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Date: 6/22/2009Board: City CommissionDocumentType: MinutesWeb Posted: 7/7/2009 8:55:32 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
June 22, 2009 AT 2:00 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, June 22, 2009 at 2:00 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 J. Collier
Commissioner Ward 3 Commissioner Ward 4

Winterringer Carl Holt
Commissioner Ward 5 Commissioner Ward 6


ABSENT:

Others in attendance were city staff, City Clerk Phyllis Loftis, City Attorney John Canavan, Stephen Nolen, Interim Finance Director, Mike McCormick, Shawnee News-Star, and Wayne Trotter, Shawnee Sun.

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 15th day of June, 2009, a Special Called Session, consisting of a tour of City water and sewer facilities beginning at 2:00 p.m., followed by a meeting 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 June 22, 2009 and you are hereby notified to be present at said meeting.

The purpose of said meeting will be to tour the City water and sewer facilities and to meet for a presentation from John Wolf of Oklahoma Municipal Financing regarding the water rate study.

Witness my hand this 15th day of June, 2009

(SEAL)

ATTEST:

s/s Phyllis Loftis________________ s/s Brian McDougal ________________
PHYLLIS LOFTIS BRIAN MCDOUGAL
CITY CLERK CITY MANAGER




















STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.

I received this notice on the 15th day of June, 2009 at 6:15 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 Linda Peterson
in person at 6:25 o’clock p.m. on June 15, 2009

I delivered a true and correct copy to Commissioner Carl Holt
in person at 6:25 o’clock p.m. on June 15, 2009

I delivered a true and correct copy to Commissioner Frank Sims
in person at 6:25 o’clock p.m. on June 15, 2009

I delivered a true and correct copy to Commissioner Billy Collier
in person at 6:25 o’clock p.m. on June 15, 2009

I delivered a true and correct copy to Commissioner Pamela Stephens
in person at 6:25 o’clock p.m. on June 15, 2009

I delivered a true and correct copy to Commissioner James Harrod
in person at 6:25 o’clock p.m. on June 15, 2009

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

Mayor/Commissioner(s) John Winterringer
could not be found in the City of Shawnee, Oklahoma on June 15, 2009


s/s Donna Mayo
Deputy City Clerk

CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 22ND DAY OF JUNE, 2009 AT 2:00 O’CLOCK P.M. FOR A TOUR OF THE CITY’S WATER AND SEWER FACILITIES AND AT 6:30 P.M. IN THE COMMISSIONER CHAMBERS OF CITY HALL, 16 W. 9TH, SHAWNEE, OKLAHOMA FOR THE PURPOSE OF A PRESENTATION BY JOHN WOLF OF OKLAHOMA MUNICIPAL FINANCING REGARDING THE WATER RATE STUDY.

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 at 2:00 p.m for a tour of the City’s water and sewer facilities and at 6:30 p.m. at Commission Chambers at City Hall, 16 W. 9th, Shawnee, Oklahoma for a presentation by John Wolf of Oklahoma Municipal Finance regarding the water rate study.

Witness my hand this 15th day of June, 2009.


s/s Brian McDougal
BRIAN McDOUGAL
CITY MANAGER
(SEAL)

ATTEST:

s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK


Tour of city water and sewer facilities (2:00 p.m.)

AGENDA ITEM NO. 1: Roll Call (6:30 p.m.)


AGENDA ITEM NO. 2: Declaration of a Quorum

AGENDA ITEM NO. 3: Presentation from John Wolff of Oklahoma Municipal Financing regarding the water rate study.

City Manager Brian McDougal spoke of the tour of water/sewer facilities taken by Commissioners earlier on this date. Both sewer treatment plants were visited as well as the water plant. Mr. McDougal stated that when he was hired as City Manager, over 40 million dollars in water/sewer improvements extending over a five-year period was being considered by Oklahoma Municipal Financing. After reviewing the City’s needs for the next 10 years, and taking into consideration the manpower the City currently has to work on these projects, the plan was altered to include over 50 million in projects extending over a ten- year period.
Mr. McDougal then introduced Rick Smith, President of Oklahoma Municipal Finance and John Wolff, Senior Vice-President.
Mr. Wolff began his presentation with a cost of services overview. In considering the capital needs of the City, projects were divided between annual routine maintenance (pay-as-you-go) and significant system infrastructure needs (advance funded/debt serviced). A 6% annual increase in Maintenance & Operations costs was factored into the projections for this study.
In addressing water rate increases, the following rate adjustment summary was presented:

• Increasing volume charge vs. declining volume charge
• 25% higher base/ minimum charge for commercial customers
• General increase in base and volume charge over a ten-year period

In addressing sewer rate increases, the following rate adjustment summary was presented:

• 25% higher base/minimum charge for commercial customers.
• General increase in base and volume charge over a ten-year
period.

Mr.Wolff presented an overview of the Shawnee Municipal Authority’s current indebtedness, which includes two notes to OWRB, a sales tax revenue note and a utility revenue note. He also provided information regarding funding options for the approximate $28 million in projects which cannot be pay-as-you go projects.

Mr. Wolff further presented an outline of the SMA’s capital needs during the next ten years, with the most pressing needs being the 30” water line from the lake to the plant, replacement of water treatment plant pumps, controls and intake values. This project is estimated at $15.45 million dollars. Other large projects needed are the Atoka tie-in to the lake line at $7.25 million dollars and the Southside aerated activated sludge plant, estimated at $15.62 million dollars

The proposed water and sewer detail rate increases (inside and outside) were presented for the Commissions’ review. Residential usage was averaged at 5,000 gallons per account per month, and the commercial rates were based upon a monthly average of 116,000 gallons.

City staff will present rate increase ordinances to the Commission for their review in the near future.

Commissioners thanked Municipal Finance and city staff for the presentation and for the work that has been done in preparation of the report.

AGENDA ITEM NO. 4: Adjournment

There being no further business to come before the meeting, a motion was made by Commissioner Sims, seconded by Commissioner Harrod, that the meeting be adjourned. Motion carried 7-0. (7:45 p.m.)

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




________________________
LINDA PETERSON,
MAYOR

(SEAL)
ATTEST:

______________________________
PHYLLIS LOFTIS, CITY CLERK














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