The URL can be used to link to this page

Home My WebLink About2012.01.10_Worksession AgendaPUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL, OPWA, AND OPGA TYPE OF MEETING: Special DATE: January 10, 2012 TIME: 6:00 p.m. PLACE: Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted on the Cit Hall ulletin board at 6:00 PM on Friday, January 6, 2012. Sherry Bisho , City Clerk AGENDA 1. Call to Order Mayor Doug Bonebrake 2. Discussion relating to Administrative Items Mr. Lehr Attachment # 2 A. IT Equipment Purchase 3. Discussion relating to Operational Items Mr. Lehr Attachment # 3 A. Street Sweeper Bid Review B. ODOT 2011 Tree Grant Program 4. Discussion relating to City Manager Items Mr. Ray Attachment # 4 A. CDBG Process Review B. Street Rehabilitation Plan C. Meadowcrest Assessment Fee Ordinance D. ED Strategic Plan 5. Consideration and appropriate action relating to a request for an executive session for the purpose of discussing: • Personnel matters relating to the Office of the City Manager, such executive session provided for in O.S. 25, Section 307(B)(1); and • Confidential communications between the City Council and the City Attorney concerning pending litigation as provided for in O.S. 25, Section 307(B)(4). Mayor Bonebrake The City Council will meet in executive session to discuss the quarterly evaluation of the City Manager and will meet with Julie Lombardi, City Attorney regarding pending litigation. Report from City Councilors Adjournment 0 OeT City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Teresa Willson Information Technology Director SUBJECT: Purchase of Data Backup Equipment DATE: January 6, 2012 BACKGROUND: This memorandum outlines the need to purchase additional data backup equipment. City departments utilize various technologies to assist with gathering information and performing tasks pertaining to the efficient and effective delivery of services. These technologies generate electronic data that needs to be stored and utilized each day. Systems that perform daily backups of this data are important to protect against any failure that could result in a loss of information. Historically tape backup systems have been utilized for this process. In recent years, the creation of data has increased significantly, especially with the addition of video data. The task of backing up and retaining data for potential recovery is rapidly exceeding current capabilities. In anticipation of this need, the current budget includes $40,000 to purchase additional backup equipment. A request for sealed quotes has been sent to vendors who regularly install and maintain data backup systems. The quotes are due and will be opened on January 20, 2012. After evaluation of the quotes, staff will make a recommendation regarding this purchase. PROPOSED ACTION: The purchase of data backup equipment would require City Council approval. Staff expects to make a recommendation at the February 7, 2012 meeting of the City Council. OCity Wi~r._utLi m its. TO: The Honorable Mayor and City Council City of Owasso FROM: Tim Doyle Public Works - General Services Superintendent SUBJECT: Purchase of a Street Sweeper DATE: January 6, 2012 BACKGROUND: Since its inception in the early 1900s, mechanized street sweeping has been used to remove debris from roadways. Recognized as a "Best Management Practice," street sweeping is a recommended practice by the Environmental Protection Agency under the National Pollutant Discharge Elimination System (NPDES) program and has become a crucial element in business and community health practices as well as being environmentally responsible and image- enhancing. EPA regulations require pollutant load reductions to the maximum extent practicable. Regular street sweeping is one of the most cost-effective Best Management Practices used in a municipal separate storm sewer system (MS4) permit program to remove sediment, metals, petroleum products, trash, and vegetation which accumulate on streets. An effective program is important for removing debris from roadsides and gutters, which could ultimately end up in the storm drains. Keeping the storm drains clear not only helps mitigate water pollution, but also reduces the likelihood of flooding during heavy rain. Effective street sweeping programs can remove several tons of debris a year from city streets, minimizing pollutants in stormwater runoff. Street sweeping can also be used during snow melt to reduce pollutants in stormwater runoff from road salt, sand, and grit. An effective street sweeping program can meet regulatory requirements, assess street sweeping effectiveness, and minimize pollutants in the roadway. When done regularly, street sweeping can remove 50-90% of street pollutants that can potentially enter surface waters through storm sewers. Street sweeping will also improve road traction during light rain events and will improve public and staff safety by providing a safe, efficient means of cleaning up commercial vehicle spills such as a dump truck or concrete truck spill. Staff currently uses push brooms and blowers to hand sweep the street or intersection in performing this type up clean up, which is dangerous to the staff and vehicles maneuvering around the cleanup. An effective municipal street sweeping program includes, at a minimum, three sweeps per year. One sweep in the spring collects debris and sand left from snowmelt. A summer sweep removes general accumulated debris, including litter and trash, while a fall sweep collects leaves, keeping them from entering storm drains. Focus can also be applied to areas adjacent to construction