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, November 19, 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
James Harrod Bob Weaver
Commissioner Ward 3 Commissioner Ward 4
Kermit Milburn Bob Downing
Commissioner Ward 5 Commissioner Ward 6-Vice Mayor
INVOCATION Reverend Clifton Briscoe
Living Word Church
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. 13.
b. Minutes of November 5, 2001 meeting
c. Acknowledge the following reports and minutes:
* Sales Tax Report through November, 2001
* Utility Division Report for the month of October, 2001
* Building Inspector Report for the month of October, 2001
* City Clerk report for the month of October, 2001
* Shawnee Community Center report for the month of October, 2001
* Shawnee Urban Renewal Authority minutes of October 16, 2001 meeting
* Shawnee Planning Commission minutes of October 17, 2001 meeting
* Sister Cities Council minutes from September 25, 2001 meeting
d. Lakesite Lease Transfer:
Lot 10 Coffman Tract
From: Berney Bryant and Joan Davis To: Lawrence and Alice
1101 SW 58th Redwine
Oklahoma City, OK 73018 Rt. 1, Box 63
Chickasha, OK 73018
e. Authorize staff to advertise for bids for riding mower for Parks Maintenance Division for cemetery use.
f. Approve out-of-state travel for one Public Works employee to attend seminar on Counter Terrorism and Security for Water Industry, December 11-12, 2001 in Plano, Texas.
g. Approve out-of-state travel for Robin Young, 911 Coordinator, to attend a telecommunicators “Train the Trainer” course in Springfield, Missouri, December 7-10, 2001.
h. Authorize staff to advertise for bids on janitorial service for city hall and annex building.
i. Accept offer from Spantek Radio for purchase of surplus radio equipment.
j. Mayor’s Reappointment:
Citizens Advisory Committee
Reappoint Curtis Hinex to a two-year term to expire 5/3/03
Consent Agenda Item No. 1 (g) was deleted from the agenda at this time.
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Harrod, to approve Consent Agenda Item No. 1 (a-j), with noted correction to the minutes and less 1 (g). Motion carried.
AYE: Pettyjohn, Harrod, Harden, Weaver, Milburn, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 2: City Manager’s Presentation.
City Manager Terry Powell presented a plaque and gift certificate to Steve Nolen, Systems Administrator, as the November employee of the month in recognition of his excellent and dedicated service to the City of Shawnee.
AGENDA ITEM NO. 3: Update by Reverend Clifton Briscoe on Youth Ministry on Kickapoo Street.
Appearing before the Commission was Reverend Clifton Briscoe, Pastor of Living Word Church at 4901 North Kickapoo, giving an update on ministry to the youth in the community.
His first update was on the Simon Peter Storehouse that offers food to the community. He stated that the food bank had served 959 families, serves about 58,000 meals per year, and contributes to the outreach of youth by serving food on Saturdays in the diner called “The Rock” located on the church premises.
Reverend Briscoe presented a site plan of the expansions on the church property and one significant expansion will be to the pavilion for additional recreational equipment.
He stated that the Absentee Shawnee Tribe had given a grant of $25,000 to the church to assist in the expansion.
Concluding, Reverend Briscoe stated that the church was considering building a skate park, but it was still in the preliminary stages.
The Commission commended the church for their outreach to the area youth.
AGENDA ITEM NO. 4: Presentation by Ann Davis regarding Celebration of Life Park and Woodland Park.
Next appearing was Ann Davis, community leader, reporting on the upcoming holiday lighting events in the Celebration of Life Park and Woodland Park.
She noted that on Friday, November 23rd at 6:00 p.m. in the Celebration of Life Park, will be the lighting of the new display of carolers next to the community Christmas tree. The event will include singing by local performers and artist, Richard Hight, will be drawing holiday images in chalk art.
Then on Thursday, November 29th at 6:00 p.m. the lighting of a 35-foot red, white, and blue Christmas tree in Woodland Park along with entertainment.
She stated that the theme this year is “An American Christmas in Shawnee.”
Ms. Davis added that twelve new snowflakes have been added this year in the community.
In final, Ms. Davis thanked all the businesses for monetary contributions for the purchase of the new lighting displays and to the city workers for all their hard work in placing the displays. And she invited the community to attend the events.
