Tuesday, April 14, 2015

Meeting Recap: April 9, 2015

Note: Items of discussion in this recap include links indexed to that portion of the City Council meeting replay. Click on the bold headers that are linked to view that portion of the video.


(STILLWATER, OKLA. / April 13, 2015) — The City of Stillwater City Council met for its regular meeting Monday, April 6, 2015. (View agenda here.)

Consent Docket
a.       Budget amendment to the storm water budget to obligate $147,319 to the 2014 Small Cities Set-Aside Program contract #16111 CDBG 14 and authorize the mayor to sign the documents

Council approved 5-0.

General Orders
a.       Preliminary presentation and discussion of the FY 2015-16 fiscal budget

Presentations made by City Manager Dan Galloway, Public Safety Director Norman McNickle, Chief Financial Officer Marcy Lamb, External Services Director John McClenny, Stillwater Utilities and Authority Director Dan Blankenship.

Galloway said there was no increase in the City Manager’s department.

Lamb said budget increases for the Finance Department were mostly due to reorganization. Increases in IT were due to maintenance contracts on software. The Bid Division would have the same budget until it could bring forward its budget at the end of the fiscal year. Capital items to be funded were all in the IT Department, including a fiber optic network. Another item was the OneSolution software for employees. One of the more critical items was the Storage Area Network because the current provider is going out of business.

Vice Mayor Joe Weaver said the Council needed to discuss how much the fund balance should be on the city and Stillwater Utilities Authority side. Lamb said there is also a small contingency funded each year.

McNickle discussed the Airport, Police, Fire and Emergency Management. The airport, the 4th busiest in Oklahoma, set a record for flights. Major airport funding was replacement and maintenance of buildings and runways. Emergency Management, Police and Animal Welfare are budgeted together. Capital projects include a use-of-force simulator, new incinerator and repairs to doors for Animal Welfare, funding to maintain rain and street systems and close circuit cameras for Emergency Management.

McClenny discussed Transportation, Human Resources, Parks and Recreation, Development Services and Operations. Transportation funding includes road maintenance and repair. Human Resources had no capital projects. Parks and Recreation is looking to expand programs for the developmentally disabled among other things, but had a decreased budget due to movement of something things to Operations and a contract for city sports programs. Development Services projects include form-based codes, building safety and planning progression, and paperless land use application (electronic documents). Operations has general and SUA fund components. McClenny presented the general fund component. Capital projects include replacing sun deck at Boomer Lake, buying an asphalt patch truck, and implementation of the skills-based pay plan.

McClenny and Blankenship also both discussed the consolidation and efficiency of the department. Blankenship discussed the SUA budget. The electric department is responsible for the Power Generation Station. Capital items include two bucket truck replacements, battery bank replacements in the substations. The top expenditure in the SUA is purchasing electricity. Capital projects for the water department include new water system components, a water tank mixer, trench shoring equipment, replacing variable frequency drives, lime system replacement design and inspection of the water towers. Wastewater projects include evaluating digesters and designing permanent improvements of the south interceptor. Waste management had no proposed capital, but there were possible additions of solar trash compactors.

Galloway and staff closed with thoughts about other miscellaneous budget items, such as updating the City of Stillwater website.


Councilor Gina Noble asked residents to email the City Council with comments and questions. 

Friday, April 10, 2015

Meeting Recap: April 6, 2015

Note: Items of discussion in this recap include links indexed to that portion of the City Council meeting replay. Click on the bold headers that are linked to view that portion of the video.

(STILLWATER, OKLA. / April 10, 2015) — The City of Stillwater City Council met for its regular meeting Monday, April 6, 2015. (View agenda here.)


a.       Purple Heart City

Mayor John Bartley proclaimed the Stillwater a Purple Heart City

b.      Fair Housing Month

Bartley proclaimed April 2015 as Fair Housing Month in Stillwater.

