November 17, 2020 City Commission Meeting

City Council Meeting Summary – November 16, 2020

1. Announcements 📅

• Shawnee Animal Welfare Event: On 📅 Saturday, November 21, 2020, from 8 AM to 12 PM, Shawnee Animal Welfare will host a "Happily Ever After Party" celebrating the wedding of Dylan and Brooke Culvert. All adoption fees for animals will be covered by the Culvert, Ellis, and Mabry families.
• Animal Shelter Donations: The animal shelter is currently accepting donations of toys and treats for shelter dogs for Christmas.
• Ice Storm Debris Pickup: City crews began picking up limb debris on 📅 November 16, 2020. Residents can place limbs (max 10-inch diameter, 10-foot length) curbside for pickup or haul them to a staging site behind the Expo Center grandstands. The staging site is open Monday-Friday (8 AM - 5 PM) and Saturday (8 AM - 2 PM). A water bill or address verification is required for drop-off. For issues, contact the City Manager's office at 878-1601.

2. Public Comments

• Face Coverings Ordinance:
  • For: Dr. Mitch Wolfe, a family physician, spoke in favor, highlighting the ongoing public health crisis, the effectiveness of masks in preventing spread and protecting wearers, and the strain on local hospitals. He urged reliance on scientific sources like the CDC and NIH.
  • Against: Rob Morris and Billy Corley spoke against the mandate, arguing it should be a business's choice. Concerns were raised about the ordinance's repeal conditions, suggesting it might be indefinite, and advocating for more frequent reviews (e.g., every 2-3 months).
• Consent Agenda Items: Rob Morris inquired about item 2c (water line improvements) and 2e (Shawnee Stock event funding/contract limitations).
• Emergency Manager Position: Rob Morris asked about minimum qualifications, why the application wasn't in the agenda packet, and the applicant's salary and ham radio certification.
• Animal Spay/Neuter Program: Beverly Mabry, representing a new animal rescue, spoke in favor of increasing the spay/neuter program funding to address the severe overpopulation problem in the city.

3. Key Decisions & Votes

## Consent Agenda

• The majority of consent agenda items were approved ✅ (7-0 vote).
• Item 2c: Execution of Maintenance Bond for Public Water Line Improvements on Hardesty Road
  • Discussion: Citizen Pottawatomie Nation fully funded these improvements related to a bridge project. Staff confirmed the work met specifications.
  • Outcome: Approved ✅ (7-0 vote).
• Item 2g: Acknowledging the Resignation of Tom Terry from the Parks and Recreation Board
  • Discussion: Mayor expressed deep gratitude for Tom Terry's 25 years of tireless service to Shawnee's parks and flower beds, noting his recent 90th birthday and suggesting the park named after him become "Tom Terry Park."
  • Outcome: Approved ✅ (7-0 vote).

## City Manager's Hiring of Key Personnel

• Hiring of Michael Ayers as Chief Information Officer (CIO)
  • Discussion: Mr. Ayers has 15 years with the city and prior state IT experience. He demonstrated exemplary performance, taking on significant responsibilities after the previous director's retirement.
  • Outcome: Approved ✅ (7-0 vote).
• Hiring of Anthony Whitman as Fire Department Chief
  • Discussion: Chief Whitman has over 20 years with the department, holds a master's degree, teaches fire service/emergency management courses, and is a 25+ year paramedic. The selection process involved a panel of fire chiefs from other communities.
  • Outcome: Approved ✅ (7-0 vote).
• Hiring of Rachelle Erickson as Emergency Manager
  • Discussion: Ms. Erickson has 5 years with the city as a dispatcher and 8.5 years of logistics and wartime operations experience with the Department of Defense. She was the 2018 Civilian Employee of the Year and holds leadership roles in emergency number associations.
  • Outcome: Approved ✅ (7-0 vote).

## Proclamation Declaring Emergency for October 2020 Ice Storm

• Discussion: This proclamation, previously signed by the Mayor, activates the city's emergency operation plan, making the city eligible for 75% FEMA reimbursement for cleanup efforts. City staff detailed the debris pickup process, including size limitations and drop-off locations.
• Outcome: Ratified ✅ (7-0 vote).

