City Council

SAND SPftlHfig MEETING NOTICE AND AGENDA Sand Springs City Council May 20, 2013-7:00 pm Sand Springs Municipal Building 100 East Broadway - Room 211 Sand Springs, Oklahoma 74063 www.sandspringsok.org 1, Call to Order Time 2. Roll Call Ward 1-Phillips. Ward 2-Nichols Ward 3-Burdge_ Ward 4-Honn Ward 5-Neal Ward 6-Jackson At Large - Rankin 3. Invocation Invocation will be provided by Councilman Nichols. 4. Pledge of Allegiance Pledge of Allegiance will be provided by Councilman Rankin. 5. Swearing In Ceremony A) Councilman Phillips Municipal Judge R. Jay McAtee will administer the Oath of Office to Council member Michael L. Phillips, Ward One. (Administration) After taking the Oath of Office Councilman Phillips will be seated for a three year term to May 2016.  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 2 B) Police Officers Municipal Judge R. Jay McAtee will administer the Oath of Office to Police Officers James Holforty and Tyler Detring. (Administration) 6. Proclamationfs) A) American Legion Auxiliary's Poppy Week and Poppy Days in the City of Sand Springs Mayor Burdge will proclaim May 20 - 27, 2013 as "American Legion Auxiliary's Poppy Week" in the City of Sand Springs. (Administration) B) Oklahoma Educators Mali of Fame - Lloyd Snow Mayor Burdge will recognize Lloyd Snow for his induction into the Oklahoma Educators Hall of Fame. (Administration) 7. Appointments A) Council Appointment Committee Mayor Burdge may consider the appointment of three members from the City Council to serve on the Council Appointment Committee to May 2014, subject to approval by City Council. (Administration) Motion Second B) Council Finance Committee Mayor Burdge may consider the appointment of three members from the City Council to serve on the Council Finance Committee to May 2014, subject to approval by City Council. (Administration) Motion Second C) Council Legislative Committee Mayor Burdge may consider the appointment of three members from the City Council to serve on the Council Legislative Committee to May 2014, subject to approval by City Council. (Administration) Motion Second  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 3 D) Council Public Works Advisory Committee Mayor Burdge may consider the appointment of three members from the City Council to serve on the Council Public Works Advisory Committee to May 2014, subject to approval by City Council. (Administration) Motion Second E) INCOG Board of Directors Mayor Burdge may consider the appointment of an alternate representative(s) from the City Council or Administrative staff to serve a one-year term to May 2014 to the INCOG Board of Directors. (Administration) Motion Second F) INCOG General Assembly Mayor Burdge may consider the appointment of a representative from the City Council to serve a one-year term to May 2014 to the INCOG General Assembly. The Vice Mayor and City Manager serves as an alternate. This appointment is made by the Mayor, subject to City Council approval. (Administration) Motion Second G) INCOG Legislative Consortium Mayor Burdge may consider the appointment of a representative from City Council to serve a one-year term to May 2014 to the INCOG Legislative Consortium. The City Manager serves as an alternate. This appointment is made by the Mayor, subject to City Council approval. (Administration) Motion Second H) Tulsa Metropolitan Area Transportation Policy Committee Mayor Burdge may consider the appointment of a representative and alternates to serve a one-year term to May 2014 to the Tulsa Metropolitan Area Transportation Policy Committee. This appointment is made by the Mayor, subject to City Council approval. (Administration) Motion Second  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 4 I) Sand Springs Board of Adjustment 1. Council may consider the appointment of representative to serve a three- year term to May 2016 on the Sand Springs Board of Adjustment. (Administration) Motion Second 2. Council may consider the appointment of representative to serve a three- year term to May 2016 on the Sand Springs Board of Adjustment. (Administration) Motion Second J) Sand Springs Cultura! and Historical Museum Trust Authority 1. Mayor Burdge may consider the reappointment of Grady Whitaker, Jr. to serve an unexpired term to December 2017 on the Sand Springs Cultural and Historical Museum Trust Authority. This appointment is made by the Mayor, upon