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Date: 9/21/2015Board: City CommissionDocumentType: MinutesWeb Posted: 10/6/2015 1:06:47 PM
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BOARD OF CITY COMMISSIONERS PROCEEDINGS
SEPTEMBER 21, 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, September 21, 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 The Lord’s Prayer
FLAG SALUTE Led by Vice Mayor Harrod

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

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. 6.

b. Minutes from the September 8, 2015 regular meeting and September 14, 2015 Special Call meeting.

c. Acknowledge the following reports:
• License Payment Report for August 2015
• Project Payment Report for August 2015

d. Lake Lease Transfers:

TRANSFERS:
• Lot 10 Coffman Tract, 15201 Perry Rd.
From: David and Charlotte Manning
To: David Griffin and Jeremy Higdon

• Lot 3 Damron Tract, 33707 Belcher Rd.
From: John Stuart and Sandra Howard
To: Sandra Howard

• Lot 14 Belcher Tract, 33202 Post Office Neck
From: James and Billie White
To: Joseph and Kristi Shiff

e. Confirm and approve City Manager’s hiring of Michael Dru Tischer as Fire Chief.

f. Acknowledge Workers Compensation Settlement – Tod Duncan.

g. Accept water line improvements for Belmont Park Addition and placing Maintenance Bond into effect.

h. Accept public improvements, i.e. streets & paving, sanitary sewer, and water line for the Hyatt Addition III and placing Maintenance Bonds into effect.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Agee, to approve Consent Agenda Item No. 1(a-h). Motion carried 6-0.

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

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: Consider an ordinance prohibiting parking on Plaza Drive from Kickapoo east on both sides of the street and on West Slover Street from Leo Street west to the Canadian River on both sides of the street. (Traffic Commission’s recommendations approved at September 8, 2015 City Commission meeting.)

A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to approve an ordinance prohibiting parking on Plaza Drive from Kickapoo east on both sides of the street and on West Slover Street from Leo Street west to the Canadian River on both sides of the street.

Ordinance No. 2575NS was introduced.

AN ORDINANCE AMENDING SECTION 16-138, CHAPTER 16, ARTICLE V OF THE CODE OF THE CITY OF SHAWNEE, OKLAHOMA; PROVIDING FOR NO PARKING ON PORTIONS OF CERTAIN STREETS; NAMING SAID STREETS; DESIGNATING THE PORTIONS WHERE PARKING IS PROHIBITED AND OTHER CONDITIONS RELATING TO PARKING; AND DECLARING AN EMERGENCY.

Motion carried 6-0.

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

A motion was made by Vice Mayor Harrod, seconded by Commissioner Dykstra, to approve emergency clause relating to Ordinance No. 2575NS. Motion carried 6-0.

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

Ordinance No. 2575NS was adopted by the City Commission.

AGENDA ITEM NO. 4: Consider Oklahoma Municipal Retirement Fund (OMRF) lump sum payment from Defined Benefit Plan for Charles Huff.

A motion was made by Commissioner Hall, seconded by Commissioner Agee, to approve the Oklahoma Municipal Retirement Fund (OMRF) lump sum payment from Defined Benefit Plan for Charles Huff. Motion carried 6-0.

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

AGENDA ITEM NO. 5: Discussion, consideration and possible action on Elaine Taylor’s appeal of an Administrative Order requiring the demolition of the residential structure located at 1415 East 10th Street.

A staff report was given by Justin DeBruin, Community Development Director. He provided a history of Ms. Taylor’s communications with the City and noted that numerous attempts have been made by the City to work with Ms. Taylor. Staff recommends upholding the Administrative hearing officer’s recommendation to condemn the structure. Ms. Taylor was not present at the City Commission meeting.

A motion was made by Vice Mayor Harrod, seconded by Commissioner Agee, to deny Elaine Taylor’s appeal of an Administrative Order requiring the demolition of the residential structure located at 1415 East 10th Street. Motion carried 6-0.

