City Council

MINUTES Sand Springs City Council Regular Meeting October 10, 2011 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #211 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (8-0) Vice Mayor Dean Nichols (8-0) Councilman Michael Phillips (8-0) Councilman Jesse Honn (8-0) Councilman Brian M. Jackson (8-0) Councilman Harold G. Neal (7-1) Councilman James D. Rankin (8-0) 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 October 10, 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 October 6, 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 Councilman Honn requested a moment of silence.  CITY COUNCIL MINUTES OCTOBER 10, 2011 PAGE 2 4. Pledge of Allegiance Councilman Phillips led the Pledge of Allegiance. 5. Consent Agenda (A-G) 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. Councilman Jackson requested that Consent Agenda 5C be consider separately. Councilman Phillips requested additional information for Consent Agenda Items G – Special Event Street Closures. Councilman Phillips questioned the reason for closing Main Street and whether directional (detour) signage would be provided on Morrow and Main Streets. Susan Pitts, Community Development Coordinator, stated that the closing of street is for safety of the participants parking and walking from the RiverWest area, as well as a place for possible vendors to set up. There being no other questions or need for clarification, Mayor Burdge requested a motion regarding Consent Agenda Items 5A through 5G, excluding Item 5C which will be considered separate. A motion was made by Councilman Phillip and seconded by Councilman Neal to approve the Consent Agenda Items 5A, 5B, and 5D through 5G, as follows: A. The minutes of the September 26, 2011 regular City Council meeting. B. The acceptance of a gift of trees totaling $500.00 from Modern Woodmen of America. D. The authorization for the City Manager to sign the Memorandum of Understanding for participation in the Tulsa Area Clean Cities Partnership. E. The award, including base quotation plus add Alternate Nos. 1 and 2, to GMA Gentry-McDonald-Austin Construction in the amount of $39,800.00 for the Shell Lake Dam Structure Rehabilitation Improvements project. F. The adoption of Ordinance No. 1215 and Joinder Agreement amending the plans vesting to a 5-year schedule with Oklahoma Municipal Retirement Fund.  CITY COUNCIL MINUTES OCTOBER 10, 2011 PAGE 3 G. The Special Event Street Closures for Use Permit No. 11-10 – “Boo” on Broadway and Use Permit No. 11-11 – “Fright Night”. 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. Mayor Burdge informed Council of the consideration of Consent Agenda Item 5C. A motion was made by Councilman Phillips and seconded by Councilman Honn that the requested approval of a supplemental appropriation in the General Fund for an increase to the Expenditure – Economic Development line item in the amount of $3,000.00 and a decrease to the Ending Fund Balance line item in the amount of $3,000.00 to support Junior Achievement and JA Biz Town, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Honn, aye; Councilman Jackson, abstain; Vice Mayor Nichols, aye; Mayor Burdge, aye; Councilman Neal, aye; Councilman Rankin, aye. The motion carried 6-0-1. 6. Resolution No. 12-11 – Interlocal Engineering Standards for Tulsa and Osage Counties Rocky D. Rogers, City Manager, requested Council’s adoption of Resolution No. 12-11 authorizing an Interlocal Agreement between the City of Sand Springs and the counties of Tulsa and Osage for the purposes of each county adopting within designated areas, the City engineering standards for roads, pedestrian conveyances, utilities and storm drainage. Rocky D. Rogers, City Manager, provided a brief overview of the resolution and agreements. Councilman Nichols questioned whether the standards would apply to the all property within the City’s fenceline. Rocky D. Rogers, City Manager, stated the areas are indicated on the map included as a part of the agreement.  CITY COUNCIL MINUTES OCTOBER 10, 2011 PAGE 4 Councilman Phillips questioned which party would be responsible for the enforcement of the engineering standards. Rocky D. Rogers, City Manager, stated that the respective County would be responsible for the enforcement of the engineering standards. A motion was made by Councilman Phillips and seconded by Councilman Neal that the requested adoption of Resolution No. 12-11 authorizing an Interlocal Agreement between the City of Sand Springs and the counties of Tulsa and Osage for the purposes of each county adopting within designated areas, the City engineering standards for roads, pedestrian conveyances, utilities and storm drainage, as presented, be approved. Mayor Walker 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. 