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Date: 9/2/2008Board: City CommissionDocumentType: MinutesWeb Posted: 9/16/2008 9:56:17 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS

SEPTEMBER 2, 2008 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, Tuesday, September 2, 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 Absent
Commissioner Ward 1-Vice Mayor Commissioner Ward 2

Marva O’Neal Billy Collier
Commissioner Ward 3 Commissioner Ward 4

Absent Carl Holt
Commissioner Ward 5 Commissioner Ward 6

ABSENT: Schrzan, Peterson

INVOCATION REV. JASON LEE
TRUE VINE MINISTRIES

FLAG SALUTE BOY SCOUT TROOP 408

Presentation by Boy Scout Troop 408 to Mayor Mills of a United States of America flag which was flown over the United States Capital.

AGENDA ITEM NO. 1: Consider approval of Agenda:

A motion was made by Commissioner Holt, seconded by Commissioner Collier, to approve Agenda, as presented. Motion carried 5-0.

AYE: Holt, Collier, Stephens, O’Neal, Mills
NAY: None
AGENDA ITEM NO. 2: Consider approval of Consent Agenda:

a. Minutes from the August 18, 2008 meeting.

b. Acknowledge the following reports and minutes:
• Sister Cities Council minutes from July 8, 2008
• Shawnee Civic and Cultural Development Authority minutes from July 17, 2008

c. Acknowledge domestic violence agreement with the District Attorney’s office.

d. Acknowledge official “Trick or Treat” night for Halloween to be on Friday, October 31 from 5:30 p.m. to 9:00 p.m.

e. Approve early retirement for Bobby Woolf from the Oklahoma Municipal Retirement Fund and refund of contributions from the Defined Contribution plan for Bobby Woolf.

f. Mayor’s appointment of Joe Freeman to the Zoning Board of Adjustment to replace Jev Vandergrift, term to expire June 1, 2010.

g. Lake Site Lease Renewals and Transfers:
Renewal:
• Lot 4 Mosler Tract, 16406 Archery Range Road
A. Hill

Transfer:
• Lot 5 Damron 33807, Belcher Road
From: G. Pruett and N. Pruett
To: R. Adams and D. Adams

h. Authorize staff to apply for a subgrant of Emergency Management Preparedness Grant funds from the Oklahoma Department of Emergency Management.

A motion was made by Commissioner Holt, seconded by Commissioner O’Neal, to approve Consent Agenda No. 2(a-h), as presented.


Motion carried 5-0.

AYE: Holt, O’Neal, Mills, Collier, Stephens
NAY: None

AGENDA ITEM NO. 3: Citizens Participation (A three minute limit per person)
(A twelve minute limit per topic)

Gary Jenkins spoke regarding the T-ball fields at Lions Club Park. Mr. Jenkins stated he had read in the paper that a commissioner reported no one had come forward and requested permission to do anything to these fields, and that a parks department employee had stated he was doing the mowing and maintenance to these fields. Mr. Jenkins was offended by this as he reported these items were being done by volunteers. He further stated that the city needed to step up and provide sports areas for the youth of the community. In his opinion, the YMCA has become too expense for the average family, especially single parent families.

AGENDA ITEM NO. 4: Mayor’s Presentation and Proclamation:

Presentation of Certification of Appreciation to Jason Lee, True Vine Ministries, for offering the Invocation. Rev. Jason Lee was not present to accept certificate.

“Family Promise of Shawnee Week”
September 14-20, 2008
(accepted by Peggy North and Pastor Cliff Craig)

Ms. North and Pastor Craig gave a brief overview of the work done and services offered by the Family Promise volunteers, churches and individuals.

AGENDA ITEM NO. 5: Presentation by Interim City Manager to Employee of the Month, Carol Gilpin, Customer Service Utility Billing Clerk.

Interim City Manager Phyllis Loftis presented a plaque and gift certificate to Carol Gilpin, Customer Service Utility Billing Clerk, as the September employee of the month, in recognition of her excellent service and dedication to the City of Shawnee. Ms. Gilpin was present to accept.


