EDMOND CITY COUNCIL MEETING EDMOND PUBLIC WORKS AUTHORITY MEETING 20 S. Littler, Edmond, Oklahoma 5:30 p.m., September 12, 2011

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1 City of Edmond NOTICE OF PUBLIC MEETING The City of Edmond encourages participation from all its citizens. If participation at any Public meeting is not possible due to a disability, notification to the City Clerk at least 48 hours prior to the scheduled meeting is encouraged to make the necessary accommodations. The City may waive the 48-hour rule if signing is not the necessary accommodation. EDMOND CITY COUNCIL MEETING EDMOND PUBLIC WORKS AUTHORITY MEETING 20 S. Littler, Edmond, Oklahoma 5:30 p.m., September 12, Call to Order by Mayor Pro Tem Charles Lamb. 2. Approval of City Council Meeting Minutes: August 22, 2011 (5-18) 3. City Council Presentations: A. Proclamation Recognizing September 17-23, 2011 as Constitution Week. B. Presentation of Certificate to Marty Hall and Scott Rohrer for completion of Department of Labor (DOL) Field Service Technician Program. C. City Manager's Progress Report. 4. City Council Appointments to Boards and Commissions: A. Mayor's Reappointment of Avilla Williams to the Edmond Economic Development Authority Board; term expires August General Consent Items: A. Consideration of Approval of Administrative Items: 1. Consideration of Acceptance of Final Plat, Improvements and Maintenance Bonds for Integris Health, 15th and I-35. (19) 2. Consideration of Acceptance of Final Plat, Improvements and Maintenance Bonds for Bristol Office Park II, S.W. 33rd and Kelly Avenue. (20)

2 B. Approval of Purchases: 1. Approval of budgeted funds for Capital and Operating Expenditures for the Guthrie/Edmond Regional Airport (June 2011); $7, (21-23) 2. Approval of the Interlocal Agreement between the City of Edmond and EMSA (Emergency Medical Services Authority); $996,445. (24-25) 3. Approval of Contract for Outdoor Warning Device (OWD) Annual Maintenance Contract with Goddard Enterprises; $17,750. (26-28) 4. Approval of Contract Amendment with Kimley-Horn and Associates, LLC to include an additional task associated with Intelligent Transportation Systems (ITS); $22,100. (29-37) 5. Acceptance of bid(s) for Transformers for the YourGovShop Member Participants. (38) 6. Approval of Memorandum of Understanding (MOU) from Commuter Corridor Alternatives Analysis for Central Oklahoma; $22, (39-42) <Recess City Council Meeting and Convene Public Works Authority Meeting> 6. Approval of EPWA Meeting Minutes: August 22, 2011 (43-44) 7. EPWA General Consent Items: A. Approval of Purchases: 1. Acceptance of bid(s) for Transformers for the YourGovShop Member Participants. (45) 2. Acceptance of Bid (including renewal options) for Underground Electric Ditching and Boring Services for the Electric Department; $1,000,000 annual estimate. (46-48) 3. Acceptance of Bid for a Gas Chromatograph for Water Resources; $74, (49-50) 4. Acceptance of Bid and Approval of Contract for the Coffee Creek Waste Water Treatment Plant (CCWWTP) Screw Pump Rehabilitation Project for the Engineering Department; $383,587. (51-53) 5. Acceptance of Bid and Approval of Contract for the Lost Rock Sanitary Sewer Repair Project for the Engineering Department; $381,705. (54-55) 6. Approval of Change Order No. 1 to the C. R. Burgett Substation Site Preparation Revision to Total Investment Company; $23, deduction. (56-62) 7. Approval of Change Order No. 1 to the Construction Contract with Young Contracting LLC for the Autumn Ridge Sanitary Sewer Creek Crossing Repairs Project; $40, increase. (63) <Adjourn Public Works Authority Meeting and Reconvene City Council Meeting>

3 8. Planning Consent Items: A. Case #PR Public Hearing and Consideration of Preliminary Plat for Hutton Place, an addition with private streets, located on the south side of Coffee Creek Road, west of Williams Drive and approximately one-quarter mile west of Bryant Avenue. (Bob Turner) (65-67) B. Case #DD110018, DD110019, DD and DD Public Hearing and Consideration of Deed Certification that includes a modification of the Final Plat of Thornbrooke Manor, Section I located east of Bryant, one-half mile north of Thirty Third Street at Somerset Avenue. (Winchester Development, LLC) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant. (68) C. Case #Z Public Hearing and Consideration of Ordinance No. Edmond Plan Amendment from the proposed office usage to retail commercial developed as a Planned Unit Development on the southeast corner of 33rd and Bryant. (Neal McGee Homes Inc.) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant. (69) D. Case #Z Public Hearing and Consideration of Ordinance No. Rezoning from D-O Suburban Office to Commercial Planned Unit Development on the southeast corner of 33rd and Bryant. (Neal McGee Homes Inc.) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant. (70) E. Case #ES Public Hearing and Consideration of Ordinance No. closing a portion of a utility easement in the Olde Village Addition at 4633 Olde Village Circle located north of Memorial Road, west of Jordan Avenue. (Emily S. Jackson Revocable Trust) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant. (71-75) 9. Planning Discussion Items: A. Case # VA Public Hearing and Consideration of Site Plan modification for a ground sign and variance to allow a larger ground sign for Integris Health Edmond located at 4801 Integris Parkway. (Integris Health) (76-80) 10. Citizens Comments - (This is an opportunity for citizens to address the City Council. Remarks should be directed to City Council as a whole and limited to five minutes or less.) 11. New Business - (In accordance with the Open Meeting Act, new business is defined as any matter not known about or which could not have been reasonably foreseen prior to the time of posting of the agenda.) 12. Adjournment.

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5 City Council Item # 2. Meeting Date: 09/12/2011 Submitted For: Betty Brinkman Information Item Approval of City Council Meeting Minutes: August 22, 2011 City Council Attachments

6 EDMOND CITY COUNCIL MINUTES August 22, 2011 Mayor Patrice Douglas called the regular meeting of the Edmond City Council to order at 5:30 p.m., Monday, August 22, 2011, in the City Council Chambers. Mayor Douglas noted that school has started and she encouraged citizens to be cautious when driving in school zones and other areas of the City before and after school. The Mayor expressed her appreciation to all the public service employees who fought the recent fires on the east side of the City. Mayor Douglas noted the removal of storm debris is going slower than anticipated due to the large number of limbs that needs to be picked up. She asked citizens to be patient as City crews were working to pick up all the debris. She noted the website will be updated regularly to inform citizens of the progress. 2. Approval of August 8, 2011, Minutes. Motion by Miller, seconded by Waner, to approve Minutes. Motion carried as followed: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None 3. City Council Presentations: A. Character Council of Edmond presentation by Diane Krakowski. 1) Mary Ann Coffman for Discernment 4. GENERAL CONSENT ITEMS: (General Consent Items were voted on collectively except where noted.) A. Approval of Administrative Items: 1) Acceptance of City Manager s Financial Report for month ending July 31, ) Acceptance of City Treasurer s Investment Report for month ending July 31, ) Approval of transfer of appropriations for Citylink ridership audit - $2,500

7 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 193 4) Approval of supplemental appropriations and approval of contract with the Oklahoma Department of Transportation New Starts Grant for Citylink - $54,432. Mayor Douglas asked if the City would track the grant funds in order to keep them separate from other funds for this service. Ross VanderHamm, Finance Director, addressed Council and stated the City would keep track of the funds because it is a separate grant and it is important to separate those funds from the General Fund accounts. 5) Approval of collective bargaining agreement with the Edmond Chapter of American Federation of State, County and Municipal Employees (AFSCME) Local 2406 for a term commencing on July 1, 2011, and ending on October 31, 2011, at 11:59 p.m. Motion by Miller, seconded by Waner, to approve General Consent Items 4.A.(1-5). Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None B. Approval of Ordinances and Resolutions: 1) Approval of Resolution No declaring October 31, 2011, as the date for Halloween activities within the City of Edmond. Motion by Lamb, seconded by Miller, to approve Item 4.B.(1). Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None 2) Public Hearing and Consideration of Ordinance No amending the Edmond Municipal Code, Chapter 8.08, Section (A) Possession of Marijuana; Providing for Changes in the Title of Section (A) Adding Schedule III, IV and V Substances as per Title 63 O.S. Section 2-206; and Providing for Repealer and Severability. Edmond Police Lt. Paul Barbour addressed Council and explained the ordinance. He noted Schedule III, IV and V will be misdemeanors for small amounts of

