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 5, 1999 at 7:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Harden presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chris Harden
Mayor
Tom Claybrook Ronald A. Gillham, Sr.
Commissioner Ward 1 Commissioner Ward 2
Carl E. Young Bradie Lee Winrow
Commissioner Ward 3 Commissioner Ward 4
Bob Downing
Commissioner Ward 6- Vice Mayor
ABSENT:
Brad Roach
Commissioner Ward 5
INVOCATION Reverend Rusty Williams
Wesley United Methodist Church
FLAG SALUTE Mayor Harden
AGENDA ITEM NO. 1: Consider Approval of Consent Agenda
a. Acknowledge staff will proceed in the instant meeting with opening and consideration of bids as set forth in Agenda Item No. 19
b. Minutes of March 15, 1999 meeting
c. Transfer of Appropriations in Shawnee Municipal Authority, Sister Cities Fund, and Capital Improvement
d. Budget Amendment in General Fund
e. Acknowledge the following report and minutes:
* Shawnee Police Report for the month of February 1999
* Shawnee Urban Renewal Authority minutes of February 17 and March 2, 1999 meetings
* Civic and Cultural Development Authority minutes of February 18 and March 4, 1999 meetings
* Traffic and Transportation Commission minutes of February 23, 1999 meeting
* Planning Commission minutes of March 17, 1999 meeting
* Community Service Contracts Review Committee minutes of March 23, 1999 meeting
f. Lakesite Leases
Renewals
Lot 13, Hart Tract Lot 1A, Mosler Tract
James M. Reid Shawnee Home Builders Association
2727 West Britton B-16 PO Box 645
Oklahoma City OK Shawnee, OK
Lot 8, Mosler Tract Lot 7A, North School Tract
Robert B. Gill II & Everett & Virginia Potter
Cynthia Nan Crook 132 Ingram Road
1021 North ML King Ave Shawnee, OK
Oklahoma City, OK
Transfers
Lot 10, Damron Tract
Fr: David & Audrey Wangen To: Curtis & Martina Roberts
Rt. 1, Box 123B 8501 South Henney Road
Tecumseh, OK Oklahoma City, OK
Lot 15, Hart Tract
Fr: Walter Lee Johnson To: Ronald & Thelma Cox
32602 Lake Road 1021 North Beard
Shawnee, OK Shawnee, OK
g. Acknowledge official Certificate of Votes for the Third Penny Sales Tax Special Election held on March 2, 1999 from the Pottawatomie County Election Board.
h. Approve Consent Order from Oklahoma Department of Environmental Quality to upgrade public water supply system.
i. Recommendations from the Traffic and Transportation Commission meeting of March 23, 1999:
1) Request from Mrs. Larry Rose, 311 North Eastern, for “No Parking” on both sides of the 1600 Block East 10th Street.
Recommendation: To deny request.
2) Request from Mr. Lloyd J. Misiowiec, Facility Coordinator, Shawnee Reserve Center, 1821 Airport Drive, for a directional sign to be placed at Kickapoo and Saratoga Street.
Recommendation: To approve request and for City staff to assist the Shawnee Reserve Center in installation of two (2) directional signs.
3) Request from Ms. Jeanne Kelley, 4404 North Pottenger, for a street light in the 4400 Block North Pottenger to help deter vehicle vandalism in area due to the darkness in this block.
Recommendation: To deny request. Traffic and Transportation suggested to modify their existing security lights to a higher wattage for enhancement of lighting around property.
4) Request from staff and an anonymous citizen to consider “Railroad Crossing” signals for 45th Street west of Harrison Street.
Recommendation: To approve request.
5) Request from Ms. Johnnie Quinn, Chapel Ridge Apartments, 130 East 45th Street, for flashing “Caution” signs near the apartment entrance on 45th Street.
Recommendation: To defer request until such time a representative from Chapel Ridge Apartments can attend this board meeting to discuss their request.
6) Request from Shawnee Police Department, City Hall, for a traffic study at SH-102 and Belcher.
Recommendation: To submit request to Oklahoma Department of Transportation for a study of this intersection.
j. Recommendations from Community Service Contracts Review Committee meeting of March 23, 1999 are as follows:
Consider policy for monitoring organizations receiving contract funds from the City.
