City Council

Yukon City Council Minutes December 1, 2020 The Yukon City Council met in regular session on December 1 , 2020 at 7: 00 p. m. in the Council Chambers of the Centennial Building, 12 South Fifth Street, Yukon, Oklahoma. The invocation was given by Pastor Chad Penner, Canadian Hills Nazarene Church The flag salute was given in unison. ROLL CALL: ( Present) Shelli Selby, Mayor Jeff Wootton, Vice Mayor Donna Yanda, Council Member Rick Cacini, Council Member Aric Gilliland, Council Member OTHERS PRESENT: Tammy Kretchmar, Asst. City Manager Doug Shivers, City Clerk Mitch Hort, Development Services Dir. Gary Miller, City Attorney John Corn, Police Chief Robbie Williams, City Engineer Gary Cooper, IT Director Philip Merry, City Treasurer Shawn Vogt, Fire Chief Cindi Shivers, HR Director Mike Roach, Deputy Police Chief Claudia Krshka, Development Services Jerome Brown, IT Presentations and Proclamations Council Member Cacini presented plaques of appreciation to Jenny Crane and Casey Barnett for all their work at the recent Veterans Gala. Visitors None Recess as Yukon City Council and Reconvene as Yukon Municipal Authority) 1A. YMA Consent Docket This item is placed on the agenda so the Yukon Municipal Authority, by unanimous consent, can designate those routine items they wish to be approved by one motion. If an item does not meet with the approval of all Authority Members, that item will be heard in regular order. The City Manager recommends a motion to approve: A) The minutes of the regular meeting of November 17, 2020 B) Payment of material claims in the amount of $ 307, 083. 49 The motion to approve the YMA Consent Docket, consisting of the approval of the minutes of the regular meeting of November 17, 2020; payment of material claims in the amount of $307,083.49, was made by Trustee Yanda and seconded by Trustee Cacini. The vote: AYES: Cacini, Gilliland, Wootton, Selby, Yanda NAYS: None VOTE: 5- 0 MOTION CARRIED City Council Minutes - December 1, 2020 Page 2 2A. Consider approving the City of Yukon - Sports Park Land Lease bid specifications and authorizing the Purchasing Agent to advertise for bids for the lease of the Sports Park Land The motion to approve the City of Yukon - Sports Park Land Lease bid specifications and authorizing the Purchasing Agent to advertise for bids for the lease of the Sports Park Land, was made by Trustee Cacini and seconded by Trustee Gilliland. Mr. Hort stated this is to receive bids on leasing the park for pasture, no cultivation, for 3 years. The property lease will not include frontage on Frisco Road. The contract and bids will come before Council for approval. The vote: AYES: Gilliland, Wootton, Yanda, Cacini, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 3A. Consider approving the Billboard Sign Lease bid specifications and authorizing the Purchasing Agent to advertise for bids for the sale of the current billboard lease The motion to approve the Billboard Sign Lease bid specifications and authorizing the Purchasing Agent to advertise for bids for the sale of the current billboard lease, was made by Trustee Wootton and seconded by Trustee Yanda. Mr. Hort stated the original plan was to use the land for a billboard to promote Yukon, but is cost prohibited. The vote: AYES: Wootton, Yanda, Cacini, Selby, Gilliland NAYS: None VOTE: 5- 0 MOTION CARRIED 4A. Consider approving and accepting the following regarding the State Highway 4 Roadway Project for Warranty Deeds No. 1 thru 6 for a strip, piece or parcel of land lying in the Southeast Quarter ( SE 1/4) of Section Seventeen ( 17), Township Twelve North ( T12N), Range Five West ( R5W) of the Indian Meridian, Canadian County, Oklahoma, known as " Parcel No. 8"; Payments in the amount of 20, 871. 00 to Vicki Jo Horn Rails; $ 3, 912. 00 to Bessie Holtman 1993 Living Trust; 1, 305. 00 to Stanley & Lisa Horn; $ 1, 956. 00 to Jerry G. Horn; $ 978. 00 to Larry J Morgan & Peggy J Morgan Family Trust; and $ 978.00 to Sherri A. McKay The motion to approve and accept the following regarding the State Highway 4 Roadway Project for Warranty Deeds No. 1 thru 6 for a strip, piece or parcel of land lying in the Southeast Quarter ( SE '/ 4) of Section Seventeen ( 17), Township Twelve North ( T12N), Range Five West ( R5W) of the Indian Meridian, Canadian County, Oklahoma, known as " Parcel No. 8"; Payments in the amount of $ 20, 871 . 00 to Vicki Jo Horn Rails; $ 3, 912. 00 to Bessie Hollman 1993 Living Trust; $ 1 , 305. 00 to Stanley & Lisa Horn; $ 1 , 956. 00 to Jerry G. Horn; $ 978. 00 to Larry J Morgan & Peggy J Morgan Family Trust; and $ 978. 