City Council

C6A City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ City Clerk Janice L. Almy Presented by:____________________________ CC/MA2022-11-14 Regular Meeting Minutes Subject:________________________________________________________________________ Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Requesting approval, denial, amendment, or revision of the minutes of the CC/MA2022-11-14 Regular meetings. Details: Requesting approval, denial, amendment, or revision of the minutes of the CC/MA2022-11-14 Regular meetings. Attachments: Draft minutes  MINUTES Sand Springs City Council November 14, 2022 – 6:00 p.m. Sand Springs Municipal Building 100 East Broadway – Council Chambers, First Floor Sand Springs, Oklahoma 74063 www.sandspringsok.org MEMBERS PRESENT: Mayor Jim Spoon (10-0) Vice Mayor Beau Wilson (7-3) Councilor Cody Worrell (10-0) Councilor Matt Barnett (8-2) Councilor Mike Burdge (10-0) Councilor Nancy Riley (9-1) Councilor Brian Jackson (8-2) ALSO PRESENT: City Manager Michael S. Carter City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: None The Sand Springs City Council met in regular session on November 14, 2022, in the Council Chambers of the Sand Springs Municipal Building pursuant to the regular meeting notice and agenda filed with the City Clerk’s office and posted at 10:30 a.m. on November 10, 2022, on the display board located at the front entrance of the Sand Springs Municipal Building (City Hall), 100 East Broadway Street, Sand Springs, Oklahoma 74063. It was noted for the record, pursuant to 25 O.S. 304(2), members of the council were present beginning at 5:00 p.m. for an informal gathering; no business of the City was discussed or acted on by a quorum prior to the stated meeting time. 1. Call to Order Mayor Spoon called the meeting to order at the noted time of 6:00 p.m. 2. Roll Call Mayor Spoon called for an individual roll call with members replying in the following manner: Councilor Jackson, here; Councilor Barnett, here; Councilor Burdge, here; Mayor Spoon, here; Vice Mayor Wilson, here; Councilor Riley, here; Councilor Worrell, here.  CITY COUNCIL MINUTES NOVEMBER 14, 2022 PAGE 2 3. Invocation The invocation was provided by Mr. Mike Burdge; the public was welcome, but not required, to participate. 4. Pledge of Allegiance The Pledge of Allegiance was provided by Councilor Jackson. Mayor Spoon moved to Agenda Item No. 6. 6. Consent Agenda (A-I) Mayor Spoon 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. Consent Agenda items are vetted through various Council Committees prior to consideration by Council. Mayor Spoon noted that questions or clarification on Consent Agenda Items could be addressed prior to taking action. Mayor Spoon requested if Council had questions or needed clarification on Consent Agenda Items or whether any additional item needed to be considered separately. There being no other questions or requests, Mayor Spoon called for a motion regarding Consent Agenda Items No. 6A through 6I. A motion was made by Vice Mayor Wilson and seconded by Councilor Jackson to approve Consent Agenda Items No. 6A through 6I. A) The minutes of the October 24, 2022, regular City Council meeting. B) The Annual Community Rating System (CRS) Recertification for the City of Sand Springs, Oklahoma, as it relates to the Federal Emergency Management Agency (FEMA) through the National Flood Insurance Program (NFIP). C) An expenditure in the amount of $39,336.58 to Garrow Construction for the installation of flow meters at the Sand Springs Diamondhead Pump Station and the District 6 Booster Pump Station. D) An expenditure in the amount of $28,770 to Sapulpa Digging Inc. for emergency wastewater line work as it relates to 3rd Street and Washington Avenue, Sand Springs, Oklahoma.  CITY COUNCIL MINUTES NOVEMBER 14, 2022 PAGE 3 E) An expenditure in the amount of $29,435 to Core & Main as it relates to the Fire Hydrant Replacement Project. F) The corrected city-wide budget amendments to the Fiscal Year 2023 Budget. G) Resolution No. 23-22, a resolution authorizing City Manager Michael S. Carter to sign an application and related documents necessary to file and process any application for Oklahoma Water Resources Board ARPA Grant Monies of up to Two Million ($2,000,000) on behalf of the City of Sand Springs. H) The 2022 Community Development Block Grant Contract for Fiscal Year 2022 Tulsa County CDBG Urban County funds in the amount of $93,867.17 to be used for a water line replacement, along