City Council

MINUTES Sand Springs City Council Regular Meeting June 27, 2011 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #211 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (3-0) Vice Mayor Dean Nichols (3-0) Councilman Michael Phillips (3-0) Councilman Jesse Honn (3-0) Councilman Harold G. Neal (3-0) Councilman Brian M. Jackson (3-0) Councilman James D. Rankin (3-0) ALSO PRESENT: City Manager Rocky D. Rogers Assistant City Manager E. Bruce Ford City Attorney David Weatherford Recording Secretary Janice L. Almy ABSENT: None The Sand Springs City Council met in regular session on June 27, 2011 in Room #211 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 11:00 a.m. and the Addendum at 3:40 p.m. on June 23, 2011, 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 Burdge called the meeting to order at the noted time of 7:00 p.m. 2. Roll Call Mayor Burdge called for an individual roll call with members replying in the following manner: Councilman Phillips, here; Councilman Honn, here; Councilman Jackson, here; Vice Mayor Nichols, here; Mayor Burdge, here; Councilman Neal, here, Councilman Rankin, here. 3. Invocation Following Roll Call, Councilman Rankin delivered the invocation.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 2 4. Pledge of Allegiance Following the Invocation, Councilman Neal led the Pledge of Allegiance. 5. Employee Presentation Grant Gerondale, Parks Director, introduced the new Park Landscape Technician Kevin Rouk. Kevin Rouk expressed appreciation of the opportunity to service as the landscape technician for the City of Sand Springs. Mayor Burdge recognized and presented E. Bruce Ford, Assistant City Manager, with an award for his services as Interim City Manager on two separate occasions. E. Bruce Ford, Assistant City Manager, expressed appreciation of the recognition and given the opportunity to oversee city operations during the past year. 6. Consent Agenda Mayor Burdge 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 Burdge noted that questions or clarification on any consent agenda items could be addressed prior to taking action. Mayor Burdge requested if Council had questions or needed clarification on any consent agenda item. There being none, Mayor Burdge requested if Council had items to be removed from the Consent Agenda. There being none, Mayor Burdge requested a motion regarding Consent Agenda Items 5A through 5O. A motion was made by Councilman Neal and seconded by Councilman Rankin to approve the Consent Agenda Items 5A through 5O, as follows: A. The minutes of the May 23, 2011 regular City Council meeting. B. The minutes of the May 31, 2011 special City Council meeting. C. The minutes of the April 6, 2011 regular City Council meeting. D. The monthly Transfers of Funds. E. A decrease in project appropriations in the capital project funds that have remaining balances in FY11 but will not incur any additional costs during the remainder of FY11, as well as in FY12.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 3 F. A supplemental appropriation in the Golf Course Capital Improvement Fund for an increase in the Revenue-Transfers In: Municipal Authority Golf Course Fund line item in the amount of $4,155.00 and an increase in the Expense – Golf Course Improvements line item in the amount of $4,155.00. G. A decrease in appropriations in the Sinking Fund for a decrease in the Revenue – Interest Investment Income line item in the amount of $8,900.00 and a decrease in the Expense - Transfer Out (to the General Fund) line item in the amount of $8,900.00 and in the General Fund for a decrease in the Revenue – Transfers In (from Sinking Fund) line item in the amount of $8,900.00 and a decrease in the Ending Fund Balance line item in the amount of $8,900.00. H. A supplemental appropriation in the General Fund for an increase in the Revenue – Sales Tax line item in the amount of $654,068.00, an increase in the Expenditure – Transfer Out: Street Improvement Fund line item in the amount of $93,439.00, an increase to the Expenditure – Transfer Out: Municipal Authority Water Utility Fund line item in the amount of $186,876.00, and a decrease in the Ending Unreserved Fund Balance line item in the amount of $373,753.00; and in the Street Improvement Fund for an increase in the Transfer In: General Fund line item in the amount of $186,876.00 and an increase in the Ending Fund Balance line item in the amount of $93,439.00; and the Capital Improvement Water and Waste Water Fund for an increase in the Transfers In: Municipal Water Utility Fund for an increase in the Transfers In: Municipal Water Utility Fund line item in the amount of $186,876.00 and an increase to the Ending Fund Balance lie item in the amount of $186,876.00. I. A supplemental appropriation in the Municipal Authority Waster Utility Fund for an increase in the Expense – Transfers Out: DWSRF AMR Fund line item in the amount of $3,958,769.00 and a decrease to the Ending Restricted Net Assets line item in the amount of $3,958,769.00 and in the DWSRF-AMR Fund for an increase in the Revenue – Transfer In: Municipal Authority Water Utility Fund line item in the amount of $3,958,769.00 and a decrease to the Revenue – Contributed Capital Revenue line item in the amount of $3,958,769.00. J. The payment of an annual premium for purchase of general liability insurance policy for City coverage through Oklahoma Municipal Assurance Group (OMAG). K. The payment of an annual premium for purchase of risk property insurance policy for City coverage through Oklahoma Municipal Assurance Group (OMAG). L. The FAA Grant Application and authorization for the mayor and City Manager to execute all related documents for the Sand Springs – Pogue Airport Runway 35 Rehabilitation FAA Design Only Grant project.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 4 M. A Memorandum of Understanding between the City of Sand Springs and INCOG for outlining the duties of INCOG for updating the Regional 9-1-1 electronic map street layer and the Master Street Address Guide (MSAG). N. The acceptance of the North Woods Chlorination Station (Highway 97 and Shell Creek Road) project, bid No. 972, as constructed by Cook Consulting, LLC. O. A Use Agreement with the Sand Springs Youth Football Association for privileged use of Freedom Field Park to facilitate portions of their football program. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 7-0-0. Following the Consent Agenda, Item No. 6, Mayor Burdge moved to Addendum Item No. 1 Avery Drive Pavement Improvements Derek Campbell, Public Works Director, requested Council’s authorization of an expenditure in an amount not to exceed $35,000.00 for the purchase of materials related to pavement improvements on Avery Drive. Derek Campbell, Public Works Director, provided a brief overview of the pavement improvements. Following discussion a motion was made by Councilman Jackson and seconded by Councilman Nichols that the requested authorization of an expenditure in an amount not to exceed $35,000.00 for the purchase of materials related to pavement improvements on Avery Drive, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 7-0-0. Following Addendum Item No. 1, Mayor Burdge returned to Agenda Item No. 7.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 5 7. Charles Page Triangle Park – Civil War Cannon Proposal Grant Gerondale, Parks Director, requested Council’s approval of a proposal from representatives from the Downtown America organization to place a replica civil war cannon at the southern tip of the Charles Page Triangle Park. It was noted that that the Sand Springs Parks Advisory Board, at their meeting on June 6, 2011, reviewed and voted 6-0-0 to recommend approval of said proposal. Mary Eubanks and Beau Wilson expressed support of the project and requested Council’s approval of said project. Councilman Phillips expressed concerns with the project, regarding the cannon in general, location and moving forward with a project due to time constraints. Following lengthy discussion, a motion was made by Councilman Rankin and seconded by Councilman Neal that the requested approval of a proposal from representatives from the Downtown America organization to place a replica civil war cannon at the southern tip of the Charles Page Triangle Park, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, nay. The motion carried 6-1-0. 8. Homeland Security Grant 151.003 (2009) A. Acceptance of Homeland Security Grant 151.003 (2009) Mike Carter, Assistant Police Chief, requested Council’s acceptance of a grant by the State Office of Homeland Security passed through INCOG. The grant amount is $67,307.00. Mike Carter, Assistant Police Chief, provided an overview of the grant and how the funds would be utilized to improve the security at the municipal building (City Hall). A motion was made by Councilman Neal and seconded by Councilman Honn that the requested acceptance of a grant by the State Office of Homeland Security passed through INCOG in the amount of $67,307.00, as presented, be approved.