City Council

C5A-B C6 C7D2  C8A MINUTES Sand Springs City Council Regular Meeting January 23, 2017 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #203 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (12-0) Councilman Phil Nollan (11-1) Councilman Patty Dixon (10-2) Councilman Beau Wilson (12-0) Councilman Brian Jackson (12-0) Councilman Jim Spoon (11-1) ALSO PRESENT: City Manager Elizabeth Gray Assistant City Manager Daniel Bradley City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: None The Sand Springs City Council met in regular session on January 23, 2017, in Room No. 203 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 2:30 p.m. on January 19, 2017, on the electronic 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 p.m. 2. Roll Call Mayor Burdge called for an individual roll call with members replying in the following manner: Councilman Jackson, here; Councilwoman Dixon, no response; Councilman Spoon, here; Mayor Burdge, here; Councilman Wilson, here; Councilman Nollan, here. It was noted for the records that Councilwoman Dixon was absent from said meeting.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 2 3. Invocation Following Roll Call, Mayor Burdge provided the invocation. 4. Pledge of Allegiance Councilman Jackson led the Pledge of Allegiance. 5. Presentation(s) Mayor Burdge moved to Agenda Item 5B. B) Park State Maintenance Rodeo Projects and Facilities Manager Jeff Edward provided a 1-minute advertisement video for the ORPS Maintenance Rodeo. Mayor Burdge then presented the plaque to Sand Springs Park Maintenance Employees for 1st Place at the ORPS Maintenance Rodeo. Mayor Burdge returned to Agenda Item 5A. This item was for presentation-purposes only. A) FY16 Independent Auditors Report Finance Director Kelly Lamberson introduced LaDonna Sinning, CPA/CFE of Arledge and Associates, the City’s auditing firm. Ms. Sinning provided a brief presentation regarding the FY16 audit results, noting the City’s audit was classified as a “clean” or “unmodified” audit, which meant no issues to be addressed. This item was for informational-purposes only. 6. Consent Agenda (A-H) Mayor Burdge informed Council that all matters listed under the Consent Agenda to be considered by Council are to be routine and will be enacted by one motion. Mayor Burdge noted that questions or clarification on any consent agenda items could be addressed prior to taking action. Mayor Burdge requested if Council had questions or needed clarification on any consent agenda item or whether any item needed to be considered separately.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 3 There being no other questions or requests, Mayor Burdge requested a motion regarding Consent Agenda 6A through 6H. A motion was made by Councilman Spoon and seconded by Councilman Wilson to approve the Consent Agenda Items No. 6A through 6H, as follows: A) The minutes of the December 7, 2016, special City Council meeting. B) The minutes of the December 12, 2016, regular City Council meeting. C) The minutes of the December 20, 2016, 10:30 a.m. special City Council meeting. D) The minutes of the December 20, 2016, 11:00 a.m. special City Council meeting. E) The minutes of the January 11, 2017, regular City Council meeting. F) The monthly Transfers of Funds. G) The Teal Ridge Subdivision Drainage and Utility Easement for operation of the relocated City water line, installation of private utilities, and grading of the entrance road. H) Resolution No. 17-15, a resolution to request programming of Tulsa Urbanized Area Surface Transportation Funds. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Councilman Spoon, aye; Councilman Jackson, aye. The motion carried 5-0-0. 