Month 2004-1 January


Meeting of 2004-1-20 Special CIP Meeting

    MINUTES
LAWTON CITY COUNCIL SPECIAL MEETING
CIP WORKSHOP
JANUARY 20, 2004
LAWTON PUBLIC LIBRARY, ROOM #1


Mayor Cecil E. Powell,                Also Present:
Presiding                        Larry Mitchell, City Manager
                            Greg Buckley, Assistant City Manager
                            John Vincent, City Attorney
                            Kathy Fanning, City Clerk
                                                         
The meeting was called to order at 6:00 p.m. by Mayor Powell.  Notice of meeting and agenda were posted on the City Hall notice board as required by law.

ROLL CALL
PRESENT:                Randy Bass, Ward One
                    James Hanna, Ward Two
                    Glenn Devine, Ward Three
                    *Amy Ewing-Holmstrom, Ward Four
        Robert Shanklin, Ward Five
        Jeffrey Patton, Ward Six
        Stanley Haywood, Ward Seven
        Randy Warren, Ward Eight

*Ewing-Holmstrom arrived at 6:10 p.m.

ABSENT:    None
2005 CIP PLANNING ITEMS:

Powell said Mitchell and some of the staff has put together 34 projects to be considered and an overview will be given on each one.  He asked if anyone had a specific question on a particular item, as we go through them, to please pose the question and Mitchell or staff would answer it for you.  He asked Council to take this home with them, study it, write down which items they would like to see on this CIP, and if they have a project, in addition to the 34 items, they feel needs to be on the CIP list, put it in writing and give to Mitchell within a week to two week's time frame.  These will be discussed at the next CIP Workshop.  Powell said, with Council's approval, we will go no longer than 7:30 p.m. this evening.

Mitchell welcomed everyone to the first initial CIP Workshop for the 2005 CIP Program. He said it's been a long time since we have had a CIP.  He said the last election was in November 1999.  He said he thought it would be good to go back and review the 2000 CIP and how we got to where we are today.  He said he has asked Jerry Ihler to give a brief overview of the 2000 CIP and then Keith McDonald will give a Revenue History on where we are today, in respect to that program.  He said we would then move into the 2005 CIP Projects, which are in the booklets sent to Council.  He said projects may be added, projects may be taken away, and they realize we can't fund $90 million worth of projects, so over the next 90 days, he would like to develop a CIP Program that all of us can agree to and support.  He said the projects that don't get into the CIP Program, we will start moving into our budget process and may be able to consider some of those projects during our budget discussions.  

A.  OVERVIEW OF 2000 CIP PROJECTS AND REVENUE HISTORY:

Ihler said the Manager had asked him to update Council on the project status of the 2000 CIP Ad Valorem and Sales Tax Projects.  He said we had Sales Tax portion worth about $45.5 million and $25.9 million worth of ad valorem tax projects.  He referred to the information sheet provided to Council and reported:

SALES TAX PROJECTS:

Medicine Park Expansion Project:  This is the Water Treatment Plant expansion; the old plant, constructed in 1932, was demolished and we upgraded the plant constructed in 1967, which had 25 mgd to 40 mgd, to meet all the new safe drinking water standards in effect today and hopefully in the near future.  He said the status of this is construction is on-going, the schedule is for completion in August, but he feels we are a couple months ahead of schedule and we should complete that project sometime around May.  He said they are currently working on the parking lot, office spaces, and the laboratory for running chemical tests.

Landfill - Cells 2 and 3:  Construction of these cells at $3 million appropriated and we have spent $2.75 million and this project was completed in 2001, which leaves us a space of 7 years available in our landfill.

Landfill - Future Site & Maintenance Building:  $2 million had been appropriated for a Master Plan as well as a Maintenance Building.  Currently Burns & McDonald is working on the Master Plan and we are in the process of trying to get the area we purchased, south of the existing landfill, south of Tinney Road, permitted with DEQ.  He said we do not want to start construction on the Maintenance Building until we get the permit from DEQ.   The project has been designed but on hold, pending the DEQ permit.

Water Pump Station #1:  This services the West Industrial Park and we have upgraded those pumps to double our capacity.  We are up to about 5 mgd and this project is complete.