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 6 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 7-0-0. B. Supplemental Appropriation Mike Carter, Assistant Police Chief, requested Council’s approval of a supplemental appropriation in the General Fund for an increase in the Revenue – Department of Homeland Security Grant line item in the amount of $67,307.00 and an increase in the Expenditure – Police Department line item in the amount of $67 ,307.00. A motion was made by Councilman Neal and seconded by Councilman Rankin that the requested approval of a supplemental appropriation in the General Fund for an increase in the Revenue – Department of Homeland Security Grant line item in the amount of $67,307.00 and an increase in the Expenditure – Police Department line item in the amount of $67,307.00, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 7-0-0. C. Award of Contract to Imajenus, Inc. Mike Carter, Assistant Police Chief, requested Council’s approval of the award of a contract to Imajenus, Incorporated, in the amount of $36,642.00 for access control door systems. Mike Carter, Assistant Police Chief, informed Council that this is a sole-source vendor do to current infrastructures in place. Following discussion a motion was made by Councilman Rankin and seconded by Councilman Jackson that the requested approval of the award of a contract to Imajenus, Incorporated, in the amount of $36,642.00 for access control door systems, as presented, be approved.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 7 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 7-0-0. D. Approval of Contract Mike Carter, Assistant Police Chief, requested approval for the Mayor to sign a contract, with a vendor to be selected after receiving quotes, for the installation of bullet resistant glass. A motion was made by Councilman Nichols and seconded by Councilman Neal that the requested approval for the Mayor to sign a contract, with a vendor to be selected after receiving quotes, for the installation of bullet resistant glass, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 7-0-0. 9. Sand Springs Lake Dam – Spillway Improvements – Project No. 421101 Derek Campbell, Public Works Director, requested Council’s acceptance of the Sand Springs Lake – Spillway Improvements project, as constructed by Danny Wright Dozer and Pipeline, Inc. of Hinton, Oklahoma, in the amount of $208,801.90 and authorization for final payment of the contract. Frank Weigle, Raw Water System Division Supervisor, provided a PowerPoint presentation of the Sand Springs Lake – Spillway Improvement project. A motion was made by Councilman Phillips and seconded by Councilman Rankin that the requested acceptance of the Sand Springs Lake – Spillway Improvements project, as constructed by Danny Wright Dozer and Pipeline, Inc. of Hinton, Oklahoma, in the amount of $208,801.90 and authorization for final payment of the contract, as presented, be approved.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 8 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 7-0-0. 10. Resolution No. 10-43 – Notice of Proposed Annexation – 21201 West 8th Street Jim Dunlap, City Planner, requested Council’s approval of Resolution No. 10-43 for the Notice of Proposed Annexation, which will call for the publication of a notice of its intent to annex 7 acres, more or less, lying in Section 3, Township 19 North, Range 10 East, Tulsa County, generally located west of the intersection of 209th West Avenue and the Sand Springs Expressway, west of Woody’s Corner. Said notice will call for a Public Hearing on July 25, 2011, at 7:00 p.m. Councilman Phillips questioned whether the property, as outlined on the map, was zoned AG (agriculture). Jim Dunlap, City Planner, stated the subject property is currently zoned AG. A motion was made by Councilman Phillips and seconded by Councilman Neal that the requested approval of Resolution No. 10-43 for the Notice of Proposed Annexation, which will call for the publication of a notice on of its intent to annex 7 acres, more or less, lying in Section 3, Township 19 North, Range 10 East, Tulsa County, generally located west of the intersection of 209th West Avenue and the Sand Springs Expressway, west of Woody’s Corner, said notice calling for a Public Hearing on July 25, 2011 at 7:00 p.m., as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 7-0-0. 