## COVID-19 Face Covering Safety Code Ordinance

• Discussion: The ordinance extends the face covering requirement. Key modifications include:
  • Expiration Date: Set for 📅 June 30, 2021.
  • Conditional Repealer: The ordinance will automatically repeal if the Oklahoma State Department of Health no longer advocates for wearing COVID-19 face coverings AND the state of emergency declared by the governor is no longer in effect. (The motion included an amendment to specifically state "COVID-19" in the repealer clause).
  • Signage: Businesses are required to post signage at public points of entry. A template will be available on the city's website.
  • Enforcement: City staff reiterated that the approach remains education-focused, with no citations issued to date. Exceptions are broad, and businesses can set stricter rules than the city ordinance. Council members discussed the length of the extension, acknowledging public "sticker shock" but emphasizing the ability to rescind the ordinance at any time if conditions improve.
• Outcome: Approved ✅ (7-0 vote) with the amendment to specify "COVID-19" in the repealer clause. An emergency clause was also approved ✅ (7-0 vote).

## Contract with GH2 for Santa Fe Depot Historic Roof Project

• Discussion: The contract is for architectural and engineering services for the design and repair of the Santa Fe Depot's historic roof. It includes a $12,000 assessment and report, plus 5% of construction costs for design, bidding, and administration. The project is expected to take 6-8 months due to the specialized nature of historic roof tiles. Funding will come from the half-cent sales tax for facility repair.
• Outcome: Approved ✅ (7-0 vote).

## Rezoning Property at 1027 North Harrison Avenue (C1 to C3)

• Discussion: This rezoning from Neighborhood Commercial to Highway Commercial is for an automotive dealership. The property has historically been used for similar purposes. Staff recommended approval, noting it aligns with the comprehensive plan for mixed-use development along a major arterial road. No public comments were received in favor or against.
• Outcome: Approved ✅ (7-0 vote).

## Rezoning Property at 32105 Homer Lane (A1 to RE)

• Discussion: The applicant withdrew ❌ this application. The property currently has a mobile home, which is not permitted in the proposed RE (Rural Residential Estates) district.
• Outcome: Withdrawn ❌. No action required by the Council.

4. Financial Matters 💰

## Budget Amendments (Increased Sales Tax)

• Discussion: These amendments are the first set based on increased sales tax growth (4% increase over last year's cut). Funds will be allocated for:
  • Increased demolition efforts.
  • A scanning solution for city records.
  • Software upgrades.
  • Purchase of a street sweeper.
  • Personnel (2 employees for Parks Department) to help with deferred maintenance at the Expo Center and other city parks.
  • Increased funding for the spay/neuter program.
  • Cleanup for tourism and to reflect received donations.
• Outcome: Approved ✅ (7-0 vote).

## Sales Tax and Budget Report

• Discussion:
  • Budget: The city is 28.45% of the projected budget for the month and 7.29% above actuals from November last year. Year-to-date, the city is 22.93% above budget and 6.04% above year-to-date actuals.
  • Sales Tax: Sales tax was down 18% for the month according to budget, and year-to-date down 0.2% (approx. $2,000). However, with the overall increase in sales tax, the city is still doing well, about $540,000 over net compared to the prior year.
  • Use Tax: Use tax is struggling slightly, with trends showing people leaving their homes more but not traveling far, leading to increased local spending (e.g., at hardware stores).
  • Ice Storm Impact: The ice storm was an unexpected event, but the city's strong sales tax position and anticipated FEMA reimbursement mean it's "nothing overly concerning at this point."
• Outcome: Acknowledged.

## Airport Authority Budget Amendment

• Discussion: This amendment updates the airport budget due to lower-than-expected fuel sales caused by COVID-19. It includes an additional transfer from the general fund to keep the fund in the black and provides more money for building repairs, largely covered by the sale of surplus property.
• Outcome: Approved ✅ (7-0 vote).

Agenda Summary Table