City Council

C-5A  C-5B From: Brian Talley Sent: Monday, August 15, 2016 1:21 PM To: Janice Almy Subject: FW: Golf nets And don’t forget the sender Kevin Brisbin and whomever Mrs Grey would like to honor. From: Kevin Brisbin [mailto:ktbrisbin@aep.com] Sent: Tuesday, July 05, 2016 2:49 PM To: Brian Talley Subject: RE: Golf nets Blake Little Jake Kinman James Cooke Ben Bryan Chuck Bunch Joe Chambers From: Brian Talley [mailto:bctalle@sandspringsok.org] Sent: Tuesday, July 05, 2016 2:37 PM To: Kevin Brisbin Subject: RE: Golf nets This is an EXTERNAL email. STOP. THINK before you CLICK links or OPEN attachments. I would like to thank you and the guys for the great work they did at the golf course on the nets. We can’t express the how much it helps in our quest to produce a product for our community. I would like to get the names of the employees that participated in the project so that council can show some recognition for everyone’s efforts. If you could help me with that I will get them to my city manager. If there is ever anything we can do to help in the future please don’t hesitate to call. Thanks again you guys are great.  C-6A MINUTES Sand Springs City Council Regular Meeting July 25, 2016 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #203 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (4-0) Vice Mayor John Fothergill (4-0) Councilman Patty Dixon (3-1) Councilman Beau Wilson (4-0) Councilman Brian Jackson (4-0) Councilman Jim Spoon (4-0) ALSO PRESENT: City Manager Elizabeth Gray City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: Councilman Phil Nollan (3-1) The Sand Springs City Council met in regular session on July 25, 2016 in Room No. 203 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 3:00 pm on July 21, 2016, 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 Jackson, here; Councilwoman Dixon, here; Councilman Spoon, here; Vice Mayor Fothergill, here; Mayor Burdge, here; Councilman Wilson, here; Councilman Nollan, no response. It was noted for the records that Councilman Nollan was absent from said meeting.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 2 3. Invocation Following Roll Call, Councilman Jackson provided the invocation. 4. Pledge of Allegiance Mayor Burdge led the Pledge of Allegiance. 5. Presentation(s) A) Policing Plan 2016 Police Chief Michael S. Carter provided a presentation regarding the Policing Plan 2016. Discussion was held in regards to the Policing Plan 2016. Phyllis Cole, 711 Greenview Circle, expressed appreciation of Chief Carter and the Policing Plan. 6. Consent Agenda (A-U) 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 separately. Councilman woman Dixon questioned whether or not Reasor’s, Consent Agenda Item 6-E, discloses the number of employees that live in Sand Springs. It was noted that staff was not aware of this type of statics. Councilwoman Dixon then requested Consent Agenda Item 6-Q be considered separately. There being no other questions or requests, Mayor Burdge requested a motion regarding Consent Agenda 6A through 6P and 6R through 6U. A motion was made by Councilman Spoon and seconded by Vice Mayor Fothergill to approve the Consent Agenda Items No. 6A through 6P and 6R through 6U, as follows: A) The minutes of the June 27, 2016 regular City Council meeting.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 3 B) The monthly Transfers of Funds. C) Resolution No. 17-01, a resolution renewing, ratifying and reaffirming, for Fiscal Year 2016-17, the “Sales Tax Agreements” between the City of Sand Springs and the Sand Springs Municipal Authority. D) A renewal of the lease-purchase agreements for the Fiscal Year Ending June 30, 2017 for 1) Fire Vehicles and Equipment Lease Purchase Agreement No. SAN2014- 01EPB dated January 30, 2013 with Community First National Bank; 2) Police Radio Equipment Lease Purchase Agreement No. 23573 dated August 1, 2014 with Motorola Solutions, Inc.; and 3) Fire Radio Equipment Lease Purchase Agreement No. 23714 dated May 1, 2015 with Motorola Solutions, Inc. E) A renewal of the agreement between the City of Sand Springs and Reasor’s LLC for Fiscal Year 2017 based on the fact that public benefits still apply. F) The FY17 Year-end Supplemental Appropriations in the Sinking Fund for an increase to the Revenue – Bond Proceeds line item in the amount of $2,310,000; increase to the Revenue – Bond