BOARD OF CITY COMMISSIONERS PROCEEDINGS
SEPTEMBER 3, 2013 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, Tuesday, September 3, 2013 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
Pam Stephens Linda Agee
Commissioner Ward 1 Commissioner Ward 2
James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
John Winterringer Absent
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Steve Smith
INVOCATION Rev. Amy Perkins
First United Presbyterian Church
FLAG SALUTE Led by Commissioner Winterringer
AGENDA ITEM NO. 1: Consider approval of Agenda.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to approve the Agenda. Motion carried 6-0.
Vice Mayor Harrod complimented the Parks Department for keeping up with the mowing.
Mayor Mainord requested work sessions monthly or bi-monthly. He asked Commissioners the best time for them to meet and the consensus was on Mondays at 6:30 p.m. The City Manager will try to schedule the first work session at the end of September or beginning of October. It will be a planning session with the following meetings to include one or two subjects.
AGENDA ITEM NO. 4: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)
Don Forsberg spoke about the homeless people in Shawnee. He wants a committee put together to talk about the homeless and he will come back to know their thoughts.
COMMISSIONER SMITH ARRIVED AT 6:43 P.M.
Don Speaker lives on North Beard. He said the creek between North Market and North Beard is full of debris and mosquitoes and trash and needs cleaned. There are two county owned houses that need demolished and a lot with high grass. He has called Pottawatomie County several times but nothing has been done.
AGENDA ITEM NO. 5: Presentation on recycling proposal.
Todd Adcock with Central Disposal gave a presentation on the recycling proposal. Central Disposal has proposed three separate alternatives as follows:
A. Mandatory Weekly Curbside Recycling.
1. $3.50 – Curbside separation, 16 gallon tub. Paper, plastic, glass and aluminum only. City may remove both recycling centers. Central will make suitable arrangements for cardboard at the Transfer Station. For replacement of a recycle receptacle, customers will pay a fee equal to Central’s cost of the receptacle.
2. Increase “Additional Polycarts” to $8.00.
3. Reduce “Small” Polycart Pickup to $6.50. Pay as you throw would result in the same % for a 65 gal as 96 gal. Would also allow people who recycle to go to the smaller polycart and have no additional cost. If the City elects to take away one or both recycling centers, the customer would save an additional thirty to sixty cents per month. Absolutely no Solid Waste Pickup on either side of “Small Polycart.”
4. Require a $25.00 deposit for all new Service on each Solid Waste Polycart. If Polycart is returned to Central, City pays customer their deposit. If customer defaults, City and Central split the deposit.
B. Mandatory weekly curbside recycling. Paper, plastic and aluminum only. City may remove both recycling centers. Central will make suitable arrangements for glass and cardboard at the Transfer Station. For replacement of a recycle receptacle, customers will pay a fee equal to Central’s cost of the receptacle.
1. $3.75 – Single Stream 65 gallon Recycling Polycart.
2. Same as above.
3. Same as above.
4. Same as above.
C. Mandatory weekly curbside recycling
1. $4.00 – Single Stream 65 gallon Recycling Polycart. Paper, plastic and aluminum only.
2. No other changes.
Mr. Adcock stated that Central Disposal recommends Option A and that they request 90 days to implement the curbside recycling, but will be ready to begin whenever the City is ready.
Mr. Adcock stated that the recycling at this time would only be for residential customers and not businesses. He said that he would consider anything over 50% participation rate a success. The recycle day would be the same as your trash day.
AGENDA ITEM NO. 6: Discussion, consideration and possible action on establishing a recycling program.
Mayor Mainord instructed the audience that he would give 15 minutes for people to talk against the recycling proposal and 15 minutes for people to talk for the proposal. He then asked for anyone that wanted to speak against the proposal.
Those speaking at this time were:
Don Speaker
Phyllis Tate
Jim Steele
Mayor Mainord then invited anyone who wanted to speak in favor of the proposal to speak. Those speaking at this time were:
Rosalyn Kahn
Barbara Steele
Cody Deem
Donna Schoenkoff
Della Hutton
Commissioners Hall, Smith, Stephens and Winterringer stated they are all in favor of recycling. Commissioner Agee stated that she thinks a survey needs to be done to see how many people would participate. Commissioner Harrod does not think enough people will participate to make it feasible.
A motion was made by Commissioner Smith, seconded by Commissioner Hall, to direct Staff to negotiate an amended contract with Central Disposal to adopt option A of Central Disposal’s recycling proposal. Motion carried 5-2.
AGENDA ITEM NO. 7: Discussion, consideration and possible action on renewal of contract with the Chamber of Commerce regarding Convention and Visitors Bureau after receiving their completed audit.
