October 7, 2014 City Commission Meeting

Announcements

• The City Council meeting was a workshop session, focusing on departmental overviews for new Commissioners.
• Only 5 of the 16 department heads presented tonight. Additional sessions will be scheduled to cover the remaining departments.
• The purpose of these sessions is to allow Commissioners to meet department heads and understand their departments' issues, opportunities, and challenges.

Key Decisions & Votes

• Finance Department:
  • The city's Comprehensive Annual Financial Report (CAFR) received the Government Finance Officers Association (GFOA) award for the first time since 2006, indicating high standards in financial reporting.
  • A significant pension change was implemented on 📅 July 1st, transitioning new employees to a defined contribution plan (3/6/9% based on years of service). Current employees had a choice to remain in the defined benefit plan (contributing 4.25%) or switch to the new defined contribution plan.
  • An initiative for sales tax compliance is underway, with a part-time retiree checking businesses against permit lists.
• Community Development Department:
  • The Citywide Cleanup Campaign has successfully eradicated 146 dilapidated structures, significantly improving neighborhoods.
  • The department was awarded $641,000 from the Avidus Foundation for trails and sidewalks, with the city committing to equal matching funds. The first phase, the Avidus Trail (MacArthur & Bryan to Highland), is expected to begin before the end of the year.
  • Downtown Streetscape Phase 2 implementation is set to begin in early 2015, supported by major state funding.
• Emergency Management Department:
  • The Emergency Management ordinance (Chapter 11 City Code) was updated last year to reflect lessons learned from past disasters and comparable city ordinances.
  • The department maintains StormReady accreditation from the National Weather Service and Safe Community accreditation from the World Health Organization (up for renewal).
• Police Department:
  • The department achieved Accredited Police Department status in 📅 April 2013 under the state's CALEA program, meeting 169 standards. This is a significant achievement, as Shawnee is only the 9th municipality in Oklahoma to reach this status.
  • Over $1.3 million in grants have been secured, funding various programs and officer positions. Grant-funded officer positions are projected to be fully funded by the city after grant expiration.
  • Construction of a new Dispatch Center is underway, expanding into existing space.
• Fire Department:
  • The department was awarded an $835,000 Safer Grant from FEMA for six additional personnel, increasing manpower by 15% (first growth since 1970). This allows for a minimum of two firefighters per truck, enhancing safety and operational efficiency.
  • The city's ISO Public Protection Classification rating improved from 4/9 to 3/9 in 2012, which can lead to lower insurance rates for properties within five road miles of a station and 1,000 feet of a hydrant.
  • A new Rescue Squad 1 apparatus is due for replacement in 📅 November, replacing a 15-year-old truck that handles 40% of all calls.

Financial Matters 💰

• Finance Department:
  • The annual budget process runs from January to June, with financials converted from cash to accrual for the annual audit.
  • The city's sales tax revenue is allocated: 2 cents to the General Fund, and the third penny is split among Economic Development (5%), Capital Fund (38.75%), Street Fund (43.75%), Police (6.25%), and Fire (6.25%). The third penny generates approximately $6 million annually.
  • The General Fund budget for the current fiscal year is $21 million, with $11.6 million dedicated to police and fire operations.
  • 83% of the operating budget consists of salaries and employee benefits, with health insurance costs being a significant concern due to the Affordable Care Act and past high claims.
  • The Capital Fund receives about $2.2 million from sales tax and insurance reimbursements, used for capital outlay and debt service.
  • Current debt includes a $2 million Motorola lease-purchase for radios and a new tower, costing $320,000 annually and paying off in 📅 December 2021. Other loans for the pool and Expo Center parking lot will pay off in 📅 December next year, freeing up $833,000.
  • The Street Fund receives about $2.6 million from sales tax. SMA (utilities) is reimbursing the Street Fund $1.8 million for water lines installed during the Kickapoo project, with $600,000 transferred annually for three years.
• Community Development Department:
  • The Urban Renewal Authority receives approximately $400,000 annually in Community Development Block Grant (CDBG) funds from the federal government for assistance grants and demolition programs.
  • The city will provide matching funds for the $641,000 Avidus Foundation grant for trails and sidewalks, split over two fiscal years.
  • The Citywide Cleanup Campaign costs approximately $100,000 per year to demolish 30-35 dilapidated structures.
• Emergency Management Department:
  • The department operates on a relatively limited budget of $23,000 for personal services, supplemented by a state reimbursement grant of $44,000-$45,000 annually.
  • Oil and gas inspection fees are directed to a separate fund for emergency response and technical assistance, not for the department's general operations.
• Police Department:
  • The department has secured over $1.3 million in grants for various initiatives.
  • The Shawnee Public Schools contribute to the funding of two School Resource Officers, and the Shawnee Housing Authority funds one Housing Officer.
  • A new police department facility is a long-term need, with preliminary estimates ranging from $5 million to $7 million for new construction.
• Fire Department:
  • The $835,000 Safer Grant fully reimburses the city for six new personnel for two years, with a third-year extension for veterans. The department anticipates significant overtime savings to offset the cost of retaining these positions.
  • A new pumper apparatus is estimated to cost $530,000 fully equipped.
  • Renovations for Station 3's restroom facilities could range from $20,000 to $30,000, potentially up to $500,000 if new sleeping quarters are added.

Agenda Summary Table