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 3, 2002 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
Linda Peterson Bob Downing
Commissioner Ward 5 Commissioner Ward 6-Vice Mayor
INVOCATION Reverend Milo Steffen
First Christian Church
FLAG SALUTE Mayor Harden
AGENDA ITEM NO. 1: Consider Approval of Consent Agenda.
a. Minutes of May 20, 2002 meeting
b. Budget Amendments in CDBG 1999 Entitlement Fund, CDBG 2000 Entitlement Fund, CDBG 2000 Entitlement Fund, HOME 2001 Grant Fund, and CDBG 2001 Entitlement Fund.
c. Transfers of Appropriations in the General Fund, Shawnee Municipal Authority Fund, Shawnee Airport Authority Fund, CDBG 1999 Entitlement Fund, CDBG 2000 Entitlement Fund, CDBG 2000 Entitlement Fund and HOME 2001 Grand Fund.
d. Acknowledge the following minutes:
* Civic and Cultural Development Authority minutes of May 16, 2002 meeting
* Shawnee Urban Renewal Authority minutes of May 7, 2002 meeting
* Traffic and Transportation minutes of the February 26, 2002 meeting
e. Approve Crawford and Associates, P.C. to provide audit services for FY 01-02.
f. Approve Request for Proposals for the TAKO building on airport property.
g. Recommendations of the Traffic and Transportation Commission from the May 28, 2002 meeting.
1) Consider request from Public Works staff to discuss setting policy for stop signs and no parking request. Staff to present form model.
Recommendation: To approve request.
2) Consider request from Mr. Clarence Mosman, 1801 N. Park Street, to install a 4-way stop sign at the intersection of Cammack Street and Park Street.
Recommendation: To approve request.
3) Consider request from Ms. Heather Williams and Mr. Guy Donnelly of Ark-OK Railroad Company of Shawnee, to place a 12-foot clearance sign at the bridge on Benedict Street.
Recommendation: To approve request. Bridge will be closed to trucks over 1-1/2 tons.
4) Consider request from Public Works staff to place stop signs on Lake Road at Leo Street making this intersection a 4-way stop.
Recommendation: To approve request.
Before approving the Consent Agenda, the city clerk noted a correction on Item d. regarding minutes from the Civic and Cultural Development Authority meeting should be corrected to read April 18, 2002.
The Commission requested Items (f) and (g) be considered separately.
A motion was made by Commissioner Harrod, seconded by Vice Mayor Downing, that the Consent Agenda 1a-e, be approved with noted correction to item d. and less items (f) and (g) to be considered separately. Motion carried.
AYE: Harrod, Downing, Claybrook, Pettyjohn, Harden, Weaver, Peterson
NAY: None
After discussions and staff reports, the following motions were made.
1.f) A motion was made by Commissioner Claybrook, seconded by Commissioner Pettyjohn, to delay accepting proposals from non-profit organizations for six months and advertise for commercial tenants during that time period; and if not able to lease commercially in six months, then staff go back to City Commission on how to proceed thereafter. Motion carried.
AYE: Claybrook, Pettyjohn, Harrod, Harden, Weaver, Peterson, Downing
NAY: None
1.g1) A motion was made by Commissioner Weaver, seconded by Vice Mayor Downing, to approve the proposed “petition survey” form to be used by citizens for Traffic and Transportation Commission to consider when making request relating to traffic changes. Motion carried.
AYE: Weaver, Downing, Claybrook, Pettyjohn, Harrod, Harden, Peterson
NAY: None
1.g2) A motion was made by Commissioner Harrod, seconded by Commissioner Weaver, to approve installing a 4-way stop sign at the intersection of Cammack Street and Park Street. Motion carried.
AYE: Harrod, Weaver, Peterson, Downing, Claybrook, Pettyjohn, Harden
NAY: None
1.g3) A motion was made by Commissioner Harrod, seconded by Commissioner Pettyjohn, to approve closing the bridge on Benedict Street to trucks over two axles. Motion carried.
AYE: Harrod, Pettyjohn, Harden, Weaver, Peterson, Downing, Claybrook
NAY: None
1.g4) A motion was made by Commissioner Pettyjohn, seconded by Commissioner Peterson, to defer placing 4-way stop signs on Lake Road at Leo Street until a traffic count study has been completed. Motion carried.
AYE: Pettyjohn, Peterson, Downing, Claybrook, Harrod, Harden, Weaver
NAY: None
AGENDA ITEM NO. 2: Mayor’s Proclamation.
“Stand Across Oklahoma for Quality Care Week”
June 1 – 8, 2002
(accepted by Sharon Allen, Program Director, Deep Fork Childcare Resource & Referral Center)
“National Homeownership Week”
June 2 - 9, 2002
(accepted by Sim K. Sims, SURA Chair)
AGENDA ITEM NO. 3: Public hearing and submission of preliminary budget for the City of Shawnee for the period of July 1, 2002 through June 30, 2003.