a.       Approval of minutes:                     Regular meeting                       March 23, 2015
b.      Acknowledgement of receipt of Oklahoma Departmern of Environmental Wuality Permit No. WL000060150129 for construction of 110 linear feet of 12 in DIP, 3750 linear feet of 12 in PVC, 720 linear feet of 8 in PVC and 560 linear feet of 6 in PVC potable water line with all appurtenances to serve the Main Street Waterline Replacement, Payne County, Oklahoma
c.       Bid recommendation for construction contractor for the 2014 CDBG contract for Hall and Leigh Streets storm water drainage project
d.      Acceptance of public improvements, Alpha Omicron Pi, Gray Street water line replacement project
e.       Acceptance of water line easement at 6015 N. Chateau Drive for RWD #1 water line extension
f.       Acceptance of electric easement at 3802 N. Land Run Drive
g.       Acceptance of easement for the West Highway 51 Booster Pump Station and Range Tower Water Line

Item C was stricken from the record.
Council approved 5-0.

a.       Receive public comment regarding application for Certificate of Public Convenience and Necessity submitted by Dr. Sarah Land for Ease DD, LLC

No requests to speak.
Council approved 4-1, with Councilor Miguel Najera voting against.

b.      Receive public comment regarding a request for a map amendment by Gary & Micki Rogers for property addressed as 700 & 800 E. Northgate Drive, North Tower Park, 5th Section

Planning Manager Aaron Baggarly presented the map amendment.
Council approved 5-0.

a.       One-half cent Transportation Sales Tax Program update

Transportation Director Jason Peek presented the update on the transportation sales tax. Peek requested the City Council renew the sales tax for 10 more years.

Council approved 5-0.


First reading
a.       Ordinance No. 3296: Ordinance amending Stillwater City Code, Miscellaneous offenses and provisions, involving property, by repealing in its entirety section 16-49, trespass upon land after forbidden, and by creating new section 16-49
Council approved 5-0.

b.      Ordinance No. 3297: Ordinance amending the Stillwater City Code, Motor Vehicles and Traffic, impoundment of vehicles

Council approved 5-0.

c.       Ordinance No. 3298: Ordinance amending Stillwater City Code, Vehicles for Hire, insurance required and repealing in its entirety sections 43-4 to 43-125

Council approved 5-0.

Second reading
a.       Ordinance No. 3295: Ordinance relating to public health and safety revising the 911 emergency number ordinance, maintaining the current 5 percent user fee established, and declaring an emergency

Council approved 5-0.
Council approved emergency 5-0.

a.       Miscellaneous items from the City Attorney

Request for an executive session pursuant to 25 O.S. 307 (B)(4) for the purpose of confidential communication with the City Attorney regarding a pending workers’ compensation claim filed by Rick Hauf. It is the opinion of the City Attorney that public disclosure of this matter will seriously impair the ability of the City Council to process this claim and/or conduct an investigation and/or to prosecute/defend any resulting litigation or proceeding in the public interest

b.      Miscellaneous items from the City Manager
c.       Miscellaneous items from the City Council

a.       Stillwater Public Housing Authority

Bartley nominated Sue Bonner for reappointment.

Council approved 5-0.

City Council is recessed; Stillwater Utilities Authority called to order

a.       Approval of minutes:                     Regular meeting                       March 2, 2015
Special meeting                                    March 23, 2015
b.      Acceptance of the Rural Water Advisory Board Semi-annual report for the period of July through December 2104
c.       Inspection services contract amendment: Wastewater treatment plant aeration basic painting

Trustees approved 5-0.

a.       Declaration of Immediate Emergency and contract award: Wastewater Treatment Plant emergency pipe replacement

Water Utilities Director Bill Millis presented the request.
Trustees approved 5-0.

b.      Final presentation by Raftelis on the water and wastewater cost of service study and rate design

This item was stricken from the record.

Resolutions
a.       Resolution NO. SUA-2015-4: Resolution amending the water and wastewater rate structures for the Stillwater Water Utility Services; and providing for subsequent annual rate increases

This item was stricken from the record.

a.       Request for an executive session for the purpose of confidential communication regarding the purchase or appraisal of real property pursuant to 25 O.S. 307 (B)(3)

SUA adjourned; Stillwater Economic Development Authority called to order

a.       Approval of minutes:                     Regular meeting                       March 2, 2015
Executive session                    March 2, 2015
Special meeting                                    March 23, 2015

Trustees approved 5-0.

a.       Bid recommendation for citywide landscaping project and associated budget amendment

External Services Director John McClenny presented the project request. The project is to beautify certain parts of the city for high visibility areas. Cross Timbers Landscape submitted a bid for the project. Najera had questions about which fund the project was coming from. He suggested reaching out to resident groups, such as garden clubs.

