City Council Packets

THE MAYOR AND THE CITY COUNCIL MET IN REGULAR SESSION MARCH 25, 2014 AT THE MIAMI CIVIC CENTER AT 5:30 PM WITH THE FOLLOWING MEMBERS PRESENT: Rudy Schultz, Mayor Jeff Bishop, City Manager/City Clerk (Absent) Kristi McClain, Councilmember Ward 1 David Anderson, City Attorney Doug Weston, Councilmember Ward 2 Jill Fitzgibbon, Acting City Mgr/Acting City Clerk Neal Johnson, Councilmember Ward 3 Alicia Hogan, Deputy City Clerk Joe Sharbutt, Councilmember Ward 4 (arrived 5:43 PM) The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 4:25 PM on March 24, 2014. THE COUNCIL MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM IN THIS AGENDA Call to Order Mayor Schultz called the meeting to order at 5:30 PM. Presentation of Proclamation to the National Wrestling Championship NEO A&M College Wrestling Team Mayor Schultz read the proclamation declaring March 25, 2014 as NEO A&M College Wrestling Day. Public Hearing on Proposed Removal of Traffic Signal Lights at 5th and Main (US-69 & 5th Ave.);Steve Owens and A Street SE; and Steve Owens and A Street SW Mayor Schultz advised the public that this is not an official public hearing because it is not required by State statute. He stated this is a public discussion and asked Assistant Public Works Director Tyler Cline to review staff’s findings as presented in a past meeting. Cline presented a PowerPoint and explained which traffic signal lights were studied. Oklahoma Department of Transportation (ODOT) determined that, based on the manual for Uniform Traffic Control, the locations that were studied did not warrant traffic signals and therefore the City of Miami is not eligible to participate in the program that allows the 50/50 sharing of the expenses with ODOT. He stated staff is recommending the signal at 5th and Main Street be removed and changed to a 2 way stop allowing Main Street traffic to flow. The second intersection, Steve Owens Boulevard and A Street Southeast would also have the signal light removed and Steve Owens Boulevard would be thru to traffic. Stop signs would be placed on A Street. The third intersection studied was Steve Owens Boulevard and South Main. ODOT stated there was not enough traffic at this intersection to warrant a stop light, but suggested it be kept and the City bears the financial burden. The final intersection studied was Steve Owens Boulevard and A Street Southwest. Cline recommended a red flashing stop sign and a sign stating cross traffic does not stop. Step one would be to install stop signs with flashing lights and a sign stating cross traffic does not stop. The signal lights would not be removed at this point but would flash red and yellow. This would continue for a month and at that point step two would be to cover the signal lights. The third step would be to remove the signal lights completely. Schultz clarified the issue could be revisited if council deemed it necessary. Cline requested a resolution be passed stating the 5th and North Main signal light would be removed and this resolution would be sent to ODOT. When the other signal lights are removed, a resolution would be passed concerning those signal lights and would be sent to ODOT as well. Schultz asked at that time for any public input on any proposed changes on any of the lights. Mayor Schultz declared the Public Hearing/Discussion open at 5:46 PM Larry Roberts stated he could not believe the study did not warrant signals at those sights and asked the cost to maintain the signal lights. Cline stated the City spent an estimated $40,000 to $50,000 last year for maintenance of signal lights in the entire City and ODOT estimated it would cost $150,000 to $200,000 to City Council Page 1 of 4 March 25, 2014 replace 5th and Main. Roberts then asked if there would be money in the budget to maintain lights. Schultz answered by stating the budget was in the beginning stages and the City would be working on it. Rich Lillard stated that he likes the stop sign at 5th and main. Mrs. Sanders spoke about her concerns on the street lights in the City of Miami. Mayor Schultz declared the Public Hearing/Discussion closed at 6:06 PM. Public Input and Unscheduled Personal Appearances None Approve Resolution to Replace Traffic Signal Lights at 5th and Main (US-69 & 5th Ave.); Steve Owens and A Street SE; and Steve Owens and A Street SW with Stop Signs Where Needed Cline stated staff is recommending a resolution for 5th and Main and then the three step process for the other locations. Staff will return to the council at a later date for a resolution concerning those intersections. Council discussed the matter with Attorney David Anderson. Councilmember McClain moved to approve a resolution to remove the stoplight at 5th and main and to begin the first step of a 3 step process addressing the stoplights at A Street Southeast and Steve Owens Boulevard and A Street Southwest and Steve Owens Boulevard. Council member Johnson made the second. The council was polled with the following results: McClain, Aye Johnson, Aye Weston, Aye Sharbutt, Aye Schultz, Aye Mayor Schultz declared the motion carried. Approve Staff to Prepare a Request for Proposal for Third Party Administrator Services for the City’s Health Plan Schultz explained the City would be sending out a Request for Proposal for third party administrator services for the City’s health plan. Councilmember Johnson moved to approve. Council member McClain made the second. The council was polled with the following results: Johnson, Aye McClain, Aye Sharbutt, Aye Weston, Aye Schultz, Aye Mayor Schultz declared the motion carried. Approve Repairs to Yellow Slide at Miami Municipal Pool James Tallman gave a brief update concerning other entities that have the same model slide as the City does and the number of claims each has had involving the slide. David Anderson stated his greatest concern, if the council chose to continue to operate the asset, was that there would be someone at the top of the slide who is sufficiently mature with a strong enough personality to enforce the rules no matter if it is an eight year old child or a grown adult male and if not then he advised to shut the slide down. The council discussed ways to ensure this. Tallman stated the company had said that they would need to know no later than Wednesday, March 26, 2014 in order to get the slide fixed by Memorial Day. McClain stated she was not opposed to the slide but would like to see more training and staff to return to the council with more information on the monitoring and training of personnel for the slide. City Council Page 2 of 4 March 25, 2014 Councilmember McClain moved to approve the repairs of the slide but not the opening of the slide. Councilmember Schultz made the second. The council was polled with the following results: McClain, Aye Schultz, Aye Weston, Nay Johnson, Nay Sharbutt, Nay Mayor Schultz declared the motion not carried. Update on Michelin Plume Cleanup Chuck Childs updated the council on the processes being used to mitigate the Michelin plume and the new remediation plan due to the process not mitigating as planned. Other New Business, If Any, Which Has Arisen Since the Posting of the Agenda and Could Not Have Been