AGENDA ITEM NO. 6: Public hearing and consider application of Merit Energy for a permit to drill an oil well south of Benedict Street and east of U.S. Highway 177.

Mayor Mills declared a public hearing in session to consider the application of Merit Energy for a permit to drill an oil well.
Mayor Mills asked if anyone wished to appear in favor of or in protest of the permit.
Oil & Gas Inspector Don Lynch reported that Merit Energy Company has submitted an application for a permit to drill an oil well south of Benedict Street and east of U.S. Highway 177. This land is owned by Larry and Anna Daley in Section 13 Range 3E Township 10N in Shawnee. Mr. Lynch is recommending that this application be approved and a permit be granted.

No others appeared and no formal protests were filed with the City Clerk. The public hearing was closed.

A motion was made by Commissioner Collier, seconded by Vice Mayor Stephens, to approve application from Merit Energy Company for a permit to drill an oil well south of Benedict Street and east of U.S. Highway 177 pending receipt of Liability insurance. Motion carried 5-0.

AYE: Collier, Stephens, O’Neal, Mills, Holt
NAY: None

AGENDA ITEM NO. 7: Presentation on energy audit from Shawna Turner, Sustainable Shawnee President.

The presentation on energy audit from Shawna Turner will be deferred until the September 15th City Commission meeting.

AGENDA ITEM NO. 8: Consider awarding contract on quote for manhole repair on South Beard.

Deputy Utility Director Randy Brock reported quotes were solicited from five different contractors for the repair of a manhole located at Gordon Cooper and Ohio Streets. Only two contractors replied. Urban Contractors, Inc., Oklahoma City, and M. L. Young Construction LLC, Oklahoma City. Staff is recommending to award manhole repair on South Beard to Urban Contractors, Inc., in the amount of $28,400. This does not include paving repair. The money will be funded from the Pipe Bursting account.
A motion was made by Commissioner Holt, seconded by Commissioner Collier, to award manhole repair on South Beard to Urban Contractors, Inc., in the amount of $28,400. Motion carried 5-0.

AYE: Holt, Collier, Stephens, O’Neal, Mills
NAY: None

AGENDA ITEM NO. 9: 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. 10: Administrative Reports

Toni Gray reported on the Municipal Pool. Designs are almost ready and she was meeting with the designers later this month and should have something ready to bring to the commission for their approval by the first meeting in October. The health department is requiring a drain and two covers before the current pool could be opened next year, with a projected cost of $40,000. The sand filter system is patched and to replace would be $145,000. This was not budgeted for this year. The money budgeted for this year was for a design firm.

Mayor Mills advised he will be appointing a committee at the next meeting to assist with the pool, including fundraising.

Toni Gray also reported on the Skate Park. The dirt work should be done next week and the equipment arriving in September. The completion should be by October 1.

She also reported that Allied Waste complaints called were down considerably and mostly due to road construction interfering with pickup. Curbside bulk waste pickup will be in October with a schedule, by address, coming soon.

Don Lynch, Emergency Management Director, gave a report on hurricane Gustav. Oklahoma City has received 1,600 evacuees at the old Lucent Technologies facility. The Red Cross, Salvation Army, United Way and others are participating in the relief effort. Oklahoma City hospitals have received 97 air lifted patients last Saturday. Hurricane Ike is moving toward the Gulf coast, expected on Sunday, more evacuations may be necessary.

AGENDA ITEM NO. 11: Commissioners Comments

There were no Commissioners Comments.

AGENDA ITEM NO. 12: Adjournment

There being no further business to be considered, a motion was made by Commissioner Holt, seconded by Commissioner O’Neal, that the meeting be adjourned. Motion carried 5-0. (7:12 p.m.)

AYE: Holt, O’Neal, Mills, Collier, Stephens
NAY: None





_________________________
CHUCK MILLS,
MAYOR





(SEAL)

ATTEST:

DONNA MAYO,
ACTING CITY CLERK



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