City Council

MINUTES Sand Springs City Council Regular Meeting March 29, 2010 Room #211 6:00 p.m. Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Robert L. Walker (20-0) Vice Mayor Mike Burdge (20-0) Councilman Michael Phillips (20-0) Councilman Dean Nichols (20-0) Councilman Harold G. Neal (20-0) Councilman Brian Jackson (20-0) Councilman Ward Sherrill (20-0) ALSO PRESENT: City Manager Douglas J. Enevoldsen Assistant City Manager Kevin Nelson City Attorney David Weatherford Recording Secretary Janice L. Almy ABSENT: None The Sand Springs City Council met in a rescheduled session on March 29, 2010 in Room #211 of the Sand Springs Municipal Building pursuant to the Notice of Rescheduled Regular Meeting filed with the City Clerk’s office and posted at 2:00 p.m. on February 5, 2010; and the agenda filed with the City Clerk’s office and posted at 2:00 p.m. on March 25, 2010 on the bulletin board located in the first floor lobby of the Sand Springs Municipal Building, 100 East Broadway, Sand Springs, Oklahoma 74063. 1. Call to Order Mayor Walker called the meeting to order at the noted time of 7:00 p.m. 2. Roll Call Mayor Walker called for an individual roll call with members replying in the following manner: Mr. Phillips, here; Mr. Nichols, here; Mr. Jackson, here; Mr. Burdge, here; Mr. Walker, here; Mr. Neal, here; Mr. Sherrill, here. 3. Invocation Following Roll Call, Councilman Jackson delivered the invocation. 4. Pledge of Allegiance Following the Invocation, Councilman Sherrill led the Pledge of Allegiance. 5. Consent Agenda Mayor Walker informed Council that all matters listed under the Consent Agenda to be considered by Council are to be routine and will be enacted by one motion. Mayor Walker noted that questions or clarification on any consent agenda items could be addressed prior to taking action. Mayor Walker requested if Council had questions or needed clarification on any consent agenda item. There being none, Mayor Walker requested if Council had items to be removed from the Consent Agenda. There being none, Mayor Walker requested a motion regarding Consent Agenda Item Nos. 5A through 5F. A motion was made by Vice Mayor Burdge and seconded by Councilman Neal to approve the Consent Agenda Items 5A through 5F, as follows: A) The minutes of the March 8, 2010 regular meeting of the Sand Springs City Council. B) The monthly Transfers of Funds. C) Approval of the award of a contract to Garrow Construction in the amount of $29,450.00 for the installation of new 6-inch PVC water line on Timberline Ridge. D) Approval of Change Order No. 5 to the Agreement with Crestline Construction Company, Inc. for a decrease in the contract price of $8,938.00 and no change in the contract time for the 2005 General Obligation Bond – Community Center project. E) Acceptance of the improvements as constructed by Crestline Construction Company, Inc. for the 2005 General Obligation Bond – Community Center project. F) Approval of Amendment No. One to the Design Service Agreement with PSA- Dewberry in the amount of $8,938.00 for the for the 2005 General Obligation Bond – Community Center project. Mayor Walker called for the vote recorded as follows: Mr. Sherrill, aye; Mr. Neal, aye; Mr. Walker, aye; Mr. Burdge, aye; Mr. Jackson, aye; Mr. Nichols, aye; Mr. Phillips, aye. The motion carried 7-0-0. 6. Street Closing Requests A) 3rd Annual Great Sand springs Downhill Soapbox Derby Race Andrew Templeton, Management Analyst, requested Council’s authorization for the following street closings for October 15 and 16, 2010 for the 3rd Annual Great Sand Springs Downhill Soapbox Derby. Beginning at 5:30 p.m. on Friday, October 15, 2010: Main Street from 2nd Street to 4th Street; and Broadway Street from Garfield Avenue to McKinley Avenue; Beginning at 7:00 a.m. on Saturday, October 16, 2010: 4th Street from Main Street to McKinley Avenue; McKinley Avenue from 4th Street to Broadway Street; and Main Street from 4th Street to 5th Street. All streets will be reopened by 7:00 p.m. on Saturday, October 15, 2010. Councilman Phillips noted the email included in the agenda packet was attached to Item 