CITY COUNCIL MINUTES October 6, 2015

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1 The City Council of The Village, Oklahoma, met in regular session at City Hall on Tuesday,, at 7:30 p.m., at 2304 Manchester Drive. COUNCIL PRESENT STAFF PRESENT C. Scott Symes, Mayor Bruce K. Stone, City Manager Hutch Hibbard, Vice-Mayor Beverly Whitener, City Treasurer David Bennett, Council Member Lisa Harden, Assistant City Attorney Chris Bernardy, Council Member Sonny Wilkinson, Council Member ITEM I: CALL TO ORDER. Mayor Symes called the meeting to order at 7:30 p.m. ITEM II: INVOCATION. Mayor Symes gave the invocation. ITEM III: PLEDGE OF ALLEGIANCE. Mayor Symes led the Council in the Pledge of Allegiance. ITEM IV: APPROVAL OF MINUTES. The Mayor asked if there were any corrections, additions or deletions to the Minutes of the September 15, 2015 regular meeting. There were no corrections, additions or deletions and the Council approved the Minutes of the September 15, 2015 meeting, as written. ITEM V: CITIZENS DESIRING TO BE HEARD, PRESENTATIONS. Mayor Symes stated that this time is for citizens to address the Council on any matter that is not on the posted agenda. Ben Harvey, The Village Library Manager, appeared before the Council to introduce himself and give the Council an update on things going on at The Village Library. City Council Minutes Page 1 of 7

2 ITEM VI: REPORTS FROM STAFF. City Manager Bruce Stone briefed the Council concerning tentative plans for the dedication of the splash pad on October 17. Mr. Stone reported on a Plan-in-Hand meeting with ODOT to go over plans for the Britton Road reconstruction project. Mr. Stone told the Council that the project would not go to bid until around October 2016 and that both Phase I and Phase II would be bid together in order to have the entire project done by one contractor. Mr. Stone further advised that construction would take ten (10) months, which would put completion of the project sometime in mid The city manager reported that the annual Christmas party would be at Crossings Community Center on December 8. Mr. Stone reported that FEMA has approved disaster funding for channel repairs estimated at approximately $ Mr. Stone advised that the project would fall under the scope of the Oklahoma Competitive Bidding Act and that he anticipated opening bids on November 20. The city manager reported on a recent meeting with Nichols Hills regarding the temporary use of our facilities by the Nichols Hills Fire Department during the renovation of their facilities. Mr. Stone advised that it was a productive meeting and that the attorneys were able to obtain much of the information and guidance needed to draft a lease agreement for consideration by the governing bodies of both cities. Mr. Stone showed the Council pictures of the new picnic shelter in Meeker Park. Mr. Stone advised that this project is finally nearing completion. Mr. Stone told the Council that a limited work force and the very precise assembly required made this project a challenge to be done in a timely way. The city manager reported on a meeting organized by Vicki Gourley to discuss issues related to the construction of the new OnCue at Hefner and May. Mr. Stone told the Council that representatives of OnCue met with Dr. Pat Woods, Dr. Steven Giles, Joe Gilliland and Vicki Gourley. Mr. Stone advised that the main issues discussed were: (1) the condition and maintenance of a common private easement known as Quail Plaza Drive; (2) drainage; (3) the adequacy the sewerage system; (4) the location of underground fuel tanks; (5) the damage caused to adjoining property by construction of the new OnCue. Mr. Stone gave the Council a report on the results of the discussions. City Council Minutes Page 2 of 7

