BOARD OF CITY COMMISSIONERS PROCEEDINGS
SEPTEMBER 20, 2010 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 20, 2010 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 – Vice Mayor
James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4
John Winterringer Carl Holt
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Commissioner Stephens
CALL TO ORDER
DECLARATION OF A QUORUM
INVOCATION Rev. Ray Belford
First Christian Church
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.
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 12.
b. Minutes from the September 7, 2010 meeting.
c. Acknowledge the following minutes and reports:
• Downtown Shawnee minutes from July 22, 2010
• Shawnee Urban Renewal Authority minutes from August 3, 2010
• Project Payment Report through August 31, 2010
• License Payment Report through August 31, 2010
A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to approve the Consent Agenda. Motion carried 6-0.
AGENDA ITEM NO. 3: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)
Louise Johnston addressed the Commissioner regarding sewer concerns at her daughter’s residence at 936 N. Park. Ms. Johnston stated that city crews had been to the residence on many occasions to address this problem. Ms. Johnston is concerned because sewage seems to be running under the house and could be an environmental concern.
Warren Rutherford spoke requesting the City mow grass and maintain dilapidated structures on East Main Street. Mr. Rutherford also had questions regarding why the courthouse is not currently displaying the American flag.
Shala Swanner spoke regarding a number of concerns, including complaints regarding police and jail personnel, her opinion of the Salvation Army, she asked to contract with the City to start mowing lots, requested the City look into building a Frisbee golf course and requested that Habitat for Humanity build a house for one of her friends.
AGENDA ITEM NO. 4: Mayor’s Proclamations
“Family Promises of Shawnee”
September 20-26, 2010
(Accepted by¬¬ Peggy North)
AGENDA ITEM NO. 5: Presentation of “United Way – Success By Six – Spirit of the Family Awards” tp Dennis Morris – State Farm Insurance and Shawnee K-Mart by Mr. Donald L. Pyeatt, Community Coordinator for United Way of Pottawatomie County.
Mr. Pyeatt noted that 202 car seats have been donated to community families. He presented a plaque of appreciation to Dennis & Gwen Morris for their time in helping install car seats and for assisting in car seat safety checks. Mr. and Mrs. Morris were present to accept. Mr. Pyeatt also recognized Shawnee K-Mart for supplying the car seats to their organization. Mr. Monte Blain accepted the plaque of appreciation on behalf of K-Mart.
AGENDA ITEM NO. 6: Consider request from West Side Neighborhood Watch Program to waive garage sale permit fees for October 15 and 16, 2010.
Julie Thompson, representing the West Side Neighborhood Watch Program, spoke regarding this item. Ms. Thompson stressed that they were not requesting permit fees be waived only be sold to them at a reduced price. She stated that the dates of October 15th and 16th were prior to their Fall community clean up scheduled for the following weekend.
Commissioners discussed the option of waiving garage sale permit fees for all residents on these dates to allow for a fall permit free event, in addition to the Spring permit free weekend.
A motion was made by Vice Mayor Sims, seconded by Commissioner Collier to waive garage sale permit fees October 15 and 16, 2010. Motion carried.
AGENDA ITEM NO 7: Consider agreement with Canadian Valley Electric Cooperative for electrical service to community warning siren to be located near the intersection of Homer Lane and Patterson Road.
Emergency Manager Director Don Lynch stated that this agreement is to reestablish service to a new siren replacing the warning siren destroyed in the May 10, 2010 tornado.
A motion was made by Vice Mayor Sims, seconded by Commissioner Holt, to approve the agreement with Canadian Valley Electric Cooperative. Motion carried 6-0
AGENDA ITEM NO. 8 Approve Amendment No. 10 to the LBR contract dated September 18, 2007, to Provide Plans and Specifications for the 2011 Construction Project “Runway 17/35 Runway Rehabilitation and Improvements, Improve the Runway 17 Safety Area, North of the Runway 17 End, Provide Grant Documentation, DBE Requirements and ODO Requirements.
A motion was made by Commissioner Holt, seconded by Commissioner Winterringer to approve Amendment No. 10 to the LBR contract. Motion carried 6-0
AGENDA ITEM NO. 9: Authorize staff to begin the bidding process to replace the carpet and tile in Shawnee Senior Center. Funding for this project will come from the Capital Outlay Budget.
A motion was made by Vice Mayor Sims, seconded by Commissioner Harrod, to authorize staff to begin the bidding process to replace the carpet and tile in Shawnee Senior Center. Motion carried 6-0.
AGENDA ITEM NO. 10: Acknowledge Sales Tax Report received September 2010.
City Manager Brian McDougal reported that sales tax receipts were up again for the second month in a row. This report shows $108,000 above year to date projections. Mr. McDougal also reported that because of the sales tax increase, there would be no employee furloughs in September.
AGENDA ITEM NO. 11: Consider setting time, date and location for special called meeting for discussion and possible action regarding staff’s prioritization of Capital Improvement Projects.
