City Council

Yukon Municipal Authority Minutes January 14, 2025 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 December 17, 2024 The motion to approve the YMA Consent Docket, consisting of the minutes of the regular meeting of December 17, 2024, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Wootton, Zimmerman, Shriver, Selby, Pillmore NAYES: None VOTE: 5- 0 MOTION CARRIED Adjourn as YMA and Reconvene as Yukon City Council)  Yukon City Council Minutes January 14, 2025 The Yukon City Council met in regular session on January 14, 2025, 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 Woody Burpo, Family 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 Sara Schieman, Librarian Doug Shivers, City Clerk Robbie Williams, City Engineer Roger Rinehart, City Attorney John Brown, Deputy Police Chief Jenna Roberson, Public Relations Jerome Brown, Information Technology Shawn Vogt, Fire Chief Danielle O' Neal, Asst. Planning Director Cindi Shivers, HR Director Arnold Adams, Public Works Director Claudia Krshka, Grant Writer Mandy Zahorodny, Court Clerk Sara Kovarik, Deputy City Clerk Presentations and Proclamations Oklahoma Municipal League 25 Year Award for Sara Schieman Pulled by Mayor Pillmore 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) None Recess as Yukon City Council and Reconvene as Yukon Municipal Authority) 1 A. 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 December 17, 2024 The motion to approve the YMA Consent Docket, consisting of the minutes of the regular meeting of December 17, 2024, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Wootton, Zimmerman, Shriver, Selby, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED Adjourn as YMA and Reconvene Yukon as City Council)  January 14, 2025 Page 2 City Council Meeting Minutes- 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 December 17, 2024 B) Payment of material claims in the amount of$ 1, 268, 165. 14 C) Changing the 2025 International Dump Truck ( approved 12/ 19/ 2023, carried over to FY ' 25 Capital Budget) to a 2026 Western Star Dump Truck, with identical accessories and pricing, to be purchased from Industrial Truck & Equipment, Inc., using State Contract SWO106 & SW0500, in the amount of $268, 003. 38 D) Designating the items on the attached list from the Technology Department as surplus and authorizing their sale, trade, donation, or disposal E) A permanent easement from Development 23 LLC, to allow for the right of ingress and egress for the sole purpose of construction of the Health Center Parkway Drainage Improvements, as recommended by the Assistant City Manager F) A temporary easement from Development 23 LLC, to allow for the right of ingress and egress for the sole purpose of construction of the Health Center Parkway Drainage Improvements, as recommended by the Assistant City Manager G) The purchase of a 2024 Chevy Tahoe to replace a totaled 2024 Chevy Tahoe, using insurance reimbursement funds The motion to approve the Consent Docket, consisting of the minutes of the regular meeting of December 17, 2024; payment of material claims in the amount of $ 1, 268, 165. 14; changing the 2025 International Dump Truck ( approved 12/ 19/ 2023, carried over to FY ' 25 Capital Budget) to a 2026 Western Star Dump Truck, with identical accessories and pricing, to be purchased from Industrial Truck & using State Contract Equipment, Inc., SW0106 & SW0500, in the amount of $ 268, 003. 38; designating the items on the attached list from the Technology Department as surplus and authorizing their sale, trade, donation, or disposal; a permanent easement from Development 23 LLC, to allow for the right of ingress and egress for the sole purpose of construction of the Health Center Parkway Drainage Improvements, as recommended by the Assistant City Manager; a temporary easement from Development 23 LLC, to allow for the right of ingress and egress for the sole purpose of construction of the Health Center Parkway Drainage Improvements, as recommended by the Assistant City Manager; the purchase of a 2024 Chevy Tahoe to replace a totaled 2024 Chevy Tahoe, using insurance reimbursement funds, was made by Council Member Wootton and seconded by Council Member Shriver. The vote: AYES: Selby, Pillmore, Wootton, Shriver, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 2. Reports of Boards, Commissions and City Officials: ( This item is reserved for announcements, recognitions, etc. and it not intended for the conduct of City business by members) a) Report from City Engineer on Analysis and Update of Quantities of Materials and items in the " On- Call Concrete and Asphalt Paving and Storm Sewer Project" - Robbie Williams informed Council there are two contracts on this agenda, to establish unit pricing. I worked with the Public Works Director, and we have deleted certain items and made increases for concrete patching and sidewalks. For the water and sewer, we are looking to cover all sizes and will have a mandatory pre- bid with contractors. Just wanted to clarify the bid process for Council. We will get approval from the Council, advertise two times in the Journal Record, there will be a pre- bid to allow for questions and then we will issue an addendum from those questions, and then we receive the bids. Mayor Pillmore showed