Date: 12/16/2013Board: City CommissionDocumentType: MinutesWeb Posted: 1/23/2014 2:00:39 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
DECEMBER 16, 2013 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, December 16, 2013 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. Upon roll call, the following members were in attendance.

Wes Mainord
Mayor

Absent Linda Agee
Commissioner Ward 1 Commissioner Ward 2

James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4

John Winterringer Absent
Commissioner Ward 5 Commissioner Ward 6

ABSENT: Pam Stephens, Steve Smith

INVOCATION Lord’s Prayer led by Mayor Mainord

FLAG SALUTE Led by Commissioner Hall

COMMISSIONER SMITH ARRIVED AT 6:31 P.M.

AGENDA ITEM NO. 1: Election of Vice-Mayor.

A motion was made by Commissioner Agee, seconded by Commissioner Hall, to appoint Commissioner Harrod as Vice Mayor. Motion carried 5-0-1.

AYE: Agee, Hall, Winterringer, Smith, Mainord
NAY: None
ABSTAIN: Harrod

AGENDA ITEM NO. 2: Consider approval of Agenda.

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

AYE: Harrod, Hall, Winterringer, Smith, Agee, Mainord
NAY: None

AGENDA ITEM NO. 3: 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 No. 10

b. Minutes from the December 2, 2013 regular meeting.

c. Acknowledge the following minutes and reports:
• Planning Commission minutes from the November 6, 2013 meeting
• License Payment Report for November 2013
• Project Payment Report for November 2013

d. Authorize staff to advertise Request for Proposals for Shawnee Parks Master Plan

e. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution plan for Cynthia Johnson

f. Approve amendment to contract with Central Disposal, LLC for recycling program

A motion was made by Commissioner Hall, seconded by Commissioner Winterringer, to approve the Consent Agenda Item Nos. 3(a-f). Motion carried 6-0.

AYE: Hall, Winterringer, Smith, Agee, Harrod, Mainord
NAY: None

AGENDA ITEM NO. 4: Commissioners Comments

Commissioner Agee said it was a great Christmas parade and she thanked the citizens for coming out.

AGENDA ITEM NO. 5: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)

There was no Citizens Participation.

AGENDA ITEM NO. 6: Mayor’s presentation of Beautification Committee Awards.

The following were presented with Beautification Committee Awards by Mayor Mainord:

• Church: Wesley United Methodist Church
• Civic Group: Shawnee Lions Club
• Business: Plaza East Labyrinth Park
• Business: GrowthLines, LLC.

AGENDA ITEM NO. 7: Consider a resolution of support for Zimmerman Properties in pursuit of an 84-unit affordable housing development located off Transportation Parkway.

Resolution No. 6459 was introduced.

RESOLUTION OF LOCAL SUPPORT FOR AFFORDABLE HOUSING DEVELOPMENT LOCATED IN THE CITY OF SHAWNEE, OKLAHOMA.

Community Development Director Justin Erickson gave a staff report. Mr. Ben Mitchell, representative for Zimmerman Properties advised that the proposed development is on ten (10) acres more or less and will consist of 84 two and three bedroom apartments. The project will be financed, in part, by affordable housing tax credits. All residents of this apartment complex will be income qualified, initially and annually, to comply with the financial requirements. Mr. Mitchell also reported that the complex will have a brick façade on 60% of the exterior.
Mr. Erickson stated the developer of the property would be responsible for water and sewer extensions to the site; further, that the property is correctly zoned for this project. Mr. Erickson’s recommendation is for approval of the resolution.
A motion was made by Commissioner Agee, seconded by Commissioner Smith, to approve a resolution of support for Zimmerman Properties in pursuit of an 84-unit affordable housing development located off Transportation Parkway. Motion carried 4-2.

AYE: Agee, Smith, Mainord, Hall
NAY: Harrod, Winterringer

Resolution No. 6459 was adopted by the City Commission.

AGENDA ITEM NO. 8: Acknowledge Sales Tax Report received December 2013.

Diane Smith, Assistant to Finance Director, reported that the December Sales Tax receipts were down $34,433.00. Last month the city was up $246,000.00 and there was an issue of $94,000.00 that Cynthia Sementelli, Finance Director, thought was submitted to Shawnee in error. It turned out that an error was made and the overpayment was withheld from this month’s revenue check. So while our revenue amount this month is down, removing the $94,000.00 amount sent in error, still shows sales tax is up by $59,566.00. Year to date we are up $442,843.00 or 5.47%. December sales tax received was $1,315,025.00.

AGENDA ITEM NO. 9: City Manager’s Report.

