March 21, 2013 City Commission Meeting

City Council Meeting Summary - Shawnee, Oklahoma

📅 Announcements

• Next Insurance Committee Meeting: 📅 March 6th at 2:00 PM to finalize the Request for Qualifications (RFQ) or Request for Proposals (RFP) for an insurance consultant/broker. All commissioners and public are welcome to attend.
• Bale Street Sidewalk Project: Contractor has mobilized and will begin work this week. This is a 60-day project that includes an enhanced crosswalk with strobe lights.
• Kickapoo Street Project: Contractor is making progress on the 24-inch water line, despite weather delays and encountering rock.
• Airport Trails Project: Construction has been delayed due to recent snow and ice. Project signs are now installed on Airport Drive and near Leo and MacArthur.
• Independent Street Project: Maintenance work (concrete panel replacement) is progressing on the eastbound lane from Center Street towards the school, with plans to move to the north side after spring break. The gas station project on Center Street has been completed.
• City Hall Parking Lot Improvements: Bids for this project will be advertised soon.

Key Decisions & Votes

City Hall Parking Lot Improvements (Items B & G)

The Council discussed and ✅ Approved moving forward with the City Hall Parking Lot Improvements.

• Discussion Points: Concerns were raised by Commissioner Smith regarding the initial perceived cost of $500,000 for additional parking spaces when existing ones were observed to be vacant.
• Clarification: The City Engineer clarified the total estimated cost for the project is approximately $191,000 (plus a 10% contingency), which includes milling and overlaying the existing parking lot, not just adding new spaces.
• Benefits: The project aims to improve access for fire trucks, add approximately 70 new parking spaces (while losing 10 existing ones), and encourage city employees to park off main streets like Broadway and 9th, freeing up spaces for downtown businesses and visitors.
• Vote: The motion passed with a 6-1 vote.

Bike Route Map Approval (Item I)

The Council discussed and ✅ Approved the proposed bike route map.

• Background: Staff recommended approval, while the Traffic Commission had recommended denial (due to a 3-3 tie vote).
• Public Comments (In Favor): Numerous citizens, including representatives from Sustainable Shawnee and the Planning Commission, spoke in favor. They highlighted the plan's potential to improve community health, provide safer transportation options for cyclists (some sharing personal stories of accidents), attract young adults, and serve as essential transportation for many residents. The plan was also praised for linking schools.
• Staff Clarification: The City Engineer clarified that this approval is for identifying a bike route plan and installing signage only, not for creating dedicated bike lanes or widening streets, which would be significantly more expensive. The signage aims to raise awareness among motorists about shared road rights.
• Commissioner Concerns: Some commissioners expressed a need for more information on long-term costs, potential impact on traffic (especially with future road projects), and specific route safety concerns (e.g., steep hills, existing road cracks).
• Public Comments (Opposed): A member of the Traffic Commission explained their denial vote, citing safety concerns with specific routes, the relatively small number of dedicated cyclists, and the belief that existing traffic laws already cover shared road use.
• Vote: The motion passed with a 5-3 vote.

Shawnee Municipal Authority (SMA) - OWRB Loan Refinancing

The Shawnee Municipal Authority (SMA) ✅ Approved a resolution authorizing a loan of up to $13,350,000 from the Oklahoma Water Resources Board (OWRB) to refinance existing water and sewer obligations.

• Discussion: The loan aims to achieve significant interest savings. Financial advisors explained the urgency due to favorable interest rates and the opportunity to join a larger OWRB bond issue (including Tulsa) for reduced transaction costs.
• Savings: The chosen "Option 5" (an aggressive repayment schedule) is estimated to save the city approximately $2,763,000 over the life of the loan, shortening the repayment term by about 3 years and 9 months.
• Cash Flow: The City Treasurer expressed confidence in the city's cash flow to manage the increased payments under this option.
• Vote: The motion passed with a 7-0 vote.

