AGENDA OF A REGULAR MEETING OF THE MAYOR AND BOARD OF COMMISSIONERS OF
THE CITY OF ARDMORE, OKLAHOMA,
HELD ON 07/16/2018 AT 7:00 PM IN THE COMMISSION CHAMBERS

1.

CALL TO ORDER


2.

INVOCATION


3.

PLEDGE OF ALLEGIANCE


4.

ROLL CALL


5.

PRESENTATIONS


5.A.

Presentation A

Presentation of Certificate of Recognition by Mayor Ellis to Elizabeth Gaylor for being Recognized by the Library Journal as a "2018 Mover & Shaker" Shaping the Future of Libraries
5.B.

Presentation B

Presentation of Proclamation by Mayor Ellis to Teresa Ervin, Director of Parks and Recreation, Proclaiming the Month of July as "Parks and Recreation Month" in the City of Ardmore, Oklahoma
6.

APPROVE AGENDA - ORDER OF BUSINESS AND CONTENTS


7.

APPROVE MINUTES


7.A.

City Commission Minutes

of the Regular Meeting of June 18, 2018
8.

EXECUTIVE SESSION


8.A.

Executive Session A

Discussion, Consideration and Possible Action to Enter Into an Executive Session to Discuss Confidential Communications between the City and City Attorney Concerning a Claim or Action which the City with the Advice of the City Attorney, has Determined that Disclosure will Seriously Impair the Ability of the City to Process the Claim or Conduct the Investigation or Proceeding in the Public Interest in Compliance with its Duty of Confidentiality Under the Provisions of 25 O.S. §307B(4) (Highway 53, LLC demand for title curative quit claim deed to correct an alleged error in the Warranty Deed dated February 25, 2016 and recorded in Book 6212, Page 265 of the records of the County Clerk of Carter County, Oklahoma, which deed was executed by Highway 53, LLC as Grantor and delivered to City of Ardmore as Grantee). 



8.B.

Executive Session B

Discussion, Consideration and Possible Action to Reconvene Open Session and to take Action on Any Matter Discussed in Executive Session including Possible Approval or Rejection of a Quit Claim Deed to Highway 53, LLC Covering the Following Described Property.

The Northwest Quarter of the Northeast Quarter (NW¼NE¼) of Section 7, Township 3 South, Range 3 East, LESS AND EXCEPT THE FOLLOWING TWO TRACTS:

Tract 1:            A parcel of land described as follows:  Beginning at the Southeast corner of the Northwest Quarter of the Northeast Quarter       (NW¼NE¼); thence West 420 feet; thence North 240 feet; thence East 420 feet; thence South 240 feet to the point of beginning, in Section 7, Township 3 South, Range 3 East of the I.M., situated in Carter County, Oklahoma;

Tract 2:            A tract of land described as follows: Beginning at the Northeast Corner of the Northwest Quarter (NW¼) of Section 7, Township 3 South, Range 3 East, Carter County, Oklahoma, further described as follows: Beginning at the Northeast Corner of the Northwest Quarter (NW/4) of Section 7, Township 3 South, Range 3 East; thence North 89º00’55” East along the North line of the Northwest Quarter of the Northeast Quarter (NW/4 NE/4) of Section 7 a distance of 11.69’; thence South 45º08’50” East to a point on the South line of the Northwest Quarter of the Northeast Quarter (NW/4 NE/4) a distance of 1840.46’; thence South 89º01’15” West along the South line of the Northwest Quarter of the Northeast Quarter (NW/4 NE/4) a distance of 1302.13’ said point being the Southwest corner of the Northwest Quarter of the Northeast Quarter (NW/4 NE/4); thence North 00º37’45” West along the West line of the Northwest Quarter of the Northeast Quarter (NW/4 NE/4) a distance of 1320.18’ to the true point of beginning,


9.

PUBLIC HEARING


9.A.

