MEETING MINUTES: Board of Trustees Meeting on 5/8/18


Board of Trustees Meeting

May 8, 2018

Meeting called to order by Mayor Chris Tuter at 7:23 p.m. on May 8, 2018.

(The Pledge of Allegiance was recited in the Fire Department Board meeting prior to this meeting.)

Answering roll call:  Mayor Chris Tuter and Trustees Lisa Cookson, Norma Crockett, Shelly Martin, and Rick Trevathan.  Quorum was declared.  Police Chief Larry Sanders and Town Clerk Janice Sharp were present.  No visitors were signed in nor were any visitors signed in to speak.            

1.   Police report for April 2018 was given by Police Chief Sanders, reporting 15 calls received, 0 accidents worked, 8 city citations issued, 1 city arrest made, 0 burglaries reported, 0 larcenies reported, 2 agencies assisted, 3 agencies assisted Disney Police Department, 1 motorist assisted, 4 hours spent in Disney Municipal Court, 0 hours spent in training, 96 hours worked by Police Chief Sanders, 174 hours worked by Reserve Officers, 1 vehicle impounded, 0 storm watches conducted, 0 clean properties worked, and the approximate mileage logged in April 2018 for Unit 1 (2005 Dodge pickup) was 653 miles, Unit 2 (white 2003 Ford Crown Victoria) was 492 miles, Unit 3 (2009 Ford Expedition) was 363 miles, Unit 4 (black 2006 Ford 500 sedan) was 0 miles, and Unit 5 (2015 Ford Explorer) was 697 miles.

Police Chief Sanders reported also that the radar units in the police department vehicles had been tested recently and approved for annual certification.  Police Chief Sanders also reported that the Disney Police Department provided crowd control during the 5K run in April that began in Langley.

a)  No action was taken regarding the review of the maintenance reports on the police department vehicles, maintenance department vehicles, and equipment.  Police Chief Sanders reported that the spotlight on the 2015 Ford Explorer did not operate correctly and would be repaired soon.

During discussion of the repair by All American of the front side windows on the 2009 Ford Expedition, Mayor Tuter suggested a warranty be provided when a larger, substantial repair is made on a town vehicle.  (See Item 4 below for more information on repairs and warranties.)

2.   Mayor’s Report. Mayor Tuter mentioned that Memorial Day weekend indicated the beginning of summer activities in Disney and he had received more calls than usual from people interested in the upcoming activities in Disney.

3.   Approval of Consent Agenda.

a)  Mayor Tuter made a motion, with Trustee Martin seconding the motion, to approve the Meeting Minutes of the Regular Session meeting of the Board of Trustees held on April 10, 2018.  Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes.  Motion carried.

b)  Town Clerk Sharp reported that the financial statement for April 2018 was unavailable at this time, as the accountant’s office had reported a system failure occurring in the accounting office when preparing statements for April.  Town Clerk Sharp reported that Accountant Johnny Ragsdale had advised of an approximate increase of $30 in the upcoming monthly payments to the accounting firm, due to a fee associated with the system upgrade.  Accountant Ragsdale had explained that the estimated increase included $15 each for the client portal and payroll portal of the new accounting system.

c)  Trustee Martin made a motion, with Trustee Crockett seconding the motion, to approve the Estimate of Needs.  Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes.  Motion carried.

4.   Mayor Tuter made a motion, with Trustee Cookson seconding the motion, to approve the Purchase Orders. Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes.  Motion carried.

Town Clerk Sharp advised that Fire Chief Larry Sanders had advised that Purchase Order 12537 under the Fire Department section would be paid by funds from the Disney Fire Department account through the Mayes County Commission office.  Purchase Order 12537 is the repair of the brush truck and pumper truck in the amount of $775.78 paid to All American.