North Lincoln Avenue between Broadway Street and West 4th Street, of approximately 510-feet of deteriorated 4-inch cast iron water line with a new 8-inch PVC water line and authorization for the Mayor to sign said contract. I) A Supplemental Appropriation in the CDBG-EDIF Fund for an increase to the Intergovernmental Revenues in the amount of $93,868 and an increase to the CDBG Set Aside 2022 project (new project) in the amount of $93,868 and an increase to the CDBG Set Aside 2022 project (new project) in the amount of $140,826 and an increase to the Transfers In – Water Utility Fund in the amount of $46,958.00. Mayor Spoon called for the vote recorded as follows: Councilor Worrell, aye; Councilor Riley, aye; Vice Mayor Wilson, aye; Mayor Spoon, aye; Councilor Burdge, aye; Councilor Barnett, aye; Councilor Jackson, aye. The motion carried 7-0-0. 7. Ordinance No. 1403 – Rezone 21301 West 8th Street Planning Director Brad Bates requested Council’s approval, denial, amendment, or revision of Ordinance No. 1403 (SSZ513), an Ordinance amending the Zoning Map of the City of Sand Springs, Oklahoma, rezoning from AG (Agriculture) to RMH (Residential Mobile Home), property located in Section 03, Township 19 North, Range 10 East, Tulsa County, Oklahoma, in Ward Boundary District 2, and more particularly described in said Ordinance; repealing all ordinances or parts of ordinances in conflict herewith, and declaring an effective date, as it relates to property located at 21301 West 8th Street, generally located west of South 209th West Avenue and north of West 8th Street.  CITY COUNCIL MINUTES NOVEMBER 14, 2022 PAGE 4 Following discussion, a motion was made by Councilor Jackson and seconded by Councilor Worrell that Ordinance No. 1403 (SSZ513), an Ordinance amending the Zoning Map of the City of Sand Springs, Oklahoma, rezoning from AG (Agriculture) to RMH (Residential Mobile Home), property located in Section 03, Township 19 North, Range 10 East, Tulsa County, Oklahoma, in Ward Boundary District 2, and more particularly described in said Ordinance; repealing all ordinances or parts of ordinances in conflict herewith, and declaring an effective date, as it relates to property located at 21301 West 8th Street, generally located west of South 209th West Avenue and north of West 8th Street, as presented, be approved. Mayor Spoon called for the vote recorded as follows: Councilor Jackson, aye; Councilor Barnett, aye; Councilor Burdge, aye; Mayor Spoon, aye; Vice Mayor Wilson, aye; Councilor Riley, aye; Councilor Worrell, aye. The motion carried 7-0-0. 8. Correspondence (A-C) The following correspondence was provided to Council for their review and information. A) Regular monthly bills. B) A letter dated October 27, 2022, from Oklahoma Department of Environmental Quality regarding Permit No. WL000057220695 for the construction of 1,286 linear feet of six (6) inch PVC potable water line, 50 linear feet of six (6) inch DIP potable water line, and all appurtenances to serve the 129th Street Water Line Replacement project, Osage 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. C) A letter dated October 25, 2022, regarding Permit No. WL000072220764 for the replacement of 1,415 linear feet of eight (8) inch PVC, 116 linear feet of eight (8) inch DIP potable water line and all appurtenances to serve the Maple Avenue Water Line Replacement project, 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. 9. City Manager’s and Council Members’ Report The City Manager and Council Members provided updates regarding recent and upcoming events and projects, including COVID-19, events of interest, and the general operations of the City.  CITY COUNCIL MINUTES NOVEMBER 14, 2022 PAGE 5 City Manager informed Council that he would be taking vacation November 21-23, and December 27-30, 2022. Councilor Jackson informed Council that on December 3, 2022, from 9:00 a.m. to 7:00 p.m. the “Council’s Bell Ringing” event for the Sand Springs Salvation Army will be held at the Sand Springs Reasor’s location. Councilor Barnett informed Council that on November 30, 2022, at 6:30 p.m. the “Candle Light Sing-Along and Tree Lighting” holiday event, hosted by The Local Church Network, will be held at Page Triangle Park. This item was for informational purposes only. 10. Recess City Council Meeting Mayor Spoon called for a brief recess to consider the Municipal Authority agenda at the noted time of 6:21 p.m. 11. Reconvene City Council Meeting Mayor Spoon reconvened the City Council meeting at the noted time of 6:22 p.m. Mayor Spoon moved to Agenda Item No. 5. 