Date: 12/19/2005Board: City CommissionDocumentType: MinutesWeb Posted: 8/25/2006 9:20:51 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS

DECEMBER 19, 2005 AT 5:30 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 19, 2005 at 5:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.

Chuck Mills
Mayor
Tom Claybrook Wes Beck
Commissioner Ward 1 Commissioner Ward 4

Marva O’Neal Bob Downing
Commissioner Ward 3 Commissioner Ward 6

ABSENT:

Tom Schrzan
Commissioner Ward 2

Linda Peterson
Commissioner Ward 5-Vice Mayor

Before the invocation, Mayor Mills asked for a moment of silence for Glen Collins, a 38-year employee of the City of Shawnee, whose life was claimed in a traffic accident last week.

VICE MAYOR PETERSON NOW PRESENT AT 5:33 P.M.

INVOCATION Reverend Mike McCauley
Family Angelic Hospice

FLAG SALUTE Mayor Mills

AGENDA ITEM NO. 1: 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. 21.

b. Consider approval of minutes from the December 5, 2005 meeting.

c. Budget Amendments in Capital Improvement Fund and Gifts and Contributions Fund.

d. Transfers of Appropriations in General Fund.

e. Acknowledge the following reports and minutes:

* Sales Tax Report through December, 2005.

 License Payment Report for the month of November, 2005.

 Planning Division Project Payment Report for the month of November, 2005.

 Shawnee Urban Renewal Authority minutes from the November 22, 2005 meeting.

 Shawnee Beautification Committee minutes from the November 7, 2005 meeting.

 Planning Commission minutes from the November 2, 2005 meeting.

 Sister Cities Council minutes from the November 8, 2005 meeting.

f. Lakesite Lease Renewal

Lot 16, North School Tract

Loyle and Doris Coleman
31213 Ingram Road
Shawnee, OK 74801

g. Approve out-of-state travel for Mike Wolf to attend Home Energy Rater Certification Training in Manhattan, Kansas, January 22 – 28, 2006.

h. Approve request by District Attorney Richard Smotherman for $20,000 to support Drug Task Force.

i. Authorize staff to request proposals for the Enhancement Project and Interstate 40 and Harrison Street.

j. Authorize staff to advertise for bids for fencing at Water Treatment Plant.

k. Acknowledge U.S. Department of Housing and Urban Development audit of C.D.B.G. Entitlement Grant.

l. Appointment:

Civic and Cultural Development Authority:

Reappoint Carl Packwood to a four-year term to expire 12/31/09

Before voting on the Consent Agenda, Commissioner Claybrook asked that Item (h) be pulled for separate consideration.
A motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, to approve the Consent Agenda Item No.1 (a-l), less (h). Motion carried 6-0.

AYE: Claybrook, Peterson, O’Neal, Mills, Beck, Downing
NAY: None

Under Consent Agenda Item (h), Police Chief Chitwood told the Commission that the Drug Task Force was operating and the Police Department was continuing to work with the unit.
A motion was made by Commissioner Claybrook, seconded by Commissioner O’Neal, that the request made by District Attorney Richard Smotherman for $20,000 in support of the Drug Task Force be approved. Motion carried 6-0.

AYE: Claybrook, O’Neal, Mills, Beck, Peterson, Downing
NAY: None

AGENDA ITEM NO. 2: Mayor’s Presentation:

a. Resolution of Appreciation to Steve Medley for over 26 years of loyal service to the City of Shawnee.

Mayor Mills presented a Resolution of Appreciation to Steve Medley for over 26 years of loyal service to the City of Shawnee as a firefighter in the Fire Department.

Resolution No. 6259 was introduced and the title read aloud.

Resolution No. 6259 entitled “A
resolution expressing appreciation to Steve Medley for over 26 years of loyal service to the City of Shawnee, Oklahoma; directing that said resolution be spread upon the official records of the City of Shawnee, Oklahoma; and authorizing a copy be presented to Steve Medley.”

A motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, that the Title and Resolution No. 6259 be approved. Motion carried 6-0.

AYE: Claybrook, Peterson, O’Neal, Mills, Beck, Downing
NAY: None

Thereupon Mayor Mills declared Resolution No. 6259 duly passed and adopted.

b. Resolution of Appreciation to Kenneth Henderson for over 20 years of loyal service to the City of Shawnee.

