The November 5 city council meeting was relatively short, was adjourned in about twenty minutes. All city councilmen were present except for Bobby Spencer. The City Clerk and City Attorney were also present.
The PublicWorks Authority meeting was longer and dealt mostly with discussion of the painting project at Mercy Hospital. I arrived late, at 7:40 p.m. and it appeared that the minutes and reports had already been approved, along with approval of Police Chief Chris Teply’s salary in the amount of $1700.00 per pay period and approval of an additional salary to be paid to Michael Herdman as Building Inspector in the amount of $300.00 per pay period.
The PublicWorks Authority meeting was longer and dealt mostly with discussion of the painting project at Mercy Hospital. I arrived late, at 7:40 p.m. and it appeared that the minutes and reports had already been approved, along with approval of Police Chief Chris Teply’s salary in the amount of $1700.00 per pay period and approval of an additional salary to be paid to Michael Herdman as Building Inspector in the amount of $300.00 per pay period.
That was the last action item on the agenda, and the Mayor then announced the meeting open for discussion of old/new business.
Kendra Baker commented that the restrooms in the common area of the City Hall building were not handicapped accessible. People have to be carried in to use the toilet. Fire Chief Verlin Bills said that the door to the restroom itself is not wide enough for a wheelchair so it didn't really matter if the stalls are accessible -- you can't get a wheelchair into the room in the first place. There was discussion about the need to be ADA complaint and questions raised as to why the building (and specifically the restrooms) are not compliant, and what would need to be done to make them compliant. Clay said that he has "never thought about it before." Doyle suggested that nothing be done at this time but that the matter be considered at budget time next year as it will involve a construction project. Olsen said something about limiting the number of people who can attend meetings if there is not an ADA compliant restroom. Edna Justice said that the one restroom in her business building had to be ADA compliant. Verlin Bills said he has a whole list of needed renovations for the City Hall. [there was aa lot of talking over each other during this portion of the meeting -- if anyone has a question about this transcript, a recording of the meeting can be listened to at the City Clerk's office]. Clay ended the discussion saying that the matter will be considered at next year's budget discussions.
Edna Justice asked if the water tower was up and going and Warren replied that it is, that they have 60 to 62 pounds pressure and have been fixing leaks.
Richard Hightower then brought up Code Enforcement. He said he had not objected to paying Mr. Herdman an extra $150.00 provided he does the required inspections. With Mr. Herdman being assigned new duties and with Chris Teply taking over as new police chief, and now that the lawn-mowing season is pretty much over, Mr. Hightower asked if these city officers can work on code enforcement. Chris Teply said he intended to get on it but has just been able to keep up with crimes in town. Mr. Hightower requested that the Council receive monthly reports by the police department and by the code enforcement officers on the status of actions being taken (letters sent, citations issued, vehicles towed) so that the council knows exactly what code enforcement efforts are being taken. He noted that the Council has had no measurable way to know what the city has been doing about code enforcement and he requested monthly reports. Clay said that would be no problem.
Chief Teply also said he would provide monthly reports.
Clay noted that Chief Teply has had removed all of the illegal signs on street corners advertising businesses and returned them to the businesses with notice that they are violations of state law and city code. Signs put out in the future will be picked up and destroyed.
Doyle Province brought up the torn-up condition of Skyview Drive, and was told that the cracks and holes in the street are because of the water main line that goes down the middle of that street. Warren Rice indicated it would do no good to make repairs until such time as Marvin can overlay the entire street.
Richard Hightower then brought up Code Enforcement. He said he had not objected to paying Mr. Herdman an extra $150.00 provided he does the required inspections. With Mr. Herdman being assigned new duties and with Chris Teply taking over as new police chief, and now that the lawn-mowing season is pretty much over, Mr. Hightower asked if these city officers can work on code enforcement. Chris Teply said he intended to get on it but has just been able to keep up with crimes in town. Mr. Hightower requested that the Council receive monthly reports by the police department and by the code enforcement officers on the status of actions being taken (letters sent, citations issued, vehicles towed) so that the council knows exactly what code enforcement efforts are being taken. He noted that the Council has had no measurable way to know what the city has been doing about code enforcement and he requested monthly reports. Clay said that would be no problem.
Chief Teply also said he would provide monthly reports.
Clay noted that Chief Teply has had removed all of the illegal signs on street corners advertising businesses and returned them to the businesses with notice that they are violations of state law and city code. Signs put out in the future will be picked up and destroyed.
Doyle Province brought up the torn-up condition of Skyview Drive, and was told that the cracks and holes in the street are because of the water main line that goes down the middle of that street. Warren Rice indicated it would do no good to make repairs until such time as Marvin can overlay the entire street.
Clay Loosen indicated that Mrs. Laughlin (the wife of Vance Laughlin, new warden of Diamondback) has been contacted and will be interviewed for the finance director position after they move to Watonga. When asked "when will that be", Clay said that they were supposed to have moved here by the end of October but he hasn't heard anything more.
Clay said that the bid awarded to Aaron's Home Entertainment for the video camera installation project has been put aside because Aaron's could not get a bond. [according to a contact in the office of the Oklahoma Attorney General, a bid is supposed to include the bidding company's bond at the time it is submitted--there may be some "exceptions"or extenuating circumstances but this is the general rule]. The City has therefore awarded the job to Pioneer Telephone, which presented the next lowest bid in the amount of $26,360.
Clay reported that the airport lights are now installed and they have received a letter from the engineer firm that that project is complete, so the City is ready to move onto the next project on the FAA's plan. Clay also said that the fire truck is fixed, the pump is working, and Lloyd Hursh, airport manager, has been selling gas.
