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, December 5, 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 Leroy Kerbo
Oak Park Church of God
FLAG SALUTE Mayor Mills
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. 9.
b. Consider approval of minutes from the November 7 and November 21, 2005 meetings.
c. Acknowledge the following minutes:
* Shawnee Urban Renewal Authority minutes from the November 8, 2005 meeting
* Traffic Commission minutes from the October 25, 2005 meeting
d. Acknowledge Official Certificate of Votes for November 8, 2005 Special Election.
e. Approve City Commission and Related Authorities Schedule of Regular Meetings for 2006.
f. Approve submission of application for funding to the Oklahoma Housing Finance Agency for the FY 2004 American Dream Down Payment Initiative Program for first time homebuyer down payment and closing cost assistance.
g. Approve renewal of property insurance with OMAG through Ford-Parry Insurance Agency.
h. Authorize staff to advertise for bids for 7-1/2 ton heat and air unit for Senior Center.
i. Authorize staff to advertise for bids for pedestrian signal at Dunbar and Beard streets.
j. Approve payment of registration fee in the amount of $160.00 and payment of uniform allowance for Sgt. Russell Frantz to attend the F.B.I. Academy.
k. Appointments:
2006 SISTER CITIES COUNCIL
OFFICERS
CHAIR-SHANA HIBLER
VICE CHAIR-JOE COWDEN
SECRETARY-DIANA HALLOCK
TREASURER-BERTHA ANN YOUNG
FUNDRAISING COMMITTEE CHAIR-ANN DAVIS
HOST PROGRAMS COMMITTEE CHAIR-SUE WINTERRINGER
DELEGATION COMMITTEE CHAIR-MARY CHANCELLOR
EDUCATION /PROMOTION COMMITTEE CHAIR-JANIS YOUNG
PUBLICITY COMMITTEE CHAIR-REBECCA BARRY/KATHY REYNOLDS (ASSISTANT)
COMMUNITY ACTIVITIES COMMITTEE CHAIR-KAREN WRIGHT
SUB-COMMITTEE CHAIRS:
Kite Festival-CHERYL COWDEN
Peace Garden-DON WRIGHT
Socials-MEG VORNDRAN
EX-OFFICIO MEMBERS
Mayor Chuck Mills - (Automatically on Committee by virtue of position)
City Manager Jim Collard - (Automatically on Committee by virtue of position)
Immediate Past Chair-LINDA HASELWOOD
Education Committee Advisor
Youth Representative(s)-ADRIAN SWINNEY
CONVENTION AND VISITOR’S BUREAU
Appoint Nila Patel to replace Marty O’Gwynn to a term to expire 12/31/08
BEAUTIFICATION COMMITTEE
Appoint Wes Beck to replace David Hadley
l. Recommendations from the Traffic Commission:
(1) Continue discussion and consideration of request from Carol McCoy, Wal-Mart representative, to install a traffic light at the intersection of Union and Mall Drive.
Recommendation: To defer request until next Traffic Commission meeting to allow time for one remaining speed study to be performed by Oklahoma Department of Transportation.
(2) Request from Travis Mayfield, 120 Pontotoc, to install a stop sign for eastbound traffic on Leo Street at Independence (Central Plastics east entrance) to make this intersection a 3-way stop.
Recommendation: To deny request.
(3) Continue discussion of request to remove the east and west bound stop signs at Main and McKinley streets.
Recommendation: To approve request.
(4) Request from Roger Barlow, 10 Red Rock, to install a “No Parking this Side of Street” sign at that location.
Recommendation: To deny request.
(5) Request to remove yield signs in Larkins Meadow Addition and replace with stop signs.
Recommendation: To defer request until neighborhood residents have been surveyed.
(6) Consider comprehensive study of Downtown area handicapped parking spaces.
Recommendation: To re-stripe the northwest and northeast corners of Main Street at the intersection of Main and Beard Streets.
(7) Request from Robert Barnard, 1930 N. Beard, to widen Beard Street from two-lanes to four-lanes from Farrall Street south to North Canadian River Bridge.
Recommendation: To approve request. Further requesting that City Commission add this item to future program list for Engineering.
(8) Consider 2006 Traffic Commission Calendar of Meetings.
Recommendation: To approve calendar of meetings.
(9) Request from resident to install stop signs for north and south bound traffic at the Pottenger and Ford intersection to make this a four-way stop.
Recommendation: To deny request.
Before voting on the Consent Agenda, Items 1. j. and l. (3,6, and 7) were pulled for separate consideration.
A motion was made by Commissioner Downing, seconded by Commissioner Claybrook, to approve the Consent Agenda Item No.1 (a-l), less l j. and l. (3,6, and 7). Motion carried 7-0.
Under Consent Agenda Item 1.j, City Manager Jim Collard pulled this item stating that no action was required since it would be handled through the reimbursement process.
