OCTOBER 9, 2018 MINUTES

DAVIS CITY COUNCIL AND DAVIS MUNICIPAL AUTHORITY

TUESDAY, OCTOBER 9, 2018 7:00 P.M.

DAVIS CITY HALL

227 EAST MAIN

1. Call to order Davis City Council by Ed Parks.

2. Roll Call: Mayor Ed Parks, here, Vice-Mayor Josh Oakley, here, Councilman Brain Davis, here, Councilman Darryl McCurtain, here, Councilman Stan Jones, absent.

3. Prayer led by Ed Parks.

4. Pledge of Allegiance led by Ed Parks.

5. Consideration and possible action to approve Consent Agenda including minutes of prior meetings and claims. McCurtain made motion to approve. Second by Oakley. Vote: Davis, yes, McCurtain, yes, Oakley, yes Parks, yes.

6. No items removed from Consent Agenda.

7. Consideration and possible action to approve Planning Board’s recommendation on supporting request from Jerry Pletcher to annex Deer Creek Lodge #3 located East of Highway 77 and South of Highway 77D, Davis, Oklahoma. Davis made motion to approve. Second by Oakley. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes. Tom said we need recommended approval of this item to be annexed. We will be able to receive sales tax revenue from the lodge. To his understanding the reason is to get the extra police protection instead of waiting on County and he is already under the fire protection. There is no road we will have to maintain, all the roads are a state highway.

8. Consideration and possible action to approve the final Fire Truck payment in the amount of $47,766.74 with $20,000 coming out of the savings account and the rest coming out of Contingency Fund. McCurtain made motion to approve. Second by Davis. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes. Tom said this is the end of a ten year note and we will use $20,000 from savings account that will leave a balance of $15,121.46 with the continuance of $1,000 added each month. The trucks are in good shape right now and we are not experiencing any problems with them. The Fire Department has done their best to take care of these trucks.

9. Consideration and possible action to approve Christmas bonuses for employees and authorizing transfer of funds from Contingency. McCurtain made motion to approve. Second by Davis. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes. Tom said we need approval so we can issue these before Thanksgiving break. Last year we went up on the rates. The total amount with tax and everything is $27,495.05. The increasing rates are, less than one year and part-time is $100, one year to two years get $250, two years to five, gets $400, five years to ten, gets $500 and ten years and above, gets $600.

10. Consideration and possible action to approve Kevin Sprague to withdraw his contribution from OMRF. McCurtain made motion to approve. Second by Oakley. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes. Tom said we need approval so Kevin can receive his portion of retirement from OMRF. He wasn’t vested so he will only get what he paid in. He has left us and took a job with Rural Water.

11. Consideration and possible action to approve bid on Splash Pad at Fullerton Park. McCurtain made motion to approve. Second by Oakley. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes. Tom said with the City committing $100,000 towards building the Splash Pad and the improvements on City property, we were required to bid the attachments. There was only one bid that came in for this and it was from Power Play in the amount of $114,127.65. The overall project is going to cost a little over $300,000 but a lot of this is going to be donated labor and material. This particular part is not, we have to buy this. According to our Attorney, we had to bid this out. The prices were fair to him after talking to Sulphur.

12. Tabled on purchase of 207 E. Davis, Davis, Oklahoma in the amount of $39,500.00. Tom said he was the one that messed this up by putting the wrong address on this. It is supposed to be 207 E. Benton. It is next to the library. The thought process behind this was to have the City buy it, tear it down, and make the library a bigger parking lot. It was something a Councilman asked him to put on here. We cannot vote on it since the address is wrong but we can discuss it. The property is 75’x140’. By talking to some people, if we buy it, tear it down, and build a bigger parking lot, it will cost well over $100,000. Councilman Davis asked if more parking was needed. Tom said the only time he’s ever seen it needed was during the general election. He’s never seen people not get to park. Tom said we have a lot of drainage problems here in town and he would like to spend that money on that instead of the parking lot. This is just his opinion. Tom said we can put it back on here next month and maybe Councilman can give us reasons on this and we have more information on this.

