BOARD OF CITY COMMISSIONERS PROCEEDINGS
JUNE 2, 2014 AT 6:30 P.M.
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, June 2, 2014 at 6:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Mainord presided and called the meeting to order. Upon roll call, the following members were in attendance.
Wes Mainord
Mayor
Pam Stephens Linda Agee
Commissioner Ward 1 Commissioner Ward 2
James Harrod Absent
Commissioner Ward 3-Vice Mayor Commissioner Ward 4
John Winterringer Steve Smith
Commissioner Ward 5 Commissioner Ward 6
ABSENT: Keith Hall
INVOCATION Rev. Leroy Kerbo
FLAG SALUTE Led by Commissioner Smith
AGENDA ITEM NO. 1: Consider approval of Agenda.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Agee, to approve the Agenda. Motion carried 6-0.
AGENDA ITEM NO. 2: Consider approval of Consent Agenda:
a. Minutes from the May 19, 2014 regular meeting.
b. Acknowledge the following minutes:
• Shawnee Civic and Cultural Development Authority minutes from April 17, 2014
• Airport Advisory Board Meeting minutes from April 16, 2014
c. Approve renewal of the following agreements for FY 2014-2015:
1. Independent School District No. 93 for maintenance of tennis courts.
2. Pottawatomie County District Court to establish, develop and implement programs for juvenile misdemeanor offenders.
3. Gordon Cooper Technology Center District No. 5 to provide repaving and repair of public roadways and parking lots used by students, faculty, employees and patrons of GCTC.
4. Agreement with Youth and Family Resource Center, Inc. (Hope House) for Juvenile Services.
5. Agreement to provide police officers for Shawnee High School and Middle School.
6. Fingerprint Service for Housing Authority.
7. Governmental Services contract with the Shawnee Civic and Cultural Development Authority.
8. Animal shelter facility agreement with Town of McLoud.
9. Pottawatomie County Public Safety Center Jail Services Agreement.
10. Project H.E.A.R.T., Inc. for providing meals to elderly persons.
11. Lease of property known as Regional Park by Dace Dockery for pasture land.
12. Agreement with YMCA for use of recreational facilities known as Lions Club Park, Dockery Park, Milstead Park and Lilac Park.
13. Agreement with Shawnee Twin Lakes Trap Club for use of city property known as Trap Range.
14. Agreement with McLoud Public Works Authority for use of mower, city property, for maintenance of Wes Watkins Reservoir.
15. Agreement with YMCA for use of mower, city property, for maintenance of Dockery Park, Lions Club Park, Milstead Park and Lilac Park.
16. Agreement with Central Oklahoma Economic Development District (COEDD) for space in Municipal Auditorium.
17. Agreement with South Central Industries, Inc. for Right-of-Way Maintenance Services.
18. Agreement to renew Blackboard, Inc. for Blackboard Connect Services July 1, 2014 through June 30, 2015.
d. Approve recommendation from the Contract Review Committee regarding the renewal of agreement with COCAA/COTS for FY 2014-15
e. Acknowledge Oklahoma Municipal Retirement Fund refund of contributions from the Defined Contribution and Defined Benefit plans for Billy Santino.
f. Lake Lease:
Transfer
• Lot 6 Green Tract, 32009 Hornbeck Road
From: Gary Roe and Teresa Roe
To: Teresa Roe
g. Mayor’s Appointments:
Planning Commission
Susie Clinard 1st Full Term Expires 06-01-2017
Replaces Brad Carter – Termed out
Dell Kerbs 1st Full Term Expires 06-01-2017
Replaces Kirk Hoster – Termed out
Robbie Kienzle 1st Full Term Expires 06-01-2017
Replaces Shawna Turner – Termed Out
A motion was made by Vice Mayor Harrod, seconded by Commissioner Smith, to approve the Consent Agenda Item Nos. 2(a-g). Motion carried 6-0.
Vice Mayor Harrod commented on the positive growth of Shawnee with new businesses, new housing additions and other things happening in Shawnee.
AGENDA ITEM NO. 4: Citizens Participation
(A three minute limit per person)
(A twelve minute limit per topic)
There was no Citizens Participation.
AGENDA ITEM NO. 5: City Manager’s Presentation of Employee of the Month to Marvin Wilson, Utilities Department.
Marvin Wilson was present to accept the Employee of the Month Certificate presented by City Manager Brian McDougal.
