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| Date: 5/6/2013 | Board: City Commission | DocumentType: Minutes | Web Posted: 6/3/2013 10:15:44 AM |
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BOARD OF CITY COMMISSIONERS
SHAWNEE MUNICIPAL AUTHORITY
SHAWNEE AIRPORT AUTHORITY
CITY OF SHAWNEE
SPECIAL CALLED SESSION
MAY 6, 2013
The Board of City Commissioners, the Shawnee Municipal Authority and the Shawnee Airport Authority met in Special Called Session in the Shawnee Commission Chambers, 16 W. 9th, Shawnee, Oklahoma, Monday, May 6, 2013 at 4:30 p.m. pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. Upon roll call, the following members were in attendance.
Wes Mainord
Chairman
Pam Stephens Linda Agee
Commissioner Ward 1 Commissioner Ward 2
James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6
Absent: None
The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:
NOTICE OF A CALLED SPECIAL SESSION OF THE BOARD OF CITY COMMISSIONERS, TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY AND TRUSTEES OF THE SHAWNEE AIRPORT AUTHORITY
OF THE CITY OF SHAWNEE, OKLAHOMA
TO THE BOARD OF COMMISSIONERS, SHAWNEE MUNICIPAL AUTHORITY TRUSTEES AND SHAWNEE AIRPORT AUTHORITY TRUSTEES OF THE CITY OF SHAWNEE, OKLAHOMA:
You and each of you are hereby notified that by virtue of a call issued by me on this 1st day of May, 2013, a Special Called Session will be held of the Board of Commissioners, Trustees of the Shawnee Municipal Authority and Trustees of the Shawnee Airport Authority, in the Shawnee Commission Chambers, 16 W. 9th, Shawnee, Oklahoma at 4:30 p.m. on May 6, 2013, and you are hereby notified to be present at said meeting.
The purpose of said meeting will be for a budget workshop to present, review and discuss the proposed City of Shawnee, Shawnee Municipal Authority and Shawnee Airport Authority budgets for FY 2013-14.
(SEAL)
ATTEST:
s/s Phyllis Loftis s/s Brian McDougal
PHYLLIS LOFTIS, CMC BRIAN MCDOUGAL
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 1st day of May, 2013 at 4:35 o’clock p.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the City of Shawnee, Oklahoma, the Trustees of the Shawnee Municipal Authority and the Trustees of the Shawnee Airport Authority as follows:
I delivered a true and correct copy to Mayor Wes Mainord
via e-mail at 7:27 o’clock a.m. on May 3, 2013
I delivered a true and correct copy to Commissioner Linda Agee
via e-mail at 4:35 o’clock p.m. on May 1, 2013 but no response was received
I delivered a true and correct copy to Commissioner John Winterringer
via e-mail at 8:41 o’clock p.m. on May 2, 2013
I delivered a true and correct copy to Commissioner Steve Smith
via e-mail at 8:31 o’clock a.m. on May 2, 2013
I delivered a true and correct copy to Commissioner James Harrod
via e-mail at 9:37 o’clock p.m. on May 2, 2013
I delivered a true and correct copy to Commissioner Pam Stephens
via e-mail at 4:35 o’clock p.m. on May 1, 2013 but no response was received
I delivered a true and correct copy to Commissioner Keith Hall
via e-mail at 7:05 o’clock p.m. on May 1, 2013
s/s Phyllis Loftis City Clerk, CMC
CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 6TH DAY OF MAY, 2013 AT 4:30 O’CLOCK P.M. AT THE SHAWNEE COMMISSION CHAMBERS, 16 W. NINTH, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE FOR A BUDGET WORKSHOP TO PRESENT, REVIEW AND DISCUSS THE PROPOSED CITY OF SHAWNEE, SHAWNEE MUNICIPAL AUTHORITY AND SHAWNEE AIRPORT AUTHORITY BUDGETS FOR FY 2013-14.
By virtue of the authority vested in me by Section 4, Article IV of the Charter of the City of Shawnee, Oklahoma, a Special Session of the Board of City Commissioners, the Trustees of the Shawnee Municipal Authority and Trustees of the Shawnee Airport Authority are hereby called to meet at the City Commission Chambers, 16 W. 9th, Shawnee, Oklahoma at 4:300 p.m. on May 6, 2013, for a budget workshop to present, review and discuss the proposed City of Shawnee, Shawnee Municipal Authority and Shawnee Airport Authority budgets for FY 2013-14.
Witness my hand this 1st day of May, 2013.
s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CMC, CITY CLERK
CALL TO ORDER:
DECLARATION OF A QUORUM
Roll was called with seven Commissioners/Trustees present and a quorum was declared.
AGENDA ITEM NO. 1: Budget workshop to present, review and discuss the proposed City of Shawnee, Shawnee Municipal Authority and Shawnee Airport Authority budgets for FY 2013-14.
