BOARD OF CITY COMMISSIONERS
CITY OF SHAWNEE
SPECIAL CALLED SESSION
APRIL 23, 2012
The Board of City Commissioners met in Special Called Session at the Shawnee Public Library, Community Room A, 101 North Philadelphia, Shawnee, Oklahoma, Monday, April 23, 2012 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
Chairman
Pam Stephens Frank Sims
Commissioner Ward 1 Vice Mayor
James Harrod Billy Collier
Commissioner Ward 3 Commissioner Ward 4
John Winterringer Absent
Commissioner Ward 5 Commissioner Ward 6
Commissioner(s) absent: Steve Smith
Others in attendance were City Manager Brian McDougal, Deputy City Clerk Donna Mayo, Finance Director/Treasurer Cynthia Sementelli, City Attorney Mary Ann Karns, Russell Frantz, and Don Lynch. The media was represented by Kim Morava, Shawnee News Star and Wayne and Gloria Trotter, Countywide News.
Other parties in attendance were members of the Pottawatomie County Board of Commissioners and members of the Pottawatomie County Enhanced 9-1-1 System Trust Authority, as well as other interested parties.
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 CITY COMMISSION 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 19th day of April, 2012, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma at the Shawnee Public Library, Community Room A, 101 North Philadelphia, Shawnee, Oklahoma at 6:30 p.m. on April 23, 2012, and you are hereby notified to be present at said meeting.
The purpose of the following special call session of the City Commissioners will be a joint meeting with the Pottawatomie County Commissioners and the Pottawatomie County 911 Trust Authority for a presentation and discussion of State, Pottawatomie County and City of Shawnee emergency communications system, including history, current status and future needs for enhancement, repair and replacement; and means of financing, and a presentation and discussion regarding possible merger of City of Shawnee Dispatch Center and Pottawatomie County 911 Trust Authority, including organization, employees, location, ownership of equipment, contributions of various entities and other aspects of a merger.
(SEAL)
ATTEST:
s/s Phyllis Loftis s/s Brian McDougal
PHYLLIS LOFTIS BRIAN MCDOUGAL
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 19th day of April, 2012 at 9:02 o’clock s.m., and executed the same by delivering a true and correct copy thereof to each of the Commissioners of the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Linda Peterson
via e-mail at 7:03 o’clock p.m. on April 20, 2012
I delivered a true and correct copy to Commissioner Frank Sims
via e-mail at 9:17 o’clock p.m. on April 22, 2012
I delivered a true and correct copy to Commissioner John Winterringer
via e-mail at 3:17 o’clock a.m. on April 23, 2012
I delivered a true and correct copy to Commissioner Steve Smith
via e-mail at 9:57 o’clock a.m. on April 19, 2012 but no response was received
I delivered a true and correct copy to Commissioner James Harrod
via e-mail at 7:56 o’clock p.m. on April 20, 2012
I delivered a true and correct copy to Commissioner Pam Stephens
via e-mail at 9:57 o’clock a.m. on April 19, 2012 but no response was received
I delivered a true and correct copy to Commissioner Billy Collier
via e-mail at 9:57 o’clock a.m. on April 19, 2012 but no response was received
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 23RD DAY OF APRIL, 2012 AT 6:30 O’CLOCK P.M. AT THE SHAWNEE PUBLIC LIBRARY, COMMUNITY ROOM A, 101 N. PHILADELPHIA, SHAWNEE, OKLAHOMA. THE PURPOSE OF SAID MEETING WILL BE A JOINT MEETING WITH THE POTTAWATOMIE COUNTY COMMISSIONERS AND THE POTTAWATOMIE COUNTY 911 TRUST AUTHORITY FOR A PRESENTATION AND DISCUSSION OF STATE, POTTAWATOMIE COUNTY AND CITY OF SHAWNEE EMERGENCY COMMUNICATIONS SYSTEM, INCLUDING HISTORY, CURRENT STATUS AND FUTURE NEEDS FOR ENHANCEMENT, REPAIR AND REPLACEMENT; AND MEANS OF FINANCING, AND A PRESENTATION AND DISCUSSION REGARDING POSSIBLE MERGER OF CITY OF SHAWNEE DISPATCH CENTER AND POTTAWATOMIE COUNTY 911 TRUST AUTHORITY, INCLUDING ORGANIZATION, EMPLOYEES, LOCATION, OWNERSHIP OF EQUIPMENT, CONTRIBUTIONS OF VARIOUS ENTITIES AND OTHER ASPECTS OF A MERGER.
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 Shawnee Public Library, Community Room A, 101 N. Philadelphia, Shawnee, Oklahoma at 6:30 p.m. on April 23, 2012 for 2012 for a joint meeting with the Pottawatomie County Commissioners and the Pottawatomie County 911 Trust Authority for a presentation and discussion of State, Pottawatomie County and City of Shawnee emergency communications system, including history, current status and future needs for enhancement, repair and replacement; and means of financing, and a presentation and discussion regarding possible merger of City of Shawnee Dispatch Center and Pottawatomie County 911 Trust Authority, including organization, employees, location, ownership of equipment, contributions of various entities and other aspects of a merger.
Witness my hand this 19th day of April, 2012.
s/s Brian McDougal
BRIAN MCDOUGAL
CITY MANAGER
(SEAL)
ATTEST:
s/s Phyllis Loftis
PHYLLIS LOFTIS, CITY CLERK
CALL TO ORDER:
DECLARATION OF A QUORUM
Roll was called with six Commissioners present and a quorum was declared.
AGENDA ITEM NO. 1: Presentation and discussion of State, Pottawatomie County and City of Shawnee emergency communications system, including history, current status and future needs for enhancement, repair and replacement; and means of financing.
Don Lynch, Emergency Management Director, gave a power point presentation on the history of radio communications, current status and future needs of the City of Shawnee and Pottawatomie County. He explained the FCC mandate to reprogram equipment to narrow banding by January 1, 2013. Some agencies will need to replace equipment and all will need to be reprogrammed. Mr. Lynch discussed the need to upgrade equipment as the life of equipment in use at this time is rapidly running out. Replacement parts could become difficult, if not impossible, to obtain. There are some gaps in coverage and he explained the different ways these might be resolved.
Mr. Lynch suggested some type of work group/task force be put in place to study how to pay for these updates. He reminded everyone that “We are in this together”.
AGENDA ITEM NO. 2: Presentation and discussion regarding possible merger of City of Shawnee Dispatch Center and Pottawatomie County 911 Trust Authority, including organization, employees, location, ownership of equipment, contributions of various entities and other aspects of a merger.
The discussion was started by asking the question of whether or not a merger or change of the 9-1-1 Trust was something that everyone wanted.
It was, again, emphasized that we are all in this together and it is for the welfare of all the people of Pottawatomie County. A merger is not a money saving proposition, just better quality of service to all residents of Pottawatomie County.
There were several suggestions including paying for a study by an outside group but the cost might be prohibitive. After more discussion it was suggested that a committee of representatives of Pottawatomie County Commissioners, City of Shawnee Commissioners and legal staff from both be appointed at their next regular meetings. This committee could try to work out a structure for any change and then staff would have direction to work on organization of personnel, equipment and location.
AGENDA ITEM NO. 3: ADJOURNMENT
There being no further business to come before the meeting, a motion was made by Commissioner Harrod, seconded by Commissioner Collier, that the meeting be adjourned. Motion carried. 8:45 p.m.
LINDA PETERSON,MAYOR
(SEAL)
ATTEST:
_________________________
DONNA MAYO
DEPUTY CITY CLERK
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