City Council

C5A Certificate of Appreciation THIS CERTIFICATE IS PRESENTED TO American Heritage Bank FOR YOUR COMMUNITY E NHANCEMENT CONTRIBUTIONS TO THE CITY OF SAND SPRINGS S ignature Date S ignature Date  C6A MINUTES Sand Springs City Council Special Meeting September 7, 2016 – 5:30 pm Sand Springs Municipal Building 100 East Broadway – Room 102 (1st Floor Conference Room) Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge Vice Mayor John Fothergill @5:52 pm Councilwoman Patty Dixon Councilman Beau Wilson Councilman Brian Jackson Councilman Jim Spoon ALSO PRESENT: City Manager Elizabeth Gray City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: Councilman Phil Nollan The Sand Springs City Council met in special session on September 7, 2016 in Room 102 of the Sand Springs Municipal building pursuant to the agenda filed with the City Clerk’s office and posted at 10:00 am on August 31, 2016 and the Addendum filed with the City Clerk’s office and posted at 4:30 pm on September 1, 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 5:35 pm. 2. Roll Call Mayor Burdge called for an individual roll call with members replying in the following manner: Councilman Nollan, no response; Councilwoman Dixon, here; Mayor Burdge, here; Vice Mayor Fothergill, no response; Councilman Wilson, here; Councilman Jackson, here; Councilman Spoon, here. It was noted for the record that Councilman Nollan was absent from said meeting and Vice Mayor Fothergill arrived at the noted time of 5:52 pm.  CITY COUNCIL MINUTES SEPTEMBER 7, 2016 PAGE 2 Following Roll Call, Mayor Burdge moved to Addendum Item No. 1. Amendment to Resolution No. 16-30 A) Amendment to Resolution No. 16-30 City Manager Elizabeth Gray requested direction from Council concerning the requested amendment to Resolution No. 16-30 regarding Councilman Nollan to participate in the 2016 Oklahoma Municipal League Conference in Oklahoma City. Following discussion a motion was made by Councilman Wilson and seconded by Councilman Jackson to amendment Resolution No. 16-30 regarding Councilman Nollan to participate in the 2016 Oklahoma Municipal League Conference in Oklahoma, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilwoman Dixon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Jackson, aye; Councilman Spoon, aye. The motion carried 5-0-0. B) Supplemental Appropriation City Manager Elizabeth Gray requested Council’s approval of a Supplemental Appropriation, as amended, in the General Fund for an increase of $500 in the General Administration – Council Training and Travel budget and a decrease in the Ending Unreserved Fund Balance of $500 for Councilman Nollan to participate in the 2016 Oklahoma Municipal League Conference in Oklahoma City. Following discussion a motion was made by Councilman Spoon and seconded by Councilman Wilson that the requested approval of a Supplemental Appropriation, as amended, in the General Fund for an increase of $500 in the General Administration – Council Training and Travel budget and a decrease in the Ending Unreserved Fund Balance of $500 for Councilman Nollan to participate in the 2016 Oklahoma Municipal League Conference in Oklahoma City, as amended, be approved. Mayor Burdge called for the vote recorded as follows: Councilwoman Dixon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Jackson, aye; Councilman Spoon, aye. The motion carried 5-0-0.  CITY COUNCIL MINUTES SEPTEMBER 7, 2016 PAGE 3 3. Executive Session Mayor Burdge informed Council of retiring into Executive Session for the purpose of conferring on matters pertaining to economic development 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); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Councilman Spoon and seconded by Councilman Wilson to retire into Executive Session for the purpose of conferring on matters pertaining to economic development 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); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property in accordance with O.S. Title 25, Section 307(B)(3). Mayor Burdge called for the vote recorded as follows: Councilwoman Dixon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Jackson, aye; Councilman Spoon, aye. The