City Council

REGULAR MEETING DUNCAN CITY COUNCIL CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA DECEMBER 10, 2024 5:15 P.M. INVOCATION Pastor Mark Jardine, First United Methodist Church FLAG SALUTE Councilman Nick Fischer ROLL CALL Mayor Robert Armstrong City Manager Chris Deal Vice-Mayor Gene Brown City Attorney David Hammond Councilman Nick Fischer Deputy City Clerk Christina Johnson Councilwoman Patty Wininger ABSENT Councilman Jimmy Peters PRESENTATION FROM ADG BLATT, PC REGARDING THE PROGRESS ON THE NEW FIRE STATION LOCATED AT CAMELBACK AND US HIGHWAY 81. Tony Blatt, ADG Blatt, PC, addressed the Mayor and Council updating them on the progress of the new Fire Station located at Camelback and US Highway 82. Councilwoman Wininger asked if this would accommodate the large areal and as well as the possibility of a retention pond and landscaping. Mr. Blatt advised that the new fire station would accommodate the large aerial, and a retention pond was not part of the budget. He advised that landscaping would be no less than what the ordinance requires. Councilman Fischer asked whey the corridor was so large. Mr. Blatt advised that this can be changed if desired. Councilwoman Wininger asked about fencing and parking at the new fire station. Mr. Blatt advised that they have not begun work on the parking and would see if there was a need for security fencing. Councilwoman Wininger stated she would like to see security fending and asked when this project would be complete. Mr. Blatt advised that the anticipated date for opening will be July 2026. ITEM#1: CONSIDER APPROVAL OF CONSENT AGENDA. a) Minutes of November 12, 2024. b) Approve List of Claims and authorize the City Manager to approve the List of Claims of December 24th due to the meeting being canceled. c) Ratify the City Manager's action in approving the November 12, 2024 List of Claims. d) Budget Amendment (A24-15) e) Resolution canceling the regular meeting of the Duncan City Council of December 24, 2024. f) Agreement between the State of Oklahoma, Oklahoma Department of Aerospace and Aeronautics and the City of Duncan authorizing the Department to function as its agent to oversee planning, engineering, and construction services at Halliburton Airport. g) Agreement between the Local Government Testing Consortium, LLC, and the City of Duncan for random drug testing. h) Contract between the City of Duncan and the Stephens County Humane Society for rescue services for animals within the City. i) Ratify the actions of the Parks and Recreation Board in approving the 2025 schedule of regular meetings for calendar year 2025. j) Resolution of the City of Duncan, Oklahoma concerning Coronavirus Local Fiscal Recovery Funds for non-entitlement units of Governments (ARPA Funds) acknowledge and authorizing the purchase of seven (7) Police vehicles and necessary upfit and set-up in the amount of $528,759.28 from ARPA Funds. k) Resolution of the City of Duncan, Oklahoma concerning Coronavirus Local Fiscal Recovery Funds for non-entitlement units of Governments (ARPA Funds) acknowledge and authorizing the re- obligation of ARPA Funds to the Wastewater Treatment Plant Chlorination/De-Chlorination Project in the amount of $1,541,178.48. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Brown to approve the Consent Agenda as presented. Upon roll call: A YE: Wininger, Brown Fischer, Armstrong NAY:None ITEM#2: Consider a Public Hearing for the 2025 Budget for the City of Duncan. This item was presented by City Manager, Chris Deal, who advised that this item was open to the public for any comments regarding the 2025 Budget for the City of Duncan. There were no comments from the Public regarding the 2025 Budget for the City of Duncan. A motion was made by Councilman Fischer, seconded by Vice-Chairman Brown to close the public hearing for the 2025 budget for the City of Duncan. Upon roll call: AYE: Fischer, Brown, Wininger, Armstrong NAY:None ITEM#3: Consider approving a Resolution adopting the City of Duncan's Budget for Calendar Year 2025. A motion was made by Vice-Mayor Brown, seconded by Councilman Fischer to approve a Resolution adopting the City of Duncan's Budget for Calendar Year 2025. Upon roll call: AYE: Brown, Fischer, Wininger, Armstrong NAY:None ITEM#4: Consider approving entering into an agreement with CPCOK, LLC for grant writing services. This item was presented by City Manager, Chris Deal, who advised that Staff has determined that it would be beneficial to have a grant writer to assist in obtaining grant monies to fund major projects for the City of Duncan. