IN ACCORDANCE WITH THE OKLAHOMA OPEN MEETING LAW_ by runout

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									SCC 7/27/98 Page 1
IN ACCORDANCE WITH THE OKLAHOMA OPEN MEETING LAW,
THE AGENDA WAS POSTED JULY 23, 1998
IN THE MUNICIPAL BUILDING AT 723 S. LEWIS

                                               Study Session,
                                           July 27, 1998 6:00 p.m.

PRESENT: MAYOR MIKE HENSON, VICE MAYOR RAY SCARBROUGH, COMMISSIONERS
KAREN KAY
        MULLENDORE, TOM CLEVELAND
STAFF:   CITY MANAGER CARL WEINAUG, WATER UTILITIES DIR. WYATT IRVING, ASST.
WATER UTILITIES
        DIR. ROBERT FULTON, WWTP SUPT. SCOTT TAYLOR, CITY ATTORNEY MARY ANN
KARNS,
        CITY ENGINEER JED BANKS

GUESTS: OSU‟S JOHN HOUCK , MONTGOMERY WATSON REPS. MATT CORBIN AND RON
CASS,
       NEWSPRESS REP. RICK LOMINICK

1.   Discussion of completion of final design of Water Treatment Plant expansion to 18 MGD by
     Montgomery Watson Co.

Introductions were made by Wyatt Irving, and in response to questions from the Commission he explained it
has become increasingly difficult for the city‟s water utilities capability to keep up with the current heavy
water demand which has been caused by the extremely hot weather the City has been experiencing. He
advised if the temperatures continue in the 100 degree Fahrenheit range, the SUA will be forced to take
measures to continue producing the rate of water that is demanded of it.

Montgomery-Watson‟s RON CASS reviewed the recommended plan to expand the water treatment facility
through a modular approach intended to increase the Water Treatment plants facility‟s capacity from the
current production of 12,000,000 mgd of water by expanding the facility through an approach to add
modules in 6,000,000 mgd increments to 18,000,000 mgd and on to 24,000,000 mgd. Because the current
facility, built in 1985 is no longer sufficient to meet the growing demand of the city, Montgomery Watson has
been hired to provide the SUA with a plan to increase the efficiency and capabilities of the water treatment
facility. Outdated equipment would be replaced, new instrument controls, there is also an electrical upgrade
needed, an evaluation of health issues, improve chlorination, upgrade water pump station.

MAYOR HENSON became ill, and left the meeting at 6:25 p.m.

COMMISSIONER BUD LACY joined the Commission at 6:30 p.m.

Initially there had been 3 approaches considered and the question was asked what approach will be most
efficient for the City. Approach #1 would expand and upgrade the SUA plant, #2 would integrate the
O.S.U. and SUA plants, and #3 would isolate the system entirely from O.S.U. After reviewing these it was
determined #1 or #3 would be most efficient but Alternative #1 was more cost efficient than #3 and would
require no major modifications to the system. The estimated time line for this work was 6-7 months for the
design, and 15 months for construction time. The current space is adequate for placement of another
module, and will provide for future expansion. In response to questions MR. CASS advised it would be
difficult to build for far into the future because technology is changing so fast and because of the unknown
requirements the federal government may make. He assured them it is incumbent upon the designer to
assure its‟ design will meet demand and requirements.

In response to questions, MR. IRVING advised the Water Utility is working with OSU, and they are on a
stand-by basis to help meet the demands on the water utility by the current weather situations. Additional
water can be drawn from the Lake Carl Blackwell if necessary.

VICE-MAYOR SCARBROUGH adjourned the Study Session at 7:15 p.m.
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                                   STILLWATER CITY COMMISSION
                                         REGULAR MEETING
                                      STILLWATER, OKLAHOMA
                                            JULY 27, 1998


PRESENT: VICE MAYOR RAY SCARBROUGH, COMMISSIONERS KAREN KAY MULLENDORE,
BUD LACY, TOM CLEVELAND
ABSENT: MAYOR MIKE HENSON

1.      VICE-MAYOR SCARBROUGH called the Regular meeting of the City Commission to order at 7:30
p.m.

2.      The Commissioners stood for the Pledge of Allegiance.

3.       PROCLAMATIONS AND PRESENTATIONS
The Commissioners and City Attorney Mary Ann Karns paid final tribute to the Deputy City Clerk, Sylvia
Mallett, on her last meeting.

