Meeting Summary
Announcements
- Pet of the Week: Sheba, a 2-year-old, high-energy, friendly pocket bully, is available for adoption. She is already spayed.
- Upcoming Events: No specific events are planned at this time due to COVID-19.
- Healthcare Heroes Appreciation Week: Mayor Ed Bolt proclaimed the week of 📅 December 13-19, 2020, as SSM Health St. Anthony Hospital Shawnee Healthcare Heroes Appreciation Week.
- This proclamation recognizes healthcare professionals for their sacrifices and tireless work during the COVID-19 pandemic.
- The community is encouraged to show support by wearing blue and attending a virtual Facebook Live celebration on 📅 December 17, 2020, at 10 AM.
- Thank you messages can be mailed to 1102 West MacArthur, Shawnee, OK 74804.
- Angie Moore, Hospital President, reported that the hospital, including the ICU, is currently full, and staff are exhausted. She urged the public to wear masks, practice hand hygiene, and social distance to help decrease the prevalence of COVID-19.
Public Comments
- Ken Stafford: Spoke regarding a deferred rezoning application for his property on Kennedy and Benedict Street. He noted that the Planning Commission initially approved the rezoning (4-1), but the City Commission deferred it due to improper posting. A subsequent special call meeting of the Planning Commission, of which he was not notified, reversed the decision (3-2 denial). The City Commission then denied the rezoning, with staff citing "spot zoning" that contradicted the comprehensive plan's designation of the area as commercial. Mr. Stafford requested the commission rehear the zoning and adopt a policy for notifying applicants of special meetings or agenda items.
- Rob Morris: Raised several concerns:
- Shawnee Forward Small Business Relief Program: Questioned the use of an anonymous task force for taxpayer dollars and requested a detailed rubric. He suggested that if Shawnee contributes, 80% of its funds should stay within the city, with 20% for the county, and other towns' contributions should remain within their limits. He also asked about accountability if grant plans are not followed.
- SEFF (Shawnee Economic & Financial Foundation): Asked why SEFF meeting minutes are not public and why the organization is not subject to the Open Meeting Act, given quarterly direct deposits from the city. He also questioned city money spent on "Shawnee Stock" when the contract specified other events, and why the contract was changed after a city commissioner's resignation from the SEFF board.
- Spectra (Expo Center Management): Questioned why city employees are performing grounds maintenance for Spectra when the contract allows for outside contractors, citing potential waste and abuse of taxpayer money. He also referenced Spectra's previous acknowledgment of responsibility for the 52-acre grounds and asked why an operating budget amendment wasn't called for. He requested the commission directly answer these questions.
Key Decisions & Votes
- Consent Agenda Approval: The consent agenda, including minutes from various boards and committees, was ✅ Approved 7-0.
- CARES Act Funds for Shawnee Forward Small Business Relief Program: The City Commission discussed a proposal from Shawnee Forward to administer a small business relief program using CARES Act funds.
- Shawnee Forward CEO Rachel Milo explained the program, which is modeled after successful initiatives in other cities. The program focuses on businesses' investments to stay open, allowing for reimbursement of COVID-related expenses up to $5,000.
- The program involves a 5-member anonymous task force with financial expertise to review applications based on a rubric, with final recommendations vetted by a 3-person committee.
- The Pottawatomie County Commissioners had already committed $100,000. Shawnee Forward requested 💰 $50,000 from the City of Shawnee.
- After discussion regarding the anonymity of the task force and the allocation of funds across the county, the Commission ✅ Approved 7-0 a motion to contribute $50,000 with no restrictions to the fund as proposed.
- Financial Assistance for Shawnee Civic and Cultural Development Authority (IFYR Rodeo): The Commission considered providing financial assistance for the 28th annual International Finals Youth Rodeo (IFYR), scheduled for 📅 July 11-16, 2021.
- Randy Gilbert, Chair of the SCCDA, explained that COVID-19 impacted sponsorships, creating a need for support. He noted the rodeo's significant economic impact ($5.8 million in 2015).
- The City Manager confirmed that 💰 $50,000 in funding is available in the 2021 budget for this purpose.
- The Commission ✅ Approved 7-0 the $50,000 grant to assist with the 2021 rodeo.
- Professional Service Contract for Building Cleaning Services: The Commission discussed hiring a professional janitorial service for four main city buildings (library, senior center, planning/engineering, city hall).
- This aims to provide consistent, after-hours cleaning and enhanced disinfecting due to COVID-19, while being more cost-effective than hiring additional city staff.
- The lowest bid received was 💰 $72,458 annually. Existing city staff will be reallocated to emergency maintenance and cleaning less-trafficked buildings.
- The Commission ✅ Approved 7-0 the staff recommendation to enter into the contract.
