MINUTES

SPECIAL CALLED MEETING

LAWTON CITY COUNCIL SPECIAL MEETING

JUNE 2, 1998 - 5:30 P.M.

WAYNE GILLEY CITY HALL COUNCIL CHAMBER

Cecil E. Powell, Mayor, Presiding

Also Present: Gil Schumpert, City Manager; Felix Cruz, City Attorney; Brenda Smith, City Clerk

The meeting was called to order at 5:30 p.m. by Mayor Cecil E. Powell. Notice of meeting and agenda were posted on the City Hall notice board as required by State law.

ROLL CALL

PRESENT: G. Wayne Smith, Ward One; Richard Williams, Ward Two; Jeff Sadler, Ward Three; John Purcell, Ward Four; Robert Shanklin, Ward Five; Charles Beller, Ward Six; Carol Green, Ward Seven; Randy Warren, Ward Eight.

ABSENT: None.

BUSINESS ITEMS:

1.  Discuss Preliminary FY 1998-1999 City of Lawton Preliminary Budget, and take appropriate actions for consensus only. Exhibits: Information previously distributed.

Schumpert distributed an updated list on departmental initiatives previously considered by Council. He suggested the museum budget request be considered first and that was granted.

Beller said Council tabled the mowing contracts until this meeting and it is not on the agenda. He asked if Council could discuss it and Cruz said no. Williams said it is part of the lakes and can be discussed but not awarded. Schumpert said the mowing contract would be returned, and tonight’s action would determine what would be returned. Item will be included on the June 4 Special Meeting agenda.

Williams introduced Brent Easton and Betty Graybill from the Museum Authority. Easton said a one page summary was distributed showing what the Authority felt necessary to run the museum in its first year of operation, to include start up expenses. He said he understood the City’s budget projection shows a City contribution of $511,000, and their request is for $568,000; differences are in three staff positions. Schumpert disagreed and pointed out the personnel funded by the City; the only one not funded was the archeological resident and it was understood that position was funded through a grant, and if the grant were disapproved, the position would not be funded. Schumpert said all the other positions were funded and that was the reason the budget from the City went up $82,000 over the last year, and the 200 and 300 accounts contained no changes so the only account allowed to increase was in personnel, so all the employees were included in the City’s computation.

Williams introduced Drew McDaniels, Acting Museum Director, as now present. Williams said he serves as chairman of the trust authority and requested Council review the information. He said the three positions identified in the $568,284 are actually being funded presently by the Institute; that funding is soft and the Institute funding is shown at $50,000. Williams said the authority appreciated the budget being brought in at the level it was, and that there are additional expenses involved in start up where adequate funding is essential.

Mayor Powell said it appeared there was $56,257 difference between the information from the authority and the City and asked what caused that to happen. Williams said that is the cost of the three employees who were funded by the Institute. Schumpert said he took into account the positions funded by the Institute and moved them into this budget so they are included. Williams said there are nine positions in the City’s budget but there are 12 positions at the museum; the three positions are registrar, research associate and archeologist research person. Schumpert said the $82,000 increase was solely in personnel and it was his understanding that they were funding every position at the museum except for the person being paid through the grant. Williams said only nine positions are shown.

Purcell said the personnel account increased by $82,000; last year there was a total of $429,000 from the general fund, which included $320,000 for personnel services. The proposal went from $429,000 last year to $511,000 this year, and an amount that large cannot be solely for step increases for nine employees. McDaniels said it includes additional employees; an increase in computers and in the director’s salary; the director was put in at A step with the City and the Authority felt the salary would have to be higher to be able to bring in someone who was qualified to run the museum. Beller asked if that is included in the $80,000 difference. McDaniels said no; $511,000 does include the extra three employees, the registrar, the archeological assistant, and another. Beller said there appeared to be a question; he asked how much the salary for the director would increase. McDaniels said $12,000; start up was $32,000 and it was to be increased. Schumpert said the authority’s projection on capital outlay shows $59,000 and the City’s shows none; last year, the capital outlay was all provided by the Institute.

Beller asked what was meant by the Institute funding being soft and if they had committed to $50,000. Williams said the Institute has committed to $50,000 and wanted to commit more that was not actually firm; much of the funding received by the Institute is from grants. Williams said the Institute wants to provide more if it can do so and internal funding will be generated as the year progresses, but they cannot point to that funding now because some of the things have never been done before.

Smith said the insurance had almost doubled from $23,000 to this year $44,700. McDaniels said they were going from the City’s situation with many employees to insure to where they will be on their own with a smaller number of employees, so the insurance would increase significantly.

Beller said he thought one reason for going to the authority was to have a lesser cost to the City. He commended the employees and said the facility was important but asked if a supplemental request could be returned later in the year if funding is available. Williams said it is possible but when you first go in to having a facility on its own, there is a need for initial assistance.

Purcell asked when the new director could realistically be expected to be hired. Williams explained steps taken in this regard and hoped to have a director on staff in mid September. Betty Graybill said she had spoken with a representative of the Oklahoma Historical Society who knew some good applicants in the region, so that was promising. Graybill said on the soft money, it is critical that the registrar not be paid by soft money because National Accreditation had made that criticism and was one of the reasons Accreditation was lost. Beller said funding for that position is included in the $511,000 according to the City Manager. Schumpert asked if the authority made some decisions with regard to the 100 accounts, such as the director’s salary and McDaniels said that was correct.

Purcell said if $12,000 is added to the salary of the museum director, but he is not hired until September 1, of the $56,000 shortage, there would be a savings of $10,000 to $11,000 in that case, so the shortfall is down to about $45,000. He said the City is looking for $2.2 million, and the museum could be considered for supplemental funding if grants are not received. Purcell said he did not know where the City would get $56,000 for this when it was still looking for $2.2 million.

Shanklin said he did not know that separating the museum was meant to cut the budget. Beller said one of the selling points was that it would be a lesser cost to the City. Williams said that can happen in years to come. Shanklin said McMahon Foundation gave the schools $1 million for computers, which was needed, and that he would support the museum. Beller said support cannot be provided without adequate funding. Shanklin said 100 cars will have been bought in three years and the department likely did not expect to get them but Council did not have the courage to speak up and challenge it.