motion carried 5-0-0. Councilwoman Dixon, Mayor Burdge, Councilman Wilson, Councilman Jackson, Councilman Spoon, City Manager Elizabeth Gray, City Attorney David Weatherford, Police Chief Mike Wood, Fire Chief Mike Wood and City Clerk Janice L. Almy retired into Executive Session at the noted time of 5:42 pm. Vice Mayor Fothergill joined the Executive Session in progress as the noted time of 5:52 pm. Discussion was held for the purpose of conferring on matters pertaining to economic development 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); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property 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 6:24 pm. C) Mayor Burdge stated there was no action deemed appropriate as a result of the Executive Session.  CITY COUNCIL MINUTES SEPTEMBER 7, 2016 PAGE 4 4. Adjournment There being no other discussion, the meeting adjourned at the noted time of 6:25 pm. ___________________________ Janice L. Almy, City Clerk  C6B MINUTES Sand Springs City Council Regular Meeting September 12, 2016 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #203 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (6-0) Vice Mayor John Fothergill (6-0) Councilman Phil Nollan (5-1) Councilman Patty Dixon (5-1) Councilman Beau Wilson (6-0) Councilman Brian Jackson (6-0) ALSO PRESENT: City Manager Elizabeth Gray Assistant City Manager Daniel Bradley City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: Councilman Jim Spoon (5-1) The Sand Springs City Council met in regular session on September 12, 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 2:00 pm on September 8, 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 record that Councilman Nollan was absent from said meeting.  CITY COUNCIL MINUTES SEPTEMBER 12, 2016 PAGE 2 3. Invocation Following Roll Call, Mayor Burdge provided the invocation. 4. Pledge of Allegiance Councilwoman Dixon led the Pledge of Allegiance. 5. Development Agreement - OmniTRAX A) Presentation Tony Manos, Senior Vice President of Industrial Development with OmniTRAX, provided a presentation regarding the development of their property, formerly known as Gerdau or Sheffield Steel. This item was for informational-purposes. B) Development Agreement Mayor Burdge informed Council of the requested approval of a Development Agreement between the City of Sand Springs and OmniTRAX for their property, formerly known as Gerdau or Sheffield Steel. A motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson that the requested approval of a Development Agreement between the City of Sand Springs and OmniTRAX for their property, formerly known as Gerdau or Sheffield Steel, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 6-0-0. Following Item 5, Mayor Burdge recessed the City Council meeting for a ten minute break for photograph and statements for the media regarding OmniTRAX at the noted time of 7:17 pm. Mayor Burdge reconvened the City Council meeting at the noted time of 7:30 pm.  CITY COUNCIL MINUTES SEPTEMBER 12, 2016 PAGE 3 6. Presentation(s) A) AEP/PSO Recognition Mayor Burdge and Golf Manager Brian Talley recognized and acknowledged AEP/PSO employees for their work and contributions for the removal and replacement of the netting at the Sand Springs Canyons at Blackjack Ridge Golf Course. B) American Heritage Bank Recognition Mayor Burdge informed Council that the recognition of American Heritage Bank for their community enhancement contributions to the City of Sand Springs would be passed at this time. C) Mayoral Proclamation – Daughters of the American Revolution Mayor Burdge read aloud and presented a Mayoral Proclamation to members of the Daughters of the American Revolution, proclaiming the week of September 17 – 23, 2016 to be “Constitution Week” in the City of Sand Springs, Oklahoma. Members of the Daughters of the American Revolution expressed appreciation of the proclamation, as well as provided copied of the Constitution to Council. Items No. 6A-C were for recognition-purposes only. 7. Consent Agenda (A-F) 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. There being no other questions or requests, Mayor Burdge requested a motion regarding Consent Agenda 7A through 7F. A motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson to approve the Consent Agenda Items No. 7A through 7F, as follows: A) The minutes of the August 22, 2016 regular City Council meeting.  