MAY 14, 2018 MINUTES

DAVIS CITY COUNCIL AND DAVIS MUNICIPAL AUTHORITY
MONDAY, MAY 14, 2018 6:00 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 Stan Jones, here, Councilman Darryl McCurtain, here, Councilman Brian Davis, here.

3.    Prayer led by Stan Jones. 

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 made to approve. Second by Jones. Vote: Jones, yes, McCurtain, yes, Davis, yes, Oakley, yes, Parks, yes. 

6.    No items removed from Consent Agenda. 

7.    Consideration and possible action to appoint Heath Foster to the Board of Trustee of the Southern Oklahoma Library System. Jones made motion to appoint Heath Foster to the Board of Trustee of the Southern Oklahoma Library System. Second by Davis. Vote: Jones, yes, McCurtain, yes, Davis, yes, Oakley, yes, Parks, yes. Tom said we are losing Tabitha Drake, whom is moving to Alaska and the Library has requested that Heath Foster take her place. 

8.    Consideration and possible action to set date for Budget Workshop for General Funds, DMA, and Turner Falls Park. Councilmen agreed to set date for Tuesday, May 29, 2018 at 7:00 p.m. for Budget Workshop. Tom said we have some budgets that they are going to give them tonight so that they could start looking at them. We need to do Budget Workshop. He asks them to schedule the last week of May so they will have time to make adjustments, if needed. Please look them over and call him or Brandy if you have any questions.  

9.    Consideration and possible action to approve bid for 3rd Street Project. Davis made motion to rebid using Alternate 1 as main quote and using option 3 as an alternative. Second by Oakley. Vote: Jones, yes, McCurtain, yes, Davis, yes, Oakley, yes, Parks, yes. Tom said we had some changes and alternatives have been worked up for possible approval. Alternative 2 seems to make more sense to him only because it doesn’t change the scope of the bid and it’s only adding a concrete slope from Bird Street to the creek to offset the water backed up there. Bill Myers is here to talk about these. Option 1 to do change order on a project under a million dollars, you can only do that if it is 15% or less of the project. Option 1 does not fit that category. It shows an additional increase of $123,000 and you can only go up to $105,000. Option 2 has $46,000 increase which only does work from Bird to the creek and Option 3 does more, he just doesn’t see any reason to do that. Attorney Mark said if we don’t do something tonight, then we would be running really close to the deadline. The 18th of this month will be the deadline. If we don’t do something tonight, it will have to go back out for bids. Stan said since we are extending it, how will it affect the other bids with that time frame. Were there some people that didn’t bid because of the time frame? Brian asked Bill what bid total he used for this. He said the $700,000. Brian said that was never voted on as the contract we approved. This was the low bidder. Bill said this was just an estimate he put together in that price range. Mark said that alternate 1exceeds that 15% so it’s out. Why did we stop at .31 % when last meeting we said .4 would be optimal? Bill said he couldn’t get .4% in there and the expense would have been a lot higher. Tom asked if the contractor that had the low bid still meet the guideline. Bill said we talked last month in regards to the contractors moving in this week Friday but we can still get close to that to meet the deadline. If we can’t get it within 3 or 4 days, it would be crunch time. We can have them focus on the roadways first and do the ditches last if needed so they won’t be by the school when back in service. Darryl asked what would happen if they decide to rebid everything. If we reject this bid and rebid the whole package deal with the street and extra half block included so it’s all here. Bill said yes, you could reject this bid, then redo it, advertise it, and do the process again. Mark said they needed to make sure on the changing of bids that go out to make sure they include the 1, 2, or 3 alternate because if they don’t, the low bidder may have some recourse against the City. Clint Grinstead asked could we not rebid that with these options because you never know what your contractors are going to bid on it and it may be lower than what Mr. Myers is projecting it to be and you would still be able to build the street you want to build. If you put it in there as rebid with each one in there as options and itemized, your contractor may bid on it under 15% increases. He was under the impression that Mr. Myers was going to draw it up with the .4 grade and that was what he was sending to the engineer to see what the cost would be. You can’t be talking about that much cut in one or two high places through there. Mr. Myers said they also had issues with driveways. Darryl said if he was not mistaken it was sent back for Bird to the creek, that’s what he wanted to change. Clint said he’s not an engineer, he’s lived here all his life but those streets need to be fixed right correctly. The streets on the south side of the Methodist Church, when it pulls it runs to the drainage ditch back behind those houses and he made a comment that it wouldn’t hold any more water. It sits there until it soaks into the ground and cracks. Why is he looking at cutting the water off if we can’t achieve the amount of optimal call that we need. Mr. Myers said that ditch is a major undertake to do that. That would need to be done someday anyways. It has gas lines and all kinds of stuff in it, which makes it a nightmare. Clint said we just as well get ready to do it if we are going to start fixing these problems or we’re going to be standing around talking about it the rest of our lives because we don’t want to lower some utilities to do something properly. Let’s cut the water now, 80% is going to it anyways when the intersection won’t drain, the rest of it stands. We didn’t have all the equipment back then as we do now and the only way to do it is fix it. We’ve got to have a plan and work towards it and do it right. Stan asked Bert if some of the water could go down 4th street. Bert said it would have to go where it’s at but will have to be lowered down in the same ditch. Oakley said it’s starting to go into people’s houses on 4th street. All of those drains in ground are basically not doing anything but collecting rocks and we are going to keep having problems until we do it right. Bert said they may have to move some utilities on the crossings depending on how far they dig down. Tom said this is the drainage the Council has done years ago with Bird Street being number one. That was to put drainage all down 3rd street underground with the cost of $602,000.00. That was from Main to the creek, no curves and gutters. Tom stated that also for your information himself, Brandy and our Financial Advisor has gone over the records in the budget and Street Maintenance can afford this project alone, we won’t have to pull money out from anywhere else. With revenue coming in, she felt very confident that street would be able to handle all of it. Brandy stated that we would also have a cushion if there is another street we need to work on. Tom said the earliest that we could rebid this by the next meeting is only if we could get the new bid paper out and in the paper for 21 days. We may have to have a Special Meeting for this or wait till July’s Meeting. Darryl asked Clint if he bid on a job that had the alternates 1, 2, and 3, would that discourage him. He said no, he does that all the time. Tom said the main difference with options 2 and 3 is to make the curve and gutters look the same. If you’re going to rebid this, why not leave option 2 completely out of this.                 

