City Council - Regular Meeting

Good evening. I'd like to welcome everyone to our November 17th meeting of the Stillwater City Council. At this time, I'd like to call the meeting to order and ask everyone to stand and join me in the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all.

Okay, we have a slightly different uh run of show tonight for our um different city meetings. At this time, I'd like to ask that we recess our Stillwater City Council meeting and move to our Stillwater Utilities Authority meeting. Um, does anyone have a motion? I move to recess. Second.

We have a motion and a second. Please vote. With a vote of four to zero, our city council meeting is in recess and we'll move to our Stillwater Utilities Authority meeting. This time I'll call to order our Stillwater Utilities Authority meeting. Um trustees, we have um the consent docket, but we have uh several people that are signed up for public comment on an item that is on our consent docket. So, I'd like to bring our public comment on items not scheduled for public hearing um to the first item on the on our meeting agenda. Um, at this time I have Roger Ghost and Mel and Jennifer Castleberry. Um, I don't know if there's an order. Would you like to go first? You'd like to come up, please state your name and address at the microphone.

Hello, I'm Jennifer Castleberry. I'm Mel Castleberry.

We're at uh 3606 West Deer Crossing. Well, the purpose for us to be here today, thank you for the time. Um, and I have my notes here to reference, but um, in July of this year, we received a certified letter delivered to our front door uh, that stated that the city had intentions to permanently and temporarily acquire easement, utility easement property from us. Um, since that time in July, um, things have been interesting to say the least and what we have learned and what we have experienced. We are one of four property owners that would be impacted uh, severely impacted by this waterline. Um, in addition to that, it would cross over the deer crossing entrance. So, it would affect the HOA and and frankly every resident in Deer Crossing. Um, my husband and I, we are not engineers. We are not eman authorities. We are not lawyers. We are IT people. We moved here two years ago to be near our granddaughters and to play in the front yard that now the city wants to acquire or use. That is my front yard. Um, it's part of the reason that we bought this home two years ago. It's beautiful. I take care of it. I maintain it. We take care of it. We maintain it. [laughter] At no time as [clears throat] property owners have we been given information that I felt we were justly due. I don't know when this came up. I don't know how long this has been in the works. again that's not you know that's

not our area but to find out about this in July and then from July to now we have asked a few key questions that I really feel like I deserve the answer to and I'm just going to list them out why is this project necessary when I ask I have gotten conflicting responses I have heard that the current water line is too large and that the water is not moving through it to the most recent reason that we just received November 4th which was it is to increase capacity. So not sure how those two things go together. The current proposed line is 56% smaller than what is in use right now. Additionally, I'm confused as to why are we going to decrease the line when we all know there's additional growth west well south on Sanger. We have a new neighborhood going in. There's going to be new draw on water. Why are we decreasing the line? And by the way, we have no issues with our water. We have no issues with water pressure. We have no issues with water quality. We have no issues with water. The other question that I keep asking is what other locations were considered for this new water line. Still waiting for any answer on that.

Vice um the timer has sounded. Um would you like to speak or would you like to defer your three minutes of speaking? Defer to me. Okay. We will start the timer again. That's the way this and I will hurry this. I'm sorry for the interruption.

But where where else? I don't know. I want to know why is why is Sanger the west side of Sanger the best solution. Where else? What were the factors that you decided west side of solution or or of Sanger? I would just like to know. I think if it's coming through my front yard, I have the right to know. And every single time I have anybody knowledgeable out to look at the property, to look at this project to to talk to about this, they say, "Why isn't it on the other side of the road?" And I say, "I don't know." Good question. Where is the discovery of the due diligence in regards to the infrastructure on each property? You're going to come through four properties. Nobody has come out and asked me what's on your property. I have been told that it's an aerial view that was taken to determine the project, but you're going to put the water line not in the air. You're going to put it in the ground. Nobody has come out and asked me about what infrastructure is in my property. And I can tell you right now, the city is unaware of infrastructure in my property. The final thing is the statistics. the fair market value on your agenda online that I looked at today. It said that um it states that the rightway agent and the design engineer have completed evaluation to determine fair market value. How? You don't even know what's in my yard. You don't even know what's in my property. How did you determine fair market? Nobody's come out and talked to any of us as homeowners. I don't understand how you could have come up with that. So, my struggle with all of this is just if this is this is something that's coming through my yard, it's going through other people's yards. There are a lot of concerns that the neighborhood and property owners have that we just don't frankly have any answers to. And I just don't feel like that is in good faith. If you're going to come to us and say, "Hey, we're going to acquire this for utility easement," then you should tell me why. You should sit down and talk to me about this. It just doesn't seem right. So in ending, I just ask that the city, you know, maybe table this issue until some further due diligence and some engineering studies

are performed because I don't see the evidence that it has been done to make sure that the west side of Sanger is the best use of taxpayer money um or you know the destruction uh and damage that it will do to the property owners and the entrance to our neighborhood. Thank you. Thank you. We have one other speaker that signed up.

