May 15, 2013 City Commission Meeting

Announcements

• 📅 May 2013 was proclaimed Better Hearing Month, recognizing audiologists' efforts to address communication disorders affecting one in five families. Kurt Kalise, an audiologist, spoke about the importance of hearing health and future plans for making public facilities more hearing-impaired friendly.
• 📅 May 2013 was proclaimed Community Action Month, celebrating the Central Oklahoma Community Action Agency's 49-year history of promoting self-sufficiency. The agency served over 4,200 families and 9,500 individuals in six counties in 2012 through various programs.
• A Shaunie 2013 Student Teacher Delegation was introduced, preparing for an exchange trip to Japan at the end of July. The delegation includes teacher Beth Polston and students Liam Larsson, Bryce Coons, Macy May, Morgan Wallace, Sabrina Bartley, Anuka Stevens, and Malachi Swedberg.

Key Decisions & Votes

• Community Service Contracts Review Committee Recommendations (FY 2013-2014):
  • Approved three contracts as recommended.
  • Deferred the contract for the Chamber of Commerce due to missing financial statements, which are required for all contract recipients. Staff will address this with the Chamber.
• Rezoning Property at East MacArthur (A1 to R1 Residential):
  • No action taken on this item or the related plat approval (Item 8). A citizen, James Brandon, residing adjacent to the property, stated he did not receive proper notification. The City Attorney confirmed a "defective notice" as the bonded abstractor failed to include the property owner on the mailing list, requiring the process to restart with the Planning Commission.
• Rezoning Property at 1102 West MacArthur (C2 Suburban Office to PUD Planned Unit Development for Hospital Facilities):
  • Approved the rezoning for St. Anthony Shawnee Hospital's major expansion and remodel project, subject to nine specified conditions. The PUD allows for a new tower of approximately 67 feet (exceeding the previous 35-foot height limit) and addresses existing parking and landscaping challenges.
• Resolution of Support for HB1875 (Sales Tax Collection):
  • Approved a resolution supporting House Bill 1875, which aims to correct imbalances in the cost of sales tax collection by reducing the Oklahoma Tax Commission's retention fee from 1% to 0.5%. This could mean an additional 💰$7,000 per month for the city.
• Research Feasibility for Downtown WiFi:
  • Deferred action. Staff recommended tabling the project due to current budget limitations and ongoing discussions with Allegiance (the new cable company) about potential partnership opportunities for free downtown service. Staff will return with a recommendation within 90 days.
• Research Feasibility for Red Cedar Eradication:
  • A motion to develop a plan for red cedar removal around the Shawnee Twin Lakes area within 90 days was Approved. Discussion highlighted the environmental and fire hazard concerns posed by red cedars.
• Expenditure of $2,500 for Red Cedar Tree Removal (with Pottawatomie County Match):
  • Deferred until the staff's red cedar eradication plan is received within 90 days. Concerns were raised about the lack of a comprehensive plan and quantifiable benefits.
• Approval of CDBG FY 2014 One-Year Action Plan:
  • Approved the plan for the fiscal year beginning July 1, 2013, through June 30, 2014. The plan outlines the use of approximately 💰$303,781 in federal Community Development Block Grant (CDBG) funds, primarily for emergency assistance, housing rehabilitation, and demolition projects. Shawnee is an entitlement community, receiving direct annual allocations.
• Establish Guidelines for Community Service Contract Review Committee:
  • A motion for staff to return with recommendations on establishing guidelines (e.g., term limits, appointment process) for the committee was Approved.
• Consider Bids for Sidewalk ADA Handicap Ramps Project:
  • Approved the bid from All Roads Paving for 💰$227,337.75. This project, funded by the street department's 32 fund, addresses ADA compliance requirements for sidewalk ramps at street intersections.
• Consider Bids for Rehab Asphalt Streets Project:
  • Deferred for staff review of the five received bids.
• SMA: Consider Bids on Water Meters and Vault Structure Project:
  • Approved the bid from Jordan Contractors and Company for 💰$225,300. Staff was given authority to issue the contract if it meets all requirements.
• SMA: Executive Session (Real Property):
  • A motion to instruct staff to develop a real estate purchase contract was Approved.

Public Comments

• James Brandon spoke in opposition to the rezoning application for property at East MacArthur. He stated that he and his wife, who live adjacent to the property, were not notified of the Planning Commission meeting and only learned about the proposal through the newspaper. He expressed concerns about liability due to his horses, unclear setbacks, and the environmental impact on the river. His lack of notification led to the deferral of the rezoning item.

