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Date: 1/14/2008Board: City CommissionDocumentType: MinutesWeb Posted: 1/23/2008 10:11:58 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
JANUARY14, 2008 AT 6:30 P.M.

The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session in the Commission Chambers at City Hall, 9th and Broadway, Shawnee, Oklahoma, Monday, January 14, 2008 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.

Chuck Mills
Mayor


Pam Stephens Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2

Marva O’Neal Timmy Young
Commissioner Ward 3 Commissioner Ward 4

Linda Peterson Carl Holt
Commissioner Ward 5-Vice Mayor Commissioner Ward 6


ABSENT: None


Others in attendance were city staff, City Manager Jim Collard, Neva Treiber, Toni Gray, City Attorney John Canavan, Amanda Gire, Shawnee News-Star and Wayne Trotter, Shawnee Sun were also in attendance.
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 BOARD OF COMMISSIONERS 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 10th day of January, 2008, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee Oklahoma in the Commission Chambers of City Hall, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on January 14, 2008, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be to Authorize staff to hire monitors for the debris removal contract to meet FEMA requirements for reimbursements, authorize staff to advertise for construction bids to implement security measures at the inside water payment window, presentation from Shawnee Economic Development Foundation regarding 2008 budget and strategic planning update, discussion and consideration of providing $125,000.00 for infrastructure to match an EDA grant for Vanguard Stimulation Services, and economic development strategy for the City of Shawnee.

Witness my hand this 10th day of January, 2008.
(SEAL)

ATTEST:

_Phyllis Loftis__________________ _Toni Gray for James C. Collard_______
PHYLLIS LOFTIS JAMES C. COLLARD
CITY CLERK CITY MANAGER

STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.

I received this notice on the 10th day of January, 2008 at 3 o’clock p.m., and executed the same by delivering a true and correct copy thereof to the Mayor and to each of the Commissioners of the Board of City Commissioners for the City of Shawnee, Oklahoma as follows:

I delivered a true and correct copy to Mayor Mills in person by Karen Smithson at 3:25 o’clock p.m. on January 10, 2008

I delivered a true and correct copy to Commissioner Marva O’Neal in person at 3:35 o’clock p.m. on January 10, 2008

I delivered a true and correct copy to Commissioner Pamela Stephens by Brenda Price in person at 3:40 o’clock p.m. on January 10, 2008

I delivered a true and correct copy to Commissioner Thomas Schrzan by Mary Schrzan in person at 4:00 o’clock p.m. on January 10, 2008

I delivered a true and correct copy to Commissioner Carl Holt in person at 4:40 o’clock p.m. on January 10, 2008

I delivered a true and correct copy to Commissioner/Vice Mayor Linda Peterson in person by Jay Peterson at 4:55 o’clock p.m. on January 10, 2008

I delivered a true and correct copy to Commissioner _____________________________
In person at _____o’clock ___.m on __________________________________________

Mayor/Commissioner(s) Timmy Young ___________________________________
could not be found in the City of Shawnee, Oklahoma on January 11, 2008


s/s Mike Roberts
Deputy Court Clerk

CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 14TH DAY OF JANUARY, 2008 AT 6:30 O’CLOCK P.M. IN THE COMMISSION CHAMBERS OF CITY HALL, 16 W. 9TH, SHAWNEE, OKLAHOMA TO AUTHORIZE STAFF TO HIRE MONITORS FOR THE DEBRIS REMOVAL CONTRACT TO MEET FEMA REQUIREMENTS FOR REIMBURSEMENTS, AUTHORIZE STAFF TO ADVERTISE FOR CONSTRUCTION BIDS TO IMPLEMENT SECURITY MEASURES AT THE INSIDE WATER PAYMENT WINDOW, PRESENTATION FROM SHAWNEE ECONOMIC DEVELOPMENT FOUNDATION REGARDING 2008 BUDGET AND STRATEGIC PLANNING UPDATE, DISCUSSION AND CONSIDERATION OF PROVIDING $125,000.00 FOR INFRASTRUCTURE TO MATCH AN EDA GRANT FOR VANGUARD STIMULATION SERVICES, AND ECONOMIC DEVELOPMENT STRATEGY FOR THE CITY OF SHAWNEE.


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 in Commission Chambers at City Hall, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on January 14, 2008 to authorize staff to hire monitors for the debris removal contract to meet FEMA requirements for reimbursements, authorize staff to advertise for construction bids to implement security measures at the inside water payment window, presentation from Shawnee Economic Development Foundation regarding 2008 budget and strategic planning update, discussion and consideration of providing $125,000.00 for infrastructure to match an EDA grant for Vanguard Stimulation Services, and economic development strategy for the City of Shawnee.



Witness my hand this 10th day of January, 2008.


Toni Gray for
JAMES C. COLLARD
CITY MANAGER
(SEAL)

ATTEST:

s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK


AGENDA ITEM NO. 1: Authorize staff to hire monitors for the debris removal contract to meet FEMA requirements for reimbursements.

