Agenda Item 0 NOTICE OF SPECIAL MEETING OF THE BARTLESVILLE CITY COUNCIL Monday, March 18, 2019 Council Chambers 7:00 p.m. 401 S. Johnstone Avenue Bartlesville, OK 74003 Mayor Dale Copeland 918-338-4282 AGENDA 1. Call to order the business meeting of the Bartlesville City Council by Mayor Copeland. 2. Roll Call and Establishment of a Quorum. 3. The invocation will be provided by Pastor Jason Elmore, Friday Nite Church and President of the Ministerial Association. 4. Citizens to be heard. 5. City Council Announcements and Proclamations 6. Authorities, Boards, Commissions and Committee Openings There are no openings at this time. 7. Consent Docket a. Approval of Minutes i. The Regular Minutes of March 4, 2019. b. Approval of Agreements and Contracts i. Approve short form contract with J. Graham Construction Inc. for the Police and Fire Memorial project based upon written quotes for services. c. Receipt of Financials i. Interim Financials for the six months ending December 31, 2018. 8. Discuss and take action to award Bid Number 2018-2019-032 for Storm Drain Materials – Reinforced Concrete Box, Storm Drain Manholes and Drainage Inlets. Presented by Terry Lauritsen, Director of Water Utilities. 9. A public hearing to consider and take action on a request by City of Bartlesville staff to close a portion of Silas Avenue (6th Street) lying between Block 47 and Block 54 of the Original Town of Bartlesville, Washington County, Oklahoma, said right-of-way being located between Dewey Avenue and Osage Avenue. Presented by Micah Siemers, P.E. Director of Engineering. 10. City Manager and Staff Reports. 11. City Council Comments and Inquiries. 12. Adjournment. The Notice of Meeting and Agenda was received and filed in the Office of the City Clerk and posted in prominent public view at City Hall at 5:00 p.m. on Thursday, March 14, 2019. Jason Muninger /s/ Elaine Banes Jason Muninger, City Clerk/Finance Director by Elaine Banes, Deputy City Clerk All discussion items are subject to possible action by the City Council. Agenda items requiring a public hearing as required by law will be so noted. The City Council may at their discretion change the order of the business agenda items. City of Bartlesville encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the City Clerk at least one working day prior to the scheduled meeting is encouraged to make the necessary accommodations. The City may waive this rule if signing is not the necessary accommodation. Agenda Item 7.a.i. MINUTES OF THE REGULAR MEETING OF THE BARTLESVILLE CITY COUNCIL Monday, March 4, 2019 7 p.m. City Hall, Council Chambers 401 S. Johnstone Avenue Dale W. Copeland, Mayor Bartlesville, OK 74003 918-338-4282 MINUTES (Notice of Meeting was posted 12/15/18. Agenda posted February 28, 2019) City Council Members present were Mayor Dale Copeland, Vice Mayor Alan Gentges, Trevor Dorsey and Paul Stuart. City Council Member absent was Jim Curd, Jr. City staff present were Mike Bailey, City Manager, Jess Kane, City Attorney; Jason Muninger, City Clerk/Finance Director; Lisa Beeman, Director of Community Development and Park Planning; Terry Lauritsen, Director of Water Utilities; Keith Henry, Director of Public Works; Nancy Warring, Grants Administrator; Kelli Williams, Chief Communications Officer; David Taylor, IAFF; Sgt. Jim Warring; Police Chief Tracy Roles; and Elaine Banes, Executive Assistant. 1. Mayor Copeland called the business meeting of the Bartlesville City Council to order at 7:00 p.m. 2. Roll call was conducted and a quorum established. 3. The Invocation was provided by Rev. Mike Watkins, St. Luke’s Episcopal Church. 4. Citizens to be heard. There were no citizens to be heard. 5. City Council Announcements and Proclamations. There were no announcements or proclamations. 6. Authorities, Boards, Commissions and Committee Openings Three openings on the Bartlesville Library Board Mayor Copeland read the openings and encouraged citizens to volunteer on City Committees. Applications can be found at www.cityofbartlesville.org or at City Hall in the City Manager’s Office. 7. Consent Docket a. Approval of Minutes i. The Regular Meeting Minutes of February 4, 2019. b. Approval and/or Ratification of Appointments and Reappointments to Authorities, Boards, Commissions and Committees i. Reappointment of Mr. Mike McGrew and Mr. Richard Keim to additional three- year terms on the Sewer System Improvements Oversight Committee at the recommendation of Councilman Dorsey. ii. Reappointment of Mr. Morris McCorvey to an additional three-year term on the Community Center Trust Authority at the recommendation of Mayor Copeland. c. Agreements and Contracts i. Approve a Funding Agreement between the Oklahoma Department of Environmental Quality (ODEQ) and the City of Bartlesville for the reimbursement of expenses related to the purchase of a brush and wood chipper