City Council - Special Meeting

Oh. Are you serious? Serious.

Yes. Is that what I'm saying? Oh my god. I said, "How is it going to be I like where it's headed. I like where it's headed.

forward. Thank you.

We've all Careful. He knows what

Don't feel bad. We have Mr. My favorite sete to be a tackle again. We'll have to do birthday party soon.

Are you motion? I'm over here. Is this going to be Okay, it's time to get started. I'm going to call this special meeting of the Lton City Council to order. Please stand for the invocation by Pastor Alan Hampton and remain standing for the pledge of allegiance. Bow our heads, please. Father, we thank you for your goodness, your mercy. We thank you that you hear us. We when we when we call and ask you ask for things and today we ask that you just give us wisdom and uh the quorum as we come together to meet on these important items today and give us wisdom to make the decision we need in Jesus name. Amen.

Amen. I aliance to the flag of the United States of America and to the republic for it stands one nation under God indivisible with liberty and justice for all. All right. Thank you, pastor. Clerk, please call X. Chapman Gil. Yes. We present Williams Warren.

Okay. One announcement before we get started on the business items. And I'd like to ask you all to help me welcome Jerry Asens as our interim city attorney. And I'm sure Jerry wants to say so.

There it is. Thank you, Mr. Mayor, I appreciate it and to the members of the city council for this opportunity. Uh, today is day one, so I appreciate you having a special meeting just for me so that we can uh begin our business. But I look forward to working with all of you and with the wonderful um city staff under the city manager and uh contributing whatever I can to help continue to grow, Oklahoma. All right, let's give her another All right, that brings business item number one. received a briefing on the current status of the C capital improvement program, including an overview of completed projects, projects under construction, funded projects pending initiation, tentatively scheduled projects under consideration for the next round of funding, and any remaining projects that were included in resolution 24-278. Dwayne,

good afternoon, Mayor and Council. We uh are excited about today. Today is a day that's all about CIP and we really feel like this is kind of a new step. We haven't really done this before where we've dedicated the meeting to just talking about the capital improvement program for the city of Laden. feel like it's really important that we provide you with an update especially as we get ready to discuss and and hopefully take action tomorrow at the regular meeting on the next round of funding for the CIP projects. So got a presentation here. The first slide is basically uh kind of an overview of the completed project since 2015. You'll notice you have the public safety facility, the city hall buildout, fire station number eight, aquatic center, uh I44 pedestrian bridge, all of the things that I think the citizens uh and the community will recognize as accomplishment since 2015. Now, this doesn't represent the entire as it represents a good portion of the most notable uh and recognizable projects. We've invested over $400 million so far in the CIP funds into the community and to making it a a community of choice where families thrive. And we're going to continue to move that direction. The next slide here talks about the projects that are currently in progress. Obviously, we have the phase one McMahon auditorium renovation and expansion. It's still ongoing. The police technology upgrade, which you approved this last year. Uh those are taking place and being put in place. Uh LFD alarm system, you're talking about a system that's probably 50 years old that's finally being replaced and technology being brought up to uh today's standards. Goodyear Boulevard,

US62 interchange. That program is uh is ongoing. It's still in design phase and we're acquiring uh the rideways and and those things. Um the latch transfer center maintenance facility. This is one that's kind of been lingering along as we're continuing to find the location where that's going to go. We're we're now making progress on that. Um the continuation of park upgrades. No secret that uh Larry Parks, our new parks and wreck or community enrichment director, is uh taking the bull by the horns and he is really making strides there. Uh the DMV initiative with our safe neighborhood campaign, kids first, that program continues to move forward. We have the Ellsworth Lake Dam repair in progress. Wastewater treatment plan improvements are continuing as we continue to bring it up to speed. Um, and then also you got alternate water sources, groundwater sources. We're still doing those. And then the 11th Street Bridge hopefully will be completed here in a few months. Projects with approved funding pending initiation. So just a few short meetings ago, uh we approved and closed on the note for the last round of funding where we refinanced uh previous uh loan from 2024, but we were able to secure a much lower interest rate, saving the city several million dollars in finance charges and interest. Uh and we also added these four projects to that list as part of that funding. We've got the 107 in 2025, which is your streets project that Councilman Gil is spearheading. Got the museum repair and renovation that that's on the list and and you're going to hear a presentation on the update or an update on where that's at tonight. Uh lot Public Library on the ceiling renovation and upgrades there. And then

one that seems to be really near and dear to the community is a lot animal welfare adoption center. You'll hear a uh presentation on that one as well. This list uh basically illustrates the remaining projects that were named in the resolution. Um there was you'll see some uh commonalities on this list. But when we go to the next slide, this basically encompasses everything that was in the resolution as part of the CIP program. The items that you see that are uh underlined, those are items that we typically we budget for on an annual basis. We cash flow those each year with a portion of funding that comes directly from the CIP. So, we're addressing those on an annual basis a little bit at a time. We've taken the amount of money that was allocated in the in the CIP, prorated that, split that over the 14-year window over the 2040, and and we're scheduling that for uh budgeting purposes. The great thing about doing it this way is it allows us to forecast what that budget's going to look like. So, we can program all of this as we move throughout the rest of the list. Uh it also allows you as the council to prioritize what projects that you want to see uh completed first. Um whether they're it it's going to be some of the ones that you're going to see tonight, I'm certain, but uh it gives you the option to be able to really kind of weigh which ones you feel like are the most important today. Um, this list here represents the projects the stat uh has recommended. Um, and you will see a uh an item tomorrow resolution presented to the council for your consideration for the next round of funding. On this list, you'll see the Lu

Sports Complex, the Elmer Thomas Park upgrades. We've been discussing McMahon ballparks, storm salaries, the latch transfer center, uh the rest of that funding, the municipal golf course upgrades, airport improvements, park upgrades, cemetery upgrades, discovery zone, and then the fist of construction loan that was supported earlier this year during the budget. Um these total just under $85 million. So, the funding that you'll be asked to approve tomorrow will be up to $85 million, which will supply the funding for this list of of projects unless you tell staff that you would like to change that list and we can modify that per your direction to include the amounts and and those numbers can be changed as well. Um, before I step down or take any questions, I'm just going to say I kind of put this item on the front side of the the agenda because I wanted to lay the groundwork for what you're going to see the rest of the meeting. Uh, we have staff here uh with with some of the architecture firms and um engineers that are going to be presenting multiple presentations on the different projects that we're proposing and moving forward with. We felt like it was important that rather than just spring it on you in the meeting that you're going to be looking at the funding uh approving the funding that you have an opportunity to see the projects look at those. If you have questions about what's being funded in there uh or the scope of those of the work that we're asking to do, this gives you an opportunity to do that and and more importantly provides a transparent look for the citizen within the community to see exactly what the process is.

Thank you, Dwayne. That's a great presentation and we've really got a lot going on thanks to Propel and the citizen center. I'd like for you to go back to the last note that we just approved. Uh that had had uh Well, just go back. It was one of your first charts. This one right here. So, it's my understanding that some of these are going to ask for more money, but they were funded at what rate? So part of the museum update is going to be uh talk about the challenges that they've encountered. Um I was going to let them present that information to you, but you may uh and in all likelihood will be asked to supplement the funding request that's already been approved. the museum repairing and renovation was funded at $6 million

as part of the CIP. Uh the other one is the lot public library. um part of that project. While it was funded at $2 million, um there is an issue that has come up that it makes sense to address if you're willing to fund the or supplement the u the budget for that and that is replacement of the HVAC which is somewhere in the neighborhood of 3 to 500,000. So they'll be talking to you about that as well. And we these were these were in a note that we've already passed. Correct sir. And were they in at the 6 million and 2 million that was planned? Were they in Were they in that note? Yes. 6 million and 2 million.

Yes. Okay. So, where would the other funds come from? Um it we would have to shorten the list that I provided you here. Uh we would look at potentially cutting one of those programs. um prioritizing those if if uh for instance you might look at the cemetery upgrades does that one rise uh to the level you know which one's more important and this is why I say it's important to put it in front of you because we need you to tell us which which ones you want us to fund and how you want us to fund them. All right. Thank you Dwayne. Yes sir. Any other questions?

Mayor I have one. Dwayne just so we're clear on the other items too. The animal welfare center was funded at 5 million. Is that correct? That's correct. It's actually about 5.5. We have 500,000 in the special fund. And then the streets were at 17. Streets were at 17 million. Okay. Any other questions? Okay. Thank you very much, Dwayne. That was good presentation. It brings up item two. receive a report and consider approving plans as specifications for project EN2304 Animal Welfare Building and authorizing staff to advertise for bids. Mike,

good afternoon, Mr. Mayor, members of council.

Um, we're excited to bring several projects for you tonight for your consideration. Um, we've got the entire engineering team here, as well as Wayne mentioned, several architects and engineers, uh, consultants on these different projects, as well as staff from the animal shelter, the library. So, I think we can answer any questions that that might come up tonight. Um, we've completed several projects lately, engineering has, so we're looking forward to, uh, getting busy again. We hope you approved several of these. We're ready to get started. And the first one I'll bring tonight uh for your consideration is the animal shelter. Got Jamie Prayaw here today. She's gonna give you a presentation on that and hopefully answer any questions you got.

Hi guys. It's nice to see um several of you again. And for those of you who I have not met, my name is Jamie Proud. I'm an associate principal with GH2 Architects. Um I lead our whole animal division. So, we specialize in buildings that are designed around and for animals, things like animal shelters. Um, so what you see on the screen here is the completed design for the animal welfare building. Um, if you guys remember right from the last time that we were here, we were proposing taking what used to be the fire station um that has now been vacated and they've moved on to a new house. um taking that fire station and renovating it into what will be a new animal shelter adding on to the west side of that. Um so if we can go to the next slide up there.

Oh well I can go to the next slide. Um so I will zoom in here in a second but this is the overall site plan. So you can see on the right hand side of the screen um where it's predominantly green and yellow that is what was the fire station. Um so in there we will have a whole bunch of rooms where we will be holding our adoptable animals including cats, dogs and exotics. Um we will have a new reception desk, a welcoming lobby that will be really your public facing part of the building. Um, and we're absolutely going to play off some of the cheesy, you know, the fire station with Dalmatian kind of a a vibe within there. Um, behind that is a whole bunch of playy yards. So, the area to the north, there's several areas up there that are fenced that are quite a bit larger. That will be areas that we can use for um allowing the staff to evaluate animals and understand are they you know are they superciable? Do they not want to have friends? Do they want to play? Do they want to play with other dogs? Also when somebody comes to adopt a dog, let's say that they have dogs at home already. Understanding is that a dog that might get along with other animals that are already in somebody's house. And then off to the left behind the building is um areas for dogs that are housed within the shelter so that they can get out and get their wiggles out and get their wags out a little bit. Behind there is now additional staff parking um that is completely secured so it's all fenced in. That way staff feel safe walking to and from their their vehicles um whether it be late at night or early in the morning. To the south of the building is all new visitor parking. Um, so that is of course where people who are coming that want to adopt an animal or who are coming to surrender an animal will park. There's a special

intake door for animals that are by either being surrendered or animals who have been found out in the public and are now being brought to the shelter um in order for the shelter to help find their rightful people. On the far left of the building um I'm going to go to the next slide here and zoom in a little bit on the floor plan. You'll also see on the far left is a sally court. So when an animal control officer goes out and finds animals that are out abroad that is a special room that has garage doors on both sides, they can pull in and safely pull animals out of their vehicle and get them into the facility. They go directly into an intake room or they will be examined, make sure they don't have anything that is a communicable disease. They will get initial vaccinations. they will likely get a bath in case they are very gross. Um, and then be able to go on into the rest of the shelter. You can see on this floor plan those areas in green that we were talking about is all those adoptable areas. So, we have cats, we have large dogs, we have small dogs, and we have exotics. This building takes what the existing shelter holds. The existing shelter holds 120 animals. It takes that to 356 total animals that can now be saved within this facility. A lot of that is the areas that are either orange or pink on the left side of the screen in the upper areas. Those are for stray and or um isolated dogs that may show signs of being sick. Um cats are to the south of the building. There's a movement within animal welfare to be what's called fearfree. Um, and that's all about understanding normal animal behaviors and how do we design to make sure that animals are as comfortable as they possibly can within their environments. Studies are showing that that leads to better outcomes. It leads to healthier creatures. It leads to less time that those animals are held within shelters. And it goes even beyond the building. It goes down to how the

shelter staff are interacting with the animals. and that's already been an initiative of your shelter staff is to be within that fearfree realm. Um, we also have in here a surgery suite. So any sort of strays and or minor wound care can happen here rather than those animals having to be treated elsewhere and brought back. So again, we're working on what's the better outcome and the better process for these animals that are here. I'm going to quickly show you a couple of little renderings that we have. So this is our intake room. So you can see there's some temporary holding cages that are off to the right. Studies show that animals that are vaccinated upon entering a shelter, that vaccine starts to work within as little as 15 minutes. They are now protected against anything else that might already be in the shelter and they the shelter is now already protected from things that they might be bringing in. So that's why these intake rooms are super important. Um, this is the small dog holding room with windows looking out toward the front to get some wonderful daylight. This is your new reception area. This would be the cat adoption area. This would be one of the isolation or stray dog areas. And this would be your surgery suite with two surgery tables. So that's a brief overview. I apologize if I went fast. Did you guys have any questions?

I will comment I don't have a question, but I will comment that it looks like a a real good job here and a real good thing for our animal welfare. Mr. Hill, did you have a comment? I did. I uh think that staff and the architect did a really good job on that. We started out a little bit rough a year or so back and it's really come around. I think that uh we wound up saving a lot of money for the city and I think we have a really outstanding project. I'm I'm real happy with it. So with that said, I make a motion that we go out for bids on this project that we approve it and go out for bids.

Okay, we have a motion for approve and authorization to bid. We have a second discussion or more questions. Please vote. Are we voting or call? Please vote.

