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 3, 2006 at 5:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chuck Mills
Mayor
Tom Claybrook Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2
Linda Peterson Bob Downing
Commissioner Ward 5-Vice Mayor Commissioner Ward 6
ABSENT: None
INVOCATION Reverend Jason Lee
True Vine Ministries
FLAG SALUTE Mayor Mills
AGENDA ITEM NO. 1: Consider Approval of Consent
Agenda.
a. Consider approval of minutes from the December 19, 2005 meeting.
b. Budget Amendments in General Fund.
c. Transfer of Appropriations in HOME Program Income Fund and General Fund.
d. Acknowledge the following minutes:
* Civic and Cultural Development Authority minutes from the November 17, 2005 meeting.
* Airport Advisory Board minutes from the October 19, 2005 meeting.
e. Lakesite Lease Renewal:
Lot 3, North School Tract
Bryan & Chandra Little
1507 Berkshire Place
Shawnee, OK 74804
f. Declare city vehicle #1990, VIN 1GCEK14K3RZ233476, salvage and authorize staff to sell.
g. Acknowledge Workers Compensation settlement in the amount of $5,280.00 to Alan Gunter.
h. Acknowledge letter from Bob Snelson to Afsaneh Jabbar expressing appreciation to Scott Moore and city crew regarding repair of water main break on Ayre Street.
i. Authorize staff to advertise for bids for copier in City Clerk’s Office.
j. Authorize staff to advertise for bids for remodeling annex building.
A motion was made by Commissioner Downing, seconded by Commissioner Schrzan, to approve the Consent Agenda Item No. 1(a-j). Motion carried 7-0.
AGENDA ITEM NO. 2: Consider addendum to Shawnee Airport lease with Shawnee Lube, LLC.
Assistant Airport Manager Jerry Sharp presented an addendum to Shawnee Lube, LLC lease agreement at the Shawnee Regional Airport, that will allow for the sale of used motor vehicles of not more than ten (10) on the premises.
A motion was made by Commissioner Schrzan, seconded by Commissioner Downing, to approve the addendum to the Shawnee Airport lease with Shawnee Lube, LLC for the sale of motor vehicles not to exceed more than ten (10) vehicles on the premises with restricted hours. Motion carried 7-0.
AGENDA ITEM NO. 3: Consider request from Vernon Markwell, Aydelotte Church of Christ, to connect with city water line located at Highway 18 and EW 108.
Mr. Harold Gibson, Elder of the Aydelotte Church of Christ, appeared before the Commission in regard to the request from the church to connect to the city water line located at Highway 18 and EW 108 directly across from the new church.
Mr. Gibson explained that there were already several drilled water wells on minimal pieces of property in the area and the church would prefer tapping on to the city’s water line.
City Manager Jim Collard explained that an ordinance was in place and “Commission Policy for Furnishing Water and Sewer Services Outside City Limits” was adopted by Resolution No. 6212 in November 2004 which stipulates that the City services will be provided to residential and commercial users located outside the City limits upon certain conditions.
A motion was made by Commissioner Downing, seconded by Commissioner Schrzan, that the request from Aydelotte Church of Christ for hookup to city services be approved.
Upon discussion, one of the stipulations required a pre-annexation agreement and the Commission and staff debated the definitions of a “hookup” and “extension.”
A secondary motion was made by Commissioner Beck, seconded by Vice Mayor Peterson, that this item be deferred to the next meeting for staff to gather more information for clarity purposes.
Further discussion revealed that Mr. Gibson and Mr. Vernon Markwell, now present, told the Commission that it was not the Church’s desire to be annexed.
Commissioners voiced their concerns about the perception of showing favoritism or allowing the city manager to make arbitrary decisions and not follow the policy.
City staff noted that an “extension” is a public line and “hookup” is not and that the intent of the policy did not include individual hookup.
After much discussion, both motions on the floor were withdrawn and the following motion was made.
A motion was made by Commissioner Claybrook, seconded by Commissioner Beck, that the city manager be directed to comply with the Commission Policy for furnishing of water and sewer services outside city limits as related to this request by Aydelotte Church of Christ for connection to the City’s water line. Motion carried 7-0.