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Brown to approve entering into an agreement with CPCOK, LLC for grant writing services. Upon roll call: A YE: Wininger, Brown, Fischer, Armstrong NAY:None ITEM#5: Consider approving participation with the Unites States Geological Survey in the continued operation of the Lake Gauging Station at Lake Fuqua and Lake Humphreys in the annual cost of $10,400.00. This item was presented by City Manager, Chris Deal, who advised that Mayor and Council previously authorized the installation of lake gauging stations at Lake Fuqua and Lake Humphreys. The United States Geological Survey (USGS) installed the gauging stations and has operated them. Mr. Deal noted that these have proven to be valuable tools for monitoring the lake levels at both lakes. The gauging station data is continuously uploaded to a web page maintained by USGS. The web page is used by Staff to collect and report lake levels. This gauging station has improved accuracy and efficiency in collecting this data. Mr. Deal noted that a copy of a proposal submitted by USGS for continued operation of the gauging stations was included in the packet for the Mayor and Council's review. The total fee for FY 2025 would be $10,400 if approved. Councilman Fischer asked if this was a necessary expense. Mr. Deal advised that this the gauging information obtained helps in conservation of water management, droughts and allows readiness for the possible sell of water. Buddy Hokit, Public works Director, advised that a water level report is provided each week. He advised that this water level report allows Staff to oversee water levels. Mr. Hokit advised that the amount of $10,400.00 has been the same amount for the past several years. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Brown to approve participation with the Unites States Geological Survey in the continued operation of the Lake Gauging Station at Lake Fuqua and Lake Humphreys in the annual cost of $10,400.00. Upon roll call: AYE: Wininger, Brown, Fischer, Armstrong NAY:None ITEM#6: Consider awarding bids for various Street Department road materials as indicated on the bid tabulation. This item was presented by City Manager, Chris Deal, who advised that Street Department materials and supplies bids are good for a 6-month period. Bids were opened on December 2, 2024. A copy of the bid tabulation is attached for your information and consideration. Low bids are highlighted. Councilwoman Wininger asked if there were any issues in obtaining the road materials. Buddy Hokit, Public Works Director advised that he was unaware of any issues. A motion was made by Vice-Mayor Brown, seconded by Councilman Fischer to award bids for various Street Department road materials as indicated on the bid tabulation. Upon roll call: AYE; Brown, Fischer, Wininger, Armstrong NAY:None ITEM#7: Consider approving an Ordinance amending Ordinance No. 1361, City Code 11-605.A which addresses meetings of the Parks and Recreation Advisory Board. This item was presented by City Manager, Chris Deal, who advised that City Staff proposed to the Board a change in meeting frequency to quarterly meetings, which was met with a favorable recommendation from the Parks and Recreation Advisory Board. It is believed that transitioning to quarterly meetings will improve meeting efficiency while recognizing and respecting the time of volunteer board members who agree to serve. Councilwoman Wininger advised that she serves as the liaison on the Parks Board. She asked if special meetings could be called if needed. ·Mr. Deal advised that special meetings of the Parks Board could be called if needed. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to approve an Ordinance amending Ordinance No. 1361, City Code 11-605.A which addresses meetings of the Parks and Recreation Advisory Board. Upon roll call: AYE: Wininger, Fischer, Brown, Armstrong NAY: None ITEM#7A: Consider declaring an emergency in relation to the previous item. A motion was approved by Councilwoman Wininger, seconded by Councilman Fischer to declare an emergency in relation to the previous item. Upon roll call: AYE: Wininger, Fischer, Brown, Armstrong NAY None ITEM #8: OTHER COMMENTS: 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. a) By the Council- Councilman Fischer asked for a future update on the plans regarding the Chisholm Suites Hotel and the old hospital. Councilman Fischer also asked for more information regarding Item #1 (j) Resolution of the City of Duncan, Oklahoma concerning Coronavirus Local Fiscal Recovery Funds for non- entitlement units of Governments (ARPA Funds) acknowledge and authorizing the purchase of seven (7) Police vehicles and necessary upfit and set-up in the amount of $528,759.28 from ARPA Funds, Councilman Fischer also asked for an update on the ballistic windshields. Councilwoman Wininger advised that the ARPA funds have a deadline. City Manager, Chris Deal, advised that the ARPA Funds must be used in 2026 and cannot be spread out. Councilwoman Wininger thanked the many non-profit civic groups and organizations that continue to make Duncan a better place to live by supporting each other. She thanked the City Employees for their dedication and the Community for supporting local businesses, making Duncan a wonderful place to live. b) By the City Manager-There were none.  ITEM#9: Adjournment A motion was made by Councilman Fischer, seconded by Vice-Mayor Brown to adjourn the meeting. Upon roll call: AYE: Fischer, Brown, Wininger, Armstrong NAY: None R~~ S,\\\l\l!II I/ff, '- :~a\ .;. _, K. =s:== !42 ~ ~ ••..·•... 9 t:.'J ~•••••·... ~$ ~//I/// -••••···••• - o- ~ \\\\~ 111Ii ll!ll ll I\\\\\\ "-' "-' ~  REGULAR MEETING DUNCAN PUBLIC UTILITIES AUTHORITY CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA DECEMBER 10, 2024 5:15 P.M. ROLL CALL Chairman Robert Armstrong General Manager Chris Deal Vice-Chairwoman Gene Brown Authority Attorney David Hammond Trustee Nick Fischer Deputy Secretary Christina Johnson Trustee Patty Wininger ABSENT Trustee Jimmy Peters ITEM#1: CONSIDER APPROVAL OF CONSENT AGENDA a) Minutes of November 12, 2024. b) Resolution canceling the regular meeting of the Duncan Public Utilities Authority of December 24, 2024. A motion was made by Trustee Wininger seconded by Vice-Chairman Brown to approve the Consent Agenda as presented. Upon roll call: AYE: Wininger, Brown, Fischer, Armstrong NAY: None ITEM#2: Consider approving Parkhill, Smith & Cooper Inc. Pay Request No. 3 in the total amount of $4,375.00 for services rendered in conjunction with Amendment No. 6. This item was presented by General Manager, Chris Deal, who advised that on December 12, 2023, Mayor and Council approved Amendment no. 6 with Parkhill, Smith & Cooper, Inc. to provide design services in conjunction with Amendment No. 6 (constructing the t-hangar apron at Duncan Municipal Airport). Mr. Deal advised that these pay requests are for services rendered through October 31, 2024. A motion was made by Councilman Fischer, seconded by Councilwoman Wininger to approve approving Parkhill, Smith & Cooper Inc. Pay Request No. 3 in the total amount of $4,375.00 for services rendered in conjunction with Amendment No. 6. Upon roll call: AYE; Fischer, Wininger, Brown, Armstrong NAY:None ITEM#3: Consider approving Parkhill, Smith & Cooper Inc. Pay Request No. 8 in the total amount of $5,625.00 for services rendered in conjunction with Amendment No. 5. This item was presented by General Manager, Chris Deal, who advised that on December 12, 2023, Mayor and Council approved Amendment no. 5 with Parkhill, Smith & Cooper, Inc. to provide construction administration and inspection services in conjunction with Amendment No. 5 (constructing the taxilane and aprons at Duncan Municipal Airport). Mr. Deal advised that these pay requests are for services rendered through October 31, 2024. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Brown to approve Parkhill, Smith & Cooper Inc. Pay Request No. 8 in the total amount of $5,625.00 for services rendered in conjunction with Amendment No. 5. Upon roll call: AYE; Wininger, Brown, Fischer, Armstrong Nay: None ITEM#4: Consider approving C-P Integrated Services, Inc. Pay Request No. 5 in the amount of $345,562.50 for services rendered in conjunction with the Clear Creek Lake Dam Embankment Rehabilitation. This item was presented by General Manager, Chris Deal, who advised that on May 28, 2024, Mayor and Council approved a contract with C-P Integrated Services, Inc. to provide construction services for the Clear Creek Lake Dam Embankment Rehabilitation project. Mr. Deal advised that this pay request is for professional services rendered through November 22, 2024. Trustee Fischer asked if C-P Integrated Services, inc. was doing a good job on this project. Buddy Hokit, Public Works Director, advised that they were doing a good job and are anticipating this to be complete by the end of the month. A motion was made by Councilman Fischer, seconded by Councilwoman Wininger to approve C-P Integrated Services, Inc. Pay Request No. 5 in the amount of $345,562.50 for services rendered in conjunction with the Clear Creek Lake Dam Embankment Rehabilitation. Upon roll call: AYE: Fischer, Wininger, Brown, Armstrong NAY; None ITEM#5: Consider approving Downey Contracting Pay Request No. 5 in the total amount of $106,162.50 for services rendered in conjunction with the Chlorination/De-Chlorination Improvements Project. This item was presented by General Manager, Chris Deal, who advised that on May 14, 2024 Mayor and Council approved a contract with Downey Contracting to provide construction services for the Chlorination /De-Chlorination Improvements Project. Mr. Deal advised that T=this Pay Request is for services rendered through November 30, 2024. Trustee Wininger asked if this project was complete as the backup information states that it is complete. Buddy Hokit, Public Works Director, advised that this project is not complete as this was a typing error. Chairman Armstrong asked for a completion date of this project. Mr. Hokit advised that this project is 40-50% done with an anticipated completion date of April 25th . A motion was made by Vice-Chairman Brown, seconded by Trustee Fischer to approve Downey Contracting Pay Request No. 5 in the total amount of $106,162.50 for services rendered in conjunction with the Chlorination/De-Chlorination Improvements Project. Upon roll call: AYE: Brown, Fischer, Wininger, Armstrong NAY: None ITEM #6: Consider approving D&M Tank, LLC Pay Request No. 7 in the amount of $46,711.60 for services rendered in conjunction with the Clarifier Rehab Project. This item was presented by General Manager, Chris Deal, who advised that on September 12, 2023, Mayor and Council approved a contract with D&M Tank, LLC to provide professional services for the Clarifier Rehab Project. Mr. Deal advised that this final pay request is for professional services rendered through September 6, 2024. A motion was made by Trustee Fischer, seconded by Trustee Wininger to approve D&M Tank, LLC Pay Request No. 7 in the amount of $46,711.60 for services rendered in conjunction with the Clarifier Rehab Project. Upon roll call: AYE: Fischer, Wininger, Brown, Peters NAY:None ITEM #7: Consider approving Freese and Nichols, Inc. Pay Request No. 13 in the amount of $620.00 for services rendered in conjunction with the Advanced Metering Infrastructure Replacement Project. This item was presented by General Manager, Chris Deal, who advised that on April 11, 2023, Mayor and Council approved a contract with Freese and Nichols, Inc for professional