BOARD OF CITY COMMISSIONERS PROCEEDINGS
JULY 3, 2006 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, July 3, 2006 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.
Tom Claybrook Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2
ABSENT: Linda Peterson
Commissioner Ward 5-Vice Mayor
INVOCATION Reverend Jimmy Ticer
Northeast Freewill Baptist Church
FLAG SALUTE Mayor Mills
AGENDA ITEM NO. 1: Consider Approval of Consent Agenda:
a. Minutes from the June 19, 2006 meeting.
b. Transfers of Appropriations in Capital Improvement Fund and General Fund
c. Acknowledge the following reports and minutes:
* License Payment Report for the month of May, 2006
* Project Payment Report for the month of May, 2006
* Shawnee Urban Renewal Authority minutes from the June 6, 2006 meeting.
* Airport Advisory Board minutes from the May 10, 2006 meeting.
d. Lakesite Lease Renewal:
Lot 4, Sect Tract
1502 Pecan Crossing
Shawnee, OK 74804
e. Approve renewal of Governmental Services Contract with Shawnee Civic and Cultural Development Authority for FY 06-07.
f. Approve resolutions renewing the lease purchase agreements for the INCODE computer software and licenses and the 2004 75 foot aerial firetruck.
The following resolutions were accepted into record.
RESOLUTION NO. 6274 ENTITLED “A RESOLUTION APPROVING RENEWAL OF A CERTAIN LEASE AGREEMENT WITH BANCFIRST, SHAWNEE, OKLAHOMA.”
RESOLUTION NO. 6275 ENTITLED “A RESOLUTION APPROVING RENEWAL OF A CERTAIN LEASE AGREEMENT WITH THE FIRST NATIONAL BANK AND TRUST CO., CHICKASHA, OKLAHOMA.”
(2004 75 FT. AERIAL FIRETRUCK)
g. Approve renewal of commercial automobile insurance policy with Rosebure Bailey & Craig, Inc.
h. Approve out-of-state travel for John Parks and John Kernell to attend Region VI Pretreatment Association workshop in Little Rock, Arkansas August 7 - 10, 2006.
i. Approve renewal of the following agreements for FY 2006-07:
1) Independent School District No. 93 for maintenance of tennis courts.
2) Pottawatomie County District Court to establish, develop and implement programs for juvenile misdemeanor offenders.
3) Gordon Cooper Technology Center District No. 5 to provide for repaving and repair of public roadways and parking lots used by students, faculty, employees and patrons of GCTC.
4) Project H.E.A.R.T. for operation space and utility services.
5) Hope House to provide juvenile services.
6) South Central Industries to provide clean-up of city parks and park restrooms.
7) Independent School District No. 93 for the placement of police officers in schools for increased security.
8) Gordon Cooper Technology Center District No. 5 for the placement of police officers in schools for increased security.
j. Mayor’s Appointments:
Oklahoma Baptist University Trust
Reappoint Max Brattin to a six-year term to expire 8/1/12
Reappoint Tom Terry to a six-year term to expire 8/1/12
Zoning Board of Adjustment
Appoint Jev Vandegrift to replace Jeremiah Nichol to a term expiring 6/1/07
Appoint Dennis Morris to replace Ron Gillham to a term expiring 6/1/08
A motion was made by Commissioner Schrzan, seconded by Commissioner O’Neal, that Consent Agenda Item No. 1(a-j), be approved as presented. Motion carried 5-0.
Presentation of Officer of the Month plaque to Robert Stewart.
Mayor Mills presented a plaque to Police Officer Robert Stewart as the officer of the month. Officer Stewart has been employed with the City of Shawnee Police Department for five-and-one-half (5-1/2) years.
In May, Officer Stewart assisted other officers in the arrest of a subject that had committed larceny. It was with the persistence of Officer Stewart that led to the successful conclusion of this case. Officer Stewart was present to accept his plaque.
Mayor Mills and Assistant Airport Manager Jerry Sharp presented Certificates of Appreciation to Mark White, Jim Hunt, Ashley Hunt and Ron Davis for their assistance to the Shawnee Regional Airport.
Mr. White assisted when the airport was without fuel to sell to the public and he helped with supplying fuel. He also loaned his equipment and employees to the airport staff. Mr. White’s support throughout the FBO transitional phase has been invaluable.
Mr. Jim Hunt and Ashley Hunt, a father and daughter team, volunteered to paint the Tetrahedron. This device gives both day and night indication of prevailing winds which assist pilots in take off and landing. They did an exceptional job.