The council meeting was adjourned at 7:50 p.m.
The Public Works Authority meeting began immediately thereafter. Reports and claims were approved and the meeting then took up the action items.
Clay said that the bid awarded to Aaron's Home Entertainment for the video camera installation project has been put aside because Aaron's could not get a bond. [according to a contact in the office of the Oklahoma Attorney General, a bid is supposed to include the bidding company's bond at the time it is submitted--there may be some "exceptions"or extenuating circumstances but this is the general rule]. The City has therefore awarded the job to Pioneer Telephone, which presented the next lowest bid in the amount of $26,360.
Clay reported that the airport lights are now installed and they have received a letter from the engineer firm that that project is complete, so the City is ready to move onto the next project on the FAA's plan. Clay also said that the fire truck is fixed, the pump is working, and Lloyd Hursh, airport manager, has been selling gas.
The council meeting was adjourned at 7:50 p.m.
The Public Works Authority meeting began immediately thereafter. Reports and claims were approved and the meeting then took up the action items.
Nov. 5 2013 PWA Action Agenda
Council members discussed the removal and reconstruction of a closure of the west side outlet of the Mercy Watonga Hospital by Gordon Construction, in the amount of $4950.00. There was a question by council as to whether or not this project was the same as or a portion of another project previously approved by the Council, and Robbie Pearson from Mercy stated that it was not. The expenditure was approved.
Council members discussed the removal and reconstruction of a closure of the west side outlet of the Mercy Watonga Hospital by Gordon Construction, in the amount of $4950.00. There was a question by council as to whether or not this project was the same as or a portion of another project previously approved by the Council, and Robbie Pearson from Mercy stated that it was not. The expenditure was approved.
There was extensive discussion regarding the withdrawal of part of the bid from Breeden Painting Company for the painting project at Mercy Watonga Hospital. Breeden Painting Company has requested to withdraw its bid for the interior painting job but wants to continue with the painting of the exterior of the Mercy Watonga Hospital. The reason for the request to withdraw the interior painting bid was a misunderstanding of the nature and extent of the work to be performed on the interior relating to removal of wallpaper and putting on texture. The Clerk did not have a copy of the newspaper notice with the specs as published for the council to look at. There was no other bid presented for the job, so the council could not simply take the next lowest bid (as they did with the video surveillance equipment bids).
City Attorney Dan Webber stated that the options available to the City are: (1) put the entire project out for bid again; release Breeden from its bid on the interior and publish for new bids for the interior; sue Breeden for "specific performance", requiring them to do the job; or "mitigation" -- hire someone else to do the entire job (interior and exterior) and sue Breeden for the difference in cost. Mike Childs, who is responsible for all of Mercy's facilities in Western Oklahoma, gave his opinion that the job be rebid with a more definitive statement of what the job entails. The City Clerk asked Robbie to get her the specific information for her to put in the legal notice of bids. Gary Olsen expressed concern that a new bid will be higher now that the previously accepted bid numbers are public. Motion to rebid the project was made, seconded and approved. New bids will be opened at the December 3 City Council meeting.
City Attorney Dan Webber stated that the options available to the City are: (1) put the entire project out for bid again; release Breeden from its bid on the interior and publish for new bids for the interior; sue Breeden for "specific performance", requiring them to do the job; or "mitigation" -- hire someone else to do the entire job (interior and exterior) and sue Breeden for the difference in cost. Mike Childs, who is responsible for all of Mercy's facilities in Western Oklahoma, gave his opinion that the job be rebid with a more definitive statement of what the job entails. The City Clerk asked Robbie to get her the specific information for her to put in the legal notice of bids. Gary Olsen expressed concern that a new bid will be higher now that the previously accepted bid numbers are public. Motion to rebid the project was made, seconded and approved. New bids will be opened at the December 3 City Council meeting.
Mike Childs and Darin Ratliff of Mercy Hospital were present to discuss the Heating and Air System at the Hospital. Mr. Ratliff is an expert on Trane equipment. They presented a proposal showing what needs to be done on the HVAC system immediately for the comfort of patients. Mr. Hightower indicated that he had met with the Mercy representatives and Robbie Pearson to go over all the shortcomings of the current heating and AC system. The current system at the hospital is a 1967 model and none of it is "working the way it is supposed to." The estimated cost of trying to repair the current system is $33,362.00, with no way of knowing what the system needs and the nature and extent of additional repairs once that exploratory and diagnostic work is done. They gave a "ballpark" estimate for a new system to be $150,000 to $200,000.00. Brent Wilkinson asked if Mercy has any recommendations for an engineer the City can talk to, and Mr. Ratliff said he would get a name to Brent.
It was decided that the situation be declared an emergency and that the Council hold a special meeting of the Public Works Authority to vote on (1) accepting the proposal for temporary repairs and going out for bids on that job; and (2) going out for bids to hire an engineer to oversee the repair/replacement of the HVAC system at Mercy Hospital. The special meeting is scheduled for November 12 at 7:30 at the City Council chamber. An agenda will be posted at the City Clerk's office by Friday, Nov. 8.
It was decided that the situation be declared an emergency and that the Council hold a special meeting of the Public Works Authority to vote on (1) accepting the proposal for temporary repairs and going out for bids on that job; and (2) going out for bids to hire an engineer to oversee the repair/replacement of the HVAC system at Mercy Hospital. The special meeting is scheduled for November 12 at 7:30 at the City Council chamber. An agenda will be posted at the City Clerk's office by Friday, Nov. 8.
Whew! No other business was discussed.