8 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 194 marijuana and will give Police officers the option to file possession charges in Edmond s Municipal Court rather than with Oklahoma County. He noted that if the amounts warrant, those charges will continue to be filed with Oklahoma County. Motion by Waner, seconded by Caldwell, to approve Ordinance No as read by Title by the Mayor. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None 3) Public Hearing and Consideration of Ordinance No Amending the Edmond Municipal Code, Chapter Minor in Possession of Low Point Beer; Providing for Changes in Terms of Possession of Low Point Beer by Minors; and Providing for Repealer and Severability. Motion by Miller, seconded by Caldwell, to approve Ordinance No as read by Title by the Mayor. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None C. Approval of Purchases: 1) Approval of Resolution No and Project Agreement with the Oklahoma Department of Transportation (ODOT) for the Kelly Widening from Danforth to Covell and the Covell Widening from Santa Fe to Thomas Drive in the amount of $3,340,000. It was noted by the City Manager that the funding for the Kelly widening will be $2,540,000 and the Santa Fe to Thomas Drive widening will be $800,000. Motion by Waner, seconded by Miller, to approve General Consent Item 4.C.(1). Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None

9 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 195 2) Acceptance of proposals, including renewal options, for temporary clerical/technical services for the Human Resources Department. Staff recommended accepting proposal from People Source, LLC, in the amount of $10,000. 3) Approval of budgeted funds for capital and operating expenditures for the Guthrie/Edmond Regional Airport (May, 2011) in the amount of $9, ) Public Hearing and Consideration of Resolution No in of the Job Access Reverse Commute (JARC) and New Freedom Grant applications for Citylink operations, in the amount of $236, ) Approval of contract with Cabbiness Engineering for the Mitch Park Roadway Design project, in the amount of $68,275. Motion by Caldwell, seconded by Lamb, to approve General Consent Items 4.C.(2-5). Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None Motion by Miller, seconded by Lamb, to recess the City Council meeting in order to convene the Edmond Public Works Authority meeting. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None Mayor Douglas reconvened the City Council meeting. 7. PLANNING CONSENT ITEMS: A. Consideration of Final Plat for Oakview Professional Pointe Retail II, located north of Memorial Road, approximately one-fourth mile west of I-35 (Roger Hicks, applicant) Case No. PR Motion by Waner, seconded by Caldwell, to approve Planning Consent Item 7.A. Motion carried as follows:

10 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 196 AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None 8. PLANNING DISCUSSION ITEMS: Mayor Douglas temporarily left the Council Chambers and Mayor Pro Tem Lamb presided over the meeting. A. Public Hearing and Consideration of Preliminary Plat of the Hampden Hollow Addition, located east of Air Depot, just under one-half mile north of Covell Road (J.W. Armstrong, applicant) Case No. PR The site contains acres and 115 single family lots with private streets are planned north of the existing Hampden Hollow Addition, Phase I. The applicant has planned another access on Air Depot and a connection at Buckland Road and Wendover Road. An existing oil well and tank battery owned by Pedestal Oil Company are located on the site with a separate access to the well site from Air Depot. A construction access from Air Depot will be used during the next phase of development ensuring that the private homeowner streets in Phase I will not be used for construction or well service. A 30 inch high pressure gas pipeline runs along Air Depot. A floodplain is along the northeast and eastern sides of the site and will be designed as a common area. Several common areas have been designated for this development. The Edmond Plan does not indicate any trails through the addition. Planning Commission recommended denial. Randel Shadid, attorney representing the applicant, addressed Council and stated the existing oil well has been operating for approximately 26 years, and is a marginally producing well that only requires approximately three tanker trucks a year to retrieve the oil. He noted lots will be platted over the existing access road as well as over the well bore with the understanding that no homes can be constructed within 125 feet of the well bore or within 50 feet of the tank battery per state statutes while the well is an operating well. He stated the developer will construct another drive north of the existing access for the tanker trucks to use to access the well site and to serve as a construction entrance. Mr. Shadid stated a construction access from Air Depot will be provided to insure heavy equipment does not use the private homeowners street in Phase I. Future access for well service, provided the well is still operative, will be provided on the private streets

11 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 197 through Phases 3 and above. He noted the application is in compliance with all City codes and he urged approval. Tim Altendorf, representing Pedestal Oil Company, addressed Council and expressed his appreciation to the applicant for the proposed access on the north side of the property. He requested that if the Preliminary Plat is approved this evening that prior to approval of the Final Plat, Council require a recordable surface use agreement between Pedestal Oil and the applicant in order to allow the oil company to continue to access their well site. Mr. Altendorf stated it was his opinion that state statutes regarding the distance a home can be constructed from a well site and tank battery are not sufficient. He noted oil companies are required by state statutes to provide a 300 foot buffer from any occupied dwelling in order to drill a well. He stated they have negotiated larger buffers with several other developments within the City of Edmond which he felt provided more safety for homeowners. Derek Dixon, 2824 Hardwick Road, addressed Council on behalf of the Hampden Hollow residents. He stated although the applicant did not notify the residents of the proposed development, the residents were notified by the City Planning Department. He stated an informal meeting was held with Mr. Armstrong but due to mis-communication by both parties, the issues were not resolved at that time. He noted residents were concerned that at some time in the future, access may be provided through the additional phases of the neighborhood using private streets with residents being required to pay for maintenance of those private streets. He noted the residents have major concerns about the size of the homes abutting the existing homes. He stated he has a petition signed by 76% of the residents opposed to using their streets for any present or future oil/gas well operations. He noted residents requested any future phases be developed in the same manner as the original development. He requested a formal Community Connections meeting be held prior to approval of the Preliminary Plat in order for residents to better understand how the property will be developed. Darren Malone, 1916 Hardwick Road, addressed Council and stated the neighborhood covenants expressly forbid any mineral exploration in any manner on their properties which he assumed also included their streets and also required 2,200 square foot homes. Acea Warren, 2908 Hardwick Road,

12 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 198 and Barry Greyson, 2816 Hardwick Road, also addressed Council on this matter. Both were concerned about the large tanker trucks causing maintenance issues that the homeowners will have to pay for. Mr. Warren was also concerned about the trucks turning left into the recycle center and backing up traffic into the new phase of the addition and causing other traffic issues. Mr. Shadid stated the developer anticipates entering into an agreement with Pedestal Oil for continued access to the well site prior to approval of the Final Plat but that is a private agreement between the applicant and the oil company. He noted the private streets are constructed to public street standards. He stated access to well sites have previously been approved in several subdivisions that have public streets and he felt this situation was not any different since the streets are constructed using the same standards. He felt the issue had been solved in the short term since the well site will be accessed by a street, constructed by the applicant, that is not located in the existing addition. He noted as development continues in this plat, the access street will become an improved street and at that time Council will need to determine if another access will be required for the oil well site. He stated the minimum 2,200 square foot homes will be abutting the existing homes in compliance with the covenants of the first phase of Hampden Hollow. Mr. Shadid stated the smaller homes will be constructed on the interior of the development as had been previously done in several other developments. Councilmember Waner asked if the new addition will be part of the homeowners association now in place, and when the well is plugged is there a distance from the well required before a new home can be constructed. Mr. Shadid stated the covenants allow for annexation of the new phase of the addition into the existing homeowners association. He stated when a well is plugged it is considered abandoned and homes can be constructed over the well. Mr. Altendorf addressed Council and stated at this time the well is producing and Pedestal Oil anticipates it to be an operating well for many years into the future. He felt approval of the application should not be based on the assumption that the well will be plugged in the near future. He stated Pedestal Oil has surface agreements with most of the other developers in this situation and felt it was

13 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 199 essential to have an agreement with the developer for this well site in order to avoid future problems. General discussion was held regarding scheduling a Community Connections meeting. Both Councilmembers Caldwell and Miller felt a Community Connections meeting should be held prior to consideration of the Final Plat. Mr. Shadid stated he had no objection to a Community Connections meeting prior to submitting the Final Plat but he did not want the Preliminary Plat to be delayed since the applicant needed to be able to close the sale of lots in this second phase of the development by December. It was noted by staff that City codes do not require a surface use agreement between the involved parties before a Final Plat can be approved. Also noted was the City does not enforce homeowner association covenants or restrictions. Councilmember Waner asked about the alignment of the new access. Earnest Isch, Isch and Associates, representing the applicant, addressed Council and stated the proposed second access is 450 feet south of the property line on the north and 150 feet south of the access into the recycling center. Staff noted each application is reviewed on a case by case basis and since the entrances are on opposite sides of the street there will not be any conflict with left turns and the 300 foot separation would be adequate. Councilmember Waner asked the applicant if he would be willing to finalize the contract with the Pedestal prior to the Final Plat; he declined. She asked the applicant to confirm that, at build-out, well service will be provided in Phase 3 or above, on private streets. Mr. Shadid confirmed. Councilmember Waner felt Council would be setting a precedent by allowing access to a well site using private streets in a gated development. She stated she did not object to a Community Connections meeting that could improve the relationship between the developer and residents. Motion by Miller, seconded by Caldwell, to approve Planning Discussion Item 8.A. subject to holding a Community Connections meeting prior to consideration of a Final Plat. Motion carried as follows: AYES: NAYS: Mayor Pro Tem Lamb, Councilmembers Caldwell and Miller Councilmember Waner

