City Council

RESCHEDULED REGULAR MEETING NO丁ICE AND AGENDA Sand Springs City Council January 12, 2022‑11:30a,m. Sand Springs Municipal Bu冊ing lOO East Broadway ‑ Councii Chambers, First FIoor Sand Sp「ings, Okiahoma 74063 迎W"Sandsprin鋼sok,9音型 Ca○○ to Order 丁ime Roll Call Ward l‑Vacant Ward 2‑Dixon Wa「d 3‑Burdge Ward 4‑R=ey Wa「d 5‑Wiison Wa「d 6‑Jackson At Large ‑ Spoon 3, 塩eystone Ancient Forest Parkinq Lot Proie±! A) Services Council may consider approvai, denia一, amendment, Or reVision of the estimate and award of the Keystone Ancient Forest Parking Lot p「o」eCt tO Erick Goodman Const「uction for forming, reba「 p‑acement Placing, and finishing conc「ete at the Keystone Ancient Fo「est for the cost of $2.00 per square foot (estimated 20,000 Square feet)" (Presented by‥ Parks Director Je什Edwards) Motion Second B) Materiais Council may conside「 approvai, denia一, amendment, Or reVision of the estimate and award of the Keystone Ancient Forest Parking Lot pro」eCt tO Twin Cities Ready Mix Conc「ete for p「oviding 4,000 ps‑ COnCrete at the Keystone Ancient Forest for the cost of $103"00 per cubic yard (estimated 450 cubic yards). (Presented by: Parks Director Jeff Edwards) Motion Second 4. 旦星型1ution 16‑10 Honorary Street Naming P♀凸型 The City Councii w帖eview a proposed 「evision to Reso‑ution 16‑10 concerning the Honorary St「eet Nam‑ng PoIicy, and consider whethe「 additionaI review by the Counc‖ Appointment Committee shou‑d be added to the resolution. Thjs item is for discussion with di「ection to staffforthe next regu‑ar agenda,  City Counc= Agenda January 12, 2022 Page 2 5, Oklahoma M甲icipal Assurance G「oup (OMAG) Recoqnition P「og「a哩 A) Reco鋼nition Proqram OMAG s Risk Management Director B川Tackett w用provide a brief overview of the OMAG Recognition P「ogram and provide governlng body training" (Presented by: OMAG s Rjsk Management Director B川Tackett) Thjs item is for informational‑PurPOSeS On‑y. B〉 AnnuaI Stabiiitv Test City Attorney David Weatherferd w用administer the Annua‑ Stab冊y Tes=o Council and staff members. (Presented by‥ City Attorney David Weatherferd) C) CityCouncil Handbook2022‑Ove画 1. Overv‑eW Of Handbook City Attorney David Weatherferd wiI‑ provide an overview of the City Counc= Handbook 2022. This item is for info「mational purposes only. 2・ App「o羊呈上 Council may consider approvai ofthe 2022 City Counc冊andbook as presented. Motion Second D) ±垣却ity PolicyRevi臆星型 OMAG s Risk Management Director Biil Tackett w… provide a brief review of the Declaration Page and the Exp‑anation of Coverage information fo「 the City/Authority s liab冊y policy with OMAG" (Presented by: OMAG s Risk Management Director Bili Tackett). This jtem is for info「mational‑PurPOSeS OnIy. E) B墜Oiution No" 22‑18‑Recoqnition Tra吐哩 Counc= may consider approva‑ of Reso‑ution No. 22‑18, a 「eSOlution regarding City Council s pa面cjpation in the Ok‑ahoma Municipa‑ Assurance Group (OMAG) Recognition P「ogram' (Presented by‥ City Attorney David Weatherford) Motion Second  City CounciI Agenda January 12, 2022 Page 3 6. 宣jty Manaaer s and Council Members Re匹ヰ A) The City Manager and Council Members wiII provide updates 「ega「ding reCent and upcoming events and projects, including COVID‑19, eVentS Of interest and the gene「ai operations of the City. No action is to be taken. (Administration) B) Planning Di「ector Brad Bates and Parks Di「ector Jeff Edwa「ds wiII provide an update on the proposed 2022 Generai Ob‑igation Bond election. 7, Adiournment Time  City of Sand Springs Agenda Form JAN 12 2022 works Agenda:_______________ Meeting Date:____________ City Council Regular Item:____________ No Signature Items:__________ Jeff Edwards Presented by:____________________________ Keystone Ancient Forest Parking Lot Bid Subject:________________________________________________________________________ Item #: C-3a-b _____________ $89,050 Cost: ______________ Approval Recommendation:____________________ Synopsis: Recommendation to approve low estimate and award of the Keystone Ancient Forest Parking Lot project to Erick Goodman Construction for forming, rebar placement, placing, and finishing concrete at the Keystone Ancient Forest for the cost of $2.00 per square foot. Recommendation to approve low estimate and award of the Keystone Ancient Forest Parking Lot project to Twin Cites Ready Mix Concrete for providing 4,000 psi concrete for the cost of $103.00 per cubic yard. Details: Part A: Estimates were received by staff for the forming, placing,and finishing of concrete for 86'x200' to complete the parking lot at the Keystone Ancient Forest. Estimates were provided by Erick Goodman Construction at $2.00 per foot, Sol-CO Inc. at $3.85 per foot, D&E Construction at $3.25 per foot. Brothers Contracting could not complete the project on our time line and Cherokee Concrete did not reply