City Council

Yukon Municipal Authority Minutes November 19, 2024 ROLL CALL: ( Present) Brian Pillmore, Mayor Jeff Wootton, Vice- Mayor Adam Shriver, Council Member Shelli Selby, Council Member Rodney Zimmerman, 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 November 5, 2024 The motion to approve the YMA Consent Docket, consisting of the minutes of the regular meeting of November 5, 2024, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Selby, Wootton, Pillmore, Zimmerman, Shriver NAYES: None VOTE: 5- 0 MOTION CARRIED 2A. Consider accepting the bid and entering into a contract with Premier Vision, in response to the Request for Proposals for the Police Department Access Control, Lighting, and Surveillance System, in the amount of $ 266, 914. 63, to be paid out of the Police Capital Improvements Budget, as recommended by the Police Chief The motion to accept the bid and enter into a contract with Premier Vision, in response to the Request for Proposals for the Police Department Access Control, Lighting, and Surveillance System, in the amount of $266, 914. 63, to be paid out of the Police Capital Improvements Budget, as recommended by the Police Chief, was made by Council member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Zimmerman, Selby, Shriver, Pillmore, Wootton NAYES: None VOTE: 5- 0 MOTION CARRIED Adjourn as YMA and Reconvene as Yukon City Council)  Yukon City Council Minutes November 19, 2024 The Yukon City Council met in regular session on November 19, 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 Pastor Ray Rhoton, Bethel Community Church The flag salute was given in unison. ROLL CALL: ( Present) Brian Pillmore, Mayor Jeff Wootton, Vice- Mayor Adam Shriver, Council Member Shelli Selby, Council Member Rodney Zimmerman, Council Member OTHERS PRESENT: Mike Castro, City Manager Mitchell Hort, Assistant City Manager Jason Beal, Asst. to the City Manager Cindi Shivers, HR Director Vicki Davis, Main Street Director Sara Schieman, Librarian Doug Shivers, City Clerk Robbie Williams, City Engineer Roger Rinehart, City Attorney John Brown, Deputy Police Chief Jared Riley, Information Technology Shawn Vogt, Fire Chief Danielle O' Neal, Asst. Planning Director Gary Cooper, IT Director Arnold Adams, Public Works Director Sara Kovarik, Deputy City Clerk Presentations and Proclamations Margaret Albrecht Proclamation Council Member Shriver read the proclamation. Council Member Shriver spoke about the family history. Sara Scheiman spoke about Ms. Albrecht' s service to the City over the years. Small Business Saturday Proclamation Mayor Pillmore read the proclamation. The main street business owners were introduced to the community. Christmas Stamp Proclamation Mayor Pillmore read the proclamation. 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) Johni Wardwell, 1913 Wye, expressed concern for the library and stated that it is not just a warehouse for books. Ms. Wardwell said that the library is an indicator of community care and quality of life, and asked please do not gut the library. Myra Henry, 3424 Austrian Pine Circle, listed numerous programs and services the library provides for the community. She said that the current staff is taking on more tasks from unfilled positions. Linda Perry, 212 E Olympic Dr., believes the library has been treated poorly. If the library is being cut, then all areas in the City should be cut. The library is open more than City Hall. She listed several programs and services the library provides. Nina Bodway, 236 Evermore Ln., is new to Yukon and has relied on the library to connect to the community. The library is very meaningful to all ages and provides access to many services. Cheryl Anderson, 909 Ranchoak Ct., expresses that the failure to fill the vacant positions disqualifies the library for Federal grants. Lesly Heckenlinely, 509 Crown, is not currently associated with the library but believes it gives exposure to books for kids and internet access to those who need it. The library helped her further her education. Ralph McEwen, 909 Ranchoak Ct., believes the library is very important to the community. Crystal Heckle, 826 Euclid, has noticed the impact from the unfilled positions. Staff is needed to run the programs. She believes the library teaches her children. Deborah Austin, 11724 SW 3rd Terr., referenced a couple of studies regarding libraries. Ms. Austin expressed the roles the librarians fill in the community. Being short staffed at the library is hard on the community. We need to support the library and fill the positions. Recess as Yukon City Council and Reconvene as Yukon Municipal Authority) City Council Meeting Minutes - November 19, 2024 Page 2 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 5, 2024 The motion to approve the YMA Consent Docket, consisting of the minutes of the regular meeting of November 5, 2024, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Selby, Wootton, Pillmore, Zimmerman, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED 2A. Consider accepting the bid and entering into a contract with Premier Vision, in response to the Request for Proposals for the Police Department Access Control, Lighting, and Surveillance System, in the amount of $ 266, 914. 