14 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 200 Mayor Douglas returned to the City Council Chambers. B. Public Hearing and Consideration of Ordinance No rezoning from G-A General Agricultural to L-1 Lake Preservation, generally located north of 33 rd Street, on the east side of Air Depot Boulevard (Jerad Lovett, applicant) Case No. Z The site contains 30 acres and 11 lots are planned with private streets. The lots would use individual wells and septic tanks. Two similar developments are located to the north and south of this site. The application is in compliance with the Edmond Plan as it is consistent with surrounding zoning. Planning Commission recommended approval. Councilmember Waner asked if the applicant was aware of the development of Carl Reherman Park and he indicated he was. Motion by Lamb, seconded by Miller, to approve Ordinance No as read by title by the Mayor. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None Councilmember Caldwell temporarily left the City Council Chambers. C. Public Hearing and Consideration of extension of commercial Planned Unit Development (PUD) for Bridges of Spring Creek, located east of Bryant Avenue, north of 15 th Street (Sooner Land Company, LLC, applicant) Case Nos. Z and Z The original PUD was approved in November, The site contains acres. The developer is planning to sell BancFirst the lot south of the private drive as the entry to the project on the east side of Bryant. BancFirst originally planned to build on the north side of the entry drive at Briarwood and Bryant. There are no other changes to the current PUD. Planning Commission recommended approval. Motion by Miller, seconded by Lamb, to approve Planning Discussion Item 8.C. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Waner, Lamb and Miller None

15 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 201 D. Public Hearing and Consideration of extension of Site Plan for Bridges of Spring Creek, located east of Bryant Avenue, north of 15 th Street (Sooner Land Company, LLC, applicant) Case No. SP The Site Plan was approved on April 14, 2008, and extended on November 9, The extension request applies only to the land east of the main north/ south creek, north of 15 th Street and the bridge over the creek. There are no changes to the Site Plan. The applicant has not requested a building permit since the original approval and no Final Plat has been approved for the area east of the creek. Sites west of the creek are considered individually as projects are submitted. Planning Commission recommended approval. Motion by Miller, seconded by Waner, to approve Planning Discussion Item 8.D. subject to inclusion of the 12 items approved with the original Site Plan. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Waner, Lamb and Miller None E. Public Hearing and Consideration of amendment to the PUD Design Statement for Bridges of Spring Creek, located east of Bryant Avenue, south of the Briarwood Drive and Bryant intersection (BancFirst, applicant) Case No. Z The bank will contain 10,000 square feet and will be located south of the original site, south of Pelican Bay Aquatic Center. The applicant is requesting an additional drive on Bryant for Lot 3, Block 1, aligning with Devonshire Court on the west side of Bryant, in addition to the driveway east of Briarwood Drive. The application is in compliance with the Master Transportation Plan and will not require a variance. Planning Commission recommended approval. Steve Manek, City Engineer, addressed Council and outlined the plans for widening Bryant in this area and also making the second driveway a right-in, right-out only drive. General discussion was held. Susan Bonnell, 1417 Devonshire Court, addressed Council on this matter due to the location of her house. She was concerned about the difficulty of making left turns onto Bryant if a left turn bay was installed at Devonshire Court to turn into the bank s proposed additional drive.

16 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 202 Mark Lisle, BancFirst officer, and Doug Schrantz, civil engineer with SAIC, addressed Council on behalf of the applicant. Mr. Lisle stated two drives are essential for a bank in order to loop around the drive-in. Mr. Schrantz stated the bank would not be opposed to a right-in, rightout driveway on the second entrance. Councilmember Waner asked the applicants if they would consider a right-in, right-out curb cut. Mr. Manek responded such cuts are not effective and hard to enforce. Councilmember Waner indicated concern for the residents of Devonshire Court being able to turn in and out of their street with the increased congestion resulting from the curb cut. She indicated there has been a lot of community discussion on this project, and to amend it so shortly after adoption undermined the relationship between Council and the public. Motion by Miller, seconded by Lamb, to approve Planning Discussion Item 8.E. as amended requiring the second access aligning with Devonshire Court to be right-in only and southbound traffic on Bryant not be allowed to turn left into the bank curb cut. Motion was denied as follows: AYES: NAYS: Mayor Douglas and Councilmember Miller Councilmembers Waner and Lamb Councilmember Caldwell returned to the City Council Chambers. Mayor Douglas stated the Council would take a short break. F. Public Hearing and Presentation by the 1998 Edmond Downtown Master Plan Review Task Force and Consideration of acceptance of the Edmond Downtown Master Plan Update The Task Force was established August 24, 2009, and on August 10, 2011, they unanimously approved the 2011 Update. David Forrest, Chairman of the Task Force, addressed Council and outlined the Plan update. Mayor Douglas commended the Task Force for their work on the proposed plan update. Ferland Kerns, Edmond business owner, addressed Council and stated he was concerned that the proposed plan was too vague and he felt it needed to be more specific. He noted he was

17 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE 203 planning to bring a project forward but it would be located in Stephenson Park which if the proposed plan is followed, his project would not be able to proceed. General discussion was held and it was noted by Council that the plan update is essentially a report and guide as to what could be done in the future in the downtown area. It was also noted the official Edmond Plan is adopted by ordinance and is a City law but the proposed plan update was not being adopted by ordinance and therefore the City was not required to abide by the plan update. Motion by Miller, seconded by Caldwell, to accept Planning Discussion Item 8.F. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None 9. Executive Session to discuss the purchase of real property generally located in the vicinity of the Central Edmond Urban District (Executive Session authorized pursuant to 25 Okla. State. Sec. 307 (B)(3)): Motion by Waner, seconded by Lamb, to meet in Executive Session based upon the advice of the City Attorney who has determined that disclosure will seriously impair the ability of the City Council to process the claim or conduct a pending investigation, litigation or proceeding in the public interest. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None Mayor and Councilmembers recessed to the City Council Conference Room at 8:10 p.m. and returned to the City Council Chambers at 8:31 p.m. Motion by Lamb, seconded by Miller, to return from Executive Session. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None

18 EDMOND CITY COUNCIL MINUTES-AUGUST 22, 2011 BOOK 35, PAGE Consideration of action regarding the purchase of real property, generally located in the vicinity of the Central Edmond Urban District. Mayor Douglas stated no action would be taken on this item. 11. CITIZEN COMMENTS: None 12. NEW BUSINESS: None 13. Motion by Miller, seconded by Lamb, to adjourn meeting. Motion carried as follows: AYES: NAYS: Mayor Douglas, Councilmembers Caldwell, Waner, Lamb and Miller None City Clerk Mayor

19 City Council Item # 5. A. 1. Meeting Date: 09/12/2011 Submitted For: Steve Manek, Engineering Submitted By: Kay Northcutt, Engineering Information Item Consideration of Acceptance of Final Plat, Improvements and Maintenance Bonds for Integris Health, 15th and I-35. Background Water lines, sanitary sewer lines, storm sewer and a weir wall have been completed and are ready for acceptance with the required maintenance bonds. Time Frame Acceptance of the Plat at City Council meeting to allow for recording of Plat at Oklahoma County Courthouse. Issue Acceptance of improvements built to City standards allowing the plat to be recorded. Recommendations Staff recommends approval. Action Needed Motion to approve. Public Notification Posted City Council Agenda. Funding/Cost: N/A Budgeted Item Y/N or N/A: N/A Account: N/A Fiscal Impact

20 City Council Item # 5. A. 2. Meeting Date: 09/12/2011 Submitted For: Steve Manek, Engineering Submitted By: Kay Northcutt, Engineering Information Item Consideration of Acceptance of Final Plat, Improvements and Maintenance Bonds for Bristol Office Park II, S.W. 33rd and Kelly Avenue. Background Water lines and sanitary sewer lines have been completed and are ready for acceptance with the required maintenance bonds. Time Frame Acceptance of the Plat at City Council meeting to allow for recording of Plat at Oklahoma County Courthouse. Issue Acceptance of improvements built to City standards allowing the plat to be recorded. Recommendations Staff recommends approval. Action Needed Motion to approve. Public Notification Posted City Council Agenda. Funding/Cost: N/A Budgeted Item Y/N or N/A: N/A Account: N/A Fiscal Impact

