Meeting Summary
The Stillwater City Council approved the consent docket and held a public hearing for the fiscal year 2023-2024 operating budget. They also discussed and approved moving forward with a performance-based efficiency contract with Johnson Controls, pending further review of financing details. Additionally, the council authorized staff to proceed with placing measures for an animal welfare facility replacement and a public safety district on the November 14th ballot.
Key Decisions & Votes
Consent Docket Approval
02:20:00The consent docket, containing routine administrative items, was approved with a unanimous vote of five to zero.
Fiscal Year 2023-2024 Operating Budget Public Hearing
02:35:00A public hearing was held for the proposed operating budget. The Finance Director clarified the allocation of restricted funds, and public comment was received regarding the need to spend down these funds on projects like road and water line repairs. No immediate action was taken, with budget adoption planned for May 1st.
Audit Firm Engagement
20:00:00The council approved the Audit Committee's recommendation to engage HSPG and Associates of Oklahoma City to perform the fiscal year 2023 audit for the city and related trust authorities.
November 14th Ballot Measures
30:00:00Staff was authorized to proceed with placing two measures on the November 14th, 2023 ballot: one for the replacement of an animal welfare facility and another for the creation of a public safety district.
Performance-Based Efficiency Contract with Johnson Controls
42:00:00The council approved proceeding with a performance-based efficiency contract with Johnson Controls for facility upgrades, LED lighting retrofits, and water conservation measures, pending further review of financing details at a special meeting on April 24th.
Ordinance 3522 Adoption
01:20:00Ordinance 3522, concerning the closing of a portion of a general access easement near 4099 North Landrun Drive, was adopted on its second reading with a unanimous vote.
Stillwater Economic Development Authority Consent Docket
01:28:00The consent docket for the Stillwater Economic Development Authority meeting was approved unanimously.
Downtown TIF Implementation Policy Recommendation
01:48:00The Stillwater Economic Development Authority approved the recommendation for GMC Properties LLC's small business enhancement funding request for exterior improvements at 202 South Main Street, authorizing a maximum of $15,000 in assistance.
Stillwater Utilities Authority Consent Docket
02:00:00The consent docket for the Stillwater Utilities Authority meeting was approved unanimously.
Award of Bid for Breakers to GE Grid Solutions
02:01:00The Stillwater Utilities Authority approved awarding the bid for 69 KV circuit breakers to GE Grid Solution LLC for $524,430, with an authorized expenditure up to $576,873 including contingency, for the 6th Avenue transmission and distribution relocation project.
Upcoming Community Events
Volunteer Cleanup Day for Historic Washington School
Registration at 9:00 a.m. at Southern Woods Park (12th Knoblock). Cleanup begins at 10:00 a.m. Wear appropriate clothing, gloves, and shoes. Contact Michelle Charles at 405-742-8219 or michelle.charles@stillwater.org for more info.
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 and on Animal Welfare's Facebook page.
Stillwater Arts Festival
Prairie Arts Center (101 Duck Street). April 21st: 12:00 p.m. to 8:00 p.m. April 22nd: 9:00 a.m. to 6:00 p.m. Features art exhibition, art making, food trucks, live music. More info at artscenter.okstate.edu.
Daddy Daughter Prom
Stillwater Community Center (315 West 8th). Friday, May 5th: 7:00 p.m. to 8:30 p.m. Saturday, May 6th: 5:00 p.m. to 6:30 p.m. and 7:00 p.m. to 8:30 p.m. Tickets at stillwater.org/dancingwithdaddy. Call 405-533-8433 for info.
Friends of the Stillwater Public Library Annual Used Book Sale
Stillwater Public Library (1107 South Duck). Members only: Thursday 5:00 p.m. to 8:00 p.m. General public: Friday 12:00 p.m. to 8:00 p.m., Saturday 10:00 a.m. to 5:00 p.m. $1 bag sale: Sunday 1:30 p.m. to 4:00 p.m. More info at stillwater.org/library.
Financial Matters
Fiscal Year 2023-2024 Operating Budget
Public hearing held to receive comments on the proposed budget. Finance Director clarified the nature of restricted funds ($21.6 million) not available for general appropriation, which are designated for specific projects like transportation, water, wastewater, and debt retirement.
Audit Services Contract
Approval to engage HSPG and Associates PC for the fiscal year 2023 audit of all city funds and trust authorities, including grant funds and a passenger facility charge audit.