10.    No action taken on approving contract amendment with Myer’s Engineering on 3rd Street Project. Tom said we would have to amend this again until we approve bid for 3rd Street Project. 

11.    No Public Safety Report. Report was in the packet. 

12.    No Chamber Report.

13.    MCIA Report by Melissa. Mac Trailer Enterprises are opening a new plant here in Davis at Hanover, 8304 McKee Industrial Road, along with a plant in Rhome, Texas. This is a good thing for our county. They are looking to hire 250 employees. Welders will start out between $17-$23 dollars an hour. They will have a two day hiring event Friday, June 1 from 4-7 pm and Saturday, June 2 from 9-1 pm.   

14.    City Treasurer Report. Brandy handed out a rough draft for the new budget. She expressed for the Councilmen to look it over and if they had any questions in regards to it, to please let her know.  

15.    City Manager Report by Tom Graham. We are still working on plan to assist with a Splash Pad for Fullerton Park along with additional playground equipment for Fullerton Park and 7th Street Park. Meeting with ODOT last week and appears they will let the Main Street Project and Sidewalk bid out in October. 

16.    Appearances and petitions from the audience. (Limit of three (3) minutes for each.) Clint was concerned with Council’s discussion last month on the bid for 3rd Street Project. He said he felt that we shouldn’t discuss how much money we had to do these projects and what we wanted to spend right in front of the engineer and contractors so we have no benefits out of engineering this job and bidding it out at all. If you didn’t notice in last meeting, the engineer turned around and smiled at the contractor and turned back around. He, being a tax payer citizen, felt that numbers should be discussed behind closed doors, at least not in front of engineer or contractor bidding on it because you’re kind of giving your way out there. Tom told him we could not do that. It is state law that everything is public records; we have to let them know if they ask. The only thing they can go into executive session for is to talk about the City Manager, an employee issue, or to buy real estate. Anything we do, we have to be an open book. Councilman Davis said that maybe they could leave out speaking about money. They can come look if they want but don’t openly speak of it. Tom said he felt that this was his obligation to let the Councilmen know how much money we have to get your support for something.    

17.    No New Business: Discussion and possible action concerning any matter not known which could not have been foreseen prior to the posting of this agenda. 
     
18. Adjourn.  Jones made motion to adjourn. Second by Davis. Vote: Jones, yes, McCurtain, yes, Davis, yes, Oakley, yes, Parks, yes.

ATTEST:


__________________________________                _______________________________    
Cheryl Merrell, City Clerk                                           Ed Parks, Mayor


DAVIS MUNICIPAL AUTHORITY MEETING
MONDAY, MAY 14, 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 Park, here, Vice-Chairman Josh Oakley, here, Councilman Jones, here, Councilman McCurtain, here, Councilman Davis, here .

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

  4.  No items removed from Consent Agenda.    

  5.  Consideration and possible action to approve Permit No. WL000050170741 for the construction of 106 linear feet of six (6) inch PVC potable water line, 928 linear feet of eight (8) inch PVC potable water line, and all appurtenances to serve the Washita Plains Addition, Murray County, Oklahoma. McCurtain made motion to approve. Second by Jones. Vote: Jones, yes, McCurtain, yes, Davis, yes, Oakley, yes, Parks, yes. Tom said this just needed to be read in the minutes. It has already been done. It is the Cody and Cherry housing. 

 6.  Turner Falls Report by Billy Standifer. Summer time is officially here for the park. He will have an itemized report next month to compare to last years. Councilman Jones asked if the ticket booth system is working better now. Billy said yes, Kasi has spent a lot of time working with Reba (Consultants) on accounting system. It is doing a lot better but it will not cure every problem. Stan asked to have net sales for Cross Bar Ranch for the last two years to compare it to this past year with it being leased out. Billy said he would get that for him next month.  
    
  7.  Public Works Director Report by Bert Curtis. We are spraying for mosquitoes now. Councilman Davis asked him if they could drain the water out of the retention pond on Cherry and Cody Road. He said they will get it done.        

  8.  No Appearances and petitions from the audience. (Limit of three (3) minutes for each.) 
 
  9.  No New Business: Discussion and possible action concerning any matter not known which could not have been foreseen prior to the posting of this agenda. 
    
 10.  Adjourn. Jones made motion to adjourn. Second by Davis. Vote: Jones, yes, McCurtain, yes, Davis, yes, Oakley, yes, Parks, yes.


 ATTEST:


____________________________________                ________________________________
Cheryl Merrell, City Clerk                                               Ed Parks, Chairman