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Date: 6/1/2009Board: City CommissionDocumentType: MinutesWeb Posted: 6/16/2009 9:41:36 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
JUNE 1, 2009 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, June 1, 2009 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Peterson presided and called the meeting to order. Upon roll call, the following members were in attendance.

Linda Peterson
Mayor

Pam Stephens Frank Sims
Commissioner Ward 1-Vice Mayor Commissioner Ward 2

James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4

John Winterringer Carl Holt
Commissioner Ward 5 Commissioner Ward 6

ABSENT:

INVOCATION REV. MAXWELL
CHAPLAIN – SHAWNEE POLICE DEPARTMENT

FLAG SALUTE

AGENDA ITEM NO. 1: Consider approval of Agenda:

A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to approve the Agenda. Motion carried 7-0.

AYE: Harrod, Holt, Stephens, Sims, Peterson, Collier, Winterringer
NAY: None

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. 11.

b. Minutes from the May 11, 2009 meeting and the May 18, 2009 meeting.

c. Approve Budget Amendment General Fund 302
Appropriating fund balance for payments due to ODOT for projects completed in previous years dating back to 1996.

d. Budget Amendment-Gifts and Contribution Fund 706
To increase budget for donations received to sponsor July 4th celebration and support Skatepark.

e. Transfer of Appropriation General Fund 501.
To cover cost of chemicals.

f. Transfer of Appropriation General Fund 001
Inter Departmental transfers to maintain operations budget for HR, Police, and Cemetery.

g. Acknowledge the following minutes:

• Sister Cities Council minutes from April 14, 2009
• Shawnee Urban Renewal Authority minutes from April 7, 2009
• Shawnee Civic and Cultural Development Authority minutes from April 16, 2009 and May 7, 2009
• Traffic Commission minutes from April 28, 2009

h. Approve mayor’s re-appointment of Nancy Cook-Senn to the Pioneer Library System Board of Trustees for a second three year term to expire June 30, 2012.

i. Approve mayor’s re-appointment of Kelly Mallory to the Traffic Commission Board for his first full term to expire January 1, 2012.

j. Acknowledge request by Oklahoma Baptist University Authority to re-appoint Mr. C. L. Craig and Mr. Randy L. Smith as trustees of the Authority, terms to expire August 1, 2015.

k. Traffic Commission Recommendations:

A. Consideration of request from Judy Shaw, Wintco, Inc., Post Office Box 1809, Shawnee, OK, to post a temporary handicap parking spot on the east side of Beard by the entrance to 109 North Beard for a period of at least three months (July, August and September 2009).

RECOMMENDATION: Board recommends deferral of request until further information can be obtained.

Before voting on the Consent Agenda, Mayor Peterson requested that Agenda Item No. 2 (c and e) be pulled for clarification. Commissioner Holt request Agenda Item No. 2(g) be pulled as well.

A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to approve Consent Agenda Item No. 2(a-k), less (c,e, and g), as presented. Motion carried 7-0.

AYE: Harrod, Holt, Stephens, Sims, Peterson, Collier, Winterringer
NAY: None

Agenda Item No. 2(c), Appropriating fund balance for payments due to ODOT, Mayor Peterson stated that it appears that the ODOT bills were sent to the Mayor. She just wanted to clarify that these were courtesy copies only, and that the original bills are being sent to City Hall. City Manager Brian McDougal said that ODOT would be contacted to insure that all bills are sent to the City of Shawnee at City Hall and not to the Mayor.

A motion was made by Commissioner Holt, seconded by Commissioner Collier, to approve Consent Agenda Item No. 2(c), as presented. Motion carried 7-0.

AYE: Holt, Collier, Winterringer, Stephens, Sims, Harrod, Peterson
NAY: None

Mayor Peterson pointed out that Agenda Item No. 2(e), regarding the Transfer of Appropriation General Fund 501 should be Transfer of Shawnee Municipal Authority Funds.
Interim Finance Director Stephen Nolen explained that the information contained in the body of the Transfer is correct, however the heading states General Fund instead of Shawnee Municipal Authority.
It was further noted that the approval of this Transfer will be acknowledged on the Shawnee Municipal Authority agenda of June 15, 2009.

A motion was made by Commissioner Harrod, seconded by Commissioner Collier, to approve Agenda Item No. 2(e) with noted correction. Motion carried 7-0.

AYE: Harrod, Collier, Winterringer, Holt, Stephens, Sims, Peterson
NAY: None

In regard to Agenda Item No. 2(g), Commissioner Holt questioned an item contained in the Sister Cities Council minutes regarding the International Dinner. The item states that the date of the dinner will either be June 20 or July 25th. Commissioner Holt stated that June 20th was also the date for the Juneteenth Celebration. City Clerk Phyllis Loftis stated that she would check on it and report back to the Commission.

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

There was no Citizen Participation.

AGENDA ITEM NO. 4: Consider a resolution of appreciation to Rob Branson for over 24 years of service to the City of Shawnee and presentation of Resolution of Appreciation.

