BOARD OF CITY COMMISSIONERS PROCEEDINGS
DECEMBER 17, 2012 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 17, 2012 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. Upon roll call, the following members were in attendance.
Wes Mainord
Mayor
Absent Linda Agee
Commissioner Ward 1 Commissioner Ward 2
Absent Absent
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Pam Stephens, James Harrod, Keith Hall
INVOCATION Rev. David Henry
Calvary Baptist
FLAG SALUTE
THE COMMISSION MEETING WAS PAUSED FOR A MOMENT OF SILENCE IN HONOR OF THE CONNECTICUT SCHOOL SHOOTING VICTIMS.
AGENDA ITEM NO. 1: Consider approval of Agenda.
A motion was made by Commissioner Winterringer, seconded by Commissioner Agee, to approve the Agenda. Motion carried 4-0.
AYE: Winterringer, Agee, Mainord, Smith
NAY: None
AGENDA ITEM NO. 2: Consider approval of Consent Agenda:
a. Minutes from the December 3, 2012 regular meeting.
b. Acknowledge the following minutes and reports:
• Planning Commission minutes from October 10, 2012 and November 7, 2012
• Shawnee Urban Renewal Authority minutes from September 5, 2012
• Project Payment Report for November 2012
• License Payment Report for November 2012
c. Mayor’s Appointments:
Shawnee Urban Renewal Authority
Stephen Rice – 2nd Full Term Expires 02-02-15
Re-Appointment
Patty Nida – 2nd Full Term Expires 02-02-15
Re-Appointment
Shawnee Civic and Cultural Development Authority (Expo Center)
David W. Harmon – 1st Partial Term Expires 12-31-15
Replaces Lance Wortham – Termed Out
d. Acknowledge receipt of DEQ Permit to Construct Water Line Along the Kickapoo Paving Project
e. Acknowledge receipt of DEQ Permit to Construct Sanitary Sewer to Serve Shawnee Mission Plaza 8
f. Request Authorization to Advertise the Bell Street Sidewalk Project from 7th to Farrall, with enhanced lighted crosswalk at Farrall.
g. Approve ODOT Maintenance Agreement for Highway Lighting along I-40.
h. Acknowledge Oklahoma Municipal Retirement Fund Normal Retirement for Jim Bierd.
i. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution plan for Matthew Duncan.
A motion was made by Commissioner Agee, seconded by Commissioner Winterringer, to approve the Consent Agenda Items a-i. Motion carried 4-0.
AYE: Agee, Winterringer, Smith, Mainord
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 Presentation of Beautification Committee Awards for yards and landscaping.
The recipients of the Beautification Committee awards who were present to accept were:
Bethel 4-H
Nick Shepherd from Shepherd’s Men’s Wear
Representatives from Immanuel Episcopal Church
Marion McMillan from BancFirst
Michelle Freeman for the residence at 931 North Broadway
Receiving an award but not present to accept was Oklahoma Natural Gas Company.
AGENDA ITEM NO. 5: A public hearing to consider an ordinance rezoning property located at 4016 and 4020 North Kickapoo from R-1; Residential Single Family Dwelling and C-1; Neighborhood Commercial, to C-3; Automotive, Commercial and Recreational. Case #P21-12 Applicant: Nelmon Brauning
Deferred by Planning Commission until their January 2, 2013 meeting
A motion was made by Commissioner Winterringer, seconded by Commissioner Smith, to defer the item to the January 7, 2012 City Commission meeting. Motion carried 4-0.
AYE: Winterringer, Smith, Agee, Mainord
NAY: None
.
AGENDA ITEM NO. 6: Presentation by Anne Masters, Pioneer Library Systems.
Anne Masters presented the annual update for the Pioneer Library Systems. She thanked the Commission for the $50,000.00 to purchase furniture for the library.
AGENDA ITEM NO. 7: Discussion, consideration and possible action on appointment of a committee to establish a city/county calendar of events that might be of interest to the citizens.
Mayor Mainord introduced this item saying that there are residents living in the City that want to have a central location that will show all city, county and regional activities on a monthly calendar. Dr. Bill Hagans has agreed to coordinate the project. Commissioner Agee suggested this “master” calendar interface with current calendars already in existence with many agencies. Mayor Mainord noted that there would be involvement from the city’s IT Department as well as other entities. It was determined that the project should proceed as proposed, however, in the event financial assistance is required this matter will come back before the Commission for reconsideration.
AGENDA ITEM NO. 8: Discussion, consideration and possible action on appointment of a water conservation committee to suggest possible ways to save on water usage.