21 City Council Item # 5. B. 1. Meeting Date: 09/12/2011 Submitted For: Larry Stevens, City Manager's Office Submitted By: Nicole Hufford, City Manager's Office Information Item Approval of budgeted funds for Capital and Operating Expenditures for the Guthrie/Edmond Regional Airport (June 2011); $7, Background This partnership between the two communities for the joint operation of the Guthrie/Edmond Regional Airport (GEOPORT) in Guthrie is now in its seventh year. In June of 2009 the cities of Edmond and Guthrie renewed their initial five-year agreement for another five years. This agreement provides that the two communities will equally share all operating and capital expenditures. Edmond s budget for the current fiscal year provides for $126,970 for operating costs and $102,030 for capital expenditures (including the local requirements for state and federal grants) resulting in a total current budget of $229,000. The City of Guthrie has invoiced us for the period of June 1, 2011 thru June 30, Our portion of the matching dollars for capital items is $0. Our match represents 5% of the total capital improvement costs. After this expenditure the balance of the city's financial commitment for FY 2011 is $79, Our portion of the operating expenses minus revenue is $7, These dollars go to help pay the daily operations of the airport. All operations costs are divided between the City of Edmond and the City of Guthrie equally. After this expenditure the balance of the city's financial commitment for FY 2011 is $52, Expenses approved to date will leave a balance of $131, of the current $229,000 FY2011 budget. Time Frame Fiscal Year Issue Approval of budgeted expenditures as per the contract agreed upon by City Council on 6/22/2009. Recommendations Staff recommends approval. Action Needed Motion to Approve. Public Notification City Council Agenda Funding/Cost: $7, Fiscal Impact

22 Budgeted Item Y/N or N/A: Y Account: Edmond-Guthrie Regional Airport (Maint/Repairs Bldg & Land): $ Edmond-Guthrie Regional Airport (Contract Services): $7, GERA June Invoice Attachments

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24 City Council Item # 5. B. 2. Meeting Date: 09/12/2011 Submitted For: Ross VanderHamm, Finance Submitted By: Ross VanderHamm, Finance Information Item Approval of the Interlocal Agreement between the City of Edmond and EMSA (Emergency Medical Services Authority); $996,445. Background Each year we contract for ambulance services through EMSA and approve an interlocal agreement. The attached agreement authorizes us to pay for these services this fiscal year. Time Frame FY11-12 Issue Approval of the Interlocal Agreement between the City of Edmond and EMSA (Emergency Medical Services Authority). Recommendations Staff recommends approval of this agreement. Action Needed Approval of the Interlocal Agreement between the City of Edmond and EMSA (Emergency Medical Services Authority). Public Notification Published as required. Funding/Cost: $996,445 Budgeted Item Y/N or N/A: Y Fiscal Impact Account: (Ambulance Services Fund - Contract Services) EMSA Attachments

25 Interlocal Subsidy Agreement This Interlocal Agreement is executed as of the day of, 2011, by and among The City of Edmond, Oklahoma ( City ) and Emergency Medical Services Authority, an Oklahoma public trust ( EMSA ). WHEREAS, City is a member of the EMS Interlocal Cooperative (the Cooperative ) created by the EMS Interlocal Cooperation Agreement by and among the City of Tulsa, Oklahoma, the City of Oklahoma City, Oklahoma, City, and other jurisdictions, as amended, pursuant to which EMSA operates and furnishes an emergency medical services system for City and the other members of the Cooperative; and WHEREAS, City desires to provide financial assistance to EMSA. NOW, THEREFORE, City hereby agrees to pay EMSA subsidies in the amount of $996,445 for fiscal year , which amount shall be paid in installments requested from time to time by EMSA in writing in order to meet cash flow needs. IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals as of the day and year first above mentioned. Mayor ATTEST: City Clerk EMERGENCY AUTHORITY MEDICAL SERVICES Chairman

26 City Council Item # 5. B. 3. Meeting Date: 09/12/2011 Submitted For: Magee Submitted By: Mike Magee, Emergency Management Information Item Approval of Contract for Outdoor Warning Device (OWD) Annual Maintenance Contract with Goddard Enterprises; $17,750. Background We received approval for a renewable annual maintenance contract in This agreement was formally completed at that time. The agreement had renewal options. We have exercised that option for two years with no cost increases. The service provided has been timely, thorough and good. Our Outdoor Warning System is in excellent condition. Our current routine maintenance agreement expires 30 September, The period of performance on the next agreement will be 1 October, 2011 through 30 June, 2012, thus matching our fiscal year. The routine agreement amount is $12,750. We have an additional Purchase Order for $5000 budgeted for required repairs that fall outside the routine agreement. Time Frame Upon approval with the option to renew annually. Issue None Recommendations Approve the agreement. Action Needed Review and approve agreement. Public Notification Notification will be in the form of City Council meeting minutes. Funding/Cost: $17,750 Budgeted Item Y/N or N/A: Y Account: Fiscal Impact OWD Annual Maintenance Contract Attachments

27 GODDARD ENTERPRISES Thousand Oaks Drive Edmond, Oklahoma ANNUAL MAINTENANCE PROPOSAL This agreement is for preventive and continued maintenance of Outdoor Warning system, between Goddard Enterprises and The City of Edmond, Oklahoma. This proposal will cover all active sirens plus the equipment at the activation points. The period of this agreement will cover a part of The City of Edmond s fiscal year, Oct. 1, 2011 thru June 30, Subsequent contracts will be for annual periods of July 1 st thru June 30 th. This maintenance contract is renewable on an annual basis, by mutual consent, upon review of costs, services provided and other terms of the agreement. Semi Annual inspection and testing of each siren site shall include the following: Inspection of overall condition of each siren head, control board, batteries, radio, cabinet, pole, wiring, and area around the siren. Checking and adjusting the transmitting and receiving levels of each radio, to include the two (2) activation points. Check and adjust the voltage levels of each battery charger. Check and correct all wiring connections for corrosion tightness. The batteries in nine sites will be replaced during the first semi annual maintenance, so that at the end of four years all batteries will have been replaced. Service response time will not exceed 96 hours from the time Goddard Enterprises is notified by the City of Edmond. The activation points, including the PCs and the SS2000Ds will be serviced as needed. Goddard Enterprises will make recommendations regarding programming, patches and software updates. All parts purchased to make repair or perform maintenance of the OWDS shall be billed at 25% above Goddard Enterprises cost. Goddard enterprises will prepare and present to the OWDS administrator within 30 days of semi-annual service completion a detailed service/inspection report listing any repairs or adjustments made during the semi annual maintenance. Goddard Enterprises will present a blank service/inspection page to the system administrator for review before performing semi annual maintenance. The maintenance agreement will start with a complete inspection of 39 siren sites and 3 activation points. Please note any part purchased will be billed at a 25% markup. For the partial fiscal year 2011 & 2012 period of this contract, the cost of this agreement will be $12, For subsequent annual agreements, the cost will be $17,000.00, unless a new cost is negotiated. Goddard Enterprises is a locally owned business. We have been in business for the past 43 years as a Storm warning Device Installer and Service Co. we have several Cities under yearly maintenance contracts so we are well aware of public funded contracts Goddard Enterprises shall hold the City harmless and shall be liable in the event of injury to the City personnel or damage or loss of their property caused by the contractor s equipment, personnel supplies or material furnished. The city and its personnel shall not be liable for any loss of or damage to contractor property unless due to their fault or negligence. INSURANCE AND LICENSE INFORMATION: Electrical Contractor State of Oklahoma #2089 Electrical Journeyman State of Oklahoma #2089 Business Liab. State Farm Insurance $1,000,000.

28 General Aggret. State Farm Insurance $2,000,000. PCO Aggregt. State Farm Insurance $2,000, Med/Persn State Farm Insurance $ 5,000. GODDARD ENTERPRISES - (CONT D) For: GODDARD ENTERPRISES For: CITY OF EDMOND PRINTED NAME; PRINTED NAME: (SIGNATURE) (SIGNATURE) SIGNED (date) SIGNED (date) NOTARY

29 City Council Item # 5. B. 4. Meeting Date: 09/12/2011 Submitted For: Tom Minnick, Engineering Submitted By: Tom Minnick, Engineering Information Item Approval of Contract Amendment with Kimley-Horn and Associates, LLC to include an additional task associated with Intelligent Transportation Systems (ITS); $22,100. Background Edmond s Intelligent Transportation System (ITS) consultant is Kimley-Horn and Associates. They are currently working on design plans for the Second Street ITS corridor from Santa Fe to Saints Boulevard. The estimated construction cost is 1.2 million dollars. Our goal is to apply for 1.4 to 1.5 million dollars worth of construction grants. However, we have no other ITS projects under design other than the Second Street corridor. The Engineering Staff would like to amend the Kimley-Horn contract to include the following task as identified in the ITS communication plan: Project # 5 Construction plans and specifications for the Wireless Communication system to be placed on four water towers. This project will install high-bandwidth point-to-point wireless radios on top of four existing high-point water towers. The wireless radios will utilize 11 GHz frequency and will require licensing from the Federal Communication Commission (FCC). The wireless back-haul supports high bandwidth needs of the City Traffic Engineering Department, as well as currently identified needs of other City Departments. Staff has negotiated a design amendment fee of $22, Our goal is to seek 100% Federal funding in December 2011 for the construction of the Second Street Corridor in The Edmond Public Works Committee approved this item at their July 27, 2011 meeting. Time Frame Immediate upon approval. Issue This task is necessary for the implementation of the City s ITS system. Recommendations Staff and Public Works Committee recommend approval. Action Needed Motion to approve. Public Notification Posted City Council Agenda.