sites where sediment has moved and entered the street. PROPOSED EQUIPMENT: Staff proposes the procurement of a mechanical street sweeper to be used as part of the City of Owasso's comprehensive stormwater program to reduce pollutant loads to the maximum extent practicable. The proposed street sweeper will include a Freightliner M2 dual steer chassis, dual curb brooms, a 4.5 cubic yard, high dump hopper, 280 gallon water tank, an optional lifetime hopper coating, and an additional year of parts and labor warranty, bringing the total warranty to two years. FUNDING: The Public Works FY 201 1-2012 Stormwater Fund Budget includes $230,000 for the procurement of a street sweeper. Preliminary inquiries were made to other municipalities in the area to gauge interest in the City of Owasso providing street sweeping services for a fee and two expressed initial interests in such a service. Revenue generated from this type of enterprise could help offset the cost of the vehicle. PROPOSED ACTION: Purchase of the Elgin "Eagle" broom sweeper from J&R Equipment of Oklahoma City, Oklahoma in the amount of $220,974, per state bid, would require City Council approval. ATTACHMENT: A. J&R Equipment Bid Quote ATTACHMENT A December 30, 2011 City of Owasso Attn. Tim Doyle Please find below a quote on State Bid SW-190 for an Elgin Eagle Street Sweeper. _ E_AGLE - DUAL _ Hydraulically driven left and right side brooms and variable height, right side dumping, 4.5 cu. yd. hopper, sweeper is powder coated from powder coatings chart 2003/N with powder coated gray undercarriage and includes the standard features listed below. FOR M2 CHASSIS 2011 M2 DUAL STEER (2010 EMISSIONS) (Hendrickson Suspension) M2 - CHASSIS ALTERATIONS PAINT CAB STANDARD WHITE PAINT SWEEPER STANDARD WHITE STANDARD FEATURES Air conditioning Air cleaner, dry type with safety element and restriction indicator: truck & sweeper engines Air dryer, Bendix AD-9 Alternator, 120 amp, sweeper Alternator, 130 amp, truck Auxiliary engine: John Deere 4024TF270, in-line 4 cylinder Horsepower: 49 HP 36.7 kW at 2800 RPM Displacement: 149 cu. in, 2.3 L Torque: 127 lb ft 172 Nm at 1680 RPM Axle, rear, two-speed Back-up alarm, electric Battery, maintenance free, two Brakes, full air Broom, main air suspension, cab-controlled Broom, main, position indicator Broom, main, prefab disposable Camera, Rear View Color Camera 25C N. Council Road, Oklahoma City, Oklahoma 73127 (405) 495-5110 Fax (405) 495-5112 J&R EQUIPMENT Conveyor, flushing system Conveyor, lower roller washout -Engine, block heater, chassis -Engine, hour meter, sweeper Fresh air ventilator/heater/defroster Fuel tank, 50 gallon -Hopper inspection door Hopper window and skylight Hose, hydrant fill, 16'8" 5080 mm with strainer and coupling Lights, automatic backup Lights, 2 combination, tail/stop lights Lights, flood light, one per broom Lights, headlights, 2 dual rectangular Light, water level Manuals, operator and arts Mirrors, West Coast type with 8" diameter convex, both sides Signals, self-canceling directional with hazard switch Sun visors Tachometer, engine, truck and sweeper Touch controls for all sweep hydraulic functions Tow loops or tow ins, front onl ; tie-down hooks, rear Transmission, Allison, standard with oil cooler Waterspray, anti-siphon fill Water tank, molded polyethylene, 280 gallon total nominal capacity Wheels, dual rear with tubeless radial tires Windshield washer Windshield wipers, two-speed, intermittent feature CONVEYOR STALL ALARM LOW OIL PRESSURE, HIGH COOLANT RED LOG/SWOOSH-EAGLE MAIN BROOM HOUR METER SIDE BROOM PRESSURE GAGE DUAL BROOM) RESUME SWEEP AFTER TRANSPORT IN-CAB AIR RESTRICTION GAUGE DUAL SIDE BROOM POSITION INDICATORS EAGLE SERVICE MANUAL EAGLE PARTS BOOK 25C N. Council Road, Oklahoma City, Oklahoma 73127 (405) 495-5110 Pax (405) 495-5112 J&R EQUIPMENT JOHN DEERE PARTS MANUAL JOHN DEERE OPERATOR MANUAL JOHN DEERE SERVICE MANUAL LIFELINER HOPPER SYSTEM W/WARRANTY LIGHT GUARD REAR FRONT/REAR STROBES WIRE/MOUNT W/GUARDS VARIABLE SPEED SIDE BROOMS CHEVRON BELT 216.0 AUXILIARY ENGINE BATTERY DISCONNECT SWITCH EXTRA KEY SY-KLONE PRE CLEANER HYDRANT WRENCH LED/STOP/TAIL/REAR TURN LIGHT AM/FM/CD RADIO LEFT HAND FENDER MOUNTED MIRROR 12" CONVEX MIRRORS -ILO STD. EXTRA KEY HEATED REMOTE MIRRORS 2 BOSTROM AIR 905 CLOTH HI-BACK SINGLE ARM REST - CLOTH 2 1/2 LB. FIRE EXTINGUISHER SIDE BROOM TILT - RIGHT SIDE BROOM TILT - LEFT FRONT SPRAY BAR EAGLE 2ND YEAR PARTS/LABOR 2012 List Price is $262,159.00 less 3% per/SW-190 = $254,294.00 Elgin gave additional discount of $33,320.00 Total State Bid Price Delivered to Owasso is $220,974.00 25C N. Council Road, Oklahoma City, Oklahoma 73127 (405) 495-5110 Fax (405) 495-5112 J&R EQUIPMENT V The City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Dwayne Henderson City Engineer SUBJECT: Oklahoma Department of Transportation 2011 Highway Tree Grant Program DATE: January 6, 2012 BACKGROUND: In the past, the City of Owasso has received grants from the Oklahoma Department of Transportation for beautification projects. The grants are used with matching local funds and/or in-kind services to plant trees on either public right-of-way or public property. Previous grants have placed trees at the intersections of U.S. Hwy 169 and 76th ST N and U.S. Hwy 169 and 96th ST N. All previous grants had to be placed on ODOT Right of Way. However, in 2011 ODOT relaxed grant restrictions and opened application sites to be along any public corridor. Earlier this year, the City of Owasso applied for a 2011 Tree Grant from the Oklahoma Department of Transportation for projects along the public