4.      APPROVAL OF MINUTES

MOTION BY KAREN KAY MULLENDORE, SECOND BY BUD LACY TO APPROVE THE MINUTES
OF THE STUDY SESSION AND REGULAR MEETING OF JULY 20, 1998 AS WRITTEN.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

5.      CONSENT DOCKET
a. Claims in the amount of $51,688.81, with Special Claims in the amount of $51,688.81, and $115,295.66
were presented for approval.
b. A General Utility Easement was granted by O.S.U. Employees Federal Credit Union for property in the
NE/4, Sec. 14, T19N, R2E was presented for acceptance.
c. Parks & Recreation Dir. Mary Nolan recommended awarding the bid for hay and/or pasture tracts at
Lake McMurtry to highest bidder on each tract; Tract #1 - Gregg Pickens for $2,010/yr; Tract #9 - Joey
Parker - $684/yr; Tract #11 - Gregg Pickens - $1,382/yr. CC-98-157
d. A temporary closing was requested for Maple Street west of Duck to West Street on August 29 th for the
second annual YMCA Run Classic. CC-98-158
e. A request of a Vacation of Park Meadows, 2nd Section was presented for approval. CC-98-159
f. Notification from Peak Cablevision of programming changes effective October 1, 1998 including the
addition of KOPX-TV (Oklahoma City) and the relocation of existing programming to accommodate this
“must carry” request was presented for acknowledgment.
g. A corrected certificate for Lots 1 and 2 of Hunter‟s Ridge, east of the 5000 block of Hunters Ridge Drive
was presented for approval.
h. The Stillwater Convention and Visitors Bureau„s quarterly activity summary and expense report for the
period ending 6/30/98 was presented for acceptance.
i. The Chamber of Commerce‟ economic development activities quarterly report for the period ending
6/30/98 was presented for acceptance.
j. Permit No. WL000060980504 from the Ok. State Dept. of Environmental Quality for construction of a
12” water line to serve 32nd Avenue, West of Sangre Road was presented for acknowledgment.

MOTION BY KAREN KAY MULLENDORE, SECOND BY BUD LACY TO APPROVE THE CONSENT
DOCKET, INCLUDING SPECIAL CLAIMS.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.
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6.   OPENING OF BIDS

a. VICE-MAYOR SCARBROUGH opened and read the following bids for the 12th Avenue street paving
from east of Boomer Creek Bridge to Jardot Road:

COWBOY CONCRETE & CONSTRUCTION
P.O. Box 1815
Stillwater, OK. 74076                               $199,796.23

MCBRIDE & SONS CONSTRUCTION CO.
2905 Commerce Blvd.
Guthrie, OK> 73044                                  $253,905.90
NORTH CENTRAL CONSTRUCTION
8220 N. Perkins Road
Stillwater, OK. 74075                                203,261.15

KERNS CONSTRUCTION INC.
P.O. BOX 902
Stillwater, OK. 74076                                215,451.44

MOTION BY KAREN KAY MULLENDORE, SECOND BY BUD LACY TO REFER BIDS TO STAFF
FOR EVALUATION AND RECOMMENDATION.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

b. VICE-MAYOR SCARBROUGH opened and read the following bids for improvements to Tributary No.
3 Diversion Channel A Tributary to East Boomer Creek:

BJP ENTERPRISES, INC.
2024 Ruhl Drive
Guthrie, OK. 73044                          $ 813,600.03

WITTWER CONSTRUCTION CO, INC.
P.O. Box 219
Stillwater, OK. 74076                          785,438.54

BRAWNER CONSTRUCTION CO, INC.
7911 E. Sorghum Mill Rd.
Edmond, OK. 73034                            1,079,285.90

M. L. YOUNG CONSTRUCTION
5720 N. I-35 Industrial Blvd.
Edmond, OK. 73034                              833,998.76

SILVER SPUR CONSTRUCTION CO.
P.O. Box 188
Haskell, OK. 74436                             857,090.40

MOTION BY KAREN KAY MULLENDORE, SECOND BY BUD LACY TO REFER THE BIDS TO
STAFF FOR EVALUATION AND RECOMMENDATION.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

7.     PUBLIC APPEARANCES, PETITIONS, COMMUNICATIONS
a.     Miscellaneous items from the audience. No items presented.
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8.       PUBLIC HEARINGS
a. Consider a request from Atkinson/NY Bagel for review of a closing of a portion of street right-of-way
located in front of 521 West Elm Street. CC-98-160
Community Development Dir. John Wesley explained the applicant, N.Y. Bagel, would like to close and
vacate the south five feet of Elm Avenue for a distance of 41.5 feet adjacent to property addressed as 521 W.
Elm Avenue, occupied by the New York Bagel Shop. This portion of the Elm Avenue right-of-way is now
occupied or encroached upon by an atrium on the front of this building.