AGENDA ITEM NO. 5: Progress report on Downtown Shawnee by Niccole Hall, Director.
The Commission next heard a progress report on the downtown area by Niccole Hall, Downtown Shawnee Director.
Ms. Hall presented an overview of the progress the organization has made this year. The topic of her report was entitled, “Preserving our Past while ensuring our Future.”
She touched on several areas on why the downtown is vital to this community and she emphasized through organization, promotion, and economic restructuring, downtown can be successful.
She mentioned streetscape and business façade improvements and recruitment, Ritz Theatre events, Jazz Festival, and the Christmas parade, and recently the organization of the Junior Main Street project operated by the youth, as some of the successes of Downtown Shawnee.
Concluding Ms. Hall thanked the Commission for their efforts and support of ensuring a better quality of life for the community.
AGENDA ITEM NO. 6: Presentation concerning amending Chapter 6, Article III, Section 6-22 pertaining to the leasing of airport property.
Assistant Airport Manager Lori Bowlan reported that from the last meeting the Commission had requested the two appraisers to give their presentations on their findings on the airport property appraisals.
She advised that both appraisers could not attend this meeting but could attend the December 17th meeting and she asked that this item be deferred.
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, to defer this item of amending Chapter 6, Article III, Section 6-22 pertaining to the leasing of airport property to the December 17, 2001 meeting. Motion carried.
AYE: Downing, Weaver, Milburn, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
Upon further discussion, it was decided that a committee be formed to conduct further study on this matter.
City Manager Terry Powell recommended that the committee be composed of representatives from the City Commissioners, Airport Advisory Board members, Ms. Bowlan, and himself.
After receiving three volunteers to the committee, the following motion was made.
A motion was made by Commissioner Harrod, seconded by Commissioner Pettyjohn, to appoint Vice Mayor Downing, Commissioners Milburn and Pettyjohn to the committee regarding the study on the airport property fee structure. Motion carried.
AYE: Harrod, Pettyjohn, Harden, Weaver, Milburn, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 7: Consider an ordinance amending Chapter 6, Article III, Sections 6-22 concerning the leasing of airport property.
A motion was made by Commissioner Claybrook, seconded by Commissioner Harrod, to defer considering an ordinance regarding amendments concerning leasing airport property to the December 17, 2001 meeting. Motion carried.
AYE: Claybrook, Harrod, Harden, Weaver, Milburn, Downing, Pettyjohn
NAY: None
AGENDA ITEM NO. 8: Consider an Amendment to Lease Agreement between City and Leonard M. Taron, Joseph E. Taron and Denis M. Taron.
A motion was made by Vice Mayor Downing, seconded by Commissioner Milburn, to defer action on the amendment to the lease agreement between the City and Leonard M. Taron, Joseph E. Taron, and Denis M. Taron to the December 17, 2001 meeting. Motion carried.
AYE: Downing, Milburn, Claybrook, Pettyjohn, Harrod, Harden, Weaver
NAY: None
AGENDA ITEM NO. 9: Approve interlocal agreement with Pottawatomie County regarding housing of prisoners.
Police Chief Hank Land distributed to the Commission copies of the proposed interlocal agreement between the City and the Pottawatomie County regarding the City housing county prisoners for six months.
Mr. Land briefly gave an overview of the contents of the agreement, noting that this agreement to house county prisoners did not have any connections to the new county jail that is being discussed.
He further stated that the agreement would go into effect January 1, 2002.
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Claybrook, to defer consideration of the City and County proposed agreement to the next meeting to give the Commission time to
study the issues. Motion carried.
AYE: Pettyjohn, Claybrook, Harrod, Harden, Weaver, Milburn, Downing
NAY: None
AGENDA ITEM NO. 10: Consider approval of final plat for Seawright Addition located at 40210 Hardesty Dr. (Applicant: Seawright Investments, Inc.)
Per agenda notes, the Planning Commission unanimously recommended approval of the Seawright Addition final plat on Hardesty Drive for the proposed use as a drive-in restaurant.
The development consists of a single lot on approximately 3.4 acres. No utility line extensions were required since the property will be served by the Pottawatomie County Development Authority (PCDA) for water and septic for sewer. Seventeen feet of additional right-of-way is provided along Hardesty Road to bring it into compliance with the City regulations for an arterial street.
