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Date: 3/10/2008Board: City CommissionDocumentType: MinutesWeb Posted: 4/3/2008 1:19:03 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
MARCH 10, 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, March 10, 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


Absent Absent
Commissioner Ward 1 Commissioner Ward 2

Marva O’Neal Absent
Commissioner Ward 4 Commissioner Ward 4

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


ABSENT: Stephens, Schrzan, Young


Others in attendance were city staff, Assistant to City Manager Toni Gray, Treasurer Neva Treiber, City Attorney John Canavan, and Wayne Trotter, Shawnee Sun and Amanda Gire, Shawnee News-Star.

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 SHAWNEE AIRPORT AUTHORITY

TO THE SHAWNEE AIRPORT AUTHORITY:

You and each of you are hereby notified that by virtue of a call issued by me on this 6th day of March, 2008, a Special Called Session will be held of the Shawnee Airport Authority in the Commission Chambers of City Hall, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on March 10, 2008, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be to consider acceptance of EDA grant funding and providing match for Shawnee Regional Airport Terminal.



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 6th day of March, 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 March 10, 2008, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be to confirm action taken on Shawnee Airport Authority Agenda Item No. 1 to accept EDA grant funding and providing match for Shawnee Regional Airport Terminal; transfer a Lake lease Lot 1, Mosler Tract, 16200 Archery Range Road from J. Thompson to G. Brown and T. Brown; authorize staff to advertise for bids on sludge lagoon cleaning at the water treatment plant, as required by Department of Environmental Quality; and have a work session to discuss the City of Shawnee water system needs and funding.

Witness my hand this 6th day of March, 2008.
(SEAL)

ATTEST:

s/s Phyllis Loftis s/s Toni Gray
PHYLLIS LOFTIS Toni Gray, Assistant to City Manager for
CITY CLERK JAMES C. COLLARD
CITY MANAGER







STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.

I received this notice on the 6th day of March, 2008 at 12:00 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 John Harris at 1:30 o’clock p.m. on March 6, 2008

I delivered a true and correct copy to Commissioner Carl Holt in person at 12:35 o’clock p.m. on March 6, 2008

I delivered a true and correct copy to Commissioner Thomas Schrzan in person by Mary Jane Schrzan at 12:40 o’clock p.m. on March 6, 2008

I delivered a true and correct copy to Commissioner Pam Stephens in person by Brenda Price at 12:50 o’clock p.m. on March 6, 2008

I delivered a true and correct copy to Commissioner Marva O’Neal in person at 5:00 o’clock p.m. on March 6, 2008

I delivered a true and correct copy to Commissioner/Vice Mayor Linda Peterson in person at 11:50 o’clock a.m. on March 7, 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 March 6, 2008


s/s Phyllis Loftis
City Clerk

CALL FOR SPECIAL SESSION OF THE SHAWNEE AIRPORT AUTHORITY TO BE HELD ON THE 10TH DAY OF MARCH, 2008 AT 6:30 O’CLOCK P.M. IN THE COMMISSIONER CHAMBERS OF CITY HALL, 16 W. 9TH, SHAWNEE, OKLAHOMA TO CONSIDER ACCEPTANCE OF EDA GRANT FUNDING AND PROVIDING MATCH FOR SHAWNEE REGIONAL AIRPORT TERMINAL.

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 Shawnee Airport Authority is hereby called to meet in Commission Chambers at City Hall, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on March 10th, 2008 to consider acceptance of EDA grant funding and providing match for Shawnee Regional Airport Terminal.


CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 10TH DAY OF MARCH, 2008 AT 6:30 O’CLOCK P.M. IN THE COMMISSIONER CHAMBERS OF CITY HALL, 16 W. 9TH, SHAWNEE, OKLAHOMA TO CONFIRM ACTION TAKEN ON SHAWNEE AIRPORT AUTHORITY AGENDA ITEM NO. 1 TO ACCEPT EDA GRANT FUNDING AND PROVIDING MATCH FOR SHAWNEE REGIONAL AIRPORT TERMINAL; TRANSFER A LAKE LEASE LOT 1, MOSLER TRACT, 16200 ARCHERY RANGE ROAD FROM J. THOMPSON TO G. BROWN AND T. BROWN; AUTHORIZE STAFF TO ADVERTISE FOR BIDS ON SLUDGE LAGOON CLEANING AT THE WATER TREATMENT PLANT, AS REQUIRED BY DEPARTMENT OF ENVIRONMENTAL QUALITY; AND HAVE A WORK SESSION TO DISCUSS THE CITY OF SHAWNEE WATER SYSTEM NEEDS AND FUNDING.

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 March 10th, 2008 to confirm action taken on Shawnee Airport Authority Agenda Item No. 1 to accept EDA grant funding and providing match for Shawnee Regional Airport Terminal; transfer a Lake lease Lot 1, Mosler Tract, 16200 Archery Range Road from J. Thompson to G. Brown and T. Brown; authorize staff to advertise for bids on sludge lagoon cleaning at the water treatment plant, as required by Department of Environmental Quality; and have a work session to discuss the City of Shawnee water system needs and funding.

Witness my hand this 6th day of March, 2008.


s/s Toni Gray
Toni Gray, Assistant to City Manager for
JAMES C. COLLARD
CITY MANAGER
(SEAL)

ATTEST:

s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK

SHAWNEE AIRPORT AUTHORITY:

AGENDA ITEM NO. 1: Consider acceptance of EDA grant funding
and providing match for Shawnee Regional Airport Terminal.

Mr. Greg Clifton, Executive Director of COEDD, addressed the Commission regarding the E.D.A. grant. As Mr. Clifton explained, the City had applied for an E.D.A. grant in the amount of $325,000 to provide infrastructure improvements for the Vanguard Stimulation Services project. However, due to timing issues, funds were provided to Vanguard from other sources.
Subsequently, the grant process continued with the City of Shawnee being awarded an “invitation to apply” for the grant. However, since the grant was no longer needed for the Vanguard project, permission was obtain to change the project from Vanguard to the building of a new terminal at Shawnee Regional Airport. The next step in the grant process will be the submission of a full grant application. Mr. Clifton stated that once an applicant has been “invited” to apply, it is most likely that the grant will be awarded.
The cost of the terminal is set at $650,000. The E.D.A. grant amount of $325,000 is a 50/50 match. The Oklahoma Aeronautics Commission has already committed $275,000 to this project and these funds are eligible to be used by the City toward the match. The remaining $50,000 needed for the City’s match can be taken from funds already allocated for the terminal building project.
Mr. Clifton indicated that he would apply for the grant on behalf of the City. Vice Mayor Peterson stressed the importance of communication between city officials and Mr. Clifton regarding grant status.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Holt, to continue with the E.D.A. grant application process and to change the project from Vanguard Stimulation Services to Shawnee Regional Airport Terminal project. Motion carried 4-0.

AYE: Peterson, Holt, O’Neal, Mills
NAY: None

AGENDA ITEM NO. 2: Adjournment.

There being no further business to come before the Airport Advisory Board, a motion was made by Vice Mayor Peterson, seconded by Commissioner Holt, that the meeting be adjourned. Motion carried 4-0.

AYE: Peterson, Holt, O’Neal, Mills
NAY: None ____________________________________________
CHUCK MILLS, MAYOR
(SEAL)

ATTEST:
___________________________________
PHYLLIS LOFTIS, CITY CLERK
SHAWNEE CITY COMMISSION NOW CONVENES:


AGENDA ITEM NO. 1: Confirm action taken on Shawnee Airport
Authority Agenda Item No. 1 to accept EDA grant funding and providing match for Shawnee Regional Airport Terminal.

A motion was made by Vice Mayor Peterson, seconded by Commissioner O’Neal, to confirm action taken on Shawnee Airport Authority Agenda Item No. 1 to proceed with the E.D.A. grant application process and to change the project from Vanguard Stimulation Services to Shawnee Regional Airport Terminal project. Motion carried 4-0.