Mayor Harden declared a public hearing in session to consider the preliminary budget for the City of Shawnee for the period of July 1, 2002 through June 30, 2003.
Mayor Harden asked if any persons wished to appear to address the proposed budget. No persons appeared.
City Treasurer/Finance Director Jim Wilsie distributed the capital outlay portion of the budget for review and noted the completed budget would be ready for the special called study session on June 6, 2002.
Commissioner Claybrook questioned about having the public hearing when the budget had not been received.
Mr. Wilsie informed the Commission that the preliminary budget hearing was for citizen input and the proposed budget had been published in the local newspaper.
There being no one to appear for the budget hearing, the public hearing was closed.
AGENDA ITEM NO. 4: Consider scheduling a special called budget work session for FY 2002-2003 for Thursday, June 6, 2002 at 6:30 p.m. in the Emergency Operations Center in City Hall.
A motion was made by Vice Mayor Downing, seconded by Commissioner Claybrook, to approve a special called budget work session for Thursday, June 6, 2002 at 6:30 p.m. in the Emergency Operations Center of City Hall. Motion carried.
AYE: Downing, Claybrook, Pettyjohn, Harrod, Harden, Weaver, Peterson
NAY: None
AGENDA ITEM NO. 5: Consider authorizing airport manager to enter into a Memorandum of Understanding with Federal Aviation Administration for licensing of Automated Weather Observation System (AWOS).
A motion was made by Commissioner Harrod, seconded by Commissioner Weaver, to authorize Airport Manager Terry Powell to enter into a Memorandum of Understanding with Federal Aviation Administration for licensing of Automated Weather Observation System (AWOS). Motion carried.
AYE: Harrod, Weaver, Peterson, Downing, Claybrook, Pettyjohn, Harden
NAY: None
AGENDA ITEM NO. 6: Consider appeal of Doris Davis Reed concerning decision of Administrative Hearing Officer to condemn property located at 611 S. Philadelphia.
Community Development Director Mike Southard gave the staff report regarding his decision to condemn property at 611 S. Philadelphia.
In the power-point presentation he gave the timetable beginning in June 2000 that an order was given to make repairs on the house which to-date has not been completed.
Ms. Doris Reed and Brenden Heard, her son, appeared to appeal the decision to condemn the house.
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Weaver, to grant Doris Davis Reed ninety (90) days to bring her property at 611 South Philadelphia in compliance with city codes. Motion carried.
AYE: Pettyjohn, Weaver, Peterson, Downing, Claybrook, Harrod, Harden
NAY: None
AGENDA ITEM NO. 7: Consider acceptance of paving improvements for Windmill Ridge Addition and placing maintenance bonds into effect.
A motion was made by Vice Mayor Downing, seconded by Commissioner Harrod, to approve acceptance of paving improvements for Windmill Ridge Addition and placing maintenance bonds into effect. Motion carried.
AYE: Downing, Harrod, Harden, Weaver, Peterson, Claybrook, Pettyjohn
NAY: None
AGENDA ITEM NO. 8: Consider renewal of Own Risk Permit (Form 1B) for self-insurance for workers compensation.
A motion was made by Commissioner Weaver, seconded by Vice Mayor Downing, to approve renewal of Own Risk Permit (Form 1B) for self-insurance for workers compensation. Motion carried.
AYE: Weaver, Downing, Claybrook, Pettyjohn, Harrod, Harden, Peterson
NAY: None
AGENDA ITEM NO. 9: Consider making improvements to the city jail to be reimbursed by Pottawatomie County.
City Manager Terry Powell reported to the Commission that after the recent inspection of the city jail by the State Fire Marshal, there where some violations that needed immediate correction.
Acting Fire Chief Allen Heilaman also reported that he received three proposals for an emergency alarm system and two quotes on installation of fire sprinklers in the storage rooms.
The low bidder for the alarm system was Endex of Oklahoma and the low bid for the sprinklers was A-l; and he advised that both companies could start immediately and repairs for both should not exceed $9,500.
Since the County has a contract with the City for jail services, it was staff’s recommendation that the City make the necessary repairs to be reimbursed by the County.
A motion was made by Harrod, seconded by Downing, to approve the necessary improvements to the jail to be reimbursed by the Pottawatomie County Board of Commissioners. Motion carried.
AYE: Harrod, Downing, Claybrook, Pettyjohn, Harden, Weaver, Peterson
NAY: None
AGENDA ITEM NO. 10: Consider Bids.
a. Aggregate Materials (award)
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Harrod, that the purchasing of aggregate materials be awarded to Martin Marietta, Davis, Oklahoma for purchasing 1 ½ inch Crusher Run #2, 2 inch Crusher Run, 3/8 inch Limestone Chips, 3/8 inch screenings, and 6 inch through 24 inch Rip Rap; and all other aggregate be purchased from Dolese Brothers, Inc. in Davis, Oklahoma for contract fiscal year 2002-2003 as the lowest and best bids as set out in the bid tabulation. Motion carried.