30 Funding/Cost: $22,100 Budgeted Item Y/N or N/A: Y Account: Intelligent Traffic Systems kimley horn amendment Fiscal Impact Attachments

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38 City Council Item # 5. B. 5. Meeting Date: 09/12/2011 Submitted For: Brenda Mayer, Purchasing Submitted By: Brenda Mayer, Purchasing Information Item Acceptance of bid(s) for Transformers for the YourGovShop Member Participants. Background Staff recommends accepting the bid (s), including renewal options as follows: 1) Single Phase Polemount Transformers (JPB11-001) as follows: Items 1, 2 and 16 to Techline Items 3 through 6 and 17 through 22 to HD Supply Items 7 through 15 and 23 through 26 to AECI Time Frame Effective upon approval Issue N/A Recommendations Approval Action Needed Motion to Approve Public Notification N/A Funding/Cost: N/A Budgeted Item Y/N or N/A: N/A Account: N/A Fiscal Impact

39 City Council Item # 5. B. 6. Meeting Date: 09/12/2011 Submitted For: Steve Commons Submitted By: Steve Commons, City Manager's Office Information Item Approval of Memorandum of Understanding (MOU) from Commuter Corridor Alternatives Analysis for Central Oklahoma; $22, Background Alternatives analysis is a locally managed study process that relies to a large extent on the information on regional travel patterns, problems, and needs generated as part of the metropolitan transportation planning process. Edmond has participated in activities to improve our transportation abilities and capacities for the region. One of the most recent efforts was the completion of the first phase of the Regional Transit Dialog (RTD). The result of this initial effort was a recommendation from the Steering Committee that we proceed with an Alternatives Analysis study for the commuter rail corridor identified in the 2005 Fixed Guideways Study. Funding for Edmond's portion of the study has been included in the budget and is proportionate to our population in the area. The timetable is to secure agreement from the six cities involved with the Memorandum of Understanding by the end of September, Request for Proposals to conduct the study will be sent out in early October and proposals will be received and begin review in mid-november. Transportation planning on this scale is a long process and will take many years to see any progress. The key is you have to start the process and move through the appropriate steps. If you don't start or don't continue, it will just take that much longer in the future if the region is interested in transportation alternatives. Time Frame Process will start when all six entities approve the Memorandum of Understanding which is anticipated by the end of September. Issue Continue to participate in a process that looks at transportation alternatives for a growing Central Oklahoma region. Recommendations Approval of Memorandum of Understanding. Action Needed Approval of Memorandum of Understanding. Public Notification Posted City Council agenda. Fiscal Impact

40 Funding/Cost: $22, Budgeted Item Y/N or N/A: Y Account: General Government - Consulting and Professional Services MOU Alternatives Analysis Attachments

41 COMMUTER CORRIDOR ALTERNATIVES ANALYSIS FOR CENTRAL OKLAHOMA MEMORANDUM OF UNDERSTANDING WHEREAS, the 2035 Oklahoma City Area Regional Transportation Study (OCARTS) Plan, known as Encompass 2035, was adopted by the Association of Central Oklahoma Governments (ACOG) and its members for the purpose of developing and maintaining an integrated, multimodal, and intermodal regional transportation system; and WHEREAS, a Regional Fixed Guideway Study (FGS) for Central Oklahoma was completed in 2006, which resulted in a System Plan recommending further study of various transportation corridors to determine the feasibility of transit technologies as an alternative to automobile travel and a means to reduce traffic congestion, accidents, and emissions; and WHEREAS, three of the corridors recommended for further study in the FGS System Plan will provide transportation connections for commuters between downtown Oklahoma City and the Cities of Del City, Edmond, Midwest City, Moore and Norman; and WHEREAS, such commuter linkages would connect to and be served by the downtown Oklahoma City Modern Streetcar System, selected by Oklahoma City in July 2011 as the Locally Preferred Alternative, and the proposed regional Intermodal Transportation Hub, with a final location and conceptual layout recommended in the Hub Study completed in June 2011; and WHEREAS, ACOG has received federal authorization of Surface Transportation Program Urbanized Area (STP-UZA) funds to be used for a Commuter Corridor Alternatives Analysis, which will pay for 80 percent of the AA cost; and WHEREAS, the communities signing below wish to engage in a cooperative planning effort with ACOG, known as the Commuter Corridor Alternatives Analysis, which will analyze corridors recommended by the Regional Fixed Guideway Study that lie within their corporate limits; and WHEREAS, local matching funds are required to pay for 20 percent of the AA cost in order to utilize the federal STP-UZA funds and to hire a qualified consulting firm to conduct the AA; NOW, THEREFORE, the participating entities agree to share the 20 percent local match required to access the federal funds in an amount proportionate to their share of the total 2010 population. The amounts listed below are maximums, with final costs to be determined as part of the competitive consultant selection process: Population % Population Cost Oklahoma City 579,999 64% $ 160, Norman 110,925 12% $ 30, Edmond 81,405 9% $ 22, Moore 55,081 6% $ 15, Midwest City 54,371 6% $ 15, Del City 21,332 2% $ 5, , % $ 250,000.00

42 APPROVED by the City Council and signed by the Mayor: CITY OF OKLAHOMA CITY: Mick Cornett, Mayor City Clerk Date CITY OF NORMAN: Cindy Rosenthal, Mayor City Clerk Date CITY OF EDMOND: Patrice Douglas, Mayor City Clerk Date CITY OF MOORE: Glenn Lewis, Mayor City Clerk Date CITY OF MIDWEST CITY: Jack Fry, Mayor City Clerk Date CITY OF DEL CITY: Brian Linley, Mayor City Clerk Date APPROVED by the Intermodal Transportation Policy Committee and endorsed by the ACOG Board of Directors, this day of, Willa Johnson, ACOG Chair Elizabeth Waner, ACOG Secretary

43 City Council Item # 6. Meeting Date: 09/12/2011 Submitted For: Betty Brinkman Information Item Approval of EPWA Meeting Minutes: August 22, 2011 EPWA Attachments

44 EDMOND PUBLIC WORKS AUTHORITY MINUTES August 22, 2011 Chairman Douglas called the regular meeting of the Edmond Public Works Authority to order Monday, August 22, 2011, in the City Council Chambers. 5. Approval of Minutes of August 8, Motion by Miller, seconded by Waner, to approve Minutes. Motion carried as followed: AYES: NAYS: Chairman Douglas, Trustees Caldwell, Waner, Lamb and Miller None 6. GENERAL CONSENT ITEMS: (General Consent Items were voted on collectively except where noted.) A. Approval of Purchases: 1) Approval of Change Order No. 1 with Techsico Enterprise Solutions to install fiber optic line between the Oklahoma Municipal Power Authority (OMPA) at 2701 W. I- 35 Frontage Road, and the City s fiber network on the northeast corner of I-35 and 2 nd Street in the amount of $20, Motion by Lamb, seconded by Miller, to approve General Consent Item 6.A.(1). Motion carried as followed: AYES: NAYS: Chairman Douglas, Trustees Caldwell, Waner, Lamb and Miller None 7. NEW BUSINESS: None 8. Motion by Lamb, seconded by Miller, to adjourn meeting. Motion carried as follows: AYES: NAYS: Chairman Douglas, Trustees Caldwell, Waner, Lamb and Miller None Secretary Chairman

45 City Council Item # 7. A. 1. Meeting Date: 09/12/2011 Submitted For: Brenda Mayer Submitted By: Brenda Mayer, Purchasing Information Item Acceptance of bid(s) for Transformers for the YourGovShop Member Participants. Background Staff recommends accepting the bid (s), including renewal options as follows: 1) Single Phase Polemount Transformers (JPB11-001) as follows: Items 1, 2 and 16 to Techline Items 3 through 6 and 17 through 22 to HD Supply Items 7 through 15 and 23 through 26 to AECI Time Frame Effective upon approval Issue N/A Recommendations Approval Action Needed Motion to Approve Public Notification N/A Funding/Cost: N/A Budgeted Item Y/N or N/A: N/A Account: N/A Fiscal Impact

46 City Council Item # 7. A. 2. Meeting Date: 09/12/2011 Submitted For: Brenda Mayer Submitted By: Brenda Mayer, Purchasing Information Item Acceptance of Bid (including renewal options) for Underground Electric Ditching and Boring Services for the Electric Department; $1,000,000 annual estimate. Background Staff recommends accepting the bid for Underground Electric Ditching and Boring Services from Davis H. Elliot Construction. These services include the furnishing of all the necessary labor, tools, equipment, supplies, and miscellaneous items required for the ditching and backhoe services required for installations of, and modifications to the City of Edmond s Electrical Distribution System. This is the lowest and best bid received. Time Frame Upon Approval Issue N/A Recommendations Approval Action Needed Motion to Approve Public Notification Bid packages were picked up by thirteen (13) prospective bidders; Seven (7) bids were submitted. See attached Bid Tabulation. Funding/Cost: $1,000,000 Budgeted Item Y/N or N/A: Y Account: Electric/Distribution Construction Fiscal Impact Bid Tab 1546 Attachments