5. Oath of Office – Fire Chief Jeremy Wade (A-C) A) Oath of Office City Clerk Janice L. Almy administered the Oath of Office to Jeremy Wade, Fire Chief. It was noted that Municipal Judge Tom Askew was unable to attend and administer the Oath of Office. This item was for recognition purposes only. B) Badge Pinning Ceremony City Manager Michael S. Carter presented the Chief’s Badge to Fire Chief Jeremy Wade. Brigitte Wade, Jeremy’s spouse, pinned the Chief’s Badge upon Chief Wade’s shirt. This item was for recognition purposes only.  CITY COUNCIL MINUTES NOVEMBER 14, 2022 PAGE 6 C) Presentation City Manager Michael S. Carter presented a commemorative gift to Fire Chief Jeremy Wade. This item was for recognition purposes only. Mayor Spoon moved to Agenda Item No. 12. 12. Executive Session (A-C) A) Mayor Spoon informed Council of the consideration of retiring into Executive Session for the purpose of conferring on matters pertaining to economic development within RiverWest development; Sheffield Crossing at Sand Springs development; property located in the 200 Block of South Main Street, Sand Springs, OK; property located at 105 & 107 Morrow Road, Sand Springs, OK; a 65-acre subdivision economic development project located in the vicinity of HWY 97 and 51st Street, Sand Springs, OK; and the Berryhill subdivision economic development project located in Tulsa, OK, all in accordance with 25 O.S. Section 307(C)(11); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property located in the 300 Block of South Main Street, Sand Springs, OK, in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Vice Mayor Wilson and seconded by Councilor Worrell to retire into Executive Session for the purpose of conferring on matters pertaining to economic development within RiverWest development; Sheffield Crossing at Sand Springs development; property located in the 200 Block of South Main Street, Sand Springs, OK; property located at 105 & 107 Morrow Road, Sand Springs, OK; a 65- acre subdivision economic development project located in the vicinity of HWY 97 and 51st Street, Sand Springs, OK; and the Berryhill subdivision economic development project located in Tulsa, OK, all in accordance with 25 O.S. Section 307(C)(11); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property located in the 300 Block of South Main Street, Sand Springs, OK, in accordance with O.S. Title 25, Section 307(B)(3). Mayor Spoon called for the vote recorded as follows: Councilor Worrell, aye; Councilor Riley, aye; Vice Mayor Wilson, aye; Mayor Spoon, aye; Councilor Burdge, aye; Councilor Barnett, aye; Councilor Jackson, aye. The motion carried 7-0-0. Mayor Spoon, Vice Mayor Wilson, Councilor Worrell, Councilor Burdge, Councilor Riley, Councilor Jackson, Councilor Barnett, City Manager Mike Carter, and City Attorney David Weatherford retired into Executive Session at the noted time of 6:23 p.m.  CITY COUNCIL MINUTES NOVEMBER 14, 2022 PAGE 7 Discussion was held for the purpose of conferring on matters pertaining to economic development within RiverWest development; Sheffield Crossing at Sand Springs development; property located in the 200 Block of South Main Street, Sand Springs, OK; property located at 105 & 107 Morrow Road, Sand Springs, OK; a 65-acre subdivision economic development project located in the vicinity of HWY 97 and 51st Street, Sand Springs, OK; and the Berryhill subdivision economic development project located in Tulsa, OK, all in accordance with 25 O.S. Section 307(C)(11); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property located in the 300 Block of South Main Street, Sand Springs, OK, in accordance with O.S. Title 25, Section 307(B)(3). B) Following Executive Session, Mayor Spoon reconvened the meeting at the noted time of 6:58 p.m. C) No action was taken as a result of the Executive Session. 13. Adjournment There being no other discussion, the meeting adjourned at the noted time of 6:59 p.m. _____________________________ Janice L. Almy, City Clerk  C6B City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ No Signature Items:__________ Michael S. Carter, City Manager Presented by:____________________________ OkMRF - Notice of Authorized Agent Subject:________________________________________________________________________ Item #: _____________ 0.00 Cost: ______________ Approval Recommendation:____________________ Synopsis: Approval of the authorization for Human Resources Manager Kristin S. Johnston to sign as an authorized agent for the City of Sand Springs regarding employee changes within the Oklahoma Municipal Retirement Fund (OkMRF.) Details: City Manager Michael S. Carter is currently the sole authorized agent listed to sign on behalf of the City of Sand Springs regarding employee changes within the Oklahoma Municipal Retirement Fund (OkMRF). Past practice has authorized the Human Resources Manager to be the sole authorized agent.  