City Council

C5B  C6A MINUTES Sand Springs City Council Regular Meeting July 27, 2015 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #203 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (3-0) Vice Mayor John M. Fothergill (2-1) Councilman Michael Phillips (3-0) Councilman Dean Nichols (3-0) Councilman Beau Wilson (3-0) Councilman Brian Jackson (3-0) Councilman Jim Spoon (2-1) MEMBERS ABSENT: None ALSO PRESENT: City Manager Elizabeth A. Gray City Attorney David Weatherford City Clerk Janice L. Almy Deputy City Clerk Amy J. Fairchild The Sand Springs City Council met in regular session on July 27, 2015 in Room No. 203 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 1:00 pm on July 23, 2015, on the digital display 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 pm. 2. Roll Call Mayor Burdge called for an individual roll call with members replying in the following manner: Councilman Phillips, here; Councilman Wilson, here; Mayor Burdge, here; Vice Mayor Fothergill, here; Councilman Spoon, here; Councilman Nichols, here; Councilman Jackson, here.  CITY COUNCIL MINUTES July 27, 2015 PAGE 2 3. Invocation Following Roll Call, Councilman Spoon provided the invocation. 4. Pledge of Allegiance Councilman Nichols led the Pledge of Allegiance. 5. Presentation of Awards (A-B) A) CAFR Presentation Mayor Burdge presented an award to Finance Director Kelly Lamberson for receiving the Certificate of Achievement for Financial Reporting (CAFR) for twenty- five (25) consecutive years. Finance Director Kelly Lamberson provided some history behind the CAFR and recognized Finance employees Arlena Barnes, Samantha Portilloz and Nadine Rogers for their assistance in this year’s publication. City Manager Elizabeth A. Gray then presented awards to former Finance employees E. Bruce Ford, Sherry Petty and Mary Sue Overbey for their contributions to former publications which led to the overall success of the CAFR for the past twenty-five (25) years. E. Bruce Ford and Mary Sue Overbey expressed appreciation of recognizing their contributions to the CAFR. B) PAFR Presentation Mayor Burdge informed Council that the presentation of an award in honor of this year’s annual Popular Annual Financial Report (PAFR) would be passed at this time. 6. Consent Agenda (A-L) 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 no questions, Mayor Burdge requested a motion regarding Consent Agenda Items 6A through 6L.  CITY COUNCIL MINUTES July 27, 2015 PAGE 3 A motion was made by Councilman Phillips and seconded by Councilman Wilson to approve the Consent Agenda Items No. 6A through 6L, as follows: A) The minutes of the June 22, 2015 regular City Council meeting. B) The minutes of the July 10, 2015 emergency City Council meeting. C) The minutes of the July 13, 2015 special City Council meeting. D) The monthly Transfers of Funds. E) The renewal of the Agreement between the City of Sand Springs and Reasor’s LLC for fiscal year 2016. F) Resolution No. 16-01 approving the annual renewal of existing Sales Tax Agreements between the City and Municipal Authority that are required for Bond financing. G) The renewal of the following lease-purchase agreements for fiscal year 2016 1) Fire Vehicle and Equipment Lease Purchase Agreement No. SAN2013- 01EPB dated January 30, 2013. 2) Police Radio Equipment Lease Purchase Agreement No. 23573 dated August 1, 2014 with Motorola Solutions, Inc. 3) Fire Radio Equipment Lease Purchase Agreement No. 23714 dated May 1, 2015 with Motorola Solutions Inc. H) A Transfer of Appropriation in the Stormwater Capital Improvement Fund in the amount of $350,000 from the Pecan-Woodland East Diversion project line item to the 10th Street Culvert Replacement project line item. I) The authorization for the Mayor to sign an Interlocal Agreement with Tulsa County for the FY2016 Street Overlays. J) The Construction, Right-of-Way, and Utility Funding Agreement with the Oklahoma Department of Transportation (ODOT) and authorization for the Mayor to sign all related documents as related to the Highway 97 Widening project. K) The authorization of a deposit of funds with ODOT, representing the City’s matching portion for Right-of-Way acquisitions, in the amount of $277,600.00 as related to the Highway 97 widening project.  CITY COUNCIL MINUTES July 27, 2015 PAGE 4 L) Resolution No. 16-05 adopting Ordinance Nos. 1269, 1270 and 1271 as related to the OkMRF Defined Contribution retirement plan Master Plan IRS rules/regulations update and changes necessary to allow for the daily recordkeeping system passed by the recent Trust Indenture vote. (Human Resources) Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. 