BOARD OF CITY COMMISSIONERS PROCEEDINGS
JULY 2, 2007 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, July 2, 2007 at 6:30 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.
Pam Stephens Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2
Timmy Young Linda Peterson
Commissioner Ward 4 Commissioner Ward 5- Vice
Commissioner Ward 6
ABSENT: Marva O’Neal
Commissioner Ward 3
INVOCATION Reverend Larry Sparks
New Beginnings Church
FLAG SALUTE Mayor Mills
AGENDA ITEM NO. 1: Consider approval of Agenda:
A motion was made by Commissioner Daugherty, seconded by Vice Mayor Peterson, to approve the Agenda. Motion carried 6-0.
AYE: Daugherty, Peterson, Stephens, Schrzan, Mills, Young
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 No. 10.
b. Minutes from the June 18, 2007 meeting.
c. Acknowledge the following reports and minutes:
* Shawnee Urban Renewal Authority minutes from the May 22, 2007 meeting.
* Sister Cities Council minutes from the May 8, 2007 meeting.
* Airport Advisory Board minutes from the May 16, 2007 meeting.
* Traffic Commission minutes from the April 27, 2007 meeting
d. Approve renewal of the following agreements for FY 2007-2008:
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 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) South Center Industries to provide clean-up of city parks and park restrooms.
e. Approve a resolution renewing the lease purchase agreement for the 2004 seventy-five foot aerial firetruck.
f. Approve refund of contributions from the Oklahoma Municipal Retirement Fund Defined Contribution Plan for Carolyn Flynn.
g. Approve renewal of Governmental Services Contract with Shawnee Civic and Cultural Development Authority.
h. Approve a resolution declaring personal property belonging to the City of Shawnee surplus and allowing for sale through on-line auction and/or city auction.
i. Authorize out-of-state travel for Greg Price to attend the 23rd Annual Region VI Pretreatment Association workshop in Shreveport, Louisiana from August 13 – 16, 2007.
j. Authorize out-of-state travel for Chief Mathis to attend the Missing and Exploited Children Chief Executive Officer Seminar in Alexandria, Virginia, August 12 – 13, 2007.
k. Traffic Commission Recommendations from their June 26, 2007 meeting:
1) Consideration of Speed Hump Policy.
Recommendation: To approve policy as written.
2) Request from Traunya Starnes, 8 Sequoyah, for evaluation and possible relocation of the crosswalk in the middle of Sequoyah Street for the safety of children walking to and from school.
Recommendation: To approve request to complete an engineering study of the crosswalk and submit findings at next meeting.
3) Request to install a speed limit sign on Penny Street off Kickapoo.
Recommendation: Vote was 3 Ayes and 3 Abstentions.
l. Mayor’s Appointments
Shawnee Public Library Board
Appoint Allison Brown to a term to expire 6/30/10
Appoint Starla Howard to a term to expire 6/30/10
Before voting on the Consent Agenda, Commissioner Daugherty asked that Consent Agenda Item No. k(3) be pulled, and Vice Mayor Peterson requested that Consent Agenda Item No. d(1 and 3) and g be pulled.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Daugherty, to approve Consent Agenda Item 2(a-l), less d (1 and 3), g, and k (3) as presented. Motion carried 6-0.
AYE: Peterson, Daugherty, Stephens, Schrzan, Mills, Young
Under Agenda Item d(1) regarding the Independent School District No. 93 for maintenance of tennis courts. A clarification of paragraph No. 7 was needed concerning an incomplete sentence. City Attorney John Canavan will review this contract and add the correct language.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Young, to defer the approval of renewal until the next commission meeting to be held July 16, 2007. Motion carried 6-0.
Under Agenda Item d(3) concerning the Gordon Cooper Technology Center District No. 5 to provide repaving and repair of public roadways and parking lots a correction was needed to change the wording regarding the Superintendent from “her” to “his”.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Young, to approve this contract with the noted wording change.
Under Agenda Item g regarding the renewal of Governmental Services Contract with Shawnee Civic and Cultural Development Authority, Vice-Mayor Peterson questioned the wording in paragraph No. 8 referring to the “General Manager of the Trust Estate”. She also had questions regarding a sentence in paragraph No. 2 and a sentence in paragraph No. 6 which she felt were contradictory. Operations Manager Donna Mayo stated that the term “General Manager of the Trust Estate” was an oversight and should have been Operations Manager. City Attorney Canavan will contact Mike Clover, attorney for the SCCDA, to make the noted changes and clarifications. A motion was made by Vice Mayor Peterson, seconded by Commissioner Stephens, that the item be deferred until the July 16, 2007 meeting. Motion carried 6-0.