63, to be paid out of the Police Capital Improvements Budget, as recommended by the Police Chief The motion to accept the bid and entering into a contract with Premier Vision, in response to the Request for Proposals for the Police Department Access Control, Lighting, and Surveillance System, in the amount of $ 266, 914. 63, to be paid out of the Police Capital Improvements Budget, as recommended by the Police, was made by Council member Wootton and seconded by Council Member Zimmerman. Council Member Wootton requested more information on this item. Deputy Chief Brown informed Council that our current system is 16 years old and is an outdated system. Council Member Selby asked if this was already budgeted. Deputy Chief Brown advised yes it was. Council Member Shriver noticed when he was there for his ride- a- longs that there are several cameras that are not currently working, and this is where families tend to do custody exchanges. Deputy Chief Brown expressed that due to the system being outdated it isn' t possible to get the current non- working cameras serviced. The vote: AYES: Zimmerman, Selby, Shriver, Pillmore, Wootton NAYES: 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 November 5, 2024 B) Payment of material claims in the amount of$ 684, 717. 28 C) Designating the items on the attached list from the Technology Department as surplus and authorizing their sale, trade, donation, or disposal D) The 2025 City Council/ Yukon Municipal Authority Meeting Schedules E) The permanent waterline easement from 5N Properties, LLC - An Oklahoma Limited Liability Company for a waterline easement to serve the Stonemill Commercial Phase 3 Development, as recommended by the Assistant City Manager City Council Meeting Minutes - November 19, 2024 Page 3 The motion to approve the Consent Docket, consisting of the minutes of the regular meeting of November 5, 2024; payment of material claims in the amount of $684, 717. 28; designating the items on the attached list from the Technology Department as surplus and authorizing their sale, trade, donation, or disposal; the 2024 City Council/ Yukon Municipal Authority Meeting Schedules; the permanent waterline easement from 5N Properties, LLC - An Oklahoma Limited Liability Company for a waterline easement to serve the Stonemill Commercial Phase 3 Development, as recommended by the Assistant City Manager, was made by Council Member Zimmerman and seconded by Council Member Wootton. The vote: AYES: Wootton, Selby, Shriver, Zimmerman, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED 2. Reports of Boards, Commissions and City Officials: a) Sanitation Audit Report- Arnold Adams handed out a statistical summary for Council. Mr. Adams said that they learned a lot while doing the audits and will continue to do audits. Council Member Selby asked if they ever investigated the way OEMA' s tracking method works. Mr. Adams said that yes, they have and he would love to have something like that. b) Status update on bidding process for Wastewater Treatment Plant- Robbie Williams did a project recap with a timeline and the current construction schedule. We have included flexibility in the schedule for the contractors. The bid opening will be tomorrow. Council Member Selby asked if this would be paid for with ARPA Funds. Mr. Williams said yes, they would be and it will be spent by December 2026. 3. Consider approving Resolution No. 2024- 28, a resolution of the City of Yukon, Oklahoma expressing support for the continuance of a summer reading program The motion to approve Resolution No. 2024- 28, a resolution of the City of Yukon, Oklahoma expressing support for the continuance of a summer reading program, was made by Council Member Wootton and seconded by Council Member Zimmerman. Mayor Pillmore read the resolution. Council Member Selby expresses that the unfilled positions run the summer reading program and would like a commitment to add positions. Mayor Pillmore said that the staff ensures that the programs will continue and asked Mr. Castro if he could ensure these programs continue. Mr. Castro advised he will work with staff to make it work. Mike Burris, 300 E Platt Dr., supports the library. Council Member Shriver said that in some businesses other employees must step it up and help. Other departments have shortages, and they can run efficiently. Mayor Pillmore read an email stating support for the library from Donita Williams. The vote: AYES: Pillmore, Wootton, Zimmerman, Selby, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED 4. Consider accepting the Freedom Trail Playground and Splash Pad Project and placing the Maintenance Bonds into effect to serve Freedom Trail Park, with the final payment of 77, 051. 