Trustees approved 4-1, with Najera voting against.

b.      Discussion of working timetable and plan regarding a proposed downtown project

City Manager Dan Galloway presented the resident questions and responses about the project. He said the City needs a public outreach component to the timetable coordinated by an independent, professional group.

c.       Consideration of Downtown Mixed-Use project proposals and possible action to authorize staff to initiate discussions with one company to develop a mutually agreed site plan and project plan as a basis to move forward with negotiations for a pre-development agreement

Najera proposed filing a letter of intent with Block 34 Group to work with the City and plan everything and recommended Bartley as chairperson for downtown development. Trustee Gina Noble added more resident input was needed, and seconded Najera’s letter of intent to Block 34. Bartley said there was a need for someone with planning experience to be a guide.

Galloway outlined the form and wording of what a letter of intent to Block 34 Group would say and mean.

Najera made a motion for SEDA to release a request for proposal to contract an urban planner.
Trustees approved 5-0.

Najera made a motion to issue a letter of intent to Block 34 Group.
Trustees approved 4-1, with Vice Mayor Joe Weaver voting against.

SEDA adjourned; Stillwater City Council reconvened

Executive Session
a.       Confidential communication regarding a pending workers’ compensation claim filed by Rick Hauf

Return from Executive Session

City Attorney’s office to compromise settlement agreement in the amount of $37,770.

City Council adjourned; SUA reconvened

Executive Session
a.       Confidential communication regarding the purchase or appraisal of real property

Return from Executive Session
a.       No action taken

SUA adjourned

-END-

Written by Zachary Kinder, Marketing and Public Relations


Monday, March 30, 2015

Meeting Recap: March 23, 2015

Note: Items of discussion in this recap include links indexed to that portion of the City Council meeting replay. Click on the bold headers that are linked to view that portion of the video.



(STILLWATER, OKLA. / March 30, 2015) — The City of Stillwater City Council met for its regular meeting Monday, March 23, 2015. (View agenda here.)

a.       Led by Stillwater High School students Alex Wuller and Abby Sexton

a.       Recognition of Waste Management Division employees Cedric Smith and Brian Ledgerwood

Ian Groshong, the operations team leader for Waste Management, said he was proud of the two employees.

b.      League of Women Voters – Sunshine Week

a.       Approval of minutes:                     Regular meeting                       Mach 2, 2015
Executive session                    March 2, 2015
b.      Renewal of City Manager Dan Galloway’s employment contract for FY 2016
c.       Budget amendments to allow for higher than anticipated health care claims
d.      Water 2040 Real Estate Acquisition for West Highway 51 Booster Pump Station and Range Tower Water Line
e.       Comprehensive Annual Financial Report for the Fiscal Year ended June 30, 2014
f.       Lease of Boomer Lake Park for a special event on April 4, 2015 and authorization for the City Manager to sign the lease agreement
g.       Set April 6, 2015 as date for public hearing regarding an application for Certificate of Public Convenience and Necessity

Council approved 5-0.

a.       Consider designating Stillwater as a Purple Heart City

External Services Director John McClenny introduced Gary Lewis, who presented the proposal to name Stillwater a Purple Heart City.

Councilor Gina Noble made a motion to designate Stillwater a Purple Heart City.
Council approved 5-0.

b.      City Council Quality of Life Committee resolution recommendation

McClenny introduced the resolution recommendation for the Quality of Life Committee.
Councilors Pat Darlington said Miguel Najera discussed the resolution and committee findings further.

c.       *Update on pending Oil and Gas Legislation; possible vote on rescheduling hearing date for proposed ordinance revisions

City Attorney John Dorman addressed legislation at the state level. The City Council discussed postponing the hearing date, and Najera made a motion to reschedule it for April 20.

