The REGULAR meeting of the CHICKASHA CITY COUNCIL was held in the council chambers in City Hall on the 2nd day of June, 2003, as specified by advance public notice with a properly prepared agenda stating the subject matter or matters to be discussed at said meeting.   The Mayor called the meeting to order at 7:00 p.m.

MAYOR AND COUNCIL

PRESENT:  J E Parker, Mayor
   Margaret Davis, Council Member
   Paul Powell, Council Member
   Kenneth Walker, Council Member
   David Ratcliff, Council Member
   Paul Lewis, Council Member
   Doug Plummer, Council Member
   Regina Coleman, Council Member
   Guy D. Huggins, Jr., Council Member

STAFF

   Larry Shelton, City Manager
   Tom Frailey, City Attorney
   Steve Chapman, Community Development Director
   Sharon Chapman, City Clerk
   Lynn Williams, Chief of Police
   Angie Jeffries, Community Services Director
   Gina Snedeker, City Treasurer

Everyone present stood and stated the Pledge of Allegiance.

ITEM 2. Visitor Presentation / Citizen and Council Communications

There were no communications.

ITEM 3. Consent Docket:   Items 3a through 3e

Motion by Plummer, second by Davis, to approve the consent docket, items 3a through 3e.

Roll call vote:

“Ayes:” Davis, Powell, Walker, Ratcliff, Parker, Lewis, Plummer, Coleman and Huggins
“Nayes:” None
Motion carried.

ITEM 3a. Approve minutes May 19, 2003, regular meeting

ITEM 3b. Approve purchase order list in the amount of $58,401.84, Payroll Claims for May 2003, in the amount of $646,529.76 (three payrolls), and estimated Payroll Claims for July 2003, in the approximate amount of $458,176.00

ITEM 3c. Approve Contract with the Festival of Light for 2003 Season

ITEM 3d. Approve a request from First Christian Church for utilization of the West Pavilion in Shannon Springs Park on July 13, 2003 and waive the fees

ITEM 3e. Authorize renewing Workers’ Compensation insurance with OMAG and authorize payment in the amount of $262,883.03

ITEM 4. Discussion / Approval of Items Removed from Consent Docket

There was no action taken on Item 4.

ITEM 5. Public Hearing

ITEM 5a. Public Hearing and consider Resolution No. 2003-13R – Adopting the Budget for FY 2003-04

Mayor and Council previously received a copy of the FY 2003-04 Budget for review.

The budget complies with the State law.

Motion by Plummer, second by Huggins, to call a public hearing to approve the budget for FY 2003-2004 as submitted, approve Resolution No. 2003-13R, and authorize Mayor and Clerk to execute.

7:03 p.m.  Mayor Parker opened the floor for the public hearing on the FY 2003-2004 budget.

There were no communications from the audience.

Mayor Parker commended the City Manager for putting together the budget at a time when there is a revenue shortfall.

Council Member Powell commended the City Manager on his work on the budget.

7:05 p.m.  Mayor Parker declared the public hearing closed.

Roll call vote:

“Ayes:” Powell, Walker, Ratcliff, Parker, Lewis, Plummer, Coleman, Huggins and Davis
“Nayes:” None
Motion carried.
(SEE ATTACHED RESOLUTION NO. 2003-13R)

ITEM 6. Ordinances and Resolutions

ITEM 6a. Ord. No. 2003-07 – Amending Chapter 16 – Planning and Zoning, Sec. 16-9-2 – Violations and Penalties of the Code and declaring an emergency

Presently the City of Chickasha has no recourse against individuals or contractors who fail to get a permit or refuse to get a permit prior to beginning their construction activity(s).   At this time they have no incentive to get a permit prior to doing their work.

This ordinance establishes a procedure for individuals and contractors whereby if they begin any activity prior to obtaining a permit, they shall be required to pay double the normal amount of the required permit fee for said activity(s).  Staff believes this will clarify some issues that have occurred in the past and assist the city in protecting the citizens’ interest in the future.

Motion by Plummer, second by Lewis, to table this item to a later date.

Roll call vote:

“Ayes:” Walker, Ratcliff, Parker, Lewis, Plummer, Coleman, Huggins, Davis and Powell
“Nayes:” None
Motion carried.