You know, we really didn't talk about money. It's uh I think I heard Dwayne say we had it. This is a little over budget, but we had the extra money in some fund if I remember. So the the message to GH2 was to design the building to be a $5 million building. I believe there was five 5.5 and that included things like fees um and I believe some equipment that's already been purchased. Is that correct? Um, so as this building sits today, our in-house estimator has estimated that it will come in just under 5 million. Okay, great. And it passes seven to zero. So that's good. We're off to the races now. Thank you everybody. Thank you. Good job.

Sneha, did you want to tell us something? You good? Okay. All right. Item three, receive a report. consider approving plans and specifications for project EM2201 library ceiling renovation and authorizing staff to advertise for via Z. Thank you, sir. Uh this will be the next project we present for your consideration library ceiling renovation project. Again, we've got uh project architect Tiffany Dennis here from Gernzie Architects. Um, we've got Scott Vaughn and uh, we've also got Kristen from the library to answer any questions that may arise on this. She has a presentation for you.

Would you tell me your name again, please? Yes, I am Tiffany Dennis with Gernzie. Okay.

Um, I am one of the directors of the design group and I'm over architecture and interior design. and it's been a pleasure to work on this project with the library and with the city of Watton. As you know, the the library is an aging building. It's been around over 50 years. It's a wellused facility by people of all ages, young and old. Um, every time we were in the facility, it was amazing how many people actually come and utilize the facility. It was an exciting place to be. Our um focus on this project was to update the ceiling. It's an aging ceiling. As you can tell, it's an old copper ceiling with old light fixtures, old diffusers. As you can see, they're starting to stain the ceiling just from um air and unfiltered air. Um so, our project was to focus on upgrading the ceiling as well as the duct work and the lighting. We also focused on um updating the fire alarm system. It's dated as well as providing a fire suppression system. This is kind of the layout we came up with. Uh we went with an open ceiling concept. Um providing some acoustical felt ceiling clouds uh for you know acoustical purposes. Obviously libraries we want people to be able to focus. Um we also wanted to focus on thermal comfort as well as uniform lighting throughout the space. So this is kind of the layout that we have come up with. We have columns um you know this library was set on a 5x5 grid. The brick columns actually stop at 10 ft. So we tried to come up with a concept that focused like a collar around the columns so that you couldn't see the top of the brick. So

that's concealed, but you will be able to see up beyond the um ceiling clouds. So you will see exposed duct work and that type of thing. Cable trays. We were going to um completely gut the existing ceiling, all abandoned wiring, abandoned duct work, um flex duct, and that type of thing. And then from the VAV boxes on, we have new park ducts and new lights. These are examples of the light fixtures that we've used. Nothing extravagant, but also just a nicer aesthetic, a cleaner, more modern appeal to the um to the library itself. This is kind of a sketchy rendering of the ceiling clouds and you can see we would organize any type of wiring for your IT services into some cable trays. The proposal paints everything above the ceiling so it's all one uniform color above those clouds. It's a pretty straightforward project. Um our budget was $2 million and right now our estimate is right at $2 million.

Uh okay. So the ask is $2 billion and that's exactly what we have in the CIP. Questions council, Mr. War. So we've already approved the 2 million. Is that am I following that right? Yes. And and we've borrowed 2 million. Okay. And this project we're asking for another three to five or we know how much for the air conditioning that we have to have now.

So we are not proposing to ask. We have some alternates in our project that would um kind of cover new VAV boxes. Right now they are functioning but they're not functioning efficiently. And we also have some drywall and some air curtains. So those are smaller items that were in our we put them as ad alternates that when we do bid the project that we could um see if we could afford those if the project comes in under that zoom then so we don't need air conditioning. Our study was not focused on a unit. It was just focused on the duct work and the lighting and this actual ceiling system

because I've heard scuttlebutt that the air conditioner needs to be replaced. is that the unit is aging. It's an old unit. Um, but that was not part of our focus on this project. Okay. Can't Does anybody have any questions before I start? Yeah. Why don't we explain the air conditioning again? Because I was under the impression there was going to be a request to replace the air conditioning, but apparently that's not it. And I just want to make sure I and everybody else understands what's going on with the air conditioning. I think Scott's foaming at the hip to tell.

Lad may counsel Scott Bond Chitty Trail Consulting. I work as a project manager on behalf of the city of Lot and Engineering Department. And when we did the study, when Gernzie performed the study a couple years ago, the focus was on the ceiling, the lighting and the duct work that would be, you know, needed to be replaced to replace the ceiling. Um, so when we got to the point where we had completed the study, we submitted our estimate, at that time it was $2 million. As we understood it, the budget was set based on that study at $2 million. During the design process, we recognized that it potentially could be we could potentially recognize an economy of scale and remove and replace more of the duck and the VAVS, the variable air volume handlers. So, we decided that it would be a good idea to throw that in as an alternate bid item that if bids did come in favorably that mayor and council could consider awarding a bid for that additional item. There are certainly other items at the library that need to be addressed, but they're out simply outside the scope of the project that was originally studied. If mayor and council were to direct to find other funding for replacing the HVAC their handling units, for instance, we would actually need to go back to the design phase and it would actually quite frankly delay the project to do that. We've already included the VAVS in as an ad alternate and we could move forward with the project as funded and as designed and mayor council of course would consider whether to award that ad alternate bid at the time of bidding.

Okay, thank you for that explanation. Any questions on that? Okay, go ahead, Mr. Hampton. Yeah, a thought just came to mind. Uh we're turning out the ceiling and replacing ceiling. Is there ducting up in that ceiling already that would remain there? And then in the event that they put another air conditioning system in there at some point that your work that you're doing now will have to be tore out. I mean, is that a consideration? Not affect the work we're doing now. If they came in and replaced that unit, it would replace I can't hear you.

I'm sorry. If they came in and replaced the unit, they would also replace the ducks up to those VAV boxes. Our focus was from the VAV boxes out into the supplies. Okay. Thank you. I was also under the impression where there was going to be a request for funds to move the library while the work was done. Is that incorrect? My understanding was that the library was going to do that themselves.

Okay. So, the library is going to have to close down and move to do this signaling work. Yes, we were going to um get a temporary space in another facility that was vacant right now to phase this type of project would actually delay the project, you know, and cost more money if you can go in and do it all at once. It would be about a let's see, we had a 180 days of construction, 30-day live for materials. So, the hope is to get in. As long as they're not asking for CIP money, I'm not too concerned. No, I'm going to throw it to Mr. Warren

and turn off the stopwatch because this is going to take a little while. Um, and I'm going to read it because I'll see something shiny and go off the track. Um, I don't oppose progress. I champion it. I don't oppose the library. I support it. I would simply like to ask the council to pause, just pause before we commit taxpayer dollars to a decision that could definitely define our city's future for the next half century. Our municipal library was built in 199 1973 and it served us faithfully for 52 years. But let's be honest, this building has exceeded its 50year accounting life. The roof, the ceiling, the HVAC system, electrical infrastructure, all of these critical systems are operating at roughly half the efficiency of modern standards. They're not just old, they're obsolete. Everything in the building. The staff has asked us to approve repairs to the ceiling and the HVAC system. I don't question that their sincerity or their dedication to serving our community, but I do question whether a quick patch, a 5 to 10 year band-aid is the right use of public funds. When we stand at a crossroad that demands strategic thinking, we have three paths forward and council. We owe it to the people who have given us the funds and who elected us to look at all three with open eyes. First, we can patch the current building, fix the ceiling, replace some HVAC units, limp along for another 5 or 10 years with a facility that still consumes energy like a 1973 Lincoln Continental, still constrain our ability to serve modern library users, and still require

another round of expensive decisions before this decade is out. Second, we can modernize in place. We can invest substantial capital in replacing major systems, reconfiguring the interior, bringing the building up to code. This gives us 25 or 35 years of useful life, but it still locks us into a 1970s shell with all the inherent limitations. Or third, we can think bigger. We can ask ourselves, what if we leveraged the millions this city ha and the fista have already invested in renovating and updating Central Plaza? Let me paint a picture of what might be possible. Central Plaza has a brand new roof, state-of-the-art facade work, modern systems. We've already made that investment. Why would we spend more money duplicating those upgrades at the old library when we could use what they've already built? I know at one time the thought was to move the library over to the uh plaza while the work was being done. Well, why not move it and leave it? The numbers tell the story. A modern building envelope provides 30 to 50% energy savings compared to the 1970s construction. We're talking about reducing annual utility costs by a dollar a square foot year after year after year. That's not speculation. That's documented by the United States Department of Energy and proven in library renovations across Oklahoma and Texas. But the real opportunity here goes beyond dollars and cents. FAI Fista Youth and Science Museum will sit right there in Central Plaza, a facility dedicated to STEM education. to inspiring our youth, youthful minds to hands-on learning. Imagine combining

that with our library services. Imagine a child moving seamlessly from story time to a robotics workshop. Imagine a teenager researching a science project in our digital resources and then building the project in a m maker space down the hall. This isn't just a far-fetched dream. And this is what modern 21st century learning looks like. This is what kids first really means. Creating a safe, inspiring, and accessible environment where reading and science come together. Where families can spend an afternoon exploring ideas instead of just checking out a book. Operational efficiency. When we colllocate services, we get to share a lot of those services. That's money that could go towards program towards digital collections towards the services that our cit citizens actually use. Then there's downtown revitalization. That's and that's not let's don't forget the bigger picture. Our downtown we've invested in Fista. We've invested in the plaza redevelopment. A modern library STEM learning campus doesn't just serve families. It becomes an anchor, a destination that brings people downtown, that supports local businesses, that shows the world Lton is serious about its future. Council, I want to address the elephant in the room. In-person visits to libraries have declined 25 to 35% nationwide since 2019. That's not a lot problem. That's a reality in our digital age. Meanwhile, digital checkouts and online services continue record growth. Does that mean we don't need libraries? Absolutely not. But it does mean we need to be smart about what a library should be in 2025 and beyond. We need flexible spaces for collaboration and learning, not just endless stacks of books. We need maker

space where kids can create. We need study areas where students can work together. We need meeting rooms where community organizations can gather. The 1973 building was designed for a world where 60% of the floor space was dedicated to book stacks. Modern libraries allocate 25 to 35% for stacks because we've learned that libraries are about people and programs, not just printed volumes. Here's another something that the patch and the repair approach ignores entirely. Funding leverage. A joint library STEM learning campus makes us competitive for grants and endowments we could never access with a standalone library. We're talking about the Institute of Museum and Library Services Accelerated Promising Practice Program, National Science Foundation informal STEM Education Grant, State Library Construction Funding, corporate endowments from Boeing, Google, Gates Foundation, Oklahoma Community Foundation, an many more philanthropic organizations want to fund innovative cross-disciplinary projects that serve multiple generations and demonstrate measurable impact. A literacy STEM hub checks every one of those boxes. A new ceiling on an old building checks none. Mayor, you've spoken eloquently about Lton's commitment to passion for progress and for kids first. Tonight, I'm asking the council to prove those aren't just slogans. There are governing principles. Kids first means creating spaces where children and families feel safe, inspired, and empowered to learn. It means thinking about what students will need not just next year, but in 2040

and60. Passion for progress. Progress means having the courage to question conventional wisdom. It means looking at a repair estimate and asking, is that the smartest use of public funds or are we just doing what's easiest? Kids First provides the purpose. Passion for progress provides the momentum. Together, they define why Lton should build smarter, safer, and stronger for the next generation. I'm not asking council to make a final decision tonight. I'm asking you to make an informed one. The motion that I would like to make is really straightforward. I would like to direct the city manager to defer any major maintenance or repairs and replacements at the main library until such time as com a committee is formed by the mayor has enough time and opportunity to look at all the opportunities and options available and bring back to this council within 120 days a recommendation for path forward. 120 days. That's all we're asking. Four months to examine life cycle costs, community impact assessments, grant and funding opportunities, energy saving projections, operational efficiencies. These are all things that should have been done before there was ever any discussion about fixing the ceiling. And it's not just at the library. It's at everything that we do. We peacemeal every single project that we've done. And that's why we've gotten to where we're at and we're having to dig out with with Propel 20 240 and build new buildings like the police and some of the other facilities. When you when you continually just patch, you continually have to patch. Uh let's compare apples to apples. Let's quantify the benefits. Let's explore every possibility. Council, we expect our personal vehicles to last 10 to 15

years. Are we really going to make a public investment that gives us only 5 to 10 years of useful life on a building? Our children and grandchildren will judge us by the decisions we make now. They'll ask whether we had a vision or whether we just kicked the can down the road. They'll ask whether we spent our tax dollars wisely or whether we took the easy path. I've heard some say we we need to move fast. The library needs repairs. And yes, it does. But friends, we operated this building for 52 years. 128 days of thoughtful study won't make any difference. What might crash down is our credibility if we rush in to fix minor repairs when major repairs is what's really needed. The central plaza facility isn't going anywhere. FiAI is in the planning stages and as we speak it would be ready for collaborating when design and building phases begin. If that's the final decision, that may not even be the decision, but we should look at it. The great opportunities are available now. This is the perfect time, the only time to make this decision with our eyes wide open. Here's what it comes down to. Do we want to repair an outdated building? Or do we want to create a 21st century learning environment that serves multiple generations, saves taxpayers money, revitalizes downtown, and positions lot as a forwardthinking community? Do we want to spend limited capital dollars on systems that will be obsolete before they're paid off? Or do we want to leverage existing investments and create something extraordinary? Do we want to tell our children that we did what was convenient or that we did what was right? Mayor, council members, I know some of you may feel pressured to approve its repairs. Now, I know staff has worked really hard on these uh on these plans. I know there's an institutional desire

to move forward, but I'm asking you as a fellow servant of this community, as someone who cares deeply about Lot's future, to take a breath, to ask for more information, to demand the comprehensive analysis that a decision of this magnitude deserves. Because we're only talking about a roof, right? I mean, a ceiling. That's what it seems like. But we're really talking about the future because this isn't the last repair that needs to be done to demand a comprehensive analysis that decision of of this magnitude deserves. Vote yes on the study. Give the committee 120 days to bring us the real data. In conclusion, I would just say in 1973 our current library was built. Personal computers didn't exist. The internet was years away. Digital books were in science fiction. The leaders who built the facility did the best that they could with what they had. Now it's our turn. We know things they didn't. We have options they didn't have. We have an opportunity to create something that reflects not just the libraries, what libraries have been, but where they're going. Let's not squander that opportunity with a hasty decision. Let's not settle for adequate when we could achieve excellence. Let's not patch when we could transform. I urge you to support the motion for a comprehensive study. Let's give ourselves and this community the gift of thoughtful strategic planning. Our children are watching. Our grandchildren will will inherit what we build and what we failed to build today. Let's make them proud. Okay, let me see if I can get this motion down to where it's a little more understandable. You want a moratorum on the maintenance expenses unless they're absolutely necessary during this time of a committee to be appointed by the mayor and report back 120 days.

