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, August 3, 1998 at 7:30 p.m., pursuant to notice duly posted as prescribed by law. Mayor Harden presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chris Harden
Mayor
Tom Claybrook Ronald A. Gillham, Sr.
Commissioner Ward 1 Commissioner Ward 2
Carl E. Young Bradie Lee Winrow
Commissioner Ward 3 Commissioner Ward 4
Brad Roach Bob Downing
Commissioner Ward 5 Commissioner Ward 6-Vice Mayor
INVOCATION Reverend Louis Hopper
Spirit Rain Ministries
HONOR GUARD OF BOY SCOUT TROOP #461 PRESENT FLAGS
FLAG SALUTE Mayor Harden
AGENDA ITEM NO. 1: Consider approval of Consent Agenda.
a. Acknowledge staff will proceed in the instant meeting with opening and consideration of bids as set forth in Agenda Item No. 7
b. Minutes of July 20, 1998 meeting
c. Acknowledge the following reports and minutes:
* Budget Status Report as of June 30, 1998
* Treasurer Report for the City of Shawnee General Fund Statement of Revenues and Expenditures for the month of June 1998
* Treasurer Report for the Shawnee Municipal Authority Statement of Revenues and Expenditures for the month of June 1998
* Treasurer Report for the Shawnee Municipal Authority Analysis of Collections for Water and Sewer for the month of June 1998
* Civic and Cultural Development Authority minutes of June 18, 1998 meeting
* Shawnee Urban Renewal Authority minutes of June 16, 1998 meeting
d. Lakesite Lease Renewal
Lot 8, Belcher Tract
James & Yvonne Latta
720 Penn Lane
Moore OK
e. Authorize staff to proceed with the asphalt overlay on property located at 613 East 10th Street at approximately $500.00.
f. Authorize staff to advertise for bids on 10 or more Self-Contained Breathing Apparatus for the Fire Department.
g. Mayor’s Appointment and Re-appointments:
SHAWNEE URBAN RENEWAL AUTHORITY
Re-appoint Mr. Wilson Baptist to a 3-year term to expire 2/2/01
Re-appoint Mr. Ray Quackenbush to a 3-year term to expire 2/2/01
Appoint Mr. Arnold Davis to a 3-year term to expire 2/2/01 to replace Ms. Bradie Winrow
After it was noted the minutes on Agenda Item No. 8 should be corrected to read July 6 instead of July 20, a motion was made by Commissioner Gillham, seconded by Vice Mayor Downing, that Consent Agenda Item No. 1(a-g), inclusive, be approved. Motion carried.
AYE: Gillham, Downing, Claybrook, Young, Harden, Winrow, Roach
NAY: None
AGENDA ITEM NO. 2: Mayor’s Presentation.
Mayor Harden issued the following add-on proclamation.
“First Lady Cathy Keating’s Hats off to Women’s Health Day”
August 10, 1998
(accepted by Ann Davis, Pottawatomie County Chairperson)
At this time, Mayor Harden introduced and read aloud Resolution No. 6006.
Resolution No. 6006 entitled “A resolution expressing appreciation to Bertha Ann Young for fifty years of loyal service to the City of Shawnee, Oklahoma; directing that said resolution be spread upon the official records of the City of Shawnee, Oklahoma; and authorizing a copy be presented to Bertha Ann Young.
Motion by Vice Mayor Downing, seconded by Commissioner Young, that the Title and Resolution No. 6006 be approved. Motion carried.
Bertha Ann Young, City Treasurer/Finance Director, thanked the Commission and the audience gave a resounding applause to Ms. Young.
AGENDA ITEM NO. 3: City Manager’s Presentation.
City Manager Terry Powell presented a certificate of award and a $25.00 gift certificate to Tommie Wallgren, Personnel Assistant, as the July “Employee of the Month” in recognition of her excellent and dedicated service to the City of Shawnee.
AGENDA ITEM NO. 4: Consider granting three access easements to develop an eight lot subdivision on Archery Range Road, East of Shawnee Lake No. One. (Applicant: Udell McSpadden).
