Meeting Summary
The Stillwater City Council held its May 2nd, 2022 meeting, addressing various city operations and future plans. Key discussions included the proposed operating budget for fiscal year 2022-2023, an amendment to the Stillwater Reinvestment Plan for a new industrial facility, and several budget amendments for airport improvements and property acquisitions. The council also adopted resolutions and ordinances related to bond issuance and employee retirement systems.
Key Decisions & Votes
Consent Docket Approval
07:38:00The consent docket, containing routine administrative items, was approved by the council.
Budget Amendment for North Apron Reconstruction Project
29:30:00A budget amendment of $36,156 was approved to cover unforeseen costs and complete the final payment for the North Apron Reconstruction Project at the airport.
Budget Amendments for Reinsurance Claims
32:50:00Budget amendments were approved to appropriate $850,000 for health insurance expenditures and reflect $342,514 in increased revenue from reinsurance claim reimbursements due to several high-cost health claims.
Bid Recommendation for Snow Removal Equipment
50:00:00A bid of $695,234 from MB Companies was approved for the purchase of a front-mount airport broom and chassis for snow removal at Stillwater Regional Airport, to be funded by a multi-year FAA grant.
Bid Recommendation for Electrical and Lighting Upgrades
52:50:00A bid of $260,375 from Wise Electric was approved for electrical and lighting upgrades at the airport, funded by an FAA entitlement grant, excluding an ineligible security lighting alternate.
Bid Recommendation for Airport Roof Repairs
55:00:00A bid of $233,173.14 from Capstone Roofing LLC was approved for roof repairs at Stillwater Regional Airport, which came in under budget.
Budget Amendment for Library E-Media Project (ARPA Funds)
57:00:00A budget amendment appropriating $40,000 from ARPA funds, administered by the Oklahoma Department of Libraries, was approved for the purchase of e-media materials for the Oklahoma Virtual Library Consortium.
Budget Amendment for Library E-Media Project (IMLS Funds)
58:30:00A budget amendment appropriating $45,000 from IMLS funds, administered by the Oklahoma Department of Libraries, was approved for the purchase of downloadable materials for the Oklahoma Virtual Library.
Budget Amendment for Property Purchase (6th Avenue Reconstruction)
01:03:00A budget amendment of $487,500 was approved for the purchase of two properties at 2208 West 6th Avenue ($262,500) and 2214 West 6th Avenue ($225,000) as part of ODOT's Highway 51/6th Avenue reconstruction project.
Resolution for FAA Bipartisan Infrastructure Funds Application
01:09:00Resolution 2022-12 was adopted, authorizing the city council to submit an application for $1,019,233 in FAA Bipartisan Infrastructure Funds for preliminary design of terminal expansion and a new air traffic control tower sighting study at Stillwater Regional Airport.
Resolution Fixing Bond Amounts and Sale Details
01:16:00Resolution 2022-13 was adopted, fixing the amount of $9 million in general obligation limited tax bonds to mature each year, setting the time and place for their sale, and authorizing the clerk to give notice, including a new call feature.
Ordinance 3494 (Stillwater Reinvestment Plan Amendment)
01:21:00Ordinance 3494, amending the Stillwater Reinvestment Plan for the Downtown Campus Link Project Plan to include a new increment district for an industrial facility, was advanced to its second reading.
Ordinance 3492 (Employee Retirement System Defined Contribution Plan Amendment)
01:23:00Ordinance 3492, amending the employee retirement system to define a contribution plan for the city, was adopted.
Ordinance 3493 (Employee Retirement System Defined Contribution Plan Amendment)
01:24:00Ordinance 3493, further amending the employee retirement system defined contribution plan, was adopted.
SUA Consent Docket Approval
01:31:00The Stillwater Utilities Authority (SUA) consent docket was approved.
SUA Bid Recommendation for Roll-Off Containers
01:33:00A bid of $147,000 from Roll-Offs of America was approved for the purchase of 20 roll-off containers for waste management, with funds transferred from a capital project.
SUA Addition of Sustainability Environment Adjustment Fee to Tulsa Recycling and Transfer Agreement
01:37:00The addition of a Sustainability Environment Adjustment Fee, similar to a fuel surcharge, was approved for the contract with Tulsa Recycling and Transfer Incorporation for recyclable material processing services.
SUA Budget Amendment for West College Eiler and Manhole Rehabilitation Project Easements
01:43:00A budget amendment appropriating $500,000 from the wastewater fund was approved for the purchase of permanent and temporary construction easements needed for the West College Eiler and Manhole Rehabilitation Project.
SUA Bid Recommendation for Polymer Water Meter Lids
01:48:00A bid from Utility Technology Services was approved for the purchase of polymer water meter lids, which are required for the Advanced Metering Infrastructure (AMI) project.
Upcoming Community Events
Drinking Water Week
Proclaimed by the Mayor, recognizing the vital role of drinking water and the efforts of water sector employees.
