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 4, 2000 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 Robert M. Pettyjohn
Commissioner Ward 1 Commissioner Ward 2
James Harrod Steven Blair
Commissioner Ward 3 Commissioner Ward 4
Bob Downing
Commissioner Ward 6-Vice Mayor
ABSENT:
Brad Roach
Commissioner Ward 5
INVOCATION James Cole Public Works Director
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 November 20, 2000 meeting
c. Budget Amendment in Gifts and Contributions Fund
d. Acknowledge the following reports and minutes:
· Shawnee Community Center report for the month of October, 2000
· Civic and Cultural Development Authority minutes of October 19, 2000 meeting
· Traffic and Transportation Commission minutes of October 24, 2000 meeting
e. Acknowledge regular meeting schedule for calendar year 2001 for City Commission and related authorities
f. Recommendation from the Traffic and Transportation Commission from its November 28, 2000 meeting:
1. Request from Mr. Randall Hutchins, 528 West Wood Street for “No Parking Except for Weekends and Holidays” sign on north side of the 500 Block West Wood Street.
Recommendation: To deny request.
2. Consider a request from Mr. Ronald A. Gillham, 667 N. Louisa Street for the “No Parking” signs on the south side of Dewey Street between Kickapoo Street and Broadway Street be moved to the north side 100 and 200 block or removed altogether.
Recommendation: To deny request
g. Acknowledge permit from the Oklahoma Department of Environmental Quality concerning the construction of 8” water line for Chili’s Grill & Bar located at Shawnee Mall outlot.
h. Authorize staff to advertise for bids for rehabilitation of Golden Acres Lift Station.
i. Authorize staff to advertise for bids for Midland Street Paving Project (from Broadway to Union).
j. Authorize staff to advertise for bids for Draper Street Paving Project (from Walnut to Oakland).
k. Approve Application for Contribution Refund from Oklahoma Municipal Retirement fund for retirement benefits for Earl Stevie Gruette.
l. Acknowledge Worker’s Compensation Form 14 Settlement dated November 7, 2000 concerning Mason Wilson v. City of Shawnee.
m. Acknowledge Worker’s Compensation Form 14 Settlement dated November 17, 2000 concerning Ricky McMahan v. the City of Shawnee.
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, to approve Consent Agenda Item No. 1 (a-m), inclusive. Motion carried.
AYE: Downing, Harrod, Harden, Blair, Claybrook, Pettyjohn
NAY: None
AGENDA ITEM NO. 2: Consider a resolution requesting the Oklahoma Department of Transportation concur in the programming of an Industrial Access Road Project.
City Engineer John Krywicki addressed the Commission to explain the need for an Industrial Access Road and to request funding through the Oklahoma Department of Transportation.
The project includes constructing a new 3,000 foot industrial access road in the Shawnee Industrial Park located two miles north of Interstate 40 on Kickapoo Street. The preliminary estimate for the proposed road would be approximately $407,200.00.
Mr. Bob Jones, President of the Shawnee Economic Development Foundation, added that the 80-acre industrial park is home to four manufacturing companies. They include Uponor Aldyl Company, TailEnd Pet Products, Unit Liner Company and Crystal Works (a division of Connor-Winfield Corporation).
He noted that combined, these four companies employ over 300 workers. Each of the four plants have major plans to expand their operations over the next twelve to twenty-four months. Total investment in land buildings and equipment will exceed $8,000,000 and is creating more than 112 new jobs.
Mr. Jones concluded by stating that the application deadline was January 1, 2001.
Resolution No. 6090 was introduced and the title read aloud.
Resolution No. 6090 entitled “A Resolution requesting the Oklahoma Department of Transportation Commission to concur in the programming and selection of a Industrial Access Road Project and approve same for construction; and setting forth agreement of the City.”
A motion was made by Commissioner Harrod, seconded by Commissioner Claybrook, that the Title and Resolution be approved. Motion carried.
AYE: Harrod, Claybrook, Pettyjohn, Harden, Blair, Downing
NAY: None
Thereupon Mayor Harden declared Resolution No. 6090 duly passed and adopted.
AGENDA ITEM NO. 3: Consider a resolution establishing addresses at Shawnee Lake for E-911 identification purposes.
Fire Chief James Roberts advised that it was necessary to identify roads leading to the lake lots from a main road for 911 identification purposes. He advised that without identification, the addressing of the lake lots would be extremely confusing for emergency responders causing loss of time in responding to emergencies.
Resolution No. 6091 was introduced and the title read aloud.
Resolution No. 6091 entitled “A resolution establishing names for roads in the area of Shawnee Twin Lakes for emergency 911 identification.”
A motion was made by Commissioner Claybrook, seconded by Commissioner Blair, that the Title and Resolution be approved. Motion carried.
AYE: Claybrook, Blair, Downing, Pettyjohn, Harrod, Harden
NAY: None
Thereupon Mayor Harden declared Resolution No. 6091 duly passed and adopted.
AGENDA ITEM NO. 4: Presentation by Mike Southard of proposed Capital Improvement Project.
City Manager Terry Powell was first to give an overview of a proposal to fund four capital improvement projects. The projects included funding the second phase of the water treatment plant expansion, build a multi-purpose building at the Expo Center, build a regional park, and implement a downtown streetscape plan.
He and city staff had given this presentation at the last Chamber of Commerce Retreat and it was also presented to the Citizens Advisory Committee and the Civic and Cultural Development Authority in which both boards had recommended that the City Commission give consideration to the proposal.
