Meeting Summary
The Stillwater City Council approved several service agreement extensions and bid recommendations for airport improvements, including a new aviation gas system and apron reconstruction, largely funded by federal grants. The Council also discussed the city's transition to Phase 3 of COVID-19 recovery, with an emphasis on contact tracing and a potential return to in-person meetings. The Stillwater Utilities Authority approved various utility purchase agreements and adopted a new rate for electric vehicle charging stations.
Key Decisions & Votes
Consent Docket
02:00:00Approval of previous meeting minutes, acceptance of water, sewer, and street improvements, and renewal of a fire plan review services contract.
Demolition Deadline Extension for 723 High Point
20:00:00Extended the demolition deadline for the property at 723 High Point to September 14, 2020, due to difficulties in obtaining demolition bids during COVID-19.
Service Agreement Extensions (Excluding Prairie Arts Center)
38:00:00Approved one-year service agreement extensions with the Museum of History, Payne County Youth Services, and Tiny Paws. Also approved extensions through August 30th for Friends of Lake McMurtry and Stillwater Area Sports Association due to COVID-19 budget uncertainty.
Bid Recommendation for Aviation Gas System Upgrade
42:00:00Awarded the bid for the aviation gas system upgrade at Stillwater Regional Airport to Innovative Fueling Solutions for $250,608.48, with internal airport funds covering the shortfall from the Phillips 66 grant.
Bid Recommendation for South Apron Reconstruction
45:00:00Awarded the bid for the South Apron Reconstruction at Stillwater Regional Airport to Duet Construction for $5,590,708.50, with 100% federal funding through the CARES Act.
Bid Recommendation for Primary Airport Rescue and Firefighting Apparatus
49:00:00Awarded the bid for a new primary aircraft rescue and firefighting apparatus to Rosenbauer Minnesota LLC for $773,675, utilizing passenger entitlements and CARES Act funding.
Budget Amendment for OSU Ground Lease Advance Payment
53:00:00Approved a budget amendment reflecting a $235,000 advance payment from OSU for their ground lease, to be used for the new firefighting apparatus and ancillary equipment.
Stillwater Flight Center Fuel Dispensing Permit Renewal
56:00:00Approved the renewal application for a retail fuel dispensing permit for Stillwater Flight Center Inc. for July 1, 2020, through June 30, 2021.
Budget Amendment for Oklahoma Department of Libraries Funding
58:00:00Approved a budget amendment reflecting an additional $1,975 in state aid funding from the Oklahoma Department of Libraries for the Stillwater Public Library.
Budget Amendment for Oklahoma Humanities and National Endowment for the Humanities Funding
59:00:00Approved a budget amendment reflecting an additional $20,000 in funding from Oklahoma Humanities and the National Endowment for the Humanities for the Stillwater Public Library.
Budget Amendment for CARES Act Airport Relief Funding
01:00:00Approved a budget amendment reflecting the receipt of $1,112,414 in federal CARES Act Airport Relief funding, which will support airport operating costs in FY21 and relieve general fund transfers.
Resolution for Utility Payment Plans and Disconnections
01:19:00Approved a resolution authorizing longer-term payment plans for utility services, reinstating cutoff notifications and disconnections beginning June 2nd, and a 10% penalty on delinquent accounts effective July 6th. Customers have until July 17th to enroll in a payment plan.
GRDA Wholesale Power Purchase Agreement (SUA)
01:27:00Authorized an expenditure limit not to exceed $24 million for the GRDA wholesale power purchase agreement for FY21.
Enable Oklahoma Interstate Transmission Agreement (SUA)
01:28:00Authorized an expenditure limit not to exceed $1.4 million for the FY21 agreement with Enable Oklahoma Interstate Transmission for gas commodity purchase and transmission.
ONG Natural Gas Transmission Agreement (SUA)
01:29:00Authorized an expenditure limit not to exceed $200,000 for the FY21 agreement with ONG for natural gas transmission.
