BOARD OF CITY COMMISSIONERS PROCEEDINGS
FEBRUARY 22, 2005 AT 5:30 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, February 22, 2005 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
INVOCATION Reverend Sue Trei-Conrad
United Presbyterian Church
FLAG SALUTE Mayor Mills
AGENDA ITEM NO. 1: Consider Approval of Consent Agenda.
a. Acknowledge staff will proceed with the opening and consideration of bids as set forth in agenda item No. 8.
b. Minutes of the February 7, 2005 meeting.
c. Acknowledge the following reports and minutes:
* Sales Tax Report through February, 2005
* Utility Division report for January, 2005
* Sister Cities Council minutes from the January 11, 2005 meeting
* Shawnee Urban Renewal Authority minutes from the January 19, 2005 meeting.
* Shawnee Beautification Committee minutes from the January 3, 2005 meeting
d. Acknowledge workers’ compensation medical payment to Jim Bierd in the amount of $4,200.00.
e. Acknowledge workers’ compensation court ordered settlement to Terry Moore in the amount of $6,390.00.
f. Approve Department of Environmental Quality Permit No. WL000063041297 for the construction of 574 linear feet of 8-inch PVC water line and 363 linear feet of 6-inch PVC water line to serve Legacy Park Development.
g. Approve Department of Environmental Quality Permit No. SL000063041465 for the construction of 917 linear feet of 8 inch PVC gravity sewer line to serve the Winterringer Subdivision.
h. Authorize staff to purchase three Ford Explorer vehicles and two extended cab GMC ½-ton pickups using state contract bid.
i. Mayor’s Appointments:
Shawnee Urban Renewal Authority
Mike Lodes to replace Sim K. Sims to a 3-year term to expire 2/2/08
Jeannetta Townes to replace Wilson Baptist to a 3-year term to expire 2/2/08
Traffic and Transportation Commission
Bill Thurman to replace Bob Dye to a term to expire 1/1/08
Carl Holt to replace Dan Beck to a term to expire 1/1/08
Beautification Committee
Gordona Rowell to replace David Hadley
Kristina Chastain to replace Robert Rimer
Before voting on the consent agenda, Commissioner Claybrook requested pulling Consent Agenda Item No. 1 (h) and (i) for separate consideration.
A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to approve Consent Agenda Item No. 1 (a-g) less (h) and (i). Motion carried.
AYE: Downing, Peterson, Claybrook, Schrzan, O’Neal, Mills, Hadley
NAY: None
Under 1(h), Commissioner Claybrook expressed concern on capital expenditures at this time until it has been determined what the costs will be to fix the water system.
A motion was made by Commissioner Claybrook, seconded by Commissioner Peterson, to postpone the purchase of three Ford Explorer vehicles and two extended cab GMC ½-ton pickups until more is known about the budget and financing. Motion carried.
AYE: Claybrook, Peterson, Downing, Schrzan, O’Neal, Mills, Hadley
NAY: None
Under 1(i), A motion was made by Commissioner Claybrook, seconded by Commissioner Peterson, to approve the Shawnee Urban Renewal Authority and Traffic and Transportation Commission appointments but defer the Beautification Committee’s appointments until the committee makes a recommendation to the City Commission to be placed on the March 21st agenda. Motion carried.
AYE: Claybrook, Peterson, Downing, Schrzan, O’Neal, Mills, Hadley
NAY: None
AGENDA ITEM NO. 2: City Manager’s Presentation to Employee of the Month. (Kathy Hanes, Customer Service-Utility Billing)
City Manager Jim Collard presented a plaque and gift certificate to Kathy Hanes, Customer Service Department, as the February employee of the month in recognition of her excellent and dedicated service to the City of Shawnee.
Ms. Hanes was present to accept her award and expressed her appreciation.
AGENDA ITEM NO. 3: Consider recommendation from Beautification Committee to allow Rotary Club of Shawnee to proceed with erecting equipment around jogging trail at Shawnee Regional Airport in memory of Terry Powell.
A motion was made by Commissioner Downing, seconded by Commissioner Hadley, to approve the Beautification Committee’s recommendation to allow the Rotary Club of Shawnee to place exercise equipment stations around the Shawnee Regional Airport walking/jogging trail in memory of Terry Powell, former city manager and fitness enthusiast. Motion carried.
AYE: Downing, Hadley, Peterson, Claybrook, Schrzan, O’Neal, Mills
NAY: None
AGENDA ITEM NO. 4: Appearance by Jim Sims to discuss the need for wheelchair ramps throughout the city.
