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, Tuesday, September 4, 2001 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 Robert M. Pettyjohn
Commissioner Ward 1 Commissioner Ward 2
James Harrod Bob Weaver
Commissioner Ward 3 Commissioner Ward 4
Bob Downing Ward 5-Vacant
Commissioner Ward 6-Vice Mayor
INVOCATION Reverend Bob Searl
University Baptist Church
FLAG SALUTE Mayor Harden
AGENDA ITEM NO. 1:
a. Declaring a vacancy in Ward 5 of the Shawnee City
Commission
In the recent resignation of Brad Roach as Commission of Ward 5, due to his moving from that ward, the Commission considered declaring the seat vacant.
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Harrod, declaring vacant the Ward 5 seat of the Shawnee Board of City Commissioners. Motion carried.
AYE: Pettyjohn, Harrod, Harden, Weaver, Downing, Claybrook
NAY: None
b. Authorization for applications regarding vacancy in Ward 5 of the Shawnee City Commission
A motion was made by Commissioner Harrod, seconded by Vice Mayor Downing, authorizing to advertise for applications regarding the vacancy in Ward 5 of the Shawnee City Commission. Motion carried.
AYE: Harrod, Downing, Claybrook, Pettyjohn, Harden, Weaver
NAY: None
c. Consider modification of procedure for selection of applicants
Commissioner Weaver, in hopes of finding a more fair way of selecting a new Commissioner in the interview process, suggested deviating from the traditional method and proposed a new procedure.
He suggested that each Commissioner would pick their number one and number two choices by ballots, and at roll call, state the name of their number one choice. Then if no candidate gets a majority on the first vote, a run-off would be between the top two vote-getters. If on the second vote, the vote is tied, the winner would be decided by a coin flip.
City Attorney John Canavan was consulted and he advised that the process would work as long as it was done in open session.
A motion was made by Commissioner Weaver, seconded by Vice Mayor Downing, to make it a policy that in filling the Ward 5 vacancy that the Commissioners will select the top two candidates and go through the voting process and if there is a tie, the winner would be decided by the flip of a coin. Motion carried.
AYE: Weaver, Downing, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 2: Consider Approval of Consent Agenda.
a. Acknowledge staff will proceed in the instant meeting with the opening and consideration of bids as set forth in Agenda Item No. 9.
b. Budget Amendments in Capital Improvement Fund and HOME Grant Fund
c. Transfers of Appropriations in Shawnee Municipal Authority and Capital Improvement Fund
d. Acknowledge the following reports and minutes:
* Budget Status Report as of July 31, 2001
* Sales Tax Report for month of August, 2001
* General Fund Financial Statement as of July 31, 2001
* Shawnee Municipal Authority Analysis of Collections for fiscal year ending June 30, 2002
* Civic and Cultural Development Authority minutes of July 19, 2001 meeting
* Shawnee Urban Renewal Authority minutes of August 7, 2001 meeting
e. Authorize staff to advertise for bids for pothole patch truck.
f. Authorize staff to advertise for bids for tractor with box blade for maintenance division.
g. Authorize staff to advertise for bids for roof repairs at Santa Fe Depot.
h. Authorize staff to advertise for bids for relocation and replacement of new gate at Shawnee Municipal Airport.
i. Approve out-of-state travel for Jim Wilsie, Stephen Nolen and Gayla Duke to attend software training class in Lubbock, Texas from September 10 - 12, 2001.
j. Approve out-of-state travel for Hank Land to attend International Chiefs of Police meeting in Toronto from October 26 - 31, 2001.
k. Approval for Mayor Chris Harden to travel with Industrial Foundation to Garden City, New York and Huntsville, Alabama for corporate visits to TDK Ferrites, Corp. and Wolverine Tube, Inc, September 18 – 20, 2001.
l. Lakesite Lease Transfer:
Lot 7 Mosler Tract
To: Randy Davis & From: Vicki Storin (Deceased)
Don Davis 50 Archery Lane
5305 S. Drexel Shawnee, OK 74801
Oklahoma City, OK 73119 (By and through her co-ad-
ministrators Joseph F. Storin
and Barbara J. Clark)
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, that the Consent Agenda Item No. 2 (a-l), be approved. Motion carried.
AYE: Downing, Weaver, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 3: Consider waiving mowing lien on property located at 202 N. Roosevelt owned by Sybil Dombek. (Lien amount $150.00).
