fee Amendment
agrees to pay CH2M as compensation for Additional Services described under
A.l.l and A.l.2. set forth in Exhibit 1/ a total lump sum fee of Twenty Seven Thousand,
Eight Hundred-Ten Dollars ($27/810.00).
CH2M HILL shall submit invoices and will receive payments in accordance with Article 1
of the original Agreement for Engineering Services approved May 26,1998. A breakdown of
the lump sum amount to be billed for each of the projects is shown as follows:
Amendment No.4
to Agreement for
Engineering Services
City of Owasso, Oklahoma
Improvement
Compensation
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The amended project budget is $1, IS0,000. Therefore, sufficient funds are available to construct
the project with the additional lanes. As a precaution, however, and to aid in ensuring adequate
bond issue funds are available, the extra north and east lanes for the intersection are included in
The most recent engineering estimate for the project is approximately $880,000 (prepared in
December 2001). An additional expense to relocate a large natural gas pressure regulating
station on the southwest corner of the intersection is anticipated in the amount of $250,000. The
station is on a private easement in close proximity to the roadway, but will be within the
reconstructed intersection right-of-way. Therefore, total estimated costs for the project is
$1,130,000.
PROJECT FUNDING:
During right-of-way acquisition, the accepted design was expanded to include additional lanes
on the north and east legs of the intersection. An estimate of the increased traffic volumes
generated by anticipated or planned growth in the area had been included in design development.
Baseline traffic counts used in the estimate were collected in 1998 and projections did not appear
to adequately reflect development activity that has recently occurred at or near the intersection
and specifically for Preston Lakes.
At the September 4,2001 meeting, Council approved acceptance of final drawings and
authorization to bid the project in order to enable initiation of right-of-way negotiations.
Additional right-of-way was needed on the northeast (Preston Lakes, LLC) and northwest
(Kimball-Morris, LLC) corners ofthe intersection.
BACKGROUND:
Included in the 1998 bond issue, this project involves widening and signalization of the
intersection at East 86th Street North and North 14Sth East Avenue. Engineering design was
initiated in early 1998 by CH2MHill.
February 7,2002
DATE:
INTERSECTION IMPROVEMENTS -
EAST 86TH STREET NORTH AND NORTH 14STH EAST AVENUE
THE HONORABLE
OF
MEMORANDUM
1. Plan view
2. Deeds of Dedication
ATT ACHMENTS:
Following acceptance, all utility companies will be able to start relocations. It is anticipated that
relocations will be completed by May 2002. Bidding the project can be performed conculTently
and construction can be expected to start by July 2002.
Attached are the dedications each property. Formal acceptance ofthese documents will be
included on the City Council agenda on February 19,2002.
corners. Sufficient
the future when needed.
the bid documents as an altemate. Although unforeseen at this time, the additional can be
removed fi'om the project ifbids funding availability.
Page 2
Deeds of Dedication
East 86th Street North and North 145th East Avenue
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City Clerk
, 200)1
Accepted by the City of Ow as so, Okla]1oma, this_day of
tt:At1M~ Gf~
o Public
My Commission Expires: 9- J. - ().3
IN WITNESS WHEREOF, I hereunto set my official signature and afflxed my seal the day and year
last above written.
Before me, the undersigned, a Notary Public in and for said County and State, on this ~ day of
~'II'I , 20Qll, personally appeared Thomas P. Morris, to me known to be the identical person
who /yxecuted the foregoing instnunent on behalf of Kimball-Morris, L.L.C. and acknowledged to me that he
executl:d the same as his free and voluntary act and deed for the purposes wherein set forth.
STATE OF OKLAHOMA)
) SS
.COUNTY OF TULSA )
By: __ J~ p (Y)~
Thomas P. Morris, Managing Member
Kimball-Morris, L.L.Co
200.l
Signed and delivered this ;Zq day
to have and to hold said described premises lmto the said City of Owasso forever.
A tract of land more particularly described as follows: Beginning at a point 16.50 feet
North and 30.00 feet West of the Southeast Corner of Section 21, Township 21 North,
Range 14 East, thence westerly along a line parallel to the South line of said Section 21 a
distance of 529.00 feet, thence northerly along a line parallel to the East line of said Section
21 a distance of 43.50 feet, thence easterly along a line parallel to the South line of said
Section 21 a distance of 474.00 feet, thence northeasterly to a point 60.00 feet West of the
East line of said Section 29 and 85.00 feet North of the South line of said Section 29, thence
northerly along a line parallel to the East line of said Section 29 a distance of 650.00 feet,
thence easterly along a line parallel to the South line of said Section 29 a. distance of 30.00
feet, thence southerly along a line parallel to the Ea.st line of said Section 29 a distance of
718.50 feet to the Point of Beginning, said tract being located in the County of Tulsa, State
of Oklahoma, containing 1.0003 acre, more or less,
Kimball-Morris, LL.C., the undersigned, being the sole owner(s) of all interests, both legal and equitable,
for and in consideration of the special benefits to the remainder of their property, accruing thereto upon this
dedication, do hereby dedicate to the City of Owasso, for the use and enjoyment of the Public, the
following described portion thereof; to~wit:
STATE OF OKLAHOMA)
) SS
COUNTY OF TULSA )
DEED OF DEDICATION
NO DOCUMENTARY STAMPS NECESSARY 68 O.S. 3202 (11)
City of Owasso
P.O.Box 180
Owasso, OK 74055
Attn: City Clerk
Mayor
City Clerk
,200f.
Accepted by the City of Ow as so, Oklahoma, this_day of
Before me, the undersigned, a Notary Public in and for said County and State, on this ~day of
, 200t> personally appeared Tla...u.lJ [.(,..ltIo.YI'\"~ to me known to be the
identical person who executed the foregoing instrument on behalf of Pr ston Lakes L.L.C. and
acknowledged to me that he executed the same as his free and voluntary act and deed for the purposes
wherein sellllrlh.
1\\\\I~~~!?!!!tI~
IN W&.~$~l, I hereunto set my official signature and affixed my seal the day and year
last abov~~rittgIl:""';i~'~):;,
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My Co~V;!~ . : ,do;;).,.}tlo.::;> -
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STATE OF OKLAHOMA)
) SS
COUNTY OF TULSA )
PRESTON LAKES L.L.c.
200t.I>.I:L
day
Signed and delivered this
to have and to hold said described premises unto the said City of Ow as so forever.
A tract of land more particularly described as follows: Beginning at a point 16.50 feet
North and 25.00 feet East of the Southwest corner of Section 22, Township 21 North,
Range 14 East, thence northerly along a line parallel to the West line of said Section 22 a
distance of 736.50 feet, thence easterly along a line paralle! to the South line of said Section
22 a distance of 35.00 feet, thence southerly along a line parallel to the West line of said
Section 22 a distance of 668.00 feet, thence southeasterly to a point 85.00 feet East of the
West line of said Section 22 and 60.00 feet North of the South line of said Section 22,
thence easterly along a line parallel to the South line of said Section 22 a distance of 515.00
feel, Ihence southerly along <I line 1'"1't\1Ie1 to the Weslline uf said Sectiun 22 a dislance 01
43.50 feet, thence westerly along a line parullello lhe South line of said Section 22 a
distance of 575.00 feel 10 the Point of Beginning, said lract being localed in the Counly of
Rogers, State of Oklahoma, containing 1.1366 acre, more or less,
[generally depicted on Exhibit wAw attached hereto]
~J L.L.C., the undersigned, being the sole owner(s) of all interests, both legal and equitable, for
and in consideration of the special benefits to the remainder of their property, accruing thereto upon this
dedication, do hereby dedicate to the City of Owasso, for the use and enjoyment of the Public, the
following described portion thereof, to-wit:
STATE OF OKLAHOMA)
) SS
COUNTY OF TULSA )
DEED OF DEDICATION
NO DOCUMENTARY STAMPS NECESSARY 68 O.S. 3202 (11)
Owasso, OK 74055
Attn: City Clerk
86th STREET NORTH
N 88037'16" E
SECTION CORNER
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PERMANENT RIGHT-OF-WAY
OWNER: PRESTON LAKES, L.L.C.