I'm going to put the mission in my words and you tell me if I'm wrong, the best library plan for the community for the future. Is that right? That's right. Okay. Regardless of what it is. Did I I I know there's a lot of information there and we'll refer to that in the committee, but did I basically get your motion? That's correct. Okay. Is there Does everybody understand the motion? Is there a second? Right. We do have a second. I want to compliment you on you've obviously done your homework on this. That's great presentation, but I'm going to ask you if you'll accept a friendly amendment.

Yes, sir. Since you said that the uh the mayor is supposed to put the committee together, I would like to go ahead and appoint you as the chairman. Um and will you accept will you accept that as a friendly amendment? Yes. And it's seconded. Now discussion.

Yes, Mr. Hampton. Thank you, mayor. You know, if you've ever listened to me, I'm really into uh maintenance. Uh maintenance is really really something that we have lacked in the city of Lton for many, many years. And it's one of the things that this mayor and council has been working on extremely hard. I've been here six years. It goes quickly. I'm only under here, another three. and uh completing some of that work so that we have longevity in some of the question some of the things that have been brought before us. I don't think that 120 days is that that bad. I I did visit uh with uh Cal McIll and the library, some of the library staff and some of the engineering staff and and looked at that building myself to try to take a look at it and and uh I do indeed think that there's more that needs to be done um to that building besides uh just that uh that that part. I'm I'm old enough to know what a card catalog is and I I went to that library when when I was younger and I I remembered where the card catalog actually was and I think there's like a replica or something like that. Brought back memories. But um uh I think 120 days is a good idea to try to to look at maybe some longevity especially in light of the HVAC system that I think probably needs to be done when that ceiling is done. Thank you, Mayor. Any other comments, questions?

Let's vote. No, we've got a motion on the floor and a second. We're going to vote. Are we missing someone? Councilman Wager, yours is not showing. Never came up.

Can you accept a vote up from him?

Okay. Motion carries 7 to Z.

And I will get with the chairman to make sure we get this committee right and we'll get started on that and I'll have it ready to vote on the members a week from tomorrow. Okay, that brings up item four. receive a presentation from the Lon Youth Sports Trust Authority, Lisa, and Eastern Sports Management, ESM, regarding the Lton Port Sports Park economic impact analysis, including the proposed facility design and a request for formal approval of the scope of work, either as a phased approach or as a full project and take action as deemed necessary. front. Good afternoon or as we head in the evening, council mayor. Um, once again, thanks for the the opportunity to show you where we're at in our progress and and hopefully uh get an agreement on a scope of work. Um, I I will have Brian Cannon, who is with Eastern Sports Management, he'll he'll actually run through the design piece of it. Got some data for you. You you can take the guy out of the bank, but you can't take the banker out of the guy, right? So, I've got some numbers for you, and I know those are important. Uh I do want uh he is here. I do want uh Will to stand up for just a minute there. Uh Will Miller is the boots on the ground, as I call it. He is the general manager for Play Law. So, he runs the entire programming piece for the youth sports program here in town and doing a great job. And I I think what we're going to show you is is proof of that. U last time I was here, I told you we owed you a a revamped design because our our revamped logo because our logo seemingly looked just like Apes. Oops. But we fixed it. So we we now have

a new logo. You did approve the renaming a lot lot in Fortzville Sports Park. They're formerly known as East Side Park. Uh, so this is our new monument sign heading into the park. I'm not going to read you all that, don't worry. There's a couple of pieces up here that I think are important based on some questions that have surfaced. Uh, valid questions. Um, I think if you go back to the 2019 CIP language, there was language in there for funding up to uh $8 million and all of the discussion about that was for a facility that was going to be about 12 to $15 million in cost. What I'll remind you on that is in 2019 when I was asked to come up with the price, it was three guys, one of them which is here, Mr. Hussein and Albert Johnson Jr. that took a visit down to Plano Sports and said, "Hey, how much did you build your last building for?" Uh, which that was in 2019. The last time they built a building was in 2014. So, we took their price per square foot, added 5% per year, so 25% to the cost on a planned 85,000 ft facility, and came up with 12 to$15 million. Uh, it wasn't a bad stab in the dark. It was a stab in the dark. As educated as could be at the time with what we had, but the 85,000 ft² building ultimately was too small for what our vision for this facility is. Um, and we got to that because once we hired Eastern Sports Management to run the programming in August of 2022, one of their first missions was to commission a third party study for feasibility and economic impact. What the feasibility study said is your 80,000 85,000t building is not big enough. You can barely host the teams you have planned right now in that

facility. um regional tournament play based on that feasibility study, you need to be at eight courts, eight hard courts. Um so that automatically grew the building. In an effort to expand on the revenue potential, we added an indoor turf field to the design. So the building grew to 141,000 square feet as it sits today. And you'll you'll see some of that. Um the economic impact numbers are huge for this project. Um before I get into that though, you know, one of the common efforts that we have here is to compare ourselves to peer cities. I went and found what our peer cities are doing. Uh Norman uh Reeves Park just across the street from the multinational champion Oklahoma softball program uh is investing $17 million in Reeves Park. Uh they currently have six fields, six diamonds. I think it's important to know they're diamonds. U we call ours fields because they're going to be multi-turf multi-purpose turf fields, but these are all diamonds, either softball or baseball, and they're adding four more to it. We're spending $17 million. That's on the heels of spending 36 to 42. The reason there's a gap there is because depending on which story you read, it's 36 million or 42 million. Uh but it's at least a $36 million project on the north side of Norman. WAC Young Family Athletic Center uh has eight basketball courts that converts 12 volleyball, two indoor swimming pools. Uh and they have a partnership with Norman Regional Hospital for Physical Therapy. I think that's where the $6 million Delta is. I think that was their investment into their part of the facility. Enid, uh Mayor, I know you've been in to look at the progress on this facility before. Advanced Soccer Complex investing $14 million uh one championship field that will host National Junior College Soccer

Championship. Um Edund investing $17 million on renovation and construction of new outdoor facilities. Uh it's 10 fields existing and constructed new. Uh the Edmond Soccer Complex, I added that one up there. I don't have any pictures of it. What was of note to me in doing the research on it, it was built in 2008 and they're going back now and investing $5 million in upgrades to a facility they built. Here's why the program is important uh and why I wanted to mention Will. Uh a lot of numbers up there. The highlighted ones I think tell the story. Uh so the first 100 2022 participants 2,158 kids participated in youth sports. We basically ran one sport a season uh or I'm sorry we ran the sports once a year so a season uh multiple sports in the fall, basketball in the winter, softball and baseball in the spring summer. uh as our our years I am using here not to confuse it with fiscal years fall to fall because that's kind of the start of the school season which is when the seasons kick off for us. Uh so at the end of this summer uh starting fall of 2024 to summer 2025 our youth participation numbers are 3,379. That's an 89% growth since lots sports and played lot over took over the program. Uh we we are wrapping up the fall season right now in that green highlight. Uh you see we had 45 teams last year in the fall season which is flag football, baseball, softball, and volleyball. Same sports again this year. We now have 74 teams and we've grown to,75 participants. A 60% growth year-over-year in the fall.

Last winter, which is volleyball, basketball, and football, we had 96 teams. And I'll remind you, we play in borrowed facilities. Lot public schools, we have a program with them where we use their facilities. And keep in mind, they have basketball, boys and girls, 9th grade, u wrestling, archery, and all of their other programs that go in those facilities. We have to schedule around them. Uh, I'll invite Brian to to come up and walk you through the design. We did not include the detail floor plan like we had the last time. We thought we'd bring you the render install on this one.

Mr. Mayor, council members, as uh Brian mentioned, so my name is Brian Han. I'm the project manager of Eastern Sports Management. So, I've been leading uh the design of this this sports park in this facility. Um, so before you uh is a rendering of what the park would look like. We have uh in the lower lower quadrant of it is the facility with parking. As Brian mentioned, the facility is 141,000 square ft. We have about 600 parking spots around the facility. As you work your way north, uh we have additional thousand parking spots up there with the 10 uh fields. You'll notice three of the fields are in field blocks. Um and then we've got four individual fields. What that allows us to do is in the regular in individual fields, right, you have one soccer field, two baseball softball fields. However, in the three blocks, we have the ability to have a movable outfield wall and do higher levels of competition with a with an outfield wall that's further back. Um, so that gives us more flexibility there. Um, in this, uh, we also have three restroom buildings. They're a little small in the design. Uh but we all want to make sure there's adequate restroom space concessions available for the participants that are using the using the space. All right. So here's a different uh angle of the rendering as you can see. Um so we've added um an additional entrance into uh the facility to provide um room for traffic that follows our road back to the additional parking uh for where the fields fields land. Uh you'll see we have the existing parking to the to the right to the east. Um and in this current design, what we've done is we've taken the four existing grass fields uh and we've put two artificial turf fields over it. So we'd still have four baseball fields uh but we'd have the ability to have multisport in there as well. Um there are some great um challenges that we've worked through in this facility in where we would need to cut and fill. And so, um, back in the

spring, we contracted with ADG Black, the architect out of Oklahoma City. And so, they've been working with their civil engineer, Wallace, working on the best way of us to lay out the space and to cost cut as much as we can uh to make sure we're not having to put in expensive retaining walls or or anything of that matter. So, here's the front entrance, as Brian mentioned. So, we went through a process and were able to um get the logo updated with the play lot and plex. As you can see on the right hand side, um it is a pre-engineered metal building. However, we don't want it to um just be a plain boring building, right? We don't want it to look like a warehouse. And so, as you can see, uh we've added some color to it. We have some additional images where um we have a front portico area, uh where they drop off space for the kids. Uh, a big part of this is is we want to make sure the kids are safe outside the facility as well. Right? In a lot of these instances, the parents are dropping off their kids and if they're doing it in the parking lot without the drop off that, you know, there's people driving to the parking lot that may not be as cautious with others as we wanted that ability to keep those children safe as well. So, here is that front drop off area. As you can see, again, it gives it some depth uh in dimensions. Um so that again, it's um it it it's allowing it to not be a a simple a simple building design. Here's another angle of that entrance. And then as you move into the interior, so with it being play lot, we wanted to um kind of intend to play off of that uh with with the play symbol as you can see from the triangles, but um you can see uh you know particular designs. You're coming in, you've got your front desk uh play lot and plex over the top obviously highlighting kids first and city of Watton. When you're coming into this space, what we wanted it to do is be an open space cuz we will have gathering spaces in the front entrance. there's people that want to uh mingle before or

after games, right? Um and then we also wanted it to be directional in the sense that from this design, if you were to go right, you're entering the eight basketball court space. If you were to go left, that's where you're entering those two indoor turf fields. Um and so it makes it easy so when people are coming into the building, uh they've got a direction of which they can go. Um this is a rendering of the concession space. Uh so as as a part of it in that central core uh we do have concessions um the ability when we're running these tournaments right people are going to be in the building for longer periods of time and so we want to make sure that we're you know bringing the color palette through providing the resources necessary to to them uh and this is just giving you an idea of what what that would look like. Uh this is the basketball court. So there are eight basketball courts which can be uh 16 volleyball uh or 24 pickleball courts. So it has the flexibility of what we need it to do uh for the community. Uh whether it's local pickle ball play, we've got uh basketball volleyball leagues, if we're doing tournaments and bringing out uh members from around the community, this gives us that flexibility of of what we need to do with that space. Right? If we were to do uh four basketball courts, the ability to host those tournaments, that's bringing the out of town guests uh gets limited. Uh so by expanding it to that eight, it's going to really increase the ability to bring out of town guests um in addition to being that asset to the local community. This is going to be the other side of the facility with the two indoor boarded turf fields. Um obviously with the with the turf outside during certain winter months, people are going to want to come inside whether we're doing flag football, uh indoor soccer. Um really these are multi-use. We're, you know, we want all of this basically multi-use. We don't want it to be um guided in one direction. So this allows us that flexibility that we're looking for here.