Mayor Mills read into record Resolution of Appreciation to Kenneth Henderson for over 20 years of loyal service to the City of Shawnee serving in the Police Department. Mr. Henderson was not present at the meeting.

Resolution No. 6260 was introduced.

Resolution No. 6260 entitled “A resolution expressing appreciation to Kenneth Henderson for over 20 years of loyal service to the City of Shawnee, Oklahoma; directing that said resolution be spread upon the official records of the City of Shawnee, Oklahoma; and authorizing a copy be presented to Kenneth Henderson.”

A motion was made by Vice Mayor Peterson, seconded by Commissioner O’Neal, that the Title and Resolution No. 6260 be approved. Motion carried 6-0.

AYE: Peterson, O’Neal, Claybrook, Mills, Beck, Downing
NAY: None

Thereupon Mayor Mills declared Resolution No. 6260 duly passed and adopted.

c. Resolution of Appreciation to Darrell Ulrickson for over 16 years of loyal service to the City of Shawnee.

Mayor Mills read into record a Resolution of Appreciation to Darrell Ulrickson for over 16 years of loyal service to the City of Shawnee serving in various divisions with the last being the Water Productions division. Mr. Ulrickson was not present at the meeting.

Resolution No. 6261 was introduced.

Resolution No. 6261 entitled “A resolution expressing appreciation to Darrell Ulrickson for over 16 years of loyal service to the City of Shawnee, Oklahoma; directing that said resolution be spread upon the official records of the City of Shawnee, Oklahoma; and authorizing a copy be presented to Darrell Ulrickson.”

A motion was made by Vice Mayor Peterson, seconded by Commissioner O’Neal, that the Title and Resolution No. 6261 be approved. Motion carried.6-0.

AYE: Peterson, O’Neal, Claybrook, Mills, Beck, Downing
NAY: None

Thereupon Mayor Mills declared Resolution No. 6261 duly passed and adopted.

AGENDA ITEM NO. 3: Swearing-in of the following recently promoted Shawnee Police Officers: Lt. Russell Frantz, Sgt. Rodney Taylor, Sgt. Mason Wilson, Sgt. Rick Greenland and Sgt. Ken King.

Municipal Judge Robert H. Jones administered the Oaths of Office to the following individuals who were recently promoted: Lt. Russell Frantz, Sgt. Rodney Taylor, Sgt. Mason Wilson, Sgt. Rick Greenland and Sgt. Ken King.

AGENDA ITEM NO. 4: Presentation by Blake Wade with Oklahoma Centennial Commission regarding plans and projects for the 2007 Oklahoma Centennial Celebrations.

Mr. Blake Wade, Director of the Oklahoma Centennial Commission, was invited by Mayor Mills to present a video that had been presented previously at a conference, promoting the plans and projects for the 2007 Oklahoma Centennial celebrations held throughout the state.
Mr. Wade encouraged the City to start planning its activities in Shawnee to commemorate the centennial and he noted that the City of Tulsa would kickoff the centennial on November 16, 2006.
Mayor Mills acknowledged that volunteers were needed for planning the event for Shawnee.

AGENDA ITEM NO. 5: Presentation by Chuck Potts of the State of Oklahoma Water Resources Board regarding Wes Watkins Reservoir beneficial use.

Mr. Chuck Potts, of the Water Quality Standard Division at the State of Oklahoma Water Resources Board, gave a presentation about the sensitive water supply in the Shawnee Twin Lakes and watershed.
He indicated that many watersheds needed to be revisited since Oklahoma was in a drought.
City Manager Collard commented that water for the City of Shawnee was high priority.
Mr. Potts stated that if Shawnee chose to incorporate Wes Watkins Reservoir into its water system for future use, then the City needed to petition the Oklahoma Water Resources Board to have the Wes Watkins listed as a water supply reservoir.
It was noted that the water shed covers less than 33.9 miles and the Town of McLoud was the only community involved in the watershed area.
The Commission thanked Mr. Potts for the information and staff recommended to begin the process of securing the water supply reservoir.

AGENDA ITEM NO. 6: Public hearing and consider an ordinance rezoning property located at 14508 Walker Road from A-1; Agricultural District to A-1P; Agricultural District with Conditional Use Permit to allow for a manufactured home at this location. (Applicants: Eric and Michelle Peters).