Water Distribution:  We appropriated $4.3 million for water distribution improvements in the sales tax portion of that project.  He said the Medicine Park Water Treatment Plant bids came in somewhat higher than originally appropriated and we had to transfer $4 million from the water distribution site over to the Water Treatment Plant Project.  We had said to defer the water distribution improvements until we were through with all other projects and if we were able to collect additional funds, as a result of higher tax receipts or higher interest than anticipated, we would then come back and do those water distribution improvements.

(Greer Addition)  34th Street Drainage:  We just awarded the construction contract to Bruton Construction and anticipate a Notice to Proceed sometime in mid-February and they should start then.  This project runs from Cache Road, south and east down 34th Street and Ferris, behind the south side of Tomlinson Jr. High School into the Middle Branch at Squaw Creek.

Flowermound Road Project (Gore to Rogers Lane):  Expands the existing two lane to a five lane facility.  Currently we are negotiating and working with the BIA on acquiring some right-of-way on the north portion of the project, as well as the new Cache Road intersection.  This is a joint project with ODOT in which the City is responsible for 20% of construction costs, the engineering and the right-of-way acquisition and ODOT will provide 80% of the construction costs.  This is currently scheduled in the ODOT Fiscal Year of 2005, so hopefully we can begin construction on this next year.

East Side Park & Other Park Improvements:  The east side park, just west of MacArthur Junior High, has been completed.  We have constructed four new ball fields there and they will begin using them this summer.

Gore Boulevard  (67th Street to 82nd Street) and other Street Improvements:  This is another ODOT Project with an 80-20 cost share.  This is not scheduled with ODOT and the last Ihler heard from them is they thought they would have a program in 2007.

New LPS Central Junior High School and other school improvements:  This facility has been completed since last January and students are occupying it.  

Economic Development:  We appropriated $1.2 million for this and have provided about $400,000 of this for the West Cache Road waterline to expand the Industrial Park and we had $200,000 for the National Army Cemetery and we have provided about $90,000 for improvements to 11th Street for pedestrian access to Central Jr. High.

AD VALOREM TAX PROJECTS:

Medicine Park Expansion:  We did fund this with sales tax as well as ad valorem tax and Council has already been given the update on this project.

SE Water Treatment Plant (Design, Land Acquisition, Easements):  We have provided $3 million for design, land acquisition and purchase of any needed right-of-way.  Currently the consultant, CH2M Hill has completed the conceptual design report and we are on hold until acquisition of property needed to put the Water Treatment Plant on at the corner of SE 15th and Coombs Road.

Water Distribution Improvements:  We were able to accomplish 3 water distribution projects about $1 million each and those are complete and are city-wide in all our various neighborhoods.

NW 38th Street  (Cache to Rogers Lane):  This is an ODOT Project and they didn't have it originally funded but were able to program it into last year's funds.  Construction Work Order/Notice to Proceed was issued yesterday and work has begun and should be complete within a year and a half.

Fire Station #5 Relocation:  This project is under construction and it is anticipated to be completed by the end of summer.

Ihler said as far as sales tax collection, we are about 80% complete for the five years, however, we have either spent of encumbered about 87%, so the projects are well on their way:  complete, under design, or under construction.  He said we have been able to accomplish a lot in one year.

At this time Ihler introduced Keith McDonald, City Financial Advisor, to discuss financial revenues.

