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Date: 10/10/2011Board: City CommissionDocumentType: MinutesWeb Posted: 10/18/2011 3:14:02 PM
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BOARD OF CITY COMMISSIONERS
CITY OF SHAWNEE
SPECIAL CALLED SESSION
OCTOBER 10, 2011

The Board of City Commissioners met in Special Called Session at the City Commission Chambers at City Hall, 16 West 9th Street, Shawnee, Oklahoma, Monday, October 10, 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
Chairman

Pam Stephens Frank Sims
Commissioner Ward 1 Vice Mayor

James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4

John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6

Others in attendance were City Manager Brian McDougal, Deputy City Clerk Lisa Lasyone, Finance Director/Treasurer Cynthia Sementelli, City Attorney Mary Ann Karns, Justin Erickson, Mike Jackson, John Krywicki, Russell Frantz, Tim Burg, Steve Nolen, Jimmy Gibson and James Bryce. The media was represented by Kory Oswald, Shawnee News Star and Johnna Ray, Countywide News.

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 CITY COMMISSION 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 6th day of October, 2011, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma at the City Commission Chambers at City Hall, 16 West 9th Street, Shawnee, Oklahoma at 6:30 p.m. on October 10, 2011, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be discussion, consideration and possible action of capital improvement projects and methods of funding.


(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 6th day of October, 2012 at 4:21 o’clock p.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the City of Shawnee, Oklahoma as follows:

I delivered a true and correct copy to Mayor Linda Peterson
via e-mail at 6:00 o’clock p.m. on October 6, 2011

I delivered a true and correct copy to Commissioner Frank Sims
via e-mail at 9:21 o’clock a.m. on October 7, 2011

I delivered a true and correct copy to Commissioner John Winterringer
via e-mail at 7:58 o’clock p.m. on October 9, 2011

I delivered a true and correct copy to Commissioner Steve Smith
via e-mail at 4:21 o’clock p.m. on October 6, 2011 but no response was received

I delivered a true and correct copy to Commissioner James Harrod
via e-mail at 10:16 o’clock p.m. on October 6, 2011

I delivered a true and correct copy to Commissioner Pam Stephens
via e-mail at 4:21 o’clock p.m. on October 6, 2011 but no response was received

I delivered a true and correct copy to Commissioner Billy Collier
via e-mail at 4:02 o’clock p.m. on October 7, 2011


s/s Phyllis Loftis City Clerk

CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 10TH DAY OF OCTOBER, 2011 AT 6:30 O’CLOCK P.M. AT THE CITY COMMISSION CHAMBERS AT CITY HALL, 16 WEST 9TH STREET, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE DISCUSSION, CONSIDERATION AND POSSIBLE ACTION OF CAPITAL IMPROVEMENT PROJECTS AND METHODS OF FUNDING.
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 the City Commission Chambers at City Hall, 16 West 9th Street, Shawnee, Oklahoma at 6:30 p.m. on October 10, 2011 to discuss, consider and possible action of the capital improvement projects and methods of funding.
Witness my hand this 6th day of October, 2012.

s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER

(SEAL)

ATTEST:

s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK


CALL TO ORDER:

DECLARATION OF A QUORUM

Roll was called with seven Commissioners present and a quorum was declared.

AGENDA ITEM NO. 1: Discussion, consideration and possible action of capital improvement projects and methods of funding.

The following department heads gave brief presentations regarding the proposed projects that may be included in the refinancing of the current bond.

Fire Chief Jimmy Gibson stated that the current Squad One is eleven (11) years old. The Squad One Apparatus he is requesting is a Squad One and a pumper. The cost is $450,000.00 for the combined unit.

Director of Operations James Bryce spoke regarding several capital projects:

Regarding the proposed cemetery building, he stated it will be approximately 1,500 square feet at a cost of $125 per square foot. This cost does not include the cost of the parking lot. There is $68,000.00 in current budget for cemetery building.

Mr. Bryce also addressed the airport track, stating the proposal will widen the existing track to ten (10) feet.

Mr. Bryce estimated it will cost $250,000.00 to repair the library roof. There is $5,000.00 in the current budget for repairs to the library roof.

Mr. Bryce advised there is $80,000.00 in the current budget for the Community Center Fire Suppression system.

City Planner Justin Erickson stated the Wayfinding Study was initially started in 2006. It outlined a consistent a theming pattern for the city, dividing it up into districts and providing signage to make locating businesses and recreation areas easier to find.

Chief Information Officer Steve Nolen advised the current City Hall phone system is outdated and telephone parts are getting harder to find. Further, there are no additional lines that can be added to the current system. Mr. Nolen noted there is $175,000.00 in the current budget for City Hall Phone System.

City Engineer John Krywicki advised he would be requesting authorization to go out for bids for the Expo parking lot at the October 17, 2011 City Commission meeting. Expo Operations Manager Mike Jackson advised that electric in the RV lots needs to be upgraded to 50 amperage service. Further, the restrooms facilities in the RV lots need upgraded also.

Financial Advisor Chris Gander spoke regarding rates and scenarios for bond.

Commissioner Harrod requested the following be added to the total: (City Manager Brian McDougal listed Commissioner Harrods requested items on a large paper on the wall)

Expo Parking Lot - $1,300,000.00
Expo RV Electrical - $ 550,000.00
Expo Comfort Station - $ 250,000.00
Library Roof - $ 250,000.00
Airport Track - $ 400,000.00
Cemetery Building - $ 500,000.00
Squad One Apparatus - $ 465,000.00
Total $3,715,000.00

A motion was made by Commissioner Sims to approve the attachment to the Agenda as presented for the $3.4 million and to accept the list provided by Staff. The motion died for lack of a second.

A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to adopt the program as outlined on the wall, which is:

Expo Parking Lot - $1,300,000.00
Expo RV Electrical - $ 550,000.00
Expo Comfort Station - $ 250,000.00
Library Roof - $ 250,000.00
Airport Track - $ 400,000.00
Cemetery Building - $ 500,000.00
Squad One Apparatus - $ 465,000.00
Total $3,715,000.00

not to exceed five (5) years and to include Pottawatomie County contributing $200,000.00 and $80,000.00 from the Pottawatomie County Home Finance Authority to be used for the Expo projects.
Commissioner Harrod later amended his motion, and Commissioner Winterringer amended his second, to reduce the amount to $3,500,000.00 but to include the top three (3) items as priority projects, not to exceed five (5) years. Motion carried 4-3.

AYE: Harrod, Winterringer, Smith, Stephens
NAY: Sims, Peterson, Collier

AGENDA ITEM NO. 2: ADJOURNMENT

There being no further business to come before the meeting, a motion was made by Commissioner Winterringer, seconded by Commissioner Harrod, that the meeting be adjourned. Motion carried 7-0. (8:37 p.m..)

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


LINDA PETERSON,
MAYOR
(SEAL)

ATTEST:

_________________________
PHYLLIS LOFTIS,
CITY CLERK


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NOTICE: This is NOT an official document. All official documents are maintained by the Shawnee City Clerk at Shawnee City Hall.
This document is provided as a public information device. Please contact City Hall at 405-878-1604 for official documents.