concern with the unit pricing for one item, thinking they will bid high. Mr. Williams advised Council that the contractors know the reason for one item, and we can recommend not to accept if that happens. City Council Meeting Minutes - January 14, 2025 Page 3 b) Update on Wastewater Treatment Project kickoff- Robbie Williams informed Council that the next Wednesday is a pre work meeting with the contractor. They will provide materials and work schedules. c) Update on Banking Services Project and Migration to primary bank BOK - Doug Shivers gave a brief update on the transition from our previous bank to our current banks. We have moved most of our investments and are waiting for a couple more to mature. We have received good terms on our CD' s and we are capitalizing on our interested to maximize the rate of return. We have met with our third bank a couple of times to work out the details of our demand deposit accounts. Those accounts were opened on 12/ 17/ 24. Around 95% of our funds have been transferred over there. As of this week we have received supplies and training, hoping to transition our daily deposits and banking by the end of the week. There are a couple of accounts that will need to stay open at our old institution, to make sure outstanding checks are able to get cashed. d) Report on Traffic at Dover Mansion - Deputy Chief Brown showed a map of the streets that are having issues. Highlights some improvements to 3- way and 4- way stops and where the speed trailer was placed. Deputy Brown summarized their data findings. He feels that the speed has decreased due to the installation of the stop signs. Ronnie Short, 970 Dover Mansion, wanted to present photos that show the trailer was too far and downhill to get an accurate number. Deputy Brown advised that the speed trailer can be read from both directions. Council Member Shriver has driven past the speed trailer, and he believes it is very accurate. 3. Report from North American Forensic Accounting following Forensic Review by Michael Breon Michael Breon joined the City Council meeting via Zoom. Mr. Breon discussed in lengthy detail the observations and findings from the forensic review that took place for the City of Yukon. Mr. Breon clarified the differences between a normal audit and a forensic audit, stating financial audits express an opinion and are looking for specific items of malfeasance. A forensic audit looks at governance, policy, procedures, and leadership. Some of the red flags that Mr. Breon found were that there is no code of conduct, ethics policy, other work policies are lacking, and he described similar shortcomings in most departments. Mr. Breon went into further detail about his issues within the City of Yukon, the risks they cause, and made recommendations to solve those problems. 4. Consider a motion to approve Resolution No. 2025- 01, a resolution acknowledging the findings of the 2024 Forensic Review conducted by North America Forensic Accounting LLC, affirming the City Council' s commitment to improving the City of Yukon' s governance and control environment, and directing the implementation of measures to correct identified difficulties to ensure integrity, transparency, and accountability in Municipal Financial and Operational practices The motion to approve Resolution No. 2025- 01, a resolution acknowledging the findings of the 2024 Forensic Review conducted by North America Forensic Accounting LLC, affirming the City Council' s commitment to improving the City of Yukon' s governance and control environment, and directing the implementation of measures to correct identified difficulties to ensure integrity, transparency, and accountability in Municipal Financial and Operational practices, was made by Council Member Wootton and seconded by Council Member Shriver. Council Member Selby wanted to hear from the City staff if we could meet the deadlines listed on the resolution. Mr. Castro informed the Council that there are 154 items and we will inform Council along the way of our progress. Mayor Pillmore asked if we can work on the timelines. Mr. Castro wanted to remind Council that we are now entering budget season, we have a water supply issue, and other larger issues and we are looking to the City Council to establish priorities. It took thirty years to get here and we cannot fix this in three weeks but we can set some ground work and start knocking away at some of these. He thinks we will make substantial improvements but cannot realistically commit to finishing every deadline on here by every date. The Mayor said we are turning a page in Yukon and we are moving forward. The vote: AYES: Zimmerman, Wootton, Pil! more, Shriver, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED City Council Meeting Minutes - January 14, 2025 Page 5 5. Possible recommendation/ direction from City Council to City Manager to hire a Finance Director The motion to approve the City Manager to hire a Finance Director, was made by Council Member Pillmore and seconded by Wootton. The vote: AYES: Selby, Pillmore, Zimmerman, Shriver, Wootton NAYS: None VOTE: 5- 0 MOTION CARRIED 6. To conduct a Public Hearing in consideration of approving for the Rebuilding American Infrastructure with Sustainability and Equity ( RAISE) Discretionary Grant through the US Department of Transportation, to make improvements along Garth Brooks Blvd. from NW 10th to Vandament Avenue, the intersection at NW 10th & Garth Brooks Blvd. and 10th improvements at the St. & Cornwell Drive/ Czech Hall Road intersection Mayor Pillmore opened the public hearing. Mayor Pillmore Closed the public hearing. 