Issuance Revenue line item in the amount of $93,317; increase to the Expenditure – Transfer to Escrow Agent line item in the amount of $2,310,000; increase to the Expenditure – Bond Issuance Costs line item in the amount of $91,186; decrease to the Expenditure – Interest on Bonds line item in the amount of $3,761; and an increase to the Ending Fund Balance line item in the amount of $5,892 and in the Public Safety Capital Improvement Fund for an increase to the Expenditure – Debt Service/Interest line item in the amount of $205,000 and a decrease to the Ending Fund Balance line item in the amount of $205,000. G) An annual contract renewal with Sungard Public Sector, Inc. for financial software package. H) A Maintenance Contract with Concept Builders, Inc. as relates to the property known as Lot 8, Block 2, Shadow Creek; 1730 North Old North Place for an individual home sewage pumping unit. I) Change Order No. 1 (final) to the Agreement with Circle P. Welding, Inc. for an increase in the contract amount of $11,318.00 and the addition of five (5) calendar days to the contract time for the North McKinley Hills Water Storage Tank project – Bid No. 1019. J) The acceptance of the North McKinley Hills Water Storage Tank project – Bid No. 1019 as constructed by Circle P. Welding, Inc.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 4 K) Change Order No. 1 (final) with McGuire Brothers Construction, Inc. for an $8,055.00 increase in the original expenditure for the Rolling Oaks and Ray Brown Park Manhole Replacements project. L) The acceptance of the Coyote Trail Water Standpipe project – Bid No. 1033 as constructed by Circle P. Welding, Inc. M) The award of the Prue Road Tank Rehabilitation project – Bid No. 1036 to Nova Painting, Inc. in the amount of $219,100.00 and authorization for the Mayor to sign the agreement. N) The proposed Professional Engineering Services Agreement with Tank Industry Consultants, Inc. for construction administration and inspection serves associated with the Prue Road Tank Rehabilitation project at a cost not-to-exceed of $57,100.00. O) Change Order No. 4 (Reconciliatory) to the Agreement with Dunham’s Asphalt Services, Inc. for a net increase in the contract amount of $6,707.90 and an increase in the contract time of 200 calendar days for the River West Addition No. 3 project – Bid No. 1020. P) The acceptance of the River West Addition No. 3 project – Bid No. 1020, as constructed by Dunham’s Asphalt Services, Inc. R) The Sodexo Transportation Agreement for FY17 and authorization for the Mayor to sign said Agreement. S) A Supplemental Appropriation in the General Fund for an increase to the Revenue – Sodexo Grant line item in the amount of $8,820 and an increase to the Ending Fund Balance line item in the amount of $8,820. T) The Sodexo Site Agreement for FY17 and authorization for the Mayor to sign said Agreement. U) The City release of an utility easement in the Southwest Quarter of the Northwest Quarter of Section 8, Township 19 North, Range 12 East of the I.B.M., Tulsa County (5808 West 12th Street, Tulsa, Oklahoma), waiver or conveyance of any easement interest it may have in the Gilcrease Expressway corridor. Mayor Burdge called for the vote recorded as follows: Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 6-0-0.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 5 Q) Councilwoman Dixon expressed concerns with the recent leaks at the Sand Springs Cultural and Historical Museum and requested this item be passed until such time that the leak issue could be resolved. Following discussion, Mayor Burdge passed Consent Agenda Item No. 6Q. 7. Appointments A) Sand Springs Board of Adjustment 1. Mayor Burdge informed Council of the appointment of a representative to serve an unexpired term to May 2019 on the Board of Adjustment. A motion was made by Mayor Burdge and seconded by Councilman Wilson that Randy Beesley be reappointed as a representative to serve an unexpired term to May 2019 on the Board of Adjustment. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye. The motion carried 6-0-0. 