Meeting Summary
The city council convened a special meeting to receive comprehensive presentations from five key departments: Airport, Operations, Engineering, Information Technology, and Human Resources. Each department provided insights into their organizational structure, daily operations, financial overview, ongoing projects, and future challenges. Key discussions included airport development, city infrastructure maintenance, technological advancements, and human resource management, highlighting the departments' contributions to the city's functionality and services.
Financial Matters
Airport Budget and Funding
The airport reported $572,000 in revenue and $507,000 in operational expenses last year, with $18,000 in capital expenses. Since 1964, the airport has received $19.4 million in federal grants, $1.4 million from the state, and $1.2 million in city matching funds.
Potential Hanger Project
A proposed 10-unit T-hanger with electric bifold doors is estimated to cost $400,000-$500,000, with potential rent of $250 per unit, generating approximately $30,000 annually.
Operations Department Budget
The Operations Department's maintenance and operations budget totals $1.8 million, with a capital budget of $906,000, which includes over $400,000 saved for the auditorium.
Fire Truck Inspections
Annual fire truck inspections are currently contracted out, incurring significant costs, with potential savings if in-house mechanics are trained and certified.
Engineering In-House Design Savings
The Engineering Department's in-house design of improvement projects has saved the city an estimated $2.2 million to $3.3 million over the last five years, on projects totaling $22.1 million in contract value.
Street Sweeper Savings
Bringing street sweeping operations in-house saved the city approximately $40,000-$45,000 annually compared to contracting it out.
ADA Sidewalk Ramp Budget
The city allocates $200,000-$250,000 annually for ADA-compliant sidewalk ramp inventory and upgrades, focusing on the downtown area.
30-inch Water Line Project
The replacement of the 30-inch transmission water line from Twin Lakes to the treatment plant was a $6-7 million project, funded through borrowed money.
Long-Range Street Project Costs
Long-range street paving projects, such as the Kickapoo 4-lane expansion estimated at $11.4 million, significantly exceed the annual street fund budget of $2.2 million, requiring alternative funding sources.
IT Department Budget
The IT department's maintenance and operations budget is approximately $395,000, with a capital projects budget of $226,000, totaling $621,000.
Workers' Compensation Savings
The city spent less on workers' compensation in the last year than any year since 2006, attributed to a new third-party administrator who achieved 56% savings on medical bills and 13% on pharmacy claims, intercepting over $8,000 in duplicate claims.
Lowest Hourly Wage
The lowest paid full-time hourly employee earns $11.22 per hour, which is below the poverty level for a family of four in Oklahoma.
Coming Up
Deadlines
- Tammy Johnson is scheduled to sit for her SPHR exam in December.
Watch For
- Discussions on the city potentially loaning money for airport hangers.
- Bids for the Co-Ed roofing project are expected at the next commission meeting.
- Projects awaiting commencement include the Auditorium heat and air project, Santa Fe Depot interior repairs, playground equipment upgrades, and various building repairs.
- Needed projects include a new Cemetery office, Fleet Maintenance Garage expansion, and an RV park at the lake.
- The Main Street Streetscape project is awaiting ODOT comments and commissioner input.
- Bids for the swimming pool parking lot project are pending coordination with the swimming pool contractor.
- Annual street paving recommendations will be presented after the start of the year.
- Future IT initiatives include web server migration, video security system upgrades, continued virtualization efforts, and a virtualization assessment project.
Announcements
- Fred Triber was recognized as Employee of the Month last week.
- The parolee group provided significant assistance with city maintenance, especially with recent rain.
- The Shawnee online shelter was launched today, allowing the public to view animals available for adoption.
- Dan Shoemaker from the police department is planning active shooter presentations for city departments.
- Tammy Johnson is celebrating her anniversary month with the city, having started in October 2001.
Agenda Summary
Airport Presentation
An overview of Shawnee's airport operations, personnel structure, property management, budget, funding sources, and long-term capital improvement needs, including discussions on potential new hangers.
Operations Department Presentation
A detailed look at the Lake Operations, Parks, Cemetery, Fleet Maintenance, and Building Maintenance divisions, covering their responsibilities, staffing, budgets, current projects, and future challenges.
Engineering Department Presentation
A presentation on the Traffic, Streets, and Engineering divisions, highlighting their maintenance activities, in-house design projects, review of private developments, and long-range infrastructure needs including ADA compliance and major street projects.
Information Technology (IT) Department Presentation
An overview of the IT department's role in supporting city technology, infrastructure, web services, social media, and security, along with recent accomplishments, current projects, and future strategic initiatives.
Human Resources (HR) Department Presentation
A report on HR functions including employee turnover rates, management of insurance and retirement benefits, union negotiations, workers' compensation, safety initiatives, and efforts to streamline processes and go green.