6B instead of 6A. Councilman Nichols requested if the residents located on Main Street between 4th and 5th Street have been notified. Andrew Templeton, Management Analyst, stated that information provided by the Civitan Club indicated the residents have been notified. Councilman Nichols questioned whether the residents would have a means to exit the area if needed. Andrew Templeton, Management Analyst, stated the residents would have a means to exit the area if needed. Councilman Neal requested a reminder be provided to the residents prior to the event in October. Andrew Templeton, Management Analyst, stated that would be an excellent suggestion to include in the application requirements. Following discussion, a motion was made by Vice Mayor Burdge and seconded by Councilman Sherrill that the requested authorization for street closings for October 15 and 16, 2010 for the 3rd Annual Great Sand Springs Downhill Soapbox Derby, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Phillips, aye; Mr. Nichols, aye; Mr. Jackson, aye; Mr. Burdge, aye; Mr. Walker, aye; Mr. Neal, aye; Mr. Sherrill, aye. The motion carried 7-0-0. B) Cub Scout Pack 14 “Cubmobile” Race Andrew Templeton, Management Analyst, requested Council’s authorization for the closure of Broadway Street from Main Street to McKinley Avenue (including the radius drive in front of Page Triangle) for the Annual Cub Scout Pack 14 “Cubmobile” Race on May 22, 2010, from 7:30 a.m. to 1:00 p.m. A motion was made by Councilman Neal and seconded by Councilman Jackson that the requested authorization for the closure of Broadway Street from Main Street to McKinley Avenue (including the radius drive in front of Page Triangle) for the Annual Cub Scout Pack 14 “Cubmobile” Race on May 22, 2010, from 7:30 a.m. to 1:00 p.m., as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Sherrill, aye; Mr. Neal, aye; Mr. Walker, aye; Mr. Burdge, aye; Mr. Jackson, aye; Mr. Nichols, aye; Mr. Phillips, aye. The motion carried 7-0-0. 7. Resolution No. 10-15 – Tulsa County Rural Water District No. 1 Acquisition David Weatherford, City Attorney, requested Council’s approval of Resolution No. 10-15 (a) authorizing the submittal of an application to the OWRB for approval of the transfer; (b) approving an amendment to the Agreement that Council had previously approved with the District, settling a transfer date and an adjustment of rates in accordance with the Agreement; and (c) authorizing the Mayor to sign all documents that may be necessary for the completion of the transfer. David Weatherford, City Attorney, stated the adoption of resolution would be the next step in completing the transfer and transaction of Rural Water District No. 1. It was noted that Tulsa County Commissioners will consider the acquisition at their meeting on Monday, April 5. Councilman Nichols questioned whether Tulsa County had to approve the acquisition. David Weatherford, City Attorney, stated Tulsa County had to approve the dissolution of Rural Water District No. 1. Councilman Nichols questioned whether or not the City had to request the approval from Tulsa County. David Weatherford, City Attorney, stated that Rural Water District No. 1 had to request approval from Tulsa County. Following discussion, a motion was made by Vice Mayor Burdge and seconded by Councilman Neal that the requested approval of Resolution No. 10-15 (a) authorizing the submittal of an application to the OWRB for approval of the transfer; (b) approving an amendment to the Agreement that Council had previously approved with the District, settling a transfer date and an adjustment of rates in accordance with the Agreement; and (c) authorizing the Mayor to sign all documents that may be necessary for the completion of the transfer, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Phillips, aye; Mr. Nichols, aye; Mr. Jackson, aye; Mr. Burdge, aye; Mr. Walker, aye; Mr. Neal, aye; Mr. Sherrill, aye. The motion carried 7-0-0. 