Ponca City Board of Commission meeting held Monday

The Ponca City Board of Commissioners met in regular session on May 9, 2022. Mayor Homer Nicholson called the meeting to order, which was followed by the pledge of allegiance. Commissioners Bodick, Chapman, Scott, and Taylor were present.

Ceremonies and Proclamations

Under Ceremonies and Proclamations, the Emergency Medical Services Week proclamation and Character Trait for May were presented.

Consent Agenda

Under the Consent Agenda, the City Commission approved the minutes of the Ponca City Board of Commissioners regular session held April 25, 2022 and Work Session held May 2, 2022; a resolution appropriating money for the payment of claims against the City of Ponca City, Oklahoma; a resolution of the Board Of Commissioners of the City of Ponca City, Oklahoma, appointing members to various boards and commissions and establishing terms of office; a resolution of the Board of Commissioners of the City of Ponca City, Oklahoma amending the operating budget of various funds for Fiscal Year 2021-22; a permit for Western Enterprises, Inc. to conduct a fireworks display at West Lake Ponca Dam on July 4, 2022; and authorized the Mayor to execute a pyrotechnical production contract for the event with Western Enterprises, Inc., in the amount of $35,250.00.

Reports

Under Reports, the City Commission received a Ponca City Tourism Review from Zach Trantham, Tourism Coordinator. As the mission of the Ponca City Tourism Bureau is to promote and market Ponca City attractions and events, Trantham reviewed Tourism advertising methods through digital and print marketing promotions, social media presence, tour operators/groups, travel/trade shows and conferences, as well as recent awards. Additional Information on Ponca City Tourism and upcoming events can be found at www.visitponcacity.com.

Public Hearings

Under Public Hearings, a public hearing was conducted on the proposed budget for Fiscal Year 2022-23. The Fiscal Year 2022-23 budget process is in the fifth month of preparation, and is nearing completion. Most recently, the Commission met in open meetings on April 18 and 19, 2022 with every department to discuss operations and the proposed budget. The proposed budget was summarized in the format required by State law, and published in the Ponca City News on Saturday, April 30, 2022. A public hearing is required by the Municipal Budget Act to be held not less than 5 days after publication and at least 15 days prior to the beginning budget year, which will begin July 1, 2022. Although there have been several open meetings where the budget was discussed, and of course Commissioners receive public input throughout the year, the public hearing meets the official State requirement for a public hearing and is held to give any person a chance to present to the governing body with any comments, recommendations, or protests on any part of the proposed budget. The City Manager is slated to present the budget to the City Commission for approval on May 23, 2022.

New Business

Under New Business, the City Commission approved an ordinance amending Title 1, Chapter 4 of the City Code of Ponca City, entitled “Administration”; providing for notice procedures when any code or ordinance of the City is alleged to be unlawful or an offense; authorizing certain agents of the City to issue citations by certificate of mailing; and providing for repealer and severability. The Development Services Department employs five staff members who meet the State’s qualifications to issue citations for code violations. While their primary responsibility is to abate public nuisances and enforce building and zoning codes, they are sometimes asked by other department heads, or authorized by the City Manager, to assist in the preparation and issuance of citations for violations of other codes or ordinances found within the City’s Municipal Code. The process of issuing a citation in person is inefficient and can be a waste of staff hours, especially if the individual does not want to be found or refuses to answer the door. It can also be dangerous, and in some instances, a Police Officer must accompany the Inspector when face to face contact is made. Last year, the City Commission passed an ordinance that permitted the use of a “Certificate of Mailing” in lieu of face to face confrontations. The reasoning for the change in the notice process was threefold: 1) the Certificate of Mailing meets the legal standard for proper notice, 2) the Inspector is no longer placed in a dangerous situation with certain individuals, and 3) the work output per Inspector is much greater. Last year, the total number of citations issued increased five-fold, as did Municipal Court fines. Up to this point, staff has utilized the Certificate of Mailing process only when addressing nuisances and other property violations. It is desirable to make this process available when addressing all offenses or violations of the City’s Municipal Code. At the advice of the City Attorney, an ordinance has been prepared and will be inserted in Title 1 of the Municipal Code under “Administration”. The Certificate of Mailing process will thereafter be the tool used to notify individuals of alleged misdemeanor offenses.

The City Commission approved a resolution setting non-utility rates, fees, and charges for the City of Ponca City Parks and Recreation Department. This item was discussed with the Board of Commissioners at the Work Session on May 2, 2022. Currently, Lake Ponca Campground RV Sites are available for nightly rental of $15.00 and Tent Sites are available for $10.00. With the addition of the new bathrooms and showers, cleanout station and water hydrants, staff recommended replacing the current rates with an increased rate for RV Sites of $25.00 per night and a rate for Tent Sites of $15.00 per night. Lake Ponca Campground has year-round availability. With the improvements, staff will also make the campgrounds available for online rental and in so doing make the campground a cashless facility. All transactions can be done online at www.poncacityok.gov/parksandrec-registration, by calling the RecPlex at 580-767-0430, or by stopping at the RecPlex and making a reservation.

