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IN ACCORDANCE WITH THE OKLAHOMA - DOC

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IN ACCORDANCE WITH THE OKLAHOMA - DOC Powered By Docstoc
					S.C.C. January 19, 1998 Page 1
IN ACCORDANCE WITH THE OKLAHOMA OPEN MEETING LAW,
THE AGENDA WAS POSTED JANUARY 15, 1998
IN THE MUNICIPAL BUILDING AT 723 S. LEWIS

                                                       Study Session
                                                 January 19, 1998 6:00 p.m.


PRESENT: MAYOR MIKE HENSON, VICE MAYOR DAVE HESSEL, RAY SCARBROUGH, KAREN KAY
MULLENDORE, BUD LACY

PRESENT: CITY MANAGER CARL WEINAUG, ASST. CITY MANAGER MARY RUPP, SUA ACCOUNTANT
TAMMY BROWN, POLICE CHIEF NORMAN MCNICKLE, PUBLIC WORKS DIR. JEFF HOUGH, FIRE CHIEF
CHRIS NEAL, ASST. WATER UTILITIES DIR. ROBERT FULTON, INFORMATION SERVICES DIR. TODD
CHANCELLOR, PARKS, EVENTS & REC. DIR. BILL NELSON, ELECTRIC UTILITY DIR. MIKE HERRON,
COMMUNITY DEVELOP. DIR. JOHN WESLEY, CITY PLANNER BRYAN BROWN, AIRPORT DIR. GARY
JOHNSON

GUESTS: NEWSPRESS REP. CRAIG FUQUA, COMMISSION CANDIDATES TOM CLEVELAND, GREG WEBB

MAYOR HENSON convened the meeting at 6:00 p.m. Public Works Dir. Jeff Hough and other department heads were
present to respond to questions, and addressed their needs on the following projects. Public hearings were scheduled for
January 26, and February 2 to receive public input on the preliminary plan. He advised a single capital plan will be
assembled for final review and approval after that input is received.

In response to questions, Police Chief McNickle explained the $60,000 for building/roof repair for the Animal Shelter
included not only the recently discovered damage from the leaks from the skylights but also included heating and air
conditioning units. Mr. Hough said calculations for additional personnel costs for annexation could not be quantified,
since there is no example to base it on. If the 11.5 sq. mile area, Range Road to Brush Creek to 44 th Street were annexed,
estimated costs were in the range of $385,000 for the first year. Costs for additional warning sirens had not been taken
into consideration.

Fire Chief Chris Neal stated the Fire Department did not anticipate any immediate effect if the proposed annexation were
to occur since they already serve that area. Most of the upgrades/remodeling was to accommodate the ADA, infection
control, and female gender personnel.

Regarding the digital logging recorder, Chief McNickle explained this is a very expensive piece of technology. The current
recorder works but the tapes currently used are no longer in good quality. It costs $85.00/each and record for only 24
hours; over the next two years we would purchase $34,000 of tapes. That’s 2/3’s of the cost of the new machine and an
entire supply of new tapes.

Community Develop Dir. John Wesley stated the consulting services to be provided with Community Services should be
taken care of over a two year period. The CDBG program is a 3 year program, and it is hoped it will continue beyond that
time because of the benefit we will realized from it. The primary benefit of the digital mapping is that it will help to better
manage the growth in those areas, particularly in the planning of new developments. City Planner Bryan Brown
explained digital mapping will provide the same type of information we got in 1990 but will provide an enhanced base
mapping data within city limits and a 3 mile area beyond that to include topography and contours lines in a picture
format. There was discussion regarding a sharing of these costs by the developers, the County, the USDA, etc. Many
cities across the nation are taking different points of view - some fully recover their costs, and some don’t. Mr. Brown said
there is potential for the County as this information would prove very helpful to them. There is some question as to how
much we can charge since it is public information. The statutes have not been able to address that issue very well.

Regarding the vehicle required by the Forestry Coordinator, Mr. Wesley explained they need a larger pickup that can
carry a water tank. Parks & Recreation has been of assistance, but when used for this purpose it is out of service for other
areas. It is most difficult in the summer.

In response to questions regarding Public Facilities, City Manager, Carl Weinaug stated in the next update the issue of
“space allocation” will include gym space and golf facilities. The draft and scope of work for HOK will be available for
the Commission, and questions/concerns can be incorporated into that. The $75,000 is an up-front cost in anticipation of
what it would take to develop the project, and carry it through the bond issue. The first stage addresses their conceptual
plan of where all the different offices go, and if gymnasium space is added, how is that configured into the Community
Center, and preparing the building for traffic flows, and so on. After that is accomplished, an architect will do the actual
design, drawings, etc. Total costs were estimated at $150,000.

Please note the following are abbreviated excerpts of materials presented to the Commissioners during the
Study Session of 1/19/98:
S.C.C. January 19, 1998 Page 2

