City Council

REGULAR MEETING DUNCAN CITY COUNCIL CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA JANUARY 26, 2021 5:15 P.M. INVOCATION Pastor Rigoberto Varela, El Divino Salvador Hispanic Baptist Church FLAG SALUTE Councilwoman Jennifer Smith ROLL CALL Mayor Ritchie Dennington City Manager Kimberly Meek Vice-Mayor Lindsay Hayes City Attorney Jeff Archer Councilwoman Jennifer Smith Deputy City Clerk, Christina Johnson Councilwoman Patty Wininger ABSENT Councilman Nick Fischer Presentation by Nate Schacht, Director of the City of Duncan Department of Community Development, updating the City Council regarding the FY 2021 Community Development Block Coronavirus Program Grant in the amount of $500,000.00. Nate Schacht, Director of the City of Duncan Department of Community Development, updated the City Council regarding the FY 2021 Community Development Block Coronavirus Program Grant in the amount of $500,000.00. He briefly outlined the following: 1. City of Duncan and ASCOG Partnership  ASCOG approached the Department of Community Development to see if there was any desire to partner together in order to apply for a CDBG Small Cities grant that has funding allocated for Covid-19 events that have impacted our community;  City Council approved a Resolution in January setting the grant writing process in motion in hopes to obtain $500,000.00 that will help those that have been effected by Covid-19 through utility billing assistance, nutritional wellness and help, and providing personal protection equipment and supplies;  ASCOG has taken the lead on much of the writing of the grant proposal and has stayed in constant contact with the Department of Community Development. City Departments have all assisted when asked to provide information that will be beneficial to the grant application;  It is important to note that this grant consists of federal dollars so the application process and guidelines are very strict – having ASCOG assisting on this process has proven to be very helpful thus far. 2. $200,000 for Utility Payment Assistance  ASCOG has prepared an application for consideration to assist in processing requests for utility billing assistance;  If funding is approved, the applications will be made available to the public;  Maximum grant amount to an individual/family will be $1500 or 6 months of utility bills – these payments will be made directly to the utility company;  Applications for assistance are only available to Duncan residents 3. $200,000 for Nutritional Assistance / Seniors  Nutritional needs have been greatly impacted during the Covid-19 pandemic in our community, especially for our seniors;  It has been reported that seniors have been afraid to go out for shopping/eating and relay on the one meal that might be able to get from one of our senior nutritional sites – they feel that the drive through process is safer;  Many seniors have portioned the Friday meal to make it through the weekend;  Additional funding to these sites will allow extra food to be provided to those seniors that have suffered, and continue to suffer, through lack of nutritional opportunities; 4. $100,000 for Personal Protection Equipment  These funds will be used to obtain personal protection gear and equipment: gloves, masks, sanitizer, soaps, etc. for local citizens and businesses;  There will be an application process if funding is approved;  Applications will be processed for Duncan businesses/residents only – copies of utility bills are required with application  5. Grant Application submittal this week  We feel we have a strong application that shows a real community need based on demographic data being proposed with a plan to properly utilize the funding that is available;  We are only competing with 17 other communities – if funding is split equally we would receive over $400,000 – we are asking for more in hopes that other communities do not ask and/or do not ask for their full share;  The application will likely go out Wednesday, January 27th – ASCOG was waiting on a document from Community Development to finalize the application. Councilwoman Wininger asked when Mr. Schacht would hear back about the grant. Mr. Schacht advised that the Grant will be submitted tomorrow and the State already has the money set aside. He stated that he anticipated hearing back from them by the end of February. ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA. a) Minutes of January 12, 2021. b) List of Claims c) Declare eighty-five (85) bicycles, recovered by the Police Department as surplus. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Hayes to approve the Consent Agenda as presented. Upon roll call: AYE: Wininger, Hayes, Smith, Dennington NAY: None ITEM #2: Consider approving the purchase of one (1) 2021 4X4 Chevrolet 3500 extended cab and chassis from Bob Howard Government Sales Division pursuant to Oklahoma State Contract SW035 in the amount of $43,468.00 for the Lakes Department. This is an approved capital expenditure in the FY 2021 budget. This item was presented by City Manager, Kimberly Meek, who advised that this truck will replace a 1994 truck that has a bad clutch and will also be used to move the skid steer to all the lakes to continue the cleaning of shore lines and road ways. This truck will be equipped with a bed and 5th wheel hookup once it arrives. Randy Norman, Community Services Director, advised that this is the only truck of this type in the State of Oklahoma. He stated it would take approximately 3-4 weeks for delivery. A motion was made by Councilwoman Smith, seconded by Councilwoman Wininger to approve approving the purchase of one (1) 2021 4X4 Chevrolet 3500 extended cab and chassis from Bob Howard Government Sales Division pursuant to Oklahoma State Contract SW035 in the amount of $43,468.00 for the Lakes Department. This is an approved capital expenditure in the FY 2021 budget. Upon roll call: AYE: Smith, Wininger, Hayes, Dennington NAY: None ITEM #3: Consider awarding bid for electrical repair and electric pole replacement at City Lakes to Titan Powerline LLC in the amount of $32,000.00. This item was presented by City Manager, Kimberly Meek, who advised that the Lakes Department has numerous electric poles that are broken and or near breaking and all these poles are in camping areas. It is critical that these be replaced before the spring to avoid a critical situation should one break and hit a camper or person. Staff solicited bids for this work from several electrical contractors and only received one (1) bid from Titan Powerline LLC. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Hayes to award bid for electrical repair and electric pole replacement at City Lakes to Titan Powerline LLC in the amount of $32,000.00. Upon roll call: AYE: Wininger, Hayes, Smith, Dennington NAY: None ITEM #4: Consider approving a resolution to adopt the City of Duncan Citizen Participation Plan that will be used during the FY 2021 Community Development Block Coronavirus Program Grant process. This item was presented by City Manager, Kimberly Meek, who advised that this item was related to the presentation that was outlined by Nate Schacht earlier in the meeting. A motion was made by Councilwoman Smith, seconded by Councilwoman Wininger to approve a resolution to adopt the City of Duncan Citizen Participation Plan that will be used during the FY 2021 Community Development Block Coronavirus Program Grant process. Upon roll call: AYE: Smith, Wininger, Hayes, Dennington NAY: None ITEM #5: Consider adopting a resolution proclaiming April 2021 as Fair Housing Month throughout the City of Duncan, Oklahoma. This item was presented by City Manager, Kimberly Meek, who advised that ASCOG and the City of Duncan Department of Community Development, working on the FY 2021 Community Development Block Coronavirus Program Grant acknowledges that the funding is used to assist those that fall within the low to moderate income ranges. As such, it is important to also acknowledge that the grant program requires that all persons must be provided an opportunity to participate in the grant process and programs. Mrs. Meek noted that the program will at a minimum include 1) printing and publicizing of policies and applicable fair housing information through local media and community contacts; 2) distribution of posters, flyers, and any other means that will bring to the attention of those affected, the knowledge of their respective responsibilities and rights; and 3) prepare an analysis of impediments to fair housing choices and actions to mitigate such impediments. A motion was made by Councilwoman Wininger, seconded by Councilwoman Smith to approve a resolution proclaiming April 2021 as Fair Housing Month throughout the City of Duncan, Oklahoma. Upon roll call: AYE: Wininger, Smith, Hayes, Dennington NAY: None ITEM #6: Consider approving an ordinance for rezoning property commonly referred to as 1505 West Bois D’ Arc, Duncan, Oklahoma, from C-4 (Commercial) to I-2 (Industrial). This item was presented by City Manager, Kimberly Meek, who advised that The City of Duncan Planning Commission met on Tuesday, January 19, 2021 to discuss the rezoning request. Members discussed that the adopted Comprehensive Plan shows this area being commercially developed but also noted that other medicinal marijuana grow facilities, such as being proposed for this location, have been rezoned to industrial classifications. Mrs. Meek stated that the Planning Commission reviewed the permitted uses of the proposed I-2 district and found that a property less than 0.2 acres in size could not sustain the full list of permitted uses of the I-2 classification, with the medicinal marijuana grow facility being the exception. Mrs. Meek noted that hearing no other discussion from citizens, applicant, or staff, a motion was