McDonald from Wells Nelson & Associates, said a report was handed out to Council and referred everyone to page 1, which outlines each project.  The projects highlighted in gold were funded from General Obligation Debts and the others were actually funded from sales tax.  He discussed the funding source area on page 1 under BAN; this was a Bond Participation Note issued by the Lawton Water Authority in 2000, placed with Bank of America at a 4.9% interest rate.  He said on a draw-down basis, we originally anticipated needing $5 million, but actually only drew down $2.3 million and then it was actually paid off.  The General Obligations (GO) Bonds column was the Series 2000 Obligation Bonds.  He said in the 2000 GO Bonds, $2 million was used for the design, the engineering, and improvements at the Medicine Park Water Plant; $2 million was used in repair and replacement of water distribution lines; $650,000 was used for the design of Fire Station #5 and purchase right-of-ways; and $350,000 was for the design and improvements of NW 38 th Street, from Cache Road to Rogers Lane.  He said the next column is about the 2001 GO Bonds; $15 million was for rehabilitation or repair/improvements to the Medicine Park Water Treatment Plant; $650,000 was for the construction of Fire Station #5; and $200,000 was for purchasing right-of-ways for improvements on NW 38th, from Cache Road to Rogers Lane.  The column marked 2001 Revenue Bonds, the $17,390,000 was for the rehabilitation, repair/improvements to the Medicine Park Water Treatment Plant.  He said under the 2002 GO Bonds, $3 million was to buy land right-of-ways, design and planning of the SE Water Treatment Plant; and $1 million was for repair and replacement of water distribution lines. In 2003, the $1,050,000 issued in GO Bonds was for the improvements of NW 38th Street, from Cache Road to Rogers Lane.  He said of all the projects, the estimated funded cost was $71,400,000, which was broken up between General Obligation Bonds and sales tax.  He said all the funding, so far, the SE Water Treatment Plant, even though it's been appropriated for $3 million, only $1,400,000 of that has been expended at this point.

McDonald referred to the next page on 2000 CIP Sales Tax, starts with the total collection in sales tax and shows what has been collected.  The total collections is what is recorded from the Oklahoma Tax Commission and it has been broken down in columns to reflect the CIP portion, which is the 1.25% that would actually be collected; the next column shows the school's portion, which is 26.80% of the 1.25%, which are funds transferred to the school; the next column is the Debt Service, any debt service that had been paid on, bonds or the bond anticipation note.  He said the last column is the remaining amount.  He said this is from the inception of the sales tax, what has been collected and what we're projecting will be collected between now and when the sales tax ends.  He went over the totals of the Program Grand Total through December, which is $95,698,447.61, collected to date; $36,807,095.23 is the CIP amount collected, the $9.8 million is the amount actually sent to the school, the next column is Debt Service of $15 million, which is the amount of debt service paid, and the remaining is the amount that has been used as a cash basis to pay on the projects.  He explained how they reached the figures for the projected amount; by taking the lowest amount collected, March of 2004, and used that for their projections.  

Devine said on our GO Bonds, where is that money coming from?  McDonald said these are General Obligation Bonds we have sold.  We went to the vote of the people and issued General Obligation Bonds in 2000, 2001, 2002, and 2003; the total amount of GO Bonds approved was $25.9 million.  Shanklin asked where the $25 million come from. McDonald said we go through a bid process and see those on public market.  Shanklin asked how we pay back that $25 million.  McDonald said by ad valorem taxes, there is a levy on the ad valorem taxes.

B.  DISCUSSION OF CITY 2005 CIP PROPOSED PROJECTS:

Mitchell referred to the booklet handed out in Council's agenda packet on the 2005 CIP Recommended Projects.  He said this covers 34 projects and they will go through these, briefly.

Iher reported on Water Improvement Projects:  

He said the first is to construct the new Southeast Water Treatment Plant for $24 million. This includes the 10 million gallon a day Water Treatment Plant and money towards a 24" transmission line from the proposed project site, east to Flower Mound Road, then north where it would tie in near Flower Mound and Gore Blvd., into our existing transmission system on the east side.  It also includes running a 12" line east on Bishop Road to the corner of 45 th and Bishop, to include a 1 million gallon storage tank/water tower, to service southeast Lawton.

The second is a Meter Replacement Program - Phase 1 addresses beginning a program to start replacing the oldest meters.  These meters are a revenue source and we want to be able to update and buy new meters to replace those that may have problems.  We have approximately 28,000 meters and over the next 5-10 years, would like to replace those and $500,000 would be a starting point, we wouldn't be able to replace all those with that.

Patton asked how many we would be able to replace with that amount.  Ihler said it is roughly $50 per unit.

Ihler said at Water Distribution and Storage Improvements, we are looking at $4 million, which entails some water distribution improvements in various locations, we have identified high maintenance problem areas; areas that have some fire flow questions; we identified the 24" waterline we want to service to West Industrial Park, and we are also looking at painting that 7 million gallon storage tank near 67 th and Atlanta.  He said this hasn't been painted since it was first constructed.  We also want to update our water distribution SCADA System.  