8. State-Local Disaster Assistance Agreement (FEMA-1735-DR-OK) City of Sand Springs Generator Project No. 048 A) Disaster Assistance Agreement Greg Fisher, Emergency Management Director, requested Council’s acceptance of the State-Local Disaster Assistance Agreement through the Hazard Mitigation Grant Program (HMGP) under FEMA disaster declaration FEMA-1735-DR-OK in the amount of $30,000.00. A motion was made by Councilman Jackson and seconded by Vice Mayor Burdge that the requested acceptance of the State-Local Disaster Assistance Agreement through the Hazard Mitigation Grant Program (HMGP) under FEMA disaster declaration FEMA- 1735-DR-OK in the amount of $30,000.00, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Sherrill, aye; Mr. Neal, aye; Mr. Walker, aye; Mr. Burdge, aye; Mr. Jackson, aye; Mr. Nichols, aye; Mr. Phillips, aye. The motion carried 7-0-0. B) Supplemental Appropriation Greg Fisher, Emergency Management Director, requested Council’s approval of a supplemental appropriation in the General Fund for an increase to the Revenue-FEMA line item in the amount of $30,000.00 and an increase to the Expenditure-Transfer out (GSTCF) line item in the amount of $30,000.00; and in the General Short-Term Capital Fund for an increase to the Revenue-Transfer In (GF) line item in the amount of $30,000.00 and an increase to the Ending Fund Balance line item in the amount of $30,000.00. A motion was made by Mayor Walker and seconded by Councilman Phillips that the requested approval of a supplemental appropriation in the General Fund for an increase to the Revenue-FEMA line item in the amount of $30,000.00 and an increase to the Expenditure-Transfer out (GSTCF) line item in the amount of $30,000.00; and in the General Short-Term Capital Fund for an increase to the Revenue-Transfer In (GF) line item in the amount of $30,000.00 and an increase to the Ending Fund Balance line item in the amount of $30,000.00, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Phillips, aye; Mr. Nichols, aye; Mr. Jackson, aye; Mr. Burdge, aye; Mr. Walker, aye; Mr. Neal, aye; Mr. Sherrill, aye. The motion carried 7-0-0. 9. ODOC Contract Award – Energy Efficiency and Conservation Block Grant Program (EEDBG Contract No. 13979 SSEECDBGT09) A) Grant Acceptance Vernon Smith, Infrastructure Planning Administrator, requested Council’s acceptance of an EECBG Grant Award in the amount of $237,500.00 for the Sand Springs Municipal Building Energy Efficiency and Conservation Project, and authorization of entering into a contract with the Oklahoma Department of Commerce. Vernon Smith, Infrastructure Planning Administrator, provided a brief overview of project and component units. It was noted that the previously replaced boiler unit at City Hall may be utilized as an “in-kind” gesture towards the City’s dedication to the project. Councilman Phillips questioned whether the new boiler unit would be utilized as an in- kind match for the grant. Vernon Smith, Infrastructure Planning Administration, stated there is no requirement of an in-kind match for the grant, but would assist with the grant application points- requirement. Following discussion, a motion was made by Vice Mayor Burdge and seconded by Councilman Sherrill that the requested acceptance of an EECBG Grant Award in the amount of $237,500.00 for the Sand Springs Municipal Building Energy Efficiency and Conservation Project, and authorization of entering into a contract with the Oklahoma Department of Commerce, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Sherrill, aye; Mr. Neal, aye; Mr. Walker, aye; Mr. Burdge, aye; Mr. Jackson, aye; Mr. Nichols, aye; Mr. Phillips, aye. The motion carried 7-0-0. B) Signatories Vernon Smith, Infrastructure Planning Administrator, requested Council’s authorization for Contract Signatories and Fiscal Signatories to sign the contract or financial documents supplied by the Oklahoma Department of Commerce. A motion was made by Mayor Walker and seconded by Vice Mayor Burdge that the requested authorization for Contract Signatories and Fiscal Signatories to sign the contract or financial documents supplied by the Oklahoma Department of Commerce, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Phillips, aye; Mr. Nichols, aye; Mr. Jackson, aye; Mr. Burdge, aye; Mr. Walker, aye; Mr. Neal, aye; Mr. Sherrill, aye. The