Notice of Special Meeting of the Bartlesville City Council

Agenda Item 0 NOTICE OF SPECIAL MEETING OF THE BARTLESVILLE CITY COUNCIL

Monday, March 18, 2019 Council Chambers 7:00 p.m. 401 S. Johnstone Avenue Bartlesville, OK 74003 Mayor Dale Copeland

918-338-4282

AGENDA

1. Call to order the business meeting of the Bartlesville City Council by Mayor Copeland.

2. Roll Call and Establishment of a Quorum.

3. The invocation will be provided by Pastor Jason Elmore, Friday Nite Church and President of the Ministerial Association.

4. Citizens to be heard.

5. City Council Announcements and Proclamations

6. Authorities, Boards, Commissions and Committee Openings  There are no openings at this time.

7. Consent Docket a. Approval of Minutes i. The Regular Minutes of March 4, 2019.

b. Approval of Agreements and Contracts i. Approve short form contract with J. Graham Construction Inc. for the Police and Fire Memorial project based upon written quotes for services.

c. Receipt of Financials i. Interim Financials for the six months ending December 31, 2018.

8. Discuss and take action to award Bid Number 2018-2019-032 for Storm Drain Materials – Reinforced Concrete Box, Storm Drain Manholes and Drainage Inlets. Presented by Terry Lauritsen, Director of Water Utilities.

9. A public hearing to consider and take action on a request by City of Bartlesville staff to close a portion of Silas Avenue (6th Street) lying between Block 47 and Block 54 of the Original Town of Bartlesville, Washington County, Oklahoma, said right-of-way being located between Dewey Avenue and Osage Avenue. Presented by Micah Siemers, P.E. Director of Engineering.

10. City Manager and Staff Reports.

11. City Council Comments and Inquiries.

12. Adjournment.

The Notice of Meeting and Agenda was received and filed in the Office of the City Clerk and posted in prominent public view at City Hall at 5:00 p.m. on Thursday, March 14, 2019.

Jason Muninger /s/ Elaine Banes

Jason Muninger, City Clerk/Finance Director by Elaine Banes, Deputy City Clerk

All discussion items are subject to possible action by the City Council. Agenda items requiring a public hearing as required by law will be so noted. The City Council may at their discretion change the order of the business agenda items. City of Bartlesville 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 one working day prior to the scheduled meeting is encouraged to make the necessary accommodations. The City may waive this rule if signing is not the necessary accommodation. Agenda Item 7.a.i.

MINUTES OF THE REGULAR MEETING OF THE BARTLESVILLE CITY COUNCIL

Monday, March 4, 2019 7 p.m. City Hall, Council Chambers 401 S. Johnstone Avenue Dale W. Copeland, Mayor Bartlesville, OK 74003 918-338-4282

MINUTES (Notice of Meeting was posted 12/15/18. Agenda posted February 28, 2019)

City Council Members present were Mayor Dale Copeland, Vice Mayor Alan Gentges, Trevor Dorsey and Paul Stuart. City Council Member absent was Jim Curd, Jr.

City staff present were Mike Bailey, City Manager, Jess Kane, City Attorney; Jason Muninger, City Clerk/Finance Director; Lisa Beeman, Director of Community Development and Park Planning; Terry Lauritsen, Director of Water Utilities; Keith Henry, Director of Public Works; Nancy Warring, Grants Administrator; Kelli Williams, Chief Communications Officer; David Taylor, IAFF; Sgt. Jim Warring; Police Chief Tracy Roles; and Elaine Banes, Executive Assistant.

1. Mayor Copeland called the business meeting of the Bartlesville City Council to order at 7:00 p.m.

2. Roll call was conducted and a quorum established.

3. The Invocation was provided by Rev. Mike Watkins, St. Luke’s Episcopal Church.

4. Citizens to be heard.

There were no citizens to be heard.

5. City Council Announcements and Proclamations.

There were no announcements or proclamations.

6. Authorities, Boards, Commissions and Committee Openings  Three openings on the Bartlesville Library Board

Mayor Copeland read the openings and encouraged citizens to volunteer on City Committees. Applications can be found at www.cityofbartlesville.org or at City Hall in the City Manager’s Office.

7. Consent Docket a. Approval of Minutes i. The Regular Meeting Minutes of February 4, 2019.

b. Approval and/or Ratification of Appointments and Reappointments to Authorities, Boards, Commissions and Committees i. Reappointment of Mr. Mike McGrew and Mr. Richard Keim to additional three- year terms on the Sewer System Improvements Oversight Committee at the recommendation of Councilman Dorsey.

ii. Reappointment of Mr. Morris McCorvey to an additional three-year term on the Community Center Trust Authority at the recommendation of Mayor Copeland.

c. Agreements and Contracts i. Approve a Funding Agreement between the Oklahoma Department of Environmental Quality (ODEQ) and the City of Bartlesville for the reimbursement of expenses related to the purchase of a brush and wood chipper and associated three-year service agreement. ii. Approve an Agreement between the City of Bartlesville and the Bartlesville Area Habitat for Humanity to forgive a $6,450 lien on property located at 1541 SW Maple Avenue.

d. Approval of Resolutions i. Approve a resolution amending the budget of the City of Bartlesville, Oklahoma for Fiscal Year 2018-2019, appropriating grant revenues from the Oklahoma Department of Environmental Quality. ii. Approve a resolution amending the budget of the City of Bartlesville, Oklahoma for Fiscal Year 2018-2019, appropriating CDBG 2017 grant revenue.

Mayor Copeland read the consent docket in its entirety. Mr. Stuart asked that Item 7.a.i. be removed for discussion.

Vice Mayor Gentges moved to approve the consent docket, excluding Item 7.a.i., seconded by Mr. Dorsey.

Aye: Mr. Stuart, Mr. Dorsey, Vice Mayor Gentges, Mayor Copeland Nay: None Motion: Passed

Mr. Stuart asked that the Minutes of February 4, 2019 be corrected regarding Item 19. He asked to remove the portion of the first sentence in paragraph three where it states that he is the council liaison to the City Planning Commission, since he is not the liaison to the Commission.

Mr. Dorsey moved to approve Item 7.a.i. with the correction, seconded by Mr. Stuart.

Aye: Mr. Stuart, Mr. Dorsey, Vice Mayor Gentges, Mayor Copeland Nay: None Motion: Passed

8. Discuss and take action on awarding Bid Number 2018-2019-029 for a Tandem Axle Dump Truck for the Water Distribution Department, Presented by Trevor Dorsey.

Mr. Dorsey moved to award Bid No. 2018-2019-029 to Premier Truck Group for $117,995, seconded by Mr. Stuart.

Aye: Mr. Dorsey, Vice Mayor Gentges, Mr. Stuart, Mayor Copeland Nay: None Motion: Passed

9. Discuss and take action on a recommendation from the Bartlesville Development Authority to appropriate $150,000 from the Economic Development Fund for a forgivable loan to Custom Molding Services to facilitate the purchase and move into the

former Voice of the Martyrs warehouse facility at 510 W. Adeline, and add 15 new jobs. Presented by David Wood, President, Bartlesville Development Authority.

Mr. Wood reported that Custom Molding Services (CMS) is owned by Bill and Cathie Johnson and operates out of an inadequate facility at 3509 Minnesota Street. Since 2012, when purchased by the Johnson’s, contract work has grown, along with the list of original products developed by CMS, therefore the need for a larger facility. Mr. and Mrs. Johnson approached the BDA in April of 2018 and asked for potential assistance with the construction of a new facility in the Bartlesville Industrial Park. Due to the substantial electrical requirements for plastic molding, costs for a new facility exceeded what they could afford, even with exceptionally high support from the BDA. Fortunately, the former Voice of the Martyrs building at 510 SW Adeline became available and is equipped with the electrical service needed for the plastic molding, and is available for an affordable price. Mr. Wood continued reporting that CMS has contracted for the purchase of the building, contingent upon financial assistance from the BDA, at a level consistent with BDA’s typical participation, which is a forgivable loan of $10,000 per job created (average production wage of $15 per hour). With the move into the VOM facility, CMS projects an increase of 15 net new employees within 12 months of occupancy.

