TOWN OF HINTON REGULAR MEETING Tuesday November 15, 2016, at 6:00 P.M. Hinton Economic Development Authority Building 406 North Broadway, Hinton, OK

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1 TOWN OF HINTON REGULAR MEETING Tuesday November 15, 2016, at 6:00 P.M. Hinton Economic Development Authority Building 406 North Broadway, Hinton, OK A. Call to Order by Shelly Newton at 6:03 p.m. MINUTES B. Pledge of Allegiance and Invocation led by Shelly Newton and Cody Bristow C. Roll Call: Shelly Newton Present; Rod Johnson Present; Cody Bristow Present; Donnie Dawson Present; Henry Warren - Present D. Citizens Comments NONE MEETING SUSPENDED AT 6:04 P.M. RECONVENED AT 7:06 P.M. E. Reports 1. Town Administrator Matt Mears Well the review process for the REAP Grant has started, but I haven t heard anything yet. REAP will be formally awarded in December. My CDBG grant certification class will be held December 7th, 8th, and 9th in Edmond, this could potentially save us 10-15% of the total grant by administering the grant in house. Moving utilities on the north end of town: we are moving our waterline on the east side of HWY 281 to make room for the second phase of ODOTs widening of 281 from Hinton Boulevard south to Cummins Rd. We have secured most of the easements needed but Wheelers Chevrolet has agreed to give us the easement if we bore his portion of the project. Steve Fox is in the process of requesting the change and when we hear back from ODOT we will move forward with letting the project out for bid. I m sure you are aware of the wonderful wait time it takes to get to the north end of town the overlay project is supposed to be a 30 day project and they started on October 11th, so it should be finishing up soon, in fact it may be done by the time of the Trustee meeting on Tuesday. The Town Board appreciation Dinner will be held on Thursday December 1st at 6:30 PM at the Methodist Church Fellowship Hall. Chairmen of their Boards will be asked to introduce their board members and give a short synopsis of their 2016 achievements and 2017 plans And then on Friday December 2nd, we will be having our employee lunch at Gloria s Kitchen in the same room we had it in last year. As Trustees, your presence is being requested. Page 1 of 7

2 I met with Warren Peacock and Kevin Boling to figure out what we needed to do to utilize our Mapping software better and get the GPS locations of our infrastructure on our ARCmap program. We have determined that we can utilize our current software but we will need to utilize a land surveyor to get some coordinates to use as reference points to Input the data. After that we will have a digital map that we can update in house Just FYI, Kenneth Doughty cashed our check for the Golf Course equipment, so that account balance is zero and Hope has closed the account. Matt reported at the meeting that ODOT had called and responded to our request for a traffic study at HWY 281 and Luellen. They have plans to set up a traffic count in the near future. 2. Hinton Airport Authority Mark Worthley No Report 3. Hinton Police Department Shanon Pack 14 reports requiring submittal for charges 10 arrests 7 accidents worked The next item that I have asked the prison to purchase is new handheld radios. Coban replaced our in-car cameras with a new one. Suggest putting Danny Aytes on as a reserve police officer. 4. Hinton Fire Department Toby Brookshire The Hinton Fire Department responded to six calls in the month of October. We have almost completed the 30 hour volunteer firefighter practices class with the three new firefighters. I have a date set of December 13th to meet with a representative from with ISO to do the final part of a new grading. The fire department Christmas party will be on December 13th as well unsure of time as of now. On December 1 we will attend a four hour training called TIMS (Traffic Incident Management System). MedicWest set this training up that will be hosted at the fire department free of charge. 5. Library - Taylor Meriwether I was in attendance of the Mountain Plains Library Association conference in October, The workshops that were held were the best that I have ever been to at any conference. They covered maker spaces, programming for all ages, leadership and a variety of other amazing workshops. We participated in the trick or treat Hinton on Halloween and had 208 come for that program. We also had a teen trivia night and had 7 play. We are starting STEM Club back in November and are starting a home ec type of club as well. With the holidays we are getting our winter only patrons coming back in and the school age kids are still coming in regularly. This has been a phenomenal year so far in library world! 6. Treasurer Hope Morgan Page 2 of 7

3 7. Water & Street Department - Keith Wright We painted two water well houses and did some maintenance before winter sets in. We have been stockpiling blacktop millings from the 281 North project and have been putting some millings on streets and alleys. Still having problems with the prison sewer FOG (fat oil grease) and the Wright s lift station South of Hinton. Cleaned out several sewer lines in alleyways and repaired two sewer lines. Had Hanies Electric Company repair sewer fan at prison lagoons (fan is an aerator for sewer water). Helping with new street on North Vernon and redo some drainage before finishing. Page 3 of 7