Futura Electric System Software Support Agreement (SUA)
01:30:00Approved the FY21 agreement with Futura for electric system software support in the amount of $66,574.20.
Wärtsilä Sole Source Purchase (SUA)
01:32:00Authorized a sole source purchase from Wärtsilä for services up to $100,000 and parts up to $200,000 in FY21 for the Stillwater Energy Center, funded by the electric rate stabilization fund.
Electric Rate for Electric Vehicle Charging Station Service (SUA)
01:45:00Adopted a new electric rate for electric vehicle charging station service, featuring a three-part rate with a customer charge, demand charge, and energy charge, designed to be cost-reflective.
Utility Payment Plans and Disconnections (SUA)
01:46:00Adopted a resolution mirroring the City Council's decision to reinstate utility disconnections and payment plans, with a deadline of July 17th for customers to enroll in extended payment options.
Convenience Collections and Rate Structure Amendment (SUA)
01:47:00Adopted a resolution amending the city's convenience collections and rate structure to include a 20-cent per gallon charge for used motor oil, to cover disposal costs.
Financial Matters
Aviation Gas System Upgrade
Bid awarded to Innovative Fueling Solutions, with a portion covered by a Phillips 66 grant and the remainder from airport operating budget contingency funds.
South Apron Reconstruction
Bid awarded to Duet Construction, fully funded by federal CARES Act grants.
Primary Airport Rescue and Firefighting Apparatus
Bid awarded to Rosenbauer Minnesota LLC, funded by passenger entitlements and CARES Act funding, with additional funds from OSU advance payment.
OSU Ground Lease Advance Payment
Advance payment from Oklahoma State University for their ground lease, used to fund the firefighting apparatus purchase.
Oklahoma Department of Libraries Funding
Additional state aid funding for the Stillwater Public Library for materials, supplies, and staff wages.
Oklahoma Humanities and National Endowment for the Humanities Funding
Emergency funding for the Stillwater Public Library for staff wages.
CARES Act Airport Relief Funding
Federal funding to support airport operating costs in FY21, relieving general fund transfers.
GRDA Wholesale Power Purchase Agreement
Estimated expenditure for wholesale power purchase for FY21.
Enable Oklahoma Interstate Transmission Agreement
Estimated expenditure for gas commodity purchase and transmission for FY21.
ONG Natural Gas Transmission Agreement
Estimated expenditure for natural gas transportation costs for FY21.
Futura Electric System Software Support
Annual software support agreement for the electric utility's operating systems.
Wärtsilä Sole Source Purchase
Authorization for services up to $100,000 and parts up to $200,000 for the Stillwater Energy Center's engine generators, funded by the electric rate stabilization fund.
Used Motor Oil Disposal Fee
New charge to cover the cost of collecting and disposing of used motor oil at the convenience collection center.
Coming Up
Tabled
- Prairie Arts Center service agreement extension (to be revisited at the next meeting)
Deadlines
- July 17th: Deadline for utility customers to enroll in extended payment plans for delinquent accounts.
- June 30th: Current Stillwater Flight Center fuel permit expires.
Watch For
- Additional grant funding from Phillips 66 for airport entry road improvements.
- Updates on the dilapidated property at 116 South Main.
- Further details on the outdoor pop-up shop/mini arts festival at the Prairie Arts Center in July.
- Discussions on a potential return to in-person City Council meetings in July.
- Communication plans regarding contact tracing and COVID-19 precautions for the public and OSU students.
- Potential alternate date for Fourth of July fireworks (Labor Day).
Announcements
- The City of Stillwater has moved into Phase 3 of COVID-19 recovery, removing gathering limits and changing the vulnerable population shelter-in-place from a requirement to a recommendation.
- City facilities like City Hall, the community center, and armory are reopening with limitations. The library will reopen June 8th with limitations.
- The Senior Center and Project Heart will remain closed, though Project Heart offers delivery/drive-thru services.
- The Couch Park swimming pool will not open this summer.