AYE: Peterson, O’Neal, Mills, Holt
NAY: None

AGENDA ITEM NO. 2: Transfer Lake Lease Lot 1, Mosler Tract, 16200 Archery Range Road from J. Thompson to G. Brown and T. Brown.

Commissioner Carl Holt noted a discrepancy between address listed on the DEQ form and the transfer documents provided by the City and the leaseholder. Vice Mayor Peterson requested that this item be continued until after Item No. 4 to allow the parties to this transfer the opportunity to come to the meeting to explain the discrepancy.

MAYOR MILLS CONTINUED AGENDA ITEM NO. 2 FOR CONSIDERATION AFTER AGENDA ITEM NO. 4.

AGENDA ITEM NO. 3: Authorize staff to advertise for bids on sludge lagoon cleaning at the water treatment plant, as required by the Department of Environmental Quality.

A motion was made by Vice Mayor Peterson, seconded by Commissioner Holt, to authorize staff to advertise for bids on sludge lagoon cleaning at the water treatment plant, as required by the Department of Environmental Quality. Motion carried 4-0.

AYE: Peterson, Holt, O’Neal, Mills
NAY: None

AGENDA ITEM NO. 4: Work session to discuss the City of Shawnee water system needs and funding.

Utility Director Jim Bierd gave a presentation regarding future needs of the Water/Wastewater System.
Mr. Bierd spoke in detail regarding needs in the areas of water distribution, wastewater collection, Northside Wastewater Treatment Plant, Southside Wastewater Treatment Plant and personnel. Listed among future projects for consideration are the construction of a new water transmission line, a new one million gallon water tower and the repair/replacement of the Southside Wastewater Treatment Plant. Mr. Bierd estimated the total cost of needed improvements at $42,243,000.
City Manager Jim Collard explained the options for funding these needs as rate increases, impact fees and/or other methods such as sales tax increases, G.O. bonds and Federal/state assistance.
Dr. Collard further explained that in order to identify the best method(s) to fund these projects, three studies would be needed:

a. Rate Study. The City has already begun this process and Request for Proposal documents were mailed out and will be opened on March 24th . The cost of fuel, chemicals, salaries, benefits, supplies and maintenance are considered in the rate study.
b. Water/Wastewater Master Plan. Population projections, business expansion, availability/supply are considered in this study.
c. Impact Fee. An impact fee is a charge on new development to pay for the construction or expansion of improvements that are necessitated by and benefit the new development. The study is based on future demands on the system, water plant capacity increases and major equipment needed.

Dr. Collard updated the commission regarding the Sardis water coalition. He stated that the City of Shawnee’s portion of the engineering study is estimated to be $37,500, with the total cost of the study being one million dollars. He indicated that the process has been slow, but estimates the study will be completed by late summer this year.

Vice Mayor Peterson suggested that the mayor utilize the citizens’ advisory group to oversee the City’s future water needs and issues.

THE COMMISSION NOW RETURNS TO AGENDA ITEM NO. 2

AGENDA ITEM NO. 2: Transfer Lake Lease Lot 1, Mosler Tract, 16200 Archery Range Road from J. Thompson to G. Brown and T. Brown.

Neither party to this transfer request appeared to explain the address discrepancy. Therefore, a motion was made by Commissioner Holt, seconded by Commissioner O’Neal, to defer consideration of the transfer of Lake Lease Lot 1, Mosler Tract, 16200 Archery Range Road to the March 24th City Commission meeting. Motion carried 4-0.

AYE: Holt, O’Neal, Mills, Peterson
NAY: None


AGENDA ITEM NO. 5: Adjournment

There being no further business to come before the meeting, a motion was made by Vice Mayor Peterson, seconded by Commissioner Holt, that the meeting be adjourned. Motion carried 4-0. (8:30 p.m.)

AYE: Peterson, Holt, O’Neal, Mills
NAY: None

_______________________________
CHUCK MILLS, MAYOR

(SEAL)

ATTEST:

_________________________________
Phyllis Loftis, City Clerk





























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