Sadler said the figure from gift shop sales appeared to be low and asked if all of those funds were to go to the Authority and not the Institute. Easton said it was his understanding that the Institute had given the present inventory to the Authority. McDaniels said he is also the acting director of the Institute, and the Institute will turn over all the inventory and everything made from the gift shop will go to the Authority, and it is shown in the revenues. McDaniels said after costs last year, the gift shop made about $10,000 and he hoped it would increase. Graybill said more activities are planned and the staff and Authority are very involved. Graybill said they would like to operate on their own and did not like to appear to request funding because it is embarrassing.

McDaniels said the museum would not receive as many grants until Accreditation is restored. Graybill said application will be considered in November. Powell asked what is required in that regard. Graybill said the prior complaint was the relationship between the Institute and the City and a governance was to be established that would be inclusive. Powell said that has been provided and Graybill agreed. Graybill said the registrar is now paid hard funding; other items were the requirement to include the local university, they are currently working with staff on programs and interns; accounting for the collection was inadequate but that cannot proceed until the asbestos is taken care of because as they clean the rooms of asbestos they will decontaminate the artifacts and place them on an inventory.

Sadler asked if a plan was included in the budget for asbestos and Schumpert said it is not included in the budget.

Beller suggested the preliminary proposed budget be funded and if additional support is needed, Council would be receptive. He pointed out the funding needs Council is facing. Powell asked if that is the consensus. Williams said he would rather have the full amount requested, although that may not be a reality, so bringing back a supplemental appropriation may be necessary.

MOVED by Beller, SECOND by Purcell, to accept the budget submitted by the City Manager of $511,927.

Shanklin asked if that would be permanent. Beller said no, it includes the caveat that if additional funding is necessary, the museum would submit a supplemental request and at that point, Council would have to find the money. Shanklin asked if staff is directed to reduce budgets by a certain percentage, this budget would not be touched. Beller said he did not say that.

Powell said a vote would be for consensus only and is not a final action.

VOTE ON MOTION: AYE: Williams, Sadler, Purcell, Shanklin, Beller, Green, Warren, Smith. NAY: None. MOTION CARRIED.

Powell said he appreciated the Authority members giving of their time and that they had done a very good job.

PARKS & RECREATION DEPARTMENT BUDGET

Dick Huck, Parks & Recreation Director, identified the reorganization of the department stating there would be four functions: community enrichment, lakes and lands, building maintenance and parks and grounds. Organizational chart had been distributed identifying personnel within each area.

Community Enrichment includes Leisure Services which includes Sports and Aquatics and Leisure Activities. Two of the prior year activities are being merged into Leisure Services, those being Senior Services and Recreation Services. Arts & Humanities includes McMahon Auditorium; RSVP is also a part of Leisure Services. Lakes and Lands remains as it has been in the past. Building Maintenance was part of Building & Grounds in the past; the proposal is that it be a stand alone function. Parks and Grounds is reorganized where all ground maintenance functions will be accomplished in this area under the direction of Danny Nottingham. Highland Cemetery and Athletic Field Maintenance in prior budget years were included in Sports & Aquatics, but are being moved into Parks and Grounds to allow sharing of equipment and expertise.

Williams asked about previous discussion on the status of the library. Huck said it was to be removed from Parks & Recreation and placed under the direction of the Assistant City Manager as a separate department.

Purcell said Bob Rhoads will supervise Leisure Services, Arts & Humanities, and RSVP and asked if he could not logically supervise the Library, which appeared to be a part of Community Enrichment services and would fit nicely. Huck said the Library functions well and the person is capable of operating somewhat independently, although there is interaction dealing with personnel matters. Huck said the Library does not require as much interaction as some of the other activities, other than budget and personnel matters, and the Library had not been a difficult operation to manage in the past. Purcell said it appeared Huck confirmed it could be operated in Community Enrichment without a problem.

Schumpert said through previous discussions he understood the direction was to reduce the span of control in the department to make it more manageable. He said one of the first drafts included the Parks & Recreation & Library Department, which brought up the question of whether the Library is a park and it is not; libraries are evolving to be resource centers containing Internet access, genealogy records and information. Schumpert said the Library can fit well under the Assistant City Manager, and by doing that it becomes a stand alone department and achieves departmental status, giving it credibility in the library community. Normal organizational structures of cities have the library as a department and it will not require additional personnel or funding.

Williams asked why building maintenance would fit in with Parks & Recreation, and stated the Library would fit well under Community Enrichment. Schumpert said building maintenance was left there due to the lack of money and human resources to make it a stand alone department if resources were available, there would be a department of general services that would include those activities which provide internal support, i.e., building maintenance, accounting, and others. Parks & Recreation has the additional support to make building maintenance function well and it could not stand alone with the employees and resources provided.

Green said Council discussed the status of the Library previously and had a vote. Williams said the motions were for consensus and it was not clearly settled. Powell said he had received compliments on the Library being made a department. Williams said he received none.

Purcell said he agreed the Library would have the same funding this year whether it is a department or division, but in next year’s budget there will be an increase in that budget because salaries for department directors would be a factor, and if that is done, those who work these would also have moved up. He said next year’s budget, if this is a stand alone department, would be higher because it is the nature of the way things work. Williams said the Library serves the county, as well as the City, and perhaps it should be a county wide facility funded through the ad valorem tax rolls.

MOVED by Shanklin, SECOND by Green, to declare the Library an entity to itself and a department head.

Williams said MIS has a more far reaching impact on funds spent and improved efficiency within the City system than the Library. He said MIS should be elevated to a director status so the supervisor could attend the weekly meetings to be a part of what other departments need as opposed to hearing it second and third hand.

SUBSTITUTE MOTION by Purcell, SECOND by Warren, to make the Library and MIS as separate departments under the Assistant City Manager.

