April 20, 2021 City Council Meeting

The consent docket, including meeting minutes and right-of-way agreements, was approved with a 5-0 vote.

Councillor Elaine Zanati was nominated and approved as the new Vice Mayor with a 5-0 vote.

The purchase of an upgrade to the CAD and police records management software from Central Square was approved for a total project expenditure not to exceed $188,000.

A bid recommendation for the award of the contract for the FY20 pavement management thin surface overlay construction to Vance Brothers in the amount of $350,178.37 was approved.

The proposed FY21 Pavement Management Program, not to exceed $3,932,500, was approved with the Western Road project temporarily pulled for further review. A related budget amendment was also approved.

Acceptance of a $490,000 Community Development Block Grant contract for the Stillwater Resident COVID Impact Assistance Program Phase Two, along with authorization for the Mayor to sign associated documents and approve budget amendments, was approved.

The redevelopment agreement with Lakeview Landing LLC for the former Boomer Lake Station power plant and construction of new residential and commercial developments was approved. This includes up to $6 million in city funding for the superstructure redevelopment.

Resolution CC-2021-10, authorizing Phase Two of the grant program to assist Stillwater residents experiencing financial hardship due to COVID-19, was adopted.

Resolution CC-2021-11, approving the formula for determining the sales and use tax increment generated within Increment District Number Four, was adopted.

Authorization for additional professional services for the West College Sewer Line Project, including contract amendments and task orders for engineering, surveying, and easement acquisition, was approved for a total project expenditure of $405,000.

A bid award to Sherman and Riley in the amount of $263,422 for the purchase of two wire puller tensioner units for the electric distribution division was approved, with authorized expenditures up to $274,000 including contingency.

Resolution SUA 2021-4, adopting a net energy metering distributed generation rate, was adopted after public comment and discussion regarding its structure and potential impacts.

FY22-23 Proposed Operating Budget

Public hearing held for the proposed operating budget. Minimal adjustments made since the March 22nd presentation, resulting in a $150,000 reduction. No changes incorporated, staff directed to proceed with adoption process.

Third Quarter Financial Report

Revenues and expenditures are generally on target. Sales tax at 75% of budget, use tax at 97%, and combined sales and use tax at 77%. Utility sales at 78% of budget. Operating and maintenance expenditures at 70% of budget. Capital expenditures at 27% of budget, as expected due to procurement phases.

Computer-Aided Dispatch and Police Records Management Software

Authorization to purchase an upgrade to the CAD and police records management software from Central Square. This is a subscription-based system with an initial cost of $188,000, an $81,000 increase in the FY21-22 operating budget, with 5% annual increases starting in year six.

FY20 Pavement Management Thin Surface Overlay Construction

Approval of bid award to Vance Brothers for micro surfacing projects, including a 15% contingency.

FY21 Pavement Management Program

Approval of the FY21 Pavement Management Program, with the Western Road project temporarily removed for further review. Funds are already appropriated.

Community Development Block Grant Contract

Acceptance of CDBG funds for Phase Two of the Stillwater Resident COVID Impact Assistance Program. Administrative costs for Our Daily Bread are covered up to 6% of the grant.

Boomer Lake Station Redevelopment Agreement

The city will advance up to $6 million in funding for the redevelopment of the superstructure, treated as a construction loan at 1.75% interest over 25 years, repaid from TIF number four taxes. A $250,000 advance will be given at closing.

West College Sewer Line Project

Authorization of additional professional services for the sewer line replacement project, including a $9,800 amendment for design, $66,260.22 for surveying and legal descriptions, and $5,000 for a market appraisal report. Total project expenditures authorized at $405,000, including contingency.

Polar Tensioners for Electric Distribution

Approval of a bid award to Sherman and Riley for the purchase of two wire puller tensioner units, with authorized expenditures up to $274,000 including contingency.

Item 3: Introduction and Presentation of an Award-Winning Washington Street Corridor Project

Presentation by OSU assistant professor Bo Zhang and former OSU landscape architecture students Jacob Kraft and Kyle Landon on their award-winning Washington Street corridor project, highlighting collaboration with the city and innovative urban design solutions.

Item 4: Consent Docket

Approval of various routine items including meeting minutes and right-of-way agreements.

Item 3b: Proclamation Honoring Vice Mayor Pat Darlington

A proclamation was read, and council members offered words of appreciation for Vice Mayor Pat Darlington's seven years of service on the Stillwater City Council, recognizing her contributions to various city initiatives and her advocacy for citizen participation.

Item 5: Swearing-in of Council Elect Christy Hawkins

Christy Hawkins was officially sworn in as a new member of the Stillwater City Council.

Item 6: Election of a New Vice Mayor

Councillor Elaine Zanati was nominated and elected as the new Vice Mayor.