Mr. Ron Davis, an Airport Advisory Board member, has gone above and beyond in helping with some of the daily operations at the Airport. His contributions were appreciated.
Since Mr. Davis was not present, Mayor Mills would present the certificate at the Shawnee Airport Advisory Board meeting.
AGENDA ITEM NO. 3: Consider agreement with Oklahoma City regarding the Atoka Water Line.
Utility Director Afsaneh Jabbar gave an updated report on the negotiations with Oklahoma City regarding the water supply for Shawnee from the Atoka water line.
In discussion of the draft contract, Commissioner Claybrook had asked that two of the amounts be filled in where blanks were regarding the raw water supply rate and the monthly customer service charge.
Staff had recommended the amounts as set out in the motion to be proposed to Oklahoma City.
A motion was made by Commissioner Claybrook, seconded by Commissioner Beck, to approve the agreement with Oklahoma City for water supply from the Atoka water line for the current monthly customer charge at $490 and the raw water supply rate to be currently established at $1.47 per thousand gallons. Motion carried 5-0.
AGENDA ITEM NO. 4: Consider implementing Level II of the Water Conservation Plan.
City Manager Jim Collard informed the Commission that it was apparent that the City needed to go to level II of the water rationing management plan.
In Ordinance No. 2249NS under Level II, the usage would be restricted as follows:
“Residential, other than household purposes: water usage restricted to 7:01 p.m. to 8:00 a.m. on the odd-even system restriction with odd-numbered houses utilizing water on Monday and Thursday and even-numbered houses utilizing water on Tuesday and Friday during the above hours.”
In discussion, the Commission pointed out that residents were confused about the hours of rationing.
It was clarified that odd-numbered houses would water on Monday and Thursday from midnight to 8:00 am and even-numbered houses would water on Tuesday and Friday from midnight to 8:00 a.m. and 7:00 p.m. to midnight.
Utility Director Afsaneh Jabbar noted that for commercial the restriction would be to the exterior watering and it would not affect the production.
The city manager agreed that a clarification on the wording in the ordinance on the timing for watering would be presented at the next meeting.
Thereupon, City Manager Jim Collard announced that Level II water rationing plan would go into effect at midnight tonight.
AGENDA ITEM NO. 5: Discuss and consider water usage at Expo during the International Finals Youth Rodeo and for future events.
City Commissioner Tom Schrzan told the Commission that he had several residents concerned about the water usage at the Expo Center during the International Finals Youth Rodeo and he had requested this item for the agenda for discussion and for future events.
City Manger Jim Collard informed the Commission that he and staff had discussed this matter with Expo staff and it had been addressed for the nine-day event.
Operations Manager Donna Mayo addressed the Commission and explained what plan was in place for the water usage during the rodeo.
No formal action was taken.
AGENDA ITEM NO. 6: Consider a resolution naming the street located north of MacArthur Street and west of the O.B.U. President’s house, “Raley Drive”.
Resolution No. 6276 was introduced and read into record.
RESOLUTION NO. 6276 ENTITLED “A RESOLUTION NAMING A NEW STREET CONSTRUCTED NORTH OF MACARTHUR STREET AND WEST OF THE OBU PRESIDENT’S HOUSE AS RALEY DRIVE.”
A motion was made by Commissioner Beck, seconded by Commissioner Schrzan, that the Title and Resolution No. 6276 be approved.
Thereupon Resolution No. 6276 was duly passed and adopted.
AGENDA ITEM NO. 7: Consider agreement with Ascent Aviation Group, Inc., recommended by Shawnee Airport Advisory Board to be the fuel and service provider at Shawnee Regional Airport.
Airport Assistant Manager Jerry Sharp gave an overview of the process that was taken to determine which company to award the contract. There were nine (9) respondents to the Request for Proposals as fuel and service provider.
Mr. Terry Toole, Chairman of the Airport Advisory Board, informed the Commission that the Airport Advisory Board’s committee painstakingly reviewed all the proposals in detail and concluded that Ascent Aviation Group, Inc. would be recommended as the airport’s fuel and service provider.
Upon discussion, Mr. Randy Ritter, representing Hooten Oil Company of Seminole and distributor for Phillips 66 requested the Commission reconsider the recommendation and award the contract to Hooten Oil.
Mr. Sharp clarified Mr. Ritter’s concern and noted that Hooten Oil had not adhered to the RFP and did not submit a questionnaire that had been required.