Emergency Management Director Don Lynch reported to the Commission on the pilot program the City will be involved in regarding ice storm debris removal.
Mr. Lynch explained that the City is required to provide monitors to oversee the debris removal. City employees, working on an overtime basis, will begin monitoring the debris sites at Dockrey Park, Shawnee Airport and Park and Ride. The City proposes to hire seasonal workers to be trained as monitors. The employee would receive $10.00 per hour and would work 39 hours per week or less. It is required that the workers be at least 18 years of age, have their own transportation, a valid driver’s license and no criminal record. The estimate of costs for the monitors is $105,840.00. The City will be responsible for providing workers with safety vests and hard hats. The City will also provide Workers Compensations coverage on the workers. The costs for the monitors and equipment are reimbursable by FEMA.
Mr. Lynch also addressed the pending contract with Allied Waste for the use of the Canadian Valley Landfill. Mr. Lynch stated that there will be an $8.00 per ton tipping fee. He is also working with Brent Bolles of Allied to amend some contract language.
Further, Mr. Lynch explained that the debris removal company has divided the City into twenty sectors and they expect to have one crew operating in each sector. Therefore, the pickup process within the City should begin simultaneously, with no one area of the City receiving an earlier pickup than another area.
The City will be responsible for notification when the removal process begins. All media outlets will be utilized. The debris removal company will pass through each area twice, however citizens are encouraged to have their debris ready for removal on the first pickup date.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Holt, to authorize staff to hire seasonal workers as monitors, in an amount not to exceed $110,000, to meet FEMA requirements for reimbursements. Motion carried 7-0.

AYE: Peterson, Holt, Stephens, Schrzan, O’Neal, Mills, Young
NAY: None

AGENDA ITEM NO. 2: Authorize staff to advertise for construction bids to implement security measures at the inside water payment window.

City Manager Jim Collard informed the Commission that this was a budgeted item and another step in providing employee safety.

A motion was made by Vice Mayor Peterson, seconded by Commissioner Schrzan, to authorize staff to advertise for construction bids to implement security measures at the inside water payment window. Motion carried 6-0-1.

AYE: Peterson, Schrzan, O’Neal, Mills, Young, Stephens
NAY: None
ABSTAIN: Holt

AGENDA ITEM NO. 3: Presentation from Shawnee Economic Development Foundation regarding 2008 budget and strategic planning update.

Marion McMillan, Shawnee Economic Development Foundation, gave a presentation regarding the goals set by the SEDF board at a recent strategy session. The Board’s strategic initiative is to grow and diversify the economic base. The top priorities and long and short term objectives were identified as follows: (1) Create 1000 Net New Jobs (2) Enhance/Expand SEDF capabilities (3) Workforce Development and (4) Infrastructure Enhancement.
Mr. McMillan also discussed private sector funding, advising that they will soon begin a pledge drive to encourage contributions from the private sector. He further explained that a prospectus will be presented to the Securities and Exchange Commission and permission will be sought from them before they can begin this drive.
Mr. Randy Smith then explained the proposed SEDF budget. They are requesting a contract increase of $96,000 from the City of Shawnee. They further expect to match this amount through their pledge drive to increase private sector revenue.
Mr. Smith spoke of the need to increase staff at the Foundation. They are proposing to create new job descriptions for the duties of Executive Director, Program Manager and Staff Assistant. The requested funding increase will allow for these new positions in salary and benefits. Mr. Smith stated that without this increase in staffing, the committee believes the Foundation will not be able to achieve the goals they have set forth.
Mr. Smith further explained items regarding expenses and income in the proposed operating expense budget.

AGENDA ITEM NO. 4: Discussion and consideration of providing $125,000.00 for infrastructure to match an EDA grant for Vanguard Stimulation Services.


Vanguard Stimulation Services, LLC is planning a new plant in the Wolverine Industrial Park. Vanguard is a company specializing in designing and implementing fracture stimulations in the recovery of oil and natural gas. Shawnee Economic Development Foundation requests that the City of Shawnee invest $125,000 in infrastructure as the local match needed for the EDA Project Funding Request.
In order to complete the purchase and sale of the 59.18 acre tract to Vanguard, the SEDF placed $125,000 in escrow until such time as the City of Shawnee has committed that sum toward bringing suitable utilities to the property.
There was a lengthy discussion by Commission Stephens regarding the manner in which this request came before the City Commission. She requested that in the future issues such as this should be presented to the Commission “before the fact rather than after the fact”.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Young, to provide up to $125,000 for infrastructure to match an EDA grant for Vanguard Stimulation Services; the amount of $57,500 to come from the Shawnee Municipal Authority and the amount of $67,500 from the street fund; and to encourage Pat McCormick to approach other entities to partner with the City on the $125,000. Motion carried 7-0.

AYE: Peterson, Young, Holt, Stephens, Schrzan, O’Neal, Mills
NAY: None

AGENDA ITEM NO. 5: Economic development strategy for the City of Shawnee.

City Manager Jim Collard briefly gave the framework of the City’s economic development strategy.

1. Give support to the Shawnee Economic Development Foundation
2. Building of infrastructure
3. Continued support to Shawnee Regional Airport
4. Support Downtown Shawnee
5. Support to the Expo Center
6. Place emphasis on retail

He further stated that he is working on the RFQ/RFP regarding retail analysis and it will be brought back before the Commission for their consideration.

AGENDA ITEM NO. 6: Administrative Reports.

There were no Administrative Reports.

AGENDA ITEM NO. 7: Commissioners Comments.

Under Commissioners Comments, Commissioner Holt wanted to explain his abstention under Agenda No. 2. Commission Holt stated he misread his agenda and felt that the item was something that had occurred during the last budgeting process, therefore he had not been directly involved. After rereading the item he wanted to stress his support for improved safety measures at City Hall.

AGENDA ITEM NO. 8: Adjournment

There being no further business to come before the meeting, a motion was made by Vice Mayor Peterson, seconded by Commissioner Schrzan, that the meeting be adjourned. Motion carried 7-0. (9:08 p.m.)

AYE: Peterson, Schrzan, O’Neal, Mills, Young, Holt, Stephens
NAY: None


________________________ CHUCK MILLS, MAYOR

(SEAL)
ATTEST:

_____________________________________
PHYLLIS LOFTIS, CITY CLERK



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