City Manager Brian McDougal reported on the following:

1. Pension choice. Sixty percent (60%) of employees chose the Defined Benefit Plan (pension) and forty percent (40%) chose the Defined Contribution Plan. The savings to the City is being determined and information will be provided to Commissioners soon regarding the amount.
2. Wellness. He is working with the YMCA regarding offering wellness memberships to City employees.
3. The travel and uniform policies will be reviewed. The travel policy is outdated.
4. Oklahoma Gas & Electric (OG&E) energy savings network. Looking into costs savings and could also be utilized in the future for AMR (Automatic Meter Reading).
5. Work Force is still assisting with cleanup in area creeks.
6. The Avedis Foundation is interested in the city/county 911 Center.
7. City staff will be attending a conference to obtain information regarding alternative fuel sources.

AGENDA ITEM NO. 10: Consider Bids/Proposals:

a. Police Firing Range Tower Project (Open and possible Award)

BIDDER AMOUNT

W.L. McNatt & Company $277,450.00
Oklahoma City, OK

Diversified Construction $275,000.00
Edmond, OK

RFD Co LTD $246,000.00
Sulphur, OK

Police Chief Russell Frantz 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 Vice Mayor Harrod, seconded by Commissioner Hall, to defer the bid award to the January 21, 2014 City Commission meeting. Motion carried 6-0.

AYE: Harrod, Hall, Winterringer, Smith, Agee, Mainord
NAY: None

b. City Hall ADA, Family Restroom Project (Open and possible Award)

BIDDER AMOUNT

Oklahoma Construction LLC $31,984.92
Shawnee, OK

Director of Operation James Bryce read the bid 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 Vice Mayor Harrod, seconded by Commissioner Winterringer, to defer the bid award to the January 21, 2014 City Commission meeting. Motion carried 6-0.

AYE: Harrod, Winterringer, Smith, Agee, Mainord, Hall
NAY: None

c. Proposals for Snow and Ice Removal Assistance (Award)

BID/PROPSAL: Silver Star Construction, Inc. Moore, OK

Emergency Management Director Don Lynch announced that one bid was received and after review and consideration it was staff’s recommendation to award the bid to Silver Star Construction of Moore, Oklahoma in the total amount as follows:

Equipment &
Operators Number
Available Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

8 am to 5 pm
Mon -Fri Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

5 pm to 8 am
Mon – Fri Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

Saturdays &
Sundays Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

Holidays Total Cost to Operate per hour for
Equipment on
Stand-by, staged at
Public Works

Stand by
Equip Staging
Truck with 8 foot
snow plow, salt spreader and Operator

5

$135.00

$145.00

$160.00

$160.00
Same with
6 hour
minimum

Road Grader

$145.00

$175.00

$190.00

$190.00 Same plus
$375 mobilization fee w/6 hour minimum

Front End
Loader

$115.00

$128.00

$145.00

$145.00 Same plus
$375 mobilization fee w/6 hour minimum

Notes: 1) Mobilization fee covers trucking and delivery fee
2) Vendor is only available as a secondary provider in the event that equipment is not needed for service in other jurisdictions where they are already contracted to be a service provider.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to accept staff’s recommendation and award the bid to Silver Star Construction, Inc. in the total amount as follows:

Equipment &
Operators Number
Available Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

8 am to 5 pm
Mon -Fri Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

5 pm to 8 am
Mon – Fri Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

Saturdays &
Sundays Total Cost to Operate per hour including labor, maintenance, fuel, tire, etc.

Holidays Total Cost to Operate per hour for
Equipment on
Stand-by, staged at
Public Works

Stand by
Equip Staging
Truck with 8 foot
snow plow, salt spreader and Operator

5

$135.00

$145.00

$160.00

$160.00
Same with
6 hour
minimum

Road Grader

$145.00

$175.00

$190.00

$190.00 Same plus
$375 mobilization fee w/6 hour minimum

Front End
Loader

$115.00

$128.00

$145.00

$145.00 Same plus
$375 mobilization fee w/6 hour minimum

Notes: 1) Mobilization fee covers trucking and delivery fee
2) Vendor is only available as a secondary provider in the event that equipment is not needed for service in other jurisdictions where they are already contracted to be a service provider.

Motion carried 6-0.

AYE: Harrod, Hall, Winterringer, Smith, Agee, Mainord
NAY: None

AGENDA ITEM NO. 11: 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. 12: Administrative Reports

There was no Administrative Reports.

AGENDA ITEM NO. 13: Adjournment

There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:26 p.m.)

WES MAINORD, MAYOR

ATTEST:

_______________________________
PHYLLIS LOFTIS, CMC, CITY CLERK



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