Mr. Wood concluded that on February 27, the BDA Board of Trustees approved a request from CMS and recommends that the City Council appropriate $150,000 from the Economic Development Fund to support the building purchase and equipment move. The terms are that CMS will receive a 0% ten (10) year loan, payable in 10 annual installments of $15,000, with an annual credit of $1,000 per net new FTE job over the current five-employee baseline; and that the loan to CMS will be secured with the personal guarantee of Bill and Cathie Johnson, and the BDA will file a subordinate mortgage on the Adeline facility.

Vice Mayor Gentges moved to approve appropriating $150,000 from the Economic Development Fund to support the building purchase and equipment move for Custom Molding Service as presented, seconded by Mr. Stuart.

Aye: Vice Mayor Gentges, Mr. Stuart, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed

The Mayor expressed his appreciation of the BDA and the work they do to keep and build business in Bartlesville.

10. Discuss and take action on Amendment Number 1 to the professional services agreement with Ambler Architects on the Tower Center at Unity Square project for structural engineering services for the stage canopy. Presented by Terry Lauritsen, P.E., Director of Water Utilities.

Mr. Lauritsen reported that one of the designated projects on the voter approved 2018 GO Bond issue was to develop a green space between the Price Tower and Community Center. The overall budget for the project is $1.75 million. The City Council approved the Tower Center concept on November 5, 2018 and a professional service contract with Ambler Architects for the design of the green space on December 3, 2018. One of the items not included in this design contract was the structural design for the canopy over the stage. The cost to include the structural design and prepare construction documents for this feature is $11,000.

Mr. Dorsey moved to approve Amendment No. 1 in the amount of $11,000 for preparation of construction document required to provide a canopy to the stage at Tower Center at Unity Square as presented, seconded by Mr. Stuart.

Aye: Vice Mayor Gentges, Mr. Stuart, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed

11. Discuss and take action to approve the final report for the Water Reuse Feasibility Study through a Bureau of Reclamation Grant to augment Bartlesville’s Long Term Water Supply. Presented by Terry Lauritsen, P.E., Water Utilities Director and Srini Sundaramoorthy, P.E., S2 Engineering.

Mr. Lauritsen reported that over the last 12 years, the City has been experiencing consistent flows into the wastewater treatment plant that have exceeded the plants rated design capacity. Due to the frequency of these flows, a facility plan was initiated in 2004 and completed in 2010 to investigate options to either expand the current treatment plant or build a secondary treatment plant south of town. Based on the City’s growth patterns, comparable capital costs and long-term desire to move the treatment plant away from populated areas, Council selected the secondary treatment plant south of town option. After the completion of this facility plan (2010), the State legislature adopted the Water for 2060 Law, which has a goal to consume no more fresh water in 2060 than consumed in 2012 and tasks the Oklahoma Department of Environment Quality to develop regulations and encourage water reuse. Bartlesville has a desirable layout regarding the location of the existing wastewater treatment plant and a potable raw water pump station on the Caney River,

Since water reuse was not considered in the 2010 facility plan, Council approved a contract with Tetra Tech in May 2016 to investigate the feasibility of reuse and update the costs for the two options developed through the 2010 facility plan. In August 2017, the results from the study were presented to Council, which concluded that water reuse is feasible up to 4 million gallons per day and the capital costs to build a secondary plant south of town was $65MM, while the cost to expand the existing treatment plant was $49.4MM. In September 2017, Council selected the option to expand the existing treatment plant and authorized staff to pursue water reuse through this option. In January 2017, the City applied for a $150,000 grant through the Bureau of Reclamation’s (BOR) WaterSMART program to pursue a feasibility study for water reuse. In October 2017, the City was awarded the grant. While some of the tasks necessary for the feasibility study were completed through Tetra Tech’s May 2016 contract, Council approved an amendment to the 2016 contract in October 2017 for additional analysis and sampling necessary for regulatory approval to complete this feasibility study. Mr. Lauritsen introduced Srini Sundaramoorthy who presented the wasteload allocation study that determines the treatment level and volume that water can be discharged for reuse, and the capital and life cycle cost study on reuse and other alternatives for water supply. Mr. Sundaramoorthy provided an in-depth overview and key components of the Study using a PowerPoint presentation, which is attached to these minutes. Mr. Lauritsen provided a timeline of receipt of contract for grant funds ($750,000) and future Council action on the concept of the wastewater plant and water reuse.

Discussion ensued covering an option of recapturing water upstream; limited rights on the Caney River; securing water rights from area lakes; future treatment improvements; how reuse will be utilized for drought conditions only; thresholds and worst case scenario

requirements; future studies if water needs increase over 4 mgd; and that the steps presented will guarantee water provision for at least 25 years and up to 50 years.

Vice Mayor Gentges moved to approve the Water Reuse Feasibility Study as presented, seconded by Mr. Stuart.

Aye: Mr. Stuart, Mr. Dorsey, Vice Mayor Gentges, Mayor Copeland Nay: None Motion: Passed

12. Receive a presentation on the interim results of a Compounds of Emerging Concern Study for the Caney River and Hudson Lake. Presented by Terry Lauritsen, P.E., Director of Water Utilities and Dr. Kyle Murray, PhD, Hydrogeologist, Oklahoma Geological Survey

Mr. Lauritsen reported that in conjunction with water re-use, it was decided to look at the effects of the trace compounds that are not regulated by the EPA or the State. Samples have been and will be collected each season and sent to a laboratory to test for 99 compounds that are classified as industrial, commercial, pesticides, pharmaceuticals and personal care products, hormones and “other”. These samplings show what chemicals, with their concentrations, are currently present in the drinking water, how these change seasonally and possible changes, if any, that may occur with the implementation of water reuse. The samplings provide additional information to aide in the design of the treatment processes for the wastewater treatment plant expansion. He concluded that three of the four sampling/testing events have been completed, and Dr. Murray was introduced to present the results.

Dr. Murray provided an in-depth presentation (attached to these minutes) concluding that Compounds of Emerging Concern (CEC) are present in all waters (ubiquitous) of the United States; CEC are detected in City of Bartlesville waters, with similar concentrations and percent detections as other water of Oklahoma; percentage of detections in Bartlesville Effluent (Site 2) by class: pesticides (28.1%), industrials (50.0%), PPCP’s (45.3%), hormones (8.3%), and others (43.6%); percentage of detections in Caney River (Site 1) 4.6 miles downstream from Effluent Discharge/Site 2 by class; pesticides (19.3%), industrials (15.7%), PPCPs (20.1%), hormones (4.2%, and other (33.3%); percentage of detections in Caney River (Sites 3 & 4) upstream from Site 2 by class; pesticides (19.3%); percentage of detections in Hudson Lake (Site 5 & 6) by class; pesticides (11.4%), industrials (%.6%), PPCP’s (9.6%), hormones (6.3%), and others (14.1%). In addition, effluent, Caney River, and Hudson Lake CEC concentrations versus 11 health standards equaled zero exceedances; and additional treatment could reduce concentrations and remove a very high percentage of CEC; and that potable reuse of municipal wastewater is feasible and safe with or without advanced treatment or ultra-filtration.

Discussion ensued covering there are three compounds that are currently regulated and those concentration levels in the waters of Bartlesville are well below the standards; and how additional health standards were added in as well, and again, Bartlesville is well below the standards.

Mr. Dorsey moved to receive the presentation as presented, seconded by Mr. Stuart.

Mayor Copeland and Vice Mayor Gentges shared their appreciation for the information.

Aye: Mr. Dorsey, Vice Mayor Gentges, Mr. Stuart, Mayor Copeland Nay: None Motion: Passed

13. Discuss and take action on a professional services agreement with Tetra Tech, Inc. for engineering services on the Wastewater Treatment Plant Effluent Pump Station and Pipeline and Raw Water intake Rehabilitation Project. Presented by Terry Lauritsen, P.E., Director of Water Utilities.

Mr. Lauritsen stated that he wanted to add that powdered activated carbon is also being used to remove organics for taste and odor issues, and that preliminary results indicate that CEC removal may result from the treatment.

He continued to report that with the completion of the Water Reuse Feasibility Study, the next task in the plant expansion/reuse concept is the engineering design for the reuse pump station, pipeline as well as renovating the raw water intake structure on the Caney River. Due to their involvement with the facility planning and feasibility study, staff requested a proposal from Tetra Tech for engineering services to prepare the necessary environmental and construction documents for this project. The proposed contract will perform the requested professional service for $570,000 and will complete the design by February 2020. The professional services are budgeted through the Water plant Capital Reserve fund. The estimated construction cost for this project is $8.2 MM. As previously reported in Agenda Item 11, the City applied for a $750,000 grant through the Bureau of Reclamation’s WaterSMART Drought Response Program and in June of 2017, the City was notified of the BOR’s intent to Award. The final agreement should be available for City acceptance within the next 60-90 days. The professional service contract with Tetra Tech has been structured to include the federal items that will be required through the BOR agreement.

