BOARD OF CITY COMMISSIONERS PROCEEDINGS
JANUARY 22, 2013 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, Tuesday, January 22, 2013 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Vice-Mayor Harrod presided and called the meeting to order. Upon roll call, the following members were in attendance.
James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Mainord, Stephens, Agee
INVOCATION Rev. Ben Williams
Wesley Methodist Church
FLAG SALUTE
AGENDA ITEM NO. 1: Consider approval of Agenda.
Vice-Mayor Harrod requested that Agenda Items Number Ten and Eleven be tabled until a future meeting due to commissioner’s absences.
A motion was made by Commissioner Smith, seconded by Commissioner Winterringer, to approve the Agenda, less Items Number Ten and Eleven. Motion carried 4-0.
AYE: Smith, Winterringer, Harrod, Hall
NAY: None
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. 6-b and SMA Agenda Item No. 2-a.
b. Minutes from the January 7, 2013 regular meeting.
c. Acknowledge the following minutes and reports:
• Project Payment Report for December 2012
• License Payment Report for December 2012
d. Acknowledge Oklahoma Municipal Retirement Fund normal Retirement for Dale Wiginton.
e. Authorize staff to seek bids/quotes for the replacement of our ProPatch truck.
A motion was made by Commissioner Hall, seconded by Commissioner Smith, to approve the Consent Agenda Items a-e. Motion carried 4-0.
AYE: Hall, Smith, Harrod, Winterringer
NAY: None
AGENDA ITEM NO. 3: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)
Amy Dunn representing Pottawatomie Alliance for Community Health spoke regarding the Shawnee designation as a Certified Healthy Community. Shawnee received this designation last year and was awarded a grant of $10,000.00. The City of Shawnee has been certified again this year and will be applying for a merit level grant of $20,000.00 for 2013. In order to apply for this grant, there would need to be a Resolution supporting municipality’s right to set tobacco decisions for their community. Also, an Ordinance prohibiting the advertisement of alcohol and tobacco products at any city sponsored event. Ms. Dunn would like to make a formal presentation to the commission at the next meeting and have the Resolution and Ordinance on that agenda. The deadline for grant application is February 28, 2013.
AGENDA ITEM NO. 4: Acknowledge Sales Tax report received January 2013.
Cynthia Sementelli, Finance Director, reported the sales tax for January was down $21,082 from last year receipts. The original amount the tax commission reported was down by approximately $139,000 from the actual amount we will receive. There was an error in the reporting somewhere due to a new coding system the tax commission has implemented. An additional check will be sent to the city by the Tax Commission in the next few weeks.
Ms. Sementelli also reported the audit will be presented at the February 19, 2013 meeting. There was an extension to the completion date due to this year a full Comprehensive Annual Financial Report (CAFR) will be presented. This requires much more detail in the financial reporting.
AGENDA ITEM NO. 5: Discussion, consideration and possible action on acceptance of proposal to replace City Hall Phone System and authorize staff to negotiate contract. Deferred from October 15, 2012 meeting.
Don Lynch, Emergency Management Director, reported there were seven proposals received to replace the phone system for city hall. After review by a staff committee the field was narrowed to two potential vendors. Mr. Lynch contracted with a Certified Public Engineer to assist in the decision for the recommendation of a vendor. The recommendation by the staff and the consultant was to accept the proposal submitted by CK Telephone. Mr. Lynch request that the commission accept this proposal and allow staff to negotiate a contract with CK Telephone for replacement of the phone system at City Hall, the Annex and Public Works.
A motion was made by Commissioner Hall, seconded by Commissioner Smith, to accept the proposal from CK Telephone to replace City Hall Phone System and authorize staff to negotiate contract. Motion carried 4-0.
AYE: Hall, Smith, Harrod, Winterringer
NAY: None
AGENDA ITEM NO.6: Consider Bids:
a. Federal Street Bridge Rehab Project Contract No. COS-PW-12-02 (Award) Deferred from January 7, 2013 meeting
City Engineer John Krywicki announced that two bids were received and after review and consideration it was staff’s recommendation to award the bid to PbX Corporation of Sapulpa, Oklahoma in the full amount of the base bid of $665,205.00 plus items 1 and 2 of the add alternate of $20,360.00 for a total bid award of $685,565.00.
A motion was made by Commissioner Smith , seconded by Commissioner Hall, to accept staff’s recommendation and award the bid to PbX Corporation in the full amount of the base bid of $665,205.00 plus items 1 and 2 of the add alternate of $20,360.00 for a total bid award of $685,565.00. Motion carried 7-0.
AYE: Smith, Hall, Winterringer, Harrod
NAY: None
b. Bell Street Sidewalk Project Contract No. COS-PW-12-03 (Open)
BIDDER AMOUNT
TOM HUDSON PAVING INC $155,519.35
Guthrie, OK
RUDY CONSTRUCTION CO $122,226.00
Oklahoma City, OK
EAGLE VISION CONSTRUCTION LLC $ 95,696.56
Shawnee, OK
ALL ROADS PAVING INC $ 95,857.50
Oklahoma City, OK
C-P INTEGRATED SERVICES INC $132,785.15
Oklahoma City, OK
A-TECH PAVING $143,238.00
Edmond, OK
PARATHON CONST LLC $107,858.00
Edmond, OK
YOUNG CONTRACTING LLC $164,267.00
Oklahoma City, OK
City Engineer John Krywicki read the bids into the record and requested that the bid award be deferred to the next meeting to allow staff to review and check references.
A motion was made by Commissioner Winterringer, seconded by Commissioner Smith, to defer the bid award to the February 4, 2013 City Commission meeting. Motion carried 4-0.
AYE: Winterringer, Smith, Harrod, Hall
NAY: None
AGENDA ITEM NO. 7 New Business (Any matter not known about or which could not have been reasonably foreseen prior to the posting of the agenda)
There was no New Business.
AGENDA ITEM NO. 8: Administrative Reports
James Bryce, Operations Director, reported on the Shawnee Municipal Pool. A Scope of Services has been worked out with Larkin Aquatic of Kansas City, MO. This will include design and oversight of the project until completed. Mr. Bryce will bring a proposed agreement back to the commission at their next meeting and after that time, if accepted, design work can begin. The Shawnee Municipal Pool will not be open next summer. The new pool should be ready to open by May 2014.
AGENDA ITEM NO. 9: Commissioners Comments
Commissioner Winterringer stated that Independence Street was much better now and that the traffic signal at Independence and Bryan was looking good. Commissioner Hall, also, added that the traffic signal was working very well with the traffic flow.
Vice Mayor Harrod asked about the business license that was talked about several months ago. Inquiring how the plan was progressing. City Manager McDougal advised staff is working to bring a package together on the business license and will update the commission when it is ready.
AGENDA ITEM NO. 10: Consider an Executive Session to discuss potential claims, litigation or other options regarding encroachment into City’s utility service area by other entities as authorized by 25 O.S. §307(B)(4).
Item tabled under Agenda Item No. 1 Approval of Agenda until a future date.
AGENDA ITEM NO. 11: Consider matters discussed in Executive Session regarding discuss potential claims, litigation or other options regarding encroachment into City’s utility service area by other entities as authorized by 25 O.S. §307(B)(4).
Item tabled under Agenda Item No. 1 Approval of Agenda until a future date.
AGENDA ITEM NO. 12: Adjournment
There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:17 p.m.)
JAMES HARROD, VICE MAYOR
ATTEST:
_______________________________
DONNA MAYO, DEPUTY CITY CLERK
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