December 17, 2019 City Council Meeting

Mabry Baldwin was appointed to the Citizens Recycling Task Force after expressing concerns about the city's recycling program.

A specific use permit was approved for Vapor Supplies Unlimited LLC to establish a medical marijuana dispensary at 704 North Main Street.

A budget amendment was approved to reflect $3,000 in donations received by the Stillwater Public Library.

A budget amendment was approved to reflect a $3,000 grant from the Oklahoma Historical Records Advisory Board for archiving special collections at the library.

A budget amendment was approved to reallocate $14,400, previously budgeted for library internet service, to building infrastructure improvements.

Amendment number 10 to the contract with LBR Inc. for engineering services related to the south apron construction project and ARFF apparatus acquisition at Stillwater Regional Airport was approved for $516,240.

The Comprehensive Annual Financial Report and Single Audit Report for the fiscal year ended June 30, 2019, were accepted.

Staff was authorized to apply for a FEMA Pre-Disaster Mitigation Grant for the Stillwater Creek Basin Master Drainage Plan, utilizing $125,000 of allocated funds as the city's match.

A contract was awarded to EST Inc. for services on the north apron project at Stillwater Regional Airport for $270,143, with associated budget amendments.

Staff was authorized to apply for Hazard Mitigation Grant Program funds to acquire property at 1414 Southwestern Road, a severe repetitive loss property due to flooding.

A budget amendment was approved to reflect $19,225 in vendor fees and donations received for the Merry Main Street event.

A budget amendment was approved, contingent on SUA trustee action, to retain $2.7 million in the general fund from the Stillwater Utilities Authority for specific projects, including airport match and capital improvements.

Resolution CC-2019-27 was adopted, notifying the public of the compiling and publishing of Code Supplement Number Seven to the City of Stillwater Oklahoma Code.

Resolution CC-2019-28 was adopted, establishing a new purchasing policy for the City of Stillwater and its trusts.

Resolution CC-2019-29 was adopted, amending the terms and conditions of service for municipal utilities, including updates to anti-discrimination policy and medical alert processes.

Ordinance 3446, rezoning property at 906 East Swim Avenue from RT to RSS district, was advanced to its second reading.

Brett Allred was appointed to a vacant seat on the Planning Commission.

Dan Duncan was reappointed to a three-year term on the Stillwater Medical Center Board.

Resolution SUA 19-3 was adopted, establishing a new purchasing policy for the Stillwater Utilities Authority.

Resolution SUA 19-4 was adopted, amending the terms and conditions of service for municipal utilities under the Stillwater Utilities Authority.

Resolution SUA 19-5 was adopted, authorizing the City of Stillwater's general fund to retain $2.7 million from the Stillwater Utilities Authority for specific projects.

A draft economic development incentive policy was presented and discussed, with plans to incorporate minor edits and bring it back for adoption at a future meeting.

Resolution SEDA-19-3 was adopted, establishing a new purchasing policy for the Stillwater Economic Development Authority.

J. Martin, Sally Turner, and Christine Waits were appointed to the Tourism Advisory Committee.

Library Donations

Donations received by the Stillwater Public Library, including $150 from Stillwater Rotary Frontier Rotary for children's books and other memorial donations.

Oklahoma Historical Records Advisory Board Grant

Grant awarded to the Stillwater Public Library to purchase a new desktop computer and 'Past Perfect' software for archiving special collections.

Library Internet Service Funds Reallocation

Funds freed up from a grant for internet service reallocated to building infrastructure, including heat pump replacement, bathroom repairs, and fire safety system upgrade.

LBR Contract Amendment for Airport Projects

Amendment for engineering services related to the south apron construction project and ARFF apparatus acquisition, 90% reimbursable by FAA.

North Apron Project Contract Award

Contract awarded to EST Inc. for construction inspection and material testing services on the north apron project and phase three of the Delta Taxiway project.

FEMA Pre-Disaster Mitigation Grant Match

City's match for the FEMA Pre-Disaster Mitigation Grant for the Stillwater Creek Basin Master Drainage Plan.

Hazard Mitigation Grant Program Funds

Application for funds to acquire severe repetitive loss property at 1414 Southwestern Road. The city will front the cost and be reimbursed 75% by FEMA. The financial impact is uncertain until the property value is determined, but the minimum cost to the city could be $5,000, with a potential maximum of $184,000 (less insurance collected).