AGENDA ITEM NO. 6: Presentation by Randy Gilbert, Chairman of the Shawnee Civic and Cultural Development Authority, regarding use of funds budgeted from FY 2013-2014 and proposed use of funds to be budgeted FY 2014-15.
Randy Gilbert, Chairman of the Shawnee Civic and Cultural Development Authority (SCCDA/EXPO), spoke regarding the improvements at the EXPO that have been accomplished during the current fiscal year with the funds the City provided, plus carryover funds from the previous fiscal year and funds from the County. The following improvements were completed this current fiscal year: (1) Remodel of the four comfort stations; (2) new updated telephone system; (3) new signage on all buildings; (4) audio and video equipment installed in the three meeting rooms upstairs of the conference center; (5) new glass entry doors in the Otto Krausse building; (6) security access control panels added to the four comfort station laundry doors; and (7) electrical power to the big fans and new breakers in all breaker boxes in the Fred Humphrey Pavilion and new breakers in all breaker boxes in the 700-800 section of the RV parking area.
The SCCDA is requesting $100,000.00 from the City for FY2014-2015 to do the following projects: (1) new vent-a-hood in the Otto Krausse building concession area; (2) new carpet in the conference center; and (3) remodel the existing wash racks and construction of a new wash rack. He also anticipates receiving funds from Pottawatomie County.
AGENDA ITEM NO. 7: Discussion, consideration and possible action to confirm members of Board of Directors for Visit Shawnee, Inc.
City Manager Brian McDougal stated that the board itself is self-perpetuating. The board members are limited to two terms except the ex-officio members. The board will meet June 4, 2014 to review the by-laws. Due to the International Finals Youth Rodeo (IFYR), it will most likely be mid-July before the board becomes official
A motion was made by Commissioner Stephens, seconded by Vice Mayor Harrod, to confirm the following members of the Board of Directors for Visit Shawnee, Inc.:
Industry Term
Name Represented Employer Expires
Kirit (Kelly) Chandra Lodging Champion Hotels 06/30/2018
Chris Clark Financial Arvest Bank 06/30/2018
Randy Gilbert County/Expo Trust Gilbert & Sons Trucking 06/30/2018
Pat Hughes Retail Teners 06/30/2015
Bill Mayfield Arts/Culture St Gregory’s University 06/30/2015
Brian Morris Education Oklahoma Baptist University 06/30/2016
Jason O’Connor Tribal Citizen Potawatomi Nation 06/30/2016
Jennifer Podest “Big Business” Shawnee Mall 06/30/2016
Ken Stafford Restaurants/Catering Droffats, Inc. 06/30/2015
Suzanne Gilbert Chamber Incoming Chair Tecumseh Tag Agency Voting
David Whitlock Chamber Chair Oklahoma Baptist University Voting
Wes Mainord City of Shawnee Mayor Voting
Brian McDougal City of Shawnee City Manager Voting
Mike Jackson Operations Manager Heart of OK Expo Center Ex-Officio/ Non-Voting
AGENDA ITEM NO. 8: Discussion, consideration and possible action on a proposed ordinance adopting a revised Shawnee Zoning Code. Applicant: City of Shawnee
Community Development Director Justin Erickson stated that he went over the changes in the last meeting and there was nothing added or removed. There is no emergency clause on the ordinance and it will go into effect in thirty days if approved.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Winterringer, to approve an ordinance adopting a revised Shawnee Zoning Code.
Ordinance No. 2545NS was introduced.
AN ORDINANCE ADOPTING A NEW SHAWNEE ZONING CODE, PROVIDING FOR REPEAL, PROVIDING FOR SEVERABILITY AND PROVIDING FOR CODIFICATION.
Motion carried 7-0.
AYE: Harrod, Winterringer, Smith, Stephens, Agee, Mainord, Hall
NAY: None
Ordinance No. 2545NS was adopted by the City Commission.
AGENDA ITEM NO. 9: Discussion, consideration and possible action accepting grant funding from the Avedis Foundation in the amount of $641,742 and authorizing signing of the grant agreement. Grant will be used for trail improvements associated with implementation of the Master Trail Plan.
