BOARD OF CITY COMMISSIONERS PROCEEDINGS
MARCH 21, 2011 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, March 21, 2011 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Peterson presided and called the meeting to order. Upon roll call, the following members were in attendance.
Linda Peterson
Mayor
Pam Stephens Frank Sims
Commissioner Ward 1 Commissioner Ward 2-Vice Mayor
James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4
Absent Steve Smith
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Winterringer
INVOCATION REV. RAY BELFORD
FIRST CHRISTIAN CHURCH
FLAG SALUTE
AGENDA ITEM NO. 1: Consider approval of Agenda.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to approve the Agenda. Motion carried 6-0.
AGENDA ITEM NO. 2: Consider approval of Consent Agenda:
a. Minutes from the March 7, 2011 meeting
b. Acknowledge the following minutes and reports:
• Sister Cities Council minutes from January 11, 2011
• Shawnee Urban Renewal Authority minutes from January 4, 2011
c. Acknowledge waiving Sections 8-431 and 8-434 of the Code of the City of Shawnee involving GARAGE SALE licenses and fees for the weekend of April 8-10, 2011 to help citizens prepare for the City's clean-up campaign.
d. Acknowledge Mayor’s Appointment:
Carl Holt to the Beautification Committee to complete the unexpired term of Robert Cash, first partial term to expire 12/31/2012.
e. Approve rules for the Shawnee dog park and name the Shawnee dog park the “Mary Maxine Williamson Dog Park”.
f. Authorize staff to submit application for funding to the Oklahoma Department of Commerce (ODOC) for the FY 2011 Emergency Solution Grant (ESG) as Sponsor for Family Promise of Shawnee. The City will be requesting the maximum funding under Tier I of the application in the amount of $20,000 for essential and preventative services for the homeless.
g. Approve agreement between the City of Shawnee and the Citizen Potawatomi Nation for cross-deputization between the Shawnee Police Department and the Citizen Potawomi Tribal Police.
Staff requested that Consent Agenda Item (g) be pulled and tabled at this time.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to approve the Agenda Items a – f, less item g. Motion carried 6-0.
City Manager Brian McDougal spoke regarding Consent Agenda Item (g) and explained that staff needed to research this item further and requested that it be tabled to a future meeting.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Sims, to table Agenda Item (g). Motion carried 6-0.
AGENDA ITEM NO. 3: Citizens Participation
(A three minute limit per person) (A twelve minute limit per topic)
Dr. Marshall Gleckler spoke and asked to be allowed to pay money in lieu of building a sidewalk in front of his new optometry office on 45th Street. Community Development Director Justin Erickson stated that he would call Dr. Gleckler and discuss the option with him.
Commissioner Smith presented the Arbor Week Proclamation to James Bryce.
“Emergency Management Week”
March 20-26, 2011
Mayor Peterson presented the Emergency Management Week Proclamation to Butch Lutomski.
“Fair Housing Month”
April 2011
Commissioner Stephens presented the Fair Housing Month Proclamation to Justin Erickson.
AGENDA ITEM NO. 5: Introduction of Shawnee 2011 student/teacher delegation for exchange trip to Nikaho, Japan.
Chair
Skip Gore
Teachers
Laura Hamilton, NRC
Taylor Wilson, NRC
Students
Dashai Falconer, SMS Carlynn Martin, SMS
Cierra Gibson, SMS Nathan Cannata, Liberty
Jackson Hopkins, SMS Bailey Kasterke, Liberty
Logan Jennings, SMS Andrea France, NRC
Mr. Skip Gore spoke on behalf of the Sister Cities organization and stated that safety will be the main priority in deciding if this year’s delegation will travel to Japan. He stated that if these delegates are unable to visit Japan this year, the same delegates will have the opportunity to go to Japan in 2012.
AGENDA ITEM NO. 6: Presentation of the City of Shawnee audited Financial Statements for the year ended June 30, 2010.
Vanessa Dutton presented the audited Financial Statements for the year ended June 30, 2010. In Ms. Dutton’s power point presentation, she stated that the City was given a clean unqualified opinion. The Financial Statement findings include two material weaknesses: Controls over capital assets and controls over meter reading and SMA billing. There was a significant deficiency (a lesser finding) over allowance for uncollectible accounts. It was noted that the audit had not been finalized by the December 31, 2010 deadline. However, Finance Director Cindy Sementelli noted that the preliminary audit work would begin earlier this year to allow for a timely filing.
AGENDA ITEM NO. 7: Presentation and consider acceptance of the Regional Park Master Plan.
Doug Tennant of Jacobs Engineering gave the presentation for the Regional Park Master Plan. He provided copies of the proposed Plan, as well as a power point presentation. Mr. Tennant spoke of the various baseball, softball and soccer fields, as well as hiking and biking trails included in the Plan. The total projected costs associated with the construction of the Regional Park are $19,535,167. In the event that the City’s funding does not allow for total completion of the project, Mr. Tennant noted that Phase I of the project (which would be approximately 80% of the completed project) would costs approximately $12,000,000 - $14,000,000.
A motion was made by Vice Mayor Sims, seconded by Commissioner Harrod, to approve the Regional Park Master Plan. Motion carried 6-0.
AGENDA ITEM NO. 8: Acknowledge Sales Tax Report received March 2011.
Finance Director Cindy Sementelli reported on the latest sales tax report from the Oklahoma Tax Commission. March receipts were up 7.7% over last year’s receipts and were approximately 6.40% above year to date budget projections.
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: Administrative Reports
Police Chief Russell Frantz spoke regarding ordinances that would be brought before the Commission for consideration at a future meeting. The ordinances are in reference to panhandling and trespassing as it relates to code enforcement issues.
AGENDA ITEM NO. 11: Commissioners Comments
Commissioner Harrod requested that a work session be scheduled to discuss the future plans regarding the Regional Park. It was decided that the Commissioners would each check their schedules and would contact the City Manager’s Office with their availability. The Commission will confirm the date of the Special Call work session at the next regular City Commission meeting.
Commissioner Harrod also noted that with the 30” water line now completed, he would like staff to look into an Automated Meter Reading solution.
AGENDA ITEM NO. 12: Adjournment
There being no further business to be considered, a motion was made by Vice Mayor Sims, seconded by Commissioner Stephens, that the meeting be adjourned. Motion carried 6-0. (7:31 p.m.)
AYE: Sims, Stephens, Harrod, Peterson, Collier, Smith
NAY: None
LINDA PETERSON, MAYOR
(SEAL)
ATTEST:
PHYLLIS LOFTIS,
CITY CLERK
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