00 to Sherri A. McKay, was made by Trustee Gilliland and seconded by Trustee Cacini. The vote: AYES: Cacini, Wootton, Selby, Gilliland, Yanda NAYS: None VOTE: 5- 0 MOTION CARRIED Adjourn as YMA and Reconvene as Yukon City Council) City Council Minutes - December 1, 2020 Page 3 1. Consent Docket This item is placed on the agenda so the City Council, by unanimous consent, can designate those items they wish to be approved by one motion. If an item routine does not meet with the approval of all Council Members, that item will be heard in regular order. The City Manager recommends a motion that will approve: A) The minutes of the regular meeting of November 17, 2020 B) Payment of material claims in the amount of $ 907, 220. 52 C) Designating the items on the attached list from the Technology Department as surplus and authorizing their sale, donation or trade D) Setting the date for the next regular Council meeting for December 15, 2020, 7: 00 p. m., in the Council Chambers of the Centennial Building, 12 S. Fifth St. The motion to approve the Consent Docket consisting of the minutes of the regular meeting of November 17, 2020; payment of material claims in the amount of 907, 220. 52; designating the items on the attached list from the Technology Department as surplus and authorizing their sale, donation or trade; setting the date for the next Council meeting for December 15, 2020, 7: 00 p. m., in the Council regular Chambers of the Centennial Building, 12 S. Fifth St., was made by Council Member Cacini and seconded by Council Member Wootton. The vote: AYES: Yanda, Selby, Cacini, Wootton, Gilliland NAYS: None VOTE: 5- 0 MOTION CARRIED 2. Reports of Boards, Commissions and City Officials - Ms. Kretchmar gave an update on storm debris removal, stating the debris drop off site will close on December 15. 3. Consider approving Budget Amendments for Fiscal Year 2021 The motion to approve Budget Amendments for Fiscal Year 2021 , was made by Council Member Cacini and seconded by Council Member Yanda. The vote: AYES: Yanda, Wootton, Cacini, Gilliland, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 4. Consider approving a revised amount not to exceed $ 700, 000. 00 for emergency storm debris removal services ( October 26, 2020 Ice Storm) with Shawnee Mission Tree Service, Inc. DBA Arbor Masters Tree Service The motion to approve a revised amount not to exceed $ 700,000.00 for emergency storm debris removal services ( October 26, 2020 Ice Storm) with Shawnee Mission Tree Service, Inc. DBA Arbor Masters Tree Service, was made by Council Member Yanda and seconded by Council Member Cacini. Council Member Gilliland asked how close to the amount we are. Ms. Kretchmar stated approximate costs are $ 400, 000. 00 to date. The vote: AYES: Cacini, Selby, Gilliland, Yanda, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED  1, 2020 Page 4 City Council Minutes - December 5. Consider approving the assumption by Pafford EMS of Oklahoma, Inc. of the current Ambulance Service Agreement with CLV Enterprises, Inc. dba Samaritan EMS ( Pafford EMS assumes the terms of the Samaritan EMS agreement) The motion to approve the assumption by Pafford EMS of Oklahoma, Inc. of the current Ambulance Service Agreement with CLV Enterprises, Inc. dba Samaritan EMS Pafford EMS assumes the terms of the Samaritan EMS agreement), was made by Council Member Cacini and seconded by Council Member Yanda. The vote: AYES: Selby, Wootton, Yanda, Cacini, Gilliland NAYS: None VOTE: 5- 0 MOTION CARRIED 6. Consider approving an Amendment to Contract with Pafford EMS of Oklahoma, Inc., of the current Ambulance Service Agreement to provide a monthly stipend in the amount of $ 13, 000. 00 The motion to approve an Amendment to Contract with Pafford EMS of Oklahoma, Inc., of the current Ambulance Service Agreement to provide a monthly stipend in the amount of $ 13, 000. 00, was made by Council Member Cacini and seconded by Council Member Yanda. Council Member Gilliland asked if CARES funding would cover the stipend and where the stipend amount comes from. Ms. Kretchmar stated the CARES funding has been received and is separate. The stipend amount was negotiated by Mr. Crosby. Council Member Wootton asked what happens if the stipend is voted down. Ms. Kretchmar stated the terms of the current agreement would stand, but it would be up to Pafford EMS to continue service. Council Member Yanda stated this is not an unusual request and the City can' t afford to lose service. The vote: AYES: Cacini, Yanda, Wootton, Gilliland, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 7. Consider entering into a Project Agreement between the Oklahoma_ Department of Transportation and the City of Yukon, for a 10 foot wide trail on the east side of Garth Brooks Boulevard from Route 66 to Vandament Avenue, for a total project cost of $ 767, 635. 00 ($ 515, 960. 00 Federal share, $ 251, 675. 