The City Commission approved a contract and execution of the contract documents to Ellsworth Construction OKC dba A-Tech Paving for the Street and Water Line Improvement Project, Third Street – Walnut Avenue to Oklahoma Avenue, in the amount of $889,540.00. This item is a companion item to the PCUA item for the water line and storm sewer improvements portions of the project. This project is for pavement reconstruction on Third Street, from Walnut Avenue to Oklahoma Avenue. The project also includes the replacement, upsizing and relocation of 546 linear feet of water line. The existing 4-inch water line under the pavement will be replaced with new 6-inch waterline behind the curb on the west side of the street. Additionally, there are deteriorated storm sewer inlets and storm sewer pipe under the paving that will be replaced with new pipes and inlets. The existing sump inlets at the intersection corners will be replaced with trench box inlets in the flow line of Third Street, at both the Walnut Avenue and Oklahoma Avenue intersections. The existing street is comprised of a mixture of deteriorated brick and concrete pavement. The new paving section will be 7-inch dowel jointed concrete pavement over a 10-inch aggregate base. All of the existing concrete curbs and gutters, driveways and sidewalks will be replaced with new concrete improvements. New wheelchair ramps will be constructed as well. The work being performed on the east side of the street is being coordinated with the new Public Safety Center project. Advertisement for this project began on March 31, 2022. A pre-bid meeting was held on Wednesday, April 20, 2022 with four contractors attending. The bid opening was held on Thursday, April 28, 2022. Two bids were opened and read. Staff recommends awarding the lowest most responsible bid from Ellsworth Construction OKC dba A-Tech Paving in the total amount of $889,540.00. The water line portion of the project totals $73,322.50, the storm sewer portion of the project totals $303,798.84, and the street repair portion totals $512,418.66. This project combines street repairs and improvements with water line repairs and storm sewer repairs into one project. As such, the street repairs and improvements will be paid by the Street Sales Tax and must be considered and approved by the Board of Commissioners, while the water line repairs and storm sewer repairs will be paid from the Water fund and Storm Water Fund and must be considered and approved by the PCUA Trustees.

The City Commission approved an agreement between the City of Ponca City and the United Way of Ponca City in the amount of $58,000.00 as part and parcel of the City Of Ponca City’s year-one ARPA (American Rescue Plan Act) allocations as set forth in Resolution No. 6626 dated November 8, 2021. A resolution outlining the expenditures of year-one Coronavirus Local Fiscal Recovery Funds for Non-Entitlement Units of Government for the City of Ponca City was approved on November 8, 2021. The United Way of Ponca City was approved to receive $58,000.00 to pass through to their nine partner agencies to help mitigate the effects of COVID-19 on the agencies. The City of Ponca City has received the pertinent financial information necessary from United Way of Ponca City to document the need for these allocations through its online grant portal.

And, the City Commission approved an agreement between the City of Ponca City and University Center of Ponca City Foundation, Inc. in the amount of $20,000.00 as part and parcel of the City of Ponca City’s year-one ARPA (American Rescue Plan Act) allocations as set forth in Resolution No. 6626 dated November 8, 2021. A resolution outlining the expenditures of year-one Coronavirus Local Fiscal Recovery Funds for Non-Entitlement Units of Government for the City of Ponca City was approved on November 8, 2021. The University Center of Ponca City Foundation, Inc. was approved to receive $20,000.00 to purchase technology to upgrade switches and long and short-range access points within and without the University Center building, to allow students better access to the internet and to access their zoom live online classes and online courses. The City of Ponca City has received the pertinent financial information necessary from the University Center of Ponca City Foundation, Inc. to document the need for these allocations through its online grant portal.

PCUA (PONCA CITY UTILITY AUTHORITY)

PCUA Consent Agenda

Under the PCUA Consent Agenda, the PCUA Trustees approved the minutes of the Ponca City Utility Authority regular session held April 25, 2022; a resolution appropriating money for the payment of claims against the Ponca City Utility Authority of Ponca City, Oklahoma; a resolution of the Ponca City Utility Authority, Ponca City, Oklahoma amending the operating budget of various PCUA Funds for Fiscal Year 2021-22; a contract and execution of the contract documents to Ellsworth Construction OKC DBA A-Tech Paving for the Street And Water Line Improvement Project, Third Street – Walnut Avenue To Oklahoma Avenue, in the amount of $889,540.00; Change Order No. 1 and Change Order No. 2 to the Construction Contract with Wynn Construction Company, Inc. for the Water Treatment Plant Residuals Asphalt Sludge Storage Project in the deduct amount of $2,922.00; acknowledgement receipt of Oklahoma Department of Environmental Quality Construction Permit WL000036220075 for the construction of 108 linear feet of 8-Inch PVC potable waterline, 9 linear feet of 6-Inch PVC potable waterline, and all appurtenances to serve the waterline relocation related to Joe Street Drainage, Kay County, Oklahoma; and acknowledgement receipt of Oklahoma Department of Environmental Quality Construction Permit WL000036220073 for the construction of 546 linear feet of 6-Inch PVC potable waterline and all appurtenances to serve 3rd Street, Walnut Ave to Oklahoma Avenue, Waterline, Kay County, Oklahoma.

PCUA New Business

Under PCUA New Business, the PCUA Trustees approved a construction contract with Walters-Morgan Construction, Inc. for the Wastewater Treatment Plant Sludge Dewatering System Rehabilitation Project in the amount of $1,587,850.00. The Sludge Dewatering System is a major component at the Wastewater Treatment Plant. The system dewaters the liquid sludge that is produced at the Wastewater Treatment Plant. The scope of this project is to replace two belt presses, the belt press supporting structure, and the live-bottom hopper. Five contractors submitted bids and bids were opened on April 14, 2022. Both staff and the engineer recommended that the bid be awarded to the lowest, most responsible bidder, Walters-Morgan Construction, Inc.