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, July 16, 2001 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
Bob Weaver Brad Roach
Commissioner Ward 4 Commissioner Ward 5
Bob Downing
Commissioner Ward 6-Vice Mayor
ABSENT: James Harrod
Commissioner Ward 3
INVOCATION James Cole City of Shawnee
FLAG SALUTE Mayor Harden
AGENDA ITEM NO. 1: 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 No. 12.
b. Minutes of July 2, 2001 meeting
c. Acknowledge the following reports and minutes:
* Budget Status Report as of June 30, 2001
* Treasurer Report for the City of Shawnee Sales Tax Receipts for the month of July, 2001
* Treasurer Report of the City of Shawnee General Fund Statement of Revenues and Expenditures for the month of June, 2001
* Treasurer Report of the Shawnee Municipal Authority Statement of Revenues and Expenditures for the month of June, 2001
* Treasurer Report for the Shawnee Municipal Authority Analysis of Collections for Water and Sewer for the month of June, 2001
* Utility Division Report for the month of June, 2001
* Building Inspector Report for the month of June, 2001
* Shawnee Community Center monthly report for June, 2001 and quarterly report April, May and June 2001
* Shawnee Urban Renewal Authority minutes of June 19, 2001 meeting
d. Approve out-of-state travel for Terry Powell to attend ICMA annual conference September 23 – 26, 2001 in Salt Lake City, Utah.
e. Acknowledge letter to Chief Land from Karmyn Kolarick, Gordon Cooper Technology Center, expressing appreciation to Officer Mike Laughlin for his presentation to the Summer Youth Program.
f. Consider a request from John and Barbara Vrana transferring Lot 2, Coffman Tract lake lease from Jack and Phyllis Brown (deceased) to John and Barbara Vrana.
g. Approve withdrawal of O.M.R.F. funds as requested by former employees Keith Welsh and DeLana Martin.
h. Mayor’s Appointments:
Regional Park Oversight Committee
James Cole
Mike Southard
John Krywicki
Bob Weaver
Robert Pettyjohn
A motion was made by Commissioner Pettyjohn, seconded by Vice Mayor Downing, that the Consent Agenda Item No. 1 (a-h), inclusive be approved. Motion carried.
AYE: Pettyjohn, Downing, Claybrook, Harden, Weaver, Roach
NAY: None
AGENDA ITEM NO. 2: City Manager’s Presentation.
City Manager Terry Powell presented a plaque and gift certificate to Gaila Hatler, Public Works secretary, as the July employee of the month in recognition of her excellent and dedicated service to the City of Shawnee.
AGENDA ITEM NO. 3: Conduct public hearing for hearing complaints or objections to assessment roll and apportionment of costs for the Granada/Tanglewood/ CedarCreek/Coronado Terrace Water Improvement District.
Mayor Harden declared a public hearing in session to conduct a public hearing for complaints or objections to assessment roll and apportionment of costs for the Granada/Tanglewood/Cedar Creek/Coronado Terrace Water Improvement District.
Mayor Harden asked if any persons wished to appear in favor of or in protest of the assessments and costs.
Mr. Neal Martin, 36 Pam Drive, attorney and proponent of the water district, proposed an amendment to the tap fee reimbursement schedule. It basically stated that taps which include construction of a waterline across the North Canadian River eastward down MacArthur Street, shall be seventy-five percent (75%) of the improvement district’s direct cost; including, but not limited to pipe, valves, tees and fire hydrants.
Another area resident, Mr. Merle Buss, wanted clarification about lot consolidation.
City Engineer John Krywicki addressed the questions from Mr. Buss. He advised that the assessment had been set at $3,915.22 per parcel of land.
He advised that if a property owner owned multiple lots, that owner would be required to pay only one assessment.
Mr. Krywicki noted that the Commission directed city staff some time ago to assess homeowners’ property once and not on a per lot basis. The only exception would be for companies that have lots for sale then their assessment would be per lot.
Next, City Manager Terry Powell informed the Commission that Tri-County Rural Water District (Earlsboro based) had a change in plans in tying into the proposed waterline that will be built along MacArthur Street as part of the water district project.
At one time it had been anticipated that Tri-County would participate in the assessment district when they approached the city to extend water lines to service a proposed complex planned by the Absentee Shawnee Tribe east at Highway 9A and Interstate 40.
At this time, Mayor Harden declared the public hearing closed since there were no others to appear.
The Commission discussed the tap fee schedule and with staff’s recommendation, it was determined that to tie-in to the City’s waterline, the requester would have to be inside city limits and outside tie-ins would be left to the staff to negotiate a price.
