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Date: 8/3/2009Board: City CommissionDocumentType: MinutesWeb Posted: 9/9/2009 1:05:46 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
AUGUST 3, 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, August 3, 2009 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Vice Mayor Stephens presided and called the meeting to order. Upon roll call, the following members were in attendance.

Absent
Mayor

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

Absent Billy Collier
Commissioner Ward 3 Commissioner Ward 4

John Winterringer Carl Holt
Commissioner Ward 5 Commissioner Ward 6

ABSENT: Peterson, Harrod

INVOCATION REV. LARRY SPARKS
NEW BEGINNINGS CHURCH

FLAG SALUTE

AGENDA ITEM NO. 1: Consider approval of Agenda:

A motion was made by Commissioner Sims, seconded by Commissioner Collier, to approve the Agenda. Motion carried 5-0.

AYE: Sims, Collier, Winterringer, Holt, Stephens
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 Number 7.

b. Minutes from the July 20, 2009 and July 27, 2009 meetings

c. Budget Amendment 2009 CDBG Entitlement Grant Fund 184

d. Budget Amendment 2008 CDBG-R Recovery Act Funding Fund 185

e. Budget Amendment ODOC NSP Program Fund 198

f. Budget Amendment Cemetery Perpetual Fund 702

g. Budget Amendment 301 Capital Improvement Fund

h. Budget Amendment Shawnee Airport Authority Fund 511

i. Acknowledge the following reports and minutes:

• Shawnee Civic and Cultural Development Authority minutes from June 18 and June 22. 2009
• Sister Cities Council minutes from May 12, 2009 and June 9, 2009
• Traffic Commission minutes from June 23, 2009
• Beautification Committee minutes from May 4, 2009
• Sales Tax Collections through June 2009

j. Approve renewal of video production agreement with Shaugnessy Group, L.L.C., d/b/a Shawnee CTV.

k. Traffic Commission Recommendations:

A. Consideraton of request from Diana Smith and Lisa Webb with GT Engineering, Inc., 7 American Way, Shawnee, OK, to remove the stop signs installed on American Way at driveways of Wood Group Pressure Control and Roundhouse.

RECOMMENDATION: Board recommends approval to remove stop signs on American Way at the driveways of Wood Group Pressure Control and Roundhouse.

STAFF – Approves of this recommendation

B. Consideration of request from Delbert Totty, 609 West Poplar, Shawnee, OK, to provide lane indicators for exiting and entering into City Public Works building.

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

STAFF – Approves of this recommendation

C. Consideration of request from Delbert Totty, 609 West Poplar, Shawnee, OK, to provide left turn lanes at unmarked entrances to mall from access road.

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

STAFF – Approves of this recommendation

D. Consideration of request from Delbert Totty, 609 West Poplar, Shawnee, OK, to initiate no left turn at:
a. Union and Highland, east/west bound only;
b. Beard and Highland, east/west bound only;
c. Broadway and Highland, east/west bound only.

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

STAFF – Approves of this recommendation

E. Consideration of request from Delbert Totty, 609 West Poplar, Shawnee, OK, to install no U-turn or left turn sign at Poplar and Kickapoo (southbound side).

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

STAFF – Approves of this recommendation

F. Discussion about restriping Broadway from Highland to MacArthur to accommodate bike lanes in each direction.

RECOMMENDATION: No recommendation required.

l. Lake Site Lease Transfer and Renewals:
Transfer:
• Lot 5 Skipper Tract, 16614 Archery Range Road
From: B. Jackson and D. Jackson
To: O. Macy and A. Williams

• Lot 7 Coffman Tract, 15207 Perry Road
From: C. Duroy and K. Duroy
To: R. Flowers and D. Hilterbrand

Renewal:
• Lot 4 Skipper Tract, 16612 Archery Range Road
S. Cole and P. Hardeman

• Lot 1 Hart Tract, 16101 Hart Road
J. Bracklein and S. Bracklein

• Lot 2 Hart Tract, 16105 Hart Road
J. Bracklein

• Lot 10 Coffman Tract, 15201 Perry Road
L. Redwine and A. Redwine

• Lot 4 Magnino A Tract, 17100 Magnino Road
M. White

• Lot 9 Magnino Tract, 16724 Clearpond Lane
R. Hill and L. Hill

• Lot 20 Belcher Tract, 33404 Post Office Neck
B. Barnett and P. Barnett

• Lot 6 Mosler Tract, 16304 Archery Range Road
R. Freeman and L. Freeman

A motion was made by Commissioner Holt, seconded by Commissioner Winterringer, to approve Consent Agenda Item No. 2 (a-l), as presented. Motion carried 5-0.