Merry Main Street Event Funds

Vendor fees and donations collected for the Merry Main Street event, supplementing the initial seed fund.

General Fund Surplus Transfer Retention

Retention of surplus funds from the Stillwater Utilities Authority in the general fund, to be appropriated for specific projects including the south apron project match ($655,555), airport property acquisition ($455,000), and capital improvement fund ($1.6 million).

Presentations and Recognitions

Recognition of the Bicycle and Pedestrian Advisory Committee for cleanup efforts and Lisa Echols/Cimarron Valley Quilters Guild for Quilt of Valor presentation.

Consent Docket

Approval of regular meeting minutes, expenditures on Perkins Road project, plat for East Ridge 2nd section, temporary construction easement for wastewater treatment plant, and acceptance of electric easement on Richmond Road.

Public Comment on Items Not Scheduled for Public Hearing

Mabry Baldwin spoke about concerns regarding recycling.

Appointment to Citizens Recycling Task Force

Appointment of Mabry Baldwin to the Citizens Recycling Task Force.

Public Hearing: Specific Use Permit for Medical Marijuana Dispensary

Request from Vapor Supplies Unlimited LLC for a specific use permit at 704 North Main Street.

Stillwater Area Sports Association (SASA) Annual Report

Presentation by Carolyn Wallstead on SASA's activities, financial overview, capital improvements, and future plans.

Approve Budget Amendment for Stillwater Public Library Donations

Reflecting November 2019 donations to the library.

Approve Budget Amendment for Oklahoma Historical Records Advisory Board Grant

Reflecting receipt of a $3,000 grant for archiving special collections.

Approve Budget Amendment for Library Internet Service Funds

Reflecting receipt of federal and state funds for internet service and transfer of $14,400 to repair structures account.

Approve LBR Contract Amendment for Stillwater Regional Airport

Amendment number 10 for engineering services related to the south apron construction project and ARFF apparatus acquisition.

Accept Comprehensive Annual Financial Report and Single Audit Report

For fiscal year ended June 30, 2019.

Authorize Staff to Apply for FEMA Pre-Disaster Mitigation Grant

For Stillwater Creek Basin Master Drainage Plan and authorize use of $125,000 for city's match.

Award of Contract for North Apron Project at Stillwater Regional Airport

To EST Inc. for $270,143, with associated budget amendments.

Authorize Staff to Apply for Hazard Mitigation Grant Program Funds

To acquire property at 1414 Southwestern Road and authorize city manager to sign grant documents.

Approve Budget Amendment for Merry Main Street Event

Reflecting donations received for the event.

Approve Budget Amendment Reflecting Retention in General Fund

Of $2.7 million from SUA for specific projects.

Resolution CC-2019-27: Code Supplement Number Seven

Notifying the public of the compiling and publishing of the code supplement.

Resolution CC-2019-28: Purchasing Policy

Adopting a purchasing policy for the City of Stillwater and its trusts.

Resolution CC-2019-29: Terms and Conditions of Service for Municipal Utilities

Amending the terms and conditions of service.

Ordinance 3446: Rezoning Property at 906 East Swim Avenue

From RT to RSS small lot single-family residential district.

Reports from Officers and Boards

Updates from city staff and council members on various city activities and upcoming events.

Appointment to Planning Commission

Appointment of Brett Allred to a vacant seat.

Appointment to Stillwater Medical Center Board

Reappointment of Dan Duncan to a three-year term.

Rural Water Advisory Board Semi-Annual Report

Presentation on the rural water advisory board's activities and system reports.

Resolution SUA 19-3: Purchasing Policy

Adopting a purchasing policy for the Stillwater Utilities Authority.

Resolution SUA 19-4: Terms and Conditions of Service for Municipal Utilities

Amending the terms and conditions of service for municipal utilities.

Resolution SUA 19-5: General Fund Retention of Surplus Transfer

Authorizing the City of Stillwater's general fund to retain $2.7 million from the Stillwater Utilities Authority.

Presentation of Economic Development Incentive Policy

Discussion of a draft policy for economic development incentives.

Resolution SEDA-19-3: Purchasing Policy

Adopting a purchasing policy for the Stillwater Economic Development Authority.

Appointments to Tourism Advisory Committee

Appointment of J. Martin, Sally Turner, and Christine Waits.