BOARD OF CITY COMMISSIONERS PROCEEDINGS
APRIL 20, 2009 AT 6:30 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, Monday, April 20, 2009 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Vice Mayor Stephens presided and called the meeting to order. Upon roll call, the following members were in attendance.
Absent
Mayor
Pam Stephens Frank Sims
Commissioner Ward 1-Vice Mayor Commissioner Ward 2
James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4
John Winterringer Carl Holt
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Peterson
INVOCATION Rev. Leroy Kerbo
Oak Park Church of God
FLAG SALUTE
AGENDA ITEM NO. 1: Consider approval of Agenda:
A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to approve Agenda. Motion carried 6-0.
AGENDA ITEM NO. 2: 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. 10
b. Minutes from the April 6, 2009 meeting
c. Acknowledge the following minutes and reports:
• Sister City Council meeting minutes from February 10, 2009 and March 11, 2009
• Shawnee Urban Renewal Authority minutes from February 24, 2009
• Shawnee Beautification Committee minutes from March 2, 2009
• License Payment Report March 1-31, 2009
• Project Payment Report March 1-31, 2009
• Sales Tax Collections through April 2009
d. Approve Mayor’s recommendation to appoint Bree Browning to the Shawnee Convention and Visitors Bureau.
e. Acknowledge refund of contributions from the Oklahoma Municipal Retirement Fund Defined Contribution plan for Michael Roberts.
A motion was made by Commissioner Harrod, seconded by Commissioner Holt, to approve the Consent Agenda Item No. 2(a-e), as presented. Motion carried 6-0.
AGENDA ITEM NO. 3: Citizens Participation (A three minute limit per person)
(A twelve minute limit per topic)
There was no Citizens Participation.
AGENDA ITEM NO. 4: Introduction of Shawnee 2009 student/teacher delegation exchange trip to Nikaho, Japan, July 29 through August 5, 2009.
Mary Chancellor of the Sister Cities Council introduced the 2009 student
and teacher delegation to the City Commission. The selection included 8 students
which are:
Unique Dickey Shannon Spillers
Zackary France Emily Stobbe
Ana Leon Emily Sturgill
Taylor Ricks Tara Taylor
Also included in the group will be North Rock Creek School teacher Kristin Grimes. The delegation will be leaving July 29 and will return August 5, 2009.
AGENDA ITEM NO. 5: Presentation by Tim Burg of the Shawnee Economic Development Foundation for request of funding in FY09-10 budget.
Mr. Burg, Executive Director of the Shawnee Economic Development Foundation, informed the Commission that the SEDF staff has been increased to two people. He also presented a chart outlining the areas where SEDF dollars are being spent. Mr. Burg’s future plans include targeting the recruitment of the aerospace and aviation industry to our area. He also noted that SEDF has recently provided free office space for Downtown Shawnee, Inc. In conclusion, Mr. Burg requested that the City of Shawnee provide funding to the SEDF for FY 09-10 in the amount of $196,000.
AGENDA ITEM NO. 6: Presentation by Randy Gilbert of the Shawnee Civic and Cultural Development Authority for request of funding in FY09-10 budget.
Randy Gilbert of the Shawnee Civic and Cultural Development Authority spoke to Commissioner regarding the $100,000 in capital improvement money that the City of Shawnee has allocated to the SCCDA for the past few years. Mr. Gilbert provided photographs showing improvements that have been made to the facilities in the past. They are currently in the process of repainting the “orange” building which will be from funds provided in the current fiscal year. Additional needs are new lighting for the Fred Humphrey Pavilion, upgrade the sound system in the orange building and eventually add a public address system which can be heard and utilized in all the Expo buildings. Mr. Gilbert’s needs list exceeds the $100,000 previously provided. However, he will ask the county to participate in part of the improvements. Therefore, Mr. Gilbert, on behalf of the Shawnee Civic and Cultural Development Authority, is requesting the City contribute $100,000 to the SCCDA in FY 09-10 to make capital improvements to the facilities.
AGENDA ITEM NO. 7: Consider approval of lump sum payment to George May’s beneficiary from the OMRF defined benefit plan.
A motion was made by Commissioner Sims, seconded by Commissioner Collier, to approve lump sum payment to George May’s beneficiary from the OMRF defined benefit plan. Motion carried 6-0.
AGENDA ITEM NO. 8: Consider a resolution authorizing the execution of the Safe Routes to School Grant Agreement between the City of Shawnee and the Oklahoma Department of Transportation.