Council approved 3-2 with Noble and Darlington voting in the negative.

a.       Resolution No. CC-2015-5: Resolution adopting strategic vision for a quality community

Council approved 5-0.

b.      Resolution No. CC-2015-6: Resolution of City Council of the City of Stillwater approving an amended and restated trust indenture for the Oklahoma Municipal Retirement Fund; providing amendments to the trust to authorize daily valuations and daily accounting for assets within the master defined contribution plans administered by Oklahoma Municipal Retirement Fund; providing for daily valuation of participant accounts in the defined contribution plans administered by Oklahoma Municipal Retirement Fund and providing procedures and rules for accounting of such assets; providing for effective date of amended and restated turst indenture and continuing existing trust as amended in full force and effect

Council approved 5-0.

First reading

a.       Ordinance No. 3295: An ordinance relating to public health and safety revising the 911 emergency number ordinance, maintaining the current 5 percent user fee established; and declaring an emergency

Council approved 5-0.

Second reading

None

a.       Miscellaneous items from the City Attorney
b.      Miscellaneous items from the City Manager

City Manager Dan Galloway thanked the Council for renewing his contract for another year, and announced his intended retirement at the end of the 2015-16 fiscal year.

c.       Miscellaneous items from the City Council

Darlington mentioned the creation of a legacy committee.

a.       Business Improvement District #1 Advisory Board

Mayor John Bartley nominated Jill Hunt, Ben Douglas and Robert Sitton for reappointment to their bid district.

Council approved 5-0.

Bartley nominated Marsha Forbes to her district.

Council approved 5-0.

b.      Stillwater Medical Center Trust Authority Board

Bartley nominated Carrie Couch and Beth Buchanan for reappointment

Council approved 5-0.

Bartley nominated Joe Haney for reappointment.

Council approved 5-0.

City Council is adjourned; Stillwater Economic Development Authority called to order

General Orders
a.       Block 34 presentation for the proposed downtown mixed use project

Corey Williams presented the proposal for Block 34. Williams said the proposal has a focus on bedrooms to drive more people downtown. The proposal included an 85-room hotel with a parking garage and a 30,000 square-ft free space exhibit hall, as well as green/community space for a farmer’s market. They also included a place for the food trucks. There is a four-floor building dedicated to office space and a four-story apartment building with one-room apartments meet needs an some two bedroom. The first floor of the apartment building is dedicated to retail. The parking garage has an estimated 345 parking spaces. Additional features include a rooftop lounge and bar and pool accessible for the hotel and apartment residents. Also has a drop down projector screen.

Williams said that the downtown convention center would mean more hotels, which could turn downtown into a commercial zone and take away from the community. He recommended putting the convention center west of town. Would seek to break ground in about 6 months and complete in 18.

Wants to hold a public input meeting for downtown business owners.

b.      HCW presentation for the proposed downtown mixed use project

The layout design of this proposal is different from the Block 34 design, but included the convention center/exhibit hall. The convention center was the economic driver of the proposal, and Stillwater has a lack of meeting space. The proposal included a road, sidewalk and street light beautification project. Did not include a parking garage without a market study. Construction timeline between 12-16 months.

HCW said they would not have interest in moving the convention center west of town, as the Block 34 proposal suggested, but instead suggested a hybrid convention center/exhibition hall building. Would be interested in teaming with Block 34 for the project.

SEDA adjourned; Stillwater Utilities Authority called to order

a.       Approval of minutes:                     Regualar meeting                     March 2, 2015
b.      Bid recommendation for the sewer easement clearing project
c.       Mutual aid agreement between the City of Stillwater and Municipal Electric Systems of Oklahoma
d.      Waste Management automated collection truck replacements
e.       Bid recommendation for the purchase of the 13,800 volt and 480 volt switchgear for the new Power Generation Station

Trustees approved 5-0.

a.       Status report on the Power Generation Station bids and budget

Loren Smith, generation and transmission division manager, presented the status report. The Generation Station is on time and under budget.

b.      Power Generation Station gas transportation agreement with One Gas

Smith also presented a request for an agreement with One Gas for the Power Generation Station.

Trustees approved 5-0.

a.       Resolution No. SUA-2015-3: Resolution approving participation in the Municipal Electric Systems of Oklahoma’s mutual aid agreement

Trustees approved 5-0.

SUA adjourned

-END-

Written by Zachary Kinder, Marketing and Public Relations

Wednesday, March 4, 2015

Meeting Recap: March 2, 2015

Note: Items of discussion in this recap include links indexed to that portion of the City Council meeting replay. Click on the bold headers that are linked to view that portion of the video.