47 BID TABULATION UG Ditching B Item No. Fishel Company Davis H Elliot Evans & Associates General Underground Online Electric Red Dirt Construction Infratech Ditch/Backfill in soil 1 $9.15 $1.90 $4.50 $3.00 $1.50 $3.00 $3.20 Ditch/Backfill in rock 2 $27.46 $5.00 $7.23 $4.50 $5.00 $4.50 $24.50 Bore in soil paralleling R/W 3 $26.96 $3.15 $4.50 $4.00 $12.00 $3.50 $3.95 Bore in rock paralleling R/W 4 $53.93 $6.00 $7.50 $6.00 $25.00 $6.00 $6.50 Roadway bore in soil 5 $26.96 $3.15 $4.75 $4.00 $15.00 $3.50 $4.70 Roadway bore in rock 6 $53.93 $6.00 $8.75 $6.00 $30.00 $6.00 $8.90 Extra depth ditch/bore in soil 7 $6.80 $0.75 $0.50 $1.50 $0.50 $1.00 $1.20 Extra depth ditch/bore in rock 8 $17.00 $1.75 $1.00 $3.00 $1.00 $1.50 $2.40 Direct bury cable install in trench 9 $2.09 $0.50 $1.50 $1.00 $1.00 $1.00 $0.25 Direct bury cable install in bore 10 $2.27 $0.50 $1.60 $1.00 $1.00 $1.00 $3.30 Install conduit in ditch 11 $1.81 $0.65 $1.75 $1.50 $1.00 $1.00 $0.35 Install conduit in bore 12 $5.85 $0.50 $1.85 $1.50 $1.00 $1.00 $0.00 Install cable in conduit 13 $2.09 $0.65 $1.47 $1.50 $1.00 $1.00 $1.20 Install larger cable in conduit 14 $2.72 $1.00 $2.00 $4.50 $2.00 $2.25 $4.05 Compact trench 15 $3.76 $12.60 $6.75 $20.00 $4.00 $15.00 $0.85 Plow for street light 16 $5.79 $1.25 $2.10 $2.50 $1.00 $2.25 $1.75 Bore for street light 17 $25.06 $6.75 $12.00 $9.00 $15.00 $8.00 $7.00 Backhoe & operator 18 $ $63.71 $65.00 $80.00 $75.00 $55.00 $65.00

48 Hand dig 19 $ $34.02 $28.00 $30.00 $36.00 $25.00 $55.00 Install transformer pad 20 $ $75.00 $ $ $ $75.00 $ Set transformer on pad 21 $ $75.00 $ $ $ $75.00 $ Install pedestal 22 $ $65.00 $67.00 $50.00 $25.00 $45.00 $ Install ground rod 23 $41.72 $10.00 $10.00 $20.00 $25.00 $6.00 $35.00 Install crusher rock 24 $14.43 $4.32 $2.47 $12.50 $50.00 $8.00 $5.00 Sanding ditch 25 $5.01 $2.06 $1.79 $1.00 $5.00 $0.50 $1.00 Install pull string 26 $0.90 $0.35 $0.30 $1.00 $0.50 $0.25 $0.40 Compact around vaulted pads 27 $1, $ $ $ $ $ $ Vac-Tron 28 $ $55.00 $ $65.00 $85.00 $50.00 $60.00 After hours labor rate 29 $ $14.68 $10.00 $30.00 $75.00 $35.00 $28.50

49 City Council Item # 7. A. 3. Meeting Date: 09/12/2011 Submitted For: Brenda Mayer Submitted By: Brenda Mayer, Purchasing Information Item Acceptance of Bid for a Gas Chromatograph for Water Resources; $74, Background Staff recommends accepting the bid for the Gas Chromatograph from Agilent Technologies, Inc in the amount of $74, This is not the lowest bid however low bid did not meet our specification as their unit is designed to analyze solids and we analyze water samples. This is the lowest bid meeting specification. Time Frame Upon Approval Issue N/A Recommendations Approval Action Needed Motion to Approve Public Notification Bid specifications/plans were picked-up by five (5) prospective bidders; Two (2) bids were submitted. See Bid tabulation Funding/Cost: $74, Budgeted Item Y/N or N/A: Y Account: Water Treatment Plant/Lab Equipment Fiscal Impact Bid Tab 1547 Attachments

50 Bid Request Number B Title Gas Chromatograph with purge trap for Water Resources Description Bid Type Sealed Bid Open Date 8/4/ :04:10 PM Central Close Date 8/18/2011 2:00:00 PM Central Line Items Line 1 Gas Chromatograph with purge trap; as specified Name QTY UOM Price Extended Fox Scientific Inc 1 EA $20, $20, SRI Inst. # Agilent Technologies, Inc. (Agilent) is bidding in accordance with attached quotation Please refer to the quotation and attached literature for Agilent Technologies, Inc. 1 EA $74, $74, details of our offer.

51 City Council Item # 7. A. 4. Meeting Date: 09/12/2011 Submitted For: Brenda Mayer Submitted By: Brenda Mayer, Purchasing Information Item Acceptance of Bid and Approval of Contract for the Coffee Creek Waste Water Treatment Plant (CCWWTP) Screw Pump Rehabilitation Project for the Engineering Department; $383,587. Background Staff recommends accepting the bid for the CCWWTP Screw Pump Rehabilitation Project from BRB Contractors, Inc in the amount of $383,587. This is the lowest bid received. Time Frame Upon Approval Issue N/A Recommendations Motion to Approve Action Needed Approval Public Notification Bid packages were picked up fourteen (14) prospective bidders; Five (5) bids were submitted. See attached bid tabulation Funding/Cost: $383,587 Budgeted Item Y/N or N/A: Y Fiscal Impact Account: Wastewater Treatment Plant/Sanitary Sewer Construction CCWTP Bid Attachments

52 Bid Request Number B Title CCWTP Screw Pump Rehabilitation Description A cashier's check, a certified check, or a surety bond in the amount of five percent (5%) of the bid shall accompany the sealed proposal of Bid Type Sealed Bid Open Date 7/29/ :00:00 AM Central Close Date 8/18/2011 2:00:00 PM Central Line Items Line 1 (Package) CCWTP Screw Pump Rehabilitation; As Specified; Name QTY UOM Price Extended BRB Contractors, Inc 1 PKG $383, $383, Urban Contractors 1 PKG $392, $392, Northern Equipment Co 1 PKG $397, $397, J. S. HAREN COMPANY 1 PKG $444, $444, UCI 1 PKG $510, $510, Line 1.1 Name QTY UOM Unit Price Ext. Price BRB Contractors, Inc 5 EA $11, $56, J. S. HAREN COMPANY 5 EA $12, $60, Northern Equipment Co 5 EA $19, $97, Urban Contractors 5 EA $22, $110, UCI 5 EA $33, $165, RE-COAT SCREW PUMPS Line 1.2 Name QTY UOM Unit Price Ext. Price BRB Contractors, Inc 5 SETS $27, $138, Urban Contractors 5 SETS $30, $150, J. S. HAREN COMPANY 5 SETS $30, $150, Northern Equipment Co 5 SETS $31, $155, UCI 5 SETS $43, $215, BUSHINGS, BUSHING ANCHOR PLATE,PILLOW BLOCK BEARINGS, DRIVE BELTS Line 1.3 Name QTY UOM Unit Price Ext. Price Urban Contractors 5 EA $1, $5, Northern Equipment Co 5 EA $2, $14, UCI 5 EA $3, $15, BRB Contractors, Inc 5 EA $6, $33, J. S. HAREN COMPANY 5 EA $20, $100, Line 1.4 Name QTY UOM Unit Price Ext. Price Northern Equipment Co 5 EA $6, $32, REPAIR AND RE-COAT FLIGHTS REMOVE AND REPLACE GROUT

53 UCI 5 EA $9, $45, J. S. HAREN COMPANY 5 EA $10, $50, Urban Contractors 5 EA $10, $50, BRB Contractors, Inc 5 EA $11, $56, Line 1.5 Name QTY UOM Unit Price Ext. Price UCI 5 EA $9, $45, J. S. HAREN COMPANY 5 EA $10, $50, Urban Contractors 5 EA $10, $50, BRB Contractors, Inc 5 EA $14, $70, Northern Equipment Co 5 EA $14, $72, Line 1.6 Name QTY UOM Unit Price Ext. Price J. S. HAREN COMPANY 3 EA $3, $9, UCI 3 EA $3, $9, Northern Equipment Co 3 EA $3, $10, BRB Contractors, Inc 3 EA $3, $10, Urban Contractors 3 EA $5, $15, Line 1.7 Name QTY UOM Unit Price Ext. Price Urban Contractors 5 EA $2, $12, Northern Equipment Co 5 EA $2, $14, UCI 5 EA $3, $15, BRB Contractors, Inc 5 EA $3, $17, J. S. HAREN COMPANY 5 EA $5, $25, DEFLECTION PLATES STOP GATES UPPER PILLOW BLOCK SPLASH GUARDS