Resolution No. 6530 was introduced and read aloud.
RESOLUTION NO. 6530 ENTITLED “A RESOLUTION AUTHORIZING THE EXECUTION OF THE SAFE ROUTES TO SCHOOL GRANT AGREEMENT BETWEEN THE CITY OF SHAWNEE AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION.”
A motion was made by Commissioner Harrod, seconded by Commissioner Sims, that Resolution No. 6530 be approved. Motion carried 6-0.
AGENDA ITEM NO. 9: Consider Citizen Potawatomi Nation and City of Shawnee Agreement for Overlay of South Gordon Cooper Drive B.I.A. Route No. 8804. (Deferred from April 6, 2009)
Dr. Jim Collard with the Citizens Potawatomie Nation was present to explain the agreement and to answer any questions from the Commission. A motion was made by Commissioner Sims, seconded by Commissioner Winterringer, to approve Citizen Potawatomi Nation and City of Shawnee Agreement for Overlay of South Gordon Cooper Drive B.I.A. Route No. 804. Motion carried 6-0.
a. Rehab Concrete Streets Project (Various Locations) (Award)
A motion was made by Commissioner Harrod, seconded by Commissioner Sims, to award Rehab Concrete Streets Project (Various Locations) to RDNJ, Inc. dba A-Tech Paving, Edmond, OK, as the lowest and best bid of $265,900.00. Motion carried 6-0.
b. City Hall Emergency Generator Replacement Project (Award)
Emergency Management Director Don Lynch stated that a single bid was received from All Phase Electric and requested that this bid be rejected and request authorization to re-bid the project.
A motion was made by Commissioner Sims, seconded by Commissioner Holt, to authorize re-bid for City Hall Emergency Generator Replacement Project. Motion carried 6-0.
Six bids were received for the Metal Storage Building for Streets Division and read aloud.
c. Metal Storage Building for Streets Division (Open)
BIDDER AMOUNT
Buoy Brothers Construction
Shawnee, OK 74804 $56,890
B & B Builders LLC
Shawnee, OK 74802 $52,500
PC Steele Buildings
Stillwater, OK 748074 $90,212
On Point Construction
Moore, OK 73160 $57,906
Central Asset Management, Inc
Oklahoma City, OK $58,075
Char Don Builders, Inc.
Chickasha, OK $51,875
A motion was made by Commissioner Harrod, seconded by Commissioner Winterringer, to defer bids for Metal Storage Building for Streets Division, to staff for review due to bid being higher than what is budgeted. Motion carried 6-0.
AGENDA ITEM NO. 11: New Business (Any matter not known about or which could not have been reasonably foreseen prior to the posting of the agenda)
City Manager Brian McDougal announced that City Treasurer Neva Treiber submitted a letter of resignation as Finance Director and City Treasurer dated April 20, 2009. Mr. McDougal announced that Stephen Nolen will act as Interim Finance director effective immediately. Further, Mr. McDougal expects to make a recommendation at the May 4th City Commission meeting regarding the City Treasurer position.
A motion was made by Commissioner Holt, seconded by Commissioner Collier, to accept Neva Treiber’s letter of resignation as City Treasurer. Motion carried 6-0.
Under Administrative Reports, City Engineer John Krywicki reported that he had received the appraisal regarding property being considered for the location of the Regional Sports Complex. The site under consideration is 130 acres on Kickapoo Street, near I-40. Keith Kuhlman with the Commissioners of the Land Office is currently doing calculations to determine lease amounts on a 55 year lease.
Steve Nolen distributed information regarding the capital budget requests for the Commission to review prior to the Special Called budget workshop set for April 27, 2009. A tentative budget schedule was also provided to Commissioners.
AGENDA ITEM NO. 13: Commissioners Comments
Commissioner Harrod asked for an update regarding the status of the Sardis Lake water project. Mr. McDougal will contact representatives of the Sardis project and ask that they provide Commissioners with an update.
It was noted by Vice Mayor Stephens that an Executive Session would be scheduled at the May 4, 2009 meeting for the purpose of a 90 day evaluation of City Manager Brian McDougal. Copies of the evaluation form previously used by the City of Shawnee was given to Commissioners for comparison with a standard evaluation form used in other cities.
AGENDA ITEM NO. 14: Adjournment
There being no further business to be considered, a motion was made by
Commissioner Holt, seconded by Commissioner Sims, that the meeting be adjourned. Motion carried 6-0. (7:50 p.m.)
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