BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
JUNE 24, 2008 AT 5:00 P.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session at the Heart of Oklahoma Conference Center, 1700 West Independence, Shawnee, Oklahoma, Tuesday, June 24, 2008 at 5:00 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
Absent Thomas Schrzan
Commissioner Ward 1-Vice Mayor Commissioner Ward 2
Marva O’Neal Billy Collier
Commissioner Ward 4 Commissioner Ward 4
Linda Peterson Carl Holt
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Stephens
Others in attendance were city staff, City Attorney John Canavan, Wayne Trotter of the Shawnee Sun and Amanda Gire of the Shawnee News Star.
NOTICE OF A CALLED SPECIAL SESSION OF THE
BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE,
You and each of you are hereby notified that by virtue of a call issued by me on this 20th day of June, 2008, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee Oklahoma at the Heart of Oklahoma Conference Center, 1700 West Independence, Shawnee, Oklahoma at 5:00 p.m. on June 24, 2008, and you are hereby notified to be present at said meeting.
The purpose of said meeting will be to discuss and consider compensation for the interim City Manager, authorize staff to proceed with advertising for City Manager position, and a budget transfer.
Witness my hand this 20th day of June, 2008
(SEAL)
ATTEST:
s/s Donna Mayo s/s Phyllis Loftis
DONNA MAYO PHYLLIS LOFTIS
ACTING CITY CLERK ACTING CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 20th day of June, 2008 at 12 o’clock p.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 11:55 o’clock a.m. on June 20, 2008
I delivered a true and correct copy to Commissioner Marva O’Neal in person by Charlie O’Neal at 12:07 o’clock p.m. on June 20, 2008
I delivered a true and correct copy to Commissioner Carl Holt in person at 1:04 o’clock p.m. on June 20, 2008
I delivered a true and correct copy to Commissioner Thomas Schrzan in person by Mary Jane Schrzan at 3:25 o’clock p.m. on June 20, 2008
I delivered a true and correct copy to Commissioner Pamela Stephens in person by Gina Keith at 5:10 o’clock p.m. on June 20, 2008
I delivered a true and correct copy to Commissioner Billy Collier in person by Sheila Collier at 6:15 o’clock p.m. on June 20, 2008
I delivered a true and correct copy to Commissioner Linda Peterson in person at 6:30 o’clock p.m. on June 20, 2008
Mayor/Commissioner(s) ___________________________________________________
could not be found in the City of Shawnee, Oklahoma on _________________________
s/s Whisper Peace `
CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 24TH DAY OF JUNE, 2008 AT 5:00 O’CLOCK P.M. AT THE HEART OF OKLAHOMA CONFERENCE CENTER, 1700 WEST INDEPENDENCE, SHAWNEE, OKLAHOMA, TO DISCUSS AND CONSIDER SETTING COMPENSATION FOR THE INTERIM CITY MANAGER, AUTHORIZE STAFF TO PROCEED WITH ADVERTISING FOR CITY MANAGER POSITION, AND BUDGET TRANSFER.
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 Heart of Oklahoma Conference Center, 1700 West Independence, Shawnee, Oklahoma, Shawnee, Oklahoma at 5:00 p.m. on June 24, 2008 for the purpose of discuss and consider setting the compensation for the interim City Manager, authorize staff to proceed with advertising for City Manager position, and budget transfer.
Witness my hand this 20th day of June, 2008
s/s Phyllis Loftis
PHYLLIS LOFTIS
ACTING CITY MANAGER
(SEAL)
ATTEST:
s/s Donna Mayo
DONNA MAYO, ACTING CITY CLERK
AGENDA ITEM NO. 1: Discuss and consider setting compensation for the interim City Manager.
A motion was made by Commissioner Schrzan, seconded by Commissioner Peterson, to approve annual salary for interim City Manager at $92,000 with a $500 travel allowance per month. Motion carried 6-0.
AGENDA ITEM NO. 2: Authorize staff to proceed with advertising for City Manager position.
Mayor Mills stated the advertising for City Manager should begin now to see what the market will bear. Commissioner Schrzan expressed concern that all commissioners should be involved in the process, including the job description and the deciding on which publications to submit the advertising.
Mayor Mills read the generic advertising copy, provided by Human Resources Director Kelly Howard, as a starting point. Commissioner Schrzan thought the commission wanted to change the job description to reflect the direction the city needed to move toward. Commissioner Peterson said the generic ad could run now and everyone still be involved in the process of deciding on what the commission is looking for in a City Manager. Mayor Mills suggested running the ad now and if there are no applicants then something else would need to be done such as hiring a headhunter.
Commissioner Holt stated that with the summer schedule it would be difficult to set meetings for July and August. Commissioner Collier suggested the ad be run now and applications be received by the Human Resources Department. The commission could then meet to decide exactly what they are looking for before seeing the applications.
A motion was made by Commissioner Peterson, seconded by Commissioner Holt, to authorize staff to proceed with advertising for City Manager position with the understanding the position will be open for applications 45-60 days and applications will not be reviewed until the commission has decided what they for looking for in a City Manager. Motion carried 4-2.
