February 6, 2013 City Commission Meeting

Announcements

• 📅 Grant Application Deadline: The Potawatomi Alliance toward Community Health announced that the application deadline for the Certified Healthy Communities merit level grant, which could award the city $20,000, is 📅 February 28. The city needs to adopt a new ordinance and pass a resolution by this date to qualify. These items are expected to be on the agenda for the next meeting.
• 📅 CAFR Presentation: The Comprehensive Annual Financial Report (CAFR) for the city will be presented at the second meeting in February, scheduled for 📅 February 19.
• 📅 City Pool Project Update: The new city pool is not expected to open this summer. Construction is hoped to begin in 📅 July 2013, with an anticipated opening in 📅 May 2014. The existing pool will be shut down this summer. Discussions are underway regarding programs for youth at the YMCA during the closure.
• Water Supply Status: Twin Lakes elevation is at 1064.42 feet, and West Watkins is at 1066.30 feet. The city initiates voluntary water rationing at 1064 feet, indicating the city is currently very close to that threshold.

Key Decisions & Votes

City Phone System Replacement

The Council discussed the need to replace the city's outdated 14-year-old phone system, which is maxed out and uses a service (AT&T Flex Our) that will be discontinued. The goal is to standardize systems, achieve cost savings, and improve citizen service through features like call redirection and expanded voicemail capabilities.

• Decision: The Council ✅ Approved the staff recommendation to authorize negotiations for a contract with CK Telephone for a ShoreTel phone system. This system was recommended by an independent engineer and staff committee due to its open architecture, cost-effectiveness, reliability, and ease of use, contrasting with a proprietary alternative. The project is budgeted at approximately $170,000 and will cover City Hall, the Annex, and the Public Works Service Center.

Federal Street Bridge Rehab Project

The Council considered bids for the Federal Street Bridge rehabilitation project.

• Decision: The Council ✅ Approved awarding the contract to PBX Corporation for $685,565. This amount includes the base bid and Add Alternates 1 & 2 (parapet form liner and stain/sealant application), but excludes Add Alternate 3 for decorative columns due to its significantly higher cost from the selected bidder. The project is funded by current budget allocations and rollovers from previous fiscal years, totaling $928,315 available in bridge maintenance accounts. Construction is expected to take 90 calendar days, with a notice to proceed in late March or early April, pending utility relocations (specifically an OG&E gas line that needs to be moved after winter).

Bell Street Enhancement Project Bids

Bids were opened for the Bell Street Enhancement Project, covering the area from 7th to Farrell. The lowest bid received was from Eagle Vision Construction LLC for $95,696.56. The project has a remaining budget of $150,000 after $30,000 was committed to OG&E for decorative lighting.

• Decision: The Council ↔️ Deferred a decision on awarding the contract to the next meeting to allow staff to thoroughly tabulate and review all bids.

Kimberly Sewer Lift Station Rehab Bids (Utilities Authority)

Bids were opened for the Kimberly Sewer Lift Station rehabilitation project. The lowest bid was from Jordan Contractors for $126,000.

• Decision: The Utilities Authority ↔️ Deferred a decision on awarding the contract to the next meeting for staff review and recommendation.

Financial Matters

• Sales Tax Report (January 2013): Initial figures showed a $159,000 decrease, but an additional $139,000 was later received, reducing the actual decrease to $21,000 (1.24%) compared to the previous year. The city received over $1.3 million, with another $138,000 expected. The discrepancy was attributed to reporting issues from large businesses updating their computer systems.
• Use Tax: Use tax revenue was up by approximately $1,000.
• Water Line Replacement Cost: The recent replacement of 126 feet of 30-inch water line cost approximately $34,900 (materials and contractor). An additional 110 feet of pipe with significant buildup still needs replacement, estimated at $18,000-$20,000, which is cheaper due to extra pipe already purchased.
• Business License Discussion: Staff is developing a proposal for a business license processing system to improve tracking of businesses, especially those operating under different names or at shared addresses, and to enhance sales tax compliance.

Public Comments

• Amy Dunne, Potawatomi Alliance toward Community Health: Ms. Dunne informed the Council that the city has been re-certified as a "healthy community" at the basic level and is eligible to apply for a $20,000 merit-level grant. To qualify, the city needs to adopt an ordinance prohibiting alcohol and tobacco advertisements at city-sponsored events (excluding the Expo Center) and pass a resolution requesting the state legislature to restore local rights for tobacco control. She requested these items be placed on the next meeting's agenda for action before the 📅 February 28 grant deadline.

Agenda Summary Table