Shanklin said putting someone under the Assistant City Manager does not mean the City Manager will give him direction on how to run the day to day operation. Powell restated the motion and Purcell indicated these entities would be two separate departments and the two heads would be directors. Shanklin said his intent was not to raise the salaries of either of those positions.

Sadler said he felt attendance at department head meetings might be beneficial, and he asked the City Manager to provide his recommendation. Schumpert said attendance at staff meetings was his choice, and it was not his intent to be offensive, but just because a person is a director does not mean they attend the staff meetings. Schumpert said if the agenda is to make MIS a department to be able to attend the meetings, he was not necessarily sure that would happen because he totally disagreed with the fact that MIS is shorted because they do not go to those meetings because they do not discuss that much in the meetings and notes are provided from the meeting, which MIS receives. He said the reason for the Library to be under the Assistant City Manager is to make the Library grow as it has evolved from the little, back of the school, library. Schumpert said department heads receive higher salaries and he hoped the Librarian did not feel she could attempt to achieve department status and receive a 20% salary increase because if he was here he wanted to say that would not happen and then no one would be disappointed next year and the same is true with MIS. He said Council has, by Charter, the ability to determine departments.

Sadler said his reasoning to bring the Library into a department of its own was for the visibility, and would like for the Library budget to be increased for books and supplies, but not necessarily salaries. Williams asked about visibility. Sadler said it is one of many in Parks & Recreation and he would be willing to try it for a year. Beller suggested the Library be an entity of its own but perhaps not MIS.

Powell said the substitute motion on the floor is the MIS and the Library be put under the supervision of the Assistant City Manager as separate departments.

VOTE ON SUBSTITUTE MOTION: AYE: Purcell, Shanklin, Warren, Smith, Williams. NAY: Sadler, Beller, Green. SUBSTITUTE MOTION CARRIED.

42  PARKS & RECREATION ADMINISTRATION

Huck said Capital Outlay includes a request for a replacement vehicle for the mail courier, and that is the only change.

Purcell said the Public Works’ budget reflected where employees had resigned and new employees were hired at a savings. He asked if that was done in Parks & Recreation. Steve Livingston, Finance Director, said when they know someone will be retiring, they will include pay out of leaves in the budget, but if there is a vacancy in a position, they try to budget it at Step A for six months as soon as the vacancy is projected. Livingston said salaries are figured in January.

43  SPORTS & AQUATICS

Huck said this deals with youth and adult softball; one proposal is to move field maintenance to parks and grounds. Funding sources are general fund, recreation cash fund and adult softball fund. Scorekeeper's at basketball games had been contract labor in the past but now they will be part time laborers. This change will cost more because the persons are paid minimum wage instead of being paid by the sports game but because we were giving them direct supervision and providing equipment we could no longer count them as contract labor under FLSA.

Shanklin asked if the recreation supervisor retired. Huck said he had submitted his resignation effective July 3 and would apparently be retiring as of that date.

Beller said changing to hourly rate employees should have affected FICA, but it went down. Huck said budgets were combined causing the numbers to change. Purcell said there seemed to be some overall savings. Huck said it deals with contract and part time labor issues; field maintenance went from part time laborers to full time personnel.

Shanklin asked where a $6,000 slide would be used; Huck said at the Municipal Pool, and it would replace one of the diving boards. Huck said they were looking into using $17,000 in CDBG funding for the three items shown in this budget for the Municipal Pool, those being the slide, roof and canopy. Huck said they would be included in the 4.5% reduction.

Sadler asked who is responsible for the concessions at the ball fields, he had been told that the concessions and restrooms were closed Saturday at Grand View. Huck said the City has a contract with the Optimist Club to run Grand View, and with Diamond J to do McMahon Park. Huck said that was brought to his attention on Monday and in the future, the night supervisor will be present to be sure restrooms are open. Huck said he had not talked to the Optimist Club yet. Sadler said it was important to have the restrooms open, and if the concessions are not open, perhaps they should install vending machines. Huck said this would not happen again.

Huck said recreation services and senior services had been merged due to common activities and supervision; one central budget is shown for leisure service activities. There is no change in personnel; primary change is in capital outlay.

Williams asked if Pleasant Valley is a regular recreation area. Huck said the City has two senior sites, those being the B.O. Davis High Rise and Pleasant Valley, both of which are owned by the Lawton Housing Authority. The City provides programming for senior citizens, and the majority of the participants are the residents of the areas even though it is available to the public. Some participants are transported to the sites. Owens Center is across the street and use of that facility could result in an $8,000 savings due to utility and maintenance costs. Staff is proposing that as part of the 4.5% reduction; it was not included as an initiative because participants would have to walk a block and a half from Pleasant Valley to Owens to take part in the program. The trips and special events would not suffer, but the day to day activities and classes may have some impact.

Green said that would not work due to the atmosphere at Pleasant Valley; there are lunches, coffees and card games, arts and crafts, and participants stay there two or three hours. Recently people came in to help them with computers. She has asked that fliers be put out advertising the services which are not only for low income or elderly. Arts and crafts were pulled from Patterson Center and it has never been reinstituted, so those persons have to go to one of the other centers for that activity and provide their own transportation. If they go to B.O. Davis, they do not get lunch.

Williams asked if lunch was served at the Owens Center. Green said no. Huck said lunch is brought in to Pleasant Valley. Williams suggested it could be brought to Owens also. Huck said it is transported in by the County Nutrition Project. Williams asked if Pleasant Valley could be combined with Owens. Green said the nutrition program would also have to move and the facilities are limited. Huck said meals are prepared at the Coliseum but perhaps they could contract with the preschool program. Williams asked if Huck recommended combining them. Huck said yes, it would allow better utilization of staff from the standpoint of making it a total community center, but there are drawbacks and participants who have historically only walked out their door would have to walk a block and a half, but it may draw more of a community base. Green said she would hate to see Council cut a senior services program. Williams said it could be combined at Owens and still have the nutrition program and arts and crafts. Green said there is not enough room at Owens and Pleasant Valley is more like a home setting with a television, it is spacious and a nice building. Shanklin asked the cost to run Pleasant Valley. Huck said $8,300 was identified, not counting the staff or programming costs, for utilities, maintenance and operation.