7. Public Safety Facility – Construction Manager at Risk Contract Fire Chief Mike Wood requested Council’s approval of a Construction Manager at Risk (CMaR) contract with Crossland Construction Company to manage construction of the Sand Springs Public Safety Facility. Fire Chief Mike Wood provided a brief overview of the 13 bids received and the interview process. Following discussion regarding construction start date and design input, a motion was made by Councilman Jackson and seconded by Councilman  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 4 Spoon that the requested approval of a Construction Manager at Risk (CMaR) contract with Crossland Construction Company to manage construction of the Sand Springs Public Safety Facility, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Spoon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 5-0-0. 8. Highway 51 Tank Rehabilitation Project A) Transfer of Appropriation Public Works Director Derek Campbell requested Council’s approval of a transfer of appropriation in the Water and Wastewater Capital Improvement Fund for an increase to the Highway 51 Tank Rehabilitation line item in the amount of $160,000.00 and a decrease to the West McKinley Tank Rehabilitation line item in the amount of $160,000.00. A motion was made by Councilman Spoon and seconded by Councilman Wilson that the requested approval of a transfer of appropriation in the Water and Wastewater Capital Improvement Fund for an increase to the Hwy 51 Tank Rehabilitation line item in the amount of $160,000.00 and a decrease to the West McKinley Tank Rehabilitation line item in the amount of $160,000.00, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Councilman Spoon, aye; Councilman Jackson, aye. The motion carried 5-0-0. B) Award Public Works Director Derek Campbell requested Council’s approval of the award of the Highway 51 Standpipe (tank) Rehabilitation/Replacement project – Bid No. 1042 to Circle P. Welding, Inc., in the amount of $247,256.00 and authorization for the Mayor to sign said agreement. It was noted the project construction should begin by the first of March, 2017.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 5 A motion was made by Councilman Jackson and seconded by Councilman Spoon that the requested approval of the award of the Highway 51 Standpipe (tank) Rehabilitation/Replacement project – Bid No. 1042 to Circle P. Welding, Inc., in the amount of $247,256.00 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 Spoon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 5-0-0. 9. Ordinance No. 1294 Fire Chief Mike Wood requested Council’s approval of Ordinance No. 1294, an ordinance amending Chapter 2, Section 2.96.010, amending the process for the Firefighters Pension and Retirement System by eliminating the local pension and retirement board and relying upon the state pension and retirement board. Following discussion, a motion was made by Councilman Spoon and seconded by Councilman Wilson that the requested approval of Ordinance No. 1294, an ordinance amending Chapter 2, Section 2.96.010, amending the process for the Firefighters Pension and Retirement System by eliminating the local pension and retirement board and relying upon the state pension and retirement board, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Councilman Spoon, aye; Councilman Jackson, aye. The motion carried 5-0-0. 10. Ordinance No. 1295 Finance Director Kelly Lamberson requested Council’s approval of Ordinance No. 1295, an ordinance updating Sections 2.76.010 (Definitions), 2.76.020 (City Purchasing Agent), 2.76.060 (Bidding Requirements), and 2.76.070 (Bidding Procedures) of the purchasing ordinances of the City. Councilman Jackson questioned whether or not the updates would address the “quote” process.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 6 City Attorney David Weatherford stated the quote process is not included in the presented updates. Finance Director Kelly Lamberson provided a brief overview of the noted changes. Following discussion, a motion was made by Councilman Wilson and seconded by Councilman Jackson that the requested approval of Ordinance No. 1295, an ordinance updating Sections 2.76.010 (Definitions), 2.76.020 (City Purchasing Agent), 2.76.060 (Bidding Requirements), and 2.76.070 (Bidding Procedures) of the purchasing ordinances of the City, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Spoon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 5-0-0. 