LOCATION: PART OF THE SW ~4
SECTION 22, T-21-N, R-!4-E
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TRACT NO.
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Change Order #2 (approved by the Trustees on December 11, 2001)
This change order ratified the approval of payment for three items included under the $2S,000
project allowance, including:
Creek crossing stabilization on McCarty property
Additional 18" ductile iron pipe
Relocation of existing 12" water line
$5,160.00
$8,680.00
$9,673.S3
$23,513.53
Total Cost
Change Order # 1 (approved by the Trustees on August 16, 2001)
This change order extended the initial Construction Deadline by 81 days from August 25,
2001 to November 15, 2001. In exchange, the Contractor agreed not to ask for any additional
payment for changed conditions due to hard rock being encountered. There was no change to
the contract amount.
Two change orders have previously been approved by the Trustees. These are listed below:
PREVIOUSLY APPROVED CHANGE ORDERS:
Over the period of mid-November through January various cleanup items were completed that
included: hauling excess trench material, final grading, seeding, fencing, replanting of trees and
shrubs, removal ofthe old lift station, creek crossing embankment stabilization, rebuilding of golf
course tee boxes and installation of a service line to the Mills residence. Final inspection was
conducted on January 23,2002.
The construction ofthe Ator Relief Line eliminated the Ator Lift Station by installation of 6,700 LF of
18-inch gravity sewer line. This project was constructed to comply with an Oklahoma Department of
Environmental Quality (ODEQ) consent order to eliminate sanitmy sewer bypasses in the north
central section ofthe City. The construction contract was awarded to Sapulpa Digging, Inc. in
January 2001 in the amount of$818,270.00 (which includes a $25,000 project allowance for
additional work items encountered during construction). On November 14, 2001 substantial
completion was achieved when the gravity line became operational.
BACKGROUND:
February 7,2002
3
THE HONORABLE CHAIR AND TRUSTEES
OW ASSO PUBLIC WORKS AUTHORITY
TO:
MEMORANDUM
These adjustments reflect a net increase in the amount of $3,036.38. Funding for the project has been
a loan from the Oklahoma Water Resources Board. Staffwill explore the means that the additional
costs should be able to be included in the final loan documents.
$818,270.00
- $2S,000.00
$23,499.11
$3,400.00
$1.137.27
$821,306.38
Chiginal contract amount
less project allowance
plus Change Order #2
plus Change Order #3 - quantity adjustments
plus Change Order #3 - Work Change Directives
Revised Contract Total
An adjustment in the contract will be required to reflect the following:
FUNDING SOURCE:
Therefore, the total requested to be approved for Change Order #3 is $4,537.27.
$250.00
$406.50
Service tap on McCarty property
(to replace existing tap not included in contract dmwings)
Labor and material for tap on McCarty property
3 trees on Mills property
(to replace trees removed during construction)
Irrigation pipe (golf course hole #2 tee box) $30S.77
Total Work Change Directives $1,137.27
$175.00
The following items were authorized as Work Change Directives for items required during
construction:
:.t? ,000. 00
$3,400.00
added to contract to
4'~on diameter manhole not used
Total Quantity Adjustments
contract:
on
are
following
A final change order to complete the project is needed to adjust pay quantities and incorporate Work
Change Directives authorized during construction. These items will be included in Change Order #3.
ADDJIIOl'S"AL CHANG~ORDER:
Page 2
Ator Relief Line
Number 3
1. Change
ATTACHMENTS;
will
installation is 3000 to
cannot installed. be
following installation ofthe sod. Delay completing this ofthe is no fault
the contractor. Therefore, a request to release the retainage in the amount of $40,244.25 will be
presented. All other work items have been completed.
Typically, following submittal of a final pay request the final project inspection, contract pay
adjustments, acceptance ofthe maintenance bonds, release ofthe retainage ofthe
will be performed. item to
RET AINAGKRED!I{;l1Ql'i;,
Page 3
Ator Relief Line
DATE
DATE
BY
BY
P.O. Box 180. Owasso. OK74405
ADDRESS
P.O. Box 1105. Sapulpa, OK 74067
ADDRESS
Owasso Public Works Authority
OWNER
Sapulpa Digging
CONTRACTOR
Note (1): See attached spreadsheet for calculation.
$818,270.00
$0.00
$818,270.00
$3,036.38 (1)
$821,306.38
o DAYS
November 14, 2001
1he original Contract Sum was
Net change by previously authorized Change Orders
The Contract Sum prior to this Change Order was
The Contract Sum will be increased by this Change Order in the amOlmt of
The new Contract Sum including tins Change Order will be
The Contract Time will be increased by
The date of Substantial Completion was
Not valid until signed by the and
Incorporation of Work Items No.4 through 7 into the project under the Contact Allowance and adiustment of quantitieji
to Bid Items 6aD~ 10.
The Contract is changed as follows:
Sapulpa 1nc
PD. 1105
Sapulpa, OK 74067
FOR:
Elimination of
January 2001
DATE:
January 30, 2002
DATE:
CHANGE ORDER NUMBER: 3
Ator Re1iefLine
PROJECT:
CHANGE ORDER
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DATE
OWNER
AUTHORIZED BY:
DATE
ENGINEER
RECOMMENDED BY:
DATE
CONTRACTOR
REQUESTED BY:
ITEM DESCRIPTION COST TOTAL TO DATE
Materials Previous WDC
Labor Trees and piping $712.27
Equipment 0 Total with this WD
Payroll Additive & 0
Overhead@ 30%
Subtotal 0
Profit 10% 0
TOTAL $712.27
Add'l Calendar
Date to begin work: December 10,2001
Justification or Goal: The trees will s~y Ms. Mill that no p-roperty value is lost and no mention
of replacing full size trees ~ade in the contract.
The irrigation piring will allow the golf course to irrigate tee boxes on hole number 2 and no
mention of replacing this piping was made in the contract
or are In
1. Installation of 3 trees to replace trees removed during construction at estimated cost of $450. ,m
2. Purchase of irrigationlllillng and fittings for golf course at estimated cost of $305. 77 'H'~~~~mm_
DATE:
WORK DIRECTIVE CHANGE NO.
H
Based on the indicated schedule, a list of possible projects is to be submitted to ODEQ for approval by
March 1,2002. It is our understanding that the list will be reviewed to determine projects that will
qualifY as a "Supplemental Environmental Project". The reviewed/approved list will then be retumed.
The city can select any ofthe approved projects and proceed with the remaining tasks.
