Attachments. Attachments

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AGENDA OF

A REGULAR MEETING OF THE MAYOR AND BOARD OF COMMISSIONERS OF THE CITY OF ARDMORE, OKLAHOMA,

HELD ON 4/21/2014 AT 7:00 PM IN THE COMMISSION CHAMBERS

1. CALL TO ORDER, by the Mayor 2. INVOCATION

3. PLEDGE OF ALLEGIANCE 4. ROLL CALL

5. APPROVE AGENDA - ORDER OF BUSINESS AND CONTENTS 6. APPROVE MINUTES

of Regular Meeting of April 7, 2014

Attachments 7. PUBLIC HEARING

A. Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Request of Text Amendment to City of Ardmore Unified Development Code to Amend Section 412 D to Reduce the Size of Area to be Eligible for a Planned Unit Development from 5 Acres to 2 Acres and to Add Section 412 D (1) Adding a Residential Density Restriction

(Nick Diaz, Director of Development Services) Attachments B. Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning

the Request to Allow a Restaurant Downstairs in the O (Office) Zoning District at 23 B Street SW

(Nick Diaz, Director of Development Services) Attachments 8. CONSENT AGENDA: All items listed are considered to be routine by the City Commission and will be enacted by one motion. There will be no separate discussion of these items unless a Commissioner or a citizen so requests, in which event the item will be removed from the consent status and considered in its normal sequence on the agenda.

A. Consider and Take Action on Approval of Amendment to Ardmore Downtown Executive Airport Lease Agreement with KMA LLC

(Bruce Cypert, Director of General Services) Attachments B. Consider and Take Action on Approval of Lump Sum Distribution from the Oklahoma Municipal

Retirement Fund to Mr. Samuel McBride

(Kevin Boatright, Interim Director of Human Resources) Attachments 9. REGULAR BUSINESS

A. ORDINANCE(S)

1. Consider and Take Action on Approval of an Ordinance Amending the Unified Development Code of the City of Ardmore to Amend Section 412 D to Reduce the Size Area to be Eligible for a Planned Unit Development from 5 Acres to 2 Acres and to Add Section 412 D (1) Adding a Residential Density Restriction

(Nick Diaz, Director of Development Services) Attachments B. RESOLUTION(S)

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1. Consider and Take Action on Approval of a Resolution of Conditional Use Permit for a Restaurant Downstairs at 23 B Street SW in the O (Office) Zoning District

(Nick Diaz, Director of Development Services) Attachments C. AGREEMENT(S)

1. Consider and Take Action on Approval of Payment for the Sales Tax Rebate to Ardmore Commons in the Amount of $447,784.00

(Ken Campbell, Director of Finance/City Clerk) Attachments 2. Consider and Take Action on Approval to Declare Information Technology Department Property

Surplus and Disposal by Destruction

(Robert Newell, Director of Information Technology) Attachments 10. ADJOURN

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THE CITY OF ARDMORE, OKLAHOMA Regular Meeting Agenda

THE COMMISSION CHAMBERS Minutes

4/21/2014

Subject / Recommendation:

of Regular Meeting of April 7, 2014

Name and Title:

Amount Requested:

Fund and Line Item:

BudgetedItem : No Other Information:

Review Approval:1) City Manager's Office 2) Office of the City Clerk

Cover Memo

Item # 1

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MINUTES OF

A REGULAR MEETING OF THE MAYOR AND BOARD OF COMMISSIONERS OF THE CITY OF ARDMORE, OKLAHOMA, HELD ON APRIL 7, 2014

AT 7:00 PM IN THE COMMISSION CHAMBERS

Present: Sheryl Ellis Mayor

Martin Dyer Vice-Mayor

Bob Geurin Commissioner Keith King Commissioner

J.D. Spohn City Manager Jen O’Steen City Attorney Ken Campbell City Clerk

Absent: John Moore Commissioner

This meeting was held in compliance with the Oklahoma Open Meeting Act (OSS 25)

1. CALL TO ORDER, BY THE MAYOR Mayor Ellis called the meeting to order.

2. INVOCATION

The invocation was led by Robert Newell, Director of Information Technology.