11. 2016 CDBG Urban County Program A) Contract City Planner Brad Bates requested Council’s approval of the 2016 Community Development Block Grant Contract for acceptance of the Fiscal Year 2016 Tulsa County CDBG Urban County Funds. A motion was made by Councilman Nollan and seconded by Councilman Spoon that the requested approval of the 2016 Community Development Block Grant Contract for acceptance of the Fiscal Year 2016 Tulsa County CDBG Urban County Funds, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Councilman Spoon, aye; Councilman Jackson, aye. The motion carried 5-0-0. B) Supplemental Appropriation City Planner Brad Bates requested Council’s approval of a Supplemental Appropriation in the CDBG-EDIF Fund for an increase to the Revenue- Intergovernmental line item in the amount of $70,105.00, an increase to the Revenue-Transfers In: Capital Improvement Water and Wastewater Fund line  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 7 item in the amount of $71,895.00, and an increase to the Expenditure-CDBG Set Aside 2016 line item in the amount of $142,000.00. A motion was made by Councilman Nollan and seconded by Councilman Wilson that the requested approval of a Supplemental Appropriation in the CDBG-EDIF Fund for an increase to the Revenue-Intergovernmental line item in the amount of $70,105.00, an increase to the Revenue-Transfers In: Capital Improvement Water and Wastewater Fund line item in the amount of $71,895.00, and an increase to the Expenditure-CDBG Set Aside 2016 line item in the amount of $142,000.00, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilman Spoon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 5-0-0. C) Transfer of Appropriation City Planner Brad Bates requested Council’s approval of a Transfer of Appropriation in the Capital Improvement Water and Wastewater Fund for a decrease to the Sanitary Sewer Line Replacement project line item in the amount of $71,895.00, and an increase to the Transfers Out-CDBG EDIF Fund line item in the amount of $71,895.00. A motion was made by Councilman Nollan and seconded by Councilman Spoon that the requested approval of a Transfer of Appropriation in the Capital Improvement Water and Wastewater Fund for a decrease to the Sanitary Sewer Line Replacement project line item in the amount of $71,895.00, and an increase to the Transfers Out-CDBG EDIF Fund line item in the amount of $71,895.00, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Councilman Spoon, aye; Councilman Jackson, aye. The motion carried 5-0-0. 12. Financial Reports Finance Director Kelly Lamberson provided an overview of the monthly financial reports for all funds.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 8 Councilman Nollan requested information regarding the reduction in the Workers Compensation coverage. It was noted the Workers Compensation premiums reduced this year. 13. Correspondence (A-F) The following correspondence was provided to Council for their review and information: A) Regular monthly bills. B) A letter, dated December 13, 2016, from Janet Eicher, Client Services Manager for Sand Springs Community Services, expressing appreciation for the Food for Fines donation of 6,118 lbs. of food. Ms. Eicher also congratulated the Sand Springs Police Department’s recent article published in the Tulsa World highlighting their compassionate treatment of our community. C) A letter dated December 19, 2106, from Certified Healthy Oklahoma, announcing the City of Sand Springs has met the criteria to become a Certified Healthy Community and earned the Excellence certification. D) A letter, dated December 28, 2016, from Oklahoma Department of Environmental Quality, Permit No. WLMC0072161044, 