U so here's here's the payoff, right? Um I mentioned the original feasibility study and economic impact study that was in 2022 delivered in 2023. It's on the right hand side. indoor only. Um when we were back in March or April, we started taking a look at if we built outdoor uh fields with it, what could the economic impact look like with those 10 turf multi-purpose fields. Uh you know, so the annual visitors, those are out of town visitors projection. the the number we gave the third party data sources who did impact data sources who did the study is we told them our projection was to run 35 tournaments a year that's 35 out of the 52 weekends which is a light number to what Eastern Sports Management does in their other facilities right now we wanted it a little more conservative everything else is based off of formulas and algorithms from there right so uh each team is allotted 14 people that's team coaches trainers scorekeepers, things of that nature. And then each player in that group, the expectation is one and a half spectators per. And in the years that I did this, that number seems about right. Uh one and a half visitors per that will come into town. That's out of town visitors coming in. Uh you see the average hotel nights, 40,000 for the indoor only times 55,000 for for the uh addition of the outdoor. Uh I won't run through every one of those numbers. You can see those. But annual totals on the spending, $10 million on the indoor only uh 18.5 million on the indoor and outdoor. If you project those over 20 years, assuming a 3% increase, either that that's increase in participation or increase in cost, which is going to

happen, um you get to a total economic impact of $275 million for the indoor only and just under a half a billion dollars if everything is built. uh direct collections, 17 million for the city of Rotten tax collections and 33 million for the entire entire phase project. Uh somebody asked me why would the county taxes be separate? Somebody may stop and get gas and a sandwich in Medicine Park on the way out of town or at Loves and that would obviously be city sales tax collections. Uh so this is a project that not only satisfies the youth that are playing now that are growing at 89% since we've taken over the programming uh but also to attract regional sports tourism dollars. Right. We've had several missions in this process. Um one of the first tasks you all gave us was to have the premier you use force program in the state. I think from a programming standpoint we are getting there. We're not there yet. We know that, but we're getting there. Um, like Fortz Hill to be a city of choice where families thrive. And if there's a kids first initiative, opposite of learning, it's sports, which teaches other components to it. Uh, so I think this project checks a lot of boxes. I know that can't be seen by everybody. You guys have it up front. Uh, we have broken this down into phases. So the request that Dwayne or sorry, Mr. Kurt showed earlier was $40 million. Uh that's for the indoor facility pumping. We actually think we can value engineer that back once we get the contract in place and can actually hit the ground running on that. We've started some work on that and and believe we're not far off. These phases can be moved around. What

we tried to do was keep them relatively same dollar amount for each phase. So, if we just took the next phase, which is adding the parking lot, taking the road up to the north, adding two of the turf fields, we would still have the four grass fields that we play on now. So, that' give us um eight total diamonds to play on. I will say that the ones there now would not be deemed regional tournament quality. They're they would be recreational tournament or recreational play quality, our league play. Um the next phase could be uh building over the top of those two fields and the third field up top. It would also bring the road around that existing parking lot that's south of the current fields. U those numbers are running about 10.5 million. We think that's still high. Um, and you know, uh, John and Brian have some firsthand knowledge of some construction that's going on on turf fields, uh, that we think that number will continue to come down. One option for, so let me back up. 40 million for the building. If we had 10 million, we could build new fields. if we more if we had 5 million more we believe we can build over the top of those existing four fields in a concession stand and that's what I mean there's some flexibility in the phasing we just tried to keep the dollars for the presentation about the sun next we move over to the to the west side this is the land that we bought just reminding you we have 120 acres between what we bought what we're leasing from public school system public school system and what the city owns there already. So, this would add the final pieces of the parking, those three fields or two fields and then these three fields uh in in the phase five. So, right now the buildings coming in at

40, all of the fields coming in at 30. So, total of 78. Again, I think that is high. Um, as we get deeper into the the actual bid process and value engineering, we fully expect those numbers come down. Um, I I think we can get the building in from a construction standpoint to that $37 million. Questions I can answer. So, um, what kind of outside money do we have going into this? What non city money? Okay.

McMahon Foundation has awarded us $3 million. Uh, it's paid out in six installments of a half a million dollars. We've received 350 of that which is what we used 300,000 to buy that land. Uh and then we we applied for the TED grant. Um the email was very nice and said there was $1.6 billion in requests for $150 million and we were not one of them. So we we've been declined by defense community infrastructure program and pet for grant request. Okay, you brought up Enid and I appreciate you doing that and I've texted the mayor of Enid to find out because when he was touring uh giving me a tour and we went to the soccer complex, I was amazed at how much local donations went into it that is other than city funds. And it wasn't it wasn't grants, it was local people putting in money. Um, and I'm, you know, I love all of this and I want to do this and I'm a believer that our goal needs to be the premier youth sports program in Oklahoma. And you're absolutely right. The kids first initiative covers a lot of things and one of them's got to be sports. It's so important. It's what people want for their kids today. I agree. Our challenge is funding it all. And I wonder, have we explored and and I'm not suggesting that we put this off? But I am suggesting Thank you for putting it in phases because my guess is we're going to get to a phase today, but I wonder if we've explored selling naming rights or anything like this to

the fields or in some way. And I wish the mayor tell me what the local input was of non city money because it it would it it's going to knock our socks off of what it was. So my question is have you explored some of those coming together?

Yeah. The the initial discussions with Eastern Sports Management is using manion rights and courts and fields to help offset operational costs. Um, you know, I I read parts of what you're talking about, mayor, and there was a I can't remember the family name that invested a huge amount of money into their their project up there. Um, here here's the challenge I think I would face if I knocked on doors and asked for money. You've been playing with this thing for six years. Get something up and come talk to me. Then would would be my thought.

Yeah. And that's about it, I think. Yeah. Um, you know, I if anybody's got a couple million bucks laying around, I I'd take it today. Um, but I I think we've got to get the building built and then I think we can get other funding for the outdoor. I will tell you, having said that, um, I heard patchwork from Mr. Warren and his discussion about the library. We're way beyond patchwork on all these fields. We have sprinkler problems we don't really know the full extent of. We have lighting problems at both facilities. A little later in the agenda, you're going to look at an item for a retaining wall that main part. Um we got a long way to go on on the fields. Okay. I have another question. the council at one time, I think there was even a motion made, we voted on it to dedicate $9.5 million remaining of ARPA funds for this and we held it. Do you remember that? Then then we weren't meeting the timeline, so we used it for infrastructure in the industrial park. John, I need you. I'm going to need you on this. Okay. Did you hear what I was saying? Please repeat it. At one time, at one time the council took action and said the 9.5 million remaining of ARPA funds was to be reserved for the sports complex. Then we weren't meeting the time frame to spend the money and so the council approved spending that in the industrial part on infrastructure. Now, maybe I'm looking at this wrong, but I think that would have been funded by the city in some way and paid back by the tip,

which I think the tip is probably scheduled to pay it back anyway, but I personally think it needs to go to this project because the council was committed that that nine and a half was going to go to this project. Mr. Warren shaking his head, he remembers it. Does anybody else I think we need to work on figuring that out as well and how that's going to be spent and whether that's part of the I'm kind of making an assumption we're probably going to approve 40 million here the phase one. Is that what phase one was? And then then the council's going to need to decide if that is part of phase one or if we can figure out how that cash is going to flow and use it as a part of phase two or something. Now I will if you don't have any questions on that I'm going to open it up for questions. Mr. one. Um, my first question was Brian, can you explain to council a little bit about the issue that we're getting ready to have with soccer fields?

Yeah. Um, so our our board has been having discussions with the Lton Soccer Club at their request. Um so we have been approached by the lot and soccer club to uh consider taking their program under play lot. Um the way it's been explained to me is their season season they they pay annually is my understanding. Uh that just happened in August and that takes them through May. But their desire to me has been that we look at taking over their programming in August of 2026. You know, a couple of things around those dates. Um, Ashlego Park is a lease. Uh, we currently do not play any games at Asha Park. We have we have moved those to East Side and to McMahon to try and minimize some of the maintenance costs. Uh, that lease expires with the county. It's a city lease that is subleasased to us in June of 2026. So there there's a decision to be made on that piece. The the rent is paid in exchange of water. Uh I'm getting um there is a window. The Lava Soccer Club leases that acorage out on Lee Boulevard from the commissioners of land or office of land commission. the old school commission, land land commission. Uh those are 55 year leases. They have a window in September of 2027 to get out of that lease at no cost. Uh so there's a decision to be made on two pieces of assets, I'll call them, over the next two years. U the lease is not very much uh comparatively. Uh I think it goes to $9,900 in 2027. um the maintenance of the volume of that

facility which is completely in the flood plan is where the cost comes in. Um the initial report is it's going to run about 4 to 5,000 a month above what they're collecting to run the that programming. Uh and then that would include the maintenance as they have it today.

To to expand on that a little bit if If if we went ahead and took that program over and finished out the lease as much as we could where we're at so that youth will have a place to play. How many fields would we need to build ex outside in order to provide enough room to to do those tournaments and stuff that take place at the big green? Um, I'm gonna I'm gonna turn the wheel right quick.

So, be able to host currently currently operating. Why don't you Why don't you come up to the mic someplace? We might even have a lot more questions when you get up. He he happened to spend half of his life on soccer club board as well. So, he's got an inside.

Good day. Um, so currently they are operating with three full-size fields um, for tournament play that they just hosted last weekend. They had over they had 78 teams when I spoke with their board um, at a tournament. That includes I'd say 50% of it was out of town teams that came in. Um, so with 78 teams in their tournament, it was three full-size fields, four U12 fields, which are a little bit smaller than a full-size field. When we're talking about the turf fields Brian was presenting earlier, um, if I were to just estimate on the full size multi-purpose fields, we would probably need a minimum of six to be able to encompass everything.

And what would it grind? What would it cost us to build in some configuration those six? Yeah. Are we able to use the two indoor?

Yeah. If if we if we went this so it would be this phase and we could cut which is your two I mean it it's it's probably in the 20 to $25 million range minimum. we could build over these two fields on the bottom. We we are pretty confident we can get because it's already established, right? There's not much leveling to do. Uh there's probably, you know, we got to demolish the concession stand and move it out of the middle, but $5 million to build over those. So that gives us two full um we we'd have to build those. That's 15. you're you're into the 2025 million range to take what's there. Now, if we were to if the council was to approve the 40 million today and we were to direct staff to find that 9.5 million that we were talking about earlier, um that went to some place. Um the AR went to

indust we went to the industrial park which means it qualifies to be repaid by the 10th.

So if we can attach those funds which would give us 9 and a half would we be able to build enough fields there with that 9 and a half plus any overage that might come from the building of the of the building. I know we may have to use like one of the parks, Arnold or one of those. As much as we hate to do that because it spreads everything out, but would that get us by? So, I I guess I'd answer that by I I think when we're said and done and couple of caveats, right? The city council was kind enough and and had the wisdom, I'll say, to fund us at $1.25 million to design the whole thing, right? Um that $3 million's coming from McMahon. If we get that number to where I think it's going to wind up on the building, and that does not include repaying the design cost and keeping the McMahon separate, I believe we can build the building and over the top of those existing fields for that $43 million. 40 plus the three from that bank.

Okay.

Um my next step would be to knock back on OPS's door because there's a soccer field right next door. So that would be another asset if if we could lean into that as a potential. So that would give us uh four if we did those five, right? the yellow and then this face. The MacArthur soccer field could give us six. Now, if Kevin sees this tomorrow, he's gonna he's going to say, "Why did you why did you throw me in the mix?" But he has said that, right? Play on our fields. If we formalize that agreement, we could get to six fields for probably $50 million.

So, we could we could we could stay where we're at basically. Yeah. uh we wouldn't be able to grow any. We couldn't be regional. No.

Um but we could take care of what we need to take care of because that's my concern at this point. If if nobody picks up that lease, which I don't see anybody picking up a 40 or 50 year lease on the big green, then we're going to be out of anywhere to play. So the dates work out perfect really. Um, so if we can get enough money to build over the top of those fields and beg and borrow a little bit of field, we should be able to stay where we're at and then we can start concentrating on because that's the important thing council is those numbers that I like so much of the economic dollars that are actually going to flow in here. half a billion dollars that comes from having all the outdoor fields completed

because the regional is where the money's at. Um, we'll be able to survive on local and and just our area. But

we've got to get those fields built. So, if we can take care of what we've got going right now and then start working on how we can get funding, whether it's in the next round of CIP or or where it's at, I don't know where it'll be, but we've it's imperative to me for us to get this whole facility built. And I don't mean this to sound negative. It probably will. But if you look at the list of all of our projects, our CIP projects, they're all wonderful projects. They're all great projects. But this is the only project that brings in half a billion dollars into the city of Lton. Nobody comes to Lton from Ada to see the beautiful streets. I mean, we all appreciate the beautiful streets, but nobody's driving here from Ada to see them. Uh, you know, nobody's driving here from Ada to see the wastewater treatment plant. These are things we have to do, but this is the thing that is going to bring dollars into local businesses and into the city's tax. I mean, that's we've got to figure out a way to do it and we've got to take care of what's happening right now. So, I If we can if we can do that, uh, I would I'd make a motion that we approve the 40 million for the building and direct staff to find out what we can about the AR dollars and where they went and how we can get them.

Okay. All right.

Okay. We've got a motion on the floor. Is there we do have a second discussion? I'm going to take the first point of discussion. I just took a picture of this, which you have up here, and I put it in artificial intelligence, and I asked it to compare it to $100,000 jobs. Cuz what does that mean? We got a half a billion dollars over 20 years spent in the economy. But what does it mean? Cuz we tend to think in terms of jobs created more than we do. But that sounds like a lot. It says if we do the whole thing, it's the equivalent of 186 full-time $100,000 jobs annually. If we do the indoor only, it's equivalent to 102 jobs annually. So, just kind of interesting information, I think.

Yeah. Our our friends to the north, Chicochet, right? And if if I hear Chicochet one more time, it it'll be the the gajillionth time I hear the Chicochet in this project. Chicochet Envy is my name for this. They have 17,000 people in in Chico. They have three brand new hotels. They have a Chick-fil-A. They have a Starbucks. They have an Inner Urban. I don't believe it's because there's 17,000 people in Chicken Chef. With all due respect to our friends up north.

Okay, Kelsey, I got a little problem. I was asked to take a five minute recess because we have uh some information we need to figure out before we vote. Are you guys okay with that? Okay, we stand in recess. Wow, you did second. She's got the pieces. Yeah. Don't

know. Is it good? beautiful. Wednesday. I just want to remind you that you Amen. I was

Is that no? This is your home. Okay. If the council would return to their seats, please Okay, we're back in session. Um, I want to read real quick into uh the minutes the the email that I sent the mayor of Enid, David Mason, and I just said, can you please tell me real quick the private donation on the soccer complex? And I have not received a response. Now I also was handed a note that 3.3 million of the ARPA money went to industrial waterline project and 6.7 million was used on the aquatic center. So I don't know how we're going to deal with that

because only 3.3 would be refundable by the tip. Okay, we can figure that out later. Now we have a motion probably worthy of you repeating your motion. Do you amend it? Okay. I make a motion that we approve the $40 million that we've spoken about for the building and direct staff to seek out any other funding, whether it be from a past CIP that would apply or any other available funds and bring that back to council.

Okay. And that was the second. Yes. All right. So, Mr. Wiger was the second discussion. Mayor, I'd like to ask some question.