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, to approve the final plat for Seawright Addition located at 40210 Hardesty Drive as submitted by Jeff Seawright of Seawright Investments, Inc. Motion carried.
AYE: Downing, Weaver, Milburn, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 11: Consider approval of final plat for Tinker Federal Credit Union located north of 39th and east of Harrison Street. (Applicant: Tinker Federal Credit Union)
According to the staff report, the Planning Commission unanimously recommended approval of the final plat for the Tinker Federal Credit Union Addition for the proposed use as a bank.
The property is located east of Harrison Street and a block north of 39th Street (between Express Personnel Services and the mini storage facility). The development consists of a single lot approximately 2.5 acres. No utility easements or rights-of-way were required. Sewer and water utilities are present along Harrison Street.
A motion was made by Commissioner Milburn, seconded by Commissioner Pettyjohn, to approve the final plat for the Tinker Federal Credit Union Addition located east of Harrison Street and a block north of 39th Street as submitted by the Tinker Federal Credit Union. Motion carried.
AYE: Milburn, Pettyjohn, Harrod, Harden, Weaver, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 12: Consider an ordinance establishing parking limits within the central business district.
The proposed ordinance was a follow-up from the last meeting when the City Commission approved the Traffic and Transportation Commission’s recommendation to establish a uniform parking time limit for the central business district.
Ordinance No. 2029NS was introduced and the title read aloud.
Ordinance No. 2029NS entitled “An ordinance amending Section 16-148(a) of the Code of the City of Shawnee; removing the two-hour parking restriction from the central business district on Saturdays; establishing exception to the two-hour parking limit on section of 9th street; providing for severability; and declaring an emergency.”
A motion was made by Commissioner Claybrook, seconded by Commissioner Pettyjohn, that the title and Sections 1 and 2 be approved. Motion carried.
AYE: Claybrook, Pettyjohn, Harrod, Harden, Weaver, Milburn, Downing
NAY: None
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod that Section 3, the emergency clause, be approved. Motion carried.
AYE: Downing, Harrod, Harden, Weaver, Milburn, Claybrook
NAY: Pettyjohn
Thereupon Mayor Harden declared Ordinance No. 2029NS duly passed and adopted.
AGENDA ITEM NO. 13: Consider Bids.
a. Rehab Asphalt Streets Project (award)
Golden Acres Subdivision and other locations
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, to accept staff’s recommendation that the bid for the rehab asphalt streets project (Golden Acres Subdivision and other locations), COS-PW-01-02A, be awarded to APAC Inc., Shawnee, Oklahoma, in the amount of $786,480.00 as the lowest and best bid. Motion carried.
AYE: Downing, Harrod, Harden, Weaver, Milburn, Claybrook, Pettyjohn
NAY: None
39th Street from Harrison to Northridge
A motion was made by Commissioner Weaver, seconded by Commissioner Harrod, to accept staff’s recommendation to award the bid for the rehab asphalt streets project (39th Street from Harrison to Northridge), COS-PW-01-02B, be awarded to APAC, Inc., Shawnee, Oklahoma, in the amount of $139,180.00 as the lowest and best bid. Motion carried.
AYE: Weaver, Harrod, Harden, Milburn, Downing, Claybrook, Pettyjohn
NAY: None
Garrett’s Lake Road-Harrison to Leo, 2 miles
City Engineer John Krywicki recommended to rebid the Garrett’s Lake Road project next spring to allow staff time to find alternate sources of funding rather than the City paying for the entire project.
A motion was made by Vice Mayor Downing, seconded by Commissioner Pettyjohn, to reject all bids on the Garrett’s Lake Road Project, COS-PW-01-02C, and rebid at a future date. Motion carried.
AYE: Harrod, Pettyjohn, Harden, Weaver, Milburn, Downing, Claybrook
NAY: None
b. Sanitary Sewer Rehab Project (award)
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, to accept staff’s recommendation that the bid for the Sanitary Sewer Rehab Project (pipe bursting), Contract No. COS-PW-01-03, be awarded to Urban Contractors, Inc., Oklahoma City, Oklahoma, in the amount of $214,725.00 as the lowest and best bid. Motion carried.