Anticipated Prior to the Time of Posting (25 O.S. § 311(9)) None. Staff Reports (Written report included in packet, if available staff is present for questions.) No questions. Mayor and Council Community Announcements and Signing of Approved Documents Johnson stated again how proud the council was of the NEO Wrestling team. Executive Session Pursuant to 25 O.S. Section 307(B)(7) for Purposes of Discussing any matter where disclosure of information would violate confidentiality requirements of state or federal law to wit: Claims Against City’s Self-Insured Health Plan. Pursuant to 25 O.S. Section 307(E), the City Council may not go into Executive Session Unless the Executive Session is Authorized by a Majority Vote of a Quorum of the Members Present and The Vote is a Recorded Vote. Neither Public Body may Take Any Vote or Any Action on Any Item of Business Considered in an Executive Session Except in a Public Meeting with the Vote of Each Member Publicly Cast and Recorded Councilmember Johnson moved for the council to enter executive session for purposes of discussing any matter where disclosure of information would violate confidentiality requirements of state or federal law to wit: Claims Against City’s Self-Insured Health Plan. Councilmember Sharbutt made the second. The council was polled with the following results: Johnson, Aye Sharbutt, Aye Weston, Aye McClain, Aye Schultz, Aye Council entered executive session at 6:26 PM. Acting City Manager Jill Fitzgibbon took the minutes from this point forward. Mayor Schultz declared the council out of executive session at 8:16 PM. Future Agenda Planning None Adjournment Councilmember Johnson moved to adjourn. Councilmember Sharbutt made the second. The council was polled with the following results: Johnson, Aye Sharbutt, Aye Weston, Aye McClain, Aye Schultz, Aye City Council Page 3 of 4 March 25, 2014 Mayor Schultz declared the meeting adjourned at 8:18 PM. _______________________ ________________________ _______________________ Councilmember Sharbutt Councilmember Johnson Councilmember McClain _______________________ _______________________ ATTEST: ________________________ Councilmember Weston Mayor Schultz Alicia Hogan, Deputy City Clerk ATTEST: _________________________ Jill Fitzgibbon, Acting City Manager/ Deputy City Clerk City Council Page 4 of 4 March 25, 2014  CITY OF MIAMI PURCHASE ORDERS PRESENTED April 15, 2014 CLAIM # VENDOR DESCRIPTION TOTAL LEGAL DEPARTMENT 1189 BEST & SHARP PROFESSIONAL SERVICES (PO#14-03842) 9,208.32 1190 LEXIS NEXIS LEGAL DATABASE SUBSCRIPTION 165.00 1191 WHITEFORD, TAYLOR & PRESTON PROFESSIONAL SERVICES (PO#14-03840) 1,200.00 10,573.32 POLICE DEPARTMENT 1192 CDW GOVERNMENT, INC. ADAPTER (PO#14-03472) 342.53 1193 FUELMAN MARCH FUEL USAGE 2,178.12 1194 LAW ENFORCEMENT LABOR (MOVED CAMERAS) (PO#14-03546) 1,020.00 1195 MTM RECOGNITION BADGES 393.46 1196 SOONER PRINTING BUSINESS CARDS 68.00 1197 TRANSUNION RISK & ALTERNATIVE BACKGROUND CHECK SERVICE 110.00 1198 VANCE FORD OIL CHANGE (UNIT #P1008) 31.09 1199 WELCH STATE BANK POLICE INTERCEPTORS LEASE 2,702.51 6,845.71 FIRE DEPARTMENT 1200 ACE HARDWARE LABOR (CHAINSAW SHARPENED) 4.00 1201 FUELMAN MARCH FUEL USAGE 576.53 1202 LIFE-ASSIST AIRWAY KIT, BLOOD PRESSURE KIT 211.30 1203 MIAMI FIRE PROTECTION CO. FIRE EXTINGUISHERS RECHARGED 51.00 1204 NORTHERN SAFETY FRICTION LOCK ASSEMBLY 294.75 1205 PAYTON'S AUTO TIRES (PO#14-03434) 1,687.55 2,825.13 EMERGENCY MANAGEMENT 1206 HAZARD MITIGATION SPECIALISTS PHASE 3 HAZARD MITIGATION PLAN (PO#14-03599) 9,500.00 9,500.00 POLICE COMMUNICATIONS 1207 OKLAHOMA DEPT. OF PUBLIC SAFETY OLETS USER FEE (PO#14-02940) 700.00 700.00 RISK MANAGEMENT 1208 OTA PIKEPASS MARCH TOLL CHARGES 1.40 1209 PIONEER PRINTING INKJET CARTRIDGES, PAPER CLIPS 142.85 144.25 STREET DEPARTMENT 1210 BUS ANDREWS CHAIN (SALT SPREADER) (PO#14-03463) 1,100.00 1211 FUELMAN MARCH FUEL USAGE 1,912.41 1212 HK ELECTRIC LABOR (INSTALLED LIGHTING) 150.00 1213 MIAMI GLASS & MIRROR WINDOW & LABOR 103.50 1214 OKLAHOMA NATURAL GAS MARCH GAS SERVICE 215.88 1215 OTA PIKEPASS MARCH TOLL CHARGES 5.60 1216 SOLAR TRAFFIC SYSTEMS SOLAR STOP SIGNS (PO#14-03526) 8,340.00 1217 SOONER PRINTING HOLE PUNCH 17.97 11,845.36  CEMETERY 1218 FUELMAN MARCH FUEL USAGE 295.06 295.06 MUNICIPAL BUILDING 1219 BILL KEETON TERMITE & PEST CONTROL MONTHLY PEST CONTROL 75.00 1220 REDDY ICE ICE MACHINE RENTAL 65.00 140.00 SWIMMING POOL 1221 OKLAHOMA NATURAL GAS MARCH GAS SERVICE 20.12 20.12 PARKS DEPARTMENT 1222 CUTTING EDGE LAWN SERVICES MOWING CONTRACT (PO#14-03182) 555.42 1223 FUELMAN MARCH FUEL USAGE 299.33 1224 OKLAHOMA NATURAL GAS MARCH GAS SERVICE (ARMORY) 26.69 1225 WELCH STATE BANK COMMERCIAL LAWN MOWER 800.67 WELCH STATE BANK JOHN DEERE TRACTOR/DIAMOND MOWER 1,175.97 2,858.08 LIBRARY 1226 GALE CENGAGE BOOK ORDER 69.72 1227 INGRAM LIBRARY SERVICES BOOK ORDER 373.95 1228 NEW READERS PRESS BOOK ORDER 344.43 1229 OTA PIKEPASS MARCH TOLL CHARGES 6.20 1230 POPULAR SUBSCRIPTION SERVICE MAGAZINE RENEWALS 139.47 1231 PRAETORIAN PROTECTIVE SERVICES SERVICE CALL 65.00 1232 QUILL LASERJET TONER CARTRIDGE 136.79 1233 THYSSENKRUPP ELEVATOR MAINTENANCE CONTRACT (PO#14-03565) 929.28 2,064.84 MCVB 1234 AT&T TELEPHONE, INTERNET, LONG DISTANCE 123.41 AT&T U-VERSE INTERNET 40.00 1235 ADVENTURES IN ADVERTISING PROMOTIONAL ITEMS 480.65 1236 ALLEN SIGN STUDIO MONTHLY BILLBOARD RENT 120.00 1237 AMANDA DAVIS TRAVEL REIMBURSEMENT (PO#14-03571) 122.10 1238 ANN GILBERT MILEAGE REIMBURSEMENT (PO#14-03570) 37.95 1239 CHAPTERS REFRESHMENTS (SHORELINE TOURS) 7.00 1240 GRAND LAKE MEDIA ONLINE WEB ADVERTISING (PO#14-03602) 780.00 1241 GREEN COUNTRY MARKETING ADVERTISING (USA TODAY) 37.50 1242 SHOW ME ADVERTISING (SHOW ME) 250.00 1243 SOONER PRINTING SHIPPING CHARGES (PROMOTIONAL ITEMS) 13.41 2,012.02 GENERAL GOVERNMENT 1244 CAPITOL VENTURES MAY CONSULTING FEE (PO#14-03183) 3,000.00 1245 CENTER FOR EXECUTIVE & PROF DEV REGISTRATION FEES (PO#14-03562) 750.00 1246 ICMA RETIREMENT ANNUAL PLAN FEE (2ND QUARTER) 250.00 1247 MCCREADY RECORDING STUDIO RODEO CONCERT (PO#14-03572) 1,800.00 1248 MIAMI NEWS-RECORD OPEN PUBLIC HEARING NOTICE 29.55 1249 OKLAHOMA UNIFORM BUILDING CODE MARCH PERMIT FEES 136.00 1250 OTTAWA COUNTY CLERK FILING FEES (EASEMENT) 17.00 1251 PHILADELPHIA INSURANCE CO. LIABILITY INSURANCE (COLEMAN) (PO#14-03616) 1,755.00 1252 TRAVELERS INSURANCE INSURANCE CLAIM (PO#14-03618) 4,018.50 11,756.05  HUMAN RESOURCES 1253 GALLAGHER BENEFIT SERVICES HARRASSMENT PREVENTION TRAINING (14-03606) 1,296.00 1254 INDUSTRIAL SCREEN PRE-EMPLOYMENT DRUG SCREENING 295.00 1255 NEW DIRECTIONS QUARTERLY DUES (PO#14-03597) 1,068.00 1256 OK WORKERS' COMPENSATION COURT AT-RISK PERMIT FEE 1,000.00 1257 THE GYM GYM MEMBERSHIPS (HEALTH FAIR) (PO#14-03131) 375.00 4,034.00 WORKERS' COMP 11 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (JULY 2013) 39,300.15 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (AUGUST 2013) 67,906.82 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (SEPTEMBER 2013) 70,962.78 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (OCTOBER 2013) 88,876.18 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (NOVEMBER 2013) 58,212.85 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (DECEMBER 2013) 57,821.54 