BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
JUNE 15, 2004 AT 5:30 P.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session in the Commission Chambers at City Hall, 9th and Broadway, Shawnee, Oklahoma, Tuesday, June 15, 2004 at 5:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chuck Mills
Mayor
Tom Claybrook Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2
Linda Peterson Bob Downing
Commissioner Ward 5-Vice Mayor Commissioner Ward 6
The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:
CALL FOR SPECIAL SESSION OF THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 15th DAY OF JUNE, 2004 AT 5:30 O’CLOCK P.M. IN THE COMMISSION CHAMBERS OF SHAWNEE CITY HALL, 16TH WEST 9TH STREET, SHAWNEE, OKLAHOMA, FOR THE PURPOSE OF SAID SPECIAL MEETING.
By virtue of the authority vested in me by Section 2, Article IV of the Charter of the City of Shawnee, Oklahoma, a Special Session of the Board of Commissioners of the City of Shawnee, Oklahoma is hereby called to meet at the Shawnee City Hall, City Commission Chambers, Shawnee, Oklahoma at 5:30 p.m. on June 15, 2004 for the purpose of hearing a presentation of 2002-2003 audit from Crawford & Associates, consider approving audit for 2002-2003 fiscal year, consider a contract with Crawford & Associates for auditing services for fiscal year ending June, 2004, public hearing and presentation of the 2004-2005 preliminary budget, consider setting date for in-person interviews with city manager candidates and changing the time of Shawnee Municipal Authority meetings and Shawnee Airport Authority meetings from 7:00 p.m. to 5:50 p.m.
Witness my hand this 10th day of June, 2004.
s/s Terry Compton Terry Compton, Interim City Manager
(SEAL)
ATTEST:
s/s Phyllis Loftis, Deputy for
Diana Hallock, City Clerk
NOTICE OF CALLED SPECIAL SESSION OF THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA.
TO THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA AND THE CITY MANAGER:
You and each of you are hereby notified that by virtue of a call issued by me on this 9th day of June, 2004, a Special Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma in the Commission Chambers of City Hall, 9th and Broadway, Shawnee, Oklahoma at 5:30 p.m. on June 15, 2004, and you are hereby notified to be present at said meeting.
The purpose of said meeting will be to hear presentation of 2002-2003 audit from Crawford & Associates, consider approving audit for 2002-2003 fiscal year, consider a contract with Crawford & Associates for auditing services for fiscal year ending June, 2004, public hearing and presentation of the 2004-2005 preliminary budget, consider setting date for in-person interviews with city manager candidates and changing the time of Shawnee Municipal Authority meetings and Shawnee Airport Authority meetings from 7:00 p.m. to 5:30 p.m.
Witness my hand this 10th day of June, 2004.
(SEAL)
ATTEST:
s/s_Phyllis Loftis s/s Terry Compton
Phyllis Loftis Terry Compton, Interim City Manager
Deputy City Clerk of the City of Shawnee
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 10th day of June, 2004 at 3:00 o'clock p.m., and executed the same by delivering a true and correct copy thereof to the Mayor, to each of the City Commissioners of the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Chuck Mills at 3:30 o'clock p.m. on June 10, 2004.
I delivered a true and correct copy to Commissioner Thomas Schrzan in person at 2:20 p.m. on June 10, 2004.
I delivered a true and correct copy to Commissioner Robert Downing in person at 3:45 o’clock p.m. on June 10, 2004.
I delivered a true and correct copy to Commissioner Tom Claybrook in person at 6:15 o’clock p.m. on June 10, 2004.
I delivered a true and correct copy to Vice Mayor Peterson at 6:20 o’clock p.m. on June 10, 2004.
I delivered a true and correct copy to Commissioner Marva O’Neal at 7:20 o’clock p.m. on June 10, 2004.
I delivered a true and correct copy to Commissioner Hadley’s residence at 8:20 o’clock p.m. on June 10, 2004.
Mayor/Commissioner(s)_____________________,_____________________
could not be found in the City of Shawnee, Oklahoma on_______________.
s/s Lt. Roy Gribble
CITY OFFICER
AGENDA ITEM NO. 1: Presentation by Mike Crawford & Associates regarding annual audit for fiscal year ending 2002-2003.
Mr. Mike Crawford of Crawford & Associates, P.C, presented the annual audit, “City of Shawnee, Oklahoma Annual Financial Statements and Accompanying Independent Auditor’s Report for fiscal year ended June 30, 2003.”
Mr. Crawford gave an overview of the use of “The Performeter,” a financial statement analysis using indicators of the financial health and success of the City of Shawnee for fiscal year 2002-2003.
The performeter rates a city from 1 to 10 in its overall performance and the City rated 5.2, a satisfactory rating.
In reference to the audit report regarding Shawnee Civic and Cultural Development Authority, the report indicated that there was insufficient supporting documentation for revenues.
Upon further study by Mr. Crawford, it was his conclusion that the audit report was overly critical and he reviewed various records that his staff did not review.