Bass asked how much it would cost to paint the storage tank.  Ihler said probably in the neighborhood of $800,000; that has lead based paint.  Bass asked if this was going to be done in-house.  Ihler said no, it will be contracted out.  

Shanklin asked if the 24" waterline on the West Industrial Park on Cache Road was the same line we took out of Economic Development.  Ihler said we were going to break that up into 2 phases;  Phase 1 we incorporated $400,000 to run that 24" line from 82 nd Street to the checkered tower on Cache Road and we took $400,000 out of the Economic Development Fund from the 2000 CIP and that would allow us to move forward with that and tie into the 30" on 82nd to Cache Road and we could take the 18" which is now there, to service the Industrial Tower and allow those residents; a church, a dentist's office and other development in that area, and that would allow them to tie onto the 18" and not wait for the next CIP to be passed before they could go forward.  This $800,000 is for Phase 2, which is from Pump Station #1 at 67th and Atlanta, down Cache Road to 82nd Street, for the same 24" line.

Ihler said the next is for the SE Water Treatment Plant, showing the location, taking advantage of the Waurika Pipe Line and utilizing Lake Waurika to Lake Ellsworth.  He said Lake Ellsworth would be the primary source for the SE Water Treatment Plant, we will be able to use Lake Waurika water just pumping to the new SE Plant and then pumping into town and not using the relay station.  Bass asked if we do this project, would we discontinue pumping from Ellsworth.  Ihler said we would probably look at revisiting our pumping policy.  He said right now, when the lake level at Lake Ellsworth gets down 10 feet, we start pumping from Waurika to Ellsworth; probably what we will do is when we get down 10 feet, we'll stop using Ellsworth water, at the SE Plant, and use the Waurika water and pump it to the SE Plant in town, so we wouldn't use Ellsworth water and we could stop the lake level from continuing to drop and we would not be pumping Ellsworth.

Ihler next reported on Wastewater Improvement Projects:

He said we are coming to the end of Phase 1 in June 2005, we have our new Consent Order from DEQ and we must begin construction of Phase 11, and are estimating that cost to be around $28 million for the next 7 year period.  We are asking Council consider $4 million to be utilized for that $28 million Phase II Program, so we can lessen the effect on what we would have to provide in the utility bill funding.

He said the Wastewater Treatment Plant Ultraviolet Disinfection System is necessary to meet the Disinfectant By-Product Rule of the Clean Water Act mandated by EPA/DEQ. We recently received a notice of violation that we are in violation of our permit and it is a new standard as it relates to clean water, similar to what we have to do with Water Treatment.  He said at the Wastewater Plant, we use chlorine to disinfect the water and kill the bacteria before it goes to 9 Mile Creek and that also creates a by-product that has negative effect on the aquatic life and fish in East Cache Creek, so we need to reduce that.

STREET IMPROVEMENTS

Santa Fe Bridge Replacement:  Ihler said this is at an estimated cost of $650,000;  we are part of the Oklahoma Department of Transportation Bridge Inspection Program and when they inspected that bridge, they required we put a weight limitation and stop all trucks and buses crossing it and this bridge does need replacing.

NW 38th Street (Gore to Cache Road):  The approximate cost of this project is $4 million and we want to do the same thing we're doing to the north mile; widen that to a five lane. He said they have some concerns about safety as it relates to that section of road, the outside lane of the south bound traffic especially; that phase is beginning to fail and with ODOT's eight year program, we don't have the funds; it's not programmed in and could take some time before that project could be programmed into the eight year program, if at all.  He said we should go ahead and reconstruct that project.

Street Reconstruction and Safety Improvements:  Ihler said the cost of this is $3 million and we have identified some safety repairs on major arterials.  He said in the 95 CIP we were able to do a small amount of residential streets and we have a list of other residential streets that need repaired.

NW 67th Street (Cache to Rogers Lane):  In the 95 CIP, Council authorized design, right-of-way acquisition and utility relocation to move forward and try to get into the ODOT program where they fund 80% of construction, so we are in the process of doing the design and are asking for our 20% of the construction as part of this and ODOT would match with 80%.  This would be a five lane; four lanes with left turn bays.  It would transition to four lanes at the very north end at Rogers Lane because we cannot go north into Ft. Sill's property.