Vice Mayor Gentges moved to approve the professional services agreement with Tetra Tech, Inc. in the amount of $570,000 as presented, seconded by Mr. Dorsey.

Aye: Mr. Curd, Vice Mayor Gentges, Mr. Stuart, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed

14. New Business

There was no new business.

15. City Manager and Staff Reports.

Mr. Bailey informed the City Council that after speaking to the City’s financial advisors, that the General Obligation Bond election will not be held this year. He went to explain the process including information at the CIP Sales Tax, which will an election for that will possibly coincide with the next GO Bond election. Projects are different for the two, so further planning will need to be discussed with committees, directors and financial advisors. He went to explain how to get the best rate; when each expires and when the last tranche of GO Bonds will be needed.

He also announced that the groundbreaking for Tower Center at Unity Square will be at 11:30 a.m. on March 29. The public is welcome to attend. Mr. Lauritsen reported that construction has already started on the wastewater and drainage project affecting the area around the Price Tower and Community Center Parking lot. This should take about 90 days to conclude.

A mid-month City Council meeting will be held in order to handle quite a few items relating to the Tower Center.

Police Chief Roles reported that he will be providing free rides on St. Patrick’s Day for those who may have consumed too much alcohol in celebration. He stated that he will be available to assist anyone who needs a ride, no tricks, no judgement.

Chief Roles also reported that applications are being taken for those interested in attending the Citizens Police Academy. Additional information can be obtained from the City of Bartlesville website or by emailing [email protected].

16. City Council Comments and Inquiries.

Mr. Stuart expressed his appreciation of the action taken in the consent docket to assist Habitat for Humanity.

Mayor Copeland asked Mr. Bailey to report on how the weather events were handled over the past week or two. He turned it over to Chief Roles who reported that there were very few incidents and appreciated the outstanding way citizens dealt with the icy conditions.

17. There being no further business to address, Mayor Copeland adjourned the meeting at 8:31 p.m.

Dale W. Copeland, Mayor

Jason Muninger, City Clerk/Finance Director Agenda Item 7.a.i.Attachment

Presentation to: City Council March 4, 2019

1 WATER SUPPLY

Hulah

Copan Raw Water Storage Hulah – 72% Caney River – 19% Hudson – 9% Hulah Lake Lost 58% of Water Storage (1958) Hudson Lake Hudson Lost 30% of Water Storage (1949)

Water Treatment Plant Caney River (Johnstone Park) 3 WASTEWATER SYSTEM MAP

Wastewater Treatment Plant (7 mgd)

Tuxedo Lift Station

Woodland Lift Station

Shawnee Lift Station

Hillcrest Lift Station LEGEND Golf Course Direction of flow Lift Station per basin Lift Station Force Main Limestone Treatment Plant To Ex. Flow Equalization Basin Lift Station Chickasaw WWTP Original Facility Plan – 2010 • Caney Corridor Improvements • Expand Ex. Plant; or

Shawnee Lift Station • Build Second Plant

Hillcrest Lift Station

Golf Course Lift Station

Limestone Lift Station

New South WWTP Location 6 • Update Population and Flow Projections. • Alternatives Updates. – Maintain all treatment at Chickasaw WWTP. – Add a second WWTP south of the city. • Evaluate Feasibility of Water Reuse - Desktop Caney River Modeling. • Preliminary desktop Treated wastewater modeling indicates Reuse is pumped from wastewater plant feasible, but required more detailed study for regulatory approval.

Raw Water pumped from Caney River to WTP Wastewater Treatment Plant Both SSIOC & Council Acted to: #1 - Expand WWTF with Reuse ($59MM) #2 - Build a Secondary WWTF South ($65MM)

Council tasked staff to begin the process to Expand the WWTF including Reuse.

• Wasteload Allocation − Determines the treatment level and volume that water can be discharged for reuse. • Capital and Life Cycle Cost – Reuse and other alternatives for water supply • Determines the maximum effluent that can be discharged without impacting water quality of Caney River. • Two Objectives – 8.2 MGD at current discharge location (currently permitted to discharge 7.0 MGD) – Determine the volume and treatment level that can be discharged approximately 5 to 7 miles upstream of Caney River Intake at Johnstone Park

12 • Wasteload Allocation Study – Monitoring Study Plan- DEQ Approval July 2017 • Time of Travel using dye-tracer study • Physical channel measurements • Sediment oxygen demand (SOD) study • River re-aeration study

13 • Caney River Qual2K Model • Caney River Field Sampling Completed September- October 2017 – Two different flow regimes • 24.5 cfs and 96.7 cfs – Excellent assistance from COE in flow control / management

14 • Summer (June 16 to October 15) – DO minimum WQS is 5.0 mg/l – Water temperature of 30°C • Winter (October 16 to March 31) – DO minimum WQS is 5.0 mg/l – Water temperature of 18°C • Spring (April 1 to June 15) – DO minimum WQS is 6.0 mg/l – Water temperature of 25°C

15 16 • Assimilative Capacity confirmed for 50-50 Split discharge between existing outfall and a new second outfall located 7 miles upstream. – Summer and Winter conditions meet water quality standards. – Uncertainty exists for spring flow conditions • Utilizing summer condition calibrated model may be overly conservative for spring condition. Additional (future) monitoring could be used to refine the model.

17 18 • Title XVI Report is Complete • Initial Review by Reclamation is Complete • $150,000 Grant Received • A formal Submission to Reclamation by March 2019.

19 20 CAPITAL COST SUMMARY OF ALTERNATIVES

Total Initial Estimated Alt. Cost (Year Estimated Annual Yield No Description 2018) Yield (MGD) (ac-feet) Cost/MGD Cost/ac-feet Rank

1 No Action Does not meet project objectives- Eliminated Implement New Water Supply Agreement at Hulah 2 and Copan Lakes Reallocate Flood Pool at Hulah and Copan Lakes to 3 Water Supply $77,098,000 16.8 18,820 $4,589,167 $4,097 2 New Private (Municipal) Sand Lake with Pipeline to 4 Hudson Lake $103,174,800 12.0 13,443 $8,597,900 $7,675 3 Purchase Water supply Storage from Kaw Reservoir with Pipeline to Hudson 5 Lake $120,006,000 10.5 11,706 $11,483,828 $10,251 4 Title XVI Project: Reclaim up to 4 MGD of Treated Effluent as Drought-Resilient Water 6 Supply $9,509,644 4.0 4,481 $2,377,411 $2,121 1

21 Life Cycle Cost Alternatives 3 4 5 6 Capital Cost: Total Initial Cost $77,098,000 $103,174,800 $120,006,000 $9,509,644 Annual Maintenance Cost

PW Annual Maintenance (25-Yr) $1,407,186 $1,236,552 $3,594,177 $1,676,625 Annual Energy Cost

PW Annual Energy Cost (25-Yr) $2,600,789 $2,488,575 $4,744,256 $834,279 Replacement Cost PW Replacement Cost (25-Yr) $214,920 $416,706 $608,224 $15,522 Total PW Cost of Alternative $81,320,895 $107,316,633 $128,952,657 $12,036,070 Ranking 2 3 4 1

Note: Alternatives 1 and 2 were eliminated and not included in the table

22 • Authorize Engineering Design for Reuse portion: • Effluent Pump Station and Pipeline to 7-mile Second Discharge • Powder Activated Carbon (PAC) System and Caney River Raw Water Pump Station Improvements – $750k Grant from Bureau of Reclamation - Complete Construction of Reuse system within 3-years of Agreement

• Authorize Engineering Design of WWTF expansion – Later part of 2019

23 24 City Council Meeting Bartlesville, OK Mar 4, 2019

Agenda Item 7.a.i.Attachment ASSESSING COMPOUNDS OF EMERGING CONCERN (CEC) IN MUNICIPAL WATER SOURCES

Kyle E. Murray, Ph.D. Hydrogeologist [email protected] [email protected] https://twitter.com/KyleMurrayH2O http://kylemurray.oucreate.com/ Compounds (Contaminants, Constituents) of Emerging Concern (CEC)

CEC are chemical solutes potentially found in waters at trace levels, ng/L or parts per trillion (ppt), that may have an impact on aquatic and animal life (US EPA 2015)

• Over 84,000 chemicals in use today as inventoried by US EPA under the Toxic Substances Control Act (TSCA)

• Approximately 700 new chemicals added each year to the US EPA inventory Trace Pollutants, Emerging Contaminants (aka CEC) Previous Studies

Assessed frequency, concentrations, and toxicity of 71 CEC Categories of CEC (Murray et al., 2010)

Pesticides

Pharmaceuticals and Personal Care Products (PPCPs)

Industrials Other Hormones City of Norman – Top Rated Plan for Water Augmentation

WTP = (drinking) Water Treatment Plant NWRF = Norman Water Reclamation Facility AL = Augmentation Line Horton, 2018 DBC = Dave Blue Creek LT = Lake Thunderbird

Jones, 2016 Laubacher, 2016

Horton, A.D., 2018, Baseline concentrations of contaminants of emerging concern in Lake Thunderbird watershed, planning for indirect potable reuse in Oklahoma: Norman, OK, University of Oklahoma, 108 p.