After discussion, action was taken under the next agenda item.
AGENDA ITEM NO. 4: Consider a resolution approving the assessment roll prepared and filed by the City Engineer apportioning the costs and benefits for the Granada Tanglewood/Cedar Creek /Coronado Terrace Water Improvement District.
Resolution No. 6124 was introduced and the title read aloud.
Resolution No. 6124 entitled “A resolution of the City of Shawnee, Oklahoma, confirming and approving the assessment roll prepared and filed by the City Engineer apportioning the costs and benefits to the several lots, pieces, parcels and tracts of land chargeable with the costs of improvement of the Granada Country Estates, Tanglewood, Coronado Terrace, Cedar Creek Water Improvement District.
A motion was made by Commissioner Weaver, seconded by Vice Mayor Downing, that the Title and Resolution be approved and amended that the tap fee schedule only applies to entities within the city limits of Shawnee. Motion carried.
AYE: Weaver, Downing, Claybrook, Pettyjohn, Harden, Roach
NAY: None
Thereupon Mayor Harden declared Resolution No. 6124 duly passed and adopted.
AGENDA ITEM NO. 5: Presentation by Leonard Martin, Edmond City Manager, on ways the City of Edmond is using technology and the internet to improve the way they provide purchasing, bidding and disposal of surplus property services.
Ms. Brenda Mayer, City of Edmond purchasing agent, gave a presentation on how the City of Edmond uses the internet for municipal purchasing, bidding and disposal of surplus property transactions as a means of saving the city time and money and increasing profits.
She described how Edmond’s on-line auctions reduce costs such as advertising, storage, and eliminating costs for conducting auctions. She stated that the advantage to the internet was reaching a wider market.
Ms. Mayer covered ways of receiving money from items sold by accepting major credit cards, money orders, and Pay Pal, a clearing house for buyers who set up an account through Pay Pal, a convenience for buyers, and assurance that the city would get its money.
Concluding her presentation, Ms. Mayer mentioned that the city has saved money through the use of “purchasing cards” used by employees. For example; if a worker needed a part in repairing equipment, the employee could use the purchasing card for immediate purchase without going through the steps of requesting a purchase order and waiting for authorization. The cards have a maximum limit and all transactions are fully documented.
AGENDA ITEM NO. 6: Presentation by Ken Fullbright of annual report and FY 2001-02 annual budget for Convention and Visitor Bureau.
Mr. Ken Fullbright, Chairman of the Shawnee Convention and Visitor Bureau Tourism and Advisory Committee, presented the 2000-2001 annual report on the CVB and its budget.
He noted that the City’s $1 per night hotel/motel and RV park surcharge produced $106,000 last fiscal year which is the primary source of income for the CVB’s sales and promotions.
Concluding, Mr. Fullbright thanked the City Commission for its support.
AGENDA ITEM NO. 7: Presentation by Bob Jones of Shawnee Economic Development Foundation semi-annual report.
Mr. Bob Jones, Shawnee Economic Development Foundation President, presented the semi-annual report on activities from January 1, 2001 through June 30, 2001, as required in the contract for economic development between the City of Shawnee and the Foundation.
He summarized the four sections of the report that included major initiatives; expansion and retention of established industry; infrastructure and facilities; and marketing and recruitment.
The Foundation’s certified audit for December 2000 and 1999 was also presented.
Mr. Jones expressed appreciation to the City Commission for the cooperation and support to attract businesses to the community.
AGENDA ITEM NO. 8: Presentation by Andrew Dearth of Charter Communications on cable television permit.
Mr. Andrew Dearth of Charter Communications gave an update on the equipment to be used in live telecasting of City Commission meetings that will be furnished by Charter in accordance to the terms of the permit.
He stated that the equipment would be delivered possibly in two to three weeks and he would work out the issues with city staff member Don Lynch.
Mr. Dearth then addressed questions raised by the Commission regarding complaint calls from citizens being referred to the Commission by the cable company.
He told the Commission that the recent difficulties with telephone calls to the cable company’s Shawnee office resulted from a new phone system which has since been replaced.
He added that he would check on the placement of the City’s address on the customers bills to help remedy the problem.
AGENDA ITEM NO. 9: Consider update of improvements by DenRow Ltd. at Shawnee Municipal Airport Hangar 13 and consider releasing them from lease.
Airport Assistant Manager Lori Bowlan was prepared to give a full update on the status of the lease of Hanger 13 by DenRow Ltd.