Therefore, Mr. Crawford agreed to resubmit a corrected report in reference to the Shawnee Civic and Cultural Development Authority’s audit findings.
AGENDA ITEM NO. 2: Consider final acceptance of audit for fiscal year 2002-2003.
A motion was made by Commissioner Hadley, seconded by Commissioner Downing, that the City of Shawnee, Oklahoma, annual audit report with amendment for fiscal year ended June 30, 2003 be accepted. Motion carried.
AYE: Hadley, Downing, Claybrook, Schrzan, O’Neal, Mills, Peterson
NAY: None
AGENDA ITEM NO. 3: Consider contract with Crawford & Associates to providing auditing services for fiscal year ending June 30, 2004. (Copy of contract provided in 6/7/04 agenda packet.).
A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to approve the contract with Crawford & Associates, PC to provide auditing services for fiscal year ending June 30, 2004. Motion carried.
AYE: Downing, Peterson, Claybrook, Schrzan, O’Neal, Mills, Hadley
NAY: None
AGENDA ITEM NO. 4: Public hearing and submission of preliminary budget for the City of Shawnee for the period of July 1, 2004 through June 30, 2005.
Mayor Mills declared a public hearing open for the purpose of the preliminary budget for the City of Shawnee for the period of July 1, 2004 through June 30, 2005.
There being no one to appear to address the City’s budget, the public hearing was closed.
City Finance Director/City Treasurer Terry Compton presented to the Commission the preliminary budget in the amount of $35,107,041, with the Shawnee Municipal Authority and Shawnee Airport Authority inclusive.
Again for this year was the question of how much funds the City could afford to carry over in the reserve fund balance.
Mr. Compton told the Commission that several factors would affect the budget for next year due to an extra pay period, loss in sales tax revenue, increase in fees for the Oklahoma Municipal Retirement Fund, and transfer of funds from the General Fund to the Civic and Cultural Development Authority funds.
Also in the presentation by the city treasurer was the option of raising water and sewer rates thirty percent (30%) to break even. It was noted that the rates had not been raised since the early 1990’s.
In discussion, the Commission called upon staff members James Cole, Public Works Director, to address questions on the Public Works Division and Ken Etchieson, Exposition General Manager. to address questions about the operations of the Expo Center and the costs of the new multi-purpose building.
After much deliberation over the proposed budget, it was the Commission’s general consensus that $500,000 would need to be put into the reserve fund balance.
It was decided that the city treasurer make the necessary amendments to the budget and he would present a one-page summary of the changes to be presented to the Commission for its final approval at the next regular meeting on June 21, 2004.
AGENDA ITEM NO. 5: Consider setting date for in-person interviews of City Manager candidates.
In setting the interview dates for the five candidates for the city manager position, Mayor Mills presented the dates and times for the interviews set for special called meetings.
He presented the dates of June 25, 26, and 28. Two candidates would be interviewed on June 25th and 26th, and on June 28th one candidate interview with an executive session following.
The following times were set: June 25 4:30 pm and 6:00 pm; June 26 at 1:00 pm and 2:30 pm; and June 28 for 5:30 pm.
He informed the Commission that one-and-one-half (1-1/2) hours would be allowed each candidate in the open interview. He also indicated that he would like to spend personal time with each candidate to get to know them and he encouraged other Commission members to do the same.
A motion was made by Commissioner Hadley, seconded by Commissioner Downing, to approve setting the city manager interview dates for June 25, 26, and June 28, 2004. Motion carried.
AYE: Hadley, Downing, Claybrook, Schrzan, O’Neal, Mills, Peterson
NAY: None
AGENDA ITEM NO. 6: Consider changing time for Shawnee Municipal Authority meeting from 7:00 p.m. to 5:30 p.m.
A motion was made by Commissioner Hadley, seconded by Commissioner O’Neal, that the start time for the Shawnee Municipal Authority meetings be changed from 7:00 p.m. to 5:30 p.m. Motion carried.
AYE: Hadley, O’Neal, Mills, Peterson, Downing, Claybrook, Schrzan
NAY: None
AGENDA ITEM NO. 7: Consider changing time for Shawnee Airport Authority meetings from 7:00 p.m. to 5:30 p.m.
A motion was made by Commissioner Downing, seconded by Commissioner Schrzan, that the start time for the Shawnee Airport Authority meetings be changed from 7:00 p.m. to 5:30 p.m. Motion carried.
AYE: Downing, Schrzan, O’Neal, Mills, Hadley, Peterson, Claybrook
NAY: None
AGENDA ITEM NO. 8: Adjournment.
There being no further business to come before the meeting, a motion was made by Commissioner Schrzan, seconded by Commissioner Hadley, that the meeting be adjourned. Motion carried. (8:26 p.m.)
AYE: Schrzan, Hadley, Peterson, Downing, Claybrook, O’Neal, Mills
NAY: None
______________________________ MAYOR
(SEAL)
ATTEST:
__________________________
CITY CLERK
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