In August, 1991 the south five feet of a portion of Elm Avenue for a distance of 19.5 feet fronting a portion of
the subject property, was closed by Resolution No. CC-91-18. In January, 1992 the south six feet of a portion
of Elm Avenue between Knoblock and West Streets, excluding the previously closed portion mentioned
above, was closed with Resolution No. CC-92-1. These two actions taken together have closed the south six-
feet of Elm Avenue between Knoblock and West Street in its entirety. These resolutions acknowledged two of
Stan Clark‟s buildings and the bagel shop building encroached into the area requested for closure.

The City had already closed the portion of the Elm Avenue right-of-way sought to be closed with this request
through Resolution CC-91-18. However, the applicant‟s attorney requests an ordinance be prepared rather
than a resolution to handle this request. Records also indicate the District Court has acted to vacate a
portion of the street along the frontage of this request, and along a portion of the frontage to the east where
Eskimo Joe‟s buildings previously encroached.

The city surveyor assisted in further evaluating the location of all public infrastructure and determined this
request does not involve any of the above. However the vacation of the previously closed six feet will result in
the new right-of-way line being approximately 9.5 feet from the existing electric service. This potential code
violation ( which is highly unlikely to ever come about and could be avoided if new construction is proposed),
is not unlike the less than satisfactory separation situations which exist on a regular basis within the alleys in
the older parts of town. The previous closings were rounded up to include six feet of right-of-way to easily
include all existing and planned encroachments. If six feet of Elm right-of-way along the south side is
vacated, a total of 74 feet will remain of the 80-foot originally dedicated as part of the plat for this area.

There was no one from the audience to address this issue.

Staff recommended option #3, to expand the request to include an ordinance to close the full 6 feet of right-
of-way between Knoblock and West streets as agreed to in the previous closing resolutions in consultation
with the applicants attorney to clear up and combine all the previous closing resolutions into a single
ordinance close the south 6 feet of Elm Avenue right-of-way between Knoblock and West Streets.

MOTION BY TOM CLEVELAND, SECOND BY BUD LACY TO APPROVE STAFF‟S
RECOMMENDATION.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

9.      GENERAL ORDERS
a. Presentation of information about the Sister Cities Program.
(Major excerpts were taken from the report provided in the 7/27/98 agenda)

In ASST. CITY MANAGER MARY RUPP‟s narrative, she explained the Sister city affiliations between the
United States and other nations began shortly after World War II and developed into a national initiative
when President Dwight D. Eisenhower proposed the people-to-people program at a White House Conference
in 1956. President Eisenhower‟s intention was to involve people and organized groups at all levels of U.S.
society in citizen diplomacy with the hope that people-to-people relationships, fostered through sister city
affiliations, would lessen the chance of future world conflicts. In the words of President Dwight D.
Eisenhower, “The Sister Cities program is an important resource to the negotiations of governments in
letting the people themselves give expression of their common desire for friendship, goodwill and cooperation
for a better world for all.”

The history of the Stillwater Sister City Program, began in 1985 when Governor George Nigh contacted
Mayor Christine Salmon after the State of Oklahoma entered into a sister state agreement with Kyoto
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Prefecture, in Japan. A city located in the Kyoto Prefecture (Kameoka) was interested in a sister city
relationship and had requested the Governor‟s assistance. Mayor Salmon was receptive to the Governor‟s
request and the city hosted a 3-member delegation from Kameoka a short time later. Later the Stillwater
delegation led by Mayor Calvin Anthony traveled to Kameoka for the official signing ceremony, and realized
the Stillwater group realized they were not just representatives of the City of Stillwater or the State of
Oklahoma, but had assumed the role of U.S. ambassadors. A strong bond cemented the relationship between
the two cities.

The Stillwater group then determined to develop a program for promoting the new city to city relationship.
In order to properly reciprocate the hospitality of our new Japanese friends, volunteer resources were
solicited by the city. The Sister Cities Council was formally established to oversee and administer the
program. Staff support was provided by the city manager‟s office, and funding of $10,000 was budgeted
annually. The Sister Cities Council has conservatively used the funds provided by the city and sensitive to
the possibility of public criticism if funds are not properly administered. The entire allocation is not spent if
it is not needed. The annual funding level has remained at $10,000 since the beginning of the program, with
the exception of 1995-96 when an additional $5,000 was budgeted in anticipation of the 10 th anniversary
observance, and 1996-97 when an SCI trilateral grant of $5,500 supplemented the annual appropriation.

No doubt city involvement and support has helped the program become what it is today, but she emphasized
it could not produce a program such as this without community support. Program volunteers and their
personal donation of time, energy, and financial support has been responsible for the success of the program.
With the help of these citizen volunteers, the program has reached thousands of individuals since its
creation.