AIRPORT
This project involves the repair and overlay of four small parking aprons. These aprons are deteriorated and need to be
repaired and upgraded or they will have to be closed.
Upgrade Aviation Fuel Tanks
Underground Storage Tank regulations have mandated fuel tank modifications or replacement to meet the December 1998
requirements.
Crack Seal of RW 17-35 - Routing, cleaning and crack sealing on RW 17-35. This repair will increase the life expectancy
of the existing overlay. The project will also involve the remarking of the runway on the affected areas. Previous overlay
was completed December of 1994.
Improvements to Storm Water Drains - This capital project will involve repair or replacement of all drainage approaches
and grates to the existing under drainage system on the airport. Additional work associated with this project involves
grading and profiling of the surrounding approaches to the drainage basins.
Construct New T-hangar Units - Addition of new t-hangar units on “as needed” basis to meet current and future demands
for aircraft storage. The cost of this project would be offset by revenues generated from hangar users.
Re-roofing of Terminal Building - Removal and replacement of the existing roof on the terminal building. The last major
work on this roof was performed in 1988.
Crack Seal RW 4-22 - Routing, cleaning, and crack sealing of RW 4-22.
Land Purchase for Runway Extension and Land Use Compatibility - Purchase of approx. 150 acres of land directly north
of the main runway needed to insure compatible land uses are maintained and to facilitate the runway extension project.
The proposed land area is Runway 17’s flight path.
Replace Medium Intensity RW Light System with High Intensity RW Lights -High intensity runway lights are now
required for the lighting approach aids in connection with the ILS approach to RW 17. The HIRL is the standard for
runways served by an ILS.
Replace *VASI guidance lights with *PAPI guidance light systems -Replaces current visual approach light system with
current state of the art system.
Phase I of RW Extension Project -Phase I of the runway extension project involves relocation of the existing MALSR,
relocation of the Glide Slope transmitter, relocation of the middle marker, and earth moving necessary for the
runway/taxiway extension. This is eligible for federal funds at a rate of 90%; 5% for state.
Expand ARFF Station - This project would involve expansion of the existing fire station to accommodate the new aircraft
rescue fire fighting vehicle. This item could be eligible for Federal Funding.

POLICE DEPARTMENT
Building Repair, Animal Control - During FY 1996-97, emergency repairs were made to the animal control building. A
undetected roof leak damaged roof trusses (examination of the building determined the need for additional repairs),
$60,000 in funds would be used to complete water damage repairs, replace worn out heat and air units, remove leaking
skylights, and improve ventilation.
Building Addition, Animal Control - Workload at the Animal Control facility has outgrown the building. There are only
13 runs to house an average monthly population of 140 dogs. There is now no facility to house vicious animals or
quarantine sick animals. Also required to hold animals as evidence, often for months at a time, which contributes to
overcrowding. Funds would increase holding capacity.
Parking Expansion, Animal Control - Repair and expand driveway at animal control.
Animal Containment Modules - Replace 15 year old, worn out truck mounted animal containment boxes.
Central Dispatch Work Station - Adds a third CAD/Radio station to central communications to increase efficiency of
police, fire, and medical dispatch. Provides coverage of calls for service during peak periods; coincides with approx. time
for space remodel if implemented.
Digital Logging Recorder - The current logging recorder in communications records incoming phone lines and numerous
emergency radio frequencies. The current device was purchased in 1987, and uses reel to reel technology. Tapes record
for 24 hours, and cost $85.00 each ($34,000 in tapes will be needed over the next 2 years, (2/3 of the cost of the new
machine and a year’s supply of tapes). New technology uses small cassette tapes that record 4 days, @ $20.00 each.
Outdoor Warning Sirens - Replacement of the existing outdoor warning sirens. This expenditure would complete the
replacement program at the end of the 5 year plan. Current sirens are over 30 years old, and expensive to maintain.
Mobile Radios - Current radios in the police vehicles will be over 15 years old at the time of replacement. Manufacturers
generally only supply repair parts for ten years.
Handheld Radios - This item would facilitate replacement of one-half of the police department’s “walkie talkie” radios.
At scheduled replacement, the radios will be twelve years old, and replacement parts will no longer be available.
Typically, repair costs exceed the value of the radio at this age.

COMMUNITY SERVICES
Community Development Block Grant (CDBG) Program
Planning / Geographic Information System (GIS) / Development Services
Completion of the Comprehensive Plan - A contract with RM Plan Group is to prepare a new comprehensive plan for the
City of Stillwater. This new plan is using extensive public input to develop a vision for the future of our community. The
contract for these services is over $238,000, only $150,000 is in the 97/98 budget. Continuation of this project will require
additional funds in the 98/99 budget.
Match for the Community Development Block Grant Program - The CDBG program as developed and administered by
the State of Oklahoma allows direct access to a pool of funds if we provide a dollar for dollar match. The plan for use of
S.C.C. January 19, 1998 Page 3
these funds includes projects such as paving streets, upgrading water lines, paving sidewalks, clean up junk and trash, and
repairing homes in a target low-income area of our community. This budget amount is the required match to continue this
program.
Digital Mapping - Base mapping which includes a digital record of all existing physical features including structures,
fences, roads, woodlands, and topography is an indispensable tool for managing the area for which we have regulatory
authority. The orthophotos provide a computerized photo image for studying an area and monitoring land use change
over time. The project cost could be lowered by reducing the orthophotos, area in which detailed topography is needed, or
mapping area. All department will benefit from the additional information and mapping capabilities. We do not have
maps for the areas we are expecting to annex or where much of the current growth is occurring.
GIS Upgrade - Our current software vender is having difficulties providing promised upgrades and system support. We
are having to spend additional staff time writing programs to access the information in an easy and usable fashion. There
are other systems available today which are easier to use, will not require so much staff time to modify, and will integrate
into the new software being purchased by the City. The amount being requested over the three years includes upgrading
the server, buying the new software, and additional training and terminals to expand use of the system.
New Vehicle - This item provides a pickup truck for use by the forestry coordinator, who serves as staff support to the
Tree Board and in helping to implement the goals and objectives within the adopted Community Forest Plan. A fairly
heavy duty truck is needed to trailer the previously purchased water wagon and fulfill some of the periodic duties
performed by a forester. Various vehicles are currently borrowed when available from other departments to assist in
completing forestry projects.