City Manager McDougal requested that the special call meeting previously discussed for September 23, 2010 be postponed due to some unforeseeable changes that have occurred in the Finance Department since the last meeting. After further discussion, a motion was made by Vice Mayor Sims and seconded by Commissioner Holt to leave the meeting set for September 23, 2010 at 1:00 p.m. at the Shawnee Public Library. Motion carried 6-0.
a. High Service Pump Station Improvements Contract SHA-09-04 DWSRF Project No. P-40-1020504-02 (Open)
The following bids were opened and read into the record:
Bidder Amount
Jordan Contractors $1,588,000
Tecumseh, OK
Wynn Construction Co. $1,240,000
Oklahoma City, OK
Howard Construction, Inc. $1,273.000
Ardmore, OK
Engineer’s Estimate $1,492.470.00
Staff requests that the bid award be deferred to the October 4th meeting to allow staff time to review and make a recommendation. A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to defer this bid award to October 4, 2010. Motion carried 6-0
b. Metal Storage Building for Public Works
Contract No. COS-PW-10-02 (Open)
The following bids were opened and read into the record:
Bidder Amount
Buoy Brothers Construction, Inc. Base Bid: $72,946.00
Meeker, OK Add Alt. #1: $36,950.00
Morehead Construction Base Bid: $76,408.50
Grove, OK Add Alt. #1 $25,231.50
Westchester Construction Co. Base Bid: $112,603.00
Shawnee, OK Add Alt. #1 $ 26,545.00
Amount Budgeted $98,000
Staff requests that the bid award be deferred to the October 4th meeting to allow staff time to review and make a recommendation. A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to defer this bid award to October 4, 2010. Motion carried 6-0
c. Installation of Fire Sprinkler System at Fire Station No. 1 (16 West 9th) (Open)
The following bid was opened and read into the record:
Bidder Amount
Mac Systems $20,258.00
Oklahoma City, OK
d. Installation of Fire Sprinkler System at Fire Station No. 2 (1401 North Bryan Street) (Open)
The following bid was opened and read into the record:
Bidder Amount
Mac Systems $19,240.00
Oklahoma City, OK
e. Installation of Fire Sprinkler System at Fire Station No. 3 (306 East MacArthur Street) (Open)
Bidder Amount
Mac Systems $22,422.00
Oklahoma City, OK
Staff requests that the bid awards be deferred to the October 4th meeting to allow staff time to review and make a recommendation. A motion was made by Commissioner Harrod, seconded by Commissioner Collier, to defer this bid award of the Fire Sprinkler Systems at Fire Stations, No. 1, No. 2 and No. 3 to October 4, 2010. Motion carried 6-0
a. Installation of Fire Alarm System at Fire Station No. 1 (16 West 9th ) (Open)
The following bids were opened and read into the record:
Bidder Amount
Harrod Electric $ 7,675.00
Shawnee, OK
High Tech Tronics $12,039.00
Oklahoma City, OK
All Phase Electric, Inc. $10,985.00
Shawnee, OK Add Alt. $1,985.00
b. Installation of Fire Alarm System at Fire Station No. 2 (1401 North Bryan Street) (Open)
The following bids were opened and read into the record:
Bidder Amount
Harrod Electric $ 6,817.00
Shawnee, OK
High Tech Tronics $12,289.00
Oklahoma City, OK
All Phase Electric, Inc. $12,820.00
Shawnee, OK Add Alt. $825.00
c. Installation of Fire Alarm System at Fire Station No. 3 (306 East MacArthur Street) (Open)
The following bids were opened and read into the record:
Bidder Amount
Harrod Electric $ 7,098.00
Shawnee, OK
High Tech Tronics $10,487.00
Oklahoma City, OK
All Phase Electric, Inc. $ 9,895.00
Shawnee, OK Add Alt. $825.00
Staff requests that the bid awards be deferred to the October 4th meeting to allow staff time to review and make a recommendation. A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to defer this bid award for the Fire Alarms Systems at Fire Stations, No. 1, No. 2 and No. 3 to October 4, 2010. Motion carried 6-0
Assistant Airport Manager Rex Hennen reported on the construction of the new terminal building, stating that the footing were being dug and steel should be in place this week. Mr. Hennen also reported that the Airport Board would hold a strategic planning session on the afternoon of September 22nd.
John Krywicki reported that the first 5,000 feet of pipe for the raw water line project should be delivered next week.
He further reported on the progress of the utility relocation on Kickapoo Street, stating that a Notice to Proceed should be issued to O.G. & E. within two months for electric service relocation.
Mr. Krywicki also spoke regarding two buildings on the Kickapoo right-of-way that will need to be demolished. One building is located next to the House of Flowers and the other building is next to Ell’s Jewelry.
AGENDA ITEM NO. 15: Commissioners Comments
Commissioner Harrod asked about the engineering on the Regional Park. Community Development Director Justin Erickson replied that the consulting firm would be setting up meetings with Commissioners in the near future.
AGENDA ITEM NO. 16: Consider an Executive Session to discuss and possibly enter into a Collective Bargaining Agreement with the IAFF, Local No. 207 for FY 2010-2011 as authorized by 25 O.S. §307(B)(2).
A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to enter into Executive Session.
COMMISSIONERS ENTER INTO EXECUTIVE SESSION AT 7:30 P.M.
COMMISSIONERS RETURN FROM EXECUTIVE SESSION AT 7:48 P.M. WITH ALL COMMISSIONERS PRESENT.
AGENDA ITEM NO. 17: Consider matters discussed in Executive Session regarding entering into a Collective Bargaining Agreement with the IAFF, Local No. 207 for FY 2010-2011 as authorized by 25 O.S. §307(B)(2).
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims to adopt the Collective Bargaining Agreement with the IAFF, Local No. 207 for FY 2010-2011. Motion carried 6-0.
There being no further business before the Commission, a motion was made by Commissioner Holt, seconded by Commissioner Winterringer to adjourn. Motion carried 6-0. (7:50 p.m.)
_____________________________
Linda Peterson, Mayor
Attest:
________________________
Phyllis Loftis, City Clerk
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