Yes. You know, um doing things for the children in our city and for the future of our children and maybe to get my son even to move back a lot and he's looking up to see because there's more to do up there. I think that um really uh uh looking forward uh I just u want to throw this thought out there that I that I've just had you know down south uh I think uh there's other sports conflicts coming up and uh when we projected the future of hope I played the stock market and lost a lot of money money projecting but when you rejecting the future I just want to make sure that uh uh that this half a billion dollars is uh is uh as sure of a thing as possible because uh there are a lot of other projects that I have in mind and and and mind you I I I think this is a super wonderful idea and and uh all of it sounds just fantastic but the the only caution that I that I had is we got to make sure that that that this is more than the speculation that indeed we're going to uh use this because this added money indeed is going to flow and I I think I say this for some citizens that I've been talking to five this is going to add to uh the growth of our law because any investment in any projects that we're doing at this time whether aquatics and all the roads we're facing and everything is indeed an investment in possibly helping us produce more revenue in the future whether it's quality of life or anything else and uh I I I just need to make that statement for the war five citizens. So benefit of talking to you. Thank you, mayor.

All right. Other discussion seeing none, please. Yes or no? Motion carries 6 to one. Motion carries 6 to1. Okay. All right. Brings up item five. Receive a presentation on the Propel 2040 Museum of the Great Plains capital improvement project and provide direction to staff as necessary. Mike,

thank you, sir. Uh, the next project we have for you to consider tonight is repairs and renovations at the Museum of the Great. It's approximately a $6 million project and it's projected to uh go over the course of about 12 months. We have a presentation from JD Clark, project architect and museum staff is on hand to answer questions.

Thanks, Mayor and Council. Really happy to be here again with you guys. It's always a good day. Um, we brought this project to you guys about a year and a half ago with a report. And so I just want to run quickly through that report, why we're doing this project, why it's necessary, and then kind of give you an update. We've updated the exterior renderings a little bit. Um, we're at 95% right now on this project as far as construction documents. We're hoping to finish those up at 95% this week and then finish documents at the end of November. So, this is kind of a formal update on the project and where we're at. So, you may remember that the building, the outside of the building is leaking everywhere. The walls are leaking, the roof is leaking. Um, some of it's improper building techniques, some of it is outdated building techniques. And so, um, we've gone through some of the hell damage that happened a couple years ago, made the damage worse, and some of the leaks got a lot worse because of that. Um, it's a laundry list of issues here. Um, big big issues are we have roof failures because of the hell storm. We have clear stories that are leaking because they were installed incorrectly. And we have a stucco system that was installed in the '9s over 30 years ago that we no longer install it that way and because it leaks. And so here we are today with solutions to fix all those issues. Some just quick shows, quick photos of some of those. There's birds nesting in the stuckco on the outside of the building because of the holes and stuff that were created from hell and just improper building materials at the time. Mold and stuff growing on the outside of

the building because of water infiltration. Interior issues because we got so much water coming through. We've got water damage to flooring. We've got water damage to ceilings. Um this also represents a pretty big issue for the museum to actually operate be besides just you know having an unhealthy environment. This puts their artifacts at risk. Um museums operate at a very controlled um air conditioning level like where a certain temperature and a certain humidity. And so with this kind of air infiltration, water infiltration, we're not able to regulate that humidity. And so we're putting all of the artifacts and the museum's, you know, items at risk here from future damage and stuff. Some of those interior sophets that we have damage on. Um, we've got ceiling tiles that have gotten so wet that they've fallen through in places. And then the last issue is that part of the mechanical system was also not installed per the design. We're missing some components. And so through a list of issues, not only are we not able to control the humidity and regulate the temperature correctly because of water and air infiltration, but we're missing some of the necessary requirements to do that even if it was airtight. and the air conditioning systems for the building are past their life expectancy anyways and they've actually started to fail. So within the last couple months we've had a couple systems come down and no longer working. Some quick shots of some of the equipment up on the roof. Quick summary of the cost of the project. So we would be removing the entire exterior finishes on all the all the way to the studs on the outside.

We'd be replacing that with new finishes that match what we're doing at McMahon Auditorium, at the aquatic center, and also as part of the Elmo Thomas Park projects that we're looking at. We'd put a new roofing system on that would be a much better roof for the future. Um, it's a more compatible roof with a with municipalities where you're going to be in this building for 40, 50 years. And so in the future when we have another hell storm because we live in Oklahoma and it you get hell storms. Uh we're not replacing the entire roof, we're replacing the membrane with this system. And so we're trying to save future cost by doing it this using this system. And then we'd be repairing and replacing damaged interior finishes. So that means all new carpet in the exhibit spaces, new ceiling tiles, and replacing all the damaged sheetrock. Um we're not going extensive here. We're we're fixing issues. We're not doing anything extra. We're just basically repairing the building. Um bringing up the mechanical systems up to current standards. We're adding insulation to make the building energy efficient. Um this should give the building a much longer lifespan. We're not we're not we're not just putting lipstick on there and patching a few holes here. We're we're actually trying to extend the life of this building significantly with these repairs. So there there is the bare minimum repairs, but we're also extending the life of the building because we're not just doing um patches. This is a holistic approach to this project. JD, can I just cut in for just a second here? Mayor and council. So JD's referred to the the June 2023 hail storm on a couple of occasions now. So just know that that um insurance claim is still pending. Um, so we've been working it for nearly two and a half years now. So we have retained the uh um a forensic roofing expert to help with

the claim. So whatever monies that were able to get through that process can be used to reimburse the CIP. So and we and there is extensive damage from that hell storm. So, um, with that all said, total estimated construction cost that includes our A&E fees and our contingency for construction, which should equal $6 million. The contingency on this project is really vital. Uh, we don't want to rob that because more so because of what we're doing here on the interior renovation. we get in there, we think we've identified all the damage, but with this amount of water damage there may it may have spread beyond what we can see on the outside when we start demoing some of that. And so, we need to make sure that we protect that contingency to make sure that we don't come back to you guys in a couple months saying, "Well, there's more damage than we expected." That's what we're trying to hope for that contingency to use for. So, we do have it and that's why we want we want to maintain it. Uh to perform all this work in the quickest, most cost effective way, we need the museum to shut down. Um we need to be able to rip the roof off as quickly as possible and do it all at once. We need to be able to do the the exterior walls the same way. Um and so with doing that really we can't operate the building during this time. Um, part of replacing that roof will be moving the air conditioning system off the roof and replacing it. So, that's a there will not be we can have some air conditioning in the building. We can provide some temporary facilities, but we won't be able to maintain that uh humidity and control level that they really want. Can't currently meet it, but we're saying we won't it'll be more difficult with the amount of openings and stuff. We are providing a temporary um protection layer on the roof when we

rip it off so that we're trying to limit future and further damage during this re-roof process. Um protecting in place is not ideal is what we're trying to say for the artifacts and that the security we've got expensive assets that the museum has. Leaving those on site risks damage from contractors and from weather and so we just need to take that into account. We did not include any moving costs associated though with that $6 million. And so I think that's part of why Bart and his team are back there to help us explain what that was. Uh it's a lapse in my budgeting. I didn't plan for it. I've never actually had to we weren't sure how much that was going to cost to move a museum of that nature. And we we've been exploring that the last couple months trying to figure out what that's going to be. So, uh, I've got some pretty photos if you guys want to see those. And it's a great looking building. It's going to look really great in the future.

You've seen all the water damage. Um, and it's only getting worse and so we're trying to get ahead of this and trying to stop more damage. Do we have an estimate of the moving expense? I think Bart and his team does. Do you guys are you guys going to present after us or Okay, they are they are going to present afterwards. I don't have those. Oh, okay. I'm sorry. Somebody else is presenting. Okay. Do we have any questions for JD? I do. You do have a question,

Mr. Gil? Yes. Just a couple of things I wanted to say. I've been through and all over that building as well as with the mayor. We both had a couple of outings up there and there is a lot of work to do and it's absolutely of a necessity that we do that is going to be a lot worse and something we don't we do want to preserve and I don't have a problem with the price and you brought up the other question I had and that's about the artifacts inside and we didn't plan any money for that and we don't really have a scope as to what that's going to be and I think that's something we need to get cleared maybe and discussed uh possibly with the people running the museum

okay did because we need to look at if we can't do that in house and save that money at all. Yeah, it's a comment, Mr. X. I just want to say that I'm a huge huge fan of the museum. Um I I think that it is a gem that a lot of people don't realize that we have and that's speaking from a prior military life and my kids love going here. So, I'm all for this. Um I do have a question about um I seen 12 months listed on here. Are you saying it would be closed for those 12 months? Yes, sir. Okay. And is there is there a economic impact that we need to be aware of?

Yes. And I know that the museum guys are going to present that with their I think you guys are presenting a full Sorry to tell you we're going to have to it's two pieces. So, but yes, it is there's a a significant impact on their finances, I think, as well. And it is 12 months of shutdown. Um, so I we had a meeting two months ago with where we were had kind of a public meeting. We're talking about what we were planning on doing with their board and a lot of members from your community came and were really excited but also really sad to see it closed for 12 months. So,

Mr. Warren, um, The city manager answered one of my questions for me. Um, how many square foot is this building? I've got it. You must know my thoughts. Hold on. Sorry. We are looking at 58,828 square ft is what we've got listed. It's almost 60,000 square feet.

Okay. Um, and I don't have a I don't have a book to read or anything, but I I just want to use this as an example. Um, sadly, I was here when that all started, when we built that the new new museum, and it's a good example of we should never have done that.

We we should have built a museum. uh we tagged onto that building that was not in good shape. Um and so that's a good example of why we don't want to do that anymore. Um now, you know, I this is kind of a different situation than the library, but I think it's important to think about the fact that we're looking at $6.5 million probably. Um, we can build one for 29 million. Uh, probably be closer to 36 or 40. Just

Well, I just museum quality space a little bit more expensive. Yeah, the average is like $500 a square foot for museums. Yeah, I would guess closer to six to sorry. Okay. Actually, it's four to six is what it is. Okay, Mr. Weer did see your finger on the light. I got no question. Okay, everybody else. Okay, we're ready for the next presentation. Thank you. Thank you.

Hi, brother.

Hi there. Okay, we've done some extensive research and I think we'll be able to answer some of the additional questions that you all have just asked. Thank you all for letting us address the council and um it's good to see you all again. We're happy to present some of this information, but I have to be coached. So, this is part of what we want to present today. Kind of our st what our staff looks like, what our budget looks like, what's the cost of temporarily moving, and then the opportunities that this remodel gives the museum and our great city when we get this completed. Currently, we have nine full-time staff, five part-time staff with a total payroll of almost 500,000. got a couple of items offline. Sorry about that. Um the budget that ended June June of 2025. These are our sources of income. The city graciously has helped fund with 570,000. We have admissions of about 30,000 visitors a year for 132,000. The gift shop net sales and I put that word in there as net because we have to buy items that we sell. So this is the the net after the end $37,000 worth of income. Memberships $21,227. Our facility use that's rental and what we bring in for people to use the museum about 19,000. Then our expenses of course our main expense is salary and payroll at that about 494 95,000. Property insurance is about 17,000. We have to buy supplies. We have to buy equipment. We do training of our wonderful staff so that they stay up to date on things. We host special events

like the one held a few weeks ago with the trading post that several of all you all came to and advertising and promotion. That's just kind of a a small segment of what our expenses and income are so that you kind of see where our money is. Then we have an operating budget of 969,000 of which the city has graciously supported with about 570,000. Right now with our funding right now today we're at a deficit of almost 400,000. So what do we have to do? We have to come up with some more support for this year. Then we have to find other sources of primary funding with our sales. So that's something we'll lose when we close. Admissions will lose memberships and our facility use fees. So that deficit we're going to have to find a way to help to keep some things going. Cuts to the multiple line items that we know that we targeted and looked at. It's about 120,000. So that's kind of where we are. So we bring that deficit down to a little over 250,000. So now how what's it cost to move? This is a shock. Quite a shock for us to find quality approved movers that can help us. I'm gonna let Ian, no, I'm gonna let Park talk to this just a little bit because he's been the main source behind this on how we've gotten our quotes and what our quotes mean.

Hello, good evening. Um, you can see there we've got two quotes so far. One from MMD Services of Dallas. They're coming in at about 1.28 million. The reason there's an asterisk following that is that is them being on site about two weeks uh about yes about two weeks of each month with us assisting them a great deal and they're coming up with 1.28 million. Croer and I expect us when we get their bid are turnkey estimates. So they would come in, they have professional staff, they would do the packing themselves, we would assist them, but by and large they're doing the the bulk of the work. I wanted you to see that difference because MMD services doing part of the work is already at 1.28 million. Someone like Croser doing the work at 1.54. I'm expecting US art will come in about the same as Croser. Um we also have JK Moving Services which um JD Clark referred to us uh and we're waiting for an estimate from them which we have not yet received. So at this point we have two estimates in hand. We're waiting for two additional estimates.

Council, do you have questions? I have one quick. Yes. Um does do those estimates include storage facility? Our current plan is to use space and fistant that would be made available to us. So when we would basically pack up everything at the museum, they would move it to the mall where it would mostly remain packed and then this price does include returning it to the museum at the end of the project. There's no storage fee. We I believe storage fee, but I'm just shaking her head. Yes, we would be paying some amount while we are at fet and that's in the budget you presented

that's part of this we'll have to pay that additionally the storage fee we'll have to pay additionally and where are you getting that money we're going to try not to figure out a way to get okay we've already got a $1.28 28 million surprise. Plus, I think if we go back, if I understood, some of those other numbers were about $250,000 on top of that. And so, we're going to be storage fees on top of that. Is that right? Storage fees should be about between 450 and 570 a square foot. So, we will offset a few things to help pay for that, but we're gonna

And is that a onetime fee? It's a yearly fee. Mayor Booker, I just got clarification that it's not a storage fee that would be charged. It's just utilities. Utility fee. Utility fee. Okay. Mr. H. Yeah. I'm assuming that when you unpack all of this and put it back that it's going to be needed to there there's some strategy in putting the displays and everything to put it back. Is that part of this uh this cost there or do you guys I mean how does that facilitate they're going to bring the stuff back over and then you guys will put the museum back together on salaried employees? Yes. Is that the cost?