91, as recommended by the Parks and Recreation Director The motion to accept the Freedom Trail Playground and Splash Pad Project and placing the Maintenance Bonds into effect to serve Freedom Trail Park, with the final payment of 77, 051 . 91, as recommended by the Parks and Recreation Director, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Pillmore, Shriver, Zimmerman, Selby, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED City Council Meeting Minutes - November 19, 2024 Page 4 5. Consider approving Budget Amendment No. 2024- 09, to increase appropriations not to exceed $ 49, 999. 99, for the building of a new Playground The motion to approve Budget Amendment No. 2024- 09, to increase appropriations not to exceed $ 49, 999. 99, for the building of a new Playground, was made by Council Member Wootton and seconded by Council Member Zimmerman. Council Member Selby would like to know whose budget this will come from. We are currently in a hiring freeze and our sales tax has been down. Mayor Pillmore briefly explained the background on wanting the park. Jeff Knous, 978 Hilltop Mansion, suggested that if this playground is approved, please consider constructing it at the library. Amy Walters, 915 Stone Creek, expressed that the community needs the library and that there isn' t any shortage for playgrounds. The motion to amend the original motion and table this item for a later date, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Wootton, Pillmore, Shriver, Selby, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 6. Consider approving Resolution No. 2024- 29, a resolution designating the City of Yukon' s primary Banking Services provider and secondary banks for investment The motion to approve Resolution No. 2024- 29, a resolution designating the City of Yukon' s primary Banking Services provider and secondary banks for investment, was made by Council Member Wootton and seconded by Council Member Shriver. Council Member Selby asked when we decided on the four banks, and she believes it to be important they are local. Mayor Pillmore advised that he wanted to discuss it in this meeting. RBC was not in the top five, but they had very strong proposals and they are involved in our community. Mr. Castro informed Council that the timeline may or may not be met due to outside factors. The vote: AYES: Shriver, Wootton, Selby, Zimmerman, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED 7. Consider approving the purchase of a Ditch Witch HX30 Vacuum Excavation System from Ditch Witch of Oklahoma, off State Contract SW193 to be purchased out of Water/ Sewer Capital Improvements, in the total amount of $65, 985.50, as recommended by the Public Works Director The motion to approve the purchase of a Ditch Witch HX30 Vacuum Excavation System from Ditch Witch of Oklahoma, off State Contract SW 193 to be purchased out of Water/ Sewer Capital Improvements, in the total amount of $ 65, 985. 50, as recommended by the Public Works Director, was made by Council Member Wootton and seconded by Council Member Shriver. The vote: AYES: Wootton, Zimmerman, Selby, Pillmore, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED 8. Consider approving the purchase of a MFWD 16x16 Tractor & Flow Mower, to be purchased off Sourcewell Contract # 070821- TGR from P& K Equipment, in the amount of 175, 514. 28, to be paid from Street Department Capital Budget, as recommended by the Public Works Director City Council Meeting Minutes - November 19, 2024 Page 5 The motion to approve the purchase of a MFWD 16x16 Tractor & Flow Mower, to be purchased off Sourcewell Contract # 070821- TGR from P& K Equipment, in the amount of 175, 514. 28, to be paid from Street Department Capital Budget, as recommended by the Public Works Director, was made by Council Member Wootton and seconded by Council Member Zimmerman. Council Member Shriver wanted to know if this equipment would be used for the bar ditches. Mr. Adams advised Council yes, it will be. The vote: AYES: None NAYS: Shriver, Wootton, Pillmore, Zimmerman, Selby VOTE: 5- 0 MOTION CARRIED 9. Consider approving the Health Center Parkway Drainage Improvements, in the amount of $ 739, 386. 69, to be paid out of ARPA ( American Rescue Plan Act) Funds, to be completed by Brewer Construction Oklahoma, LLC, as recommended by the Public Works Director The motion to approve the Health Center Parkway Drainage Improvements, in the amount of 739, 386. 69, to be paid out of ARPA ( American Rescue Plan Act) Funds, to be completed by Brewer Construction Oklahoma, LLC, as recommended by the Public Works Director, was made by Council Member Zimmerman and seconded by Council Member Wootton. The vote: AYES: Zimmerman, Pillmore, Wootton, Selby, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED 10. Consider approving Change Order No. 3 with Brewer Construction Oklahoma LLC, for the 2023 Concrete and Asphalt Paving, Drainage, Water and Sewer Project, in the amount of 25, 399. 