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (JANUARY 2014) 27,606.63 CONSOLIDATED BENEFIT RESOURCES WORKER COMP CLAIMS (FEBRUARY 2014) 52,824.94 12 OKLAHOMA TAX COMMISSION MULTIPLE INJURY TRUST (PO#14-03566) 847.90 464,359.79 STREET & ALLEY 66 ARVEST EQUIPMENT LEASING TANDEM VIBRATORY ROLLER LEASE 945.61 ARVEST EQUIPMENT LEASING WHEEL LOADER LEASE 1,394.56 67 BUS ANDREWS PLOW BLADES, BOLTS, NUTS (PO#14-03432) 995.00 68 HILTI, INC. SAW BLADES (PO#14-03534) 793.08 HILTI, INC. FLOOR BLADES (PO#14-03430) 1,946.83 6,075.08 STREET PROGRAM - RESTRICTED 41 ANDERSON ENGINEERING PROFESSIONAL SERVICES (PO#14-03595) 489.99 ANDERSON ENGINEERING PROFESSIONAL SERVICES (PO#14-03593) 4,154.41 ANDERSON ENGINEERING PROFESSIONAL SERVICES (PO#14-03592) 952.18 ANDERSON ENGINEERING PROFESSIONAL SERVICES (PO#14-03594) 747.11 ANDERSON ENGINEERING PROFESSIONAL SERVICES (PO#14-03596) 4,155.75 42 NEECE CONCRETE RETAINAGE FEE (PO#14-03575 - #14-03591) 114,879.70 125,379.14 DRUG FORFEITURES 3 BILL KNIGHT FORD FORD F150 PICKUP (PO#14-03253) 23,382.00 4 EVIDENT CRIME SCENE PRODUCTS DRUG TESTS 85.00 5 TINT BY DEMENT UNDERCOVER FLEX, WINDOW TINTING (PO#14-03547) 924.99 24,391.99 INSURANCE FUND 20 BENEFIT MANAGEMENT, INC. EMPLOYEE HEALTH INSURANCE (PO#14-03548) 19,020.37 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (JULY 2013) 188,660.87 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (AUGUST 2013) 184,531.76 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (SEPTEMBER 2013) 78,546.06 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (OCTOBER 2013) 103,106.34 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (NOVEMBER 2013) 68,444.07 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (DECEMBER 2013) 73,029.47 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (JANUARY 2014) 63,337.51 BENEFIT MANAGEMENT, INC. MEDICAL CLAIMS (FEBRUARY 2014) 52,688.49 831,364.94  CAPITAL IMPROVEMENT 32 B & L WATERWORKS TAPPING SLEEVES, MJ TEES (PO#14-03083) 1,244.84 33 KEMP STONE ROCK (ALLEY PROJECT) (PO#14-03445) 5,443.90 34 MAXWELL SUPPLY GEOGRID (ALLEY PROJECT) (PO#14-03446) 2,502.42 9,191.16 DEMOLITION FUND 17 COLLINS CONSTRUCTION PROPERTY DEMOLITION (220 A SW) (PO#14-03542) 6,566.00 6,566.00 UTILITY IMPROVEMENT 25 DEWBERRY ENGINEERS, INC. PROFESSIONAL SERVICES (PO#14-03608) 632.50 632.50 AIRPORT 50 BLUECROSS MEDICARE RX HEALTH INSURANCE 43.40 51 EST, INC. PROFESSIONAL SERVICES (PO#14-03563) 3,500.00 52 OKLAHOMA NATURAL GAS MARCH GAS SERVICE 313.55 3,856.95 BANK OF AMERICA CREDIT CARD PAYMENT (FEBRUARY 16 - MARCH 1,2014) 52,897.07 CITY OF MIAMI PAYROLL (APRIL 3, 2014) 243,806.23 TOTAL GENERAL FUND 65,613.94 TOTAL OTHER FUNDS 1,471,817.55 TOTAL GOVERNMENTAL FUNDS 1,834,134.79  CITY OF MIAMI PAYMENTS - CREDIT CARDS APRIL 15,2014 FEBRUARY 16, 2014 - MARCH 1, 2014 LEGAL DIVISION AMAZON.COM-WHITEBOARD 153.62 OK BAR ASSOCIATION-DUES/K DUHON 355.00 TOTAL 508.62 MUNICIPAL COURT LAKELAND-USAGE CHARGE 30.00 LAKELAND-BASE CHARGE 294.05 TOTAL 324.05 POLICE DEPARTMENT KATNER MILLS-ANTIFREEZE, GASKET 39.97 VANCE FORD-INTAKE MANIFOLD, GASKETS 493.16 KATNER MILLS-BRAKE ROTOR & PADS 252.24 TOTAL RADIO-RADIO REPAIR 385.00 EL CHICO/BA-LUNCH/T ANDERSON, P BRICE, G JOHNSTON 31.62 LAKELAND-COPIER LEASE 281.41 LAKELAND-USAGE CHARGE 107.20 TOTAL 1,590.60 FIRE DEPARTMENT RESCUE RESPONSE GEAR-LIFEJACKET 220.70 ACE HARDWARE-SINK POP UP 13.13 ACE HARDWARE-CHAINSAW PULL ROPE 3.86 O'REILLY AUTO PARTS-OIL & ANTIFREEZE 239.82 POWER SPORTS OF JOPLIN-CARBURETOR 83.49 ACE HARDWARE-CHAINSAW KIT 19.72 EL VAQUERO/STILLWATER-MEAL/MCDONALD 7.61 APPLEBEE'S/STILLWATER-DINNER/MCDONALD 9.46 JOSEPPI'S/STILLWATER-DINNER/MCDONALD 10.87 SUBWAY/STILLWATER-DINNER/MCDONALD 7.62 MEXICO JOES/STILLWATER-MEAL/MCDONALD 8.40 WAL MART/STILLWATER-LUNCH/MCDONALD 3.24 WAL MART/STILLWATER-LUNCH/MCDONALD 2.15 JOSEPPI'S/STILLWATER-DINNER/MCDONALD 13.04 ESKIMO JOES/STILLWATER-MEAL/MCDONALD 12.49 TEXAS ROADHOUSE/STILLWATER-DINNER/MCDONALD 13.47 WAL MART/STILLWATER-LUNCH/MCDONALD 2.62 BRAUMS/STILLWATER-BREAKFAST/MCDONALD 4.34 WAL MART/STILLWATER-LUNCH/MCDONALD 2.15 FREDDIE PAULS/STILLWATER-DINNER/MCDONALD 14.13 WAL MART/STILLWATER-LUNCH/MCDONALD 2.15 MICROTEL/STILLWATER-LODGING/MCDONALD 497.49 MCALISTER'S/STILLWATER-DINNER/MCDONALD 9.29 MAZZIO'S/STILLWATER-LUNCH/MCDONALD 3.54 JOSEPPI'S/STILLWATER-DINNER/MCDONALD 16.83 TOTAL 1,221.61 EMERGENCY MANAGEMENT UNIFIRST-UNIFORMS 76.55 TOTAL 76.55 RISK MANAGEMENT OUTBACK/PLANO-DINNER/K HORN/M HILL/K REYES 50.88 SOUTHFORK HOTEL/PLANO-LODGING/K HORN 77.97 SOUTHFORK HOTEL/PLANO-LODGING/M HILL 77.97 CHICK-FIL-A/ALLEN TX/DINNER/K HORN, M HILL, K REYES 20.02 SOUTHFORK HOTEL/PLANO- LODGING/K REYES 77.97 TOTAL 304.81 STREET DEPARTMENT LAKELAND-USAGE CHARGE 71.19 WAL-MART-OFFICE SUPPLIES 59.13 ACE HARDWARE-KEYS 3.98 KATNER MILLS-AIR HOSES, DROP LIGHT 194.17 KATNER MILLS-VACUUM PUMP 219.00 DIAMOND INT'L-HOSE, SWITCH, FILTER, ROD 157.23 DIAMOND INT'L-AIR FILTER COVER 61.91 DIAMOND INT'L-ABSORBERS, SPRINGS, U-BOLT 758.46 DIAMOND INT'L-HEADLIGHT CLIPS 57.00 BERRY TRACTOR-FREIGHT CREDIT (100.00) CROSS-MIDWEST-TIRES 1,795.23 KATNER MILLS-UNIT #5226 PM SERVICE 200.08 WAL-MART -SUPPLIES 109.50 UNIFIRST-UNIFORMS 10.00 UNIFIRST-UNIFORMS 10.00 UNIFIRST-UNIFORMS 10.00 TOBY KEITH'S/OK CITY-DINNER/R BARGER 11.99 TWIN PEAKS REST/TULSA-LUNCH/R BARGER 13.75 IHOP/OK CITY-BREAKFAST/R BARGER 13.77 TOTAL 3,656.39 CEMETERY WAL MART-INK CARTRIDGES 70.91 JOHN'S TRACTOR-MOWER BATTERY 50.04 JOHN'S TRACTOR-MOWER BLADES 361.98 CLASSY BRASS-"OPEN POST" BOOKS 166.50 COMET CLEANERS-TABLECLOTH CLEANED 15.00 UNIFIRST-UNIFORMS 4.00 UNIFIRST-UNIFORMS 4.00 UNIFIRST-UNIFORMS 4.00 LAKELAND-BASE RATE 111.39 TOTAL 787.82 MUNICIPAL BUILDING LOCKE SUPPLY-TOILET REPAIR KIT 10.57 ACE HARDWARE-CLAMP, FLANGE, EPOXY, DRILL BIT 48.93 FOUR STATE MAINT-REPAIR SCRUBBER 458.30 FOUR STATE MAINT-BATTERIES 408.46 ACE HARDWARE-PHONE WALL PLATE 0.98 LOCKE SUPPLY-HOSES, SHUT OFF VALVE 25.83 LOCKE SUPPLY-TOILET REPAIR PARTS 78.47 LOCKE SUPPLY-RECEPTACLE & SWITCH PLATES 6.48 UNIFIRST-UNIFORMS 1.50 UNIFIRST-UNIFORMS 1.50 UNIFIRST-UNIFOMRS 23.90 TOTAL 1,064.92 SWIMMING POOL SHERWIN WILLIAMS-POOL SLIDE PAINT 225.76 TOTAL 225.76 PARKS DEPARTMENT LAKELAND-USAGE CHARGE 71.19 ACE HARDWARE-PAINT BRUSHES, ROLLERS 69.38 ACE HARDWARE-BLOWER 419.99 SHERWIN WILLIAMS-MASK 50.14 SHERWIN WILLIAMS-MASKS, PREFILTERS 170.22 ANDERSON CAR & TRACTOR-AERATOR RENTAL 225.00 KATNER MILLS-PARTS 34.97 PROFESSIONAL TURF-BLADES 471.49 PROFESSIONAL TURF PRODUCT-BLADES CREDIT (216.30) B & B AUTO SUPPLY-CLIPS 23.55 ACE HARDWARE-PAINT BRUSHES 27.96 ACE HARDWARE-FOAM ROLLERS 8.98 UNIFIRST-UNIFORMS 9.10 UNIFIRST-UNIFORMS 9.10 UNIFIRST-UNIFORMS 9.10 DEPT OF ENV QUALITY-LICENSE/J TALLMAN 124.00 TOTAL 1,507.87 LIBRARY USPS-ILL POSTAGE 14.64 USPS - POSTCARDS W/POSTAGE 38.00 USPS-ILL POSTAGE 11.16 USPS-POSTAGE FOR TONER RETURN 18.60 PANERA BREAD/TULSA-LUNCH/P WENZEL 8.76 LAKELAND-BASE RATE 61.75 WAL MART-SUPPLIES 62.80 UNITED AIRLINES-FLIGHT/M JOHNSON 339.50 TRAVELOCITY-BOOKING FEE/M JOHNSON 9.99 WAL MART-SUPPLIES 14.80 TED'S CAFE/OK CITY-DINNER/G BENTON 12.49 WAL MART-SUPPLIES 9.98 STONEHILL GRILL/MIAMI-REFRESHMENTS 55.00 STONEHILL GRILL/MIAMI-REFRESHMENTS 55.00 TOTAL 712.47 MCVB MIAMI SPLASH-CAR WASH 9.00 SPEEDWAY/WICHITA-FUEL/S SPILLERS 20.00 CABLE ONE-CABLE 65.18 EDMOND