Purcell said the organization shows four recreation centers, senior services at the centers, and the day camp which is seasonal. He asked why two supervisors are needed with six employees. Huck said both recreation supervisors are needed. Purcell said he would use names but was referring to positions and stated Bob Rhoads, who is the assistant, would run community enrichment services and asked if something similar could be done where the head of sports and aquatics, Dorwen Porter, is the deputy to leisure services and then responsible for sports and aquatics, and that it seemed there were too many supervisors for the number of employees in leisure services. Schumpert said he would agree if all the employees were in one location, but if you plot on a map all the ball fields and centers, there is a time and space problem. It takes time to get to the King Center, Owens, High Rise, Town Hall and Pleasant Valley, and the same is true on the sports side, and that he did not know that the supervisor physically gets to all the fields. Purcell asked how many times in a week does the supervisor go to each of the recreation centers. Green said they do not. Purcell said that argument is not valid if they do not go to the recreation centers to begin with, and the same would be true with the ball fields. He asked how many times the supervisor goes there. Huck said the supervisor would go to the ball fields probably at night. Huck said an employee is retiring and that he and Rhoads had discussed some realignment in leisure services and could discuss it further before recommending filling that vacancy. Huck said a large percentage of the activities take place from April to October, and even though it appears they are top heavy in supervision, it is imperative to have two qualified staff. If that is combined, it would be possible to have seasonal supervision in sports and aquatics due to the numbers of participants in that activity. Purcell said that would be a good initiative to save a half of a person’s salary yet give more help during the time it is needed. Huck said at the time this was developed they did not realize a retirement would be occurring because Mr. Porter submitted his resignation about two weeks ago.

27  RSVP

Huck said the Retired Senior Volunteer Program provides volunteers to various non-profit organizations. Funding sources are general fund, action grant and DHS. Approximately 300 people contribute 50,000 hours of volunteer work. No changes are proposed.

Williams asked if both an administrator and clerk are needed. Huck said state and federal funding require a lot of documentation; in the past, Ed Doster with CDBG has been doing much of the grant writing but RSVP will assume those duties in the coming year, which will require this staff support level.

33  ARTS & HUMANITIES

Huck said Ann Weisman manages the section, to include the Auditorium, and asked that she respond to questions. Difference in last year’s budget and proposed is capital outlay.

Green said she would like to see Juneteenth be funded. Huck said various projects were shown in the budget as either co-sponsorship or projects in the past, and community support had been found for the Juneteenth event; this year’s budget for that activity is $4,500, and the proposed budget does not show it as a stand alone project. It is shown as an initiative as to whether it would be in Arts & Humanities or in Leisure Services as a community activity; Patterson neighborhood will be a co-sponsor or supporter in future events. The project is scheduled for this coming weekend; budget was prepared in January and it was not felt there was enough community support to make this happen, but since that time, community support has increased. Green said it should be a program in itself and not an aside initiative.

Purcell asked if part of the funding from the $26,000 in the current fiscal year budget was for Juneteenth in Account 231. Weisman said primarily 231, but also 221. Purcell asked how much was in the proposed budget and Weisman said zero. Purcell said Account 231 was increased by $6,000, included nothing for Juneteenth, and asked what the $6,000 was for. Weisman said programs are included each year, some are dependent on grants from the Oklahoma Arts Council, and next year they are requesting a person to produce a play in Lawton’s 100th Birthday Year and the expenses vary. Weisman said the bottom line for all the 200 accounts should still be the same but redistributed. Huck said the programs may not be the same from year to year based on the community interest.

Shanklin asked why new computers are being requested for almost every department. Weisman said they have one computer in their office that is a 386, it totally crashed last year and MIS got it running but it could go at any time. Shanklin said costs vary between $4,300, $3,300 and $2,200. Huck said this is replacement of an existing unit and Weisman said they may not need as much of a high powered computer as other offices. Uses of the computer were enumerated.

Green said the philosophy of Juneteenth had been discussed and it is a celebration of freedom that includes dancing, food, games and activities. Philosophy of Arts & Humanities is rendering a service of an educational program or programs such as ballets, and a ballet has been proposed. Weisman said the National Ballet de Senegal is an African drum and dance troupe on tour. Green said it is very costly and attendance costs $12.50, so it should not replace Juneteenth. Huck said Juneteenth is a broader based event such as a community wide picnic; it has not been well received in the past but the Patterson area is providing support and the event will be held next Saturday; it has not been successful in the past judging by the number of participants. Weisman said the committee that is organizing Juneteenth was not in place when the budget was being prepared, and there was a different committee. Weisman said she could not recommend it be continued at that time because the attendance last year was 40 persons at the concert, which is the highlight of the event. Weisman said she felt this year’s event would be more successful.

Purcell asked if the ballet or Juneteenth could be decided later. Weisman said the Arts & Humanities Council had already made an agreement with the agent. Green asked the cost. Weisman said their normal fee is $25,000, and they will be coming to Lawton for $10,000; the Arts & Humanities Council will be raising $5,000. Weisman said the last time an African company performed in Lawton there were 800 people in attendance. Williams asked if there was an attendance charge. Weisman said it will be from $6 to $12 depending on age and seating; the Arts & Humanities Council also wants to offer corporations the opportunity to participate and will be working with the Lawton Public Schools and possibly Head Start to insure that low income families will be able to attend through corporate sponsorships. Williams suggested Juneteenth be funded through Council Contingency if necessary. Powell asked if Juneteenth was soliciting for funds. Green said the City could not provide funds for food and the solicitation was for food only.