7. Sales Tax Election (A-D) A) Ordinance No. 1267: Police Chief Mike Carter requested Council’s the adoption of Ordinance No. 1267, an ordinance levying and assessing a sales tax for forty-five hundredths of one percent (.45%) in addition to present sales taxes upon the gross receipts for proceeds on certain sales as herein defined; providing for the purposed of the forty- five hundredths of one percent (.45%) sales tax; defining terms; prescribing procedures, remedies, lien and fixing penalties; fixing effective date; establishing term and making provisions severable. Councilman Phillips questioned whether Use Tax would be utilized and requested the ordinance be amended to include a Use Tax clause. City Attorney David Weatherford stated adding Use Tax to the ordinance was not common practice but could be done. A motion was made by Councilman Phillips and Seconded by Councilman Jackson that the requested adoption of Ordinance No. 1267, an ordinance levying and assessing a sales tax for forty five hundredths of one percent (.45%) in addition to present sales taxes upon the gross receipts for proceeds on certain sales as herein defined; providing for the purposed of the forty five hundredths of one percent (.45%) sales tax; defining terms; prescribing procedures, remedies, lien and fixing penalties; fixing effective date; establishing term and making provisions severable, as amended to include a Use Tax clause, be approved  CITY COUNCIL MINUTES July 27, 2015 PAGE 5 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. B) Ordinance No. 1268: Police Chief Mike Carter requested Council’s adoption of Ordinance No. 1268, an ordinance levying and assessing a sales tax of ten hundredths of one percent (.10%) in addition to present sales taxes upon the gross receipts for proceeds on certain sales as herein defined; providing for the purpose of the ten hundredths of one percent (.10%) sales tax; defining terms; prescribing procedures, remedies, lien and fixing penalties; fixing effective date; establishing term; and making provisions severable. Vice Mayor Fothergill questioned if in the event Tulsa County does not initiate an additional tax for the remaining taxes currently in place, will the tax rate for Sand Springs then decrease. City Attorney David Weatherford stated the tax rate for Sand Spring would decrease provided no additional taxes were approved by the County. Councilman Phillips expressed concern with no clear definition as to the use of the taxes. Police Chief Mike Carter stated any uses of the Sales Tax for Economic Development would go before Council for approval, but was left undefined due to the many variables when encountering economic development. Councilman Spoon asked for clarification as to what document regulated the use of the tax. City Attorney David Weatherford stated the use of Sales Tax would require Council’s approval. A motion was made by Councilman Spoon and seconded by Councilman Wilson that the requested adoption of Ordinance No. 1268, an ordinance levying and assessing a sales tax of ten hundredths of one percent (.10%) in addition to present sales taxes upon the gross receipts for proceeds on certain sales as herein defined; providing for the purpose of the ten hundredths of one percent (.10%) sales tax; defining terms; prescribing procedures, remedies, lien and fixing penalties; fixing effective date; establishing term; and making provisions severable as presented, be approved.  CITY COUNCIL MINUTES July 27, 2015 PAGE 6 Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, nay. The motion carried 6-1-0. C) Resolution No. 16-03 Police Chief Mike Carter requested Council’s approval of Resolution No. 16-03, a resolution authorizing the calling and holding of an election in the City of Sand Springs, State of Oklahoma, for the purpose of submitting to registered, qualified electors of said City the questions of whether Ordinance No. 1267, adopted on the 27th day of July, 2015, shall be approved which levies and assesses a sales tax of Forty-Five Hundredths of One Percent (.45%) in addition to present sales taxes upon the gross receipts or proceeds on certain sales as therein defined; provides for the purpose of the sales tax; defines terms; prescribes procedures, remedies lien and fixes penalties; fixes effective date; establishing term; and