Roger Ghost 113 East State. Um I've been asked to look at this for them and for the neighborhood. U first off the item on your agenda tonight as far as that easement, it's south of here and it's on the east side. It's it's south of the Deer Crossing property. So this just brought this up. So, that's why we're here. Um, on their property, this the the plan show to take out their lateral field. The lateral field for their sewer is not even correctly shown. It's about twice as big as what's on the plan. U, if the easement was granted, it gives the city or whoever's out there the right to run over their util or their lateral field, which would make it ineffective. Um, there's a question about the fence. If you remember, out at Deer Crossing, there's a pipe and rail, a pipe and cable fence out almost off the road. That was originally there on the statutory rideway before deer crossing was platted. Talking to some of the people out there, there supposedly was an agreement to leave the fence, but the rideway is 7 ft behind that fence to the to the house side. This plans have come out. take out the fence, leave the fence, replace the fence. It's it's all over the I mean, every time you get a different version of plans, it shows something else happening with that fence. Uh, a lot of trees protect the um Castleberries site down to the entrance. Those are all planned to come out. Um, so there's those those are the kind of answers they've been trying to get and things we've been trying to get resolved. The latest permanent easement has a 15 by 20 or 15 by 40 permanent ease. It makes no sense. It's just a notch out of their front yard. Um, so those are why they're asking for some discussion on this and delay,

but just understand the easement that's in the packet is not part of the neighborhood's issue. Questions? Thank you.

Thank you. I understand. Um, so items that aren't on um, scheduled for public hearing, we typically don't um, make comment, but I do just want to state that I understand that there's some conversations that have started with staff between the Castleberries and um, staff. I just encourage you to continue that conversation with staff in order to get some additional um, feedback and answers. Obviously staff will be working with stakeholders in this area more diligently to support and help them understand what the project is in its full um entirety. So um at that po at that time I'm going to go over to the consent docket.

Yes. And just as a point of clarification for the trustees the item on the agenda that is asking for your approval this evening um although it is related to um continued progress on those projects it's just authorization of total project expenditures for that easement and real estate acquisition. So it is limited to just approving the expenditures. Is it something that when um easements are as they go through and purchase easements or would that come back to

Yes, it will. Um the SUA has retained a right ofway acquisition um consultant. Um staff is also engaged in those negotiations with individual land owners. um we're going through the process and um this approval of expenditures is just so that they can keep moving with needed um acquisitions in order for the projects to move forward. Thank you. Okay, council, at this time I'd ask you to consider item two, the consent docket for approval or motion.

Second. We have a motion and a second to approve the consent docket. Please vote. With a vote of four to zero, the consent docket is approved.

As as we discussed, this is not addressing their spec their specific easement. This is just approving funds for the the bulk easement. When we get to your specific easement, we'll make sure that you have a chance to talk to city staff to try to get your answers. This brings us to item number five, resolution number SUA2025-8, a resolution authorizing execution of a release and termination of covenant agreement in cont in connection with campus corner crearyy redevelopment located at 229 South Knoblock Street in Stillwater, Oklahoma. So, the Stillwater Economic Development Authority previously approved a resolution authorizing uh a release um related to the sale of that property. Um as we move closer to closing, there's been a request to add uh both SUA and the city council to that release. It was requested because both of those separate entities are also named as beneficiaries in the covenant agreement. Um so that's a reasonable request and this resolution just authorizes SUA to sign that release. Just to clarify, not city council but the city of Stillwater. Um yes it and because CEDA had authorized uh signing CEDA is a separate um legal entity than both the the city of Stillwater approved by city council and also SUA. So that's why we've got additional approvals by resolution this evening.

Okay. Trustees, I move adoption of resolutions SUA 2025-8. Second. We have a motion and a second to adopt resolution SUA2025-8 to this vote. With a vote of four to zero, that resolution is adopted. That brings us to the end of our Stillwater Utilities Authority agenda. Is there a motion to adjurnn? So moved. Second.

We have a motion and a second to adjurnn. Please vote. The vote of four to zero. The Stillwater Utilities Authority meeting is adjourned. At this time, I'd like to call to order the Still Water Economic Development Authority meeting. Trustees, we have um we move to consent um item number two, consent docket. Do we have a motion or discussion on consent docket? Motion to approve consent docket. Second.