Under Consent Agenda Item No. l. l(3), staff advised that if a business goes into the vacant Pratt Foods location and traffic dictates the need for the signs, then they would be re-installed at that time.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Downing, to approve the recommendation from the Traffic Commission to remove the east and west bound stop signs at Main and McKinley streets. Motion carried 7-0.
Under Consent Agenda Item No. l (6), City Engineer John Krywicki reported that an inventory had been done on the downtown area; and it was found that the city meets the handicap parking requirements for number of spaces which is one (1) for every twenty-five (25) spaces.
A motion was made by Vice Mayor Peterson, seconded by Commissioner O’Neal, to approve Traffic Commission’s recommendation to re-stripe the northwest and northeast corners of Main Street at the intersection of Main and Beard Streets to be placed on the future road projects list. Motion carried 7-0.
Under Agenda Item No. l (7), City Engineer John Krywicki reported that this request would be placed on future program list for road projects.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Beck, to approve Traffic Commission’s recommendation to place on the future road program list for widening of Beard Street from two-lanes to four-lanes from Farrall Street south to North Canadian River bridge. Motion carried 7-0.
Mayor Chuck Mills presented the Certificate of Recognition to Ocean Dental Marketing Director John Datson. Mr. Datson said that this service is to offer free dental screenings for low income families and young adults who are in need and cannot afford dental services. The program is offered to help these individuals to take the proper steps for dental hygiene. There are four offices in Oklahoma City and five others in the state, which serves 30,000 Oklahoma children and young adults.
Resolution of Appreciation to Jennifer Thomas for over 27 years of loyal service to the City of Shawnee.
Resolution No. 6258 was introduced and the title read aloud.
Resolution No. 6258 entitled “ A resolution expressing appreciation to Jennifer Thomas for over 27 years of loyal service to the Shawnee Police Department, Shawnee, Oklahoma; directing that said resolution be spread upon the official records of the City of Shawnee, Oklahoma; and authorizing a copy be presented to Jennifer Thomas.”
A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, that the Title and Resolution No. 6258 be approved. Motion carried 7-0.
Thereupon Mayor Mills declared Resolution No. 6258 duly passed and adopted.
AGENDA ITEM NO. 3: Presentation by staff and discussion of draft copy of Comprehensive Annual Financial Report for FY 04-05. (To be distributed).
City Treasurer/Finance Director Becky Cragin presented the draft copy of the Comprehensive Annual Financial Report (CAFR) for fiscal year 2004-05.
She reviewed areas of the report that included the Financial Section, required supplementary information, single audit reporting, and statistical section.
Mr. Joe Carlson of Carlson & Cottrell, CPAs, PLC, auditors, gave an overview of reports that pertained to management observations and recommendations; the auditor’s opinion of the City’s compliance with laws on financial statements and report on Federal awards. As a whole, the auditing firm gave the City a clear opinion.
The city treasurer expressed appreciation to her staff for their dedication and to the City Commission for its support in reaching a strong fund balance.
Mayor Mills and the Commission expressed appreciation to City Treeasurer/Finance Director Cragin for presenting the audit report in a timely manner.
It was noted that the final report would be presented at the next meeting.
AGENDA ITEM NO. 4: Consider allowing the following retired or retiring police officers to retain their duty weapons, pursuant to Shawnee Police Department Policy No. 316 of the Policies and Procedures Manual: Sgt. Thomas Warren, Sgt. Thomas Hennigh, Cpl. Jennifer Thomas and Sgt. Ken Henderson.
Police Chief Mike Chitwood requested that the retired and retiring police officers Sgt. Thomas Warren, Sgt. Thomas Hennigh, Cpl. Jennifer Thomas and Sgt. Ken Henderson keep their duty handguns at retirement which would be done in accordance with the Shawnee Police Department Policy 316 of the Policy and Procedures Manual.
The police chief informed the Commission that all the officers are in good standing and retiring in an honorable status with the Shawnee Police Department.
A motion was made by Commissioner Downing, seconded by Commissioner Schrzan, to approve the authorization of Sergeant Thomas Warren, Sergeant Thomas Hennigh, Corporal Jennifer Thomas, and Sergeant Ken Henderson to keep their duty handguns upon retirement. Motion carried 7-0.
AGENDA ITEM NO. 5: Consider contract with CLS & Associates for Landscape Architectural services in the amount of $22,750 for the Regional Park and Sports Complex master plan.
Community Development Director Mike Southard reported that a proposal from CLS & Associates of Oklahoma City had been submitted in the amount of $22,750 for the Regional Park and Sports Complex to provide the following basic services: master plan, construction documents, and design development.
Mr. Southard noted that there were some minor changes the needed to be addressed.
A motion was made by Vice Mayor Peterson, seconded by Commissioner O’Neal, to approve contract with CLS & Associates for landscape architectural services in the amount or $22,750 for the Regional Park Sports complex master plan pending City Attorney modifications.
AGENDA ITEM NO. 6: Consider granting authority to temporarily pave American Way Extension.
City Engineer John Krywicki reported that in October of 2001, Arvest Bank did not construct any additional roadway paving when they platted the industrial park and dedicated additional right-of-way.