54 City Council Item # 7. A. 5. Meeting Date: 09/12/2011 Submitted For: Brenda Mayer Submitted By: Brenda Mayer, Purchasing Information Item Acceptance of Bid and Approval of Contract for the Lost Rock Sanitary Sewer Repair Project for the Engineering Department; $381,705. Background Staff recommends accepting the bid for the Lost Rock Sanitary Sewer Repair Project from Krapff Reynolds Construction in the amount of $381,705. This is the lowest bid received. Time Frame Upon Approval Issue N/A Recommendations Motion to Approve Action Needed Approval Public Notification Bid packages were picked up thirteen (13) prospective bidders; Eight (8) bids were submitted. See attached bid tabulation Funding/Cost: $381,705 Budgeted Item Y/N or N/A: Y Fiscal Impact Account: Wastewater Treatment Plant/Sanitary Sewer Construction Bid Tab Attachments

55 Bid Request Number B Organization City of Edmond Title LOST ROCK SANITARY SEWER REHABILITATION Bid Creator Brenda Mayer Purchasing M Description A cashier's check, a certified check, or a surety bond in the amount of five per brenda.mayer@edmondok.c Bid Type Sealed Bid Phone (405) Open Date 8/5/2011 3:00:01 PM Central Fax (405) Close Date 8/25/2011 2:00:00 PM Central Responding Suppliers Name City State Response Submitted Response Total KRAPFF REYNOLDS CONSTROKLAHOMA CITY OK 8/25/ :50:22 PM CST $381, Urban Contractors OK 8/31/2011 2:20:00 PM CST $434, RDM CONST., INC. PURCELL OK 8/31/2011 2:00:00 PM CST $471, Matthews Trenching Co., Inc Oklahoma OK 8/31/2011 2:00:00 PM CST $518, Young's General Contracting AL 8/31/2011 2:00:00 PM CST $554, Downey Contracting LLC Oklahoma City OK 8/25/ :36:54 AM CST $565, Cimarron Construction CompanOklahoma City OK 8/25/2011 1:47:19 PM CST $644, Nowak Construction Company,Goddard KS 8/25/2011 1:39:41 PM CST $785,320.00

56 City Council Item # 7. A. 6. Meeting Date: 09/12/2011 Submitted For: Glenn Fisher Submitted By: Dean Sherrick, Edmond Electric Information Item Approval of Change Order No. 1 to the C. R. Burgett Substation Site Preparation Revision to Total Investment Company; $23, deduction. Background Edmond Electric's consulting engineer, Philip Dean with C. H. Guernsey, has recommended a reduction to the Scope of Services required of Total Investment Company. This request is to remove the procurement and placement of six inches (6") of gravel from the Site Preparation Bid and include the gravel on the Install Specification. Total Investment Company's original bid of $352, will be reduced by $23, with the approval of this change order which will reduce the Contract price to $329, (see attached documentation). The gravel will be installed at the end of the installation of equipment as was originally intended. The Install Specification bid will be on the next Council/EPWA agenda for approval. Time Frame Upon Edmond Public Works Authority approval. Issue N/A Recommendations Staff recommends EPWA approval of this Change Order. Action Needed Motion to approve. Public Notification N/A Funding/Cost: $23, Budgeted Item Y/N or N/A: Y Account: Fiscal Impact Burgett Sub CO-1 Attachments

57 August 24, 2011 C. H. GUERNSEY & COMPANY Engineers Architects Consultants Mr. Dean Sherrick City of Edmond 100 E First Edmond, OK SUBJECT: C. R. Burgett Substation Site Preparation Revision to Total Investment Bid Dear Mr. Sherrick: After discussions with Mr. Wade Inman, Total Investment Co., and Mr. Jerry Cockrell, Edmond Electric, it is my recommendation to reduce the Scope of Services required of Total Investment. The original Scope of Services included installation of six inches (6 ) of gravel on the pad following completion of the substation. It is recommended the gravel be included on the installation portion of the substation. In Total Investment s total bid of $352,806.60, $23, was included for the procurement and installation of the gravel. It is my recommendation that the procurement and installation of the six inches (6 ) of gravel be removed from Total Investment s responsibility and their bid price be reduced to $329, Please let me know if you have any questions. Sincerely, C. H. GUERNSEY & COMPANY Philip Dean, P.E. Manager, Power Engineering Attachemnts 5555 North Grand Boulevard Oklahoma City, OK Fax cc: Brenda Mayer, Purchasing Manager Jerry Cockrell Providing quality, professional services a GUERNSEY hallmark since 1928.

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63 City Council Item # 7. A. 7. Meeting Date: 09/12/2011 Submitted For: Steve Lawrence Submitted By: Steve Lawrence, Engineering Information Item Approval of Change Order No. 1 to the Construction Contract with Young Contracting LLC for the Autumn Ridge Sanitary Sewer Creek Crossing Repairs Project; $40, increase. Background This project included the rehabilitation of sanitary sewer creek crossings in the Autumn Ridge area. Construction is nearing completion and this change order is necessary to reconcile quantities to date and fairly compensate the contractor for the work. This change order increases the contract by $40, The original contract amount was $298, All additional work is being paid at the unit prices bid. Time Frame Immediate upon approval. Issue Change order is necessary to fairly compensate the contractor for additional work. Recommendations Staff recommends approval. Action Needed Motion to approve. Public Notification Posted EPWA agenda. Funding/Cost: $40, Budgeted Item Y/N or N/A: Y Fiscal Impact Account: Wastewater Treatment Plant/Sanitary Sewer Construction (Existing Line Replacement)

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65 City Council Item # 8. A. Meeting Date: 09/12/2011 Submitted For: Bob Schiermeyer, Planning/Zoning Submitted By: Kristen Rakosky, Planning/Zoning Information Item Case #PR Public Hearing and Consideration of Preliminary Plat for Hutton Place, an addition with private streets, located on the south side of Coffee Creek Road, west of Williams Drive and approximately one-quarter mile west of Bryant Avenue. (Bob Turner) Background The Planning Commission considered this item on August 2, 2011 and recommended approval by a vote of 5-0. No one appeared in objection. Mr. Bob Turner is requesting preliminary plat approval of a private street addition on acres containing 32 single family lots. The lots are generally 65 feet by 120 feet, 7,800 square feet. A 20 foot building line is identified as the front setback. Mr. Turner will extend off-site, north of Coffee Creek Road to connect to water and sewer. Redmont Trace IV Addition is under construction to the west, which will be served with City water. The streets in this Addition will be private and there will be gated access. Williams Drive is a private street to the east. There will be no access from Williams Drive into this Addition. All of the lots in Hutton Place will back up to Williams Drive. A private detention area will be located in the northeast corner of this subdivision. Two of the lots, 5 and 6 in Block 2, will have a common area access to the street. That common area is only 130 feet in length. The developer is providing for 70 feet of right-of-way along Coffee Creek Road, matching the recommendation of the Transportation Master Plan. The Caliburn Addition is located to the northwest and the Golden Gate at Twin Bridges is located to the northeast. Acreage lots have been developed along Williams Drive to the south and east of subject property. This land is zoned A Single Family. Hutton Place Preliminary Plat Attachments

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68 City Council Item # 8. B. Meeting Date: 09/12/2011 From: Bob Schiermeyer Department: Planning/Zoning Information RE: Case #DD110018, DD110019, DD and DD Public Hearing and Consideration of Deed Certification that includes a modification of the Final Plat of Thornbrooke Manor, Section I located east of Bryant, one-half mile north of Thirty Third Street at Somerset Avenue. (Winchester Development, LLC) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant.

69 City Council Item # 8. C. Meeting Date: 09/12/2011 From: Bob Schiermeyer Department: Planning/Zoning Information RE: Case #Z Public Hearing and Consideration of Ordinance No. Edmond Plan Amendment from the proposed office usage to retail commercial developed as a Planned Unit Development on the southeast corner of 33rd and Bryant. (Neal McGee Homes Inc.) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant.

70 City Council Item # 8. D. Meeting Date: 09/12/2011 From: Bob Schiermeyer Department: Planning/Zoning Information RE: Case #Z Public Hearing and Consideration of Ordinance No. Rezoning from D-O Suburban Office to Commercial Planned Unit Development on the southeast corner of 33rd and Bryant. (Neal McGee Homes Inc.) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant.