SE 45th Street (Lee Blvd. to Gore Blvd.):  Ihler said this is the same thing, we want to get this into the ODOT program.

Patton asked how long this would take once we propose that.  Ihler said it varies, as example; 82 nd Street started in 1989 trying to get into this program and it was constructed in 1998-1999, it took 10 years for that.  He said 38th Street, on the other hand, because we had the design complete, had the money up front, ODOT was able to get that into last year's fund and it wasn't presented to them until about 2000 or so; that process took about three years to get it under construction.  Patton asked if that was what we were doing with the 67th Street, just like 38th, we're going to have the money up front, set aside and ready. Ihler said correct, ready to go and hope we can get it worked into either our Legislatures or our Highway Commissioner and do the program.  Powell said he believes what the Commissioner will tell you is, to get it on the list, we don't know when the money's going to be there and they have the ability to get it on their list and if it's not on our list, it's not going to get on their list.  Bass said that is what happened in Frederick, the money was allocated and they weren't ready for the project, so they moved the money to Lawton.  We were lucky to have all the plans ready to go.

Ihler went over the pictures in the booklet about the previous projects, explaining each, and reiterating safety issues.

DRAINAGE IMPROVEMENTS

Squaw Creek Drainage I-44 to Lee Boulevard:  Ihler said we would like to improve the concrete channel all the way towards I-44 and we need a new structure on the railroad bridge and hopefully solve some of the flooding.  He said Salas Restaurant has been flooded several times.

Greer Addition Drainage & Street Improvement; Drainage-NW 35th & Arlington to the Main Branch of Squaw Creek and Street-NW 31st Street (Ferris to Gore Blvd):  This includes a second phase, a follow up of the 34th Street Drainage, identified as a high priority area, a lot of run off in that area near the hospital as they make improvements. This also would include reconstruction of 31st Street, Ferris down to Gore Blvd., something we haven't talked about lately and suggested we talk with the hospital about possibly participating in that, as it relates to that intersection of Gore and 31st; they've talked about wanting to do something about that.  The drainage improvement is located 200 ft. north of Gore Blvd. and NW 31st Street, 25th Street, this is enlarging the drainage system coming from Comanche County Memorial Hospital down to Squaw Creek; that whole area, not just the hospital.

MISCELLANEOUS IMPROVEMENTS

Construct Subtitle "D" Cells and a Gas Recovery Collection System at the City Landfill: The cost is $8 million dollars and currently under the 2000 CIP Master Plan, which identified the need to provide permitting from DEQ to construct for the next 10 years, after the 7 years available space we have now.  The reason we can't wait until the next CIP is if we wait for the 2010 CIP, that will leave us no time to actually do the construction, so we need to ask to put in the construction dollars and get the construction complete so we're ready to go in about 7 years.

Lake Ellsworth and Lake Lawtonka Dam Improvements:  We replaced the gate seals 15-20 years ago, and they are starting to show wear and tear, we need to do some spillway improvements and some painting and replacing the seals at both lakes.

Roof Improvements to City Facilities:  The cost is $1 million and Mr. Shahan has identified several City facilities in need of roof improvements; two have been mentioned, the Police Station, as well as Lawton Public Library.  Ihler said Shahan has a priority list with other facilities that need work.

City Wide Accounting/Payroll/Human Resource/Utility Billing Software:  The City's current accounting system is outdated and needs replaced with a modern system.

Mobile Digital Terminals/Laptops:  This would provide mobile digital laptops for our Police cars to allow them immediate access to information, as well as other public safety departments such as Fire, Public Works, etc.

Upgrade E911 Console and Radios:  This upgrade would cost approximately $750,000 to implement Phase 1 and II of the Wireless Telecommunications Act and GIS Mapping. Doug Wells said this is a system upgrade we are going to have to have.

Upgrade Fleet Radio system to 700/800 Megahertz:  This upgrade will provide more security and channel space, which is needed.

