March 22, 2016 City Commission Meeting

Announcements

• 📅 Redbud City Night on the Bricks: This community meal and gathering will take place downtown Shawnee on April 15. Tickets are required and will be distributed at various centers around town.
• 📅 Police Foundation Banquet: Scheduled for Friday, March 25. The County Sheriff's Office and CPN will cover city calls during this event.
• 📅 City Retreat: The city retreat, where long-term planning and input are discussed, is scheduled for Friday, March 25. Citizens are encouraged to attend and provide input.
• Next Meeting: An in-depth presentation on tornado preparedness, including civilian actions during emergencies, is requested for the upcoming meeting.

Key Decisions & Votes

• Consent Agenda Approval: The City Commission approved the consent agenda, which included routine administrative items. Items D and E were pulled for separate discussion.
• Sidewalk Project Funding (Item D): Discussion centered on a sidewalk project near the middle school, funded by the Vetus Foundation. The city agreed to handle engineering and construction management pro bono. If contractor costs exceed current estimates, city street funds may be used to cover the gap. Approved (as part of the consent agenda after discussion).
• Board/Commission Reappointment (Item E): The reappointment of Mr. Gilliam to a board was discussed due to his application being last updated in 2014. Despite concerns about the outdated application, the Commission ultimately approved his reappointment, acknowledging his faithful service.
• Oklahoma Municipal Fire Retirement Fund Payment: A motion to approve a lump sum payment from the defined benefit plan for Jeremy Brown was approved.
• Auditorium HVAC Project Bids: The Commission considered bids for the auditorium heating and air conditioning project. Only one bid was received from Hardesty Team for $633,028. Staff recommended rejecting this bid and re-bidding the project, suggesting the fence component be separated as an alternate to encourage more bids. The Commission rejected the bid and voted to rebid the project ❌.

Financial Matters

• Sales Tax Report (March 2016): The city acknowledged the sales tax report. Collections for March 2016 totaled $1,316,000, representing a 1.8% increase from the previous year for the month. For the fiscal year-to-date, sales tax is up 4% overall. Use tax also exceeded the budget. 💰

Public Comments

• Red Cedar Tree Concerns: Beverly Davis addressed the Commission, expressing significant concerns about red cedar trees. She highlighted severe allergies experienced by herself and other seniors, the trees' high water consumption (estimating 2 billion gallons per year from lake shoreline trees), and their fire hazard. Ms. Davis inquired about a 2013 city plan for cedar tree removal and suggested exploring options like the Oklahoma Eastern Red Cedar Registry Harvesters or the Natural Resource Conservation Service for private property removal.

Commissioners Comments

• Tornado Preparedness: Commissioners discussed the upcoming tornado season. The City Manager provided information on public shelters, including a small cellar in Boy Scout Park (50-75 people) and the North Rock Creek School junior high building dressing rooms (150-200 people) when school is not in session. He emphasized that the safest place during a tornado is the center portion of a substantially constructed home. Citizens were encouraged to sign up for the city's mass notification system (Blackboard Connect) via the city website. A commissioner requested a more in-depth presentation on emergency preparedness at the next meeting.
• Red Cedar Tree Response: In response to public comments, commissioners acknowledged the issues with red cedar trees. The City Manager confirmed the city has equipment and plans to remove cedar trees from public parks this spring, with more substantial efforts planned for the fall. It was noted that most cedar trees are on private property, and the city cannot use public funds for removal there. Suggestions were made to share information about private harvesters and the Natural Resource Conservation Service with landowners.
• Local Business Feedback: A commissioner reported a positive follow-up with the management of Jimmy's Egg regarding previous customer service concerns.
• Community Support: A fundraiser held by the Masonic Lodge of Shawnee and Absentee Shawnee Dental for "Baby Daisy," who received a heart transplant, was highlighted.
• Main Street Improvements: Progress on the downtown Main Street construction was noted, with significant work being done.

Agenda Summary Table