August 22, 2012 City Commission Meeting

Announcements

• 📅 Employee of the Month Presentation: The City Manager's presentation of Employee of the Month to Brian Logan was deferred to the next month's meeting.
• 📅 Tourism Contract Transition: The transition from the Shawnee Area Chamber of Commerce contract for tourism administration is set to conclude by August 31, 2012. The city will honor existing obligations through this date, but no new obligations incurred after August 20, 2012, will be recognized.
• 📅 Tourism Advisory Committee Ordinance: The ordinance creating a new Tourism Advisory Committee will not be effective until 30 days after its passage and publication, as the emergency clause failed to pass.

Public Comments

Citizens expressed significant concerns regarding the city's relationship with the Shawnee Area Chamber of Commerce and the Convention and Visitors Bureau (CVB):

• Wes Maynard urged commissioners to seek mutual agreement and compromise in the ongoing conflict with the CVB, emphasizing adherence to the commission's special committee recommendations.
• Curry Chandra, representing local hotels, advocated for the CVB under the Chamber's leadership. He stated the city had not engaged with hotel owners and expressed dissatisfaction with the city's plan to run the CVB. He highlighted that voters twice approved the tourism tax under the Chamber's promise of non-city agency oversight and successful performance.
• Undame Polite, Chairman of the Tourism Advisory Committee, criticized the commission for not heeding pleas from civic and business leaders, alleging "slanderous claims" and "half-truths" from Commissioner Sims. He emphasized the CVB's positive performance, including an 81% occupancy rate in July.
• Daniel Lay expressed embarrassment for having voted for some commissioners, wishing for a more graceful departure from office.

Key Decisions & Votes

Ordinance Modifying Dilapidated Building Definition

• The City Commission approved ✅ an ordinance modifying the Shawnee municipal court code to conform to Oklahoma statutes regarding the definition of a dilapidated building.

Medical Insurance Coverage for Elected Officials

• A motion by Commissioner Sims to not allow eligibility for medical insurance coverage for elected officials and their dependents on the City's health plan was made but failed to receive a second, thus no vote was taken and the motion died.
• A subsequent motion by Commissioner Herod to direct staff to draft an ordinance outlining conditions for elected officials and their dependents to receive coverage also failed for lack of a second.

Contract with Shawnee Tourism Inc. for CVB

• Following extensive discussion, including Commissioner Sims' detailed critique of the Chamber of Commerce's financial practices (e.g., holding taxpayer money, land ownership, legal fees, rent charges), the Commission approved ✅ a motion to enter into a contract with Shawnee Tourism Inc. (a 501c6 Corporation) for the administration of the Shawnee Hotel surcharge and operation of a convention and visitors bureau. The vote was 5-2.

Transition from Chamber of Commerce Contract

• The Commission approved ✅ a motion to honor all outstanding debts and obligations of the Chamber of Commerce related to the CVB as of 📅 August 20, 2012, to be paid with the approximately $200,000 in tourism money currently held by the Chamber. This includes ongoing expenses through August 31, 2012, but no new obligations incurred after August 20, 2012. An initial proposal for an audit was withdrawn. The vote was 5-2.

Ordinance Creating Tourism Advisory Committee

• The Commission approved ✅ an ordinance creating a Tourism Advisory Committee. The committee will consist of seven voting members (two appointed by the mayor with commission approval, five elected by the board itself) and four non-voting ex-officio members. Initial appointments will be made by the mayor with commission approval. The vote was 5-2.
• A motion to approve an emergency clause for this ordinance failed ❌ (4-3 vote, requiring 6 votes for passage). This means the ordinance will not take effect until 30 days after its passage and publication, delaying the ability to make immediate appointments.
• Consequently, the agenda item for appointments to the Tourism Advisory Committee was stricken.

Financial Matters

Sales Tax Report

• The sales tax report for 📅 August 2012 showed receipts of 💰 $1,339,000, which is $77,000 down from the previous year and $50,000 down from two years prior. This represents a 5.49% decrease for the month. Other revenues were strong, keeping the overall budget "basically even." The city is investigating businesses not paying sales tax.

Water Treatment Plant Sludge Removal Bids

• The Shawnee Municipal Authority (SMA) received five bids for water treatment plant sludge removal, ranging from $126,960.16 to $377,468.64. The SMA deferred these bids to the next meeting for further review.

Fishing Dock and Walkways Bids

• The SMA received one bid for the removal and replacement of the enclosed fishing dock and walkways on Shawnee Twin Lake #1 for $177,482 (with an alternate for heaters at an additional $5,947). The SMA deferred this bid to the next meeting for review of specifications.

Administrative Reports

Water Restrictions Update

• The city reported that weekly average water usage at the water plant has been below 6.5 million gallons for the past two weeks. As a result, water restrictions have been reduced from Level 2 to Level 1. Officials are hopeful that cooler weather and recent rain will help maintain lower usage. Clarification was provided on water treatment capacity (7.5 million gallons/day max) versus pumping capacity (can pump more from a 1 million gallon clear well reserve).

Lake Levels Update

• Despite recent rain, lake levels have not significantly risen due to the extremely dry ground absorbing the water.

Agenda Summary Table