Date: 4/9/2012Board: City CommissionDocumentType: MinutesWeb Posted: 4/17/2012 1:18:12 PM
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BOARD OF CITY COMMISSIONERS
CITY OF SHAWNEE
SPECIAL CALLED SESSION
APRIL 9, 2012

The Board of City Commissioners met in Special Called Session at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma, Monday, April 9, 2012 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
Chairman

Absent Frank Sims
Commissioner Ward 1 Vice Mayor

James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4

John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6

Commissioner(s) absent: Stephens

Others in attendance were City Manager Brian McDougal, City Clerk Phyllis Loftis, Finance Director/Treasurer Cynthia Sementelli, City Attorney Mary Ann Karns, Justin Erickson, Jim Bierd, Randy Brock John Krywicki, Russell Frantz, Ryan Ayers, Don Lynch and James Bryce. The media was represented by Kory Oswald, Shawnee News Star and Johnna Ray, Countywide News.

Other parties in attendance that signed in were Tim Burg, Butch Victor, Marta Land, Joe Ford, Randy Smith, Richard Finley, Kate Joyce, Wes Mainord, Jim Collard, Linda Agee, Elton Agee, Holly Gordon, Douglas Gordon, Theresa Cody, Karen Bays, Nancy Keith, Lakisha Meade, Theodor Rogers, Mitch Hale, Mike Adcock, Lai Tabror and Melissa Dennis

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 CITY COMMISSION 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 4th day of April, 2012, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma at 6:30 p.m. on April 9, 2012, and you are hereby notified to be present at said meeting.

The purpose of the said special call session of the City Commissioners will be presentation and discussion of water yield study, general discussion of long term needs of the City, including without limitation:
a. Community Park f. Emergency communications/towers, radio, etc.
b. Swimming pool g. E-911
c. Streets and sidewalks h. Expo improvements
d. Streetscape improvements i. Economic development funding
e. Demolition of dilapidated j. Existing and future budgets, including capital funding
structures k. Prioritization of needs

(SEAL)

ATTEST:

s/s Phyllis Loftis s/s Brian McDougal
PHYLLIS LOFTIS BRIAN MCDOUGAL
CITY CLERK CITY MANAGER

STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.

I received this notice on the 4th day of April, 2012 at 9:02 o’clock s.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the City of Shawnee, Oklahoma as follows:

I delivered a true and correct copy to Mayor Linda Peterson
via e-mail at 3:40 o’clock p.m. on April 4, 2012

I delivered a true and correct copy to Commissioner Frank Sims
via e-mail at 7:55 o’clock p.m. on April 4, 2012

I delivered a true and correct copy to Commissioner John Winterringer
via e-mail at 9:02 o’clock a.m. on April 4, 2012 but no response was received

I delivered a true and correct copy to Commissioner Steve Smith
via e-mail at 9:02 o’clock a.m. on April 4, 2012 but no response was received

I delivered a true and correct copy to Commissioner James Harrod
via e-mail at 2:07 o’clock a.m. on April 5, 2012

I delivered a true and correct copy to Commissioner Pam Stephens
via e-mail at 9:02 o’clock a.m. on April 4, 2012 but no response was received

I delivered a true and correct copy to Commissioner Billy Collier
via e-mail at 7:56 o’clock p.m. on April 4, 2012


s/s Phyllis Loftis City Clerk

CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 9TH DAY OF APRIL, 2012 AT 6:30 O’CLOCK P.M. AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE, SHAWNEE, OKLAHOMA. THE PURPOSE OF THE SAID SPECIAL CALL SESSION OF THE CITY COMMISSIONERS WILL BE PRESENTATION AND DISCUSSION OF WATER YIELD STUDY, GENERAL DISCUSSION OF LONG TERM NEEDS OF THE CITY, INCLUDING WITHOUT LIMITATION: A. COMMUNITY PARK; B. SWIMMING POOL; C. STREETS AND SIDEWALKS; D. STREETSCAPE IMPROVEMENTS; E. DEMOLITION OF DILAPIDATED STRUCTURES; F. EMERGENCY COMMUNICATIONS/TOWERS, RADIO, ETC.; G. E-911; H. EXPO IMPROVEMENTS; I. ECONOMIC DEVELOPMENT FUNDING; J. EXISTING AND FUTURE BUDGETS, INCLUDING CAPITAL FUNDING; K. PRIORITIZATION OF NEEDS.

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 at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma at 6:30 p.m. on April 9, 2012 for 2012 for a presentation and discussion of water yield study, general discussion of long term needs of the City, including without limitation:
a. Community Park f. Emergency communications/towers, radio, etc.
b. Swimming pool g. E-911
c. Streets and sidewalks h. Expo improvements
d. Streetscape improvements i. Economic development funding
e. Demolition of dilapidated j. Existing and future budgets, including capital funding
structures k. Prioritization of needs

Witness my hand this 4th day of April, 2012.

s/s Brian McDougal BRIAN MCDOUGAL
CITY MANAGER

(SEAL)

ATTEST:

s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK


CALL TO ORDER:

DECLARATION OF A QUORUM

Roll was called with six Commissioners present and a quorum was declared.