Sadler said two items were included in a previous meeting for $300 for 15 minutes. Green said it is for entertainment. Green said last year there were 40 people sitting on bleachers watching the performers with a temperature of 103 degrees; this year it will be held in a park with more shade and better facilities, and funding was required for PSO to provide lighting and for the T-Shirts for the Jubilee choir. Sadler asked if Juneteenth is funded this year but not next year. Huck said that was correct, although there could be co-sponsorship or funding if it is successful. Sadler asked if the turn out for the upcoming event should be considered and Huck said yes. Green asked what basis would determine whether it was a success. Huck said there had been good support. Purcell suggested it be funded from Parks & Recreation, and if funding is inadequate, a request could be made for Council Contingency funding. Weisman said the initiative was for $2,400 because in the past, that was the approximate budget for Juneteenth, and there was an increase in this year’s budget. Schumpert asked the amount tonight and Green said $3,500.

MOVED by Green, SECOND by Shanklin, that $3,500 be taken from Council Contingency for Juneteenth for next year’s budget.

Williams said he did not think funding should be provided next year if the event is not well received this year.

VOTE ON MOTION: AYE: Purcell, Shanklin, Beller, Green, Warren, Smith, Williams, Sadler. NAY: None. MOTION CARRIED.

Huck said capital outlay for McMahon Auditorium includes funding for the safety cage which was discussed last year. Shanklin asked how much money would be saved as a result of purchasing a ticket software and printer for $4,500. Weisman said it was recommended as part of the 4.5% reduction and the McMahon Auditorium Authority has been exploring purchase of a different system to allow them to print their own tickets. Shanklin asked how it is done now. Weisman said the Coliseum prints the tickets and is paid $75 for each batch.

Sadler asked who is responsible for leasing the auditorium to the Philharmonic, for instance. Weisman said the auditorium coordinator works with the groups. Sadler asked the responsibility of the Auditorium Authority. Weisman said it is a public trust which makes recommendations on the fees and policies and operation of the auditorium. Sadler asked if a person would go to the authority if they were unhappy with the fee and Weisman said yes.

Warren asked where those fees end up. Weisman said 80% of the rental fees go to the City general fund; anticipated revenue this year is $14,500 to the general fund. The maintenance man fees all go to the general fund and it should balance out the overtime, and $6,500 is estimated this year for that category.

47  LAKES & LANDS

Huck said the same level on personnel is recommended; capital outlay of $50,000 is recommended to complete some of the projects heard earlier dealing with repair and renovation of the restrooms at Ellsworth and some of the shoreline erosion. Those have not been finalized with Lakes & Land or the Council yet.

Williams said he had supported trying to privatize as much as possible at the lakes; there is a bid on grass mowing and discussions were held about moving the City out of the lake business, other than maintaining a police presence. He asked how that could be done, and stated staff mows, cleans and takes fees, and asked if some or most of that could be contracted out to existing concessionaires to reduce the City’s costs. Huck said to some degree, and as far as the revenue side, in 1997-98 our revenue from the lakes, after paying the 10% back to the agents selling permits, was $221,714, which represents a little more than 50% of the cost to operate the lakes in maintenance and operation, not including the law enforcement side.

Huck said a large part of the time from April to October is spent trying to maintain the facilities in the active recreational areas, such as day use, picnic, camp grounds, and much of that is mowing and litter control, and shore line erosion. He said Lake Lawtonka would have a better chance of merging the camping with the concessions or a KOA campground, but if you do that, you must add costs for maintaining bathrooms and not just give them the gravy dealing with the fee collection. Huck said $57,000 was received last year in camping fees, and $26,000 from day use, so those two make up a large part of the fees collected, and they also require higher maintenance costs for mowing on a bi-weekly basis and the fee collector has to go back two or three times to collect the money. He said Lake Ellsworth is different, and the largest part of the revenue is received from Lake Lawtonka, and OSU is doing a study at this time on Lake Ellsworth.

Beller said he felt the citizens lose control in privatization, and when control at Schoolhouse Slough was given to a private individual, the rates became an issue. He said Council should consider privatization seriously and he had heard that some spots are reserved for a year, so the others would not have access. Beller said he did not believe OSU will recommend privatization in that manner.

Williams said he did not mean the City would lose control of the lakes operation, and what is happening at Schoolhouse Slough today is no different than it was five years ago, with the exception that the fees may be more in line with the prevailing rates. He said he had heard feedback regarding improvements that had been made there. Williams said he did not intend to suggest giving up any type of ownership or control, but if it is more long term advantageous to the City to contract out mowing or the taking of permits or contracting with the concessions for bathroom cleaning, then it should be considered as opposed to having a supervisor, four employees plus other part time help.

Beller said the City would have no control over Schoolhouse Slough for 30 years due to a 20 year lease with two five-year options. Cruz said it is for five years with three five-year options. Beller said the City does not have the option to not renew and Williams said if the concession is not performing under the lease, the City has that option. Beller said it is the concessionaire’s choice to renew, not the City’s. Beller said privatization sounds good at first but those at Schoolhouse Slough have been charged 200% and 300% in increases, which may be justified, he did not know. Beller said the City should retain the right to operate the lakes. Williams said they are only talking about having someone else clean the bathrooms, take the fees and mow.

Purcell said leasing it out and losing control is a completely different issue. He said the question is whether it is cheaper for the City to use City employees to mow the grounds or to contract out; it is not losing control. Beller said campgrounds were mentioned in privatization. Williams said the only things done in the campgrounds are minor repairs and/or collect fees at the gate going into camp. Huck said agents who sell City permits are paid a percentage, and that is successful, but we have not looked at what a person would charge if they were the gate attendant and we know the City’s costs on an hourly basis for the part time person to be there. Huck said having a person there on a percentage basis would be a possibility, the same with the collection of fees in the campgrounds, and along with the fees, you must be sure and maintain the camp grounds, so if you contract out the fee collection, you should look at contracting out the next step so they do not just get the gravy. Williams asked what was meant by the next step and Huck said maintaining the whole thing, such as a ground lease for the east camp ground which has 35 camp sites and operate it like a KOA campground with total responsibility for the grounds, restrooms, and erosion. Huck said the campgrounds are the most profitable and some of the other recreation areas have no fees involved, such as picnic or walking areas; fees are charged at the day use area and camp grounds at Lake Lawtonka.