making provisions severable, and whether Ordinance No. 1268 adopted on the 27th day of July, 2015, shall be approved which levies and assesses a sales tax of ten hundredths of one percent (.10%) in addition to present sales taxes upon the gross receipts or proceeds on certain sales as therein defined; provides for certain sales as therein defined; provides for the purpose of the sales tax; defines terms, prescribes procedures, remedies, lien and fixes penalties; fixes effective date; establishing term; and making provisions severable; and notifying the Tulsa County Election of the holding of such election. City Attorney David Weatherford stated the new tax would be effective January 2017 when the Vision 2025 tax expired. A motion was made by Councilman Jackson and seconded by Vice Mayor Fothergill that the requested approval of Resolution No. 16-03, a resolution authorizing the calling and holding of an election in the City of Sand Springs, State of Oklahoma, for the purpose of submitting to registered, qualified electors of said City the questions of whether Ordinance No. 1267, adopted on the 27th day of July, 2015, shall be approved which levies and assesses a sales tax of Forty Five Hundredths of One Percent (.45%) in addition to present sales taxes upon the gross receipts or proceeds on certain sales as therein defined; provides for the purpose of the sales tax; defines terms; prescribes procedures, remedies lien and fixes penalties; fixes effective date; establishing term; and making provisions severable, and whether Ordinance No. 1268 adopted on the 27th day of July, 2015, shall be approved which levies and assesses a sales tax of ten hundredths of one percent (.10%) in addition to present sales taxes upon the gross receipts or proceeds on certain sales as therein defined; provides for certain sales as therein defined; provides for the  CITY COUNCIL MINUTES July 27, 2015 PAGE 7 purpose of the sales tax; defines terms, prescribes procedures, remedies, lien and fixes penalties; fixes effective date; establishing term; and making provisions severable; and notifying the Tulsa County Election of the holding of such election, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, nay; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 6-1-0. D) Special Election Proclamation and Notice: Police Chief Mike Carter requested Council’s approval of a Special Election Proclamation and Notice. A motion was made by Councilman Jackson and seconded by Vice Mayor Fothergill that the requested approval of Special Election Proclamation and Notice, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, nay. The motion carried 6-1-0. 8. Appointments (A-D) A) Sand Springs Planning Commission Mayor Burdge informed Council of the appointment of a representative to serve a three (3) year term to May 2018 on the Sand Springs Planning Commission. A motion was made by Councilman Phillips and seconded by Vice Mayor Fothergill that Tom Askew be reappointed as a representative to serve a three (3) year term to May 2018 on the Sand Springs Planning Commission.  CITY COUNCIL MINUTES July 27, 2015 PAGE 8 Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. B) Sand Springs Personnel Board 1) Mayor Burdge informed Council that the appointment of a representative to serve an unexpired term to May 2017 on the Sand Springs Personnel Board would be passed at this time. 2) Mayor Burdge informed Council that the appointment of a representative to serve a five-year term to May 2020 on the Sand Springs Personnel Board would be passed at this time. C) Sand Springs Development Authority 1) Mayor Burdge informed Council of the appointment of a representative to serve a three (3) year term to May 2018 on the Sand Springs Development Authority. A motion was made by Mayor Burdge and seconded by Councilman Phillips that Sharon Weaver be reappointed as a representative to serve a three (3) year term to May 2018 on the Sand Springs Development Authority. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. 2) Mayor Burdge informed Council that the appointment of a representative to serve a three-year term to May 2018 on the Sand Springs Development Authority would be passed at this time. D) Sand Springs Cultural and Historical Museum Trust Authority Mayor Burdge informed Council of the appointment of a representative to serve a three (3) year term to May 2018 on the Sand Springs Development Authority.  