corridor of South Main at the Owasso Skate Park and along East 1 16th Street North at Funtastic Island Park. Approval of the proposed landscape plan was given by ODOT, in November 2011, and they awarded Owasso $25,000 for the purchase and installation of trees and irrigation systems at the Owasso Skate Park (see Attachment A) and at Funtastic Island (see Attachment B). As a condition of the grant, the City will match at least 25% of the total grant amount received. The total project cost is estimated to be $34,000. The cost of purchasing and installation of the trees and the installation of a irrigation systems is estimated to be $25,000. Since the grant requires a minimum of 25% local match, the City of Owasso portion will include materials, services, and labor for maintaining the trees for the required three (3) years after installation. Labor shall include watering, mulching, and pruning of the trees and grant administration, which includes documenting the growth of the trees during the maintenance period. Materials cost shall include mulch, water, and fertilizer. Pest control shall be provided by the nursery installing the trees. The total local match is estimated to be $9,000. SCHEDULE: The trees are scheduled to be planted by mid-April with irrigation to be installed soon after. These dates are dependent on the construction of the skate park improvements. If construction of the Skate Park is not completed by April, per ODOT stipulation, then installation of the trees will be delayed until October. ODOT is concerned that construction activities at the skate park may impact the plantings and would rather wait until there is no risk to the trees and irrigation. FUNDING: Funding for this project will be provided by the Oklahoma Department of Transportation in the amount of $25,000, after final acceptance of the project. A budget amendment will not be needed for this grant project. Revenue and expenditures in the amount of $25,000 were included in the FY 2011-12 general fund budget for this grant. The City's cash contribution is estimated at only $2,000, depending on the bids. The City's in-kind match will also include $7,000 in water and maintenance of the trees. The City's cash and in-kind contributions will be dispersed over a three year cycle. Below is an estimated expense chart. DESCRIPTION (itemized estimated cost within category) LOCAL MATCH (25% of total project cash) HIGHWAY FUNDS CASH (Specific program expenses IN-KIND (Labor and Materials) Cost of Trees $8,605.00 Installation of Trees $4,850.00 Irrigation/Bore $11,545.00 Labor for tree care $5,655.00 Administrative $1,000.00 Supplies Mulch $750.00 Water $345.00 Pest & Insect Control - Contractor $1,250.00 2,000.00 $7,000.00 $25,000.00 Local Share $9,000.00 ODOT Share $25,000.00 TOTAL PROJECT COST $34,000.00 PROPOSED ACTION: Acceptance of the Oklahoma Department of Transportation Tree Grant in the amount of $25,000 would require Council approval. ATTACHMENTS: A. Tree grant site Exhibit for the Owasso Skate Park Tree grant site Exhibit for Funtastic Island ATTACHEMNT T . • is f~~e - A ~I / A fA- low uYtiF fi'. EXISTING TREE r r ` %V 60 41.5 OG 7-RB 41.5 k 83.5 41.5 s BO 41.5 824 41.5 BO 41.5 83.0 I 41.5 KEY SYM OTY NAME BO 5 Bur Oak, Ouercus macrocarpa BC 4 Bald Cypress, Taxod = cbbc#xm FIB 7 Redi ud 'Oklahoma', Ceres canadensis WO 4 Willow Oak, Ouercus pheks ENTIRE SKATE PARK IS LOCATED IN 100 YR FLOODPLAIN BO '7 i r~~YE Owasso Public Works Department Engineering Div. P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso.com DECEMBER 2011 TREE GRANT SITE APPLICATION SKATE PARK N W E S 6/30/2011 N N F7--' co Y r V RHEAD 00 1. SERLINE BC !CIO a~.•~ BC 8 SS W6 m UJA N1 Z' W BC ;`n 0 a BC BO iN LIGIT4~ Attachment - B _ . y 4 N ~ T ' LE - RM r LE ~ 27. RM RM r w0 - BO + wo Wis. Bo 1 BC KEY SYM OTY NAME LE 3 Lacebark Ekyk Lk" pan+ifola RM 3 Red Maple, Acer nibrum WO 2 IKiow Oak, Ouercus pheloe BO 2 Bur Oak, Ouercus macrocarpa BC 3 Bald Cypress, Taxodium debct%n RB 7 Red ud 'Oklahoma', Cerds canadenais LLP 7 Lobk)ly Pine, Pixie taeda t` G~ x:. BC Owasso Public Works Department Engineering Div. P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso.com ~Il co 4 T 7-RB U6NT Al N N DECEMBER 2011 W TREE GRANT S N SITE APPLICATION 1"-70' FUNTASTIC ISLAND 6/30/2011 0 The Citgo - V y Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Karl Fritschen Community Development Director SUBJECT: Community Development Block Grant (CDBG) Process DATE: January 6, 2012 BACKGROUND: As a member of the Tulsa Urban County Community Development Block Grant (CDBG) program, the City of Owasso will be eligible to apply for CDBG funds for the 2012 funding cycle. The primary National Objective of the Community Development Block Grant (CDBG) Program is the "development of viable urban communities by providing decent housing and a suitable living environment, particularly for persons of low and moderate incomes." All project proposals submitted for funding through the CDBG Program must document the achievement of at least one of the following National Objectives: ➢ Provide benefit to low and moderate income persons ➢ Aid in the prevention or elimination of slums or blight ➢ Meet other community development needs having particular urgency, or posing a serious or immediate threat to the health or welfare of a community To qualify for CDBG funding under the National Objective of benefit to low and moderate income persons, the proposed project activities must show a positive or general improvement of living conditions in a definable geographic target area where at least 51% of the occupied