BOARD OF CITY COMMISSIONERS PROCEEDINGS
OCTOBER 4, 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, October 4, 2010 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Peterson presided and called the meeting to order. Upon roll call, the following members were in attendance.
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
CALL TO ORDER
DECLARATION OF A QUORUM
INVOCATION Rev. David Henry
Calvary Baptist Church
AGENDA ITEM NO. 1:
Consider recess of Board of City Commissioners to convene Shawnee Municipal Authority.
A motion was made by Commissioner Harrod, seconded by Commissioner Collier, to recess the Board of Commissioners meeting and convene the Shawnee Municipal Authority. Motion carried 7-0 (6:33 p.m.)
AGENDA ITEM NO. 4: 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 8.
b. Minutes from the September 20, 2010 meeting and the September 23, 2010 Special Called meeting.
c. Acknowledge the following minutes:
• Wes Watkins Oversight Committee meeting minutes from August 26, 2010
• Shawnee Civic and Cultural Development Authority minutes from August 19, 2010
d. Consider Supplemental Agreement No. 1 – “Reconstruct and Realign the South 4,300 Feet of the Parallel Taxiway System, Rehabilitate the North Portion of the Taxiway, and Phase 1 – Improve the RSA Runway 17 End”, COS Project No. COS-PW-10-01, FAA AIP Project No. 3-40-0088-014-2010 OAC Project No. SNL-10-FS.
e. Lake Site Lease Transfer and Renewals:
• Lot 13 Johnston Tract, 16624 Stevens Road
From: R. Burton and T. Burton
To: T. Burton and W. Mesner
• Lot A Hart Tract, 16001 Hart Road
E. Agee and L. Agee
• Lot 3 Eckel Tract, 15402 Eckel Road
• Lot 7 Mosler Tract, 16308 Archery Range Road
• Lot 14 Magnio Tract, 16704 Clearpond Lane
M. Clements and S. Clements
• Lot 2 Fry Tract, 17404 Magnino Road
H. Land and M. Land
• Lot 19 Johnston Tract, 16602 Stevens Road
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to approve the Consent Agenda as listed. Motion carried 7-0.
AGENDA ITEM NO. 5: Citizens Participation (A three minute limit per person)
(A twelve minute limit per topic)
Mr. Jim Sims addressed the Commission and apologized for his past behavior. He also wanted Commissioners and City staff to be aware of the cross slope grade when constructing sidewalks.
AGENDA ITEM NO. 6: Discuss and consider special call meeting for October 21, 2010, regarding tour of Expo Center facilities.
Mike Jackson, Expo Manager, invited the City Commissioners to join the Expo Board and County Commissioners for a tour of the Expo facilities at their October 21st regular meeting. The meeting begins at 12:30 p.m. and lunch will be provided.
It is unclear if a quorum of City Commissioners will be able to attend, but in the event a quorum is present, a Motion was made by Vice Mayor Sims, seconded by Commissioner Winterringer to call a Special Meeting of the Board of City Commissioners for October 21, 2010 at 12:30 p.m. for the purpose of touring the Expo facilities.
AGENDA ITEM NO. 7: Consider and take action with respect to a resolution approving action taken by the Shawnee Municipal Authority authorizing issuance, sale and delivery of a promissory note of the authority to the Oklahoma Water Resources Board; ratifying and confirming a lease agreement whereby the City of Shawnee leased its water and sanitary sewer systems to the Shawnee Municipal Authority; and containing other provisions related thereto.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to approve Resolution No. 6293 .
Resolution No. 6293 was then introduced and read into the record.
