Meeting Summary
The Stillwater City Council approved a significant donation agreement for Block 34, paving the way for its construction to begin in February 2024. They also approved a budget amendment for increased chemical costs at the Water Treatment Plant and discussed the transfer of pre-development documents for the Lake View Landing project. The meeting welcomed new City Manager Kimberly Meek.
Key Decisions & Votes
Block 34 Revised Supplemental Donation Agreement
09:00The council approved a revised supplemental donation agreement for Block 34, increasing the Herby family's donation to $3,026,665 to cover additional project alternatives and a gap in funding. This agreement is a final step before groundbreaking.
Block 34 Bid Approval
14:40The council approved bid 58-223 for the construction of Block 34, awarding a unit price contract to Crossland Construction Company for $12,142,794.80, including all five alternate bids. A total expenditure not to exceed $13,337,354 was authorized, covering construction, testing, construction management oversight, and contingency.
Energy Efficiency Lighting Retrofit Program Application
30:00Resolution CC-2023-44 was adopted, authorizing the submission of an application to the Oklahoma Department of Commerce for the Energy Efficiency Lighting Retrofit Program. This grant would fund the transition to energy-efficient LED lighting at the City of Stillwater Municipal Complex.
Water Treatment Plant Chemical Costs Budget Amendment
38:00The Stillwater Utilities Authority approved a budget amendment allocating an additional $630,000 to cover the increased costs of chemicals used at the Water Treatment Plant for FY24.
Upcoming Community Events
Annual Holiday Parade of Lights
On Main Street from 9th to 7th Avenues, then to Husband. Kicks off at 6:30 p.m. with candy and lightsabers, parade at 7 p.m., official tree lighting at 8 p.m. at Chris Salmon Plaza (9th & Main).
Public Safety Holiday Roundup
4:00 p.m. to 6:00 p.m. at Everyman (now EM) at 615 South Main Street. Featuring Stillwater Police, Fire, Animal Welfare, and Emergency Management with hot chocolate, sweet treats, and holiday cheer.
SWO for the Holidays
5:30 p.m. to 7:00 p.m. at Stillwater Regional Airport. Meet Santa, enjoy cookies and hot chocolate, and opportunities to win American Airlines gift cards.
Financial Matters
Lake View Landing Pre-development Costs
Discussion regarding $250,000 advanced to Lake View Landing LLC for pre-development costs, with the city now possessing the architectural designs, engineering drawings, and other related documents as collateral after the project did not proceed with the original developer.
Block 34 Donation Increase
The Herby family increased their donation for Block 34 to cover a gap in funding for project alternatives, bringing their total contribution to $3,026,665.
Block 34 Total Project Cost
Total authorized expenditure for Block 34 construction, including the base bid, all alternates, testing, construction management oversight, and contingency.
Water Treatment Plant Chemical Costs
Budget amendment approved for the Water Treatment Plant due to significant increases in chemical costs, particularly for calcium oxide (quicklime) and liquid oxygen.
Coming Up
Deadlines
- City Council Seat 3 election sign-up period: Monday, Tuesday, and Wednesday of this week (December 4-6) at the Payne County Election Board office.
Watch For
- Block 34 groundbreaking in February 2024.
- Construction of Block 34 to continue through August 2025.
Announcements
- Welcome to Kimberly Meek, new Stillwater City Manager.
- Assistant City Attorney Kim Payne is sitting in for the meeting.
- Vice Mayor is absent from the meeting.
- Burglar or fire alarm permit registration renewal is due with the City of Stillwater ($6 per alarm, exemptions for residents 62+ and government entities).
- City offices will be closed on Monday, December 25th and Tuesday, December 26th for Christmas.
- City offices will be closed on Monday, January 1st for New Year's Day.
- Waste Management trash, recycling, and yard waste pickup will be delayed by one day during the weeks of Christmas and New Year's.
Agenda Summary
Consent Docket
Approval of routine administrative items.
Item F (removed from Consent Docket)
Discussion regarding the $250,000 advanced to Lake View Landing LLC for pre-development costs, and the city's possession of related documents.
7A: Consider approval of Block 34 revised supplemental donation agreement
Approval of an updated donation agreement with the Herby family for Block 34, reflecting an increased donation amount and updated language.
7B: Block 34 Bid Approval
Approval of the bid award to Crossland Construction Company for the construction of Block 34, including all alternates, and authorization of total project expenditures.
8A: Resolution CC-2023-44
Resolution authorizing the submission of an application to the Oklahoma Department of Commerce for the Energy Efficiency Lighting Retrofit Program.
Stillwater Economic Development Authority Consent Docket
Approval of routine administrative items for the Economic Development Authority.
Stillwater Economic Development Authority Item 5A: Block 34 Revised Supplemental Donation Agreement
Approval of the revised supplemental donation agreement for Block 34, as the CEDA is a party to the agreement.
Stillwater Utilities Authority Consent Docket
Approval of routine administrative items for the Utilities Authority.
Stillwater Utilities Authority Item 5A: Approval of a budget amendment allocating $630,000 for the increase in costs of chemicals used at the water treatment plant
Approval of a budget amendment to cover increased chemical costs at the Water Treatment Plant for FY24.