City Council

Yukon Municipal Authority Minutes February 20, 2024 ROLL CALL: ( Present) Shelli Selby, Mayor Jeff Wootton, Vice- Mayor Rodney Zimmerman, Council Member Donna Yanda, Council Member David Enmark, Council Member 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 February 6, 2024 B) Payment of material claims in the amount of $ 2, 210. 00 The motion to approve the YMA Consent Docket, consisting of the minutes of the regular meeting of February 6, 2024; payment of material claims in the amount of $ 2, 210. 00, was made by Council Member Wootton and seconded by Council Member Enmark. The vote: AYES: Wootton, Enmark, Zimmerman, Selby, Yanda NAYS: None VOTE: 5- 0 MOTION CARRIED 2A. Consider awarding the bid and entering into a contract with Heritage Hills Commercial Services LLC, in the amount of $ 228, 150. 00, for the 2023 Roof Replacement Project, and acceptance of the bonds, as recommended by the Public Works Director The motion to award the bid and enter into a contract with Hertiage Hills Commercial Services LLC, in the amount of $ 228, 150. 00, for the 2023 Roof Replacement Project, and acceptance of the bonds, as recommended by the Public Works Director, was made by Council Member Yanda and seconded by Council Member Zimmerman. The vote: AYES: Yanda, Wootton, Enmark, Selby, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED Yukon Municipal Authority Minutes - February 20, 2024 Page 2 The motion to approve the contract with Hill Construction Solutions, in the amount not to exceed $ 139, 751 . 00 including any necessary cast stone replacement at the unit bid price of $ 341 . 00, for the masonry repair on Fire Station # 1, and acceptance of the bonds, as recommended by the City Architect, was made by Council Member Wootton and seconded by Council Member Enmark. The vote: AYES: Selby, Zimmerman, Wootton, Yanda, Enmark NAYS: None VOTE: 5- 0 MOTION CARRIED Adjourn as YMA and Reconvene as Yukon City Council)  Yukon City Council Minutes February 20, 2024 The Yukon City Council met in regular session on February 20, 2024, at 7: 00 p. m. in the Council Chambers of the Centennial Building, 12 South Fifth Street, Yukon, Oklahoma. The invocation was given by Debra Kaufman, Chisholm Trail Presbyterian Church The flag salute was given in unison. ROLL CALL: ( Present) Shelli Selby, Mayor Jeff Wootton, Vice- Mayor Rodney Zimmerman, Council Member Donna Yanda, Council Member David Enmark, Council Member OTHERS PRESENT: Tammy Kretchmar, City Manager Mitch Hort, Asst. City Manager Jason Beal, Asst. to the City Manager Roger Rinehart, City Attorney Doug Shivers, City Clerk Vicki Davis, Main Street Robbie Williams, City Engineer Ryan McClure, Parks & Rec Director John Corn, Police Chief Jared Riley, Information Technology Gary Cooper, IT Director Danielle O' Neal, Development Services Shawn Vogt, Fire Chief Cindi Shivers, HR Director Gary Clark, City Architect Presentations and Proclamations Visitors Anyone having an item of business to present to the City Council that DOES NOT appear on the agenda, please come to the podium at this time and state your name and address. You are requested to limit your presentation to three ( 3) minutes. Any item being presented MUST pertain to the City of Yukon business) Mayor Selby recognized Scout Troop 6807 for attending the Council meeting tonight. Debra Kaufman, 16705 SW 29th Street, El Reno, found a recent post from Real Simple Magazine that named Yukon number four for the quickest growing zip code. The article listed reasons why these places are the fastest growing zip codes and that is because of the low cost, abundant amenities, and none of the congestion that plagues the bigger cities. 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 February 6, 2024 City Council Minutes - February 20, 2024 Page 2 2A. Consider awarding the bid and entering into a contract with Heritage Hills Commercial Services LLC, in the amount of $ 228, 150. 00, for the 2023 Roof Replacement Project, and acceptance of the bonds, as recommended by the Public Works Director The motion to award the bid and enter into a contract with Hertiage Hills Commercial Services LLC, in the amount of $ 228, 150. 00, for the 2023 Roof Replacement Project, and acceptance of the bonds, as recommended by the Public Works Director, was made by Council Member Yanda and seconded by Council Member Zimmerman. The vote: AYES: Yanda, Wootton, Enmark, Selby, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 3A. Consider a motion to approve the contract with Hill Construction Solutions, in the amount not to 139, 751. 00 including any necessary cast stone exceed $ replacement at the bid price of $ 341. 