According to the agenda notes, Mr. McSpadden has proposed to develop an 8-lot subdivision east of Shawnee Lake No. 1 and he has requested the City grant three points of access easements from his property to Archery Range Road.
It was noted that the lots will be in excess of five acres in an A-2, Agricultural Zone which does not require subdivision through the City, but the City will require building permits to be obtained for construction. The lots will be served by water wells and septic systems.
Motion by Vice Mayor Downing, seconded by Commissioner Roach, to grant three access easements to Mr. Udell McSpadden for development of an eight lot subdivision on Archery Range Road. Motion carried.
AYE: Downing, Roach, Claybrook, Gillham, Young, Harden, Winrow
NAY: None
AGENDA ITEM NO. 5: Consider a process to draft a resolution to enhance and maintain the physical appearance of Shawnee.
Commissioner Claybrook asked if the Commission had a chance to review the proposed resolution he had previously distributed concerning the appearance of Shawnee.
City Manager Powell noted that staff was supportive of the intent of the resolution but the Planning Department and Public Works Department were the most affected and they had a few concerns.
Planning Director Bill Colclasure advised that there are several signs that are exempt from obtaining a permit such as, campaign, real estate, special events, and non-profit signs. He also noted that most signs now in place were in violation of the Code because they are on the City easement.
Mr. Colclasure also expressed his concerns regarding residential sales signs and the enforcement of the Code. In the past, the Police Department has been the primary enforcer of the residential sale signs.
Mr. Colclasure advised the Commission that he would start enforcement of the ordinance already in effect and after three to four months staff and the Commission could evaluate the matter and make amendments to the current ordinance if necessary.
At this time, Lieutenant Conny Clay advised the Commission that the Police Department had concerns about the proposed use of prisoners. He advised that manpower and overtime pay would have to be considered since the prisoners would need constant supervision. He also noted Animal Control officers might be able to devote more time to the project.
Next, Public Works Director James Cole advised that the City may be able to expand the current contract with South Central Sheltered Workshop as a possible solution to the manpower problem.
Concluding the discussion, City Manager Terry Powell informed the Commission that staff would look for cost effective alternatives for cleaning up the City’s easements and other violations that affect the appearance of the community.
Therefore, it was the consensus of the Commission that staff begin stringent enforcement of the current ordinances relating to public nuisances and signs and staff would report back to the Commission in three to four months.
AGENDA ITEM NO. 6: Consider the sewer line extension to Grove School.
At this time, City Engineer John Krywicki reviewed with the Commission the memorandum he had prepared in regards to his recommendation about the proposed sewer line to Grove School to help alleviate the lagoon violation that Grove School has been cited for by the Department of Environmental Quality.
He advised that after his discussions with Grove School’s engineer, Landes Engineering, the proposed sewer line alignment could be moved to avoid the deep trenching installation which will lower the construction costs.
He continued to state that the estimated project cost is at $100,000, with a breakdown of cost sharing of Grove School for $20,000; Oklahoma Water Resource Board grant of $50,000; and the City’s share of $30,000. (The City had previously approved $15,000)
Mr. Krywicki further advised that Grove School would be responsible for all easement and right-of-way acquisition, and providing engineering design plans to the City for review and approval. He stated that the end of the sewer line extension would be at the north right-of-way line of MacArthur Street.
He noted that it was understood that in the event the bids received for the project exceeded the estimate, that Grove School would pay the difference.
Concluding his report, Mr. Krywicki commented that the sewer line project would be beneficial to the City because it would open approximately 250 acres of land for future development that is not being served by the City; and the sewer line would become ownership of the City in which from tie-ins to the line revenues would go to the City.
In conclusion, Mr. Krywicki recommended that the City participate in the project at 30% of the costs not to exceed $30,000.