services in conjunction with the AMI installation Project. Mr. Deal advised that this pay request represents services through November 30, 2024. A motion was made by Vice-Chairman Brown, seconded by Trustee Wininger to approve Freese and Nichols, Inc. Pay Request No. 13 in the amount of $620.00 for services rendered in conjunction with the Advanced Metering Infrastructure Replacement Project. Upon roll call: AYE; Brown, Wininger, Fischer, Armstrong NAY: None ITEM#S: Consider approving Freese and Nichols, Inc. Pay Request No. 21 in the amount of $8,241.39 for services rendered in conjunction with the El Rancho Water Tower Replacement Project. This item was presented by General Manager, Chris Deal, who advised that on December 13, 2022, Mayor and Council approved a contract with Freese and Nichols, Inc for professional services for the El Rancho Water Tower Replacement project. Mr. Deal advised that this pay request represents services through October 31, 2024. A motion was made by Trustee Wininger, seconded by Trustee Fischer to approve Freese and Nichols, Inc. Pay Request No. 21 in the amount of $8,241.39 for services rendered in conjunction with the El Rancho Water Tower Replacement Project. Upon roll call: AYE: Wininger, Fischer, Brown, Armstrong NAY: None ITEM#9: Consider approving Freese and Nichols, Inc. Pay Request No. 24 in the amount of $35,699.99 for services rendered in conjunction with the Clear Creek Lake Dam Phase II Embankment Evaluation. This item was presented by General Manager, Chris Deal, who advised that on January 11, 2022, Mayor and Council approved a contract with Freese and Nichols, Inc. to provide professional services for the Clear Creek Lake Dam Phase II Embankment Evaluation project. Mr. Deal advised that this pay request is for professional services rendered through October 31, 2024. A motion was made by Trustee Fischer, seconded by Vice-Chairman Brown to approve Freese and Nichols, Inc. Pay Request No. 24 in the amount of $35,699.99 for services rendered in conjunction with the Clear Creek Lake Dam Phase II Embankment Evaluation. Upon roll call: AYE; Fischer, Brown, Wininger, Armstrong NAY: None ITEM#10: Consider approving Freese and Nichols, Inc. Pay Request No. 29 in the amount of $31,622.08 for services rendered in conjunction with the Water Project FY 2022. This item was presented by General Manager, Chris Deal, who advised that on June 14, 2022, Mayor and Council approved a contract with Freese and Nichols, Inc. to provide professional services for the FAP-22-2022-L Water Project FY 2022. Mr. Deal advised that this pay request is for professional services rendered through October 31, 2024. A motion was made by Vice-Chairman Brown, seconded by Trustee Wininger to approve Freese and Nichols, Inc. Pay Request No. 29 in the amount of $31,622.08 for services rendered in conjunction with the Water Project FY 2022. Upon roll call: AYE; Brwon, Wininger, Fischer, Armstrong NAY: None ITEM #11: Consider awarding 6-month materials and supplies low bids for Water Distribution and refuse items A, B, C, and G and allow to be put out for rebids as indicated on the bid tabulation. This item was presented by General Manager, Chris Deal, who advised that bids were opened December 2, 2024. A copy of the bid tabulation is attached for your review. Mr. Deal advised that Staff recommends award of all bids excluding items A, B, C, and G in Section #6, Water Treatment Chemicals. These excluded items will be put out for rebid. All other items will be purchased from the low bidder. However, where only one or two items (in a group or from one vendor) are low, the item(s) may be purchased from the low bidder of the majority of like items. This not only makes ordering more efficient, but the City should realize savings in freight costs as well. A motion was made by Trustee Fischer, seconded by Trustee Wininger to approve awarding 6-month materials and supplies low bids for Water Distribution and refuse items A, B, C, and G and allow to be put out for rebids as indicated on the bid