00 City share as budgeted in the FY 2021 Grant Fund) The motion to enter into a Project Agreement between the Oklahoma Department of Transportation and the City of Yukon, for a 10 foot wide trail on the east side of Garth Brooks Boulevard from Route 66 to Vandament Avenue, for a total project cost of $ 767, 635. 00 ($ 515, 960. 00 Federal share, $ 251 , 675. 00 City share as budgeted in the FY 2021 Grant Fund), was made by Council Member Gilliland and seconded by Council Member Wootton. Council Member Cacini asked about the 10 foot wide trail. Ms. Krshka stated it was an ODOT recommendation. Council Member Gilliland asked if all easements have been obtained. Ms. Krshka stated yes. Council Member Wootton asked about it connecting to the school. Ms. Krshka stated it would connect. The vote: AYES: Yanda, Selby, Cacini, Gilliland, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED City Council Minutes - December 1, 2020 Page 5 8. Consider approving the Garth Brooks Boulevard and 1- 40 Right Turn Lanes Project, at a cost of $322, 694. 92, to Brewer Construction Oklahoma, using unit bid prices from the 2020 Concrete and Asphalt Paving, Drainage, Water and Sewer Project Contract The motion to approve the Garth Brooks Boulevard and 1- 40 Right Turn Lanes Project, at a cost of $ 322, 694. 92, to Brewer Construction Oklahoma, using unit bid prices from the 2020 Concrete and Asphalt Paving, Drainage, Water and Sewer Project Contract, was made by Council Member Wootton and seconded by Council Member Yanda. Mr. Hort stated this is another step to improve traffic flow on Garth Brooks Boulevard. The project will start in January if approved. The vote: AYES: Selby, Cacini, Gilliland, Wootton, Yanda NAYS: None VOTE: 5- 0 MOTION CARRIED 9. Consider entering into a Service Agreement with IWORQ, in the amount of 24, 500. 00, for Development Services software, as approved in FY 2021 Technology Capital Improvement budget, as recommended by the Information Technology Director The motion to enter into a Service Agreement with IWORQ, in the amount of 24, 500. 00, for Development Services software, as approved in FY 2021 Technology Capital Improvement budget, as recommended by the Information Technology Director, was made by Council Member Cacini and seconded by Council Member Yanda. The vote: AYES: Wootton, Gilliland, Yanda, Selby, Cacini NAYS: None VOTE: 5- 0 MOTION CARRIED 10. Consider approving Change Order No. 3 for the City of Yukon Emergency Operation Center, at a cost of $2, 321. 64, for a sidewalk on the northwest corner of the Police station, as recommended by the City Engineer The motion to approve Change Order No. 3 for the City of Yukon Emergency Operation Center, at a cost of $ 2, 321 . 64, for a sidewalk on the northwest corner of the Police station, as recommended by the City Engineer, was made by Council Member Wootton and seconded by Council Member Cacini. The vote: AYES: Yanda, Gilliland, Cacini, Selby, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED 11. Consider a motion to recess as Yukon City Council and convene into Executive Session, for discussing the hiring of a City Manager and a City Attorney, as provided for in 25 OS 2003, Section 307 ( B) ( 1)  1, 2020 Page 6 City Council Minutes - December The motion to recess as Yukon City Council and convene into Executive Session, for discussing the hiring of a City Manager and a City Attorney, as provided for in 25 OS 2003, Section 307 ( B) ( 1 ), was made by Council Member Wootton and seconded by Council Member Yanda. The vote: AYES: Cacini, Yanda, Wootton, Selby, Gilliland NAYS: None VOTE: 5- 0 MOTION CARRIED 12. Consider a motion to adjourn from Executive Session and reconvene as Yukon City Council The motion to adjourn from Executive Session and reconvene as Yukon City Council, was made by Council Member Wootton and seconded by Council Member Yanda. The vote: AYES: Selby, Cacini, Gilliland, Yanda, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED Mayor Selby read the following statement: While in Executive Session, only the items on the agenda were discussed, no action was taken, and no votes were cast. 13. New Business - no new business. 14. Council Discussion Council Member Yanda encouraged everyone to shop local. Council Member Wootton thanked Tim Peters for his work on the Traffic Commission. Council Member Cacini commended City Staff for all the work removing tree debris and setting up the Christmas lights. Council Member Gilliland encouraged everyone to be purposeful in life. Mayor Selby gave an upcoming events recap, thanked the debris cleanup crews and encouraged everyone to visit the Christmas lights but do no block intersections for driveways. 15. Adjournment 0 4 -, helli Selby, Mayor i 4 I pyCIAFlOF1qa Doug vers, City Clerk A may. t. VyoI A YUKON 3