December 17, 2014 City Commission Meeting

Key Decisions & Votes

• Agenda Approval: The agenda for the City Commission meeting was ✅ Approved.
• Consent Agenda Approval: The consent agenda was ✅ Approved, with two items (E and F) pulled for separate discussion.
  • Item E: Fire Pumper Truck Replacement: Discussion centered on the replacement of a 1989 pumper truck. The new truck is an outright purchase, not a lease, funded by three years of savings, and is expected to be delivered in about a year. The old truck will be surplused or traded in. This item was ✅ Approved as part of the pulled consent items.
  • Item F: City Manager Search Committee: A commissioner requested to be added to the search committee, citing experience in public administration. The Mayor and Vice Mayor stated they would remain on the committee due to their roles and experience, but committed to keeping all commissioners informed. This item was ✅ Approved as part of the pulled consent items.
• Timothy Thomas Demolition Appeal (645 N Broadway): Due to difficulty contacting Mr. Thomas, the appeal of an administrative order requiring demolition of a residential structure was ❌ Deferred to the 📅 January 5th agenda.
• Resolution of Support for BP Union Affordable Housing Partners LB: A resolution indicating favorable consideration for state and federal tax credits was discussed. The project involves converting the former ACH hospital into 6 housing units and constructing 24 single-family detached units in the 3500 block of North Union. These units would be affordable housing with income limits. Staff recommended approval, noting that market studies are conducted by the state, and it's unlikely multiple tax credit applications would be awarded to one municipality in a single cycle. The resolution was ✅ Approved.
• New Ordinance on Citizen Participation: A proposed ordinance to formalize and guarantee citizen participation in City Commission meetings was discussed. Changes included moving commissioner comments after citizen participation, allowing commissioners to respond between speakers, and prohibiting discussion on candidates for public office, issues pending on a ballot, or matters in litigation. Concerns were raised about restricting discussion on ballot propositions and the difference between an ordinance (guaranteeing rights) and a policy (which can be changed by future commissions). The item was ❌ Deferred to the 📅 January 24th planning session for further discussion and wordsmithing.
• Bids for Snow and Ice Removal Assistance: Two proposals were received for snow and ice removal equipment and operators (Haskell Lemon Construction and Silver Star Construction). Silver Star's bid included a caveat that their equipment would only be available if not already committed to other contracts (e.g., ODOT, Oklahoma City). Staff recommended deferring action to allow for review of the packets and a recommendation. The item was ❌ Deferred to the next meeting.
• Airport Authority Consent Agenda: The consent agenda for the Shawnee Airport Authority was ✅ Approved. This included a five-year renewal of a lease agreement with Vive for office space at $28,637 per year.
• Revised Five-Year Airport Capital Improvement Plan: A revised plan (2015-2019) was presented, focusing on a phased approach to projects, particularly the construction of T-hangars by 2019. The plan outlines federal funding (NPE funds, additional AIP discretionary funds) and state funding (Oklahoma Aeronautics Commission's three-year plan) for infrastructure like ramps. Hangar development itself is not eligible for federal/state funding, requiring local investment. Discussion included potential use of city fund balance for the T-hangars, with revenue from the hangars repaying the investment. The plan was ✅ Approved, subject to further discussion on 2019 funding at the planning meeting.
• Municipal Authority Consent Agenda: The consent agenda for the Shawnee Municipal Authority was ✅ Approved.
• Executive Session for Interim City Manager Contract: The Commission entered executive session to finalize a contract with Justin Erickson for performance of duties as Interim City Manager. Upon returning, a motion to ✅ Approve the contract as negotiated by the City Attorney and Mr. Erickson was passed.
• Executive Session for Real Property: The Commission entered executive session for discussion regarding the purchase or appraisal of real property. Upon returning, a motion to ✅ Authorize spending up to $1500 to investigate an additional property for the city's use was passed.

Financial Matters 💰

• Fire Pumper Truck: The city has been saving for three years for the outright purchase of a new pumper truck, which will be paid upon delivery. The old 1989 truck will be traded in or surplused.
• Sales Tax Report: Sales tax revenue was reported up $126,000. After accounting for a $90,000 error from the previous December, the real increase is approximately $36,000. December collections totaled $1.441 million. Use tax saw a significant 25% increase, with $622,000 collected in the first five months of the fiscal year, compared to $730,000 for the entire year in 2009-2010. This increase is attributed to construction projects and internet sales.
• OMAG Sewer Camera Grant: The Oklahoma Municipal Assurance Group (OMAG) presented the City of Shawnee with a $3,000 grant for a sewer camera. Shawnee was recognized as the first city in the state to receive this grant, aimed at encouraging better sanitary and wastewater collection system maintenance to reduce claims from sewer backups.
• City Auction Proceeds: A recent city auction of surplused equipment and vehicles netted over $60,000 for the city.
• Airport Capital Improvement Plan Funding: The plan relies on federal (NPE funds, discretionary AIP) and state funding, typically with a 75/25 cost-share (state often covers half of the local 25%). For the non-federally funded T-hangar construction, discussion included potentially using the city's general fund balance, with revenues from the hangars repaying the investment.
• Real Property Investigation: Up to $1,500 was authorized to investigate an additional property for city use.

Public Comments

• No citizens came forward to speak during the designated "Citizens Participation" section of the meeting.

City Manager's Report

• City Branding: A scope of work for city branding from Ayres Marketing is expected within 30 days.
• GIS Department: The GIS Manager resigned, and the city plans to add one additional staff person to the department.
• Fleet Maintenance Collaboration: Discussions are underway with the City of McLoud to potentially maintain their fleet vehicles, offering a lesser expense than their current arrangements.
• Expo Center Competitiveness: The Expo board is exploring options with a professional company for facilities planning and expansion to remain competitive in the market.
• Animal Shelter Expansion: Plans are being developed for inexpensive ways to expand the animal shelter facility to hold animals longer, increasing adoption opportunities. Euthanasia is now by injection.
• Visit Shawnee Inc. (VSI): The new tourism arm is finalizing its contract and is expected to be fully operational in early 📅 January.
• Police Car Visibility: The strategy of placing empty police cars in various locations for increased visibility has received positive public feedback.
• Optimus Park: The Parks Department will follow up on concerns regarding equipment condition and potential donations for improvements at Optimus Park.
• Parks Master Plan: A public survey for input on the Parks Master Plan is expected to be released after the new year.
• City Manager Search: The Request for Proposals (RFP) for a headhunting agency for the City Manager position has been sent out, with responses due in 📅 January.

Agenda Summary Table