Task Date
Submit proposed project list March 1, 2002
Submit an approvable engineering report June 1, 2002
Submit approvable plans and specifications August 1, 2002
Start construction November 1, 2002
Complete construction November 1, 2003
Tasks and deadlines included in the Administrative Order relating to the SEPs are listed below:
The Oklahoma Department of Environmental Quality (ODEQ) issued an Administrative Order
October 2001 as a result of sanitary sewer overflows (SSOs) during a period of time between
November 9, 2000 and January 8, 2001. City staff negotiated an agreement with ODEQ, which
included an Administrative Penalty in the amount of $70,000. The OPW A Trustees approved the
Administrative Penalty on December 17, 2001 (see attached).
Included in the $70,000 penalty was $SO,OOO to be assessed through a Supplemental Environmental
Project(s) (SEP). The SEPs shall cost a minimum of$I00,OOO.
BACKGROUND;
February 8, 2002
DATE:
THE HONORABLE CHAIR AND TRUSTEES
OW ASSO PUBLIC WORKS AUTHORITY
10:
MEMORANDUM
PROJECT ESTlMATED
COST
1. !JI!date W aEiJ;~~1&L{;illl~~:Y'stem Master Plan $175,000
A Wastewater Master Plan was prepared in September Anticipated gf.mrth
of the service area has occulTed beyond that defined in the study. The study area
needs to be expanded and the plan updated to ensure adequate collection system
capacity and improvements are defined.
... -
2. Brentwood Lift Station Removal and Gravity Re1iefLine $100,000
A defined project in the 1997 Wastewater Master Plan. This project involves
elimination ofthe Brentwood Lift Station and installation of950 linear feet of 12-
inch gravity line. Construction of the reliefline eliminates continued operation of a
lift station and redirects the flow from an interceptor that was determined to have
peak flow hydraulic restrictions.
.~
3. :l{indsor Lake Lift Station Removal and Gravity Relief Line $100,000
This project involves elimination of the Windsor Lift Station and installation of 800
linear feet of 8- inch gravity line. Construction of the relief line eliminates continued
operation of a lift station and redirects the flow from an interceptor that was
determined to have peak flow hydraulic restrictions.
4. North 117tll E. Ave. Lift Station Upgrade $250,000
A defined project in the 1997 Wastewater Master Plan. This project involves
installation of new pumps and motors, motor control center, valves and other
miscellaneous component upgrades. Growth projected in the master plan indicated
a need to increase pumping capacity in order to allow flows to reach the wastewater
treatment plant.
5. Three Lakes Drainage Channel Improvements $100,000+
Drainage channel realignment and erosion control. The original drainage channel
has shifted over time, resulting in encroachments and damage on private property,
sedimentation in drainage structures and restricted hydraulic capacities.
Improvements would be designed to be constructed in phases following assessment
of drainage hydrology.
6. Owasso Lake Sediment Removal $120,000
Owasso Lake serves as a retention pond within the confines of Bailey Ranch Golf
Course. Development activity around the pond has resulted in accumulation of
sediment that has restricted the hydraulic capacity of the pond. Dredging is needed
to increase capacity and provide for proper retention.
_. -
The following is a list ofprojects that are proposed to be submitted as Supplemental Environmental
Projects:
PROPOSED PROJECTS~
Page 2
ODEQ Consent Order
Supplemental Environmental Projects List
$100,000
10,000
$125,000
COST
This project is a compilation of various improvements within the park, to include
additions to ball field lighting, parking lot, walkways and the water system.
9. Qwasso Sports Park Improvement~
restroom facilities at the
construction of a new restroom park users.
8.
Elm Creek Pond serves as a retention pond within the confmes of Elm Creek
Addition. Development activity around the pond and within the drainage area has
resulted in accumulation of sediment that has restricted the hydraulic capacity of
Dredging is needed to increase capacity and provide proper retention.
7.
PROJECT
l
'd
A complete copy ofthe negotiated Administrative Penalty is attached for your information and review.
The terms of the Administrative Penalty are required to be approved by the OPW A prior to the processing
ofthe initial payment of $5,000. Additionally, in order to provide the necessary funds to make the first
two payments in January and April, an amendment to the OPWA Administration Department budget
increasing expenses by $10,000 would also need to be approved.
Mr. Cates has reviewed the Administrative Penalty and is comfortable with the terms negotiated. Both
Mr. Cates and Mr. Carr will be in attendance Tuesday evening to answer any questions of a legal and
technical nature.
After receiving the Administrative Order, the City ofOwasso requested a hearing with DEQ officials. As
a result of requesting a hearing, both parties agree to waive the filing of a petition and agree that it is in
their best interest to resolve the matter. The hearing with DEQ was held in November and attended by Mr.
Ron Cates, Mr. Robert Carr, Mr. Roger Stevens, and fOImer City Manager Larry Mitchell.
At that hearing, an Administrative Penalty in the amount of $70,000 was negotiated. The terms of the
Administrative Penalty are as follows: '
1. The OPWA shall pay the DEQ the sum of$20,000 as a cash penalty. This is to be paid in
four payments of $5,000 each. Payments would be due in January, April, July, and
October, 2002.
2. The remaining $50,000 is to be assessed through a Supplemental Environmental Project(s).
The SEP's shall cost a minimum of$100,000. The OPW A cun-ently has several budgeted
projects that will accomplish this requirement
The Owasso Public Works Authority received notification on October 9, 2001 of an Administrative Order
filed by the Department of Environmental Quality, The Administrative Order was issuea by DEQ as a
result of wastewater bypasses during a time period between November 2000 and January 8, 2001.
BACKGROUND:.
THE HONORABLE CHAIR AND TRUSTEES
OW ASSO PUBLIC WORKS AUTHORITY
MEMORANDUM
!~~ti-jSXi{)() ) j. . J '6 0 J
/
~/
. .
Staff recommends Trustee approval the Administrative Penalty, outlining payment and project
construction requirements as negotiated within the Administrative Hearing and contained within the
Administrative Penalty,
RECOMMENDATION #1:
"
\
\
T
H
Through discussions with the City of Edmond, staffhas learned of the ability to auction items on E-Bay.
E-Bayacts as an "auction broker," Both private individuals and public entities utilize E-Bay as a tool to
often times obtain the highest resale or salvageable price for items they no longer utilize. The City of
Edmond has been utilizing E-Bay for over a year and is extremely pleased (see attached email
conespondence). Edmond has auctioned equipment, vehicles, and even used golfbalIs.
E-BA Y AUCTIONS:
Typically, when the City of Ow as so declares items surplus, an approximate worth for the individual items
is submitted to the City Council along with the list for approvaL The next step in the process would be for
the City to schedule a public auction, usually on a Saturday, in order to get rid ofthe surplus items. This
usually involves a considerable amount of time, effort, and expense... often times to net very little profit.
Staff is still compiling approximate value figures for each of the vehicles listed through the Kelley Blue
Book guideline (if possible) and will be presented to you in the future. Some of the vehicles have no
value to our organization and are actually more expensive to keep.