Recommendation: To amend all contracts of organizations receiving monies from the City for the fiscal year 1999-2000 to reflect the following requirements:
ˇ City will contract with an independent auditor to audit only the City’s portion of monies that agencies receive if it exceeds $5,000.00.
ˇ Organizations will be required to segregate City monies for auditing purposes.
ˇ Auditor to devise standard report form to be used by all organizations.
ˇ Auditing period for all organizations to end March 31 each year.
ˇ Organizations receiving $5,000.00 or less from the City, require that City funds be disbursed on a reimbursement basis only after receiving adequate documentation of the expenditures from the organization.
k. Mayor’s Re-Appointments:
TRAFFIC AND TRANSPORTATION COMMISSION
Re-appoint the following Board members to three-year terms to expire 1/1/02
Mr. Edward Ersland
Mr. Mark Larch-Miller
Mr. C. J. Halley, Jr.
Mr. Bob Dye
Mr. Larry Rose
Mr. Dan Beck
l. Authorize staff to advertise for bids on roof replacement for the water treatment plant.
m. Authorize staff to advertise for proposals for the Section 125 Flexible Benefit Plan.
n. Approve construction plan for Japanese Friendship Garden at the Shawnee Airport and authorize staff to begin work.
o. Approve out-of-state travel for City Manager Terry Powell to the ICMA Mountain Plains regional meeting April 7 and ICMA Best Practices Symposium on April 8-10, 1999 in Dallas, TX
p. Approve out-of-state travel for Director of Budget and Finance Jim Wilsie to the GFOA Conference in Nashville, TN from May 23-26, 1999.
Before considering the Consent Agenda, Mayor Harden requested that Agenda Item 1(j) be pulled for separate consideration.
A motion was made by Vice Mayor Downing, seconded by Commissioner Young, that Consent Agenda Item No. 1 a-p, except (j), be approved. Motion carried.
AYE: Downing, Young, Harden, Winrow, Claybrook, Gillham
NAY: None
COMMISSIONER ROACH NOW PRESENT AT 7:33 P.M.
In discussion of l(j), Director of Budget and Finance Jim Wilsie appeared before the Commission to clarify the intent of the Contract Review Committee’s recommendations in regards to distinguishing limited audit procedures from a full scope audit for organizations receiving $5,000 or less from the City.
The objectives to be met for auditing procedures included:
*City contract with an independent auditor to perform limited testing for all organizations ending March 31, except for the organizations that already have a full scope audit
*Organizations such as Action, Inc.; Shawnee Economic Development Foundation; and Downtown Shawnee Program which already have full audits performed would be required to continue submitting its audits as long as the audit identifies the city funds in that organization’s budget and that it be separated in the audit report
*Depending upon the various organizations with different audit periods, those organizations that have annual audits would continue to comply with their normal fiscal year
*The limited audit or testing would be conducted according to written procedures required by the City as general requirements for all organizations being audited as a means of consistency in the testing
*The City would pay for the cost of the limited audits
Mr. Wilsie estimated that the costs for the limited testing per organization would be approximately $1,500, as opposed to an audit of an organization of average size would cost around $2,500 to $3,000. There are approximately ten or less organizations that would be tested.
In conclusion, Mr. Wilsie commented that he thought it would be most practical to have a single auditor to do all the limited testing.
A motion was made by Commissioner Claybrook, seconded by Commissioner Gillham, that the recommendations from the Community Service Contracts Review Committee with stated clarifications from Budget and Finance Director Jim Wilsie be approved as presented. Motion carried.
AYE: Claybrook, Gillham, Young, Harden, Winrow, Roach, Downing
NAY: None
AGENDA ITEM NO. 2: Mayor’s Proclamations:
Mayor Harden issued the following proclamations:
“Community Development Block Grant Month”
April 1999
(accepted by Bill Colclasure, Planning Consultant, City of Shawnee)
“Fair Housing Month”
April 1999
(accepted by Bill Colclasure, Planning Consultant, City of Shawnee)
“Equal Pay Day”
April 8, 1999
(accepted by Jerry Jones and Barbara Burdick, Cartwright Hi-Noon Business and Professional Womens organization)
“Trash Off Day”
April 17, 1999
(accepted by Tom Terry, Chamber Beautification Task Force; Judy Shaw, Director, Shawnee Main Street Program; and Laqueta Hackett, Garden Club Council)
“Week of the Young Child”
April 18-24, 1999
(accepted by Donna Benson, Vice President, Seminole/Pottawatomie Early Childhood Association)
AGENDA ITEM NO. 3: Presentation of City of Shawnee Municipal Court activities by Judge Robert H. Jones and City Prosecutor James Palinkas.
