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Date: 10/27/2014Board: City CommissionDocumentType: MinutesWeb Posted: 11/5/2014 2:43:35 PM
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BOARD OF CITY COMMISSIONERS
CITY OF SHAWNEE
SPECIAL CALLED SESSION
OCTOBER 27, 2014

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, October 27, 2014 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. The following members were in attendance and a quorum was declared.

Wes Mainord
Chairman

Gary Vogel Linda Agee
Commissioner Ward 1 Commissioner Ward 2

James Harrod Absent
Commissioner Ward 3-Vice Mayor Commissioner Ward 4

Absent Absent
Commissioner Ward 5 Commissioner Ward 6

Absent: Hall, Shaw, Dykstra

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 22nd day of October, 2014, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma in the Shawnee Commission Chambers, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on October 27, 2014, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be for a presentation by city staff to City Commission regarding departmental duties and responsibilities.

Witness my hand this 22nd day of October, 2014.

(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 22nd day of October, 2014 at 9:45 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 5:43 o’clock p.m. on October 22, 2014

I delivered a true and correct copy to Commissioner Linda Agee via e-mail at 10:14 o’clock a.m. on October 22, 2014

I delivered a true and correct copy to Commissioner Lesa Shaw via e-mail at 5:20 o’clock p.m. on October 22, 2014

I delivered a true and correct copy to Commissioner Micheal Dykstra
via e-mail at 9:45 o’clock a.m. on October 22, 2014 but no response was received

I delivered a true and correct copy to Commissioner James Harrod via e-mail at 8:28 o’clock p.m. on October 22, 2014

I delivered a true and correct copy to Commissioner Gary Vogel via e-mail at 5:11 o’clock p.m. on October 22, 2014

I delivered a true and correct copy to Commissioner Keith Hall via e-mail at 9:45 o’clock a.m. on October 22, 2014 but no response was received

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 27TH DAY OF OCTOBER, 2014, AT 6:30 O’CLOCK P.M. AT THE SHAWNEE COMMISSION CHAMBERS, 16 W. NINTH, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE FOR A PRESENTATION BY CITY STAFF TO CITY COMMISSION REGARDING DEPARTMENTAL DUTIES AND RESPONSIBILITIES.

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 the City Commission Chambers, 16 W. 9th, Shawnee, Oklahoma at 6:30 p.m. on October 27, 2014, for a presentation by city staff to City Commission regarding departmental duties and responsibilities.

Witness my hand this 22nd day of October, 2014


s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER

(SEAL) ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CMC
CITY CLERK

CALL TO ORDER AT 6:30 P.M.
DECLARATION OF A QUORUM
Roll was called with four Commissioners present and a quorum was declared.

AGENDA ITEM NO. 1: Presentations by city staff to City Commission regarding departmental duties and responsibilities.

City Attorney Mary Ann Karns began the presentations by outlining her duties as City Attorney. Among the duties she discussed was preparation and oversight of contracts and agreements, ordinance preparation, negotiations with bargaining unions, and personnel/workers’ compensation issues.
Ms. Karns then discussed her duties as prosecutor in Municipal Court and spoke regarding the number of citations processed each month. She also gave information regarding the number of outstanding warrants and the number of warrants cleared by city marshals.

Expo Center Director Mike Jackson spoke regarding the operations of that facility. He explained that the Expo Center is managed by a trust with board members meeting once per month. He noted that there are 11 full time employee positions at the Expo, however he is currently down to 8 employees. Mr. Jackson said that large RV rallies are the biggest revenue producers behind the IFYR rodeo. He noted that 20,568 RV’s have stayed at their facilities since January, 2013. When asked about the greatest need for his department, he stated massive remodeling of the older buildings and not enough staff as his primary concerns.

Public Works Director Steve Nelms gave the next presentation by stating that the Shawnee Municipal Authority has been a 501(c)3 public trust since November 11, 1968. He spoke regarding each phase of municipal authority operations: Administrative, Lake Operations (Shawnee Twin Lakes and Wes Watkins Reservoir, Water Treatment Plan, Water Distribution, Valve Crew, Northside Waste Water Treatment Plant, Southside Waste Water Treatment Plant and Waste Water Collections. Mr. Nelms answered questions from Commissioners regarding current lake levels and the intent to start using/treating more water from Wes Watkins Reservoir in the near future.

City Clerk Phyllis Loftis spoke regarding the City Clerk’s office and Customer Service/Utility Billing. She outlined the main duties of the City Clerk’s office as record keeping, agenda/minute preparation, public nuisance liens, open record requests, mail preparation and payroll distribution. She further discussed the need for a better document storage solution and underground storage options.
Regarding Customer Service/Utility Billing, Ms. Loftis explained the payment schedule for water bills and discussed the payment arrangement option available to customers. The six accepted methods of payment for water services was discussed with Commissioners (in person, by mail, credit card by phone, on-line credit card payments, bank draft and the three payment kiosks located at Homeland Stores and the tag office). She noted that in the last fiscal year $212,281.32 was paid at the payment kiosks, with the current fiscal year revenue numbers surpassing that amount.

City Manager Brian McDougal spoke of the different areas of public and private responsibilities that he encounters in his job. He listed current priorities/needs of the city and projects which he has deemed successful. Among those successes are the nearly $1,000,000.00 in savings realized by changing city employee retirement, the Water Master Plan, Municipal Pool renovation and the Kickapoo Street widening project. He listed among future opportunities the Bryan Street/I-40 interchange, changes in euthanasia procedures for the Animal Control Department and working to improve tribal relationships.

AGENDA ITEM NO. 2: ADJOURNMENT

There being no further business to be considered, the meeting was adjourned by power of the Chair (8:15 p.m.).

WES MAINORD, MAYOR

(SEAL)
ATTEST:


PHYLLIS LOFTIS, CMC
CITY CLERK


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