MRS. RUPP provided examples of the work done in organizing a book donation project, and other projects
in process.

A sister school program involving Stillwater Middle School and Taisei Junior High in Kameoka was
formalized in 1989 This award winning and nationally recognized program is administered by school
personnel and volunteers with periodic involvement of the Sister Cities Council. Since 1992, a Stillwater
teacher and two students travel to Kameoka each fall to share our Oklahoma and American heritage and
culture with Japanese students. In the spring, Stillwater Middle School hosts a teacher and two students
from Kameoka who make presentations to every middle school student about Japanese culture and heritage.
This assists the school in meeting the Oklahoma State Department of Education Priority Academic Student
Skills objectives for social studies.

Several elementary schools have informal relationships with Kameoka elementary schools and conduct pen
pal and art exchanges. When the Kobe earthquake devastated Japan, a local elementary class raised relief
funds that were sent to Kameoka, which also sustained damage. While the amount may have seemed small in
comparison to the damage, Kameoka‟s mayor was touched by the compassion of these young students who
were learning first hand about helping others in need.

The establishment of OSU-Kyoto in Kameoka resulted in a significant increase in OSU Japanese student
enrollment. In the Fall, 1997 OSU international student enrollment was 1,866 of which 90 were Japanese.
OSU hopes through recruiting efforts they can maintain this number of Japanese students.

The Kameoka Koen north of city hall was developed by community volunteers after the removal of the old
house that served as the Parks & Recreation department offices. Low maintenance was first and foremost in
the minds of those involved. The pond is maintained by members of the Stillwater Water Garden Society,
and the maintenance of the Koen is done by volunteers with some assistance from the city.

The City of Stillwater received a proposal from a private cooperative of Japanese professional gardeners to
finance and build a Japanese garden in Stillwater. Many possible locations were considered before deciding
on building the garden at the Stillwater Community Center. As a bonus, the gardeners built a small tea
garden at the Oklahoma Botanical Garden at OSU. The gardeners paid for almost all the materials and
equipment used in building both gardens as well as their travel to Stillwater and food and housing while in
Stillwater building the garden. When the plans were being finalized for the Community Center garden, we
were especially sensitive to the need for low maintenance and emphasized that over and over to the Japanese.
SCC 7/27/98 Page 6
I believe we accomplished that goal. Four gardeners were present for the July 25 official dedication of the
garden on Sunday, July 26th .

Sister Cities is not just about Japan, it is also about multi-cultural awareness and sensitivity. Each spring,
the Sister Cities Council organizes a special recognition of all the high school foreign exchange students
wherein the students are introduced at the City Commission meeting and presented a special proclamation
and Stillwater pin. The students are encouraged to comment on their exchange experience and host families
are recognized.

Another of the non-Japanese outgrowths of the sister cities program is the International Friendship
Committee. Although it was established and operates under the direction of the Sister Cities Council, it is
semi-independent from the Council. It is comprised of individuals and organizations from both the
community and OSU who provide services for OSU international students. They organize the annual
Mayor‟s Welcome for International Students in which the Mayor and OSU President participate. The
International Friendship Committee also promotes a community hosting program which matches OSU
international students with Stillwater area families.

The Stillwater Sister Cities Program has been recognized by Sister Cities International 3 times for its
outstanding programs. The City of Stillwater was selected on two occasions by SCI to participate in a
trilateral exchange program made possible by a grant from the Japan Foundation‟s Center for Global
Partnership. This trilateral involved Stillwater, Kameoka and one of Kameoka‟s sister cities, Jandira,
Brazil. The grant award funded most but not all travel expenses. The first trilateral exchange focused on
pre-school education and directly involved the Sangre Elementary kindergarten classes. The second
exchange focused on education and life-long learning. Other examples were also cited.

Chair RUSSELL CONWAY expressed appreciation to those citizens who have volunteered their time to the
Sister Cities Program.

b. Continued consideration of obtaining assistance in completing a housing market analysis.
Community Development Asst. SHANNON TOWNSEND was back to present more information on the
request for CDBG funds to hire a consultant to complete a housing market analysis for the city. During the
July 6 meeting when staff initially made this request, several concerns and questions were raised regarding
the need and benefit of doing this. She provided a response received from one firm which conducts this type
of analysis which stated they will look at various population, housing, and market conditions. We could
request any combination of services, data, and analysis along this line which we believe is needed to provide
the desired information. One point that had not been covered during the previous discussion is the need for
this type of information in order to apply for additional HOME funds. Having a market analysis is a basic
requirement to be successful for most of these types of grants. The analysis, once completed, would become
available for anyone interested. When we try to attract investors and builders into a market they are
unfamiliar with, it will stimulate an interest by having concrete data they can work with. It was hoped that in
the future other individuals or entities would take on the task of having these analysis prepared.

