Meeting Summary
The Board of City Commissioners addressed several key issues, including the termination of the legal services agreement with Modrell Sperling and a corresponding budget modification. They also approved a contract for airport improvements and accepted the comprehensive utility system master plan. Discussions on campaign finance reporting, Veterans Memorial funding, and commissioner conflicts of interest were also held.
Key Decisions & Votes
Approval of Agenda
04:00The agenda was approved after an amendment to expand citizen participation time failed.
Approval of City Commission Consent Agenda
04:30The consent agenda for the City Commission meeting was approved.
Resolution of Appreciation for Tom Pringle
11:00Resolution 6479, expressing appreciation for Lieutenant Tom Pringle's 29.5 years of service, was passed.
Oklahoma Municipal Retirement Fund Payment
13:00A lump sum payment and refund of contributions from the Oklahoma Municipal Retirement Fund for Greg Price was approved.
Approval of Airport Authority Consent Agenda
35:00The consent agenda for the Shawnee Airport Authority meeting was approved.
Contract with Lochner Aviation
39:00A contract with Lochner Aviation for services related to FAA AIP project number 30488 16-215, focusing on airport equipment upgrades, was approved.
Approval of Municipal Authority Consent Agenda
42:00The consent agenda for the Shawnee Municipal Authority meeting was approved.
Acceptance of Utility System Master Plan
48:00The final Shawnee Municipal Authority comprehensive utility system master plan, prepared by Smith Roberts Bald Waller and LLC, was accepted.
SMA Agreement for Legal Services
50:00A motion was passed for the SMA to enter into a limited agreement for legal services with Modrell Sperling.
Termination of Modrell Sperling Agreement and Budget Modification
52:00A motion was passed to take no further action on sales tax enforcement against tribal corporations and governments, terminate the agreement with Modrell Sperling, and reduce the City Attorney's budget by $100,000.
Conflict of Interest Discussion Approach
1:05:00An amendment to a motion was passed, directing the City Attorney to explore and advise each sitting commissioner in the near term on potential conflicts of interest.
Upcoming Community Events
Free Trees Giveaway
8:00 AM to noon at the Shawnee airport, 100 trees will be given away.
Family Promise Week
Financial Matters
Veterans Memorial Funding
Request for an additional $40,000 for the Veterans Memorial, part of a $120,000 project for granite walls. Staff proposed annual payments of $13,000 over three years from fund balance if approved.
Airport Authority Contract with Lochner Aviation
Contract for engineering and design services for airport equipment upgrades, costing $140,000 (10% match required from the city) and equipment estimated at $330,000 (10% match required from the city).
Shawnee Municipal Authority Comprehensive Utility System Master Plan
The negotiated price for the master plan was $549,460. To date, $523,128 has been invoiced, with $26,332 remaining for data collection and model population.
Budget Modification for Legal Services
Reduction of the City Attorney's legal services budget by $100,000 due to the termination of the agreement with Modrell Sperling.
Auditorium Heat and Air Project
Currently has over $400,000 set aside, with an estimated total project cost of $600,000. The remaining funds are planned for the next budget year.
Aus Trails Grant
The city received a $641,000 matching grant from the Avedis Foundation for sidewalk and trail improvements, requiring dollar-for-dollar matching funds from the city.
Public Comments
Citizens expressed concerns primarily regarding the city's relationship with tribal nations, specifically focusing on taxation, de-annexation, and utility service jurisdiction. Speakers highlighted potential negative impacts of litigation and emphasized the need for cooperation and transparency.
Coming Up
Tabled
- Request for additional funding for the Veterans Memorial (deferred to explore other funding sources and re-evaluate sales tax revenue).
Deadlines
- City Attorney to provide a summary of new state campaign finance laws before November 1st.
Watch For
- City staff to prepare a revised Wayfinding plan for review by Visit Shawnee Incorporated and presentation to the commission in Q1 2015, with implementation in mid-2015.
- City Engineer to bring an item to the next agenda (or November) to increase the sidewalk and ADA ramps budget to start work on the Aus Trail Grant project immediately.
- Phase two implementation of the Aus Trail Grant project (connecting Western and Eastern trail segments) expected around this time next year.
- RFQ for an engineering firm for the Auditorium Heat and Air project by the end of the year, with bidding planned for the 2015-2016 budget year.
- City staff to return with a financial plan and recommendations for 0-5 and 0-10 year projects from the comprehensive utility system master plan at a later date.
- Workshops and a retreat for Capital Improvements planning, likely in November or early December.
Announcements
- 100 free trees will be given away at the Shawnee airport on October 18th from 8:00 AM to noon.
- Compliments were received regarding the recent fly-in event at the airport.
- Mayor West Maynard proclaimed October 12th through 18th, 2014, as Family Promise Week.
