November 5, 2014 City Commission Meeting

Announcements

• America Recycles Day: Mayor Maynard proclaimed 📅 November 15, 2014, as America Recycles Day, encouraging citizens to continue recycling. The city currently has a 40% recycling participation rate. As of 📅 October 1st, residents can purchase a second recycling bin from Central Disposal for a one-time fee of approximately $8, with no additional cost for collection.
• Winter Weather Preparedness Day: Mayor Maynard proclaimed 📅 November 12, 2014, as Winter Weather Preparedness Day. Information on preparedness is available on the city's website (www.shawniaok.org), the National Weather Service website (weather.gov), ready.gov, at City Hall, and on Channel 3.
• Community Renewal International Workshops: Michelle Briggs of the Avedis Foundation presented on Community Renewal International, a program aimed at strengthening neighborhoods through community connection. The foundation is championing this initiative in Pottawatomie County, with Shawnee as the pilot city. The first bus trip to Shreveport to observe the program is scheduled for 📅 November 16-18, with future trips planned. The foundation seeks city partnership and support.
• Agenda Submission Deadline: A new deadline for submitting items for the City Commission agenda has been set for Thursday at noon prior to the meeting. This aims to provide staff sufficient time for documentation and commissioners more time to review materials.
• Cable Franchise Agreement: The city's cable franchise agreement with Vyve Communications (formerly Allegiance Communications) is up for renegotiation in 📅 2015. Concerns were raised regarding a 19% decrease in cable franchise fees and the level of service provided to citizens.

Key Decisions & Votes

• Agenda Approval: The agenda was approved with the removal of Item #4, Citizens Participation.
• Consent Agenda Approval: The consent agenda was approved.
• De-annexation Request for Property near Elks Golf Course: A public hearing was held for the de-annexation of property at the North half of the southeast quarter of Section 3, Township 10 North, Range 3 East, requested by Randy Beller and Brian Click. Staff recommended denial, citing available city services, potential precedent, revenue loss, and difficulty in re-annexation. The applicant's attorney argued for de-annexation due to development feasibility challenges (five gas lines, flood plain) and to allow integration with the adjacent Elks Golf Course. The request was ❌ Denied.
• Resolution on Campaign Spending Reports: A resolution was ✅ Approved instructing the City Clerk to report to appropriate authorities (District Attorney, and after 📅 January 1st, the Ethics Commission) any failure by parties to file campaign spending reports as required by law. This establishes a process for the clerk to notify parties of late reports and, if not submitted within 10 days, to forward the matter to the relevant enforcement body.
• Dispatch Center Remodel Project Bid: The bid for the Dispatch Center remodel project was ✅ Awarded to Sage Mill Construction for $199,900. The project will be funded by E911 landline fees, which are restricted funds.
• Co-Ed and City Hall Roofing Projects Bid: The bid for the Co-Ed and City Hall roofing projects was ✅ Awarded to Robin's Roofing out of Mustang, Oklahoma, for a total of $42,554 ($19,575 for Co-Ed and $22,979 for City Hall). This was below the budgeted amount of $60,000. The new roofs will carry a minimum 15-year manufacturer's and 2-year labor warranty. Future roofing needs for other city buildings are estimated to cost between $800,000 and $1 million.
• Shawnee Airport Authority Consent Agenda: The consent agenda for the Shawnee Airport Authority was ✅ Approved.
• Shawnee Municipal Authority Consent Agenda: The consent agenda for the Shawnee Municipal Authority was ✅ Approved.

Financial Matters

• Three-Month Financial Update (as of September 30th): Finance Director Cinema Deli provided an update on the city's financial status.
  • Revenue: Total collected revenue was $3,708,000, an increase from $3,600,000 at the same time last year.
  • Sales Tax: Up 1.67% compared to the previous year.
  • Use Tax: Up 5% compared to the previous year.
  • Cable Franchise Fees: Down significantly by 19%, prompting discussion about the upcoming renegotiation of the franchise agreement in 2015.
  • Unclassified Sales Tax: Increased by 78%, attributed to glitches in the Oklahoma Tax Commission's new electronic filing system, which miscategorizes some sales.
  • Budget Performance: Revenues are at 22-23% of the annual budget, and expenses are at 25%, indicating the city is on target, considering that many revenues are collected in arrears.

Agenda Summary Table