Resolution No. 6354 was introduced and read aloud.

RESOLUTION NO. 6354 ENTITLED “A RESOLUTION EXPRESSING APPRECIATION TO ROB BRANSON FOR HIS; DIRECTING THAT SAID RESOLUTION BE SPREAD UPON THE OFFICIAL
RECORDS OF THE CITY OF SHAWNEE, OKLAHOMA; AND AUTHORIZING A COPY BE PRESENTED TO ROB BRANSON.”

A motion was made by Vice Mayor Stephens, seconded by Commissioner Collier, that the Title and Resolution No. 6354 be approved. Motion carried 7-0.

AYE: Stephens, Collier, Winterringer, Holt, Sims, Harrod, Peterson
NAY: None

Mr. Branson was not present to accept the resolution.

Thereupon Mayor Peterson declared Resolution No. 6354 duly passed and adopted.

AGENDA ITEM NO. 5: City Manager’s presentation to Employee of the Month, Rhonda Masquat, Finance Department.

City Manager Brian McDougal presented a plaque and gift certificate to Rhonda Masquat, Finance Department, as the June employee of the month in recognition of her excellent and dedicated service to the City of Shawnee.
Ms. Masquat was present to accept.

AGENDA ITEM NO. 6: Presentation by Shawna Turner representing Sustainable Shawnee.

The presentation by Shawna Turner will be deferred until the June 15, 2009 City Commission meeting.

AGENDA ITEM NO. 7: Presentation and discussion regarding Code Compliance Campaign sponsored by the Greater Shawnee Chamber of Commerce and the City of Shawnee.

Mike McCormick, Chamber of Commerce Chairman of Small Business and City Community Development Director Justin Erickson gave a presentation regarding the Greater Shawnee Chamber of Commerce and the City of Shawnee partnering together to make a concerted effort to improve the city’s appearance. The effort will begin with properties city officials identify and designate as not code compliant. Residents, businesses and volunteer groups are being asked to assist in cleaning properties that cannot be cleaned by owners. The City of Shawnee will work with property owners to determine which properties will need additional assistance in nuisance abatement. Home owners that are elderly or handicapped may qualify.
Organizations are being asked to volunteer an evening or two, or a weekend to help during the summer and early fall months.
Mr. McCormick and Mr. Erickson both stressed that this is a multi-year effort, working with one neighborhood at a time.
This effort is aimed at improving Shawnee’s image and further making the City more business friendly.
It was the consensus of the Commission that this is a worthwhile project and encouraged the Chamber and the City to work together in this initiative.

AGENDA ITEM NO. 8: Public hearing regarding FY 2009-2010 budget.

No one appeared and the public hearing was closed.

AGENDA ITEM NO. 9: Consider a resolution adopting the budget for the City of Shawnee for the period of July 1, 2009 through June 30, 2010 finding all things requisite and necessary have been done in preparation and presentation of budget.

Resolution No. 6355 was introduced and read aloud.

RESOLUTION NO. 6355 ENTITLED “A RESOLUTION APPROVING AND ADOPTING THE BUDGET FOR THE CITY OF SHAWNEE, OKLAHOMA, FOR THE PERIOD OF JULY 1, 2009 THROUGH JUNE 30, 2010 FINDING ALL THINGS REQUISITE AND NECESSARY HAVE BEEN DONE IN PREPARATION AND PRESENTATION OF SAID BUDGET.”

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, that the Title and Resolution No. 6355 be approved.



Motion carried 7-0.

AYE: Harrod, Sims, Peterson, Collier, Winterringer, Holt, Stephens
NAY: None

Thereupon Mayor Peterson declared Resolution No. 6355 duly passed and adopted.

AGENDA ITEM NO. 10: Consider recommendations from the Community Service Contracts Review Committee renewing the following contracts as follows:

a. Renewal of contract with Senior Citizens, Inc. for operation of the Municipal Auditorium for FY 2009-10 in the amount of $74,383.08.

A motion was made by Vice Mayor Stephens, seconded by Commissioner Harrod, to approve renewal of contract with Senior Citizens, Inc., for operation of Municipal Auditorium for FY 2009-10 in the amount of $74,383.08. Motion carried 6-0-1.

AYE: Stephens, Harrod, Collier, Winterringer, Holt, Sims
NAY: None
ABSTAIN: Peterson

b. Renewal of contract with Central Oklahoma Community Action Agency/Central Oklahoma Transit for FY 09-10 in the amount of $65,000.

A motion was made by Vice Mayor Stephens, seconded by Commissioner Holt, to approve renewal of contract with Central Oklahoma Community Action Agency/Central Oklahoma Transit for FY 09-10 in the amount of $65,000. Motion carried 7-0.

AYE: Stephens, Holt, Sims, Harrod, Peterson, Collier, Winterringer
NAY: None

c. Renewal of contract with YMCA for the operation of Shawnee Community Center in the amount of $43,650.
A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to approve renewal of contract with YMCA for the operation of Shawnee Community Center in the amount of $43,650. Motion carried 7-0.