FAIRFIELD INN-LODGING CREDIT/S SPILLERS (127.97) NASC-SYMPOSIUM/A DAVIS 975.00 SONIC/PRYOR-LUNCH/A DAVIS 9.53 FACEBOOK-MARKETING ADS 25.58 FACEBOOK-MARKETING ADS 50.55 BITE MY COOKIE/WICHITA-LUNCH/S SPILLERS 11.00 BITE MY COOKIE/WICHITA-LUNCH/S SPILLERS 9.50 EDMOND FAIRFIELD INN-DINNER/S SPILLERS 6.55 QUIKTRIP/WICHITA-LUNCH/S SPILLERS 6.17 WAL MART-GROUP EXPENSES 36.01 ANN'S FLOWERS-FLOWERS/W OSBORN 34.00 WAL MART-GROUP EXPENSES 111.03 DOLLAR TREE-GIFT BASKET ITEMS 37.00 TOTAL 1,278.13 GENERAL GOVERNMENT KEEPFILING-LEGAL SHEET PROTECTORS 97.68 LAKELAND-BASE RATE, USAGE CHARGE 119.57 WAL MART-MONITOR/R HINDS 248.00 QUIK TRIP/SAND SPRINGS-FUEL/FITZGIBBON, HOGAN 42.57 GOLDEN DRAGON/STILLWATER-LUNCH/FITZGIBBON, HOGA 21.18 PANERA BREAD/STILLWATER-DINNER/FITZGIBBON, HOGAN 23.87 HIDEWAY/STILLWATER-DINNER/FITZGIBBON, HOGAN 16.37 PANERA BREAD/STILLWATER-DINNER/FITZGIBBON 12.00 CHILI'S/STILLWATER-LUNCH/FITZGIBBON, HOGAN 17.73 ESKIMO JOES/STILLWATER-LUNCH/JF. AH, LS 36.34 CHICK-FIL-A/STILLWATER-DINNER/FITZGIBBON 3.58 IHOP/SAND SPRINGS OK-LUNCH/FITZGIBBON, HOGAN 22.34 CIMARRON/STILLWATER-LODGING/J FITZGIBBON 415.00 CIMMARON/STILLWATER-LODGING/A HOGAN 415.00 LAKELAND-USAGE CHARGE 66.40 LAKELAND-COPIER LEASE 241.11 PIZZA HUT/MIAMI-LUNCH FOR BILLING OFFICE 26.09 ANN'S FLOWERS-FLOWERS/W OSBORN 35.00 PIZZA HUT/MIAMI-PIZZA FOR 5 HR COUNCIL MEETING 30.00 TOTAL 1,889.83 HUMAN RESOURCES HYATT PLACE/OK CITY--LODGING/K HORN 99.08 HYATT PL/OK CITY-LODGING TAXES CREDIT/K HORN (12.08) MCDONALD'S/PAWNEE-DINNER/K HORN 6.56 LAKELAND-USAGE CHARGE 186.56 LAKELAND-BASE CHARGE 294.05 TOTAL 574.17 STREET & ALLEY NEO CONCRETE-CONCRETE 129.00 TOTAL 129.00 CAPITAL IMPROVEMENT CHAMPION WIRE-ALUMINUM WIRE 34,830.00 TOTAL 34,830.00 MDRA USPS-PRIORITY MAIL 19.99 WAL MART-PINESOL/FLOOR CLEANER 38.85 ACE HARDWARE-LIGHT BULBS 25.95 WAL MART-CANDY FOR CONCESSION STAND 21.57 USPS-POSTAGE 1.61 MCINTOSH -QRTLY MAINT CONTRACT 2,071.50 ANN'S FLOWERS-FLOWERS/W OSBORN 35.00 TOTAL 2,214.47 TOTAL GENERAL FUND 15,723.60 TOTAL OTHER FUNDS 37,173.47 TOTAL GOVERNMENTAL FUNDS 52,897.07  CITY OF MIAMI ACTION/DECISION REQUEST COUNCIL April 15, 2014 MEETING DATE: AGENDA TITLE: Approve Resolution to Waive the City’s Garage Sale Permit Fee for the Miami News-Record’s Annual Citywide Garage Sale May 03, 2014 ACTION Approve Resolution to Waive the City’s Garage Sale Permit Fee REQUESTED: for the Miami News-Record’s Annual Citywide Garage Sale May 03, 2014 BACKGROUND: Mark Rogers is asking the Council to Approve Resolution to Waive the City’s Garage Sale Permit Fee for the Miami News-Record’s Annual Citywide Garage Sale May 03, 2014 RECOMMENDATION: MOTION: “I move to approve a Resolution to waive the City’s garage sale permit fee for the Miami News-Record’s Annual Citywide Garage Sale May 03, 2014.” PRESENTER(S): Mark Rogers  RESOLUTION NO. ___________ A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MIAMI, OKLAHOMA, PROVIDING FOR WAIVER OF ALL OR SOME PART OF AN ADMINISTRATIVE FEE IN A PARTICULAR INSTANCE IN FURTHERANCE OF A PUBLIC PURPOSE. WHEREAS, Section 27-5 (Discretionary Waiver of Administrative Fees) of Chapter 27 (Budget and Finance) of the Code of Ordinances states as follows: “Administrative fees imposed by the Code of Ordinances may be waived in whole or in part on a case-by-case basis only by written resolution of the City Council. Fee waivers shall be granted only when said waiver serves a public purpose.” WHEREAS, 11 O.S. §1-101(12) defines “Resolution” in pertinent part as follows: “… a special or temporary act of a municipal governing body which is declaratory of the will or opinion of a municipality in a given matter and is in the nature of a ministerial or administrative act. A resolution is not a law and does not prescribe a permanent rule … “ WHEREAS, the following described individual or organization has made application for the waiver of an administrative fee or fees as follows: Applicant: Miami News Record Event: Citywide Garage Sale Date: May 3, 2014 Facility: N/A The regular scheduled fee(s) for this facility and/or use is: $5 PERMIT FEE PER SALE SITE The applicant has requested the waiver of all or some portion of the regular scheduled fee(s) for this facility and/or use on the date(s) in question for the following stated reason(s): This is a joint effort with News Record citywaide garage sale project. It is a project that brings a number of out-of-town visitors to Miami to shop garage sales throughout town and has been fully supported by the city council since inception. WHEREAS, the City Manager and/or Staff have reviewed this Application and have determined that they (1) ______ have no recommendation; (2) or have the following recommendation: To waive all garage sale permit fees on the day of the event – May 3, 2014. Page 1 of 2  NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Miami, Oklahoma, as follows: ________ The Application is denied; OR ________ The Application is granted as stated herein because this waiver of administrative fees shall serve a legitimate public purpose as stated below: _______________________________________________________________ _______________________________________________________________ The regular scheduled fee(s) for this particular event or use are hereby adjusted as follows: _______________________________________________________________ _______________________________________________________________ FURTHERMORE, BE IT RESOLVED that the determination of this Resolution may have been based on facts and circumstances not stated herein, and which may or may not have been discussed or presented at the City Council meeting, and which has been determined in this particular case by the sound discretion of the City Council. This Resolution should not be interpreted to prescribe a permanent rule of government policy or law. PASSED and APPROVED by the Mayor and Council of the City of Miami, Oklahoma, this June __________, 2014. _____________________________________________ RUDY SCHULTZ, MAYOR ATTEST: ____________________________________ CITY CLERK [SEAL] Page 2 of 2  CITY OF MIAMI ACTION/DECISION REQUEST COUNCIL April 15, 2014 MEETING DATE: AGENDA TITLE: Application for Oklahoma Humanities Council Let’s Talk About it, Oklahoma True Grit grant for Aug. 2014 ACTION Approval of application for Oklahoma Humanities Council Let’s REQUESTED: Talk About It, Oklahoma True Grit grant for Aug. 2014 If approved, the Mayor’s signature as the Authorizing Official is needed on the OHC Statement of Understanding. BACKGROUND: Libraries across the state have been invited to apply for a one-time, scholar-led reading and discussion program exploring True Grit by Charles Portis. Materials for this program are provided through a partnership of the Oklahoma Department of Libraries and the Oklahoma humanities Council with funding from the National Endowment for the Humanities. The total grant amount is for $250. The event will take place on August 28th and state historian Dr. Bill Corbett will be facilitating the discussion. RECOMMENDATION: City staff recommends the motion be approved. MOTION: “I move to approve the application for an Oklahoma Humanities Council Let’s Talk About it, Oklahoma True Grit Grant.” PRESENTER(S): Marcia Johnson Marcia Johnson Miami Public Library True Grit Let's Talk About It, Oklahoma: True Grit Miami Public Library mjohnson@miami.lib.ok.us 200 North Main O: 918-541-2292 Miami, OK 74354 F: 918-542-9363 Marcia Johnson 200 North Main mjohnson@miami.lib.ok.us Miami, OK 74354 O: 918-541-2292 M: 918-533-1236 F: 918-542-9363 Printed On: 4 April 2014 Let's Talk About It, Oklahoma: True Grit 1 Marcia Johnson Miami Public Library Application Form Report Fields Project Name* Name of Project True Grit DUNS Number* Data Universal Numbering System (DUNS) number refers to the nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) which uniquely identifies business entities. A DUNS number may be obtained from D&B by telephone at 866.705.5711 or click here to register online. 