Jones, S.M., 2016, Nanofiltration rejection of contaminants of emerging concern from municipal water resource recovery facility secondary effluents for potable reuse applications: Fayetteville, AR, University of Arkansas, 196 p.

Laubacher, J., 2016, Modeling and analysis of constituents of emerging concern through wastewater treatment processes: Norman, OK, University of Oklahoma, 181 p.

Thornton, E.K., 2017, Microcosm assessment of the natural processes affecting chemical concentrations of emerging concern in secondary effluent: Norman, OK, University of Oklahoma, 87 p. City of Bartlesville Sample Locations Site 5

Site 6 Site 5

Site 6

Site 4

Site 3 Site 2 Site 3

Site 1 Site 1 Site 2 City of Bartlesville Sample Locations

Site 6

Site 5 Environmental Buffering Effect: Natural Attenuation, Degradation, Photolysis

Site 4

Site 3 Site 2

Site 1 19 Pesticide Compounds Analyzed with Detections Highlighted 27+26=53 PPCPs Compounds Analyzed with Detections Highlighted 27+26=53 PPCPs Compounds Analyzed with Detections highlighted 8 Hormones and 6 Industrial Compounds Analyzed with Detections Highlighted 13 Other Compounds Analyzed with Detections Highlighted Environmental Buffering Effect, CEC Half-Lives, and Reuse Environmental Buffering Effect: Mixing Model Example (e.g., Sucralose) for Mar 2018: Natural Attenuation, Degradation, Photolysis + =

37.4 × 9400 + 9.7 × 46,000𝑄𝑄3𝐶𝐶3= 47𝑄𝑄2.1𝐶𝐶2 𝑄𝑄×𝑖𝑖𝐶𝐶𝑖𝑖 Site 3 Site 2 𝑐𝑐𝑐𝑐𝑐𝑐 𝑝𝑝𝑝𝑝𝑝𝑝 𝑐𝑐𝑐𝑐𝑐𝑐 𝑝𝑝𝑝𝑝𝑝𝑝 = 9532𝑐𝑐𝑐𝑐𝑐𝑐 𝐶𝐶𝑖𝑖

𝐶𝐶𝑖𝑖 × 𝑝𝑝𝑝𝑝𝑝𝑝2 = ln 1 𝑡𝑡 𝑙𝑙𝑙𝑙 𝑡𝑡 �2 𝐶𝐶𝑖𝑖 5.76 × 𝐶𝐶𝑡𝑡2 = 9532 ln 1 ℎ𝑟𝑟9400𝑙𝑙𝑙𝑙 Site 1 𝑡𝑡 �2 = 286 = 11.9

1 ⁄2 • Can calculate half-life of 59 𝑡𝑡different ℎ𝑟𝑟compounds𝑑𝑑𝑑𝑑𝑑𝑑 that were detected at Site 2 Q is discharge or volumetric flowrate, in ft3/s or cfs • Half-life can be used to estimate environmental C is concentration of compound, in ng/L or parts per trillion (ppt) buffering effect of relocating effluent discharge t is travel time based on distance (4.6 miles) divided by channel velocity point upstream from current Caney River intake (1.2 ft/s) Assessing Compounds of Emerging Concern (CEC) in Municipal Water Sources

• CEC are present in all waters (ubiquitous) of the United States • CEC are detected in City of Bartlesville waters, with similar concentrations and percent detections as other waters of Oklahoma • Percentage of detections in Bartlesville Effluent (Site 2) by class: pesticides (28.1%), industrials (50.0%), PPCPs (45.3%), hormones (8.3%), and others (43.6%) • Percentage of detections in Caney River (Site 1) 4.6 miles downstream from Effluent Discharge/Site 2 by class: pesticides (19.3%), industrials (16.7%), PPCPs (20.1%), hormones (4.2%), and others (33.3%) • Percentage of detections in Caney River (Sites 3&4) upstream from Site 2 by class: pesticides (19.3%), industrials (5.6%), PPCPs (1.3%), hormones (0.0%), and others (15.4%) • Percentage of detections in Hudson Lake (Sites 5&6) by class: pesticides (11.4%), industrials (5.6%), PPCPs (0.6%), hormones (6.3%), and others (14.1%) • Effluent, Caney River, and Hudson Lake CEC concentrations versus 11 health standards = zero exceedances • Additional treatment could reduce concentrations and remove a very high percentage of CEC, potable reuse of municipal wastewater is feasible and safe with or without advanced treatment or ultra-filtration Carbon Experiments for Site 1 & Site 2…In progress…to be continued

• Powdered Activated Carbon (PAC) used to remove organics for taste and odor issues • PAC removal of CEC examined at Site 1 and Site 2 in Jul and Dec 2018 lab-scale experiments • Preliminary results indicate that CEC removal may result from PAC “treatment”

Protocol to assess CEC removal by Powdered Activated Carbon (PAC) Add PAC to 250 mL water sample bottles Site 1A or 2A: add 3.75 mg to achieve 15 ppm of PAC Site1B or 2B: add 7.50 mg to achieve 30 ppm of PAC Site1C or 2C: add 11.25 mg to achieve 45 ppm of PAC Site 1D or 2D: add 15.00 mg to achieve 60 ppm of PAC Agenda Item 7.b.i. March 14, 2019 Prepared by Micah Siemers, P.E. Director of Engineering Engineering

I. SUBJECT, ATTACHMENTS, AND BACKGROUND

Approve short form contract with J. Graham Construction Inc. for the Police and Fire Memorial project based upon written quotes for services.

Attachments: J. Graham Quote KSL Dirtworks Quote Jones Plan Quote Construction Documents Granite Monument Detail

II. STAFF COMMENTS AND ANALYSIS

One of the projects approved as part of the FY 18-19 ½ Cent CIP capital budget was to fabricate a new Police Memorial and Flag Poles. Council budgeted $50,000 to construct a new memorial after the new police building was completed at the corner of Adams and Johnstone. As planning developed for this project Police and Fire staff decided to create a memorial that honored all law enforcement and fire personnel for Washington County. The project consists of constructing a small concrete plaza with landscaping, flag poles, and a granite monument in the space between the new police building and the renovated Central Fire Station. The granite monument was ordered through a separate vendor after receiving three written quotes and should be ready to install by mid-April. Construction plans have been completed and were distributed to three contractors who have worked for the City of Bartlesville on previous projects. JonesPlan, KSL Dirtworks, and J. Graham Construction were asked to provide quotes based on the plans and associated bid items. The quotes are as follows:

J. Graham Construction, Inc. (Coffeyville, KS) $36,797.50 JonesPlan, LLC (Owasso, OK) $41,073.00 KSL Dirtworks, LLC (Bartlesville, OK) $44,587.50

The project was organized to include a base bid and alternate pricing for landscape plantings. Inclusion of alternate items did not change the order of the pricing.

The total budget for the project is $50,000. $14,900.00 has already been spent on the granite monument, leaving an available budget of $35,100.00. The quote by J. Graham including landscaping alternates totals $41,402.50 which leaves a $6,305.50 shortfall. Fund 449 (CIP – Sales Tax) started FY 18-19 with $252,778.00 in unallocated funds. $6,489.00 has been utilized to date to fully fund the Golf Course Bunker Repair project until the Golf Course Memorial Fund is replenished at which point the funds will be reimbursed.

