City Council

REGULAR MEETING DUNCAN CITY COUNCIL CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA FEBRUARY 23, 2021 5:15 P.M. INVOCATION Pastor Melvin Sanders, Zoe Christian Center Church FLAG SALUTE Vice-Mayor Lindsay Hayes 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 (The Mayor and Council moved to Item #1 on the City Council Agenda) PROCLAMATION Proclamation designating and proclaiming February 2021 as “Black History Month” in the City of Duncan, Oklahoma by Mayor Ritchie Dennington. Mayor Ritchie Dennington read aloud the proclamation proclaiming February 2021 as “Teen Dating Violence Awareness Month” in the City of Duncan, Oklahoma. (The Mayor and Council moved to Item #3 on the City Council Agenda) ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA. a) Minutes of February 9, 2021. b) List of Claims c) Purchase of Police Ammunition in the amount of $54,973.38 from GT Distributors through Oklahoma State Contract #SW220-4479. A motion was made by Councilman Fischer, seconded by Councilwoman Smith to table Item #1(c) c) Purchase of Police Ammunition in the amount of $54,973.38 from GT Distributors through Oklahoma State Contract #SW220-4479 until the next Regular City Council Meeting. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None 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 awarding bid to Alexander and Son Construction, LLC for Duncan Lake Pavilion Rehab in the total amount of $42,500.00. This item was presented by City Manager Kimberly Meek, who advised that Bids for the Duncan Lake Pavilion Rehab were opened on February 16, 2021 with one (1) bid being received from Alexander and Son Construction LLC in the amount of $42,500.00. This price includes all labor and materials to rehab the pavilion at Duncan Lake. The completion date for this project is sixty (60) days after awarding the bid. (weather permitting) A motion was made by Councilwoman Smith, seconded by Councilman Fischer to award bid to Alexander and Son Construction, LLC for Duncan Lake Pavilion Rehab in the total amount of $42,500.00. Upon roll call: AYE: Smith, Fischer, Hayes, Wininger, Dennington NAY: None (The Mayor and Council moved to the Proclamation on the City Council Agenda) ITEM #3: Consider approving the purchase of two (2) RTV-X 900 Utility Vehicles with dumpbeds and hydraulics for the Parks Department from Great Plains per State Contract SW-190, in the amount of $28,853.26. This item was presented by City Manager Kimberly Meek, who advised that the utility vehicles will have curbed cutting attachments added to maintain the medians and all sidewalks at the City Parks. Mrs. Meek noted that this utility vehicle will replace homemade edging attachments that have been used in the past. This equipment will save time and manpower. J.C. Swartz addressed the Mayor and Council asking if the $28,853.26 included both utility vehicles. Mrs. Meek stated that the $28,853.26 price did include both utility vehicles A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to approve the purchase of two (2) RTV-X 900 Utility Vehicles with dumpbeds and hydraulics for the Parks Department from Great Plains per State Contract SW-190, in the amount of $28,853.26. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #4: Consider approving the purchase forty-one (41) sets (coat & pants) of Structural Firefighting Gear and forty-two (42) pairs of Structural Firefighting Boots for the Duncan Fire Department utilizing the Oklahoma Statewide Contract # SW17241 from Casco Industries, Inc. a total sum of $121,591.00 out of the Capital Improvement Account. This item was presented by City Manager Kimberly Meek, who advised that the current structural firefighting gear purchased in 2016 has reached its front line life cycle for providing proper approved protection to our firefighters. This gear will rotate to reserve status and be used as the firemen’s back-up set until it reaches the end of its life cycle at the ten year mark. With this order all members of the Duncan Fire Department will have new protective gear. The gear is custom made and fitted to each member and will be delivered in approximately 4 months. Attached is the itemized price listing. Councilwoman Wininger asked if the gear was customized specifically for each Firefighter. Mrs. Meek stated that each set of gear is customized specifically for each Firefighter. She advised the sets being presented for consideration are for current Firemen and that if a new Firefighter is hired they have a line item budgeted for this type of purchase. Councilman Fischer asked if the gear was rotated out before the ten (10) year life expectancy. Mrs. Meek stated that the gear is rotated out every four (4) years and kept as backup for ten (10) years. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to approve the purchase forty-one (41) sets (coat & pants) of Structural Firefighting Gear and forty-two (42) pairs of Structural Firefighting Boots for the Duncan Fire Department utilizing the Oklahoma Statewide Contract # SW17241 from Casco Industries, Inc. a total sum of $121,591.00 out of the Capital Improvement Account. Upon roll call: AYE: Wininger, Fischer, Hayes, Smith, Dennington NAY: None ITEM #5: Consider discussion, and take possible action on the proposed renewal of Resolution No. 1706 of the City of Duncan, Oklahoma, establishing guidelines for face coverings or face masks to be worn in indoor public places to help slow the spread of COVID-19. Councilwoman Wininger stated that after talking with expertise sources and gaining their input that she was requesting the Resolution be extended until April 30, 2021. City Attorney, David Hammond, stated that this was the same Resolution that was passed before. He advised that it was only being considered to extend the resolution as the previous resolution expires February 28, 2021. Vice-Mayor Hayes