Clear Form Oklahoma Municipal Retirement Fund AUTHORIZED AGENT NOTIFICATION FORM AUTHORIZED AGENT DESIGNATION PROCESS An Authorized Agent shall be designated in writing by the Plan’s Retirement Committee (governing body) and shall act as the agent of the Employer in matters pertaining to the Plan and the Fund to centralize in one person the local administration and coordination of Plan activities including contribution and payroll information, forms and applications for Plan participants and to assist Participants, the Employer and Committee regarding Plan matters. Please refer to the Authorized Agent Role and Responsibilities section of this form or the plan document for specific duties. If you, as Authorized Agent, want to designate another Authorized Signer (please complete a Notice of Authorized Signer). AUTHORIZED AGENT INFORMATION (Please print clearly using black or blue ink) NAME OF MUNICIPALITY OR ENTITY: City of Sand Springs, Oklahoma FEDERAL TAX ID NUMBER: 73-6005411 APPROVED AUTHORIZED AGENT: Kristin S. Johnston TITLE: Human Resources Manager AUTHORIZED AGENT SIGNATURE: EFFECTIVE DATE: 12-12-2022 MAILING ADDRESS: P. O. Box 338 PHONE NUMBER: (918) 246-2507 FAX NUMBER: EMAIL ADDRESS: ksjohns@sandspringsok.org AUTHORIZATION The undersigned hereby certifies that the foregoing information was introduced before the (governing body) of Sand Springs Oklahoma and was duly approved on the day of , 20 City of By: Title: (Mayor or Chairman) Date Seal City Clerk PLEASE CONTINUE TO PAGE 2 FOR AUTHORIZED AGENT’S ROLE AND RESPONSIBILITIES DEFINITION Authorized Agent Notification v2020 Page 1 of 2  Oklahoma Municipal Retirement Fund AUTHORIZED AGENT NOTIFICATION FORM AUTHORIZED AGENT ROLE AND RESPONSIBILITIES EXCERPT FROM SECTION 9.1 (b) OF THE MASTER DEFINED BENEFIT PLAN Authorized Agent: An Authorized Agent shall be designated in writing by the Committee and shall act as the agent of the Employer (but not the agent of the Trustees or the Trust Service Provider of the Oklahoma Municipal Retirement Fund the “Fund”) in matters pertaining to the Plan and the Fund, to centralize in one person the local administration and coordination thereof, and to file payroll and contribution information, to file claims, forms and applications for Participants, and to advise Participants, the Employer and the Committee. The Authorized Agent, under the control and direction of the Committee, shall have such general duties as the Employer and the Committee may deem necessary and proper for such purposes, which duties shall include but not be limited to, the following: (1) to coordinate the deduction of Participant contributions and to see that Employer and Participant contributions are properly received and forwarded promptly to the Fund for management and investment; (2) to forward any communications directed to Participants and Beneficiaries by the Trustees, the Trust Service Provider or the Fund; (3) to lend assistance to Participants and Beneficiaries in filing applications for benefits, and in communicating with the Employer, the Committee and the Trustees or the Trust Service Provider of the Fund and to forward such communications to the addressees; (4) to keep the Employer and Committee informed regarding Employer contribution rates and funds required to meet the costs of the Plan; (5) to assist the Committee in determining whether Employees are eligible for participation in the Plan; (6) to certify at the direction of the Committee that an Employee is on an Authorized Leave of Absence, paid or unpaid; and (7) to file at the direction of the Committee a petition or nomination and cast a ballot for election of Trustees of the Fund. EXCERPT FROM SECTION 10.1 (b) OF THE MASTER DEFINED CONTRIBUTION PLAN Authorized Agent: An Authorized Agent shall be designated in writing by the Committee and shall act as the agent of the Employer (but not the agent of the Trustees or the Trust Service Provider of the Oklahoma Municipal Retirement Fund the “Fund”) in matters