3. PLEDGE OF ALLEGIANCE

The pledge of allegiance was led by Commissioner Geurin.

4. ROLL CALL

The City Clerk called roll. All were present except Commissioner Moore.

5. PRESENTATION(S)

A. Presentation of Proclamation by Mayor Ellis to Amber Wilson, Director of Emergency Management, Declaring the Month of April as "Severe Weather Preparedness Month"

Proclamation presentation made by Mayor Ellis to Amber Wilson, Director of Emergency Management, declaring the month of April as "Severe Weather Preparedness Month" in the City of Ardmore.

Attachment number 1 Page 1 of 6

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B. Presentation of Proclamation by Mayor Ellis to Ken Campbell, Director of Finance/City Clerk, Declaring the Month of April as "Fair Housing Month"

Proclamation presentation made by Mayor Ellis to Ken Campbell, Director of Finance/City Clerk, declaring the month of April as "Fair Housing Month" in the City of Ardmore.

6. APPROVE AGENDA – ORDER OF BUSINESS AND CONTENTS

Motion was made by Vice-Mayor Dyer and seconded by Commissioner Geurin to approve the agenda as written.

Ayes: Geurin, King, Dyer, Ellis Nays: None

Absent: Moore

7. APPROVE MINUTES

Motion was made by Commissioner King and seconded by Vice-Mayor Dyer to approve the minutes of the Regular Meeting of March 17, 2014 as written.

Ayes: King, Dyer, Ellis Nays: None

Abstain: Geurin Absent: Moore

8. CONSENT AGENDA: All items listed are considered to be routine by the City Commission and will be enacted by one motion. There will be no separate discussion of these items unless a Commissioner or a citizen so requests, in which event the item will be removed from the consent status and considered in its normal sequence on the agenda.

A. Consider and Take Action to Confirm Mayor and City Commissions Appointments to the Parks and Recreation Advisory Board to Serve First Three (3) Year Terms to be Bobby Bryant and Dianne West (Expire Dates: February 2017)

The Mayor and City Commissions appointed to the Parks and Recreation Advisory Board to serve first three (3) year terms Bobby Bryant and Dianne West with terms to expire February of 2017.

B. Consider and Take Action on Approval of Acceptance of 2014 Emergency Management Performance Grant in the Amount of $30,126.00

Item # 1

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The Director of Emergency Management, Amber Wilson, applied for the Emergency Management Performance Grant and was approved for the amount of $30,126.00.

This grant is for the 2014 year.

Motion was made by Commissioner Geurin and seconded by Commissioner King to approve Consent Items 8A-8B.

Absent: Moore

9. REGULAR BUSINESS A. RESOLUTION(S)

1. Consider and Take Action on Approval of a Resolution Changing the City of Ardmore Health Insurance Policy by Adding the Disease Management and Predictive Modeling Plan

A presentation was made by Kevin Boatright, Interim Human Resources Director, to the Commission. He stated that it has come to staff’s attention that there are members within our health care plan that have chronic conditions and disease that can and will cause major health care expenses. By adding the Disease Management and Predictive Modeling Plan, this will both help enhance health care for the participants and also vastly reduce costs. Because of certain health conditions that are currently being reviewed and major procedures about to begin, we are under tight time restraints to add this particular plan that can potentially save the City of Ardmore health plan drastically. The cost to add this plan is

$4.50 per employee per month. Staff anticipates savings of the plan to dramatically exceed costs.

Motion was made by Vice-Mayor Dyer and seconded by Commissioner Geurin to approve Resolution 3482.

