Shawnee commissioners unanimously close out federal COVID CDBG, pursue sidewalk grant, award water main contract and reject sewer bids

The Shawnee City Commission on a unanimous 7-0 vote Thursday authorized closeout of a federal Community Development Block Grant awarded during the coronavirus response, approved multiple transportation and inspection resolutions, awarded a watermain contract and voted to reject sewer-bursting bids that exceeded the city’s budget.

The most significant financial action was the vote to close out the city’s CDBG-CV2 contract. Petra Stefanoff, interim community development director, told commissioners the grant was awarded through the Oklahoma Department of Commerce for $1,200,894 and was used for mental health services, mortgage and rental assistance, nutrition assistance, utility assistance and related program costs. “This grant needs to be closed,” Stefanoff said. The commission voted to authorize the mayor and staff to sign closeout documents; the motion carried 7-0.

Why it matters: closing the books on the CDBG-CV2 contract finalizes federal reporting for pandemic-era funding streams that paid for local housing and human-services relief.

Commissioners also approved a resolution to pursue Oklahoma Department of Transportation Transportation Alternatives Program funding for the Wallace Street sidewalk project, which would construct sidewalks on Wallace from Kickapoo (Jefferson School east) to Harrison. City staff said an ODOT TAP award would cover up to 80% of construction costs and the city would be obligated to provide the remaining 20% local match if awarded. “This resolution ... authorizes the city manager to sign this application,” the city attorney read aloud before the item passed 7-0. The project is included in the city’s adopted Capital Improvement Program.

In related transportation business, the commission adopted a resolution to use Circuit Engineering District No. 4 to perform bridge inspections for the 2026 cycle, continuing a practice the city has followed since 2016. The resolution passed 7-0.

Votes at a glance: - Resolution authorizing closeout of Community Development Block Grant contract CV2 (CDBG-EXPD-CV2-Shawnee-C-03182): approved 7-0. Amount recorded by staff: $1,200,894. Purpose listed: mental health, mortgage/rental assistance, nutrition, utility assistance. - Resolution selecting Circuit Engineering District No. 4 for the 2026 ODOT bridge inspection cycle: approved 7-0. - Resolution authorizing application to ODOT Transportation Alternatives Program for the Wallace Street sidewalk project (Wallace from Kickapoo to Harrison): approved 7-0. Staff said grant would fund up to 80% of construction; city committed to the 20% match if awarded.

The commission considered two construction-related procurement items. For the Shawnee Southwest Watermain Loop (project 25-1040-01), staff said 16 bids were opened and recommended awarding the base contract to Sooner Site Utility for $1,436,364; the commission approved the award 7-0. For a separate sewer rehabilitation package (Shawnee Sewer Bursting, FY26, project 25-119), staff recommended rejecting all bids after bids returned far above available funds. City staff described two causes for the high bids: the existing sewer line lacked adequate slope, requiring trenching rather than pipe bursting under the DEQ permit, and sections of the replacement required very deep excavation (about 25 feet) that triggers the need for engineered shoring. “There were two things that drove up the cost that we didn’t expect,” said Seth Farkeimer, who presented the engineering report. “When your excavation gets above 20 feet, you have to have it engineered … and that’s what really drove up the cost.” The commission voted to reject the bids 7-0; staff said it would repackage and rebid a smaller scope with the goal of returning the project to the commission by year end.

Land-use and planning actions included approval of a conditional use permit, case CUP02-25, allowing a short-term rental at 730 North Pennsylvania Avenue. Planning staff and the planning commission recommended approval with no additional conditions; applicant Penny Schultz was present to answer questions. The motion passed 7-0.

The commission also received and acknowledged a monthly sales-tax report presented by Kimberly Hoover. Staff reported October sales-tax receipts totaled $2,432,333.31, which included $3,321.17 in interest. Staff said October collections were up 5.23% compared with October of the prior year but were 5.53% below conservative budget projections for the month; year-to-date collections were 0.47% above last year’s comparable total. Use-tax receipts for October totaled $391,792.97, according to the report.

What’s next: city staff said the Wallace sidewalk application will move forward with the TAP submission and that the sewer project would be restructured and returned for consideration. Several commissioners used their closing remarks to highlight upcoming community events and ribbon cuttings for the animal shelter, Fire Station No. 3, Shawnee Hall at OBU and the George Fisher facility, which commissioners praised during comment time.

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