1993 Chevrolet Caprice with 93,082 miles - Police Depaliment
1993 Chevrolet Caprice with 93,384 miles - Police Department
1992 Chevrolet Capirce with 101,938 miles - Police Department
1992 Chevrolet Caprice with 113,118 miles - Police Department
1990 Chevrolet Caprice with 118,211 miles - Police Department
1988 S-1O Pick-up with 100,977 miles - Public Works
1988 Lodal with 97,496 miles - Public Works
1979 Chevrolet Caprice with 150,000 miles - Public Works
1974 Ford Dump Truck with 244,256 miles - Public Works
1965 Ford 600 Fire Truck with 121,013 miles - Parks Department
llll
ill
I!lI
ill
IilI
ill
III
IilI
ill
III
The following list of vehicles has been compiled by various city departments as no longer beneficial to
remain in service due to age and/or condition and is being recommended to be declared surplus by the
City Council:
BACKGROUND:
2002
THE HONORABLE MAYOR AND
OF
MEMORANDUM
RECOMMENDATION:
Staff is prepared to request that City Council declare the above listed vehicles as surplus with a
determined value and that the City move forward with an E-bay auction of the vehicles.
!IJ Several staff members in various departments bave experience witb sellinglbuying items on E-bay
and are comfortable with E-bay as an auctioning technique.
ill During the detennined auction period, prospective bidders may e-mail a staff member to ask any
questions they may have after seeing the item and reading its description.
!IJ The item descriptions can be amended and/or corrected if necessary during the auction period.
ill Staff can detennine minimum time frames for pick-up... 30 days for example.
ADDrnONAL INFORMATION:
E-bay charges $1 to list an item plus l.5%(on average) of the final selling price. If the item does not sell,
the City pays no fee.
FEES:
--
!IJ Council declares vehicles other items) surplus and declares a minimum value for each
IiJI Staff takes digital pictures and writes descriptions for each item to be auctioned on E-bay.
i1J Staff determines length of auction (10 days is best - due to ability to have auction occur over a 2
weekend period)
!IJ Staff includes acceptable methods of payment. Until such time that the City has the ability to
accept credit cards, only cashier checks or cash would be accepted.
IiJI Staff would also determine whether the item can be shipped or would need to be picked up. If
shipping, staff would add shipping costs to fmal bid and list in the bidding specifications on E-bay.
!IJ Item is then added to E-bay auction for set time period. Advertising of the auction and a link
would occur on the City's webpage and for the first several times we utilize E-bay, a story would
appear in the Owasso Reporter.
!IJ At the close of the auction, E-bay notifies staff of the highest bidder and provides their e-mail
address.
IiJI Staff notifies highest bidder. Arrangements are made for shipping or pick-.up of item once
payment is received.
following is a
to an
The City can establish a minimum bid that we will accept on E-bay, thus the guarantee that if an item is
bid upon, we would at least receive the minimum. E-bay would open ow' auction to a wider audience,
lengthen the auction period, and limit the stafftime involved in preparation for an auction.
1.
Disclaimer: While this E-mail is the property of the City of Edmond, Oklahoma, the views
and opinions expressed herein are the sender's and may not reflect the official position
of the City of Edmond.
City of Edmond, Oklahoma
P.O. Box 2970 Edmond, Oklahoma 73083 405~"348-.8830
Hello there'~'
Our Fleet Manager provides the minimums based on a combination of the fair market value
and condition of the vehicle. Yes, selling on e-bay is working out really well for us.
All my departments want to sell their stuff this way. :) Let m know if I can be of
further assistance. Brenda
>>> "Teresa Willson" <teresa@cityofowasso.com> 02/06/02 04:15PM >>>
Brenda, my intern, Lindsay Hammons contacted you last summer to inquire about your
procedures for auctioning surplus vehicles on ebay. I appreciate all the information you
provided. We do have one more question, however. What source(s) did you use to arrive at
a minimum bid price? Also, are you still satisfied with this method of selling surplus
items? Thank you for all your help.
Message.--
From: Brenda Mayer [mailto:Brenda. cLedmond.ok.us]
Sent: Wednesday, February 06, 2002 4:44 PM
To: teresa@ so. com
Subject: Re: Surplus vehicles on
Teresa Willson
Wednesday, February 06, 20024:57 PM
Timothy Rooney
FW: Surplus vehicles on ebay.
From:
Sent:
To:
Subject:
Timoth
1
A
Staff is prepared to place this item on the February 19, 2002 Council agenda and recommend its
ratification.
RECOMMENDATION:
A copy of the Memorandum of Agreement between the City of Owasso and the FOP is attached for your
information and review, as well as the current and proposed Article 23 of the FOP Contract.
While previously it was not the administration's policy to obtain Council approval of the "Memorandums
of Agreement", I feel it is in the best interest of both parties for the City Council to ratify the
"understanding" as an amendment to Article 23 that was discussed and negotiated between the City
Manager and the FOP.
The latest agreement, attached for your information and review, would amend Aliicle 23, Work Schedule,
of the Collective Bargaining Agreement by changing the shift hours of the Owasso Police Department
from 10 hours to 12 hours. A review of the proposed change indicates that amending the work schedule
from 10 hour shifts to 12 hour shifts will result in the reduction of large amounts of overtime currently
needed to maintain proper manning levels.
There have been three "Memorandums of Agreement" relating to the FY 2001-2002 contract between the
FOP and the City of Owasso. Through recent conversations with the FOP and Management, staff is
prepared to present an additional agreement between the entities.
Since the change in work hours from 12 hour shifts to 10 hours shifts in the FY 2001-2002 Collective
Bargaining Agreement between the City of Ow as so and the FOP, there have been concerns expressed by
both officers and management. The concerns center around oveliime cost, manning levels and the ability
for officers to work as needed. In an effOli to address these concerns, a "Memorandum of Agreement" has
been developed by both parties.
BACKGROUND:
February 2002
AND
TO: THE HONORABLE MAYOR AND COUNCIL
CITY OF OW ASSO
MEMORANDUM
ATTACHMENTS:
I. Memorandum of Agreement dated January 25, 2002
Proposed Article 23 of the FOP Contract
3. Current Article of the FOP Contract. .
Approved this;;tL day of . :J-;;~4kJ v 'J ~, 2002,
The Employer and the Lodge agree that the attached article shall replace the
existing language in the Collective Bargaining Agreement.
AGREE1VIEN-Il
It is the intent of the parties to this memorandum of agreement to clarify the work
schedule of Article 23, Work Schedule, of the Collective Bargaining Agreement,
pURPOSE:
SCHEDULE
FOP Lodge #149
The City of Owasso, OK
Ray, City Manager
MEMORANDUM OF AGREEMENT
The Employer and the Lodge by these presents agree that subsequent to the effective date
hereof, the Employer will be implementing a new shift scheduling system providing for
ten -hour shifts. Prior to implementation of such new shift schedule the parties will agree
on how the new shifts shall be implemented. Upon implementation of the new shift
scheduling system, the scheduled work days and work hours set forth above shall no
longer be applicable. Regardless of the new shift scheduling system, iniplementing ten
hour shifts, the employees hours worked during the designated work period will remain at
eighty-five and one half (85 V2) hours.
TO BE
DELETED
Week 1: Scheduled Work Hours 1900 to 0700 Thursday. Friday, Saturday
Scheduled Days Off Sunday, Monday, Tuesday, Wednesday
Week 2: Scheduled Work Hours 1900 to 0700 Wednesday, Thursday, Friday, Saturday
Scheduled Days Off Sunday, Monday, Tuesday
Squad Two I Shift Two (Night Shift) .