Absent: Moore

B. AGREEMENT(S)

1. Consider and Take Action on Approval of Commercial Services Agreement for the Ardmore Public Library between the City of Ardmore and Cable One Inc

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A presentation was made by Robb Newell, Director of Information Technology, on behalf of Daniel Gibbs, Director of Ardmore Public Library, to the Commission. He stated that the library requests permission to enter into an agreement with Cable One, Inc. to provide a 100 Mbps data connection to our building commencing on July 1, 2014 and remaining in effect for twelve (12) months. This item was not budgeted. The monthly recurring charge is $2,800.00 and it is paid entirely by Federal and State Universal Service Funds (E-rate) reimbursed directly to the vendor. This is the 17^th year to participate in the Universal Service Program for libraries.

Motion was made by Commissioner Geurin and seconded by Vice-Mayor Dyer to approve the Commercial Services Agreement for the Ardmore Public Library between the City of Ardmore and Cable One Inc.

Absent: Moore

2. Consider and Take Action on Approval of Right-of-Entry Permit between the City of Ardmore and US Army Corps of Engineers Pertaining to Ardmore Airpark and Authorize the Mayor to Execute Permit Document after Review by City Attorney

A presentation was made by Tom Mansur, Interim City Engineer, to the Commission. He stated that for the past few years the Tulsa District of the US Army Corps of Engineers has been conducting groundwater monitoring along the southern boundary of the Ardmore Airpark and Highway 53. There is a relatively small plume of trichloroethylene contamination in that area which predates the City’s ownership of the land. The Corps proposes to implement an actual remediation process and conduct additional monitoring and has requested a formal permit for right-of-entry to do their work. Their activities should in no way interfere with the daily operation of the Airpark or its enterprises.

Motion was made by Vice-Mayor Dyer and seconded by Commissioner Geurin to approve the Right-of-Entry Permit between the City of Ardmore and US Army Corps of Engineers pertaining to Ardmore Airpark and authorize the Mayor to execute permit document after review by City Attorney.

Absent: Moore

3. Consider and Take Action on Approval to Purchase Items as Needed to Complete Work from Vendors Submitting the Lowest 90-Day Materials Quotes for the Street Department

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A presentation was made by Tom Mansur, Interim City Engineer, to the Commission. He stated that the Engineering Department regularly seeks ninety (90) day quotes for materials that are required to complete the work approved under the City’s Street Rehabilitation Program. In addition the Street Department utilizes these same quotes to complete street maintenance work.

Motion was made by Commissioner King and seconded by Commissioner Geurin to approve the purchase of items as needed to complete work from vendors submitting the lowest 90-Day Materials Quotes for the Street Department

Absent: Moore

4. Consider and Take Action on Approval of Final Project Status Report and Payment of Culvert Replacement on 12th Avenue NW about 300 Feet West of Plainview Road Pursuant to Declaration of Emergency in the Amount of

$24,849.32

A presentation was made by Tom Mansur, Interim City Engineer, to the Commission. He stated that in the City Commission meeting of March 3, 2014, staff requested a declaration of emergency to permit the Street Department to proceed expeditiously to procure materials and engage a contractor to assist in the repair of the culverts under 12^th Avenue NW about 300 feet west of Plainview Road. On an emergency basis staff ordered the concrete culvert pipe and engaged Steve Bean Construction of Ardmore to remove the defective culvert, reshape the creek bead, and place the pipe. City crews assisted the Contractor, hauled rock, gravel, and rip rap to the site and removed debris from the site. City crews also placed the asphalt pavement. Summary of approximate expenditures is a follows:

Item Original Engineers Estimate Actual Cost 48-Inch Culvert Pipe $10,000.00 $ 8,973.60 Contractor Excavation $ 5,000.00 $ 9,657.50 Concrete, Rock, Asphalt $ 5,000.00 $ 6,218.22

Total $20,000.00 $24,849.32

The work began on March 4, 2014 and was safely completed March 11, 2014.

