City Council

MINUTES Sand Springs City Council Regular Meeting April 23, 2012 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #211 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (19-0) Vice Mayor Dean Nichols (19-0) Councilman Michael Phillips (18-1) Councilman Jesse Honn (19-0) Councilman Harold G. Neal (17-2) Councilman Brian M. Jackson (19-0) Councilman James D. Rankin (19-0) 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 March 26, 2012 in Room #211 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 12:00 p.m. on March 22, 2012, 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.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 2 3. Invocation Following Roll Call, and at the request of Councilman Neal, Councilman Rankin delivered the invocation. 4. Pledge of Allegiance Following Agenda Item No. 3, Mayor Burdge led the Pledge of Allegiance. Following Agenda Item No. 4, Mayor Burdge recognized and welcomed members of the Leadership Sand Springs Class No. 20. 5. Presentation Nancy Graham, INCOG, provided a brief PowerPoint presentation regarding Ozone Alert! 6. Recognition(s) A. John M. Hess Outstanding Citizenship Award Rocky D. Rogers, City Manager, informed Council of the consideration regarding the recipient for the 2012 Tenth Annual John M. Hess Outstanding Citizenship Award. Rocky D. Rogers, City Manager, stated that Council will need to cast a vote for one of the six people nominated for said award. The nominee with the most votes will be recognized at the May 7, 2012 Council meeting. Rocky D. Rogers, City Manager, stated that two nominees received the same number of votes. Council then cast a vote for one of the two nominees to determine the winner of said award. Rocky D. Rogers indicated a winner was determined and would be notified. 7. Consent Agenda (A-H) 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 or whether any item needed to be considered separate. There being none, Mayor Burdge requested a motion regarding Consent Agenda Items 7A through 7H.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 3 A motion was made by Councilman Neal and seconded by Councilman Phillips to approve the Consent Agenda Items 7A through 7H, as follows: A. The minutes of the March 1, 2012 special City Council meeting. B. The minutes of the April 9, 2012 regular City Council meeting. C. The monthly Transfers of Funds. D. Authorization of an expenditure in an amount not to exceed $370,000.00 for the purchase of materials related to the 2012 Street Overlay project. E. Change Order No. 1 (final) to the Agreement with Ram Utility Construction, Inc. for a decrease in the contract amount of $2,909.56 and 32 calendar days increase in the contract time for the Main and Morrow 16-Inch Waterline Emergency Repair Project No. W-1205. F. The acceptance of the improvements as constructed by Ram Utility Construction, Inc. in the amount of $76,720.49 for the Main and Morrow 16-Inch Waterline Emergency Repair Project No. W-1205. G. The authorization of an expenditure in an amount not to exceed a$32,200.00 to Sapulpa Digging, Inc. for the Deer Trail Sanitary Sewer Line Rehabilitation project and authorization for the Mayor to sign the Agreement. H. An expenditure in the amount of $26,878.00 to Houchin Electric Co., Inc. for the Water Treatment Plant Generator Electrical Work. 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. Agreements for Employee Benefits FY2013 Kim Booth, Human Resources Administrator, provided a brief overview of the proposed Employee Benefits for FY2013.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 4 A. Group Health Insurance Kim Booth, Human Resources Administrator, requested Council’s approval of the renewal of a group health plan for City employees through Community Care, with no change in benefits and a five-percent reduction in the premium. A motion was made by Councilman Neal and seconded by Councilman Honn that the requested approval of the renewal of a group health plan for City employees through Community Care, 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. B. Group Dental Insurance Kim Booth, Human Resources Administrator, requested Council’s approval of the renewal of a group dental plan for City employees provided through Delta Dental, with no change in benefits or the premium. A motion was made by Councilman Neal and seconded by Councilman Honn that the requested approval of the renewal of a group dental plan for City employees provided through Delta Dental, 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. C. Group Life Insurance Kim Booth, Human Resources Administrator, requested Council’s approval of a group life insurance plan for City employees provided through Lincoln Financial, with an approximate 35-percent reduction in the premium and no change to the benefit. A motion was made by Councilman Jackson and seconded by Vice Mayor Nichols that the requested approval of a group life insurance plan for City employees provided through Lincoln Financial, as presented, be approved.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 5 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. D. Long Term Disability Insurance Kim Booth, Human Resources Administrator, requested Council’s approval of a long -term disability plan for City employees provided through Lincoln Financial at a cost of $7,788.84. A motion was made by Councilman Neal and seconded by Councilman Rankin that the requested approval of a long-term disability plan for City employees provided through Lincoln Financial, 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. 9. State Energy Grant – Purchase of 12 Solar Powered School Zone Warning Signs A. Award of Bid Vernon Smith, Infrastructure Planning Administrator, requested Council’s approval of the award of Bid No. 997 to Gades Sales Co, Inc. via a Contract for Purchase of Materials, Equipment, or Supplies, after competitive bidding, in the amount of $49,990.00. Vernon Smith, Infrastructure Planning Administrator, provided a brief overview of the project. Vice Mayor Nichols clarified said purchase is with grant funds from Oklahoma Department of Commerce. Councilman Honn questioned what would happen to the old school sign equipment.