back to the request of an estimate. An estimated 20,000 square feet remains to be poured including storm water run-off/retention for a total project estimate of $40,000. Part B: Estimates were received by staff for providing 4,000 psi concrete to pave the parking lot at the Keystone Ancient Forest. An estimated 450 cubic yards is needed to complete the project at an overall cost of $49,050 to the low bid of Twin Cities Ready Mix Concrete at the price of $109.00 per cubic yard. Additional quotes from Standard Concrete came in at $116.00 per cubic yard and $118.00 per cubic yard from Dolese Concrete. Staff recommends approval, and would expect to have the lot completed prior to the February 5 Ancient Trail Trek.  C-4 RESOLUTION NO. 16-10 A RESO�UTION OF THE CITY COUNCIL OF THE CITY OF SAND SPRINGS ESTABLISHING AN HONORARY STREET NAMING POLICY. WHEREAS, the method of honoring individuals or groups with a street name is reserved for those having city wide impact or fame. Criteria will include 1) Cultural Impact to the City. 2) Historical Impact to the City. 3) Humanitarian Efforts, 4) Association with the City. 5) Geographical Relationship to the Focus of Interest; and WHEREAS, Honorary street name signs are signs posted above standard city street name signs which are intended to recognize and honor certain individuals or groups without changing the official name of the street or the official addresses of residences and businesses on the street; and WHEREAS, this applies only to public streets located within the city limits of the City of Sand Springs, and WHEREAS, Requests shall be made by filling out the Honorary Street Name Application and giving to the Public Works Director setting out the location or locations of the intersection(s) where the honorary street name signed is desired. The application must include the following: 1. Justification for the honorary designation shall be provided in detail establishing that the individual or group meets the requirement that the individual or group has had city wide impact or fame including: • Cultural Impact to the City. • Historical Impact to the City. • Humanitarian Efforts, • Association with the City. • Geographical Relationship to the Focus of Interest. 2. The person, group or organization that will be responsible for payment of the costs associated with the design, fabrication, installation and maintenance of the sign if approved. WHEREAS, the request will then be submitted for recommendation to the City Council, and WHEREAS, if approved by the City Council, which requires an affirmative two-thirds (2/3) vote of Council, the requestor shall pay the fee as set forth in the master fee schedule prior to the design, fabrication, installation and maintenance of the sign. If multiple sign locations are requested and approved the cost for each location shall be paid prior to design, fabrication, installation and maintenance of the signs, and WHEREAS, this fee will be deposited in the City's General Fund upon receipt to cover costs that the City is expected to incur over the life of the sign, and WHEREAS, the honorary sign is of a similar size and shape as a standard street name sign but it will be black and white to differentiate it from the green-and-white for public street sign, and WHEREAS, only one honorary sign will be allowed at an intersection because of the physical limitations of stacking a third sign on top of the original two, and WHEREAS, if more than one honorary street sign is approved for an individual or group the locations must be on the same street, and WHEREAS, The approval of the request by the City Council shall be for a period of ten (10) years from the date of approval. Installation of the honorary sign designation shall be within a reasonable time but no later than ninety (90) days from the date of approval, and WHEREAS, a renewal, if desired at the end of the ten year period, will be handled like new requests with all applicable rules and fees in effect at that time. If a renewal is not arranged the honorary designation will be discontinued at the end of the ten years, and WHEREAS, only two (2) new honorary streets will be named per any calendar year. DATED this 28th day of September, 2015 urdge, Mayor => :::::=-�- APPROVED as to form: s:;;1 David L. Weatherford, City Attorney  C-5c City of Sand Springs Council Handbook Updates January 2022 The following sections of the City of Sand Springs Council Handbooks were revised for the January 2022 edition: Introduction Updated Cover Page Updated Table of Contents Updated City Manager Letter Updated History of Sand Springs, Oklahoma Charter None Organization None City Council Duties Updated Summary of City Departments Updated Organizational Chart of City Departments Updated Number of City Employees by