Date: 4/4/2011Board: City CommissionDocumentType: MinutesWeb Posted: 5/13/2011 2:05:35 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
APRIL 4, 2011 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, April 4, 2011 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.

Linda Peterson
Mayor

Absent Frank Sims
Commissioner Ward 1 Commissioner Ward 2-Vice Mayor

James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4

John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6

ABSENT: Stephens

INVOCATION Fire Chief Jimmy Gibson

FLAG SALUTE

AGENDA ITEM NO. 1: Consider approval of Agenda.

A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to approve the Agenda. Motion carried 6-0.

AYE: Harrod, Sims, Peterson, Collier, Winterringer, Smith
NAY: None

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

b. Minutes from the March 21, 2011 regular meeting and the March 21, 2011 special called meeting.

c. Acknowledge the following minutes and reports:

• Shawnee Civic and Cultural Development Authority minutes from January 20, 2011 and February 17, 2011
• License Payment Report through February 28, 2011
• Project Payment Report through February 28, 2011

d. Acknowledge refund of contributions from the Defined Contribution plan for Robert Inman

e. Authorize Staff to advertise for bids the City's Rehab Asphalt Streets Maintenance Project.

f. Acknowledge receipt of and authorize staff to approve grant paperwork for a sub-grant of Citizens Corps Grant funds from the Oklahoma Office of Homeland Security in the amount of $4500.

Commissioner Harrod requested that Consent Agenda Item (e) be pulled for separate consideration.

A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to approve the Agenda Items a – f, less item e. Motion carried 6-0.

AYE: Harrod, Winterringer, Smith, Sims, Peterson, Collier
NAY: None

Regarding Consent Item (e) Commissioner Harrod questioned whether this item (requesting bids for asphalt streets project) would include patching and asphalting the Expo Center parking lot. City Engineer John Krywicki explained this bid request was to obtain information on quantities, which would then determine how many streets could be repaired. He also supplied a list of streets that could be included in this project if approved. It was noted that the resurfacing of the Expo Center parking lot was listed in the Capital Improvements Projects list.

A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to approve Consent Agenda Item 2(e). Motion carried 6-0.

AYE: Harrod, Sims, Peterson, Collier, Winterringer, Smith
NAY: None

AGENDA ITEM NO. 3: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)

There was no Citizens Participation.

AGENDA ITEM NO. 4: Presentation of annual report for the Pioneer Library Systems by Anne Masters, Director.

Ms. Anne Masters of the Pioneer Library System presented the annual report for the Shawnee Library. Ms. Masters distributed packets of information showing increased utilization of the local library. The information also contained financial, marketing and demographic data.

AGENDA ITEM NO. 5: Public hearing and consideration of consider request by Yale Oil Association, Inc. to drill an oil well on property located near 32010 Clearpond Road.

Emergency Management Director Don Lynch provided the staff report regarding this item. Mr. Lynch stated that it is staff’s recommendation to deny the application due to the drilling site’s proximity to Shawnee Twin Lakes. Several Commissioners also expressed concern with the drilling so close to the city’s water supply.

Mr. Jim Stuart, attorney representing Yale Oil Company spoke on their behalf and urged the City Commission to allow the drilling or to table to item until staff and Commissioners’ concerns could be addressed at a future meeting.

Candace Robinson of Yale Oil Company explained that safety measures would be taken and stated that the company drills in sensitive areas frequently with no problems.

With no other persons wishing to speak, Mayor Peterson closed the public hearing.

A motion was made by Commissioner Smith, seconded by Commissioner Winterringer, to table this item to a future meeting to allow Yale Oil Company time to provide, in detail, the safety measures that will be used to protect the City’s water supply during the drilling process and during any subsequent procedures. Motion carried 6-0.

AYE: Smith, Winterringer, Sims, Harrod, Peterson, Collier
NAY: None

AGENDA ITEM NO. 6: Authorize Staff to sign acknowledgement confirming participation in the planning project to create a Pottawatomie County Hazard Mitigation Plan.


A motion was made by Vice Mayor Sims, seconded by Commissioner Collier, to approve the acknowledgement confirming the City’s participation in the planning project to create a Pottawatomie County Hazard Mitigation Plan. Motion carried 6-0.

AYE: Sims, Collier, Winterringer, Smith, Harrod, Peterson
NAY: None

AGENDA ITEM NO. 7: Consider a resolution to declare the fishing dock on Lake No. 2 as surplus property and grant permission for staff to advertise for sealed bids from the public for sale and removal of said dock.

A motion was made by Vice Mayor Sims, seconded by Commissioner Collier, to approve the Resolution to declare the fishing dock on Lake No. 2 as surplus property and grant permission for staff to advertise for sealed bids from the public for sale and removal of said dock.

Resolution No. 6401 was introduced and the title read aloud.