motion carried 7-0-0. C) Budget Amendment Vernon Smith, Infrastructure Planning Administrator, requested Council’s approval of a supplemental appropriation in a new fund, called ODOC-EECBG, for an increase to the Revenue-ODOC EECBG line item in the amount of $237,500.00 and an increase to the Expenditure-Building and Improvements line item in the amount of $237,500.00. A motion was made by Mayor Walker and seconded by Councilman Neal that the requested approval of a supplemental appropriation in a new fund, called ODOC- EECBG, for an increase to the Revenue-ODOC EECBG line item in the amount of $237,500.00 and an increase to the Expenditure-Building and Improvements line item in the amount of $237,500.00, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Sherrill, aye; Mr. Neal, aye; Mr. Walker, aye; Mr. Burdge, aye; Mr. Jackson, aye; Mr. Nichols, aye; Mr. Phillips, aye. The motion carried 7-0-0. 10. City Mowing Contract A) Contract Derek Campbell, Public Works Director, requested Council’s approval of the award of a contract to Lot Maintenance of Oklahoma, Inc. and authorization for the Mayor to execute documents related to the City Mowing Contract. The Public Works Advisory Committee reviewed this item on March 16, 2010. The Council Finance Committee reviewed this item on March 23, 2010. A motion was made by Vice Mayor Burdge and seconded by Councilman Sherrill that the requested approval of the award of a contract to Lot Maintenance of Oklahoma, Inc. and authorization for the Mayor to execute documents related to the City Mowing Contract, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Phillips, aye; Mr. Nichols, aye; Mr. Jackson, nay; Mr. Burdge, aye; Mr. Walker, aye; Mr. Neal, aye; Mr. Sherrill, aye. The motion carried 6-1-0. B) Supplemental Appropriation Derek Campbell, Public Works Director, requested Council’s approval of a supplemental appropriation in the General Fund for an increase to the Expense – Street Department line item in the amount of $263,025.00 and a decrease to the Ending Unrestricted Fund Balance line item in the amount of $263,025.00. The Public Works Advisory Committee reviewed this item on March 16, 2010. A motion was made by Mayor Walker and seconded by Councilman Phillips that the requested approval of a supplemental appropriation in the General Fund for an increase to the Expense – Street Department line item in the amount of $263,025.00 and a decrease to the Ending Unrestricted Fund Balance line item in the amount of $263,025.00, as presented, be approved. Mayor Walker called for the vote recorded as follows: Mr. Sherrill, aye; Mr. Neal, aye; Mr. Walker, aye; Mr. Burdge, aye; Mr. Jackson, aye; Mr. Nichols, aye; Mr. Phillips, aye. The motion carried 7-0-0. 11. Financial Reports E. Bruce Ford, Finance Director, provided a brief narrative regarding the regular monthly financial reports for all funds and sales tax revenue. Mr. Ford noted that monthly sales tax collections had been below collections for the comparable period of a year ago for 15 consecutive months now. 12. Correspondence The following correspondence was provided to Council for their review and information: A) Regular monthly bills B) A letter, dated March 3, 2010, from Oklahoma Department of Environmental Quality regarding Permit No. SL000072100067 for the construction of 209 lineal feet of 8-inch PVC sanitary sewer line and all appurtenances to serve the city of Sand Springs, Tulsa County, Oklahoma, was attached in the addendum to be noted in the minutes of the regular City Council meeting, after which it will become a matter of permanent record as required by the Department of Environmental Quality. C) A letter, dated March 10, 2010, from Cox Communications regarding a new bilingual video package. 