MINUTES OF A SPECIAL MEETING OF THE NEWCASTLE PUBLIC WORKS AUTHORITY (Opening Prayer and Flag Salute)

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1 DATE: September 22, 2014 MINUTES OF A SPECIAL MEETING OF THE NEWCASTLE PUBLIC WORKS AUTHORITY (Opening Prayer and Flag Salute) TIME: PLACE: ITEM 1: 6:00 p.m. NEWCASTLE MULTI-PURPOSE CENTER 705 NW 10TH CALL TO ORDER/ROLL CALL Karl Nail called the meeting to order at 6:02 p.m. PRESENT: ABSENT: Chair Karl Nail Vice Chair Cindy Frizzell Mike Fullerton Wayne McDoulett Gene Reid None OTHERS PRESENT: Nick Nazar, General Manager; Kevin Self, Assistant General Manager; Dinah Alizadeh, Executive Administrative Assistant; Ian Crittenden, Community Development Director; Camille Dowers, NPWA Secretary; Ted Haxel, City Attorney ITEM 2: DISCUSSION AND POSSIBLE ACTION ON APPROVAL OF THE AGENDA Motion was made by Cindy Frizzell and seconded by Wayne McDoulett to approve the agenda. Board polled: Cindy Frizzell, yes; Mike Fullerton, yes; Wayne McDoulett, yes; Gene Reid, yes; Karl Nail, yes. Motion carried. ITEM 3: CITIZENS COMMENTS Jim Gurley, 714 W. Hwy. 130, appeared and presented information packets to the board members regarding the proposed water line extension south of Hwy. 9 at Western Ave. Richard Holland appeared regarding his drainage plan for his new development on Main St. Nick Nazar reported that no reply from ODOT has been received from correspondence sent to them regarding the drainage proposal. Karl Nail informed Mr. Holland it would be on the next agenda. ITEM 4: DISCUSSION AND POSSIBLE ACTION ON AWARD OF TWO YEAR CONTRACT FOR RESIDENTIAL POLY-CART, RECYCLING AND BULK WASTE PICK-UP Nick Nazar presented the recommendation of staff for award of contract to Republic Services of Oklahoma City, Option #2 for residential weekly trash pick-up, quarterly bulk pick-up, new polycarts on all existing and new accounts; landfill use up to 1,000 pounds per customer per month; municipal facilities service; special events; and recycling location services. Newcastle resident Geoffrey Brasel appeared and inquired whether the landfill could be used by residents who have a water well and receive

2 no water bill. He was advised that all Newcastle residents should receive a trash bill and their trash bill, together with a photo ID, would allow landfill access and usage. Motion was made by Cindy Frizzell and seconded by Wayne McDoulett to award a 2 year contract to Republic Services with the terms provided in Option #2 of its proposal. Board polled: Mike Fullerton, yes; Wayne McDoulett, yes; Gene Reid, yes; Cindy Frizzell, yes; Karl Nail, yes. Motion carried. ITEM 5: DISCUSSION AND POSSIBLE ACTION ON APPROVAL OF PAY APPLICATION NO. 3 (FINAL) OF DOWNEY CONTRACTING, LLC, FOR SANITARY SEWER IMPROVEMENTS AT NW 24 TH STREET AND U.S. HWY. 62 Nick Nazar reported there was a difference in quantities of materials used in the project, causing a reduction of the total amount claimed by Downey Contracting. Motion was made by Cindy Frizzell and seconded by Wayne McDoulett for approval of Item 5 in the amount of $8, as final payment to Downey Contracting, LLC. Board polled: Wayne McDoulett, yes; Gene Reid, yes; Cindy Frizzell, yes; Mike Fullerton, yes; Karl Nail, yes. Motion carried. ITEM 6: GENERAL MANAGER S COMMENTS Water crews are continuing to work on the S. Hwy. 62 waterline installation. The easement for the Ross Road waterline project is on the agenda tonight for acceptance. The required easement for the Hwy. 37 project is expected to be received soon. An electronics recycling event is being planned to be held in October. ITEM 7: TRUSTEES COMMENTS Gene Reid asked for a report from the city manager or staff regarding the S. Western Ave. waterline extension. Nick Nazar said it will be presented at the next council meeting. ITEM 8: ADJOURNMENT Motion was made by Cindy Frizzell and seconded by Wayne McDoulett to adjourn. The motion unanimously passed and the meeting was adjourned at 6:21 p.m. Except for motions, the minutes only constitute an outline of discussion made by the Council/NPWA and legal advice by the City Attorney. Chair Vice Chair

