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Date: 11/3/2014Board: City CommissionDocumentType: MinutesWeb Posted: 11/18/2014 2:08:51 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
NOVEMBER 3, 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, November 3, 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.

Wes Mainord
Mayor

Gary Vogel Linda Agee
Commissioner Ward 1 Commissioner Ward 2

James Harrod Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4

Lesa Shaw Micheal Dykstra
Commissioner Ward 5 Commissioner Ward 6

ABSENT: None

INVOCATION Lord’s Prayer

FLAG SALUTE Led by Commissioner Hall


AGENDA ITEM NO. 1: Consider approval of Agenda.

A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to remove Agenda Item No. 4 (Citizens Participation) and to approve the remaining items on the Agenda. Motion carried 4-3.

AYE: Hall, Harrod, Mainord, Vogel
NAY: Shaw, Dykstra, Agee

AGENDA ITEM NO. 2: Consider approval of Consent Agenda:

a. Minutes from the October 20, 2014 regular meeting and Amended Minutes from the October 6, 2014 regular meeting and October 27, 2014 special call meeting

b. Acknowledge the following minutes:
• Civil and Cultural Development Authority minutes from the September 18, 2014 meeting
• Traffic Commission minutes from the September 23, 2014 meeting

c. Traffic Commission Recommendations

A. Consideration of request by staff, to install stop signs for east bound and north bound lanes at the intersection of Pennsylvania Ave. and Emmett St.

STAFF RECOMMENDATION: Staff recommends approval of request
BOARD RECOMMENDATION: Board recommends approval of request

d. Budget Amendment – Capital Fund 302
To allocate Avedis Foundation Grant Money

e. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution and Defined Benefit plans for Jared Reddin.

f. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution and Defined Benefit plans for Francene Soap.

g. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution and Defined Benefit plans for Jordan Haney.

h. Acknowledge City of Shawnee Holiday Schedule for 2015.

i. Authorize staff to apply for Emergency Management Performance Grant from Oklahoma Department of Emergency Management.

Commissioner Shaw requested that the City Manager provide her with information showing the $1 million in savings with the changing of the City employee retirement system referenced in the minutes from the October 27, 2014 special call meeting. Mr. McDougal stated he would provide her with that information.
A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to approve the Consent Agenda Item Nos. 2(a-i). Motion carried 7-0.

AYE: Hall, Harrod, Mainord, Shaw, Dykstra, Vogel, Agee
NAY: None

AGENDA ITEM NO. 3: Commissioners Comments

Commissioner Shaw made a point of clarification regarding ordinance preparation.

AGENDA ITEM NO. 4: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)

This item was pulled from the Agenda in Agenda Item No. 1 above.

AGENDA ITEM NO. 5 Mayor’s Proclamation’s:

“America Recycles Day”
November 15, 2014

Steve Nelms, Public Works Director, accepted the Mayor’s Proclamation for “America Recycles Day” presented by Mayor Mainord.

“Winter Weather Preparedness Day”
November 12, 2014

Don Lynch, Emergency Management Director, accepted the Mayor’s Proclamation for “Winter Weather Preparedness Day” presented by Mayor Mainord.

AGENDA ITEM NO. 6 Presentation by Michelle Briggs, President/CEO of the Avedis Foundation regarding Community Renewal International and upcoming workshops.

Ms. Michelle Briggs, President of Avedis Foundation, discussed the Community Renewal International Team. She identified Shreveport, Louisiana as a city where the Community Renewal International “We Care” program has been a success. The renewal initiative enlists individuals, faith groups, businesses, civic clubs, schools and government to make positive community changes. Ms. Briggs requested that the City of Shawnee partner with the Avedis Foundation for the Community Renewal pilot program. She also invited Commissioners to travel with them to Shreveport, Louisiana at a future time to witnesses the changes in that community and speak with community leaders.