On funding of the projects, the city manager reported that it would be possible to finance the initial phases of all four projects with approximately $5 million dollar revenue bonds supported by the city’s third-penny sales tax. He further noted that when that tax was readopted last year and made permanent, there was fifteen percent (15%) earmarked for debt service and that would be what could be used to support the bond issue.
Other staff members giving a brief report was Public Works Director James Cole who explained about the second phase of the water treatment plant expansion; Expo Center Director Ken Etchieson reported on the multi-purpose building; and Community Development Director Mike Southard presented information regarding the need for park facilities that includes a sports complex and the downtown streetscape plan.
Mr. Southard gave an in depth report on the regional park. A detailed written report was included in the agenda packet that gave statistics, surveys, and recommendations for building a regional park that included:
· Economies of scale and higher quality facilities
· Improved management and scheduling
· Improved control of facility use
· Greater control of negative impacts to neighborhood and community parks, such as overuse, noise, traffic congestion, parking, and domination of facility by those outside the neighborhood
It was staff’s recommendation to hire a consultant to assist with the design and site selection process and establish a steering committee to work with the consultant.
Commissioner Claybrook asked about the water treatment plant budget and mentioned the Shawnee Creek and Kickapoo Street improvements as other projects that needed attention.
In conclusion, City Manager Terry Powell stated that the proposed concept for the four projects to be funded by bonds was being presented to the Commission to gain their input and determine if the Commission was in agreement with the concept of the proposal. If so, then staff could begin contacting the bond consultants.
He noted that there was no action to be taken by the Commission at this time and staff would present more information at a future meeting when the Commission would take official action.
Since the Commission did not have any objections, Mayor Harden directed staff to proceed with the concept.
AGENDA ITEM NO. 5: Consider Bids.
a. Union Street Paving Project (award)
A motion was made by Commissioner Harrod, seconded by Vice Mayor Downing, to accept City Engineer John Krywicki’s recommendation to award the Union Street Paving Project (north of 45th Street) to T. J. Campbell Company, Oklahoma City, Oklahoma, in the amount of $510,095.00 with the 3-lane concrete option. Motion carried.
AYE: Harrod, Downing, Claybrook, Pettyjohn, Harden, Blair
NAY: None
b. Water Plant Improvements – Phase I (open)
BIDDER BASE BID
Crossland Heavy $2,298,808.00
Columbus, KS
Ideal Construction $2,565,500.00
Muskogee, OK
Lamar Industries $2,336,297.00
Shawnee, OK
Pope Contracting No Bid
Oklahoma City, OK
Wynn Construction $2,491,917.00
Oklahoma City, OK
(Detailed alternate bids are on file in City Clerk’s Office).
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, to accept staff’s recommendation to defer the water plant improvement bids for further analysis by the city’s consultant and make a report at the January, 2, 2001 meeting. Motion carried.
AYE: Downing, Harrod, Harden, Blair, Claybrook, Pettyjohn
NAY: None
c. 2001 Tandem Axle Twin Screw Cab Chassis (open)
BIDDER AMOUNT
Oklahoma City Freightliner $55,825.00
Oklahoma City, OK
Roberts Truck Center $58,392.00
Oklahoma City, OK
Harvey’s Inc. $55,765.00
Shawnee, OK
A motion was made by Commissioner Claybrook, seconded by Commissioner Blair, to accept staff’s recommendation to refer the 2001 Tandem Axle Twin Screw Cab Chassis bids to staff for review and a recommendation at the next meeting. Motion carried.
AYE: Claybrook, Blair, Downing, Pettyjohn, Harrod, Harden
NAY: None
IKON Office Solutions $356.95
Oklahoma City, OK Aficia 700
Shawnee Office Systems $462.75 $607.50
Shawnee, OK Konica 7065 Konica 7075
Pitney Bowes $524.20
Oklahoma City, OK Pitney Bowes DL620
A motion was made by Vice Mayor Downing, seconded by Commissioner Claybrook, to accept staff’s recommendation to refer the high volume copier bids to staff for review and recommendation at the next meeting. Motion carried.
AYE: Downing, Claybrook, Pettyjohn, Harrod, Harden, Blair
NAY: None
AGENDA ITEM NO. 6: New Business (Any matter not known about or which could not have been reasonably foreseen prior to the time of posting agenda)
There was no New Business to be considered.
AGENDA ITEM NO. 7: Citizens Participation (A five minute limit per person) (A fifteen minute limit per topic)
Ms. Terry Gilbert addressed the Commission with an update on the Shawnee Kidspace park. She issued a financial report showing $114,807.66 as revenue and $5,947.79 as expenses.
She also requested the second partial payment of matching funds from the City as agreed to in July, 2000 and thanked the Commission for their support.
Mr. Dave Boardman, representing fellow truckers, requested the Commission to reconsider the ordinance on banning trucks being parked in residential areas. He told the Commission that the trucks are being vandalized and burglarized and it has become costly to the truckers. He urged the Commission to allow parking in the driveways so the owners can protect their investments.
AGENDA ITEM NO. 8: Commissioners’ Comments.
Under Commissioners’ Comments, Commissioner Claybrook asked City Engineer John Krywicki for a update on Federal Street.
AGENDA ITEM NO. 9: Administrative Reports.
There were no Administrative Reports.
AGENDA ITEM NO. 10: Adjournment.
There being no further business to come before the Commission, a motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, that the meeting be adjourned. Motion carried. (8:58 p.m.)
AYE: Downing, Harrod, Blair, Claybrook, Pettyjohn, Harden
NAY: None
______________________________
MAYOR
(SEAL)
ATTEST:
________________________________
CITY CLERK
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