households/homes are of low and moderate income families. Low and moderate income families are defined for this program as having an income equal to or less than the current Section 8 low income limits established by the United States Department of Housing and Urban Development (HUD). In the past, Owasso has utilized CDBG monies for making sidewalk, sanitary sewer, and park improvements. The most recent project, which is currently in the bid process using the 2011 funds, is a major upgrade to the Owasso Skate Park. Attached with this memo is a map of the qualifying areas within Owasso based on 2000 Census data. Qualifying areas are based on Census information. INCOG has informed staff that the qualifying areas have not changed since 2000. Additionally, it should be noted that an income survey was conducted by staff in 2006 to qualify several neighborhoods north and east of East 2nd Street and Main Street, which allowed CDBG funds to be utilized for the Rayola Park improvements. For CDBG 2011, the City of Owasso was allocated $108,114. Applying a carryover amount of $4,255.91 from the Rayola Park Project, which utilized 2008, 2009, and 2010 CDBG funds, a total amount of $112,369.91 is available for the skate park project from CDBG sources. PURPOSE: According the Department of Housing and Urban Development (HUD), which administers the CDBG program, a grantee must develop and follow a detailed plan that provides for and encourages citizen participation. This part of the CDBG process ensures that there is active participation by persons of low or moderate income, particularly residents of predominantly low- and moderate-income neighborhoods, slum or blighted areas, and areas in which the grantee proposes to use CDBG funds. The plan must provide citizens with the following: reasonable and timely access to local meetings; an opportunity to review proposed activities and program performance; provision for timely written answers to written complaints and grievances, and identification of how the needs of non-English speaking residents will be met in the case of public hearings where a significant number of non-English speaking residents can be reasonably expected to participate. Key elements of the plan will include the following: ➢ Public announcement of CDBG meetings ➢ City Council input ➢ Citizen workshop and CIP Committee input ➢ Public Hearing ➢ Resolution passed by Council, application made, and INCOG contract executed ➢ Plan preparation, project bidding, and contract award ➢ Construction, project acceptance, and final payment The purpose of this memo is to provide the Council with an outlined process and tentative schedule for identifying candidate projects and ensuring that a structured process is followed for spending the 2012 CDBG funds. In an effort to be proactive, staff is providing the City Council with a proposed process to engage the citizens, select a project, and implement a plan for the 2012 CDBG funding allocation. Staff would encourage the City Council to begin thinking about possible projects for the upcoming funding cycle. It is anticipated that the City will receive the same CDBG allocation or a slight increase in 2012 as compared to 2011, so suggested projects should complement this amount. ATTACHMENTS: A. Map showing CDBG Qualifying Areas B. CDBG Process and Project Development Details I : r Jr -I - - - - uep ia4S I ~ ~ o ~ J t -c w p A ; i - I 1 12. euowaW I o O I f 1 , --J ~ w 1 - h - - WW r w _ r _ ~ !'dom. 1 ' u?w~ t~ 11 0 d PIT o~J F 75 34}S4L -r-1 I , l r" I l I ~ ~ t I _ ^Z ~T I+ ~ I A _ I iv 3-1--` 0 A P,E6L r a t , I, r 4 - Ke_etonvllle JJ~ f a ~ 11 r CD CD CD N n _CD m ~ o o N O ~ 3 y M ti u, f m o W D v _ o cn O o O 2) (D go o z CL o 'S t 02 m CD N D CL o m o O (D <D a1 CD -9 N 3 Q CD N 2) N _ O <D ~ N CDBG Process and Project Development Step 1, Council Orientation (January - February 2012). • Solicit the Council for possible projects for the upcoming funding cycle. • Obtain from INCOG an estimate of the allocation amount expected for Owasso. Step 2, Announce Upcoming CDBG Meetings (January - February 2012) • Advertise on the web page and social media outlets that the City Of Owasso will be holding a workshop to allow for citizen input on the use of upcoming CDBG funding. • Work with the Neighborhood Coordinator to notify the citizens in the target area of the upcoming meeting. Step 3, Citizen Input and CIP Committee Input (February - March 2012) Conduct a public workshop to educate citizens on the CDBG Grant Process, purpose of the program, and past funded projects; and obtain public comments and suggestions for new projects. Meet with the CIP Committee to discuss possible projects and those suggested by the public. • Prepare a listing of the projects identified by the public and the CIP Committee for the City Council. Step 4, Present Results of the Public Workshops and CIP Discussion (May 2012) • Meet with the City Council during work session to provide the comments and projects discussed at the public workshop; obtain Council input for potential projects; and ultimately select project (s) for Public Hearing presentation and proposed Council approval. Step 5, Public Hearing to Present Preferred Project (June-July 2012) • Staff will prepare a memo for the City Council on the proposed project(s) and utilization of the CDBG funds. • The Public Hearing date and time shall be posted and advertised in a paper of general circulation. • The City Council shall hold the Public Hearing on the CDBG project(s) selected and solicit any additional input. In the Public Hearing, the Grantee must inform the public