National Small Business Week
Proclaimed by the Mayor, celebrating the contributions of small businesses to the economy and community.
National Nurses Week
Proclaimed by the Mayor, recognizing the contributions of nurses, especially during the pandemic.
National Hospital Week
Proclaimed by the Mayor, celebrating hospitals and healthcare workers for their dedication and care.
Boomer Blast Fireworks Show
Fireworks show to kick off the Independence Day holiday weekend. More details to be posted on stillwater.org and social media.
OSU Student Move Out Special
Students with a valid OSU ID can drop off furniture, mattresses, computers, televisions, and appliances (without freon) for free at the Convenience Collection Center (807 South Perkins Road).
Teacher Appreciation Week
Recognition of teachers for their dedication and support of students.
Financial Matters
Proposed Operating Budget for FY 2022-2023
Public comment was received on the proposed budget, which includes increased revenue projections for Stillwater Utilities Authority due to 3% rate increases for electric, water, and wastewater utilities.
North Apron Reconstruction Project Budget Amendment
Additional funds appropriated for the completion of the North Apron Reconstruction Project at the airport due to unforeseen circumstances.
Health Insurance Expenditures Budget Amendment
Increased appropriation for health insurance expenditures due to several high-cost claims reaching the reinsurance threshold.
Reinsurance Claim Reimbursements Budget Amendment
Increased revenue recognized from reimbursements received under the city's reinsurance policy for health claims.
Third Quarter Financial Report
Revenues are generally on target to meet the budget, with sales tax at 77% and use tax at 84.7% of the revised budget. Expenditures are tracking at or under budget. Sales and use tax increases were transferred to the city's capital fund.
Snow Removal Equipment Bid Award
Awarded to MB Companies for airport snow removal equipment, to be funded by a multi-year FAA entitlement grant.
Electrical and Lighting Upgrades Bid Award
Awarded to Wise Electric for airport electrical and lighting upgrades, funded by an FAA entitlement grant.
Airport Roof Repairs Bid Award
Awarded to Capstone Roofing LLC for roof repairs at Stillwater Regional Airport, funded through capital budget and a previously allocated roof account.
Library E-Media Project (ARPA Grant)
Budget amendment for grant funds received from the American Rescue Plan through the Oklahoma Department of Libraries for e-media materials.
Library E-Media Project (IMLS Grant)
Budget amendment for grant funds received from the Institute for Museum and Library Services through the Oklahoma Department of Libraries for downloadable materials.
Property Purchase for 6th Avenue Reconstruction
Budget amendment for the purchase of two properties (2208 West 6th Avenue for $262,500 and 2214 West 6th Avenue for $225,000) needed for the ODOT Highway 51/6th Avenue reconstruction project.
General Obligation Limited Tax Bonds
Resolution adopted to fix the amount and sale details for $9 million in general obligation limited tax bonds, including a call feature.
SUA Roll-Off Containers Purchase
Awarded to Roll-Offs of America for 20 roll-off containers for waste management, funded by a budget revision from capital project 22WM01918.
SUA Sustainability Environment Adjustment Fee
Approved the addition of a new fee to the contract with Tulsa Recycling and Transfer Incorporation, based on petroleum costs, with an anticipated annual cost of around $10,000.
SUA West College Eiler and Manhole Rehabilitation Project Easements
Budget amendment appropriating funds from the wastewater fund for the purchase of easements for the sewer line replacement and manhole refurbishment project.
SUA Polymer Water Meter Lids Purchase
Bid awarded to United Technology Services for polymer water meter lids, with sufficient contingency funding in the AMI project.
Public Comments
Public comments were received on the proposed operating budget for FY 2022-2023 and the proposed amendment to the Stillwater Reinvestment Plan. Justin Mingus from the Stillwater Chamber of Commerce spoke in support of the TIF amendment, highlighting its economic benefits.
Coming Up
Deadlines
- May 16th, 2022: City Council to consider adoption of the proposed operating budget for FY 2022-2023.
- May 16th, 2022: Next public hearing for the amended Stillwater Reinvestment Plan.
- May 16th, 2022: City Council to consider adoption of the ordinance approving the amended project plan.
Watch For
- Budget amendment for FAA entitlement grant funds for airport projects.
- Supplemental contract for McFarland design team for airport terminal and tower projects.
- Future property acquisitions for the 6th Avenue reconstruction project.
Announcements
- Thunderstorms are moving into the area; Rob Hill is monitoring the weather, and shelter is available.
- Residents are encouraged to sign up for the 'Be Informed Stillwater' mass notification system for severe weather alerts, including all-clear messages, at stillwater.org/beinformed.
- Outdoor warning storm sirens are not meant to be heard indoors and do not sound an all-clear.
- Boomer Blast fireworks show will be on Friday, July 1st, 2022, due to vendor staffing limitations.