71 City Council Item # 8. E. Meeting Date: 09/12/2011 From: Bob Schiermeyer Department: Planning/Zoning Information RE: Case #ES Public Hearing and Consideration of Ordinance No. closing a portion of a utility easement in the Olde Village Addition at 4633 Olde Village Circle located north of Memorial Road, west of Jordan Avenue. (Emily S. Jackson Revocable Trust) This item has been continued until the October 10, 2011 City Council meeting at the request of the applicant. The Planning Commission considered this item on August 16, 2011 and recommended approval by a vote of 5-0 subject to an agreement being reached with ONG prior to the September 12, 2011 City Council meeting. David Jackson is requesting that a triangular shaped parcel be closed at 4633 Olde Village Circle where the neighboring house encroaches on to the Emily Jackson property. There is a 15 foot utility easement on the Jackson lot which is Lot 17, Block 1 Olde North Village. The house is for sale and this creates a title problem. The encroachment is 3.5 feet at the greatest point. Only the triangle shaped encroachment is being closed. There is a sewer line and gas line in this easement. David Jackson understands that there is another issue regarding the encroachment of the neighboring home at 4641 Olde Village Circle but the first priority is to determine if a portion of a utility easement can be closed. Oklahoma Natural Gas Company does have a 2 inch plastic main located in the utility easement close enough to the house that they have asked Mr. Jackson to modify the line and enter in to an agreement to pay for the cost of any relocation. If there is not an agreement, ONG opposes the closing of the triangle shaped property. At the time of agenda preparation, Mr. Jackson has not moved the gas line but is continuing to work to meet ONG's requirements. He understands that if the work is not complete in sufficient time prior to the September 12, 2011 City Council meeting, this item will need to be continued. The house does not encroach over the sanitary sewer line. The City has inspected the location and a majority of the easement is being retained at a 15 foot width. The City will have just less than 12 feet of easement where the encroachment occurs but otherwise the full easement is being retained. Jackson Easement Closing Attachments

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74 ,,t,t', OrrrgoMA ' I\ATUR:{I Grs June 3,2011 Office of City Planner P.O. Box 2970 Edmond, Oklahoma Dear Mr. Schiermever. LETTER OF OBJECTION FOR CLOSING A TJTILITY EASEMENT LOCAT'ED AT 4633 OLDE VILLAGE CIRCLE QTR/SE Tl3N, R3W, SEC 11, OKLAHOMA CITY, OKLAHOMA COLINTY, OKLAHOMA Oklahoma Natural Gas Company objects to your requesto close the public utility easement. We do have a2-tnch (2") plastic main located in the utility easement. Please contact Henry Bluejacket at (405) or (405) in regards to our obiection of your request. Sincerely,^, J "fu.j*&- North Metro Oklahoma City Operating Manager

75 Easement Exhibit rl Jl II *l o)l i.n I I \-l \l I trl 1., -l el ml I II t)' V 66 ""$ dt*"" N W s63'm +" Polnt of S.ghilng Edga of odve Pmpor d EFcnEtt Legal Description Part of Lot Lot seventeen (12) in Brock one (1) of OLDE NORTH VTLLAGE to Edmond, okiahoma county, okrahoma, according to the recorded prat thereof, Beginning southeast at the corner of said Lot 17; Thence Northwesterty aiong.rr" with feet a Radius and a chord Bearing of of N 40"s2'10" w, chord Length ot"z.sireet; " n c r"ngthlii.ss feet; Thence s 54'19'44'w a distanc,e of feet; Thence s 37"sl,sg'wa 26.44; distance Thence of S 54"19'44'W a distance of 2.93; Thence N 62.s6'44" W a distance feet;thences of "20'27'Wadistanceof 6.E2feettoapointonineSoutn tineorsaic Thence N 54" 1 iot 944. E tz; along said south lino of Lot 17 a oirt"nce o f 4T.Tzfeet to the point Beginning. of 5"#;'.-?* ffi iriiruu;ilil Date: 7_&1 1 CERTIFICATE OF AUTHORIZAT]ON CA 1 9. EXPTMTIONDATE:6/30r20i3 HALE & BUCKLEY SURVEY COMPANY INC. Survey No Sheet 1 of1?",jh*"i:*'#ff'*ff;t,a ra

76 City Council Item # 9. A. Meeting Date: 09/12/2011 Submitted For: Bob Schiermeyer, Planning/Zoning Submitted By: Kristen Rakosky, Planning/Zoning Information Item Case # VA Public Hearing and Consideration of Site Plan modification for a ground sign and variance to allow a larger ground sign for Integris Health Edmond located at 4801 Integris Parkway. (Integris Health) Background The Planning Commission considered this item on September 6, At the time of City Council preparation, the Planning Commission had not met to discuss this item. A separate report with the Planning Commission recommendation will be provided to the City Council before the meeting on September 12, In September of 2008 when Integris Health received site plan approval, they indicated that the ground sign size and height was 75 square feet per side and 25 feet tall. Since that time Integris has been able to purchase land closer to the frontage road from ODOT just as Henderson Hills Baptist Church. An electric line has also been moved from the area where the sign would be placed. Integris owns acres and has 900 feet of frontage along I lineal feet of the frontage is zoned E-1 PUD and 420 lineal feet of frontage is zoned E-1 General Commercial. The sign was not discussed in detail with the site plan. The ordinance provides in the I-35 Corridor that if you have 500 feet or more of frontage you can have a 100 square foot sign per side, 50 feet in height. If you have Planned Unit Development zoning, you can qualify for a 150 square foot sign per side, 60 feet in height. Integris is 20 feet short of meeting the standard for the PUD option for signage with 500 feet of frontage, a 150 square foot sign is allowed. The sign that was approved in September was less than allowed by code which would have been at least 100 square feet, 50 feet tall. Integris does not want to make the sign taller. The base of the sign is masonry, matching the materials on the building. Integris would like to request a variance to allow for a 150 square foot sign. They feel that based on the trees that have been retained, maintaining the existing topography on the front of the property and the substantial setback of the hospital from the frontage road that a 50 square foot sign is appropriate along I-35. Integris Health Sign Variance Attachments

77 f'--! corps eroperty I Flood Way I 1Oo-year Flood Plain f -l 500-year Flood Plain I elannea Unit Development

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79 INTEG Rls 3{;"fd EOMOIID 480t INTEGRIS Parkway Edmon4 OK ' Dear Mayor and City Council members for the City of Edmond: When the site plan for INTEGRIS Health Edmond (INTEGR S) was approved on September 8, 2008, the ground sign submitted was 25 feet in total height with Z5 square feet of sign area. Since that time, the Oklahoma Department of Transportation (ODOT) has agreed to sell surplus land along l-35 to lntegr s. The purchase of this land has been discussed and aooroved by the City of Edmond. Edmond Electric has recenfly relocated the electric lines based on ihe pending ODOT purchase. As a result of the additionaland and for factors listed below, INTEGR S woutd tike to propose an altemate ground sign, maintaining the overall 2S foot 'n height, but increasing the sign area upto 150 square feet. The original approval was for a smaller sign than allowed atthis location. INTEGRIS will now own 900 feet of frontage along t-35; 48oleet of that irontage is zoned "E-1" General Commercial Planned LJnit Developmeni, only 20 feet short of allowing thtis0 square feet permitted in the Sign Code. A primary considerafion is that per the Oklahoma State Department of Health (OSDH), under section oac 310: , "Haspitals with an organized emergency service shatt have the emergency access we mafted to facilitate entry trom public roads or sfreefs seying the site." Due to the existing trees and rolling topography of the site and sunounding land, the hospital itself is barely visible from the I-35 Frontage Road. In addition, the sei back off the service road, and the existing drainage swale that parallels the property limits the options to locating the sign. Increasing the.sign square footage up to 150 square feet wilt hetp to otfset these chaltenging sita conditions and better direct patients to emergency care as required by OSDH. In addition, ODOT is currently working with INTEGRIS to provide hospitat identification signs on l-35 and the access roads to quickly and efficienuy direct drivers to the hospital front entrance. lf the proposed sign is held to z5 square feet, drivers will be much less likely to see the hospital entrance with adequate time to decelerate and make safe tuming movement into ihe entrance drive upon their approach. This potentially creates a hazard in lddition to losing valuable time transporting critically ill patients safely to emergency services. The need for a well marked entrance and highly visible sign are critical to the services provided by the hospital. considering the overall setting along l-35, the retention of many trees, the work accomplished with Edmond Electric and the oklahoma Department of rransdortation. and the.need to comply with OSDH requirements, the larger square footage sign is critical for the patients and visjtors ihe new hospital will serve. INTEGRIS Health Edmond is pleased to bring this state-of-the-art medicalfacility io Edmond and the areas north of oklahoma city. we appreciate your time and consideraiion to our proposal, enabling us to provide the public with a clearly defined emergency services entrance.!\"s(iii"-s--.--=: Avilla Williams, President of INTEGRIS Heatth Edmond

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