pertaining to the Plan and the Fund, to centralize in one person the local administration and coordination thereof, and to file payroll and contribution information, to file claims, forms and applications for Participants, and to advise Participants, the Employer and the Committee. The Authorized Agent, under the control and direction of the Committee, shall have such general duties as the Employer and the Committee may deem necessary and proper for such purposes, which duties shall include but not be limited to, the following: (1) to coordinate the deduction of Participant contributions and to see that Employer and Participant contributions are properly received and forwarded promptly to the Fund for management and investment; (2) to forward any communications directed to Participants and Beneficiaries by the Trustees, the Trust Service Provider or the Fund; (3) to lend assistance to Participants and Beneficiaries in filing applications for benefits, and in communicating with the Employer, the Committee and the Trustees or the Trust Service Provider of the Fund and to forward such communications to the addressees; (4) to assist the Committee in determining whether Employees are eligible for participation in the Plan; (5) to certify at the direction of the Committee that a Participant is on an authorized leave of absence, paid or unpaid; and (6) to file at the direction of the Committee a petition or nomination and cast a ballot for election of Trustees of the Fund. Authorized Agent Notification v2020 Page 2 of 2  C6C City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ City Council Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ Neighborhood Services Presented by:____________________________ Resolution 23-23 -- Affirmation of Dilapidation Public Nuisances Subject:________________________________________________________________________ Item #: _____________ TBD Cost: ______________ Approval Recommendation:____________________ Synopsis: Council will consider approval of Resolution 23-23 -- affirming administrative findings of dilapidation on Nov. 16, 2022, for residential buildings, and accessory buildings as applicable, for real properties located at 205 W. 44th St., 1033 N. Cedar Ave. and 800 N. Franklin Ave. Details: An administrative hearing for the properties contained in Resolution 23-23 was held before Neighborhood Services Director/City Planner Brad Bates on Nov. 16, 2022. Notices were properly served. The residential building at 205 W. 44th St. was previously declared dilapidated following a March fire that caused damage beyond feasible restoration. The City subsequently released its Notice of Dilapidation and Lien so the property could sell to a new owner that intended to demolish the house. Demolition has yet to occur. the new dilapidation finding will allow the City to demolish the house should the new owner not do so prior to Jan. 30, 2023. The house is near Pratt Civitan Park and Limestone School and recently had to be secured by the City after a door was kicked in. The residential building at 1033 N. Cedar Ave. was declared dilapidated after it was found to have extreme squalid conditions. It was being occupied with no City utilities, and there was a substantial accumulation of trash and debris in each room. The occupants have been relocated. Restoration would require a complete gutting of the house by an environmental remediation firm, extensive treatments to remove contaminants and associated odors, and complete interior reconstruction to current code standards. The house was secured by the City to prevent unauthorized entry, and a significant exterior weed and trash abatement was required. the residential building and detached garage at 800 N. Franklin Ave. has been vacant since 2018. The house was boarded by the City twice in 2021 to prevent occupancy by transients. It has remained secured since then. The garage is currently unsecured. State statute and city ordinance allow buildings secured to prevent unauthorized entry in excess of 6 months to be considered dilapidated. in addition to being an attractive nuisance to transients, criminal elements and curious children, the boarded condition is a detraction to a neighborhood in positive transition. Recommendation: Staff recommends Council affirm the administrative findings in resolution 23-23. Should public nuisance abatement demolitions and removals be necessary by the City, such work would not commence until on or after Jan. 30, 2023, to provide a 30 business day due process appeal period to district court as specified in 11 O.S. 22-112(A)(3). There are sufficient funds allocated in the FY-23 budget for such work by the city should it be necessary.  