BOARD OF CITY COMMISSIONERS PROCEEDINGS
SPECIAL CALLED SESSION
MAY 22, 2006 AT 5:30 P.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, Monday, May 22, 2006 at 5:30 p.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 Vacant
Commissioner Ward 5-Vice Mayor Commissioner Ward 6
ABSENT: None
Staff members and others in attendance:
City Manager Jim Collard, City Attorney John Canavan, City Treasurer/Finance Director Rebecca Cragin, Utility Director Afsaneh Jabbar, Deputy City Clerk Phyllis Loftis, and Wayne Trotter, Editor of the Shawnee Sun, and Courtney Bryce, Shawnee News Star Reporter.
The Call for said meeting was entered upon the records by the Deputy 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 22ND DAY OF MAY, 2006 AT 5:30 CLOCK P.M. AT THE SHAWNEE CITY HALL COMMISSION CHAMBERS, 16 WEST 9TH, SHAWNEE, OKLAHOMA FOR A WORK SESSION TO CONSIDER AND DETERMINE THE OPTIONS THE CITY WISHES TO EXERCISE FOR SOLID WASTE COLLECTION AND DISPOSAL SERVICES.
By virtue of the authority vested in me by Section 2, Article IV of the Charter of the City of Shawnee, Oklahoma, Special Session of the Board of Commissioners of the City of Shawnee, Oklahoma is hereby called to meet at the Shawnee City Hall Commission Chambers, 16 West 9th, Shawnee, Oklahoma at 5:30 p.m. on May 22, 2006 for the purpose of a work session to consider and determine the options the City wishes to exercise for solid waste collection and disposal services.
Witness my hand this 17h day of May, 2006.
s/s James 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 17th day of May, 2006, a Special Called Session will be held of the Board of Commissioners of the City of Shawnee, Oklahoma at Shawnee City Hall Commission Chambers, 16 W. 9th, Shawnee, Oklahoma at 5:30 p.m. on May 22, 2006 and you are hereby notified to be present at said meeting.
The purpose of said meeting will be for a work session to consider and determine the options the City wishes to exercise for Solid Waste Collection and Disposal Services.
Witness my hand this 17th day of May, 2006
(SEAL)
ATTEST:
s/s Diana Hallock s/s James C. Collard
DIANA HALLOCK JAMES C. COLLARD
CITY CLERK CITY MANAGER
STATE OF OKLAHOMA, COUNTY OF POTTAWATOMIE, SS.
I received this notice on the 18th day of May, 2006 at 6 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 5 o’clock p.m. on May 19, 2006.
I delivered a true and correct copy to Commissioner Tom Claybrook in person at 6:28 o’clock p.m. on May 18, 2006.
I delivered a true and correct copy to Commissioner Wes Beck in person at 7:00 o’clock p.m. on May 18, 2006.
I delivered a true and correct copy to Vice Mayor Linda Peterson in person at 7:15 o’clock p.m. on May 18, 2006.
I delivered a true and correct copy to Commissioner Tom Schrzan in person at 7:25 o’clock p.m. on May 18, 2006.
Commissioner Marva O’Neal could not be found in the City of Shawnee, Oklahoma on May 18, 2006.
s/s Chad E. Pope
Warrant Officer
AGENDA ITEM NO. 1: Work session to consider and determine the options the City wishes to exercise for solid waste collection and disposal services. (Deferred proposals from 5/15/06 meeting)
The work session was called to give the Commission and interested parties various options and scenarios regarding the needs of the citizens of Shawnee as it pertains to solid waste collection and disposal. Some of those options include whether to have once or twice a week pick-up, whether to use polycarts, whether to have recycling as an option and whether to require commercial customers to utililze the city’s chosen waste collection vendor. By discussing these options, staff will receive input from the Commission which will aid in making a recommendation at the June 5, 2006 Commission meeting.
It was announced by Utility Director Afsaneh Jabbar that bids had been received by Allied Waste Systems (B.F.I.) and I.E.S.I. American Waste Inc. responded to the bid documents with correspondence, but did not provide any numbers for consideration. Therefore, Allied Waste Systems and I.E.S.I. are the only bids that could be considered by the Commission.
Ms. Jabbar began with an explanation of the R.F.P. and continued with a power-point demonstration which detailed various options of service. Each option was discussed at length.
Mayor Mills, Commissioner Schrzan, Vice-Mayor Peterson and City Manager Jim Collard all indicated that they had received input from commercial users who want to retain the ability to choose their own waste management provider. The possibility of adding a service fee to the businesses not using the city’s provider was briefly discussed, with Commissioners Schrzan and Claybrook voicing their disagreement with that suggestion.
Contract length was discussed with the recommendation that the City enter into a five-year contract renewed annually.
On the subject of recycling, Commissioner Beck stated he was reluctant to include recycling without additional public input. Ms. Jabbar stated that recycling is not cost-effective in this market.
Mr. Brent Bolles of Allied Waste Systems addressed the Commission to explain his bid and to answer questions from the Commission. Polycarts were discussed at length, as well as yard waste and household material, at which time Mr. Bolles distributed pictures showing the voluminous amounts of each that are currently being picked up at some Shawnee residences.
Mr. Dwight Dicus and Mr. Jeff Peckham from I.E.S.I. next addressed the Commission. Mr. Dicus explained the company’s philosophy of service and stressed the combined number of years of service (over 100) that this crew currently has. He listed cities such as Mustang, Okarche, Piedmont, Purcell, Bristow and Anadarko, which currently use their services. The use of polycarts and the problems associated with yard waste was discussed at length.
Mr. Dicus further stated that if they are chosen the City will be provided with a GPS system, which will detail the location of every waste cart within the city.
After the above presentations, City Manager Jim Collard clarified the options available and stated that at this time it appeared curbside recycling was not an option to be considered. In that regard, he mentioned that the possibility of adding more recycling sites within the city would be considered. Another option no longer being considered related to requiring commercial customers to use the city’s vendor for their waste management needs.
The two main options left for consideration were:
1. Have twice-a-week collection that would pick up everything on the curb except bulky items. Have a large city-wide collections for bulky items in the spring and fall. This is currently what the city is using.
2. Have one regular collection of household waste a week and one yard waste collection a week. Also included would be a bulky collection once a month for large items.
Utility Director Jabbar said she would take this information and prepare a staff recommendation for City Commission consideration at the June 5, 2006 City Commission meeting.
AGENDA ITEM NO. 2: Adjournment
There being no further business to come before the meeting, a motion was made by Commissioner Schrzan, seconded by Commissioner Beck, that the meeting be adjourned. Motion carried 6-0. (7:16 p.m.)
_____________________________________
PHYLLIS LOFTIS, DEPUTY CITY CLERK
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