13. Public Safety Report by Danny Cooper. Chief Cooper was absent so Assistant Chief, Dee Gregory filled in. The report is in the packet. Tom said we are working on a deal with the school on trying to make this part-time resource officer a full-time officer there. He is working on his next year’s budget to try to get it in there. This officer will be dedicated to the school during school hours and at Turner Falls during the summer time. Tom said talking to the school, they plan on moving into the new high school right around Thanksgiving and having the old school torn down and cleaned out by the end of Christmas break. That’s a lot of tearing down and cleaning out by then but they could change it.

14. Chamber Report by Brandy Claxton. Keep it Local October Business of the month is Doc’s Custom Trailers. Christmas Parade is December 11 and Cowboy Christmas Event is December 18. Splash Cash for the kids to help fundraiser at Davis Schools starts October12, fundraiser for hamburger cookout at home football game is October 26, and Splash Bash at the Murray County Expo is November 3.

15. MCIA Report. Melissa was not present but her report is in the packet.

16. City Treasurer Report by Brandy. You have a balance sheet in your packet of the budget. She is working on Christmas bonuses.

17. City Manager Report by Tom Graham. ODOT still looking at letting bids on Main Street after first of the year. Sooner Grocery has started moving their sign and still waiting on Burgerland. On the Third Street Project, the water has been completed and all service connections have been done. We have delayed the start of milling the road due to projections of heavy rain. On the Splash Pad, we are receiving donations at City Hall and the dirt work on the project will start shortly after the Halloween Carnival. We will be hosting OML class on new laws concerning marijuana for municipality involvement.

18. No appearances and petitions from the audience. (Limit of three (3) minutes for each.)

19. No New Business.

20. Adjourn. Motion made by Oakley to adjourn. Second by McCurtain. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes.

ATTEST:

__________________________ _____________________________

Cheryl Dodds, City Clerk Ed Parks, Mayor

DAVIS MUNICIPAL AUTHORITY MEETING

TUESDAY, OCTOBER 9, 2018 7:00 P.M.

DAVIS CITY HALL

227 EAST MAIN

1. Call to order Davis Municipal Authority by Ed Parks.

2. Roll Call: Chairman Ed Parks, here, Vice-Chairman Josh Oakley, here, Trustee Brian Davis, here, Trustee Darryl McCurtain, here, Trustee Stan Jones, absent .

3. Consideration and possible action to approve Consent Agenda including minutes of prior meetings and claims. McCurtain made motion to approve. Second by Oakley. Vote: Davis, yes, McCurtain, yes, Oakley, yes Parks, yes.

4. No consideration and possible action to remove items from Consent Agenda.

5. Consideration and possible action on contract extension for Full Strut Media. Tom said Full Strut Media needs a contract extension on 2 year contract. Everything seems to be falling into place with this now and recommend approval. Brad Clay and Adam Carter were present, brought handouts and spoke in regards to the online ticket sales. Stating that they are in a two year contract with bringing in info on how the 2018-18 tickets sales went at Turner Falls. They would like to extend that contract and go from there. They did customized platforms for reserving cabins online to free up some of office staff there, the parks has generated to close to addition $500,000 in face value this year compared to last year’s figures through the system. And by our agreement of paying credit card fees on online transactions, we saved you $57, 125 in credit card fees on online sales. They came today to extend their contract and they want to decrease their $1.25 processing fee to $1.00. You can do whatever you want with the .25. That means you will get, if sales stay around the same, about $25-30,000 more a year. Tom said some of the growing pains we had in the beginning has now stopped and we were able to get it all worked out. He said the traffic never got out on the highway this year but a few times but was less than 25 minutes. Billy said this year for most part worked exceptionally well. He knows of the mornings when he gets to work how much they will let in for the day, they are prepared. The cabins were down a little because of the price increase (from $150/night to $250/night, which includes four admission tickets as well) but the shelters are killing it, from booking online. The busiest weekend was Labor Day and Fourth of July hurt us during the middle of the week. Councilman asked if they had proposed contract right now. They said they are working on one right at the moment. Everything will be pretty much the same as it is now but they want to do a five year contract. We did set out to do this long term. Tom said to remember their fees are paid through the consumers not the City. They would like to have in the contract certain improvements if needed, within two years max they will upgrade the systems, annual review to look at numbers, rates, data, fee of whatever, they will come together every year and discuss it. They will come back and present their contract, possibly next month.