Item 7: Public Comment on Items Not Scheduled for Public Hearing

Roger Ghost provided public comment regarding concerns about the lack of public vetting for the five-year transportation plan.

Item 9a: Public Hearing Regarding the Proposed Operating Budget for the City of Stillwater Fiscal Year 2022-2023

A public hearing was held for the proposed operating budget. No public comments were received during the hearing. Staff were directed to proceed with the budget adoption process.

Item 10a: Quarterly Financial Report

Christy Clark, Finance Director, presented the third-quarter financial report, indicating that revenues and expenditures were generally on target.

Item 10b: Approve Purchase of Computer-Aided Dispatch and Police Records Management Software from Central Square

Approval to purchase an upgrade to the city's CAD and police records management software from Central Square for a total project expenditure not to exceed $188,000.

Item 10c: Approve a Bid Recommendation for the Award of the Contract for the Fiscal Year 20 Pavement Management Thin Surface Overlay Construction

Approval of a bid recommendation to award the contract for the FY20 pavement management thin surface overlay construction to Vance Brothers in the amount of $350,178.37.

Item 10d: Approve the Five-Year Transportation Plan

Monty Carnes, Director of City Engineering, presented the rolling five-year transportation plan as information, emphasizing its role as a guide influenced by pavement management index ratings, traffic counts, and public input. No action was taken on approval.

Item 10e: Approve the Fiscal Year 21 Pavement Management Program

Approval of the FY21 Pavement Management Program, totaling approximately $3.94 million, with the Western Road project temporarily removed for further review. The associated budget amendment was also approved.

Item 10f: Accept the Community Development Block Grant Contract in the Amount of $490,000

Acceptance of a $490,000 Community Development Block Grant contract for Phase Two of the Stillwater Resident COVID Impact Assistance Program, and authorization for the Mayor to sign associated documents and approve budget amendments.

Item 10g: Approve an Agreement with Lakeview Landing LLC for Redevelopment of the Former Boomer Lake Station Power Plant

Approval of the redevelopment agreement with Lakeview Landing LLC for the former Boomer Lake Station power plant, including city funding of up to $6 million for the superstructure redevelopment and plans for mixed-use commercial and residential development.

Item 10h: Resolution Approving the Formula for Determining the Sales and Use Tax Increment Generated Within the Increment District Number Four

Discussion and clarification of the resolution defining how sales and use tax, including non-dedicated portions, will be allocated to TIF number four for the Boomer Lake Station redevelopment project.

Item 11a: Resolution CC-2021-10

Adoption of Resolution CC-2021-10, authorizing Phase Two of the grant program to assist Stillwater residents experiencing financial hardship due to COVID-19.

Item 11b: Resolution CC-2021-11

Adoption of Resolution CC-2021-11, approving the formula for determining the sales and use tax increment generated within Increment District Number Four.

Item 12: Reports from Officers and Boards

Various announcements were made by city staff and council members regarding city projects, events, and community initiatives.

Stillwater Economic Development Authority Meeting - Consent Docket

Approval of special meeting minutes for the Stillwater Economic Development Authority.

Stillwater Economic Development Authority Meeting - Item 5a: Approve Agreement with Lakeview Landing LLC

Approval of the redevelopment agreement between Lakeview Landing LLC and the City of Stillwater and Stillwater Economic Development Authority for the Boomer Lake Station power plant redevelopment.

Stillwater Utilities Authority Meeting - Consent Docket

Approval of special meeting minutes for the Stillwater Utilities Authority.

Stillwater Utilities Authority Meeting - Item 3: Public Comment on Items Not Scheduled for Public Hearing

Henry Yuhara provided public comment, requesting a delay in the proposed distributed generation rate approval to evaluate suggested changes addressing cross-subsidization and high customer fees.

Stillwater Utilities Authority Meeting - Item 5a: West College Sewer Line Project

Approval to authorize additional professional services for the West College Sewer Line Project, including contract amendments and task orders for engineering, surveying, and easement acquisition.

Stillwater Utilities Authority Meeting - Item 5b: Approval of a Bid Award to Sherman and Riley

Approval of a bid award to Sherman and Riley for the purchase of two wire puller tensioners for the electric distribution division.

Stillwater Utilities Authority Meeting - Item 5c: Overview of the Proposed Distributed Generation Rate Tariff

Lauren Smith, Electric Utility Director, and Lisa Vetter, consultant, provided an overview of the proposed distributed generation rate tariff, responding to public comments and discussing the rate's design and future adjustments.

Stillwater Utilities Authority Meeting - Item 6a: Resolution SUA 2021-4

Adoption of Resolution SUA 2021-4, which formally adopts a net energy metering distributed generation rate.

Item 13: Executive Session

The city council entered into executive session for purposes stated on the agenda.