120341045 Program Date and Location* Please list program details with date, time, and location. The program will be Aug. 28, 6:30 p.m. at the Miami Public Library located at 200 N. Main Street in Miami, Oklahoma U.S. Congressional District* Enter the U.S. Congressional District number for the address of the Primary Sponsor. If you do not know the district of your U.S. or Oklahoma legislators, please click here. 2 State Senate District* Enter the State Senate District number for the address of the Primary Sponsor. 1 State House District* Enter the State House District number for the address of the Primary Sponsor. 7 Humanities Scholar* What is the name of the humanities scholar who has agreed to facilitate your reading and discussion program about True Grit? Please note that this individual must be selected from a pre-approved list of scholars which can be obtained from Kelly Elsey at the Oklahoma Humanities Council. Dr. Bill Corbett Book Quantity* How many copies of True Grit will you need for your program? 15 Printed On: 4 April 2014 Let's Talk About It, Oklahoma: True Grit 2 Marcia Johnson Miami Public Library Shipping Address If your shipping address for the books is different than that of the Primary Sponsor, you may include it here. If the address is the same, you may leave this field blank. [Unanswered] Divider Line Budget Information Budget* Upload your completed project budget. OHC's LTAIO budget form and detailed budget instructions can be found here. Please read the instructions carefully. OHCLTAIO True Grit Grant-Budget-041514.doc Budget Narrative* Please give a detailed explanation of how you arrived at the figures in each line item of the budget. This supports the budget and demonstrates that all listed costs are justified and reasonable. The amounts on the budget form and budget narrative must match. OHC Funds - Honoraria @ $150; (Partial) Postage for returning books $6.21; Travel @ $0.565 per mile (166 miles) $93.79; Organizational Resources - Administration - (12 hours @ average of $23 per hour) $276; Supplies - Remaining shipping and copies (promotional, questions, evaluations, etc.) $25; Third Party In-Kind - Supplies -Donated refreshments $15.00; Use of facilities $125 Publicity Plans for Publicity* Describe your plans for publicizing this event to your community. We will place information about the event on our website, on the City marquee, in our quarterly brochure, as a PSA on local radio, as a calendar event in the local newspapers, and on our Facebook page. We are also going to use this event to promote our LTAIO series for fall. Appendix Statement of Understanding* Please upload the completed Statement of Understanding. The form can be found here. OHCLTAIO True Grit Grant-Statement of Understanding-041514.doc Scholar Letter of Understanding* You need to have a Letter of Understanding from your scholar. This is your agreement with the scholar to lead the program. The form can be found here . Once all Letters of Understanding are complete, combine them into one electronic file, and upload the file below. OHCLTAIO Grant-Letter of Understanding True Grit.pdf Printed On: 4 April 2014 Let's Talk About It, Oklahoma: True Grit 3 Marcia Johnson Miami Public Library By submitting this online application, your library agrees to follow the requirements outlined in the program guidelines found here. Printed On: 4 April 2014 Let's Talk About It, Oklahoma: True Grit 4 Marcia Johnson Miami Public Library File Attachment Summary Applicant File Uploads • OHCLTAIO True Grit Grant-Budget-041514.doc • OHCLTAIO True Grit Grant-Statement of Understanding-041514.doc • OHCLTAIO Grant-Letter of Understanding True Grit.pdf Printed On: 4 April 2014 Let's Talk About It, Oklahoma: True Grit 5  Let’s Talk About It, Oklahoma Budget OHC COST SHARE** FUNDS* ORG. RESOURCES THIRD PARTY IN-KIND ADMINISTRATION $276.00 HONORARIA $150.00 SUPPLIES/POSTAGE $6.21 $25.00 $15.00 FACILITIES $125.00 TRAVEL*** $93.79 PUBLICITY TOTAL $250.00 $301.00 $140.00 * Maximum allowed is $250 ** All grantees must share in the cost of the programs by contributing cash, organizational resources, and/or third party in-kind donations in an amount that meets or exceeds the OHC grant request. Cash contributions are not a requirement. *** The maximum allowable costs for mileage are based on current IRS per diem rates. If you plan to spend more than these amounts for mileage, you may list these expenses as cost share. Please note: if the driver is not receiving compensation for mileage, the donated rate is .14/mile. Organizational Resources: List any funds that are considered organizational resources of the Primary Sponsor and/or Co- Sponsors. Include items such as employee salaries, office supplies, and facilities that are routinely budgeted as part of normal operations and will be assigned to the OHC-funded project. This also includes any additional cash funds from the Primary Sponsor and/or Co-Sponsor that will be dedicated to the project. Third Party In-Kind Contributions: This is defined as the value of noncash contributions provided by third parties (individuals or organizations other than the Primary Sponsor or Co-Sponsors). In-kind contributions may be in the form of donated facilities and equipment or the value of goods and services directly benefiting and specifically identifiable to the project.  OHC STATEMENT OF UNDERSTANDING The applicant, represented by the undersigned project officers, understands and agrees to the following: (1) Any funds granted as a result of this application will be used in accordance with the plans and budget described in this request; any significant changes in activities, personnel, or budget will require prior approval by OHC. (2) The applicant will abide by the policies of the Oklahoma Humanities Council and the National Endowment for the Humanities. PROJECT DIRECTOR Signature: Organization: Miami Public Library Name: Marcia Johnson Title: Director Address: 200 N. Main City, State, Zip: Miami, OK 74354 Work Phone: 918-541-2292 Fax: 918-542-9363 E-Mail: mjohnson@miami.lib.ok.us FISCAL AGENT Signature: Organization: City of Miami Name: Lindsay Schnakenberg Title: Financial Analyst Address: 129 5th NW City, State, Zip: Miami, OK 74354 Work Phone: 918-541-2218 Fax: 918-540-0374 E-Mail: lschnakenberg@miamiokla.net By signing and submitting this application, the authorizing official of the application institution or organization is providing the