Mayor Mills declared a public hearing in session to consider the rezoning of property located at 14508 Walker Road to allow for a manufactured home.
Community Development Director Mike Southard advised the Commission that the Planning Commission had deferred this item to its January 4, 2006 meeting.
A motion was made by Commissioner Downing, seconded by Commissioner O’Neal, to defer consideration of the rezoning of property located at 14508 Walker Road to allow for a manufactured home to its January 19, 2006 meeting. Motion carried 6-0.

AYE: Downing, O’Neal, Claybrook, Mills, Beck, Peterson
NAY: None

AGENDA ITEM NO. 7: Public hearing and consider an ordinance rezoning Lots 1, 2 and 3, Block 2 of the Orchard Addition located at Bradley and Center streets from R-1; Residential District to R1-Z; Zero Lot Line Residential District. (Applicant: Shared Funding LLC).

Mayor Mills declared a public hearing in session to consider the rezoning of Lots 1, 2, and 3, Block 2 of the Orchard Addition located at Bradley and Center streets for single family detached dwellings.
Mayor Mills asked if any persons wished to appear in favor or in protest of the rezoning.
The staff report was given and it was recommended by the Planning Commission that the rezoning be approved. There were no formal written protest filed with the City Clerk.
There being no others to appear the public hearing was closed.
After due and careful consideration, Ordinance No. 2225NS was introduced and title read aloud.
Ordinance No. 2225NS entitled “An ordinance concerning the zoning classification of the following described property located within the corporate limits of the City of Shawnee, Pottawatomie County, Oklahoma, to-wit: Lots One (1), Two (2) and Three (3), Block Two (2), The Orchard, to the City of Shawnee, Pottawatomie County, Oklahoma, according to the recorded plat thereof rezoning said property from R-1, Residential District to R-1Z; Zero Lot Line Residential District and amending the official zoning map of the City of Shawnee accordingly.”

A motion was made by Commissioner Claybrook, seconded by Commissioner O’Neal, to approve the Title and Ordinance No. 2225NS. Motion carried 6-0.

AYE: Claybrook, O’Neal, Mills, Beck, Peterson, Downing
NAY: None

Thereupon Mayor Mills declared Ordinance No. 2225NS duly passed and adopted.

AGENDA ITEM NO. 8: Public hearing and consider an ordinance rezoning property located at 33403 Lake Road from A-1; Agricultural District to A-1P; Agricultural District with Conditional Use Permit to allow for manufactured home at this location. (Applicants: Charles and Lynette Davis).

Mayor Mills declared a public hearing in session for the consideration of rezoning property located at 33403 Lake Road for a conditional use permit to allow for a manufactured home.
Mayor Mills asked if any person wished to appear in favor or in protest of the rezoning.
Community Development Director Mike Southard gave the staff report and it was noted that the Planning Commission recommended approval of the rezoning with certain conditions being met as listed below.

Conditions for Manufactured House Approval
1. The unit must bear a seal certifying compliance with the Federal Manufactured Construction and Safety Standards as revised on April 1, 1995.
2. The unit is dual sectional with a minimum front width of Twenty-four (24) feet and a minimum floor area of One thousand (1,000) square feet.
3. The unit must be attached to a continuous concrete or concrete block foundation that complies with the Building Code. The foundation must be an excavated and backfilled foundation, enclosed at the perimeter with the finished floor being a maximum of Twenty-four (24) inches above the exterior grade of the lot on the uphill side of the house.
4. The roof must be a gable or hip type construction with at least Class C shingle roofing material. The roof slope must have a vertical rise of Three (3) inches for every Twelve (12) inches of horizontal run with a minimum eave projection and roof overhang of Eight (8) inches, which may include guttering.
5. Covered front and rear porches and site-built steps must be constructed with exterior materials matching the structure.

Mrs. Lynette Davis, the applicant, appeared on behalf of her application. There being no others to appear the public hearing was closed. No formal written protest had been filed with the City Clerk.

After due and careful consideration, Ordinance No. 2226NS was introduced and the title read aloud.
Ordinance No. 2226NS entitled “An ordinance concerning the zoning classification of the following described property located within the corporate limits of the City of Shawnee, Oklahoma, to-wit: The North half of the Southwest Quarter of the Northeast Quarter of the Southeast Quarter (N/2 SW/4 NE/4 SE/4) of Section 8, Township 10 North, Range 2 East of the Indian Meridian, Pottawatomie County, Oklahoma, more particularly described as follows: A tract of land described as beginning at a point 770 feet West and 792 feet South of the Northeast Corner of the Northwest Quarter (NW/4) of Section 23, Township 10 North, Range 2 East of the Indian Meridian, Pottawatomie County, Oklahoma; thence West 880 feet; thence South 858 feet; thence East 880 feet; thence North 858 feet to the point of beginning rezoning said property from A-1P; Agricultural District with Conditional Use Permit; amending the official zoning map of the City of Shawnee accordingly.”

