BOARD OF CITY COMMISSIONERS PROCEEDINGS
AUGUST 2, 2010 AT 6:30 P.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Regular Session in the Commission Chambers at City Hall, 9th and Broadway, Shawnee, Oklahoma, Monday, August 2, 2010 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Vice Mayor Sims presided and called the meeting to order. Upon roll call, the following members were in attendance.
Linda Peterson - Mayor
Pamela Stephens Frank Sims
Commissioner Ward 1 Commissioner Ward 2 – Vice Mayor
James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4
John Winterringer Carl Holt
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Linda Peterson
CALL TO ORDER
DECLARATION OF A QUORUM
INVOCATION Don Lynch
Emergency Management Director
AGENDA ITEM NO. 1: Consider approval of Agenda:
A motion was made by Commissioner Harrod, seconded by Commissioner Collier to approve the Agenda. Motion carried 6-0.
AGENDA ITEM NO. 2: Consider approval of Consent Agenda
a. Acknowledge staff will proceed in the instant meeting with the opening and consideration of bids as set forth in Agenda Item Number 7.
b. Minutes from the July 19, 2010 meeting.
c. Acknowledge the following minutes:
• Sister Cities Council minutes from April 20, 2010
d. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution Plan for Joel Wicker, Maintenance I - Water Distribution.
e. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution plan for Charles Retherford, Animal Control Officer - Police Department.
f. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution plan for James Smith, Equipment Operator I - Street Department.
g. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution plan for Evan Bordeaux, Dispatch - Police Department.
h. Approve Budget Amendment inCapital Improvement Fund 301 and SAA FUND 511to appropriate fund balance in Fund 511 and transfer budget money from Capital Improvement Fund 301 to allow for purchasing of furniture and equipment for Airport. Furniture and equipment is in receivership and held by 1st National Bank.
i. Approve Budget Amendment in Street Improvement Fund 302 to appropriate fund balance for payment to B & B Builders, LLC to construct a new parking lot at the airport terminal building. Note: Amendment was originally approved 5/17/10 however the project was not completed in FY09-10 and the amount rolled into the fund balance at year end.
j. Approve Budget Amendment Shawnee Airport Authority Fund 511 to appropriate funds anticipated to be received from the Oklahoma Aeronautics Commission and Economic Development Administration to construct a new airport terminal building.
k. Approve Transfer of Budget Between Departments and/or Projects in SMA Fund 501to transfer budget within the SMA Fund 501 to purchase a boat for Wes Watkins Lake.
l. Approve Budget Amendment and Appropriation of Available Fund Balance General Fund to budget for applied-for FEMA and state grant funds for the City of Shawnee spring storm debris cleanup. FEMA will reimburse 75% of eligible cost, State 12 ½% and the City’s portion of the costs will be 12 ½%.
m. Approve Budget Amendment FY 2010-2011 for 2010 CDBG Entitlement Grant Fund to appropriate 2010 CDBG Entitlement Funds for FY 2010-2011.
n. Acknowledge receipt of DEQ Permit No. WL000063100331 for waterline to serve the Shawnee Housing Highland Project – fire hydrant and valves.
o. Acknowledge receipt of DEQ Permit No. WT000063100255 for construction of one 2,800 gpm high service pump station improvements, Facility No. 102054.
p. Acknowledge correction of address regarding Lake Site Lease Transfer for Lot 9 Magnino A Tract, on July 19, 2010 agenda from 17320 Magnino Road to 17322 Magnino Road.
q. Acknowledge award of Citizens Corps Grant Funds from Oklahoma Office of Homeland Security.
r. Mayor’s Appointments:
Tom Bierd Zoning Board of Adjustment term to expire 6/01/11
Linda Malley Beautification Committee term to expire 12/31/12
Paul Malley Beautification Committee term to expire 12/31/10
A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to approve the Consent Agenda. Motion carried 6-0.