3 DATE: September 22, 2014 MINUTES OF A SPECIAL MEETING OF THE NEWCASTLE CITY COUNCIL TIME: PLACE: ITEM 1: 6:00 p.m. NEWCASTLE MULTI-PURPOSE CENTER 705 NW 10 TH CALL TO ORDER/ROLL CALL Karl Nail called the meeting to order at 6:51 p.m. PRESENT: ABSENT: Mayor Karl Nail Vice Mayor Cindy Frizzell Mike Fullerton Wayne McDoulett Gene Reid None OTHERS PRESENT: Nick Nazar, City Manager; Kevin Self, Assistant City Manager; Dinah Alizadeh, Executive Administrative Assistant; Ian Crittenden, Community Development Director; Camille Dowers, City Clerk; Ted Haxel, City Attorney ITEM 2: DISCUSSION AND POSSIBLE ACTION ON APPROVAL OF THE AGENDA Motion was made by Cindy Frizzell and seconded by Wayne McDoulett to approve the agenda. Council polled: Cindy Frizzell, yes; Mike Fullerton, yes; Wayne McDoulett, yes; Gene Reid, yes; Karl Nail, yes. Motion carried. ITEM 3: CITIZENS COMMENTS Jessica Blyden, 26 Walnut Hill, and others appeared regarding issues related to an oil and gas drilling site and access road location adjacent to the Branderwood neighborhood. She requested the City of Newcastle assist with these issues and the Western Avenue traffic problems. Branderwood resident Josh Blyden appeared and stated for clarification that the reason they were appearing was the location of the access road and entrance off of Western Ave. Also appearing were John Chiodo, 27 Branderwood, President of Branderwood Home Owners Association; Misty Landreth, 14 Branderwood; Lisa Stalnaker, 13 Branderwood; and Staci Lockhart, 32 Walnut Hill. Mr. Chiodo stated the police have been responsive but the problem resumes when the police are not present. He also stated the trucks are damaging Western Ave. He stated notice was not received by Branderwood HOA but Crystal Lakes HOA was notified. Misty Landreth commented on noise pollution. Staci Lockhart asked about regulating the private access road. Lisa Stalnaker commented on school bus stop safety. Pictures of trucks on Western Ave. and a letter from Jessica Blyden was presented to the City. Karl Nail offered and agreed to have the City Manager and City Attorney meet with representatives from the oil and gas company, along with two or three representatives from Branderwood HOA.