Public Facilities - Long-term Space Shuffle
The information gathering and planning phase of the “space shuffle” will address issues related to the use of facilities and
space necessary to meet current and future needs. City departments and city sponsored programs are in need of expanded
and upgraded space in order to provide efficient service and quality programming to the citizens of the City of Stillwater.
The architectural space programming process will provide a structured way of identifying and prioritizing the needs of the
departments and the programs provided to the citizens of the community. The sequence of events began with the
formation of a team to facilitate the architectural space program design work. This work with an outside consultant to
develop an architectural space program that will serve as a base for development and relocation of departments and
programs. Recommendations will be presented to the City Commission in the form of a formal report.

Public Works/ Water Wastewater/Electric Utilities Engineer - With the expansion of the Police Department, the
departments of Public Works, Community Development and Water/Wastewater Administration will be displaced. The
departments needs will be identified and compared to the city spaces available for expansion. .
Community Development - Consolidation of office space for related departments should provide for improved service and
more efficient use of resources. The planning process will identify adjacencies and offer solutions for more efficient use of
space and staff.
Finance/Personnel/City Hall Departments - Finance has identified the customer service windows as a work space in need
of redesign. Personnel has grown in the services it provides employees and will be examined to determine if the space can
be redesigned to better meet customer needs.
Parks, Events, and Recreation Department - A number of space needs associated with programs they provide. Possible
expansion of facilities to meet sports programming needs will be addressed. Senior recreation needs as well as art center
needs will be evaluated and recommendations on how to best solve the current need for space will be provided.
Community Center - The Community Center Board of Directors and staff have worked to identify potential uses for the
center over the past few years. The type of usage has been driven by community needs. Information gained through the
center’s strategic planning will be used to determine how to best use the facility when compared to the needs of other city
departments and programs.
Downtown/Cultural District Area Parking - The space planning process will take a look at the parking needs associated
with facilities and how this will impact the area they are located. Recommendations will be made on how best to meet area
parking needs.
Multi-Distribution Panel - A new multi-distribution panel is needed. The current electrical feed to the building does not
provide the needed three-phase service that is required for complete use of the lighting system. A generator is required
when touring companies bring in their own lighting or sound systems.
Commission Hearing Room- (moved to long term space planning) - This room does not meet ADA requirements, or the
needs associated with the different types of usage. Renovation was identified a number of years ago and postponed due to
budget constraints. The plan is to include it in the long term space planning to determine how best to meet the needs of
those that use the room and recommend upgrades as part of the complete facility renovation.
Parking Expansion at the Community Center- (moved to long term space planning). - This request is for funds to use in a
partnership effort to construct parking adjacent to the Center. The City would provide a portion of the improvements
with an outside partner providing the space. This proposal will be reviewed as part of the long-term space planning and a
recommendation submitted to the commission as part of the final space report.
Painting the Library - (1) repainting all walls in the north and south building; (2) repainting the columns in the south
building; (3) repainting interior and exterior hand rails in the north building; (4) touching up all nicks and scratches on
wooden surfaces in both the north and south building; and (5) replacement of some wall signage.