CITY COUNCIL MINUTES July 27, 2015 PAGE 9 Councilman Phillips informed Council that Vicki Sisney had missed four consecutive meetings due to the closing of her business and a personal illness resulting in the forfeiting of her seat on the board. Furthermore, Ms. Sisney has fulfilled her obligations and wishes to continue serving. A motion was made by Vice Mayor Fothergill and seconded by Councilman Phillips that Vicki Sisney be reappointed as a representative to serve an unexpired term to December 2017 on the Sand Springs Cultural and Historical Museum Trust Authority. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. 9. Resolution No. 16-06 – ONE Gas, Inc. Franchise Extension Agreement City Attorney David Weatherford requested Council’s approval of Resolution No. 16- 06, a Resolution calling for and giving notice to the Secretary of the County Election Board of a Special Election in the City of Sand Springs, Oklahoma, for the purpose of approval of a franchise for ONE Gas, Inc., and authorizing the Mayor to sign all necessary documents. A motion was made by Vice Mayor Fothergill and seconded by Councilman Phillips that the requested approval of Resolution No. 16-06, a resolution calling for and giving notice to the Secretary of the County Election Board of a Special Election in the City of Sand Springs, Oklahoma, for the purpose of approval of a franchise for ONE Gas, Inc., and authorizing the Mayor to sign all necessary documents, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. 10. Ordinance No. 1272 – Enacting a Gross Receipts Tax City Attorney David Weatherford requested Council’s approval of Ordinance No. 1272, an ordinance enacting the collections of a gross receipts tax during the period of time the ONE Gas, Inc. Franchise Tax is not in effect.  CITY COUNCIL MINUTES July 27, 2015 PAGE 10 Councilman Phillips questioned if the ordinance would continue or terminate once a Franchise Tax Agreement is approved City Attorney David Weatherford informed Council that once a new Franchise Agreement goes into effect, council could consider a repeal of Ordinance No. 1272. A motion was made by Councilman Spoon and seconded by Vice Mayor Fothergill that requested approval of Ordinance No. 1272; an Ordinance enacting the collections of a gross receipts tax during the period of time the ONE Gas, Inc. Franchise Tax is not in effect, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. 11. Purchase of Police Vehicles Police Chief Mike Carter requested Council’s approval of the purchase of one (1) non-pursuit rated vehicle and three (3) pursuit rated vehicles from the State Contract. Councilman Spoon requested clarification on the difference between a pursuit and non-pursuit rated vehicle. Chief Carter responded the non-pursuit vehicle is for administration and/or detective use and would not be involved in any pursuits while the other three (3) would be used as patrol vehicles. Vice Mayor Fothergill questioned who would be responsible for the outfitting of sirens and equipment on the new vehicles. Chief Carter stated the purchase of the various equipment is within the City manager’s spending authority and that the outfitting is done in-house. A motion was made by Councilman Spoon and seconded by Councilman Wilson that the requested purchase of one (1) non-pursuit rated vehicle and three (3) pursuit rated vehicles, as presented, be approved.  CITY COUNCIL MINUTES July 27, 2015 PAGE 11 Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. 12. Police Body Worn Cameras (A-B) A) Purchase of Replacement Body Worn Cameras Police Chief Mike Carter requested Council’s approval of the purchase of replacement body worn cameras. Chief Carter provided an overview of the recent deficiencies of the current equipment being utilized by the Sand Springs Police Department and the need to find a more reliable system. Councilman Phillips questioned the terms of the contract in regards to years of service and software storage. Chief Carter stated the contract would be reviewed annually and the storage would be monitored by Lieutenant Jody Fogleman to avoid exceeding the storage capacity. Vice Mayor Fothergill questioned if the cost to store the data could be reduced by storing the information in-house rather than in an offsite cloud storage. Chief Carter stated the compatibility of storing in-house can cause some of the defaults the current system is encountering. Following discussion, a motion was made by Vice Mayor Fothergill and seconded by Councilman Spoon that the requested purchase of replacement body worn cameras, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0.  