Yes. That's part of what we would like to say is an opportunity of what we're going to do while we're shut down is use some of our time and to to do things. This is up here is a part of what we have now in our collection. What all is there? And you can see the depth. You just look like you're looking into infinity. It's all cataloged. I'm sure it's all cataloged, but it's all cataloged, but we're hoping to enhance that. So we do some online cataloging where you can see some online displays and use our time to digitize things.

Wonderful. Well, that would definitely be a good time to do that. But is there any added cost other than salary to get that back uh back together the museum back together when the packers bring the stuff back? I mean, I'm I'm trying to pay for it. We're It's going to be some cost, but we've got staff that'll be on hand to do a lot of that and the movers are going to bring it back. We're hoping to enhance that space. It all be in house basically. All in house. Yeah. Okay. Thank you. Mr. G,

we're going to need a number to make a motion to whatever we're going to do if we do. So, we're trying to put a number together. So, we're going to do an estimate on the utilities. I never heard a price on that. We have to pay utility cost at FISA. So, is that a,000 or 10,000 or you have an idea? I mean, right now we want to try to help the museum, but we need some figures. Yeah.

We're we're looking at the 1.6 to add to our budget um just to help us move. We'd like to get that down. You know, the utilities are looking at about 58,000 50,000 um to do that. So, you know, we're pushing 1.7. Explain how you're going to charge for this.

So, we are not going to charge any rent. The utility fee that we're estimating roughly it ranges between $4.50 and $5 um a square foot. So, it depends on how much space the museum needs. Obviously, we're a committed partner um to them. And so, depending on the the size of the space they select, it needs to be climate control to protect the artifacts. And so, that's a direct pass through cost with no um gross revenue. Okay. Well, we can figure this out real quick. $5 times how many fees?

So, it So, what are the earliest calculations? Yeah, was 13,000. So, 13,000 times what? Five,000 times five. So, we're looking roughly $65,000. 65,000 to 80,000 because one of the other considerations too, as you can see in the pictures, that many of the uh artifacts are on storage racks. Those racks can stay. They don't have to be moved and it's actually cheaper to buy additional racks that could be used. So, at an additional $80,000 for the storage of the racks on top of the moving costs, um is what we'd be looking for in order to move the artifacts completely out. Um there's some additional slides that they have here. Um you know, if you're looking on your screen, they're to the left. They have nearly half a mammoth uh in the artifacts as well as different cataloges of the L constitution going back to what's that

going back to the 19 yeah 19 you know into the teens. Um, you know, this is a, you know, one of the things is you can see that, you know, there are boxes, but, uh, these are things that are stored in boxes that are meant to go from a shelf onto a display shelf, not onto a shelf, onto a moving truck, into a mall, back onto a truck, back to a space. So, even though each one of these may look like they're, oh, they're all coated in boxes already, which is what I thought when I first went to the museum, they're actually they're all being stored there to be put on display, not to travel. So each individual item actually gets wrapped by these professionals which is one of the reasons that we're looking at the costs. Um some of the larger items we would be looking at how do we store those in place um or you know that is one of the things also discussion with Croer that these professionals know how to move these items. Um in addition to the space they have uh was it the um national collections if you want to talk about that and actually they prefer to have those moved versus on site art or anything.

Uh we're a repository for the Bureau of Reclamation. They have a small collection in the museum which considering the conditions during the renovation they've asked us to remove them from the site. But I do believe at this point we're talking about removing the entire collection from the site to FISA.

So, so the the request I believe that we're looking at from the Ron if you want to come up is you know looking in in Barbara looking at uh in addition to the the 6 million that was really budgeted budgeted for the renovations would be about 1.8 in order to ensure these priceless artifacts you know stay you know um taken care of. If you think about, you know, doing a renovation at your house, you know, if you have, you know, your electronics, you have, you know, that heirloom furniture, are you going to leave that in place while they come in and work on your house or are you going to protect it, put it into storage? And that's what we're asking is with these these artifacts.

Okay. And that was real easy, Jason. Thank you. But the challenge for us is that's about a 23% increase over what we budgeted, which creates a tremendous problem. I wish we had a policy that made sure the scope that we had included everything. It's impossible to budget when we when we don't get all of the information. Thank you though, Mayor. Mayor, can I ask a question?

We are expecting the insurance money from the helltorm estimates somewhere between a half and a million dollars. So we would have that money that we could apply to what we're talking about right here. Thank you, Mr. Mr. Um I have that policy actually that I can bring to council at one of the next meetings. Okay. Um but and I

guess I guess that means you had the same concern. Yeah, I did because it's kind of what we're seeing. Um, and and I don't mean anything nefarious about it, but it's like suddenly there's money and now everybody wants $2 million extra. And we got to figure out a way to keep that a from happening and b from building a gauntlet so that what does get funded at the end of it is appropriate. Um, but I would throw out there just because I feel like I need to at this point. Um, what if this is a what if, what if we only moved a lot of that stuff once? What if we moved it to the fista and made it part of uh fai and only moved part of it back to the museum and and left a lot of the storage and stuff. Um, I mean, it's just it's a thought. I think it would be appropriate for for the FIA also. I mean, there's a lot of hands-on stuff that that y'all have at the library that would I mean, at the museum that would work uh good at the new facility. I'm just throwing it out there. When the project was started and the and and the the discussion on what needed to be done, we had no clue with working with the architect what it was going to cost to totally move out of the facility. And that is not something that most of us in the room can sit and pack up collections and art archives in the proper way to preserve things. So it was a very much a shock when the first bid came in and then when we went back to the architecture firm and said this is what it's going to

cost. Where is this in the in the budget and the bidding? that's not there. And it's concerning because if we continue to let the building decline like it is now, our city has lost a lot. Yeah. I don't think anybody's talking about that at all, Lane.

Well, it's just a You spoke earlier about a band-aid on another project, but a band-aid on. This sounds like it needs the ultimate band-aid because the costs just continue to uh to increase more more the more more we discover. I guess my question is do we can you get to a firm place where we really know what we're dealing with dollar-wise? Is it is it $7 million? Is it $10 million? I think that the architecture firm has done a little more investigating, a lot more investigating, and they've come up with some better ideas on things to help us so that we can be moving out while they're starting the work. So, some of our close time is less where we can start regenerating revenue. But here again, until they start, you want to address it, JD? We we've we've looked at a couple different ways we're doing this roof system and some of the demo so that we're not because it takes almost 6 months, four to six months for them to pack up their archives. And so our our plan as of today is to while they're packing up, we're starting to do some of this demo and repair. And while we're doing that, while we're demoing, we're going to be repairing in a way that is a temporary fix, but prevents any more water infiltration so that they can continue and be in a safe deal. We'll provide some temporary air conditioning, but it's not a long-term solution. So, we're trying to mitigate instead of it being an 18-month closure, we've modified some of the construction methods that we're utilizing to help limit some of that cost. And we've we've been going back to the drawing board trying to make sure that we're staying on budget. We're saving money on things that we're doing this whole time. We're not, oh, we got a bunch of check. We've been constantly looking at ways that we can reduce costs. Um,

this is just an area of the project that we didn't account for um early in the project. We didn't have any idea that it was going to be I mean, I don't think anyone here would be like, "Oh, yeah, it cost $1.6 6 million to move a museum. I mean, it was not on my my radar that it would be that much. I was thinking $200,000, $200 or $300,000. Just in the back of my head, if you ask me, that's what I would think it would be cost. But obviously, I'm wrong. I don't move museums for a living. So, well, council, we obviously have got to do this, and I don't think anybody likes the extra numbers that have been thrown into it, but it sounds to me like we're being asked to approve the 6 million plus 1.8 for the movie, storage, and utilities. Did I get it right?

Pretty close. Yes. And so, we discussed it all day, but we don't really have much of a choice to get this have a motion to approve the the 7.8. Correct. Hold on just a minute. I got a motion on the floor. Is there a second? We do have a second, Dwayne.

So, just a point of clarification, anything that you add to the budget would be supplemental funding in this next round of financing. The 6 million is already on the books for the project. So, you'd be approving additional supplemental funding to support the project. If we don't spend the money, that's fine. You You have 6 million budgeted under the existing loan, the previous loan for this project that's already been approved. This would be contingency funding or supplemental funding that would be allocated towards the same project.

So, are you telling me we we can't do that until can we do that at this meeting? You you can do that just through direction. That's what you want. We'll include it in the note that you'll be considering tomorrow. All right. We have a motion and a second discussion. This question is for John on the insurance money that Lindy had brought up. Once that insurance money is procured, will it can it go towards this uh the cost that the additional 1.8? Yeah, I I I think there's some flexibility there. If we're using CIP money to repair the roof, I I I think that that's possible.

And is is there an estimated timeline as to when that might come in or Well, we're 2 and 1/2 years into it. The insurance company is kind of Yeah, I understand.

You know, they they've they've been contesting this thing tooth and nail for the entire time. So, I I think we're getting closer, but I would be very hesitant to get a timeline. Okay. All right. Thanks, John. Mr. Kill. Uh, Mr. Mayor, I'd like to amend my motion to uh have it breed that uh whatever monies we get back on the insurance that it will go towards this uh particular project, whatever it is, rather than reimburse the CIP. or yes that's yes

Mr. Mr. quick I just have a quick question um how many square foot of the fist do y'all need 13,000 okay Are you okay? Are we ready? Okay, we're good. Are we ready to vote? Let's vote. Can I ask for clarification on the motion real quick? Hold on just a minute. Did you have a question, Mr. Jackson? I

I did. And and I don't know who to direct us to. I I kind of feel like Jason, just cuz you've made some miracles happen in the past. Have we sought any state or federal funds or grants for this type of project? It just seems like this would be something that would fall right in line. Mr. X, are you talking about the moving part of the project or which part? Really any part, but I guess it would be applicable to the to the work that has the construction work that has to be done

to to start some grant processes with some of the larger grant funding. We're we're a little bit behind on where we're going, but we're looking at going into some grant funding for enhancing some of the other projects that are already in place to complete so that we maybe free up some other monies that might have been budgeted for things like restoring the um engine and to restoring some of the other projects that are going on and enhancing the other displays when we open back up. Does that answer? Yes. Thank you.

Okay. So, clarification of the motion is approved 7.8 million and proceeding with bids. Yeah, bids. We're ready to go to bids after the end of November, right? Yes. Okay. And to be reimbursed, insurance proceeds go back to pay back. Now, did I get that right? You did. You did. Does that motion get us where we need to be? Well, you're using that money to to reimburse the move, not to reimburse the CIP.

Well, if you're borrowing money from the CIP to do the move, then it's a mute point. Well, the the money that we're borrowing is for the museum renovation. We're not borrowing money for the the move. So, where are you getting the 1.8? Well, that's what I'm trying to clarify. So, the 5 million that is part of the note is for the museum renovation. So, if you're telling me that to to take whatever insurance proceeds are, I I I just don't understand what you're telling me to do with the insurance.

Here's what it is. 6 million that was budgeted in the CIP 1.8 from the contingency in the CIP to be reimbured by the insurance proceeds as much as possible. Now, did you get everything you want on that, Mr. B? The 1.8 does that include the storage cost associated with the artifacts? This includes all of those other things besides the original budget number. for the moving, the storage, the utilities, and it sounds like you were buying a little equipment.

Do you got the Do you Is that motion get you proceeding? Okay, please vote. Yes.

Motion carries. 7 to zero. I look forward to the reopening party. We are going to have a party, right? Okay. And I appreciate the positive leadership at the museum. Thank you guys so much.

All right, let's move on to item six. Receive a presentation regarding phase three of park improvements as part of the Propel 2040 capital improvements program CIP and provide direction to staff as necessary. Good evening, Mr. Mayor and City Council. Uh, I'm excited to be here this evening to help present uh our project regarding phase 3 park improvements as part of propel 20 240 CIP. Also to receive any guidance or uh direction council deems necessary as part of the propel 20 240 CIP program. Phase three of park improvements will continue the city's commitment to improvements and long-term sustainability of lot public parks and recreation spaces. In addition to the city's propelled 2040 investment, and that's what this is. It's a a $2 million investment. Um, the Lton Parks and Recre Department was recently awarded uh a $738,46 Healthy Kids Initiative grant through Play and Park structures to help offset costs and expand play opportunities for children of all ages and abilities. These funds uh may be used through February 27th or 26th. Okay. Um, with council's approval, this grant opportunity will maximize the total investment of Lton's park system and ensure successful project completion. Phase three, this this project of phase three park improvement is already aligned with the council's vision under Propel 20 240 CIP. And that vision was to reinvest in public spaces that support recreation, connectivity, and the overall quality of life

for our Loftton residents. So, I'm very excited to be here to present that to help present them. I do have the deputy director of parks and reclig going to come up here in a few minutes. Uh but I I will start with the slides and you know our agenda. Uh this should be fairly quick. Okay. A quick update on where we're at. Okay. I can tell you right now uh the completion date that you see up there for October 25 has all moved into November. And as they did on the first two rounds or the first round of parking improvements, they completed everything in November. So I I am confident that we will make that goal of November with these the completion of these nine parks. Again we went through um we we initially identified 32 parks and this would complete this round would complete 25 parks. The remaining seven parks uh in our long-term strategic uh park improvement plan would be a hybrid improvement. What that means is you will get one or two parks a year with complete uh park unit replacement as we are doing now. The others would be uh park improvements. Certain areas of the park get improved. As you know, most of our play units were old. Uh but the last seven, some of the the last seven, we can move parts and things because we can still get parts for them to improve them and we will do that. The other we will return to green spaces and create tranquil parks where people can rest and relax. Also, we will improve the parking lots. We will improve the trails uh for our bikes and and all other sorts of recreation, plant trees, um all of that stuff.