PARKS, EVENTS AND RECREATION
Light pole replacement - Testing all of our wooden poles at the sport facilities. Those that are identified with rot, or
potential stress failure will be replaced. This past budget year approximately a dozen were replaced.
S.C.C. January 19, 1998 Page 4
ADA trail to the enclosed fishing dock at Lake McMurtry - With grant funding from the Oklahoma Wildlife and Fisheries
Department, a sidewalk would be built from the parking lot to the enclosed fishing dock.
Portable Stage - These manufactured stages fold out to provide an extended stage area, roof and back wall. It contains
electrical outlets and stage lights which can be added to the bid package. Stillwater has a number of events which require a
“Stage” to be set up. With this stage-trailer, an event can be put on in any number of settings in a short time.
Picnic Shelter at Sunset Park -Replacement for the wooden picnic shelter that was burned by vandals and removed. This
also provides sidewalk and a couple of parking spaces for ADA requirements.
Replacement of Paved Parking at Boomer Park - The parking lot at the Boomer Lake Tennis Courts has deteriorated to
chunks of asphalt. All of the other roads and parking areas are paved, leaving this area out of character with the rest of
the facility.
Kameoka Trail Bridge - Abutments, crane rental, and earthwork to install the Historic Bridge accepted from Noble
County. It will replace a small bridge which floods and causes an obstruction on Boomer Creek in Couch Park. The
bridge will also provide equipment access to the North Couch Park area from the south.
Ballfield Lights, Sanborn Fields - Replacement of all poles and lighting fixtures at the five adult fields. The low height of
the poles and low light levels provide for potentially dangerous play. The recommended system is a metal pole and light
system that matches those installed at Whittenberg Park. This decreases the amount of maintenance by doing away with
wooden poles that twist, not having to re-aim the lights each year and using one type of bulb and replacement parts for the
majority of the parks.
Lighting Outdoor Court Areas - Includes re-lighting of the tennis courts at Skyline Park and Boomer Park. Both facilities
had lighting systems but replacement parts cannot be purchased to repair the existing systems. Boomer would be
completed first, and then Skyline Tennis Courts.
Skateboard Park -To support teens who skateboard as a sport. The area is roughly the size of two tennis courts, but can
support 15 to 25 skateboards at a time. This facility provides an alternative to the “boarding” that is done on private
property and city streets.
Irrigation System at Sanborn Fields - Staff’s policy to install automatic irrigation systems on any new or renovated sport
complex has enabled irrigation at night which uses less water and provides less stress to the grass. All ballfield facilities
have automatic systems, except the 5 adult fields at Sanborn, 3 youth fields at Southern Woods and the 2 fields at Couch
Park.
Playground at Ingham - Ingham is one of the last playgrounds which needs to be brought up to the current safety
standards for entrapments and fall zones. It will leave only Strickland Park Playground which has some safety
infractions, but will need to be totally replaced as a result of wear in 4 to 5 years.
Drainage at North Couch Park - Replace a single lane culvert crossing with a two lane bridge or culvert. It would also
repair a drop structure that is breaking up and washing away into Boomer Creek.
Special Events area at Boomer - Each year Boomer Park hosts the 4th of July activities which bring vendors and activities
that require the temporary installation of electric and water service. The improvements would include underground
utilities to the event area, covered outdoor basketball court that can also be use for special events or a large picnic shelter.
The covered basketball court provides shade in the summer as well as lighting at night. The sides of this facility are open
for visibility from the park road. The addition of these utilities and facility will open the park to additional special events
without the setup cost that is currently required.
Skid Loader - This four wheel “mini dozer” is rented on a regular basis to do construction site preparation, construction
and repair of the playgrounds, replacement of safety surface in the playgrounds, and sidewalk and trail construction and
maintenance.
Kameoka Trail Completion/Boomer Park to Couch Park - With 80/20 Federal Assistance from the ISTEA Program, staff
hopes to provide a completed pedestrian routing between the facilities and the University and Downtown. The trail forms
the primary spine from which all other sidewalk systems in the city would lead. Recreation Facility Site - Property
would be purchased to help resolve need for Soccer space, the requested desire for additional ball field space by the
individual sport associations, and our own softball needs. These issues will also be examined in the “space allocation
study” that is currently underway. It will include other recreational needs including gym space, the Senior Center /
Multigraphis space concerns, the Community Center, Police Department, Public Works, Community Development and
other departmental needs.
Pave 12th Street Parking at North Couch Park - The gravel parking lot across from the Senior/Multigraphis Center is used
year around by the seniors and students who come to the art center. It is also the starting point for Kameoka Trail which
many people walk during the day. It requires annual maintenance including new gravel, and filling the potholes which
form during the year. Paving it would lessen the amount of maintenance and reduce the mud brought into the facility on
rainy days.
Restroom and Shelter at Southern Woods Park - The restroom and Shelter at Southern Woods park are a few of the last,
old and out of date structures in the park system. The restroom is not ADA compliant and is in poor shape. The restroom
provides service to those who use the playground and adjacent shelter. The replacement would be a Unisex facility similar
to the one installed at Strickland Park to service playground and shelter there. The Shelter is the last of this design in
existence in our park system. All the others have either blown down or been replaced because of the poor design.
Resurfacing of Tennis Courts - The Park System has eight separate asphalt court facilities which are used for tennis,
basketball and roller hockey. Asphalt is used because it provides a better playing surface than concrete, but it is more
susceptible to cracks due to the shifting clay soil in Oklahoma. After ten to twelve years of use, the facilities require
another inch or two of asphalt to fill and repair the surface for safe play. We have replaced all of the court surfaces over
the past ten years and will need to perform this maintenance task again to protect the facility and fulfill our risk
management obligations.
S.C.C. January 19, 1998 Page 5
Automated Lighting System - The City operates 18 lighted sport facilities which require an individual to be on site to
operate. This system would control all the sport lighting by a central computer and provide better control over public
uses. It can also be used to activate the individual irrigation systems at these facilities. It would allow us to “rent the
lights” to individuals for tennis, or to keep track of the amount of time the lights are used by any one program, or
association. Operation of the system is done at the office with remote access by telephone.

WATER UTILITIES
The Water Utilities Department identified water and wastewater system capital needs through an extensive customer
focused Strategic and Total Quality Management Planning process.
Wastewater Plant Expansion Upgrade Project-$15,500,000 - To upgrade and expand the wastewater plant from an
existing <6.0 mgd capacity, to an approximate 10 mgd capacity. The objective is to meet State and Federal regulations,
and provide additional capacity for customer service through the year 2020.
Water treatment Plant Expansion $4,451,000 - To reliably meet current and future Stillwater water needs 100% of the
time (stand alone). The objective of the proposed project will eliminate water quality problems created by incompatible
waters produced by OSU & City water plants, and comply with current and future drinking water regulation through the
year 2015.
Upgrade and Replace Washington Street Sanitary Sewer System-$500,000 - To replace two sections of sanitary sewer lines
on Washington Street, between 6th Avenue and University Avenue that are in dire need of replacement. This project will
require Washington Street to be excavated from store front to store front. The water lines at this location are proposed
for replacement also.
Sewer Line Extensions Interior Lateral Lines-$1,250,000 - To upgrade the existing collection system to support the
Harrington Creek Basin sewer system expansion.
Water Line Fire Sprinkler System-$700,000 - This project is proposed in response to the Stillwater Fire Department’s
request for a water system capable of supporting fire suppression sprinkler systems along University Street, between
Orchard & Washington Streets.
Water Line Upgrades $1,750,000 - Replace and or upgrade existing substandard water lines. These projects are being
identified based on the system needs. A target area has been identified that is bordered by University Street North,
Perkins Road East, 19th Street South, and Western Rd. West. More specific projects will be presented as identified.
Water Line Extensions-$3,750,000 - Construct new water lines as shown on the Water Distribution System Master Plan
and support new development. Specific projects are currently being developed.
Sewer Line Upgrades-$2,500,000 - Existing substandard sewer lines are proposed for replacement or upgrade in the same
target area as listed in item #7 (bordered by University Street North, Perkins Road East, 19 th Street South, and Western
Rd. West). More specific projects will be presented as identified.
Sewer Line Extensions into Harrington Creek Drainage Basin-$750,000 - To extend 24,900 L.F. of 18” gravity flow sewer
line into the Harrington Creek Drainage Basin, for an estimated cost of $763,000. This project if undertaken, will provide
sanitary sewer to the North Stillwater Creek (McMurtry) Basin, Dry Creek Basin, Harrington Creek Basin, and
Stillwater Southwest Basin. This project potentially provides sewer access to greater than 61 mile sections.
Water Utilities Fiber Optics Project $210,000 - To connect the water and wastewater plants with related pumping and
storage facilities to a proposed Stillwater fiber optic grid. The project objective is to automate the water utilities’ systems
for a more efficient operation.

