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Date: 4/20/2015Board: City CommissionDocumentType: MinutesWeb Posted: 6/17/2015 4:47:15 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
APRIL 20, 2015 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 20, 2015 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

Vacant 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 Rev. Ray Belford
First Christian Church

FLAG SALUTE Led by Boy Scout Troop

AGENDA ITEM NO. 1: Consider approval of Consent Agenda:

a. Acknowledge staff will proceed in the instant meeting with the opening and consideration of bids as set forth in Agenda Item No. 13 and Shawnee Airport Authority Agenda Item No. 3.

b. Minutes from the April 6, 2015 regular meeting.

c. Acknowledge the following reports and minutes:
• License Payment Report for March 2015
• Project Payment Report for March 2015
• Shawnee Urban Renewal Authority minutes from March 10, 2015

d. Lake Lease Renewals/Transfers:

RENEWALS:
• Lot 9 Magnino Tract, 16724 Clearpond Lane
Lessee: Patricia & Randall Hill
• Lot 13 Hart Tract, 16401 Hart Road
Lessee: James Reid
• Lot 14 Magnino Tract, 16704 Clearpond Lane
Lessee: Donald Lovelace & Brandon Lovelace

TRANSFERS:
• Lot 14 Hart Tract, 16405 Hart Road
From: Ronald Swadley
To: Robert and Janet Lindley
• Lot 15 Hart Tract, 16409 Hart Road
From: Ronald Swadley
To: Robert and Janet Lindley

e. Acknowledge participation by Commissioner Micheal Dykstra in the Sister City Exchange Program and visit to Nikaho, Japan from July 30 – August 5, 2015.

f. Budget Amendment – General Fund
Adjust Budget to Account for Compensative Absences

g. Grant an easement to Canadian Valley Electric Cooperative, Inc. to serve an existing City Lake Lot Lease site at Shawnee Twin Lakes.

A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to approve the Agenda Item Nos. 1(a-g). Motion carried 5-0-1.

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

AGENDA ITEM NO. 2: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)

There was no Citizens Participation.

AGENDA ITEM NO. 3: Mayor’s Proclamations:
“Loyalty Day”
May 1, 2015

Barbara White accepted the Mayor’s Proclamation for “Loyalty Day” presented by Mayor Mainord.

“Better Hearing Month”
May 2015

Kurt Kalies accepted the Mayor’s Proclamation for “Better Hearing Month” presented by Mayor Mainord.

AGENDA ITEM NO. 4: Consider Oklahoma Municipal Retirement Fund lump sum payment from Defined Benefit Plan and refund of contributions from the Defined Contribution Plan for Charles Huff.

A motion was made by Commissioner Hall, seconded by Commissioner Shaw, to approve Oklahoma Municipal Retirement Fund lump sum payment from Defined Benefit Plan and refund of contributions from the Defined Contribution Plan for Charles Huff. Motion carried 6-0.

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

AGENDA ITEM NO. 5: Discussion, consideration and possible action to accept resignation of Ward 1 Commissioner Gary Vogel.

A motion was made by Commissioner Agee, seconded by Commissioner Hall, to accept resignation of Ward 1 Commissioner Gary Vogel. Motion carried 6-0.

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

AGENDA ITEM NO. 6: Discussion, consideration and possible action to rescind the determination to set a process for appointment by the Commission of an individual to fill the vacancy in Ward 1.

Commissioner Shaw asked that this item to rescind the previous vote be placed on the agenda to allow voters to decide the issue of the filling the vacancy in Ward 1. She stated the matter should be taken to the people if we believe in democracy. Commissioner Hall disagreed stating that the City’s Charter was voted on by the people.
City Attorney Mary Ann Karns explained the requirements of the Charter as it relates to this issue, as well as state law provisions. She stated the Charter requires the Commission to make a good faith effort to appoint a replacement before going to a vote of the people.
A motion was made by Commissioner Dykstra, seconded by Commissioner Shaw, to rescind the determination to set a process for appointment by the Commission of an individual to fill the vacancy in Ward 1. Motion failed 2-4.