A motion was made by Commissioner Beck, seconded by Commissioner Schrzan, to approve awarding the bid to Water Products of Oklahoma, Inc., Owasso, Oklahoma, in the amount of $19,545 for the four Hand-held meter reading devices and software as the lowest and best bid. Motion carried 7-0.
b. Cleveland Street Sanitary Sewer Project (Award)
A motion was made by Commissioner Downing, seconded by Commissioner Schrzan, that the bid award on the Cleveland Street Sanitary Sewer Project be deferred to the next meeting to allow staff more time to review and make its recommendation. Motion carried 7-0.
A motion was made by Commissioner Schrzan, seconded by Commissioner O’Neal, that the bid award on the Northridge Culvert Replacement Project be deferred to the next meeting to allow staff more time to review and report its recommendation. Motion carried 7-0.
AGENDA ITEM NO. 5: New Business (Any matter not known about or which could not have been reasonably foreseen prior to the posting of the agenda)
Under New Business, Mayor Mills issued a proclamation calling for a “state of emergency” in the City of Shawnee, Pottawatomie County, Oklahoma, because of the recent wildfires beginning on December 27, 2005 and continuing to present.
The proclamation requests future federal aid due to drought conditions and requests the Governor of the State of Oklahoma to request assistance from the United States Bureau of Reclamation and the United States Army Corps of Engineers to enhance the water supply for the City of Shawnee which directly impacts the firefighting capability of the City.
The proclamation also directs that the City Emergency Operations Plan be implemented.
AGENDA ITEM NO. 6: Administrative Reports
Under Administrative Reports, Fire Chief Jerry Bower gave a report on the recent outbreak of grassfires and conditions and how they were assisted and how they assisted other fire departments in the surrounding areas.
He reported that there were 43 grassfires, 22 this week; usually there is only 5-6 per month. The fire department also assisted Okemah, Wewoka, Yukon, and Seminole with firefighting. On Sunday the department dealt with fires around the Twin Lake area, Bethel, Jacktown, Harrah, and McLoud. No structures were lost.
Emergency Management Operations Director Don Lynch briefly reported on the wildfire Statewide Command Center being established in Shawnee at the Expo Center.
The State Emergency Agency requested that Shawnee be the command post since it was closely located to existing fires; the Expo could accommodate the capacity of the command center; and Shawnee is centrally located to Oklahoma City.
Mr. Lynch informed the Commission that the expenses incurred would be paid by federal and state funds.
Next, City Manager Jim Collard reported that at the next meeting a water management plan would be presented in regards to being prepared for future drought affecting Shawnee.
Police Chief Mike Chitwood reported that his office personnel was working on applying for grants for underage law enforcement and using best practice policy and providing for use of the city’s resources.
The chief also reported that the lake ranger position would be filled and interim police were patrolling the lake area.
AGENDA ITEM NO. 7: Citizens Participation (A five minute limit per person) (A fifteen-minute
limit per topic)
Mrs. Cody Deem, citizen, asked about the status of the experimental recycling curbside project that she and BFI had proposed last October. It was understood that BFI would work with city staff to send out surveys to customers to determine if the citizens wanted recycling services.
Also appearing was Ms. Rosemary Crawford, Project Manager with South Central Industries stating that South Central Industries could offer additional recycling services at that facility
The city manager responded that the surveys were being edited by staff and the project would be soon getting underway.
AGENDA ITEM NO. 8: Commissioners Comments.
Under Commissioners Comments, Mayor Mills announced that a Martin Luther King celebration would be held on Sunday at Fresh Fire Outreach Center, 1224 East Main.
AGENDA ITEM NO. 9: Adjournment.
There being no further business to be considered, a motion was made by Commissioner Downing, seconded by Commissioner Schrzan, that the meeting be adjourned. Motion carried 7-0. (7:14 p.m.)
(SEAL)
ATTEST:
_____________________________
DIANA HALLOCK, CITY CLERK
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