We have a motion, a second. Please vote. With a vote of four to zero, the consent docket is approved. Which brings us to item number five, general orders. Um, item number A, consider an application of community escrow and title community escrow and title company for small business enhancement assistance in the amount of $15,000 for exterior improvements to include front porch, roof renovations, front de front front deck replacement, and new lighting installed at 623 South Lewis Street. Burnish.

Good evening, Vice Mayor and counselors. I'm excited to be in front of you this evening to talk about just what vice mayor said, the small business enhancement assistant program which is part of tiff 3. So it's going to be for community escrow and title company. They're requesting 15,000. Their total cost is 60,000 on the repairs. Um front porch improvements include the decking, the railing, the roofing, and some new lighting. Um, on November 11th, the committee voted 6 to zero to recommend this for approval to the council or to the trustees for consideration. And Mr. Bartley is also here, so I will invite him up to also speak.

Good evening. My name is John Bartley, 623 South Lewis. I am the president and owner of Community Escrow. uh the the the grant request or the tiff request we've uh applied for uh was 15,000. The original project was 60. That like most construction projects has expanded. Uh but the the the real goals uh not only is it to redo the the the deck which wraps around our building, but also bring railing to code uh improve lighting and security. Um, unfortunately it is going to result in us losing that cool tree through the roof look that we have. But now that's just the way it goes sometimes. Um, one of the reasons our project has expanded is on Halloween night we had a very agile driver that decided to not turn onto Lewis and took out the fire hydrant. and all the way through our flower bed scraped up and destroyed a whole lot of landscaping. So, our project has now expanded to also include landscaping. Even though the request from uh CEDA does not include that landscaping, you can also be expecting to see a whole lot more landscaping when this is completed. So, if you have any questions for me, I'm happy to answer them.

Trustees, any questions? I'm always so excited when our Stillwater businesses take advantage of this program and we see such neat things happening downtown with new facade improvements and it's a great opportunity for um just improvements to and kind of beautifification to our our local businesses. So, thank you. Absolutely. Trustees. Motion to approve CDA 25-05. Second. Okay. Do we

Sorry. And yes, I'm going to recommend amending that motion. The 255 references the report. I'm looking for a motion um to approve small business enhancement assistance in the amount of $15,000 for exterior improvements at 623 South Lewis Street. I withdraw my motion and make a new motion as stated there. and I withdraw my second and put in a new second. We have a motion and a second. Please vote. With the vote of four to zero, that application is approved. That takes us to the end of our Stillwater Economic Development Authority meeting agenda. Is there a motion to adjurnn? So moved. Second.

We have a motion and a second. Please vote. With a vote of four to zero, the Stillwater Economic Development Authority meeting is adjourned. Which brings us back to our city of um city council meeting agenda. We need to make a motion to reconvene. Move to reconvene the city council meeting. Second.

We have a motion and a second to reconvene. Please vote. With a vote of four to zero, the city council meeting is reconvened, which brings us to the consent docket. Councilors, is there any motion or discussion on the consent docket? I move approval of consent. Second. We have a motion and a second. Please vote.

The vote of four to zero. The consent docket is approved. Um, we had an item six at public hearings that has been um withdrawn for applications. So, there'll be no action on that item tonight. Vice Mayor, um I believe that we did have one person signed up for public comment not on scheduled for public hearings. It may have been a duplicate, but you may check with Mr. Ghost. Oh, okay. Your public comment was addressed during SUA. Okay. Thank you. just confirming.

Okay. Yeah, they were both. Thank you. Um, this brings us to item seven, general orders. First item is item 7A. Consider award of a bid for Washington School Demolition and um and accessory structures at an asbestous abatement to Midwest Wrecking Company in the amount of $120,000 for $120,466. [laughter] Mr. Skull, I will take it away and try not to stutter over asbestous abatement multiple times tonight. This evening, we are discussing a bid award and budget amendments related to the Booker T. Washington School site located on 12th Avenue across from Southern Woods Park. The school site was acquired by the city in 2022 in order to preserve the property's original T shape structure and surrounding land for education, historical displays, sports recreation, events, and parking. In 2024, the Washington School Advisory Committee was established via resolution to advise and make recommendations on the school and site. The committee has representatives from the community, the Washington School Heritage Foundation, and Washington School Alumni Association. Chair Washington is actually in the audience this evening to support this project moving forward. I'm honored to serve as a city liaison for the committee. Concentration on this T structure shown here in orange for renovation has been difficult when so much of the site has immediate concerns. The accessory structures are not able to nor intended to be preserved. They require demolition and the T structure has abatement work which needs done prior to the restoration work beginning to occur. With approval of the advisory committee, staff presented the project to the tourism advisory committee on May 8th, 2025. The tourism advisory committee passed forward a recommendation to authorize the use of funds from the visitor amenities fund.