AYE: Harrod, Holt, Stephens, Sims, Peterson, Collier, Winterringer
NAY: None

d. Renewal of contract with Downtown Shawnee, Inc. for FY 09-10 in the amount of $15,000, with a membership match up to an additional $15,000, with in-kind contributions for memberships not to exceed $7,500 towards the City’s match.

A motion was made by Commissioner Harrod, seconded by Commissioner Collier, to approve renewal of contract with Downtown Shawnee, Inc. for FY 09-10. Motion carried 6-0-1.

AYE: Harrod, Collier, Holt, Stephens, Sims, Peterson
NAY: None
ABSTAIN: Winterringer

AGENDA ITEM NO. 11: Consider Bids:

a. Overlay Street Maintenance Project – Various Locations COS-PW-08-04 (Award)

A motion was made by Commissioner Sims, seconded by Commissioner Winterringer, to award bid for Overlay Street Maintenance Project to All Roads Paving, Inc., Oklahoma City, as the lowest and best bid in the amount of $314,572.80. Motion carried 7-0.

AYE: Sims, Winterringer, Holt, Stephens, Harrod, Peterson, Collier
NAY: None

b. ADA Handicap Ramps Project – Various Locations COS-PW-08-05 (Award)

A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to award ADA Handicap Ramps Project bid to Medevelop, Edmond, OK, in the amount of $80,976.00, as the lowest and best bid.
Motion carried 7-0.

AYE: Harrod, Holt, Stephens, Sims, Peterson, Collier, Winterringer
NAY: None

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

City Engineer John Krywicki gave a report regarding the Slover Street Bridge. Bridge inspectors, Burgess & Niple, hired by the Oklahoma Department of Transportation had determined early last week that the weight load needed to be reduced from 9 tons to 3 tons. After further review, the inspectors recommended the complete closure of the bridge at this time. The City expects a report from Burgess & Niple within the next 3-4 weeks. Regarding other bridge work being done on Lake Road, Commissioner Sims asked Mr. Krywicki to check with the County to find out how long the bridge repair will take. Mr. Krywicki stated he would find out and relay the information to the City Manager.
Mr. Krywicki also reported on his most recent meeting with Coates Field Services regarding rights-of-way on North Kickapoo Street. Twenty-eight letters of offer have been sent recently. He also intends to bring approximately 10-12 parcels before the City Commission at the next City Commission meeting for Commission recommendation.

Justin Erickson reported on the property located on South Lincoln Street. At the May 15, 2009 meeting, Mr. Max Knowlton requested that the property be declared surplus. Mr. Erickson indicated that he would be bringing a resolution before the Commission soon asking for the property to be declared surplus and open for bids.

Emergency Management Director Don Lynch explained training for the National Incident Management System scheduled at the Heart of Oklahoma Exposition Center June 3, June 9 and June 15, 2009. This training will focus on preparedness, communications and information management, resource management, command management and ongoing management and maintenance. This training is for members of the Shawnee/Pottawatomie County Incident Management Team, however Mr. Lynch invited Commissioners to attend any of the sessions. Mr. Lynch will post a meeting notice for each day in the event that a quorum is present.

Police Chief Russell Frantz shared information regarding a grant opportunity the Police and Sheriff’s office has received. The grant is for $25,918.00 and is to be used for equipment.
Chief Frantz also reminded everyone of the Police Foundation Golf Tournament June 11th at the Elks Club.

AGENDA ITEM NO. 14: Commissioners Comments

Vice-Mayor Stephens, Commissioner Sims and Mayor Peterson all spoke regarding the Memorial Day ceremony of Fairview Cemetery. Each commented that the cemetery looked beautiful and thanked James Bryce and the cemetery crew for their hard work.
Vice-Mayor Stephens also thanked Chris Thomas and Chief Frantz for inviting her to the Sentinel graduation.
Commissioner Sims requested a schedule of fees regarding Shawnee Twin Lakes and where permits can be purchased. City Manager McDougal stated that a list of city fees will be compiled and provided to Commissioners.
Commissioner Winterringer reminded everyone of the Art, Wine & Music Festival on June 13th, from 11:00 a.m. to 11:00 p.m. Downtown Shawnee Director Ronda White spoke and announced that this year’s festival will encompass two blocks, from 10th to Main. The north end will consist of a Kids Zone with arts & crafts, the south end will be bands, food vendors, wine and art.

AGENDA ITEM NO. 15: Adjournment

There being no further business to be considered, a motion was made by
Commissioner Harrod, seconded by Commissioner Winterringer, that the meeting be adjourned.





Motion carried 7-0. (8:09 p.m.)

AYE: Harrod, Winterringer, Holt, Stephens, Sims, Peterson, Collier
NAY: None

LINDA PETERSON, MAYOR





(SEAL)
ATTEST:

PHYLLIS LOFTIS,
CITY CLERK

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