UTILITY SERVICES - Electric System Projects
System Extensions - A system extension item has been included in each of the five years. This funding is to provide new
underground or overhead construction as required for services to new customers.
Chain Link Fence, BLS - To prevent casual entrance at the plant and to keep the public away from possibly dangerous
equipment, SEU must install a fence around the east side of the power plant grounds. The suggestion has been made that
we use black chain link fabric and poles for the construction to reduce the visual impact of the fence upon the area around
the trail.
Unit #2 Forced Draft Fan Upgrade - Modification of a fan to correct problem in the #2 turbine of not being able to reach a
steady state output of 15 MW.
Hospital Substation Breakers - To install two, enclosed breakers in a switchgear housing at the west end of the Hospital
Substation to replace the outdoor breakers presently in operation. The old section of superstructure will be removed. The
two new feeders from the substation will be installed underground to clear up some of the overhead clutter in the area.
Underground Residential Rebuilds - An underground residential rebuild item has been included in each of the five years.
This funding will allow SEU to reconstruct the residential distribution system in a specific subdivision each year. The
subdivisions have been chosen based on the general dates of initial installation. All are approximately 30 years old.
Additional transformers will be installed in locations where service lengths are too long. The upgraded systems will
increase the reliability to the customers and reduce some of the losses due to long secondary conductor lengths.
Street Lights, Washington Street, from Lakeview to Airport - This item is to install street lights on the one-mile section of
Washington from Lakeview to Airport. Lights will be placed on existing poles where possible to limit construction costs.

UTILITY SERVICES - Stormwater Flood Control (Drainage) Projects
Stormwater Master Plan - This is a continuation of a planning effort begun in FY 97/98. A consultant is being retained to
develop a Master Plan for the drainage system to document the existing drainage system, identify problem areas, and
recommend needed capital improvements. This effort is expected to take 2-3 years to complete. Additional funding is
projected for years 1 and 2 of the Capital Plan.
S.C.C. January 19, 1998 Page 6
Tributary 3 Diversion Channel - extends north of Redbud Avenue through Wildwood and Pecan Grove additions. These
neighborhoods are bounded on the east side by the railroad and on the north side by Lakeview Road. A significant
portion of the drainage basin for this channel drains into the neighborhood from the east, under the railroad tracks at a
point near Lakeview Road. The proposed diversion channel will relocate that portion of the flow of that water such that it
stays on the east side of the railroad tracks until reaching a point at the southern end of the neighborhoods. This diversion
will reduce the flow of water that actually flows through the neighborhoods to a point that the existing channel will
contain virtually all of a 100 year flooding event. Project design to be completed in FY 97/98. Construction is expected to
start late in that fiscal year. It is anticipated Capital Plan funds to construct this channel will be borrowed, then repaid
over a period of 6 -7 years using revenue from the Stormwater Utility; $200,000 per year has been included in the Capital
Plan to finance the debt service on this project.
Miscellaneous Drainage Projects - Upon completion of the Stormwater Master Plan, a comprehensive projection of
drainage improvement projects will be available for consideration. Funding is projected in years 3, 4 and 5 of the Capital
Plan to begin implementation of this plan.