2. Mayor Burdge informed Council of the appointment of a representative to serve an unexpired term to May 2019 on the Board of Adjustment. A motion was made by Mayor Burdge and seconded by Vice Mayor Fothergill that Dennis Currington be reappointed as a representative to serve an unexpired term to May 2019 on the Board of Adjustment. Mayor Burdge called for the vote recorded as follows: Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 6-0-0. B) Sand Springs Development Authority Mayor Burdge informed Council of the appointment of a representative to serve a three (3) year term to July 2019 on the Sand Springs Development Authority. A motion was made by Mayor Burdge and seconded by Councilman Wilson that Robert “Chris” Autrey be reappointed as a representative to serve a three (3) year term to July 2019 on the Sand Springs Development Authority.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 6 Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye. The motion carried 6-0-0. C) Sand Springs Park Advisory Board Councilman Wilson informed Council that the appointment of a Ward Five (5) representative to serve an unexpired term to May 2018 on the Sand Springs Park Advisory Board would be passed at this time. D) Sand Springs Planning Commission Mayor Burdge informed Council that the appointment of a representative to serve a three (3) year term to July 2019 on the Sand Springs Planning Commission would be passed at this time. E) Sand Springs Personnel Board Mayor Burdge informed Council that the appointment of a representative to serve a five (5) year term to May 2021 on the Sand Springs Personnel Board would be passed at this time. 8. The M.e.t. Recycling Services for FY2017 Vernon Smith, Infrastructure Planning Administrator, requested Council’s approval of the Agreement with the Metropolitan Environmental Trust (The M.e.t.) for the Provision of Recycling Services during Fiscal Year 2016-2017. Vernon Smith, Infrastructure Planning Administrator, provided a brief overview of the proposed M.e.t. Recycling Services for FY2017. Following discussion, a motion was made by Councilman Wilson and seconded by Councilwoman Dixon that the requested approval of the Agreement with the Metropolitan Environmental Trust (The M.e.t.) for the Provision of Recycling Servicing during Fiscal Year 2016-2017, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye/ The motion carried 6-0-0.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 7 9. Financial Reports Finance Director Kelly Lamberson provided an overview of the monthly financial reports for all funds. Discussion was held regarding the use of the hotel/motel tax. 10. Correspondence The following correspondence was provided to Council for their review and information. A) Regular monthly bills. B) An email, dated June 29, 2016, regarding the “Alert Neighbors” program (Oak Ridge Drive). C) A letter, dated June 20, 2016, from Oklahoma Department of Environmental Quality for Permit No. SL000072160435 – Action General Sanitary Sewer Line Extension – Facility No. S-20457, for the construction of 258 linear feet of eight (8) inch PVC sanitary sewer 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. D) A letter, dated June 21, 2016, from Oklahoma Department of Environmental Quality for Permit No. SL000072160439 – El Maguey Restaurant in River West Addition 3 – Facility No. 20457, for construction of 50 linear feet of eight (8) inch PVC sanitary sewer line and all appurtenances to serve the El Maguey Restaurant in River West 3, 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. E) A letter, dated July 8, 2016, from Oklahoma Department of Environmental Quality for Permit No. SL000072160485 – Same Day Auto Repair Sanitary Sewer Line Extension – Facility No. S-20457, for construction of 231 linear feet of eight (8) inch PVC sanitary sewer line extension to serve the Same Day Auto Repair, 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. 11. City Manager’s and Council Members Report A) List of Upcoming Events: 1) Street Dept Chipper Days: 08/06, 09/03, 10/10, 11/05, 12/03/16 2) CASEtime Movie Night: 08/12, 09/09, 10/14, 11/11, 12/09/16 3) KAF Hike Days: 08/13, 09/10/16  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 8 4) Labor Day Holiday: City Offices Closed: 09/05/16 5) Rotary Downhill Derby: 09/17/16 6) Boo on Broadway: 10/29/16 7) Veterans’ Day Holiday: City Offices Closed 11/11/16 8) Thanksgiving Holiday: City Offices Closed: 11/24-25/16 9) Festival of Lights Christmas Parade: 12/02/16 10) Employee Recognition Luncheon: 12/07/16 11) Christmas Holiday: City Offices Closed: 12/23, 12/26/16 B) City Manager Elizabeth Gray also reported on the following items: 1) Submittal of three (3) Innovation Award Applications for consideration at the Annual OML Conference. 