Meeting Summary
The Stillwater City Council met to discuss the proposed fiscal year 2023-2024 operating budget, with a detailed explanation of restricted funds. Key decisions included approving an audit firm and authorizing staff to prepare ballot measures for an animal welfare facility and a public safety district. The council also received updates on various rate studies and an economic development report from the Chamber of Commerce.
Key Decisions & Votes
Consent Docket Approval
04:00The consent docket was approved with a 5-0 vote.
Audit Firm Engagement
30:00The recommendation to engage HSPG and Associates PC of Oklahoma City to perform the fiscal year 2023 audit for the City of Stillwater and related trust authorities was approved with a 5-0 vote.
November 14th Ballot Measures
53:00Staff was authorized to proceed with preparing ballot measures for the replacement of an animal welfare facility and the creation of a public safety district for the November 14th ballot, approved with a 5-0 vote.
Ordinance 3522 Adoption
01:21:00Ordinance 3522, closing a portion of a 15ft general access easement near 4099 North Landrun Drive, was adopted on its second reading with a 5-0 vote.
CEDA Consent Docket Approval
01:28:00The Stillwater Economic Development Authority (CEDA) consent docket was approved with a 5-0 vote.
Downtown TIF Implementation Policy Recommendation
01:49:00The downtown TIF implementation policy committee's recommendation for GMC Properties LLC's small business enhancement funding request for 202 South Main Street was approved with a 5-0 vote.
SUA Consent Docket Approval
01:51:00The Stillwater Utilities Authority (SUA) consent docket was approved with a 5-0 vote.
Bid Award for Breakers to GE Grid Solutions
01:56:00The bid for 69 KV circuit breakers for Kinsey and Hospital substations was awarded to GE Grid Solution LLC for $524,430, with authorization for expenditures up to $576,873 including contingency. Approved with a 5-0 vote.
Upcoming Community Events
Volunteer Cleanup Day for Historic Washington School
Registration at 9:00 a.m. at Southern Woods Park (12th Knoblock), cleanup starts at 10:00 a.m. Contact Michelle Charles at 405-742-8219 or michelle.charles@stillwater.org.
Stillwater Animal Welfare's Low-Cost Vaccine Clinic
9:00 a.m. to 3:00 p.m. at 707 East 8th Avenue. More information at stillwater.org.
Stillwater Arts Festival
Prairie Arts Center (101 Duck Street). April 21st: 12:00 p.m. - 8:00 p.m., April 22nd: 9:00 a.m. - 6:00 p.m. Includes art exhibition, activities, food trucks, live music. More information at artscenter.state.edu.
Daddy Daughter Prom
Stillwater Community Center (315 West 8th). Friday, May 5th: 7:00 p.m. - 8:30 p.m. Saturday, May 6th: 5:00 p.m. - 6:30 p.m. and 7:00 p.m. - 8:30 p.m. Tickets at stillwater.org/dancingwithdaddy. Call 405-533-8433 for questions.
Friends of the Stillwater Public Library Annual Used Book Sale
Public Library (1107 South Duck). Members only: Thursday, 5:00 p.m. - 8:00 p.m. General public: Friday, 12:00 p.m. - 8:00 p.m., Saturday, 10:00 a.m. - 5:00 p.m. $1 bag sale: Sunday, 1:30 p.m. - 4:00 p.m. More information at stillwater.org/library.
Purchase on Perkins Campaign
Chamber of Commerce initiative to support businesses on Perkins Road. Shoppers can submit receipts for a $1,000 giveaway. Over 600 receipts submitted halfway through the month.
Financial Matters
Fiscal Year 2023-2024 Operating Budget
Public comment received and staff directed to proceed with adoption on May 1st as presented, or return for review. Explanation provided on $19.6 million in projected citywide net income not available for general appropriation due to restrictions.
Audit Services Contract
Engagement of HSPG and Associates PC for the fiscal year 2023 audit. Cost was a consideration in selection.
Electric Rate Cost of Service Study
Update on study by LM Veter Consulting, with presentation expected late May/early June.
Water, Wastewater, and Rural Water Rates and Cost of Service Study
Update on study by New Gen Strategies, with preliminary numbers expected June 1st.
Stormwater Utility Study
Recommendation from Jacob's Engineering (October 2021) to be brought back for consideration in June.
