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| Date: 9/14/2015 | Board: City Commission | DocumentType: Minutes | Web Posted: 9/22/2015 3:33:50 PM |
BOARD OF CITY COMMISSIONERS AND
THE BOARD OF TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY
CITY OF SHAWNEE
SPECIAL CALLED SESSION
SEPTEMBER 14, 2015
The Board of City Commissioners and The Board of Trustees of the Shawnee Municipal Authority met in Special Called Session at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma, Monday, September 14, 2015 at 6:00 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. The following members were in attendance and a quorum was declared.
Wes Mainord
Chairman
Vacant Linda Agee Commissioner Ward 1 Commissioner Ward 2
James Harrod Keith Hall Commissioner Ward 3-Vice Mayor Commissioner Ward 4
Lesa Shaw Absent Commissioner Ward 5 Commissioner Ward 6
Absent: Micheal Dykstra
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 OF THE CITY OF SHAWNEE AND THE BOARD OF TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY, OKLAHOMA
TO THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE AND THE BOARD OF TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY, OKLAHOMA:
You and each of you are hereby notified that by virtue of a call issued by me on this 8th day of September, 2015, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee and the Board of Trustees of the Shawnee Municipal Authority, Oklahoma at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma at 6:00 p.m. on the 14th day of September, 2015, and you are hereby notified to be present at said meeting. The purpose of the meeting is a work session for general discussion of issues within city government and SMA, including possible new initiatives; general discussion of city priorities, projects, goals, long-term needs and funding options; and general discussion of commission policies.
Witness my hand this 8th day of September, 2015.
(SEAL) ATTEST:
s/s Phyllis Loftis s/s Justin Erickson
PHYLLIS LOFTIS, CMC JUSTIN ERICKSON
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 8th day of September, 2015 at 10:39 a.m., and executed the same by delivering a true and correct copy thereof to the Mayor and to each of the Commissioners of the Board of City Commissioners for the City of Shawnee and the Board of Trustees of the Shawnee Municipal Authority, Oklahoma as follows:
I emailed a true and correct copy to Mayor Wes Mainord via e-mail at 10:39 a.m. on September 8, 2015, but no response was received.
I emailed a true and correct copy to Commissioner Linda Agee via e-mail at 3:12 p.m. on September 8, 2015
I emailed a true and correct copy to Commissioner/Vice Mayor James Harrod via e-mail at 5:52 p.m. on September 8, 2015
I emailed a true and correct copy to Commissioner Keith Hall via e-mail at 10:46 a.m. on September 8, 2015
I emailed a true and correct copy to Commissioner Lesa Shaw via e-mail at 5:44 p.m. on September 8, 2015
I emailed a true and correct copy to Commissioner Michael Dykstra via e-mail at 10:33 p.m. on September 11, 2015
s/s Phyllis Loftis
Phyllis Loftis, CMC, City Clerk
CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE AND THE BOARD OF TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY, OKLAHOMA TO BE HELD ON THE 14TH DAY OF SEPTEMBER, 2015 AT 6:00 P.M. AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE STREET, SHAWNEE, OKLAHOMA. THE PURPOSE OF THE MEETING IS A WORK SESSION FOR GENERAL DISCUSSION OF ISSUES WITHIN CITY GOVERNMENT AND SMA, INCLUDING POSSIBLE NEW INITIATIVES; GENERAL DISCUSSION OF CITY PRIORITIES, PROJECTS, GOALS, LONG-TERM NEEDS AND FUNDING OPTIONS; AND GENERAL DISCUSSION OF COMMISSION POLICIES.
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 of the City of Shawnee and the Board of Trustees of the Shawnee Municipal Authority, Oklahoma is hereby called to meet at the Heart of Oklahoma Exposition Center, Highway 177 and Independence Street, Shawnee, Oklahoma at 6:00 p.m. on the 14th day of September, 2015 for the purpose of a work session for general discussion of issues within city government and SMA, including possible new initiatives; general discussion of city priorities, projects, goals, long-term needs and funding options; and general discussion of commission policies.
Witness my hand this 8th day of September, 2015.