Performance-Based Efficiency Contract (Johnson Controls)
Contract for facility upgrades, LED lighting retrofits, and water conservation measures. Projected total savings of $22.5 million over 20 years, with an annual positive cash flow of approximately $40,000. Financing at 3.74% interest rate over 20 years.
Public Safety Protection District (Ballot Measure)
Proposed ballot measure to add five mills to property taxes annually, generating approximately $2 million for public safety equipment, vehicles, and potentially salaries/benefits. This aims to diversify revenue sources beyond sales tax.
Animal Welfare Facility Bond (Ballot Measure)
Proposed ballot measure to bond for the replacement of the animal welfare facility. Estimated annual cost to average homeowner for both ballot measures is $152 ($12.67/month).
Stillwater Chamber of Commerce Economic Development Contract
The Chamber of Commerce has a contract with the city for economic development services, with $150,000 paid for the last half of the fiscal year.
Small Business Enhancement Funding (GMC Properties LLC)
Approved funding for exterior facade improvements at 202 South Main Street, representing 50% of the $35,400 project cost, up to the maximum of $15,000.
69 KV Circuit Breakers Bid Award
Awarded bid to GE Grid Solution LLC for circuit breakers for the 6th Avenue transmission and distribution relocation project, with authorized expenditures up to $576,873 including contingency.
Public Comments
One citizen, Roger Ghost, spoke during the public hearing for the budget. He expressed confusion about the city's financial situation, particularly regarding the large amounts of restricted funds not being spent on critical infrastructure like roads and water lines. He urged the city to find ways to utilize these funds, even suggesting contracting out work due to manpower shortages.
Coming Up
Deadlines
- April 22nd: Validity of GE Grid Solution bid for circuit breakers
- April 24th: Special City Council meeting for Johnson Controls contract review
- May 1st, 2023: Budget adoption for FY 2023-2024
- Late May/Early June: Electric rate study presentation
- June: Water, wastewater, rural water rate study preliminary numbers, stormwater utility presentation, rural fire contract rate study presentation
- July: Resolution for November 14th ballot measures
Watch For
- Further details and final contract for Johnson Controls performance-based efficiency project
- Development of the Grow Stillwater marketing piece by the Chamber, City, and Visit Stillwater
- Progress on Project Mayflower (Armstrong building interest)
- Formal announcement and development of Project Wheelhouse (The Hub) by the Tonkawa tribe
- Impact of rate studies on utility bills and rural fire contracts
Announcements
- National Lineman Appreciation Day is Tuesday, April 18th, recognizing the dedication of electric utility staff.
- The Stillwater Chamber of Commerce is conducting a 'Purchase on Perkins' initiative to support businesses on Perkins Road, offering a $1,000 giveaway based on receipts.
Agenda Summary
Consent Docket
Approval of routine administrative items.
Public Comment on Items Not Scheduled for Public Hearing
Opportunity for citizens to comment on non-agenda items.
Public Hearing: Proposed Fiscal Year 2023-2024 Operating Budget
Receive public comment and consider changes to the proposed budget, with potential adoption on May 1st.
Consider Approval of Audit Committee Recommendations to Engage HSPG and Associates
Engage an audit firm for the fiscal year 2023 audit of all city funds and trust authorities.
Update and Discussion on Rate Studies
Timeline update for electric, water, wastewater, rural water, and rural fire contract rate studies.
Authorize Staff to Proceed with November 14th Ballot Measures
Consider placing measures for an animal welfare facility replacement and a public safety district on the November 14th ballot.
Johnson Controls Presentation Regarding Performance-Based Efficiency Contract
Presentation and consideration of approval for a performance-based efficiency contract for facility upgrades, LED lighting, and water conservation.
Ordinance 3522
An ordinance closing a portion of a 15-foot general access easement near 4099 North Landrun Drive.
Executive Session
Confidential communication regarding a pending investigation/claim and discussion of specific current employees for interim city manager appointment.
Stillwater Economic Development Authority Consent Docket
Approval of routine administrative items for the SEDA.
Quarterly Economic Development Update from the Chamber of Commerce
Presentation on economic development activities, projects, and partnerships by the Chamber CEO.
Consider Approving Downtown TIF Implementation Policy Recommendation for GMC Properties Small Business Enhancement
Review and approve funding request for exterior facade improvements at 202 South Main Street.
Stillwater Utilities Authority Consent Docket
Approval of routine administrative items for the SUA.
Consider Award of a Bid for Breakers to GE Grid Solutions
Award bid for 69 KV circuit breakers for the 6th Avenue transmission and distribution relocation project.