Public Hearing A

Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Request to Rezone 2.08 Acres located at 333 Carter Street SE from RS-6 (Single Family Detached/Attached) to PFI (Public Facilities and Institutions)
(Jessica Scott, Director of Development Services)
9.B.

Public Hearing B

Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Request for a Final Plat of 1 Lot on 1.02 Acres of the Callahan Addition No. 3 located at 1204 12th Avenue NW
(Jessica Scott, Director of Development Services)
9.C.

Public Hearing C

Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Request for a Final Plat of 11 Lots on 27.07 Acres of the Bacon Addition located at 4th Avenue NW and P Street NW
(Jessica Scott, Director of Development Services)
9.D.

Public Hearing D

Public Hearing for the Purpose of Hearing and Considering Any Objections and/or Complaints Concerning the Minor Subdivision Plat of 1 Lot on 0.26 Acres of the Aguilar Addition located at 421 12th Avenue SE
(Jessica Scott, Director of Development Services)
10.

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.
10.A.

Consent A

Consider and Take Action on Approval of a Lump Sum Distribution from OkMRF to Audrea Keating
(Cheryl Smith, Director of Human Resources)
Documents:
  1. Consent A.pdf
11.

REGULAR BUSINESS


11.A.

ORDINANCE(S)


11.A.1.

Ordinance 1

Consider and Take Action on Approval of an Emergency Ordinance Amending Article III, Chapter 22 Sections 2-60 through 2-70 of the City Code Pertaining to the City Purchasing Policy 
(Kristi McElroy, Purchasing Coordinator/Grant Administrator)
Documents:
  1. Ordinance 1.pdf
11.A.2.

Ordinance 2

Consider and Take Action on Approval of an Ordinance to Rezone 2.08 Acres located at 333 Carter Street SE from RS-6 (Single Family Detached/Attached) to PFI (Public Facilities and Institutions)
(Jessica Scott, Director of Development Services)
Documents:
  1. Ordinance 2.pdf
11.B.

RESOLUTION(S)


11.B.1.

Resolution 1

Consider and Take Action on Approval of a Resolution for a Final Plat of 1 Lot on 1.02 Acres of the Callahan Addition No. 3 located at 1204 12th Avenue NW
(Jessica Scott, Director of Development Services)
Documents:
  1. Resolution 2.pdf
11.B.2.

Resolution 2

Consider and Take Action on Approval of a Resolution for a Final Plat of 11 Lots on 27.07 Acres of the Bacon Addition located at 4th Avenue NW and P Street NW
(Jessica Scott, Director of Development Services)
Documents:
  1. Resolution 3.pdf
11.B.3.

Resolution 3

Consider and Take Action on Approval of a Resolution for a Minor Subdivision Plat of 1 Lot on 0.26 Acres of the Aguilar Addition located at 421 12th Avenue SE
(Jessica Scott, Director of Development Services)
Documents:
  1. Resolution 4.pdf
11.B.4.

Resolution 4

Consider and Take Action on Approval of a Resolution Repealing Resolution No. 4068
(Kristi McElroy, Purchasing Coordinator/Grant Administrator)
Documents:
  1. Resolution 5.pdf
11.B.5.

Resolution 5

Consider and Take Action on Approval of a Resolution Declaring City Property Surplus and Authorizing the Disposition of Surplus City Property
(Kristi McElroy, Purchasing Coordinator/Grant Administrator)
Documents:
  1. Resolution 6.pdf
11.C.

BID(S)


11.C.1.

Bid 1

Consider and Take Action on Approval of Sealed Bid Sale received from Mr. Alvin Hardison for Property located on Glover Street SE in the Amount of $1,250.00
(Kristi McElroy, Purchasing Coordinator/Grant Administrator)
Documents:
  1. Bid 1.pdf
11.C.2.

