November 21, 2014 City Commission Meeting

Announcements

• 📅 City Commissioner Retreat: A retreat for City Commissioners is being planned for December 5th & 6th (or 6th & 7th), with an all-day session on Friday and potentially Saturday. This will be an opportunity for commissioners to bring ideas and set marching orders for the year.
• City Road Cleanup: The Street Department was commended for their excellent work in cleaning up city roads following recent snow.
• OBU Student Outreach: OBU students conducted approximately 2,200 phone calls to citizens, with about 500 yielding good data. The initiative, costing less than $1,000, revealed that many citizens were unaware of the city's heavy reliance on sales tax. Further information will be published.
• "Business Leader of the Year" Award: The City of Shawnee was recognized as "Business Leader of the Year" by the East Central Workforce Oklahoma for its effective use of a $1 million grant to employ individuals for storm cleanup following the May 2013 storms.
• Aquatics Director Position: Staff will bring a budget amendment and job description for a new Aquatics Director position at the next meeting. The goal is to have the director in place and programs running by the pool's opening in May.
• Potential Fleet Maintenance for McLoud: The city is exploring taking over fleet maintenance for the City of McLoud, which may involve a future budget amendment for revenues and expenses, and potentially a new employee.
• City Manager's Future: City Manager Brian McDougal announced he is a final candidate for the City of Port Arthur, Texas. Contract negotiations are underway, with an estimated departure date of December 1st if an agreement is reached. He emphasized that the decision is bittersweet.

Key Decisions & Votes

• Resolution of Support for Adidas Foundation and Community Renewal International Pilot Program: The City Council formally adopted Resolution 6482, lending its support to the Adidas Foundation's Community Renewal International pilot program. This initiative aims to bring partners together to restore hope, rebuild communities, and renew cooperation within Shawnee. Michelle from the Adidas Foundation expressed excitement for the program's potential positive impact on Shawnee over the next 5-10 years.
• Resolution of Support for Excel Development Corporation Housing Project: The Council approved a resolution supporting Excel Development Corporation's application for federal and state tax credits to construct a 26-unit single-family housing development. Jennifer McCabe, representing Excel Development, highlighted the need for decent, safe, and affordable housing for low-income residents in Shawnee. A commissioner requested a third-party market study to assess the actual need for such housing, which the developer agreed to provide. This approval is solely for the application process and does not commit the city financially at this stage.
• Preliminary Plat for Woodsong Phase 3: The Council approved the preliminary plat for Woodsong Phase 3, a 24-acre development located northeast of Woodsong Garden. The project proposes 68 total lots (42 in Phase 1, 26 in Phase 2) and was unanimously recommended by the Planning Commission. Approval was granted with four staff-recommended conditions, including the construction of an off-site road connection on Kelly Green concurrent with Phase 1 infrastructure.
• Final Plat for Deerfield Estates: The Council approved the final plat for Deerfield Estates, a 10-acre, 19-lot development located at the northwest corner of East Bradley and North Elm Street. The approval was based on the developer meeting the conditions set during the preliminary plat stage, including a cul-de-sac terminus of 64 feet, limits of no access along Bradley Street (except for the main entrance), and the inclusion of a 4-foot sidewalk.
• Ordinance Amending Employee Retirement System Defined Benefit Plan (Spouse Definition): The Council approved with an emergency clause an ordinance to amend the OMRF (Oklahoma Municipal Retirement Fund) Defined Benefit Plan. This amendment updates the definition of "spouse" to align with IRS ruling 2013-17, in response to a 10th Court of Appeals mandate regarding same-sex marriage. This change is legally required by the end of the year and has no financial impact on the city.
• Ordinances Amending Employee Retirement System Plans (City Manager Vesting): The Council approved with emergency clauses three separate ordinances (for the Defined Benefit Plan, Defined Contribution Plan, and Department Head/City Manager Defined Contribution Plan). These amendments align the city's retirement plans with the City Manager's 2009 contract, which stipulates immediate vesting upon employment. Staff clarified that these are contractual clean-ups, grant no additional service, and have no budget impact as contributions are already budgeted annually. Future city manager contracts can be negotiated with different vesting terms.
• Authorization to Apply for Splash Pad Grant: The Council authorized staff to apply for a $200,000 grant from the Adidas Foundation for a proposed $400,000 splash pad at Boy Scout Park. Staff has also applied for $110,000 from the tobacco settlement trust fund (decision expected in February). If both grants are secured, the city would be responsible for approximately $90,000, potentially through a loan from the general fund to the capital projects fund, to be repaid. Fundraising efforts are also anticipated. This approval is solely for the grant application, with all subsequent project steps requiring further Council approval.

Financial Matters 💰

• Sales Tax Report: The sales tax report received on November 20th showed a decrease of $125,000 compared to the previous year. However, last year's report included a one-time $100,000 payment from a single company, meaning the actual decrease was closer to $25,000. Compared to 2012, sales tax was up $120,000. The total received was $1,374,000. Staff noted a lag time for new development to reflect in sales tax figures and suggested that construction on Kickapoo might be impacting some local businesses.
• Surplus Property Auction: The city will hold an auction for surplus, obsolete, or unrepairable items on the Saturday after Thanksgiving at the Expo Center. Items selling for over $1,000 will not incur a 10% fee, while those under will have the fee deducted from the sale.
• Splash Pad Funding: The proposed $400,000 splash pad project is seeking $200,000 from the Adidas Foundation and $110,000 from the tobacco settlement trust fund. The city's potential contribution of $90,000 would be covered by a loan from the general fund to the capital projects fund, to be repaid, with additional fundraising efforts expected.

Public Comments

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

Agenda Summary Table