7. Keystone Ancient Forest Rocky D. Rogers, City Manager, requested Council’s cancellation of any Interlocal Agreement with Oklahoma Department of Tourism and Recreation and retain the Keystone Ancient Forest within City ownership and control and direct the City Manager to return the $169,000.00 provided by Oklahoma Department of Tourism and Recreation (ODTR) as escrow on the property. Rocky D. Rogers, City Manager, provided a brief history regarding the Interlocal Agreement. Councilman Phillips questioned if the cancellation of the Agreement would affect the 50-year lease with the State. David Weatherford, City Attorney, stated the 50-year lease would not be affected. Councilman Honn questioned whether the return of the $169,000.00 escrow would also include any interest earned on the escrow funds. E. Bruce Ford, Assistant City Manager, stated a special budget line item was established, keeping the funds reserved and separated, and the funds were currently earning interest at a rate of approximately one-percent. Vice Mayor Nichols also questioned whether the interest would have to be refunded.  CITY COUNCIL MINUTES OCTOBER 10, 2011 PAGE 5 Following lengthy discussion, a motion was made by Councilman Nichols and seconded by Councilman Phillips that the Council’s cancellation of any Interlocal Agreement with Oklahoma Department of Tourism and Recreation and retain the Keystone Ancient Forest within City ownership and control and direct the City Manager to return the $169,000.00 per the Interlocal Agreement provided by Oklahoma Department of Tourism and Recreation (ODTR) as escrow on the property, 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. 8. District No. 1 Waterline Improvements Phase I, Project No. W-1106, Bid No. 990 Derek Campbell, Public Works Director, requested Council’s approval of the award of the District No. 1 Waterline Improvements Phase I project – Bid No. 990 to Cherokee Pride Construction, Inc. in the amount of $93,700.00 and authorization for the Mayor to sign said Agreement. Vice Mayor Nichols questioned if the funds being utilized for said project were the funds provided by the Water District. Derek Campbell, Public Works Director, stated as a part of acquiring the Water District, it included any funds on hand, to be used within a specific time frame for the improvement of the District. Following discussion a motion was made by Vice Mayor Nichols and seconded by Councilman Phillips that the requested approval of the award of the District No. 1 Waterline Improvements Phase I project – Bid No. 990 to Cherokee Pride Construction, Inc. in the amount of $93,700.00 and authorization for the Mayor to sign said Agreement, 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.  CITY COUNCIL MINUTES OCTOBER 10, 2011 PAGE 6 9. Correspondence The following correspondence was provided to Council for their review and information: A. Regular monthly bills. It was noted that the Agenda duplicated no. 9 in the number of the agenda items, and were corrected verbally at the meeting. 10. City Manager’s Report Rocky D. Rogers, City Manager, reported on the following items: A. Received notice from Post Office that the Postal Service will be conducting an area mail process study regarding consolidation of facilities. The notice did not note any plans to close the Sand Springs facility at this time. B. The Oklahoma Recreation and Park Society will be holding their annual conference at the Case Community Center on November 17, 2011. Mayor Burdge and City Manager Rocky Rogers will be providing “opening remarks” and greeting the many visitors and guests. C. The City of Sand Springs will celebrate their Centennial on May 12, 2012. Susan Pitts, Community Development Coordinator, provide a brief overview of the events/projects being coordinator through the America Downtown group. Rocky D. Rogers, City Manager, expressed appreciation of the cake and gifts for his birthday. Councilman Nichols reminded Council of the upcoming Charles Page High School Homecoming Parade on Thursday evening and football game on Friday evening. Councilman Nichols reminded Council of the upcoming Chamber Barbeque Grilling event on Saturday at River City Parks. Councilman Jackson stated he is one of the judges for the event. Rocky D. Rogers, City Manager informed Council of the upcoming 2011 Annual OML District Dinner Meeting on Thursday, October 13, 2011. Councilman Phillips informed Council of the “Sand Springs Walking Tour” sponsored by the Sand Springs Museum and narration provided by Connie Fisher on Saturday, October 15. Councilman Phillips alerted Council and staff that some businesses in Sand Springs have not changed their tax rate, reducing the Tulsa County portion, which became effective October 1, 2011.  CITY COUNCIL MINUTES OCTOBER 10, 2011 PAGE 7 11. 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. 12. Adjournment There being no other discussion, the meeting adjourned at the noted time of 7:24 p .m. ___________________________ E. Bruce Ford, City Clerk