RESOLUTION NO. 23-23 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SAND SPRINGS, OKLAHOMA, AFFIRMING DECLARATIONS OF DILAPIDATED BUILDING PUBLIC NUISANCES FOR REAL PROPERTIES CONTAINED IN EXHIBIT “A” OF THIS RESOLUTION AND AUTHORIZING THE BRINGING OF ANY ACTIONS NECESSARY IN DISTRICT COURT TO ABATE SUCH PUBLIC NUISANCES. WHEREAS, findings were made by an administrative officer of the City of Sand Springs, Oklahoma, in an administrative hearing held before same on Wednesday, November 16, 2022, that residential buildings, and accessory buildings where applicable, situated upon real properties described herein constituted dilapidation public nuisances in accordance with Section 15.36.010 of the City’s Code of Ordinances, and that such shall be abated by demolition and removal; WHEREAS, the owners of the properties contained herein were properly served notices of such hearing and were provided opportunities to appear before the hearing officer to show cause why the properties should not be declared dilapidation public nuisances; and WHEREAS, findings of dilapidation public nuisances shall result in the City or agents thereof taking measures or actions necessary to abate the conditions on or after Monday, January 30, 2023, and that all expenses incurred for such shall be the personal responsibility of each affected property owner as provided for in Section 15.36.050 of the City’s Code of Ordinances and in State law 11 O.S. 22-112(A)(5); THEREFORE, BE IT RESOLVED by the City Council of the City of Sand Springs, Oklahoma, that the declarations of dilapidation building public nuisances for the residential buildings, and accessory buildings where applicable, situated upon real properties contained herein are hereby affirmed by the City Council, and that actions or measures necessary to abate such may commence on or after Monday, January 30, 2023. The City Council also authorizes the City Manager, City Attorney, or designees thereof, to pursue any actions necessary in the District Court of Tulsa County to effect demolition and removal. APPROVED this 12th day of December, 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 (Reso 23-23 - 11/23/2022 – AWT)  RESOLUTION No. 23-23 EXHIBIT “A” City Council Affirmation of Properties Declared Dilapidation Public Nuisances Administrative Hearing Date: November 16, 2022 Hearing Officer: Brad T. Bates Dilapidated Buildings: (1) 205 W. 44th St., LT 32 BLK 2, WALNUT CREEK 2ND ADDN; Case No. 23-0341; Alleged Violation of Section 15.36.010 – Dilapidated Residential Building; and Specifically Defined As: SECTION 15.36.020(a): Through severe injury from fire and the lack of owner demolition, the building is in a state of ruin and is a hazard to the health, safety and/or welfare of the public. (2) 1033 N. Cedar Ave., LT 19 BLK 2, OAK PARK EXT ADDN; Case No. 23-0332; Alleged Violation of SECTION 15.36.010 – Dilapidated Residential Building; and Specifically Defined As: SECTION 15.36.020(b): Through severe interior unsanitary (squalid) conditions and the lack of necessary professional remediation, the residential building is unfit for human occupancy, and is a hazard to the health, safety and/or welfare of the public. (3) 800 N. Franklin Ave., LTS 13 14 BLK 10, OAK PARK ADDN – SAND SPRINGS; Case No. 22-0517; Alleged Violation of Section 15.36.010 – Dilapidated Residential Building; and Specifically Defined As: SECTION 15.36.020(d): A structure that has been vacant, and boarded and secured to prevent unauthorized entry, for more than 6 consecutive months; and is thereby a detriment to the public’s health, safety and welfare.  C6D-E City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ City Council Agenda:_______________ Consent Item:____________ No Signature Items:__________ Ken Boswell Presented by:____________________________ Maple Avenue Water Line Replacement Project - Award of Bid Subject:________________________________________________________________________ Item #: _____________ $393,198.00 Cost: ______________ Approval Recommendation:____________________ Synopsis: (1) Approve the following transfer of appropriation in the Water & Wastewater Capital Improvement Fund: Increase: Expenditure - Maple Avenue WL Improvements $170,000 Decrease: Expenditure - HWY 97 12" WL $170,000 (2) Award the Maple