Bid 2

Consider and Take Action on Approval of Sealed Bid Sale received from Mr. Jack Gentry for Property located on C Street SE in the Amount of $10,150.00 
(Kristi McElroy, Purchasing Coordinator/Grant Administrator) 
Documents:
  1. Bid 2.pdf
11.D.

AGREEMENT(S)


11.D.1.

Agreement 1

Consider and Take Action on Approval of the Fiscal Year 2018/2019 Intergovernmental Service Agreement between the City of Ardmore and Carter County for the Detention and Care of Persons Arrested and Taken into Custody by the Ardmore Police Department in the Amount per Annum of $155,004.00
(Ken Grace, Chief of Police)
Documents:
  1. Agreement 1.pdf
11.D.2.

Agreement 2

Consider and Take Action on Approval of a Contract between the City of Ardmore and Valero Refining Company-Oklahoma for Services of the Ardmore Police Officers for Traffic Control during the Valero Refinery Turnaround Period with Compensation to the City at the Rate of $40.00 per Officer and Vehicle per Hour
(Ken Grace, Chief of Police)
Documents:
  1. Agreement 2.pdf
11.D.3.

Agreement 3

Consider and Take Action on Approval to Terminate the Contract with Lumpkin & Associates Architects and Approve the Contract for Remaining Architectural Services with SDG Architects for the New Fire Station No. 3 Project in the Remaining Architectural Fee of $15,315.83
(Cary Williamson, Fire Chief)
Documents:
  1. Agreement 3.pdf
11.D.4.

Agreement 4

Consider and Take Action on Approval to Accept the Fiscal Year 2017 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Local Solicitation in the Amount of $34,190.00
(Kristi McElroy, Purchasing Coordinator/Grant Administrator)
Documents:
  1. Agreement 4.pdf
11.D.5.

Agreement 5

Consider and Take Action on Approval for the Engagement of Russell & Williams CPAs, PC to Perform the City of Ardmore Audit for Fiscal Year 2017/2018 in a Flat Amount of $25,000.00
(Ken Campbell, Director of Finance)
Documents:
  1. Agreement 5.pdf
11.D.6.

Agreement 6

Consider and Take Action on Approval for the Engagement of Crawford and Associates to Perform the City of Ardmore Accounting Services and Audit Preparation for Fiscal Year 2017/2018 in an Estimated Amount of $55,000.00 Plus Out of Pocket Expenses
(Ken Campbell, Director of Finance)
Documents:
  1. Agreement 6.pdf
11.D.7.

Agreement 7

Consider and Take Action on Approval of Consent for the Re-Assignment of Hangar Leases located at the Ardmore Downtown Executive Airport of Hangar 27-2 from Glenn Smith, Jr. to Chris McMurray and Hangar 27-3 from Glenn Smith, Jr. to Jerry Rogers
(J.D. Spohn, City Manager)
Documents:
  1. Agreement 7.pdf
11.D.8.

Agreement 8

Consider and Take Action on Approval of the Amendment to the Market Street Retail Incentive Agreement and Guarantee Agreement to Change Start Date of Construction from June 1, 2018 to September 1, 2018
(J.D. Spohn, City Manager)
Documents:
  1. Agreement 8.pdf
11.E.

PURCHASE(S)


11.E.1.

Purchase 1

Consider and Take Action on Approval for the Purchase of a Server for First Responder Activities from the Oklahoma State Contract CDW-G in the Amount of $10,989.88
(Robert Newell, Director of Information Technology)
Documents:
  1. Purchase 1.pdf
11.E.2.

Purchase 2

Consider and Take Action on Approval for the Purchase of Two (2) Embedded SQL Licenses for ITI Applications with Annual Support from Omnigo Software Information Technologies, LLC in the Total Amount of $12,486.00
(Robert Newell, Director of Information Technology)
Documents:
  1. Purchase 2.pdf
12.

ADJOURN


12.A.

Adjourn

to Ardmore Public Works Authority Meeting