(STILLWATER, OKLA. / March 4, 2015) — The City of Stillwater City Council met for its regular meeting Monday, March 2, 2015. (View agenda here.)

a.       Led by Skyline Elementary School 5th grade student Hayden Hebbert

a.       Traumatic Brain Injury Raiders Week

Councilor Miguel Najera declared the week of March 8-14, 2015 as Traumatic Brain Injury Raiders Week.

a.       Approval of minutes:                     Special meeting                                    February 9, 2015
Executive session                    February 9, 2015
Regular meeting                       February 23, 2015
Executive session                    February 23, 2015

Council approved 5-0.


Norma Shamblin requested to speak to speak on the rental inspection program presented during General Orders.

a.       Consider Voluntary Rental Inspection Program

Development Services Director Paula Dennison presented the program draft. Vice Mayor Joe Weaver wanted to know why the program was being presented now. Dennison said it had to do with high occupancy rates in rental properties and discussions at previous meetings.

Councilor Pat Darlington said she liked it because it’s not just about calling when something it broken. City Manager Dan Galloway also said he liked it because students looking at housing could see which places were up to code.  

b.      Quarterly financial report

Chief Financial Officer Marcy Lamb presented the report. The City of Stillwater is slightly above expectations.

a.       Miscellaneous items from the City Attorney
  • Request for executive session pursuant to 25 OS Section 307 (B)(1) of the Oklahoma Open Meeting Act for the purpose of confidential communication regarding the employment, appointment, promotion, demotion, disciplining or resignation of Municipal Judge Tanya Raun
  • Request for executive session pursuant to 35 OS Section 307 (B)(1) of the Oklahoma Open Meeting Act for the purpose of confidential communication regarding the employment, appointment, promotion, demotion, disciplining or resignation of City Manager Dan Galloway

b.      Miscellaneous items from the City Manager

Nothing to add.

c.       Miscellaneous items from the City Council

Darlington was wondering when Complete Streets and form-based codes would be on the agenda. Najera suggested discussion of creating an ad-hoc committee for CDBG funds.

a.       Building Trades Board

Mayor John Bartley nominated Kenneth Baker to fill the vacancy.

Council approved 5-0.

b.      Rural Water Advisory Board (acknowledge Board appointments)

Bartley nominated Jim George and Adam VanDeventer.

Council approved 5-0.

c.       Mayor appointments to the nominating committee for the Stillwater Medical Center Trust Authority Board

Bartley nominated Councilor Gina Noble and himself to serve on the board.

Council approved 5-0.

City Council recessed; Stillwater Utilities Authority called to order

a.       Approval of minutes:                     Special meeting                                    February 9, 2015
Special meeting                                    February 23, 2015
b.      Bid recommendation for the purchase of auxiliary generators for the Power Generation Station
c.       Bid recommendation for the purchase of auxiliary transformers for the Power Generation Station

Trustees approved 5-0.

SUA is adjourned; Stillwater Economic Development Authority called to order

a.       Approval of minutes:                     Regular meeting                       February 2, 2015

Trustees approved 5-0.

Executive Session
a.       Request for an executive session pursuant to 25 O.S. 307 (C)(10) for the purpose of conferring on matters pertaining to economic development, including the transfer of property, financing or the creation of a proposal to entice a business to locate within the city of Stillwater because public disclosure of the matter to be discussed would interfere with the development of products and services and would violate the confidentiality of the business.

Return from Executive Session
a.       No action will be taken

SEDA adjourned; City Council reconvened

Executive Session
a.       Confidential communication regarding the employment, appointment, promotion, demotion, disciplining or resignation of Municipal Judge Tanya Raun
b.      Confidential communication regarding the employment, appointment, promotion, demotion, disciplining or resignation of City Manager Dan Galloway

Return from Executive Session
a.       Possible action regarding the employment, appointment, promotion, demotion, disciplining or resignation of Municipal Judge Tanya Raun
b.      Possible action regarding the employment, appointment, promotion, demotion, disciplining or resignation of City Manager Dan Galloway

No action taken

City Council adjourned

-END-

Written by Zachary Kinder, Marketing and Public Relations