A RESOLUTION APPROVING ACTION TAKEN BY THE SHAWNEE MUNICIPAL AUTHORITY AUTHORIZING ISSUANCE, SALE AND DELIVERY OF A PROMISSORY NOTE OF THE AUTHORITY TO THE OKLAHOMA WATER RESOURCES BOARD; RATIFYING AND CONFIRMING A LEASE AGREEMENT WHEREBY THE CITY OF SHAWNEE LEASED ITS WATER AND SANITARY SEWER SYSTEMS TO THE SHAWNEE MUNICIPAL AUTHORITY; AND CONTAINING OTHER PROVISIONS RELATED THERETO.
a. Repairs to Screw Pumps Contract No. COS-SMA-11-03 (Open)
Utility Director Jim Bierd read the following bids into the record:
D BARCO, LLC $189,270
HOWARD ESTRUCT, LLC/ $180,000
Mr. Bierd asked that the bid award be deferred to the next regular City Commission meeting to allow staff time to review and check references. A motion was made by Commissioner Harrod, seconded by Commissioner Stephens, to defer the bid award to the October 18, 2010 City Commission meeting. Motion carried 7-0.
b. Chlorination/Dechlorination Equipment Contract No. COS-SMA-11-02 (Open)
Utility Director Jim Bierd read the following bids into the record:
D BARCO, LLC $55,286
HOWARD ESTRUCT, LLC/ $59,500
Mr. Bierd asked that the bid award be deferred to the next regular City Commission meeting to allow staff time to review and check references. A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to defer the bid award to the October 18, 2010 City Commission meeting. Motion carried 7-0.
d. Metal Storage Building for Public Works
Contract No. COS-PW-10-02 (Award)
City Engineer John Krywicki addressed this bid award. The low bid, when considering the base bid only, was Buoy Brothers Construction Co. However, due to unfavorable recommendations from staff regarding unfinished and unsatisfactory work, Mr. Krywicki had considered recommending awarding the project to the next lowest bidder. After discussion with the low bidder, it is now Mr. Krywicki’s recommendation to award the project to the low bidder, Buoy Brothers Construction, contingent upon their completion of other unfinished City projects.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims to award the bid for the Metal Storage Building for Public Works to Buoy Brothers Construction contingent upon their completion of other unfinished City projects. Motion carried 7-0.
e. Installation of Fire Sprinkler System at Fire Station No. 1 (16 West 9th) (Award)
f. Installation of Fire Sprinkler System at Fire Station No. 2 (1401 North Bryan Street) (Award)
g. Installation of Fire Sprinkler System at Fire Station No. 3 (306 East MacArthur Street) (Award)
h. Installation of Fire Alarm System at Fire Station No. 1 (16 West 9th ) (Award)
i. Installation of Fire Alarm System at Fire Station No. 2 (1401 North Bryan Street) (Award)
j. Installation of Fire Alarm System at Fire Station No. 3 (306 East MacArthur Street) (Award)
Fire Chief Jimmy Gibson stated that FEMA Fire Fighter Grant required that all of these projects be done. Two of the alarm bids came in under bid, but all other bids were over budget. Therefore, Chief Gibson recommended that all bids be rejected. He noted that there would be future opportunities to apply again for the grant.
Regarding items e, f, g, h, i, and j, a motion was made by Vice Mayor Sims, seconded by Commissioner Holt, to accept staff’s recommendation and reject all bids. Motion carried 7-0.
Police Chief Russell Frantz informed the Commission of the award of a COPS grant in the amount of $477,120, which will allow the City to hire three additional police officers with salaries paid from the grant for the next three years. At the end of the grant period, it would be the City’s obligation to assume the payment of the officers in the fourth year.
Chief Information Officer Stephen Nolen informed the Commission about the City’s plan to automate the agenda process. It is the City’s intention to supply iPads to Commissioners and key staff members to receive their agenda packets electronically. Additionally, the iPads can be a tool for the Commissioners to access the City’s code book, check progress on public nuisances, check their City emails and many other uses that will expedite information to them.
AGENDA ITEM NO. 11: Commissioners Comments
Commissioner Harrod asked Community Development Director Justin Erickson about the new lake lease payment schedule. Mr. Erickson stated that the new rates would go into effect November 1, 2010. Further, he has received positive feedback from leaseholders, with some opting to pay the higher rates now just to receive the longer lease term. Mr. Erickson also stated that he would supply a copy of the new lake lease form to Commissioners for their review prior to November 1st.
AGENDA ITEM NO. 12: Adjournment
There being no further business to come before the Commission, a motion was made by Vice Mayor Sims, seconded by Commissioner Harrod, to adjourn. Motion carried 7-0 (7:12 p.m)
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