May 27, 2014 City Commission Meeting

The City Council of Shawnee, Oklahoma met on May 19th.

📅 Announcements

• Glory Days Fireworks: The annual Glory Days fireworks event is scheduled for 📅 June 28th. This year's event is expected to be significantly larger, with more food vendors to accommodate attendees.

Key Decisions & Votes

• Community Service Contracts (COCAA/COTS): An item to approve community service contracts, specifically concerning the Central Oklahoma Community Action Agency (COCAA) and its COTS transportation program, was tabled. COCAA's Executive Director, Rebecca Stone, addressed concerns regarding their audit report and provided updated financial information and a current board member list. The Council decided to table the item to allow the review committee to assess the new information and address questions about state contract renewals and communication.
• Planned Unit Development Amendment (3306 N Kickapoo): A minor amendment to an existing Planned Unit Development (PUD) to modify sign standards was ✅ Approved. The Planning Commission had unanimously recommended approval.
• Rezoning Property (North Bryant - A1 to R3): An ordinance to rezone approximately five acres from A1 (Agriculture) to R3 (Multi-family Residential) was ✅ Approved. Staff recommended approval, noting the request was appropriate given surrounding conditions and the comprehensive plan.
  • Public Comment: One citizen, Albert Rice, expressed concerns about the potential for increased traffic volume on North Bryant, especially near a school, due to the proposed multi-family development.
• Rezoning Property with Conditional Use Permit (909 E Independence - R3 to C1 w/ CUP): An ordinance to rezone property from R3 (Multi-family Residential) to C1 (Neighborhood Commercial) with a Conditional Use Permit (CUP) for a mini-storage facility was ✅ Approved with conditions. Conditions included attractive fencing and additional landscaping along Independence Street, and a brick facade for units facing the street, consistent with new ordinances.
• Panda Express Preliminary and Final Plat (194 Shawnee Mall Drive): The preliminary and final plat for the development of a Panda Express restaurant with a drive-through at the Shawnee Walmart parking lot was ✅ Approved. The location is currently an underutilized paved area.
• Easement Grant (Archery Range Road): The granting of an excess easement of 0.21 acres through city-owned land along Archery Range Road to Gary Chatham for additional property access was ✅ Approved. The easement was valued at $400, and the applicant will be responsible for road maintenance.
• Parks Master Plan Proposal: The acceptance of a proposal from Shaffer Klein & Warren for a Parks Master Plan, totaling 💰 $31,400 (including $1,800 in reimbursable expenses), was ✅ Approved. The project aims to assess park utilization, citizen feedback, ADA compliance, and provide data for future grant applications. The cost exceeds the $25,000 budgeted, with the difference to be covered by a transfer from park upgrade funds.
• Oklahoma Municipal Retirement Fund Payment (Stanley Howard): A routine request for a lump sum payment from the defined benefit plan and a refund of contributions from the defined contribution plan for a resigned, vested employee, Stanley Howard, was ✅ Approved.
• ADA Sidewalk Ramps Project Bid: The bid from Parathon Construction for the ADA Sidewalk Ramps Project in the amount of 💰 $237,350 was ✅ Approved. This amount is $12,350 over budget, which will be covered by a fund balance adjustment at the next meeting.
• Rehab Concrete Streets Project Bid: A bid for the Rehab Concrete Streets Project from MTZ Construction Inc. for 💰 $568,250 was ❌ Deferred to the next meeting. Only one bid was received, and staff recommended further review to compare it with previous projects and potentially reduce quantities to fit the $500,000 budget.

Financial Matters

• Sales Tax Report: The May sales tax collection totaled 💰 $1,394,971, an increase of 💰 $82,262 compared to the previous year. For the fiscal year, sales tax is up 4.89% or $733,965.

Public Comments

• COCAA/COTS Funding: Rebecca Stone, Executive Director of the Central Oklahoma Community Action Agency (COCAA), spoke regarding the city's community service contract for their COTS transportation program. She highlighted the program's service to over 7,700 people in the past six months and requested reconsideration for funding, even partial, despite past audit issues. She presented documentation of improvements made to address previous concerns.
• North Bryant Rezoning: Albert Rice, a resident living across the street from the proposed multi-family development on North Bryant, voiced concerns about the significant increase in traffic volume it would bring, especially given the proximity to a school where children play.

City Manager's Report

• Budget Updates: The city is in budget season, with individual commissioner needs being addressed. The street budget is still pending final figures for the Avidas grant and the South Kickapoo project.
• Health Insurance: The City Commission adopted an increase in employer contribution to employee health insurance, which was greatly appreciated by staff.
• Convention and Visitors Bureau (CVB): A new 501(c)(6) for the CVB has been established, with bylaws and articles of incorporation drafted. A 13-member board has agreed to serve, with an initial meeting planned before the end of the month, though the upcoming rodeo may impact immediate work.
• Kickapoo Tribe Environmental Grant: The Kickapoo Tribe is partnering with the city on an environmental grant that would allow citizens to dispose of hazardous waste and electronics.
• West Side Neighborhood Association: City officials met with the West Side Neighborhood Association to address concerns about crime in their area.
• England PR Update: The city's promotional video and website are complete, with movie theater ads starting 📅 May 23rd, and postcards arriving in mailboxes this week.
• Glory Days Fireworks: John Ayers has successfully raised the matching funds for this year's fireworks display on 📅 June 28th.

Shawnee Municipal Authority

• Wastewater Treatment Master Plan: A presentation was given by Corollo Engineers on Volume 3 of the Utility Master Plan for Wastewater Treatment.
  • South Side Plant: The plant has aging infrastructure (built in the 1950s) and needs immediate attention. While capacity is sufficient, there's a risk of new ammonia limits if septage receiving continues there, which would trigger significant improvements.
  • North Side Plant: This plant faces capacity issues due to projected population growth (from ~15,000 in 2012 to ~23,500 in 2032). Without improvements, the plant will exceed its ability to treat wastewater to permit limits, leading to violations.
  • Proposed Improvements: A phased approach is recommended over 20+ years, with an estimated 💰 $30 million needed in the first five years for critical upgrades like new headworks, digester rehabilitation, a peak flow holding basin, and moving all septage receiving to the north plant.
  • Funding Challenges: The presentation highlighted that these improvements are mandatory to avoid operational difficulties, permit violations, and restrictions on new building. Low-cost financing opportunities like state revolving fund loans would likely be pursued, with repayments coming from utility rates.
  • Reuse Discussion: The Council discussed the potential for wastewater reuse for industrial or irrigation purposes, noting that while it could offer savings on new water supply sources, it still involves stringent water quality requirements from the DEQ.
• Administrative Report: An unauthorized disposal of sludge pond dirt by contractor CP3 led to a DEQ violation. City staff worked over the weekend to remove the dirt and address an uncapped well head. The city will seek compensation from the contractor.

Agenda Summary Table