BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
MAY 7, 2005 AT 8:00 A.M.
The Board of City Commissioners of the City of Shawnee, County of Pottawatomie, State of Oklahoma, met in Special Called Session in the Commission Chambers at City Hall, 9th and Broadway, Shawnee, Oklahoma, Saturday, May 7, 2005 at 8:00 a.m., pursuant to notice duly posted as prescribed by law. Mayor Mills presided and called the meeting to order. Upon roll call, the following members were in attendance.
Chuck Mills
Mayor
Tom Claybrook Tom Schrzan
Commissioner Ward 1 Commissioner Ward 2
Linda Peterson Bob Downing
Commissioner Ward 5-Vice Mayor Commissioner Ward 6
The Call for said meeting was entered upon the records by the City Clerk, said Call being as follows:
CALL FOR SPECIAL SESSION OF THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA TO BE HELD ON THE 7th DAY OF MAY, 2005 AT 8:00 O’CLOCK A.M. IN THE COMMISSION CHAMBERS AT CITY HALL, 16 WEST 9TH, SHAWNEE, OKLAHOMA FOR THE PURPOSE OF AN EXECUTIVE SESSION TO DISCUSS INTERNATIONAL UNION OF POLICE ASSOCIATION CONTRACT FOR FY 2005-06, TO CONSIDER FUND TRANSFERS FROM CITY TO SHAWNEE CIVIC AND CULTURAL DEVELOPMENT AUTHORITY AND TRUST INDENTURE AND A BUDGET WORK SESSION TO DISCUSS CITY BUDGET FOR FISCAL YEAR 2005-06.
By virtue of the authority vested in me by Section 2, Article IV of the Charter of the City of Shawnee, Oklahoma, a Special Session of the Board of Commissioners of the City of Shawnee, Oklahoma is hereby called to meet in the Commission Chambers at City Hall, 16 West 9th, Shawnee, Oklahoma at 8:00 a.m. on May 7, 2005 for the purpose of an executive session to discuss international union of police association contract for FY 2005-06, to consider fund transfers from city to Shawnee Civic and Cultural Development Authority and trust indenture and a budget work session to discuss city budget for fiscal year 2005-06.
Witness my hand this 2nd day of May, 2005.
s/s James C. Collard
JAMES C. COLLARD
CITY MANAGER
(SEAL)
ATTEST:
s/s Diana Hallock
DIANA HALLOCK, CITY CLERK
NOTICE OF A CALLED SPECIAL SESSION OF THE BOARD OF COMMISSIONERS OF THE CITY OF SHAWNEE, OKLAHOMA.
TO THE BOARD OF COMMISSIONERS 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 2nd day of May, 2005, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma at the Shawnee City Commission Chambers at City Hall, 16 West 9th, Shawnee, Oklahoma at 8:00 a.m. on May 7, 2005 and you are hereby notified to be present at said meeting.
The purpose of said meeting is an executive session to discuss international union of police association contract for FY 2005-06, to consider fund transfers from city to Shawnee Civic and Cultural Development Authority and trust indenture and a budget work session to discuss city budget for fiscal year 2005-2006.
Witness my hand this 2nd day of May, 2005.
(SEAL)
ATTEST:
s/s Diana Hallock s/s James C. Collard
DIANA HALLOCK, CITY CLERK JAMES C. COLLARD
CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 2nd day of May, 2005 at 5:30 o’clock p.m., and executed the same by delivering a true and correct copy thereof to the Mayor and to each of the City Commissioners of the City of Shawnee, Oklahoma as follows:
I delivered a true and correct copy to Mayor Chuck Mills in person at 9:30 o’clock p.m. on May 2, 2005.
I delivered a true and correct copy to Commissioner Tom Claybrook in person at 9:30 o’clock p.m. on May 2, 2005.
I delivered a true and correct copy to Commissioner Tom Schrzan in person at 9:30 o’clock p.m. on May 2, 2005.
I delivered a true and correct copy to Commissioner Marva O’Neal in person at 9:30 o’clock p.m. on May 2, 2005.
I delivered a true and correct copy to Commissioner Robert J. Downing in person at 9:30 o’clock p.m. on May 2, 2005.
I delivered a true and correct copy to Commissioner David Hadley in person at 9:30 o’clock p.m. on May 2, 2005.
I delivered a true and correct copy to Vice Mayor Linda Peterson in person at 9:30 o’clock p.m. on May 2, 2005.
Mayor/Commissioner(s) _______________________,___________________ could not be found in the City of Shawnee, Oklahoma on May 2, 2005.
Diana Hallock
CITY CLERK
AGENDA ITEM NO. 1: Consider an Executive Session regarding negotiations with International Union of Police Association Local #3 for FY 05-06 contract pursuant to 25 O.S. §307(B)(2).