TRANSPORTATION - PUBLIC WORKS DEPARTMENT - Overlay Mercury Avenue, Perkins Road to Marine Drive -
Repairs to the asphalt section of Mercury Avenue between Perkins Road and Marine Drive, including an overlay. This
project is intended to be done as a companion to the upgrade of Marine Drive between Lakeview Road and Airport Road.
Repair Virginia Avenue, Stallard Street to Jardot Road - Replace cracked concrete slabs on Virginia Avenue west of
Jardot Road. Subgrade repairs will be done as required.
Repair Marine Drive, Airport Road to Lakeview Road - Reconstruct, repair, and upgrade Marine Drive between Airport
and Lakeview Road to an industrial standard that is capable of handling the heavy truck traffic that has developed on it.
The north 1/3 of the project will involve complete reconstruction of the road, the middle portion will be patching and
overlay and the section south of Mercury Avenue will be an overlay. The funding level for this project anticipates that
state industrial access funds will be obtained for all pavement surfacing work. The patching, subgrade and drainage work
will be paid for through a combination of city funds and an assessment district involving the adjoining property owners.
This project is expected to be a companion to the repairs to Mercury Avenue between Perkins Road and Marine Drive.
Washington Street, 6th Avenue to University Avenue -Completely reconstruct all sidewalk and street paving (store front to
store front) on Washington Street between 6th/University Avenues. This is a companion project to water and sewer line
replacements that need to be completed at this time. The project will correct some minor drainage problems and upgrade
the traffic signal at 4th and Washington.
Repair Sidewalk on North Washington Street - Completion of repairs to a sidewalk on the west side of Washington Street
between Tyler Avenue and Moore Avenue.
Intersection Timing Study - Includes turning movement counts at all signalized intersections the City is responsible for.
Based on counts, the timing and operation of the signals will be adjusted, and include updating the operating parameters
of the computer coordination system in place on 6th Avenue and on Perkins Road.
Virginia Avenue, Burdick Street to Stallard Street -Repair and upgrade the street paving. It is anticipated this project
will be designed by a consultant with funds proposed in year 1 for design work. Construction funding to be set aside in
year 2.
Improve Lakeview Road, Washington Street to State Street - To widen Lakeview Road from Washington Street to State
Street. Grade adjustments are anticipated to improve sight distances on Lakeview Road. Curb and gutter will be
provided along the full length of the project on the north side of Lakeview Road, along with a sidewalk. Curb and gutter
will be provided on the south side for most of the project but will probably be terminated somewhere near the west end of
the project as the adjoining properties become more rural and agricultural in use. Consideration will be given to adding
an eastbound left turn lane at State Street for traffic entering the University Estates addition. Similar consideration will
be given to a turn lane for traffic accessing Monroe Street. The west leg of the intersection of Lakeview Road and
Washington Street will be widened to provide an eastbound left turn lane and to align lanes with the east side of the
intersection. It is anticipated this short section of five lane (two east, two west, one left turn) pavement will extend west
and transition back to two lanes in the vicinity of Jefferson Street and Monroe Street. The traffic signal at Washington
Street and Lakeview Road will be upgraded and provide left turn signals on all four legs of the intersection. This project
is part of the second item on the list of high priority projects in the Transportation Plan 2010. ODOT has agreed to
provide 75% of the construction funds for this project in year 3. Design funds are proposed for years 1 and 2 to be ready
for their funding.
Repair Lakeview Road, Western Road to State Street - Repair, widen and overlay Lakeview Road between Western Road
and State Street. The widening will be done to a “super two lane” width, without curb and gutter as projected in the
Transportation Plan 2010. Some grade adjustment is anticipated just east of Western Road to improve the sight distance
along Lakeview Road. This is part of the second item on the list of high priority projects in the Transportation Plan 2010.
This project is being designed by the City Engineer in FY 97/98 in anticipation of construction in year 1 of the capital plan
(FY 98/99).
Improve 12th Avenue, Ransom Street to Jardot Road - Construct 12th Avenue west of Jardot Road to connect with city
standard paving recently completed just east of Ransom Street. The construction will be to a normal city standard with
curb and gutter. Grade adjustments are anticipated near the west end of the project to correct sight distance limitations
that currently exist. This project is being designed by City Engineer in FY 97/98, with anticipation of construction in year
1 of the capital plan (FY 98/99).
Repair 12th Avenue, Duck Street to Main Street - Replace cracked and settling concrete slabs on 12th Avenue between
Duck Street and Main Street.
Repair University Avenue Sidewalk - Upgrades to meet the Americans with Disabilities Act requirements will be
incorporated into this project as required.
S.C.C. January 19, 1998 Page 7
Repair 9th Avenue, Western Road to Washington Street - Replacing cracked and settling concrete slabs.
Repair Duck Street, Boomer Road to McElroy Avenue - Replacing cracked and settling concrete slabs.
Repair Western Road, 6th to 11th Avenues -Replacing cracked and settling concrete slabs.
Repair Duck Street, Elm to 6th Avenues - Replacing cracked and settling concrete slabs.
Repair Duck Street, 6th to 12th Avenues - Replacing cracked and settling concrete slabs.
Repair 9th Avenue, Lewis Street to the Railroad - Reconstruct the brick section of 9th Avenue east of Lewis Street to the
railroad tracks, reusing existing brick surface.
Repair Washington Street, 6th to 9th Avenues -
Repair Manning Street North of McElroy Avenue -Repair Manning Street north of McElroy Avenue to approximately
Briarwood by replacing cracked and settling concrete slabs.
Repair Husband Street, Lakeview to Airport Roads -Repair Husband Street between Lakeview Road/Airport Road by
replacing cracked and settling concrete slabs.
Repair McElroy Avenue, Monroe Street to Washington Street - To address the pavement deterioration occurring on
McElroy Avenue between Monroe Street/Washington Street.

Miscellaneous Street Repairs - Identified for inclusion in year 4 of the capital plan:
Repair Stallard Street, Virginia Avenue to McElroy Avenue -Replacing cracked and settling concrete slabs.
Repair Stallard Street, 6th to 3rd Avenues -Replacing cracked and settling concrete slabs.
Repair Stallard Street, 3rd Avenue to Virginia Avenue -Replacement of cracked and settling concrete slabs.

Miscellaneous Street Repairs - year 5 of capital plan:
Overlay, Northwest of Washington Street and Lakeview Road - Continuation of a repair project performed on residential
streets west of Washington Street and north of Lakeview Road several years ago. Additional patching anticipated, with
overlay of all asphalt streets.
Repair Streets, 19th to 26th, Sangre Road to Pioneer Trail - Widespread areas of severe deterioration of the asphalt paving.
Construct 19th Avenue, Western Road to Perkins Road - Identified as $#6 in the high priority category of improvements in
the Transportation Plan 2010. Funding is identified in years 3, 4 and 5 for project development and design. Significant
construction funds (past estimates are in the vicinity of $3,000,0000) are needed in future years. As the project is
developed, options for phased construction over a period of years will be investigated.
Repair Sherwood Avenue, Western Road to McFarland Street - This project will repair Sherwood Avenue, which has
deteriorated over the years largely due to water line leaks, between Western Road and McFarland Street. It is anticipated
the old water lines will have been replaced prior to reconstruction of the street.
Center Lane McElroy Avenue, Duck to Main Streets - This item is currently identified as the third item in the high
priority category of projects in the Transportation Plan 2010.
Repair Burdick Street, North of McElroy Avenue -
Intersection of Western Road and Hall of Fame Avenue -This project is for a variety of improvements at the Western
Road and Hall of Fame Avenue intersection. Due to the complexities of this project, funding is identified in years 4 and 5
for project development and design. Significant construction funds (past estimates are in the vicinity of $1,250,0000) will
need to be provided in future years.

