BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
SEPTEMBER 9, 2008 AT 7:00 P.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session in the Commission Chambers at City Hall, 9th and Broadway, Shawnee, Oklahoma, Tuesday, September 9, 2008 at 7:00 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chuck Mills
Mayor
Pam Stephens Tom Schrzan
Commissioner Ward 1-Vice Mayor Commissioner Ward 2
Billy J. Collier
Commissioner Ward 3 Commissioner Ward 4
Carl Holt
Commissioner Ward 5 Commissioner Ward 6
ABSENT: O’Neal, Peterson
Vice Mayor Stephens explained that Commissioner O’Neal and Commissioner Peterson had made a prior commitment to Dunbar Heights to speak at their meeting set for 6:00 p.m. today and they would be here if the first meeting finished in time.
Others in attendance were city staff, Interim City Manager Phyllis Loftis, City Attorney John Canavan, Neva Treiber, Amanda Gire, Shawnee News-Star, and Wayne Trotter, Shawnee Sun.
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 5th day of September, 2008, 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 7:00 p.m. on September 9, 2008, and you are hereby notified to be present at said meeting.
The purpose of said meeting will be a presentation by Chell Consulting regarding the city manager selection process, commission discussion regarding process for hiring a city manager and discussion and consideration of retaining the services of Chell Consulting.
Witness my hand this 5th day of September, 2008.
(SEAL)
ATTEST:
s/s Phyllis Loftis s/s Phyllis Loftis
PHYLLIS LOFITS PHYLLIS LOFTIS
CITY CLERK INTERIM CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 5th day of September, 2008 at 9:00 o’clock a.m., and executed the same by delivering a true and correct copy thereof to the Mayor and to each of the Commissioners of the Board of City Commissioners for the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Mills in person at 3:00 o’clock p.m. on September 5, 2008
I delivered a true and correct copy to Commissioner/Vice Mayor Pam Stephens in person at 9:20 o’clock a.m. on September 5, 2008
I delivered a true and correct copy to Commissioner Tom Schrzan in person by Mary Jane Schrzan at 9:45 o’clock a.m. on September 5, 2008
I delivered a true and correct copy to Commissioner Billy Collier in person at 10:15 o’clock a.m. on September 5, 2008
I delivered a true and correct copy to Commissioner Marva O’Neal in person at 1:30 o’clock p.m. on September 5, 2008
I delivered a true and correct copy to Commissioner Carl Holt in person at 2:30 o’clock p.m. on September 5, 2008
I delivered a true and correct copy to Commissioner _____________________________
In person at _____o’clock ___.m on September 5, 2008
Mayor/Commissioner(s) Linda Peterson could not be found in the City of Shawnee, Oklahoma on September 5, 2008
s/s Mike Roberts
Deputy Court Clerk
CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 9TH DAY OF SEPTEMBER, 2008 AT 7:00 O’CLOCK P.M. AT THE SHAWNEE COMMISSION CHAMBERS, 16 W. NINTH, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE A PRESENTATION BY CHELL CONSULTING REGARDING THE CITY MANAGER SELECTION PROCESS, COMMISSION DISCUSSION REGARDING PROCESS FOR HIRING A CITY MANAGER AND DISCUSSION AND CONSIDERATION OF RETAINING THE SERVICES OF CHELL CONSULTING.
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 7:00 p.m. on September 9, 2008 to hear a presentation by Chell Consulting regarding the city manager selection process, commission discussion regarding the process for hiring a city manager and discussion and consideration of retaining the services of Chell Consulting.
Witness my hand this 5th day of September, 2008
s/s Phyllis Loftis
PHYLLIS LOFTIS
INTERIM CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK
AGENDA ITEM NO. 1: Presentation by Chell Consulting regarding city manager selection service.
Larry Shelton gave a brief overview of the services his firm could provide and different ways the process could be handled. He advised there would be no charge for his services, other than actual expenses. Mr. Shelton suggested waiting until the new commissioners and mayor are seated before making a final decision, but to start the process of receiving and reviewing resumes now.
AGENDA ITEM NO. 2: Commission discussion regarding process for hiring a city manager.
The commission discussed looking at other consulting firms, as well as the Chell Consulting firm because some had been contacted by other firms interested in providing this service. Many of the citizens at a prior meeting had encouraged the commission to take this direction. Vice-Mayor Stephens stated the commission needs to conduct the city business and go through the applications that have been received and contact each to advise if we were interested in contacting them later or letting them know we were not interested in their application. At that point, the Human Resources department could begin the process of background checks. She feels the commission owes it to the citizens to get involved in the search now but to wait until the new commission is seated before any interviews or hiring is done. This includes hiring a search firm. Commissioner Holt stated that during the June 24 meeting it was decided that all commissioners need to be present to go through the applications and resumes received. He, also, believes the process needs to be starting now but no decision made until the new commission is seated. City Attorney Canavan advised that if all commissioners were present to review the applications, then it would be a public meeting and all information from each applicant would be available as a public record. This could also be very time consuming for each commissioner to go through all 36 applications received. It was suggested that a committee be appointed of commissioners and perhaps commission-elect to review each application and report back to the full commission. This will be an agenda item for the regular commission meeting on September 15.
AGENDA ITEM NO. 3: Discuss and Consider retaining services of Chell Consulting.
There was no action taken to retain the services of Chell Consulting at this time.
AGENDA ITEM NO. 4: Adjournment
There being no further business to come before the meeting, a motion was made by Commissioner Holt, seconded by Commissioner Schrzan, that the meeting be adjourned. Motion carried 5-0. (7:45 p.m.)
______________________________
DONNA MAYO, ACTING CITY CLERK
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