Meeting Summary
The Stillwater City Council held its August 21st, 2023 meeting, addressing several key issues. A significant decision was made to terminate the performance-based efficiency contract with JCI, opting instead for the city to self-implement energy efficiency projects. The council also approved financing for fire engines and adopted new resolutions regarding record retention and open records fees.
Key Decisions & Votes
Performance-Based Efficiency Contract with JCI
00:41:00The City Council voted to terminate the contract with Johnson Controls for energy efficiency projects, opting for city staff to self-implement these projects. This decision was influenced by concerns over the complexity of the contract, financing uncertainties due to state legislation, and the city's ability to perform the upgrades in-house with accountability from the renewable energy task force.
Financing for Fire Engines
00:46:00Resolution CC-2023-27 was adopted, authorizing an equipment lease purchase agreement with Bank of Oklahoma for the financing of two fire engines. This change was necessitated by Bank of America's inclusion on the state's restricted financial company list.
Record Retention Schedule
00:49:00Resolution CC-2023-28 was adopted, establishing a record retention schedule and process for the City of Stillwater, providing a tool for more efficient records management.
Open Record Search and Reproduction Fees
00:51:00Resolution CC-2023-29 was adopted, establishing an updated fee schedule for open record search, inspection, and reproduction fees, as required by state law.
Rezoning of 53 Acres
00:52:00Ordinance 3525 was adopted on second reading, rezoning approximately 53 acres east of 12th and Blakely and north of Stillwater Creek from Office (O) and Agriculture (A) to Public (P).
Interim City Manager Compensation
01:10:00The HR Director was directed to adjust the interim city manager's compensation to be consistent with general employees.
City Attorney Contract Adjustment
01:10:00Staff was directed to adjust the city attorney's contract as discussed in executive session.
Upcoming Community Events
International Overdose Awareness Day
Proclaimed by the City of Stillwater to recognize the harm of drug overdose, remember those lost, and end the stigma of drug-related deaths. Representatives from Payne County Health Department were present.
Stillwater Fire Department Pinning Ceremony
1:30 PM at Fire Station #1 (1506 South Main Street) for new recruits Dane Lemon, Colton Savory, and Brandon Vassar. Will be streamed live on the fire department's Facebook page.
OSU Home Football Game Park and Ride Shuttle Service
Free service offered by the City of Stillwater and OSU Athletics. Shuttles run every 30 minutes, three hours before and throughout the post-game. Pickup/drop-off at 7th Avenue and Lewis Street with over 500 free parking spots downtown.
7th Anniversary of First Commercial Flight from Stillwater Regional Airport
Celebration of the airport's continued efforts in providing travel opportunities and economic growth. Residents encouraged to fly SWO (airport code swoa.com).
Financial Matters
Performance-Based Efficiency Contract with JCI
Discussion included potential savings of $13.1 million and $2.8 million in additional revenue over 20 years, funding $13.52 million in infrastructure renewal. Johnson Controls held pricing and a 3.74% financing rate through September 10th, saving approximately $1.8 million in interest. The city foregoes approximately $50,000 in savings for every month the project is not implemented.
Raw Water Line Repair Project
Awarded a unit price contract to Utility Field Services LLC for the raw water line repair project. Total expenditures, including construction and contingency, are authorized up to $1,547,606, funded from the water fund.
Public Comments
Two individuals spoke regarding the performance-based efficiency contract with JCI. Caleb Cameronis from Johnson Controls highlighted the project's benefits, including energy and operational savings, and the value of immediate implementation. Roy Lays, a Stillwater citizen and former city commissioner, expressed concerns about the 20-year payback, maintenance, and the overall investment, encouraging the council to vote against the contract.
Coming Up
Deadlines
- September 10th: Johnson Controls and Bank of America pricing for the efficiency contract will be held until this date.
- End of August: All four lanes of Perkins Road (US 177) expected to be open.
Watch For
- A plan from staff within one month for the self-execution of energy efficiency projects.
- Intermittent lane closures on Perkins Road for finishing entrances and exits to ADA Compliant crosswalks.
- Future appointments to the Board of Drainage Appeals (one vacancy remains).
Announcements
- ODOT has requested sharing that all four lanes of Perkins Road (US 177) will be open by the end of August, with intermittent lane closures for finishing work. Appreciation was extended to ODOT, businesses, and patrons for their patience.
- The Chamber's 'Purchase on Perkins' initiative ends this month; more information is available on the Chamber's Facebook or website.
- Reminder for drivers to be mindful of increased traffic, bicycles, scooters, and pedestrians with the return to school for OSU and Stillwater Public Schools. Emphasized stopping at crosswalks and for school buses.
- The city is accepting applications for citizen representatives to serve on the Board of Drainage Appeals, specifically seeking individuals with knowledge of hydrology, engineering, stormwater management, or related fields, and no economic interest in development or construction industries.
Agenda Summary
Proclamation in Recognition of International Overdose Awareness Day
Proclamation of August 31st, 2023, as International Overdose Awareness Day in Stillwater.
Consent Docket
Approval of routine administrative items.
Public Comment on items not scheduled for public hearing
Opportunity for citizens to speak on non-agenda items or items not subject to public hearing.
Consider discussion and possible action regarding the performance-based efficiency contract with JCI
Discussion and decision on the energy efficiency contract with Johnson Controls.
Resolution CC-2023-26: A resolution authorizing signatories for depositories
Resolution to change authorized signatories with banking institutions due to staff turnover.
Resolution CC-2023-27: A resolution of the Stillwater City Council authorizing the execution and delivery of an equipment lease purchase agreement and related instruments into in and determining other matters in connection therewith
Resolution to authorize financing for two fire engines through Bank of Oklahoma.
Resolution CC-2023-28: A resolution adopting a record retention schedule and process for the City of Stillwater Oklahoma and related entities
Resolution to establish minimum time periods for record retention.
Resolution CC-2023-29: A resolution establishing the fee schedule for open record search inspection and reproduction fees pursuant to the Oklahoma open records act 51 OS 24a .1 and following
Resolution to update fees for open record searches, inspections, and reproductions.
Ordinance on second read 3525: An ordinance rezoning approximately 53 Acres of property located east of 12th and Blakely and north of Stillwater Creek including properly more commonly described as 1200 South Adams Street and 1201 South Adams Street from Office o and agriculture a to public p
Second reading and adoption of an ordinance to rezone a 53-acre property.
Appointments to Board of Adjustment
Appointment of two individuals to fill vacancies on the Board of Adjustment.
Appointments to Board of Drainage Appeals
Appointment of one individual to fill a vacancy on the Board of Drainage Appeals.
Reports from Officers and the Board
Updates and announcements from city officials and board members.
Executive Session pursuant to 25 OS section 307 B1 of the Oklahoma open meeting act for the purpose of confidential communication regarding the employment appointment promotion demotion disciplining or resignation of interim city manager Brady Moore
Confidential discussion regarding the interim city manager's employment.
Executive Session pursuant to 25 OS section 307 B1 of the Oklahoma open meeting act for the purpose of confidential communication regarding employment appointment promotion demotion disciplining or resignation of City attorney Kimberly Carly
Confidential discussion regarding the city attorney's employment.
Stillwater Utilities Authority (SUA) Consent Docket
Approval of routine administrative items for the SUA.
SUA General Orders: Consider awarding a unit price contract to utility Field Services LLC for a total bid amount of 1.4 million for the raw water line repair project
Consideration and approval of a contract for raw water line repairs.