Departments SSMA Trust None Finance and Budgeting Added Ordinance No. 1364 – Revised 2.76.080 Vehicles/Equipment Added Ordinance No. 1370 – Revised 2.76.080 Tax Sale Property Acquisitions/Bidding Conflicts of Interest for Councilmembers Updated Summary of Conflicts of Interest and Statutes Added Amended Resolution No. 13-21 – Open and Transparent Plan Economic Development Updated Economic Development Summary Open Meeting Act Summary Updated Open Meeting Act Statues Miscellaneous Updated Summary of Miscellaneous Topics by adding Emergency Measurers Added Resolution No. 2026 – Emergency Measurers  3650 S. Boulevard • Edmond, OK 73013 • omag.org C-5d 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Liability Protection Plan Declarations Page 1. PLAN MEMBER: City of Sand Springs AGREEMENT NUMBER: GLA140050305 Mailing Address: P.O. Box 338 Sand Springs, Oklahoma 74063-0338 2. Plan Period From 12:01 A.M. Central Standard Time at the address of the Plan Member From 7/1/2021 to 7/1/2022 3. The Plan Member is a(n) Municipality 4. The Coverage afforded by this agreement is only with respect to the following coverages as are indicated by specific limits of coverage, for which a premium is charged. COVERAGE PREMIUM GENERAL LIABILITY (PARTS I, IV, V, AND VI) A. Bodily Injury B. Property Damage $80,104 C. Personal Injury D. Errors and Omissions Coverages A,B,C,D,l,J,K,L I. Pollution Damage J. Defense Reimbursement K. Cyber/Data Breach L. Uncovered Employment Defense [] Prior Acts Coverage $ AUTOMOBILE LIABILITY (PART II) Prior Acts E. Bodily and Personal Injury F. Property Damage $19,597 Coverages E,F [X] Hired and Non-owned Automobile Coverage $142 Hired and Non-owned AUTOMOBILE & EQUIPMENT PHYSICAL DAMAGE (PART Ill) G. Automobile Physical Damage $32,645 1. Comprehensive Coverages G 2. Specified Perils Per Fleet Schedule 3. Collision [X] Hired Auto Physical Damage Limit: $150,000 $0 Hired Auto Physical Damage H. Equipment Physical Damage - Per equipment schedule [X] Mobile Equipment $1,727 [X] Auto/Misc. Equipment Blanket Limit: $2,085,710 $2,478 [] Mobile Equipment Leased/Rented Limit: $ Coverages H 5. LIMITS OF LIABILITY, except for Coverages G,H,l,J,L Losses subject to the OKLAHOMA GOVERNMENTAL TORT CLAIMS ACT: $25,000 Each Property Damage Loss Per Occurrence, including Fire Legal $125,000 Each Other Loss Per Occurrence $1,000,000 Aggregate Per Occurrence Losses not subject to the OKLAHOMA GOVERNMENTAL TORT CLAIMS ACT: $10,000 Medical Payments for Volunteers Per Loss $1,000,000 Each Other Loss Per Occurrence $137,636 Cyber Coverage: See Limits on Cyber/Data Breach Declarations Page Total Premium Annual Aggregate: $2,000,000 Coverages C,D (This is not an invoice.) $10,000 Coverage J 6. DEDUCTIBLES Coverages A,B,E ,F ,L: No Deductible, except for sanitary sewer overflows and electrical disruptions, which are subject to the Deductible of c & D. Coverages C,D: $1,000 Per Occurrence Coverages G,H: Per Schedule of Endorsement Coverage I: $1,000 Per Pollution Incident Coverage J: $5,000 SIR Coverage K: Per Applicable Cyber/Data Breach Deductible 7. This agreement is composed of this Declaration Page, the MLPP Document, Schedules, Forms and Endorsements, if any. SftWJ� OMAG Representative Issue Date: January 3, 2022  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Liability Protection Plan ADDITIONAL NAMED PLAN MEMBERS Sand Springs Municipal Authority Sand Springs Park Friends, Inc.  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Explanation of OMAG MLPP Coverage 1) BODILY INJURY & PROPERTY DAMAGE - Coverage A & B This coverage protects the municipality, its employees and elected official s from Bodily Injury and Property Damage claims filed against the municipality by a third party. 2) PERSONAL INJURY - Coverage C This coverage protects the municipality, its employees and elected officials from claims filed against the municipality by a third party for injury including emotional distress, inconvenience, annoyance, etc. 3) ERRORS & OMISSIONS - Coverage D This coverage This coverage protects the municipality, its employees and elected officials from claims filed against the municipality by a third party for Errors and Omissions involving alleged breach of duties as defined in the plan document. 4) AUTOMOBILE LIABILITY - Coverage E & F This coverage protects the municipality, its employees and elected officials against Bodily Injury, Personal Injury and Property Damage claims filed against the municipality by a third party arising from the operation of the municipality's insured/scheduled autos. 5) HIRED AND NON-OWED AUTO LIABILITY Automobile liability coverage is extended to claims filed on vehicles that are not owned by the municipality but are used in the conduct of the operation of the municipality. This coverage applies to claims on an excess basis over the automobile owner's policy. 