JUSTIN ERICKSON
CITY MANAGER
(SEAL)
ATTEST:
PHYLLIS LOFTIS, CMC, CITY CLERK
THE BOARD OF CITY COMMISSIONERS AND THE TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY OF THE CITY OF SHAWNEE, COUNTY OF POTTAWATOMIE, STATE OF OKLAHOMA, MET IN SPECIAL CALLED SESSION AT THE HEART OF OKLAHOMA EXPOSITION CENTER, HIGHWAY 177 AND INDEPENDENCE STREET, SHAWNEE, OKLAHOMA, MONDAY, SEPTEMBER 14, 2015 AT 6:00 P.M., PURSUANT TO NOTICE DULY POSTED AS PRESCRIBED BY LAW. MAYOR MAINORD PRESIDED AND CALLED THE MEETING TO ORDER. THE FOLLOWING MEMBERS WERE IN ATTENDANCE.
PRESENT: Agee, Harrod, Mainord, Hall, Shaw
ABSENT: Dykstra
CALL TO ORDER AT 6:00 P.M.
DECLARATION OF A QUORUM
AGENDA ITEM NO. 1: General discussion of issues within city government and Shawnee Municipal Authority (SMA), including possible new initiatives; general discussion of city priorities, projects, goals, long-term needs and funding options; and general discussion of commission policies.
City Manager Justin Erickson presented the meeting’s discussion topics. The first item discussed was the status of Fire Station No. 2. The options of repairing the building versus replacement were discussed. Estimated costs for repair is $1.2 million with replacement estimates at $2.2 million. Either option would require the entire site to be closed for at least one year. Reopening the old fire station on East Main was discussed as a temporary solution, although that station could not house larger fire department vehicles. Finance Director Cindy Sementelli presented three possible options to pay for the repair/replacement. Those items were:
1. Loan from General Fund – with payback over a three year period.
2. Postpone Municipal Auditorium Air Conditioning for 2 years
3. Expo loan debt service of $833,000 pay off in December 2016
Commissioner Agee spoke against postponing the Municipal Auditorium air conditioning, with other Commissioners in agreement with her.
Staff answered questions from Commissioners regarding this project and the funding before moving on to the next topic of discussion.
The next item presented was a review of the current loans and their expected payoff dates. Those listed were:
Motorola Loan
$320,827.62
December, 2021
Pool Loan
$471,688.40
December, 2020
Expo Loan
$833,187.60
December, 2016
Total debt service was listed as $1,625,703.52.
The next item discussed was Residential Water and Sewer rates. Current rate structure was presented showing a current minimum bill, without sanitation, is $34.20. Discussion focused on raising water rates 2% - 3% and having future increases tied to the Public Service Index. There was discussion regarding the amount of revenue that would be generated through a slight rate adjustment.
The Commission next discussed capital improvement needs for Shawnee Municipal Authority. A handout was provided by Steve Nelms, Utility Director, showing the needs and a master plan time line summary. Mr. Nelms noted that the most critical needs at this time are the Southside Wastewater Plant new headworks and digester rehab. Staff responded to questions regarding payment of these projects. Staff will work on Phase 1 of this project internally and bring before the Commission at a later time.
After a brief break, the Commission next discussed Parks & Recreation issues. Director of Operations James Bryce discussed the Parks Master Plan, notably their recommendation to consolidate some city parks. Mr. Bryce stated that he would like to keep ten parks and turn the remaining parks into greenbelt areas. After discussion and input from Commissioners, Mr. Bryce was given direction to proceed with the consolidation recommendation at his discretion. It was noted by Mayor Mainord that a line item is needed in our budget for park maintenance.
The next topic for discussion was increasing lodging taxes. A chart was provided showing the current lodging tax and total tax rate of Shawnee and seven neighboring cities. Areas that may benefit from the potential increase were dedicated funding for the Expo Center, Downtown Shawnee, Parks Department, beautification of city and economic development. Selling the property along I-40 formerly purchased by the Convention & Visitors Bureau was also discussed. The amount of 3% was discussed for the proposed increase. Commissioners further discussed presenting this issue to the voters at the next general election in June, 2016.
At the conclusion of the preplanned topics, Commissioners were given an opportunity to discuss any other item they wished.
Commissioner Shaw asked that the Visit Shawnee Inc. (VSI) financial reports provided to the City, be sent to her and the other Commissioners.
She further noted that the she would like to revisit the 3% lodging tax increase, noting that she would not like it to hurt tourism or the City’s ability to draw conferences to the area.
Commissioner Shaw stated in closing that she would like to put the Bryan Street interchange issue to rest, noting that it is out of the City’s hands at this point.
AGENDA ITEM NO. 2: ADJOURNMENT
There being no further business to be considered, the meeting was adjourned by power of the Chair (8:00 p.m.).
WES MAINORD, MAYOR
(SEAL)
ATTEST:
PHYLLIS LOFTIS, CMC
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.