October 20, 2020 City Commission Meeting

Announcements

• Halloween Town Cancelled: The Expo Center announced the cancellation of this year's Halloween Town due to COVID-19 concerns, particularly for an indoor event with expected high attendance.
• Food Drive for Community Market: A food drive, originally planned to benefit the Community Market, will run until 📅 November 16th. Drop-off locations include the Expo Center and Demco. Sponsors include Demco, Superior Security, and Whataburger, with a free Whataburger coupon offered for non-perishable food donations at the Expo.
• James Harrod Day: Mayor Bolt proclaimed 📅 October 6th as James Harrod Day, honoring his 16 years of service as a City Commissioner and Vice Mayor, as well as his extensive community involvement.
• Salvation Army Spaghetti Day: The annual Salvation Army Spaghetti Day will be held this 📅 Thursday as a drive-thru event at First Baptist Church. Tickets are $10 for adults and $5 for children, available for purchase at the drive-thru.
• Manufacturing Month: 📅 October is nationally recognized as Manufacturing Month. Commissioner Daniel highlighted the importance of the manufacturing sector to Oklahoma's economy and recognized local employer George Fischer for its sustainable practices and innovation.
• Shop Local for Holidays: Commissioners urged citizens to prioritize shopping local during the upcoming holiday season to support Shawnee's small businesses, which are particularly vulnerable after the pandemic's economic impact.
• Election Day: Citizens were encouraged to vote in the upcoming election on 📅 November 3rd. Information was shared about early voting, mail-in ballots, and a ballot notarizing party 📅 tomorrow (Wednesday) from 4-7 PM at First United Bank (MacArthur and Harrison patio).
• Water Treatment Plant Expansion: A public hearing for the water treatment plant expansion was held on 📅 October 15th. Plans are being sent to DEQ this week, with an aggressive schedule aiming for bids in 📅 January, bid opening in 📅 February, and construction starting in 📅 April, with a projected completion in mid-2023.
• Budget Amendments: Finance Director Ashley will present budget amendments in 📅 November, proposing a conservative, graduated increase to the budget.
• Rezoning Application Deferral: The rezoning application for 6-20 West MacArthur Street is scheduled to be heard at the Planning Commission meeting on 📅 November 4th.

Public Comments

Citizens addressed several key concerns:

• City Hiring Practices: A citizen inquired about the city's plans for hiring a new Fire Chief (internal vs. external) and the status of hiring a new Emergency Manager.
• Agenda Item Order: Concern was raised regarding the sequencing of agenda items, specifically how a land purchase (2A) could be considered before a related rezoning application (8).
• OpenGov Transparency: Questions were posed about the OpenGov software, including its October 1st start date (implying prior purchase), how it would benefit citizens, and its accessibility on city platforms and social media.
• Abstention Votes: A clarification was provided on city code regarding abstention votes, stating they are not recorded as negative votes and are not counted in determining if an item passes or fails.
• Animal Welfare: A representative from Shawnee Animal Welfare announced the cancellation of Halloween Town and promoted a food drive for the Community Market.

Key Decisions & Votes

• OpenGov Software Purchase: The City Council approved the purchase of OpenGov software. This system will significantly enhance internal budgeting processes by automating manual tasks and will provide unprecedented financial transparency to citizens through an interactive, web-based platform. The platform will offer real-time financial data, customizable reports, and "stories" detailing capital improvement projects with maps and documents. The software is funded through the General Fund and is the same system used by the State of Oklahoma for its checkbook.
• Commissioner Appointment to Beautification Committee: Commissioner Travis Flood volunteered and was appointed to the Community Beautification Committee. The committee meets monthly and is involved in initiatives like Trash Off Day, gardening programs, and maintaining city aesthetics.
• Ordinance Amending Sale of Non-Real Estate Property: An ordinance was approved to amend the city code regarding the disposal of surplus non-real estate property. This update establishes clear thresholds: items under $1,000 will be managed under City Manager guidance, items between $1,000 and $5,000 will be acknowledged by the Commission, and items over $5,000 will require Commission approval. This aims to reduce administrative burden and streamline the disposal process for low-value items.
• Ordinance Amending Purchase of Supplies and Equipment: An ordinance was approved to raise the City Manager's approval limit for budgeted purchases of supplies, materials, and equipment from $25,000 to $50,000. This adjustment, the first since 2008, aligns the city's purchasing policy with the state's Public Competitive Bidding Act and accounts for inflation, improving efficiency for routine purchases.
• Rezoning Application Deferral: The public hearing and consideration of a rezoning application for 6-20 West MacArthur Street was deferred to a future meeting. This was due to the applicant's delay in submitting necessary information and site plans.
• Land Purchase Bid Approval: The City Council approved the bid from South Central Industries for $42,000 for the purchase of 0.32 acres of improved land at 229 North Kickapoo Street. This bid exceeded the minimum set amount of $41,000.
• Water Treatment Plant Expansion Resolution: The Municipal Authority approved a resolution adopting an environmental information document for the water treatment plant expansion. This is a critical step in the multi-year project to upgrade the city's water infrastructure.

Financial Matters 💰

• Monthly Sales Tax and Budget Report: Finance Director Ashley presented the monthly report:
  • Sales Tax: The city was 13.05% above budget for the month and 21.62% above budget year-to-date. While monthly sales tax was below the prior year, the overall year-to-date figure remains strong.
  • Use Tax: The city was 5.47% above budget for the month and 4.93% above budget year-to-date. Monthly and year-to-date use tax were both below the prior year.
  • Budget Health: The overall budget remains healthy, with no major unexpected expenses. The Finance Director plans to present budget amendments in November to reflect the positive sales tax trends conservatively.

Agenda Summary Table