6. Consideration and possible action to approve Permit No.WL000050180559 for the construction of 2,100 linear feet of six (6) inch PVC pipe for water line distribution and all appurtenances to serve the Water System Improvements, Murray County, Oklahoma. This is on here just to be read on the minutes from DEQ.

7. No action made in presentation and possible action from Bruce Baumgartle in regards to water leak on South Fourth Street. Tom said he isn’t here but the water leak has been fixed. He wanted to be on agenda in case it didn’t get fixed. So he didn’t show up so he must be happy with us fixing it. Oakley asked how long it took us to fix it after he told us about it. Tom said two day later, it was fixed.

8. Consideration and possible action to approve bids on relocation of water and sewer lines at Honey Creek. McCurtain made motion to approve bid of relocation of water line to Built Right Construction, Savanna, Ok in the amount of $22,715.00 and sewer line bid to Frontline Utility Services, Ardmore Ok in the amount of $71,201.36. Second by Oakley. Vote: Davis, yes McCurtain, yes, Oakley, Parks, yes. Tom said this is an ODOT project to replace bridge on Honey Creek on Hwy 77. Even though this is State Funds since water and sewer lines belong to City, we have to approve the bid process. This money all comes from ODOT. They did put a bid out on this project; the low bid did not have a complete bid according to state’s requirement, so the next one was to Frontline Utility Services, in Ardmore in the amount of $71,201.36. ODOT requires the lowest bid with proper bid being approved and we’re only approving since the water and sewer lines belong to the City of Davis. Councilman Davis asked what the incompleteness of the lowest bidder was. Bert said he thought non-conclusion that wasn’t notarized. Mr. Davis asked if this was something that needed to be done now. Tom stated that ODOT will not pay for this if you give it to the other company. It has to be relocated because this is in ODOT’s schedule to be done. Mr. Davis said this is about $20,000 more just because of it not being notarized. Tom said it was because it was not in ODOT’s standards. It is ODOT’s money, their standards. We do not pay for this, they do.

9. Turner Falls Report by Billy Standifer. He needs a little input on these online ticket sales, he had a lady call and said she bought tickets for the first of the August but couldn’t make it at that time. I feel we need to put some kind of limit on it. She just called last week wanting a refund since they couldn’t come. Tom said we do have a policy in place but you are welcomed to change it, but he did put it in place because of situations like these. We do not charge if they do not show up. We do give them their money back. We don’t have a deadline on this but they do need something they can go by. We need you to set a timeframe on this. The refund policy is no, no, no. Tom said they problem with this is that they do a chargeback with the credit card company, Turner Falls is charged $25 from their company to negotiate whether or not they get a chargeback and we only win about 15% of them. Billy said we win more than that now. Tom said we need a policy that we can put on our face book page and our websites that says, unused tickets after so long will not be refunded. He recommends thirty days. Gene Elliott asked if he could suggest that we leave it written just like it is and give Tom and Billy direction on what to do, that way we aren’t rewriting this and that. McCurtain said to put it on the agenda for next month.

10. No Public Works Report.

11. No appearances and petitions from the audience. (Limit of three (3) minutes for each.)

12. New Business: Discussion and possible action concerning any matter not known which could not have been foreseen prior to the posting of this agenda. Councilman Davis said he was contacted by Camp Classen on the water issues. Bert said the state law says we have to give them 25 pounds of water. Situation was resolved Sunday evening. Tom said they were told by Falls Creek that they were furnishing us 300 gallons per minute and that would have been plenty, but we had two water leaks that we had to fix to drain the tower and cause a bind on it. We are not getting water from Camp Classen.

13. Adjourn. Davis made motion to adjourn. Second by McCurtain. Vote: Davis, yes, McCurtain, yes, Oakley, yes, Parks, yes.

ATTEST:

_______________________ ________________________________

Cheryl Dodds, City Clerk Ed Parks, Chairman