Agenda Summary Table

| Agenda Item | Description City Commission

• Item 1: Approval of Agenda | Approved.
• Item 2: Approval of Consent Agenda | Approved, with Item I pulled for separate discussion.
• Item I (from Consent Agenda): Approve Community Service Contract Review Committee recommendations for FY 2013-2014 | Approved contracts for three organizations. The contract for the Chamber of Commerce was deferred due to missing financial statements.
• Item 3: Commissioner's Comments | Discussion on 911 system progress, concerns about ODOT construction signs on Kickapoo, and praise for Shawnee schools' healthy eating program.
• Item 4: Citizens Participation | No citizens spoke.
• Item 5: Mayor's Proclamations | Proclamations for Better Hearing Month (May 2013) and Community Action Month (May 2013) were read.
• Item 6: Introduction of Shawnee 2013 Student Teacher Delegation for Exchange Trip to Japan | Student and teacher delegates introduced.
• Item 7: Public Hearing and Consideration of an Ordinance Rezoning Property at East MacArthur (A1 to R1 Residential) | ❌ No action taken. Deferred due to defective public notice; adjacent property owner did not receive notification.
• Item 8: Public Hearing and Consideration of an Ordinance Approving a Preliminary Plat for the East MacArthur Property | ❌ No action taken. Deferred as it is related to Item 7.
• Item 9: Public Hearing and Consideration of an Ordinance Rezoning Property at 1102 West MacArthur (C2 Suburban Office to PUD Planned Unit Development for Medical Facilities at the Hospital) | ✅ Approved. Rezoning for St. Anthony Shawnee Hospital's expansion, allowing for a taller building and specific site regulations.
• Item 10: Discussion and Consideration and Possible Action on a Resolution of Support for HB1875 to Correct Imbalance in the Cost of Collection Sales Tax | ✅ Approved. Resolution supporting state legislation to reduce the sales tax collection fee retained by the Oklahoma Tax Commission.
• Item 11: Discussion, Consideration, and Possible Action Regarding Research to Determine the Feasibility for Downtown WiFi | ❌ Deferred. Staff recommended tabling due to budget constraints and potential partnership with Allegiance. Staff to return with recommendations within 90 days.
• Item 12: Discussion, Consideration, and Possible Action Regarding Research to Determine the Feasibility of Red Cedar Eradication | ✅ Approved. Motion to develop a plan for red cedar removal around the Shawnee Twin Lakes area within 90 days.
• Item 13: Discussion, Consideration, and Possible Action Regarding Expenditure of $2,500 from the FY 2012 Budget with $2,500 of Pottawatomie County Funding for the Removal of Red Cedar Trees on City Property Around Shawnee Lake | ❌ Deferred. Action deferred until the red cedar eradication plan (from Item 12) is received in 90 days.
• Item 14: Discussion, Consideration, and Possible Action of Approval of the CDBG FY 2014 One-Year Action Plan for Fiscal Year Beginning July 1, 2013, Through June 30, 2014 | ✅ Approved. Annual plan for spending federal Community Development Block Grant funds (approx. $303,781) on housing and emergency assistance programs.
• Item 15: Discussion, Consideration, and Possible Action to Establish Guidelines for the Community Service Contract Review Committee | ✅ Approved. Staff to return with recommendations for establishing guidelines for the committee, including term limits and appointment processes.
• Item 16: Consider Bids for the Sidewalk ADA Handicap Ramps Project | ✅ Approved. Awarded bid to All Roads Paving for $227,337.75 for ADA-compliant sidewalk ramps.
• Item 16b: Consider Bids for the Rehab Asphalt Streets Project | ❌ Deferred. Deferred for staff review of the received bids.
• Item 17: New Business | No new business.
• Item 18: Administrative Reports | No administrative reports.
• Item 19: Consider an Executive Session to Discuss City Manager Performance Evaluation and Employment Contract | ✅ Approved to enter executive session.
• Item 20: Consider Matters Discussed in Executive Session Regarding City Manager Performance Evaluation and Employment Contract | No action taken.

Shawnee Municipal Authority (SMA)

• Item 1: Consider Approval of the Consent Agenda | ✅ Approved.
• Item 2: Consider Bids on the Water Meters and Vault Structure Project | ✅ Approved. Awarded bid to Jordan Contractors and Company for $225,300, with staff authorized to issue the contract if requirements are met.
• Item 3: New Business | No new business.
• Item 4: Administrative Reports | Report on a 24-inch concrete interceptor line failure south of Garrett Lake Road due to heavy storms, which has been temporarily repaired. Staff will seek quotes for a more permanent slip-lining solution.
• Item 5: Consider an Executive Session to Discuss the Purchase or Appraisal of Real Property | ✅ Approved to enter executive session.
• Item 6: Consider Matters Discussed in Executive Session Regarding the Purchase or Appraisal of Real Property | ✅ Approved. Motion to instruct staff to develop a real estate purchase contract.
• Item 7: Adjourn | Adjourned.

Shawnee Airport Authority

• Item 1: Consider Approval of the Consent Agenda | ✅ Approved.
• Item 2: New Business | No new business.
• Item 3: Administrative Reports | No administrative reports.
• Item 4: Adjourn | Adjourned.