During the discussion of payments to All American posted on the purchase order list for May 2018, specifically Purchase Order 12537 under the Fire Department section and 12531 under the Town section, Police Chief Sanders advised that he had contacted Dusty Wood of All American after the discussion in Item 1(a) of this meeting.  Police Chief Sanders reported that the repairs to both front side windows on the 2009 Ford Expedition (Purchase Order 12531) were under a one year warranty, both for the labor and parts.  Police Chief Sanders also reported that Mr. Wood stated that most repairs are covered for 90 days, up to one year, and that most businesses selling parts provide warranties.

5.   Trustee Martin made a motion, with Mayor Tuter seconding the motion, to approve an annual city-wide yard sale to be named the Annual Disney Island Treasure Hunt to take place this year on Friday and Saturday, June 22 and 23, 2018. Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes.  Motion carried.

Discussion:  Clerk Sharp is to contact Commissioner Ryan Ball to inquire if a dumpster could be provided for the week following the yard sale for a city-wide cleanup.  Advertisements of the yard sale are to be published in the Vinita Journal and Grand Times on Grand Lake papers and posted on the Town website and Facebook.  Trustee Martin plans to ask Rusty Fleming if he will donate the cost of publication in the Grand Times on Grand Lake paper.  Fliers are to be distributed around the community.  Trustee Martin stated that she and Trustee Cookson would continue discussion of incorporating a treasure hunt into the activity to promote more interest among the communities.

6.   Discussions and actions on upcoming off-road vehicle events:

a)  Space rate for upcoming events

b)  Space rate for Big Meat Run (BMR) 2019

Trustee Martin made a motion, with Mayor Tuter seconding the motion, to approve the rates of vendor spaces for events:

  • Non-BMR Events

            Regular rate, $25 per day, per space

            Premium rate, $50 per day, per space

            Electric and water access, $50 per day total

 

  • Big Meat Run

            Regular rate, $50 per day, per space

            Premium rate, $100 per day, per space

            Electric and water access, $50 per day total

 

Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes. Motion carried.

c)  Vendor reservations for upcoming events

Mayor Tuter made a motion, with Trustee Trevathan seconding the motion, to approve the following terms for reservations:

  • deposits accepted on space rentals, first-come, first served (first pay, first choose), based upon the time the check is received, not when it is dated;
  • fifty percent (50%) deposit required at the time of the reservation, with the balance due 30 days prior to the event; and,
  • refunds will not be issued.

Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes.  Motion carried.

Plans are to increase the electric current to 50 amps at two of the electrical receptacles where vendors hook up for electricity.  One receptacle is located in the fire department garage and the other receptacle is located on the light pole near the town sign, both locations are in the area of the town hall building.  Finding property for additional parking around the town hall building and vendor areas was discussed.  No refunds will be allowed on spaces or reservations.  Sending out packets was mentioned as a way to make it a fair process.  Not charging for Thursday was suggested for vendors arriving early to set up.  When a vendor cancels out, the next vendor in line will have the opportunity to rent that space.

7.   Hear, consider, and possible action on petitions from the Audience (3 minutes). No audience participation.

8.   Old Business. None.

9.   Unforeseen Business. Mayor Tutor requested an item on the agenda for the meeting on June 12, 2018, to discuss and possibly act regarding lot rental locations and identifying regular and premium spaces.

10. Comments from the Board Members and Town Clerk. Town Clerk Sharp brought attention to the letter from Grand River Dam Authority regarding the filing of a Proposed Study Plan for the Pensacola Hydroelectric Project (FERC No. 1494-438). She offered to make copies or inquire about an electronic copy.

11. Mayor Tuter made a motion, with Trustee Martin seconding the motion, to adjourn

the meeting at 8:38 p.m.  Voting:  Tuter, yes; Cookson, yes; Crockett, yes; Martin, yes; and Trevathan, yes.  Motion carried, and meeting adjourned.

ATTEST:

 

­­­­­­­­­­­­­­­­­­­­­­­­­­­­________________________

Janice Sharp, Town Clerk

Comments are closed.