A motion was made by Commissioner Downing, seconded by Commissioner Claybrook, that the Title and Ordinance No. 2226 be approved with the five conditions being met for a Residential Design Manufactured Home as stipulated by staff. Motion carried 6-0.

AYE: Downing, Claybrook, O’Neal, Mills, Beck, Peterson
NAY: None

Thereupon Mayor Mills declared Ordinance No. 2226NS duly passed and adopted.

AGENDA ITEM NO. 9: Public hearing and consider an ordinance rezoning property located on Lake Road west of Leo Street from A-1; Agriculture District to A-1P Agricultural District with Conditional Use Permit to allow for manufactured home at this location. (Applicant: Lonnie D. Hawkins).

Mayor Mills declared a public hearing in session to consider rezoning property located at Lake Road west of Leo Street to allow a manufactured home at this location.
Mayor Mills asked if any persons would like to appear in favor or in protest of the rezoning.
The staff report was given and it was noted that the Planning Commission recommended approval with certain conditions being met for a manufactured home. Refer to Agenda Item No. 8 for the list of conditions. There were formal written protests filed with the City Clerk.
Mr. Lonnie Hawkins, the applicant, appeared on behalf of his application stating that at the Planning Commission public hearing it was clarified that he was not turning the property into a mobile home park. No others appeared and the public hearing was closed.

After due and careful consideration Ordinance No. 2227NS was introduced and title was read.
Ordinance No. 2227NS entitled “An ordinance concerning the zoning classification of the following described property located within the corporate limits of the City of Shawnee, Oklahoma, to wit: the North half of the Southwest Quarter of the Northeast Quarter of the Southeast Quarter (N/2 SW/4 NE/4 SE/4 of Section 8, Township 10 North, Range 2 East of the Indian Meridian, Pottawatomie County, Oklahoma, more particularly described as follows: A tract of land described as beginning at a point 770 feet West and 792 feet South of the Northeast Corner of the Northwest Quarter (NW/4) of Section 23, Township 10 North, Range 2 East of the Indian Meridian, Pottawatomie County, Oklahoma; thence West 880 feet; thence South 858 feet; thence East 880 feet; thence North 858 feet to the point of beginning rezoning said property from A-1; Agricultural District to A-1P; Agricultural District with Conditional Use Permit; amending the official zoning map of the City of Shawnee accordingly.”

A motion was made by Commissioner Beck, seconded by Commissioner Claybrook, that the Title and Ordinance No. 2227 be approved with the five conditions being met for a Residential Design Manufactured Home as stipulated by staff. Motion carried 6-0.

AYE: Beck, Claybrook, O’Neal, Mills, Peterson, Downing
NAY: None

Thereupon Mayor Mills declared Ordinance No. 2227NS duly passed and adopted.

AGENDA ITEM NO. 10: Public hearing and consider an ordinance rezoning property located at 900 S. Hart from A-1; Agricultural District to A-1P; Agricultural District with Conditional Use Permit to allow for a manufactured home at this location. (Applicant: James and Macie Collins).

Mayor Mills declared a public hearing in session to consider rezoning property located at 900 S. Hart to allow a manufactured home at this location.
Mayor Mills asked if any persons wished to appear in favor or protest of the rezoning.
The staff report was given and it was noted that the Planning Commission recommended approval of the rezoning with certain conditions being met for a manufactured home. Refer to Agenda Item No. 8 for the list of conditions. There were no formal written protest filed with the City Clerk.
Mrs. Macie Collins, applicant, appeared in behalf of her application. No others appeared and the public hearing was closed.

After due and careful consideration, Ordinance No. 2228NS was introduced and the title read aloud.
Ordinance No. 2228NS entitled “An ordinance concerning the zoning classification of the following described property located with in the corporate limits of the City of Shawnee, Oklahoma, to-wit: A Tract of land described as beginning at the Northeast Corner of Lot Two (2) (NE/4 NW/4) on the let bank of the North Fork of the Canadian River of Section 25, Township 10 North, Range 3 East of the Indian Meridian, Pottawatomie County, Oklahoma; thence West 196 feet; thence S04◦45’00”E a distance of 1013 feet; thence S84◦45’00”E a distance of 468 feet; thence N02◦11’00”W a distance of 1030.50 feet; thence West 299 feet to the point of beginning, rezoning said property from A-1; Agricultural District to A-1P; Agricultural District with Conditional Use Permit; amending the official zoning map of the City of Shawnee accordingly.”