recommendation of the Sand Springs Cultura! and Historical Museum Trust Authority, subject to City Council approval. (Administration) Motion Second K) Sand Springs Park Advisory Board 1. Councilman Phillips may consider the appointment of a representative to serve a three-year term to May 2016 on the Sand Springs Park Advisory Board. (Administration) Motion Second L) Sand Springs Park Friends, Inc. Board 1. Councilman Phillips may consider the appointment of a representative to serve a three-year term to May 2016 on the Sand Springs Parks Friends, Inc. Board. (Administration) Motion Second M) Sand Springs Personnel Board 1. Council may consider the appointment of a representative to serve an unexpired term to May 2017 on the Sand Springs Personnel Board. (Administration) Motion Second  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 5 2. Council may consider the appointment of a representative to serve a five- year term to May 2018 on the Sand Springs Personnel Board. (Administration) Motion Second 8. Consent Agenda (A-U) All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Council member may, however, remove an item from the Consent Agenda by request. A) Approval of the minutes of the April 22, 2013 regular City Council meeting. (Administration) B) Approval of the minutes of the May 6, 2013 regular City Council meeting. (Administration) C) Approval of the monthly Transfers of Funds. (Finance) D) Approval of a supplemental appropriation in the General Short Term Capital Fund for an increase to the Expenditures - Public Works CMAQ project line item in the amount of $8,500.00 and a decrease to the Fund Balance line item in the amount of $8,500.00. (Finance/Public Works) E) Approval of Resolution No. 13-38 affirming the outcomes from the April 11, 2013 Council/Staff Work Session. (Administration) F) Approval of an expenditure in the amount of $45,864.00 to Affordable Asphalt for River City Park Road repairs and overlay project. (Parks) G) Affirmation of the continued participation in the Tulsa County CDBG Program for the period of FY2014 - FY2016 by automatic renewal of the Cooperation Agreement between Sand Springs and Tulsa County. (Planning) H) Adoption of Ordinance No. 1237 closing 2.79 feet of a 5-foot Public Utility Easement for 722 West 38th Street. (Planning) I) Approval of the Oklahoma Municipal Assurance Group Workers' Compensation Plan for city employees for FY14, contingent upon the approval of the proposed FY2014 Budget. (Human Resources) J) Approval of Resolution No. 13-40 affirming Dilapidation Public Nuisance Administrative Hearing Findings and authorization to bring of any action necessary in District Court. (Fire/Neighborhood Services)  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 6 K) Approval of Storm Water Program Coordinator Contract with INCOG for FY14 in an amount not to exceed $40,000.00, contingent upon the approval of the proposed FY2014 Budget. (Public Works) L) Acceptance of the CVS Pharmacy Sanitary Sewer Relocation project constructed by Patterson Trucking and Excavating, Inc. (Public Works) M) Approval of Agreement Renewal in the amount of $9,557.56 for the FY14 Household Pollutant Collection Events - Metropolitan Environmental Trust (The M.e.t), contingent upon the approval of the proposed FY2014 Budget. (Public Works) N) Approval of the award for the Squirrel Hollow Sanitary Sewer Relocation project - Bid No. 1002 to Triangle Construction & Utility, LLC in the amount of $119,507.00 and authorization for the Mayor to sign the agreement. (Public Works) O) Approval of a transfer of appropriation within the Street Improvement Fund for an increase to the Expenditure - 113th West Avenue Widening-Phase 3 (new line item) line item in the amount of $100,000.00 and a decrease to the Expenditure-Main Street Improvements line item in the amount of $100,000.00 for the South 113th West Avenue Widening - Phase 3 project. (Public Works) P) Approval of the proposed Agreement with Keithline Engineering Group, PLLC for design of the South 113th West Avenue Widening - Phase 3 (from the 3500 block to West 41st Street South) project. (Public Works) Q) Approval of Change Order No. One to the Agreement with Paragon Contractors, LLC for a decrease in the contract price of $513.85 and no change in the contract time for the 2012 Street Overlays - Cold Milling project. (Public Works) R) Acceptance of the improvements as constructed