Powell asked if people are charged by the car load at the north end of Lake Lawtonka where the booth is located. Huck said it is $2 per car, or if they have a current, annual permit, they can get in free. Powell asked if it had always been $2 and Huck said yes. Huck said Council discussed charging everyone $2 per car recently but it went back to those with a current permit could be admitted free. Powell said it is a good facility and people have to be paid to man the gate to charge only $2. Huck said it pays for itself and gives control over activities. Powell said it is very cheap and good entertainment.

Purcell said Council received copies of the duties of the lake personnel, and there was grass mowing, restroom cleaning and fee collecting. He said it was obvious the mowing could be contracted out if it were cheaper; restroom cleaning could be contracted if it were cheaper; the concessionaires could sell the permits and the police are checking it since they are there anyway. Huck said he did not think that could be done through the concessionaires at their current status and it would cause them to have to put someone on. Purcell said people can buy fishing permits from the concessionaires, and asked if people could not buy a camping permit from the same concessionaire. Huck said that is only for the concession campground. Purcell asked about the City’s campgrounds. Huck said no, you pick out a site and we come by and collect your $8 or $5. Purcell asked why the camper could not pick out his site and have the concessionaire collect the $5 or $8 since they are collecting fees for fishing permits anyway. Huck said the only difference would be whether that would be effective with a 10% commission. Purcell said City employees are cleaning the restrooms and perhaps a janitorial contract should be considered, and that may or may not be cost effective and maybe no one would take it, but those things should be looked at.

Huck said the campgrounds are more complex because you must have someone check to see if people have permits, and asked if that responsibility should be placed with the Police Department or if it would be more effective for lake staff to check. If they go to a concession to get a permit, they are there from 7 a.m. to 7 p.m. and many campers come in at 8 p.m. and leave at 6 a.m., and if you do not catch them when they come in, and we have people working until 11 p.m. collecting fees, and if you do not get them before they leave, you have lost that day’s rent.

Powell asked who checks the fishing licenses and Huck said the Police Department. Powell said they are making the rounds anyway, and that they should not collect the fees, but agreed it seemed logical for campers to buy permits from concessionaires and the Police could make a spot check like they do on fishing licenses. Huck said there are no concessions at many of the camping areas at Lake Ellsworth, so it may not be viable for that lake. Powell said Huck pointed out the greatest revenue was gained from Lake Lawtonka, so perhaps it could be tried at Lake Lawtonka instead of both of them.

Shanklin said Schoolhouse Slough had always been a social status elite and that he previously supported allowing swimming so the normal citizen could enjoy what the lake had to offer. He said the rates at Schoolhouse Slough would not go up more than the traffic could bear. Shanklin said Waller had no way to keep people out of a ten acre tract to the north so it was free but that is not fair for people to get out of paying the day use fee. Shanklin said that is where the trouble is and control is needed. Huck said he and Waller had discussed some type of traffic control like is in place at the day use area with an attendant. Shanklin said those who have paid to place their camper in a spot are being overrun.

Shanklin asked when the restroom would be built. Huck said they had submitted specifications to Purchasing about three weeks ago and bids would be received for materials. Shanklin said that should have come out of the 1997-98 budget and Huck agreed. Shanklin said the work would be done by Bo Baughman’s group and Huck agreed. Shanklin said he had been led to believe it was the lake staff. Huck said Building Maintenance would be the primary group involved.

Shanklin asked what was being done about Jackson Creek. Huck said it is an open area and in the future it could be developed similar to the day use area. Shanklin said he had been out there at night at an adjoining residence and it is a disgrace. Huck said one proposal was to shut the area down at 11 p.m., as is done with the day use area, and put gates on the two control points. Shanklin asked what keeps that from happening. Huck said the pressure from people saying they are being denied shoreline access. Huck said fishing access can be provided without allowing total access to 80 or 90 acres. Powell asked if there were only two entrances. Huck said right now there is only one entrance because one is blocked off. Joe Henson, Lake Superintendent, said one access point is a rough road. Huck said the Police Department recommended to the Lakes & Lands that everyone should be routed through the toll booth at the day use area, and eliminate the entrance from the north end. Shanklin said activities are taking place at 3 a.m. and trash is left. Powell said people appeared to be knowledgeable about these things and someone needed to step forward and stop them.

Beller said LT DeBoard discussed this at a Lakes & Lands meeting which he, Williams and Shanklin attended, and if the gate were secured, it would take care of about 90% of the problem. He asked why it is not done. Huck said it can be.

Shanklin asked if there was a computer at the lake and if they needed one that costs $3,300. Huck said the price should be $2,250.

Shanklin asked what we do from October to March at the lakes. Huck said the crew works on shore line erosion, painting and repairing camping areas, and other non-mowing activities that were identified in the list previously provided. Shanklin asked if the lakes are ever shut down and Huck said they are not shut down, camping is allowed 12 months a year, although some bathrooms are winterized at the day use and east camp ground areas. Shanklin asked if those had been vandalized. Huck said they have been and they are shut down about two months out of the year.

Powell said Huck mentioned $50,000 for capital improvements for bathrooms and asked how many and where. Huck said the ones at Ellsworth, and they are $8,000 each and there are two; the rest of the money is for shore line erosion and possibly matching of a grant to build a pavilion at Lake Lawtonka which should be on the Council agenda in the next two or three weeks. The pavilion would cost about $3,200 and the Lakes & Land Commission has not yet considered it. Huck said there are other projects being considered that could qualify for matching funds from the State Department of Wildlife for fishing habitat and boating access but they have not yet been finalized.