about the CDBG activities being proposed. • The City Council shall consider all input, discussions, and information presented and then approve a recommended CDBG project. • Staff shall formulate cost estimates for the project. Step b Pass a Resolution and Initiate the Application (July-August 2012) Prepare a memo for the City Council to adopt a Resolution of commitment to utilize the CDBG funds as part of the Tulsa County Urban County Designation and initiate the application for the CDBG project. • Obtain signature from the Mayor. • If the project falls within a FEMA floodplain, the project shall be advertised in the paper for 15 days as per Executive Order 11988. Step 7 Execute the Contract for the Project (September 2012) • Receive the contract document from INCOG, which shall be signed by the Mayor, City Clerk, and City Attorney. • Once signed by the Mayor, the document is returned to INCOG for signatures by the Board of Tulsa County Commissioners and they will return one fully signed copy back to the City. • Ensure that the Finance Department has set up a project number to track the accounting for the project. Step 8 Environmental Review (October - December 2012) The purpose of the Environmental Review is to analyze the effect the proposed project will have on the people and the natural environment within the project area. Because the project utilizes federal funds, the environmental review is required. Once the project has been accepted by INCOG and approved, the environmental review process begins. Typically, the environmental review is handled by INCOG and takes approximately 90 days. Step 9 Prepare Drawings, Permits, and Contract Documents (November-December 2012) • Determine if the project can be designed in-house or bid out. Prepare drawings and a bid-ready set of plans with materials, quantities, specifications, etc. for the proposed project. The specifications describe the physical, technical or functional characteristics, or the nature of a product, service or construction item. They also usually include a description of requirements such as inspecting, testing, or preparing a product, service or construction item for delivery. They also may include provisions that govern various aspects of the relationship of parties under the contract. If any permits are required, such as a flood plain permit, these should be obtained at this point or started just after the project is approved by the City Council. If a floodplain permit was obtained, an ad needs to be posted in the paper that indicates that there will be no impacts to the floodplain as per Executive Order 11988. Step 10 Project Bidding (December 2012 - January 2013) • When the Grantee has received the Letter of Grant Award and final design and bidding documents and specifications have been developed, the project is ready to go to bid. The project shall be placed out for bid if the work is to be contracted out. INCOG reviews the bid documents to ensure that the bids and wages for contractors comply with the Davis Bacon Wage Acts. Step 11 Contract Award (January-February 2013) • The Competitive Sealed Bid Method of procurement requires that the construction contract be awarded to the lowest bidder, provided that the lowest bidder is found to be a responsive and responsible bidder. • If the bids received are within the project budget, the Architect or Engineer will review all bid packages to determine if each one is responsive and responsible and Owasso's legal counsel will verify that the bonding and certification requirements outlined in the bid specifications have been included. Step 12 Construction, Final Payment, and Acceptance (March-June 2013) • Schedule the construction of the project. • Notify residents on the work that is about to occur in their neighborhood. Monitor and inspect the construction; then obtain Council approval for final payment and acceptance of the project. Notify INCOG that the project is complete. The City Yvitiaut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Roger Stevens Public Works Director SUBJECT: FY 201 1-2012 Street Rehabilitation Program Proposed Project Listing DATE: January 6, 2012 BACKGROUND: Annually, the Capital Improvements Fund allows for the expenditure of funds to repair and/or resurface residential and non-residential roadways. Street rehabilitation sites are evaluated and selected based on a comprehensive assessment of roadway conditions. The selection process is aimed at maximizing the taxpayer's return on investment by increasing roadway lifecycle and minimizing future maintenance costs while enhancing overall roadway driving conditions and public safety. As in previous years, the City of Owasso desires to further maximize cost savings by partnering with Tulsa County to complete various asphalt overlay portions of the rehabilitation project. A formal request, via an Interlocal Agreement, for the use of County labor and equipment for roadway segments receiving a 2" asphalt overlay will be submitted for City Council consideration and appropriate action subsequent to approval of the FY 201 1-2012 rehabilitation priorities. PRIORITY STREET REPAIRS/MAINTENANCE IDENTIFIED: In November 2011, the Public Works staff completed an update to the city's street inventory. The data collected for the model was adjusted to reflect changes in segment conditions and a new priority listing was generated. A map depicting the location of the proposed priority sites is attached for review. The anticipated cost for the proposed street rehabilitation priorities is approximately $584,000 and includes 10% contingency funding. PROJECT