6) AUTOMOBILE PHYSICAL DAMAGE • Coverage G This coverage protects the municipality for damage to their own autos. The auto schedule will indicate coverages provided such as: comprehensive, specified perils, or collision. The deductible will be listed on the auto schedule. 7) HIRED AUTO PHYSICAL DAMAGE Auto Physical Damage coverage is extended to hired autos that are leased, hired, rented, or borrowed on behalf of the named planned member, provided that such autos are not owned by an employee or agent of the named plan member. However, hired autos do es not mean autos loaned to a plan member for more than thirty (30) days for police and fire. 8) EQUIPMENT PHYSICAL DAMAGE - Coverage H This coverage protects the municipality for damage to their scheduled equipment. The equipment must be listed on the mobile equipment schedule or a blanket limit shown on the auto/miscellaneous equipment schedule for coverage to apply. Deductibles will be shown on each schedule. 9) POLLUTION DAMAGE - Coverage I This This coverage provides legal liability protection for claims filed against the municipality for property damage and clean-up expenses resulting from a covered pollution incident as defined in the plan document. 10) DEFENSE REIMBURSEMENT FOR INVERSE CONDEMNATION, ANNEXATION/DEANNEXATION, ZONE AND BOARD OF ADJUSTMENT MATTERS - Coverage J This coverage will reimburse a plan member for 50% of its legal expenses and costs up to a maximum of $10,000 after the plan member has paid $5,000 in accordance with the plan document. 11) CYBER LIABILITY AND DATA BREACH RESPONSE - COVERAGE K This coverage provides protection against electronic data breaches and the response associated with the breach. This coverage is provided in a separated plan document. 12) LEGAL DEFENSE COVERAGE FOR WORKERS COMPENSATION RETALIATION CLAIMS Coverage L This coverage provides at the member's request and acceptance, legal defense only (no indemnification for damages) for retaliation claims filed under the Workers' Compensation Statutes to the extent the claim is not eligible for coverage under any other coverage.  C-5e CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION No. 22-18 A RESOLUTION AUTHORIZING PARTICIPATION IN THE OMAG RECOGNITION PROGRAM WHEREAS, the City of Sand Springs believes the best run municipalities have fewer liability claims and the claims they have place fewer demands on municipal resources; and WHEREAS, City has executed the inter-local agreement forming OMAG (the Oklahoma Municipal Assurance Group); and WHEREAS, OMAG is City’s provider of insurance and risk management solutions; and WHEREAS, OMAG has established a program to recognize member municipalities which have committed themselves to obtaining training above and beyond the legally required training and which have taken certain actions which show that the member is committed to operating under certain best practice recommendations; and WHEREAS, during the current fiscal year: 1. Each member of the governing body received, in person, the training required for participation in the OMAG recognition program, including specifically an in-house training program developed by the City staff that provides training in regard to important council issues, including but not limited to the Open Meeting Act and the role of elected officials; and 2. Each member of the governing body has reviewed and been provided a copy of the updated City of Sand Springs City Council Handbook, to review the best practice recommendations from OMAG; the City of Sand Springs has committed to annual updates to its handbook as well as an orientation with all newly elected members; and 3. Each member of the governing body completed the OMAG recommended Stability Test and the results of the test were reviewed by the governing body to self-audit its performance, with a discussion of areas of improvement that would provide greater stability and performance by the City in the future; and 4. The governing body reviewed the Declarations and Explanation of Coverage page for its liability policy with OMAG; and WHEREAS, due to the above actions by the governing body and its members, the City is now eligible to participate in the OMAG Recognition program. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL THAT THE CITY REQUESTS THAT IT BE CONSIDERED FOR PARTICIPATION IN THE OMAG RECOGNITION PROGRAM. This Resolution is approved in open meeting of the City of Sand Springs, Oklahoma, on the 12th day of January 2022. CITY OF SAND SPRINGS, OKLAHOMA _________________________________ James O. Spoon, Mayor ATTEST: _____________________________ Janice L. Almy, City Clerk Approved as to Form: ______________________________ David L. Weatherford, City Attorney