With that being said, this is the round of this begins the round of park improvements. As you can see in W one, this is Stevens Park off 1804 Northwest 23rd. The capacity there and the grant savings on the bottom. That price of 278 35774 does not include the grant. Okay, you will see that on the last slide. War 2 Kathy N Park. It is a very large play unit. Grant savings on the bottom. Initial price up cost. Patriot Park 3. What you see in the photos is exactly what you get. East Side Park. This is another large unit. Harman Park, Great Plains, Sullivan Village, Button Park, Lee West, Lee West, you see in the photo, is already approved. The play unit is in. The sidewalk around the play unit is in. We are waiting on the pour and play surfacing. With that pour andplay surfacing, it will complete that build. I put this on here uh cuz we wanted to do in conjunction with this a splash pan. Uh because if you recall, council asked us to bring this back, but I believe we want you wanted council wanted the Buick and not the Rolls-Royce. So right now we can give you the viewing. We have the crew on the ground and they are ready to move forward with it. As you can see that

play unit is the Thunder theme based upon Thunder Port that is there and the the long-term design of that park. Uh we do have other plans to scratch in a temporary parking lot and do some stuff there. that is covered but this was in conjunction with everything else that we have planned. Okay, the cost it all boils down to cost. The top left quadrant of the slide that's the total cost without the grant. The top right quadrant the grant is included. The leeway flash pad is included in the center the lower center. So the total is 2.2487558. 24875582. With that being said, I'll take questions. Okay, those numbers went by me real quick, but I calculate about a 35% grants. Is that right?

That is correct. That is amazing. I appreciate you and your staff so much extending our money, the citizens money to get more bang for the buck. Thank you for doing that. Council comments or Yes, Mr. Warren. I just had a quick question about um and not my ward. Uh I believe it's Councilman Hampton's. Um we had talked about putting a splash pad uh directly to the east of the parking lot at the municipal pool on 11. Are we still Yes, sir.

looking at doing that. here that that's that's part of the strategic long long-term hyper plan. Okay. Just want to make sure. So, what are you looking for here? A motion to proceed based upon the sir presentation. Yes, sir. We have a motion. We have a second discussion. Oh, Mr. Hampton, I'm sorry.

No, I just wanted to to comment. uh what W five is a challenge somewhat with uh lower economic families and uh already Larry that you park I've seen huge birthday celebrations that they're holding at the park now and I want want to say that that's a a commitment to you and your staff take care of that we appreciate that more thought please vote director Motion carries seven to zero. Bringing up item seven, receive a presentation from CH Gernzing Company regarding the Elmer Thomas Park Amphitheater and Boardwalk Project PR2308 to include proposed project design and scope of work and determine whether to proceed with a phased project approach or full project execution and take action as deemed necessary. Mike,

thank you, sir. Uh this next project we're excited to bring to you. I think most of you are familiar with it. Um this will turn Elmer Thomas Park into truly a landmark project uh property for the city of L. It's a multifaceted project. Uh again, we have JD Clark uh to present to you and uh parks and rec staff for any other questions that might council. It's an honor to present this product to you guys. I'm really excited about it. Um I know we're looking at some phased options. We have two in here. We can scale things back and forth to accommodate what we can afford. I understand that. Um we've got a couple options in there that look at some additional funding that we we just kind of started looking at. So we don't have the numbers yet for you. Um, and I don't know, we won't have a confirmation on those funding options until probably January. So, but with that said, I'm going to go ahead and present the project where we're at today. Uh, parks matter. I mean, I mean, something parks is fantastic. This is, you know, your big central park for the city. U everything from everyone in your community uses parks. It's not for just little kids. It's not for the elderly. Every single person in your community uses parks. And this park and what we're doing in this park is for everybody. There's not an element in there. It's like, well, this is really geared towards one type of person in your community that everyone in this park, everyone in your community can use this. Um, it improves the health of your community. It improves the environment of your community. Um, it enhances, you know, your community and everybody reaching out. um it creates a space for you guys together and then just the na

the nature in general is just it's we're going to improve it and we're going to make it more accessible for the rest of every all your citizens. So area focus is mostly around Lake Helen. We're looking at there's a drainage swell on the other side of the two playgrounds. And then we're also looking at the amphitheater area, a small area between the third street and the aquatic center. It's not on our map yet. We need Google to go ahead and update that so we can see it on there. And then a parking lot area. Also got a little bit of cropped here, but as you can see, we're doing a lot on this park. Uh, we've updated some things. We've expanded some areas. Um, we had the honor of being out there for your Freedom Festival and, you know, some things we had to modify. We looked at your food truck area at first and we're like, we were talking with Jason and some of your staff and we originally had spots for 10. That's not enough. You guys actually have 40 food trucks out there with another 10 vendors. And so, we came up with an alternate plan of utilizing parts of Third Street. um utilizing the existing parking lot for vendor space and modifying some stuff along those lines to make sure that we accomplish the goals of what you guys set out to do. And so there's some new modifications on that. Um we've got we've scaled some things back trying to reduce some costs and we've changed the way we're building a few things in that same deal. So, um, new features that we've added since the last time you seen it, we've added a couple additional boat docks, we've moved the boat ramp from over on the northwest corner of the lake over to the southwest corner of the lake into a deeper area. That way, it could be monitored a little bit more by the

boat house rentals and so on. Other than that, it's mostly stayed the same. There's been a little bit of development up in the northwest corner. Our pedestrian bridges up there got a little bit longer when we got a survey. The wetland area was bigger than what we anticipated it to be. So, we had to make it a little bit bigger if we keep those bridges over. Um, we've got still got a fitness tower. We reduced the height a little bit to save some cost on just building height and then also keep it from being have to be fire sprinkled and some other things. So, just a quick overall rendering of that. From the aerial view, nighttime rendering, we've integrated a lot of lighting into this project. So, at night, we'll have the opportunity in a lot of different areas to change the colors of lights for events. Um, and that can be sequenced on the bridge and at the sculpture. And in a couple areas, the uh auditorium area or the amphitheater area can be color changed as well. And there's some other color changing elements across the big monument sign. It's over on Cash Road. It's three kind of remember it's kind of three sides and it's facing I44. People coming down Cash Road and the park. Those letters can color change. And so you guys can go festive red, white, and blue. uh you know, anything you want to do on that. On the amphitheater area, we've got a terrace amphitheater. We've done natural stone retaining walls to help save some money there. Um those are the big huge limestone blocks that'll be really cool. It's a little cheaper than doing concrete retaining animals and it

brings a nice natural feel to the park. Um, up at the plaza area, we've got some colored uh coatings that are non-slip because we've got some integrated splash pad features to help reduce cost. This is not your splash pad for all the kids to play in. They can play in it, but this is more of a, you know, there's some lights integrated with the splash pad to create kind of an atmosphere and an event. And also there's like some misting that can happen on some ends so that we can actually cool that area and create a cooling effect with the mist. Over to the side of the amphitheater, we've got the food truck plaza with spaces for I think 10 right now. So just in a normal event, you can have 10 food trucks over there. We've got spaces down the street and in the parking lot across the street so that we can actually get 40. And so during an event, you would have food trucks on the south side of Third Street lining up so that people can go out from the plaza. This really creates a hub around that amphitheater as a main element, an event space for destination events. I mean, you guys can host some really fantastic facil uh performances there. We've got seating capacity in there for around 6,500 people uh just in the amphitheater. We've got a ticket and concession building with the ability to serve food and stuff from that concession and be catered in. We've got restrooms. We've, you know, we've talked about not meeting the full need of the restrooms for that facility because we would have a restroom building that would be three times the size. So, we're going to be bringing off-site facilities for the big events. portable toilets and such for that. The boat house, which I'm going to mention it here just because it's close, that can also serve as a VIP area for special events so that when you guys have these special events, you guys can

have there's two restrooms back there. There's a small catering kitchen. There's tables and chairs that are covered. It creates a nice area for that as well. And then we've got two dedicated parking lots there that we're adding as well. These are nice paved parking lots. Currently, one of those areas that we're kind of looking at the food truck area in the parking lot is kind of paved, but it's not really a great it's not really accessible. This makes it a much more usable parking lot. Um, we've created speed humps, crossings that cross Third Street and cross that little side street there. That helps delineate where our pedestrians are crossing for safe crossings. So, we're we're trying to be mindful of that. Uh it's not really represented here well, but we've actually integrated like red, white, blue marking on the crosswalks. So you've got these patterns. So it's kind of a nice throw to Fort Sil being patriotic. U and also it's a nice little bit of color instead of just having a white crosswalk. This helps throw in a little something without actually adding a ton of cost. We've incorporated a lot of landscaping screenings uh on the project. Um and then we're also redoing a bunch of the utilities in this area as well. When we got into this project and we got the survey and everything, the road segment between Third Street and the parking lot down there um was determined that wasn't quite sufficient to handle the load of parking and some of the turn races that we needed. So, we are repaving that section of the road. that was some additional cost that we weren't planning on. Um, and so we're there's a little bit of overage and that's part of that. Um, but really excited about this part of the project. Really excited about the whole project. So, but that's the amphitheater portion of it. Some of the images that we showed you

guys early on and some of the deal we are doing a go ahead and skip to the plaza. We are doing a plaza area. You can see that we've kind of got that integrated color. You can see those limestone benches. Uh they've integrated up in this area and that's actually using as the retaining walls down below. We've got a trellis element up there to help provide some shade. And that's those are planters to grow some plants in. And then down on the stage area, we've got a large stage. We've worked with McMahon Foundation to discuss how they operate this, making sure that we have a facility that can work for your community and work for events and provide the infrastructure but without going excessive. And so we provided a a canopy there that can support rigging. This is slightly larger than Scissor Tail Parks stage and shell. So just a little bit bigger, a little bit wider. This is something we worked with your uh some of your event people and figuring out what size we needed, make sure that we size it appropriately. The little storage building over to the side has got all our storage equipment for the facility. It's got our big and large electrical room, basically a control brain for the whole amphitheater area. And and then we've got a paved area down low that kind of that VIP area that for small events you can put in chairs and have a nice, you know, smaller performance. And then kind of a nighttime look through. We're still got the fireworks going back there in the in the back. So our quick shot of our ticket building. This probably looks a little familiar. We're trying to create that same identity across the park. This looks very similar to the aquatics building. It's because it is. I mean, we're trying to create a nice unique uh holistic

approach to this project. And so, this building is mirrored to that. We know how we we've worked out any kinks on the building. We didn't have many to begin with, but you know, this building will be great. It'll be simple, bulletproof. Uh so, And then we got down to our boardwalk southwest plan. Down here we've got we've reduced the area of the boardwalk a little bit to accommodate the boat ramp and help mitigate some costs. We've got a boat dock that's associated with the boat ramp. And then we've got so people can unload their boats, pull the car around so they can go store it at the boat ramp or the boat dock and then go and get on there. We've got a boat rental boat dock over there. And then there's a big square on the other end that we can use for small performances. So that perimeter of that that kind of cove boardwalk there is terrace a little bit. There's three three levels to it. So we can sit in those terraces and watch a small performance out there on the dock. Um and then we've got a bunch of seating around the boat house up there. Back behind the boat house, we have a ramp that goes up to the pedestrian. There's the crosses and then on the other side of that ramp, we've got more boardwalk. Uh the northwest boardwalk is mostly just boardwalk. It's just space for us to enjoy the lake. Uh there's several covered areas. There's different out little jetties where we can go out and enjoy the water. You can fish from. There's seating at all of those jetties. We've created a couple little areas where we can do small performances down there um or small little events could be hosted. We've salvaged as many trees over in this area as we could during this. So, we've got um three trees down at the water that we're salvaging that we drew the we made the boardwalk go

around. We've got one right there in the middle. And so, we're trying to it's hard to replace trees that are big. And so if we can keep those trees, it'll help us in the long run. Make it look like it's always been there and help. We've got a lot of landscaping, a lot of zeroscaping, which is low water maintenance, low maintenance in general, a lot of rock beds, dry creek bed looks, and so it should be an easy maintainable facility for you guys. waterfall trail was something that we were at the study we were kind of thrown at the last second and we've had some time to develop it. U as you can see there's a few plants around it. U we've combined this waterfall trail with that adventure trail combination. And so there's areas where you can venture off of the path down into this adventure trail through the trees and the plants, cross the creek a couple different places. And so there's this a little bit of a a fun kind of hidden trail that kids are supposed to go down. People are supposed to go down. Uh we've integrated. So this is this existing playground that you guys just finished is there in the corner. That's kind of that gray area. And so if you guys remember that's a big slope coming down. We've got an area where we've integrated two slides over there with a rock scramble. So there's slides that go down the hill and then there's big rocks that kids can climb back up and go back down the slides. And so it'll be a kind of a fun little it comes off with that adventure trail. And so it's one of those fun integrated things. It's just a little bit risky. Like it's not dangerous, but you know, kids need to have a little bit of adventure. It's good for It's good for them. So we've got two waterfalls at the top. They're about 3 and 1/2 4t tall each. and you walk between them. There's a trail that goes between those over the over the water. So, you get to kind of

experience that. We're reutilizing runoff from the park is going to come into there. We're supplementing any additional water we need from the lake. And so, if we have a big rain event, it'll bypass through the creek and go out to the lake. And then we have pumps that feed the waterfall from the lake. And then the splash pads that we have currently is going to feed into this as well. So, we'll have splash pad going in. Pretty excited about this little little addition that we've got, but a lot of stuff going into that one little small area. So, and then little circle up there is also a small little meeting area. So, we can have small little events. You know, with the amount of landscaping we're talking about, you might have small little wedding ceremonies or who knows? It's an opportunity for you guys to rent that space out if you guys so choose. some of the images that we talked about when we were talking about some of the signage, some of the paving. We've integrated quite a bit of textures and stuff and different materials into this from these images that we showed you guys. Some of the design elements the hills are in. We've got them between the bike trail and the amphitheater area. So, kind of a buffer between the kids area, the play area going down to the boardwalk. And then we've created a bunch of these out coes also throughout the park. Now, the pedestrian bridge rendering. So, we've got this pedestrian bridge. We've got some jetties that come off of it for fishing or sitting and relaxing. We've got the main trail covered in trellis. And then you get out on the jetties where you can cast a rod and fish from if you wanted to. We're building this out of C10, which is that rusty steel. This is a great material for this. It's low maintenance. It's cost effective. Um, and so, and then we have a concrete uh deck on there. And we've got some