Municipal Judge Robert H. Jones was the first to appear before the Commission to give a report on the Municipal Court activities for the quarter ending March 1999 who was followed by the Municipal Juvenile Attorney James Palinkas.
Judge Robert H. Jones gave the statistical reporting for the quarter that included the following:
Cases filed for the quarter: 1,519
(includes 124 Juvenile cases)
Cases closed this quarter 1,130
Total Collections for the quarter $114,712
(includes $5646 from Juvenile
cases)
Outstanding warrants by issue date:
1996 and Prior 2,283
1997 498
1998 984
1999 356
Total 4,121
Unsigned warrants 0
Mr. Palinkas reported on the Juvenile court activities and stated that the fastest increasing violation is the use of tobacco. The type of cases included truancy citations, disturbing the peace, petty larceny, use of tobacco and beer, and curfew violations. He advised that compared to last year the violations were up.
The Commission asked questions about the outstanding warrants and Judge Jones advised that this was a very time consuming process to serve warrants especially when many are beyond the boundaries of the City and are outside the County and State.
AGENDA ITEM NO. 4: Public hearing and consider an ordinance to rezone property located at 931 North Kickapoo from C-1, Neighborhood Commercial District to C-3, Automotive and Commercial Recreation District for office space and used auto sales. (Applicant: Brad Hembree )
Mayor Harden declared a public hearing in session to consider an ordinance to rezone property located at 931 North Kickapoo for office space and used auto sales.
It was noted the Planning Commission and staff recommended approval of the application and there were no formal protests filed.
Mayor Harden asked if any persons wished to appear in favor of or in protest of the rezoning. No persons appeared.
After due and careful consideration, Ordinance No. 1925NS was introduced and the title read aloud.
Ordinance No. 1925NS entitled “An ordinance concerning the zoning classification of the following described property located within the corporate limits of the City of Shawnee, Oklahoma, to-wit: Lots Thirty-one (31), Thirty-two (32), Thirty-three (33), Thirty-four (34), Thirty-five (35), Thirty-six (36), Thirty-seven (37), Block Five (5), Dills Addition to the City of Shawnee, Pottawatomie County, Oklahoma, according to the recorded plat thereof; rezoning said property from zoning classification C-1; Neighborhood Commercial District to C-3, Automotive and Commercial Recreation District; amending the official zoning map of the City of Shawnee accordingly; and declaring an emergency.”
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, that the Title and Section 1 be approved. Motion
carried.
AYE: Downing, Roach, Claybrook, Gillham, Young, Harden, Winrow
NAY: None
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, that Section 2, the emergency clause, be approved. Motion carried.
AYE: Downing, Roach, Gillham, Young, Harden, Winrow
NAY: Claybrook
Thereupon Mayor Harden declared Ordinance No. 1925NS duly passed and adopted.
AGENDA ITEM NO. 5: Public hearing and consider an ordinance for a conditional use permit on property located at 4734 North Kickapoo from C-3, Automotive and Commercial Recreation District to C-3P, Automotive and Commercial Recreation District with a conditional use permit to sell beer and alcohol for consumption on premises. (Applicant: Dixie Restaurants, Inc. for Delta Cafe)
Mayor Harden declared a public hearing in session to consider an ordinance for a conditional use permit on property located 4734 North Kickapoo for the sell of beer and alcohol to be consumed on premises.
It was noted the Planning Commission and staff recommended approval of the application and there were no formal protests filed.
Mayor Harden asked if any persons wished to appear in favor of or in protest of said application. No persons appeared.
After due and careful consideration, Ordinance No. 1926NS was introduced and the title read aloud.