Community Development Director Mike Southard informed the Commission that the City of Shawnee has mowed this property on three occasions. The mowing contractor was ordered to mow the property in June while the property was being conveyed to Ms. Dombek. Since the property was previously mowed in April, the city policy is that no notice is required within six month of an initial order to mow.
Since the city was unaware that the property was being conveyed to the new owner, staff is requesting that the lien be waived.
A motion was made by Commissioner Harrod, seconded by Commissioner Pettyjohn, to approve waiving the mowing lien of $150.00 at 202 North Roosevelt owned by Sybil Dombek. Motion carried.
AYE: Harrod, Pettyjohn, Harden, Weaver, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 4: Consider a resolution ratifying application and acceptance of award of Runway Rehabilitation Project No. 3-40-0088-0701 and approving related budget adjustment.
According to staff notes, a grant application was submitted to the Federal Aviation Administration (FAA) on August 30, 2001 for the $1,067,792 runway/taxiway rehabilitation project. The lowest construction bid was recommended for award to Lamar Industries, Inc. for $1,014,542. The FAA has verbally committed to a 90% contribution ($956,512) for the entire project and the City will contribute $48,250 though in-house design engineering and $58,029 in appropriations.
The FAA anticipates authorizing a Notice To Proceed within five to ten days. It will be necessary to pre-authorize the City Manager to accept and execute the grant in order to coincide with a construction schedule beginning September 17, 2001.
Resolution No. 6128 was introduced and the title read aloud.
Resolution No. 6128 entitled “A resolution ratifying the submission of a grant application to the Federal Aviation Administration for FY-01. Airport Improvement Project No. 3-40-0088-0701 at the Shawnee Municipal Airport accepting a grant offer from the Federal Aviation Administration for the project; approving the terms and conditions of the grant agreement; ratifying the City Manager’s execution of the grant application; and authorizing the City Manager to execute the agreement on behalf of the City of Shawnee.”
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, that the Title and Resolution be approved. Motion carried.
AYE: Downing, Weaver, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
Thereupon Mayor Harden declared Resolution No. 6128 duly passed and adopted.
AGENDA ITEM NO. 5: Consider authorizing an advance from the Shawnee Municipal Authority to the Water Improvement District Fund in the amount of $528,555.00 and approving related budget adjustment.
City Treasurer/Finance Director Jim Wilsie explained to the Commission he had consulted with the City’s financial advisor and it was being recommended to loan funds from the Shawnee Municipal Authority to a new Water Improvement District Fund to provide funding for the Water Improvement District project.
This recommendation was based on the fact that it was not cost effective to issue a separate note or bond for a project of this size. The advance would be treated like an investment for the Shawnee Municipal Authority and the Authority would be paid interest on the funds advanced. The interest paid to the Shawnee Municipal Authority would add to the overall cost of the project and would ultimately be paid by the assessments to the individual property owners.
Mr. Wilsie stated that staff was proposing that the interest rate be the average monthly investment rate earned by the City, but could be a different rate, if desired. The budget amendments related to this project and financing proposal were also being recommended for approval.
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Harrod, to approve authorizing the Shawnee Municipal Authority to loan funds to the Water Improvement District Fund in the amount of $528,555.00 and approving budget adjustment. Motion carried.
AYE: Pettyjohn, Harrod, Harden, Weaver, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 6: Consider authorizing our financial advisor to solicit proposals for financing of various capital improvement projects.
Next, Mr. John Waldo the Oppenheim Company, the City’s financial advisor, appeared before the Commission requesting authorization to solicit proposals from banks for temporary financing which will convert to a permanent note payable over a term of 10 years. They will prepare a bid package that will be distributed to all of the local banks and all major banks in Oklahoma City.
He advised that by taking proposals, it would eliminate the bond issue costs. He stated that the financing will be structured so that when the City request advances on this loan as needed for the various capital projects; there will be flexibility in the amounts for each of the planned projects. The loan could be converted to permanent financing in total when all projects are finished, or could be converted to separate notes for each project as directed by the City Commission.
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, to approve the financial advisor to proceed with soliciting for proposals for financing of various capital improvement projects. Motion carried.
AYE: Downing, Weaver, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 7: Consider approving agreements with Tritech Software Systems to install computer hardware for communications center.
Police Chief Hank Land reported that the agreements with Tritech will allow them to install computer hardware in the communication center and in consideration will provide $6,190.00 of equipment and services to the City of Shawnee. The City would only be responsible for monthly subscription service. The device that the equipment will support is Palm Pilot that will allow officers to make inquiries from the field on license plates, stolen items and drivers license. The city attorney has reviewed these agreements and has no legal objection.