3 Mr. Stone reported that DEQ has approved the revised sewer plans for the Hidden Village Addition to the City of The Village. Mr. Stone advised that 4 M Trenching has been awarded the contract to install the new sewer system. The city manager noted the traffic signal price quotation provided at the request of Council Member Wilkinson. Mr. Stone advised that the replacement of the controller box at Ridgeview and Britton would be necessary in order to install a yellow flashing left turn signal. Mr. Stone advised that it might be possible to get 100% federal safety money to upgrade this location. Mr. Stone told the Council that the Sewer Department needs to replace a sewer manhole at Ridgeview and Lakeside Drive (Covenant Presbyterian Church). Mr. Stone advised that the condition of the manhole poses a danger to pedestrians, especially children who pass the manhole on the way to and from school. Mayor Symes suggested a cheaper alternative to the complete replacement of the manhole. The city manager advised that he would investigate to see if the alternative would be advisable. ITEM VII: REVIEW OF EXPENDITURES. The Council reviewed the following expenditures reports: General Fund, 09/15/2015: $ Capital Improvement Fund, 09/15/2015: $2, General Fund, 09/15/2015: $88, Animal Bond Fund, 09/15/2015: $85.00 General fund, 09/22/2015: $ Capital Improvement Fund, 09/22/2015: $4, Special Park Fund, 09/222/2015: $3, General Fund, 09/28/2015: $22, ITEM VIII: CONSIDERATION OF FY COLLECTIVE BARGAINING AGREEMENT WITH INTERNATIONAL ASSOCIATION OF FIREFIGHTERS, LOCAL City Manager Bruce Stone advised the Council that the main revisions in the agreement have to do with Call Back procedures and that all other pay and benefits remain unchanged. After a brief discussion, Council Member Bennett moved to approve the FY Collective Bargaining Agreement with the International Association of Firefighters. Vice-Mayor Hibbard seconded the motion. The vote: Yea Wilkinson, City Council Minutes Page 3 of 7

4 Bennett, Bernardy, Hibbard and Symes. Nay none. ITEM IX: CONSIDERATION OF ORDINANCE 712 AMENDING CHAPTER 11 OF THE CODE OF ORDINANCES OF THE CITY OF THE VILLAGE BY ADDING A NEW SECTION PERTAINING TO CITY-WIDE GARAGE SALES; PROVIDING FOR REPEALER; PROVIDING FOR SEVERABILITY AND DECLARING AN EMERGENCY. City Manager Bruce Stone advised that Ordinance 712 would allow residents to hold garage sales on the 1 st weekends of May and October without a garage sale permit. Mr. Stone advised that all other regulations pertaining to garage sales would remain applicable. Mr. Stone further advised that the Ordinance does not provide for rain dates and the designated weekends would be rain or shine. After a brief discussion, Council Member Bernardy moved to adopt Ordinance 712. Council Member Wilkinson seconded the motion. The vote: Yea Wilkinson, Bennett, Bernardy and Symes. Nay Hibbard. Council Member Bennett moved the approval of the Emergency Clause. Council Member Bernardy seconded the motion. The vote: Yea Wilkinson, Bennett, Bernardy and Symes. Nay Hibbard. ITEM X: CONSIDERATION OF RESOLUTION (A) AUTHORIZING PARTICIPATION IN STATE BOARD OF TESTS MAINTENANCE PROGRAM. City Manager Bruce Stone explained the benefits of participation in the State Board of Tests Maintenance Program. Mr. Stone explained that, under this program, the state would maintain the City s Intoxilyzer machine and pick up certain maintenance costs that the City must currently pay. Mr. Stone advised that the program provides for the pooling of the City s Intoxilyzer unit with those of other participating jurisdictions. Mr. Stone advised that a replacement unit would be provided when the machine assigned to The Village needs repair or other maintenance. Mr. Stone further advised that the City would maintain ownership of its Intoxilyzer machine and that the unit would be returned to the City whenever this particular model is phased out of service. After a brief discussion, Council Member Bennett moved to approve Resolution (A) authorizing participation in the State Board of Tests Maintenance Program. Vice-Mayor Hibbard seconded the motion. The vote: Yea Wilkinson, Bennett, Bernardy, Hibbard and Symes. Nay none. City Council Minutes Page 4 of 7

