City Council

MINUTES Sand Springs City Council Regular Meeting September 26, 2011 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #211 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (7-0) Councilman Michael Phillips (7-0) Councilman Jesse Honn (7-0) Councilman Harold G. Neal (6-1) Councilman Brian M. Jackson (7-0) Councilman James D. Rankin (7-0) ALSO PRESENT: City Manager Rocky D. Rogers Assistant City Manager E. Bruce Ford City Attorney David Weatherford Recording Secretary Janice L. Almy ABSENT: Vice Mayor Dean Nichols (6-1) The Sand Springs City Council met in regular session on September 26, 2011 in Room #211 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 10:00 a.m. on September 22, 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 7:02 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, no response; Mayor Burdge, here; Councilman Neal, here, Councilman Rankin, here. It was noted for the record that Vice Mayor Nichols was absent from this meeting.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 2 3. Invocation Following Roll Call, Councilman Phillips informed Council that there would be no invocation for tonight’s meeting. 4. Pledge of Allegiance Mayor Burdge led the Pledge of Allegiance. 5. Consent Agenda (A-O) 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 no questions or need for clarification, 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 Phillips to approve the Consent Agenda Items 5A through 5O, as follows: A. The minutes of the September 12, 2011 regular City Council meeting. B. The monthly Transfers of Funds. C. The application of a $82,305.05 refund from Oklahoma Municipal Assurance Group (OMAG) towards the annual premium for purchase of workers’ compensation coverage for Fiscal Year 2012. D. Submission of an updated copy of the Emergency Operations Plan (EOP) for the City of Sand Springs, noting the EOP is updated annually for the State Office of Emergency Management as a condition of our Emergency Management State and Local Assistance Grant. E. The FY2010 Tulsa County Community Development Block Grant Urban County contract and authorization for the Mayor to sign the necessary documents. F. A supplemental Appropriation in the CDBG-EDIF Fund for an increase to the Revenue – HUD Grant Revenue line item in the amount of $102,286.00 and an increase to the Expenditure – CDBG 2010 line item in the amount of $102,286.00.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 3 G. The FY2011 Tulsa County Community Development Block Grant Urban County contract and authorization for the Mayor to sign the necessary documents. H. A Supplemental Appropriation in the CDBG-EDIF Fund for an increase to the Revenue – HUD Grant Revenue line item in the amount of $77,178.00 and an increase to the Expenditure – CDBG 2011 line item in the amount of $77,178.00. I. The Floodplain Management Plan Annual Report. J. The Construction Administration Agreement with Garver, LLC, for professional services related to the Runway 35 Rehabilitation project, and authorization for the Mayor to sign all related documents for the Sand Springs – Pogue Airport Runway 35 Rehabilitation project. K. Change Order No. One to the Agreement with RoadSafe Traffic Systems, Inc. for a decrease in the contract price of $2,427.50 and an increase in the contract time of five calendar days for the Pavement Marking Improvements project. L. The acceptance of the improvements as constructed by RoadSafe Traffic Systems, Inc. for the Pavement Marking Improvements project. M. Change Order No. One (reconciliatory) to the Agreement with RAM Utility Construction, Inc. for a net decrease in the contract amount of $3,322.52 and an increase in the contract time of two calendar days for the 2nd Street 12-inch Waterline Break Emergency Repair project. N. The acceptance of the 2nd Street 12-inch Waterline Break Emergency Repair project as constructed by RAM Utility Construction, Inc. in the amount of $60,188.58. O. The award of Bid No. 987 – 2011 Northside Sanitary Sewer Line and Manhole Rehabilitation, Sand Springs Project No. S-1102A, to RAM Utility Construction, Inc., in the amount of $705,697.60 and authorization for the Mayor to sign said agreement. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-0-0.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 4 6. Golf Carts Bid No. 991 Grant Gerondale, Parks Director, requested Council to review and consider taking action regarding Golf Carts Bid No. 991. Grant Gerondale, Parks Director, provided a brief overview of the two bids and informed Council that they could consider awarding the bid to either vendor or rejecting both bids. Brian Talley, Golf Director, provided a brief overview of the subject golf carts and capabilities, as well as the maintenance and warranties for each. Following lengthy discussion and questions of Council, a motion was made by Mayor Burdge and seconded by Councilman Neal to award Golf Carts Bid No. 991 to Yamaha, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 6-0-0. 7. 2012 Calendar Year Schedule of Regular Meetings for the Sand Springs City Council Rocky D. Rogers, City Manager, requested Council’s approval of the 2012 Calendar Year Schedule of Regular Meetings for the Sand Springs City Council. Councilman Honn stated that the 2012 schedule indicates more meetings that the 2011 schedule. Rocky D. Rogers, City Manager, stated that the 2011 schedule reflected only 1 meeting during the summer months (July – August) and the holiday months (November – December) compared to the 2012 schedule that reflects only 1 meeting during the months of July, November and December. A motion was made by Councilman Neal and seconded by Councilman Phillips that the requested approval of the 2012 Calendar Year Schedule of Regular Meetings for the Sand Springs City Council, as presented, be approved.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 5 Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-0-0. 