41st Street and Maple Avenue Potable Water Line Extension, Facility No. 1020420, for the construction of 215 linear feet of six (6) inch PVC portable water line and all appurtenances to serve the City of Sand Springs, Tulsa County, Oklahoma, was attached in the addendum to be noted in the minutes of the regular City Council meeting, after which it will become a matter of permanent record as required by the Department of Environmental Quality. E) A newsletter, The Splash Oklahoma Edition, received January 5, 2017, highlighted two Splashpads in the City of Sand Springs. F) A letter, dated January 12, 2017, from House Representative, Jim Bridenstine, congratulating Elizabeth Gray being named “Business Person of the Year” by the Sand Springs Chamber of Commerce. 14. City Manager’s and Council Members Report City Manager Elizabeth Gray reported on the following items: A) The City’s tree at the Art of Giving event at the Museum raised $210 for the Museum. B) City met the requirements to become a Certified Healthy City.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 9 C) Encouraged Council to drive by Ray Brown Park and see all the improvements at the park. D) Attended the first “Pop with a Cop” event held at the Golf Course. E) Attended an Osage Neighborhood Association meeting. Councilman Nollan reported on the recent press conference held by the Sand Springs Area Chamber of Commerce regarding Rural Development, no down payment and/or low interest loans program, for 100 square miles of property located outside the city limits, but within the Sand Springs fence line. Councilman Jackson reported on the recent JA Biztown event with 125 5th graders attending from Garfield and North Woods schools. Mayor Burdge provided a brief report regarding the MCO Congress of Mayors Conference held in Guthrie, OK. A) 2017 List of Upcoming Events: 1) The Canyons at Blackjack Ridge – The restaurant is open 7 a.m. – 5 p.m. seven days a week 2) KAF Open Hikes: 2/4, 2/18, 3/4, 3/11, 3/18, 3/25, 4/1, 4/8, 4/15, 4/22, 4/29 3) Chipper Days: 2/4, 3/4, 4/1, 5/6, 6/3, 7/8, 8/5, 9/9, 10/7, 11/4, 12/2 4) Case Movie Nights: 2/10, 3/10, 4/7, 5/12, 6/9, 7/7, 8/11, 9/8, 10/13, 11/17, 12/8 5) Pop with a Cop: 3/16, 5/18, 7/13, 9/14, 11/2 6) Tulsa Botanic Garden: Color Walk – January 28; Garden Hearts and Cupid Walk – February 11; Dog Day – March 4 7) SSCT – Love Letters show and dessert – February 10-11 8) Rotary Chili Cook off: February 24 9) Chillin’ N Grillin’: April 7-8 10) Helicopter Egg Drop: April 16 11) SSCT – Annie Get Your Gun: April 20-23, April 27-278, 30 12) Herbal Affair and Festival: April 22 13) SS Chamber Golf Tournament: May 5 14) SS Kids Free Fishing Derby: June 10 15) Relay for Life: June 10 16) Euromotor Extravaganza: June 10 17) SS Sertoma Fireworks Show: July 3 18) SS Sertoma/quota International: Murder Mystery and Show: August 19 19) Tulsa State Fair: September 28 – October 8 20)Boo on Broadway: October 28 21)SS Pumpkin Patch Festival: October 1-31 22)Chandler Park Lights On: November 24 23)Festival of Lights Christmas Parade: December 1  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 10 15. Recess City Council Meeting Following the various reports, Mayor Burdge recessed the Council Meeting, to be reconvened following the Municipal Authority Meeting at the noted time of 7:55 p.m. 16. Reconvene Council Meeting Following the Municipal Authority meeting, Mayor Burdge reconvened the City Council Meeting at the noted time of 7:57 p.m. 17. 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 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 for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Councilman Wilson and seconded by Councilman Spoon 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); and 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: Councilman Jackson, aye; Councilman Spoon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 5-0-0. Mayor Burdge, Councilman Jackson, Councilman Spoon, Councilman Wilson, Councilman Nollan, City Manager Elizabeth Gray, Police Chief Mike Carter, and City Attorney David Weatherford retired into Executive Session at the noted time of 7:58 p.m.  