A motion was made by Commissioner Weaver, seconded by Commissioner Pettyjohn, to approve agreements with Tritech Software Systems to install computer hardware for communications center. Motion carried.
AYE: Weaver, Pettyjohn, Harrod, Harden, Downing, Claybrook
NAY: None
AGENDA ITEM NO. 8: Consider concurrence with City Manager’s recommendation to appoint James Roberts Director of Public Safety and Administration.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Downing, to approve City Manager Terry Powell’s recommendation to appoint James Roberts as the Director of Public Safety and Administration. Motion carried.
AYE: Harrod, Downing, Pettyjohn, Harden, Weaver
NAY: Claybrook
AGENDA ITEM NO. 9: Consider Bids.
a. Broadway Street Paving Project (award)
A motion was made by Commissioner Harrod, seconded by Commissioner Pettyjohn, to accept City Engineer John Krywicki’s recommendation to award the Broadway Street Paving Project (Independence to Federal) to All Roads Paving Inc., Yukon, Oklahoma as the lowest and best bid in the amount of $395,191.00. Motion carried.
AYE: Harrod, Pettyjohn, Harden, Weaver, Downing, Claybrook
NAY: None
b. New Pavement for Runways & Associated Taxiways (award)
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, to accept City Engineer John Krywicki’s recommendation to award the new pavement for airport runways and associated taxiways to Lamar Industries, Shawnee, Oklahoma as the lowest and best bid in the amount of $1,014,542.00. Motion carried.
AYE: Downing, Harrod, Harden, Weaver, Claybrook, Pettyjohn
NAY: None
c. New Toilet Facility for City of Shawnee (open)
Public Works Director James Cole advised that the bid for a new toilet facility was being rescheduled to open at the September 17, 2001 meeting due to an addendum mailed to the bidders.
d. Digital Logging Records (open)
BIDDER AMOUNT
Electronic Communication Sys. $24,995.00
Oklahoma City, OK
Triton Electronics Inc. $25,611.00
Rolling Meadows, IL
Voice Print International, Inc. $31,634.00
Camarillo, CA
Travis Voice & Data $21,995.00
Oklahoma City, OK $23,495.00
Southwestern Bell $34,256.00
Oklahoma City, OK
Nu-Tech Business Solutions $35,174.00
Plano, TX
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver to accept James Robert’s recommendation to defer all bids received on the Digital Logging Records to the next meeting.
Motion carried.
AYE: Downing, Weaver, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 10: New Business. (Any matter not known about or which could not have been reasonably foreseen prior to the time of posting agenda)
There was no New Business to be considered.
AGENDA ITEM NO. 11: Administrative Reports.
There were no Administrative Reports given.
AGENDA ITEM NO. 12: Citizens Participation (A five minute limit per person)
(A fifteen minute limit per topic)
There was no Citizens Participation.
AGENDA ITEM NO. 13: Commissioners’ Comments.
Under Commissioners’ Comments, Commissioner Claybrook noticed in the City’s payment register, that there was payment to B&B Builders in the amount of $7,480.00 for expenses on the East Main Fire Station. He stated that it caught his attention because it was close to the $7,500 limit for work to bid and he asked staff if there were other quotes received.
In response, Fire Chief James Roberts advised that the entities moving into the station had gotten the quotes for remodeling.
Also Commissioner Claybrook asked about the status on the city/county jail arrangements regarding the possibility of the County prisoners being housed in the city jail.
City Manager Terry Powell informed that staff was in the talking stages and he would give report if there are any developments.
Commissioner Pettyjohn requested the city attorney to furnish a memorandum for the Commissioners to use when they receive telephone calls regarding the cable television matters in order to determine what their role is as a Commission in answering questions from citizens.
Commissioner Weaver requested the Traffic and Transportation Commission to reconsider the stop sign placed at the corner of 10th and Roosevelt streets. He requested to change it to its original placement.
AGENDA ITEM NO. 14: Adjournment.
There being no further business to come before the meeting, a motion was made by Vice Mayor Downing, seconded by Commissioner Pettyjohn,
that the meeting be adjourned. Motion carried. (8:30 p.m.)
AYE: Downing, Pettyjohn, Harrod, Harden, Weaver, Claybrook
NAY: None
______________________________
MAYOR
(SEAL)
ATTEST:
______________________________
CITY CLERK
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