applicable certifications regarding debarment and suspension and compliance with the nondiscrimination statutes, as set forth below. AUTHORIZING OFFICIAL Signature: Organization: City of Miami Name: Rudy Schultz Title: Mayor Address: 129 5th NW City, State, Zip: Miami, OK 74354 Work Phone: 918-542-6685 Fax: 918-542-6845 E-Mail: rschultz@miamiokla.net CERTIFICATIONS 1. Certification Regarding the Nondiscrimination Statutes: The applicant certifies that it will comply with the following nondiscrimination statutes and the implementing regulations: a) Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.), which provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for with the applicant received federal assistance; b) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of handicap in programs and activities receiving federal financial assistance; c) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681 et seq.), which prohibits discrimination on the basis of sex in education programs and activities receiving federal financial assistance; d) The Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et seq.), which prohibits discrimination on the basis of sex in education programs and activities receiving federal financial assistance; and e) The Americans with Disabilities Act of 1990 ("ADA") (42 U.S.C. 12101-12213) prohibits discrimination on the basis of disability in employment (Title I), state and local government services (Title II), places of public accommodation and commercial facilities (Title III). 2. Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion - Lower Tier Covered Transactions (45 CRF 1169) a) The prospective lower tier participant (the applicant) certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency; and b) Where the prospective lower tier participant (the applicant) is unable to certify to any of the statements in the certification, such prospective participants shall attach an explanation to the proposal.  CITY OF MIAMI ACTION/DECISION REQUEST COUNCIL April 15, 2014 MEETING DATE: AGENDA TITLE: Authorize the Mayor to sign ODL 17 Contract Amendment between the Oklahoma Department of Libraries and the Miami Public Library to accept the additional funds for the Literacy Program. ACTION Approval of Contract Amendment between the Oklahoma REQUESTED: Department of Libraries and the Miami Public Library to accept additional funds for the Literacy Program. If approved, the Mayor’s signature as the Authorized Representative is needed on the contract amendment. BACKGROUND: This amendment provides an additional $1,340.00 to our literacy funds. The funding will be used to purchase more GED materials and some software for literacy laptop computers. RECOMMENDATION: City staff recommends the motion be approved. MOTION: “I move to approve the signing of the contract amendment with the Oklahoma Department of Libraries to accept additional funds for the Miami Public Library’s literacy program” PRESENTER(S): Marcia Johnson  Contract No. F-14-011 Community Literacy Grant Amendment ODL 17 CONTRACT AMENDMENT The following addition is added to contract F-14-011 between the Oklahoma Department of Libraries, hereinafter referred to as the Department, and Miami Public Library, hereinafter referred to as the Grantee: 1. The Grantee will use grant funds to provide for: A. Funding a literacy staff position; B. Travel; C. Equipment and materials; and D. Other. 2. The Department amends the contract as follows: One thousand three hundred and forty dollars ($1,340.00) is added to contract F-14-011 for an amended total of Eight thousand five hundred and forty dollars ($8,540). 3. It is agreed between the parties that this amended contract is effective for the period of April 15, 2014 through June 30, 2014. Miami Public Library OKLAHOMA DEPARTMENT of LIBRARIES _________________________ ______________________________ Authorized Representative Susan C. McVey, Director ____________________ ____________________ Date Date ______________________________________________________________________________________________________________________________ FOR USE BY THE OKLAHOMA DEPARTMENT of LIBRARIES: ASSURANCES Fund 194, ob sub 2551105 is encumbered for this contract Business Manager Date Lead Officer aware of this obligation Lead Officer Date  MIAMI CITY COUNCIL ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Approve “Comprehensive Plan Baseline Analysis” Contract for Professional Services with Gray Planning, LLC ACTION Approve “Comprehensive Plan Baseline Analysis” Contract for REQUESTED: Professional Services with Gray Planning, LLC BACKGROUND: The current Comprehensive Plan for the City of Miami is from 1979. Gray Planning Services will prepare a new Comprehensive Plan, which will look 15 years in the future, with a Short Term Work Plan to cover initiatives of smaller duration. Extensive public outreach will be utilized to gather input to develop the Comprehensive Plan. The overall objective of the Comprehensive Plan for the City of Miami is to articulate a vision for the future that includes a strategy to realize that vision. The Plan will provide long-range policy direction for land-use, transportation, economic development, housing, public facilities, and natural and cultural resources. The contract has been divided into two contracts to correspond to the City’s fiscal year. This is the first contract, which is scheduled to be completed in 75 days, at a cost of $38,500. Brannyn McDougal, President, Gray Planning Services, will present their proposed scope of work and be available to address any questions. RECOMMENDATION: City staff recommends to Approve “Comprehensive Plan Baseline Analysis” Contract for Professional Services with Gray Planning, LLC. MOTION: “I move to Approve “Comprehensive Plan Baseline Analysis” Contract for Professional Services with Gray Planning, LLC” PRESENTER(S): Chuck Childs  MIAMI CITY COUNCIL ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Approve Airport Quarterly Reports ACTION Approve Airport Quarterly Reports REQUESTED: BACKGROUND: The City of Miami submits quarterly reports as required by the Federal Aviation Administration (FAA). The reports were prepared by EST, Inc and the City of Miami Finance Department for AIP 3-40- 0059-017-2013. The Miami Airport Authority met on April 14, 2014 and recommended the City Council to approve the Mayor to sign all documents. RECOMMENDATION: City staff recommends to Approve Airport Quarterly Reports MOTION: “I move to Approve Airport Quarterly Reports” PRESENTER(S): Chuck Childs  CITY OF MIAMI ACTION/DECISION REQUEST COUNCIL April 15, 2014 MEETING DATE: AGENDA TITLE: Approve Bridge Inspection Invoice and Report of Conference between Bridge Owner and Bridge Inspection Consultant. ACTION Approve Bridge Inspection Invoice and Report of Conference REQUESTED: between Bridge Owner and Bridge Inspection Consultant. BACKGROUND: As part of The National Bridge Inspection Standards, the Oklahoma Department of Transportation is required to inspect bridges at least once every two years. Bridges of concern are inspected annually or every 6-months. The Oklahoma Department of Transportation (ODOT) prequalifies engineering consultants to provide bridge