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, January 4, 1999 at 7:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Harden presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chris Harden
Mayor
Tom Claybrook Ronald A. Gillham, Sr.
Commissioner Ward 1 Commissioner Ward 2
Carl E. Young Bradie Lee Winrow
Commissioner Ward 3 Commissioner Ward 4
Brad Roach Bob Downing
Commissioner Ward 5 Commissioner Ward 6 - Vice Mayor
INVOCATION Reverend David Clewell
St. Paul’s United Methodist Church
FLAG SALUTE Mayor Harden
AGENDA ITEM NO. 1: Consider Approval of Consent Agenda
a. Acknowledge staff will proceed in the instant meeting with opening and consideration of bids as set forth in Agenda Item No. 5
b. Minutes of December 21, 1998 meeting
c. Transfer of Appropriations in General Fund
d. Acknowledge the following minutes:
* Civic and Cultural Development Authority minutes of November 19, 1998 meeting
* Shawnee Urban Renewal Authority minutes of December 8, 1998 meeting
e. Lakesite Lease Renewal
14, 10N, 2E Metes & Bounds
Cross Timbers Council Camp Fire
23 East 9th
Shawnee, OK
f. Authorize staff to advertise for bids on four or more half ton pickups and a one ton cab and chassis for replacement of older vehicles.
g. Authorize staff to advertise for bids on three new tornado sirens to be used in Shawnee.
Before voting on the item, Commissioner Claybrook requested 1(f) be removed for further discussion.
A motion was made by Commissioner Young, seconded by Vice Mayor Downing, that the Consent Agenda Item No. 1 (a-g), less (f), be approved. Motion carried.
AYE: Young, Downing, Claybrook, Gillham, Harden, Winrow, Roach
NAY: None
Now, Commissioner Claybrook questioned why staff was requesting to advertise for bids on four or more vehicles.
Public Works Director James Cole advised that the item was worded four or more in case bids were low and staff would be able to purchase additional vehicles since a total of nine vehicles were budgeted to replace the older (1983 and 1984) vehicles.
Community Development Director Bill Colclasure also requested a ½ ton pickup for Code Enforcement to conduct inspections and for other uses that require site visits to underdeveloped areas.
A motion was made by Commissioner Roach, seconded by Commissioner Gillham, to approve staff’s request to advertise for four pickups and a one ton cab and chassis. Motion carried.
AYE: Roach, Gillham, Young, Harden, Winrow, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 2: Presentation of check from the Cleo L. Craig Foundation for moving the Beard Cabin and Philadelphia Humane Society Horse Trough and replacing roof on the cabin.
Mr. C. L. Craig, Mrs. Helen Craig and Ms. April Stobbe, daughter, presented Mayor Harden with a check for $10,925.00, from the Cleo L. Craig Foundation to move the Beard Cabin and Philadelphia Humane Society Horse Trough and to replace roof of the cabin.
Mayor Harden on behalf of the City expressed appreciation to the Craigs and Ms. Stobee for their generosity.
AGENDA ITEM NO. 3: Consider resolution of appreciation to the Cleo L. Craig Foundation for the grant contract check to move the Beard Cabin and Philadelphia Humane Society Horse Trough and replace roof on the cabin.
In appreciation for the grant for the Beard Cabin and Philadelphia Humane Society Horse Trough projects, Mayor Harden introduced and presented Mr. and Mrs. Craig Resolution No. 6016 and the title and resolution was read in full.
Resolution No. 6016 entitled “A resolution expressing appreciation to the Cleo L. Craig Foundation of Shawnee, Oklahoma; directing that said resolution be spread upon the official records of the City of Shawnee, Oklahoma; and authorizing a copy be presented to the Cleo L. Craig Foundation.”
Motion was made by Commissioner Gillham, seconded by Commissioner Roach, that the Title and Resolution be approved. Motion carried.
AYE: Gillham, Roach, Downing, Claybrook, Young, Harden, Winrow
NAY: None
Thereupon Mayor Harden declared Resolution No. 6016 duly passed and adopted.
AGENDA ITEM NO. 4: Consider request from Mr. Jerry Hulin, the Primax Group for the City to relocate the sewer line or install a lift station on property located at North Market.
City Manager Terry Powell requested on behalf of staff to remove this item from the agenda in order for staff to work with Mr. Hulin to resolve the sewer problem. He noted that if the situation could not be resolved, then staff would bring the item back to the City Commission.