AYE: Pettyjohn, Harrod, Harden, Weaver, Peterson, Downing, Claybrook
NAY: None
b. Asphalt Concrete Type A, B & C (award)
It was noted that APAC of Oklahoma as the only bidder.
A motion was made by Vice Mayor Downing, seconded by Commissioner Peterson, to award APAC of Oklahoma Inc. Shawnee Division, Shawnee, Oklahoma, the bid for Asphalt Concrete Type A,B & C (hotmix) for fiscal year 2002-03 as the lowest and best bid as set out in the bid tabulation; and purchase hot mix from either C.J. Campbell or Haskell Lemons when the material is unavailable at APAC. Motion carried.
AYE: Downing, Peterson, Claybrook, Pettyjohn, Harrod, Harden, Weaver
NAY: None
c. Aggregate Hauling & Unloading (award)
A motion was made by Commissioner Harrod, seconded by Commissioner Peterson, to award the aggregate hauling and unloading to Byron Cole Trucking, Asher, Oklahoma, for hauling aggregate materials from the quarry to the Public Works Service Center; and that Doyle Roller Trucking, Tecumseh, Oklahoma be awarded the contract to haul materials from the quarry to the Shawnee Twin Lakes area as the lowest and best bids as set out in the bid tabulations. Motion carried.
AYE: Harrod, Peterson, Downing, Claybrook, Pettyjohn, Harden, Weaver
NAY: None
d. Rehab Asphalt Streets Project (award)
According to City Engineer John Krywicki’s memorandum, the following streets are identified for repair under the rehab contract:
· 10th Street (Pesotum to Mead)
· 9th Street (Shawnee to Rich)
· Kickapoo (Higland to Main)
· Cleveland (Highland to 10th)
· Shawnee (Main to Highland)
The project consists of pipe-bursting 2,310 feet of sanitary sewer under 10th Street from Pesotum to Mead.
A motion was made by Vice Mayor Downing, seconded by Commissioner Weaver, to accept staff’s recommendation to award the bid for Rehab Asphalt Streets Project FY 2001-02 to Vantage Paving, Inc., Oklahoma City, Oklahoma, in the amount of $486,790 as the lowest and best bid. Motion carried.
AYE: Downing, Weaver, Peterson, Claybrook, Pettyjohn, Harrod, Harden
NAY: None
AGENDA ITEM NO. 11: 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. 12: Administrative Reports.
There was no Administrative Reports.
AGENDA ITEM NO. 13: Citizens Participation (A five minute limit per person) (A fifteen minute limit per topic)
There was no citizens participation.
AGENDA ITEM NO. 14: Consider an Executive Session for discussion of the following:
A motion was made by Commissioner Pettyjohn, seconded by Commissioner Harrod, that the Commission go into Executive Session to discuss the following items.
(a) Purchase of real property for proposed recreational park pursuant to 25 O.S. §307(B)(3).
(b) To discuss status of negotiations between the City of Shawnee and IUPA, Local No. 3 as authorized by 25 O.S. §307(B)(2)
(c) To discuss status of negotiation between the City of Shawnee and IAFF, Local No. 1628 as authorized by 25 O.S. §307(B)(2).
CITY COMMISSION NOW IN EXECUTIVE SESSION AT 9:00 P.M. WITH ALL COMMISSIONERS PRESENT.
CITY COMMISSION RECONVENED IN REGULAR SESSION AT 9:50 P.M. WITH ALL COMMISSIONERS PRESENT.
AGENDA ITEM NO. 15: Consider matters discussed in Executive Session regarding purchase of real property for proposed recreational park pursuant to 25 O.S. §307(B)(3); the status of negotiations between the City of Shawnee and IUPA, Local No. 3 pursuant to 25 O.S. §307(B)(2); and the status of negotiations between the City of Shawnee and IAFF, Local No. 1628, as authorized by 25 O.S. §307(B)(2).
Mayor Harden stated that the purpose of the Executive Session had been to discuss matters regarding the purchase of real property for the proposed recreational park pursuant to 25 O.S. §307(B)(3); the status of negotiations between the City of Shawnee and IUPA, Local No. 3 pursuant to 25 O.S. §307(B)(2); and the status of negotiations between the City of Shawnee and IAFF, Local No. 1628, as authorized by 25 O.S. §307(B)(2); and was for informational purposes only with no formal action to be taken.
AGENDA ITEM NO. 16: Commissioners’ Comments.
Under Commissioner’s Comments, Commissioner Pettyjohn requested the Police Department staff to develop a plan to address speeding traffic on Market, Park and Louisa streets.
AGENDA ITEM NO. 17: 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. (9:52 p.m.)
AYE: Downing, Pettyjohn, Harrod, Harden, Weaver, Peterson, Claybrook
NAY: None
______________________________
MAYOR
(SEAL)
ATTEST:
___________________________________
CITY CLERK
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