FUNDING: Funding for this project is included in the FY 201 1-2012 Capital Improvements Fund. PROPOSED ACTION: Upon City Council approval of the FY 2011-2012 Street Rehabilitation Priority Projects, the Public Work's Engineering Division will proceed to complete bid documents for the Street Repair, Fog Seal and Micropave projects. Staff anticipates this project could be advertised in February, awarded in March, and completed by June 2012. ATTACHMENTS: A. Recommended FY 201 1-2012 Street Repair Location Map B. Priority Site List C. Preventive Maintenance Guidelines and Options Legend 111 N. Main Street FOG SEAL ASPHALT OVERLAY (TULSA COUNTY) P.O. Box 180 MICROPAVE 0 Owasso, OK 74055 North REPRESENT ANNACCURAT'E ANT THE S~CALE..NUSE OFOTHIS~MAP S WIITHOU' 918.376.1500 WARRANTY OR REPRESENTATION BY CITY OF O\/VASSO OF ITS ACCURACY. FY 2011-2012 PAVEMENT REPAIR PROJECT CITY OF OWASSO LOCATION MAP 12/12/11 FY 2011-2012 STREET REHABILITATION PROGRAM SITES No. ID# Street Name From: To: 1 293AS15 E 77th St N 2 203AT29 Owasso Expressway 3 203AS 14 E 90th St N 4 201 AS01 N 121st E Ave 5 103AS14 E 110th St N 6 173AS25 N 114th E Ct 7 192AS48 N 110th E Ave 8 173AS23 N 114th E Ave 9 173AS28 N 116th E Ave 10 192AS49 E 95th PI N 11 192AS51 E 95th St N 12 192AS52 N 111th E Ave 13 192AS53 E 95th PI N 14 173AS08 E 100th St N 15 192AS50 N 109th E Ave 16 103AS08 E 109th St N 17 173AS02 E 99th St N 18 173AS11 E 100th St N 19 173AS26 N 115th E Ave 20 081 AS 11 N 118th E Ave 21 081 AS 12 N 120th E Ave 22 081AS13 E 111th St N 23 081AS14 N 120th E Ave 24 134AS02 N 96th E Ave 25 134AS03 E 97th St N 26 134AS04 E 97th St N 27 173AS09 E 100th St N 28 173AS10 E 100th St N 29 173AS24 N 114th E Ave 30 293AS34 E 81st ST N 31 081 AS07 N 120th E Ave 32 081 AS08 E 113th St N 33 081 AS09 N 119th E Ave 34 081AS10 E 113th St N 35 103AS02 N 147th E Ave 36 103AS 15 N 146th E Ave 37 134AS01 N 95th E Ave 38 173AS01 E 99th St N 39 081AS05 N 107th E Ave 40 081AS06 N 120th E Ave 41 092AS11 E 110th St N 42 103AS03 E 114th PI N 43 103AS07 E 107th St N 44 103AS09 E 109th St N 45 103AS 11 E 109th St N N 120th E Ave E 90th St N Owasso Expressway E 96th St N N 146th E Ave E 100th St N E 96th St N E 99th St N E 100th St N N 110th E Ave N 111th E Ave E 95th PI N N 111th E Ave N 114th E Ave E 95th PI N N 146th E Ave N 115th E Ave N 114th E Ave E 99th St N E 113th St N E 113th St N N 120th E Ave E 111th St N E 97th St N N 96th E Ave Mingo N 114th E Ave N 114th E Ct E 99th St N N 116th E Ave E 113th St N N 120th E Ave E 113th St N N 119th E Ave E 108th St N E 110th St N E 97th St N N 114th E Ave E 119th Ct N E114thPIN N 154th E Ave N 120th E Ave E 108th St N N 146th E Ave N 146th E Ave Cul-de-sac E 86th St N N 119th E Ave Garnett Rd Cul-de-sac Cul-de-sac E 95th PI N E 100th St N E 99th St N N 109th E Ave N 109th E Ave E 95th St N N 110th E Ave Garnett E 95th St N N 146th E Ave N 114th E Ave N 114th E Ct E 100th St N End E 111th St N End End Cul-de-sac N 95th E Ave N 97th E Ave N 114th E Ave N 114th E Ave E 99th St N East Service Road E 114th PI N N 119th E Ave End N 118th E Ave E 107th St N E 110th PL N Cul-de-sac Garnett E 119th St N E 115th St N E 109th PI N Cul-de-sac E 107th St N N 145th E Ave N 145th E Ave 46 103AS12 E 109th PI N N 146th E Ave Cul-de-sac 47 103AS13 E 109th PI N N 146th E Ave N 146th E Ave 48 173AS27 E 99th St N N 119th E Ave N 118th E Ave 49 293AS33 N 116th E Ave E 81st St N Cul-de-sac 50 081AS02 N 117th E Ave E 118th St N E 117th St N 51 081AS03 E 115th PI N N 120th E Ave Cul-de-sac 52 092AS09 N 120th E Ave E 115th St N E 115th PI N 53 092AS12 N 144th E Ave E 112th PI N E 112th St N 54 092AS13 E 112th St N N 144th E Ave N 143rd E Ave 55 103AS01 E 111th St N N 145th E Ave N 144th E Ave 56 103AS04 N 146th E Ave E 108th St N E 106th St N 57 103AS05 E 108th St N N 146th E Ave N 146th E Ave 58 103AS56 N 147th E Ave E 110th Cir E 110th Cir 59 081AS01 N 108th E Ave E 121st Ct N E 121st PI N 60 081AS04 N 120th E Ave E 115th PI N E 116th St N 61 092AS02 N 132nd E Ave N 131 st E Ave N 131 st E Ave 62 092AS03 E 113th St N N 143rd E Ave N 144th E Ave 63 092AS05 N 143rd E Ave E 112th St N E 111th St N 64 092AS06 N 143rd E Ave E 112th St N E 112th PI N 65 092AS07 N 143rd E Ave E 112th PI N E 113th St N 66 092AS08 N 144th E Ave E 112th St N E 111th St N 67 092AS 10 N 144th E Ave E 112th St N E 112th St N 68 092AS14 N 144th E Ave E 113th St N E 112th PI N 69 092AS15 E 112th St N N 145th E Ave N 144th E Ave 70 103AS06 E 112th PI N N 144th E Ave N 143rd E Ave 71 092AS01 E 111th St N N 133nd E Ave N 132nd E Ave 72 092AS04 E 111th E Ave N 144th E Ave N 145th E Ave 73 103AS10 N 95th E Ct E 95th St N Cul-de-sac PREVENTIVE MAINTENANCE GUIDELINES AND OPTIONS Preventive Maintenance Types Pavement maintenance services are provided under two programs to designed to preserve and repair roadways: 1. Preventive Maintenance, which includes o Fog Seal o Crack Seal o Micropave/Slurry Seal o Resurfacing/Overlay 2. Pavement Reconstruction Preventative Maintenance Preventative maintenance, if performed before the road begins to break up, is the most cost- effective of the two programs. Its purpose is to extend the life of the road and to keep it looking and riding, as much as possible, in like-new condition. The work performed under a preventive maintenance program could include fog sealing, micropave/slurry sealing, and resurfacing/overlay. The purpose is to stop water from seeping into the roadway material, which causes early break-up of the road surface. The useful life of roadways can be extended from 20 to as much as 100 years if, on a regularly scheduled basis, small breaks are