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

AGENDA ITEM NO. 6: Consider Bids:

a. Main St. Streetscape Project from Beard St. to Oklahoma Ave., COS-PW-14-03 (Open)

BIDDER AMOUNT

CGC $3,156,360.55
Edmond, OK

Rudy Construction Co. $4,197,051.00
Oklahoma City, OK

A-Tech Paving $4,570,152.00
Edmond, OK

City Engineer, John Krywicki, read three (3) bids into the record. Mr. Krywicki requested that the bid award be deferred to tabulate and review each bid. The Engineer’s estimate of the project was $2,700,000.00 so additional funding options or project revision will be considered before the bid is awarded. A motion was made by Vice Mayor Harrod, seconded by Commissioner Shaw, to defer the bid award to allow staff to review, tabulate and look at funding options for the Main St. Streetscape project. Motion carried 6-0.

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

b. Emergency Generator at North Radio Tower Site (Open)

VENDOR Bid Amount Additional for Additional for
2-year Warranty 5-year Warranty
Imajenus
Broken Arrow, OK $30,995.00 $225.00 $470.00

Libra Electric Company
Oklahoma City, OK $39,525.00 $716.25 $1597.50

All Phase Electric Inc.
Shawnee, OK $52,405.00 $660.00 $880.00

M&J Contractors LLC
Ada, OK $37,915.00 Included in Bid $1300.00

Emergency Management Director Don Lynch read the bids into the record and requested that the bid award be deferred to the next City Commission meeting on October 5, 2015, to allow staff to review the bids and check references.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Shaw, to defer the bid award to the October 5, 2015 City Commission meeting. Motion carried 6-0.

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

c. North Radio Tower Site Antenna System (Open)

BIDDER AMOUNT

JTS $35,935.00
Dallas, TX

Emergency Management Director, Don Lynch, read one (1) bid into the record and requested that the bid award be deferred to the next City Commission meeting on October 5, 2015.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Dykstra, to defer the bid award to the October 5, 2015 City Commission meeting. Motion carried 6-0.

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

AGENDA ITEM NO. 7: Acknowledge Sales Tax Report received September 2015.

Cynthia Sementelli, Finance Director, reported that September sales tax collected this month was $1,494,202.00, which is up 4.76% from 2014 and up 5.7% from 2013. Ms. Sementelli also stated that a 2% revenue increase was projected for the current fiscal year and we are currently up 4.35%.

AGENDA ITEM NO. 8: City Manager Update

City Manager Justin Erickson, reported that there is a public meeting set for October 5, 2015 from 5:30 p.m. to 6:30 p.m., at the Commission Chambers in the Shawnee City Hall, immediately before the regular City Commission meeting to discuss the branding and community image for Shawnee.
Mr. Erickson stated that the park assessment will be finalized by our consultant and presented at the October 7, 2015 Planning Commission meeting. It will appear on the City Commission agenda on October 19, 2015.
Regarding Fire Station No. 2, Mr. Erickson stated that a Request for Qualifications will be presented to develop plans for repair the fire station. This item will also be on the October 19, 2015 City Commission agenda. He noted that the East Main Fire Station is still being evaluated.


AGENDA ITEM NO. 9: 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. 10: Commissioners Comments

Commissioner Agee reported on the efforts of Historic Shawnee Alliance regarding the painting of downtown buildings. She noted that there was a nice transformation taking place and thanked the over thirty volunteers that have assisted them.

Commissioner Shaw reported that the Community Market will be set up tomorrow (September 22, 2015) located at 1125 East Main Street.

AGENDA ITEM NO. 11: Adjournment

There being no further business to be considered, the meeting was adjourned by power of the Chair. (6:58 p.m.)

WES MAINORD, MAYOR
ATTEST:

PHYLLIS LOFTIS, CMC, CITY CLERK

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