tabulation. Upon roll call: AYE; Fischer, Wininger, Brown, Armstrong NAY:None  ITEM #12: Consider approving Amendment No. 9 between the Duncan Public Utilities Authority and Operations Management International (OMI) for Wastewater Treatment Plant (WWTP) Operations and Maintenance. This item was presented by General Manager, Chris Deal, who advised that the operations and maintenance of our city owned Wastewater Treatment Plant has been contracted since 1995, the contract operator being OMI. On June 28, 2016 Duncan Public Utility Authority approved renewing the Agreement with OMI. ...._. Mr. Deal advised that the base fee for the 2025 year shall be $890,737.00 and the Industrial Pre-treatment shall be $99,400.00. The City presently budgets $75,000 a year for repairs at the Wastewater Treatment Plant of which a proportionate amount is paid monthly. This Amendment would allow the City to pay for repairs as they occur and not in advance. Mr. Deal noted that in addition, OMI, Inc agrees to provide labor and materials for repairs to the clarifier not to exceed $500,000.00. A motion was made by Trustee Wininger, seconded by Trustee Fischer to approve Amendment No. 9 between the Duncan Public Utilities Authority and Operations Management International (OMI) for Wastewater Treatment Plant (WWTP) Operations and Maintenance. Upon roll call: AYE; Wininger, Fischer, Brown, Armstrong NAY: None ITEM #13 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. Virgina Hathaw, Bethany Baptist Church 1306 South 3rd , addressed the Chairman and Trustees advising that she had recently filed a tort claim regarding a water line busting and flooding the parking lot. She advised that the City's insurance company Oklahoma Municipal Assurance Group (OMAG) had denied her claim. She asked if the City could or would be willing to dump some graven in the parking lot where this was washed out. b) By the Chairman and Trustees-There were none. c) By the General Manager-There were none. ITEM #14: Adjournment A motion was made by Trustee Fischer, seconded by Vice-Chairman Brown to adjourn the meeting. Upon roll call: AYE: Fischer, Brown, Wininger, Armstrong NAY: None µ--~ 2 \._ ~-;:>:_t;~~1ri{/~.:. Robert Armstrong, Chairi , ~ ., ' , - :, L. C -~·: ·-:- \ o._ ( . / • _.; i - :..; $.-:: 00 •,•"._ .,• •'( '.1_' /'"\ \f\t' •• :"'(';, .;:-- • '. --'.\•• _-,.~•<.'";.•~.,.•e ,0 ,;::• ',•• --~ • :,.-,_ .. ,. ~ ' \\:~ •\.'· . ,~-"-.tt.~1- ·,., ··cr-ccn~·- · ·  SPECIAL MEETING DUNCAN ECONOMIC DEVELOPMENT TRUST AUTHORITY CIT)' COUNCIL CHAMBERS, DUNCAN, OKLAHOMA DECEMBER 10, 2024 5:15 P.M. '- ROLL CALL Chairman Robert Armstrong General Manager Chris Deal Vice-Chairwoman Gene Brown Authority Attorney David Hammond '- Trustee Nick Fischer Deputy Secretary Christina Johnson Trustee Patty Wininger ABSENT Trustee Jimmy Peters ITEM #1: CONSIDER APPROVAL OF CONSENT AGENDA a) Resolution canceling the regular meeting of the Duncan Economic Development Trust Authority of December 24, 2024. A motion was made by Trustee Wininger seconded by Vice-Chairman Brown to approve the Consent Agenda as presented. Upon roll call: A YE: Wininger, Brown, Fischer, Armstrong 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. Steven Bleem, 3029 Timberridge, addressed the Chairman and Trustees with his concerns regarding the increase of airport hangar rent, concerns with the Airport Commission Board as well as concerns regarding the hangar leases going from five (5) years to one (1) year rentals. Mr. Bleem expressed his concern with the Stephens County Board of Commissioners being able to lease the fairgrounds for $1.00 per year while hanger leases were going up. Mayor Armstrong advised that the Airport Commission is an advisory board to the City Council. Mr. Bleem advised he was con.cerned with a demolition clause in the lease to tear down hangars on the north end of the airport. 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 Vice-Chairman Brown to adj ourn the '- meeting. Upon roll call: AYE: Fischer, Brown, Wininger, Armstrong NAY: None Robert Armstron '-'