inspection services, which the City of Miami and other local governments evaluate and select to provide inspection services. At this time Federal funds pay for 100% of these bridge inspection costs, and there is no cost to the City of Miami. As part of these inspection services, EST, Inc. inspected the Rockdale Bridge over Tar Creek on January 16, 2014. A copy of this report is attached. City staff with EST, Inc. presented the above bridge inspection report, along with the “Bridge Inspection Invoice” and “Report of Conference between Bridge Owner and Bridge Inspection Consultant” on March 12, 2014, which a City Official is required to approve/acknowledge. RECOMMENDATION: Approve Bridge Inspection Invoice and Report of Conference between Bridge Owner and Bridge Inspection Consultant. MOTION: “I move to Approve Bridge Inspection Invoice and Report of Conference between Bridge Owner and Bridge Inspection Consultant” PRESENTER(S): Chuck Childs  CITY OF MIAMI ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Authorize Installation of “No Parking” Sign on 3rd St NW Approximately 250 Feet West of the Intersection of 3rd and M Street NW ACTION Authorize Installation of “No Parking” Sign on 3rd St NW, REQUESTED: Approximately 250 Feet West of the Intersection of 3rd and M Street NW BACKGROUND: Third street Northwest turns to a single lane road just west of the M Street intersection. The residents at 405 P Street Northwest use this road as it is the only access to their home. People are parking on the single lane road, walking away from their vehicles and are often difficult to locate. At times they cannot be located at all making the road impassable for the homeowner. RECOMMENDATION: Authorize the Chief of Police to cause the area identified as approximately 250 Feet West of the Intersection of 3rd and M Street NW to be designated No Parking. MOTION: “I move to authorize the Chief of Police to cause the area identified as approximately 250 Feet West of the Intersection of 3rd and M Street NW to be designated, marked off and maintained on the streets or portions thereof in which the parking of vehicles is prohibited. PRESENTER(S): Joe Waldon George Haralson  CITY OF MIAMI ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Approve Resolution to Waive All or Partial ($385) Fees for the Community . Crisis Center Kick Up Your Heels Fundraiser. ACTION REQUESTED: Approve Resolution to Waive All or Partial ($385) Fees for the Community Crisis Center Kick Up Your Heels Fundraiser. BACKGROUND: A request was received from Angela Zeyn, on behalf of Community Crisis Center to waive $185.00 in rental fees and $200.00 in deposits for the Kick up your Heels Event to be held in the Civic Center Banquet Room April 29, 2014. This is an alternate location in case of bad weather. Total amount requesting to be waived is $385.00 RECOMMENDATION: Have no recommendations. MOTION: “I move to approve… PRESENTER(S): Angela Zeyn/Deedee Cox, on behalf of Community Crisis Center  CIVIC CENTER Community Crisis Center 4/29/2014 Materials/Services Fee (3 hours @$30.00 Administration Rental Fee per hour) Fee Total BANQUET ROOM April 29 3hr @ $25/hr $75.00 $90.00 $20.00 $185.00 $0.00 $0.00 $0.00 EVENT DEPOSIT $200.00 TOTAL $385.00 DEPOSIT WILL BE REFUNDED AFTER INSPECTION Angela Zeyn Kick up your Heels 118 A ST SE 918-540-2275  RESOLUTION NO. ___________ A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MIAMI, OKLAHOMA, PROVIDING FOR WAIVER OF ALL OR SOME PART OF AN ADMINISTRATIVE FEE IN A PARTICULAR INSTANCE IN FURTHERANCE OF A PUBLIC PURPOSE. WHEREAS, Section 27-5 (Discretionary Waiver of Administrative Fees) of Chapter 27 (Budget and Finance) of the Code of Ordinances states as follows: “Administrative fees imposed by the Code of Ordinances may be waived in whole or in part on a case-by-case basis only by written resolution of the City Council. Fee waivers shall be granted only when said waiver serves a public purpose.” WHEREAS, 11 O.S. §1-101(12) defines “Resolution” in pertinent part as follows: “… a special or temporary act of a municipal governing body which is declaratory of the will or opinion of a municipality in a given matter and is in the nature of a ministerial or administrative act. A resolution is not a law and does not prescribe a permanent rule … “ WHEREAS, the following described individual or organization has made application for the waiver of an administrative fee or fees as follows: Applicant: Angela Zeyn on behalf of Community Crisis Center Event: Kick up your Heels Event Date: April 29, 2014 Facility: Civic Center Banquet Room The regular scheduled fee(s) for this facility and/or use is: Administration Fee: $20.00 Cleaning/Security Deposit: $200.00 Rental: $75.00 Materials/Services: $90.00 Total: $385.00 The applicant has requested the waiver of all or some portion of the regular scheduled fee(s) for this facility and/or use on the date(s) in question for the following stated reason(s): Angela Zeyn, on behalf of Community Crisis Center, asking to use the Banquet Room for the annual Kick up your Heels Event. Raise money for the Community Crisis Center to increase awareness and end sexual assault in the community. This is an alternate location in case of bad weather. WHEREAS, the City Manager and/or Staff have reviewed this Application and have determined that they (1) ___X___ have no recommendation; (2) or have the following recommendation: N/A WHEREAS, the City Attorney has provided the following summary of legal advice: “The City Attorney advises the City Council that 11 O.S. §33-103 provides that “… [a]ny governing body is hereby authorized and empowered to establish, provide, maintain, construct and conduct recreational activities on local nongovernmental properties as well as on publicly-owned facilities”, and that general municipal power to provide for parks and recreation empowers the City to assess and/or waive fees for such purposes. However, the City Attorney cautions that the administration of the fee structure(s) must not be “… arbitrary, discriminatory or unreasonable…”, and so it is his legal duty to Page 1 of 3 inform you that the City Council should be very cautious about administering rates for parks and recreation services in a manner which inexplicably favors one activity or entity over another due at least in part to exposure to potential legal claims for arbitrary, discriminatory or unreasonable fee administration. Mitigating factors may include, inter alia, specific economic benefit in the form of increased sales tax and hotel tax revenues; however, the City Attorney recommends that a documented effort be made to support such assertion(s) before relying on them. At a minimum, the City Attorney advises the Council to consider the policy implications of partial waivers which recover actual additional expenditures by the City, which in this case has been estimated at $90.00 by Kevin Browning. The City Attorney acknowledges that such policy determinations are entrusted to the sound discretion of the City Council and he does not mean to imply that recovery of those out-of-pocket costs is a requirement of the law. Similarly the City Attorney gives no opinion about the policy considerations concerning the