A motion was made by Commissioner Claybrook, seconded by Commissioner Downing, that the Commission go into Executive Session to discussion negotiations with International Union of Police Association Local #3 for FY 2005-06 contract pursuant to 25 O.S. §307(B)(2).
AYE: Claybrook, Downing, Schrzan, Mills, Peterson
NAY: None
COMMISSIONER O’NEAL NOW PRESENT.
CITY COMMISSION NOW IN EXECUTIVE SESSION AT 8:01 A.M. WITH ALL COMMISSIONERS PRESENT EXCEPT COMMISSIONER HADLEY.
CITY COMMISSION NOW RECONVENED AT 8:39 A.M. WITH ALL COMMISSIONERS PRESENT EXCEPT COMMISSIONER HADLEY.
AGENDA ITEM NO. 2: Consider matters discussed in Executive Session regarding negotiations with International Union of Police Associations Local #3 for FY 05-06 contract pursuant to 25 O.S. §307(B)(2).
A motion was made by Commissioner Downing, seconded by Vice Mayor Peterson, to approve the contract between the City of Shawnee and the International Union of Police Associations Local #3 for FY 2005-06. Motion carried.
AYE: Downing, Peterson, Claybrook, Schrzan, O’Neal, Mills
NAY: None
AGENDA ITEM NO. 3: Discuss and consider funds transferred from City of Shawnee to Shawnee Civic and Cultural Development Authority and Trust Indenture.
City Treasurer/Finance Director Becky Cragin and Ken Etchieson, Expo General Manager, briefed the Commission on the financial and historical relationship between the City and the Shawnee Civic and Cultural Development Authority (SCCDA).
The Commission discussed the $600,000 and whether this same amount would be transferred for next fiscal year.
It was discussed that labor and utilities would become a direct cost of the SCCDA and if the trust indenture allowed for it. The City has been paying for these costs from its budget.
City Attorney John Canavan advised the Commission that the current trust indenture had provisions for the direct costs to SCCDA.
Continuing discussion, the Commission considered a contractual agreement be drawn up for legal separation from the city to the Trust such as one time transfers of retirement funds.
A motion was made by Commissioner Claybrook, seconded by Vice Mayor Peterson, to approve directing the city attorney to draft a contract between the City of Shawnee and the Shawnee Civic and Cultural Development Authority which stipulates the legal separation between the two entities as described in the trust indenture; and the City of Shawnee will augment operating funds of the Shawnee Civic and Cultural Development Authority on a yearly basis determined on the budgeting process. Motion carried.
The transfer of funds would be discussed in Agenda Item No. 4.
CITY COMMISSION RECESSED FOR A BREAK AT 10:11 A.M.
CITY COMMISSION RECONVENED AT 10:26 A.M.
AGENDA ITEM NO. 4: Budget work session for the purpose of discussing city’s budget for fiscal year 2005-2006.
City Manager Jim Collard began the budget work session with an overview of the major funds working summary that included the General Fund, SMA, Capital, and Streets.
Next, City Treasurer/Finance Director Becky Cragin handed out budget working papers for the Commission’s review.
The Commission reviewed the revenue projections; sales tax and other income, schedule of costs for SCCDA; SMA transfers to the General Fund; Capital construction projects and capital equipment summaries for general, streets, and water/sewer projects.
CITY COMMISSION RECESSED FOR LUNCH AT 11:36 A.M.
CITY COMMISSION RECONVENED AT 11:56 A.M.
The Commission continued with discussion about the funding for the widening of Kickapoo Street from MacArthur to Main Street and allocating one million a year with matching funds from state and federal funding. A total cost for the project has been estimated at ten million dollars.
Other topics of discussion included the fund balance, economic development, Wes Watkins debt service, and a shortfall in the SMA budget.
COMMISSIONER DOWNING EXCUSED AT 1:45 P.M.
In review of the funds to transfer to the Shawnee Civic and Cultural Development Authority, it was City Manager Jim Collard’s recommendation to transfer $500,000 instead of the $600,000.
Concluding, the city manager expressed appreciation to the city’s management team and in particular, to City Treasurer/Finance Director Becky Cragin, Systems Administrator Steve Nolen, and staff for an excellent job everone did in preparation for the budget. The Commission also concurred.
Before adjournment, the city manager noted that most likely another special called session would be held to review the personnel services; maintenance and operations before the final budget approval at the next Commission regular meeting on June 6, 2005.
AGENDA ITEM NO. 5. Adjournment.
There being no further business to come before the meeting, a motion was made by Commissioner Schrzan, seconded by Commissioner O’Neal, that the meeting be adjourned. Motion carried. (2:05 p.m.)
AYE: Schrzan, O’Neal, Mills, Peterson, Claybrook
NAY: None
_________________________________________
CHUCK MILLS, MAYOR
(SEAL)
ATTEST:
________________________________
DIANA HALLOCK, CITY CLERK
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