5 ITEM XI: CONSIDERATION OF RESOLUTION (B) AMENDING THE FY SPECIAL PARK FUND BUDGET. The city manager explained that Council should amend the Special Park Fund Budget to (1) appropriate the funds donated for park benches and trash receptacles and (2) to approve the related expenditures. After a brief discussion, Council Member Bernardy moved to approve Resolution (B) amending the FY Special Park Fund Budget. Council Member Wilkinson seconded the motion. The vote: Yea Wilkinson, Bennett, Bernardy, Hibbard and Symes. Nay none. ITEM XII: CONSIDERATION OF JOINT RESOLUTION (C) OF THE COUNCIL OF THE CITY OF THE VILLAGE AND THE TRUSTEES OF THE VILLAGE PUBLIC WORKS AUTHORITY APPROVING THE SECOND AMENDMENT TO THE DEVELOPMENT LOAN AGREEMENT AND REAUTHORIZING AN ANNUAL GUARANTY OF THE REPAYMENT OF THE INDEBTEDNESS RELATING TO THE REDEVELOPMENT OF THE FORMER VINTAGE LAKES APARTMENTS PROPERTY, SUBJECT TO RESTRICTIONS AND LIMITATIONS OF THE OKLAHOMA CONSTITUTION AND APPLICABLE LAW. City Manager Bruce Stone advised that Bancfirst requested certain amendments to a similar resolution approved by the Council and the Trustees of the Village Public Works Authority several months ago. Mr. Stone advised that City Attorney Leslie Batchelor has made the needed revisions to the resolution. After a brief discussion, Council Member Bennett moved to approve Joint Resolution (C) approving the Second Amendment to the Development Loan Agreement and reauthorizing an annual guaranty of the repayment of indebtedness relating to the redevelopment of the former Vintage Lakes Apartments. Council Member Bernardy seconded the motion. The vote: Yea Wilkinson, Bennett, Bernardy, Hibbard and Symes. Nay none. ITEM XIII: NEW BUSINESS. Council Member Wilkinson asked if legal counsel had had time to research the issue of bagged advertisements thrown in yards. Assistant City Attorney Lisa Harden advised that this activity been determined by the courts to be protected speech. City Council Minutes Page 5 of 7

6 Vice-Mayor asked when Uptown Grocery plans to open. The city manager advised that they hope to open before Thanksgiving. Vice-Mayor Hibbard asked if there had been any more consideration of options for allowing carports. Assistant City Attorney Lisa Harden advised that she has done some research and would be providing the Council with a report (1) indicating the steps needed to vacate Building Limit lines and (2) providing design standards to consider. Vice-Mayor Hibbard asked about the status of Hidden Village Addition. The city manager advised that DEQ has approved the sewer plans but that the City Engineer has not yet approved of the final grading and drainage plans. Vice-Mayor Hibbard asked in which Ward the new homes would be. Mr. Stone advised that this entire area is Ward 3. Council Member Bernardy reminded the Council of the need to get back to recognizing Businesses of the Month. The Council discussed possible candidates and agreed to submit their suggestions no later than the next meeting. Council Member Bernardy noted that former Mayors John Chiaff and Dave Barton both passed away recently. Council Member Bernardy suggested that the Council should consider the two for The Village Hall of Fame. Council Member Bernardy asked how the Food Truck event at Casady Square went. Mr. Stone advised that the event would take place on October 29. Council Member Bernardy told the Council about the fundraising event held for the Larry Johnson Foundation at Duffner Park. Council Member Bernardy told the Council that event organizers invited the city manager to play a few songs with the band. Council Member Bennett told the Council that he was encouraged to see people working in Council Member Bennett asked about the limits of jurisdiction for traffic enforcement. Mr. Stone advised that both Oklahoma City and The Village could write citations on either side of the street when the jurisdictional boundary is the centerline of the street. (Hefner, Britton Road west of May, Waverly) Council Member Bennett expressed his concern about certain shortcomings with the Recycling Rewards program. Council Member Bennett stated that it appears that Recyclebank does not have accurate information to allocate the points the way City Council Minutes Page 6 of 7

7 intended. Mr. Stone advised that Recyclebank is a third party contractor and that they have been less than responsive to complaints. Mr. Stone advised that Waste Connections would prefer not having the program. Mr. Stone advised that the City could save about $40,000 a year by dropping the rewards program altogether. Mayor Symes stated that the radar sign on Hefner appears to go off sometimes. Mr. Stone advised that it could be a battery issue and that he would ask the Police Department to keep an eye on it. Mayor Symes asked if there had been any further issues with the large mobile sign at the Urgent Care facility at Britton and May. Mr. Stone advised that the business removed the sign some time ago and that so far it has not come back. ITEM XIV: ADJOURNMENT p.m. There being no further business, the Mayor adjourned the meeting at 9:40 Mayor Symes Council Member Bennett City Clerk Vice-Mayor Hibbard Council Member Bernardy Council Member Wilkinson City Council Minutes Page 7 of 7

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