City Council

REGULAR MEETING DUNCAN CITY COUNCIL CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA FEBRUARY 9, 2021 5:15 P.M. INVOCATION Deacon Mark Gildon, Assumption Catholic Church 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 January 26, 2021. b) List of Claims c) Ratify action of the City Manager in approving the change of vendor and purchase amount for a 2021 work truck. d) Ground Maintenance Agreement between the City of Duncan and the Simmons Center for a portion of Abe Raizen Park from March 1, 2021 through December 31, 2021 and authorize the Mayor to execute the Agreement. e) Ground Maintenance Agreement between the City of Duncan and the Chisholm Trail Soccer Association for a portion of Abe Raizen Park from March 1, 2021 through November 30, 2021 and authorize the Mayor to execute the Agreement. f) Payment to Titan Electric LLC in the amount of $32,000.00 for electric repair and electric pole replacement at City Lakes. Councilman Fischer asked about Item #1(c) Ratify action of the City Manager in approving the change of vendor and purchase amount for a 2021 work truck. He asked why there were document fees on the first proposal that was presented to City Council and this proposal did not have document fees. City Manager, Kimberly Meek, stated she would get back with Councilman Fischer with an answer. Councilman Fischer asked about Item #1 (d) d) Ground Maintenance Agreement between the City of Duncan and the Simmons Center for a portion of Abe Raizen Park from March 1, 2021 through December 31, 2021 and authorize the Mayor to execute the Agreement. He asked who would be responsible for the keys and the cleanup. Buddy Hokit, Public Works Director, stated that the Simmons Center would have a set of keys as well as the City and that there are some facilities that may possibly have to be rekeyed. Mayor Dennington asked about Item #1 (c) Ratify action of the City Manager in approving the change of vendor and purchase amount for a 2021 work truck. He stated it was his understanding that this was the only vehicle of its type in Oklahoma. City Manager, Kimberly Meek, stated that upon further review this was not the only vehicle in Oklahoma and that it was also cheaper than the one approved by City Council on January 26, 2021. A motion was made by Councilman Fischer, seconded by Councilwoman Smith to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #2: Consider authorizing the purchase of a 2022 one (1) ton pickup for the Street Department from Carter Chevrolet per the current State Contract SW35, in the amount of $31,179.00 and a dump bed from Southwest Trailer per the current State Contact SW0106 in the amount of $11,096.77 for a total cost of $42,275.77. This item was presented by City Manager, Kimberly Meek, who advised that as part of the current year budget, $60,000.00 was set aside to purchase a one-ton pickup and dump bed for the Street Department. Mrs. Meek noted that the one-ton pickup will be delivered around the middle of August and the dump bed will be installed approximately two (2) weeks later, with the complete unit delivered to the City by September 1, 2021. Mrs. Meek advised that the current State Contract is valid through July 2021. A motion was made by Councilman Fischer, seconded by Councilwoman Wininger to authorize the purchase of a 2022 one (1) ton pickup for the Street Department from Carter Chevrolet per the current State Contract SW35, in the amount of $31,179.00 and a dump bed from Southwest Trailer per the current State Contact SW0106 in the amount of $11,096.77 for a total cost of $42,275.77. Upon roll call: AYE: Fischer, Wininger, Hayes, Smith, Dennington NAY: None ITEM #3: Consider adjourning into Executive Session to discuss the negotiations and the 2021-2022 Fiscal Year Contract between the City of Duncan and the Fraternal Order of Police (FOP), Oklahoma Local 99 between the City Attorney, the Mayor, and City Council as authorized by 25 O.S. Sec 307(B)2. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to adjourn into Executive Session to discuss the negotiations and the 2021-2022 Fiscal Year Contract between the City of Duncan and the Fraternal Order of Police (FOP), Oklahoma Local 99 between the City Attorney, the Mayor, and City Council as authorized by 25 O.S. Sec 307(B)2. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #3A: 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 #3B: Consider any action, including potential approval of the contract between the City of Duncan and the Fraternal Order of Police (FOP), Oklahoma Local 99, in relation to the Executive Session. A motion was made by Vice-Chairman Hayes, seconded by Councilwoman Wininger to approve the contract between the City of Duncan and the Fraternal Order of Police (FOP), Oklahoma Local 99 as presented by the City Manager. Upon roll call: AYE: Hayes, Wininger, Fischer, Smith, Dennington NAY: None ITEM #4: 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. Frank Leptinsky, 2001 Townsend addressed the Mayor and Council in relation to the drainage issue on his property. He stated this has been an ongoing issue for several years and that he has spoken with several Council Members, City Manager, Staff and City Attorney regarding this issue. Mr. Leptinksy stated that there is no easement on his property to the current City of Duncan electric. He advised he would be putting a fence up with concrete to detour the drainage issues and that if anyone entered his property he would file trespassing charges on them. Mr. Leptinksy stated the City is welcome to contact him regarding this issue. David Hammond, City Attorney, asked if Mr. Leptinksy if he would remain present until after the Council Meeting in order to speak with him regarding his issue. b) By the Council-There were none. c) By the City Manager-There were none. ITEM #5: ADJOURNMENT A motion was made by Councilwoman Smith, seconded by Councilman Fischer to adjourn the meeting. Upon roll call: AYE: Smith, Fischer, Hayes, Wininger, Dennington NAY: None ______________________________________ Ritchie Dennington, Mayor ___________________________________ Christina Johnson, Deputy City Clerk  REGULAR MEETING DUNCAN PUBLIC UTILITY AUTHORITY CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA FEBRUARY 9, 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 January 26, 2021. A motion was made by Trustee Fischer, seconded by Trustee Wininger to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Wininger, Hayes, Smith, Dennington NAY: None ITEM #2: Consider authorizing the issuance of a Purchase Order in the amount of $35,000.00 to Haynes Equipment for repairs at the Water Treatment Plant and in the Water Distribution System Control and Data Acquisition (SCADA) systems. This item was presented by General Manager, Kimberly Meek, who advised that during the past several years various elements in the System Control and Data Acquisition (SCADA) system have needed repair or replacement. Mrs. Meek noted that the SCADA system is no longer under warranty and typically the failures are in electronic components. Mrs. Meek stated that Hayes Equipment is the vendor who installed the SCADA system and is the only known qualified vendor to work on the system. Mrs. Meek advised at this time, Staff is requesting that Mayor and Council authorize issuance of a Purchase Order to Haynes Equipment in the amount of $35,000.00 to cover the current repair cost and any future costs during the remainder of this Fiscal Year. Trustee Fischer asked if this was the same system that was purchased 2-3 years ago. Buddy Hokit, Public Works Director, stated that this system has been in place for several years and that there have been other systems put in place with this one to regulate the THM levels. He stated this main overall system. Trustee Fischer asked if the system needed to be replaced. Mr. Hokit stated that at this time they are looking at only having to replace the data boards. A motion was made by Councilman Fischer, seconded by Councilwoman Smith to authorize the issuance of a Purchase Order in the amount of $35,000.00 to Haynes Equipment for repairs at the Water Treatment Plant and in the Water Distribution System Control and Data Acquisition (SCADA) systems. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #3: Consider approving Pay Requests No. 1, No. 2 and No. 3 to SEMA Construction in the amount of $1,309,765.00 for construction services rendered in conjunction with the Clear Creek Lake Spillway Project. This item was presented by General Manager, Kimberly Meek, who advised that on September 8, 2020 Mayor and Council approved a contract with SEMA Construction to provide consulting services for the Clear Creek Lake Spillway. Mrs. Meek noted that these pay requests are for construction services rendered through January 25, 2020. The percentage of the contract paid to date is 9.3%. She advised that Staff received all three (3) invoices on February 2, 2021. A motion was made by Councilman Fischer, seconded by Councilwoman Smith to approve Pay Requests No. 1, No. 2 and No. 3 to SEMA Construction in the amount of $1,309,765.00 for construction services rendered in conjunction with the Clear Creek Lake Spillway Project. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #4: 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 Pubic. b) By the Chairman and Trustees-There were none. c) By the General Manager-There were none. ITEM #5: ADJOURNMENT A motion was made by Trustee Fischer, seconded by Trustee Smith to adjourn the meeting. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ______________________________________ Ritchie Dennington, Chairman ___________________________________ Christina Johnson, Deputy Secretary