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Date: 12/19/2011Board: City CommissionDocumentType: MinutesWeb Posted: 1/18/2012 10:12:08 AM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
DECEMBER 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, December 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

Absent Frank Sims
Commissioner Ward 1 Commissioner Ward 2

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

Absent Steve Smith
Commissioner Ward 5 Commissioner Ward 6

ABSENT: Stephens, Winterringer

INVOCATION Rev. Amy Perkins
United Presbyterian Church

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 5-0.

AYE: Harrod, Sims, Peterson, Collier, 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 13.

b. Minutes from the December 5, 2011 regular meeting.

c. Acknowledge Sales Tax report received December, 2011.

d. Acknowledge the following minutes and reports:

• Planning Commission minutes from October 5, 2011 and November 2, 2011
• Beautification Committee minutes from November 10, 2011
• License Payment Report November 1-30, 2011
• Project Payment Report November 1-30, 2011

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve the Consent Agenda Items a-d. Motion carried 5-0.

AYE: Harrod, Sims, Peterson, Collier, Smith
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:
“Terron Bailey Day”
December 19, 2011

Terron Bailey accepted the Mayor’s Proclamation for “Terron Bailey Day” presented by Mayor Peterson.

AGENDA ITEM NO. 5: A public hearing and consideration of an ordinance annexing property located northwest of the intersection of MacArthur Street and Acme Road, just east of Highway 177. Applicant: Kickapoo Tribe of Oklahoma (Applicant has requested continuance of public hearing until the January 17, 2012 meeting)

Mayor Peterson opened the public hearing for public comments; no one appeared to speak in support or in opposition of the proposed annexation.
A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to continue the public hearing until the January 17, 2012 City Commission meeting per applicant’s request. Motion Carried 5-0.

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

AGENDA ITEM NO. 6: Discussion concerning economic impact study for the proposed regional sports complex.

City Planner Justin Erickson distributed the Economic Impact Study prepared by Dave Shideler, Extension Economist at Oklahoma State University. Mr. Erickson also distributed a one page summary of the analysis which provided information regarding estimated out-of-town visitor spending during baseball and soccer tournaments. Other information included in the summary was retail sales estimates for Shawnee and Pottawatomie County. After the Commission has had an opportunity for an in-depth review of the study, they may contact Mr. Erickson or City Manager Brian McDougal with any questions. It was noted that the study will be available on the city’s website within a few days so that the public will have a chance to review.

AGENDA ITEM NO. 7: Consider final plat for Cottage Park. Applicant: Landes Engineering LLC; Address: 1700 N. Kickapoo; Case No. S11-11

A motion was made by Commissioner Sims, seconded by Commissioner Smith, to approve the Cottage Parks Addition final plat located at 1700 N. Kickapoo contingent upon the following conditions being met:

1. Final infrastructure plans shall be submitted by the applicant and approved by the City and the City Engineer, as required, prior to construction.
2. Prior to filing the final plat, the applicant shall commence with making the required and proposed public site improvements in accordance with construction plans approved by the City Engineer or otherwise bond the project in accordance with City code.
3. All other applicable City standards apply.

Motion Carried 5-0.

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

AGENDA ITEM NO. 8: Consider a resolution declaring the fishing dock on Lake No. 2 as surplus property and granting permission for staff to advertise for sealed bids from the public for sale and removal of said dock.

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve Resolution No. 6418 declaring the fishing dock on Lake No. 2 as surplus property and granting permission for staff to advertise for sealed bids from the public for sale and removal of said dock.

Resolution No. 6418 was introduced and the title read aloud.

A RESOLUTION DECLARING THE FISHING DOCK ON SHAWNEE TWIN LAKE NUMBER TWO SURPLUS PROPERTY AND NO LONGER USABLE FOR CITY PURPOSES; DESCRIBING SAID ITEM; AND AUTHORIZING STAFF TO PROCEED WITH ADVERTISING FOR SEALED BIDS FROM THE PUBLIC FOR SALE AND REMOVAL OF SAID DOCK.

Motion Carried 5-0.