AGENDA ITEM NO. 7: Public hearing and consideration of an ordinance to deannex the property located at the North Half of the Southeast Quarter (N ½ SE ¼) of Section Three (3), Township Ten (10) North, Range Three (3) East of the Indian Meridian, Pottawatomie County, Oklahoma. Applicant: Randy Beller, Brian Click

Community Development Director Justin Erickson provided a Staff report regarding the deannexation request. Staff recommended denial of the deannexation.

Mayor Mainord declared a public hearing in session to consider an ordinance to deannex the property located at the North Half of the Southeast Quarter (N ½ SE ¼) of Section Three (3), Township Ten (10) North, Range Three (3) East of the Indian Meridian, Pottawatomie County, Oklahoma. Mr. Allan Grubb, attorney for applicants, spoke in favor of the deannexation. No one appeared against said deannexation. The public hearing was closed.

A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to deny the deannaxation request. Motion carried 6-1.

AYE: Hall, Harrod, Mainord, Shaw, Vogel, Agee
NAY: Dykstra

AGENDA ITEM NO. 8: Discussion, consideration and possible action to set deadline for submission of items for agenda.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Vogel, to set the deadline for submission of items for the agenda at 12:00 p.m. on the Thursday prior to the City Commission meeting. Motion carried 6-1.

AYE: Harrod, Hall, Dykstra, Vogel, Agee, Mainord
NAY: Shaw

AGENDA ITEM NO. 9: Discussion, consideration and possible action on a resolution instructing City Clerk to report to appropriate authorities the failure of any party to make reports of campaign spending as required by law.

Resolution No. 6481 was introduced.

A RESOLUTION OF THE MAYOR AND CITY COMMISSIONERS OF THE CITY OF SHAWNEE,
OKLAHOMA, INSTRUCTING THE CITY CLERK OF SHAWNEE WITH REGARD TO OBTAINING CAMPAIGN FINANCING REPORTS AND AUTHORIZING THE FILING OF NOTICE OF FAILURE TO FILE WITH PROPER AUTHORITIES.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to approve a resolution instructing the City Clerk to report to appropriate authorities the failure of any party to make reports of campaign spending as required by law. Motion carried 6-1.

AYE: Harrod, Hall, Dykstra, Vogel, Agee, Mainord
NAY: Shaw

AGENDA ITEM NO. 10: Presentation by Finance Director Cynthia Sementelli of financial update.
Finance Director Cynthia Sementelli presented a financial review of the city budget. She outlined the top revenue categories of the general fund, stating that 98-99% of all sales tax collected fall within these categories.

AGENDA ITEM NO. 11: Consider Bids

a. Dispatch Center City of Shawnee (Award)

Police Chief Russell Frantz announced that two bids were received and after review and consideration it was staff’s recommendation to award the bid to Sagemill Construction, LLC of Meeker, Oklahoma, in the total amount of $218,000.00.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to accept staff’s recommendation and award the bid to Sagemill Construction, LLC in the total amount of $218,000.00. Motion carried 7-0.

AYE: Harrod, Hall, Shaw, Dykstra, Vogel, Agee, Mainord
NAY: None

b. COEDD Roofing Project (Award)

Director of Operations James Bryce announced that four bids were received and after review and consideration it was staff’s recommendation to award the bid to Robbins Roofing of Mustang, Oklahoma in the total amount of $42,554.00, which would include an add alternate of $22,979.79 to include the City Hall roof.
A motion was made by Commissioner Dykstra, seconded by Commissioner Shaw, to accept staff’s recommendation and award the bid to Robbins Roofing in the total amount of $42,554.00. Motion carried 7-0.

AYE: Dykstra, Shaw, Vogel, Agee, Harrod, Mainord, Hall
NAY: None

AGENDA ITEM NO. 12: 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. 13: Adjournment

There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:47 p.m.)


WES MAINORD, MAYOR

ATTEST:

_______________________________
PHYLLIS LOFTIS, CMC, CITY CLERK


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