June 16, 2016 City Commission Meeting

Announcements

• Mosquito Spraying Program: The city's mosquito spraying program began 📅 June 6th. Spraying will occur four nights a week, starting between 7:30 PM and 8:00 PM, provided there is no rain and winds are below 10 mph. The city will be split into two halves (east and west of Broadway), with north-south streets sprayed one night and east-west streets on another, allowing for two full city sprays per week. Citizens can report standing water by calling 878-1529 for larvicide treatment. Residents are encouraged to help by keeping grass cut, emptying pet dishes and birdbaths daily, cleaning gutters, and checking yards for standing water in items like old tires or plastic toys.
• Vitus Health Week: The second annual Vitus Health Week, held from 📅 May 21st to 28th, was a great success, featuring events like the Shawnee Splash grand opening, a glow run, and crazy kids day.
• Fourth of July Glory Days Event: This year's Fourth of July celebration is combined with Trail Days, with the fireworks display scheduled for 📅 Saturday, June 18th. Fireworks will be released from Milstead Park and will be viewable downtown.
• Union Street Sidewalk Project: Good progress is expected, with completion anticipated before school starts in August.
• Downtown Streetscape Project: The project is expected to wrap up in late June. One completed block (Main Street between Bell Street and Broadway) will open to vehicle traffic starting 📅 June 7th. Lighting installation is planned for the coming weeks.
• City Documentation: Commissioners highlighted the city's excellent job in documenting meeting minutes, videos, and making full commissioner packets accessible to the public online.
• Community Concerns: Commissioners raised concerns about the lack of local recycling options for certain items (e.g., fluorescent bulbs, carpet) and the low pay for teachers in Oklahoma, encouraging community support for educators. They also encouraged citizens to support local charities due to the current national and state budget climate.

Key Decisions & Votes

Consent Agenda Items

Several items were pulled from the consent agenda for individual discussion and vote:

• Library Board Appointment (Item 1.E): A motion to delay approval of an applicant whose application had not been updated since 2013 failed due to a lack of a second. The appointment was subsequently approved ✅.
• Board of Adjustment Appointment (Item 1.F): A motion to require an updated application for an appointee whose application was from 2013 failed due to a lack of a second. The appointment was subsequently approved ✅.
• Credit Card Limit Increase & Purchasing Card Program (Item 1.G): The city discussed transitioning to a new purchasing card program with more controls, allowing for flexible limits for travel and emergencies, with no interest paid as balances are paid in full monthly. The program was approved ✅.
• Community Service Contract Review Committee Recommendations (Item 1.M): Discussions included the submission of financial statements and minutes by contracted organizations like the Historical Shawnee Alliance and Senior Citizens of Shawnee Inc. (SCSI), and reporting from COTS. The recommendations were approved ✅.
• Hope House Contract (Item 1.N): Questions were raised regarding the number of juveniles sent to Hope House annually and tracking their post-placement outcomes. The contract was approved ✅.
• Twin Lakes Trap Club Agreement & Right-of-Way Cleanup Contract (Item 1.O): Discussions covered capital improvement approval thresholds for the Trap Club and the process for determining right-of-way cleanup locations. The agreements were approved ✅.