CITY COUNCIL MINUTES July 27, 2015 PAGE 12 B) Authorization to Surplus and Destroy City Equipment as Required Police Chief Mike Carter requested Council’s approval and authorization to surplus and destroy current city equipment as required. Councilman Jackson questioned how old the current equipment was. Chief Carter stated the cameras are replaced on an as needed basis an no camera is older than one and a half (1 ½) years of age. A motion was made by Vice Mayor Fothergill and seconded by Councilman Phillips that the requested approval and authorization to surplus and destroy current city equipment as required, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. 13. Resolution 16-02 – Museum Repairs Bid No. 1028 Parks Director Grant Gerondale requested Council’s approval of Resolution No. 16- 02, a resolution awarding a contract to Voy Construction for a base bid amount of $271,770, and including Alternate No. 2 for $8,890 and Alternate No. 3 for $3,894 with a total Contract amount to be $284,563.00 funded by 2014 GO bond funds. Councilman Nichols questioned whether the Museum Trust had been included in discussion. Parks Director Grant Gerondale stated that members of the Museum Trust and those who served on the review committee were presented with an overview of the contract. Councilman Wilson questioned whether the contractor was going to preserve the architecture of the current structure. Parks Director Grant Gerondale stated preservation of the current structure was a priority.  CITY COUNCIL MINUTES July 27, 2015 PAGE 13 A motion was made by Councilman Phillips and seconded by Vice Mayor Fothergill that the requested approval of Resolution No. 16-02, a resolution awarding a contract to Voy Construction for a base bid amount of $271,770, and including alternate No. 2 for $8,890 and including alternate No. 3 for $3,894 with a total Contract amount to be $284,563.00 funded by 2014 GO bond funds, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. 14. Ordinance No. 1265 – Annexation and Rezoning Planning Director Brad Bates requested Council’s approval of Ordinance No. 1265, an ordinance for the annexation and rezoning of a property situated in Section 1, Township 19 North, Range 11 East, Tulsa County and Section 35, Township 20 North, Range 11 East, Osage County, owned by JEP Family Trust, Located at 201 North Osage Ridge Drive East. Councilman Phillips clarified that only two (2) of the lots are located within the City Limits of Sand Springs at this time. Councilman Phillips informed Council that this property is his mother’s home and in the name of JEP Trust. A motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson that the requested approval of Ordinance No. 1265, an ordinance for the annexation and rezoning of a property situated in Section 1, Township 19 North, Range 11 East, Tulsa County and Section 35, Township 20 North, Range 11 East, Osage County, owned by JEP Family Trust, Located at 201 North Osage Ridge Drive East., as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, abstain. The motion carried 6-0-1.  CITY COUNCIL MINUTES July 27, 2015 PAGE 14 15. Change of Access for Part of Lot 5, Block 1 Alliance Business Park Planning Director Brad Bates requested Council’s approval of a Change of Access for part of Lot 5, Block 1 Alliance Business Park, a proposed change of the Limits of No Access along Adams Road to allow and entry/exit. Councilman Spoon requested clarification as to the location of the proposed relocation. Planning Director Brad Bates stated this location would be just north of the bank on Adams Road. Councilman Phillips addressed concerns of traffic flow in conjunction with the traffic lights. Andy Shank, Sonic’s attorney, stated a traffic study was completed and the results indicated the access points would not cause concern regarding traffic flows. City Attorney David Weatherford stated if a public safety issue occurs the City could reconsider the access. Following discussion, a motion was made by Vice Mayor Fothergill and seconded by Councilman Spoon that the requested approval of a Change of Access for part of Lot 5, Block 1 Alliance Business Park, a proposed change of the Limits of No Access along Adams Road to allow and entry/exit, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. 