AGENDA ITEM NO. 5: Consider Bids:
Public Works Director James Cole presented the following recommendations:
a. Two 72” Cut Riding Tractor Mowers (Contract No. COS-PW-98-14) (award)
Mr. Cole noted that Turner Equipment of Shawnee submitted a lower bid, but did not meet the specifications for the following reasons: The zero turning radius is brake assisted and is not acceptable due to the constant turning that is required in park and cemetery operations; the engine has 25 percent (25%) less cubic inch displacement than specified.
A motion was made by Vice Mayor Downing, seconded by Commissioner Young, to accept staff’s recommendation to award the two 72” Cut Riding Tractor Mowers to Hustler Turf Equipment of Oklahoma, Inc., Oklahoma City, Oklahoma, in the amount of $12,950.00 per unit as the best bid meeting specifications. Motion carried.
AYE: Downing, Young, Harden, Winrow, Roach, Claybrook, Gillham
NAY: None
b. Tractor with 12’ Cut 3-Section Rotary Mower (Contract No. COS-PW-98-15) (award)
A motion was made by Commissioner Young, seconded by Vice Mayor Downing, to accept staff’s recommendation to award the 12’ Cut 3-Section Rotary Tractor Mower to Hustler Turf Equipment of Oklahoma, Inc., Oklahoma City, Oklahoma, in the amount of $26,532.00 as the lowest and best bid meeting specifications. Motion carried.
AYE: Young, Downing, Claybrook, Gillham, Harden, Winrow, Roach
NAY: None
Mr. Cole noted that Turner Equipment of Shawnee submitted a lower bid, but did not meet the specifications for the following reasons: The zero turning radius is brake assisted and is not acceptable due to the constant turning that is required in park and cemetery operations; the engine has 25 percent (25%) less cubic inch displacement than specified.
A motion was made by Commissioner Gillham, seconded by Commissioner Claybrook, to accept staff’s recommendation to award the 60” Cut Heavy-Duty Riding Tractor Mower to Hustler Turf Equipment of Oklahoma, Inc., Oklahoma City, Oklahoma, in the amount of $12,210.00 as the best bid meeting specifications. Motion carried.
AYE: Gillham, Claybrook, Young, Harden, Winrow, Roach, Downing
NAY: None
The following bids were opened, read aloud and found to be as follows:
d. Wallace Street Paving Project Pesotum to Draper (Contract No. CDBG-98-1) (open)
BIDDER AMOUNT
Shears Construction $127,900.00
S.E.A. Construction $ 98,225.76
Iron Horse Construction $ 81,741.00
Vantage Paving Inc. $112,710.00
The Engineer’s estimate was $115,500.00
A motion was made by Vice Mayor Downing, seconded by Commissioner Young, to accept staff’s recommendation to defer all opened bids to staff for further review and a recommendation at the next City
Commission meeting. Motion carried.
AYE: Downing, Young, Harden, Winrow, Roach, Claybrook, Gillham
NAY: None
AGENDA ITEM NO. 6: Citizens Participation (A five minute limit per person) (A fifteen minute limit per topic).
There was no Citizens Participation.
AGENDA ITEM NO. 7: Administrative Reports.
There were no Administrative Reports given.
AGENDA ITEM NO. 8: New Business.
Under New Business, Commissioner Claybrook inquired about the accounts payable report for membership fees to various organizations. He read an excerpt from the State Statutes regarding donations and he wanted to be sure the City was legal in paying certain dues .
City Manager Terry Powell advised he would instruct the City auditor to research the situation for clarification.
Commissioner Claybrook also inquired about the expenditures for lettering on the new van for the Fire Department.
Battalion Chief Chalk Norton spoke on behalf of Fire Chief Roberts and stated that possibly the lettering cost was for two other vehicles.
Since the claims reports are sent to the Commission separately and not part of the agenda, City Treasurer/Finance Director Bertha Ann Young and Director of Budget and Finance Jim Wilsie left the meeting to get the information. The Commission continued to the next item.
AGENDA ITEM NO. 9: Adjournment.
There being no further business to come before the meeting, a motion was made by Commissioner Gillham, seconded by Commissioner Winrow, that the meeting be adjourned. Motion carried. (8:07 p.m.)
AYE: Gillham, Winrow, Roach, Downing, Claybrook, Young, Harden
NAY: None
_____________________________
MAYOR
(SEAL)
ATTEST:
_______________________________
CITY CLERK
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