III. RECOMMENDED ACTION

Staff recommends approving the contract with J. Graham Construction, Inc. with the understanding that unallocated ½ Cent CIP funds will be used to cover the budget shortfall.

BID PROPOSAL FORM Police & Fire Memorial

BASE BID ITEMS

PAY ESTIMATED UNIT DESCRIPTION OF PAY ITEM UNIT PRICE BID AMOUNT ITEM QUANTITY Mobilization, Traffic Control & 1 1 LS $3,500.00 $3,500.00 Restoration 2 1 LS Earthwork, Clearing, & Grubbing $3,500.00 $3,500.00

3 8.5 SY Removal of Existing Concrete $30.00 $255.00

4 1 LS Remove Existing Bollards $250.00 $250.00

5 1905 SF Separator Fabric $0.40 $762.00 5” 3000 PSI ODOT Class A Concrete 6 920 SF $6.00 $5,520.00 Sidewalk 7 920 SF 4” Aggregate Base $2.00 $1,840.00

8 985 SF 4” Decomposed Granite $4.00 $3,940.00 1/8”x5” Commercial Grade Steel 9 100 LF $10.00 Landscape Edging $1,000.00 Remove & Reset Existing Decorative 10 1 LS $2,300.00 Fence $2,300.00 Remove & Reset Existing 35’ Tall Flag 11 2 EA $3,350.00 $6,700.00 Pole

12 1 LS New 40’ Tall Flag Pole Installed $5,000.00 $5,000.00 3” Schedule 40 Electrical Conduit 13 50 LF $10.00 $500.00 Trenched w/ 12 Ga. Low Voltage Wire 4” Schedule 40 Sleeve Trenched & 14 24 LF $10.00 $240.00 Installed 300 Watt Low Voltage Transformer w/ 15 1 EA $850.00 $850.00 Photocell & Timer Flag Pole Mounted LED Light – 17 Watt 16 6 EA $395.00 $2,370.00 PAR 36 16 3 EA Landscape Well Light – 17 Watt PAR 36 $532.00 $1,596.00

17 100 SY Bermuda Sod $4.50 $450.00

18 1 EA Engineer’s Allowance $500 $500

TOTAL BASE BID $ 41,073.00 TOTAL BASE BID (IN WORDS) Forty One Thousand Seventy Three

BPF-2 BID PROPOSAL FORM Police & Fire Memorial

BID ALTERNATES

THE FOLLOWING ADD BID ALTERNATIVES ARE AN INTEGRAL PART OF THIS BID PROPOSAL. ALL ALTERNATIVE BID ITEMS MUST BE COMPLETED. FAILURE TO PROVIDE BIDS ON ANY OF THE FOLLOWING ALTERNATIVES WILL MAKE THIS PROPOSAL INCOMPLETE AND THUS REJECTED FROM CONSIDERATION. USE OF ANY OF THESE ALTERNATIVE ITEMS WILL BE AT THE SOLE DISCRETION OF THE ENGINEER. PAY ESTIMATED UNIT DESCRIPTION OF PAY ITEM Unit Price BID AMOUNT ITEM QUANTITY

A1 17 EA Arcadia Juniper $150.00 $2,550.00

A2 12 EA Spartan Juniper (4’-5’ Potted) $255.00 $3,060.00

A3 25 EA Dwarf Fountain Grass $35.00 $875.00

A4 30 EA Scottish Tufted Hair Grass $45.00 $1,350.00

BID SUMMARY TOTAL BASE BID AMOUNT $ 41,073.00 BID ALTERNATE A1 AMOUNT $ 2,550.00 BID ALTERNATE A2 AMOUNT $ 3,060.00 BID ALTERNATE A3 AMOUNT $ 875.00 BID ALTERNATE A4 AMOUNT $ 1,350.00

Name and Address of Bidder JONESPLAN, LLC

415 S Owasso Ave. Tulsa, OK 74120

Telephone No. 918-832-5544

Contact Person: Jake Lackey

Title: Assistant Preconstruction Manager

BPF-3 BID PROPOSAL FORM Police & Fire Memorial

BPF-4

Agenda Item 7.c.i.___ February 26, 2019 Prepared by Jason Muninger, CFO/City Clerk Accounting and Finance

I. SUBJECT, ATTACHMENTS, AND BACKGROUND

Receipt of Interim Financials for the six months ending December 31, 2018.

Attachments: Interim Financials for December 31, 2018

II. STAFF COMMENTS AND ANALYSIS

Staff has prepared the condensed Interim Financial Statements for December 2018; these should provide sufficient information for the City Council to perform its fiduciary responsibility. All supplementary, detailed information is available for the Council’s use at any time upon request. All information is subject to change pending audit.

III. RECOMMENDED ACTION

Staff recommends the approval the Interim Financials for December 31, 2018. REPORT OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCES

For The Six Months Ended December 31, 2018

CITY COUNCIL Ward 1 - Dale Copeland, Mayor Ward 2 - Paul Stuart Ward 3 - Jim Curd Ward 4 - Alan Gentges, Vice Mayor Ward 5 - Trevor Dorsey

City Manager Mike Bailey

Prepared by:

Jason Muninger Alicia Shelton Finance Director Accountant TABLE OF CONTENTS

HIGHLIGHTS

MAJOR FUNDS: GENERAL FUND WASTEWATER OPERATING/BMA WASTEWATER FUNDS WATER OPERATING/BMA WATER FUNDS SANITATION

OTHER FUNDS: REVENUE BUDGET STATUS EXPENDITURE BUDGET STATUS CHANGE IN FUND BALANCE

EXPLANATORY MEMO FINANCIAL STATEMENT REVENUE HIGHLIGHTS (Dashed line represents average percent of year for 4 preceding fiscal years) GENERAL FUND SALES TAX 8,000,000 52.0% 7,000,000 51.0% 6,000,000 50.0% 5,000,000 49.0% 4,000,000 48.0% YTD 3,000,000 47.0% % OF YR 2,000,000 46.0% 1,000,000 45.0% - 44.0% FY 2015 FY 2016 FY 2017 FY 2018 FY 2019

WASTEWATER FEES 2,500,000 56.0%

2,000,000 54.0%

1,500,000 52.0% YTD 1,000,000 50.0% % OF YR

500,000 48.0%

- 46.0% FY 2015 FY 2016 FY 2017 FY 2018 FY 2019

WATER FEES 6,000,000 56.0%

55.0% 5,000,000 54.0% 4,000,000 53.0% 3,000,000 YTD 52.0% 2,000,000 % OF YR 51.0% 1,000,000 50.0% - 49.0% FY 2015 FY 2016 FY 2017 FY 2018 FY 2019

SANITATION FEES 2,240,000 51.5% 2,230,000 51.0% 2,220,000 2,210,000 50.5% 2,200,000 50.0% YTD 2,190,000 2,180,000 49.5% % OF YR 2,170,000 49.0% 2,160,000 2,150,000 48.5% FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 GENERAL FUND Statement of Revenue, Expenditures, and Changes in Fund Balances

50% of Year Lapsed

2018-19 Fiscal Year 2017-18 Fiscal Year % of % Total Total Budget YTD Budget YTD Actual YTD Encum YTD Total Budget YTD Total Year

Revenue: Sales Tax $ 14,342,014 $ 7,171,007 $ 7,337,638 $ - $ 7,337,638 51.2% $ 7,168,533 50.5% Gross Receipt Tax 1,412,900 706,450 721,775 - 721,775 51.1% 691,279 49.7% Licenses and Permits 271,300 135,650 179,695 - 179,695 66.2% 196,625 76.4% Intergovernmental 664,500 332,250 333,694 - 333,694 50.2% 368,203 55.7% Charges for Services 672,200 336,100 391,157 - 391,157 58.2% 179,663 47.3% Court Costs 122,600 61,300 67,270 - 67,270 54.9% 60,187 52.1% Police/Traffic Fines 442,900 221,450 245,536 - 245,536 55.4% 195,355 46.8% Parking Fines 72,500 36,250 40,990 - 40,990 56.5% 35,980 43.6% Other Fines 42,000 21,000 26,950 - 26,950 64.2% 20,465 47.2% Investment Income 85,000 42,500 43,000 - 43,000 50.6% 53,008 43.6% Miscellaneous Income 20,800 10,400 152,513 - 152,513 733.2% 313,986 73.9% Transfers In 4,263,594 2,131,797 2,131,797 - 2,131,797 50.0% 1,967,559 49.7%

Total $ 22,412,308 $ 11,206,154 $ 11,672,015 $ - $ 11,672,015 52.1% $ 11,250,843 51.0%

Expenditures: General Government $ 6,076,826 $ 3,038,413 $ 2,784,976 $ 526,746 $ 3,311,722 54.5% $ 3,233,377 57.2% Public Safety 11,387,027 5,693,514 5,607,931 129,710 5,737,641 50.4% 5,591,719 51.1% Street 1,524,648 762,324 685,155 9,237 694,392 45.5% 725,062 50.4% Culture and Recreation 2,769,526 1,384,763 1,300,522 53,936 1,354,458 48.9% 1,353,419 51.5% Transfers Out 1,387,658 693,829 693,829 - 693,829 50.0% 757,358 46.0% Reserves 766,435 383,218 - - - 0.0% - N.A.