raised planters that are actually benches. And so, we'll have a little bit of green space out there. Should be a very nice lowmaintenance. We're thinking native, low maintenance, low water plants out there. And then a little view back at that boat house. It's similar to our other buildings that we have out there in the park with the brick and the same forms. We've got boat rentals on this end. On the other end, we have a concession or a catering kitchen that you guys can access. And then we have boat storage for offse. And then we have our boat rack down there or our boat dock down. Our big sculpture out there. We've got lights that are in grade that will shine up on each blade. And those are all color changing and gives a nice animation to the thing without having to actually make it move. And then the water these grades aren't quite right. We'll actually have rocks that come up almost to the top of that level. So there's not a a cliff that drops off there. So and it'll grade down to the water. And then the lot sign back there behind. We've we've picked some colors, but you know, like I said earlier with us color changing and so we can pick any colors. Those are about I think 12 to 15 ft tall if I remember off my head. And then we've built that element up on a hill. We've actually added about 6 ft of earth to raise that up so that we make sure that we get good appearance from everywhere. And then part of that boardwalk um got a little bit more refined. We've got some shade structures with little al cove seings. We've got walls that become benches, pathways, an integrated, you know, down lower we've got actual wood boardwalk. To the very side here is that natural area where we've actually salvaged a couple of those trees. Those are existing trees in that area. So, this is kind of that small area where we

could have small performances there. We're kind of seeing it off to the side. And then we've got some of those big large um stone limestone beams that we're using as just walls. These are a nice cost effective way to build a wall. Fairly cheap. We just got to put a foundation under them and then make stack them up. Basically, our observation tower changed a little bit from you guys direction. U you guys asked us to remove some of we had some solid walls on some sides and so for security reasons we've removed that. Um, it's made out of C10 again

and then we've got some perforated hills and then a nice viewing platform at the top. We think it's pretty fun and dynamic out there and should be a pretty iconic piece for the park. And then just a quick view. You know, we're up there at the observation tower, the fitness tower. Sorry, bad had it there. It's a fitness tower. Um, we've got pretty great views. You can see pretty far. Um, just for reference, if you guys been up to the slide complex at the aquatic center, that's I think 20 23 feet or so. This is 55 ft tall. So, we're twice as high. So, we should have some You get pretty good views from the the slide complex at the aquatic center. This should be even better. Our conceptual schedule right now is our goal has been to open for June Freedom Festival 2027. We're wrapping up construction documents right now. We should be done at the end of November. Uh permitting and bidding, we're looking at doing that out in December. Awarding, reviewing and awarding bids in January and starting construction in February. And that would run for 16 months the whole project. This is the bad news. Um, right now we're looking at total project cost is 39,700,000. That's construction cost plus the owner's contingency with testing. Some things that have gone over some of the cost increases, some some of the pave repaving that we were doing that we weren't planning on originally doing. the length of the small pedestrian bridges doubled in size. There's been an increase in the amount

of utilities that we're doing. And then uh our soils condition, we're basing our initial soils off of the aquatic centers geotech. Our soils were actually worse down where we're building and so our foundations got heavier and bigger and there's not a lot we can do on our foundation costs. I mean, we we we try to mitigate that with some of our walls and stuff, but we're looking at close to about a $4 million over from what we presented last I think January. We have already looked at some cost reductions. We've done those elements. Those aren't things that we've willy-nilly like, well, we could do these. We went ahead and taken the initiative and reduced some cost where we could. We've changed a few things. We've reduced some things that we can do or initials and stuff we can look at, but we're getting down to pretty big elements if we want to cut it out. We were asked to look at a couple phases. So, overall, we're looking at almost $40 million. We're looking at what would be the easy way to phase this project. Bang for your buck. We think the area around the lake is the big bang for your buck. And for sequencing, if we do that first, it's not in the way of doing the amphitheater. If we do the amphitheater first, it's kind of in the way of us doing some of the elements down at the lake and it makes it more difficult. It's not impossible, but it makes it more difficult. And so the cost would be increased for phase two just from a difficulty standpoint, not from a delayed or anything like that. So we're looking at right now if we did everything in phase phase one that is all the site work including the dredging demolition general conditions our bike trail site utilities large pedestrian bridge boardwalk boat house sculpture fitness tower

small bridge the docks and the waterfall. We're looking at a construction cost of 22.4 4 and a contingency of 2.2 bringing us up to math's a little off there. It should be 24.6 uh for that cost. There's some items that we could use to reduce the cost. Our sculpture is almost a million dollars. That includes foundation and all of that. We could eliminate that element. The fitness tower is about 1.7 1.8. And then the small bridges, there is a a path we could do with some sidewalks to eliminate the need for those two small bridges and we could save $400,000. Um it'd be increasing the length of the path. It's not a big deal. There would be a low water crossing. Um which means that in flood events that sidewalk would be underwater, but and there's some maintenance associated with that cost. you know, with having a a sidewalk that could potentially go under water every once in a while. There would be some cleaning up debris after rain, big rain events, but we could eliminate those bridges. And then the monument sign in that area, if we eliminated that, that would also be another 400,000. So, we could get it down to 21 million including the contingency if we deducted those elements.

Okay, I think I understand. The top is 24. The the ones in red are included in it. If we deduct them, you could get it down to 21 million. Yes, sir. Okay.

So, there's some This is just kind of the area around the lake. And so, why we've included these elements is if we're dredging the lake and we're working on the lake, now is the time to build those elements around the lake. There's some things that we could cut out. The waterfall trail would be really nice to do, but we could pull that back and not do it. And that's a pretty big number. um that's not on the duct alternates, but it's about a million dollars. Also, um there's some flexibility there. Um I think Dwayane right now is asking for 10 million. I've got some other slides, so we'll get to that in a second, but I'll go ahead and show you the other phase just so you guys see it. This is the amphitheater, parking lot, some of the road improvements, um ticket buildings. We're looking at a construction cost of around 15. If we delay, there'll be some additional engineering fees because we'll have to do construction administration. Basically, our construction administration doubles in time and there's some other things that would go along with that. We'd have to modify some stuff, especially if we delay it by 10 years. We're not sure how long it goes from delaying, but we kind of did a worst case scenario and say it takes 10 years for us to do phase two. Building codes change in that time. We would have to address those items and make sure the building on that code so on. So that's why there's some engineering fees associated with that. Owner's contingency total project cost is $17 million. If we consider a 5% cost increase per year for inflation, we're looking at around an $1 million ad to that. So just worst case scenario, 5%'s a little on the conservative side. Maybe it's three, but that's, you know, compounding interest to 5% every year. We're looking at a project cost $28 million for this project if we delay in 10 years. I don't know that we're delaying 10 years, but stuff happens. No,

I get it and I appreciate you proving our point that we need to get started. People vote for this stuff. They want it going and it costs money to wait. Unfortunately, there's a line. I I understand.

And but I think this is Are you through? I got one more I got a couple more slides. Uh potential funding grant opportunities that we're looking at right now. There's a really good one at the Oklahoma travel uh the land water conservation fund. They will do a 50/50 match for parts of this project. So it's not like a you guys come up with 10 million, they'll come up with 10 million. its components of the project and we'd have to explore what we could qualify for and then we'd have to receive those too. That's not a guarantee. There's some state public facilities funds um or there's recreational trail program and 8020. I need to confirm that it's you guys provide 80 and they provide 20, not the other way around. I'm pretty sure it's that way that we can verify because that's you guys provide 20. It's a pretty sweet bill. And that would also be parts of the project, not entirely. We have some wildlife department habitat improvements that we're looking at um with our fishing docks, our pedestrian bridge, if they can cover part like we're looking for getting some funding from them. Problem with some of these fundings is that we have to have a project in hand with money or with saying, "Hey, we've got x number of dollars. this is how much it's going to cost. Will you cover this much and so on. And a lot of these grants will stack. We don't have to just get one or the other. It's we can kind of stack them to help us. And then there's some T set opportunities also. And then we're currently looking at a couple other areas. So there may be some, you know, opportunities for some community investment just like at the sports facility where we reach out to your community and we see does McMahon want to help fund the ampute. Is there enough opportunity there that it's something that they would want to be on board with? There's other facilities too that

you know. So I think that is it. Sorry it was a really long presentation guys. My one regret is you didn't bring your video that you show at these different uh municipal events because I really think it puts a lot and in a very good light and makes everybody jealous of us. Um and we have been showing that to everyone at all these events. Everyone loves it by the way. So

So and and we want to do it all but it we can't. Now, the problem is you're needing 20 million or something there. And from what I saw, Dwayne had 10 million on his board. And so, I'm wondering what the plan is here. Tough questions. We could get there. I would have to go in and cut some of the other, we'll call them ancillary projects. that we added in. Um, we could we could get to the 20, but it we would be cutting some of these other projects out of this round of funding. Now, here's the thing. Um, most of those were smaller amounts that we could try to work in over the, you know, over the years, uh, as we progress through depending on the level of funding that we see come in. and any potential growth that maybe outpaces our projections. There might be some opportunities there, but it's whatever the council's desire is as far as priority at this point. If you want to make this project a priority and and go ahead and push forward with the 20, we would just rep prioritize the list and make adjustments on there. when we used a more conservative numbers than we used in our original CIP, which I'm very comfortable with the way we did it. I like you doing that, but I do want to say if you know projections happen, um that the extra funding could happen. Comments, Mr. Warren? Um, I was just going to say that I wish we could do the 40 because it's never going to be cheaper than it is right now.

Um, but there's just not any way I don't see that we could do that. Um, I would be in favor of doing the 20 and and trying to cut some of the the smaller ancillary projects off the bottom of the list for now and save those till the next uh round just simply because we're going to save a little bit of money and I don't know what that amount would be, but I'm going to guess that it's probably close to $600,000 probably if if not more if we do 20 now rather than 14, whatever.

And we're not guaranteed any grant money, but we're going to try to get grant money. So, if we get 20 from you guys, maybe we get another 10 from somewhere else and we can do more of this project. We will scale it up to whatever we can fund.

I just feel like it's one of the one of the main projects that we we talk to the citizens about other than infrastructure. U was this project and the and the youth sports uh were really some of our leaders when we went out to the the schools and the churches and and places like that. Uh and it's definitely going to have an effect on all the citizens. I'd make a motion to do that to go with the 20. Can you put the slide back up? Let's make sure we're all on the same page. the slide of things. I don't know how to do that.

Okay. So, that's um that's 21 down at the bottom. It's 21. Yeah. Um, now go ahead. Oh, I was just going to say I would if we can figure out a way to do the 24.4. I I hate those cuts. I know. I guess we could always go in later, but I think costwise it's better to do it now while we're doing it.

Why don't you make a motion for the staff to figure out the 24.4 and bring it back on the 11th? Is that the next council meeting? Yes. Uh that would be my motion. Direct staff to bring back uh what projects would need to be put off to do the 24.4. Um Councilman Warus on tomorrow's agenda. Okay. Can you do it that fast?

You don't you don't have to go to your office right now. We're already scheduling the call with our bond uh attorney and our financial advisor anticipating some changes. So, we're going to try and work that out in the morning. What it may require is a an amendment to the resolution will be presented tomorrow night, but I think we can do that on the floor. Okay.

We have a motion and a second. Discussion, please vote. You're voting on them bringing back a plan on how to do the 24th. Motion carries 70. Bringing up item eight, receive report regarding the overall master planning of the McMahon Park ball fields to include specific retaining wall bleacher seating improvements.

Mike, what's your estimate of time on this? Very short. Short. This one's short. Short. Okay. It's the last project we have for you. May improvements. Thank you. So, we did a a quick proposal a couple year, well, five years ago for you guys on this, and we were asked to come out and reook at it again. And so, we were told you had $2 million. What can we get for $2 million? Not anymore. Not anymore. But if we had $2 million, this is what you could get. This is one of the ones that's getting cut. And I 100% agree with the other one. It should it should happen. But

if something happened and you said, "Oh, no. We're going to spend 2 million." So, right now, we've got two big ball fields, two softball fields that are in pretty big disrepair. We've got retaining walls that are falling over and are a hazard. We've got guard rails that are failing and so they can fall over really easily. It's a about a 10 to 12t fall, so it's not like a couple feet. And uh we've got some buildings that are need new roofs, new sophets, and new facets.

Um and there's a gravel drive between two or four of the fields that's got big ruts and it's a tricking hazard. So those are kind of the big things that we thought. Let's see if we can address those for $2 million. Some photos of some of the conditions. On the plus side, we've got some shaded canopies out there that are in fairly good shape, maybe some paint, and they're good, but we could relocate those as well. And then our two buildings, um there's a hole in the roof on the other side, so or roofing. And then we've got just open sopets in places. Got some uh pavement that's just running water back into the building. Just some little things like that. Um, we propose, let me go ahead and skip to the slide of the image. What we propose here is regrading that area up around the middle softball field, redoing the retaining walls there, redoing the grand stands there, salvaging the existing shade structure to reuse, re-roofing, redoing the sopet and the fascias on those existing buildings and painting them. rem uh removing the asphalt and gravel area and just regrade it with asphalt millings. If necessary, we provide a couple ADA parking spaces and concrete. And then we would go ahead and flip that one field. It's actually cheaper for us to flip that field and not put in a retaining one. It also helps for the longevity of that facility that we get the fields where they're actually a little bit closer travel time between them and they're closer to the bathrooms and the concession building. Usually we see ball fields, they're in that that uh cloverfield

arrangement and we'd be getting closer to that arrangement. So anyways, 1.6 6 million for construction fees survey owner contingency just under $2 million. Okay. And I don't see you. All I see here is we're receiving a report. It was the McMahon um on your list of projects. It's the McMahon softball complex. Okay, that's correct. I was just receiving a report.

Okay, we'll just see the report. So, no action. Questions? I just I just have a quick question maybe for the gentleman in the back. Um, do we currently use this field? We do. Okay. And and once the youth sports facility is complete, will we still need this field? Preferably not. You should be able to fill it all if you have the all the building. Okay. And the only reason I asked counselor is because I just hate to spend money if Yep. We're not going to use it. It would be better to program that money for something else, but um I guess we're going to have to use it for a little while. Any other questions or comments?

Other questions or comments? Seeing none, do I have a motion? I have a motion and a second. Please call the role. Putin, yes. X, yes. Chapman, yes. Gil, yes. Hampton, yes. Weaguer, yes. Warren, yes. You stand. I know. I would love to be here.