- Playgrounds in parks will reopen with signage advising caution and social distancing.
- General encouragement to wear face coverings citywide when interacting with people and businesses.
- The Governor and First Lady are encouraging donations to food pantries across the state, including Our Daily Bread in Stillwater.
- The Stillwater Community Foundation is accepting donations for local support.
- Police Chief Watts issued a statement regarding the Police Department's response to demonstrations related to the murder of George Floyd, emphasizing community work and support for peaceful protests.
Agenda Summary
Consent Docket
Approval of minutes, acceptance of improvements, and contract renewal.
Prairie Art Center Annual Report
Presentation by Dr. Rebecca Brennan on the activities and achievements of the Prairie Art Center.
Extend Demolition Deadline for 723 High Point
Request to extend the demolition deadline due to COVID-19 related difficulties in obtaining bids.
Update on Dilapidated Property at 116 South Main
Update on the status of the property, including a potential purchase offer and development plans.
Approve Service Agreement Extensions
Extensions for various community organizations including Museum of History, Lake McMurtry, Stillwater Area Sports, Prairie Art Center, Payne County Youth Services, and Tiny Paws.
Bid Recommendation for Aviation Gas System Upgrade
Awarding a bid for upgrading the aviation gas system at Stillwater Regional Airport.
Bid Recommendation for South Apron Reconstruction
Awarding a bid for the reconstruction of the south apron at Stillwater Regional Airport.
Bid Recommendation for Primary Airport Rescue and Firefighting Apparatus
Awarding a bid for the purchase of a new airport rescue and firefighting apparatus.
Approval Budget Amendment Reflecting Advance Payment from OSU
Budget amendment to reflect an advance payment from OSU for their ground lease to fund the firefighting apparatus.
Approval of Stillwater Flight Center's Renewal Application for Fuel Dispensing Permit
Renewal of the permit for Stillwater Flight Center to dispense fuel at the airport.
Approval of Budget Amendment Reflecting Receipt of Federal CARES Act Airport Relief Funding
Budget amendment to reflect the receipt of federal funding for airport operations.
Approval of Budget Amendment Reflecting Additional Funding from Oklahoma Department of Libraries
Budget amendment for additional state aid funding for the Stillwater Public Library.
Approval of Budget Amendment Reflecting Additional Funding from Oklahoma Humanities and National Endowment for the Humanities
Budget amendment for additional grant funding for the Stillwater Public Library.
COVID-19 Update
Update on the city's COVID-19 response, including Phase 3 transition, contact tracing, and discussion on returning to in-person meetings.
Resolution CC-20-11: Utility Payment Plan and Disconnection Reinstatement
Resolution authorizing longer-term payment plans for utility services and reinstating cutoff notifications and disconnections.
SUA Consent Docket
Approval of special meeting minutes.
SUA Approve GRDA Wholesale Power Purchase Agreement
Approval of the wholesale power purchase agreement with GRDA for FY21.
SUA Approve FY21 Agreement with Enable Oklahoma Interstate Transmission
Approval of the agreement for gas commodity purchase and transmission for FY21.
SUA Approve FY21 Agreement with ONG for Natural Gas Transmission
Approval of the agreement for natural gas transmission for FY21.
SUA Approve FY21 Agreement with Futura for Electric System Software Support
Approval of the annual software support agreement for the electric utility.
SUA Authorize Sole Source Purchase from Wärtsilä
Authorization for a sole source purchase of services and parts from Wärtsilä for the Stillwater Energy Center.
SUA Resolution SUA 2020-3: Adopting an Electric Rate for Electric Vehicle Charging Station Service
Resolution adopting a new electric rate structure for public electric vehicle charging stations.
SUA Resolution SUA 2020-4: Utility Payment Plan and Disconnection Reinstatement
Resolution mirroring the City Council's decision on utility payment plans and disconnections.
SUA Resolution SUA 2020-5: Amending Convenience Collections and Rate Structure
Resolution amending the rate structure to include a charge for used motor oil disposal.