ITEM 6b. Res. No. 2003-14R – Resolution of Support for Chickasha Villa Apartments, Limited Partnership, a forty-five unit USDA Rural Development Housing Complex

The City has received a request from Green Company Development Group, Inc., for a resolution and letter of support on renovating Town Oaks VII Apartments, 100 Country Club Road in Chickasha.

In talking with Mr. Green and with the Oklahoma Housing Finance Agency, there is no financial commitment from the City on this project.   They are just requesting the City acknowledge that they are aware of the renovation.   It is staff’s opinion that the almost two hundred thousand dollars that has been authorized for the project will go a long way into changing the décor and making the property better for rental individuals.

Motion by Powell, second by Davis, to approve Resolution No. 2003-14R – Resolution of Support for Chickasha Villa Apartments Limited Partnership, forty-five unit USDA Rural Development Housing Complex as submitted, and authorize the Mayor and City Clerk to execute.

Mr. Tom Green, one of the partners, spoke in favor of supporting this endeavor and explained the plan to renovate the existing apartments.

Roll call vote:

“Ayes:” Ratcliff, Parker, Lewis, Plummer, Coleman, Huggins, Davis, Powell and Walker
“Nayes:” None
Motion carried.
(SEE ATTACHED RESOLUTION NO. 2003-14R)

ITEM 7.  Consideration and Discussion Items

ITEM 7a. Consider denying tort claim filed by Brandi Henderson, and forward to insurance carrier for consideration

Brandi Henderson has filed a tort claim in the approximate amount of $300.00.   On May 6, 2003, Ms. Henderson was traveling northbound on Highway 81.   City crews were weed eating and Ms. Henderson claims an object flew from the weed-eater and hit the windshield of her vehicle.

Motion by Huggins, second by Plummer, to deny the tort claim filed by Brandi Henderson and forward the necessary documents to the insurance carrier for consideration.

Roll call vote:

“Ayes:” Parker, Lewis, Plummer, Coleman, Huggins, Davis, Powell, Walker and Ratcliff
“Nayes:” None
Motion carried.

ITEM 7b. Approve the FY 2002 Supplemental Planning Grant Funds for the Emergency Operations Plan

Staff has received notification that the City has been awarded a $4,032.26 grant to update and train on the Emergency Operations Plan (EOP).   The grant is a 100% grant with no match required.

Staff is in the process of updating the plan and will use the funds to prepare the plan for distribution and to pay for training, which will provide employees with the basic understanding of the plan.

Motion by Powell, second by Davis, to approve the FY 2002 Supplemental Planning Grant Funds for the Emergency Operations Plan, and authorize the Mayor to execute the agreement.

Roll call vote:

“Ayes:” Lewis, Plummer, Coleman, Huggins, Davis, Powell, Walker, Ratcliff and Parker
“Nayes:” None
Motion carried.

ITEM 8. Bid Openings and Awards

ITEM 8a. Award Bid No. 2003-027 – Commonly Used Items (Rock, Gravel and etc.)

Bids were opened on May 19, 2003 for the above referenced items.   The bids were submitted to Mr. Larry Fuchs, Public Works Director, for his review and recommendation.

Staff recommends awarding to all bidders, with the low vendor to be contacted first for the purchase of items.

On the items with equal bids, staff recommends that both vendors be contacted and the purchase for the items will be made from the vendor who can supply the items to the City at the most convenient time for the City.

Motion by Plummer, second by Ratcliff, to award Bid No. 2003-027 – Commonly Used Items to all bidders, with the low vendor being contacted first for the purchase of the item(s).   On the items with equal bids, authorize staff to contact both vendors and purchase from the vendor who can supply in the most expedient time frame to meet City requirements.

Roll call vote:

“Ayes:” Plummer, Coleman, Huggins, Davis, Powell, Walker, Ratcliff, Parker and Lewis
“Nayes:” None
Motion carried.

ITEM 8b. Award Bid No. 2003-029 – Sale of surplus Art Deco Lights

Staff solicited bids for the sale of the surplus Art Deco lights.   Only one bid was received which was from Electrical Technologies, Inc., in the amount of $330.00 for eleven (11) surplus lights.