Finance Director Neva Treiber reported the compensation to Dr. Collard would need to be encumbered this fiscal year, even though it will be paid out over a six month period. The money is available from the street department regular salaries due to a turnover in employees in that department which left a surplus.
A motion was made by Commissioner Schrzan, seconded by Commissioner Collier, to approve the transfer of $60,000 from the street department’s regular salaries to the city manager’s regular salaries to compensate the six months severance package for Dr. Collard. Motion carried 6-0.
There being no further business to come before the meeting, a motion was made by Commissioner Collier, seconded by Commissioner Holt, that the meeting be adjourned. Motion carried 6-0. (5:30 p.m.)
BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
JUNE 24, 2008 AT 6:00 P.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session at the Heart of Oklahoma Conference Center, 1700 West Independence, Shawnee, Oklahoma, Tuesday, June 24, 2008 at 6:00 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
Absent Absent
Commissioner Ward 1-Vice Mayor Commissioner Ward 2
Marva O’Neal Billy Collier
Commissioner Ward 4 Commissioner Ward 4
Linda Peterson Carl Holt
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Stephens, Schrzan
Others in attendance were city staff, City Attorney John Canavan, Wayne Trotter of the Shawnee Sun and Amanda Gire of the Shawnee News Star.
NOTICE OF A CALLED SPECIAL SESSION OF THE
BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE,
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 16th day of June, 2008, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee Oklahoma at the Heart of Oklahoma Conference Center, 1700 West Independence, Shawnee, Oklahoma, 6:00 p.m. on June 24, 2008, and you are hereby notified to be present at said meeting.
The purpose of said meeting will be a joint meeting with the City of Tecumseh Council and the Pottawatomie County Development Authority to present and discuss the 1990 Shawnee/Tecumseh water contract.
Witness my hand this 16th day of June, 2008
(SEAL)
ATTEST:
s/s Phyllis Loftis s/s James C. Collard
PHYLLIS LOFTIS JAMES C. COLLARD
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 16th day of June, 2008 at 6:00 o’clock p.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 6:30 o’clock p.m. on June 16, 2008
I delivered a true and correct copy to Commissioner Thomas Schrzan in person at 6:10 o’clock p.m. on June 16, 2008
I delivered a true and correct copy to Commissioner Billy Collier in person at 6:15 o’clock p.m. on June 16, 2008
I delivered a true and correct copy to Commissioner Carl Holt in person at 6:20 o’clock p.m. on June 16, 2008
I delivered a true and correct copy to Commissioner Pamela Stephens in person at 6:25 o’clock p.m. on June 16, 2008
I delivered a true and correct copy to Commissioner Marva O’Neal in person at 6:26 o’clock p.m. on June 16, 2008
I delivered a true and correct copy to Commissioner Linda Peterson in person at 6:27 o’clock p.m. on June 16, 2008
Mayor/Commissioner(s) ___________________________________________________
could not be found in the City of Shawnee, Oklahoma on _________________________
s/s Phyllis Loftis
City Clerk
CALL FOR SPECIAL SESSION OF THE SHAWNEE BOARD OF CITY COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 24TH DAY OF JUNE, 2008 AT 6:00 O’CLOCK P.M. AT THE HEART OF OKLAHOMA CONFERENCE CENTER, 1700 WEST INDEPENDENCE, SHAWNEE, OKLAHOMA, TO HAVE A JOINT MEETING WITH THE CITY OF TECUMSEH COUNCIL AND THE POTTAWATOMIE COUNTY DEVELOPMENT AUTHORITY TO PRESENT AND DISCUSS THE 1990 SHAWNEE/TECUMSEH WATER CONTRACT.
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 Heart of Oklahoma Conference Center, 1700 West Independence, Shawnee, Oklahoma at 6:00 p.m. on June 24, 2008 for the purpose of a joint meeting with the City of Tecumseh Council and the Pottawatomie County Development Authority to present and discuss the 1990 Shawnee/Tecumseh water contract.
Witness my hand this 16th day of June, 2008
s/s James C. Collard
JAMES C. COLLARD
CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK
AGENDA ITEM NO. 1: Present and discuss the 1990 Shawnee/Tecumseh water contract.
Commissioner Peterson gave an overview of the three entities involved in the original document referred to as the Shawnee/Tecumseh water contract. Discussion of the original intent of the agreement and the changes that are being requested followed.
Tecumseh wants the option of receiving raw water from Wes Watkins Reservoir and Shawnee would not be the provider of treated water for Tecumseh.
Dr. Joe Taron, representing the Pottawatomie County Development Authority, has not had time to thoroughly review the document received and requested additional time to study this document. Also, Dr. Taron is concerned about the legality of making changes when the original Wes Watkins Reservoir was funded in part by a United States Department of Agriculture grant.
Future meetings will be needed to discuss the maintenance and operation obligations of each entity as well as what can and cannot be done legally. The document presented is a working guide only and many adjustments are expected before the final amendment could be voted on by the three parties involved.
AGENDA ITEM NO. 2: Adjournment.
There being no further business to come before the meeting, a motion was made by Commissioner Peterson, seconded by Commissioner Holt, that the meeting be adjourned. Motion carried 5-0. (6:40 p.m.)
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