13. City Manager’s Report Douglas J. Enevoldsen, City Manager, provided the City Council an update regarding recent and upcoming events and projects, including events of interest to the Council and the general operations of the City. This was an information- only item, with no action taken by Council. A) The new “IHOP (Coming Soon) sign has been installed and dirt work has begun in the Keystone Corridor Redevelopment Area. Due to the construction, Pecan Street was closed today to through traffic. B) Vice Mayor Mike Burdge, Councilman Michael Phillips, Councilman Brian Jackson, City Manager Douglas J. Enevoldsen, and Assistant City Manager Kevin Nelson attended the OCOM/OML “Day at the Capitol” event and attended orientations and briefings with our local representatives and senators, as well as the Speaker of the House. C) Thursday, April 1, 2010, is the deadline for House Bills to be heard in Senate Committee. City Manager Douglas J. Enevoldsen will be at the State Capitol on Tuesday, March 30, 2010, to support HB 3054 regarding the Municipal Fiscal Impact. D) An anonymous donation of $3,200.00 to the Senior Nutrition Program will provide meals through May 31, 2010. E) The annual Parks Department Easter Egg Hunt was sponsored by IBC Bank, and other businesses and organizations, last Saturday. The weather cooperated with a good turnout despite the heavy road construction along Wekiwa Road. The Easter Bunny made an appearance, and children received a free photo of themselves with the Bunny. Besides the fun of the hunt and free candy, kids also received prizes and free “bee” hive banks, pencils and more. The City appreciates the folds at IBC Bank for volunteering to help sponsor this fun event. F) The Sand Springs Rotary Chili-Cook-Off was held last Friday at the Case Community Center…this time with a new twist. For the first time, hungry guest could enjoy a drive- through experience on the service alley to the site to get their chili fix and run. The weather and turnout was great and looking forward to next year’s event. G) Public feedback has resulted in the offering of a new men’s adult basketball league at the Case Community Center. Signups for the first eight teams can begin now. Cost is $50 per team. League play is intended to begin in May and run through mid-summer for this full-court play. H) On March 18, 2010, Neighborhood Services staff met with a representative of ISO for grading the effectiveness of the Sand Springs building code. Data was gathered through the Building Code Effectiveness Grading Schedule (BCEGS®) with special emphasis placed on mitigation of losses from natural hazards. The previous grade for Sand Springs building code enforcement was a four (4). According to Bryan Burgett, the ISO field representative, a 4 is outstanding for this area. It will be around three months before we learn this year’s rating. The opportunity to work with ISO for Neighborhood Services is every five years. The Fire Department also participates in a similar ISO program once every ten to fifteen years. I) Thursday, April 1, 2010, is Census Count Day. A website tracking the number of census submitted indicates that the State has received 46-percent, Tulsa County has received 44-percent; and Sand Springs has returned 51-percent of census forms distributed to our community. J) City Manager Douglas J. Enevoldsen will be taking a furlough day on April 1, 2010; however, he will be providing a presentation to ORPS regarding “Healthy Cities, Oklahoma” that morning. K) City offices will be closed on Friday, April 2, 2010, in observance of the Easter Holiday. Although it is a City holiday, Public Works staff will be holding a conference call with representatives from ODOT. City Manager Douglas J. Enevoldsen will travel to Oklahoma City to meet with ODOT at their site. L) The next CASE Time movie event is scheduled for Friday, April 9, 2010, featuring “The Blind Side” with academy award winning best actress Sandra Bullock. M) The Annual Herbal Affair and Festival and the Celebrate Sand Springs events are being held in downtown Sand Springs on April 17, 2010. 14. New Business – Any matter not known about or which could not have been reasonably foreseen prior to the time of posting the agenda There was no new business to be discussed at this time. 15. Adjournment There being no other discussion, the meeting adjourned at the noted time of 7:42 p.m. ___________________________ E. Bruce Ford, City Clerk