by Paragon Contractors, LLC for the 2012 Street Overlays - Cold Milling project. (Public Works) S) Approval of Change Order No. One to the Agreement with MSB Construction, Inc. for an increase in the contract price of $800.00 and no change in the contract time for the 2012 CDBG 7th Street 8-Inch Water Line project. (Public Works) T) Acceptance of the improvements as constructed by MSB Construction, Inc. for the 2012 CDBG 7th Street 8-lnch Water Line project. (Public Works)  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 7 U) Declaration as surplus and disposal of city assets. (Administration) Motion Second 9. Oklahoma Municipal Assurance Group Election of Two Trustees Council will consider approval of the casting votes for Sand Springs City Manager Rocky D. Rogers and City of Walters City Manager/Treasurer John Sheppard to serve as members to the Board of Trustees of the Oklahoma Municipal Assurance Group for three-year terms commencing July 1, 2013. (Administration) Motion Second 10. Amendment No. 2 - Springloaded Properties, LLC Council will consider approval of Addendum No. 2 to the Springloaded Properties, LLC Agreement dated May 19, 2010 request for a modified extension. (Administration) Motion Second 11. Collective Bargaining Agreement- I.A.F.F. Local #2173 Council will consider approval of a Collective Bargaining Agreement with International Association of Fire Fighters Local #2173 for FY2014, contingent upon the approval of the proposed FY2014 Budget (Fire/Human Resources) Motion Second 12. Collective Bargaining Agreement- FOP Lodge #109 Council will consider approval of an Amended Collective Bargaining Agreement with Fraternal Order of Police Lodge #109 for FY2014, contingent upon the approval of the proposed FY2014 Budget. (Police/Human Resources) Motion Second 13. Resolution No. 13-41 - Master Fee Schedule Council will consider approval of Resolution No. 13-41, a resolution adopting the Master Fee Schedule. (Finance) Motion Second  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 8 14. Fiscal Year 2014 Budget- Resolution No. 13-42 Council will consider approval of Resolution No. 13-42, a resolution adopting the budget for Fiscal Year 2014. (Finance) Motion Second 15. Accounting and Consulting Services - Crawford & Associates, P.C. Council will consider approval of an Agreement with Crawford & Associates, P.C. for accounting and consulting Services. (Finance) Motion Second 16. Finance Statement Audit Services - Arledge & Associates, P.C. Council will consider approval of an Agreement with Arledge & Associates, P.C. for financial statement audit services. (Finance) Motion Second 17. Financial Reports The regular monthly Financial Reports for all funds are provided to Council for their review and information. (Finance) 18. Correspondence The following correspondence is provided to Council for their review and information. A) Regular monthly bills. (Finance) 19. City Manager's and Council Members Report The City Manager and Council members will provide updates regarding recent and upcoming events and projects, including events of interest and the general operations of the City. No action is to be taken. (Administration) 20. Executive Session A) Council will consider retiring into Executive Session for the purpose of the conferring on matters pertaining to economic development within the RiverWest development area and "The American" project, in accordance with O.S. Title 25, Section 307(C)(10). (Administration) Motion Second  CITY COUNCIL AGENDA MAY 20, 2013 PAGE 9 B) Council will consider returning to the City Council meeting following the Executive Session. (Administration) Motion Second C) Council will consider and take any action, including the consent and approval by the City of an engineering contract between Tapp Development and SMC consulting for boulevard and detention engineering within the RiverWest development area and consideration and possible approval of a contract(s) for economic development within the RiverWest development area, deemed appropriate by the City Council as a result of the Executive Session. (Administration) Motion Second 21. Adjournment Time This agenda was filed in the office of the City Clerk and posted at 10:30 a.m. on May 16, 2012 on the digital display board located in the lobby of the/SanO Springs Municipal Building, 100 East Broadway, Sand Springs, Oklahoma 74063, by Janice LjAlmy, City Clerk.