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Date: 12/8/2014Board: City CommissionDocumentType: MinutesWeb Posted: 12/17/2014 2:43:53 PM
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BOARD OF CITY COMMISSIONERS
CITY OF SHAWNEE
SPECIAL CALLED SESSION
DECEMBER 8, 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, December 8, 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 Keith Hall
Commissioner Ward 3-Vice Mayor Commissioner Ward 4

Lesa Shaw Michael Dykstra
Commissioner Ward 5 Commissioner Ward 6

Absent: None

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 4th day of December, 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 December 8, 2014, and you are hereby notified to be present at said meeting.

The purpose of said meeting will be for discussion, consideration and possible action to determine process for appointment of an interim city manager; discussion, consideration and possible action to determine process for selection of a permanent city manager, including formation of a search committee; discussion, consideration and possible action to name a professional consulting firm for recruitment of a city manager; discussion, consideration and possible action to enter into executive session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”; consideration and possible action on matters discussed in executive session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”.

Witness my hand this 4th day of December, 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 4th day of December, 2014 at 2:40 o’clock p.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 8:04 o’clock a.m. on December 5, 2014

I delivered a true and correct copy to Commissioner Linda Agee via e-mail at 2:58 o’clock p.m. on December 4, 2014

I delivered a true and correct copy to Commissioner Lesa Shaw via e-mail at 4:33 o’clock p.m. on December 4, 2014

I delivered a true and correct copy to Commissioner Micheal Dykstra
via e-mail at 8:41 o’clock p.m. on December 7, 2014

I delivered a true and correct copy to Commissioner James Harrod via e-mail at 7:08 o’clock p.m. on December 4, 2014

I delivered a true and correct copy to Commissioner Gary Vogel via e-mail at 2:40 o’clock p.m. on December 4, 2014 but no response was received

I delivered a true and correct copy to Commissioner Keith Hall via e-mail at 3:05 o’clock p.m. on December 4, 2014

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 8TH DAY OF DECEMBER, 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 DISCUSSION, CONSIDERATION AND POSSIBLE ACTION TO DETERMINE PROCESS FOR APPOINTMENT OF AN INTERIM CITY MANAGER; DISCUSSION, CONSIDERATION AND POSSIBLE ACTION TO DETERMINE PROCESS FOR SELECTION OF A PERMANENT CITY MANAGER, INCLUDING FORMATION OF A SEARCH COMMITTEE; DISCUSSION, CONSIDERATION AND POSSIBLE ACTION TO NAME A PROFESSIONAL CONSULTING FIRM FOR RECRUITMENT OF A CITY MANAGER; DISCUSSION, CONSIDERATION AND POSSIBLE ACTION TO ENTER INTO EXECUTIVE SESSION FOR THE PURPOSE OF INTERVIEWING AND/OR NAMING A SPECIFIC INDIVIDUAL TO SERVE AS INTERIM CITY MANAGER PURSUANT TO 25 O.S. §307(B)1 “DISCUSSING THE EMPLOYMENT, HIRING, APPOINTMENT, DEMOTION, DISCIPLINING OR RESIGNATION OF ANY INDIVIDUAL SALARIED PUBLIC OFFICER OR EMPLOYEE”; CONSIDERATION AND POSSIBLE ACTION ON MATTERS DISCUSSED IN EXECUTIVE SESSION FOR THE PURPOSE OF INTERVIEWING AND/OR NAMING A SPECIFIC INDIVIDUAL TO SERVE AS INTERIM CITY MANAGER PURSUANT TO 25 O.S. §307(B)1 “DISCUSSING THE EMPLOYMENT, HIRING, APPOINTMENT, DEMOTION, DISCIPLINING OR RESIGNATION OF ANY INDIVIDUAL SALARIED PUBLIC OFFICER OR EMPLOYEE”.

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 December 8, 2014, for discussion, consideration and possible action to determine process for appointment of an interim city manager; discussion, consideration and possible action to determine process for selection of a permanent city manager, including formation of a search committee; discussion, consideration and possible action to name a professional consulting firm for recruitment of a city manager; discussion, consideration and possible action to enter into executive session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”; consideration and possible action on matters discussed in executive session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”.

Witness my hand this 4th day of December, 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 seven Commissioners present and a quorum was declared.

AGENDA ITEM NO. 1: Discussion, consideration and possible action to determine process for appointment of an interim city manager.

The Commission had a discussion regarding a need to appoint an interim city manager. The consensus among the Commission is to appoint an interim city manager.

AGENDA ITEM NO. 2: Discussion, consideration and possible action to determine process for selection of a permanent city manager, including formation of a search committee.

The Commission held discussion regarding the selection process to hire a city manager. The Mayor stated the following names as possible search committee members: Joe Ford, Chuck Skillings, Randy Smith, City Engineer John Krywicki, Commissioner Agee, Vice Mayor Harrod, Commissioner Hall and a tribal representative. Commissioner Hall requested that his name be removed and he be replaced Mayor Mainord.
It was discussed that all Commissioners will have access to resumes and be involved in the selection process.

AGENDA ITEM NO. 3: Discussion, consideration and possible action to name a professional consulting firm for recruitment of a city manager.

Discussion was held among the Commission regarding hiring a recruitment firm. The Staff was directed to prepare and send out request for proposals and qualifications to recruitment firms. Staff will bring the proposals and qualifications to the Commission at the January 5, 2015, if possible.

AGENDA ITEM NO. 4: Discussion, consideration and possible action to enter into executive session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Shaw, to enter into Executive Session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”. Motion carried 7-0.

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

COMMISSION/TRUSTEES ENTERED INTO EXECUTIVE SESSION AT 6:53 P.M. WITH ALL MEMBERS PRESENT.

COMMISSION/TRUSTEES RECONVENED FROM EXECUTIVE SESSION AT 7:13 P.M. WITH ALL MEMBERS PRESENT.

AGENDA ITEM NO. 5: Consideration and possible action on matters discussed in executive session for the purpose of interviewing and/or naming a specific individual to serve as interim city manager pursuant to 25 O.S. §307(B)1 “Discussing the employment, hiring, appointment, demotion, disciplining or resignation of any individual salaried public officer or employee”.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Shaw, to employ Justin Erickson as Interim City Manager and that a contract and salary will be discussed at the next City Commission meeting on December 15, 2014. Motion carried 7-0.

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

AGENDA ITEM NO. 6: ADJOURNMENT

There being no further business to be considered, the meeting was adjourned by power of the Chair (7:16 p.m.).


WES MAINORD, MAYOR
(SEAL)
ATTEST:


LISA LASYONE
DEPUTY CITY CLERK

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