4 ITEM 4: DISCUSSION AND POSSIBLE ACTION ON APPROVAL OF INTERLOCAL AGREEMENT BETWEEN THE CITY OF NEWCASTLE AND THE NEWCASTLE CHAMBER OF COMMERCE Motion was made by Cindy Frizzell and seconded by Mike Fullerton to approve Interlocal Agreement with the Newcastle Chamber of Commerce under Item 4. Council polled: Mike Fullerton, yes; Wayne McDoulett, yes; Gene Reid, yes; Cindy Frizzell, yes; Karl Nail, yes. Motion carried. ITEM 5: DISCUSSION AND POSSIBLE ACTION REGARDING APPROVAL OF DRAINAGE PLAN FOR PROPOSED CONSTRUCTION OF WAREHOUSE AT THE OG&E McCLAIN POWER PLANT Ian Crittenden recommended approval of drainage plan under Item 5 for direct discharge to the Canadian River. Council polled: Wayne McDoulett, yes; Gene Reid, yes; Cindy Frizzell, yes; Mike Fullerton, yes; Karl Nail, yes. Motion carried. ITEM 6: DISCUSSION AND POSSIBLE ACTION ON DEDICATION AND ACCEPTANCE OF EASEMENT OF THE WEST 20 FT. OF BLOCK 3, LOT 22, RICHLAND PARK ADDITION, SECTION 2; AND ADDITIONAL GRANTS OF EASEMENT IN THE SW/4 OF SEC. 29-9N-4W.I.M., McCLAIN COUNTY, OKLAHOMA, FROM MARK E. BALDWIN AND DONNA L. BALDWIN Nick Nazar stated the easement acquired from Mark and Donna Baldwin is part of the Ross Road waterline project. Motion was made by Gene Reid and seconded by Wayne McDoulett for acceptance of easement under Item 6. Council polled: Gene Reid, yes; Cindy Frizzell, yes; Mike Fullerton, yes; Wayne McDoulett, yes; Karl Nail, yes. Motion carried. ITEM 7: DISCUSSION AND POSSIBLE ACTION ON DEDICATION AND ACCEPTANCE OF 20 FT. SANITARY SEWER EASEMENT LYING IN THE NW/4 OF SEC. 11-9N- 4W.I.M, McCLAIN COUNTY, OKLAHOMA, FROM BYRON KEITH McKELLIPS AND CARRIE McKELLIPS Nick Nazar stated the easement granted under Item 7 was part of the settlement agreement with the McKellips. Motion was made by Cindy Frizzell and seconded by Gene Reid for acceptance of easement under Item 7. Council polled: Cindy Frizzell, yes; Mike Fullerton, yes; Wayne McDoulett, yes; Gene Reid, yes; Karl Nail, yes. Motion carried. ITEM 8: DISCUSSION AND POSSIBLE ACTION ON APPROVAL OF PAY APPLICATION NO. 3 (FINAL) OF DOWNEY CONTRACTING, LLC, FOR SANITARY SEWER IMPROVEMENTS AT NW 24TH STREET AND U.S. HWY. 62 Motion was made by Cindy Frizzell and seconded by Mike Fullerton for approval of Item 8 in the amount of $8, as final payment to Downey Contracting, LLC. Council polled: Mike Fullerton, yes; Wayne McDoulett, yes; Gene Reid, yes; Cindy Frizzell, yes; Karl Nail, yes. Motion carried. ITEM 9: DISCUSSION AND POSSIBLE ACTION ON SETTING DATE AND TIME FOR HALLOWEEN TRICK-OR-TREAT NIGHT IN THE CITY OF NEWCASTLE Motion was made by Karl Nail and seconded by Wayne McDoulett to hold Trick-or-Treat Night in the City of Newcastle on October 31, Council polled: Wayne McDoulett, yes; Gene Reid, yes; Cindy

5 Frizzell, yes; Mike Fullerton, yes; Karl Nail, yes. Motion carried. ITEM 10: CITY MANAGER S COMMENTS The first annual Racer Dye 2014 will be held on Saturday, September 27 th. Also, Emergency Management is preparing for an Emergency Preparedness Safety Expo and blood drive on October 11 th. ITEM 11: COUNCIL MEMBERS COMMENTS Gene Reid inquired about the Community Billboard commitment made. He also inquired about a clarification of wording on the city engineer s letter of recommendation. Wayne McDoulett inquired about the search process for the city treasurer s position. Cindy Frizzell asked about the broken windows at the new hotel. Mike Fullerton asked about progress on the properties in town to be condemned. ITEM 12: ADJOURNMENT Motion was made by Wayne McDoulett and seconded by Mike Fullerton to adjourn. The motion unanimously passed and the meeting was adjourned at 8:10 p.m. Except for motions, the minutes only constitute an outline of discussion made by the Council/NPWA and legal advice by the City Attorney. Mayor Vice Mayor