- Rezoning Property (South Central Industries): A public hearing was held for an ordinance to rezone 1.79 acres at the southeast corner of N Kickapoo Ave and W 10th St.
- The property, currently zoned C3 Highway Commercial and R3 Multi-Family Residential, was requested to be rezoned to C4 Central Business District for a warehouse, making it contiguous with South Central Industries' existing C4 campus. This expansion is expected to create more jobs.
- The Planning Commission and staff recommended approval.
- The Commission ✅ Approved 7-0 the ordinance to rezone the property.
- Rezoning Property (Career Family Partnership): A public hearing was held for an ordinance to rezone 80 acres on the north side of Wolverine Rd, west of N Harrison Ave.
- The property, currently zoned A1 Rural Agricultural, was requested to be rezoned to I3 Heavy Industrial District for future industrial development. This area is designated for industrial expansion in the comprehensive plan.
- The Planning Commission and staff recommended approval.
- The Commission ✅ Approved 7-0 the ordinance to rezone the property.
- Amendment to 2040 Comprehensive Plan & Rezoning Property (David Ray): The Commission addressed a request to amend the 2040 Comprehensive Plan and rezone 13.49 acres on E 39th St.
- The property's future land use map designation was High Density Residential (R3), but the applicant requested a change to R1 Single Family Residential. Surrounding property owners supported R1 over high-density development.
- To maintain the city's multi-family housing designations, the Planning Director was tasked with identifying 13-15 acres elsewhere in the city to be designated R3. This internal reallocation would not encumber the developer's project.
- The Commission ✅ Approved 7-0 two separate motions:
- To amend the 2040 Comprehensive Plan to change this tract from R3 to R1, and to direct the planning director to bring a recommendation to reallocate 13-15 acres to R3 elsewhere in city limits, with this action placing no duty or responsibility upon the developer.
- To approve the ordinance to rezone the property from A1 Rural Agricultural to R1 Single Family Residential.
- Statements of Qualifications for Professional Services (Sidewalk Projects): The Commission considered moving forward with professional services for sidewalk projects funded by a 2017 Adventist Foundation grant, which expires in June 2022.
- Staff identified three high-priority projects: Independence St (Kickapoo to Harrison), Highland (Harrison to Bryan), and Kickapoo (I-40 to MacArthur).
- The City Engineer requested permission to negotiate contracts with three separate engineering firms (CEC, Crafton Tull, Olsson) to expedite the design and construction process.
- The Commission ✅ Approved 7-0 the request to begin negotiations for these projects.
- Shawnee Airport Authority Meeting: The City Commission recessed to convene the Shawnee Airport Authority. The Authority ✅ Approved 7-0 its consent agenda and then adjourned.
- Shawnee Municipal Authority Meeting: The City Commission then convened as the Shawnee Municipal Authority.
- The Authority ✅ Approved 7-0 its consent agenda.
- A budget amendment for SMA Fund 501 to adjust for a paperless work order and WMS system, as well as payroll and contracted services, was ✅ Approved 7-0.
- A resolution for a 💰 $12 million Clean Water SRF Loan from the Oklahoma Water Resources Board for the wastewater treatment plant was discussed. This additional financing will fund updated plans to increase efficiency, prepare for future growth, and save an estimated $1.2 million annually by consolidating two plants into one, with a 1.65% interest rate. The plant is expected to last 40 years. The Authority ✅ Approved 7-0 the resolution.
- The Authority then adjourned.
- City Commission Reconvened: The City Commission reconvened and ✅ Approved 7-0 a resolution to ratify the action taken by the Shawnee Municipal Authority regarding the $12 million Clean Water SRF Loan.
Financial Matters
- CARES Act Funds: The City has approximately $2.4 million in unspent CARES Act funds. $50,000 was allocated to the Shawnee Forward Small Business Relief Program.
- IFYR Grant: $50,000 was approved from the city's budget to support the 2021 International Finals Youth Rodeo.
- Building Cleaning Services: A professional service contract for $72,458 annually was approved for cleaning four main city buildings, funded from the General Fund.
- Budget Amendments (City): Mid-year budget adjustments were approved, including new equipment for police station dispatch (E911 fund), garage capital needs, building maintenance (Capital Improvement Fund), and moving funds for CDBG home rehab.
- Budget Amendment (SMA): A mid-year budget update for the Shawnee Municipal Authority Fund 501 was approved to cover a paperless work order system, a WMS system for DEQ reporting, and changes in payroll and contracted services.
- Clean Water SRF Loan: The Shawnee Municipal Authority approved a $12 million loan from the Oklahoma Water Resources Board at a 1.65% interest rate for the wastewater treatment plant upgrade. This investment is projected to save up to $1.2 million annually in operational costs and prepare the city for future growth for at least 40 years.