2) Expressed appreciation of the various volunteers that assisted with the Animal Shelter, Golf Nets and Keystone Ancient Forest. Councilwoman Dixon informed Council of the upcoming Museum Annual Meeting to be held on August 13. Councilwoman Dixon informed Council of a fund raising event for Community Theater to be held on October 29. Mayor Burdge informed Council of the OneVoice Summit to be held on September 1; the annual OML Conference to be held September 13-15 in Oklahoma City; and that Vice Mayor Fothergill was appointed to the OML Board of Directors. Councilman Jackson reported a new “fire-themed” ride was installed at Silver Dollar City in Branson and as a part of the ride, a display board is available for Fire Department Patches. A Sand Springs patch is being submitted to help promote Sand Springs. 12. Recess City Council Meeting Mayor Burdge recessed the Council Meeting, to be reconvened following the Municipal Authority Meeting at the noted time of 8:14 pm. 13. Reconvene Council Meeting Mayor Burdge reconvened the City Council Meeting at the noted time of 8:17 pm. 14. Executive Session A) Mayor Burdge informed Council of the consideration of retiring into Executive Session for the purpose of conferring on matters pertaining to economic development within the RiverWest development area and for the purpose of  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 9 conferring on other economic development projects in which public disclosure of the matter discussed would interfere with the confidentiality of the business in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to appraisal or acquisition of property for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson to retire into Executive Session for the purpose of conferring on matters pertaining to economic development within the RiverWest development area and for the purpose of conferring on other economic development projects in which public disclosure of the matter discussed would interfere with the confidentiality of the business in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to appraisal or acquisition of property for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3). Mayor Burdge called for the vote recorded as follows: Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye/ The motion carried 6-0-0. Mayor Burdge, Vice Mayor Fothergill, Councilman Jackson, Councilman Dixon, Councilman Spoon, Councilman Wilson, City Manager Elizabeth Gray and City Attorney David Weatherford retired into Executive Session at the noted time of 8:19 pm. Discussion was held for the purpose of conferring on matters pertaining to economic development within the RiverWest development area and for the purpose of conferring on other economic development projects in which public disclosure of the matter discussed would interfere with the confidentiality of the business in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to appraisal or acquisition of property for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3). B) Following the Executive Session, Mayor Burdge reconvened the Council Meeting at the noted time of 8:53 pm. C) Mayor Burdge stated there was no action deemed appropriate as a result of the Executive Session.  CITY COUNCIL MINUTES JULY 25, 2016 PAGE 10 15. Adjournment There being no other discussion, the meeting adjourned at the noted time of 8:54 pm. ___________________________ Janice L. Almy, City Clerk  C-6B CITY OF SAND SPRINGS MONTHLY TRANSFERS August, 2016 ANNUAL BUDGET MONTH YEAR TO FROM TO TRANSFER DATE TRANSFERS PER BOND INDENTURE FROM: General Fund $ 5,472,971 $ 386,640 $ 777,754 TO: Mun Auth Water Utility Fund 3,085,195 257,760 518,503 Street Impr Fund 1,542,598 128,880 259,251 Public Safety Cap Impr Fund (Jan 2017) 691,509 - - Economic Dev Cap Impr Fund (Jan 2017) 153,669 - - (sales tax) TRANSFERS PER COUNCIL ACTION FROM: General Fund $ 762,000 $ 398,595 $ 399,595 TO: General Short Term Capital Fund(E911) 12,000 1,000 2,000 Tax Increment District Fund 750,000 397,595 397,595 FROM: Sinking Fund (Interest) $ 1,500 $ - $ 50 TO: General Fund 1,500 - 50 FROM: Capital Impr W&WW Fund $ 800,000 $ 66,667 $ 133,333 TO: Mun Auth Water Util Fund 800,000 66,667 133,333 C-6C C-6D C-6E C-6F C-7 C-8 C-9 C-10 C-11 C-12 C-13 C-14 C-15A