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

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

There was no Citizens Participation.

AGENDA ITEM NO. 4: City Manager’s presentation to Employee of the Month Mike Rone, Cemetery Supervisor.

City Manager Brian McDougal presented a plague and certificate to Mike Rone, Cemetery Supervisor, as the August employee of the month, in recognition of his excellent and dedicated service to the City of Shawnee.
Mr. Rone was present to accept.

AGENDA ITEM NO. 5: Consider non-disclosure agreement with EF Johnson Technologies, Inc. for the purpose of evaluating services related to the OKWIN system demonstration.

Don Lynch Emergency Management Director explained that this agreement will allow him to review confidential and proprietary information to evaluate information regarding testing of EF Johnson radios on the statewide 800 Megahertz radio system, known as OKWIN, of which the City of Shawnee’s trunked radio system is a part. It is requested that the City of Shawnee test EFJI’s equipment to assure that there will be no negative impact on the existing system and determine that it will work on the OKWIN system just as Motorola has done with its existing radio line. These tests were conducted July 20-24, 2009. Therefore, Mr. Lynch is requesting approval of this agreement in order for him to review the tests results to assure that there is no negative impact on the City of Shawnee’s radio operations.

A motion was made by Commissioner Sims, seconded by Commissioner Collier, to approve non-disclosure agreement with EF Johnson Technologies, Inc. for the purpose of evaluating services related to the OKWIN system demonstration. Motion carried 5-0.

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

AGENDA ITEM NO. 6: Consider Oklahoma Municipal Retirement Fund lump sum payment from Defined Benefit Plan and refund of contributions from the Hybrid and Defined contribution plan for Malynda Yandell.

A motion was made by Commissioner Collier, seconded by Commissioner Winterringer, to approve Retirement Fund lump sum payment from Defined Benefit Plan and refund of contributions from the Hybrid and Defined contribution plan for Malynda Yandell. Motion carried 5-0.

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

AGENDA ITEM NO. 7: Consider Bids:

a. One (1) 43 HP Tractor/Loader/Backhoe/4x4 (with Alternate Trade In) (Open)

One bid was received and read into record by Interim Director of Operations James Bryce.





BIDDER AMOUNT

P & K Equipment
Norman, OK $37,549.00

A motion was made by Commissioner Holt, seconded by Commissioner Collier, to defer bids on One (1) 43 HP Tractor/Loader/Backhoe/4x4 (with Alternate Trade In) to staff for review and recommendation at the August 17th City Commission meeting. Motion carried 5-0.

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

b. One (1) Remote Control Slope Mower (Open)

Two bids were received and also read into record by James Bryce.

BIDDER AMOUNT

P & K Equipment
Norman, OK $40,000.00

Amp Control Inc.
Edmond, OK $41,500.00

A motion was made by Commissioner Holt, seconded by Commissioner Collier to defer bid for One (1) Remote Control Slope Mower, to staff for review and recommendation at the next City Commission meeting. Motion carried 5-0.

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

AGENDA ITEM NO. 8: 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. 9: Administrative Reports

Community Development Director Justin Erickson reported that the Wooster Brush Company, had donated 450 paint brushes to assist the City in its “Operation Paintbrush” program which the City and Chamber of Commerce are actively involved in.
Mr. Erickson further introduced a process designed to expedite the appointment of members to advisory boards. He provided the Commissioners, for their review, copies of a proposed Board/Commission application form, and a copy of City Commission Policy No. 5 which sets out the current method for appointing advisory board members. Staff will bring an agenda item modifying the appointment process to the Commission for their consideration at a later date.

AGENDA ITEM NO. 10: Commissioners Comments

There were no Commissioners Comments.

AGENDA ITEM NO. 11: Adjournment

There being no further business to be considered, a motion was made by
Commissioner Holt, seconded by Commissioner Sims, that the meeting be adjourned. Motion carried 5-0. (6:46 p.m.)

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


PAMELA SNIDER STEPHENS,
VICE MAYOR



(SEAL)

ATTEST:

PHYLLIS LOFTIS,
CITY CLERK


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