CITY COUNCIL MINUTES SEPTEMBER 12, 2016 PAGE 4 B) The minutes of the August 24, 2016 special City Council meeting. C) The minutes of the August 31, 2016 special City Council meeting. D) Change Order No. One to the Agreement with Direct Traffic Control, Inc. for a decrease in the amount of $4,044.98 to the contract amount and an increase of eleven (11) calendar days to the contract time for the Roadway Striping project. E) The acceptance of the improvements as constructed by Director Traffic Control, Inc. for the Roadway Striping project. F) Resolution No. 17-05, a resolution approving a supplemental appropriation engineering agreement amendment, grant offer, acceptance, authorization payments and authorizing the signature of all related documents as related to the Sand Springs-Pogue Airport Precision Approach Plan Indicators, Electrical Vault and Obstruction Survey. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 6-0-0. 8. Appointments A) Sand Springs Park Advisory Board Councilman Wilson left the Council meeting at the noted time of 7:38 pm. Mayor Burdge informed Council of the appointment of a Ward Five (5) representative to serve an unexpired term to May 2018 on the Sand Springs Park Advisory Board. A motion was made by Mayor Burdge and seconded by Vice Mayor Fothergill that James Roberts be appointed as a Ward Five representative to serve an unexpired term to May 2018 on the Sand Springs Park Advisory Board. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 5-0-0.  CITY COUNCIL MINUTES SEPTEMBER 12, 2016 PAGE 5 Councilman Wilson returned to the Council meeting at the noted time of 7:40 pm. 9. Waste Water Treatment Plant Improvement – Bid No. 1012 Cody Blair, Assistant City Engineer, requested Council’s approval of Change Order No. 5 to the Agreement with Walters-Morgan Construction, Inc. for an increase in the amount of $27,001.22 and an increase in the contract time of 14 calendar days; and authorization for the Mayor to execute said Change Order as it relates to the Waste Water Treatment Plant Improvement project – Bid No. 1012. Following lengthy discussion, a motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson that the requested approval of Change Order No. 5 to the Agreement with Walters-Morgan Construction, Inc. for an increase in the amount of $27,001.22 and an increase in the contract time of 14 calendar days; and authorization for the Mayor to execute said Change Order as it relates to the Waste Water Treatment Plant Improvement project – Bid No. 1012, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 6-0-0. 10. 2015 Assistance to Fire Fighters Grant A) Acceptance Fire Chief Mike Wood requested Council’s authorization for the Fire Chief to accept Grant No. EMW-2015-FO-04589. A motion was made by Councilwoman Dixon and seconded by Councilman Nollan that the requested authorization for the Fire Chief to accept Grant No. EMW-2015-FO-04589, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 6-0-0.  CITY COUNCIL MINUTES SEPTEMBER 12, 2016 PAGE 6 B) Supplemental Appropriation Fire Chief Mike Wood requested Council’s approval of a Supplemental Appropriation within the General Fund for an increase to the Revenue-FEMA 2015 Assistant to Fire Fighters Grant line item in the amount of $12,274 and an increase to the Expenditure – Fire Department line item in the amount of $12,273 as it relates to the 2015 Assistant to Fire Fights Grant. A motion was made by Councilwoman Dixon and seconded by Vice Mayor Fothergill that the requested approval of a Supplemental Appropriation within the General Fund for an increase to the Revenue-FEMA 2015 Assistant to Fire Fighters Grant line item in the amount of $12,274 and an increase to the Expenditure – Fire Department line item in the amount of $12,273 as it relates to the 2015 Assistant to Fire Fights Grant, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 6-0-0. 