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 6 Vernon Smith, Infrastructure Planning Administrator, stated that no plan has been determined for the old equipment at this time, but noted the City would retain control of said equipment for future consideration. Following discussion, a motion was made by Councilman Honn and seconded by Vice Mayor Nichols that the requested approval of the award of Bid No. 997 to Gades Sales Co, Inc. via a Contract for Purchase of Materials, Equipment, or Supplies, after competitive bidding, in the amount of $49,990.00, 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. B. Resolution No. 12-33 Vernon Smith, Infrastructure Planning Administrator, requested Council’s adoption of Resolution No. 12-33, a resolution awarding Bid No. 997, a contract for purchase of materials, equipment or supplies, and authorizing the Mayor to sign all documents necessary to implement the contract. A motion was made by Councilman Neal and seconded by Vice Mayor Nichols that the requested adoption of Resolution No. 12-33, a resolution awarding Bid No. 997, a contract for purchase of materials, equipment or supplies, and authorizing the Mayor to sign all documents necessary to implement the contract, as requested, 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. 10. Fiscal Year 2013 Budget A. Public Hearing Mayor Burdge declared a Public Hearing for the purpose of receiving citizen input concerning the proposed Fiscal Year 2013 Budget for the City of Sand Springs.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 7 Mayor Burdge informed Council that Floyd Long signed in to provide input concerning the proposed Fiscal Year 2013 Budget. Floyd Long, 4806 South Nassau Avenue, Sand Springs, read aloud a statement expressing his support for the need to place more emphasis on quality of life issue and more funding for parks and park improvements. Mayor Burdge requested if anyone else would like to comment regarding agenda item C10. There being none, Mayor Burdge closed the Public Hearing. B. Resolution No. 12-33 Rocky D. Rogers, City Manager, provided a brief overview of the proposed Fiscal Year 2013 Budget. E. Bruce Ford, Finance Director, provided a brief overview of the budget process. Kelly Lamberson, Budget Officer, provided a detail overview for all funds for the proposed Fiscal Year 2013 Budget. Following the presentation, a motion was made by Councilman Phillips and seconded by Councilman Rankin to postpone (pass) said item to the May 2012 meeting to allow time to consider/review citizen input regarding the budget. Mayor Burdge called for the vote recorded as follows: Councilman Rankin, aye; Councilman Neal, aye; Mayor Burdge, aye; Vice Mayor Nichols, nay; Councilman Jackson, aye; Councilman Honn, aye; Councilman Phillips, aye. The motion carried 6-1-0. 11. Financial Reports It was noted that the regular monthly Financial Reports were provided for Council’s review and information. 12. Correspondence The following correspondence was provided to Council for their review and information. A. Regular monthly bills.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 8 B. A letter, dated March 27, 2012, from Oklahoma Department of Environmental Quality regarding Permit No. WL000072120165 Water Line Replacement for District 1, Phase II, Facility No. 1020420, for the construction of 2,920 linear feet of six (6) inch PVC potable water 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 April 10, 2012, from Oklahoma Department of Environmental Quality regarding Permit No. SL000072120202 – rolling Oaks Lift Station Improvements, Facility No. S-2457, for the construction of one (1) wet well, one (1) backup power generator, replacing the existing pumps with three (3) 600-gpm pumps 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. 13. City Manager’s Report Rocky D. Rogers, City Manager, reported on the following items: A. Staff prepared a spreadsheet regarding the appointment of board/committee members. The spreadsheet will be sent to Council for their use and information. B. Tulsa Community College will host a session regarding the 2012 Tulsa Achievers. C. Tulsa Community College will host a July 2012 graduation ceremony for prisoners that have obtained their college degrees while incarcerated. D. Assistant City Manager/Finance Director E. Bruce Ford has submitted his letter of intent to retire effective June 30, 2012. Mayor Burdge expressed his appreciation of Mr. Ford and his service to the City as a Councilor, Mayor, and Interim City Manager on two different occasions, as well has his time and service to many community boards and committees, including Chamber of Commerce President. Vice Mayor Nichols and Councilman Jackson expressed this appreciation of Mr. Ford. Councilman Phillips stated that due to various Centennial Celebration events scheduled for May 21, Council may want to consider rescheduling the May 21 Council and Municipal Authority meetings.  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 9 It was noted that staff would review the availability of dates and times for rescheduling of said meetings. There being no other items to report, Mayor Burdge requested a motion to recess the City Council meeting. A motion was made by Vice Mayor Nichols and seconded by Councilman Rankin to recess the City Council Meeting, to be reconvened following the completion of the Municipal Authority Meeting. 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 recessed at the noted time of 7:59 p.m. Following the Municipal Authority meeting, a motion was made by Councilman Phillips and seconded by Councilman Honn to reconvene the City Councilman 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 8:03 p.m. 14. Executive Session A. Mayor Burdge informed Council of the request to retire into Executive Session for the purpose of conferring on matters pertaining to economic development, in accordance with O.S. Title 25, Section 307(C)(10); and for the purpose of conferring on matters pertaining to appraisal or acquisitions of property in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Councilman Phillips and seconded by Councilman Jackson to retire into Executive Session for the purpose of conferring on matters pertaining to  CITY COUNCIL MINUTES APRIL 23, 2012 PAGE 10 economic development, in accordance with O.S. Title 25, Section 307(C)(10); and for the purpose of conferring on matters pertaining to appraisal or acquisitions of property in accordance with O.S. Title 25, Section 307(B)(3) 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. Mayor Burdge, Vice Mayor Nichols, Councilman Phillips, Councilman Honn, Councilman Jackson, Councilman Neal, Councilman Rankin, City Manager Rocky Rogers, Economic Development Director Terry Walters and City Attorney David Weatherford retired into Executive Session at the noted time of 8:04 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 8:18 p.m. C) Mayor Burdge noted there was no action to be taken by the City Council as a result of the Executive Session. 15. Adjournment The meeting adjourned at the noted time of 8:19 p.m. ___________________________ Janice L. Almy, City Clerk