AGENDA ITEM NO. 1: Presentation and discussion of water yield study

The Multi- Reservoir Yield and Operations Analysis was prepared and presented by Amber Wooten and Kirk Westphal of CDM Smith.
City Manager Brian McDougal explained the need for the water yield study and noted that the project has taken in excess of 12 months to complete.

The presentation began with Ms. Wooten defining terms used in this study and stressed the importance of two items:
a. That even at the lowest projections, Shawnee reservoirs can meet the needs of our community until at least 2060.
b. That a drought management plan is in place that contains well-defined triggers to alert staff well in advance of implementation of drought management issues.

Mr. Westphal discussed the hydrology of both Shawnee Twin Lakes and Wes Watkins Reservoir. He further presented four operating scenarios, as listed below, from which the city could choose to utilize.
a. Prioritize Wes Watkins
b. Prioritize Shawnee Twin Lakes
c. Prioritize Twin Lakes without withdrawing from Wes Watkins Recreation Pool.
d. Balance the use from both Shawnee Twin Lakes and Wes Watkins without withdrawing from Wes Watkins recreation pool

It was noted that Shawnee Twin Lakes is currently capable of producing approximately 5.5 million gallons per day and Wes Watkins approximately 3.5 – 4 million gallons per day.

A review of watershed assessment and reservoir seepage indicates that seepage is minimal and dependent on lake elevation.


The drought management plan was discussed with the following triggers:

Voluntary Restrictions – when Shawnee Twin Lakes or Wes Watkins reaches 1064 feet.
Level 1 Mandatory – when Shawnee Twin Lakes reach an elevation of 1058 feet and/or average weekly WTP production exceeds 6.0 mgd.

Level 2 Mandatory – Shawnee Twin Lakes reach an elevation of 1057 feet and/or average weekly WTP production exceeds 6.5 mgd.

Level 3 Mandatory – Shawnee Twin Lakes reach an elevation of 1056 and average weekly WTP production exceeds 4.0 mgd.

Level 4 Mandatory – Shawnee Twin Lakes reach an elevation of 1055 feet and average weekly WTP production exceeds 3.5 mgd.

At the conclusion of the presentation, Mayor Peterson asked for staff to bring to the Commission a recommendation regarding the yield study and drought management plan. She also asked for staff to look at whether the need still exists to continue paying the meter fee for the Atoka line.

AGENDA ITEM NO. 2: General discussion of long term needs of the City, including without limitation:
a. Community Park
b. Swimming pool
c. Streets and sidewalks
d. Streetscape improvements
e. Demolition of dilapidated structures
f. Emergency communications/towers, radio, etc.
g. E-911
h. Expo improvements
i. Economic development funding
j. Existing and future budgets, including capital funding
k. Prioritization of needs

Mayor Peterson noted that there have been some private citizen groups meeting regarding some of the capital improvement projects, specifically the swimming pool, and she would like these groups to enter into the public discussion and share their ideas to help solve the difficult issues of needs, funding and prioritization of projects. Regarding the Municipal Pool, it was noted that in order for the pool to open in 2013, approximately $500,000 worth of repairs are needed.

Citizens speaking in favor of keeping the pool open and remaining in its current location at Woodland Veterans Park were Holly Gordon, Douglas Gordon, Marta Land, Kate Joyce, Theresa Cody and Wes Mainord.

Commissioner Sims asked those present for ideas regarding funding the repairs. Linda Agee stated that it is common for other cities to support parks and recreation activities from hotel/motel taxes and suggested that might be an option to consider raising that tax.
It was also noted that Community Health Partners is establishing a trust in the amount of $108,000,000 for health and wellness issues in the community. Mike Adcock, who serves on the Hospital Board, noted that he had been approached by several people who asked about making application to the trust for renovation of the pool. Mr. Adcock stated that he thought it could be a viable option, although funds will not be available for at least a year.

Another item discussed at length was the public safety need for a north side radio tower to cover dead areas in the northern part of Shawnee. Police Chief Russ Frantz stressed the need for north side tower. Don Lynch, Emergency Management Director stated that the total costs for the new tower and to upgrade our current tower would be $2.5 million dollars.
A discussion regarding combining the 911 emergency centers (City and County) was touched upon by Police Chief Russell Frantz and County Commissioner Melissa Dennis. Commissioners suggested that a joint meeting, along with the E-911 board, should be scheduled as soon as possible.

Other topics of discussion included central heat and air for the Municipal Auditorium, education, library needs and neighborhood revitalization.

AGENDA ITEM NO. 3: ADJOURNMENT

There being no further business to come before the meeting, a motion was made by Commissioner Sims, seconded by Commissioner Winterringer, that the meeting be adjourned. Motion carried. (8:50 p.m..)


LINDA PETERSON,MAYOR
(SEAL)

ATTEST:

_________________________
PHYLLIS LOFTIS,
CITY CLERK


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