MINUTES

SPECIAL CALLED MEETING

LAWTON CITY COUNCIL SPECIAL MEETING

MAY 19, 1998 - 5:30 P.M.

WAYNE GILLEY CITY HALL COUNCIL CHAMBER

The meeting was called to order at 5:30 p.m. by Mayor Pro Tem Jeffrey Sadler. Notice of meeting and agenda were posted on the City Hall notice board as required by State law.

ROLL CALL

PRESENT:    G. Wayne Smith, Ward One

        Richard Williams, Ward Two

        Jeff Sadler, Ward Three

        John Purcell, Ward Four

        Robert Shanklin, Ward Five

        Charles Beller, Ward Six

        Carol Green, Ward Seven

        Randy Warren, Ward Eight

ABSENT:    Cecil E. Powell, Mayor

ALSO PRESENT: Gil Schumpert, City Manager; Felix Cruz, City Attorney; Sandra Rench, Deputy City Clerk.

1.    Pursuant to Section 307B4, Title 25, Oklahoma Statutes, consider convening in executive session to discuss pending action against Bar-S Food Company, and take appropriate action in open session. Exhibits: None.

The Council convened in executive session at 5:32 p.m. and reconvened in regular, open session at 6:15 with all members present upon roll call.

Cruz reported the Council met in executive session to discuss the status of the Bar S-Food operation specifically with respect to the violations of the discharges into the sewer system committed by Bar S. The staff discussed with the City Council the options available to include the administrative remedy. The City Attorney's propose to continue enforcing the administrative remedies under the City Code against Bar-S and if further actions are needed they will come back to the Council for further guidance and direction.

2.    Discuss Preliminary FY 1998-1999 City of Lawton Preliminary Budget, and take appropriate actions for consensus only. Exhibits: Information previously distributed.

Schumpert said they have projected to review the Parks and Recreation Budget and the Public Works Department would like to review their budget this evening as well, if possible, as a number of the staff will be out of town on Thursday. He said if they can't do Public Works tonight he recommended doing the Police and Fire budgets at the meeting on Thursday and Public Works would be reviewed at the following budget meeting.

Sadler said they would begin with Parks and Recreation and continue with Public Works if there was time.

Schumpert said the Parks and Recreation chart in the Preliminary budget was incorrect and a corrected copy had been provided previously.

42    PARKS & RECREATION

Dick Huck, Parks & Recreation Director, said the department is being reorganized into four primary functions or services; Community Enrichment, Lakes & Lands, Building Maintenance and Parks & Grounds and reviewed the divisions to be under the functions; the Library will be functioning on its own and the Museum will be under a Trust Authority.

Huck reviewed the functions of the personnel in Activity No. 42 with the additional information regarding the mail courier: the mail courier provides mail service to the various city buildings and departments; and provides services that are needed in the Parks Administration for various activities. Discussion was held on where the function of the mail courier would best be served with no recommendation being provided.

Discussion was held on providing a breakdown of the budgets to support the Assistant Director for the separate functions.

Huck reviewed the use of the capital outlay items.

Discussion was held on the divisions under Community Enrichment Services reporting to Bob Rhoads, Assistant Parks & Recreation Director; with four persons reporting directly to Dick Huck.

43    SPORTS AND AQUATICS

Huck reviewed the functions of the division; the sports programs; operations of the swimming pools; recreation cash funds and capital outlay items.

Discussion was held on the capital outlay - Retrofitting 17th & G - additional lighting to be used for the outfield utilized by the 14-15 year age group which is shared with the Jr. High School baseball program; lights can be relocated if necessary when the agreement with the County expires.

Schumpert, in response to a question from Beller, provided information regarding the lease agreement with the County; removal of storm damaged poles and placing the insurance money received into the East Side Park fund. The scheduling at the Grand View Sports Complex had been reviewed and it was hoped that the problems that occurred in the previous year would be resolved through the rescheduling of the games.

Beller asked if the roof at Patterson Center needed to be replaced. Huck said the plans and specifications have been completed and Council will be considering that item within the next four weeks with CDBG funds to be considered.

Capital Outlay of Bleachers will be located at Grand View.

Purcell asked why there isn't one budget for Leisure Services that includes everything within the function. Huck said they could put them all into one big operational budget but it would be difficult to show what all the direct costs are for each of the programs, especially the sports programs. He said they could include Sports and Aquatics, Senior Services and Recreation Services under Leisure Services but it wouldn't give a true picture of the cost to run the program.

Council requested a breakdown of the different divisions to include the names of the individuals in order to provide a better picture of the department organization.

44    LEISURE SERVICES

Huck reviewed the reorganization of Leisure Services which now includes Recreation Services - Patterson Center, H. C. King Center and Owens Center and the various summer recreational programs; Senior Services - the programs operated for the persons at Pleasant Valley and B. O. Davis High Rise; and the operation of Town Hall as far as the cost of operation and manpower.

Discussion was held on the positions and the possibility of having one less position within the division. The following explanations were given on the responsibilities of each of the positions: Senior center coordinator and one of the activity coordinators are housed at a senior center, their primary function is the operating that particular center, with one person and a part time; the Rec. Supv. (Centers) coordinates with the five different facilities, interacts with them, develops programs and works with the enrichment for those centers; the recreation aides are used during the summer programs and special activities and one person is involved with that as well as the daily operation they are involved in. The Leisure Services Admin. coordinates the division along with the sports and aquatics, all the various contracts within the division and is very active in the summer with the aquatics program. The Sports and Aquatics Rec. Supv. primarily spends time with the sports side of the program.

Purcell recommended eliminating one space in Leisure Services.

Williams asked for the specific department functions; whether there were overlapping responsibilities or better ways of getting the work done; if the responsibilities were distributed as they should be and if Huck thought there was a better way of organizing the department.

Motion and second to recess was approved by acclimation. The City Council recessed at 6:55 p.m. and reconvened with all members present upon roll call at 7:10 p.m.

Sadler said Dick Huck fainted, regained consciousness and has been taken to the emergency room.

Sadler said the Council will review the budgets of Police and Fire on Thursday, and next Thursday will start with Public Works and will review Parks and Recreation at another time.

ROLL CALL: AYE: Sadler, Purcell, Shanklin, Beller, Green, Warren, Smith, Williams. NAY: None. MOTION CARRIED.

The meeting adjourned at 7:15 p.m.