- The City of Stillwater's annual OSU Student Move Out Special runs from May 2nd to June 30th, offering free drop-off of certain items at the Convenience Collection Center.
- This week is Teacher Appreciation Week, and gratitude was expressed for educators.
- Residents are encouraged to use big belly trash cans in parks and downtown areas to keep community spaces clean.
Agenda Summary
Item 3: Presentations and Proclamations
Proclamations were read for Drinking Water Week, National Small Business Week, National Nurses Week, and National Hospital Week.
Item 4: Consent Docket
Routine administrative items were approved.
Item 5: Public Comments
No one was signed up for general public comments.
Item 7a: Receive public comment regarding proposed operating budget for fiscal year 2022-2023
Public hearing held to receive comments on the proposed budget, which includes increased revenue projections for Stillwater Utilities Authority.
Item 7b: Receive public comment regarding proposed amendment to the 2022 amended Stillwater Reinvestment Plan (Downtown Campus Link Project Plan)
Public hearing held for the first reading of an amendment to the TIF project plan, including a new industrial facility at 100 West Airport Road, with support from the Stillwater Chamber of Commerce.
Item 8a: Approve a budget amendment appropriating an additional $36,156 for completion of the North Apron Reconstruction Project
Budget amendment to cover unforeseen costs for the airport project.
Item 8b: Approve budget amendments reflecting increased revenue from reinsurance claims
Budget amendments to adjust for health insurance expenditures and reinsurance reimbursements.
Item 8c: Approve a third quarter financial report
Presentation and acceptance of the third quarter financial report, showing revenues generally on target and expenditures under budget.
Item 8d: Update on the Strategic Plan for 2022-2026
Presentation of the revised strategic plan, including a new design, updated vision statement, and a 'Now FY23 projects and initiatives' section to connect daily work to strategic goals.
Item 8e: Approve a bid recommendation to award a bid to MB Companies for the purchase of snow equipment snow removal equipment
Award of a bid for airport snow removal equipment, funded by an FAA entitlement grant.
Item 8f: Approve a bid recommendation for electrical and lighting upgrades
Award of a bid for airport electrical and lighting upgrades, funded by an FAA entitlement grant.
Item 8g: Approve recommendation to award a bid to Capstone Roofing for roof repairs at the airport
Award of a bid for roof repairs at various airport facilities.
Item 8h: Approve budget amendment reflecting grant funds received from the American Rescue Plan through the Oklahoma Department of Libraries
Budget amendment for ARPA funds for the library's e-media project.
Item 8i: Approve budget amendment reflecting grant funds received from the Institute for Museum and Library Services through the Oklahoma Department of Libraries
Budget amendment for IMLS funds for the library's e-media project.
Item 8j: Approve budget amendment appropriating funds for the purchase of property at 2208 West 6th for $262,500 plus $2,500 for closing costs and 2214 West 6th for $225,000 plus up to $25,000 for closing costs
Budget amendment for the purchase of two properties needed for the 6th Avenue reconstruction project.
Item 9a: Resolution 2022-12 acknowledging city council authorization and approval of the submission of an application for fiscal year 2022 Bipartisan Infrastructure Funds administered by the Federal Aviation Administration for airport infrastructure improvements at Stillwater Regional Airport
Resolution authorizing application for FAA Bipartisan Infrastructure Funds for airport terminal and tower design.
Item 9b: Resolution 2022-13 resolution fixing the amount of bonds to mature each year fixing the time and place bonds are to be sold and authorizing the clerk to give notice of said sale as required by law
Resolution setting the terms for the sale of $9 million in general obligation limited tax bonds.
Item 10a: First Read Ordinance 3494
Ordinance amending the Stillwater Reinvestment Plan to approve the 2022 amended Stillwater Downtown Campus Link Project Plan.
Item 10b: Second Read Ordinance 3492
Ordinance amending the employee retirement system to define a contribution plan.
Item 10c: Second Read Ordinance 3493
Ordinance further amending the employee retirement system defined contribution plan.
SUA Item 3: Consent Docket
Routine administrative items for the Stillwater Utilities Authority were approved.
SUA Item 5a: Approve a bid recommendation to award contract to Roll-Offs of America for the purchase of 20 roll-off containers for waste management
Award of a bid for roll-off containers for waste management.
SUA Item 5b: Approved the addition of the Sustainability Environment Adjustment Fee to Tulsa Recycling and Transfer Agreement
Approval of a new fee for the recycling processing services contract.
SUA Item 6c: Approve a budget amendment appropriating $500,000 from the wastewater fund for the purchase of easement required for West College Eiler and Manhole Rehabilitation Process Project
Budget amendment for easements for a wastewater infrastructure project.
SUA Item 6d: Has approved bid recommendations to award a contract to United Technology Services for the purchase of polymer water meter lids at pricing that James Driscoll will explain to us
Award of a bid for polymer water meter lids for the AMI project.