00, for the masonry repair on Fire Station unit 1, and acceptance of the bonds, as recommended by the City Architect The motion to approve the contract with Hill Construction Solutions, in the amount not to exceed $ 139, 751 . 00 including any necessary cast stone replacement at the unit bid price of $ 341 . 00, for the masonry repair on Fire Station # 1, and acceptance of the bonds, as recommended by the City Architect, was made by Council Member Wootton and seconded by Council Member Enmark. The vote: AYES: Selby, Zimmerman, Wootton, Yanda, Enmark NAYS: None VOTE: 5- 0 MOTION CARRIED Adjourn as YMA and Reconvene as Yukon City Council) 1. Consent Docket This item is placed on the agenda so the City Council, 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 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 February 6, 2024 B) Payment of material claims in the amount of $ 1, 429, 492. 96 C) Designating the items on the attached list from the Technology Department as surplus and authorizing their sale, trade, donation, or disposal The motion to approve the Consent Docket, consisting of the minutes of the regular City Council Minutes - February 20, 2024 Page 3 2. Reports of Boards, Commissions and City Officials: ( This item is reserved for announcements, recognitions, etc. and is not intended for the conduct of City businessby members of the public body) - Ryan McClure thanked and recognized the Park Board members. He introduced Joe Edwards, Park Board Chairman, to give the board report. Mr. Edwards said that it was a busy and very successful year. He thanked Council Member Zimmerman for allowing him to continue serving on the board. Mr. Edwards has served the park board for 24 years and believes this is the healthiest he has seen this department. The department is fully staffed and has combined with park maintenance. The whole department is very organized starting with the directors and including those working in the buildings and facilities. The culture is being promoted within the parks department and they are also promoting employees from within. He is happy that we have an in- house lifeguard trainer, many staff have attended many conferences, and Nick Rice won the ORPS Professional of the Year award. Christmas in the Park had a great opening night and the estimated attendance at our special events was around 163, 000 people. All facilities have had increases in participation over the last year. We are trying to continue our partnership within the community with donations and scholarships. He is grateful for the help that Council has allowed for improvements to our tennis courts, lights, disc golf, Welch Park, partition wall at the DRC, replacements of pool filters, and many facilities throughout the past year. We took feedback from the staff and started many more programs throughout our facilities. We have had an amazing year and are very happy to report that. Mayor Selby thanked the Park Board for all they do, and she notices the facilities are packed. Ms. Kretchmar wanted to give a 2023 accomplishment update. We have added many new retailers to our community, such as Mardel and Crumble Cookie. We have purchased many new vehicles within many of our departments and added major technology upgrades. There have been many awards and accomplishments given to our employees. There are many more accomplishments for our community and there will be more in the future. Mayor Selby added that our sales tax is currently up and that our financial rating increased from 7. 6 to 8. 1 with a clean audit. 3. Consider awarding the bid and entering into a contract with Heritage Hills Commercial Services LLC, in the amount of $ 228, 150. 00, for the 2023 Roof Replacement Project, and acceptance of the bonds, as recommended by the Public Works Director The motion to award the bid and enter into a contract with Hertiage Hills Commercial Services LLC, in the amount of $ 228, 150. 00, for the 2023 Roof Replacement Project, and acceptance of the bonds, as recommended by the Public Works Director, was made by Council Member Yanda and seconded by Council Member Zimmerman. Council Member Wootton asked which roofs this includes. Mr. Hort gave Council a list of the roofs to be fixed. The vote: AYES: Enmark, Yanda, Zimmerman, Selby, Wootton NAYS: None vnTG• C_ n City Council Minutes - February 20, 2024 Page 4 The motion to approve the contract with Hill Construction Solutions, in the amount not to exceed $ 139, 751 . 00 including any necessary cast stone replacement at the unit bid price of $ 341 . 