Total $ 23,912,120 $ 11,956,061 $ 11,072,413 $ 719,629 $ 11,792,042 49.3% $ 11,660,935 52.3%

Changes in Fund Balance:

Fund Balance 7/1 $ 1,537,026

Net Revenue (Expense) 599,602

Ending Fund Balance $ 2,136,628

Page 4 COMBINED WASTEWATER OPERATING & BMA WASTEWATER FUNDS Statement of Revenue, Expenditures, and Changes in Fund Balances

50% of Year Lapsed

2018-19 Fiscal Year 2017-18 Fiscal Year % of % Total Total Budget YTD Budget YTD Actual YTD Encum YTD Total Budget YTD Total Year

Revenue: Wastewater Fees $ 4,452,797 $ 2,226,399 2,280,886$ $ - $ 2,280,886 51.2% $ 2,222,997 57.9% Investment Income - - - - - N.A. - 0.0% Debt Proceeds - - - - - N.A. - N.A. Miscellaneous 40,000 20,000 34,572 - 34,572 86.4% 42,572 62.9%

Total $ 4,492,797 $ 2,246,399 2,315,458$ $ - $ 2,315,458 51.5% $ 2,265,569 58.0%

Expenditures: Wastewater Plant $ 2,601,713 $ 1,300,857 1,393,521$ 1,173,452$ $ 2,566,973 98.7% $ 2,281,778 100.1% Wastewater Maint 803,416 401,708 332,218 9,799 342,017 42.6% 405,680 53.3% BMA Expenses 29,500 14,750 14,236 - 14,236 48.3% 177 0.6% Transfers Out 1,251,444 625,722 625,722 - 625,722 50.0% 576,564 48.0% Reserves 84,135 42,068 - - - 0.0% - N.A.

Total $ 4,770,208 $ 2,385,105 2,365,697$ 1,183,251$ $ 3,548,948 74.4% $ 3,264,199 76.5%

Changes in Fund Balance:

Fund Balance 7/1 $ 389,055

Net Revenue (Expense) (50,239)

Ending Fund Balance $ 338,816

Page 5 COMBINED WATER OPERATING & BMA WATER FUNDS Statement of Revenue, Expenditures, and Changes in Fund Balances

50% of Year Lapsed

2018-19 Fiscal Year 2017-18 Fiscal Year % of % Total Total Budget YTD Budget YTD Actual YTD Encum YTD Total Budget YTD Total Year

Revenue: Water Fees $ 9,531,430 $ 4,765,715 5,054,536$ $ - $ 5,054,536 53.0% $ 5,079,642 55.8% Investment Income - - - - - N.A. 288 4.6% Debt Proceeds - - - - - N.A. - N.A. Miscellaneous 1,251 626 2,017 - 2,017 161.2% 6,008 61.0%

Total $ 9,532,681 $ 4,766,341 5,056,553$ $ - $ 5,056,553 53.0% $ 5,085,938 55.8%

Expenditures: Water Plant $ 2,934,817 $ 1,467,409 1,272,697$ $ 34,684 $ 1,307,381 44.5% $ 1,203,892 46.5% Water Administration 333,472 166,736 165,065 33,364 198,429 59.5% 176,092 62.7% Water Distribution 1,515,757 757,879 706,125 18,860 724,985 47.8% 787,317 62.0% BMA Expenses 3,026,000 1,513,000 1,322,036 43,766 1,365,802 45.1% 1,247,296 42.2% Transfers Out 1,945,577 972,789 972,789 - 972,789 50.0% 911,602 54.7% Reserves 173,377 86,689 - - - 0.0% - N.A.

Total $ 9,929,000 $ 4,964,502 4,438,712$ $ 130,674 $ 4,569,386 46.0% $ 4,326,199 49.4%

Changes in Fund Balance:

Fund Balance 7/1 1,706,985$

Net Revenue (Expense) 617,841

Ending Fund Balance 2,324,826$

Page 6 SANITATION FUND Statement of Revenue, Expenditures, and Changes in Fund Balances

50% of Year Lapsed

2018-19 Fiscal Year 2017-18 Fiscal Year % of % Total Total Budget YTD Budget YTD Actual YTD Encum YTD Total Budget YTD Total Year

Revenue: Collection Fees $ 4,477,523 $ 2,238,762 $ 2,246,755 $ - $ 2,246,755 50.2% $ 2,215,928 50.0% Investment Income - - 1,652 - 1,652 N.A. 4,687 50.9% Miscellaneous - - 1,535 - 1,535 N.A. 18,712 43.8%

Total $ 4,477,523 $ 2,238,762 $ 2,249,942 $ - $ 2,249,942 50.2% $ 2,239,327 50.0%

Expenditures: Sanitation $ 3,017,330 $ 1,508,665 $ 1,418,642 $ 468,469 $ 1,887,111 62.5% $ 1,778,265 63.9% Transfers Out 2,150,145 1,075,073 1,075,073 - 1,075,073 50.0% 999,419 53.0% Reserves 128,611 64,306 - - - 0.0% - N.A.

Total $ 5,296,086 $ 2,648,044 $ 2,493,715 $ 468,469 $ 2,962,184 55.9% $ 2,777,684 59.5%

Changes in Fund Balance:

Fund Balance 7/1 $ 1,326,544

Net Revenue (Expense) (243,773)

Ending Fund Balance $ 1,082,771

Page 7 ALL OTHER FUNDS Revenue Budget Report - Budget Basis

50% of Year Lapsed

Percent of Budget Actuals Budget Special Revenue Funds: Economic Development Fund 1,576,420 804,303 51% E-911 Fund 946,688 481,943 51% Special Library Fund 94,500 103,189 109% Special Museum Fund 6,500 24,832 382% Municipal Airport Fund - 62,820 N/A Harshfield Library Donation Fund - 1,900 N/A Restricted Revenue Fund - 15,436 N/A Golf Course Memorial Fund - 5,367 N/A Justice Assistance Grant Fund 6,000 - 0% Neighborhood Park Fund - - N/A Cemetery Care Fund 2,600 1,295 50% Memorial Stadium Operating Fund - - N/A

Debt Service Fund 3,756,572 888,668 24%

Capital Project Funds: Sales Tax Capital Improvement Fund 2,706,040 1,526,485 56% Park Capital Improvement Fund - - N/A Wastewater Capital Improvement Fund - 9,200 N/A Wastewater Regulatory Capital Fund - - N/A City Hall Capital Improvement Fund 21,049 15,471 73% Storm Drainage Capital Improvement Fund - 2,139 N/A Community Development Block Grant Fund - - N/A 2008B G.O. Bond Fund - - N/A 2009 G.O. Bond Fund - - N/A 2010 G.O. Bond Fund - - N/A 2012 G.O. Bond Fund - - N/A 2014 G.O. Bond Fund - - N/A 2014B G.O. Bond Fund - - N/A 2015 G.O. Bond Fund - - N/A

Proprietary Funds: Adams Golf Course Operating Fund 456,549 215,002 47% Sooner Pool Operating Fund 29,902 14,956 50% Frontier Pool Operating Fund 40,820 20,414 50%

Internal Service Funds: Worker's Compensation Fund 237,170 104,239 44% Health Insurance Fund 3,369,972 1,451,382 43% Auto Collision Insurance Fund 100,000 50,000 50% Stabilization Reserve Fund 742,848 373,340 50% Capital Improvement Reserve Fund 10,260,441 2,111,593 21%