16. Coyote Trail Standpipe and Highway 97 Tank Rehabilitation – Award of Bid No. 1023 (A-B) A) Award of Bid No. 1023 Engineer Jesse Vaverka requested Council’s approval of the award of the Coyote Trail Standpipe and Highway 97 Tank Rehabilitation project, (Bid No. 1023) to Classic Protective Coatings, Inc. in the amount of $559,950.00 and authorization for the Mayor to sign said agreement. Councilman Phillips questioned why the Standpipe and Tank were grouped into one project.  CITY COUNCIL MINUTES July 27, 2015 PAGE 15 Engineer Jesse Vaverka stated grouping the projects into one produces lower bids. A motion was made by Councilman Phillips and seconded by Councilman Wilson that the requested approval of the award of the Coyote Trail Standpipe and Highway 97 Tank Rehabilitation project, (Bid No. 1023) to Classic Protective Coatings, Inc. in the amount of $559,950.00 and authorization for the Mayor to sign said agreement, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. B) Engineering Services Agreement with Tank Industry Consultants, Inc. Engineer Jesse Vaverka requested Council’s approval of the proposed Professional Engineering Services Agreement with Tank Industry Consultants, Inc. for construction administration and inspection services associated with the Coyote Trail Standpipe and Highway 97 Tank Rehabilitation project at a cost not-to-exceed $72,000.00. A motion was made by Councilman Phillips and seconded by Vice Mayor Fothergill that the requested approval of a proposed Professional Engineering Services Agreement with Tank Industry Consultants, Inc. for construction administration and inspection services associated with the Coyote Trail Standpipe and Highway 97 Tank Rehabilitation project at a cost not-to-exceed $72,000.00, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. 17. Resolution No. 16-07 – Change Orders No. 2 and 3 for River West Addition No. 3 Public Works Director/City Engineer Derek Campbell requested Council’s approval of Resolution No. 16-07, a resolution relating to approval of Change Orders, payment authorization, and signature authorization within the River West Addition.  CITY COUNCIL MINUTES July 27, 2015 PAGE 16 Councilman Phillips stated the change orders were reviewed at the Public Works Authority Committee (PWAC) meeting. A motion was made by Councilman Phillips and seconded by Vice Mayor Fothergill that the requested approval of Resolution No. 16-07, a resolution relating to approval of Change Orders, payment authorization, and signature authorization within the River West Addition, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. 18. River West Landscaping and Trails Master Plan Project Administrator T.J. Davis requested Council’s approval of the adoption of the River West Landscaping and Trails Master Plan as a planning tool. Project Administrator T.J. Davis provided a brief presentation highlight of the many features of the proposed Master Plan including sidewalks, lighting, and water features which are cohesive with the Page Triangle in downtown Sand Springs. A motion was made by Councilman Phillips and seconded by Vice Mayor Fothergill that the requested adoption of the River West Landscaping and Trails Master Plan as a planning tool, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. 19. Financial Reports Finance Director Kelly Lamberson presented the monthly Financial Reports for all funds for Council’s review and information. 20. Correspondence The following correspondence was provided to Council for their review and information.  CITY COUNCIL MINUTES July 27, 2015 PAGE 17 A) Regular monthly bills. 21. City Council and Council Members Report A) List of Upcoming Events: 1) Route 66 Exhibit (Museum) – Now through September 2) Chipper Days – August 1, September 12 3) CASE Movie Night – August 7, September 11 4) KAF Hike – August 8, September 12 5) Murder Mystery Dinner (Case Center) – August 15 6) 3rd Annual Community Carnival – August 22 7) The Great Raft Race – September 7th 8) Sand Springs Downhill Derby – September 19 9) Chillin’ & Grillin’ – October 9 10) KAF Trail Day - November 14 11) Employee Recognition Luncheon – December 9 B) The City Manager’s FY15 Annual Report is available in Dropbox for Council’s information. C) Email from Parks Director Grant Gerondale in reference to Parks Foreman Joe Medlin’s work ethics. D) City Manager Elizabeth Gray also reported Sakura, a sushi restaurant located in Shawnee, obtained a building permit for development in the former Pizza Hut location. E) City Manager Elizabeth Gray reported backstops have been erected in River City Parks baseball fields by volunteers, welders Parks staff. 