Mayor Mainord also spoke regarding this item. He stated that he is concerned about water conservation and wants the conservation education to start with young people. The Commissioners discussed volunteer conservation throughout the year, hoping that during the peak summer months the water need will not be as critical. The Mayor stated that he had spoken with Dr. Joe Taron about chairing a water conservation committee and Commissioner Agee suggested that Sustainable Shawnee also be part of the committee. The Commission agreed to establish a conservation committee but in the event financial assistance is needed the matter will come back before the Commission for reconsideration.
AGENDA ITEM NO. 9: Discussion, consideration and possible action to approve OG&E cost proposal for providing decorative lighting along Bell Street from 7th to Farrall.
City Engineer John Krywicki reported this item is for decorative lighting along Bell Street. The cost is $30,050.00.
A motion was made by Commissioner Smith, seconded by Commissioner Winterringer, to approve the OG&E cost proposal for providing decorative lighting along Bell Street from 7th to Farrall. Motion carried 4-0.
AYE: Smith, Winterringer, Agee, Mainord
NAY: None
AGENDA ITEM NO. 10: Discussion, consideration and possible action to approve a Resolution in the Selection of City of Shawnee Bridge Inspectors for ODOT Bridge Inspection Program.
Resolution No. 6438 was introduced.
CONCERNING BRIDGE INSPECTION RESPONSIBILITY BY LOCAL GOVERNMENT FOR COMPLIANCE WITH NATIONAL BRIDGE INSPECTION STANDARDS
Bridge Inspection Contracts for April 2013 to April 2016
City Engineer John Krywicki stated Oklahoma Department of Transportation pays eighty percent (80%) and the city pays twenty percent (20%) of the bridge inspection fees. Staff has selected Brawley Engineering for the next three (3) years.
A motion was made by Commissioner Agee, seconded by Commissioner Winterringer, to approve a Resolution in the Selection of City of Shawnee Bridge Inspectors for ODOT Bridge Inspection Program. Motion carried 4-0.
AYE: Agee, Winterringer, Smith, Mainord
NAY: None
AGENDA ITEM NO. 11: Discussion, consideration and possible action regarding Central Oklahoma Economic Development District (COEDD) Lease.
Staff report was given by Director of Operations James Bryce. Mr. Bryce noted that COEDD is requesting to remodeling the building which is own by the City of Shawnee. Construction costs are estimated to be $183,000.00. COEDD is requesting a reduction in rent to off-set the costs associated with the remodel.
A motion was made by Commissioner Agee, seconded by Commissioner Smith, to approve a new ten (10) year lease with Central Oklahoma Economic Development District at $1,000.00 per month for the space they currently occupy with Central Oklahoma Economic Development District agreeing to spend not less than $100,000.00 to remodel the facility. Motion carried 4-0.
AYE: Agee, Smith, Mainord, Winterringer
NAY: None
AGENDA ITEM NO. 12: Acknowledge Sales Tax report received December 2012.
Finance Director/Treasurer Cindy Sementelli presented the information regarding sales tax receipts. Sales tax receipts are up $87,000.00 from the previous year. She stated we need to bring in new retail before we will see any significant increase.
AGENDA ITEM NO.13: Consider Bids:
a. Federal Street Bridge Rehab Project Contract No. COS-PW-12-02 (Open)
BIDDER AMOUNT ALTERNATE
Oklahoma Bridge Co. $1,038.546 $100,900
Edmond, OK
PbX Corporation $665,205 $78,360
Sapulpa, OK
Engineer’s Estimate: $680,000
City Engineer John Krywicki 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 Winterringer, seconded by Commissioner Smith, to defer the bid award to the January 7, 2013 City Commission meeting. Motion carried 4-0.
AYE: Winterringer, Smith, Agee, Mainord
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)
There was no New Business.
AGENDA ITEM NO. 15: Administrative Reports
Finance Director Cindy Sementelli explained that the City is preparing a Comprehensive Annual Financial Report (CAFR) this year rather than just doing financial statements, which is all that is required by law. The CAFR is an in depth document divided into three sections that provides full disclosure in all areas. The City of Shawnee last performed a CAFR in 2006.
AGENDA ITEM NO. 16: Commissioners Comments
Commissioner John Winterringer thanked former Commissioner Frank Sims for his passion for the Shawnee Public Library.
AGENDA ITEM NO. 17: Adjournment
There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:39 p.m.)
WES MAINORD, MAYOR
ATTEST:
_______________________________
PHYLLIS LOFTIS, CMC, CITY CLERK
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