11. Correspondence The following correspondence was provided to Council for their review and information: A) Regular monthly bills. B) An email, dated September 6, 2026, from Roger Bush, West Side Alliance Soccer Club, recognizing the great shape the city’s soccer fields were in for their Labor Day Weekend soccer event. 12. City Manager’s and Council Members Report A) List of Upcoming Events: 1) Street Dept Chipper Days: 10/10, 11/05, 12/03/16 2) CASEtime Movie Night: 10/14, 11/11, 12/09/16 3) Rotary Downhill Derby: 09/17/16 4) Boo on Broadway: 10/29/16 5) “Night at the Museum”: 10/29/16 – 9:00 pm 6) Veterans’ Day Holiday: City Offices Closed 11/11/16 7) Thanksgiving Holiday: City Offices Closed: 11/24-25/16 8) Festival of Lights Christmas Parade: 12/02/16 9) Employee Recognition Luncheon: 12/07/16 10) Christmas Holiday: City Offices Closed: 12/23, 12/26/16  CITY COUNCIL MINUTES SEPTEMBER 12, 2016 PAGE 7 B) City Manager Elizabeth Gray also reported on the following items: 1) “Thank You” to all that worked on the various economic development projects. 2) Great Raft Race held during the Labor Day weekend. 3) The upcoming Oklahoma Municipal League Conference. 13. Adjournment There being no other discussion, the meeting adjourned at the noted time of 8:04 pm. ___________________________ Janice L. Almy, City Clerk  C6C CITY OF SAND SPRINGS MONTHLY TRANSFERS September, 2016 ANNUAL BUDGET MONTH YEAR TO FROM TO TRANSFER DATE TRANSFERS PER BOND INDENTURE FROM: General Fund $ 5,472,971 $ 371,928 $ 1,149,682 TO: Mun Auth Water Utility Fund 3,085,195 247,952 766,455 Street Impr Fund 1,542,598 123,976 383,227 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 $ 1,000 $ 400,595 TO: General Short Term Capital Fund(E911) 12,000 1,000 3,000 Tax Increment District Fund 750,000 - 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 $ 200,000 TO: Mun Auth Water Util Fund 800,000 66,667 200,000  SAND SPRINGS MUNICIPAL AUTHORITY MONTHLY TRANSFERS September, 2016 ANNUAL BUDGET MONTH YEAR TO FROM TO TRANSFER DATE TRANSFERS PER BOND INDENTURE FROM: Mun Auth Water Utility Fund $ - $ - $ - FROM: Mun Auth Wastewater Utility Fund $ - $ - - TRANSFERS PER TRUSTEE ACTION FROM: Mun Auth Water Utility Fund $ 4,615,195 $ 375,452 $ 1,148,956 TO: Cap Impr W&WW Fund (sales tax) 3,085,195 247,952 766,455 Mun Auth Golf Course Fund 250,000 20,833 62,500 Capital Improvement Fund 30,000 2,500 7,500 Mun Auth Airport Fund 50,000 4,167 12,500 General Fund 980,000 81,667 245,000 Water Meter Replacement Fund 200,000 16,667 50,001 Airport Construction Fund 20,000 1,667 5,000 FROM: Mun Auth Solid Waste Utility Fund $ 700,000 $ 58,333 $ 175,000 General Fund 700,000 58,333 175,000 FROM: Mun Auth Stormwater Utility Fund $ 1,000,000 $ 83,333 $ 250,000 TO: Stormwater Capital Impr Fund 1,000,000 83,333 250,000 FROM: Mun Auth Golf Course Fund $ 25,500 $ 2,988 $ 5,988 TO: Golf Course Capital Improvement Fund 25,500 2,988 5,988 C6D C6E C6F C6G  C6H Agenda item #___ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: September 26, 2016 CONSENT AGENDA SUBJECT: Stone Creek Estates III - Phase 3 Final Acceptance of Public Improvements STAFF RECOMMENDATION: Staff recommends Council accept the public improvements in Phase 3 of Stone Creek Estates III subdivision constructed by A & A Asphalt, Inc.. for developer Gibson & Powell Investments, LLC. BACKGROUND AND HISTORY: Stone Creek Estates III is a 42 acre, 153 lot subdivision located on the south side of West 51st Street approximately 0.25 mile west of Highway 97. Phase 1, which was constructed in 2007, consists of 76 lots on 22 acres; Phase 2, constructed in 2012 contains 40 lots on 10 acres; Phase 3 will provide 37 lots on 10 acres. EXECUTIVE SUMMARY A & A Asphalt, Inc. has completed construction of public water, sanitary sewer, paving and drainage improvements to serve Phase 3 of the addition. Phase 3 consist of approximantly 1,300 linear feet of 26-feet wide concrete curbed asphalt street paving, 726 total feet of various size storm sewer, 1,378 feet of 8-inch sanitary sewer mains, and 1,260 total feet of 6- inch and 8-inch water mains. BUDGETARY IMPACT: Fixed Assets/Construction Cost = $468,881. COMPILED BY: Kurt Baker APPROVED BY: Derek Campbell Attachments: Project Inspection Memo Project Acceptance Letters Maintenance Bonds Assets Sheets C8A C8B