CITY COUNCIL MINUTES JANUARY 23, 2017 PAGE 11 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); and 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 8:34 p.m. C) Mayor Burdge stated there was no action deemed appropriate as a result of the Executive Session. 18. Adjournment There being no other discussion, the meeting adjourned at the noted time of 8:35 p.m. ___________________________ Janice L. Almy, City Clerk C8B C8C  Consent Agenda Item C8D #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: February 27, 2017 SUBJECT: MATERIAL STORAGE SLAB COSS PROJECT NO. M-1602, BID NO. 1045 AWARD OF BID STAFF RECOMMENDATION: Awarding the Material Storage Slab project, (Bid No. 1045) to Dirt Wurx, LLC in the amount of $55,949.97 and authorize the Mayor to sign the agreement. BACKGROUND AND HISTORY: Staff prepared plans and specifications for the construction of a material storage slab located at the Spring Lake Public Works Municipal Complex. The 9” thick slab is 44’ X 160’ and will be used to store construction material (sand, gravel, etc.) EXECUTIVE SUMMARY: On February 14, 2017, staff received and opened sealed bids from eight (8) bidders. Dirt Wurx, LLC submitted the lowest bid of $55,949.97 (see attached bid tabulation). Estimated start of construction is April 2017 with a 90 calendar day contract time. This project is funded in the Capital Improvement Water & Wastewater Fund. This item was reviewed at the February 27, 2017 Public Works Advisory Committee meeting. Staff will perform construction inspection and administration. BUGETARY IMPACT: Total construction cost of $55,949.97 COMPILED BY: Jesse Vaverka PRESENTED BY: Jesse Vaverka Attachments: Tabulation of Bids Budget sheet  TABULATION OF BIDS Material Storage Slab COSS Project No. M-1602 Bid Number 1045 Bid Opening Date: February 14, 2017 Jackson Construction Magnum Construction, Rick Scott Construction, Diversified Civil Engineer's Estimate Dirt Wurx, LLC Group Inc. Construction Enterprises Big Star Services Inc. Contractors, LLC Cottons Trucking, Inc. Item Description Unit Qty Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount 1 Unclassified Excavation CY 95 $ 20.00 $ 1,900.00 $ 16.22 $ 1,540.90 $ 136.00 $ 12,920.00 $ 75.00 $ 7,125.00 $ 106.50 $ 10,117.50 $ 17,441.77 $ 135.71 $ 12,892.45 $ 65.00 $ 6,175.00 $ 114.00 $ 10,830.00 2 Aggregate Base Type A Ton 223 $ 53.00 $ 11,819.00 $ 26.69 $ 5,951.87 $ 24.25 $ 5,407.75 $ 45.00 $ 10,035.00 $ 48.50 $ 10,815.50 $ 17,441.77 $ 39.46 $ 8,799.58 $ 50.00 $ 11,150.00 $ 114.00 $ 25,422.00 3 Class AA Concrete CY 196 $ 275.00 $ 53,900.00 $ 237.78 $ 46,604.88 $ 221.00 $ 43,316.00 $ 233.00 $ 45,668.00 $ 237.50 $ 46,550.00 $ 17,441.77 $ 231.79 $ 45,430.84 $ 260.00 $ 50,960.00 $ 258.00 $ 50,568.00 4 Slab Perimeter Slope Linear Grading LF 408 $ 5.00 $ 2,040.00 $ 4.54 $ 1,852.32 $ 6.75 $ 2,754.00 $ 5.00 $ 2,040.00 $ 4.20 $ 1,713.60 $ 17,441.77 $ 6.62 $ 2,700.96 $ 15.00 $ 6,120.00 $ 6.75 $ 2,754.00 $ - $ 69,659.00 $ 55,949.97 $ 64,397.75 $ 64,868.00 $ 69,196.60 $ 69,767.08 $ 69,823.83 $ 74,405.00 $ 89,574.00 Calendar Days to Complete Project = 90 45 40 45 30 30 30 28 M-1602 BIDTAB & PAY ITEMS 1  Consent Agenda Item #________C8E CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: February 27, 2017 SUBJECT: SANITARY SEWER LINE IMPROVEMENTS (MHDD53-DD51) COSS PROJECT NO. W-1609 STAFF RECOMMENDATION: 1) Council will consider approving Resolution No. 17-19 declaring an emergency and waiving competitive bidding, authorizing an award of contract and authorizing the signature of all related documents. BACKGROUND AND HISTORY: City staff noticed the odor of sanitary sewer in a storm pipe located adjacent to an 8- inch clay sanitary sewer line located along 32nd Street. (see attached map). Further investigation by video camera