Ordinance No. 1926NS entitled “An ordinance concerning the zoning classification of the following described property located within the corporate limits of the City of Shawnee, Oklahoma, to-wit: A tract of land in the Southeast Quarter (SE/4) of Section Thirty-six (36), Township Eleven North (11N), Range Three East (3E) of the Indian Meridian, Pottawatomie County, Oklahoma, more particularly described as follows: Beginning at the Southeast Corner (SE/C) of said Southeast Quarter (SE/4); thence north 0°05’03” east along the east line of said Southeast Quarter (SE/4) for a distance of 1358.26 feet; thence north 89°54’57” west a distance of 50.00 feet to the point or place of beginning; thence continuing north 89°54’57” west a distance of 250.00 feet; thence north 0°05’03” east a distance of 264.00 feet; thence south 89°54’57” east a distance of 250.00 feet; thence south 0°05’03” west a distance of 264.00 feet to the point of beginning; to the City of Shawnee, Pottawatomie County, Oklahoma; granting permissive use application for said property to C-3P, Automotive and Commercial Recreation District with Conditional Use Permit, amending the official zoning map of the City of Shawnee accordingly; and declaring an emergency.”
A motion was made by Commissioner Claybrook, seconded by Commissioner Gillham, that the Title and Section 1 be approved. Motion carried.
AYE: Claybrook, Gillham, Harden, Winrow, Roach, Downing
NAY: Young
A motion was made by Vice Mayor Downing, that Section 2, the emergency clause, be approved. Motion died for lack of a second.
Thereupon Mayor Harden declared Ordinance No. 1926NS duly passed and adopted and effective thirty (30) days from this date.
AGENDA ITEM NO. 6: Consider application from Alcoholic Beverage Laws Enforcement Commission for Dixie Restaurants, Inc. dba The Delta Café to sell beer and wine to be consumed on premises at 4734 North Kickapoo.
A motion was made by Commissioner Claybrook, seconded by Vice Mayor Downing, that the application for Dixie Restaurants, Inc. dba The Delta Café to sell beer and wine to be consumed on premises at 4734 North Kickapoo be approved. Motion carried.
AYE: Claybrook, Downing, Gillham, Harden, Winrow, Roach
NAY: Young
AGENDA ITEM NO. 7: Consider the Shawnee Twin Lakes Master Plan for Shawnee Twin Lakes No. 1 and No. 2. (Applicant: City of Shawnee)
Due to the Planning Commission tabling this item to its April 7, 1999 meeting, a motion was made by Vice Mayor Downing, seconded by Commissioner Claybrook, that the Shawnee Twin Lakes Master Plan for Shawnee Twin Lakes No. 1 and No. 2 be deferred to the April 19, 1999 meeting. Motion carried.
AYE: Downing, Claybrook, Gillham, Young, Harden, Winrow, Roach
NAY: None
AGENDA ITEM NO. 8: Consider a resolution establishing the City of Shawnee as a City of Character.
Commissioner Claybrook inquired about dues for this association and Mayor Harden advised that at this time there was no monetary commitment.
Resolution No. 6028 was introduced and the title read aloud.
Resolution No. 6028 entitled “A resolution establishing the City of Shawnee, Oklahoma as a “City of Character” with the International Association of Character Cities.”
Mayor Harden advised that at this time there was no monetary commitment.
A motion was made by Commissioner Roach, seconded by Commissioner Winrow, that the Title and Resolution be approved. Motion carried.
AYE: Roach, Winrow, Downing, Claybrook, Gillham, Young, Harden
NAY: None
Thereupon Mayor Harden declared Resolution No. 6028 duly passed and adopted.
AGENDA ITEM NO. 9: Consider a resolution and agreement supporting continued participation in the Main Street Program in the City of Shawnee.
Resolution No. 6029 was introduced and the title read aloud.
Resolution No. 6029 entitled “A resolution supporting continued participation in the Main Street Program in the City of Shawnee, Oklahoma.
A motion was made by Commissioner Gillham, seconded by Commissioner Young, that the Title and Resolution be approved. Motion carried.
AYE: Gillham, Young, Harden, Winrow, Roach, Downing, Claybrook
NAY: None
Thereupon Mayor Harden declared Resolution No. 6029 duly passed and adopted.
AGENDA ITEM NO. 10: Consider a resolution authorizing emergency repairs to the raw water line at the Shawnee Twin Lakes.
Resolution No. 6030 was introduced and the title read aloud.