and associated three-year service agreement. ii. Approve an Agreement between the City of Bartlesville and the Bartlesville Area Habitat for Humanity to forgive a $6,450 lien on property located at 1541 SW Maple Avenue. d. Approval of Resolutions i. Approve a resolution amending the budget of the City of Bartlesville, Oklahoma for Fiscal Year 2018-2019, appropriating grant revenues from the Oklahoma Department of Environmental Quality. ii. Approve a resolution amending the budget of the City of Bartlesville, Oklahoma for Fiscal Year 2018-2019, appropriating CDBG 2017 grant revenue. Mayor Copeland read the consent docket in its entirety. Mr. Stuart asked that Item 7.a.i. be removed for discussion. Vice Mayor Gentges moved to approve the consent docket, excluding Item 7.a.i., seconded by Mr. Dorsey. Aye: Mr. Stuart, Mr. Dorsey, Vice Mayor Gentges, Mayor Copeland Nay: None Motion: Passed Mr. Stuart asked that the Minutes of February 4, 2019 be corrected regarding Item 19. He asked to remove the portion of the first sentence in paragraph three where it states that he is the council liaison to the City Planning Commission, since he is not the liaison to the Commission. Mr. Dorsey moved to approve Item 7.a.i. with the correction, seconded by Mr. Stuart. Aye: Mr. Stuart, Mr. Dorsey, Vice Mayor Gentges, Mayor Copeland Nay: None Motion: Passed 8. Discuss and take action on awarding Bid Number 2018-2019-029 for a Tandem Axle Dump Truck for the Water Distribution Department, Presented by Trevor Dorsey. Mr. Dorsey moved to award Bid No. 2018-2019-029 to Premier Truck Group for $117,995, seconded by Mr. Stuart. Aye: Mr. Dorsey, Vice Mayor Gentges, Mr. Stuart, Mayor Copeland Nay: None Motion: Passed 9. Discuss and take action on a recommendation from the Bartlesville Development Authority to appropriate $150,000 from the Economic Development Fund for a forgivable loan to Custom Molding Services to facilitate the purchase and move into the former Voice of the Martyrs warehouse facility at 510 W. Adeline, and add 15 new jobs. Presented by David Wood, President, Bartlesville Development Authority. Mr. Wood reported that Custom Molding Services (CMS) is owned by Bill and Cathie Johnson and operates out of an inadequate facility at 3509 Minnesota Street. Since 2012, when purchased by the Johnson’s, contract work has grown, along with the list of original products developed by CMS, therefore the need for a larger facility. Mr. and Mrs. Johnson approached the BDA in April of 2018 and asked for potential assistance with the construction of a new facility in the Bartlesville Industrial Park. Due to the substantial electrical requirements for plastic molding, costs for a new facility exceeded what they could afford, even with exceptionally high support from the BDA. Fortunately, the former Voice of the Martyrs building at 510 SW Adeline became available and is equipped with the electrical service needed for the plastic molding, and is available for an affordable price. Mr. Wood continued reporting that CMS has contracted for the purchase of the building, contingent upon financial assistance from the BDA, at a level consistent with BDA’s typical participation, which is a forgivable loan of $10,000 per job created (average production wage of $15 per hour). With the move into the VOM facility, CMS projects an increase of 15 net new employees within 12 months of occupancy. Mr. Wood concluded that on February 27, the BDA Board of Trustees approved a request from CMS and recommends that the City Council appropriate $150,000 from the Economic Development Fund to support the building purchase and equipment move. The terms are that CMS will receive a 0% ten (10) year loan, payable in 10 annual installments of $15,000, with an annual credit of $1,000 per net new FTE job over the current five-employee baseline; and that the loan to CMS will be secured with the personal guarantee of Bill and Cathie Johnson, and the BDA will file a subordinate mortgage on the Adeline facility. Vice Mayor Gentges moved to approve appropriating $150,000 from the Economic Development Fund to support the building purchase and equipment move for Custom Molding Service as presented, seconded by Mr. Stuart. Aye: Vice Mayor Gentges, Mr. Stuart, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed The Mayor expressed his appreciation of the BDA and the work they do to keep and build business in Bartlesville. 10. Discuss and take action on Amendment Number 1 to the professional services agreement with Ambler Architects on the Tower Center at Unity Square project for structural engineering services for the stage canopy. Presented by Terry Lauritsen, P.E., Director of Water Utilities. Mr. Lauritsen reported that one of the designated projects on the voter approved 2018 GO Bond issue was to develop a green space between the Price Tower and Community Center.