Mausoleum Trust Fund - - N/A ALL OTHER FUNDS Expenditure Budget Report - Budget Basis

50% of Year Lapsed

Percent of Budget Actuals Budget Special Revenue Funds: Economic Development Fund 2,521,563 1,484,999 59% E-911 Fund 1,031,634 561,429 54% Special Library Fund 194,750 60,106 31% Special Museum Fund 45,000 20,236 45% Municipal Airport Fund 309,800 45,175 15% Harshfield Library Donation Fund 762,595 25,970 3% Restricted Revenue Fund 230,609 71,884 31% Golf Course Memorial Fund 5,380 1,043 19% Justice Assistance Grant Fund 46,243 20,125 44% Neighborhood Park Fund 8,262 - 0% Cemetery Care Fund 5,682 - 0% Memorial Stadium Operating Fund 2,134 1,072 50%

Debt Service Fund 3,814,700 2,560,338 67%

Capital Project Funds: Sales Tax Capital Improvement Fund 5,188,551 864,083 17% Park Capital Improvement Fund - - N/A Wastewater Capital Improvement Fund 178,548 83,910 47% Wastewater Regulatory Capital Fund 1,377,317 1,111,769 81% City Hall Capital Improvement Fund 55,019 10,482 19% Storm Drainage Capital Improvement Fund 86,342 16,209 19% Community Development Block Grant Fund - - N/A 2008B G.O. Bond Fund 88 - 0% 2009 G.O. Bond Fund 2,636 - 0% 2010 G.O. Bond Fund 410 - 0% 2012 G.O. Bond Fund 136,447 - 0% 2014 G.O. Bond Fund 374,904 4,750 1% 2014B G.O. Bond Fund 161,745 74,499 46% 2015 G.O. Bond Fund 1,885,404 1,786,349 95%

Proprietary Funds: Adams Golf Course Operating Fund 517,052 313,229 61% Sooner Pool Operating Fund 46,961 43,218 92% Frontier Pool Operating Fund 59,940 50,033 83%

Internal Service Funds: Worker's Compensation Fund 425,000 148,519 35% Health Insurance Fund 4,086,963 1,347,537 33% Auto Collision Insurance Fund 305,053 4,039 1% Stabilization Reserve Fund 6,741,428 - 0% Capital Improvement Reserve Fund 13,187,348 1,246,582 9%

Mausoleum Trust Fund 7,920 - 0% ALL OTHER FUNDS Fund Balance Report - Modified Cash Basis

50% of Year Lapsed

Beginning of Year Change Current Special Revenue Funds: Economic Development Fund 1,238,523 (291,113) 947,410 E-911 Fund 70,543 (33,366) 37,177 Special Library Fund 283,797 50,888 334,685 Special Museum Fund 108,826 4,672 113,498 Municipal Airport Fund 309,309 24,545 333,854 Harshfield Library Donation Fund 761,021 (23,985) 737,036 Restricted Revenue Fund 242,340 (52,534) 189,806 Golf Course Memorial Fund 18,898 4,349 23,247 Justice Assistance Grant Fund 40,254 (20,125) 20,129 Neighborhood Park Fund 8,265 - 8,265 Cemetery Care Fund 3,400 1,295 4,695 Memorial Stadium Operating Fund 2,112 (1,072) 1,040

Debt Service Fund 3,811,804 (1,671,670) 2,140,134

Capital Project Funds: Sales Tax Capital Improvement Fund 2,834,230 962,679 3,796,909 Park Capital Improvement Fund - - - Wastewater Capital Improvement Fund 223,714 (74,710) 149,004 Wastewater Regulatory Capital Fund 1,522,161 (147,928) 1,374,233 City Hall Capital Improvement Fund 28,480 14,056 42,536 Storm Drainage Capital Improvement Fund 134,907 (11,773) 123,134 Community Development Block Grant Fund 28,883 - 28,883 2008B G.O. Bond Fund 88 - 88 2009 G.O. Bond Fund 6,809 - 6,809 2010 G.O. Bond Fund 410 - 410 2012 G.O. Bond Fund 128,562 - 128,562 2014 G.O. Bond Fund 610,207 (2,160) 608,047 2014B G.O. Bond Fund 121,246 (64,499) 56,747 2015 G.O. Bond Fund 1,873,028 (771,072) 1,101,956

Proprietary Funds: Adams Golf Course Operating Fund 71,973 (33,216) 38,757 Sooner Pool Operating Fund 36,045 (25,666) 10,379 Frontier Pool Operating Fund 49,154 (27,894) 21,260

Internal Service Funds: Worker's Compensation Fund 164,286 (30,077) 134,209 Health Insurance Fund 693,197 (63,162) 630,035 Auto Collision Insurance Fund 186,874 45,961 232,835 Stabilization Reserve Fund 5,998,580 373,340 6,371,920 Capital Improvement Reserve Fund 8,004,195 1,412,821 9,417,016

Mausoleum Trust Fund 8,018 - 8,018

FROM: Jason Muninger, CFO/City Clerk

SUBJECT: Financial Statement Explanatory Information

GENERAL INFORMATION

The purpose of this memo is to provide some insight as to the construction of the attached financial statements and to provide some guidance as to their use.

The format of the attached financial statements is intended to highlight our most important revenue sources, provide sufficient detail on major operating funds, and provide a high level overview of all other funds. The level of detail presented is sufficient to assist the City Council in conducting their fiduciary obligations to the City without creating a voluminous document that made the execution of that duty more difficult.

This document provides three different types of analyses for the Council’s use. The first is an analysis of revenue vs budgeted expectations. This allows the Council to see how the City’s revenues are performing and to have a better idea if operational adjustments are necessary.

The second analysis compares expenditures to budget. This allows the Council to ensure that the budgetary plan that was set out for the City is being followed and that Staff is making the necessary modifications along the way.

The final analysis shows the fund balance for each fund of the City. This is essentially the “cash” balance for most funds. However, some funds include short term receivables and payables depending on the nature of their operation. With very few exceptions, all funds must maintain positive fund balance by law. Any exceptions will be noted where they occur.

These analyses are presented in the final manner:

Highlights: The Highlights section presents a 5 year snap shot of the performance of the City’s 4 most important revenue sources. Each bar represents the actual amounts earned in each year through the period of the report. Each dash represents the percent of the year’s revenue that had been earned through that period. The current fiscal year will always represent the percent of the budget that has been earned, while all previous fiscal years will always represent the percent of the actual amount earned. This analysis highlights and compares not only amounts earned, but gives a better picture of how much should have been earned in order to meet budget for the year.

Major Operating Funds: The City’s major operating funds are presented in greater detail than the remainder of the City’s funds. These funds include the General, Wastewater Operating, BMA – Wastewater, Water Operating, BMA – Water, and Sanitation. Due to the interrelated nature of the Wastewater Operating/BMA – Wastewater and the Water Operating/BMA – Water funds, these have been combined into Wastewater Combined and Water Combined funds. This should provide a better picture of the overall financial condition of these operating segments by combining revenues, operating expenses, and financing activities in a single report.

Other Funds: All other funds of the City are reported at a high level. These funds are often created for a limited purpose, limited duration, and frequently contain only a one-time revenue source. This high level overview will provide Council with sufficient information for a summary review. Any additional information that is required after that review is available.

These condensed financial statement should provide sufficient information for the City Council to perform its fiduciary responsibility while simplifying the process. All supplementary, detailed information is available for the Council’s use at any time upon request. Additionally, any other funds that the Council chooses to classify as a Major Operating fund can be added to that section to provide greater detail in the future. Agenda Item ___ 8 Date March 14, 2019 Prepared by Terry Lauritsen Water Utilities Department

BID REVIEW RECOMMENDATION

I. SUBJECT, ATTACHMENTS, AND BACKGROUND

Discuss and take action to award Bid No. 2018-2019-032 for Storm Drain Materials – Reinforced Concrete Box, Storm Drain Manholes and Drainage Inlets for the Engineering/Water Utilities Department.

The budget for the material purchase is $200,000 from the ½ Cent Sales Tax fund through the East Downtown Storm Drain Improvement Project (449-327-53610-18003)

Attachments: Map of the proposed improvements.