Week 1: Scheduled Work Hours 0700 to 1900 Thursday, Friday, Saturday
Scheduled Days Off Sunday, Monday, Tuesday, Wednesday
Week 2: Scheduled Work Hours 0700 to 1900 Wednesday, Thursday, Friday, Saturday
Scheduled Days Off Sunday, Monday. Tuesday
Squad Two I Shift One (Day Shift)
Week 1: Scheduled Work Hours 1900 to 0700 Sunday, Monday, Tuesday, Wednesday
Scheduled Days Off Thursday. Friday, Saturday
Week Scheduled Work Hours 1900 to 0700 Sunday. Monday, Tuesday
Scheduled Days Off Wednesday. Thursday, Friday. Saturday
Squad One I Shift Two (Night Shift)
Week 1: Scheduled Work Hours 0700 to 1900 Sunday, Monday. Tuesday, Wednesday
Scheduled Days Off Thursday, Friday. SatUrday
Week Scheduled Work Hours 0700 to 1900 Sunday, Monday, Tuesday
Scheduled Days Off Wednesday. Thursday, Friday, Saturday
Squad one I Shift One (Day Shift)
two
e:mp10yer a
one
WORK SCHEDULE
ARTICLE
CURRENT LANGUAGE
Section 6._If an employee is called back from scheduled time off, hours worked will be
compensated at one and one-half (1 1/2) times the employee's regular hourly rate of payor
compensatory time at the same rate. The type of compensation will be at the sole
discretion of the Officer. Employees shall be guaranteed a minimum of two (2) hours pay
at a rate of one and om~-half (l 1/2) times their regular hourly rate of pay anytime the
employee is called in to work other than regularly scheduled work hours. If an officer
accrues more than 150 hours of compensatory time, the manner of compensation shall be
Section So_Any hours worked in excess of eighty-five and one half (85 1/2) hours per
work period or any time worked in excess of the herein designated work week shall be
compensated at the rate equal to one and one-half (11/2) times the employee's. regular
hourly rate of payor compensatory time at the same rate. The type of compensation will
be at the sole discretion of the Officer. It is agreed th~t an employee will not be required
to take off from the regular working hours to avoid overtime compensation or
compensatory time. If an Officer accrues more than 150 hours of compensatory time, the
manner of compensation shall be at the discretion of the Chief of Police until such time
that the Officer's accrued compensatory time balance falls below 150 hours.
Employees, upon approval by the Chief of Police, shan allowed to
a shift or partial shift with another employee as provided for by EL.S.A.
Any employee requesting training opportunities may request and be
granted. by the Chief of Police, a change in their regular days off andlor
work hours in order to attend such training opportunities.
Detectives may, solely at their request, alter their work hours and/or work
days, upon approval by the Chief of Police, due specifically to case load
and! or investigative necessity. This does not include coverage for absent
officers.
D. Trainees. while in Field Training Program. may be required to change shift
hours and days off to accommodate such training schedule.
E. Lieutenants may. solely at their request, alter their work hours andlor work
days, upon approval by the Chief of Police, due to assigned case load or
operational demands of the department as determined by the Chief of
Police. This does not include coverage for absent officers.
F. Crime Prevention Unit officers may, solely at their request, alter their work
hours, andlor workdays upon approval by the Chief of Police, due to
assigned class schedules during the school year.
Section There shall be one and one half (1.5) hours per fourteen (14) day work
period that may be utilized as briefing time for the Patrol Division. Said briefing time
shall be contiguous with regular scheduled work hours, as scheduled by the Chief of
1&
compensatory
For computation employ~e work
time actually worked.
at the discretion of the Chief of Police until such time that the Officer's accrued
compensatory time balance falls below 150 hours.
Section 4. The following exemptions shall apply to the work period criteria provided for
in this article. Under no circumstances are any exemptions, other than those specifically
designated in this section of this article, allowable under this agreement.
Section 3. There shall also be one and one half (1.5) hours per fomieen (14) day work
period that may be utilized as briefing time for the Patrol Division. Said briefing time
shall be contiguous with the regular scheduled work hours, as scheduled by the Chief of
Police.
Week 1: Scheduled Work Hours 1900 to 0700 Thursday, Friday, Saturday
Scheduled Days Off Sunday, Monday, Tuesday, Wednesday
Week 2: Scheduled Work Hours 1900 to 0700 Wednesday, Thursday, Friday, Satmday
Scheduled Days Off Sunday, Monday, Tuesday
Squad Two I Shift Two (Night Shift)
Week 1: Scheduled Work Hours 0700 to 1900 Thursday, Friday, Saturday
Scheduled Days Off Sunday, Monday, Tuesday, Wednesday
Week 2: Scheduled Work Hours 0700 to 1900 Wednesday, Thursday, Friday, Saturday
Scheduled Days Off Sunday, Monday, Tuesday
Squad Two I Shift One (Day Shift)
Week 1: Scheduled Work Hours 1900 to 0700 Sunday, Monday, Tuesday, Wednesday
Scheduled Days Off Thursday, Friday, Saturday
Week 2: Scheduled Work Hours 1900 to 0700 Sunday, Monday, Tuesday
Scheduled Days Off Wednesday, Thursday, Friday, Satmday
Squad One / Shift Two (Night Shift)
Week I: Scheduled Work Hours 0700 to 1900 Sunday, Monday, Tuesday, Wednesday
Scheduled Days Off Thursday, Friday, Saturday
Week 2: Scheduled Work Hours 0700 to 1900 Sunday, Monday, Tuesday
Scheduled Days Off Wednesday, Thursday, Friday, Saturday
Shift)
/
The Patrol Division of the Owasso Police Department will be organized
into two squads squad into two shifts to scheduled hours each period
as follows:
Section L There is hereby designated by the employer a regular fourteen (14) day
work period for all employees that will consist of eighty-five and one half hours.
ARTICLE 23
FORK SCHEDULE
PROPOSED LANGUAGE
Section 6. If an employee is called back from scheduled time off, hours worked will
be compensated at one and one-half (1 1/2) times the employee's regular hourly rate of
payor compensatory time at the same rate. The type of compensation will be at the sole
discretion of the Officer. Employees shall be guaranteed a minimum of two (2) hours
pay at a rate of one and one-half (1 1/2) times their regular hourly rate of pay anytime the
employee is called in to work other than regularly scheduled work hours. If an officer
accrues more than ISO hours of compensatory time, the manner of compensation shall be
at the discretion of the Chief of Police until such time that the Officer's accrued . d
compensatory time balance falls below 150 hours. If/tl j;,
fht1~?:/
Section 7 . For ~ompu~ation of e:nploye~ work hours, all vacation leave, s~L.I, :i. ~~- ~_
and compensatory tlme w1l1 be consIdered tlme actually worked. p y '---
Section 5. Any hours worked in excess of eighty-five and one half (85 1/2) hours per
work period or any time worked in excess of the herein designated work week shall be
compensated at the rate equal to one and one-half (1 1/2) times the employee's regular
hourly rate of payor compensatory time at the same rate. The type of compensation will
be at the sole discretion of the Officer. It is agreed that an employee will not be required
to take off from the regular working hours to avoid overtime compensation or
compensatory time. If an Officer accrues more than 150 hours of compensatory time, the
manner of compensation shall be at the discretion ofthe Chief of Police until such time
that the Officer's accrued compensatory time balance falls below ISO hours.
A.. Employees, upon approval by the Chief of Police, shall be allowed to trade
a shift or partial shift with another employee as provided for by F.L.
