May 8, 2012 City Commission Meeting

Council Notes: City Council Meeting Summary - January 14, 2008

1. Announcements

• The next City Council meeting is scheduled for 📅 January 22nd, where a supplemental budget transfer related to debris removal will be discussed.
• The schedule for city-wide debris removal will be widely publicized in the Shawnee News-Star, Shawnee Sun, city website, cable channel 30, and posted at City Hall.
• An Airport Advisory Board work session is set for 📅 February 11th at 6:30 PM to discuss airport plans and potential projects.

2. Key Decisions & Votes

Debris Removal Monitoring for FEMA Reimbursement

The Council addressed the urgent need to hire monitors for the city's debris removal efforts following a recent disaster, crucial for securing FEMA reimbursements.

• Decision: Staff is authorized to hire 42 seasonal workers to serve as debris monitors. These workers will be paid $10 per hour with no benefits, working up to 39 hours per week, split into two groups to ensure 7-day coverage.
• Requirements: Monitors must be at least 18 years old, possess a valid driver's license, have reliable transportation, and no criminal history. They will be responsible for handling load tickets, which are vital for FEMA reimbursement.
• Supervision & Training: City staff will provide comprehensive training and supervision for the new monitors.
• Cost: The estimated cost for labor is $105,804, plus $5,000 for safety equipment, totaling $110,804.
• Process: Debris removal is projected to take 8 weeks, with 20 crews operating simultaneously across the city in different sectors to ensure fair and efficient cleanup. Two passes will be made through the city.
• Important Note: Debris will only be collected from public property (curbside), not from vacant lots or private property. Citizens are urged to place debris at the curb.
• Outcome: ✅ Approved by unanimous roll call vote.

Security Measures for Water Payment Window

The Council approved moving forward with security upgrades for the inside water payment window.

• Decision: Staff is authorized to advertise for construction bids to implement security measures at the inside water payment window.
• Budget: This project was previously discussed during the budget process and is allocated up to $229,000. The new measures will be similar in design to existing security features.
• Outcome: ✅ Approved by unanimous roll call vote. (Commissioner Holt clarified her initial abstention was an oversight and she fully supports the measure).

Infrastructure Funding for Vanguard Stimulation Services

The Council considered providing financial support for infrastructure to attract Vanguard Stimulation Services.

• Decision: The city will provide up to $125,000 for infrastructure to match an Economic Development Administration (EDA) grant for Vanguard Stimulation Services.
• Funding Source: The $125,000 will be allocated from city fund balances: $57,500 from the SMA (Sewer, Maintenance, and Administration) fund and $67,500 from the Streets fund.
• Contingency: This commitment is contingent upon the approval of the EDA grant. If the grant is not secured, the city's commitment will be re-evaluated.
• Context: Vanguard is making a $65 million investment in the community, and an economic impact analysis indicates a significant return on the city's investment. The Oklahoma Department of Transportation (ODOT) is also contributing $250,000 for industrial access roads related to this project.
• Process Improvement: Commissioners expressed concern about being informed of such significant financial commitments after groundbreaking. City staff committed to improving communication and ensuring future projects requiring public assistance are brought before the Council for discussion and approval upfront, including requiring businesses to provide necessary financial information.
• Outcome: ✅ Approved by unanimous roll call vote. Pat McCormack was also encouraged to seek additional partners to share the $125,000 cost.

3. Financial Matters

• Debris Removal Monitoring: An expenditure of $110,804 was approved for hiring seasonal workers and purchasing safety equipment for debris monitoring.
• Water Payment Window Security: Authorization to seek bids for a project budgeted up to $229,000 for security upgrades.
• Shawnee Economic Development Foundation (SEDF) Budget Discussion:
  • SEDF presented a strategic plan and requested an increase in the city's annual contract from $100,000 to $196,000 (a $96,000 increase).
  • This increase is proposed to be matched by $96,000 annually from the private sector through a "unit pledge" drive.
  • The increased funding would support expanding SEDF's staff to three positions (Executive Director, Program Manager, Staff Assistant) and enhance its capabilities, including a focus on retail development.
  • Commissioners raised questions about the private sector's commitment and the impact on other city services. No vote was taken, and this will be a key part of the upcoming 2008-2009 budget discussions.
• Vanguard Infrastructure Matching Funds: The city committed $125,000 from SMA and Streets fund balances as a match for an EDA grant for Vanguard Stimulation Services.

4. Agenda Summary Table