BOARD OF CITY COMMISSIONERS
CITY OF SHAWNEE
SPECIAL CALLED SESSION
JULY 15, 2013
The Board of City Commissioners met in Special Called Session at the Shawnee Commission Chambers at Shawnee City Hall, 16 W. 9th, Shawnee, Oklahoma, Monday, July 15, 2013 at 5:30 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
Absent Linda Agee
Commissioner Ward 1 Commissioner Ward 2
James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
Absent: Pam Stephens, John Winterringer, Steve Smith
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, OKLAHOMA
TO THE BOARD OF COMMISSIONERS 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 10th day of July, 2013 a Special Called Session of the City of Shawnee Board of Commissioners will be held at Commission Chambers at City Hall, 16 W. 9th, Shawnee, Oklahoma at 5:30p.m. on July 15, 2013, and you are hereby notified to be present at said meeting.
The purpose of the following special call session of the City Commissioners will be for discussion of the communications upgrade project.
(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 10th day of July, 2013 at 9:39 o’clock a.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Wes Mainord
via e-mail at 9:50 o’clock a.m. on July 10, 2013
I delivered a true and correct copy to Commissioner Linda Agee
via e-mail at 2:01 o’clock p.m. on July 10, 2013
I delivered a true and correct copy to Commissioner John Winterringer
via e-mail at 9:39 o’clock a.m. on July 10, 2013 but no response was received
I delivered a true and correct copy to Commissioner Steve Smith
via e-mail at 11:36 o’clock p.m. on July 10, 2013
I delivered a true and correct copy to Commissioner James Harrod
via e-mail at 8:03 o’clock p.m. on July 10, 2013
I delivered a true and correct copy to Commissioner Pam Stephens
via e-mail at 9:39 o’clock a.m. on July 10, 2013 but no response was received
I delivered a true and correct copy to Commissioner Keith Hall
via e-mail at 10:08 o’clock a.m. on July 10, 2013
s/s Phyllis Loftis
City Clerk
CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 15TH DAY OF JULY, 2013 AT 5:30 O’CLOCK P.M. AT THE CITY COMMISSION CHAMBERS AT CITY HALL, 16 W. NINTH, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE FOR DISCUSSION OF THE COMMUNICATIONS UPGRADE PROJECT.
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, OKLAHOMA IS HEREBY CALLED TO MEET AT CITY COMMISSION CHAMBERS AT CITY HALL, 16 W. 9TH, SHAWNEE, OKLAHOMA AT 5:30P.M. ON JULY 15, 2013 FOR DISCUSSION OF THE COMMUNICATIONS UPGRADE PROJECT.
WITNESS MY HAND THIS 10TH DAY OF JULY, 2013.
s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CMC, CITY CLERK
CALL TO ORDER AT 5:44 P.M.
DECLARATION OF A QUORUM
Roll was called with four Commissioners present and a quorum was declared.
AGENDA ITEM NO. 1: Discussion of the Communications Upgrade Project.
City Manager Brian McDougal began the discussion by explaining the proposed lease with Motorola which will be considered during the city commission meeting later. He stated that this project has been a priority for quite some time and has been on the Capital Improvement list for 2 or 3 years. The City Manager then turned the presentation over to Emergency Management Director Don Lynch.
Mr. Lynch provided briefing documents regarding the upgrade project. He gave a brief history of the current state of our communication system and also spoke regarding the “dead” radio coverage areas in the northern part of the City. Mr. Lynch listed the following projects that will be completed if the proposed upgrade is approved:
a. Upgrade Existing Intelli-Repeater Site at Shawnee City Hall. The proposed upgrade will replace seven Motorola Quantar Repeaters that are at the end of the product life and add three additional repeaters for a total of ten.
b. Maintenance on Existing Antenna Monopole at Shawnee City Hall. The project will provide labor and materials to
• Strip the monopole of all antennas, scrape the paint, wash and prime the pole then repaint.
• Replace climbing pegs that are missing
• Replace all of the banding and refasten antenna standoffs to the tower and replace rested components
• Replace all antennas and feedline
c. Replace and Upgrade Existing Radio Consoles in Dispatch Center at Shawnee City Hall. This project will replace the three existing consoles which are near the end of product life and add an additional four consoles, bring the total number of consoles to seven.
d. Add a New Intelli-Repeater Site at the Water Tower on North Kickapoo. This site will add ten additional repeaters and will improve the poor coverage in the north part of town.
e. Replacement of Subscriber Radios in Public Safety Vehicles. The project proposes to replace 140 mobile and portable radios in the Police and Fire Departments. The old radios will be transferred to general government use.
f. New VHF and UHF Radios for Emergency Management. This will improve the ability to activate the outdoor warning devices and will also be used by the fire department as a secondary means of alerting fire stations of calls for service.
Mr. Lynch then discussed the project cost estimate. Equipment to be funded under the proposed Lease/Purchase from Motorola will total $2,065,746.00. The equipment to be funded by the City of Shawnee totals $114,075.00. The total project cost is $2,179,821.00.
AGENDA ITEM NO. 2: ADJOURNMENT
There being no further business to be considered, the meeting was adjourned by power of the Chair. (6:19 p.m.)
WES MAINORD, MAYOR
(SEAL)
ATTEST:
_________________________
PHYLLIS LOFTIS, CMC
CITY CLERK
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