00, for the masonry repair on Fire Station # 1, and acceptance of the bonds, as recommended by the City Architect, was made by Council Member Wootton and seconded by Council Member Enmark. The vote: AYES: Selby, Zimmerman, Wootton, Yanda, Enmark NAYS: None VOTE: 5- 0 MOTION CARRIED 5. Consider approving Ordinance No. 1444, an ordinance of the City Council of the City of Yukon, Oklahoma amending article 3 districts and uses of the Yukon Municipal Code by adding section 309 " short- term rental and bed & breakfast establishments" creating a dedicated chapter for short- term rentals and bed & breakfast establishments to regulate the minimum requirements for properties that want to operate a short- term rental or bed & breakfast establishment, making certain additions, insertions and deletions; repealing ordinances in conflict; providing for severability; and declaring an emergency The motion to approve Ordinance No. 1444, an ordinance of the City Council of the City of Yukon, Oklahoma amending article 3 districts and uses of the Yukon Municipal Code by adding section 309 " short- term rental and bed & breakfast establishments" creating a dedicated chapter for short- term rentals and bed & breakfast establishments to regulate the minimum requirements for properties that want to operate a short- term rental bed & breakfast establishment, making certain or additions, insertions and deletions; repealing ordinances in conflict; providing for severability; and declaring an emergency, was made by Council Member Zimmerman and seconded by Council Member Enmark. Council member Wootton wanted clarification on the '/2 mile rule. Mayor Selby advised that the planning commission asked for that to be removed but it didn' t get changed on the current ordinance. Ms. O' Neal advised that they are going to further talk about that information in the planning commission regarding the distance there can be to another similar property. Council Member Wootton also wanted to know about the owning of one property. Ms. O' Neal advised this is currently within the business license ordinance, so we wanted to add it to this ordinance as well. This means one per property owner. Mayor Selby noticed that there was a two- night minimum and isn' t a fan of that minimum number of nights. Council Member Zimmerman advised his family usually use these rentals on extended stays, so he isn' t against having the minimum of two nights. Mayor Selby just believes that we have so many rules and regulations in place that we might not need to have a two- night minimum. Mike Burris, 300 E Platt Dr., supports the two- night minimum because those who want to rent a house for a party will only need to use it for one night, not more. His main point relates to the 1/2 mile separation; he believes it' s in place to limit the clustering of Airbnb' s in a neighborhood, to keep that neighborhood feel. Mr. Burris would really like to keep that recommendation in the ordinance to limit the clustering. Madison Spikes, 925 Windsor Ct., likes the same suggestion as Mr. Burris for limiting City Council Minutes - February 20, 2024 Page 5 Council Member Wootton asked to discuss the ability to own multiple Airbnb' s. Ms. O' Neal advised that they did discuss a little about this in the Planning Commission and there is a loophole, to where the husband, son, or wife can own another one. The title would have to be in that person' s name only. Mr. Wootton asked if we get sales tax from these Airbnb' s. Ms. O' Neal advised that the rental site will collect the tax and distribute it to the City. Mr. Hort clarified that the thinking around single ownership was to control the number of units they own and rent by the night. This clustering of Airbnb' s has been an issue in other cities. Clustering was also affecting the nearby property values. Council Member Wootton asked if we had long- term rental regulations. Mr. Hort advised we do not keep track of those for longer than 30 days due to statutory items that prohibit the city from keeping track of or placing restrictions on those properties. Council Member Enmark wanted clarification on what it means by one, one in the City or one in the cluster. Mr. Hort advised this is for one in the City per property owner. Council Member Enmark believes that one in the cluster is fine but one in the City seems more discouraging and more along the lines of pushing this out rather than bringing it in. Council Member Zimmerman wonders if this should be tabled due to there being questions that aren' t fully answered or solved. Mr. Hort wanted to get some sort of direction from the Council to where we need this to be. Council Member Enmark also agrees that we will need more clarity on the final product. Mayor Selby suggests having a study session with the Planning Commission to