April 7, 2016 City Commission Meeting

Announcements

• 📅 April 2016 was proclaimed Fair Housing Month, encouraging all citizens to affirm and follow fair housing concepts and practices. The City Clerk is designated as the Fair Housing Activities Coordinator.
• 📅 April 10-16, 2016 was proclaimed National Public Safety Telecommunications Week, recognizing the vital role of public safety telecommunicators in emergency response and community safety.

Key Decisions & Votes

• Consent Agenda Approval (City Commission): The consent agenda, typically including routine administrative items, was ✅ Approved.
• Fire Station #2 Design and Renovation Agreement: The City Council ✅ Approved authorizing staff to enter into an agreement with Fritz Bailey Architects of Tulsa, Oklahoma, for design, engineering, and biddable construction documents for the repair and renovation of Fire Station #2. This approval included a stipulation that the City Commission must sign off on all plans and specifications before they are produced for bidding. The total amount for these services is $94,000.
• Expo Center Stadium Lighting Replacement: The Council ✅ Declared an emergency and ✅ Awarded the bid to Shawnee Lighting Systems for $102,351.43 to replace all four stadium lighting fixtures in the grandstands at the Shawnee Heart of Oklahoma Expo. Insurance will cover $45,000 of the cost. The new lights will be 80 feet tall, improving stability and reducing cost.
• Oklahoma Municipal Retirement Fund Payment: A lump sum payment from the Defined Benefit Plan for Charles H. was ✅ Approved.
• North Radio Tower Antennas Procurement and Installation: The Council ✅ Awarded the bid to Midwest Underground Technologies for $67,881.15 for the procurement and installation of antennas, feed line, and hardware for the North radio tower site. This project is funded from the 911 fund.
• Consent Agenda Approval (Shawnee Airport Authority): The consent agenda for the Airport Authority was ✅ Approved.
• Consent Agenda Approval (Shawnee Municipal Authority): The consent agenda for the Municipal Authority was ✅ Approved.
• Executive Session for Real Property Discussion: The Council ✅ Approved to go into executive session to discuss the purchase or appraisal of real property. No action was taken upon returning to open session.
• Executive Session for 911 Wireless Telephone Fees Litigation: The Council ✅ Approved to go into executive session to discuss potential claims litigation regarding emergency 911 Wireless telephone fees. No action was taken upon returning to open session.

Financial Matters 💰

• Fire Station #2 Design Budget Amendment: A budget amendment of $94,000 was ✅ Approved to cover the design and engineering costs for Fire Station #2. This amount will be a temporary loan from the general fund to the capital account, to be repaid once permanent financing for the overall project is secured.
• Expo Center Stadium Lighting Budget Amendment: A budget amendment of $79,000 was ✅ Approved to cover the city's portion of the cost for replacing the stadium lighting fixtures at the Expo Center, after accounting for the $45,000 insurance payout.

Public Comments

• No citizens came forward to participate during the Citizens Participation agenda item.

Administrative Reports

• Tornado Preparedness Presentation: Don Lynch, Emergency Management Director, provided a detailed presentation on tornado preparedness. Key takeaways included:
  • Understanding the difference between a tornado watch (potential for tornadoes) and a tornado warning (tornado imminent or occurring).
  • Having two reliable ways to receive warnings, such as a NOAA weather radio and personal devices (e.g., cell phone alerts via Blackboard Connect, which can send calls, texts, Twitter, and Facebook messages).
  • Outdoor warning sirens (20 in Shawnee) are for outdoor warning purposes only, tested weekly on Wednesdays at noon (weather permitting), and do not sound an "all clear."
  • Best shelter options are underground (storm cellar) or an above-ground safe room. If not available, seek shelter on the lowest floor in the center portion of a sturdy building, away from outside walls, and cover your head.
  • Do not seek shelter under highway overpasses or attempt to drive during a tornado warning due to gridlock and increased danger.
  • Prepare a 72-hour disaster supplies kit, including food and water (1 gallon per person per day), and have a plan for pets.
  • After a tornado, stay away from downed power lines and secondary hazards, and wear protective clothing to avoid injuries.
  • A future budget request will include updating the SCADA system for sirens to allow for instantaneous, automated activation upon a National Weather Service warning.
  • "Turn Around, Don't Drown" was emphasized for flash flooding situations.
• City Manager's Report: The City Manager provided an update on the Wayfinding Project. Consultants from Arnett Muro were in town for productive meetings with stakeholders. The plan, which will include major signage improvements with a special emphasis on downtown, education/cultural sites, and the Expo Center, is expected to be finalized and implemented by mid-summer (around 📅 July 1st). The city is also internally implementing its new brand on letterhead, business cards, and vehicle decals over the next 60 days.

Agenda Summary Table