8. Resolution No. 12-10 – Council Committees Rocky D. Rogers, City Manager, requested Council’s adoption of Resolution No. 12-10, a resolution modify council appointments to established committees. Rocky D. Rogers, City Manager, noted that the resolution is to address housekeeping issues. Councilman Phillips requested Resolution No. 12-10 be amended by inserting the word “municipal” before the word “board” in Section B, Item 2. A motion was made by Councilman Phillips and seconded by Councilman Neal that the requested adoption of Resolution No. 12-10, as modified by inserting the word “municipal” before the word “board” in Section B, Item 2, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 6-0-0. 9. Sand Springs Ward Boundaries A. Resolution No. 12-09 Rocky D. Rogers, City Manager, requested adoption of Resolution No. 12-09 authorizing a 30-day public legal notice in a widely circulated newspaper regarding ward boundary changes. Rocky D. Rogers, City Manager, provided a brief overview of the two options of the ward boundary changes. Councilman Phillips indicated that he prefers options two. Following discussion a motion was made by Councilman Phillips and seconded by Councilman Neal that the requested adoption of Resolution No. 12-09 authorizing a 30-day public legal notice in a widely circulated newspaper regarding ward boundary changes, as presented, be approved.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 6 Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-0-0. B. Date for Sand Springs Ward Boundaries Ordinance Rocky D. Rogers, City Manager, requested the establishment of a date certain in which to propose an ordinance for the approval of the ward boundaries changes. Mayor Burdge indicated the ordinance could be considered at the regular November 2011 meeting. A motion was made by Mayor Burdge and seconded by Councilman Phillips that the request of the establishment of a date certain in which to propose an ordinance for the approval of the ward boundaries changes, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 6-0-0. 10. Correspondence The following correspondence was provided to Council for their review and information: A. Regular monthly bills. B. A “Thank You” note from Charles and Dawn Crooks regarding the Fire Department. C. A “Thank You” note from Helen and Brian Kovacs regarding the Fire Department. D. The 2010 proposed Herbal Affair Budget.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 7 11. City Manager’s Report Rocky D. Rogers, City Manager, reported on the following items: A. Destiny Heritage, Inc., a non-profit organization, has partnered with the City of Sand Springs, Winters & King, Inc., Joni’s Salon on the Triangle, to provide winter coats to children who would not otherwise have one this winter. B. Informed the Council and members the Council Appointment Committee that Laurie Joslin has submitted her letter of resignation from the Sand Springs Development Authority (SSDA). C. City Manager Rocky D. Rogers attended a meeting with Oklahoma Department of Environmental Quality regarding the Brownsfield of the RiverWest site. A DEQ certificate is anticipated in early November. D. City Manager Rocky D. Rogers also attended other various meetings in Oklahoma City, including the House of Representatives Appropriation and Budget Committee meeting and a meeting with Oklahoma Municipal Assurance Group. 12. 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. 12 – New Business, a motion was made by Councilman Phillips and seconded by Councilman Jackson to recess the City Council Meeting, to be reconvened following the Municipal Authority Meeting. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-0-0. The City Council Meeting recessed at the noted time of 7:22 p.m. Following the Municipal Authority Meeting, a motion was made by Councilman Phillips and seconded by Councilman Neal to reconvene the City Council Meeting.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 8 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 6-0-0. The City Council Meeting reconvened at the noted time of 7:39 p.m. 13. Executive Session A. Mayor Burdge informed Council of the request to retire into Executive Session for the purpose of discussion related to the settlement of a claim filed by Sherry Petty, in accordance with O.S. Title 25, Section 307(B)(4); and conferring on matters pertaining to economic development, in accordance with O.S. title 25, Section 307(B)(10) and the purchase or appraisal of real property, in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Councilman Phillips and seconded by Councilman Honn to retire into Executive Session for the purpose of discussion related to the settlement of a claim filed by Sherry Petty, in accordance with O.S. Title 25, Section 307(B)(4); and conferring on matters pertaining to economic development, in accordance with O.S. title 25, Section 307(B)(10) and the purchase or appraisal of real property, in accordance with O.S. Title 25, Section 307(B)(3). Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-0-0. Mayor Burdge, Councilman Phillips, Councilman Honn, Councilman Jackson, Councilman Neal, Councilman Rankin, City Manager Rocky Rogers, Assistant City Manager E. Bruce Ford, Economic Development Director Terry Walters, City Attorney David Weatherford, retired into Executive Session at the noted time of 7:41 p.m. Discussion was held in regards to the item 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.  CITY COUNCIL MINUTES SEPTEMBER 26, 2011 PAGE 9 Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-0-0. Council returned to the City Council meeting at the noted time of 8:08 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. 14. 14. Adjournment There being no other discussion, the meeting adjourned at the noted time of 8:09 p .m. ___________________________ E. Bruce Ford, City Clerk