get more clarity. Mr. Hort encouraged Council to approve tonight with the amendments they like, so we can establish the fines. Mr. Burris informed Council that there are three brothers that live near to each other in his neighborhood, so he encourages Council to consider the distance issues. Adam Shriver, 987 Squire Mansion, believes a lot of concern is from out- of- state investors coming in and driving our market prices up that will create an issue for our citizens to owning homes here. Council Member Zimmerman motioned to go with original Planning Commission recommendation, with eliminating the two- night minimum. The vote: AYES: Enmark, Selby, Yanda NAYS: Zimmerman, Wootton VOTE: 3- 2 MOTION CARRIED 5a. Consider approving the Emergency Clause of Ordinance No. 1444 The motion to approve the Emergency Clause of Ordinance No. 1444, was made by Council Member Yanda and seconded by Council Member Enmark. The vote: AYES: Yanda, Selby, Wootton, Enmark, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 6. Consider a motion to approve Ordinance No. 1445, an ordinance of the City wa .. L... F94.. 1-_.._ 1_.. a A t City Council Minutes - February 20, 2024 Page 6 Ms. O' Neal advised this is for the business license section of the ordinance. This is to make it easier for the process. The vote: AYES: Selby, Yanda, Enmark, Zimmerman, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED T 6a. Consider approving an Emergency Clause for Ordinance No. 1445 The motion to approve the Emergency Clause for Ordinance No. 1445, was made by Council Member Enmark and seconded by Council Member Wootton. The vote: AYES: Enmark, Wootton, Zimmerman, Selby, Yanda NAYS: None VOTE: 5- 0 MOTION CARRIED 7. Consider a motion to approve a waiver for the building permit fees, the utility permit fees, and the inspection fees for the Yukon Public Schools new Performing Arts Center and Indoor Practice Facility/ Storm Shelter project at the Yukon High School, 1777 S Yukon Pkwy., Yukon, OK, at an estimated amount of $ 41, 683. 35, not including any utility permit and inspection fees to be determined The motion to approve a waiver for the building permit fees, the utility permit fees, and the inspection fees for the Yukon Public Schools new Performing Arts Center and Indoor Practice Facility/ Storm Shelter project at the Yukon High School, 1777 S Yukon Pkwy., Yukon, OK, at an estimated amount of $ 41 , 683. 35, not including any utility permit and inspection fees to be determined, was made by Council Member Enmark and seconded by Council Member Yanda. Council Member Yanda wanted to know if this is normal to request. Mr. Hort advised we had a request from Yukon Public Schools for help with controlling costs, due to materials costs increasing. Council Member Wootton asked if we have done this before, and Mr. Hort advised we have, with smaller projects. Council Member Wootton clarified that bond money will be used for this project. Mark Lebsack, Chief Operating Officer for YPS, said this project was voted on as part of the 2021 school bond. This project is about 200, 000 sq. ft. In late May 2023 YPS had its first meeting with the construction company, and pricing had increased 30% since the bond was passed. After hearing this, we looked to reduce costs but still give the voters what they wanted, and what we said we would do. Even with some changes, we would still like to do as much as we can to reduce costs. Council Member Wootton asked how much the total bond was. Mr. Lebsack said it was around $ 170 million. At $ 92 million, this project is a huge part of that bond. Mr. Lebsack also informed Council that with the size, we are required to create a storm shelter that would hold the entire High School campus. Council Member Wootton is concerned because we are taxing the citizens for the bond and now, we are asking foranother tax to be implemented on those that live in the City by waiving the fee. City Council Minutes - February 20, 2024 Page 7 8. Consider a motion to approve an agreement with OnCue RE, LLC, to extend water lines, located at the NW Quarter of Section 30, township 12 North, Range 5 West of the Indian Meridian, Canadian County, Oklahoma, as recommended by the Yukon Economic Development Authority ( YEDA) The motion to approve an agreement with OnCue RE, LLC, to extend water lines, located at the NW Quarter of Section 30, township 12 North, Range 5 West of the Indian Meridian, Canadian County, Oklahoma, as recommended by the Yukon Economic Development Authority ( YEDA), was made by Council Member Wootton and seconded by Council Member Yanda. Ms. Kretchmar informed the Council that the City was approached by OnCue and met with them several months ago. Since the interchange was completed, we have wanted to locate some retail in that area. After many talks, we finally agreed, and we are happy to announce that OnCue will be going. Council Member Wootton asked about the size for this OnCue. OnCue representatives advised this will be on about 7. 