Staff recommends accepting Electric Technologies, Inc.’s bid for the eleven (11) Art Deco lights in the amount of $330.00.   The bidder will make full payment to the Finance Department prior to picking up the lights.

Motion by Davis, second by Plummer, to award Bid No. 2003-029 – sale of surplus Art Deco lights to Electrical Technologies Inc., per their bid in the amount of $330.00 for eleven (11) lights.

Roll call vote:

“Ayes:” Coleman, Huggins, Davis, Powell, Walker, Ratcliff, Parker, Lewis and Plummer
“Nayes:” None
Motion carried.

ITEM 8c. Award Bid No. 2003-030 – Congo Creek Phase IV and IV-A Channel Improvements to CP3 Enterprises in the amount of $491,208.48 (CDBG Funds and Dedicated Sales Tax Funds)

Bids were received on the above referenced project on May 23, 2003.   The engineer and City staff have reviewed the bids and recommends awarding the project to CP# Enterprises per their bid in the amount of $491,208.48.

Funding for the project will be CDBG funds and Dedicated Sales Tax Funds.

Motion by Powell, second by Plummer, to award Bid No. 2003-030 – Congo Creek Phase IV and IV-A Channel Improvements to CP3 Enterprises in the amount of $491,208.48 (CDBG and Dedicated Sales Tax Funds)

Roll call vote:

“Ayes:” Huggins, Davis, Powell, Walker, Ratcliff, Parker, Lewis, Plummer and Coleman
“Nayes:” None
Motion carried.

ITEM 9. Construction Projects Items

ITEM 9a1. Animal Shelter – Drawdown Sheet – For Your Information

There was no action taken on Item 9a1.

ITEM 9b. Grand Avenue extension to U.S. 62 – Nothing at This Time

There was no action taken on Item 9b.

ITEM 9c1. Library Facility – Drawdown Sheet – For Your Information

There was no action taken on Item 9c1.

ITEM 9d1. Sports Complex – Drawdown Sheet – For Your Information

There was no action taken on Item 9d1.

Motion by Powell, second by Plummer, to recess the Chickasha City Council meeting and take care of business in the CMA and CMAA meetings.

Roll call vote:

“Ayes:” Davis, Powell, Walker, Ratcliff, Parker, Lewis, Plummer, Coleman and Huggins
“Nayes:” None
Motion carried.

7:11 p.m. The Chickasha City Council meeting recessed.

Motion by Plummer, second by Powell, to reconvene the Chickasha City Council meeting.

Roll call vote:

“Ayes:” Huggins, Davis, Powell, Walker, Ratcliff, Parker, Lewis, Plummer and Coleman
“Nayes:” None
Motion carried.

7:15 p.m. The Chickasha City Council meeting reconvened.

ITEM 10. Executive Session

ITEM 10a. Discussion, consideration and possible action to enter into executive session to discuss City Manager’s contract under provision 25 OS  SS 307 (B) (1)

Motion by Plummer, second by Powell, to recess the Chickasha City Council meeting and enter into executive session.

Roll call vote:

“Ayes:” Davis, Powell, Walker, Ratcliff, Parker, Lewis, Plummer, Coleman and Huggins
“Nayes:” None
Motion carried.

7:15 p.m.  The Chickasha City Council entered into executive session.

Motion by Powell, second by Ratcliff, to reconvene the Chickasha City Council meeting.

Roll call vote:

“Ayes:” Powell, Walker, Ratcliff, Parker, Lewis, Plummer, Coleman, Huggins and Davis
“Nayes:” None
Motion carried.

7:29 p.m. The Chickasha City Council meeting reconvened.

Motion by Powell, second by Huggins, to approve the amendment to the City Manager’s employment contract.

Roll call vote:

“Ayes:” Walker, Ratcliff, Parker, Lewis, Plummer, Coleman, Huggins, Davis and Powell
“Nayes:” None
Motion carried.

ITEM 11. Motion to Adjourn

Motion by Davis, second by Huggins, to adjourn the meeting.

Roll call vote:

“Ayes:” Ratcliff, Parker, Lewis, Plummer, Coleman, Huggins, Davis, Powell and Walker
“Nayes:” None
Motion carried.

The meeting adjourned at 7:30 p.m.