50, as recommended by the City Engineer The motion to approve Change Order No. 3 with Brewer Construction Oklahoma LLC, for the 2023 Concrete and Asphalt Paving, Drainage, Water and Sewer Project, in the amount of 25, 399. 50, as recommended by the City Engineer, was made by Council Member Wootton and seconded by Council Member Shriver. Council Member Selby asked Mr. Williams if this was budgeted. Mr. Williams advised Council this will be coming from ARPA Funds. The vote: AYES: Zimmerman, Shriver, Selby, Pillmore, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED 11. Consider a fee proposal for engineering and inspection services for the Well Field Transmission Line Relocation for OKC Roadway Project PC- 0807 Czech Hall Road from SW 15th Street to Reno Avenue, from TEIM Design, to be paid out of the ARPA ( American Rescue Plan Act) Funds, in the amount of $ 14, 428. 00, as recommended by the Assistant City Manager The motion to approve a fee proposal for engineering and inspection services for the Well Field Transmission Line Relocation for OKC Roadway Project PC- 0807 Czech Hall Road from SW 15th Street to Reno Avenue, from TEIM Design, to be paid out of the ARPA ( American Rescue Plan Act) Funds, in the amount 14, 428. 00, as recommended by the Assistant City of $ Manager, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Selby, Shriver, Wootton, Zimmerman, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED City Council Meeting Minutes - November 19, 2024 Page 6 12. Consider accepting the bid and entering into a contract with Premier Vision, in response to the Request for Proposals for the Police Department Access Control, Lighting, and Surveillance System, in the amount of $ 266, 914. 63, to be paid out of the Police Capital Improvements Budget, as recommended by the Police Chief The motion to accept the bid and entering into a contract with Premier Vision, in response to the Request for Proposals for the Police Department Access Control, Lighting, and Surveillance System, in the amount of $ 266, 914. 63, to be paid out of the Police Capital Improvements Budget, as recommended by the Police Chief, was made by Council Member Wootton and seconded by Council Member Shriver. The vote: AYES: Selby, Pillmore, Zimmerman, Wootton, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED 13. Consider approving entering into an agreement with TEIM Design for providing City Planning, Engineering Services, and detailed construction plans, until June 30, 2025, with the option to extend on a month- by- month basis if needed, as recommended by the Assistant City Manager The motion to approve entering into an agreement with TEIM Design for providing City Planning, Engineering Services, and detailed construction plans, until June 30, 2025, with the option to extend on a month- by-month basis if needed, as recommended by the Assistant City Manager, was made by Council Member Wootton and seconded by Council Member Shriver. The vote: AYES: Wootton, Shriver, Pillmore, Zimmerman, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 14. Consider approving the sidewalk construction/ improvements from Vandament Ave. to Trenton Terrace on Cornwell Drive, in the amount of $ 249, 636. 71, to be paid out of Street Department Capital Improvements, using the 2023 Yukon Concrete, Asphalt Paving w/ Drainage, Water and Sewer Contract, as recommended by the Public Works Director The motion to approve the sidewalk construction/ improvements from Vandament Ave. to Trenton Terrace on Cornwell Drive, in the amount of $ 249, 636. 71, to be paid out of Street Department Capital Improvements, using the 2023 Yukon Concrete, Asphalt Paving w/ Drainage, Water and Sewer Contract, as recommended by the Public Works Director, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Selby, Wootton, Pillmore, Zimmerman, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED 15. Consider approving a fee proposal from TEIM Design in the amount of $ 50, 000. 00 for additional design work for the Northbound Garth Brooks Boulevard pavement replacement to be included in the ODOT ( Oklahoma Department of Transportation) ramp — modification project, as recommended by the Assistant City Manager The motion to approve a fee proposal from TEIM Design in the amount of $50, 000. 