Any employee requesting training opportunities request and be
granted, by the Chief of Police, a change in their regular off and/or
work hours order to attend such training opportunities.
may, solely at their request, alter their work and/or
days, upon approval by the Chief of Police, due specifically to case load
and/or investigative necessity. This does not include coverage for absent
officers.
Trainees, while in Field Training Program, may be required to change
shift hours and days off to accommodate such training schedule.
Lieutenants may, solely at their request, alter their work hours and/or work
days, upon approval by the Chief of Police; due to assigned case load or
operational demands of the department as determined by the Chief of
Police. This does not include coverage for absent officers.
Crime Prevention Unit officers may, solely at their request, alter their
work hours, and/or work days upon approval by the Chief of Police, due to
assigned class schedules dming the school year.
ARTICLE 23
WORK SCHEDULE
Continued
2. In addition to this update, a change in implementation policy might also be
appropriate. Since the last update of this program, a local United Way agency has
come into being that has as one its primary missions the channeling of community
resources to assist Owasso area residents who are in need. This agency, Volunteer
Network Owasso ("VNO"), operates and oversees a community fund, "Owasso
Cares", that exists solely for the relief of residents who need help with utilities,
prescriptions, etc. It is funded by gifts, private donations, and monies provided by
local churches. Also, Volunteer Network Owasso has for a number of years
administered the "Giving Tree" program that is housed out of RCB Bank. In
addition VNO administered FEMA funds last year in the amount of$7,000 for
emergency assistance for utility bills. VNO's involvement in these programs, as well
I. Since 1992, income guidelines as provided by the Department of Human Services
income guidelines for Food Stamps, Aid for Dependent Children and various other
income assistance programs have risen approximately 18%. In order to keep intact
the intent of the Trustees to help those citizens most truly in need of assistance, it is
necessary to adjust the OPW A guidelines to correspond with the Federal Guidelines,
since it is those that provide the comparison for approval for participation in the
program. In addition, in order to avoid having to continually update this program
simply on the basis of outdated income criteria, it would also be helpful to tie the
OPW A's program guidelines to the annual update of the Federal Guidelines that are
published in October of each year.
In 1980 the 0 PW A approved Resolution 80-09 reducing utility rates for Owasso' s water
and sewer customers who met specific income criteria. The intent of this program was to
assist those who are financially challenged in meeting basic requirements and necessities
for a healthy home environment. In 1992, Resolution 92-03 provided for continuation of
the program. The 1992 resolution reduced the amount of the discount from 25% to 20%,
provided more detailed policies for implementation, and designated the Director of the
Community Center to handle applications for the program. Once again, if only to update
income criteria, it is appropriate to re-examine this program and its policies.
BACKGROUND:
8,2002
JIM McELRATH
CHAIRPERSON AND TRUSTEES
OW ASSO PUBLIC WORKS AUTHORITY
TO:
MEMORANDUM
Based upon discussion of the Trustees at a previous work session, as well as
conversations since that time, it is clear that the Council agrees that the program
should be continued and re-adveliised. One issue, however, that was raised
previously was whether to make the program more of a one-time or limited number of
CONSIDERATIONS:
In order to keep with the intent of the Trustees to help those truly in need, it would be
helpful to specify as a part of any resolution the frequency and normal means of
advertising the existence of the program. Now that the OPW A has the possibility of
printing regular notices on the utility bill, perhaps the most effective form of
adveliisement would be placing such notices in that venue.
3. The third area that bears some consideration by the Trustees concerns that of
adveliisement of the program to the public. Since 1992, other than through word-of-
mouth, the program has received no public advertisement. And even this initial
advertisement consisted only of a one-time aliicle in the Owasso Reporter. As a
result, the number of persons paliicipating in the program was initially fairly low and
has since dropped in number from about twenty to three.
can be seen by the history detailed above, has assumed in the Owasso
community the role of being the single agency most in touch with the areas and levels
of need of Owasso residents. At the time that the Utility Rate Reduction program was
extended in 1992, the Director of the Community Center administered the Federal
Emergency Commodities program for the Owasso area. This program no longer
exists, at least in the Tulsa/Owasso area, with the result that the Director of the
Community Center no longer maintains the kind of awareness of those in need that
existed at that time. In addition, in recognition of this fact, when Mr. McElrath, who
was director of the Community Center in 1992, relinquished that position in order to
become Director of the Support Services Department, Rodney Ray, City Manager at
that time, asked Mr. McElrath to continue administration of the program due to the
personal awareness and expeliise he had developed in this area. Also, by that time
the Community Center Director no longer administered the Commodities program
and no longer maintained simply by virtue of job position the former level of
awareness of those applying for assistance.
as its ongoing contact with residents inquiring about help of various kinds, has served
to place it in a good, perhaps unique, position to be aware of community needs. In
addition, the utilization ofVNO by the churches and other organizations as a kind of
"central clearing house", has served to help avoid duplication of effOlis and also
decreased the possibility of duplication of giving to the same recipients by different
groups. Finally, in its administration of the Owasso Cares funds, VNO normally
follows the same Federal Guidelines in determining the needs of applicants as the
does in the Utility Rate Reduction Program.
MEMORANDUM
UTILITY RATE REDUCTION PROGRAM
DATE: February 8, 2002
PAGE: 2
$905
$1219
$1533
$1848
$2162
$2476
$2790
$3104
+$31S
1
2
3
4
S
6
7
8
Add'l person
Monthly Maximum Gross Income
Household Size
Staff recommends Trustee adoption of Resolution #2001- _continuing the effect of
Resolution No 92-03 and specifying updated income eligibility guidelines, such
guidelines to be further updated annually on an automatic basis in accord with the
issuance of updated Federal guidelines in October of each year by the Federal Food
Stamps Program. The cunent aggregate income guidelines (as of 10-1-00) for all
members of a given household that shall be used in determining the eligibility are as set
out below:
RECOMMENDATION:
differences of remain on this issue, staff proposes an approach that
would effectively the time for discussion of this issue but still allow for the
continuation of the program as the Trustees agree is desirable. Due to the fact that
number of households taking advantage of the current program has dwindled to only
three in number, for all practical purposes, the program, although a continuation,
would vhiually be statiing anew. Staff proposes that the Trustees reinstitute and re-
advertise the program as proposed during the months of April and October 2002.
This would effectively provide a kind of trial to see how many participants there
would be, and what their demographics are. Then, prior to April 2003, the Trustees
could analyze the program and its effects and determine whether the program should
be limited or modified. If, at that time, the Trustees should decide to limit any or all
eligible participants to one renewal or even no renewals, the ordinance could be
revised to that end.
times "emergency" type of help instead of an indefinitely renewable one. One
counselor suggested a variation on this approach that would make the program
available on an on-going basis to qualifying senior citizens but limit the number of
times that others could apply, effectively making it a kind of "emergency" help for
those who are not seniors. Another actually suggested just the opposite - that the
limitations be on the seniors and not on working households.
MEMORANDUM
UTILITY RATE REDUCTION PROGRAM
DATE: February 8, 2002
PAGE: 3
1. Attachment A
20 Sample Application for Utility
3, Copy of Fax from detailing cunent Food Stamp Guidelines
4, Copy of Resolution 92~03
Persons meeting the above criteria and upon approval of their application as provided for
in "Attachment A" and made a portion of the Resolution by reference, would be granted a
20% discount from their water, wastewater and refuse rates.