City Engineer John Krywicki introduced this ordinance and explained the amendment which adopts the September 3, 2010 Flood Plain Maps. The ordinance will also allow for the inclusion of fines and fees as it relates to building in flood plain areas.
A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to adopt Ordinance No. 2437. The ordinance was introduced and read into the record:
AN ORDINANCE AMENDING ARTICLE III, FLOOD DAMAGE PREVENTION, CHAPTER 14, IN ITS ENTIRETY, OF THE CODE OF THE CITY OF SHAWNEE, OKLAHOMA; ADOPTING NEW FLOOD DAMAGE PREVENTION STANDARDS; PROVIDING FOR SEVERABILITY, AND DECLARING AN EMERGENCY.
Thereby, Ordinance No. 2437 was passed and approved. Motion carried 5-0.
Regarding Agenda Item 7(a), the opening of bids to Rehabilitate Runway 17-35, Rehabilitate and Realign the Parallel Taxiway and Improve the Runway Safety Area; AIP Project 3-40- 0088-014-2010; OAC Project SNL-10-FS; Bid Contract No. COS- PW-10-01, two bids were received, opened in the public meeting and read into the record.
Haskell Lemon Construction Co. $2,996,187.00
Oklahoma City, OK
Schwarz Paving Co. Inc. $3,281,760.50
Oklahoma City, OK
The Engineer’s Estimate for this project is $3,200,000.00.
Interim Director of Operations James Bryce asked to defer the bid award until the next regular city commission meeting to allow staff time to review the bids received.
A motion was made by Commissioner Harrod, seconded by Commissioner Collier, to defer the award of this bid to the August 16, 2010 Commission meeting. Motion carried 5-0-1.
John Krywicki addressed item 7(b) regarding the award of the Shawnee Lake No. 2 Intake Tower Valve Replacements DWSRF Project N.: P40-102050-01. Mr. Krywicki recommended that the bid be awarded to Urban Contractors in the amount of $163,500.00 as the lowest and best bid received.
A motion was made by Commissioner Collier, seconded by Commissioner Holt, to award the bid for the Lake No. 2 Intake Tower Replacements to Urban Contractors in the amount of $163,500.00. Motion carried 6-0.
AGENDA ITEM NO. 8: New Business (Any matter not known about or which could not have been reasonably foreseen prior to the posting of the agenda)
There was no new business.
AGENDA ITEM NO. 9: Administrative Reports
Emergency Management Director Don Lynch reported that the bid awarded to Arbor Masters for storm debris clean-up at Shawnee Twin Lakes, fully complied with all bidding specifications. Mr. Lynch stated they would begin work tomorrow morning (August 3rd) and expected the job to take approximately three weeks to complete. Regarding the in-town clean-up, the company working on this project lost approximately one week of work due to to the condition of the Brooksville landfill.
City Engineer John Krywicki reported on the Kickapoo Street project stating that ONG is currently in the process of utililty relocation on the west side of the street. Once ONG has completed their relocation, O.G.&E will begin the relocation of their lines. Mr. Krywicki also reported that two buildings on Kickapoo that will need to be demolished at the City’s expense.
Mr. Krywicki further reported that he will be requesting authorization to advertise for bids for a metal building for Street Department equipment at the next City Commission meeting.
AGENDA ITEM NO. 10: Commissioners Comments
Commissioner Harrod asked about the annual Oklahoma Municipal League conference this year. Due to the current budget situation, he wondered whether the City should pay for attendance. He suggested that registration only be paid by the City, with banquets and meals excluded.
Commissioner Harrod also asked the City Manager about the status of the 911 funds that should have been sent to the City. Mr. McDougal responded that staff was still having conversations with the County regarding the City’s portion of the 911 funds.
AGENDA ITEM NO. 11 : Adjournment
There being no further business before the Commission, a motion was made by Commissioner Harrod, seconded by Commissioner Winterringer to adjourn. Motion carried 6-0. (7:03 p.m.)
Frank Sims, Vice Mayor
Phyllis Loftis, City Clerk
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