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

AGENDA ITEM NO. 9: Consider a resolution declaring the Mark IV playground equipment model # 111 -174 at Dean Wiegant Park surplus property.

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve Resolution No. 6419 declaring the Mark IV playground equipment model # 111 -174 at Dean Wiegant Park surplus property.

Resolution No. 6419 was introduced and the title read aloud.

A RESOLUTION DECLARING SOME PLAYGROUND EQUIPMENT AT DEAN WEIGANT PARK SURPLUS PROPERTY AND NO LONGER USABLE FOR CITY OR ANY OTHER PURPOSES; DESCRIBING SAID ITEM; AND AUTHORIZING STAFF TO PROCEED WITH REMOVAL OF SAID PLAYGROUND EQUIPMENT AND DISPOSING OF SAID PROPERTY TO A RECYCLING FACILITY.

Motion Carried 5-0.

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

AGENDA ITEM NO. 10: Discussion, consideration and possible acceptance of the conveyance of the area currently leased to and/or occupied by the Shawnee Civic and Cultural Development Authority for the Heart of Oklahoma Expo Center from the Shawnee Municipal Authority.

A motion was made by Commissioner Sims, seconded by Vice Mayor Collier, to approve acceptance of the conveyance of the area currently leased to and/or occupied by the Shawnee Civic and Cultural Development Authority for the Heart of Oklahoma Expo Center from the Shawnee Municipal Authority. Motion carried 5-0.

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

AGENDA ITEM NO. 11: Discussion, consideration and possible action to amend the lease covering certain property of the City by the Shawnee Civic and Cultural Development Authority to include all areas in used by the Heart of Oklahoma Expo Center, and fixing a new term for expiration.

A motion was made by Commissioner Sims, seconded by Vice Mayor Collier, to amend the lease covering certain property of the City by the Shawnee Civic and Cultural Development Authority to include all areas in used by the Heart of Oklahoma Expo Center, and fixing a new term for expiration. Motion carried 5-0.

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

AGENDA ITEM NO. 12: Discussion and consideration of cancellation of January 3, 2012 Board of Commissioners, Shawnee Municipal Authority and Shawnee Airport Authority meetings.

A motion was made by Commissioner Harrod, seconded by Commissioner Smith, to cancel the January 3, 2012 Board of Commissioners, Shawnee Municipal Authority and Shawnee Airport Authority meetings. Motion carried 5-0.

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

AGENDA ITEM NO. 13: Consider Bids:

a. Water Main Break Repairs (Various Locations) (Open)

BIDDER Total Cost to operate per hour, per crew, including labor, maintenance, etc. Total Cost to operate per hour, per crew, including labor, maintenance, etc. Total Cost to operate per hour, per crew, including labor, maintenance, etc. Total Cost to operate per hour, per crew, including labor, maintenance, etc. Total Extra Costs for Dump Truck per hour.
(This price should only be included in cost when truck is needed.)
8am to 5 pm
Monday through Friday 5pm to 8am Monday through Friday Saturdays
And
Sundays Holidays
Central Contracting Services, Inc.
Norman, OK

$750.00/hour

$900.00/hour

$900.00/hour

$900.00/hour

$90.00/hour
Krapff Reynolds Construction Co.
Oklahoma City, OK

$325.00/hour

$375.00/hour

$375.00/hour

$400.00/hour

$70.00/hour

Manager of Utility Operations 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 Smith, to defer the bid award to the January 17, 2011 City Commission meeting. Motion carried 5-0.

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

b. Sanitary Sewer Rehab Project (Various Locations) (Open)

BIDDER AMOUNT

Ram Utility Construction Inc. $410,254.50
Tulsa, OK


Tri-Star Utilities Inc. $304,588.00
Independence, KS

Krapff-Reynolds Construction Co. $369,918.00
Oklahoma City, OK

McKee Utility Contractors $309,996.50
Prague, OK

Jordan Contractors Inc. $339,947.00
Tecumseh, OK

Urban Contractors Inc. $371,792.50
Oklahoma City, OK

Manager of Utility Operations 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 Vice Mayor Collier, to defer the bid award to the January 17, 2011 City Commission meeting. Motion carried 5-0.