ADMINISTRATIVE & SUPPORT SERVICES - Information/Finance/Personnel Services
Time Management System - The software and hardware requested in year 1 will dramatically streamlines the payroll
preparation process by eliminating manual totaling of timecards, improving scheduling, providing data to managers, and
enforcing payroll policies.

MAYOR HENSON adjourned the Study Session at 7:25 p.m.

            =========================================================================
                                  STILLWATER CITY COMMISSION
                                        REGULAR MEETING
                                     STILLWATER, OKLAHOMA
                                         JANUARY 19, 1998


PRESENT: MAYOR MIKE HENSON, VICE MAYOR DAVE HESSEL, RAY SCARBROUGH, KAREN KAY
MULLENDORE, BUD LACY

1. MAYOR HENSON called the Regular meeting of the City Commission to order at 7:30 p.m. The Commissioners stood
for the Pledge of Allegiance.

3.       PROCLAMATIONS AND PRESENTATIONS

MAYOR HENSON presented Joseph Hahn with a proclamation, proclaiming the week beginning Monday, January 19 as
Stillwater Cowboy County Jaycee Week.

4.       APPROVAL OF MINUTES
S.C.C. January 19, 1998 Page 8
MOTION BY KAREN KAY MULLENDORE, SECOND BY DAVE HESSEL TO APPROVE THE MINUTES OF THE
STUDY SESSION AND REGULAR MEETING OF JANUARY 12 , 1997 AS WRITTEN.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, KAREN KAY MULLENDORE, RAY SCARBROUGH - YES.
BUD LACY - ABSTAINED. MOTION CARRIED WITH FOUR VOTES YES.

5.        CONSENT DOCKET
a. Claims in the amount of $70,343,98, Special Claims in the amount of $31,597.18, and payroll in the amount of
$631,561.51 were presented for approval.
b. Request for approval of vacation of 3 street rights-of-way located in the Countryside Addition area, on the south side of
the 2300-2700 blk. Of 19th Avenue. CC-98-14
c. Request for approval of a Final Plat for Hoke Estates, Sect. 9, a residential subdivision to be located on the 2600 blk. of
North Glenwood Drive. CC-98-15
d. Request for approval of a Final Plat for Hoke Estates, Sect. 10, a residential subdivision to be located in the 2400-2500
blk. of North Keller Drive. CC-98-16
e. Parks, Events & Rec. Planner John McClenny recommended Lake McMurtry’s restroom construction be awarded to
low bidder, Heritage Construction in the amount of $36,957. CC-98-17
f. Mr. McClenny recommended the construction of access walks & parking at Whittenberg Park be awarded to low
bidder, North Central Construction in the amount of $12,447. CC-98-18
g. Library Dir. John Augelli recommended the purchase of Computer system be awarded to Sirsi Corp., Huntsville, AL.
in the amount of $17,353 as lowest and best bid. CC-98-19
h. A budget amendment for the Library was requested, to proceed with the original proposal, to purchase Internet access
software, replace 6 “486 PC” workstations, and supplement the approved Technology Enhancement project budget with
$17,118 in additional Library Bond Funds.CC-98-20
i. Receipt of notification from TCI of the availability of TCI Digital cable programming effective Feb. 16, 1998 was
presented for acknowledgment.
j. The Stillwater Convention & Visitors Bureau presented their quarterly report for October 1, 1997 - Dec. 31, 1997 for
acceptance.
k. Fund 35 Street and Traffic Control Projects status report was presented. CC-98-22
l. Fund 21 Stormwater Utility Projects status report was presented. CC-98-23
m. A budget transfer of excess funds from street sweeper purchase in the amount of $52,500 to the General fund was
presented for approval.
n. A General Utility easement granted by John & Eiri Deveny for property in the SE/4, Sec. 28, T19N, R2E, I.M., Payne
County was presented for acceptance.

MOTION BY RAY SCARBROUGH, SECOND BY DAVE HESSEL TO APPROVE THE CONSENT DOCKET,
INCLUDING SPECIAL CLAIMS AND PAYROLL.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

6.   PUBLIC APPEARANCES, PETITIONS, COMMUNICATIONS
a.   Miscellaneous items from the audience. In response to Craig Fuqua’s question as to who had been designated as
     alternate judge, MAYOR HENSON advised Sharon Scott had been appointed.

7.       PUBLIC HEARINGS
a. Consider request from the OSU Foundation for a Map Amendment to rezone property located on the west side of the
400-500 block of South Monroe Street from RM2 (Med. Density Multiple Family District) to CO (Office District).
Community Develop. Dir. JOHN WESLEY illustrated the location of the proposed request, and presented pictures of the
proposed building. The request to rezone a 1.5 acre tract located on the west side of Monroe Street south of Fourth
Avenue to Sixth (excluding the corner lot), from RM2 to CO. The property is developed with single family uses, and
multi-family uses. Property at the corner of 6th and Monroe is zoned CO, with an office use. Property to the east is zoned
CS, with a convenient store and associated parking. There is also CO zoning at the northeast corner of 5 th and Monroe,
with an office use.

The owner has plans to proceed with design and construction of an office building on this property to serve the OSU
Foundation. While the Comprehensive Plan designated this area for medium density residential uses, changes have
occurred which indicate the request for CO zoning is appropriate for the area.