II. PROJECT DESCRIPTION, STAFF COMMENTS AND ANALYSIS, AND BUDGET AMOUNT.

The bid is for storm drain materials - reinforced concrete box, inlets and storm drain manholes - for storm water improvements between 5th Street and Adams. This portion of the project will be installed by City staff to facilitate the construction of the Tower Center at Unity Square project. Since the cost of the materials exceeds $25,000, City Charter requires a competitive bid for the purchase of the materials. The overall Downtown Storm Drain Improvement project will include additional improvements north and south of this area. Due to the need to relocate private utilities on 4th Street, combined with additional offsite easements required for the project, the construction of the storm drain project is being divided into 2 phases. Phase 1, which is being installed by City staff, includes the improvements between 5th Street and Adams, while Phase 2 will include improvements between 4th and 5th Street and through Adams Blvd. A map showing the two phases is attached.

Bids for the materials will be received on Friday, March 15 and the results, along with staff’s recommendation, will be provided at the Council meeting Monday night.

The overall budget for the storm water project is $2MM.

III. RECOMMENDED ACTION

Staff will present the bid results and recommendation at Council’s March 18th meeting. µ

4th

Johnstone

Phase 2 - Storm Water (yellow) by construction contract

Osage

5th

Phase 1 - Storm Water (blue)

by City Staff y

Cherokee

6th

Tower Center Improvements (grey)

Sanitary Sewer (red) by city staff

Adams

Phase 2 - Storm Water (yellow) Osage by construction contract Agenda Item 9 March 13, 2019 Prepared by Micah Siemers, P.E. Director of Engineering Engineering

I. SUBJECT, ATTACHMENTS, AND BACKGROUND

A public hearing to consider a request by City of Bartlesville staff to close a portion of Silas Avenue (6th Street) lying between Block 47 and Block 54 of the Original Town of Bartlesville, Washington County, Oklahoma, said right-of-way being located between Dewey Avenue and Osage Avenue.

Attachments: Ordinance Exhibit A

II. STAFF COMMENTS AND ANALYSIS

Applicant: City of Bartlesville Staff

Requested Action: A public hearing to consider a request to close a portion of Silas Avenue (6th Street) lying between Block 47 and Block 54 of the Original Town of Bartlesville, Washington County, Oklahoma, said right-of-way being located between Dewey Avenue and Osage Avenue, being more particularly described as follows:

A PART OF THE SILAS AVENUE (6TH STREET) RIGHT-OF- WAY, LYING ADJACENT TO BLOCK 47 AND BLOCK 54 OF THE ORIGINAL TOWN OF BARTLESVILLE, ALL IN SECTION 12, TOWNSHIP 26 NORTH, RANGE 12 EAST OF THE INDIAN MERIDIAN, WASHINGTON COUNTY, OKLAHOMA BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS;

BEGINNING AT THE NORTHWESTERLY CORNER OF BLOCK 54, ORIGINAL TOWN OF BARTLESVILLE; THENCE NORTHERLY TO THE SOUTHWESTERLY CORNER OF BLOCK 47, ORIGINAL TOWN OF BARTLESVILLE; THENCE EAST ALONG THE SOUTH LINE OF SAID BLOCK 47 TO THE SOUTHEASTERLY CORNER OF SAID BLOCK 47; THENCE CONTINUING ON THE EASTERLY EXTENSION OF THE SOUTHERLY LINE OF SAID BLOCK 47 A DISTANCE OF 6 FEET; THENCE SOUTH TO A POINT 6 FEET EASTERLY OF THE NORTHEASTERLY CORNER OF SAID BLOCK 54, SAID POINT BEING ON THE EASTERLY EXTENSION OF THE NORTH LINE OF SAID BLOCK 54; THENCE WESTERLY TO THE NORTHEASTERLY CORNER OF SAID BLOCK 54; THENCE CONTINUING WESTERLY ALONG THE NORTHERLY LINE OF SAID BLOCK 54 TO THE POINT OF BEGINNING.

SPECIAL INFORMATION:

The applicant is requesting the closure to facilitate construction of the Tower Center at Unity Square project. The project consists of constructing a community green space in between the Bartlesville Community Center and the Price Tower. Once the Silas Avenue right-of-way is closed, the ownership will be deeded back to the City of Bartlesville by the Community Center Trust Authority and Price Tower Arts Center Inc. to allow use of 2018 General Obligation Bond funds to construct the project. Utility easements will remain since there are both public and private utilities located within the right-of-way to be closed. The only portion of the closed right-of-way that will not have utility easements retained will be the area where a structure will be constructed that includes restrooms and a performance stage.

This request has been circulated to utility companies and city staff for review. City staff have met previously with utility companies to coordinate any needed relocations and easements.

1. City Staff: Staff has received no objections from Police, Fire, Planning, Public Works, or Sanitation departments. There are existing water lines, sanitary sewer lines and storm sewer located within the limits of the proposed right-of- way closure. Easement will be retained over these facilities therefore the Water Utilities department and Engineering department have no objections to the request.

2. Utility Companies: CableOne does not have any active facilities located within the portion of right-of-way to be closed, and therefore have no objections to the request. Oklahoma Natural Gas, AT&T, and AEP/PSO all have facilities located within the portion of right-of-way to be closed. They have no objections to the request so long as easements are retained over their facilities.

III. RECOMMENDED ACTION

Staff recommends holding the public hearing and authorizing the mayor to execute the attached ordinance which will retain a utility easement over all of the right-of-way proposed for closure less the area immediately under the proposed performance stage and restrooms. A public hearing notice has been placed in the Examiner Enterprise. Agenda Item 9 Attachment

ORDINANCE NO. ______

An Ordinance to close a portion of Silas (6th) Street right-of-way lying between Block 47 and Block 54 of the Original Town of Bartlesville, Washington County, Oklahoma, said right-of- way being located between the East right-of-way line of Dewey Avenue and the West right-of- way line of Osage Avenue.

WHEREAS, heretofore the City Council of the City of Bartlesville received a request for the closing of a portion of public right-of-way hereinafter described; and

WHEREAS, the Council duly set said matter for public hearing and gave proper notice thereof and said matter was duly heard before the Council in an open meeting on March 18, 2019, where all viewpoints were considered; and

WHEREAS, the Council, after consideration, determined it necessary, expedient and desirable that the portion of public right-of-way hereinafter described to be closed, while retaining a utility easement over a portion of the hereinafter described right-of-way.

NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF BARTLESVILLE, OKLAHOMA:

The following described right-of-way, described to wit:

A PART OF THE SILAS AVENUE (6TH STREET) RIGHT-OF-WAY, LYING ADJACENT TO BLOCK 47 AND BLOCK 54 OF THE ORIGINAL TOWN OF BARTLESVILLE, ALL IN SECTION 12, TOWNSHIP 26 NORTH, RANGE 12 EAST OF THE INDIAN MERIDIAN, WASHINGTON COUNTY, OKLAHOMA BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS;

WHILE RETAINING A PUBLIC UTILITY EASEMENT OVER SAID DESCRIBED RIGHT- OF-WAY LESS AND EXCEPT THE PORTION DESCRIBED AS FOLLOWS;

COMMENCING AT THE SOUTHEAST CORNER OF BLOCK 47, ORIGINAL TOWN OF BARTLESVILLE; THENCE EAST A DISTANCE OF 6 FEET ON THE EASTERLY EXTENSION OF THE SOUTHERLY LINE OF SAID BLOCK 47; THENCE SOUTH A DISTANCE OF 10 FEET PARALLEL TO THE SOUTHERLY EXTENSION OF THE EASTERLY LINE OF SAID BLOCK 47 TO THE POINT OF BEGINNING; THENCE SOUTH A DISTANCE OF 46 FEET PARALLEL TO THE SOUTHERLY EXTENSION OF THE EASTERLY LINE OF SAID BLOCK 47; THENCE WEST A DISTANCE OF 132 FEET PARALLEL TO THE SOUTHERLY LINE OF SAID BLOCK 47; THENCE NORTH A DISTANCE OF 46 FEET PARALLEL TO THE EASTERLY LINE OF SAID BLOCK 47; THENCE EAST 132 FEET PARALLEL TO THE SOUTHERLY LINE OF SAID BLOCK 47 TO THE POINT OF BEGINNING.

Also, as shown as Exhibit A attached hereto and made a part of this ordinance be and the same is hereby closed.

PASSED by the City Council and APPROVED by the Mayor of the City of Bartlesville, Oklahoma this 18th day of March, 2019.

Dale Copeland, Mayor

ATTEST:

______City Clerk (SEAL) EXHIBIT A