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

c. Sidewalk/ADA Handicap Ramps Project (Various Locations) (Open)

BIDDER AMOUNT

Rudy Construction Co. $104,075.00
Oklahoma City, OK

Nash Construction Company $100,090.00
Oklahoma City, OK

C-P Integrated Services Inc. $96,982.80
Oklahoma City, OK

Parathon Construction LLC $100,950.00
Edmond, OK

Engineer-In-Training Amber Satterfield 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 Sims, seconded by Vice Mayor Collier, to defer the bid award to the January 17, 2011 City Commission meeting. Motion carried 5-0.

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

d. Playground Unit for Dean Wiegant Park (Award)

Director of Operations James Bryce announced that six bids were received and after review and consideration it was staff’s recommendation to award the bid to Miracle Recreation Equipment Co. of Monett, Missouri in the amount of $111,786.87. It was noted by Mr. Bryce that the accepted bid was not the low bid for this project but was chosen for the following reasons:

1. Miracle Recreation is a company the City has used many times and is familiar with their products.
2. Miracle Recreation provided more areas accessible within their play structure for person covered by the Americans with Disabilities Act.
3. The lay-out of the Miracle unit is spread out, with more room between structures causing less congestion.
4. Miracle Recreation and Heartland Park (highest bidder) were the only vendors to visit the site to provide a compatible product to existing equipment.
5. Miracle Recreation has the only playground security system that can be integrated into the unit whenever funding and/or the need arises.

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to accept staff’s recommendation and award the bid to Miracle Recreation Equipment Co. in the amount of $111,786.87. Motion carried 5-0.

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

e. Truck Mounted CCTV Multi-Conductor Inspection System (Open)

BIDDER AMOUNT

Baker Equipment Company $109,786.00
Edmond, OK

Pearpoint Inc. $176,627.70
Palm Desert, CA

Cobra Technologies Corp. $148,900.00
Smyrna, GA

J&R Equipment LLC $172,490.00
Oklahoma City, OK

J&R Equipment LLC $157,590.00
Oklahoma City, OK

Manager of Utility Operations Randy Brock announced that five bids were received and after review and consideration it was staff’s recommendation to defer the bid award to the January 17, 2011 City Commission meeting in order to allow staff more time to arrange for equipment demonstrations.

A motion was made by Commissioner Harrod, seconded by Vice Mayor Collier, to accept staff’s recommendation and defer the bid award to the January 17, 2011 City Commission meeting. Motion carried 5-0.

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

AGENDA ITEM NO. 14: New Business (Any matter not known about or which could not have been reasonably foreseen prior to the posting of the agenda)

Emergency Management Director Don Lynch announced that he was notified this morning that the City’s application for Emergency Management Performance Grant funding has been approved in the amount of $44,834.00 for the Federal Fiscal Year 2012.

A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve the Agreement for the Sub-Grant of Emergency Management Performance Grant Program Funds. Motion carried 5-0.

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

AGENDA ITEM NO. 15: Administrative Reports

City Clerk Phyllis Loftis spoke regarding an electronic voting system for the City Commission Chambers. This system allows votes to be cast and tallied electronically and would replace the current roll-call method of voting. Information and an estimate of costs were provided.

AGENDA ITEM NO. 16: Commissioners Comments

Commissioner Harrod asked James Bryce about the fishing dock on Shawnee Twin Lake No. 1, which has been closed due to damage. Mr. Bryce reported that we recently received an insurance check in the approximate amount of $52,000.00. Mr. Bryce further reported that repairs are expected to cost approximately $80,000.00 and the total replacement of the dock would cost approximately $180,000.00. Staff is still reviewing the situation and discussing funding options.

Mayor Peterson thanked retiring Fire Chief Jimmy Gibson for his years of service to the City of Shawnee and wished him well in his retirement.

AGENDA ITEM NO. 17: Adjournment

There being no further business to be considered, a motion was made by Commissioner Harrod, seconded by Commissioner Sims, that the meeting be adjourned. Motion carried 5-0. (7:32 p.m.)

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


LINDA PETERSON, MAYOR
ATTEST:



PHYLLIS LOFTIS, CITY CLERK

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