This fund has a purpose to fund the development and maintenance of visitor amenities in the city. Action was taken specifically for asbestous abatement of the site and demolition of the accessory structures shown here not in orange at the Washington school building and site in an amount not to exceed $200,000. This act action would allow all to see the building to be preserved. You can barely see it peeking from one of the said accessory structures shown on this slide. Enjoy envisioning the impact to the community and visitors with renovation. Focus on fundraising by the Washington School Heritage Foundation can then center on the renovation, restoration, and development of the original tea structure and site as that visitor amenity. This is a rendering of a restored Washington school provided by the Washington School Heritage Foundation. The proposed action tonight aligns with the direction set forth with the acquisition of the property and is part of a work plan that the Washington School Advisory Committee will continue to refine and present in phases to city council for approving as the fundraising efforts from the foundation allows. I'm happy to answer any questions and I have a recommendation when you're ready. counselors.

So, just to be clear, this um demolishes the buildings that aren't the tea and it does asbestous abatement within the build within the tea. Correct. Exactly. Thank you very much. I'm I'm personally I'm thrilled to see steps going forward to to make have continued progress. Yeah, it's great to see the progress and I'm also delighted that this came in well under budget because we we were estimating $200,000. I came in way less than that and I'm happy to see that as well. Looking forward to seeing the progress. We are too. It's always good to be under budget, but it's extremely exciting. This is such a

a focal point along this corridor and such an important um such an important project for our community. so pleased that the tourism um advisory committee leaned into this project to support this part of it. Um doing a lot of redevelopment work in my not vice mayor role. Um it is so important to get to this spot, this kind of kind of clean slate prior to redevelopment to help the community start to imagine um with everyone what this space can actually be for for our community. So getting those hazardous building materials out and getting this initial demolition will be I think um a really transformative first step.

Um do you have a recommendation for us? I do recommend award bid of 18-2025 for Washington school demolition accessory structures and asbestous abatement to Midwest Racking Company in the amount of $120,40066 which includes ad alternates O2 and 03 for soding and loose straw erosion control. Authorize total project expenditures in an amount not to exceed $168,311 which includes architecture design and asbestous survey professional services and contingency. Approve associated budget amendments and authorize city manager to execute the contract and related documents.

Had one last question. Do we know how quickly work potentially could start? We are hopeful that it is very quickly. Mr. Money with our procurement has actually already tenatively reached out to begin scheduling a pre-demolition instead of pre-construction we get to say pre-demolition meeting to discuss that timeline and their availability but we hope to see movement on this site quickly now. Okay counselors is there a motion staff's recommendation? I move approval of the staff recommendation.

Second. We have a motion and a second to approve staff's recommendation. Please vote with a vote of four to zero. That is approved. Moving on, this brings us to item eight, resolutions. Um item A is resolution number CC-2025-30, a resolution authorizing execution of a release and termination of covenant agreement in connection with the campus corner creary redevelopment located at 229 South Knoblock Street, Stillwater, Oklahoma. This is from our um previous I guess coming back to council from our CEDA. Yes, it's a sister resolution to what we discussed on SUA. Approval of this resolution would authorize the city of Stillwater to sign a release in termination of covenant agreement in connection with the sale.

Councilors, motion to adopt resolution number CC-2025-30. Second.

We have a motion and a second to adopt resolution number CC-2025-30. Please vote with a vote of 4 to zero. That resolution is adopted. Item nine, ordinances. We have two for second read. The first is um ordinance number 3584, an ordinance amending Stillwater City Code by amending chapter 23 land development code, article 1, general provisions. Section 23-7, definitions, article 5, use categories and limitations. Division 1 generally section 23-96 definitions article 6 land use classifications division 4 commercial districts section 23-12 152 CB commercial business district subsection A permitted by right article

