City Council

REGULAR MEETING DUNCAN CITY COUNCIL CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA JANUARY 12, 2021 5:15 P.M. INVOCATION Pastor Ron Stough, Pastor Eastside Church of Christ FLAG SALUTE Mayor Ritchie Dennington ROLL CALL Mayor Ritchie Dennington City Manager Kimberly Meek Vice-Mayor Lindsay Hayes City Attorney David Hammond Councilwoman Jennifer Smith Deputy City Clerk, Christina Johnson Councilman Nick Fischer Councilwoman Patty Wininger ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA. a) Minutes of December 8, 2020. b) Minutes of December 10, 2020. (Special Meeting) c) Minutes of December 21, 2020. (Special Meeting) d) List of Claims e) Mayor signing the 2021 Deferral Extensions for lease/purchase agreements held by First Bank & Trust Co. f) Addendum to the lease agreement dated December 1, 2020 between the City of Duncan and the Chamber of Commerce to allow the first months rent payment to be due on February 1, 2021. Councilman Fischer asked about Item #1(e) Mayor signing the 2021 Deferral Extensions for lease/purchase agreements held by First Bank & Trust Co. City Manager, Kimberly Meek explained that this was a CIP lease purchase that had to be renewed on a yearly basis because of being a City entity. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to approve the Consent Agenda as presented. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #2: Consider ratifying action of the City Manager to purchase four (4) 2013 Kenworth-Trac Hyd Start 6x4, Day Cab with Hydraulic Wet Kits at a cost of $80,000.00. This item was presented by City Manager, Kimberly Meek, who advised that Halliburton has located four (4) trucks that will fit the Street Departments needs for street repairs. Councilman Fischer asked if there would have to be a lot of modifications to the units. Buddy Hokit, Public Works Director, stated that they may have to make some minor modifications to the wet kits, but they would be ready for the asphalt season. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to ratify the action of the City Manager to purchase four (4) 2013 Kenworth-Trac Hyd Start 6x4, Day Cab with Hydraulic Wet Kits at a cost of $80,000.00. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #3: Consider approving Blackburn Concrete Construction Pay Request No. 7 and 8 in the amount of $91,123.00 for services rendered on street repairs. This item was presented by City Manager, Kimberly Meek, who advised that the Public Works Department solicited sealed bids for street repairs as needed. The City Council approved a contract with Blackburn Concrete Construction on February 25, 2020. This Pay Request is for miscellaneous concrete paving repairs at various locations. A motion was made by Councilman Fischer, seconded by Councilwoman Smith to approve Blackburn Concrete Construction Pay Request No. 7 and 8 in the amount of $91,123.00 for services rendered on street repairs. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #4: Consider approving the Mayor signing a contract with Blackburn Concrete Construction for street repairs as needed. This item was presented by City Manager, Kimberly Meek, who advised that the Street Department solicited sealed bids for street repairs as needed. Three (3) bids were received. Bids were opened on December 29, 2020. A copy of the bid tabulation was included in the Council Packet for Mayor and Council consideration. A motion was made by Councilwoman Smith, seconded by Councilman Fischer to approve the Mayor signing a contract with Blackburn Concrete Construction for street repairs as needed. Upon roll call: AYE: Smith, Fischer, Hayes, Wininger, Dennington NAY: None ITEM #5: Consider approving Hope Equipment & Construction Inc. final ay request for the remodel of Fire Station #3 (West Spruce & 81 Hwy) in the amount of $19,830.55. This item was presented by City Manager, Kimberly Meek, who advised that on September 22, 2020 Council approved a contract with Hope Equipment and Construction for the remodel of Fire Station #3 in the amount of $100,649.00. This pay request reflects final payment as all work has been completed. Vice-Chairman Hayes asked when the Fire Department would be moving into remodeled Fire Station. Dayton Burnside advised that they were currently waiting on the furniture to arrive to move in. He stated they anticipated the furniture to arrive this month. A motion was made by councilman Fischer, seconded by Councilwoman Wininger to approve Hope Equipment & Construction Inc. final ay request for the remodel of Fire Station #3 (West Spruce & 81 Hwy) in the amount of $19,830.55. Upon roll call: AYE; Fischer, Wininger, Hayes, Smith, Dennington NAY: None ITEM #6: Consider adjourning into Executive Session to discuss the negotiations and the 2021-2023 Fiscal Year contract between the City of Duncan and the International Association of Fire Firefighters (IAFF Local 2929 between the City Attorney, the Mayor, and City Council as authorized by 25 O.S. Sec 307(B)2. A motion was made by Councilman Fischer, seconded by Councilwoman Smith to adjourn into Executive Session to discuss the negotiations and the 2021-2023 Fiscal Year contract between the City of Duncan and the International Association of Fire Firefighters (IAFF Local 2929 between the City Attorney, the Mayor, and City Council as authorized by 25 O.S. Sec 307(B)2. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #6A: Consider reconvening the Regular Meeting of the Duncan City Council A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to reconvene the Regular Meeting of the Duncan City Council. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #6B: Consider any action, including potential approval of the contract between the City of Duncan and the IAFF Local 2929, in relation to the Executive Session. A motion was made by Vice-Chairman Hayes, seconded by Councilwoman Wininger to approve the 2021-2023 Fiscal Year contract between the City of Duncan and the International Association of Fire Fighters (IAFF) Local 2929 as presented by the City Manager. Upon roll call: AYE: Hayes, Wininger, Fischer, Smith, Dennington NAY: None ITEM #7: OTHER COMMENTS: a) By the Public Per State Statute the Mayor and Council will not be able to respond to any issues brought forward during this part of the agenda. The City Manager or the Staff will take your information and address the situation then reconnect with you. The Council Members are available before and after the meeting to address concerns on an individual basis. There were no comments from the Public. b) By the Council-There were none. c) By the City Manager-There were none. ITEM #8: ADJOURNMENT A motion was made by Councilman Fischer, seconded by Councilwoman Smith to adjourn the meeting. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ______________________________________ Ritchie Dennington, Mayor ___________________________________ Christina Johnson, Deputy City Clerk  REGULAR MEETING DUNCAN PUBLIC UTILITY AUTHORITY CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA JANUARY 12, 2021 5:15 P.M. ROLL CALL Chairman Ritchie Dennington General Manager Kimberly Meek Vice-Chairman Lindsay Hayes Authority Attorney David Hammond Trustee Jennifer Smith Deputy Secretary, Christina Johnson Trustee Nick Fischer Trustee Patty Wininger ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA a) Minutes of December 8, 2020. b) Minutes of December 10, 2020 c) Annual Consumer Price Index (CPI) increase of 1.3% for Water & Sanitary Sewer Services effective January 2021. d) Annual Consumer Price Index (CPI) increase of 1.3% for Lake Lot Leases effective January 2021. A motion was made by Trustee Wininger, seconded by Trustee Fischer to approve the Consent Agenda as presented. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #2: Consider approving Freese and Nichols Pay Requests No. 18 and 19 in the total amount of $25,544.71 for work completed on the Clear Creek Lake Spillway Project. This item was presented by General Manager, Kimberly Meek, who advised that on March 26, 2019 Mayor and Council approved a contract with Freese and Nichols, Inc. to provide design services for the Clear Creek Lake Spillway. Mrs. Meek advised that these pay requests is for Project Management, and Construction services rendered through November 30, 2020. Trustee Wininger asked for an updated on the Clear Creek Lake Spillway Project. Buddy Hokit, Public Works Director, stated that the dam has been cleared and the coffer dam being constructed. Trustee Wininger asked how the boating and fishing season would be affected with the Lakes being down to construct the coffer dam and if road access would be affected during the spillway project. Mr. Hokit stated that the lake levels should increase with rains and not affect the boating and fishing season and the construction should not affect road access. A motion was made by Trustee Fischer, seconded by Trustee Wininger to approve Freese and Nichols Pay Requests No. 18 and 19 in the total amount of $25,544.71 for work completed on the Clear Creek Lake Spillway Project. Upon roll call: AYE: Fischer, Wininger, Hayes, Smith, Dennington NAY: None ITEM #3: Consider approving Jacobs Engineering Group, Inc. Pay Requests No. 2 and 3 in the total amount of $30,760.08 for work completed on the Wastewater Treatment Plant Chlorination and De-Chlorination Improvements Projects. This item was presented by General Manager, Kimberly Meek, who advised that the Wastewater Treatment Plant is currently under a consent order and on May 12, 2020 City Council approved an out-of-scope agreement with Jacob Engineering Group, Inc. to develop plans and specifications for construction. Mrs. Meek stated that the contractor has completed the bench-scale testing to evaluate the chlorine demand and disinfection requirements for WWTF effluent going into the chlorine contact basing has been completed. Trustee Fischer asked about the 20% fee on the invoice. Buddy Hokit, Public Works Director, stated that the 20% fee on the invoice is a clause contained in the contract for extra work and is standard with this company and type of work. A motion was made by Trustee Fischer, seconded by Trustee Smith to approve Jacobs Engineering Group, Inc. Pay Requests No. 2 and 3 in the total amount of $30,760.08 for work completed on the Wastewater Treatment Plant Chlorination and De-Chlorination Improvements Projects. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #4: Consider approving Jacobs Engineering Group, Inc. Pay Requests No. 4 in the total amount of $45,989.88 for work completed on the Wastewater Treatment Plant Chlorination and De-Chlorination Improvements Projects. This item was presented by General Manager, Kimberly Meek, who advised that this item was presented by General Manager, Kimberly Meek, who advised that the Wastewater Treatment Plant is currently under a consent order and on May 12, 2020 City Council approved an out-of-scope agreement with Jacob Engineering Group, Inc. to develop plans and specifications for construction. Mrs. Meek stated that the contractor has completed the bench-scale testing to evaluate the chlorine demand and disinfection requirements for WWTF effluent going into the chlorine contact basing has been completed. A motion was made by Trustee Fischer, seconded by Trustee Smith to approve Jacobs Engineering Group, Inc. Pay Requests No. 4 in the total amount of $45,989.88 for work completed on the Wastewater Treatment Plant Chlorination and De-Chlorination Improvements Projects. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #5: OTHER COMMENTS: a) By the Public Per State Statute the Chairman and Trustees will not be able to respond to any issues brought forward during this part of the agenda. The General Manager or the Staff will take your information and address the situation then reconnect with you. The Chairman and Trustees are available before and after the meeting to address concerns on an individual basis. There were no comments from the Public. b) By the Chairman and Trustees-There were none. c) By the General Manager-There were none. ITEM #6: ADJOURNMENT A motion was made by Trustee Fischer, seconded by Vice-Chairman Hayes to adjourn the meeting. Upon roll call: AYE: Fischer, Hayes, Smith, Wininger, Dennington NAY: None ______________________________________ Ritchie Dennington, Chairman ___________________________________ Christina Johnson, Deputy Secretary