The Commission reviewed the lease termination agreement that was provided in the agenda packet and made the following motion.
A motion was made by Commissioner Pettyjohn, seconded by Vice Mayor Downing, to approve releasing the lease with DenRow Ltd., LC for Hangar No. 13. Motion carried.
AYE: Pettyjohn, Downing, Claybrook, Harden, Weaver, Roach
NAY: None
AGENDA ITEM NO. 10: Consider request from Gene Lilly, Project Manager, U.S. Army Corps of Engineers, concerning increase of costs associated with the Slover Street Bridge Protection Project.
City Engineer John Krywicki reported that in April 1999, the City had requested assistance from the U. S. Army Corps of Engineers to design and fund the Slover Street Bridge protection project.
He advised that since the bidding of the project by the Corps, the cost has increased by $22,407.00 for the City’s share. The City had previously paid $27,900.00 toward the estimated cost of the project.
Mr. Krywicki recommended allowing the Corps to proceed with the project and to remit the additional funding as requested.
A motion was made Commissioner Weaver, seconded by Commissioner Roach, to approve staff’s recommendation for the U.S. Army Corps of Engineers to proceed with the Slover Street Bridge Protection project and remit the additional amount of $22,407.00 for the City’s share of the project. Motion carried.
AYE: Weaver, Roach, Downing, Claybrook, Pettyjohn, Harden
NAY: None
AGENDA ITEM NO. 11: Consider an ordinance establishing the maximum speed for personal watercraft outside the designated ski area of Shawnee Twin Lakes No. 1.
Police Chief Hank Land explained that there needed to be clarity to the speed limits for watercraft outside the designated ski area and staff was proposing to establish a maximum speed of 20 mph.
Ordinance No. 2013NS was introduced and the title read aloud.
Ordinance No. 2013NS entitled “An ordinance relating to operational speeds of personal watercraft on Shawnee Twin Lakes No. 1; creating a new Subsection 11, Section 13-30, Article II, Chapter 13 of the Code of the City of Shawnee; establishing twenty (20) miles per hour as the maximum speed of watercraft outside the designated ski area; providing for severability; and declaring an emergency.”
A motion was made by Commissioner Roach, seconded by Vice Mayor Downing, that the Title and Sections 1 and 2 be approved. Motion carried.
AYE: Roach, Downing, Claybrook, Pettyjohn, Harden, Weaver
NAY: None
A motion was made by Commissioner Weaver, seconded by Vice Mayor Downing, that Section 3, the emergency clause, be approved. Motion carried.
AYE: Weaver, Downing, Claybrook, Pettyjohn, Harden, Roach
NAY: None
Thereupon Mayor Harden declared Ordinance No. 2013 duly passed and adopted.
AGENDA ITEM NO. 12: Consider Bids for Independence Street Sidewalk Project (open).
Independence Street Sidewalk Project
Bidder Amount
Allsafe Construction $26,025.00
Tecumseh, OK
Bailey’s Paving Company 35,250.00
Carney, OK
Engineer’s Estimate 28,350.00
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, to approve City Engineer John Krywicki’s recommendation to refer bids on the Independence Sidewalk Project to staff for review and recommendation at the next meeting. Motion carried.
AYE: Downing, Roach, Claybrook, Pettyjohn, Harden, Weaver
NAY: None
AGENDA ITEM NO. 13: 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. 14: Administrative Reports.
There were no Administrative Reports given.
AGENDA ITEM NO. 15: Citizens Participation. (A five minute limit per person) (A fifteen-minute limit per topic)
Under Citizens Participation, Ms. Mary Raffety, 1110 N. Pennsylvania, inquired about the status of a house fire that was set by a minor in her neighborhood.
Fire Chief James Roberts informed that it was under investigation and should not be discussed in open forum.
Mr. Tom Smith, 1909 North Bell, asked when paving would be done on Union Street in his neighborhood.
City Manager Terry Powell advised that Union to Federal Street was on the street improvement plan and that it would be a costly project which involves moving waterlines.
AGENDA ITEM NO. 16: Commissioners’ Comments.
There were no Commissioners’ Comments.
AGENDA ITEM NO. 17: Adjournment.
There being no further business to come before the meeting, a motion was made by Vice Mayor Downing, seconded by Commissioner Roach, that the meeting be adjourned. Motion carried. (10:00 p.m.)
AYE: Downing, Roach, Claybrook, Pettyjohn, Harden, Weaver
NAY: None
_____________________________
MAYOR
(SEAL)
ATTEST:
______________________________
CITY CLERK
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