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Date: 9/6/2011Board: City CommissionDocumentType: MinutesWeb Posted: 9/20/2011 3:16:04 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SEPTEMBER 6, 2011 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 6, 2011 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

Absent Frank Sims
Commissioner Ward 1 Commissioner Ward 2

James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4-Vice Mayor

John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6

ABSENT: Pam Stephens

INVOCATION Don Lynch

FLAG SALUTE

AGENDA ITEM NO. 1: Consider approval of Agenda.

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve the Agenda. Motion carried 6-0.

AYE: Harrod, Sims, Peterson, Collier, Winterringer, Smith
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 5.

b. Minutes from the August 15, 2011 regular meeting and August 29, 2011 and August 30, 2011 special call meetings.

c. Acknowledge the following minutes and reports:

• Traffic Commission minutes from June 28, 2011
• Sister Cities Council minutes from April 12, 2011, June 23, 2011 and July 26, 2011.
• Beautification Committee minutes from July 14, 2011
• Shawnee Civic and Cultural Development Authority minutes from June 16, 2011 and July 21, 2011
• License Payment Report July 1 through July 31, 2011
• Project Payment Report July 1 through July 31, 2011

d. Lake Lease Renewals:
Renewal:
• Lot 19 Johnston Tract, 16602 Stevens Rd
J Barrett

• Lot 1 & 2 Eckel Tract, 15306 Eckel Rd
J Inda and P Inda

e. Approve agreement with the Oklahoma Tax Commission for Administration of the City of Shawnee Sales and Use Tax Ordinances. (Deferred from the August 15, 2011 meeting)

f. Authorize Police Department to purchase 2012 Chevy crew cab 4x4 pickup from Harvey’s Inc at the state purchasing price of $25,618.72 for Animal Control.

g. Traffic Commission Board Recommendations:

A. Consideration of request by Shawnee Family Board of Directors YMCA that the name of the street running from Kickapoo to Airport Road currently “Saratoga” be changed to “YMCA Drive”.

STAFF RECOMMENDATION: Staff has no recommendation

BOARD RECOMMENDATION: Board recommends deny request

h. Authorize Parks Department to purchase 2011 model 5045E John Deere tractor and related equipment at the state purchasing price of $29,125.66.

i. Authorize Parks Department to purchase 2012 Silverado 1500 Short Crew 4x4 pickup at the state purchasing price of $27,535.00.

j. Authorize SMA staff to purchase the following: two (2) 1-ton 4x4 trucks with utility bed for Line Maintenance at the state purchasing price of $33,588.00 each from Harvey’s Chevrolet; one (1) ½-ton 4x4 pickup for the Northside Treatment Plant at the state purchasing price of $25,618.72 from Harvey’s Chevrolet; and one (1) 4x4 Ford Explorer for the Water Treatment Plant at the state purchasing price of $25,500.00 from Bob Hurley Ford.

Commissioner Harrod requested that Consent Agenda Item 2-e be pulled for separate consideration. A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve the Consent Agenda Items a-j, less item e. Motion carried 6-0.

AYE: Harrod, Sims, Peterson, Collier, Winterringer, Smith
NAY: None

Regarding Consent Agenda Item 2-e, a motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to table Consent Agenda Item 2-e until additional information was available. Motion carried 6-0.

AYE: Harrod, Winterringer, Smith, Sims, Peterson, Collier
NAY: None

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

Mr. Scott Warren spoke regarding his support for a Regional Sports Park.

Mr. Jeff Rodgers updated Commissioners about recent problems with his 2001 Ford handicapped accessible van, and the need for a replacement vehicle.

Mr. Warren Rutherford spoke regarding his disappointment that the capital improvement list does not contain any water line projects.

Mr. Fred Turner spoke regarding the City’s unfunded pension plan liabilities and also stated he felt a November election date was premature.

AGENDA ITEM NO. 4: City Manager’s presentation of Employee of the Month to Bill Jones, Water Department.

Bill Jones was not present to accept the Employee of the Month Certificate presented by City Manager Brian McDougal.

AGENDA ITEM NO. 5: Consider Bids:

a. Lake Road Bridge Rehabilitation Project Contract No. COS-PW-11-03 (Open)

BIDDER AMOUNT

Wildcat Const. Co., Inc. Subsid. $663,409.50
Topeka, KS

PbX Corporation $630,316.30
Sapulpa, OK

C-P Integrated Services, Inc. $645,401.27
Oklahoma City, OK

Meridian Contracting, Inc. $659,600.00
Tucson, AZ

Engineer’s Estimate: $458,000.00

City Engineer John Krywicki read the bids into the record and requested that the bid award be deferred to the next meeting to allow staff to review and check references.

A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to defer the bid award to the September 19, 2011 City Commission meeting. Motion carried 6-0.

AYE: Harrod, Winterringer, Smith, Sims, Peterson, Collier
NAY: None

b. Rehabilitate Runway 17-35; Grade Safety and Construction Connecting Taxiway. AIP Project 3-40-0088-015-2011- Contract No. COS-PW-11-01 (Award) (Deferred from the August 15, 2011 meeting)

Assistant Airport Manager Rex Hennen requested the item to be deferred until the grant was awarded.

A motion was made by Commissioner Sims, seconded by Vice Mayor Collier, to defer the bid award to the September 19, 2011 City Commission meeting. Motion carried 6-0.

AYE: Sims, Collier, Winterringer, Smith, Harrod, Peterson
NAY: None

c. Beard Street Widening Project from Farrall to North Canadian River Bridge. Contract No. COS-PW-10-03 (Award)

City Engineer John Krywicki announced that five bids were received and after review and consideration it was staff’s recommendation to award the bid to All Roads Paving, Inc. of Oklahoma City, Oklahoma in the amount of $367,732.70.

A motion was made by Commissioner Sims, seconded by Vice Mayor Collier, to accept staff’s recommendation and award the bid to All Roads Paving, Inc. in the amount of $367,732.70. Motion carried 6-0.

AYE: Sims, Collier, Winterringer, Smith, Harrod, Peterson
NAY: None

AGENDA ITEM NO. 6: 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. 7: Administrative Reports

There was no Administrative Reports.

AGENDA ITEM NO. 8: Commissioners Comments

There was no Commissioners Comments.

AGENDA ITEM NO. 9: Recess board of commissioners meeting to convene special call meeting and public hearing.

Mayor Peterson called for the recess at 7:00 p.m. to allow for a public hearing on Capital Improvement Projects which will begin at 7:30 p.m.

AGENDA ITEM NO. 10: Reconvene board of commissioners meeting.

Mayor Peterson reconvenes the City Commission Meeting at 9:03 p.m. with all Commissioners present. (Commissioner Stephens arrived at 7:25 p.m.)

AGENDA ITEM NO. 11: Discussion, consideration and possible action to instruct staff to prepare all documents necessary to call election for consideration of projects, including determining of date, projects and funding sources.

After discussion by Commissioners, a motion was made by Commissioner Harrod, seconded by Commissioner Stephens, to continue further discussion regarding the capital projects with consideration of an election in February, 2012. Motion carried 7-0.
It was further noted that this motion does not represent a formal call for a February election.

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

AGENDA ITEM NO. 12: Discussion, consideration and possible action to engage The Public Finance Law Group, PLLC as special bond counsel and Oppenheim, a division of BOSC, Inc., as financial advisor for possible public financing issues.

No action was taken.

AGENDA ITEM NO. 13: 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. (10:03 p.m.)

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


LINDA PETERSON, MAYOR

ATTEST:


PHYLLIS LOFTIS, CITY CLERK

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