The Shawnee Economic Development Foundation (SEDF) has made application to ODOT for ‘industrial access road’ funds to construct a new concrete roadway improvement. Currently there is a gravel road/driveway at this location that serves one business (GTE).
The cost to the City would include materials, labor, and equipment approximately $32,600. Mr. Krywicki also explained that the overlay would be considered temporary and would be incorporated into the base of the road once a permanent street improvement was constructed.
A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to approve expenditure for the temporary paving of the American Way Road extension in the amount of $32,600. Motion carried 7-0.
AGENDA ITEM NO. 7: Consider transferring the responsibility and authority for securing and dealing with appropriate health insurance for city employees to city management, provided that the city’s contribution to the insurance remain at the budgeted amount.
A motion was made by Commissioner Claybrook, seconded by Commissioner Downing, to allow city management the authority to deal with city employees health insurance as long as it is within the budgeted amount.
Motion carried 7-0.
THE CITY COMMISSION RECESSED AT 6:32 P.M. FOR A BREAK.
THE CITY COMMISSION RECONVENED AT 6:38 P.M. WITH ALL COMMISSIONERS PRESENT.
AGENDA ITEM NO. 8: Discuss and consider problems or issues in the City Treasurer’s Office relating to public funds.
In discussion of this item, Mayor Mills stated that he had contacted Pottawatomie County District Attorney Richard Smotherman to ask if there were further issues with allegations relating to improper handling of public funds in the City Treasurer’s office (regarding a loan to a city employee which had been rectified) and the District Attorney assured the Mayor that this matter was closed.
Mayor Mills also read a letter of support for Mrs. Cragin from her accounting staff noting that the city treasurer “met many challenges and turned them into accomplishments with utmost loyalty and professionalism.”
Commissioner Schrzan stated that he brought forth this item because of concerns expressed to him and it was his obligation to the citizens that he pursue this issue. He also handed out six talking points that were answered by city staff and the auditor.
In response, Commissioner Beck and Vice Mayor Peterson commented that the Commission needed to move forward with governing in the city’s best interests; and this matter was summed up with the following action.
A motion was made by Commissioner Claybrook, seconded by Commissioner Beck, to give Mrs. Cragin, the city treasurer/finance director, a complete vote of confidence. Motion carried 6-0-1.
A motion was made by Vice Mayor Peterson, seconded by Commissioner Downing, to award the asphalt material contract to APAC Inc., Tulsa, Oklahoma, as the lowest and best bid. Motion carried 7-0.
A motion was made by Vice Mayor Peterson, seconded Commissioner Downing, to award the aggregate material contract bid to Material Services, as the lowest and best bid with the understanding that Dolese, Davis, Oklahoma, pick up from the plant. Motion carried 7-0.
City Engineer John Krywicki read into record the following bids:
c. Two 2006 Extended Cab ˝ ton 4 x 4 pickup trucks with Short Wide Bed (Open)
BIDDER AMOUNT
Joe Cooper Ford $41,222.00
Shawnee, OK
Hudiburg Auto Group $41,832.00
Midwest City, OK
Harvey’s Inc. $41,884.90
Shawnee, OK
Seminole Ford Mercury $38,430.00/ALT-$42,194.00
Seminole, OK
A motion was made by Commissioner Downing, seconded by Commissioner Schrzan, that the bids be deferred to staff for review and recommendation at the next meeting. Motion carried 6-0-1.
AGENDA ITEM NO. 10: New Business (Any matter not known about or which would have been reasonably foreseen prior to the posting of the agenda).
There was no New Business.
AGENDA ITEM NO. 11: Administrative Reports.
Under Administrative Reports, City Manager Jim Collard reported on the following:
● staff to begin developing a formal Water Drought Management Plan
● staff to conduct citizen satisfaction surveys for the various divisions of the City serving the public
● 2006 Holiday Schedule
● Received a $236.00 check for snowflakes
● Requested feedback from Commissioners in reference to suggestions of removing half of front row in Commission Chambers to allow for wheelchair accessibility
AGENDA ITEM NO. 12: Citizens Participation (A five minute limit per person)
(A fifteen minute limit per topic).
There was no Citizens Participation.
AGENDA ITEM NO. 13: Commissioners Comments.
Under Commissioners Comments, Commissioner Schrzan issued a public invitation to the Grand Opening of the Senior Housing at the Aldridge Hotel building on December 13, 2005 from 2:00-4:00 p.m.
Police Chief Chitwood introduced Ms. Kelly Howard as the newest employee to begin employment on January 3rd. She will pursue grants for the City’s police department.
AGENDA ITEM NO. 14: Adjournment.
There being no further business to be considered, a motion was made by Commissioner Downing, seconded by Commissioner Schrzan, that the meeting be adjourned. Motion carried 7-0. (7:27 p.m.)
(SEAL)
ATTEST:
_____________________________
DIANA HALLOCK, CITY CLERK
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