Meeting Summary
The Stillwater City Council meeting on August 21st, 2023, addressed several key issues, including the termination of a performance-based efficiency contract with JCI, with the city opting for self-implementation of energy-saving projects. The council also adopted resolutions for signatory changes for banking institutions, approved a new financing agreement for fire engines, and established a record retention schedule and updated open records fees. Additionally, a contract was awarded for raw water line repairs.
Key Decisions & Votes
Performance-Based Efficiency Contract with JCI
00:46:00The City Council voted to terminate the performance-based efficiency contract with JCI, opting instead for city staff to self-implement energy-saving projects. Staff was directed to present a detailed plan within one month.
Signatories for Depositories
00:50:40Resolution CC-2023-26 was adopted, authorizing changes to signatories for the city's banking institutions due to recent staff turnover.
Financing for Fire Engines
00:53:00Resolution CC-2023-27 was adopted, authorizing an equipment lease purchase agreement with Bank of Oklahoma for two fire engines, replacing a previous arrangement with Bank of America due to state legislation.
Record Retention Schedule
00:57:00Resolution CC-2023-28 was adopted, establishing a record retention schedule and process for the City of Stillwater and related entities, setting minimum retention periods for various records.
Open Record Search Fees
00:59:00Resolution CC-2023-29 was adopted, establishing an updated fee schedule for open record search, inspection, and reproduction fees, providing more detail for charging direct costs.
Raw Water Line Repair Project
01:09:00A unit price contract was awarded to Utility Field Services LLC for $1.4 million for the raw water line repair project, addressing 11 known leaks on the call pipeline.
Interim City Manager Compensation
01:17:00The HR Director was directed to adjust the interim city manager's compensation to be consistent with general employees.
City Attorney Contract
01:17:40Staff 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 remember loved ones lost to overdose and end the stigma of drug-related deaths.
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
Free service from downtown, running every 30 minutes three hours before and throughout the post-game. Pickup/drop-off at 7th Avenue and Lewis Street.
Stillwater Regional Airport 7th Anniversary of First Commercial Flight
Celebration of continued efforts to provide travel opportunities and economic growth.
Financial Matters
Performance-Based Efficiency Contract with JCI
The city opted to self-implement projects, foregoing a potential $13.1 million in energy and operational savings and $2.8 million in additional revenue over 20 years through the JCI contract, but avoiding a $13.52 million infrastructure renewal investment through JCI.
LED Street Lighting Conversion
Funds available in the rate stabilization fund for 4400 LED light conversions over a two-year period.
Interior Municipal and Exterior LED Lights
Estimated cost for 4600 LED conversions, including materials and labor, to be allocated from capital projects.
Water Meters and Fixtures
Estimated cost for 76 plumbing fixtures and 46 water meters, with funds from the AMI water meter project contingency.
HVAC Replacements
Total estimated cost for HVAC components. Most critical components, two chillers at City Hall, estimated at $534,000, to be funded from capital projects.
Raw Water Line Repair Project
Awarded unit price contract to Utility Field Services LLC, with total expenditures including contingency of $1,547,606 from the water fund.
Public Comments
Two individuals spoke regarding the performance-based efficiency contract with JCI. One representative from Johnson Controls highlighted the project's benefits, including significant savings and infrastructure renewal. Another citizen, a former city commissioner and HVAC professional, expressed concerns about the 20-year payback, maintenance, and overall value, encouraging the council to vote against it.
Coming Up
Deadlines
- September 10th: Johnson Controls and Bank of America pricing for the efficiency contract held until this date.
- End of August: All four lanes of Perkins Road (US 177) expected to be open.
Watch For
- Staff to present a plan for self-implementing energy-saving projects within one month.
- Quarterly meetings with City management, City staff, and the Renewable Energy Task Force to track progress of energy-saving projects.
- New master leasing arrangement for future equipment purchases (Waste Management trucks, additional fire truck).
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 ADA compliant crosswalks.
- The Chamber's 'Purchase on Perkins' initiative ends this month.
- The city is accepting applications for citizen representatives on the Board of Drainage Appeals, specifically seeking individuals with knowledge of hydrology, engineering, stormwater management, or related fields.
- Reminder for drivers to be mindful of increased traffic, including bicycles, scooters, and pedestrians, due to schools being back in session. Always stop at crosswalks and 20 feet before a school bus with flashing red lights.
Agenda Summary
Proclamation in Recognition of International Overdose Awareness Day
Proclamation of August 31st, 2023, as International Overdose Awareness Day in Stillwater.
Consent Docket
Routine administrative items grouped for a single vote.
Public Comment on Items Not Scheduled for Public Hearing
Opportunity for citizens to address the council on non-agenda items or items not requiring a public hearing.
Consider discussion and possible action regarding the performance-based efficiency contract with JCI
Discussion and decision on the contract with Johnson Controls for energy efficiency upgrades.
Resolution CC-2023-26: A resolution authorizing signatories for depositories
Resolution to change authorized signatories for the city's banking institutions.
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 a new financing agreement for the purchase of fire engines.
Resolution CC-2023-28: A resolution adopting a record retention schedule and process for the City of Stillwater, Oklahoma and related entities
Resolution to adopt a formal record retention schedule for city documents.
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
Resolution to update the fee schedule for open records requests.
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
Confidential communication regarding the employment, appointment, promotion, demotion, disciplining, or resignation of Interim City Manager Brady Moore and City Attorney Kimberly Carney.
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.