Under Agenda Item k(3), Commissioner Daugherty asked the commissioners if they had any objections to the speed limit sign being installed on Penny Street off Kickapoo Street. The Traffic Commission previously voted 3 Ayes for the sign and 3 Abstentions during their June 26, 2007 meeting.
A motion was made by Commissioner Daugherty, seconded by Commissioner Young, to approve the installation of speed limit sign on Penny Street. Motion carried 6-0.
AGENDA ITEM NO. 3: Citizens Participation (A three minute limit per person)
(A twelve minute limit per topic)
Under Citizens Participation, resident James Graham spoke regarding the recent flooding in his neighborhood on Severn Street. He stated that he had been flooded numerous times and believes the problem is the result of a culvert that clogs. He provided pictures of his home and surrounding properties. He requested that the City widen the culvert to alleviate this problem.
Mr. Scott Warren spoke to the Commission regarding the future Sports Complex as it relates to soccer opportunities. Mr. Warren relayed information regarding a recent soccer tournament in Moore, Oklahoma with hopes that Shawnee could participate in such an event in the future. He said that 400 children are currently signed up for soccer in the area.
AGENDA ITEM NO. 4: Mayor’s Proclamation:
“Hornbeck Theatre Day”
July 10, 2007
(accepted by Mr. Ronny Jones)
AGENDA ITEM NO. 5: Consider a resolution directing the rebate of the increase in the amount of water tap fees and water meter fees that occurred with the passage of Ordinance No. 2289NS.
This resolution directs the rebate of the increase in water tap and water meter fees paid by developers, contractors or residents after the passage of Ordinance No. 2289NS on May 21, 2007. Rebates will be given to the entity paying for the building permit and totals $30,985.
Mayor Mills stated that rates still need to be increased, but a rate study and impact fee study would need to be completed before proceeding.
Resolution No. 6304 was introduced and read aloud.
RESOLUTION NO. 6304 ENTITLED “A RESOLUTION DIRECTING THE REBATE OF THE DIFFERENCE IN THE AMOUNT OF THE WATER TAP FEE AND WATER METER FEES PAID AFTER THE ADOPTION OF ORDINANCE NO. 2289NS TO THOSE RATES IN EXISTENCE PRIOR TO THE ADOPTION OF THE ORDINANCE.”
A motion was made by Vice Mayor Peterson, seconded by Commissioner Stephens, that the Title and Resolution No. 6304 be approved. Motion carried 6-0.
Thereupon Mayor Mills declared Resolution No. 6304 duly passed and adopted.
AGENDA ITEM NO. 6: Consider authorizing emergency replacement of sewer line on Dewey Street, between Hobson and Broadway streets and between Park and Market streets, pursuant to 61 O.S. § 130.
Utility Director Jim Bierd explained to the Commission that there are three blocks of sewer line on Dewey Street with several breaks. Mr. Bierd had obtained the following quotes for the replacement: Jordan Construction - $109,880, Urban Contractors - $124,800 and Krapff-Reynolds Constructions - $178,344.
A motion was made by Commissioner Daugherty, seconded by Commissioner Schrzan, to approve the emergency replacement of sewer line on Dewey Street. Motion carried 6-0.
AGENDA ITEM NO. 7: Discuss and consider method and options to remove city from involvement in leases on School Land Commission property at Shawnee Twin Lakes.
It is staff’s recommendation that the lease terms of the North School and South School Tracts at Shawnee Lake be consistent with the lease terms of the School Land Commission.
Community Development Director Mike Southard stated there are twenty-eight leased lots that are affected by this agreement. Fifteen leases would be changed this year when renewed. When the City’s three-year lease expires with the School Land Commission, all but three leases will have been converted to three-year terms. Mr. Southard indicated that his staff could speak with the three lessees about converting to three-year terms prior to their lease expirations. Transferred leases could also be converted at the time of transfer.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Daugherty, that leased lots of the School Land Commission property will be renewed with a term to expire 2010, so that all can be on the same cycle. Motion carried 6-0.
AYE: Peterson, Daugherty, Stephens, Schrzan, Mills, Young
Vice Mayor Peterson clarified that this motion does not confirm or deny that the city will be turning these leases over to the School Land Commission in the future.
