May 19, 2020 City Council Meeting

The Council authorized utility staff to offer long-term payment plans to customers with past-due balances due to COVID-19, with a resolution to be brought back on June 1st. This includes options for extended payment periods beyond the standard 14 days.

The Council voted to table the CDBG 19 stormwater drainage project on 12th Avenue due to bids coming in significantly higher than estimated. Staff will reapply for CDBG funds for this project in 2021 and explore other funding avenues.

The Council received an update on the successful homebuyer education and assistance programs, with all allocated funds expended. They expressed strong interest in continuing and further funding the program, aiming for a target of $75,000.

The Council authorized Payne County Youth Services to apply for the 2020 Emergency Solutions Grant, which will help fund their operations and provide essential services.

The Council approved a budget amendment to close out completed capital projects, returning nearly $830,000 to various city funds and $818,000 to SUA funds, freeing up these dollars for future appropriations.

The Council approved the engagement of Berbick, Trahan and Company, PA, to perform the audit for the City of Stillwater and related trust authorities for the 2020 fiscal year, marking the third year of their engagement.

The Council authorized the City Manager to sign contract documents related to employee benefits administration for fiscal year 2020-2021 with various vendors including Blue Cross Blue Shield, Delta Dental, Acuras, Nationwide, Aetna, and Gallagher Benefit Services.

The City Council adopted Resolution CC-20-10, approving the operating budget for fiscal year 2020-2021, acknowledging the need for future modifications due to COVID-19 revenue impacts.

The Stillwater Utilities Authority adopted Resolution SUA 20-2, approving its operating budget for fiscal year 2020-2021.

The Stillwater Economic Development Authority adopted Resolution C2-20-2, approving its operating budget for fiscal year 2020-2021.

The Stillwater Public Works Authority adopted Resolution SPWA 20-1, approving its operating budget for fiscal year 2020-2021.

Utility Receivables

Approximately 1250 accounts (983 residential, 293 commercial) have past due amounts, which would normally be subject to disconnection. This represents a similar number to pre-COVID-19 levels, but without the 'red notice' reminder, many customers haven't paid.

CDBG 19 Stormwater Drainage Project Cost Overrun

The project came in substantially higher than estimates, requiring an additional $290,000. The stormwater fund has only $50,000 reserved, making the pavement management fund the most likely source, which would significantly impact future pavement projects.

Homebuyer Assistance Program Funding

All funds allocated for the first-time Stillwater home buyers and low-to-moderate income first-time homebuyers were expended. The Council aims to find an additional $75,000 for the program.

Capital Projects Closeout

Closing out completed capital projects returned just under $830,000 to several City funds and just under $818,000 to several SUA funds.

Employee Benefit Program Reimbursement

The city is due to receive a reimbursement of almost $500,000 from their reinsured for a large claim in the past year, as part of their benefit program.

FY 2020-2021 Operating Budget

The operating budget for fiscal year 2020-2021 was adopted, but it was noted that it would be modified repeatedly due to the unknown revenue impacts of COVID-19, with a 13% decrease in utility sales already observed.

Consent Docket

Approval of minutes from the regular meeting, acceptance of an easement, and scheduling a hearing date for closing utilities.

5a: Authorize utility service and billing staff to offer utility customers the option to enter into long-term payment plans

Discussion and authorization for utility staff to offer extended payment plans to customers with past-due balances due to COVID-19.

5b: Approve recommendation to table the CDBG 19 stormwater drainage project on 12th Avenue

Consideration of tabling a stormwater drainage project due to significant cost overruns and exploring reapplication for funds.

5c: Update on the Homebuyer Education and Homebuyers Assistance Programs

Presentation on the success of the homebuyer assistance programs and discussion on future funding.

5d: Authorizing application by the Payne County Youth Services for 2020 emergency solution the graph again

Approval for Payne County Youth Services to apply for the 2020 Emergency Solutions Grant.

5e: Approve a budget amendment to closeout completed capital projects and return unused balances to the appropriate fund balance

Approval of a budget amendment to formally close out completed capital projects and reallocate remaining funds.

5f: Approve of engagement of Berbick hair Trahan and company PA to perform audit of the city of Stillwater and related trust authorities for the 2020 fiscal year

Approval to engage an audit firm for the fiscal year 2020 audit of the city and its trust authorities.

5g: Authorize the city manager to sign contract documents related to the Benefits Administration for fiscal year 2020 2021

Authorization for the City Manager to sign contracts for employee benefits administration for the upcoming fiscal year.

5h: COVID-19 update

Update on the local COVID-19 situation, phase two reopening, and recommendations for continued vigilance.

6a: Resolution CC - 20-10 a resolution in this daughter city council adopting an operating budget for fiscal year 2020 2021

Adoption of the operating budget for the City of Stillwater for the fiscal year 2020-2021.

SUA General Orders Item A: Approve the utility building utility billing staff to offer utility customers the option to enter long-term payment plans

Discussion on the utility payment plans, following the City Council's decision.

SUA General Orders Item B: Budget amendments to close up completed capital projects and return unused balance to the fund balance

Approval of budget amendments for closing out capital projects for the Stillwater Utilities Authority.

SUA 6a: Resolution SUA 20-22 resolution of the story utilities authority adopting an operating budget for fiscal year 2020 2021

Adoption of the operating budget for the Stillwater Utilities Authority for the fiscal year 2020-2021.

SEDA 5a: Resolution C2-20-2 a resolution of the disorder Economic Development Authority adopting an operating budget for fiscal year 2020 2021

Adoption of the operating budget for the Stillwater Economic Development Authority for the fiscal year 2020-2021.

SPWA 5a: Resolutions SPWA 20-1 resolution of the solar Public Works Authority adopting an operating budget for the fiscal year 2020 2021

Adoption of the operating budget for the Stillwater Public Works Authority for the fiscal year 2020-2021.