City Manager Brian McDougal and Finance Director Cynthia Sementelli presented the proposed budget and provided in-depth explanations regarding revenue, expenses and fund structure. Existing conditions were discussed regarding sales tax, sequestration, additional revenue, projects and fund balance.
Also discussed was Governmental Budgeting regarding the general fund and enterprise funds. Graphs were provided showing sales tax since 2009-10 and revenue comparison.
Mr. McDougal provided the following General Fund assumptions:
• Keep current full time staffing for fiscal year 2013-14
• Add two part-time positions in finance
• Insurance contributions remain constant
• Retirement is based on 21.59 – a new number from actuary
• Raises – COLA 0%, Merits 0%
• Workman’s comp rates based on industry standard rate
• Property insurance correctly allocated to each department
In the discussion of Revenues the following were lists for the General Fund:
• Taxes (sales tax, use tax, alcohol and cigarette tax and franchise fees)
• Intergovernmental (grant revenues, Unzner Grant, COPS grant)
• License and permits
• Fines
• Other revenue (interest, cell tower rental fees, gas and royalties)
In the discussion regarding expenses, each City of Shawnee Department’s expenses were shown.
The breakdown of the overall General Fund budget is: Personal Services – 81.5%, Material and Supplies – 4.26% and Other Services – 14.24%.
The Shawnee Municipal Authority and the Shawnee Airport Authority have the same assumptions as the General Fund.
Revenues in the SMA are being projected with a slight increase and their proposed Capital Expenses were discussed as well as debt service and transfers.
Regarding the Shawnee Airport Authority, revenues were listed as hangar rentals, gasoline and jet fuel sales. A graph was provided showing an increase in airport fuel sales since 2009-10. The overall airport budget is $553,000.00
Mr. McDougal then presented the General Fund Capital budget, showing the breakdown of the third penny tax.
He also gave information regarding the proposed South Kickapoo Street reconstruction showing a shortfall of $1.42 million. The following projects were cut from this year’s budget to provide money for that project:
• Wayfinding $300,000.00
• Forensic phone system 11,000.00
• Animal Control sign 8,900.00
• Chip Scanner 2,000.00
• Taser for Animal Control 4,000.00
• Portable Lighting Towers 19,000.00
• Portable Stage 75,000.00
• Portable Siren Control 5,100.00
• Rubber Trackhoe 115,000.00
• Tile Hallway PD 15,000.00
• Remote Security Cameras 30,000.00
• Tablet Deployment 20,000.00
• Video Cameras 25,000.00
• Fire Station No. 2 needs 50,000.00
• Dump Truck 160,000.00
• Interior Paint City Hall 10,000.00
• Interior Paint – Auditorium 10,000.00
• Beautification Projects 7,000.00
• Antifreeze Recycler 3,500.00
• Transmission Fluid Exchanger 4,000.00
• Municipal Auditorium Air 250,000.00
Total 3rd penny, 301 cuts total $1,124.500.00
At the conclusion of the budget presentation, Jodi Cox with Oklahoma Municipal Retirement Fund (OMRF) spoke regarding an option for the pension change. Ms. Cox showed the current proposal as follows:
• Freeze the plan for everyone June 30, 2013
• 3% or 75 cent increase for employees
• 5%/10%/15% based on years of service
• Grow into vesting (if not already at 7 years)
• New employees 3%/6%/9% based on service
• Reduce unfunded liability significantly
• Immediate estimated savings of $500,000.00/year
• Completely out of the pension business
The option is shown as follows:
Pension Choice
• Stay in the pension
• Lose 3% increase in pay
• Stop current 4.25% into DC, redirected to fund DB
• Lose cost of living increases in retirement
• Lost 5%/10%/15% DC contribution
• New Hires: 3%/6%/9%
• Less significant budget savings (amt. TBD)
• Does not reduce unfunded liability significantly
• Takes longer to get out of the pension business
Commissioners asked about the actual amount of budget savings and Ms. Cox responded that she would be getting with Dudley Hyde to discuss and would provide that information to them at a later time.
AGENDA ITEM NO. 2: ADJOURNMENT
There being no further business to come before the meeting, a motion was made by Commissioner Smith, seconded by Commissioner Winterringer, that the meeting be adjourned. Motion carried 7-0. (5:57 p.m.)
AYE: Smith, Winterringer, Stephens, Agee, Harrod, Mainord, Hall
NAY: None
WES MAINORD, MAYOR
(SEAL)
ATTEST:
_________________________
LISA LASYONE
DEPUTY CITY CLERK
NOTICE: This is NOT an official document. All official documents are maintained by the Shawnee City Clerk at Shawnee City Hall.
This document is provided as a public information device. Please contact City Hall at 405-878-1604 for official documents.