Williams asked if anything had happened about restroom repair at Robinson’s Landing. Huck said no, additional funding was discussed at the Lakes & Land Commission and funds could be used to build another bathroom or expand the existing one. The engineering report showed that from a cost effective stand point it would be more advantageous to build another bathroom because the existing one cannot be expanded due to discharge limitations; estimated cost was $50,000 and $22,000 has been encumbered from this current year toward that project. Williams asked if the $50,000 included using City staff to do the work and Huck said no, it was to contract it out. Huck said one was done at Robinson’s Landing eight or nine years ago at $34,000 for materials and it was done with City staff.

Shanklin said he had asked Huck about a barge at Fisherman’s Cove and he was told it was not there. He said he found that part of it had washed ashore about six weeks ago. Huck said it was a boat dock and part of it had been relocated to Edgewater Park, and what is remaining is on the shoreline and you cannot stabilize it. Shanklin asked if the tire break had been repaired and Huck said no. Shanklin asked why and Huck said it was not cost effective and had no long term benefit to that type of breakwater because it did not hold up. Shanklin asked why it had not been removed and Huck said it could be.

Warren asked how many spaces would be freed up by contracting out the grass mowing. Huck said probably all of the seasonal workers, and at least one full time equipment operator plus part of the time of another operator. Huck said staff are needed when people want extra picnic tables in the group use area, so they are doing other things besides mowing even during the six month growing season. He said it is cheaper to mow with the existing staff, given the bid received.

Purcell said the City bid $93,000 to mow all the grass at both lakes, and that is in the budget. The amount to contract it out is $166,000. He said the City’s numbers are short, as examined by Auditing. Beller said he was not sure Council had received the latest update. Huck said the Internal Auditor felt the City’s cost estimate was too short, although some of the numbers were good based on information available.

Huck was excused at this point for a break and Joe Henson came forward. Purcell asked if the correct number was $107,000. Henson said yes, and he based everyone on 1,040 hours from April 1 to September 30 when they stop mowing. Henson said it takes four and a half days to mow each lake; trash is picked up in the day use area on Monday morning. If the grass is not kept down, bugs will increase and campers will not use the facilities. Purcell said Council should compare $107,000 to $166,000, and a decision must be made on mowing. Henson said they mow everything and offered to give a tour to Council. Purcell said he felt the crews did a good job and the question was the costs.

Purcell said he planned to bring an item to Council that from now on when the City bids, the bid would go to the Auditor and his numbers would be used as the City’s bid so Council would know it was a valid in comparison with the contractors. He said in this case, $107,000 is cheaper than $166,000. Powell asked if we are talking about the exact same areas and Purcell said yes and explained further. Powell asked if the mowing would be on the next agenda. Schumpert said it could be included Thursday.

MOVED by Purcell, SECOND by Beller, to bring back at the next possible meeting to award the contract for the City to continue to mow for this year for Section 3, the lakes areas. AYE: Shanklin, Beller, Green, Warren, Smith, Williams, Sadler, Purcell. NAY: None.

Shanklin elaborated on mowing equipment requested and Henson said equipment is used eight hours per day, five days a week.

Williams asked for Council feedback on seeing about concessions taking camping fee payments. Beller said money should not be given away without receiving something back. Warren said he felt it should be looked at to determine what it would cost to contract it out or split it between concessions or see what a janitorial contract would cost for the restrooms. Beller said if it is cost effective, Council would support it. Shanklin said talking about this would not get it accomplished and the City Manager has shown he will not do it. Powell suggested looking into how much we are charging to get into some of the areas because it is very cheap recreation. Beller said OSU is doing a study, which may provide recommendations.

Schumpert said some members suggested an RFP on the items and discussion continued. Williams said he would offer a motion to ask the City Manager to put together, along with staff, a request for proposal for contracting those services such as fee collecting, bathroom cleaning, and those services which are identifiable which could be farmed out to someone else, and bring it back to Council within 30 days. Beller said that motion is ludicrous because it does not cover everything and perhaps a workshop is needed. Williams suggested the Mayor put together a committee to workshop this along with staff, and he volunteered. Beller suggested it be done by the entire Council. There was no further discussion.

53  CEMETERY

Huck said the general fund maintains the 100 and 200 accounts, and the capital outlay is funded by the cemetery care fund which provides 25% of income from lot sales and opening and closing and the other 75% is turned back into the general fund. Last year, income was approximately $45,000 from the various service costs.

Sadler asked how staff handles repairs of head stones. Huck said if they are vandalized, then we work with the monument company to set them up; if not, we contact the owner. Huck said the responsibility for maintenance of head stones is with the lot owner and staff needs to contact some owners to request they maintain their head stones. Huck said that could be a problem in older sections of the cemetery. The Cemetery Board will consider this issue in an upcoming meeting. Cruz explained the perpetual care fund. Discussion was that there are 6,000 spaces remaining, most containing 12 space lots; cost is $250 per space, with additional charges for opening and closing.

52  PARK MAINTENANCE

Huck said this section is responsible for grounds maintenance. City crews will be maintaining Cache Road median, which was previously contracted, as well as neighborhood medians. Beller suggested sprinklers on Cache Road be repaired before the warranty expires. Huck said most of them have been changed out but only water the bushes and not the grass.

Warren asked where funding for flowers is provided in the budget and response was Account 211. Warren suggested plantings be used that do not require annual maintenance and replacement in a cost containment measure, although it is relatively small in cost. Huck said the City has a mixture and the color and type provided by the plantings is a matter of preference of himself and the landscape supervisor.

Powell asked if the current backhoe would be traded in on a new one. Huck said they had never traded in a backhoe but it is a possibility. Powell suggested the specifications be prepared where the City would receive the benefit of a trade in as opposed to a bidder; options could be provided for a price with the trade in and without the trade in. Beller explained the trade in situation on a piece of equipment recently purchased for the landfill. Livingston said delivery time of equipment played a part in the landfill situation, and bids usually contain an option for trade in's which can be accepted or rejected by the City.

54  ATHLETIC FIELD MAINTENANCE

Huck said this was included in sports and aquatics in prior years. The attempt is to break out the ground maintenance portion involved in sports programs.