A motion was made by Commissioner Downing, seconded by Commissioner Beck, that the Title and Section 1 be approved with the five conditions being met for a Residential Design Manufactured Home as stipulated by staff. Motion carried 6-0.

AYE: Downing, Beck, Claybrook, O’Neal, Mills, Peterson
NAY: None

Thereupon Mayor Mills declared Ordinance No. 2228NS duly passed and adopted.

AGENDA ITEM NO. 11: Public hearing and consider an ordinance to rezone property located at 530 and 532 E. Highland from R-1; Residential District to C-1; Neighborhood Commercial District for use as office space. (Applicant: David Tomlinson).

Mayor Mills declared a public hearing in session to consider rezoning property located at 530 and 532 E. Highland for use as office space.
Mayor Mills asked if any persons wished to appear in favor or in protest of the rezoning.
The staff report was given and it was noted that the Planning Commission recommended approval. There were no formal protest filed with the City Clerk. No others appeared and the public hearing was closed.

Ordinance No. 2229NS was introduced and the title read aloud.

Ordinance No. 2229NS entitled “An ordinance concerning the zoning classification of the following described property located within the corporate limits of the City of Shawnee, Oklahoma, to-wit: Lots Five (5), Six (6), Seven (7), Eight (8), Nine (9) and the East Fifteen (15) feet of Lot Ten (10), amended plat of Block Four (4), Ohio Addition to the City of Shawnee.”

A motion was made by Commissioner Claybrook, seconded by Commissioner O’Neal, that the Title and Ordinance No. 2229NS be approved. Motion carried 6-0.

AYE: Claybrook, O’Neal, Mills, Beck, Peterson, Downing
NAY: None

Thereupon Mayor Mills declared Ordinance No. 2229NS duly passed and adopted.

AGENDA ITEM NO. 12: Consider approval of final plat for Shawnee Mission Plaza Section 7 located east of Kickapoo Street and south of Interstate 40. (Applicant: Intervest Development LP).


A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to approve the final plat for Shawnee Mission Plaza Section 7 located east of Kickapoo Street and south of Interstate 40 as submitted by Intervest Development LP. Motion carried 6-0.

AYE: Downing, Peterson, Claybrook, O’Neal, Mills, Beck
NAY: None

AGENDA ITEM NO. 13: Consider approval of amended final plat of Windmill Ridge Office Complex located north of Independence Street and east of Bryan Street. (Applicant: Windmill Development LLC).

A motion was made by Commissioner Claybrook, seconded by Commissioner O’Neal, to approve the revised final plat of Windmill Ridge Office Complex located north of Independence Street and east of Bryan Street. Motion carried 6-0.

AYE: Claybrook, O’Neal, Mills, Beck, Peterson, Downing
NAY: None

AGENDA ITEM NO. 14: Discuss and consider lake lease, Lot 5 Bodkin Tract, leased by Lahoma Gallagher. (Continued from November 21, 2005).

Community Development Director Mike Southard informed the Commission that Ms. Lahoma Gallagher was not able to attend this meeting and she asked that this item be continued to the second meeting in January 2006.
A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to continue to the January 17, 2006 meeting the consideration of lake lease, Lot 5, Bodkin Tract, leased by Lahoma Gallagher. Motion carried 6-0.

AYE: Downing, Peterson, Claybrook, O’Neal, Mills, Beck
NAY: None

AGENDA ITEM NO. 15: Consider final Comprehensive Annual Financial Report for FY 04-05.

City Treasurer/Finance Director Becky Cragin presented the final Comprehensive Annual Financial Report (CAFR) for FY 2004-05.
Mr. Joe Carlson of Carlson & Cottrell, CPAs, the city’s auditor, spoke to the auditior’s opinion. Mr. Carlson gave the City of Shawnee a “clean” opinion.
An overview was given of the financial statements, and the improved financial health of the City from last year.
Ms. Cragin highlighted the following:
*The City’s net assets increased by $973,495 with increases coming from both governmental and business-type operations
*The fund balance was increased to approximately $1.2 million (an 8 percent of the total general fund, which the goal is 10 percent).
The Commission had discussed the recommendation from the auditor regarding the bid award observation that awarding a bid to a local bidder that was not the lowest bid should be placed into policy by the Commission and not city management.
After review, a motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, that the Comprehensive Annual Financial Report for FY 2004-05 be approved. Motion carried 6-0.