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

AGENDA ITEM NO. 7: Discussion, consideration and possible action to set a special election to fill the vacancy in Ward 1. (This item will be considered only if Agenda Item No. 6 passes.)

No action taken.

AGENDA ITEM NO. 8: Discussion, consideration and possible action of Visit Shawnee Incorporated (VSI) contract.

A motion was made by Commissioner Hall, seconded by Commissioner Agee, to approve the Visit Shawnee Incorporated contract. Motion carried 6-0.

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

AGENDA ITEM NO. 9: Presentation of proposed budget FY 2015-2016.

Finance Director/City Treasure Cindy Sementelli presented the proposed budget for FY 2015-2016. Commissioners reviewed the draft budget and Ms. Sementelli answered Commissioners’ questions. She noted that this was early in the budget process with the actual budget adoption in two months.

AGENDA ITEM NO. 10: Consider approval of Insurance Work Group recommendation to award the FY 2015-2016 insurance policies to Blue Cross/Blue Shield, Delta Dental and VSP Vision.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Dykstra, to award the FY 2015-2016 insurance policies to Blue Cross/Blue Shield, Delta Dental and VSP Vision. Motion carried 6-0.

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

AGENDA ITEM NO. 11: Consider City paying additional insurance increase premiums for non-union employees.

Finance Director/City Treasure Cindy Sementelli addressed the City paying additional increase premiums for non-union employees.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to approve the City paying additional insurance increase premiums for non-union employees. Motion carried 6-0.

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

AGENDA ITEM NO. 12: Acknowledge Sales Tax Report received April 2015.

Cynthia Sementelli, Finance Director, reported that April sales tax collected this month was $1,426,451.00, which is up .35% from 2014 and $189,887.00 from 2013.

AGENDA ITEM NO. 13: Consider Bids:

a. Operations of the Shawnee Water Park Concession Stand (Open)

Director of Operations, James Bryce, reported that no bids were received. There was discussion regarding the City running the concession. The Commissioners agreed to extend the time to bid to the May 4, 2015 City Commission meeting.

AGENDA ITEM NO. 14: 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. 15: Commissioners Comments

Commissioner Shaw stated that the sidewalks on Bryan Street are looking great.

Commissioner Hall agreed with Commissioner Shaw regarding the sidewalks. He stated that the sidewalk was broken west of Bryan and MacArthur; staff advised that the contractor has been notified.
Commissioner Hall referred to a letter received from the Oklahoma Water Resource Board (OWRB) regarding the City’s obligations to them. It stated that the City’s water meters and infrastructure are collateral for loans with OWRB. Due to this, deannexation of city property may be in violation of state law.
Local resident, Kathryn Oglesby, approached the podium to discuss and issue regarding the placement of a city limit sign on Highway 177. She requested that the sign be placed in the proper location. Staff will review the matter and take the appropriate action.
Vice Mayor Harrod said that the pool construction looks great.
He requested a copy of the Oath of Office given to all Commissioners.
Commissioner Agee stated that she wanted to put a rumor to rest. She is not going to run for Mayor. She stated her previous votes have been cast based upon what she feels is in the best interest of the citizens not to garner support from anyone else.
Mayor Mainord reported on Trash Off Day, which was Saturday, April 18, 2015.
He also reported on the City Manager search process. He stated that approximately 70 applications were received by Affion. Through initial contacts and review they will narrow the field to 10 applicants which will be referred to the city’s search committee. The search committee will review and will narrow it further to 4 to 5 applicants which will be interviewed by the Commission.
Commissioner Dykstra thanked the City stating he and his daughter enjoyed Youth Aviation Day. He also said he is honored to be going to Nikaho, Japan with the Sister Cities delegation.

AGENDA ITEM NO. 16: Adjournment

There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:57 p.m.)

WES MAINORD, MAYOR
ATTEST:
_______________________________
PHYLLIS LOFTIS, CMC, CITY CLERK

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