was limited because the sanitary sewer line was collapsed with severe root intrusion. Therefore, due to the poor condition of the public sanitary sewer line and intermittent wastewater seepage into the storm sewer, which is a DEQ violation, it was decided to declare this project an emergency and repair the sanitary sewer line by pipe bursting using ductile iron pipe. If we do not declare an emergency it will likely add 90-120 days for repairs of the ongoing violation. This item was reviewed at the February 21, 2017 Public Works Advisory Committee meeting. BUDGETARY IMPACT: Project total estimated cost of $100,000.00 COMPILED BY: Jesse Vaverka PRESENTED BY: Jesse Vaverka ATTACHMENTS: Resolution No. 17-19 Site Plan  C8F-G Consent Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: February 27, 2017 SUBJECT: NORTHSIDE WATER DISTRIBUTION DISINFECTION SYSTEM IMPROVEMENT COSS PROJECT NO. W-1605A STAFF RECOMMENDATION: 1) Council will consider approval of the following transfer of appropriation in the Water & Wastewater Capital Improvement Fund: Increase: Chlorine Residual Improvement $5,000.00 Decrease: West McKinley Tank Rehab $5,000.00 2) Approve the proposed Amendment #2 to the original Professional Services Agreement, dated September 14, 2015 with Tetra Tech, Inc. for an increase in design services at a cost not to exceed $82,780.00 BACKGROUND AND HISTORY: On November 14, 2016, City Council approved Amendment #1 to the original Professional Services Agreement, dated September 14, 2015 with Tetra Tech, Inc. for design and bidding services at a cost not to exceed $82,000.00 for the new total chlorine booster station located at the Northwoods elevated water storage tank site. Amendment #1 included a prefabricated fiberglass building but it was determined that a CMU building would reduce the building construction cost by approximately $34,000 plus provide a more substantial structure. However, Tetra Tech submitted an additional design cost for a CMU building because of additional labor hours (structural, electrical, architectural, drafting and mechanical) of $13,780. Attached is an exhibit with hours for each discipline. The total not to exceed design cost will be increased from $69,000 to $82,780.00 Funds need to be transferred in the project for the additional design cost. This item was reviewed at the February 21, 2017 Public Works Advisory Committee meeting. BUDGETARY IMPACT: Additional design cost of $13,780 COMPILED BY: Jesse Vaverka PRESENTED BY: Jesse Vaverka ATTACHMENTS: Amendment #2 Additional Labor Hours required C8H C8I C8J  C8K-L Agenda Item # _______ CITY OF SAND SPRINGS CITY COUNCIL MEMO MEETING DATE: February 27th, 2017 SUBJECT: 2016 Healthy Communities Incentive Grant – Discussion, consideration and possible approval the Oklahoma Tobacco Settlement Endowment Trust Letter of Agreement for the Healthy Communities Incentive Grant in the amount of $50,000 to construct approximately 1,000 feet of 5 foot wide trail within River West. STAFF Recommendation: A) Staff recommends Approval of a supplemental appropriation in the Capital Improvement Fund for an increase to the Intergovernmental Revenue line item in the amount of $50,000 and an increase to the TSET- Trail Ext River West project in the amount of $50,000. B) Staff recommends APPROVAL of the Oklahoma Tobacco Settlement Endowment Trust Letter of Agreement for acceptance of the HCIG (Healthy Communities Incentive Grant) 2016. BACKGROUND AND HISTORY: City Staff applied for the Healthy Communities Incentive Grant funding for 2016. The application was applied for in order to construct additional walking trails to provide for expanded recreational opportunities for the community. The proposed trail segment would create a spur off of the existing Katy Trail between HWY 97 and Main St. that would provide for access to a new commercial development (River West Development). This trail segment would be a 1,000 foot of 5' or 8' wide paving that would extend