AYE: Claybrook, Peterson, Downing, O’Neal, Mills, Beck
NAY: None

AGENDA ITEM NO. 16: Consider a resolution requesting the Oklahoma Department of Transportation concur in the programming and selection of a traffic signal at the Intersection of U.S. 177 and Hardesty Road.

City Engineer John Krywicki reported that the Oklahoma Department of Transportation has conducted traffic studies at the intersection of US177 and Hardesty Road, and it indicated that the intersection does warrant a traffic signal.
The project is being proposed as a joint effort because the location of the intersection is located outside city limit boundaries; therefore, the project is being proposed as a joint effort between three entities, the City of Shawnee, County of Pottawatomie, and the Oklahoma Department of Transportation (ODOT).
The City’s share is to provide engineering design plans and have the responsibility of maintenance and operation of the signal lights.

Resolution No. 6262 was introduced and the title read aloud.

Resolution No. 6262 entitled “A resolution requesting the State Transportation Commission to concur in the programming and selection of traffic signal projects for construction and submit the same to the Federal Highway Administration for approval; and setting forth agreement of the City.”

A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to approve the Title and Resolution No. 6262. Motion carried 6-0.

AYE: Downing, Peterson, Claybrook, O’Neal, Mills, Beck
NAY: None

AGENDA ITEM NO.17: Consider providing handicapped seating area in City Commission Chambers.

A motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, to remove half of one bench in front of the Commission Chambers to accommodate for wheelchair accessibility. Motion carried 6-0.

AYE: Claybrook, Peterson, O’Neal, Mills, Beck, Downing
NAY: None

AGENDA ITEM NO. 18: Consider agreement with CwC Productions, LLC., regarding movie production in the City of Shawnee.

Mr. Monte Wilson, Art Director and Still Photographer with CwC Productions, LLC, was present to explain about the promotional photo shoot agreement to use the Shawnee Police Department officers in connection with the photography of promotional photographs for the film production of “The Dark World.”
He stated that the photo session would be three to four hours and off-duty officers would be used and the City would have the rights to the photographs after completion of the project.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Downing, to approve the promotional photo shoot agreement between the City of Shawnee and CwC Productions, LLC. Motion carried 6-0.

AYE: Peterson, Downing, Claybrook, O’Neal, Mills, Beck
NAY: None

AGENDA ITEM NO. 19: Appoint a City Commissioner to Land Development Code Committee and to the Neighborhood Action Plan Committee.

Community Development Director Mike Southard relayed that two city commissioners were needed to review the submittals by consulting firms for the Land Development Code and the Dunbar Heights Neighborhood Action Plan.
He stated that the submittals are due on December 21st and a short-list of interviewing firms would be prepared in January and possibly interviews conduced in February.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Beck, that Commissioner Claybrook serve on the Land Development Code Committee and Commissioner O’Neal serve on the Dunbar Heights Neighborhood Action Plan Committee. Motion carried 6-0.

AYE: Peterson, Beck, Downing, Claybrook, O’Neal, Mills
NAY: None

AGENDA ITEM NO. 20: Discuss and consider the relocation of the Farmer’s Market shelter.

City Manager Jim Collard reported that he had met with Pottawatomie County Commissioner Day regarding the relocation of the Farmer’s Market shelter to the location at the northwest corner of Hardesty and Highway 177.
He advised that the farmer’s market has declined in sales and lack of vendor participation and the Shawnee Milling Company has offered their property at the above-mentioned location.
The shelter is County-owned and an easement will be provided. It was noted that most likely the farmer’s market committee would be dissolved since the shelter would not be in the city limits.
No action was required by the Commission.

AGENDA ITEM NO. 21: Consider Bids:

a. Two 2006 Extended Cab ˝ Ton 4x4 Pickup Trucks with Short Wide Bed (Award)

City Engineer John Krywicki reports that the staff has reviewed the bid proposals and recommends the selection of Hudiburg Auto Group, Midwest City, as the lowest and best bid in the amount of $41,832.00.
A motion was made by Commissioner Downing, seconded by Commissioner Beck, to award the bid on the two 2006 extended cab ˝ ton 4x4 pickup trucks with short bed to Hudiburg Auto Group, Midwest City, Oklahoma, in the amount of $41,832.00 as the lowest and best bid. Motion carried 5-0-1.