7. Consider approving the bid specifications and authorizing TEIM Design to advertise for bids for an On- call Water and Sewer Project, as recommended by the City Engineer The motion to approve the bid specifications and authorize TEIM Design to advertise for bids on an On- call Water Sewer Project, as recommended by the City Engineer, was made by Council Member Zimmerman and seconded by Council Member Shriver. The vote: AYES: Shriver, Wootton, Pillmore, Zimmerman, Selby NAYS: None VOTE: 5- 0 MOTION CARRIED 8. Consider approving the bid specifications and authorizing TEIM Design to advertise for bids for an On- call Concrete and Asphalt Paving and Storm Sewer Project, as recommended by the City Engineer The motion to approve the bid specifications and authorize TEIM Design to advertise for bids for an On- call Concrete and Asphalt Paving and Storm Sewer Project, as recommended by the City Engineer, was made by Council Member Wootton and seconded by Council Member Zimmerman. The vote: AYES: Wootton, Selby, Shriver, Pillmore, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 9. Consider approving a design change for the NW 10th Street and Shedeck Parkway Intersection project, to eliminate the need to relocate the power poles, as recommended by the City Engineer The motion to approve a design change for the NW 10th Street and Shedeck Parkway Intersection project, to eliminate the need to relocate the power poles, as recommended by the City Engineer, was made by Council Member Shriver and seconded by Council Member Wootton. Council Member Zimmerman would like Mr. Williams to explain this item. Mr. Williams provided details in the agenda. The outside lanes are 14' and the inside lanes are 12'. New left turn lanes on NW 10th Street require an additional 12' lane. We are basically going to widen each side by 6'. This causes an issue with the current OG& E poles. OG& E requested to relocate their poles 1 foot inside of the right of way, there would then be an overhang from the pole on a private easement. The developer does not want the poles sitting there and they do not want to give us an overhang easement because it is not part of their development. The developer wants these lines to be underground, but OG& E is only required to move the poles due to the substantial cost increase to bury the lines.  City Council Meeting Minutes - January 14, 2025 Page 6 With that being said the developer or the City does not want to pay the cost to bury the lines. To avoid relocating the poles, we can keep the south curb line and extend 6' to the north. That will then give us five 11 ' lanes. There will be a slight shift in the roadway and there is also a cost savings, $ 288,000.00, to doing it this way. Council Member Selby asked what the safety issues or concerns there would be. Mr. Williams said there would be a traffic calming, and there will be an adjustment for drivers due to the decrease in lane size. Mr. Williams stated that there is a third option to go with five 12' lanes. That would require the south curb lines over and still relocate the poles and still be in the existing right of way. That would make OG& E redo the design and it would take another 9- 12 months. Council Member Zimmerman is frustrated that the developer is going to benefit from all of this but they are not willing to play ball. Mr. Williams advised that we have been working with the developer for around six months and us coming up with a redesign is the only option they liked. Mr. Rinehart advised we owe them the improvements. Mr. Williams advised the lanes will shift slightly and the drainage issues will get fixed. Council Member Selby believes anything is better than right now, there are so many wrecks in this area. Council Member Zimmerman doesn' t mind the size of the lanes, he dislikes the shift in lanes. Mayor Pillmore believes the traffic calming is positive and people will slow down until they are used to the change. The vote: AYES: Selby, Pillmore NAYS: Zimmerman, Wootton, Shriver VOTE: 2- 3 MOTION DENIED 10. Remove from the table a motion to approve the services agreement between Lighthouse Services, LLC and the City of Yukon, to provide the City of Yukon with an Ethics Hotline The motion to remove from the table a motion to approve the services agreement between Lighthouse Services, LLC and the City of Yukon, to provide the City of Yukon with an Ethics Hotline, was made by Council Member Zimmerman and seconded by Council Member Wootton. Mr. Castro thanked the Council for an extra month to look at this agreement. Mr. Castro has been working with Lighthouse, and believes it is a good tool for us to use. Some of the implementations we would like to start include educating our employees on what is and what isn' t an ethics complaint. He liked how the Lighthouse product can be locked it down to a small number of individuals to keep it confidential. Mr. Castro gave plan highlights for the Council. He would prefer to use this as an