September 16, 2014 City Commission Meeting

Announcements

• 📅 September 19, 2014: Proclaimed as "It Can Wait Day" to raise awareness about the dangers of texting while driving.
• 📅 October 5-11, 2014: Proclaimed as "Fire Prevention Week," emphasizing the importance of home fire escape plans and working smoke alarms.

Key Decisions & Votes

• City Attorney's Apology: The City Attorney apologized for late changes to the agenda, specifically for altering Commissioner Hall's requested wording from "CPN issues" to "tribal Nations" regarding a conflict of interest discussion, which was seen as offensive.
• Agenda Approval: The agenda was ✅ Approved after initial procedural discussions and a vote to defeat a substitute motion.
• Consent Agenda: The consent agenda was ✅ Approved.
• Rezoning Property (I40 Service Road & Union Street): An ordinance to rezone property at the northeast of I40 Service Road and Union Street from A1 agricultural to C3 Automotive Commercial and Recreational District (Case D-11-14) for an automobile dealership was ✅ Approved. The Planning Commission had unanimously recommended approval, and staff found it consistent with the city's comprehensive plan.
• Preliminary Plat for Deerfield Estates: The preliminary plat for Deerfield Estates, a single-family residential subdivision on 10 acres located northwest of Elm and Bradley Street (Case S10-14), was ✅ Approved subject to five staff-recommended conditions. The Planning Commission had also unanimously recommended approval. A deviation from the 100-foot cul-de-sac terminus standard was approved due to existing residences and terrain.
• Defunding Legal Fees (Item 8): A motion to defer action on the proposal to defund legal fees associated with disagreements with Native American neighbors to the 📅 October 6th meeting was ✅ Approved. This deferral allows for definitive budget language inclusion and an executive session on the matter.
• Conflict of Interest Discussion (Item 9): The item regarding discussion and possible action on potential conflict of interest between commission members and tribal nations, including retaining outside counsel, was ❌ Removed from the agenda by the Mayor's power of the chair, with the understanding it could be re-added in the future.
• Veterans Memorial Funding Request: A request for additional funding for the Veterans Memorial in Woodland Veterans Park was ❌ Tabled until the 📅 October 6th meeting. The committee requested $40,000 from the city as an initial payment for granite panels, with an additional $71,000 needed later. Concerns were raised about budget availability and the city manager's absence. The contract for the panels is time-sensitive.
• ODOT Agreement for Pon Grove Road: An agreement with ODOT (State Project No. SAP-263) for asphalt surfacing of Pon Grove Road from SH 102 West approximately 7/10 of a mile to Lake Dam Road was ✅ Approved. ODOT will provide $130,000 in grant funding, with the city contributing an estimated $119,000 for the asphalt surfacing. The county will handle grading and base preparation.
• Surplus Engine Donation to OBU Police Department: A resolution to surplus an engine from a 2009 Ford Crown Victoria (Unit 3478) and donate it to the OBU Police Department was ✅ Approved. This is part of an ongoing partnership where OBU citations benefit the city's municipal court.
• OMRF Lump Sum Payment/Refund: Approval of an Oklahoma Municipal Retirement Fund lump sum payment from a defined benefit plan and a refund of contributions from a defined contribution plan for David Domond was ✅ Approved as a routine retirement matter.
• Airport Authority Consent Agenda: The Shawnee Airport Authority consent agenda was ✅ Approved.
• Municipal Authority Consent Agenda: The Shawnee Municipal Authority consent agenda was ✅ Approved.
• Sanitary Sewer Rehab Project Bid: Bids for the Sanitary Sewer Rehab Project (Contract No. SMA-1501) were considered. Staff recommended increasing quantities for 8-inch sewer line and fuse saddles, which would increase the lowest bid from Jordan Contractors to 💰 $98,790. The increased quantities and award to Jordan Contractors were ✅ Approved.

Financial Matters

• Veterans Memorial Funding: The Veterans Memorial Committee requested 💰 $40,000 from the city as an initial payment for granite panels, with an additional 💰 $71,000 needed to complete the 💰 $120,000 project phase. Discussion included potential funding from the general fund's additional revenues or fund balance, as the capital fund is tight.
• Pon Grove Road Surfacing: The city will contribute an estimated 💰 $119,000 for asphalt surfacing, complementing a 💰 $130,000 grant from ODOT's Lake Access Road funding program.
• Sanitary Sewer Rehab Project: The bid for the project was awarded to Jordan Contractors for 💰 $98,790 after increasing quantities for sewer lines and fuse saddles. The project is funded through the Shawnee Municipal Authority budget.
• Sales Tax Report (September 2014): Sales tax collected in September 2014 was slightly over 💰 $1.4 million, representing an increase of 💰 $13,600 (0.5%) compared to the previous year. Overall for the fiscal year, sales tax is up 💰 $72,000 (1.69%) over the first three months. The report noted that the tax-free weekend check is typically received in October.

Public Comments

• John Barrett: Questioned the City Attorney's apology regarding the "conflict of interest" agenda item, asking why it was less offensive to specify the Citizen Potawatomi Nation (CPN) than "tribal Nations." He sought clarification on what constitutes protected speech for City Commissioners and at what point they become personally liable for statements damaging to the reputation of CPN leadership or the nation itself.
• Thomas Schranz (Shawnee Veterans Memorial Committee): Provided an update on the Veterans Memorial, highlighting the progress and the committee's efforts in raising over $300,000 since 2008. He formally requested 💰 $40,000 from the city to order eight black granite panels for the memorial, which will bear the names of 8,000 Oklahoma veterans killed in action since the Spanish-American War. He noted the contract for the panels is time-sensitive and that the city's Parks Department currently handles maintenance.

Agenda Summary Table