RESOLUTION NO. 6401 ENTITLED: “A RESOLUTION DECLARING THE FISHING DOCK ON SHAWNEE TWIN LAKE NUMBER TWO SURPLUS PROPERTY AND NO LONGER NEEDED FOR CITY PURPOSES; DESCRIBING SAID ITEM; AND AUTHORIZING STAFF TO PROCEED WITH ADVERTISING FOR SEALED BIDS FROM THE PUBLIC FOR SALE AND REMOVAL OF SAID DOCK.”

Motion carried 6-0.

AYE: Sims, Collier, Winterringer, Smith, Harrod, Peterson
NAY: None

AGENDA ITEM NO. 8: Consider a resolution requesting bridge inspection responsibility by the local government for compliance with national bridge inspections standards. Bridge inspection contracts for 2011 and 2012.

A motion was made by Commissioner Collier, seconded by Vice Mayor Sims, to approve the Resolution requesting bridge inspection responsibility by the local government for compliance with national bridge inspections standards. Bridge inspection contracts for 2011 and 2012 as amended.

Resolution No. 6402 was introduced and the title read aloud.

RESOLUTION NO. 6402 ENTITLED: “A RESOLUTION REQUESTING BRIDGE INSPECTION RESPONSIBILITY BY THE LOCAL GOVERNMENT FOR COMPLIANCE WITH NATIONAL BRIDGE INSPECTIONS STANDARDS. BRIDGE INSPECTION CONTRACTS FOR 2010 AND 2011.”

Motion carried 6-0.

AYE: Collier, Sims, Harrod, Peterson, Winterringer, Smith
NAY: None

AGENDA ITEM NO. 9: Consider Bids:

a. Water Rescue Boat Tandem with Dual Trailer (Fire Department)

BIDDER AMOUNT

Erik Johnson $37,800.00
Kingwood, TX

Rescue One Corp. $40,240.00
Huntsville, AL

Fire Chief Jimmy Gibson read the bids into the record and requested that the bid award be deferred to the next meeting to allow staff to review and check references.

A motion was made by Commissioner Winterringer, seconded by Commissioner Collier, to defer the bid award to the April 18, 2011 City Commission meeting. Motion carried 6-0.

AYE: Winterringer, Collier, Smith, Sims, Harrod, Peterson
NAY: None

b. Mall Drive Turn Lanes Project COS-PW-10-04

BIDDER AMOUNT

Nash Construction Co. $253,504.50
Oklahoma City, OK

C-P Integrated Services, Inc. $326,763.18
Oklahoma City, OK

Rudy Construction Co. $258,124.75
Oklahoma City, OK

All Roads Paving, Inc. $248,444.01
Oklahoma City, OK

Shell Construction Co. $256,626.00
Oklahoma City, OK

Arbor Transport & Const. Inc. $359,861.27
Norman, OK

SAC Services Inc. $360,666.65
Oklahoma City, OK

Engineer’s estimate: $180,000.00+

City Engineer John Krywicki read the bids into the record and requested that the bid award be deferred to the next meeting to allow staff time to review. Mr. Krywicki also noted that the bids came in substantially higher than the engineer’s estimate, but that the scope of the project has been increased since the original estimate was provided.

A motion was made by Commissioner Winterringer, seconded by Commissioner Collier, to defer bid awards to the next City Commission meeting. Motion carried 6-0

AYE: Winterringer, Collier, Smith, Sims, Harrod, Peterson
NAY: None

AGENDA ITEM NO. 10: 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. 11: Administrative Reports

City Clerk Phyllis Loftis discussed the Agenda Quick automated agenda that was being debuted at this meeting. It is the intention of city staff to provide an electronic version of the agenda, with no accompanying hard copy beginning at the May 2, 2011.

Deputy Utility Director Randy Brock reported on the Automated Meter Reading project. He announced that staff was working with CDM to help write bids and specifications and to bid this out as a turnkey project. He told the Commission that he would be coming back with additional reports on this project in the future.

Interim Director of Operations James Bryce reported that the City is preparing for a city-wide auction of surplus city equipment. He stated that the equipment that had been fixtures to the Al & James building would be auctioned, as well as property and equipment no longer needed for city purposes. He is contacting auctioneers and will report back when a date for the auction has been determined.

AGENDA ITEM NO. 12: Commissioners Comments

Commissioner Smith reported that he is working with Marilyn Bradford and the Shawnee Public School system to raise awareness of recycling issues through education. He announced that they anticipate having a poster contest within the school system that would coincide with Earth Day. City Commissioners would judge the posters and they would be displayed in City buildings.

AGENDA ITEM NO. 13: Adjournment

There being no further business to be considered, a motion was made by Vice Mayor Sims, seconded by Commissioner Winterringer, that the meeting be adjourned. Motion carried 6-0. (7:41 p.m.)

AYE: Sims, Winterringer, Smith, Harrod, Peterson, Collier
NAY: None



LINDA PETERSON, MAYOR
(SEAL)

ATTEST:


PHYLLIS LOFTIS,
CITY CLERK

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