In response to questions, MR. WESLEY advised how the actual development might occur and impacts it could have in the
area including those on water, sewer, fire fighting, traffic, and visual appearance along Monroe Street would be
addressed. There will be the standard review of the permit plans to address concerns regarding things such as fire
protection, and traffic circulation. The Planning Commission had reviewed the changes in zoning and land use over the
past few years, and the plan is to have office uses in this area. It was observed an office development would more likely
enhance this corridor than an apartment. It was determined design issues mentioned in the report could be handled by
staff and would not need public review.
S.C.C. January 19, 1998 Page 9

Stillwater Engineering’s TERRY STAMBACK spoke in behalf of the OSU Foundation. He provided a model presented
by Senior Architect students based upon the Foundation’s need for building space and requirements. It would be similar
but this was not the final rendering of the building site. The Foundation’s site will be less intensive in use than the current
RM2 zoning, or a multi-family apartment complex use.

MR. STAMBACK continued, on-site parking will be provided. They were cognizant current utilities are inadequate and
must be updated to accommodate a 3 story building. Water and sewer lines are inadequate to service this site, and will be
upgraded to provide the necessary service. In response to questions, he advised the current plans are to have a 3 story
facility. As far as he knew, they do not intend to lease out any of the space. It will be required to have a sprinkler system.

Foundation Pres. ROD AREA spoke in behalf of this rezoning request, saying they have the backing of the university, and
were encouraged to build at this site, which will beautify the Monroe Street entrance unto the Campus. This facility will
provide office space for the future growth of the OSU Foundation, whose sole benefit is to provide the needed resources for
the college. The Commissioners endorsed this new addition.

MR. WESLEY provided staff and the Planning Commission’s recommendation approval of the request as submitted. He
advised staff had received one protest from a property owner, Lee Schidler.

MOTION BY RAY SCARBROUGH, SECOND BY BUD LACY TO APPROVE STAFF AND PLANNING
COMMISSION’S RECOMMENDATION TO REZONE TO CO.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

8.       ORDINANCES
.        (second reading)
a. Ordinance No. 2600 related to the BOCA National Building Code, 13 th Edition, 1996, adopting by reference,
providing for copies, specifying certain deletions, modifications, amendments and insertions, and providing for penalties.

MOTION BY RAY SCARBROUGH, SECOND BY KAREN KAY MULLENDORE TO ADOPT ORDINANCE 2600,
AND AUTHORIZE THE MAYOR AND CLERK TO SIGN.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

b. Ordinance No. 2601, relating to fire prevention, amending the code of ordinances by amending sections 12-31 and 12-32
as they relate to the adoption of the BOCA National Fire Prevention code, 1996 Edition, and amendments thereto.

MOTION BY KAREN KAY MULLENDORE, SECOND BY RAY SCARBROUGH TO ADOPT ORDINANCE 2601,
AND AUTHORIZE THE MAYOR AND CLERK TO SIGN.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

c. Ordinance No. 2602, revising sections 10-27 and 10-28 as they relate to the adoption of the National Electrical Code,
1996 Edition and amendments thereto.

MOTION BY RAY SCARBROUGH, SECOND BY KAREN KAY MULLENDORE TO ADOPT ORDINANCE 2602,
AND AUTHORIZE THE MAYOR AND CLERK TO SIGN.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

d. Ordinance No. 2603 amending sections 7-51 through 7-53 as they relate to the adoption of the BOCA National Property
Maintenance Code, 1996 edition and amendments thereto.

MOTION BY KAREN KAY MULLENDORE, SECOND BY RAY SCARBROUGH TO ADOPT ORDINANCE 2603,
AND AUTHORIZE THE MAYOR AND CLERK TO SIGN.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

e. Ordinance No. 2604 amending the city code by creating a chapter called The Prevention of Youth Access to Tobacco
Act.

MOTION BY RAY SCARBROUGH, SECOND BY KAREN KAY MULLENDORE TO ADOPT ORDINANCE 2604,
S.C.C. January 19, 1998 Page 10
AND AUTHORIZE THE MAYOR AND CLERK TO SIGN.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.
9.        REPORTS FROM OFFICERS AND BOARDS
a. Miscellaneous items from the City Attorney. No items.
b. Miscellaneous items from the City Manager. No items.
c. Miscellaneous items from the City Commission.
COMMISSIONER LACY spoke of the successful completion of the Leadership Stillwater class #11, and recognized Eric
Seeliger, who has been recognized as Firefighter of the Year.
COMMISSIONER MULLENDORE urged interested citizens to attend the Neighborhood Alliance meeting to be held at
the Library on Thursday evening, 7:00 p.m. to discuss the 5 year capital plan.
MAYOR HENSON thanked Stillwater Floral for the nice arrangement of flowers this evening.

10.     APPOINTMENTS
a. Appointment to the Retirement Focus Group for the Comprehensive Plan.

MOTION BY DAVE HESSEL, SECOND BY RAY SCARBROUGH TO APPOINT JAMES STRUTHERS TO THE
RETIREMENT FOCUS GROUP.

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

11.     NEW BUSINESS No items.

12.     ADDITIONS, CORRECTIONS, QUESTIONS No items presented.

13.     ADJOURNMENT

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

ROLL CALL VOTE: MIKE HENSON, DAVE HESSEL, RAY SCARBROUGH, KAREN KAY MULLENDORE, BUD
LACY - YES. NO - NONE. MOTION CARRIED WITH ALL VOTES YES.

The Meeting was adjourned at 8:00 p.m.

_____________________________            _____________________________________________
MAYOR MIKE HENSON                                     SYLVIA S. MALLETT,
                                                      DEPUTY CITY CLERK
S.C.C. January 19, 1998 Page 11

				
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