May 8, 2012 City Commission Meeting

Announcements

• 📅 Crystal Darkness Campaign Day: January 13, 2009, is proclaimed "Crystal Darkness Campaign Day: Death to Meth." A public watch event for the "Crystal Darkness" documentary will be held at 6:30 PM at the Ritz Theater. This campaign, co-chaired by First Lady Kim Henry, aims to increase meth awareness and provide assistance.
• 📅 Martin Luther King Celebration: An upcoming event will be held on Sunday, January 18, 2009, at 3:00 PM at Galilee Baptist Church. The theme is "Living the Dream," and Pastor Mike Harris is confirmed to speak.

Key Decisions & Votes

• Approval of Meeting Minutes: The minutes from the December 15, 2008, and December 18, 2008, meetings were ✅ Approved.
• Swearing-in of New Commissioner: John Winterringer was officially sworn in as the Ward 5 Commissioner by Municipal Judge Robert Jones.
• Agenda Approval with Amendments: The agenda was ✅ Approved with the following changes:
  • Items 11 (Executive Session for City Manager employment) and 13 (Action from Executive Session) were moved up to be discussed after Item 6.
  • Items 10 and 12 were 📅 Deferred to the January 20, 2009, commission meeting.
• Consent Agenda Approval: The consent agenda was ✅ Approved, with the exception of Item 4a (a resolution), which was 📅 Deferred to the January 20, 2009, meeting.
• Resolution of Appreciation for Vana Ham: A resolution expressing appreciation to Vana Ham for over 27 years of loyal service to the City of Shawnee was ✅ Approved. Ms. Ham served as a Police Department dispatcher and supervisor, retiring on December 19, 2008.
• City Manager Employment Contract: Following an executive session, the Board ✅ Approved the employment contract for Brian McDougall as the new City Manager, effective February 1, 2009. Key terms include:
  • Salary: $105,000 per year.
  • Termination & Severance: A 90-day period will be provided for the manager to address commission concerns before termination. Severance will be 3 months of salary plus medical benefits after 6 months of employment, with an additional 3 months after 18 months of employment (total 6 months severance after 18 months of service).
  • Notice of Resignation: Reduced from 60 days to 30 days.
  • Car Allowance: Reduced to $500 per month, with periodic cost-of-living adjustments. Mileage will be paid for business trips beyond a 50-mile radius (excluding Norman and Oklahoma City).
  • Outside Employment: Prohibited during the initial contract term.
  • Moving Expenses: Increased to $7,500.
  • The contract also includes language allowing for amendments by mutual agreement of both parties.
• Shawnee Public Library Remodel Bid: The single bid received from Buoy Brothers Construction for $37,800 to remodel the library's story time room and children's restroom was ❌ Rejected. Staff recommended rejecting the bid and managing the project in-house by dividing it into smaller components (plumbing, electrical, construction) to come in under the $35,000 budget. The library is scheduled to close February 1-21 for the work.
• Shawnee Public Library Carpet Installation Bid: The bid for $58,988 from Florco to supply and install carpet in the main public area of the Shawnee Public Library was ✅ Awarded. This was the only bid received, and staff recommended it based on positive past experience with the contractor.

Financial Matters

• Library Remodel & Carpet:
  • 💰 Story Time Room/Restroom: Budgeted $35,000. One bid received for $37,800 was rejected. Staff will manage the project in-house to stay within budget.
  • 💰 Main Area Carpet: Budgeted $60,000. One bid received for $58,988 was awarded to Florco.
• Municipal Pool Project Update: The city is moving forward with plans to comply with the new Virginia Graham Baker law (main drains) and replace mechanicals in the basement. Drawings are 90% complete, and the project is expected to go out for bid at the next commission meeting. The goal is to complete the work and open the pool by Memorial Day. The 💰 $200,000 allocated for the project is anticipated to be largely used for these permanent improvements.
• Audit Report Status: The city's audit report for the fiscal year ending June 30, 2008, will be submitted to the State Auditors and Inspector office by 📅 February 15, 2009. The delay is attributed to scheduling difficulties with the accounting firm. A presentation of the audit report to the commission is expected in February.
• Red, White, and Blue Celebration (Fireworks): The annual fireworks and entertainment show cost an estimated 💰 $24,716 last year (excluding police/fire overtime and staff time). Approximately 💰 $6,100 is generated through donations and an Oklahoma Arts Council Grant. 💰 $30,000 is budgeted in the Street Department's operating budget for this year's event. Commissioners were informed of the costs and asked to provide direction if there are concerns, as commitments need to be made by the end of January.

Public Comments

• No citizens came forward to participate during the designated "Citizens Participation" agenda item.

Agenda Summary Table