MEMORANDUM
UTILITY RATE REDUCTION PROGRAM
DATE: February 8, 2002
PAGE: 4
a. If applicant does not receive Food Stamps, Aid for Dependent Children, or
Medicaid, household income shall be verified by furnishing two of the
following three items for validation:
2. "SUBJECT TO REVIEW": THROUGH QUALIFICATION BASED ON
INCOME LEVEL
a. Food Stamps - An Active/current Certification Card must be furnished
b. Aid for Dependent Children.- Active/Current Case Number must be furnished
c. Medicaid - Active/Cun'ent Case Number must be furnished
If applicant is currently certified for one of the following programs, approval is
automatic upon verification of documentation requested:
1. "AUTOMATIC": THROUGH CERTIFICATION FROM OTHER
ASSISTANCE PROGRAMS
B. ELIGIBILITY:
Upon completion of the review, the Director of VNO shall determine the status of
the application as to approval or disapproval. Once the status has been
determined, the name of the applicant shall be transmitted to the Utility Billing
Department. If the application is denied, the Director ofVNO shall notifY the
applicant in writing, briefly outlining the reason(s) for denial.
2. Applications and any required supporting documentation must be returned to the
office ofVNO or to the Utility Billing office. Applications shall remain
confidential for review by the Director ofVNO for accuracy in reported income
and household size. As part of the review, the applicant may be asked to meet
with the director ofVNO, either at the VNO office or at City I-Iall, to verify
identity and discuss supporting documentation.
1. Applications may be obtained during the enrollment months of April and October
at the office V olunteer Network Owasso 207 Cedar or at Owasso
Hall Utility Billing Department or at other venues designated
Manager.
Policies and Procedures for implementation and maintenance of City of Owasso
Reduced Utility Rates:
ATTACHMENT A
REDUCED UTILITY RATES
February 8, 2002
PAGE 1
1. If application for re-certification is not received and validated by April 30 or by
October 31, Utility Billing effective upon the next billing cycle will automatically
terminate the customer's discount utility rate. In order to help ensure accuracy,
VNO shall supply Utility Billing with an updated list of all approved applicants or
re-applicants the week following the close of the application period.
Do REAPPLICATION OR TERMINATION
2. If the application is denied, applicant may appeal to the City Manager or his
designee(s), whose decision shall be final.
1. The notification of approval or denial shall be sent to the applicant within five
days of submission. If approved, reduced rates will be effective on the next
billing cycle following April 30 or October 31, depending upon the respective
time of application.
Co NOTIFICATION AND APPEAL
d. Other income: all other sources, including but not limited to, disability
benefits, cash withdrawn from savings, interest/dividends, income from
estates/trusts/investments, regular contributions from persons not living in the
household, net royalties/annuities/net rental income, any other income
including gifts of cash
c. Pensions/Retirement/Social Security: pensions, supplemental social security
income, retirement income, veteran's payments, social security
(2) Welfare/Child Support/Alimony: public assistance payments, welfare
payments, alimony, child support payments
unemployment
self-.owned
(1) Earnings from work: wages/salaries/tips, strike
compensation, compensation, net
business or farm and contract labor payments
Household income shall include all of the following sources:
(1) Three (3) consecutive months bank statements
(2) Three (3) consecutive months payroll check stubs
(3) Previous year income tax retum (either Federal or State)
ATTACHMENT A
REDUCED UTILITY RATES
February 8, 2002
PAGE 2
"
"Reduced Utility Rates are available to water and sewer
customers who meet specific income criteria. further
information, contact Volunteer Network
Application must the
The following or similar notice shall be placed on utility bills on the billing cycles
immediately prior to the months of April and October:
E. ADVERTISEMENT
ATTACHMENT A
REDUCED UTILITY RATES
February 8, 2002
PAGE 3
(revISed 02108/02)
Signature
Status Approved_DlSaJ>proved_
Account Number
Date reviewed and sent to Utility Billing
FOR OFFICE USE ONLY
DATE
X
SOCIAL SECURITY NUMBER (If different)
SIGNA TURE OF ADULT HOUSEHOLD MEMBER
x
SIGNA TURE AND SOCIAL SECURITY NUMBER: I certifY that all of the above information is true and correct and that all
income is reported. I understand that this information is being given for the receipt of a utility discount from the City of Owasso and
that City officials or their designees may verifY the information on the application. Any deliberate misrepresentation of the
information may subject me to prosecution under applicable Local, State and Federal Laws.
E - CERTIFICATION
*PRIV ACY ACT STATEMENT: Provision of a social security number is not mandatory, but if a social security number is not
given or an indication is not made that the signer does not have such a nwnber, the application cannot be approved. The social
security number may be used to identifY the household member in carrying out efforts to verifY the correctness of information stated
on the application. These verification efforts may be carried out through program reviews, audits, and investigations and may include
contacting employers to determine income, contacting a food stamp or welfare office to determine current certification for receipt of
food stamps or AFDC or Medicaid benefits, contacting the State Employment Security Office to determine the amount of benefits
received and checking the documentation produced by household members to prove the amount of income received. These efforts
may result in a loss of discount or legal actions if incorrect information is provided.
GROSS MONTHLY INCOME
SOCIAL SECURlTY NUMBER
(If different)
NAME
SECTION D _w INCOME REPORTING
lfyou do not automatically qualify under SECTION B, please complete this section. Fill out names of ALL persons who bring
income into the household.
MAXIMUM GROSS INCOME
$905
$1219
$1533
$1&48
$2162
$2476
$2790
$3104
$+315
HOUSEHOl.D SIZE
I
2
3
4
5
6
7
8
Add'l persOllS
SECTION C - INCOME REQUIREMENTS
In order to meet the income requirements, your total income may no! exceed the levels listed below:
3. Medicaid Case Number
2. AFDC Case Number
l. Food Stamp Certification Card
Eligibility for reduced City utility rates is based on income levels. lfthe total income for all household is less than the amounts shown
in SECTION C below, you can be approved for a 20% reduction on water, wastewater and refuse charges, 9E if you are cUlTently
approved for food stamps. Aid for Dependant Children. or Medicaid. you can automatically qualify by listing your current
certification card or number ~ be re~L~~~~~~<~_._~~~~~.~"~~-d-o_~~~~.~..~
SECTION B - AUTOMATIC QUALIFICATION
Social Security Number
Residence Telephone
Street Address
Name of Person Responsible
For utility payment
(Please Print)
SECTION A - GENERAL INFORMATION
APPLICATION FOR REDUCED UTILITY RATES
OWASSO PUBLIC WORKS AUTHORlTY
** If application for re-certification each year is not received and validated by April
30 and by October 3i, the customers discount utility rate will be terminated effective
upon next billing cycle.
E. TERMINATION
If approved, reduced fates will be effective on the first billing cycle following approval of application.