BUILDING MAINTENANCE

Huck said the section is responsible for maintenance of all City buildings. Capital outlay includes replacement of an existing van. Williams asked how the decrement would affect this budget. Huck said it would defer the purchase of the cargo van for one year. Shanklin asked about purchase of a stationery 10 hp air compressor and Bo Baughman explained proposed uses.

Powell said an initiative was included for operation of the Arts and Crafts Center at Fort Sill. Huck said staff had been approached by Fort Sill personnel regarding the City operating the center, and the initiative addresses that operation. Cost would be approximately $69,955 and some income could be realized. Williams asked if it could be done with existing staff. Huck said there could be modifications made, such as taking art instructors from senior services and perhaps some from recreational services, but primarily this would be a stand alone activity similar to the three community centers. It would serve the entire Lawton-Fort Sill community. Green asked if this would take away from the other centers. Huck said no, it would be an opportunity to offer more activities and senior citizens could perhaps be transported to the facility, but there will be additional costs.

Williams asked the benefit to the City. Huck said it would be another community recreational center available to the population. Schumpert said Fort Sill is focusing on its primary mission of defense. He outlined the facilities and activities available at the Fort Sill Center, which is an excellent, state of the art building. Purcell said it seemed something should be shut down if the City does this and then provide transportation to this facility. Purcell said it is a much better facility than anything Lawton has and the funds saved by closing something else could be used for transportation to this center. Beller said no income is shown and he assumed there would be income from the operation. Huck said the revenue projection was $78,000 but most of it was being put back in the operation, and it is a $150,000 to $170,000 operation. There is $69,000 in hard money required to make it work; income goes back to the operation. Warren said it would be $140,000 a year and the City would be required to pay $70,000. Huck said supervision of the facility would be with the existing recreation supervisor, and there would be a possibility of shutting down the two senior centers and moving them out there, although that may not be preferred.

Williams asked how much is donated to the Center for Creative Living and Huck said $13,000. It was pointed out that centers serve different populations. Shanklin said they need to see the cost to the users and that someone would have to be in charge of the specialized equipment and providing training, and those people would require a higher salary due to their expertise. Beller said the City could have some liability regarding people working on band saws and similar equipment. Cruz said the City is self insured. Purcell said the $70,000 shown is not high enough to operate the facility. Powell asked how many people staff the facility now and estimate was four to five. Beller said it could be looked into, but appeared to be a little expensive. Williams said the revenue possibility should be explored. Beller said cooperative ventures with Fort Sill should be considered. Consensus was that projected revenue be returned for consideration. Purcell suggested the Auditor be involved.

Huck said there was another initiative with regard to the Auditorium maintenance man. The Auditorium Trust increased fees for their custodian and in the past, overtime has been paid to the Museum custodian to help out; $925 would be moved from expenditure to income and costs would be passed on to the user. Weisman said they need a back up maintenance man so the regular maintenance man can have an occasional weekend off; this would be 100 hours a year at $7.50 per hour but it does not increase the current budget. Huck said it would change the number of people shown in the budget by one because it is a part time position and we will not be able to pay overtime to the other employee. Huck said there are no other custodian positions that can be used. Williams asked if a maintenance individual could be used that is already on staff. Huck said it would cost more than $7.50, and would be $13 to $14 per hour. Powell asked if insurance is offered to part time employees. Schumpert said they have to work 30 hours a week to qualify.

Duties of the maintenance man were discussed, as well as other staff who are present or use of a temporary agency for a person.

MOVED by Beller, SECOND by Purcell, to approve staff recommendation on the maintenance man for the Auditorium. AYE: Beller, Green, Warren, Smith, Sadler, Purcell, Shanklin. NAY: Williams. MOTION CARRIED.

Schumpert said they would take $1,000 out of overtime and move it to part time.

Purcell said the grass mowing contract would be brought back for Section 3 to be awarded to the City. He said in the City’s numbers, there should be a savings of $10,189 and the budget should be reduced accordingly for grass mowing.

COMMENTS/REPORTS.

Shanklin announced that Mrs. Bill Kennard passed away and the funeral will be Friday. He said Mr. Kennard has been very interested in the City’s operations.

Powell said Council will meet Thursday at 5:30 p.m. He said he received a call from Senator Inhofe’s office and they are still pursuing what he had been after for some time and have not given up.

Green said tomorrow night at 6 p.m. at the Owens Center the Lawton View neighborhood will discuss the trailer situation, and there are abandoned and poorly maintained trailers in that area.

Green said Saturday at 5 p.m. at Union Baptist Church they are requesting first through sixth graders to come out for the last rehearsal for Juneteenth. She said Juneteenth will be on June 13 at 5 p.m. at O.H. Arnold Park.

Green said there are problems at 111 Arlington Drive, 117 Bell Drive, and 103 Bell Drive and requested action.

Williams said asbestos abatement at the Museum was not identified in the budget, and asked if there are others. Schumpert said $100,000 for the tanks at the Public Works Yard, and about $235,000 or $265,000 for mass transit. Beller said mass transit funding is not required until the plan is implemented. Schumpert said other costs are the Roadrunner industrial project, as well as Flower Mound Road, which would likely be funded from CIP.

Williams asked if potential additional revenue from the landfill had been factored in the budget. Schumpert said it will be included, although not in as large of an amount as was predicted. Discussion was held regarding those who may or may not continue to use the landfill.

Powell recognized a man who had been waiting to speak.

Barry Ludenia, 2104 NW Denver, said he is the coach of the Swinney team and there are 26 teams in the league. He said each team is required to pay a $65 registration fee; they do not have officials and the coaches are the officials. Ludenia said they can play at Grand View only on Saturday, and the rest of the games are played on the school fields. The only thing provided by Parks & Recreation is six balls. He said they have a 12 game schedule and only two games are to be held at Grand View. Ludenia said on Saturday at Grand View, neither the concession nor the bathrooms were open. He said the coaches would like to know what they are getting for their $65. Shanklin suggested it be looked into and if no better service than that can be provided, the money should be refunded.

There was no further business to consider and the meeting adjourned at 9:10 p.m.