22. Recess City Council Meeting A motion was made by Vice Mayor Fothergill and seconded by Councilman Spoon to recess the City Council Meeting, to be convened following the Municipal Authority Meeting. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0.  CITY COUNCIL MINUTES July 27, 2015 PAGE 18 The City Council meeting recessed at the noted time of 8:33 pm. 23. Reconvene Council Meeting Following the Municipal Authority Meeting, a motion was made by Councilman Nichols and seconded by Councilman Phillips to reconvene the City Council Meeting. Mayor Burdge called for the vote recorded as follows: Councilman Phillips, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilman Nichols, aye; Councilman Jackson, aye. The motion carried 7-0-0. The City Council meeting reconvened at a noted time of 8:40 pm 24. Executive Session A) Mayor Burdge informed Council of a request to retire into Executive Session for the purpose of discussion related to related possible claims against the Tulsa County Commissioners and/or Tulsa County Sheriff concerning jail operations in accordance with O.S. Title 25, Section 307(B)(4); for the purpose of conferring on matters pertaining to economic development within the River West development, in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to a Real Estate Agreement for economic development in accordance with O.S. Title 25, Section 307(C)(10); and for the purpose of discussions related to the approval and/or renewal of City Manager Elizabeth A. Gray’s Contract, in accordance with Title 25, Section 307(B)(1). A motion was made by Councilman Phillips and seconded by Councilman Wilson to retire into Executive session for the purpose of discussion related possible claims against the Tulsa County Commissioners and/or Tulsa County Sheriff concerning jail operations in accordance with O.S. Title 25, Section 307(B)(4); for the purpose of conferring on matters pertaining to economic development within the River West development, in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to a Real Estate Agreement for economic development in accordance with O.S. Title 25, Section 307(C)(10); and for the purpose of discussions related to the approval and/or renewal of City Manager Elizabeth A. Gray’s Contract, in accordance with Title 25, Section 307(B)(1).  CITY COUNCIL MINUTES July 27, 2015 PAGE 19 Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. Mayor Burdge, Vice Mayor Fothergill, Councilman Jackson, Councilman Nichols, Councilman Spoon, Councilman Wilson, Councilman Phillips, City Manager Elizabeth Gray, Police Chief Mike Carter and City Attorney David Weatherford retired into Executive Session at the noted time of 8:41 pm. Discussion was then held for the purpose of discussion pertaining to possible claims against the Tulsa County Commissioners and/or Tulsa County Sheriff concerning jail operations in accordance with O.S. Title 25, Section 307(B)(4). Following said discussion, Police Chief Mike Carter exited the Executive Session. Discussion was held for the purpose of the conferring on matters pertaining to economic development within the River West development, in accordance with O.S. Title 25, Section 307(C)(10); and for the purpose of the conferring on matters pertaining to a Real Estate Agreement for economic development in accordance with O.S. Title 25, Section 307(C)(10). Following said discussion, City Manager exited the Executive Session. Discussion was then held for the purpose of discussions related to the approval and/or renewal of City Manager Elizabeth A. Gray’s Contract, in accordance with Title 25, Section 307(B)(1). Following said discussion, City Manager Elizabeth Gray re-entered Executive Session. Additional discussion was held for the purpose of discussions related to the approval and/or renewal of City Manager Elizabeth A. Gray’s Contract, in accordance with Title 25, Section 307(B)(1). B) Following the Executive Session, a motion was made by Councilman Phillips and seconded by Councilman Wilson to return to the regular City Council meeting.  CITY COUNCIL MINUTES July 27, 2015 PAGE 20 Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Nichols, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Phillips, aye. The motion carried 7-0-0. C) Mayor Burdge stated there was no action deemed appropriate as a result of the Executive Session. 