Resolution No. 6030 entitled “A resolution determining an emergency exists with regard to the raw water line at Shawnee Twin Lakes approximately one quarter mile east of SH 102; authorizing the City Manager to expend approximately $15,600.00 to replace the line without competitive bidding; and declaring an emergency.
A motion was made by Vice Mayor Downing, seconded by Commissioner Gillham, that the Title and Resolution be approved. Motion carried.
AYE: Downing, Gillham, Young, Harden, Winrow, Roach, Claybrook
NAY: None
Thereupon Mayor Harden declared Resolution No. 6030 duly passed and adopted.
AGENDA ITEM NO. 11: Consider an ordinance establishing a 35 mph speed limit on the Shawnee Mall Frontage from Harrison Street to the Shawnee Mall.
Ordinance No. 1927NS was introduced and the title read aloud.
Ordinance No. 1927NS entitled “An ordinance amending Section 16-80, Chapter 16, Article IV of the Code of the City of Shawnee, Oklahoma; establishing a speed limit of Thirty-five (35) miles per hour on the Shawnee Mall Frontage Road, from Harrison Street to Shawnee Mall in the corporate limits of the City; and declaring an emergency.”
A motion was made by Commissioner Winrow, seconded by Commissioner Young, that the Title and Section 1 be approved. Motion
A motion was made by Commissioner Gillham, seconded by Commissioner Roach, that Section 2, the emergency clause, be approved. Motion carried.
AYE: Gillham, Roach, Downing, Claybrook, Young, Harden, Winrow
NAY: None
Thereupon Mayor Harden declared Ordinance No. 1927NS duly passed and adopted.
AGENDA ITEM NO. 12: Consider an ordinance amending the employee retirement system for employees not covered by a state retirement system.
Budget and Finance Director Jim Wilsie noted the changes to the retirement system were primarily updating the document to conform to the recent Internal Revenue Service (IRS) regulations.
He advised that the joinder agreement clarified several areas of the Plan and provided some new options for employee benefits which were not being considered for adoption at this time.
He noted that there were two items in the agreement that needed to be specified as options and they were identified in the agreement as:
5 F. Service buyback provisions of Section 10.10 of the Plan
5 G. Service for Worker’s Compensation Period. Option 1.
It was noted that the effective date for the amendments would be April 1, 1999.
Ordinance No. 1928NS was introduced and the title read aloud.
Ordinance No. 1928NS entitled “An ordinance amending the Employee Retirement System, Defined Benefit Plan for Shawnee, Oklahoma; providing retirement benefits for eligible employees of Shawnee, Oklahoma; providing for purpose and organization; providing for definitions; providing for eligibility and participation; providing for employer and employee contributions; providing for accounting, allocation, and valuation; providing benefits; providing for required notice; providing for amendments and termination; providing for transfer to and from other plans; creating a retirement committee and providing for powers, duties, and rights of retirement committee; providing for payment of certain obligations; providing for duration and payment of expenses; providing for effective date; providing for a vesting schedule; providing for a fund to finance the system to be pooled with other incorporated cities towns and their agencies and instrumentalities for purposes of administration, management, and investments as part of the Oklahoma Municipal Retirement Fund; providing for payment of all contributions under the system to the treasurer of Shawnee, Oklahoma, and for transfer of such contributions and fund assets to the Oklahoma Municipal Retirement Fund for management and investment; providing for non-alienation of benefits and loss of benefits for cause; providing for repealer and severability; and declaring an emergency.”
A motion was made by Commissioner Winrow, seconded by Commissioner Roach, that the Title and Sections 1-4, be approved. Motion carried.
AYE: Winrow, Roach, Downing, Claybrook, Gillham, Young, Harden
NAY: None
A motion was made by Commissioner Roach, seconded by Commissioner Gillham, that Section 5, the emergency clause, be approved. Motion carried.
AYE: Roach, Gillham, Young, Harden, Winrow, Downing, Claybrook
NAY: None
Thereupon Mayor Harden declared Ordinance No. 1928NS duly passed and adopted.
AGENDA ITEM NO. 13: Discuss and consider a Commissioner’s retreat to set goals and objectives for policymaking.
Mayor Harden opened for discussion and consideration for a Commissioners’ retreat to set goals and objectives for policymaking.
Some topics for areas of interest included a 5-year plan; concerns of the Commission; open meeting laws; and brainstorming sessions.