Mr. Jim Sims, appeared before the Commission to point out the need for wheelchair ramps throughout the City of Shawnee to meet the American Disabilities Act (ADA).
He acknowledged that the city has met the ADA minimum standards of 1:12 ratio for ramps; but for new construction other contractors were installing deeper slopes.
It was Mr. Sims understanding that for the rise and slope of the ramps ADA preferred the range of l:16 to 1:20 ratio to make slopes manageable for both ambulatory persons and wheelchair users.
Concluding, Mr. Sims made a plea for a compromise.
AGENDA ITEM NO. 5: Consider budget amendment for fiscal year July 1, 2004 to June 30, 2005 to remove $250,000.00 of revenue transferred from Shawnee Municipal Authority to the General Fund and to adjust for the personnel changes made.
City Treasurer/Finance Director Becky Cragin explained to the Commission that the budget amendment for fiscal year July 1, 2004 to June 30, 2005 provided in the agenda packet was to transfer $250,000.00 from the General Fund back to the Shawnee Municipal Authority (SMA) fund.
She gave an overview that $1.25 million had been transferred from SMA to general fund at the beginning of the fiscal year; and during the process it had been requested by the City Commission to only transfer $l million.
Therefore, the budget amendment presented would complete the transaction. She mentioned that the General Fund balance was $606,142.00. A motion was made by Commissioner Claybrook, seconded by Commissioner O’Neal, to approve the Budget Amendment of transferring $250,000.00 from the General Fund to Shawnee Municipal Authoirty fund. Motion carried.
AYE: Claybrook, O’Neal, Mills, Hadley, Peterson, Downing, Schrzan
NAY: None
AGENDA ITEM NO. 6: Consider city management recommendation that the responsibility and authority for securing and dealing with appropriate health insurance for city employees be transferred to city management.
City Treasurer/Finance Director Becky Cragin spoke on behalf of city management recommending to the Commission that the responsibility of securing health insurance for city employees be given to city staff.
She conveyed that the Personnel Division had two employees on staff who had the expertise in working with health insurance and would get the best coverage for the employees taking into consideration the city’s budget; therefore, dismissing the city’s agent-of-record.
She noted that The Wall Brothers and Weedman Group, the Agent-of-Record, would continue as agent until June 30, 2005; and they would also have the opportunity to bid.
A seven-member employee insurance committee had been formed to research and conduct a survey of employees regarding insurance needs.
In discussion, the Commission requested periodic updates and information on the process of the various health plans being considered in order for them to make an competent decision on the health insurance carrier.
City Manager Jim Collard agreed that staff would give periodic updates and that city management’s intent was to present the best bid as a recommendation to the Commission.
It was staff’s hope that the health insurance carrier recommendation would be presented to the City Commission by the first meeting in May.
Upon further discussion, some of the Commissioners were troubled about the wording of this agenda item.
Commissioner Schrzan made a motion to defer this item to the next meeting stating that he felt “authority and securing” should be deleted from the item. His motion died for lack of a second.
A motion was made by Commissioner Downing, seconded by Commissioner Hadley, to approve that city management would be responsible for handling the bid process concerning health insurance for city employees. Motion carried.
AYE: Downing, Hadley, Claybrook, O’Neal, Mills, Peterson
NAY: Schrzan
AGENDA ITEM NO. 7: Consider continuing the engagement of Carlson & Cottrell, CPAs as the City’s auditor for the 12-month period ending June 30, 2005.
City Treasurer/Finance Director Becky Cragin requested the Commission to consider entering into the second year of a three-year contract with Carlson & Cottrell, CPAs as the city’s auditors and to assist the City in obtaining the GFOA Certificate of Achievement for Excellence in Financial Reporting.
The auditing fees for the 12-month period ending June 30, 2005 would cost $52,122.
A motion was made by Commissioner Downing, seconded by Commissioner Peterson, to approve the audit engagement letter to continue with Carlson & Cottrell, CPAs as the City’s auditor for the 12-month period ending June 30, 2005. Motion carried.
AYE: Downing, Peterson, Claybrook, Schrzan, O’Neal, Mills, Hadley
NAY: None
AGENDA ITEM NO. 8: Consider bids for Shawnee Emergency Mobile Command Post. (Open)
Bids for the Shawnee Emergency Mobile Command Post were opened, read aloud and found to be as follows:
BIDDER AMOUNT
Alfa Leisure $78,000.00
Chino, CA
Fire Chief Jerry Bower recommended to reject the one bid since it was twenty percent (20%) above the budgeted amount and staff would review the specifications and re-bid.