11. Public Hearing for Tulsa County CDBG Urban County Program Citizen Input Susan Pitts, Community Development Coordinator, requested Council to conduct a Public Hearing to receive recommendations regarding community development needs for Sand Springs as a part of the FY2011 Tulsa County Community Development block Grant Urban County program.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 9 Mayor Burdge opened the Public Hearing for the purpose of receiving citizens’ views regarding the allocation of funds under said program. There being no signed in or wishing to speak regarding the allocation of funds, Mayor Burdge closed the Public Hearing. 12. Financial Reports E. Bruce Ford, Assistant City Manager, provided a brief narrative regarding the regular monthly financial reports for all funds and sales tax revenue. 13. Correspondence The following correspondence was provided to Council for their review and information: A. Regular monthly bills B. A letter, dated May 20, 2011, from Oklahoma Department of Environmental Quality, regarding Permit No. WL000019110332 for the construction of 2,500 linear feet of six (6) inch PVC potable water line and all appurtenances to serve the residents located on Buford Avenue, Creek County, Oklahoma. 14. City Manager’s Report Rocky D. Rogers, City Manager, informed Council that he has held several meetings over the last three weeks in an attempt to building relationships with council, employees, INCOG officials, school representatives, Tulsa County Commissioner Karen Keith and Osage County Commissioner Jim Clark, as well as representatives from Sand Springs Home, Sand Springs and Tulsa Chamber of Commerce, and many others. Rocky D. Rogers, City Manager, stated that he is providing weekly reports to Council as well. Rocky D. Rogers, City Manager, stated that an item will be placed on the July agenda for his first personnel evaluation by Council. 15. New Business – Any matter not know 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. Following Agenda Item No. 15 – New Business, a motion was made by Vice Mayor Nichols and seconded by Councilman Jackson to recess the City Council Meeting, to be reconvened following the Municipal Authority Meeting.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 10 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 7-0-0. The City Council Meeting recessed at the noted time of 8:02 p.m. Following the Municipal Authority Meeting, a motion was made by Councilman Phillips and seconded by Council Neal to reconvene the City Council Meeting. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 7-0-0. The City Council Meeting reconvened at the noted time of 8:04 p.m. 11. Executive Session A. Mayor Burdge informed Council of the request to retire into Executive Session for the purpose of discussion related to the City of Sand Springs v. blossom Day Care, in accordance with Oklahoma Statute Title 25, Section 307(B)(3) and Section 307(B)(4) and for the purpose of conferring on matters pertaining to economic development, in accordance with Oklahoma Statute Title 25, Section 307(C)(10). A motion was made by Councilman Philips and seconded by Councilman Neal to retire into Executive Session for the purpose of discussion related to the City of Sand Springs v. blossom Day Care, in accordance with Oklahoma Statute Title 25, Section 307(B)(3) and Section 307(B)(4) and for the purpose of conferring on matters pertaining to economic development, in accordance with Oklahoma Statute Title 25, Section 307(C)(10). Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 7-0-0.  CITY COUNCIL MINUTES JUNE 27, 2011 PAGE 11 Mayor Burdge, Vice Mayor Nichols, Councilman Phillips, Councilman Honn, Councilman Jackson, Councilman Neal, Councilman Rankin, City Manager Rocky Rogers, Assistant City Manager E. Bruce Ford, City Attorney David Weatherford, Public Works Director Derek Campbell, Economic Development Director Terry Walters retired into Executive Session at the noted time of 7:05 p.m. Discussion was held in regards to the items, as listed on the agenda. B. Following the Executive Session, a motion was made by Councilman Phillips and seconded by Councilman Jackson to return to the City Council meeting. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 7-0-0. Council returned to the City Council meeting at the noted time of 8:52 p.m. C. Mayor Burdge requested if there were any actions to be taken as a result of the Executive Session. There being none, Mayor Burdge moved to Agenda Item No. 17. 17. Adjournment There being no other discussion, the meeting adjourned at the noted time of 8:52 p .m. ___________________________ E. Bruce Ford, City Clerk