The Commission was receptive to the idea and they agreed to check their schedules and consider topics for consideration.
A motion was made by Vice Mayor Downing, seconded by Commissioner Winrow, to defer to the next meeting the suggested dates and ideas for topics regarding the Commissioners’ retreat. Motion carried.
AYE: Downing, Winrow, Roach, Claybrook, Gillham, Young, Harden
NAY: None
AGENDA ITEM NO. 14: Consider the proposed Slover Street Bridge Protection Project. (Deferred from 3/15/99 meeting)
City Engineer John Krywicki addressed the Commission regarding the study and preliminary plans received from the U.S. Army Corps of Engineers on the erosion occurring at the Slover Street Bridge across the North Canadian River.
The estimated costs of the project is $253,152.00. The Corps have proposed to fund 65% of the project and the City will be responsible for 35% (approximately $83,603.00).
A motion was made by Commissioner Gillham, seconded by Commissioner Young, to approve staff’s recommendation to approve the agreement with the U.S. Army Corps of Engineers for the construction of the Slover Street bridge protection project in the estimated about of $253,152.00. Motion carried.
AYE: Gillham, Young, Harden, Winrow, Roach, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 15: Consider agreement with Oklahoma Department of Transportation (ODOT) to install an Automatic Weather Observation Station (AWOS) at the Shawnee Airport as requested by the Oklahoma Aeronautics and Space Commission.
City Manager Terry Powell stated that the primary purpose of the Automatic Weather Observation Station (AWOS) is an instrument to provide current aviation weather coverage for a safer on-the-spot landing for pilots and it was necessary to complete the improvements at the Shawnee Municipal Airport.
The city manager advised that the Federal Aviation Administration (FAA) would pay for the cost of installation and the City would maintain the instrument over the ten year period at minimal cost.
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, to approve the agreement with Oklahoma Department of Transportation (ODOT) to install an Automatic Weather Observation Station (AWOS) at the Shawnee Municipal Airport as requested by the Oklahoma Aeronautics and Space Commission with no costs to the City for installation. Motion carried.
AYE: Downing, Roach, Claybrook, Gillham, Young, Harden, Winrow
NAY: None
AGENDA ITEM NO. 16: Consider acceptance of the Main Street Paving Project improvements from Bryan to Pesotum and placing maintenance bond into effect.
A motion was made by Commissioner Winrow, seconded by Commissioner Roach, to approve staff’s recommendation to accept the Main Street Paving Project improvements from Bryan to Pesotum in the amount of $612,426.96 and place maintenance bond into effect. Motion carried.
AYE: Winrow, Roach, Downing, Claybrook, Gillham, Young, Harden
NAY: None
AGENDA ITEM NO. 17: Consider acceptance of the Grove School Sanitary Sewer Line improvements and placing maintenance bond into effect.
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, to approve staff’s recommendation to accept the Grove School Sanitary Sewer Line improvements; place maintenance bond
into effect; and authorize the release of the $30,000 grant from the City towards the construction costs. Motion carried.
AYE: Downing, Roach, Claybrook, Gillham, Young, Harden, Winrow
NAY: None
AGENDA ITEM NO. 18: Discuss amending the Residential Sales ordinance.
Commissioner Roach advised he would like for the City to have more control of the residential signs to be uniform and attractive.
City Manager Terry Powell stated that staff attorney could be directed to amend the current residential sales ordinance to incorporate the request and he also noted that the City needs to have a designated department to pick up the signs that are left more that twenty-four (24) hours after the sale.
In discussion, Planning Consultant Bill Colclasure also recommended that the City Clerk’s office would be authorized to issue signs with the permits. He also suggested that staff consider increasing the permit fees to offset the costs for printing the signs.
After discussion, City Manager informed the Commission that staff would research these changes further and report back at a later date.
AGENDA ITEM NO. 19: Consider Bids:
a. Asphalt Milling Project, Contract No. COS-PW-98-18 (award)
Based upon staff’s recommendation, a motion was made by Commissioner Gillham, seconded by Vice Mayor Downing, that the asphalt milling project be awarded to Vantage Paving, Oklahoma City, Oklahoma, in the amount of $99,680.79 as the lowest and best bid. Motion carried.