A motion was made by Commissioner Claybrook, seconded by Commissioner Downing, to accept staff’s recommendation to reject the bid of Alfa Leisure of Chino, California in the amount of $78,000 for the Shawnee Emergency Mobile Command Post. Motion carried.
AYE: Claybrook, Downing, Schrzan, O’Neal, Mills, Hadley, Peterson
NAY: None
AGENDA ITEM NO. 9: 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.
AGENDA ITEM NO. 10: Administrative Reports.
Under Administrative Reports, the following reports were given:
*Utilities Director Afsaneh Jabbar gave a progress report on the water treatment program.
Several items she talked about included the twin lakes; pre-sedementation basin; ozone system; rapid mix; clarifiers; filters; and sludge ponds.
Since her employment only three weeks, she has found evidence that the ozonation system may not be operating correctly. The documentation indicates that the ozone level needs to be higher. She and staff will pursue working on this problem and she has requested help from the Department of Environmental Quality (DEQ) in analyzing the situation.
Commissioner Claybrook reminded the Commission that the City had paid the consulting engineering firm, Garver Engineers, two to three million dollars to conduct design work; and he took the position that Garver Engineers should have an engineering liability and assist the city in fixing the problem.
*City Engineer John Krywicki reported on the following topics: replacing the 27” water line where the leak was discovered at Shawnee Twin Lakes with a 30” water line; met with divers to schedule Thursday to locate the leaking pipeline in the river; which is underneath sand; Feburary 25th the contractor will be moving on-site at Seneca street project; Kickapoo Street, Farrall and MacArthur design with a “thank you” to Congressman Istook for his assistance in getting federal funds; Draper Street sidewalk; and other street projects. Report on the raw waterline recalibration reading to be reported on at a later meeting.
*Community Development Director Mike Southard gave a briefing on the Comprehensive Plan joint meeting with the Shawnee Planning Commission and Comprehensive Plan Oversight Committee held on February 16th to prioritize goals to implement the Plan. Refer to the Special Called Meeting minutes of February 16, 2005 for a summary of the discussion.
*City Manager Jim Collard, Acting Police Chief, gave an update on the current operations of the police department: implemented formal training for dispatchers-10 have been trained already; the required 16 hours of CLEET for police officers will be conducted in-house utilizing police officers who are qualified to teach the course; creating a new position “Community Relations Officer” who will be working with neighborhood watch intervention programs; received several inquires about the Reserve Officers program; and conducting the first round of police chief interviews next week by video-conferencing.
AGENDA ITEM NO. 11: Citizens Participation (A five minute limit per person) (A fifteen-minute limit per topic)
Under Citizens Participation, Ms. Ida Morgan, 920 North Market, appeared to apologize for her attitude regarding her water bill and she was able to get a water leak fixed. She commended the Commission for doing an excellent job.
AGENDA ITEM NO. 12: Commissioners Comments.
Under Commissioners Comments, Commissioner Claybrook had the following items:
1) distributed a draft evaluation form to the Commission for their review and input; and requested placing an item on the March 7th agenda to consider adopting a performance evaluation form to evaluate the city manager’s performance. He noted that this was discussed when Mr. Collard was hired;
2) need to draw up an operation agreement with Shawnee Civic and Cultural Development Authority (SCCDA) to establish a formalized contractual relationship with the City/SMA. Commissioner Peterson added that no formal agreement has been made of payback of the $300,000 from SCCDA and it should be recognizable debt;
3) land south of the river needs to be identified which is trust land and which is city land
*Mayor Mills and Commissioner Hadley gave update on the meeting regarding the economic development for Shawnee area with plans to be submitted to the city oversight committee and then to be forwarded to the City Commission.
AGENDA ITEM NO. 13: Adjournment.
There being no further business to come before the meeting, a motion was made by Commissioner Downing, seconded by Commissioner Claybrook, that the meeting be adjourned. Motion carried. (8:03 p.m.)
AYE: Downing, Claybrook, Schrzan, O’Neal, Mills, Hadley, Peterson
NAY: None
______________________________
CHUCK MILLS, MAYOR
(SEAL)
ATTEST:
______________________________
DIANA HALLOCK, CITY CLERK
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