AYE: Downing, Beck, Claybrook, O’Neal, Mills
NAY: None
ABSTAIN: Peterson

The following bids were opened and read into record.

b. Four Handheld Meter Reading Devices (Open)

BIDDER AMOUNT

Water Products of Oklahoma, Inc. $14,660.00

A motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, that the bids be deferred to staff for review and recommendation at next meeting. Motion carried 6-0.

AYE: Claybrook, Peterson, O’Neal, Mills, Beck, Downing
NAY: None

c. Cleveland Street Sanitary Sewer Project (Open)

BIDDER AMOUNT

Trent Construction, LLC. $53,235.00
Harrah, OK

McKee Utility Contractors, Inc. $53,815.00
Prague, OK

Westchester Development Co. $103,686.00
Shawnee, OK

Engineer’s Estimate $ 45,000.00

A motion was made by Commissioner Downing, seconded by Commissioner Claybrook, that the bids for the Cleveland Street Sewer Project be deferred to staff for review and recommendation at the next meeting. Motion carried 6-0.

AYE: Downing, Claybrook, O’Neal, Mills, Beck, Peterson
NAY: None

d. Northridge Drainage Project (Open)

BIDDER AMOUNT

Trent Construction, LLC. $144,982.50
Harrah, OK

Wade Construction $105,495.00
Wellston, OK

Westchester Development Co. $193,631.00
Shawnee, OK

Engineer’s Estimate $ 70,000.00

A motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, that the bids for the Northridge Drainage Project be deferred to staff and recommendation at the next meeting. Motion carried 6-0.

AYE: Claybrook, Peterson, O’Neal, Mills, Beck, Downing
NAY: None

e. One New 7 ˝ Ton Rooftop Heat and Air Unit Installed (Open)

BIDDER AMOUNT

Kizzia Heat & Air Conditioning $8,995.00
Shawnee, OK

Sunbelt Heating & Air Conditioning $7,605.08
Shawnee, OK

Watkins Heat & Air $6,941.00
Tecumseh, OK

Community Development Director Mike Southard and staff have reviewed the bids and recommends that Watkins Heat & Air the best and lowest bid in the amount of $6,941.00.
A motion was made by Commissioner Beck, seconded by Commissioner Downing, that the One New 7-1/2 Ton Rooftop heat and air unit installed be awarded to Watkins Heat & Air, Tecumseh, Oklahoma in the amount of $6,941.00 as the lowest and best bid. Motion carried 6-0.

AYE: Beck, Downing, Claybrook, O’Neal, Mills, Peterson
NAY: None

AGENDA ITEM NO. 22: 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. 23: Administrative Reports.

There was no Administrative Reports.

AGENDA ITEM NO. 24: Citizens Participation (A five minute limit per person) (A fifteen minute limit per topic).

Under Citizens Participation, Mr. Josh Barrett asked the Commission to consider in its bid specifications to give preference to local business bidders as legally permitted.
Mr. Woody Woodrow of the Shawnee Twin Lakes Association commented that the Association would be looking forward to working with the City of Shawnee in naming a bridge or dam in honor of Glen Collins, long-time City of Shawnee Lake Ranger, who recently died in a vehicle traffic accident.

AGENDA ITEM NO. 25: Commissioners Comments.
Under Commissioners Comments, Vice Mayor Peterson stated that Commissioner Schrzan had contacted her earlier that he may be late or not be in attendance due to work related circumstances
*Commissioner O’Neal thanked the Mayor, City Manager, and City Engineer John Krywicki for the installation of snowflakes in the Dunbar Heights area and she wished the public a Merry Christmas and Happy New Year.

AGENDA ITEM NO. 26: Adjournment.
There being no further business to be considered, a motion was made by Commissioner Downing, seconded by Commissioner Beck, that the meeting be adjourned. Motion carried 6-0. (8:45 p.m.)

AYE: Downing, Beck, Claybrook, O’Neal, Mills, Peterson
NAY: None

_____________________________
CHUCK MILLS, MAYOR

(SEAL)
ATTEST:
_____________________________
DIANA HALLOCK, CITY CLERK

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