made to send a favorable recommendation to City Council. This favorable recommendation comes with a 3-1 affirming vote. James Turner, property owner, addressed the Mayor and Council asking for this property to be rezoned. He advised that if he were to consider selling the property he would agree to revert back to the original zoning. Vice-Chairman Hayes asked why there was a 3-1 vote at the Planning Commission Meeting. Nate Schacht, Community Development Director, stated that in some cases I-2 (Industrial Zoning) may not be suitable in a residential area. He noted that a possible variance was also discussed, but due to the Ordinance being new he was opposed to a variance. A motion was made by Vice-Mayor Hayes, seconded by Councilwoman Smith to approve an ordinance for rezoning property commonly referred to as 1505 West Bois D’ Arc, Duncan, Oklahoma, from C-4 (Commercial) to I-2 (Industrial). Upon roll call: AYE: Smith, Wininger, Dennington NAY: Hayes ITEM #6A: Consider declaring an emergency in relation to the previous item. A motion was made by Vice-Mayor Hayes, seconded by Councilwoman Smith to declare an emergency in relation to the previous item. Upon roll call: AYE: Hayes, Smith, Wininger, 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- Councilwoman Wininger thanked the Stephens County Health Department and those who made the COVID vaccination effort a great success. Mayor Dennington also thanked those involved for making the COVID vaccination effort a great success. c) By the City Manager-There were none. ITEM #8: ADJOURNMENT A motion was made by Councilwoman Smith, seconded by Vice-Mayor Hayes to adjourn the meeting. Upon roll call: AYE: 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 26, 2021 5:15 P.M. ROLL CALL Chairman Ritchie Dennington General Manager Kimberly Meek Vice-Chairman Lindsay Hayes Authority Jeff Archer Trustee Jennifer Smith Deputy Secretary, Christina Johnson Trustee Patty Wininger ABSENT Trustee Nick Fischer ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA a) Minutes of January 12, 2021. A motion was made by Trustee Wininger, seconded by Trustee Smith to approve the Consent Agenda as presented. Upon roll call: AYE: Wininger, Smith, Hayes, Dennington NAY: None ITEM #2: Consider Freese and Nichols Pay Request No. 20 in the total amount of $26,120.97 in conjunction with the Clear Creek Lake Dam Spillway Replacement 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 noted that this Pay Request is for Project Management, and Construction services rendered through December 31, 2020. A motion was made by Councilwoman Wininger, seconded by Vice-Chairman Hayes to approve Freese and Nichols Pay Request No. 20 in the total amount of $26,120.97 in conjunction with the Clear Creek Lake Dam Spillway Replacement Project. Upon roll call: AYE: Wininger, Hayes, Smith, Dennington NAY: None ITEM #3: 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 #4: ADJOURNMENT A motion was made by Trustee Smith seconded by Vice-Chairman Hayes to adjourn the meeting. Upon roll call: AYE: Smith, Hayes, Wininger, Dennington NAY: None ______________________________________ Ritchie Dennington, Chairman ___________________________________ Christina Johnson, Deputy Secretary  REGULAR MEETING DUNCAN ECONOMIC DEVELOPMENT TRUST AUTHORITY CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA JANUARY 26, 2021 5:15 P.M. ROLL CALL Chairman Ritchie Dennington General Manager Kimberly Meek Vice-Chairman Lindsay Hayes Authority Jeff Archer Trustee Jennifer Smith Deputy Secretary, Christina Johnson Trustee Patty Wininger ABSENT Trustee Nick Fischer Presentation by Lyle Roggow, President Duncan Area Economic Development Foundation regarding an update on the Duncan Area economic Development Foundation (DAEDF). Lyle Roggow, President Duncan Area Economic Development Foundation, addressed the Chairman and Trustees with a brief update regarding Duncan Area Economic Development Foundation (DAEDF). He outlined efforts that DAEDF has put forth during this quarter as well as future plans for progress in the Community. Mr. Roggow updated the Chairman and Trustees on the current sales tax situation. He advised that taxes were down over $1million in 2020 compared to 2019. ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA a) Minutes of November 24, 2020. b) Minutes of December 8, 2020 (Special Meeting) A motion was made by Trustee Wininger, seconded by Trustee Smith to approve the Consent Agenda as presented. Upon roll call: AYE: Wininger, Smith, Hayes, Dennington NAY: None ITEM 2: 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 #3: ADJOURNMENT A motion was made by Vice-Chairman Hayes seconded by Trustee Smith to adjourn the meeting. Upon roll call: AYE: Hayes, Smith, Wininger, Dennington NAY: None ______________________________________ Ritchie Dennington, Chairman ___________________________________ Christina Johnson, Deputy Secretary