THE TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY OF THE CITY OF SHAWNEE, COUNTY OF POTTAWATOMIE, STATE OF OKLAHOMA, MET IN REGULAR SCHEDULED SESSION IN THE COMMISSION CHAMBERS AT CITY HALL, 9TH AND BROADWAY, SHAWNEE, OKLAHOMA, MONDAY, JUNE 7, 2010 PURSUANT TO A RECESS OF THE BOARD OF CITY COMMISSIONERS MEETING AT 6:35 P.M., PURSUANT TO NOTICE DULY POSTED AS PRESCRIBED BY LAW. UPON ROLL CALL, A QUORUM WAS DECLARED PRESENT WITH THE FOLLOWING MEMBERS IN ATTENDANCE:
AGENDA ITEM NO. 3: Consider agreement between Shawnee Municipal Authority, a public trust (Shawnee), the Tecumseh Utility Authority, a public trust (Tecumseh), and the McLoud Public Works Authority, a public trust (McLoud).
City Manager Brian McDougal reported on the history of the City’s involvement in the financial operations of Wes Watkins Reservoir. In 2001, $225,000, the remainder of bond proceeds, was allocated to PCDA to be used to operate the recreation at Wes Watkins Reservoir. In 2009, in accordance with the PCDA contract with the cities of Tecumseh and Shawnee, PCDA notified each city that they would be requesting financial assistance in operating the recreation area. The Town of McLoud subsequently presented a proposal to Shawnee, Tecumseh and PCDA to take over the management of the recreation area of Wes Watkins Reservoir. The proposal would save money for each city and would generate sales tax income for the Town of McLoud. It was requested by Shawnee and Tecumseh that PCDA change the way they have operated Wes Watkins and seek ways to save money and increase users at the lake. PCDA refused to consider a change in their operations.
Because the lake is located outside the service area of Shawnee and Tecumseh, but is located within the town limits of McLoud, Mr. McDougal stated that it was more feasible for McLoud to operate.
The Town of McLoud has obtained a $100,000 performance bond to insure that the lake and surrounding property is well maintained.
Issues brought forth by PCDA in efforts to halt the transfer of management are:
1) The concern that the transfer would jeopardize the bonds. Mr. McDougal talked to bond counsel who stated that the management had to be run by a “not for profit” company. The Town of McLoud understands this and will comply.
2) The rental property on the lake will remain the property of the PCDA and not be transferred to Wes Watkins Reservoir. Mr. McDougal stated that although PCDA has previously used the rental income toward the recreation at Wes Watkins, the Town of McLoud does not necessarily want to be in the rental business and would not insist that the property be included.
3) Equipment. PCDA states that the equipment being used to maintain the lake and grounds is the property of PCDA and would not be included in the event of a transfer in management. Mr. McDougal states that between the equipment owned by Shawnee and McLoud, it is believed the property could be adequately cared for. If additional equipment is needed, it will be purchased at a later date.
It was also suggested that an oversight committee be formed with representatives from Shawnee, Tecumseh, McLoud and PCDA. It was recommended that this group meet, in open meetings, monthly during the summer usage months, and quarterly in the off-season. Mr. McDougal nominated James Bryce to represent the City of Shawnee. It was determined that each entity would appoint their own representative and be approved by their own board.
McLoud City Manager Larry Dillon spoke and stressed some of the same issues discussed by Mr. McDougal regarding the equipment and rental property. He also stated McLoud will work hard to make this work and are preparing a mid-year budget in September to provide the municipalities involved greater accountability.
After a further review of the agreement, a motion was made by Trustee Sims, seconded by Trustee Holt, that the agreement between Shawnee, Tecumseh and McLoud, for the management of the Wes Watkins Reservoir, be approved with the following changes: That paragraph number 13 (regarding leasing of equipment owned by PCDA) be deleted. Also, to add to paragraph number 15, regarding the appointment members to the oversight committee, it should be noted that they will meet in open meetings, monthly during the months of operation and quarterly in the off-season. Further, that the appointment of board members from Shawnee, Tecumseh, McLoud and PCDA be approved by the entities elected body.
The effective date of this agreement is July 1, 2010.
AGENDA ITEM NO. 6: Consider approval of Consent Agenda
a. Minutes from the May 17, 2010 meeting
b. Confirm action taken by City Commission on Agenda Item Number 4-g regarding authorization to advertise for bids on the Shawnee Lake No. 2 Intake Tower Valve(s) Replacement Project.
(City Commission approved)
c. Confirm action taken by City Commission on Agenda Item No. 13-b regarding awarding of bid of Shawnee Twin Lakes Raw Water Transmission Line Contract No. SMA-09-04. DWSRF Project No. P-40-1020504-01.
(City Commission approved award of bid to Merryman Excavation in the amount of $6,670,252.)
A motion was made by Trustee Harrod, seconded by Trustee Sims to approve the Consent Agenda. Motion carried. 7-0
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