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Date: 9/19/2011Board: City CommissionDocumentType: MinutesWeb Posted: 10/4/2011 10:23:11 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SEPTEMBER 19, 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, Monday, September 19, 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

Pam Stephens Absent
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: Frank Sims

INVOCATION Fire Chief Jimmy Gibson
FLAG SALUTE

AGENDA ITEM NO. 1: Consider approval of Agenda.

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

AYE: Harrod, Winterringer, Smith, Stephens, Peterson, Collier
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 10.

b. Minutes from the September 6, 2011 regular meeting and the September 6, 2011 special call public hearing meeting.

c. Acknowledge the following minutes and reports:

• Shawnee Urban Renewal Authority minutes from July 6, 2011
• License Payment Report August 1-31, 2011
• Project Payment Report August 1-31, 2011

d. Authorize staff to advertise for bids on mowing of rank weeds and grass and debris removal.

e. Authorize staff to apply for sub-grant for Emergency Management Performance Grant Funds from the Oklahoma Department of Emergency Management.

f. Acknowledge official “Trick or Treat” night for Halloween to be on Monday, October 31 from 5:00 p.m. to 8:00 p.m.

A motion was made by Commissioner Harrod, seconded by Vice Mayor Collier, to approve the Consent Agenda Items a-f. Motion carried 6-0.

AYE: Harrod, Collier, Winterringer, Smith, Stephens, Peterson
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: Mayor’s Proclamation:
“Constitution Week”
September 17-23, 2011

Pattie Hillhouse accepted the Mayor’s Proclamation for “Constitution Week” presented by Commissioner Steve Smith.

AGENDA ITEM NO. 5: Presentation by Peggy Johnson, coordinator for the Continuum of Care Sub-Region on the official homeless count that was taken in August 2011.

Ms. Johnson reported that locally Shawnee has 104 homeless citizens. Of that number 81 are considered “sheltered” homeless and 23 are considered to be street homeless. Comparatively, in January of 2011, Shawnee had 127 total homeless (street and sheltered) and in August of 2010, Shawnee had 75 total homeless.
Ms. Johnson stated that these figures are used by Housing and Urban Development to determine the amount of funds this area receives.

AGENDA ITEM NO. 6: Consider annexation request by North Rock Creek School for purposes of construction of new Middle School and Gymnasium and authorize staff to proceed with Notice and Hearing Requirements.

A motion was made by Commissioner Harrod, seconded by Commissioner Smith, to authorize staff to proceed with notice and hearing requirements to consider the annexation request by North Rock Creek School for purposes of construction of new Middle School and Gymnasium. Motion carried 6-0.

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

AGENDA ITEM NO. 7: Consider acceptance of public improvements for the plat of Shawnee Transfer Station and place maintenance bond into effect.

A motion was made by Commissioner Stephens, seconded by Commissioner Harrod, to accept the public improvements for the plat of Shawnee Transfer Station and place maintenance bond into effect. Motion carried 6-0.

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

AGENDA ITEM NO. 8: Consider contract with the IAFF Local 206 for fiscal year 2011-2012.

A motion was made by Commissioner Stephens, seconded by Vice Mayor Collier, to approve contract with IAFF Local 206 for fiscal year 2011-2012. Motion carried 6-0.

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

AGENDA ITEM NO. 9: Acknowledge Sales Tax report received September, 2011.

Finance Director Cindy Sementelli reported that sales tax was down 4.27% over last year’s collections. However, when factoring in the city’s other revenues, such as franchise tax, the City’s budget is on target. Ms. Sementelli also reported that the City was going to become more proactive is policing delinquent sales tax accounts.

AGENDA ITEM NO. 10: Consider Bids:

a. Refurbish Screw Pumps Contract No., COS-SMA-12-01(Open)

BIDDER AMOUNT

Rice Painting & Sandblasting, LLC No Bid
Ponca City, OK

Urban Contractors, Inc. $183,000.00
Oklahoma City, OK $3,500.00 – Alternate

J.S. Haren Company $171,700.00
Athens, TN

Wynn Construction Co., Inc. $186,000.00
Oklahoma City, OK

Assistant Utility Director Randy Brock 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 October 3, 2011 City Commission meeting. Motion carried 6-0.

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

b. Lake Road Bridge Rehabilitation Project Contract No. COS-PW-11-03 (Award)

City Engineer John Krywicki requested the item be deferred to the next meeting.

A motion was made by Commissioner Stephens, seconded by Commissioner Winterringer, to defer the bid award to the October 3, 2011 City Commission meeting. Motion carried 6-0.

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

c. 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 to the next meeting.

A motion was made by Commissioner Stephens, seconded by Vice Mayor Collier, to defer the bid award to the October 3, 2011 City Commission meeting. Motion carried 6-0.

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

AGENDA ITEM NO. 11: 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. 12: Administrative Reports

City Engineer John Krywicki gave an update on the Expo parking lot. He reported that utility companies have been out regarding relocation and that a grading plan is being developed. Mr. Krywicki laid out the following timetable regarding the project:
October 17 – request authorization to advertise for bids
November 8 – pre-bid meeting
November 21- bid opening and award
December 5 – pre-work meeting and notice to proceed

If this timetable is accurate, Mr. Krywicki expects the soonest completion date to be May 10, 2011.

AGENDA ITEM NO. 13: Commissioners Comments

Commissioner Harrod asked Mr. Krywicki about traffic flow during the construction of the Lake Road Bridge project. Mr. Krywicki responded that the project allows for one lane to be open at all time and a portable traffic light will be utilized as well.

Commissioner Harrod also asked if the Special Call Meeting scheduled for September 26, 2011 could be amended to include a joint meeting with the Pottawatomie County Commissioners to discuss Expo issues as well as financing issues. In the event the County Commissioners cannot meet on September 26th, then October 10th would be the alternate meeting date.

Regarding the proposed Special Call Meeting schedule consisting of a meeting on each Monday that is not a regular City Commission meeting, Commissioner Harrod stated he was not in favor unless Commissioners agree to compromise on the projects first.

AGENDA ITEM NO. 14: 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 6-0. (7:18 p.m.)

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



LINDA PETERSON, MAYOR

ATTEST:


PHYLLIS LOFTIS, CITY CLERK

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