City Council Meeting

• Approval of the Budget for Fiscal Year 2016-17 (Item 3): Following a public hearing with no citizen comments, the budget was approved ✅.
• Resolution Adopting the Budget for City of Shawnee (Item 4): This resolution formally adopting the previously approved budget was approved ✅.
• Resolution Approving Renewal of Lease Agreement with Motorola Credit Corporation (Item 5): The renewal of the 7-year lease agreement for the radio system upgrade, requiring annual payments, was approved ✅.
• Resolution Declaring 1989 Ford School Bus Surplus (Item 6): A donated school bus, used for Fire Department training exercises, was declared surplus to allow for its eventual salvage after training. This was approved ✅.
• Ordinance to Rezone Property on Lenita Street and Benedict Street (Case #PZ-04-16) (Item 7): The rezoning from C3 Highway Commercial to R3 Multi-Family Residential for a proposed five-unit single-story multi-family structure was recommended by the Planning Commission and approved ✅.
• Preliminary Plan for Good Addition (Item 8): A preliminary plat for a retail establishment (furniture store with warehouse) on Union Street north of Shawnee Mall Drive was approved ✅, subject to four conditions.
• Final Plan for Good Addition (Item 9): The final plat for the same retail establishment was also approved ✅.
• Resolution Approving Indebtedness by Shawnee Municipal Authority (Item 10): This resolution for the Shawnee Municipal Authority (SMA) to issue its Utility System Revenue Note Series 2016 was approved ✅, noted to save taxpayers approximately $200,000.
• Consider Bids (Item 11):
  • Sidewalk ADA Handicap Ramps Project: The bid from Parathon Construction for $311,550 was approved ✅.
  • Rehab Concrete Streets Project: The bid from Parathon Construction for $337,750 was approved ✅.
  • Rehab Asphalt Streets Project: Bids were received from Rudy Construction ($708,030) and Haskell Lemon Construction ($588,144). The item was postponed for review until the next meeting.
  • Sale of Lot 5 & Lot 6, Yagna Addition: One bid of $305,000 (above the $300,000 minimum) was received from Dere Markel. The item was deferred for staff review and discussion with the bidder.
• Executive Session (Item 16): The Council voted to go into executive session to discuss claims and litigation regarding emergency 911 wireless telephone fees.

Shawnee Airport Authority Meeting

• Consent Agenda (Item 1): The consent agenda was approved ✅.
• Resolution Adopting the Budget for Shawnee Airport Authority (Item 2): The budget for FY 2016-17 was approved ✅.

Shawnee Municipal Authority Meeting

• Consent Agenda (Item 1): The consent agenda was approved ✅, following discussion on GPS usage for utility mapping and the transfer station.
• Resolution Adopting the Budget for Shawnee Municipal Authority (Item 2): The budget for FY 2016-17 was approved ✅.
• Resolution Authorizing SMA to Issue Utility System Revenue Notes Series 2016 (Item 3): This resolution, mirroring City Council Item 10, authorizing the issuance of $5,410,000 in notes to save approximately $200,000, was approved ✅.

Financial Matters

• Fiscal Year 2016-17 Budget:
  • General Fund: $21.9 million
  • Capital Fund: $2.5 million
  • Street and Primitive Fund: $8.2 million
  • All Funds Combined: Just over $70 million
  • Revenue Projections: City sales tax is projected to increase by 3%. Court fines are substantially higher due to fee structure changes and reorganization.
  • Expenditures: Approximately 81% of the General Fund is allocated to personnel services and salaries.
  • Shawnee Municipal Authority (SMA): Projecting $14 million in water and sewer sales revenue. The budget includes an additional $1 million for water line improvements and $1 million for sewer line repairs, along with engineering fees for major capital improvements outlined in the municipal master plan.
  • Shawnee Airport Authority: Projecting $544,000 in revenue and expenditures. Focus for the next couple of years is on the T-Hangar project.
  • Capital Improvement Fund: Budgeted at $2.49 million, including $1.2 million for debt service. Some debt will be paid off by December 2016, freeing up funds for projects like Fire Station #2 rehab and apparatus needs.
• Motorola Lease Agreement: Renewal of a 7-year lease purchase agreement for the city's radio system upgrade, requiring annual payments.
• Utility System Revenue Note Series 2016: The issuance of this note by the Shawnee Municipal Authority is expected to save taxpayers approximately $200,000.
• Bids Approved:
  • Sidewalk ADA Handicap Ramps Project: $311,550 to Parathon Construction.
  • Rehab Concrete Streets Project: $337,750 to Parathon Construction.
• Bids Postponed/Deferred:
  • Rehab Asphalt Streets Project: Bids of $708,030 (Rudy Construction) and $588,144 (Haskell Lemon Construction) were received and postponed for further review.
  • Sale of Lot 5 & Lot 6, Yagna Addition: A bid of $305,000 was received and deferred for staff review.

Public Comments

• Citizens Participation (City Council Item 2): No citizens came forward to speak.
• Public Hearing for Budget (City Council Item 3): No citizens came forward to speak for or against the budget.
• Public Hearing for Rezoning (City Council Item 7): No testimony was presented in opposition to the rezoning request.

Agenda Summary Table