stated that she was in opposition of the resolution as it was very confusing and felt it was being misrepresented as a mandate. She explained that the proposed resolution was not a mandate. A motion was made by Councilwoman Wininger, seconded by Councilwoman Smith to approve extending the Resolution of the City of Duncan, Oklahoma, establishing guidelines for face coverings or face masks to be worn in indoor public places to help slow the spread of COVID-19 until April 30, 2021. Upon roll call: AYE: Wininger, Smith, Fischer NAY: Hayes, Dennington ITEM #6: 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 Citizens of Duncan as well as Staff for their hard work and efforts during the recent winter storm Councilwoman Smith stated that she witnessed a lot of kindness during the recent winter storm and asked the Citizens of Duncan to continue the kindness Vice-Mayor Hayes thanked the Citizens of Duncan as well as City Staff for their hard work and efforts during the recent winter storm. She stated that she was thankful that the City of Duncan only had to implement one rolling blackout that lasted a short period of time. c) By the City Manager City Manager, Kimberly Meek, stated she was very impressed with how the City of Duncan pulled together and worked as a whole during the recent ice storm. She thanked Tony DeCarlo for providing meals from Applebee’s, Viridian Coffee and Councilwoman Wininger for providing meals to workers during the recent winter storm. ITEM #7: 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 FEBRUARY 23, 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 February 9, 2021. A motion was made by Trustee Fischer, seconded by Trustee Smith to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #2: Consider approving Jacobs Engineering Group, Inc. Pay Request No. 5 in the amount of $34,112.57 for work completed on the Wastewater Treatment Plant Chlorination and De-chlorination Improvements Project. 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 Jacobs Engineering Group, Inc. to develop plans and specifications for construction. Mrs. Meek noted that the contractor has completed the bench-scale testing to evaluate the chlorine demand and disinfection requirements to the Waste Water Treatment Facility (WWTF) effluent going into the chlorine contact basin has been completed. A motion was made by Trustee Fischer, seconded by Trustee Smith to approve Jacobs Engineering Group, Inc. Pay Request No. 5 in the amount of $34,112.57 for work completed on the Wastewater Treatment Plant Chlorination and De-chlorination Improvements Project. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #3: Consider approving Freese and Nichols Pay Request No. 21 in the total amount of $27,636.78 for services rendered 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 approve a contact 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 January 31, 2021. A motion was made by Trustee Fischer, seconded by Trustee Wininger to approve Freese and Nichols Pay Request No. 21 in the total amount of $27,636.78 for services rendered in conjunction with the Clear Creek Lake Dam Spillway Replacement Project. Upon roll call: AYE: Fischer, Wininger, Hayes, Smith, Dennington NAY: None ITEM #4: Consider approving Parkhill & Cooper Pay Requests for Professional Services for Roadway Resurface & Reconstruction in the amount of $20,927.50. This item was presented by General Manager, Kimberly Meek, who advised that Parkhill Smith & Cooper dba Cardinal Engineering provided design services for Roadway Resurface & Reconstruction. Trustee Wininger asked if this was the group that was preparing the study for the roads. Buddy Hokit, Public Works Director, stated that this was the group that was preparing the plans for the design services for the Roadway Resurface & Reconstruction Projects. A motion was made by Trustee Fischer, seconded by Trustee Smith to approve Parkhill & Cooper Pay Requests for Professional Services for Roadway Resurface & Reconstruction in the amount of $20,927.50. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #5: Consider acknowledging receipt of the Oklahoma Department of Environmental Quality (ODEQ) Permit No. SL000069210057 for construction of 136 linear feet of eight (8) inch PVC pipe for sanitary sewer collection system and appurtenances to serve the Dollar General sewer extension Stephens County, Oklahoma. This item was presented by General Manager, Kimberly Meek, who advised that the Oklahoma Department of Environmental Quality (ODEQ) requires that receipt of this permit be noted in the minutes of the next regular meeting of the Duncan Public Utilities Authority (DPUA). A motion was made by Trustee Fischer, seconded by Trustee Smith to acknowledging receipt of the Oklahoma Department of Environmental Quality (ODEQ) Permit No. SL000069210057 for construction of 136 linear feet of eight (8) inch PVC pipe for sanitary sewer collection system and appurtenances to serve the Dollar General sewer extension Stephens County, Oklahoma. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, Dennington NAY: None ITEM #6: 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- Trustee Wininger thanked the Waste Water Treatment Plant Staff and the Water Treatment Plant Staff for their hard work and efforts during the recent winter storm. c) By the General Manager-There were none. ITEM #7: 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  REGULAR MEETING DUNCAN ECONOMIC DEVELOPMENT TRUST AUTHORITY CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA FEBRUARY 23, 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, 2020. A motion was made by Trustee Fischer, seconded by Trustee Smith to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Smith, Hayes, Wininger, 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 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