I). AFFROV AL
a. Earnings ITom work:
wages/salaries/lips, strike benefits, unemployment compensation, worker's compensation. net income
from self.owned business or farm IUld contract labor payments
b. Welfare/Child Support/Alimony:
public assistance payments, welfare payments, alimony, child support payments
c. Pensions/RetiremenliSocial Security:
pensions, supplemental seeurity income, retirement income, vetel'llll's payments, social security
payments
d. Other income:
Disability benefits, ...h withdrawn from savings, interest/dividends, income from
eslates/trusts/investments, regular contributions from persons not living in the household, net
royalties/annuities/net rental income, any other income including gifts of cash
2. Household income shall include all tho following ,ourees:
n. Three (3) conseemiv. months bank statements
b. Three (3) consecutive months payroll check stubs
c. Previous ye.. incomo tax rctul11 (either Fede",' or Slllte)
I. If applicam does not receivo Food Stamps, Aid for Dependent Children, or Medicnid, household
income shall be verified by furnishing 1mL..of th. following th.... items for validation:
C. ELIGIl.llLITY BY QUALIFYING UNDER MAXIMUM INCOME LEVELS
n. Food Stamps. Certification Card and evidence of cUlTent st.lUS must be furnished.
h. Aid for Dependent Children - AClive/Current Case Number and evidence of cUlTent stalus must
be furnished.
c. Medicaid. Active/Cumml Case Number and evidence of cUlTent slatus must be furnished.
I. If applicant is currently certified for one of the following programs, approval is automatic upon verification of
documentation requested:
B. ELIGIBlLrlll TImOUGH CERTIFICATION FROM OTHER ASSISTANCE PROGRAMS
h. lflh. application is denied, the appliClUlt shmll be notified and given tho rOllSOllS lor th. denial. Appeal may
be mode to the City Manager or his designec(s).
e. If approved, . certification of approval shall 1:>. immediately !r.l!1Smitled to the Ulility Billing supervisor.
notil'ying them of that approval.
5. Upon completion of the revicw, Ihe Director of Volunteer Network OWllSSO shall detennine the S!a!:IlS of Ih.
application,
**4. APPLICATiON MUST BE RE-SUBMITTED AND RE.VALIDATED BETWEEN
APRIL 1 AND APRiL 30 AND AGAIN BETWEEN OCTOBER 1 AND OCTOBER
31 OF EACH YEAR.
Applicalions muSI he returned 10 eilher of the above for verification and approval.
Applic.tions may be picked up at the Owasso City Hall. III N. Main, Owasso. OK or Volumeer Network
Owasso, 207 S. Cedar. Owasso. OK.
The Director of Volunteer Network Owasso shaU review each application for accuracy in reported income
and household size and may interview applicants to verify identity and/or discuss supporting material.
A. APPLICATION PROCESS
INFORMATION
OW ASSO PUBLIC WORKS A UTHORfTY
ow ASSO, OKLAHOMA
Date: 10/23/2000 Time: 02:50:08 PM
li1HEN 'rHE HOUSEHOLD'S NET FOOD STAMJ? INCOME IS HORE THAN 0 lvruL'I'IPLY THE NE'l:'
FOOD STAMP INCOME :BY 30%, ROUND CEl,\JTp UP '1'0 THE NEXT DOLT.,AR AND SUBlJ:1RACT TaB
ANSWER FROM THE MAXIMUM FOOD STAMP At.t,OTMEN'l' FOR I!'HE HOUSE[{OLD SIZE 0
EXAMPLE: W~ HAVE A POUR PERSON HOUSEHOLD WITH A N~T FOOD STN4P INCOME OF $37
H 37 X .30 "" 11.10 (ROt(ND UP TO 12)
W'k <1 PERSON lYf..AXIMDM ALt,OTMEN'l~ 34,' $12 "" ~422 FOOD STAMP ALLOTMENT
DIN: AP~NC3 0001 PAGE 001
HH JV1,AX NET I'L;J{ NET
SIZE ALLOT. INCOME (NON" SAP) INCOME ( SAP)
1 130 69 G 1149
" 238 938 1547
L,
3 341 U80 1946
4 434 1421 2345
5 515 1663 2744
6 618 1905 3142
7 683 2146 354,1
8 781 2388 3940
ADD.
PERSON +98 +315 '10242 t399
MAXIMUM FOOD STAMP BENEFIT ALLOTMENTS AND STANDARDS
FOR DEDUCTIONS, MAXIMUM INCOMF.. AND UTILITIES
EFFECTIVE DATEg~ob~r 1, ~)
APPNC3
Page: 1 Document Name: untitled
~e Buchanan, Secretary
ATTEST:
Persons meeting the above criteria and upon approval of their application as provided for in
"Attachment A" and herein made a portion of this Resolution by reference, shall be granted a
20% discount from their water, wastewater and refuse rates.
PASSED AND APPROVED THIS tltt DAY OF~, 19.92.
$ 738
$ 996
$1,254
$1,512
1
2
3
4+
Monthl)[ln~me
HQusehQ1d_Size
NOW THEREFORE, BE IT RESOLVED BY THE OW ASSO PUBLIC WORKS
AUTHORITY OF THE CITY OF OW ASSO, OKLAHOMA: That persons included within
the following table be granted a 20% discount from their water, wastewater and refuse charges
and in determining the eligibility for the 20% discount herein allowed, the aggregate income of
all members of the household shall be used in determining the eligibility according to the terms
of the schedule and tables hereinbelow set out:
said citizens are entitled to relief so that basic minimum necessities of
water, wastewater and refuse can be met,
WHEREAS fmancial assistance in the form of reduced utility payments is an acceptable
method of assisting financially challenged citizens to provide water, wastewater and refuse to
their homes and family members, and
A RESOLUTION PROVIDING FOR A TWENTY-PERCENT
(20%) REDUCED UTll.ITY.RATE FOR WATER, WASTE-
WATER AND REFUSE FOR CERTAIN PERSONS WHO MEET
SPECIFIC CRITERIA .
RESOLUTION NO. 92-03
OWASSO PUBLIC WORKS AUTHORITY
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STAFF ACTION:
Based on a review of the available options, I have directed our workers' compensation
attorney, Vic Seagle, to try and settle this matter with a joint petition. The workers'
compensation table places a value of around $21,600 to Mr. Smith's injury. I have
given Mr. Seagle the perimeters not to exceed $23,000 to settle this case. It should be
noted that any settlement offer (Joint Petition) would have to be approved by the City
Council. This memorandum is to inform you of the action taken attempting to resolve
this three-year-old case and avoid a continuous cycle of payments.
THE ISSUE:
Once the 52 weeks have been paid, the judge could order us to pay an additional 52
weeks. This cycle could continue until we reach a settlement. In order to avoid a
continuing payment and reduce the City's long term cost a monetary settlement with Mr.
Smith is a viable option. Thus the issue is, should the City seek a joint petition wherein
the City and Mr. Smith's attorney negotiate an agreement and ask the Workers' Comp
Court to approve the agreed upon settlement as a final and complete payment?
In July of 2001 the City Council approved Judge Salyer's order to pay Mr. Smith
temporary total disability of $8,407.84, plus $323.12 per week not to exceed 52 weeks
beginning July 3,2001. We have currently paid 24 weeks and have 28 weeks
remaining on the initial order.
BACKGROUND:
On January 1 1999 Ted Smith, formerly of the refuse department, reported an injury
his shoulder. It was deemed that this injury was a result of the repetitive motion
involved in placing polycarts on the refuse truck lift and climbing in and out of the truck.
Surgery was performed on September 1999. Mr. Smith was cleared to return to
work with certain permanent restrictions. Unfortunately, these permanent restrictions
prevented Mr. Smith from being able to fulfill the essential functions of his job and his
employment was terminated on April 6, 2000.
'7,
J.
CITY Nell
MEMORANDUM