July 2, 2013 City Commission Meeting

Announcements

• FEMA Assistance Available: The Mayor announced that FEMA has set up operations at the Expo. Citizens who sustained storm damage are strongly encouraged to register with FEMA either in person at the Expo, via their 800 number, or online to obtain a FEMA number. This is essential for receiving potential assistance.
• Temporary Pause on Donations: Emergency Management Director Don Lynchburg requested that individuals and organizations hold off on further donations for approximately one week. Current response organizations are at capacity, and a brief pause will allow for distribution of existing supplies before more are needed.
• Waiver of Burn Permit Fees & Guidelines: The Fire Department will waive normal fees for burn permits for tornado debris.
  • Citizens must still contact the Fire Marshal's office for a permit and on-site inspection to ensure safety and compliance.
  • Only vegetation (tree limbs, trees) can be burned, as per Department of Environmental Quality (DEQ) regulations. Burning of sawn wood, shingles, or other construction debris is prohibited.
  • Contact Numbers for Burn Permits:
    • Fire Marshal's Office (until 📅 5 PM): 878-1675 or 878-1676
    • Fire Station #1 (after 📅 5 PM): 273-4282
    • Dispatch Center (for relaying messages): 878-1698
    • Do NOT call 911 for burn permits.
  • This waiver and guidelines will be formally addressed in an upcoming special meeting attached to the regular meeting. Information will also be available in local newspapers and on the city's website.

Key Decisions & Votes

Debris Removal Strategy

• The Council discussed a resolution to access a FEMA Corps of Engineer emergency debris removal contract.
• Outcome: ❌ No action taken on the original resolution. State Emergency Management identified issues preventing access to this specific federal contract at this time.
• New Strategy: The city will instead partner with the Oklahoma Department of Transportation (ODOT) for emergency debris removal.
  • ODOT Director Michael Patterson and Director of Operations Casey Shell were present, confirming ODOT's commitment to assist Shawnee.
  • ODOT plans to deploy 50-75 trucks with front-end loaders and approximately double that in personnel.
  • ODOT will coordinate with the City Manager to prioritize debris removal efforts, particularly in heavily affected areas like the lake.

Resolution Authorizing City Manager to Declare Items Surplus

• The Council considered a resolution to grant the City Manager authority to declare specific storm-damaged city property as surplus and dispose of it.
• Items Identified for Disposal: A city truck (liability insurance only, deemed scrap metal) and a city boat (insurance assessment pending, also deemed scrap metal).
• Other Damaged City Assets: Updates were provided on other city property damaged by the storm, including the lake maintenance building (destroyed), boat docks (damaged, on its side), enclosed fishing structure (damaged), a backhoe (needs new windows, operational), and a slope mower (likely requires extensive repair).
• Lake Access & Park Closures: Both boat ramps at Lake #1 remain shut down due to damaged docks and unknown underwater obstructions. The House of Waltons park (camp areas) is also closed due to numerous downed trees and power issues.
• Outcome: ✅ Approved. This resolution also grants the City Manager temporary authority to declare other items surplus as needed during the emergency proclamation period.

Financial Matters

• 💰 Waiver of Burn Permit Fees: As detailed in the Announcements section, the Fire Department will waive the normal fees for burn permits specifically for tornado debris. This aims to assist citizens with the significant cleanup costs.

Agenda Summary Table