into the development running alongside numerous ponds that will eventually be outfitted with fountain features. The estimated cost for constructing a 5' wide trail is $45,500 and a 8' is $72,500 (would be supplemented with City Funds if chosen). The Completion of this trail segment will provide Sand Springs Citizens with additional opportunities for outdoor recreation and promote healthy active living which can mitigate many health concerns. This project is located in an area that has 20% Disabled, 20% Without Healthcare, and 17% poverty rate. The application was approved by the TSET Board of Directors Meeting in mid January 2017. Staff was notified that the application was approved on January 25th, 2017. Staff received notification that the letter of agreement was available for review and acceptance through the OK Grants website. BUDGETARY IMPACT: An increase to both revenue and expenditure budget line items in the amount of $50,000 each, thus creating no budgetary impact to the fund balance. COMPILED BY: Brad Bates APPROVED BY: Janice Almy Attachments: Oklahoma Tobacco Settlement Endowment Trust Letter of Agreement C8M C8N C9 C10 C11 C12 C13 C14 C15 C16 C17  C18 Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: February 27, 2017 SUBJECT: AMENDMENT TO RESOLUTION NO. 16-30, FINDING A PUBLIC PURPOSE FOR THE PARTICIPATION IN AND PAYMENT OF PUBLIC FUNDS FOR UPCOMING PUBLIC EVENTS STAFF RECOMMENDATION: A) Staff recommends guidance from Council in regards to the requested amendment to Resolution No. 16-30 concerning participation in and payment of public funds for Councilman Jackson to attend the 2017 Tulsa Regional Chamber’s D.C. Fly-In. EXECUTIVE SUMMARY: Councilmember Jackson has submitted a request that the City find a public purpose for the participation in and payment of public funds for him to attend the 2017 Tulsa Regional Chamber’s D.C. Fly-In during June 2017. The following is a brief history regarding Resolution No. 16-30: On April 25, 2017, during the regular Council Meeting, Council considered Resolution No. 16-30 – Public Purpose. At said meeting, Councilman Jackson requested Resolution No. 16-30 be amended to include funding and participation for Junior Achievement BizTown and the Washington D.C. Fly-In events. Following lengthy discussion regarding the benefits of Council representation and/or participation of these events, Council voted 5-2-0 to approve Resolution No. 16- 30 as originally presented, without the requested amendments. On August 22, 2016, during the regular Council Meeting, at the request of Councilman Jackson, Council considered an amendment to Resolution No. 16-30 – Public Purpose and a Supplemental Appropriation for participation in and payment of public funds for Junior Achievement (JA) BizTown. Following lengthy discussion regarding other Sand Springs area schools, conflict of interest with Councilman Jackson being employed by JA, the hotel/motel tax designation for economic development, the expenditure being a donation rather than economic development expenditure, no action was taken by Council regarding the amendment to Resolution No. 16-30 - Public Purpose and a Supplemental Appropriation.  On September 7, 2016, during the regular Council meeting, at the request of Councilman Nollan, Council considered an amendment to Resolution No. 16-30 – Public Purpose and a Supplemental Appropriation. Councilman Nollan requested funding to participate in the 2016 Oklahoma Municipal League Conference in Oklahoma City. Following discussion, Council approved an amendment to Resolution No. 16-30 – Public Purpose and a Supplemental Appropriation in the amount of $500 for Councilman Nollan to participate in the 2016 Oklahoma Municipal League Conference in Oklahoma with the votes of 5-0-0 and 5-0-0. BUDGETARY IMPACT: If approved, normally a Supplemental Appropriation would be required. However, the current Council Training and Travel budget line item includes funding in the amount of $3,500 