AGENDA ITEM NO. 8: Consider a resolution renaming “Stonehenge Park” “Glenn Collins Memorial Park” and setting the hours of operation of park.
Resolution No. 6305 was introduced and read aloud.
RESOLUTION NO. 6305 ENTITLED “A RESOLUTION CHANGING THE NAME OF “STONEHENGE PARK” TO “GLEN COLLINS MEMORIAL PARK” AND SETTING HOURS FOR THE PARK TO BE OPEN FOR THE PUBLIC.”
A motion was made by Commissioner Schrzan, seconded by Commissioner Stephens, that the Title and Resolution No. 6305 be approved. Motion carried 6-0.
Thereupon Mayor Mills declared Resolution No. 6305 duly passed and adopted.
AGENDA ITEM NO. 9: Consider a resolution amending hours at Isaac Walton Park at Shawnee Lake.
Resolution No. 6306 was introduced and read aloud.
RESOLUTION NO. 6306 ENTITLED “A RESOLUTION AMENDING THE HOURS THAT ISAAC WALTON PARK IS OPEN TO THE PUBLIC; AMENDING SECTION 1 OF RESOLUTION NO. 5957 AS IT APPLIES TO ISAAC WALTON PARK; ESTABLISHING HOURS THE PARK IS OPEN TO THE PUBLIC.”
A motion was made by Commissioner Schrzan, seconded by Commissioner Stephens, that the Title and Resolution No. 6306 be approved. Motion carried 6-0.
Thereupon Mayor Mills declared Resolution No. 6306 duly passed and adopted.
AGENDA ITEM NO. 10: Consider Bids:
a. Remodeling Old Jail and Office Area of Police Department, including electrical (Award)
A motion was made by Vice Mayor Peterson, seconded by Commissioner Young, to award the bid for Remodeling Old Jail and Office Area of Police Department, including electrical, to Omega Construction Services, Shawnee, Oklahoma, in the amount of $28,800.00 as the lowest and best bid. Motion carried 6-0.
b. South Gordon Cooper 12” Water line Installation (Open)
City Engineer John Krywicki read bids for the South Gordon Cooper 12” Water Line Installation into record.
Jordan Contractors, Inc.
Tecumseh, OK 74804 $329,766.00
Westchester Development Co.
Shawnee, OK 74804 $303,111.41
Matthews Trenching Co. Inc.
Oklahoma City, OK 73155 $306,335.00
Young General Constructors LLC
Edmond, OK 73034 $288,740.00
Prague, OK $256,810.00
A motion was made by Commissioner Schrzan, seconded by Commissioner Young, that the bid for South Gordon Cooper 12” Water line Installation be deferred to staff for review and recommendation at the next meeting. Motion carried 6-0.
AGENDA ITEM NO. 11: New Business (Any matter not known about or which could have been reasonably foreseen prior to the posting of the agenda)
There was no New Business.
AGENDA ITEM NO. 12: Administrative Reports
Under Administrative Reports, Emergency Management Director Don Lynch reported on the flooding of June 26, 2007. Shawnee received from 5.5 to 7 inches of rain on that date. Mr. Lynch thanked city employees, Salvation Army and Red Cross for their assistance and hard work. Preliminary damage reports have been received and forwarded to appropriate State and Federal agencies and the City is now awaiting an emergency disaster declaration.
Acting City Manager Toni Gray informed the Commission that the special called Building, Fire and Developmental Code workshop previously scheduled for July 23, 2007 has been changed to July 30, 2007 at 6:30 p.m.
AGENDA ITEM NO. 13: Commissioners Comments
Under Commissioners Comments, Mayor Mills urged everyone to attend the International Finals Youth Rodeo starting July 9, 2007.
Mayor Mills also noted the 60th anniversary event at the Hornbeck Theatre on Tuesday, July 10th at 7:00 p.m.
Vice Mayor Peterson reminded everyone of the Red, White & Blue celebration at the Heart of Oklahoma Expo Center on July 4, 2007 at 6:00 p.m.
Commissioner Timmy Young gave a brief recap of the meeting; reviewing the decisions made regarding the water tap and water meter rebate, the change in park hours at the lake and the addition of the speed limit sign on Penny Street.
AGENDA ITEM NO. 14: Adjournment
There being no further business to be considered, a motion was made by Commissioner Young, seconded by Commissioner Daugherty, that the meeting be adjourned.
CHUCK MILLS, MAYOR
PHYLLIS LOFTIS, DEPUTY CITY CLERK
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