25. Adjournment There being no other discussion, the meeting adjourned at the noted time of 9:26 pm. _____________________________ Amy Fairchild, Deputy City Clerk C6B C6C C6D C6E C7 C8  C9 Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: August 24, 2015 SUBJECT: COUNCIL QUARTERLY WORKSHOP SCHEDULE STAFF RECOMMENDATION: Council may consider approval of a schedule for the remaining FY16 Council Quarterly Workshops. EXECUTIVE SUMMARY: Council Workshops were established to be held quarterly with Administrative staff for the purpose of training, updates on ongoing and future projects, view and discuss current and future economic development, as well as the city in general. Council held their last workshop on June 10, 2015, however due to various other meetings and events of Council and Administrative staff, staff would like to change the date of the September 2 workshop. Staff would suggest changing the date of the September 2 Workshop to October 7 or 14 and then change the December 2 Workshop to January 6 or 13. BUDGETARY IMPACT: Funds were included in the FY16 budget for Council workshops. COMPILED BY: Janice L. Almy, City Clerk PRESENTED BY: Janice L. Almy, City Clerk ATTACHMENT: None C10 C11 C12 C13 C14 C15  ORDINANCE NO. 1273 AN ORDINANCE ANNEXING A PROPERTY LOCATED IN SECTION 25, TOWNSHIP 19 NORTH, RANGE 11 EAST, TULSA COUNTY, STATE OF OKLAHOMA, IN SAND SPRINGS WARD BOUNDARY DISTRICT 4, AND MORE PARTICULARLY DESCRIBED HEREINAFTER, WITHIN THE MUNICIPAL LIMITS OF THE CITY OF SAND SPRINGS, REPEALING ALL ORDINANCES OR PARTS THEREOF IN CONFLICT HEREWITH, PROVIDING FOR ZONING OF THE ANNEXED AREA, PROVIDING FOR SEVERABILITY, PROVIDING FOR EXTENSION OF SERVICES, AND PROVIDING AN EFFECTIVE DATE.. …………………………………………………………………………………………………………… WHEREAS, it is deemed desirable by the City Council of Sand Springs that the tract of land, more particularly described hereinafter, be annexed into the Municipal limits of the City of Sand Springs, Oklahoma, and WHEREAS, all things necessary and proper for the annexation within the Municipal Limits of the City of Sand Springs and the inclusion therein of the tract of land, more particularly hereinafter described, having been done and performed, and WHEREAS, it is deemed desirable and beneficial for the citizens of the City of Sand Springs, Oklahoma, that the tract of land hereinafter described be annexed into the Municipal Limits, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF SAND SPRINGS, OKLAHOMA, SECTION 1: That the following described real estate, to wit: S/2 NE & S250 NE NE & NW NE LESS E308 N1070 & LESS BEG NWC NW NE TH E1002.51 TO PT 308W NEC NW NE TH S80 SW136.61 WLY70 NW180.28 W639.87 TO WL NW NE TH N80 POB FOR ST SEC 25 19 11 totaling approximately 117.871 acres generally located southeast of the southeast corner of W. 41st St. S. and S. 89th W. Ave. in Tulsa County; be here and the same annexed to and declared to be hereafter included within the Corporate Limits of the City of Sand Springs, Oklahoma, under the AG (Agricultural) zoning district and in Sand Springs Ward Boundary District 4. SECTION 2: That from and after the effective date of this Ordinance, the property hereinabove described shall be a part of the City of Sand Springs, Oklahoma, and all persons thereon and all property situated thereon shall be, and are hereby declared to be, subject to the jurisdiction, control, laws and Ordinances of the City of Sand Springs, Oklahoma, in all respects and particulars.  SECTION 3: SERVICE PLAN: Services provided will be consistent with the City of Sand Springs Municipal Services Plan for Areas Proposed for Annexation dated October 27, 2004, approved by City Council on December 20, 2004. Services provided upon annexation will consist of Police, Animal Control, Inspections, and Planning. Dual Fire service will be provided by Sand Springs and Berryhill Rural Fire District for which this property would be located within both service districts. Additionally, the following Public Works Departments: Water, Streets, and Solid Waste will be provided upon annexation. Sewer service will not be provided, as it is not available at this time and is currently not planned. SECTION 4: This ordinance shall become effective on October 14th, 2015 upon publication. PASSED AND APPROVED, at a regular meeting of the City Council of Sand Springs, Oklahoma, held the ____ day of ___________________, 2015. _____________________________________ Mike Burdge, Mayor ATTEST: ________________________________ Janice L. Almy, City Clerk APPROVED AS TO FORM: _______________________________ David Weatherford, City Attorney Page 2 of 2 C16B