BOARD OF CITY COMMISSIONERS PROCEEDINGS
APRIL 21, 2014 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 21, 2014 at 6:30 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.
Pam Stephens Linda Agee
Commissioner Ward 1 Commissioner Ward 2
James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6
INVOCATION Lord’s Prayer Led by Mayor
FLAG SALUTE Led by Commissioner Winterringer
AGENDA ITEM NO. 1: Consider approval of Agenda.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Stephens, to approve the Agenda. Motion carried 7-0.
AYE: Harrod, Stephens, Agee, Mainord, Hall, Winterringer, Smith
AGENDA ITEM NO. 2: Consider approval of Consent Agenda:
a. Minutes from the April 7, 2014 regular meeting
b. Authorize purchase of replacement vehicle for the Police Department from two totaled vehicles with insurance settlement
c. Authorize advertising the FY13-14 Rehab Concrete Streets Project
d. Accept easement for public highway from O’Reilly Automotive Stores for 4030 N. Kickapoo
e. Authorize payment to G & G Services for vegetative debris removal
f. Mayor’s Appointment
Airport Advisory Board
Barry Fogerty 1st partial term Expires 07/01/2016
Replaces unexpired term of Rob Duran
The Mayor reported a correction to the memo attached to Agenda Item 2(b) regarding the purchase of replacement vehicles for the Police Department. The vehicles will be purchased from Smiles Public Safety and not Bob Hurley.
Commissioner Agee asked that Agenda Item No. 2(e) be pulled for separate consideration.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to approve the Consent Agenda Item Nos. 2(a-f), less (e). Motion carried 7-0.
AYE: Harrod, Hall, Winterringer, Smith, Stephens, Agee, Mainord
Regarding Agenda Item No. 2(e), Commissioner Agee requested clarification. Emergency Management Director Don Lynch advised that the original contract with G&G Services was for a partial removal of the vegetative debris. They were working under the County’s contract and G&G Services picked up the other debris before the City had notified them of what to pick up. This pays them for the additional debris they picked up.
A motion was made by Commissioner Agee, seconded by Commissioner Stephens, to approve Consent Agenda Item No. 2(e). Motion carried 7-0.
AYE: Agee, Stephens, Harrod, Mainord, Hall, Winterringer, Smith
AGENDA ITEM NO. 3: Commissioners Comments
Vice Mayor Harrod commended the students and sponsors on a well-prepared dinner fundraiser for the Sister Cities program.
Commissioner Winterringer advised there was good attendance for the Great American Trash Off.
AGENDA ITEM NO. 4: Mayor’s Proclamation:
May 1, 2014
Barbara White accepted the Mayor’s Proclamation for “Loyalty Day” presented by Mayor Mainord.
AGENDA ITEM NO. 5: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)
There was no Citizens Participation.
AGENDA ITEM NO. 6: Introduction of Shawnee 2014 student/teacher delegation for the Sister Cities exchange trip to Nikaho, Japan.
Beth Bolston, Teacher Grove School
Jessica Brown, Teacher Shawnee Middle School
Grove School North Rock Creek Shawnee Middle School
Katherine Barrett Jaxon Canard Bronwyn Cross
Carly Fisher Joshua Floyd
Each of the sponsors and students introduced themselves to the Board.
AGENDA ITEM NO. 7: Acknowledge Sales Tax Report received April 2014.
Cynthia Sementelli, Finance Director, reported that April sales tax collected this month was $1,421,540.00. Compared to last year, sales tax is up $184,976.00. For the fiscal year, it is still up 4.76% or $651,703.00. Compared to 2012 numbers, it is up only $4,007.00.
AGENDA ITEM NO. 8: City Manager’s Report.
City Manager Brian McDougal reported on the following:
1. The Great American Trash Off was held on April 12, 2014.
2. Youth Aviation Day was held at the Shawnee Airport on April 5, 2014.
3. Anglin PR firm has begun working on a video, has held three mandatory employee meetings and are creating a URL to measure the visits on the City website.
4. Staff is currently working on the Fiscal Year 2014-2015 budget. Staff had planned on getting it to the Commission prior to this time, but the health insurance increase has come in at 31% and Staff is attempting to negotiate and anticipates asking the Commission to share that expense with the employees.
5. Staff is proposing a flat Shawnee Municipal Authority budget. Revenue has been as anticipated. Staff is beginning to implement the SMA Master Plan.
6. The Convention and Visitors Bureau has been meeting and formulating a board. They have contacted people on the current list to be on the new board. They are still looking for others to be on the board. Their goal is to have a new board in place by July 1, 2014.
7. Shawnee Municipal Authority Master Plan – There are drafts and Staff is evaluating and will bring to the Commission in May. It will not include a drought management plan.
8. Grove School has approached Staff regarding traffic issues. Staff is proposing inexpensive solutions. There will most likely be a capital request for the proposals.
AGENDA ITEM NO. 9: Consider Bids:
a. Woodland Park Pool Improvements (Award)
Staff recommends that the award be deferred until the next City Commission meeting on May 4, 2014.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Smith, to accept staff’s recommendation and defer the bid award to the May 4, 2014 City Commission meeting. Motion carried 7-0.
AYE: Harrod, Smith, Stephens, Agee, Mainord, Hall, Winterringer
AGENDA ITEM NO. 10: 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. 11: Administrative Reports
a. Director of Operations, James Bryce – Boy Scout Park Splash Pad
Director of Operations James Bryce advised that the deadline in submitting the grant was met. They do not expect a response until June or July 2014 due to last year’s grants not being funded until November. It is a matching grant with the City.
AGENDA ITEM NO. 12: Consider an Executive Session for discussion of matters relating to sales tax enforcement. The City Attorney recommends an executive session as authorized by 25 O.S. §307(B)(4).
A motion was made by Vice Mayor Harrod, seconded by Commissioner Smith, to enter into Executive Session for discussion of matters relating to sales tax enforcement. The City Attorney recommends an executive session as authorized by 25 O.S. §307(B)(4) Motion carried 6-1.
AYE: Harrod, Smith, Agee, Mainord, Hall, Winterringer
COMMISSION ENTERED INTO EXECUTIVE SESSION AT 7:01 P.M. WITH ALL MEMBERS PRESENT.
RECESS CITY COMMISSION MEETING BY THE POWER OF THE CHAIR TO CONVENE SHAWNEE AIRPORT AUTHORITY AND SHAWNEE MUNICIPAL AUTHORITY (7:01 P.M.)
RECONVENE CITY COMMISSION MEETING BY THE POWER OF THE CHAIR (7:54 P.M.)
COMMISSION RECONVENED FROM EXECUTIVE SESSION AT 7:54 P.M. WITH ALL MEMBERS PRESENT
AGENGA ITEM NO. 13: Consider matters discussed in Executive Session regarding matters relating to sales tax enforcement action. The City Attorney recommended an executive session as authorized by 25 O.S. §307(B)(4).
No action taken.
AGENDA ITEM NO. 14: Adjournment
There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:54 p.m.)
WES MAINORD, MAYOR
LISA LASYONE, DEPUTY 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.