for the Vice Mayor to attend the NLC Conference. Due to the vacant Vice Mayor position, these funds are available. COMPILED BY: Janice L. Almy, City Clerk PRESENTED BY: Mayor/City Council ATTACHMENTS: Email dated 01/24/17 requesting amendment Resolution No. 16-30 Resolution No. 16-30 – Revised Minutes of the 04/25/16 Council meeting Minutes of the 08/22/16 Council meeting Minutes of the 09/07/16 Council meeting Letter dated 02/16/17 from Phil B. Albert, President of PELCO  CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION No. 16-30 - REVISED A RESOLUTION FINDING A PUBLIC PURPOSE FOR THE PARTICIPATION IN AND PAYMENT OF PUBLIC FUNDS FOR UPCOMING PUBLIC EVENTS WHEREAS, the City of Sand Springs has received a request for participation in a public or municipal event related to City Government, has reviewed the request and the expenditure involved; WHEREAS, the City finds that that participation by public officials achieves a public purpose on behalf of the City and municipal government, that the expenditure is not a charitable donation but instead is in the best interest of the City and promotes the goals and objectives of the City; WHERESE, authorization of participation in the event listed herein is in the best interest of the City. THEREFORE, BE IT RESOLVED by the City Council of the City of Sand Springs, that City Staff is authorized to make arrangements for funding and participation of City officials in the following events (subject to available funding and subject to review at the time of encumbrance, based on current financial restraints): 1. National League of Cities National Annual Conference 2. National League of Cities Membership Dues 3. OML Conference 4. OML Membership Dues 5. Mayors Council of Oklahoma Conference 6. Mayors Council of Oklahoma Dues 7. The Oklahoma Academy 8. Oklahoma Sovereignty Symposium Event 9. OML Water and Environmental Summit 10. One Voice/Day at the Capitol Event 11. Sand Springs Chamber Open Forums 12. Sand Springs Chamber Membership Dues 13. Tulsa Metro Chamber Membership Dues 14. Misc. Events/Meetings in Oklahoma City or Tulsa Metro Area 15. Misc. Dues 16. Misc Workshop/Retreats and Committee Meetings Expenses 17. INCOG Coalition of Tulsa Area Government Dues 18. INCOG Parking Dues 19. Mileage, travel and parking reimbursements related to the above events pursuant to City policy 20. Tulsa Metro Chamber Washington DC Fly-In  This REVISED Resolution is approved in open meeting of the City of Sand Springs, Oklahoma on the _____ day of ____________________, 2017. CITY OF SAND SPRINGS, OKLAHOMA _________________________________ Mike Burdge, Mayor ATTEST: _____________________________ Janice Almy, City Clerk Approved as to Form: ______________________________ David L. Weatherford, City Attorney  FY17 General Administrative Budget - REVISED Training and Travel (30-08) NLC Conference – Pittsburgh, PA (Mayor/V-Mayor - $3,500 ea est) $ 3,500.00 OML Conference – OKC (Mayor/V-Mayor/PN) $ 3,500.00 Mayors Council of Oklahoma (Mayor) $ 500.00 Oklahoma Academy (MB) $ 1,000.00 Sovereignty Symposium (MB) $ 1,000.00 OML Water and Environmental Summit (MB) $ 250.00 OneVoice/Day at the Capitol (Mayor) $ 600.00 Sand Springs Open Forums (All) $ 360.00 OML New Elected Officials’ Training (PN, PD) $ 300.00 OML Day at the Capitol (Mayor/Vice-Mayor) $ 300.00 MCO Board Meetings-OKC (Mayor) $ 1,500.00 Tulsa Metro Chamber Washington DC Fly-In (BJ) $ 3,500.00 Total Training and Travel (30-08) $16,310.00 Memberships and Dues (30-18) Sand Springs Chamber of Commerce $ 1,500.00 Tulsa Metro Chamber Dues $ 2,500.00 INCOG Coalition of Tulsa Area Government Dues $ 3,500.00 INCOG Parking Passes (1-Admin, 1-P/W) $ 1,800.00 OML Dues $15,500.00 NLC Dues (elected officials and staff) $ 1,500.00 MCO Dues (Mayor) $ 500.00 Misc Memberships/Dues $ 1,000.00 Misc Workshops/Retreats/Committee Meetings $ 2,000.00 Total Membership and Dues (30-18) $29,800.00 GRAND TOTAL: $46,110.00 C19 C21A C21B C21C C21D C21E C21F