AYE: Gillham, Downing, Claybrook, Young, Harden, Winrow, Roach
NAY: None
b. Rehab Concrete Streets, Contract No. COS-PW-98-19 (award)
Based upon staff’s recommendation, a motion was made by Commissioner Winrow, seconded by Commissioner Roach, that the rehab concrete streets project be awarded to Iron Horse Construction, Seminole, Oklahoma, in the amount of $231,325.00 as the lowest and best bid. Motion carried.
AYE: Winrow, Roach, Downing, Claybrook, Gillham, Young, Harden
NAY: None
The following bid was opened, read aloud and found to be as follows:
c. Street Sweeping and Cleaning Proposal (open)
BIDDER AMOUNT
C. P. Integrated Services, Inc. $95,697.60
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, to accept staff’s recommendation to refer the bid to staff for review and report at the next meeting. Motion carried.
AYE: Downing, Roach, Claybrook, Gillham, Young, Harden, Winrow
NAY: None
AGENDA ITEM NO. 20: Consider addendum agreements with Oklahoma Department of Transportation (ODOT) regarding CIP projects for Federal Street and Shawnee Mall Frontage Road.
It was noted that the addendum was a housekeeping matter for ODOT that requires certain language and that the changes did not have an impact on the contract.
A motion was made by Commissioner Gillham, seconded by Commissioner Claybrook, to approve the addendum agreements with Oklahoma Department of Transportation (ODOT) as submitted regarding CIP projects for Federal Street and Shawnee Mall Frontage Road. Motion carried.
AYE: Gillham, Claybrook, Young, Harden, Winrow, Roach, Downing
NAY: None
AGENDA ITEM NO. 21: Citizens Participation (A five minute limit per person) (A fifteen minute limit per topic).
Under Citizens Participation, Ms. Johnnie Guinn, Chapel Ridge Apartments, addressed the Commission regarding requests for yellow caution flashing lights at the Chapel Ridge Apartments. She noted that there had been two accidents there in the past six months.
Public Works Director James Cole advised that this request was on the last Traffic and Transportation Commission meeting, but was deferred until a representative from Chapel Ridge could attend the meeting.
He advised it would be on the Traffic and Transportation Commission meeting the fourth Tuesday of the month.
AGENDA ITEM NO. 22: Administrative Reports.
There were no Administrative Reports given.
AGENDA ITEM NO. 23: New Business.
Under New Business, the following Commissioners had comments and concerns regarding:
*Commissioner Roach announced his plans to start videotaping the City Commission meetings for the public beginning with the April 19th meeting. He advised that this move was based on last year’s election regarding the question of televising City Commission meetings (which failed). He stated that the costs will be paid by individuals and businesses who see a need for taping the meetings.
He continued by stating that seventy percent (70%) of the other cities the size of Shawnee tape their meetings and he felt that it makes for better government and he was asking if the rest of the Commission had opposition to the taping.
Mayor Harden commented that there was not opposition as long as the taping was free to the City.
*Commissioner Claybrook:
(l) In regards to the Federal Street project, he asked if the City had received easements from the Oklahoma Natural Gas Company. In response, City Engineer John Krywicki advised that he had planned to meet with ONG’s engineers from the Tulsa office tomorrow and would discuss the relocation of the gaslines;
(2) inquired about the Union Street Project from Federal to MacArthur if ready for bid letting or if City was to wait until Federal Street was completed. Mr. Krywicki responded that staff was working to finalize the designs and they would soon be requesting to advertise.
(3) Inquired about the status of purchasing procedures. It was noted that Director of Budget and Finance Jim Wilsie and Chief Accountant Judy Redman was working on an overall purchasing procedure and the transitional period should start next week.
COMMISSIONER YOUNG OUT OF ROOM AT 9:25 P.M.
(4) Asked if City Attorney John Canavan could have a update of all pending litigations for the April 19, 1999 meeting. The city attorney responded in the affirmative.
AGENDA ITEM NO. 24: Adjournment.
There being no further business to come before the meeting, a motion was made by Vice Mayor Downing, seconded by Commissioner Winrow, that the meeting be adjourned. Motion carried. (9:26 p.m.)
AYE: Downing, Winrow, Roach, Claybrook, Gillham, Harden
NAY: None
___________________________
MAYOR
(SEAL)
ATTEST:
______________________________
CITY CLERK
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