Diane Smith, Assistant to the Finance Director, stated that Cynthia Sementelli, Finance Director/Treasurer, was in concurrence with the audit.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Agee, to approve the renewal of contract with the Chamber of Commerce regarding Convention and Visitors Bureau after receiving their completed audit. Motion carried 6-1.
AYE: Harrod, Agee, Mainord, Hall, Winterringer, Stephens
NAY: Smith
AGENDA ITEM NO. 8: Discussion, consideration and possible action on a revised lease agreement with REACT Ambulance Authority for property located in the 1400 block of North Center Street.
Justin Erickson, Community Development Director, stated there are minor adjustments to the previous lease with REACT. Under section 19.1.7, the waterline improvements were more expensive than previously thought. The revised contract allow for cost sharing of the waterline improvements with each side paying one-half and the City’s cost to not exceed $15,000.00.
Under section 19.1.5, the revised language is for REACT to install a sidewalk the entire length of the property, south to the northern extent of the City cemetery building parking lot.
Chuck Skillings, hospital administrator and a REACT board member, stated he has no problem with building a sidewalk in front of the building REACT is constructing and that the lack of a waterline down Center Street was a surprise to him. He stated there was ambiguity in the lease for the parking lot on the south side of the building. The sidewalk from the edge of the property leased to the city building has not been approved by the REACT board.
City Manager Brian McDougal revised Staff’s recommendation to exclude the additional sidewalk.
A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to amend the lease agreement with REACT Ambulance Authority for property located in the 1400 block of North Center Street to a 50-year lease, exclude the additional sidewalk from the edge of the property leased to the city building, the City will pay one-half of the waterline improvements up to a maximum of $15,000.00, and delete the additional parking lot on the south edge from the contract. Motion carried 7-0.
AGENDA ITEM NO. 9: Presentation by Fire Chief David Short on options for Red Cedar eradication followed by discussion, consideration and possible action on Red Cedar eradication.
Fire Chief David Short gave a presentation on options for Red Cedar eradication at the Shawnee Twin Lakes. The City owns approximately 2500 predominately wooded acres, some having heavy populations of cedars and others are sparse, around the Shawnee twin lake area. This area includes about 180 lease lots, including some school leases. The boundary lines of all of these areas are not significantly marked nor is our property symmetrically shaped, making it difficult to establish distinct areas for tree removal. This includes approximately 39.2 miles of shoreline.
It is the recommendation of staff, based on the direction of this Commission and the information Staff gathered, to plan to hire a crew with mulching equipment to begin work to eliminate all red cedar trees in a 200 foot wide strip around the each of the Shawnee lakes. This area would be at the outer boundaries of the lease lots, approximately 500 hundred feet from shore line or parallel to roadways, and continue around each lake. It is Staff’s recommendation to start at Eckels Road and Homer Lane and continue west following the described areas until the lake #1 has been circumvented. Upon completion of lake #1, work on lake #2 could be done in the same manner starting at the same location. The byproduct of this method can be left in place eliminating additional labor cost or environmental problems from burning the timbered trees. It is also recommended by Staff that as this plan is enacted, work should begin immediately to develop a plan to prevent this situation from returning in the future. This would include budgeting for periodic maintenance, equipment and manpower.
Due to the varying numbers of trees per acres, it is advised to have this work performed based on an hourly rate rather than by the acre. Staff received per hour quotes to cut and mulch in place these cedars from between $130.00 and $150.00. The approximate cost to perform this first phase will be 750 acres and at an average of $150.00 per acre, this is approximately $112,500.00. This is a roughly estimated figure due to conditions stated in analysis section.
Commissioner Agee provided copies of a handout to Commissioners and Staff that was in response to Staff’s recommendation. She further stated that she would like to have one to two Commissioners sit down with Staff to further review the matter.
Commissioner Hall expressed concern regarding current budgetary priorities. Commissioner Stephens was concerned about adding more duties to Staffs’ list of priorities.
Mayor Mainord appointed a three member Committee to further discuss the matter with Staff. The members are Commissioners Agee, Harrod and Hall.
No further action was taken.
AGENDA ITEM NO. 10: 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. 11: Administrative Reports
Greg Price, Plant Manager, reported that the Wes Watkins meter value project was 3 to 4 weeks from being complete and is on track.
AGENDA ITEM NO. 12: Adjournment
There being no further business to be considered, the meeting was adjourned by power of the Chair. (8:40 p.m.)
WES MAINORD, MAYOR
ATTEST:
_______________________________
LISA LASYONE, DEPUTY CITY CLERK
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