Rural Fire Contract Rate Study
Study by New Gen Strategies to ensure fair rates and avoid subsidization by city residents. Expected to be completed by June.
Animal Welfare Facility Replacement Bond
Proposed bond measure for the November 14th ballot to replace the aging animal welfare facility. Estimated annual cost to average homeowner: $32.
Public Safety Protection District (Ad Valorem Tax)
Proposed ballot measure to add five mills to property taxes to fund public safety equipment, vehicles, and potentially salaries/benefits. Estimated annual cost to average homeowner: $120.
Performance-Based Efficiency Contract with Johnson Controls
Consideration of a contract for facility upgrades (LED lighting, HVAC, water conservation) and street light retrofits, projected to save $22.5 million over 20 years. Financing secured at 3.74% interest rate. Decision postponed to a special meeting on April 24th for further review of financial details and legal documents.
Chamber of Commerce Economic Development Contract
Update on the contract between the city and the Chamber for economic development services, with $150,000 paid for the last half of the fiscal year.
GMC Properties LLC Small Business Enhancement
Funding request for exterior facade improvements at 202 South Main Street, with a total project cost of $35,400. Approved for the maximum assistance.
69 KV Circuit Breakers Procurement
Bid awarded to GE Grid Solution LLC for circuit breakers needed for the 6th Avenue transmission and distribution relocation project, with a contingency up to $576,873.
Public Comments
One citizen spoke regarding the proposed budget, expressing confusion about restricted funds and advocating for the use of allocated funds for projects like road and water line repairs, suggesting contracting out work due to manpower shortages.
Coming Up
Tabled
- Performance-Based Efficiency Contract with Johnson Controls (postponed to April 24th special meeting)
Deadlines
- Budget adoption on May 1st, 2023
- Interest to proceed with Johnson Controls financing term sheet by Friday, April 28th
Watch For
- Electric rate study presentation (late May/early June)
- Water, wastewater, and rural water rate study preliminary numbers (June 1st)
- Stormwater utility study consideration (June)
- Rural fire contract rate study completion (June)
- Resolution for November 14th ballot measures (July)
Announcements
- National Lineman Appreciation Day is Tuesday, April 18th, honoring electric utility staff.
Agenda Summary
Consent Docket
Approval of routine administrative items.
Public Comment on Items Not Scheduled for Public Hearing
Opportunity for citizens to address the council on non-agenda items.
Public Hearing: Proposed Fiscal Year 2023-2024 Operating Budget
Receive public comment and consider action on the proposed budget.
Consider Approval of Audit Committee Recommendations to Engage HSPG and Associates of Oklahoma City to Perform Audit for the City of Stillwater
Review and act on the audit committee's recommendation for the city's audit firm.
Update and Discussion on the Timeline for the Electric Rate Cost of Service Study, Water, Wastewater and Rural Water Rates and Cost of Service Study and Rural Fire Contract Rate Study
Receive an update on the progress and timelines of various utility rate studies.
Consider Authorizing Staff to Proceed with the Replacement of an Animal Welfare Facility in a Public Safety District on the November 14th Ballot Measures
Discuss and decide on placing two measures on the November ballot: a new animal welfare facility and a public safety protection district.
Johnson Controls Presentation Regarding Performance-Based Efficiency Contract Consideration of Approval of a Performance-Based Efficiency Contract and Possible Action
Presentation and discussion on a performance-based efficiency contract for city facility upgrades, with potential for approval.
Ordinance 3522: An Ordinance Closing a Portion of the 15ft General Access Easement
Second reading and adoption of an ordinance to close a general access easement near 4099 North Landrun Drive.
Reports from the Officers and Boards
Updates and announcements from city officials and board members.
Executive Session
Confidential discussions regarding a pending legal matter and the appointment of an interim city manager.
Stillwater Economic Development Authority (CEDA) Consent Docket
Approval of routine administrative items for CEDA.
Receive a Quarterly Economic Development Update from the Chamber of Commerce
Presentation by the Chamber of Commerce on economic development activities and projects.
Consider Approving a Downtown TIF Implementation Policy Recommendation for GMC Properties Small Business Enhancement
Review and act on a recommendation for funding exterior improvements for a downtown business.
Stillwater Utilities Authority (SUA) Consent Docket
Approval of routine administrative items for SUA.
Consider Award of a Bid for Breakers to GE Grid Solutions
Review and act on a bid for 69 KV circuit breakers for substation projects.