August 7, 2012 City Commission Meeting

City Council Meeting Summary – August 6, 2012 📅

Key Decisions & Votes

• Agenda and Consent Agenda Approved: The meeting agenda and the consent agenda, which typically includes routine administrative items, were both approved.
• Property De-annexation Approved: An ordinance was approved to de-annex approximately 100 acres of property located northwest of the intersection of Lake Road and Drummond Road. This area, part of the Rolling Meadows subdivision, was historically treated as outside city limits, and the city has no maintenance or utility responsibilities there. The de-annexation formalizes this status.
• Public Easements and Dedications Accepted: The city accepted public easements and dedications associated with the final plat of Legacy Park Second Edition.
• Kickapoo Street Paving Project Agreement Approved: A resolution authorizing the approval of an ODOT LPA agreement for the Kickapoo Street Paving Project was passed. The project covers an area north of MacArthur (originally stated as University) and aims to prevent further delays.
• Water and Sanitary Sewer Rates Amended: An ordinance relating to water and sanitary sewer rates was approved. The amendment clarified usage tiers, specifically changing "one thousand to four thousand" gallons to "over one thousand" gallons.
• Drought Management Plan Revised: An ordinance revising the drought management plan was approved. The revision clarified outdoor watering times (6 PM to 10 AM the next day on allowed days) and extended the same restrictions to commercial outdoor watering that apply to residential properties. Discussion included the possibility of allowing hand-watering for foundations and new trees, which staff indicated they would be open to.
• Harrison Street Planer Project Awarded: The contract for the Harrison Street Planer Project was awarded to Rudy Construction for $98,624, as they submitted the lowest and best bid.
• Phone System Replacement RFPs Deferred: Seven proposals for the city's phone system replacement were opened. Staff recommended deferring action to the second meeting in October to allow for thorough review, vendor visits, and product demonstrations.
• Municipal Pool Design RFQs Deferred: Nine Requests for Qualifications (RFQs) for the design of the municipal pool were opened. Action was deferred until after September 6th to allow for the new city commission and mayor to be seated and potentially form a pool committee to review the qualifications and make recommendations.
• Convention and Visitors Bureau Contract Renewal: A motion to defer discussion and possible action on the contract renewal for the Shawnee Area Chamber of Commerce to operate the Convention and Visitors Bureau to a special meeting failed due to a lack of majority vote. No further action was taken on this item during the meeting.
• City Attorney and City Manager Contracts: Discussions regarding the City Attorney's and City Manager's appointment contracts were initially moved for deferral, but these motions failed. Subsequently, both the City Attorney and City Manager voluntarily withdrew their respective contract items from the agenda.
• Municipal Pool Advisory Committee Appointment: A motion to defer the Mayor's appointment of an advisory committee for improvements to the municipal pool to a special meeting failed. A subsequent motion to defer until after September 6th (to allow the incoming mayor to make appointments) died for lack of a second. No action was taken on this item.

Financial Matters 💰

• Water and Sanitary Sewer Rates: Amendments were made to the city's water and sanitary sewer rates, specifically clarifying the usage tiers for billing.
• Harrison Street Planer Project: A contract was awarded to Rudy Construction for $98,624 for the Harrison Street Planer Project.
• Phone System Replacement: Seven proposals were received for the replacement of the city's phone system, with bids ranging from $49,641.60 to $162,262.90 for the base system, plus additional costs for handsets and alternate quotes for the public works facility. Action was deferred for further review.

Public Comments

• Concerns over Controversial Items: Several citizens, including Phil Tomlinson and Linda Agee, expressed concern about the timing of discussions on controversial and long-term issues (Convention Bureau contract, Municipal Pool Advisory Board appointments, and City Attorney/Manager contracts). They urged the council to defer these items until the new city commission and mayor are seated in three weeks, allowing incoming members to have input.
• Police Report and Conflict of Interest Allegations: Hershel Ring raised issues regarding a police report and protective order, alleging fraud and non-enforcement of documents. He also questioned a commissioner's potential conflict of interest, citing Article 16, Section 1, regarding a city employee and city council member relationship.
• Convention and Visitors Bureau Contract Defense: Dane Polai, Chairman of the Tourism Advisory Committee, spoke in defense of the Convention and Visitors Bureau contract with the Shawnee Area Chamber of Commerce. He highlighted the committee's willingness to discuss updates, the validity of the current contract, the CVB's history of improvement, fiscal responsibility, and public audits. He cautioned against unilaterally breaking the contract.

Agenda Summary Table