Motion was made by Vice-Mayor Dyer and seconded by Commissioner King to approve the final project status report and payment of culvert replacement on 12th Avenue NW about 300 feet west of Plainview Road pursuant to declaration of emergency in the amount of $24,849.32.

Absent: Moore

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5. Consider and Take Action on Approval of Payment to Caldwell Dozer for Repair of the Street Department Dump Truck in the Amount of $10,000.00 A presentation was made by Ken Campbell, Director of Finance/City Clerk, to the Commission. He stated that the Street Department dump truck was in need of repair. It was taken to Caldwell Dozer where they tore down the truck to inspect the problem. They found that the transmission seal was out; bearings were out, input shaft was bad, gears were down and the clutch was bad. The total amount to rebuild the transmission and make all other repairs came to a total of $10,000.00.

Since this amount surpasses the City Manager’s approval threshold of $7,500.00 it is mandatory that staff gets Commission approve before payment. This amount is within the budgeted amount of vehicle repair within the Garage Fiscal Year 2013/2014 budget.

Motion was made by Commissioner King and seconded by Commissioner Geurin to approve the payment to Caldwell Dozer for repair of the street department dump truck in the amount of $10,000.00.

Absent: Moore

11. ADJOURN

Motion was made by Vice-Mayor Dyer and seconded by Commissioner King to adjourn from this meeting.

Absent: Moore

Item # 1

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THE COMMISSION CHAMBERS Public Hearing A

4/21/2014

Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Request of Text Amendment to City of Ardmore Unified Development Code to Amend Section 412 D to Reduce the Size of Area to be Eligible for a Planned Unit Development from 5 Acres to 2 Acres and to Add Section 412 D (1) Adding a Residential Density Restriction

Name and Title: Nick Diaz, Director of Development Services Amount Requested:

Cover Memo

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Item # 2

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THE COMMISSION CHAMBERS Public Hearing B

4/21/2014

Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Request to Allow a Restaurant Downstairs in the O (Office) Zoning District at 23 B Street SW

Cover Memo

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THE COMMISSION CHAMBERS Lease Amendment

4/21/2014

Consider and Take Action on Approval of Amendment to Ardmore Downtown Executive Airport Lease Agreement with KMA LLC

Name and Title: Bruce Cypert, Director of General Services Amount Requested:

Cover Memo

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THE COMMISSION CHAMBERS Lump Sum Distribution

4/21/2014

Consider and Take Action on Approval of Lump Sum Distribution from the Oklahoma Municipal Retirement Fund to Mr. Samuel McBride

Name and Title: Kevin Boatright, Interim Director of Human Resources Amount Requested:

Cover Memo

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THE COMMISSION CHAMBERS UDC Text Amendment

4/21/2014

Consider and Take Action on Approval of an Ordinance Amending the Unified Development Code of the City of Ardmore to Amend Section 412 D to Reduce the Size Area to be Eligible for a Planned Unit Development from 5 Acres to 2 Acres and to Add Section 412 D (1) Adding a Residential Density Restriction

Cover Memo

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THE COMMISSION CHAMBERS Conditonal Use Permit

4/21/2014

Consider and Take Action on Approval of a Resolution of Conditional Use Permit for a Restaurant Downstairs at 23 B Street SW in the O (Office) Zoning District

Cover Memo

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THE COMMISSION CHAMBERS Sales Tax Rebate Payment

4/21/2014

Consider and Take Action on Approval of Payment for the Sales Tax Rebate to Ardmore Commons in the Amount of $447,784.00

Name and Title: Ken Campbell, Director of Finance/City Clerk Amount Requested: $447,784.00

Fund and Line

Item: TIF No. 2 FY 13/14 BudgetedItem : Yes

Other Information:

Cover Memo

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THE COMMISSION CHAMBERS Surplus Property

4/21/2014

Consider and Take Action on Approval to Declare Information Technology Department Property Surplus and Disposal by Destruction

Name and Title: Robert Newell, Director of Information Technology Amount Requested:

Cover Memo

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Item # 9