City staff is generally trained in areas similar to the type of analysis needed in a study such as this, however,
none have experience in this specific type of work. With appropriate examples, coaching, and time, we could
prepare such an analysis. The potential problems with this are the time delay and the possibility the product
we would create may end up may not be sufficient to meet the needs of investors and builders. Further, as
with other similar topics, it is often helpful to have an outsider take an unbiased view of the market.

On July 15, the Mayor and Commissioner Lacy had the opportunity to meet with Mr. Allan Borut, a housing
consultant sent to us by HUD to provide technical assistance in creating a working group to deal with
affordable housing issues. It is his firm belief that having a housing market analysis is a basic stepping stone
in the effort to provide more and better housing to working families in a community.

Given the cycle of events which occur in the housing industry, many of the firms which do this type of work
are currently available and could produce a product within 60 days. If we wait more than a few more weeks,
they will start getting busy with market analysis needed for upcoming housing tax credit projects and will not
be as available.
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MOTION BY BUD LACY, SECOND BY RAY SCARBROUGH TO APPROVE STAFF‟S
RECOMMENDATION.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

10.    ORDINANCES
.      (first reading)
a. Ordinance No. 2622 closing a portion of street right-of-way located in front of 521 West Elm Avenue.

MOTION BY KAREN KAY MULLENDORE, SECOND BY BUD LACY TO APPROVE FIRST
READING OF ORDINANCE NO. 2622, AND ADVANCE IT TO SECOND READING.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES..

11.       REPORTS FROM OFFICERS AND BOARDS
a. Miscellaneous items from the City Attorney. MS. KARNS requested an Executive Session for the purpose
of possible action pursuant to Labor Negotiations between City and the Fraternal Order of Police; Possible
acquisition of properties in the area of the Stillwater Community Center and Public Library; and possible
action regarding the pending tort claim of Todd Palmer.
b. Miscellaneous items from the City Manager. No items presented.
c. Miscellaneous items from the City Commission.
COMMISSIONER LACY had attended the Kameoka Ceremony held last Sunday, and said it had been very
nice, despite the intense heat. COMMISSIONER MULLENDORE reminded citizens to care for their
animals, providing them with plenty of fresh water and shade. VICE MAYOR SCARBROUGH again urged
citizens to check on their neighbors during this difficult summer, and stated Action Inc. is willing to help
those in need of fans or electrical assistance. He also sought aid from those who can afford to help others out
with utilities, fans, etc. Quality Plants was thanked for the unusual Mum plant tonight.

12.     NEW BUSINESS No items.

13.     ADDITIONS, CORRECTIONS, QUESTIONS No items presented.

14.     RECESS TO SUA & SPGA

VICE-MAYOR SCARBROUGH recessed the Regular Meeting of the City Commission at 8:25 p.m. to
convene the Stillwater Utilities Authority meeting. The SUA meeting was adjourned at 9:30 p.m., and the
SPGA meeting was convened. The SPGA meeting was adjourned at 9:33 p.m., and the City Commission
meeting was reconvened to consider an Executive Session.

15.     EXECUTIVE SESSION

MOTION BY BUD LACY, SECOND BY TOM CLEVELAND TO CONVENE FOR EXECUTIVE
SESSION.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

16.     RETURN FROM EXECUTIVE SESSION FOR ACTION, IF ANY

The COMMISSIONERS reconvened into their regular meeting at 11:00 p.m. for the following motion:

MOTION BY BUD LACY, SECOND BY KAREN KAY MULLENDORE TO PAY TODD PALMER THE
RECOMMENDED AMOUNT, PLUS AN ADDITIONAL $76.70 FOR MISCELLANEOUS EXPENSES IN
FULL RESOLUTION OF HIS CLAIM AGAINST THE CITY.


ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
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CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

16.    ADJOURNMENT

MOTION BY BUD LACY, SECOND BY KAREN KAY MULLENDORE TO ADJOURN THE REGULAR
MEETING OF THE CITY COMMISSION.

ROLL CALL VOTE: RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD LACY, TOM
CLEVELAND - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

The Meeting was adjourned at approximately 11:00 p.m.

______________________________                          _____________________________
VICE-MAYOR RAY SCARBROUGH                                      SYLVIA S. MALLETT, DEPUTY CITY
CLERK

								
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