Following the staff report, Mr. Steve Scott, Grove School Superintendent, and Mr. Steve Landes, Landes Engineering, representatives of Grove School, presented an updated sewer line extension map to show that from the map presented previously, there was a change due to rocks posing a problem that would be costly. Therefore, the line was changed to an angle to eliminate 400 feet out of the project.
Mr. Scott advised the Commission that the Grove School Board would have a special meeting on Wednesday, August 5th, to review the plans and he requested the Commission to consider an additional $15,000 for its participation.
In response to questions about the funding by the City, City Manager Terry Powell replied that funding could possibly come from Capital Improvement projects and contingency funds.
A motion was made by Vice Mayor Downing, seconded by Commissioner Roach, that the Grove School sewer line extension project be approved based on staff’s recommendation for the city’s participation to be 30% of the costs not to exceed $30,000. Motion carried.
AYE: Downing, Roach, Gillham, Winrow
NAY: Claybrook, Young, Harden
AGENDA ITEM NO. 7: Consider Bids.
a. Document Imaging System
Mr. Jim Wilsie, Director of Budget and Financial Services, explained to the Commission that staff was recommending to reject all bids to be re-advertised at a later time. He stated that there were several inconsistencies in the manner in which the bids were submitted and particularly in the areas of document indexing and storage capacity.
A motion was made by Commissioner Claybrook, seconded by Vice Mayor Downing, to accept staff’s recommendation to reject all bids and
readvertise at a later time. Motion carried.
AYE: Claybrook, Downing, Gillham, Young, Harden, Winrow, Roach
NAY: None
b. Fire Prevention/Public Education Van (open)
The bids were opened, read aloud and found to be as follows:
BIDDER AMOUNT
Harvey’s Inc. $19,580.00
Klement Ford $21,624.00
A motion was made by Commissioner Gillham, seconded by Commissioner Roach, to accept Fire Chief James Roberts’ recommendation to refer the bids to staff for review and a recommendation at the August 17, 1998 City Commission meeting.
AYE: Gillham, Roach, Claybrook, Young, Harden, Winrow, Downing
NAY: None
AGENDA ITEM NO. 8: Citizens Participation (A five minute limit per person) (A fifteen minute limit per topic).
Under Citizens Participation the following persons appeared.
Mr. Don Forsberg, lakesite lessee, expressed his concerns with the way inspections and transfers are handled by staff regarding lakesite leases.
Mr. Roger Hadley, 13 Del Rancho Lane, expressed concerns about the severe water problems in Granada Estates, which is not in the city limits, noting that several wells are dry and he was seeking alternative water sources.
He stated that he felt compelled to investigate the possibility of purchasing water from the City of Shawnee since he understood there was a water main near Bryan Street and he wanted to know what issues would be involved in purchasing water.
Public Works Director James Cole informed the Commission that he had communicated with the Oklahoma Water Resources Board regarding the financing of a water project and found out that there are emergency grants, loan funds, and bond programs available if the property is inside the city limits. He also informed that the project could cost from $250,000 to $600,000 on an estimated 11,000 feet of water main.
As suggestions for alternatives for water sources, staff suggested that the Granada Estates and Tanglewood Additions could petition the City to be annexed.
It was staff’s assessment that there was no quick fix solution to the current water problem, but it was a possibility for next year and the City does have sufficient water supply to accommodate these Additions.
Mr. Hadley indicated that he would take these suggestions back to the residents.
Mr. Tom Smith, Downtown Merchant, expressed his dissatisfaction with the City’s Code Enforcement.
AGENDA ITEM NO. 9: Administrative Reports.
There were no Administrative Reports given.
AGENDA ITEM NO. 10: New Business.
There was no New Business to be considered.
AGENDA ITEM NO. 11: Adjournment.
There being no further business to come before the meeting, a motion was made by Vice Mayor Downing, seconded by Commissioner Young, that the meeting be adjourned. Motion carried. (9:25 p.m.)
AYE: Downing, Young, Harden, Winrow, Roach, Claybrook, Gillham
NAY: None
____________________________
MAYOR
(SEAL)
ATTEST:
______________________________
CITY CLERK
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