application of gate or advertising proceeds of the event which may be subsidized in part by the expenditure of public municipal funds via the requested fee waiver, although he suggests consideration of the same and encourages Council Members to make any such inquiry in advance of the meeting where this Resolution shall be considered for possible approval.” NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of Miami, Oklahoma, as follows: ______The Application is denied; OR ______The Application is granted in whole (or in part) as stated herein because this waiver of administrative fees shall serve a legitimate public purpose as stated below: Angela Zeyn, on behalf of Community Crisis Center, asking to use the Banquet Room for the annual Kick up your Heels Event. Raise money for the Community Crisis Center to increase awareness and end sexual assault in the community. This is an alternate location in case of bad weather. The regular scheduled fee(s) for this particular event or use are hereby adjusted as follows: $20.00 Administration Fee:_____waived _____not waived______partial amount waived $200.00 Cleaning/Security Deposit: _____waived _____not waived______partial amount waived Rental: _____waived _____not waived______partial amount waived Total: _____waived _____not waived______partial amount waived FURTHERMORE, BE IT RESOLVED that the determination of this Resolution may have been based on facts and circumstances not stated herein, and which may or may not have been discussed or presented at the City Council meeting, and which has been determined in this particular case by the sound discretion of the City Council. This Resolution should not be interpreted to prescribe a permanent rule of government policy or law. Page 2 of 3  PASSED and APPROVED by the Mayor and Council of the City of Miami, Oklahoma, this _________________________________________ , 201______. The forgoing Resolution was considered at a public meeting of the City Council in open session pursuant to a specific agenda item A public roll-call vote was held and the City Council voted as follows: ______For, _____Against, _______Abstaining ______________________________ ATTEST: RUDY SCHULTZ, MAYOR ____________________________ DEPUTY CITY CLERK PRE-APPROVED AS TO FORM PRE-APPROVED AS TO FORM AND LEGALITY ____________________________ ______________________________ JEFF BISHOP, CITY MANAGER DAVID ANDERSON, CITY ATTORNEY [SEAL] Page 3 of 3  MIAMI CITY COUNCIL ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Approve Ordinance Recommended by the Planning Commission to Rezone the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5. ACTION Approve Ordinance Recommended by the Planning Commission REQUESTED: to Rezone the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5. BACKGROUND: Staff received a request from NEO A & M College, for rezoning from RS5 to C-5 on the above referenced property. The City Planning Commission has recommended the rezoning to C-5. Reason for request is for the purpose of a parking lot. RECOMMENDATION: City staff recommends to Approve Ordinance Recommended by the Planning Commission to Rezone the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5. MOTION: “I move to Approve Ordinance Recommended by the Planning Commission to Rezone the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5” PRESENTER(S): Travis Jones/Steve Grimes  MIAMI CITY COUNCIL ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Approve Emergency Clause if Requested on an Ordinance Rezoning the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5 ACTION Approve Emergency Clause if Requested on an Ordinance REQUESTED: Rezoning the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5 BACKGROUND: Staff received a request from NEO A & M College, for rezoning from RS5 to C-5 on the above referenced property. The City Planning Commission has recommended the rezoning to C-5. Reason for request is for the purpose of a parking lot. RECOMMENDATION: City staff recommends to Approve Emergency Clause if Requested on an Ordinance Rezoning the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5. MOTION: “I move to Approve Emergency Clause if Requested on an Ordinance Rezoning the Property at NEO A&M College Parking Lot Located at Lots 5, 6, 7, 8, Block 8, Artesian Addition, Miami, Ottawa County, Oklahoma from RS-5 to C-5” PRESENTER(S): Travis Jones/Steve Grimes  MIAMI CITY COUNCIL ACTION/DECISION REQUEST MEETING DATE: April 15, 2014 AGENDA TITLE: Update on City Planning Commission's Recommendations for FY14/15 Capital Improvement ACTION Update on City Planning Commission's Recommendations for REQUESTED: FY14/15 Capital Improvement BACKGROUND: City staff presented the proposed FY2014/2015 Capital Improvement Budget at the City Planning Commission on April 10, 2014. The City Planning Commission passed a motion to recommend the Capital Improvement Budget to the City Council as presented. RECOMMENDATION: NA MOTION: NA PRESENTER(S): Chuck Childs  DEPARTMENT Requested Recommended DESCRIPTION Library $ - see "Facilities - library" Technical $ - see "Facilities - technical" Water System $ - Wastewater Potential $14 million bond $ - Collection Eng. Nichols Sub $65k, Central/1st alley undergrnd util $75,250, Birnamwood Edition $15k, Main St Electric $ 317,250 alley 1st SE $70k, NEO Ph 2 East $27k, Joe Pollock Stadium $65k Pollution Control $ 9,000 Parking lot resurfacing $9k Engineering $ 300,000 Bridge maint $250k, Main St/22nd Turn Lane $50k Solid Waste $ 365,000 Replace 1/2 Concrete floor for transfer station $65k, animal shelter $300k Facilities - Library $ 90,000 Paint exterior $30k, roof repair $30k, replace HVAC (2) compressors bad $30k Roof replacement for Civic Center $350k, Mold and asbestos remediation $200k, Electrical panel cutover and panel upgrade $55k, Plumbing and Bathroom upgrades $75k, HVAC replacement w/ Facilities - Civic center $ 1,115,000 boiler removal $400k, concrete steps and down ramp 5th Ave $35k, *Same as FY 12-13 due to possibility of relocating City Hall* Facilities - CVB $ 90,000 Fairgrounds portable arena $90k Facilities - Op Center $ 20,000 remodel facility $20k New Stoplight and Peds Crossing at S.O.B. and Main $185k, Reconstruct alley (central-1st SE) $135k, Street $ 2,275,000 Rockdale Bridge $675k, replace sidewalk on Coleman blk $215k, A & C St culverts $65k, $1,000k 2015 Street Improvements New WPS 4004 to replace 29th & N NW (oldest Unit) $20k, Upgrade to system #1005 (7th & Elm) Emergency $ 52,000 $6k, Upgrade to system #1004 (16th & Elm) $6k, New WPS 4004 to be placed at Turnpike Management dealership area $20k Convert holding rm into weapon rm $5k, remodel 911/dispatch $100k, convert storage into 4 ofcs Police Department $ 135,000 $30k Fire Department $ 73,500 replace roof at south $40k, relace roof north $30k, storm shelter north $3.5k Swimming Pool $ 77,000 $58k pool roof repair, $19k shade at new concession are & kiddie pool Road Improvements & Drainage Improvements $80k, British Flyers Memorial $75k (**$135,000 Cemetery $ 155,000 was budgeted for these items in FY 2013/2014. Since all of the expenses for the improvements couldn't be encumbered by the end of FY 13/14, I'm asking for approval) Total $ 5,073,750 $ -