Date: 2/25/2008Board: City CommissionDocumentType: MinutesWeb Posted: 3/25/2008 8:54:10 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
FEBRUARY 25, 2008 AT 6:30 P.M.

The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session in the Commission Chambers at City Hall, 9th and Broadway, Shawnee, Oklahoma, Monday, February 25, 2008 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.

Chuck Mills
Mayor


Pam Stephens Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2

Marva O’Neal Absent __________________
Commissioner Ward 4 Commissioner Ward 4

Linda Peterson Carl Holt
Commissioner Ward 5-Vice Mayor Commissioner Ward 6


ABSENT: Young


Others in attendance were city staff, City Manager Jim Collard, Treasurer Neva Treiber, City Attorney John Canavan, and Wayne Trotter, Shawnee Sun and Amanda Gire, Shawnee News-Star..
COMMISSIONER YOUNG ARRIVES AT 6:35 P.M.

The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:


NOTICE OF A CALLED SPECIAL SESSION OF THE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA

TO THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA:

You and each of you are hereby notified that by virtue of a call issued by me on this 20th day of February, 2008, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee Oklahoma in the Commission Chambers of City Hall, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on February 25, 2008, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be to authorize staff to authorize staff to advertise for Request for Qualifications (RFQ) for insurance broker, and have a work session to discuss the City of Shawnee Future Street Projects.

Witness my hand this 21st day of February, 2008.
(SEAL)

ATTEST:

s/s Phyllis Loftis________________ s/s James C. Collard___________________
PHYLLIS LOFTIS JAMES C. COLLARD
CITY CLERK CITY MANAGER






















STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.

I received this notice on the 21st day of February, 2008 at 3:00 o’clock p.m., and executed the same by delivering a true and correct copy thereof to the Mayor and to each of the Commissioners of the Board of City Commissioners for the City of Shawnee, Oklahoma as follows:

I delivered a true and correct copy to Mayor Mills in person by Dale S. Goodman at
4:23 o’clock p.m. on February 21, 2008

I delivered a true and correct copy to Commissioner Marva O’Neal in person at 4:29 o’clock p.m. on February 21, 2008

I delivered a true and correct copy to Commissioner/Vice Mayor Linda Peterson in person at 4:40 o’clock p.m. on February 21, 2008

I delivered a true and correct copy to Commissioner Tom Schrzan in person at 4:56 o’clock p.m. on February 21, 2008

I delivered a true and correct copy to Commissioner Pam Stephens in person at 5:00 o’clock p.m. on February 21, 2008

I delivered a true and correct copy to Commissioner Carl Holt by Ruby Holt in person at 9:00 o’clock p.m. on February 21, 2008

I delivered a true and correct copy to Commissioner _____________________________
In person at _____o’clock ___.m on __________________________________________

Mayor/Commissioner(s) Timmy Young could not be found in the City of Shawnee, Oklahoma on February 22, 2008


s/s Mike Roberts
Deputy Court Clerk


CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 25TH DAY OF FEBRUARY, 2008 AT 6:30 O’CLOCK P.M. IN THE COMMISSIONER CHAMBERS OF CITY HALL, 16 W. 9TH, SHAWNEE, OKLAHOMA TO AUTHORIZE STAFF TO ADVERTISE FOR REQUEST FOR QUALIFICATIONS (RFQ) FOR INSURANCE BROKER, AND HAVE A WORK SESSION TO DISCUSS THE CITY OF SHAWNEE FUTURE STREET PROJECTS.



By virtue of the authority vested in me by Section 4, Article IV of the Charter of the City of Shawnee, Oklahoma, a Special Session of the Board of City Commissioners of the City of Shawnee, Oklahoma is hereby called to meet in Commission Chambers at City Hall, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on February 25th, 2008 to authorize staff to advertise for Request for Qualifications (RFQ) for insurance broker, and have a work session to discuss the City of Shawnee Future Street Projects




Witness my hand this 21st day of February, 2008.

s/s James C. Collard __
JAMES C. COLLARD
CITY MANAGER
(SEAL)

ATTEST:

s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK


AGENDA ITEM NO. 1: Authorize staff to advertise for Request for Qualifications (RFQ) for insurance broker.

This item was deferred from the February 19, 2008 regular City Commission meeting. Human Resources Director Kellie Howard explained to the Commission that the qualifications of the broker had been broadened so that both local and out-of-town brokers would be able to submit qualifications.
Ms. Howard stressed that money would not be taken away from employees to pay broker fees nor would any employee’s medical information be given to the broker. In response to a comment made at the February 19th meeting, she assured the board that she would never be a party to anything that would waste taxpayer’s money.
Ms. Howard estimated broker fees at $15,000 or less and also stated that the broker would be utilized for a six-month period.
In response to a question from Commissioner Stephens, Ms. Howard affirmed that once the broker issue was approved, insurance negotiations and selection would be back in the hands of city management.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Holt, to approve authorization of staff to advertise for Request for Qualifications (RFQ) for insurance broker. Motion carried 5-2

AYE: Peterson, Holt, Stephens, Mills, Young
NAY: Schrzan, O’Neal

AGENDA ITEM NO. 2: Work session to discuss the City of Shawnee future street projects.

City Engineer John Krywicki addressed the Commission to discuss current and future street projects.
Mr. Krywicki outlined that projects that have already been funded in the current fiscal year as Rosa Street (Kickapoo to Ione), Broadway Street (Highland to 7th), Westech Road (Harrison to ¼ mile east), Kickapoo (MacArthur to Kickapoo Spur), West University Drive, YMCA Parking Lot. The FY07-08 budget also included street construction not yet identified. Mr. Krywicki then addressed each project separately, giving progress reports for each.
Mr. Krywicki’s recommendations for the FY07-08 unspecified street improvement funding as follows:
Airport Drive (Independence to MacArthur) – mill and overlay paving at an estimated cost of $398,820.
Kickapoo Street (7th to Farrall) – mill and overlay at an estimated cost of $113,140.
Main Street (Kickapoo to Harrison) – mill and overlay, address handicap ramps and restripe street and parking at an estimated cost of $598,000
Highland Street (Kickapoo to Ion) – mill and overly at an estimated cost of $152,000.

Additional future projects discussed were four-laning 45th Street from Kickapoo to Harrison; widening Kickapoo from I-40 to Wolverine to three lanes; four-laning MacArthur from Harrison to Bryan; Phases II and III of the Downtown Streetscape Improvement Project; realigning the intersection and Highland and Union; and other intersection improvements, specifically at Independence and Broadway.
Mr. Krywicki also provided Commissioners with a list showing street repair/improvements made within that past fifteen years. Additionally, he provided Commissioners with street listings of asphalt streets and concrete streets.
Mr. Krywicki will also make this presentation to the Traffic Commission and seek their guidance regarding allocation of money and establishing a curb and guttering policy. Their recommendations will then be presented to the City Commission for approval.
Commissioner O’Neal discussed streets in the Dunbar Heights area where additional street lights are needed.

AGENDA ITEM NO. 3: Adjournment

There being no further business to come before the meeting, a motion was made by Commissioner Stephens, seconded by Commissioner Holt, that the meeting be adjourned. Motion carried 7-0. (7:55 p.m.)
AYE: Stephens, Holt, Schrzan, O’Neal, Mills, Young, Peterson
NAY: None
________________________ CHUCK MILLS, MAYOR

(SEAL)

ATTEST:

_____________________________________
PHYLLIS LOFTIS, CITY CLERK




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