internal tool, and it will not be a replacement for the grievance policy. The vote: AYES: Shriver, Wootton, Selby, Zimmerman, Pillmore NAYS: None VOTE: 5- 0 MOTION CARRIED The motion to approve the services agreement between Lighthouse Services, LLC and the City of Yukon, to provide the City of Yukon with an Ethics Hotline, was made by Council Member Zimmerman and seconded by Council Member Wootton. The vote: AYES: Selby, Shriver, Wootton, Pillmore, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 11. DISCUSSION ITEM ONLY: Discussion of City actions regarding the annexation efforts west of the City limits Mayor Pillmore gave a statement regarding the annexation. Council Member Wootton agreed with Mayor Pillmore statement. Mayor Pillmore then read a statement he received from Mr. Peter Smith who expressed his favor to become Yukon over El Reno. Council Member Shriver agrees and feels like El Reno overreached.  Page 7 City Council Meeting Minutes - January 14, 2025 Cindy Johnson, 16301 Doane Drive, wanted verification that they did what they did and Yukon' s hands are tied? Mayor Pillmore advised that yes, until this is overturned, Yukon cannot take action. Ms. Johnson expressed that apparently previously this land was El Reno and then they de- annexed the land. Council Member Selby wanted to make sure that the police and fire are responding to the area they annexed. Mr. Rinehart advised that all but one ordinance was passed with an emergency clause so they should be in full effect. Council Member Shriver discussed mutual aid in more detail. 1.... Dustin Rhoades, 4911 N Banner Road, would like to get Yukon' s reaction if a legal challenge was brought? Mayor Pillmore advised that he wouldn' t have taken the action like El Reno took. Julia Seas, 605 Kingston Place, wanted to hear the state statute. Mr. Rinehart read the statute, 11 OS 21- 103. Nikki Fanning, 16440 W Foreman, believes that Yukon did the exact same thing with Wilshire Blvd. Yukon de- annexed Wilshire Blvd. form Richland to Sara, and the owners did not want this because nobody could give them the answers they wanted. How is that any different? Council Member Selby mentioned that we were going to still provide services, but we were going to give those residents a new road. Those residents are still Yukon citizens. Ms. Fanning would encourage everybody to do their due diligence and see who is causing tension. Mary Beth Bates, 3808 S Manning, was not sure which location she is in. Ms. Bates presented the facts as to the meeting held in El Reno. She has questions of legality and asked if the homeowners who wanted to be part of Yukon were able to be annexed by Yukon? Mayor Pillmore advised no, it would be a section of land, not just certain parts that were annexed. 12. Consider convening into Executive session pursuant to Oklahoma Statutes Title 25, Section 307 ( B) 4, for confidential communications from the City Attorney regarding potential litigation, and taking appropriate action in open session The motion to convene into Executive session pursuant to Oklahoma Statutes Title 25, Section 307 ( B) 4, for confidential communications from the City Attorney regarding potential litigation, and taking appropriate action in open session, was made by Council Member Wootton and seconded by Council Member Shriver. The vote: AYES: Shriver, Pillmore, Selby, Wootton, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 13. Consider reconvening from Executive Session The motion to reconvene from Executive Session was made by Council Member Zimmerman and seconded by Council Member Wootton. The vote: AYES: Zimmerman, Wootton, Pillmore, Selby, Shriver NAYS: None VOTE: 5- 0 MOTION CARRIED Mayor Pillmore read the minutes from the Executive Session. City Council Meeting Minutes - January 14, 2025 Page 8 14. Consider a motion for possible action related to potential litigation, resulting from the Executive Session The motion to direct and authorize the City Manager and City Attorney to prepare and submit all relevant legal briefs, including amici curiae or other appropriate filings, to be reviewed and approved by all City Council Members before submission, filings shall be made to represent and safeguard the City of Yukon' s interests and views regarding annexation, ensuring that all actions align with the City' s values and legal principles which prioritize collaboration, respect for property rights, sustainable growth, and the importance of mutual consent in community development, was made by Council Member Pillmore and seconded by Council Member Shriver. The vote: AYES: Selby, Pillmore, Shriver, Wootton, Zimmerman NAYS: None VOTE: 5- 0 MOTION CARRIED 19. New Business - None 20. 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 thanked everybody for showing up. She said Yukon will come out stronger and better. Council Member Zimmerman had nothing further tonight. Council Member Shriver gave kudos to NAFA for a thorough audit. Council Member Wootton thanked the public and NAFA. He believes it is time to acknowledge and move on, we are in great hands with Mr. Castro. Mayor Pillmore gave an upcoming events update. He is looking forward to turning a page for the City. 21. Adjournment Brian Pillmore, Mayor ONLAHp, 4 a tA0 T„ fr A Doug IriShivers, Wity Clerk cotipoe 4vir_ 07,