24 24 [laughter] table of uses section 23-435 created repealing all ordinances to to the contrary and providing for severability. Counselors, I move adoption of ordinance 3584. Second. We have a motion and a second to adopt ordinance number 3584. Please vote

with a vote of four to zero. That motion or that ordinance is adopted. Which brings us to item B, ordinance number 3585, an ordinance amending Stillwater City Code by amending chapter 23, Land Development Code, Article 5, Use Categories and Limitations, Division 2, Accessory Use Categories and Regulations, Section 23-105, Sidewalk, Street, and Parking Lot Table Service Areas, repealing all ordinances to the contrary and providing for severability. Councilors motion to adopt ordinance 3585. Second. We have a motion and a second to adopt ordinance 3585. Please vote

with a vote of four to zero. Ordinance 3585 is adopted. That brings us to item 10, reports from officers and boards. Miss Carly, nothing to report. Mr. Moore,

yes. Uh each year uh the OML or Oklahoma Municipal League recognizes individuals who reach 25 years of service for their cities and towns throughout the state. The OML honor role of service is a permanent record of uh distinguished service. Honores receive a certificate and a lapel pin for their recognition of their achievement. Uh the city of Stillwater proudly recognizes six individuals who have dedicated 25 years of their careers to serving and improving our community here in Stillwater. Uh we have some pictures on the screens uh recognizing some of these employees, but uh these employees that are honored this year include Lieutenant uh William Clark, Sergeant Andrew Wilson with the Stillwater Police Department, Captain Rick Logger uh with the Stillwater Fire Department, Jackie Wilson with Stillwater Electric Utility, Kevin Harding with Waste Management and Fleet, and Jacob Mason with Water Utilities. Um we're we're so grateful for all of our hardworking staff, especially these that have dedicated so much of their career here at the city of Stillwater. Um and so we're yeah, again, grateful for the impact they've had.

What an amazing legacy of service. Thank you, Councelor Hopkins.

Um the holiday season is upon us. I love when I get to make holiday announcements. Uh downtown Stillwater is ready to welcome families and friends to enjoy a variety of festive activities that highlight the charm and spirit of our community. Save the date and join us for the annual holiday parade of lights on Thursday, December 4th, 2025 at 6:30 p.m. in downtown Stillwater. Then join us on Saturday, December 6th from 6:30 to 8:30 p.m. at Block 34 for festive skies with our holiday heroes and drone shows. Visit with Santa, ice skate on Herby Lane, take pictures inside the snow globe, and enjoy sweet treats from vendors. Many thanks to our sponsors, Visit Stillwater and the Stillwater Chamber of Commerce for helping with these great events. Hope to see everybody out here. These are always fun. It's good stuff. Councelor Clark,

the Sto Municipal Building will be closed on Thanksgiving Day and the Friday afterwards to give staff an opportunity for time with family and friends. Plan ahead for city services you may need during the holiday closure. Trash and recycling crews will enjoy a muchneeded time off on Thanksgiving Day. So, collection will be delayed by day, Thursday on Friday, Friday on Saturday. We wish to wish all of our residents, staff, and and everyone in in the area wonderful and joyous Thanksgiving. Council Harden,

the Stillwater Community Thanksgiving dinner will be on Thanksgiving Day, November 27th from 10:30 a.m. to noon at the First United Methodist Church located at 400 West 7th Avenue. If you're unable to join in person, to go meals will be available beginning at noon. The annual free event is a time for all community members to fellowship together and enjoy the holiday season. If you'd like more information about the event or to volunteer or donate, go to downtown Stillwater Facebook page and they're still looking for volunteers to help serve.

It's a great opportunity to spend some time with our community. And I have a holiday announcement as well. So, with all those fun things that are happening downtown and throughout uh Still Water, we also want to remind everybody to celebrate the holidays in Stillwater by shopping, dining, and staying local. From November 22nd through January 4th, every $50 you spend earns you one entry into the 2025 Fly Home for the Holidays giveaway. You could win gift cards for American Airlines and travel through Stillwater Regional Airport. Discover amazing deals during Stillwater's holiday shopping events. Whether you're exploring Lake Viewpoint and Pioneer Square shopping centers, the strip, Campus Corner, or downtown Stillwater, you'll find shops and boutiques with gifts and treasures for all ages. For details on how to enter and when gift cards will be awarded, go to visitstillwwater.org or drop by the visit stillwater um building at Visit Stillwater at 2617 West 6th Avenue. We appreciate all the hard work and fun the staff at Visit Stillwater put into our communitywide holiday events. So, lots of things to do. Somebody said the other day, if you can't I think Elaine said the other day, if you can't find something fun to do in Still Water over the over the next couple of months, you're not looking very hard. So, um, I think this takes us to the end of our city council agenda. Does anyone have a motion to adjurnn?

So, moved. Second. We have a motion and a second to adjurnn. Please vote. The vote of four to zero. We are adjourned. That's the end of our meetings this evening. 30