Community Development Director Justin Erickson stated the grant money from Avedis Foundation would provide funding for trail improvements throughout the community. Phase 1 will include: (1) Construction of an approximate 1.6 mile multi-purpose trail along Bryan Street from Remington Street north to MacArthur Street and will provide a direct connection to Grove School; a sidewalk connection to the Wyndemere Addition along MacArthur Street will also be made; (2) Sidewalk improvements along Independence Street between Center Street and Bryan Street, in addition to access to the new trail along Bryan Street; (3) Sidewalk connection from Kickapoo Street to YMCA and Airport Trail; and (4) Lighting of the Airport Trail along western and southern portions.
Phase 2 will include: Facilitate cross-connection of the sidewalk/trail improvements done as part of Phase 1 to the broader sidewalk and trail system to form one large contiguous route; construct a sidewalk or trail along MacArthur Street (between Bryan Street and Harrison Street) or Federal Street (and Center Street); in the process of making the connection, additional access to school sites will be provided and many more neighborhoods will be connected.
Commissioner Hall requested that Staff look into continuing the Bryan Street trail to Highland Street. Staff advised the proposed trail currently stops at Remington Street because of budget, right-of-way issues, slope issues and the convenience store at Highland. Staff said they would look into continuing the trail to Highland Street.
Staff advised there is also possibilities of obtaining additional grants from other sources.
A motion was made by Commissioner Hall, seconded by Commissioner Smith, to accept grant funding from the Avedis Foundation in the amount of $641,742.00 and authorize signing of the grant agreement. Motion carried 7-0.
AGENDA ITEM NO. 10: Consider acceptance of a public dedication and a performance bond associated with the Final Plat of Lot 2, Block 1 of the Amended Plat of Shawnee Mall Subdivision, Section 2, authorizing obtainment of signatures and recording of the final plat.
A motion was made by Commissioner Hall, seconded by Vice Mayor Harrod, to accept a public dedication and a performance bond associated with the Final Plat of Lot 2, Block 1 of the Amended Plat of Shawnee Mall Subdivision, Section 2, authorize obtainment of signatures and recording of the final plat. Motion carried 7-0.
AGENDA ITEM NO. 11: Discussion, consideration and possible action on approval of the CDBG FY2014-15 One (1) Year Action Plan for fiscal year beginning July 1, 2014 through June 30, 2015.
Community Development Director Justin Erickson gave a staff report. He said that this is an annual requirement where the City specifies how it will spend federal funding and it requires City approval.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Stephens, to approve the CDBG FY2014-15 One (1) Year Action Plan for fiscal year beginning July 1, 2014 through June 30, 2015. Motion carried 7-0.
AYE: Harrod, Stephens, Agee, Mainord, Hall, Winterringer, Smith
NAY: None
AGENDA ITEM NO. 12: Public hearing and presentation of budget for Fiscal Year 2014-2015.
Mayor Mainord declared a public hearing open regarding the budget for FY 2014-2015 for the City of Shawnee.
Finance Director/Treasurer Cindy Sementelli gave an overview of the previously presented budget for FY 2014-2015. She explained some areas and offered to answer questions from the Commission.
No one came forward to offer public comments or additional questions. The Mayor closed the public hearing.
AGENDA ITEM NO. 13: Consider Bids:
a. Rehab Concrete Streets Project FY13-14 COS-PW13-02 (Award)
City Engineer John Krywicki announced that one bid was received and after review and consideration it was staff’s recommendation to reject the bid and to re-advertise the project.
A motion was made by Vice Mayor Harrod, seconded by Commissioner Hall, to accept staff’s recommendation and reject the bid and to re-advertise the project. Motion carried 7-0.
AGENDA ITEM NO. 14: New Business (Any matter not known about or which could not have been reasonably foreseen prior to the posting of the agenda)
There was no New Business.
AGENDA ITEM NO. 15: Administrative Reports including but not limited to:
• James Bryce – Parks Master Plan
Director of Operations James Bryce provided an Administrative Report regarding and update on the Parks Master Plan. There is a meeting scheduled on Monday, June 9, 2014 to begin the Parks Master Plan. He invited Commissioners to attend the meeting. If they could not, he requested they e-mail him their comments and requests.
AGENDA ITEM NO. 16: Adjournment
There being no further business to be considered, the meeting was adjourned by power of the Chair. (7:33 p.m.)
WES MAINORD, MAYOR
ATTEST:
_______________________________
LISA LASYONE, DEPUTY CITY CLERK
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