00 for additional design work for the Northbound Garth Brooks Boulevard pavement replacement to be included in the ODOT ( Oklahoma Department of Transportation) ramp modification project, as recommended by the Assistant City Manager, was made by Council member Zimmerman and seconded by Council Member Pillmore. The vote: AYES: Selby, Zimmerman, Pillmore, Shriver, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED City Council Meeting Minutes - November 19, 2024 Page 7 16. Consider approving Ordinance No. 1464, an ordinance amending the employee retirement system, defined benefit plan for the city of Yukon, Oklahoma by adopting a revised and restated retirement plan; providing retirement benefits for eligible employees of the city of Yukon, Oklahoma; providing for purpose and organization; providing for definitions; providing for eligibility and participation; providing for non- alienation of benefits; providing for employer and employee contributions; providing for accounting, allocation, and valuation; providing benefits; providing for required notice; providing for amendments and termination; providing for transfer to and from other plans; creating a retirement committee and providing for powers, duties, and rights of retirement committee; providing for payment of certain obligations; providing for duration and payment of expenses; providing for effective date; providing for vesting schedules; providing for a fund to finance the system to be pooled with other incorporated cities, towns and their agencies and instrumentalities for purposes of administration, management, and investment as part of the Oklahoma municipal retirement fund; providing for payment of all contributions under the system to the Oklahoma municipal retirement fund for management and investment; providing for repealer and severability; adopting those amendments mandated by the internal revenue code; and declaring an emergency The motion to approve Ordinance No. 1464, an ordinance amending the employee retirement system, defined benefit plan for the city of Yukon, Oklahoma by adopting a revised and restated retirement plan; providing retirement benefits for eligible employees of the city of Yukon, Oklahoma; providing for purpose and organization; providing for definitions; providing for eligibility and participation; providing for non- alienation of benefits; providing for employer and employee contributions; providing for accounting, allocation, and valuation; providing benefits; providing for required notice; providing for amendments and termination; providing for transfer to and from other plans; creating a retirement committee and providing for powers, duties, and rights of retirement committee; providing for payment of certain obligations; providing for duration and payment of expenses; providing for effective date; providing for vesting schedules; providing for a fund to finance the system to be pooled with other incorporated cities, towns and their agencies and instrumentalities for purposes of administration, management, and investment as part of the Oklahoma municipal retirement fund; providing for payment of all contributions under the system to the Oklahoma municipal retirement fund for management and investment; providing for repealer and severability; adopting those amendments mandated by the internal revenue code; and declaring an emergency, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Wootton, Zimmerman, Selby, Shriver, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED 16a. Consider approving the Emergency Clause of Ordinance No. 1464 The motion to approve the Emergency Clause of Ordinance No. 1464, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Shriver, Wootton, Pillmore, Zimmerman, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 17. Consider approving Budget Amendment No. 2024- 10, to increase revenue for the purchase of two drones for the Police Department, from being rewarded a grant through the Attorney General' s Office The motion to approve Budget Amendment No. 2024- 10, to increase revenue for the purchase of two drones for the Police Department, from being rewarded a grant through the Attorney General' s Office, was made by Council Member Wootton and seconded by Council Member Zimmerman. City Council Meeting Minutes - November 19, 2024 Page 8 Council Member Selby asked if the grant would cover the total amount. Deputy Chief Brown advised the Council this covers the full amount for two drones. The vote: AYES: Shriver, Selby, Zimmerman, Wootton, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED 18. New Business - None 19. 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 Selby said that the Work Ready program will be opening in January. She thanked Ned' s Catering for their Thanksgiving meal. Council Member Zimmerman also thanked Ned' s Catering for the meal and said Happy Thanksgiving. Council Member Shriver asked everyone to be patient and kind during the seasons. Council Member Wootton talked about Chill Your Cheeks run that is upcoming. Mayor Pillmore gave an upcoming events update. He also wanted everyone to keep Chief Corn and his family in their prayers. 20. Adjournment Brian Pillmore, Mayor 00AH0M4 1111 N a Douglas•'. Shivers City Clerk ras