- Fred, the airport's full-time staff member, was recognized as Employee of the Month.
- Lieutenant Tom Pringle was honored with a resolution of appreciation for over 29 years of service to the Shawnee Police Department and his new role as Police Chief of McLoud.
Agenda Summary
1. Consider approval of the agenda
Motion to amend the agenda to expand citizen participation time to 20 minutes per topic was made and failed. The main motion to approve the agenda was then considered.
2. Consider approval of the consent agenda
Approval of routine administrative items.
3. Commissioner's comments
Commissioners shared various comments, including an announcement about free trees and a suggestion for a public fact sheet regarding city issues with CPN.
4. Citizen's participation
Citizens spoke on topics including tribal taxation, de-annexation concerns, and water sales jurisdiction.
5. Mayor's Proclamation Family Promise Week
Mayor issued a proclamation for Family Promise Week, recognizing the organization's efforts to help homeless families.
6. Presentation by the city manager to the employee of the month
Fred, the full-time staff member at the airport, was recognized as Employee of the Month for his dedicated service.
7. Consider resolution of appreciation to Tom Pringle for over 29 years of service to the City of Shawnee and a presentation to Mr. Tom Pringle
Resolution 6479 was considered and passed, expressing appreciation for Lieutenant Tom Pringle's 29.5 years of service to the Shawnee Police Department.
8. Consider Oklahoma Municipal Retirement Fund lump sum payment from defined benefit plan and refund of contributions from the Define contribution plan from Greg Price
Routine approval for retirement fund payments.
9. Discussion consideration and possible action regarding the setting of City standards for campaign Finance reporting
Discussion on updating city ordinances to align with new state laws and potentially establishing local rules for campaign finance reporting, similar to Norman, OK.
10. Consider requests for additional fun for the Veterans Memorial located in Woodland Veterans Park
Discussion on a request for an additional $40,000 for the Veterans Memorial, which needs $120,000 total for granite walls listing fallen servicemen and women. Staff recommended exploring funding from Visit Shawnee Inc. and future sales tax revenue.
11. Discussion regarding City's comprehensive plan and capital Improvement Plan update
Presentation on the city's 2005 comprehensive plan, its outdated data, and the need for an updated Capital Improvement Plan, including a dedicated funding mechanism.
12. Consider an executive session for discussion of matters relating to sales tax enforcement
Motion to enter executive session for legal discussion.
Airport Authority 1. Consider approval of the consent agenda
Approval of routine administrative items for the Airport Authority.
Airport Authority 2. Consider a contract with Lochner Aviation for services for FAA AIP project number 30488 16-21 five
Contract for Lochner Aviation to apply for non-primary entitlement funds for airport equipment upgrades (rotating beacon, AWOS, apron lighting).
Municipal Authority 1. Consider approval of the consent agenda
Approval of routine administrative items for the Municipal Authority.
Municipal Authority 2. Consider acceptance of the final Shawnee Municipal Authority comprehensive utility system master plan as prepared by Smith Roberts bald Waller and LLC
Acceptance of the comprehensive utility system master plan, with staff to return later with a financial plan and project recommendations.
Municipal Authority 3. Consider an executive session for discussion of potential claims litigation or other options regarding encroachment to the city's utility service area by other entities
Motion to enter executive session for legal discussion.
Municipal Authority 4. Consider matters discussed in executive session regarding potential claims litigations or other options regarding encroachment into the city's utility service area by other entities
Motion made to enter into a limited agreement for legal services with Modrell Sperling for SMA.
13. Consider matters discussed in executive session regarding matters relating to sales tax enforcement
Discussion following executive session regarding sales tax enforcement.
14. Discussion consideration possible action to provide for Budget modification reducing account number 50135 legal services department 130 City attorney budget by $100,000 terminate agreement with motor El Sperling to make actions effective immediately
Motion to take no further action on sales tax enforcement against tribal corporations and governments, terminate the agreement with Modrell Sperling, and reduce the City Attorney's budget by $100,000.
15. Discussion consideration possible action regarding potential conflict of interest between commission members and CPN Nation including retention of outside Council to investigate and render opinion to the commission
Discussion on potential conflicts of interest for commissioners. An amendment to a motion was passed to have the City Attorney explore and advise each sitting commissioner on potential conflicts of interest.
Administrative Report: Wayfinding and Aus Trails Grant project
Update on the Wayfinding signage plan, its history, necessary adjustments, and future implementation. Also, an update on the Aus Trails Grant for sidewalk and trail improvements, including connections to schools and lighting.
Administrative Report: Auditorium Heat and Air project
Update on the Auditorium Heat and Air project, including current funding, estimated total cost, and plans for engineering design and future bidding.