5 acres, with a 10, 000 sq. ft. format. We will have areas for trucks to park but we are not designed for long term haulers. The vote: AYES: Yanda, Enmark, Selby, Wootton, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 9. Consider convening into Executive Session pursuant to Oklahoma Statutes Title 25 Section 307 B1, to discuss annual renewal and possible amendment of the January 2, 2022 three- year term Employment Contract with City Manager Tammy Kretchmar, and take appropriate action in Open Session The motion to convene into Executive Session pursuant to Oklahoma Statutes Title 25 Section 307 B1 , to discuss annual renewal and possible amendment of the January 2, 2022 three- year term Employment Contract with City Manager Tammy Kretchmar, and take appropriate action in Open Session, was made by Council Member Yanda and seconded by Council Member Enmark. The vote: AYES: Selby, Enmark, Zimmerman, Yanda, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED 10. Consider a motion to reconvene from Executive Session The motion to reconvene from Executive Session, was made by Council Member Enmark and seconded by Council Member Zimmerman. The vote: AYES: Wootton, Yanda, Zimmerman, Selby, Enmark NAYS: None vnTG• r_n City Council Minutes - February 20, 2024 Page 8 11. Consider a motion for possible action resulting from the Executive Session Mayor Selby made a motion to renew the employment contract with City Manager Tammy Kretchmar, seconded by Council Member Yanda. The vote: AYES: Yanda, Selby, Enmark NAYS: Zimmerman, Wootton VOTE: 3- 2 MOTION CARRIED 12. Consider a motion to approve the amended Defined Benefit plan documents, section 7K stating, Determination for Service for City manager. Any Participant in the position of City Manager for the City of Yukon as of January 21, 2024, for the purposes of calculating benefits under Section 5. 1 of the plan, no early retirement reduction shall apply The motion to approve the amended Defined Benefit plan documents, section 7K stating, Determination for Service for City manager. Any Participant in the position of City Manager for the City of Yukon as of January 21 , 2024, for the purposes of calculating benefits under Section 5. 1 of the plan, no early retirement reduction shall apply, was made by Council Member Yanda and seconded by Council Member Enmark. The vote: AYES: Zimmerman, Enmark, Wootton, Yanda, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 13. Consider a motion to approve Ordinance No. 1446, an ordinance amending the employee retirement system, Defined Benefit Plan for the City of Yukon, Oklahoma; providing retirement benefits for eligible employees of the City of Yukon, Oklahoma; pertaining to the Determination of Service for City Manager; providing for repealer and severability; and declaring an emergency The motion to approve Ordinance No. 1446, an ordinance amending the employee retirement system, Defined Benefit Plan for the City of Yukon, Oklahoma; providing retirement benefits for eligible employees of the City of Yukon, Oklahoma; pertaining to the Determination of Service for City Manager; providing for repealer and severability; and declaring an emergency, was made by Council Member Zimmerman and seconded by Council Member Enmark. The vote: AYES: Wootton, Zimmerman, Selby, Yanda, Enmark NAYS: None VOTE: 5- 0 MOTION CARRIED 13a. Consider a motion to approve the Emergency Clause of Ordinance No. 1446 City Council Minutes - February 20, 2024 Page 9 15. Council Discussion: ( This item is reserved for announcements, recognitions, etc. and is not intended for the conduct of City business by members of the public body) Council Member Yanda thanked all the ward 3 candidates. They showed an interest in Yukon and in serving. Congrats to Brian Pillmore for winning Ward 3. Council Member Wootton congratulated Brian Pillmore and Adam Shriver. Council Member Zimmerman thanked the Parks and Recreation department and the Park Board for their presentation. He also thanked those who were involved in the meeting tonight and said that is how City Government should work. Council Member Enmark congratulated Adam Shriver. Mayor Selby gave an upcoming events recap. She thanked and congratulated the new Council Members. 13. Adjournment a Z_,, s 7- z64._, elle Selby, Mayor ik 1 i k- OK Net, HO,y- i Douglas . Shivers, City Clerk Nv 1 I. YUKON