December 9, 2016 City Commission Meeting

Announcements

• 📅 No City Commission Meeting on January 2nd, 2017: The first regular meeting of the new year has been canceled due to the New Year holiday.
• 📅 Special Retreat Session Planned: A special retreat session for the City Commission is being planned for early January 2017. The date will be finalized and publicly announced soon.
• 📅 Community Survey Update: The Community Survey has been mailed out, and many responses have already been received. A further update, including participation figures and how other individuals can participate, will be provided at the 📅 December 19th, 2016 meeting.
• 📅 Downtown Streetscape Progress: The 200 block of Main Street (from Union to Philadelphia) is expected to open in about a week (around 📅 December 12-16, 2016). The final block of the downtown streetscape project is anticipated to open in early 📅 January 2017.
• 📅 Bid for Trash Auto Pump Deferred: Consideration of bids for a trailer-mounted 6-inch trash auto pump has been deferred to the 📅 December 19th, 2016 meeting.

Key Decisions & Votes

Financial Matters

• Issuance of Sales Tax Revenue Note Series 2016: The Shawnee Municipal Authority was authorized to issue a $3,565,000 Sales Tax Revenue Note Series 2016. This note is intended to fund major improvements related to fire department needs, including a new ladder truck and an engine, which have been discussed for the past two years. The decision was driven by the opportunity to take advantage of "bank-qualified" status, rising interest rates, and end-of-year bank incentives. The new debt will actually result in a reduction of approximately $250,000 in overall annual debt service compared to previous obligations that recently fell off. The note is secured by a 0.875% sales tax. BB&T was selected as the lender based on the financial advisor's recommendation.
  • Outcome: ✅ Approved (6-0). A companion resolution from the City of Shawnee approving this indebtedness was also ✅ Approved (6-0).

City Administration & Infrastructure

• Project Maintenance Agreement for Wayfinding Signs: A resolution was approved for a project maintenance agreement with the Oklahoma Department of Transportation (ODOT) for the installation of wayfinding signs. This agreement allows the city to proceed with the final bid packet for the project, with bids expected to open in January or February 2017 and the project to be completed by Q2 2017. The project has a budget of $150,000 from the city, supplemented by $75,000 from Visit Shawnee Inc., totaling $225,000. It was noted that signage must comply with state and federal regulations, which prohibit advertising for private businesses (like the Shawnee Mall) but allow for non-profit or institutional destinations (like the airport, Gordon Cooper, OBU).
  • Outcome: ✅ Approved (5-1).
• Ordinance Amending City Manager's Role for Airport Authority: An ordinance was approved to repeal and amend Section 2-109 of the City of Shawnee Municipal Code. This change clarifies the City Manager's role as the General Manager of the Shawnee Airport Authority, rather than "Airport Manager," aligning the city code with the Airport Authority's trust indenture and practices of other state airports. This change does not affect personnel or finances.
  • Outcome: ✅ Ordinance Approved (6-0). The associated Emergency Clause was also Approved (5-1).
• Ordinance Adopting State Motor Vehicle Statutes: An ordinance was approved to amend portions of Chapter 19 (Motor Vehicles and Traffic) of the Shawnee Municipal Code. This amendment adopts and incorporates Oklahoma Statute Title 47 (Motor Vehicles) into the city's code to ensure consistency with state law.
  • Outcome: ✅ Ordinance Approved (6-0). The associated Emergency Clause was also Approved (6-0).
• Proposed Changes to City Ward Boundaries: A presentation was given on proposed changes to the city's ward boundaries. State statute requires wards to be "substantially equal" in population, and the current variance is 17.1% (Ward 3 lowest, Ward 6 highest). The proposed changes, based on 2010 census data, would reduce the population variance between wards to less than 1% (a difference of 267 individuals between the highest and lowest wards). The changes involve six specific areas, aiming for logical boundaries along streets. The City Commission authorized staff to provide the required 30-day public notice for these changes and to prepare an ordinance for final consideration at the 📅 January 17th, 2017 City Commission meeting.
  • Outcome: ✅ Authorization to provide legal notice and prepare ordinance Approved (6-0).

Personnel & Recognition

• Resolution of Appreciation for Ann Masters: A resolution was approved to express appreciation to Ann Masters for her dedicated service to the Pioneer Library System. Ms. Masters is retiring after 47 years in library service, including over 15 years with the Pioneer Library System. She was recognized for her leadership in the 2009 library redesign, revision of the customer code of conduct, and the creation of the Pioneer Library System Foundation. Ms. Masters also provided an update on the library's strategic plan, including a new brand promise ("Pioneering Tomorrow's Library"), a goal of 50% of households having active library cards, new children/teen library cards with no fines, a new mobile app, expanded digital collections, and STEM/STEAM programming through the "Maker Mobile."
  • Outcome: ✅ Approved.
• Resignation of Ward 6 Commissioner Michael Dox: Commissioner Michael Dox submitted his resignation from the City Commission, effective immediately. He cited a career change, military service, and potential military deployment as reasons preventing him from fully participating and representing Ward 6 citizens. He expressed hope for continued resolution of issues between the city and the Citizen Potawatomi Nation (CPN).
  • Outcome: ✅ A motion to open the Ward 6 Commissioner position for applications and nominations for approximately 30 days was Approved (5-1). The appointed replacement will serve until a special election, likely in mid-2017.

Public Comments

• Downtown Revitalization: Holly Gordon spoke, encouraging citizens to visit downtown Main Street. She praised the ongoing improvements, noting increased foot traffic and the opening of new businesses like Savvy Bites and Brighton (a gourmet kitchen store). She emphasized downtown Shawnee as a unique place for families to visit and shop.

Agenda Summary Table