A motion was made by Commissioner Claybrook, seconded by Commissioner Schrzan, to accept the Airport Advisory Board’s recommendation to award to Ascent Aviation Group, Inc., Parish New York (Dallas, Texas, local rep) the contract as fuel and service provider at Shawnee Regional Airport as the lowest and best proposal. Motion carried 5-0.
AGENDA ITEM NO. 8: Consider a resolution declaring eleven Mueller fire hydrants removed from Highway 18 as surplus property and authorize donation to the Town of Meeker.
Resolution No. 6277 was introduced and read into record.
RESOLUTION NO. 6277 ENTITLED “A RESOLUTION DECLARING CERTAIN ITEMS OF PERSONAL PROPERTY SURPLUS AND NO LONGER NEEDED FOR CITY PURPOSES; DESCRIBING SAID ITEMS; AND AUTHORIZING THE DONATION OF SAID ITEMS TO THE TOWN OF MEEKER.”
A motion was made by Commissioner Beck, seconded by Commissioner Schrzan, that the Title and Resolution No. 6277 be approved. Motion carried 5-0.
Thereupon Resolution No. 6277 was duly passed and adopted.
AGENDA ITEM NO. 9: Consider agreement with Christian Fellowship Ministry to provide temporary management services for the Shawnee Community Center.
The Commission considered an agreement with Lerlene Hill, Executive Director for the Christian Fellowship Ministry to contract for two months in the management of the Shawnee Community Center.
Mrs. Hill was present and addressed questions from the Commission. There were a couple of changes to the contract that under Section 7, the required deposit for clean-up would be changed from $25 to $50 and the hourly fee from $25 to $50 and the sentence “This fee will be refundable to any non-profit organization” was deleted.
A motion was made by Commissioner Claybrook, seconded by Commissioner Beck, to approve contract with Christian Fellowship Ministry for a two (2) month period to provide temporary management services for the Shawnee Community Center. Motion carried 5-0.
AGENDA ITEM NO. 10: Consider appointment and swearing in of the elected candidate from the July 25th election to fill the unexpired term of Ward 6 Commissioner.
At the last City Commission meeting, Vice Mayor Peterson had requested this item.
A motion was made by Commissioner Schrzan, seconded by Commissioner Beck, to approve the appointment and swearing in of the elected candidate from the July 25th election to fill the unexpired term of Ward 6 Commissioner. Motion carried 5-0.
AGENDA ITEM NO. 11: Consider awarding bid for Taxiway Reconstruction at Shawnee Regional Airport. (Deferred from 6/19/06 meeting)
A motion was made by Commissioner Schrzan, seconded by Commissioner Claybrook, to accept staff’s recommendation to award the Taxiway Reconstruction at Shawnee Regional Airport to JLT Corporation, Cushing, Oklahoma in the bid amount of $76,625.00 as the lowest and best bid. Motion carried 5-0.
AGENDA ITEM NO. 12: 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. 13: Administrative Reports
Under Administrative Reports, Community Development Director Mike Southard updated the Commission on the vendors selling on private properties without permits and enforcement.
He distributed the law from the Oklahoma State Statutes giving the definitions of various vendors and solicitors and certain exemptions.
After presentation, Mr. Southard stated that using state law and city law would tighten up the requirements for street vendors.
City Manager Jim Collard announced in regards to personnel positions open that recruiting for the police chief’s position would end on July 17th and in Sunday’s newspaper advertisement listed an opening for a full time personnel director.
AGENDA ITEM NO. 14: Citizens Participation (A five minute limit per person)
(A fifteen minute limit per topic)
There was no Citizens Participation.
AGENDA ITEM NO. 15: Commissioners Comments
Mayor Mills announced about the City’s Red, White, and Blue Celebration at the Expo Center on July 4.
Commissioner O’Neal asked about the distribution of the one-cent penny sales tax and Mayor Mills explained that the sales tax funds are distributed in percentages to police, fire, economic development, and capital improvements.
Commissioner Beck commented that he had been on the Commission for seven months and he enjoyed serving and appreciated the help from the members with the experience.
AGENDA ITEM NO. 16: Adjournment
There being no further business to be considered, a motion was made by Commissioner Schrzan, seconded by Commissioner Beck, that the meeting be adjourned. Motion carried 5-0. (7:30 p.m.)
DIANA HALLOCK, CITY CLERK
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