AYE: Downing, Harrod, Harden, Weaver, Milburn, Claybrook, Pettyjohn
NAY: None
The following bids were read into record.
c. Sealing Two T-Hangar Roof Tops at Shawnee Municipal Airport (open)
BIDDER AMOUNT
Westchester Development Company A1-$20,960 B1- $33,500
Shawnee, OK A2-$ 8,060 B2- $11,500
$74,020.00
Quality Coatings, Inc. A1-$ 6,375.00 B1-$12,325.00
Muskogee, OK A2-$10,425.00 B2-$20,715.00
$49,840.00
Parker Roofing & Construction Co. A1-$16,707.60 B1-$30,119.60
Oklahoma City, OK A2-$ 7,160.40 B2-$12,908.40
$66,896.00
A motion was made by Vice Mayor Downing, seconded by Commissioner Pettyjohn, to accept staff’s recommendation that the bid for the sealing two T-hangar roof tops at Shawnee Municipal Airport be awarded to Quality Coatings, Inc., Muskogee, Oklahoma, in the amount of $49,840.00 as the lowest and best bid. Motion carried.
AYE: Downing, Pettyjohn, Harrod, Harden, Weaver, Milburn, Claybrook
NAY: None
d. Third Party Administration (open)
BIDDER AMOUNT
Equitable Plan Services $12.00 per employee
Oklahoma City, OK
Managed Health Resources, Inc. $19.10 per employee
Oklahoma City, OK
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, to accept staff’s recommendation to refer the bids received for Third Party Administration to staff for review and recommendation at the next meeting. Motion carried.
AYE: Downing, Weaver, Milburn, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 14: Consider possible changes of City’s health insurance.
Mr. James Roberts, Director of Public Safety and Administration, spoke again about the possible changes of the City’s health insurance.
He went over the positives of being self-insured and felt that would be the way to proceed to keep the costs down. He stressed that with the current insurance increases, the City of Shawnee employees were not the cause of the rapid increases in premiums in the State Plan.
He also emphasized that the City would have more control of the insurance plan and the City could build a larger plan with the payments going back into the reserve.
After hearing from Mr. Roberts, two local insurance agents, Mr. J. T. Weedman and Mr. Tony Wall, who wanted an opportunity to bid on the City’s insurance, addressed the Commission.
Mr. Weedman was the first to give the history from his point of view on the City’s insurance track record since 1986. He cautioned how tricky health insurance can be and in a constant change.
Next, Mr. Wall also came forth with words of caution stating that there are no simple answers and the decisions depend on how much risk the City wants to take and at what level of benefits they desire.
City Manager Terry Powell commented that to simplify the proposals for health insurance, the state plan could be a model for the specifications.
In view of the foregoing topic of conversation, Commissioner Pettyjohn suggested that staff work with the agents to develop criteria for gathering quotes for the City’s health insurance in order for the Commission to make the best decision.
A motion was made by Commissioner Pettyjohn, seconded by Vice Mayor Downing, to instruct the City Manager and the Director of Public
Safety and Administration, to work with any interested agent in developing criteria and to accept health insurance proposals at the December 17th meeting. Motion carried.
AYE: Pettyjohn, Downing, Claybrook, Harrod, Harden, Weaver, Milburn
NAY: None
AGENDA ITEM NO. 15: 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. 16: Administrative Reports.
There were no Administrative Reports.
AGENDA ITEM NO. 17: Citizens Participation (A five minute limit per person) (A fifteen-minute limit per topic)
There were no Citizens Participation.
AGENDA ITEM NO. 18: Commissioners’ Comments.
Under Commissioners’ Comments, Commissioner Harrod asked when would the airport open.
In response, City Engineer John Krywicki stated that he hoped to open by December 8th since there was additional work to be done to the runway since it did not meet specifications at this time.
AGENDA ITEM NO. 19: Adjournment.
There being no further business to come before the meeting, a motion
was made by Vice Mayor Downing, seconded by Commissioner Claybrook, that the meeting be adjourned. Motion carried. (10:05 p.m.)
AYE: Downing, Claybrook, Pettyjohn, Harrod, Harden, Weaver, Milburn
NAY: None
______________________________
MAYOR
(SEAL)
ATTEST:
_________________________
CITY CLERK
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