April 27, 2015 City Commission Meeting

Announcements

• Loyalty Day: Mayor West Maynard proclaimed 📅 May 1st, 2015, as Loyalty Day, recognizing American democracy, freedom, and the service and sacrifice of citizens.
• Better Hearing Month: 📅 May 2015 was proclaimed Better Hearing Month, highlighting the prevalence of hearing loss (affecting 1 in 5 families) and the efforts of audiologists.
• Commissioner Trip to Japan: Commissioner Doer announced he would be representing the city in Nikaho, Japan, in late 📅 July for the 25th anniversary of the sister cities program.
• City Manager Search Update: The search process has received approximately 70 applicants. A consultant will narrow candidates to 6-10, which will then be reviewed by a search committee. The City Commission will interview finalists (3-5 candidates) in executive session, with public forums also possible. The candidate binder and search committee recommendations are expected the week of 📅 May 18th.
• Union Negotiations: Collective bargaining agreements with unions are set to begin negotiations the week of 📅 April 27th.
• Water Park Concession RFP Extended: Due to no responses to the Request for Proposals (RFP) for operating the Shawnee Water Park concession stand, the deadline has been extended to the next meeting to allow for further discussions with potential non-profit or booster club operators.

Key Decisions & Votes

• Oklahoma Municipal Retirement Fund Payment: The payment of a lump sum from the defined benefit plan and refund of contributions from the defined contribution plan for Charles Huff was ✅ Approved.
• Ward One Commissioner Resignation: The resignation of Ward One Commissioner Gary Bogle was ✅ Accepted.
• Rescind Ward One Appointment Process: A motion to rescind the determination to fill the Ward One vacancy by commission appointment and instead set a process for an election was ❌ Defeated. The City Attorney clarified that the City Charter mandates appointment by the commission, and an election would only be triggered if appointment efforts are unsuccessful after 60 days.
• Visit Shawnee Incorporated (VSI) Contract: The contract with Visit Shawnee Incorporated, including an addendum on non-conflict of interest, was ✅ Approved. Commissioners noted the extensive work by both parties to reach a mutually agreeable contract.
• Insurance Policies Award: The recommendation from the insurance work group to award the 2015-16 insurance policies to Blue Cross Blue Shield (medical), Delta Dental (dental), and VSP Vision (vision) was ✅ Approved. The medical insurance renewal came in at an average 5.7% increase, lower than the projected 12-15%.
• City Paying Non-Union Employee Insurance Premiums: The City's payment of additional insurance increased premiums for non-union employees was ✅ Approved. This decision absorbs the 5.7% increase for non-union employees, amounting to an additional $23.48/month for employee-only coverage, up to $71.00/month for employee-family coverage. The total cost for non-union employees is $129,000.
• Airport Hay Cutting and Bailing Services: A bid of $100 for hay cutting and bailing services on 85 acres at the airport was ✅ Approved. This ensures the land is maintained, with the bidder responsible for insurance and other expenses.

Financial Matters 💰

• Proposed Budget for FY 2015-16 Presentation: A preliminary budget for the general fund operations was presented.
  • Revenue: Based on conservative increases, including an estimated $70,000 from House Bill 1865 and $400,000 from Hunt property sales tax (after rebates).
  • Grants: The city will now fund three police officers previously covered by a $477,000 COPS Grant, maintaining 59 sworn officers. Remaining Safer grants ($212,000) for six firefighters have helped reduce overtime.
  • SMA Contribution: The contribution to the Shawnee Municipal Authority (SMA) was increased to $1.2 million. SMA is also repaying a $250,000 loan to the city, with only $125,000 remaining after the next fiscal year.
  • GIS Position: A GIS position is being moved from SMA to the general fund, with SMA contributing $25,000 and a truck.
  • Expenses: A 2.5% step range is budgeted for employees, but no Cost of Living Adjustment (COLA) is recommended due to a low 0.441% 6-month rolling cost of living.
  • Health Insurance: An additional $129,000 is incorporated into the budget to cover increased health insurance premiums for non-union employees.
  • Employee Incentives: Longevity and education incentives for non-union employees are proposed to be doubled (an additional $50,000), aiming to bring them closer to union benefits.
  • Retirement: Police and fire retirement contributions are 13% and 14% respectively (state statutes). The defined benefit plan contribution is down to 16.7%.
  • New Positions: Two new maintenance positions are proposed for Parks (replacing the CEO program). Six new positions are proposed for SMA's sewer plants to ensure two employees per shift for safety.
  • Workman's Comp: Budgeted at $650,000, based on industry risk for more accurate cost accounting.
  • Fund Allocation: Police and Fire departments account for approximately 23% each of the general fund budget.
  • SMA Financials: Water sales are down $1.4 million due to lost large customers, but strong other revenues and cost controls mean SMA is building a healthy fund balance. There are $100 million in future capital needs, with plans to pay cash for a $3.2 million filter project and allocate $2 million annually for pipe bursting and line replacement.
  • Airport Budget: The airport has a small operational budget but is receiving a large FAA grant for beacon, weather observation, and apron lighting replacement.
• April Sales Tax Report: April sales tax revenue was up by $5,000, despite the state of Oklahoma experiencing an $8 million decrease. The city also received approximately $200,000 in use tax from a gas company.

Public Comments

• During Commissioner Comments, a citizen spoke out of order regarding a sign on 177, claiming it contributed to a delayed emergency response and a tragic death. She requested the sign be moved, citing it was improperly placed and caused injury. The Mayor and staff acknowledged the concern and stated they would investigate, noting it might be a state responsibility.

Agenda Summary Table