Central Junior High Pedestrian Bridge:  Ihler said this would allow kids who live north of Cache Road access to Central Junior High.  He said the 2000 CIP funded the design for this bridge over Ft. Sill Blvd. and this funding would allow construction of the bridge.

Sidewalk & Bicycle Paths:  The approximate cost of this would be $1 million to provide sidewalks and bike paths for improved accessibility to various areas of Lawton and to be more ADA compatible.  

NEW CITY FACILITY IMPROVEMENTS:

City Administration Building:  The approximate cost would be $8 million to build a new City Hall to consolidate all the various administrative departments into one building.  The Human Resources, Legal, Planning, Neighborhood Services, Finance, City Manager and City Clerk would be in one location, the new building would reduce energy costs involved with operating separate facilities and would also decrease travel time between these departments for both staff and the general public.  Another alternative would be to combine the City Admin. Building into one single building located near Gore Blvd. between 3rd and 4th Streets for an approximate cost of  $12 million.

City of Lawton/Ft. Sill Visitors Center:  Ihler said this new facility would cost approximately $1.7 million and would provide for an RSVP operated informational services center for visitors/citizens, allow space for meeting rooms for our existing boards and commissions and the Parks and Recreation Administration Office would also be located here and would allow renovation of the Owens-Multi Purpose Center for a Senior Services Center.

Public Safety Administration Building:  This would construct a new Police Station, with additional space for Fire Administration Offices, Fire Training, Fire Prevention and Fire Operations Divisions.  This would allow for the expansion of our E911 Center and the MIS Division and provide a permanent location to manage emergencies.

School House Slough Restroom and Wastewater Treatment System:  Ihler said this project is currently in development stages and the Oklahoma Department of Wildlife has stated they are considering matching funds on this project.  The cost of this project would be approximately $250,000.

Owens Multi-Purpose Center Renovation/Senior Services Program Site:  This would provide a site for senior services programs and allow expansion of these programs.

Greer Park Parking Lot Improvements:  This construction is needed for Greer Park Tennis Court and Kid Zone facilities with an approximate cost of $50,000.

McMahon Park Sports Complex Lighting Project (Fields 3, 4, and 5):  This project would upgrade the lights and wiring for the McMahon Sports Complex, fields 3, 4, and 5, with an approximate cost of $170,000.

Ahlschlager Sports Complex Sprinkler System (7 fields):  The approximate cost for a sprinkler system for the seven fields in the Ahlschlager Sports Complex would be $40,000.

McMahon Park (East/West Parking Lot) and Ahlschlager Sports Complex Parking Lot Improvements:  This project would resurface the parking lots at McMahon and Ahlschlager Sports Complexes with an approximate cost of $250,000.

Lake Helen Operations Improvements:  This project would allow for the construction of docks, sidewalks and paddle boat operations at Lake Helen with an approximate cost of $200,000.  

Elmer Thomas Park Roadway Sprinkler and Landscaping Project:  The cost of this project would be an approximate $100,000 for construction of a sprinkler system and landscaping along the roadways.

Historical Old Town Site/Heritage Park Phase I:  This project location would be the eastern most part of Elmer Thomas Park near Old Town with an approximate cost of $300,000.  

This ends the proposed 2005 CIP Projects overview.

Powell said at the beginning of this meeting we had 34 projects listed and asked Council to please rank them in order of importance and also, each council member might have certain ideas and/or projects they might have in mind.  He asked each Council person to please put their ideas and rank the above projects, in writing and give to the City Manager.

Mitchell said we would have a presentation from the school board in February.  Shanklin said we have not considered the school board.  Powell said the City Manager has met with Superintendent Beauchamp and will be meeting with him again and hopes to come up with a list for discussion at the next meeting.                                                                                                             

C.  STATE ELECTION BOARD SCHEDULE OF POSSIBLE ELECTION DATES:

Vincent said the dates available for our election would be April 20 th, August 24th, November 2, or December 14.  

Powell said this is for informational purposes and not for discussion at this time.

Patton asked if we could find out when we voted in 1984.  Vincent said he would get that information and prepare a memo for Council and put it in their boxes prior to the next meeting.

D.  Miscellaneous issues:  None.

There being no further business to consider, the meeting adjourned at 7:10 p.m. upon motion, second and roll call vote.