Sanitary Sewer Rehab Project Bid (SMA)

The Shawnee Municipal Authority (SMA) ✅ Approved awarding the sanitary sewer rehab project to Jordan Construction for $74,900.

• Savings: This bid came in significantly under the budgeted amount of $1,000,000.
• Vote: The motion passed with a 7-0 vote.

Municipal Pool Architectural/Engineering Services

The Council ✅ Approved a contract with Waters Edge Aquatic Design LLC for architectural and engineering services for the new Shawnee municipal pool.

• Scope: The contract covers design through construction administration. The firm specializes in aquatic facility design and has experience with splash pads and renovating existing facilities.
• Cost: The fee is 9.5% of the construction cost (e.g., $237,500 for a $2.5M project), plus reimbursable expenses not to exceed $16,000.
• Oversight: The contract includes regular site visits during construction. An optional additional service for more frequent on-site inspections by a structural engineer (at $490 per visit, up to 80 visits) was also discussed.
• Vote: The motion passed with a 7-0 vote.

Declaration of Surplus Personal Property

The Council ✅ Approved a resolution declaring certain items of personal property as no longer needed by the city and authorizing their sale at public auction.

• Vote: The motion passed with a 7-0 vote.

Financial Matters

💰 Audited Financial Statements for FY 2011-2012

Aldridge and Associates PC presented the audited financial statements for the City of Shawnee and related authorities for the fiscal year ending June 30, 2012.

• Key Highlights:
  • The City successfully issued a Comprehensive Annual Financial Report (CAFR) for the first time in several years, indicating adherence to high financial reporting standards.
  • The audit resulted in an unqualified (clean) opinion on the financial statements, meaning no significant findings affecting the overall financial position.
  • Net assets for the city increased, and the general fund maintained a positive balance.
• Single Audit Report (Federal Grants):
  • The City expended $4.5 million in federal grants. Major programs (CDBG, EDA, Airport Improvement) received unqualified compliance opinions.
  • Two significant findings were noted related to federal grant drawdowns and reporting, primarily attributed to an outsourced contractor. These were deemed "significant" but not "material," meaning they require attention but do not impact the overall compliance opinion or necessitate repayment of funds.
• Yellow Book Report (Governmental Audit Guidelines):
  • Three findings were identified:
    • Budget Appropriations: Instances where departmental expenditures exceeded budgeted amounts (a violation of Oklahoma state law).
    • Fund Balance: One governmental fund had a negative fund balance, which is not permitted under Oklahoma state law.
    • Grant Revenue and Expenditure Reporting: A communication issue across departments regarding the timely and accurate reporting of grant-related revenues and expenditures.
• Outcome: The report was ✅ Accepted by the Council.

Public Comments

Law Enforcement Training Partnership

Marty Lewis, Superintendent of Gordon Cooper Technology Center, spoke during citizen participation to highlight the successful six-year partnership between the Shawnee Police Department (SPD) and Gordon Cooper.

• Impact: Over 3,000 law enforcement officials from across the region (including tribal, city, and state agencies) have received more than 30,000 hours of training at Gordon Cooper's facility, which houses SPD's simulator and firearm training.
• Recognition: The SPD recently received the "Partner for Progress" award from Gordon Cooper, one of only 29 entities in Oklahoma to be recognized annually.
• Future: Mr. Lewis expressed hope for additional partnerships to enhance public safety training for fire, 911, and other entities, emphasizing the importance of continued investment in training.

Homelessness Concerns

Commissioner Smith raised concerns about the recent deaths of two homeless individuals in the city due to exposure and alcohol.

• Call to Action: He urged the city to address the issue proactively, suggesting engagement with the Chamber of Commerce to revive previous efforts to assist the homeless population.
• Discussion: Other commissioners acknowledged the complexity of the issue, noting that some homeless individuals may refuse shelter and that mental health and family instability are often underlying factors. Commissioner Smith emphasized the need for a plan to manage the problem and provide support for those who are willing to accept it.

Agenda Summary Table