fixed and a seal coat or resurfacing is performed before severe damage occurs. This is the reason why maintenance work is sometimes performed on streets that appear to be in good addition. Fog Sealing - A method of applying an asphalt emulsion to an existing pavement surface to improve sealing or waterproofing and prevent further stone loss by holding the aggregate in place. Typically, this method is recommended once the pavement life has reached five to seven years. By performing such maintenance, the pavement life is expected to be extended by five years. Crack Sealing - A method of applying a a long lasting, resilient sealant in cracks and joints which is flexible and expandable in varying and extreme pavement temperatures. The sealant will prevent the invasion of surface water between the layers of asphalt and sub-grade rock, thus preventing premature failures, deterioration and potholes. By performing such maintenance, the pavement life is expected to be extended by three to five years. Micropave - A mixture of fine ' aggregate with asphalt emulsion. Micropave is an application utilized on streets with higher traffic volumes. Depending on the traffic volume, this method is recommended once the pavement life has reached five to eight years. By performing such maintenance, the pavement is expected to be extended for an additional 10 years. Resurface/Overlay - Asphalt overlay is a road-resurfacing method where a lift of asphalt is placed on top of the existing roadway surface. Asphalt overlays are designed to extend the life of a road's driving surface, keep roads in good condition by preventing potholes, and preserving the underlying road bed structure. With preventative maintenance measures in place, the pavement life is expected to be extended for an additional 15-20 years. Pavement Reconstruction When the condition of a roadway reaches the point where preventive maintenance is no longer cost-effective, the entire roadway must be removed and replaced. 0 d OeT City Wi~r'~u tLimits. TO: The Honorable Mayor and City Council City of Owasso FROM: Angela Hess Finance Director SUBJECT: Meadowcrest Gravity Sewer Relief Line Assessment Fee DATE: January 6, 2012 BACKGROUND: In January 2011, The Owasso Public Works Authority awarded Ira M. Green Construction Company of Claremore the contract for construction of the Meadowcrest Gravity Sewer Relief Line. The project was implemented to facilitate expected residential and commercial growth in the northwest section of the city over the next 5 - 15 years. Additionally, the construction of the sewer relief line will reduce the possibility of wet weather sanitary sewer overflows in that part of the city. Funding for the project was a public/private partnership. The contract amount that was awarded totaled $449,337.80, of which Owasso Land Trust has contributed $180,000 towards the project for the added capacity to the system around the Maple Glen I and II Subdivisions. Alternatives were analyzed and considered in making the decision to build the Meadowcrest Gravity Sewer Relief Line. The decision was made to eliminate the lift station and construct a gravity sewer line to connect with the Ranch Creek Interceptor. As a result of the completion of this project the following benefits were realized: • Reduction of wet weather sanitary sewer overflows in the Hale Acres subdivision (per Consent Order No. 10-036 provided by ODEQ • Access to the proposed gravity sewer relief line for approximately 408 non-developed acres • Provision for several access points for the Sports Park users • Elimination of electrical, mechanical, and maintenance costs currently associated with the Meadowcrest Lift Station • Increased capacity to established service areas This assessment fee differs from previous fees associated with earlier projects with mandatory assessment fees. The total cost of this project is not expected to be recovered through the assessment fee due to the fact improvements to the Meadowcrest lift station were needed to accommodate current residential and commercial property existing in the assessment area. Construction of the Meadowcrest Gravity Sewer Relief Line was completed on November 11, 2011. Final acceptance of the project and final payment was approved by the Owasso Public Works Authority Trustees on December 20, 2011. PROPOSED ACTION: Staff is proposing an ordinance to establish an assessment area and mandatory assessment fee for properties that are within the assessment area and authorized to tie into the Meadowcrest Gravity Sewer Relief Line. Payment of this assessment fee will be mandatory and assessment fees will be due upon the approval of a final plat or connection to the sewer relief line. The complete drainage basin includes a total of 612 acres as depicted on the attached map. The Owasso Sports Park and the Meadowcrest addition are deducted from the assessment area acreage. Additionally, Maple Glen I and Maple Glen II additions and a 15 acre designated area, are deducted from the total 612 acres per the contract with Owasso Land Trust (OLT). Owasso Land Trust contributed $180,000 toward this project as part of an agreement between OLT and the City of Owasso for partial reimbursement of construction costs for the Meadowcrest Relief Sewer Line and partial exclusion from the payment of the proposed mandatory per acre assessment fee. The following is the breakdown of the excluded acreage: Tract Acres Complete Drainage Basin 612 Minus: Sports Park 79 Meadowcrest 50 Maple Glen 24 Maple Glen II 36 Designated Area 15 Total Remaining Assessment Area 408 Final cost of the project is $533,660, less the $180,000 contribution from Owasso Land Trust, resulting in final costs of $353,660. The total cost of the project includes the purchase of rights of way; construction costs; professional fees; and all other lawful and authorized fees. The mandatory assessment fee has been calculated to be $867 per acre. Existing single family residents located within the assessment, would be allowed to pay a onetime assessment fee of $867 to tap into the sewer line, regardless of the amount of acreage owned. Should the property owner decide to subdivide the acreage for future development, an assessment fee of $867 per acre would be mandatory per the proposed city ordinance. The primary objective in offering existing single family residents the opportunity to pay a flat fee for tapping into the sewer relief line is to encourage current septic system users to take advantage of this opportunity to become City of Owasso sewer customers. The flat fee would make it more affordable for existing single family residents to tap into the Meadowcrest Gravity Sewer Relief Line. Staff will propose an ordinance establishing the Meadowcrest Gravity Relief Sewer Line assessment area, and a mandatory per acre assessment fee for properties located within the assessment area. ATTACHMENTS: Proposed Ordinance CITY OF OWASSO PROPOSED ORDINANCE AN ORDINANCE RELATING TO PART 17 UTILITIES, CHAPTER 3, SEWER SYSTEM, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, AMENDING SAME BY ESTABLISHING THE MEADOWCREST GRAVITY RELIEF SEWER LINE ASSESSMENT AREA AND A MANDATORY PER ACRE ASSESSMENT FEE FOR PROPERTIES WITHIN THE ASSESSMENT AREA. THIS ORDINANCE AMENDS PART 17, CHAPTER 3, OF THE CITY OF OWASSO CODE OF ORDINANCES BY ENACTING SECTION 17-303, MEADOWCREST GRAVITY SEWER RELIEF LINE ASSESSMENT AREA AND FEE. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT, TO-WIT: SECTION ONE (1): Part 17, Utilities, Chapter 3, Sewer System, of the Code of Ordinances of the City of Owasso, Oklahoma, shall be amended by providing and codifying as follows: SECTION 17-303 MEADOWCREST GRAVITY SEWER RELIEF LINE ASSESSMENT AREA AND FEE SECTION TWO (2): It is the purpose of this ordinance to promote public health, safety and welfare by constructing and maintaining a sewer line in the northwest section of town to be known and referred to as the Meadowcrest Gravity Sewer Relief Line, and to further establish both the area included within the Meadowcrest Gravity Sewer Relief Line Assessment Area and the mandatory assessment fee for that area. SECTION THREE (3): The Meadowcrest Gravity Sewer Relief Line Assessment Area is hereby established as the area depicted on the map attached hereto as Exhibit "A" which shall be made a part of this ordinance. All property within the Assessment Area may connect to the Meadowcrest Gravity Sewer Relief Line subsequent to the effective date of this ordinance. The complete drainage basin area contains 612 acres from which tracts for the Sports Park, Meadowcrest, Maple Glen, Maple Glen II and a 15 acre designated area have been exempted as shown below. The remaining Assessment Area shall contain 408 acres: Tract Acres Complete Drainage Basin 612 Minus: Sports Park 79 Meadowcrest 50 Maple Glen 24 Maple Glen II 36 Designated Area 15 Total Remaining Assessment Area 408 SECTION FOUR (4): All costs associated with the construction of the Meadowcrest Gravity Sewer Relief Line, including costs for the acquisition of right-of-way, construction costs, professional fees, interest, and other lawful and authorized costs and fees, shall be recouped through a per acre assessment fee for all property located within the Assessment Area that is developed and ties in to the Meadowcrest Gravity Relief Line after the effective date of this ordinance. The total cost of the project is $353,660 resulting in an assessment fee of $867 per acre. SECTION FIVE (5): This assessment shall be paid as a fee by properties within the Assessment Area that are authorized to tie into the Meadowcrest Gravity Sewer Relief Line. Payment of the Assessment Fee is mandatory and will be due upon approval of a final plat. Existing single family residents located within the Assessment Area may tap into the Relief Line upon payment of a flat fee of $867 regardless of the property's acreage. In the event such a property is subsequently subdivided by the owner for future development, payment of the $867 per acre assessment fee shall be required. SECTION SIX (6): 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. SECTION SEVEN (7): REPEALER All ordinances or parts of ordinances, in conflict with this ordinance are repealed to the extent of the conflict only. SECTION EIGHT (8): SEVERABILITY If any part or parts of this ordinance are held invalid or ineffective, the remaining portion shall not be affected but shall remain in full force and effect. SECTION NINE (9): CODIFICATION The City of Owasso Code of Ordinances is hereby amended by enacting an ordinance to be codified in Part 17, Chapter 3, as Section 17-303. PASSED by the City Council of the City of Owasso, Oklahoma on the day of January, 2012 Doug Bonebrake, Mayor ATTEST: Sherry Bishop, City Clerk (SEAL) APPROVED as to form and legality Julie Lombardi, City Attorney CITY OF OWASSO ASSESSMENT AREA OF TOTAL ASSESSMENT 111 N. Main Street THE MEADOWCREST AREA ACRES 408 P.O. Box 180 RELIEF SEWER 0 Owasso, OK 74055 N01"til THIS MAP IS FOR INFORMATION PURPOSE ONLY AND IS NOT INTENDED TO 918.376.1500 REPRESENT AN ACCURATE AND TRUE SCALE. USE OF THIS MAP IS WITHOUT t/6/12 WARRANTY OR REPRESENTATION BY CRY OF OWASSO OF ITS ACCURACY. D 9 m z