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Vice Chairman Dale Copeland will preside.

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Bartlesville/Washington County Emergency Management Council City Hall, Council Chambers

401 S. Johnstone Avenue Bartlesville, OK 74003

Minutes of Monday, May 5, 2014

Members Present: Chairman Tom Gorman, City Council Vice Chairman Mike Dunlap, Commissioner Ted Lockin, City Council Mike Bouvier, Commissioner Mike McGrew, City Council Gary Deckard, Commissioner Dale Copeland, City Council Also Present: Ed Gordon, City Manager Jerry Maddux, City Attorney Kary Cox, Emergency Management Director Melissa Pitner, Emergency Management Executive Assistant Elaine Banes, Executive Assistant to City Manager 1. Call to Order

Chairman Gorman called the meeting to order at 6:30 p.m.

2. Approval of the Minutes of the June 7, 2010 Emergency Management Council Meeting Mr. McGrew moved to approve the minutes as presented, seconded by Mr. Deckard. Voting Aye: Mr. Copeland, Mr. McGrew, Vice Chairman Lockin, Mr. Bouvier, Mr. Deckard, Vice

Chairman Dunlap and Chairman Gorman. Voting Nay: None Motion: Passed 3. Discuss of Subcommittee status and possible subcommittee appointments.

Mr. Cox reported that the subcommittee was formed in order to meet and handle any issues that may come up that did not require the full Council to address, or to address issues that may need discussion and research prior to bringing to the full Council for action. The committee was originally made up of two council members, one county commissioner, the emergency management director, and at one time, the Dewey city manager was included.

Following discussion, it was determined that the subcommittee is to continue with the members consisting of

the Mayor of the City, the Chairman of the County Commissioners, the Vice Mayor of the City, the Emergency Management Director, the City Manager, and the administrative assistant to the emergency management director.

Mr. Lockin moved to approve the continuation of the City/County Emergency Management Council Sub-

Committee with members set-out as presented, seconded by Mr. Deckard.

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Voting Aye: Mr. Copeland, Mr. McGrew, Mr. Lockin, Mr. Bouvier, Mr. Deckard, Vice Chairman

Dunlap and Chairman Gorman. Voting Nay: None Motion: Passed

4. Presentation by Kary Cox on program activities.

Mr. Cox listed and reported on the activities, grant opportunities, exercises, and storm shelter registration. He added that the storm shelter registration has grown much larger than envisioned, averaging one to two registrations a day. Using the City and County GIS programs, shelter locations are overlaid on local maps.

Mr. McGrew moved to receive the presentation as presented, seconded by Mr. Deckard. Voting Aye: Mr. Copeland, Mr. McGrew, Mr. Lockin, Mr. Bouvier, Mr. Deckard, Vice Chairman

Dunlap and Chairman Gorman. Voting Nay: None Motion: Passed

5. Presentation by Melissa Pitner on Grant Activities.

Ms. Pitner reported on the various grants utilized in the operations of the Emergency Management and the training, materials and supplies that are purchased and utilized with the funds.

Mr. McGrew moved to receive the presentation as presented, seconded by Mr. Deckard. Voting Aye: Mr. Copeland, Mr. McGrew, Mr. Lockin, Mr. Bouvier, Mr. Deckard, Vice Chairman

Dunlap and Chairman Gorman. Voting Nay: None Motion: Passed 6. Presentation by Kary Cox of proposed budget. Mr. Cox provided a budget history, and then reported that the increase in the personnel category reflects a raise

that was implemented last year by the County but not included in the request to the City as it came in as a mid-year adjustment, and a new request for a 10% increase for the Administrative Assistant’s position for the coming year. Mr. Cox reported that Ms. Pitner, whose resume was included in the packet, has earned many training accomplishments over the past seven years, adding that she is now in the top 25% of directors in Oklahoma and in the top 10% of Admin Assistants, yet her salary is near the bottom. He added that he would like to see her salary increased to between $31,000-$32,000 a year, which would be approximately mid-range according to administrative assistant salary surveys researched.

Mr. Cox continued reporting that the increase in Maintenance & Operations reflects increases based on moving

a previous cost for purchase order software that had been budgeted by the I.T. Department in the past into the EOC budget where it is actually used, amounting to $1,295 annually. Also, a new request was added for the addition of janitorial services at the EOC in the amount of $3,900 annually. Additionally, an increase of $1,000

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is to cover increasing fuel costs is included. Mr. Cox also briefly addressed the siren reports also included in the packet. A brief discussion ensued covering the improved quality of the storm sirens; the increase in fuel costs; and the

proposed increase in the administrative assistant’s salary. Mr. Lockin moved to receive the presentation as presented, seconded by Mr. Deckard. Voting Aye: Mr. Copeland, Mr. McGrew, Mr. Lockin, Mr. Bouvier, Mr. Deckard, Vice Chairman

Dunlap and Chairman Gorman. Voting Nay: None Motion: Passed 7. Adjournment

There being no further business, Chairman Gorman adjourned the meeting at 6:59 p.m.

Respectfully Submitted,

Tom Gorman, Chairman