4 8. Code Enforcement Garry Dunnan CODE ENFORCEMENT: 4 permits issued: small construction, Roofing 8 Inspections: Day care: Rough in Electrical, Plumbing and Gas Dentist office: Final Inspection, Certificate of Occupancy issued Roof repair 316 N. Noble: Damp proofing, Final 405 S. Marion: New gas line pressure test 430 S. Marion: Roof repair, sheathing, final 6 clean up notices posted: Mowing and general yard clean up. Working to identify uninhabitable and or dilapidated structures for notification of repair or demolition. Working to provide info signs: (no Jake brakes, no truck parking etc.) ANIMAL CONROL: 6 Animal calls this month: Animals at large (dogs) warning notices posted if animal was back in yard. 4 Dogs impounded 9. Promote Hinton Committee Jim McCain No Report 10. Hinton Planning Commission Beverly Ball No Report 11. Hinton Recreation and Tourism Trust Beverly Ball No Report 12. Hinton Economic Development Authority Minutes included in Claims F. Consent Agenda By unanimous consent, the Board of Trustees may designate noncontroversial items to be considered in one motion and one vote without discussion. The Board of Trustees may add items from the Business Agenda to be approved as Consent Agenda items or may remove items from the Consent Agenda for discussion and consideration during the Business Agenda. Any Agenda items not added to the Consent docket will be considered separately. 1. Minutes of Town of Hinton Regular Meeting of October 18, 2016 and Minutes of Special Meeting of October 25, Motion to approve the consent agenda. 1 st Cody Bristow 2 nd Rod Johnson Page 4 of 7

5 G. Business Agenda: Discuss and consider the following items, taking action as deemed appropriate: 1. Claims, emergency disbursements and payroll costs in the amount of $185, for October, Motion to approve claims, emergency disbursements and payroll costs in the amount of $185, for October, st Donnie Dawson 2 nd Shelly Newton 2. Invoices over $10, NONE. 3. Renewal of Blue Cross/Blue Shield Insurance Policy or determine alternative insurance. Motion to approve renewal of Blue Cross/Blue Shield Policy. 1 st Shelly Newton 2 nd Rod Johnson 4. Location of wind turbines within Regional Planning zone, outside Town limits; consideration of restrictions. Mayor Shelly Newton updated the trustees regarding her recent meeting with the NextEra project manager. He indicated their plan is to stay outside of a 2 mile radius of town limits. However, they do not want to enter into a formal agreement and they would prefer that the Town not take any formal action in the form of an ordinance or resolution. Trustee Cody Bristow expressed his desire to proceed with an ordinance. The Trustees instructed Attorney Kim Spady to proceed with drafting an ordinance. 5. Contract with Mehlburger Brawley, Inc., evaluation of payments made to Mehlburger Brawley, and plan for moving forward with water treatment plant. Motion to terminate our relationship with Mehlburger Brawley, Inc. and authorize Attorney Kim Spady to draft a letter advising them of the Trustee s action. 1 st Donnie Dawson 2 nd Henry Warren 6. Contract for Engineering Services with WPM Design Group, PLLC. Motion to approve contract for Engineering Services with WPM Design Group, PLLC. 1 st Cody Bristow 2 nd Shelly Newton Motion Passed Approve hiring of reserve office, Danny Aytes, per Chief Shanon Pack's recommendation. Page 5 of 7

6 NO ACTION per recommendation of Chief Shanon Pack. 8. Vote to enter, or not enter, into executive session: a. As authorized by 25 O.S. 307(B)(1) for the purpose of discussing the employment, hiring, appointment, promotion, demotion, disciplining or resignation of any individual salaried public officer or employee: A. Evaluation of pay and benefits for all employees, in light of anticipated expenses in excess of those budgeted; B. Performance bonuses for employees; C. Evaluation of Town Administrator b. As authorized by 25 O.S. 307(B)(3) for the purpose of discussing the purchase or appraisal of certain real property. Motion to enter into executive session at 7:55 p.m. 1 st Shelly Newton 2 nd Donnie Dawson 9. Executive Session 10. Acknowledge return to open session at 9:15 p.m. 11. Discussion and action as appropriate concerning evaluation of pay and benefits for all employees, in light of anticipated expenses in excess of those budgeted. Motion to authorize Town Administrator Matt Mears to take action as he deems appropriate to eliminate a town position to meet our budgetary needs. 1 st Shelly Newton 2 nd Rod Johnson 12. Discussion and action as appropriate concerning performance bonuses for employees. Motion to approve the appropriate performance bonuses as budgeted. 1 st Donnie Dawson 2 nd Rod Johnson 13. Discussion and action as appropriate concerning evaluation of Town Administrator. NO ACTION Page 6 of 7

7 14. Discussion and action as appropriate concerning the purchase or appraisal of certain real property. NO ACTION H. New Business - NONE I. Comments by the Board of Trustees - NONE J. Adjourn at 9:20 P.M. Posted November 10, 2016, at 5:00 p.m. in the cases at Town Hall and the Hinton Economic Development Authority. Shelly Newton, Mayor Page 7 of 7