Avenue Water Line Replacement Project Base and Alternate (Bid No. 1111) to Shrum Excavation, Inc. in the amount of $398,198.00 and authorize the Mayor to sign the agreement. Details: City Staff has prepared plans and specifications for the replacement of the 2-inch and 4-inch water line along Maple Avenue from 10th to 12th Street with 1,462 l.f. of 8-inch water line. Because of the current project budget ($236,978.00), the bid proposal divided the bids into a Base bid consisting of 862 l.f. southerly from 12th Street with the Alternate bid consisting of the remaining 600 l.f. to 10th Street. This was done for flexibility in awarding the project. Staff determined that because of future price increases and the need to replace the existing water line, transferring monies into the project to award both the Base and Alternate bid was the best option. On November 22, 2022, staff received and opened sealed bids from three (3) bidders. Shrum Excavation Company Co., Inc. submitted the lowest Total, Base and Alternate Bids. Shrum’s Base bid was of $226,737.00 and the Alternate bid was $156,461.00 for a total of $383,198.00. (see attached bid tabulation). Start of construction is January, 2023 with a 90 calendar day duration. This project is funded in the Capital Improvement Water & Wastewater Fund and was reviewed at the December 6, 2022 PWAC meeting. Attachments: Bid tabulation sheets Location map  C6F City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ City Council Agenda:_______________ Consent Item:____________ No Signature Items:__________ Ken Boswell Presented by:____________________________ Berryhill BPS Pump Purchase Subject:________________________________________________________________________ Item #: _____________ $58,960.00 Cost: ______________ Approval Recommendation:____________________ Synopsis: Council will consider authorizing an expenditure not to exceed $58,960.00 to Haynes Equipment Company for the purchase of two (2) pumps for the Berryhill Booster Pump Station (BPS). Details: The Berryhill BPS serves as a backup potable water source for City of Sand Springs water customers on the south side of the Arkansas River during emergencies. This Station is connected to the City of Tulsa water system. Due to the age and condition of this Station, several key components are in need of replacement. City Staff is preparing documents to replace two (2) of the three (3) existing pumps at the Berryhill BPS (formerly E. 41st BPS). Staff decided it would be financially beneficial for the City to purchase the pumps and obtain quotes for a contractor install. Staff recommends replacing the existing pumps with like kind to reduce the need and expense for piping modifications. Quotes were obtained from two (2) vendors for Grundfos/PACO horizontal pumps rated at 2,150 gallons per minute, 100 HP horizontal motors, along with pump bases, couplings, mechanical seals, and fittings. Haynes Equipment Company submitted the lowest quote of $58,960.00. Layco Electric Innovations also submitted a quote of $78,154.28. Funds are available in the E 41st St BPS Upgrade Project in the Water and Wastewater Capital Improvement Fund. This item was reviewed by the PWAC at their normal December 6, 2022 meeting. Attachments: Quotes Location map Budget sheet  C6G City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ City Council Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ Jeff Westfall, Engineer Presented by:____________________________ Acceptance of the 4th and Industrial Stormwater Outfall Improvements Project Subject:________________________________________________________________________ Item #: _____________ $289,445.00 Cost: ______________ Acceptance Recommendation:____________________ Synopsis: Acceptance of the 4th and Industrial Stormwater Outfall Improvements project, Bid no. 1107, as constructed by Mills Truck and Tractor Service, Inc. Details: The City Council awarded the construction contract to Mills Truck and Tractor Service, Inc. on 28 February 2022. Erosion from rain events and material delivery delays resulted in the Notice to Proceed being delayed until 01 August 2022. City of Sand Springs Public Works Staff and the Contractor conducted a final inspection of the construction on 05 December 2022, which resulted in a punch list of minor remedial work to be performed by the Contractor. The project has been constructed in substantial accordance with the approved contract plans and specifications with necessary modifications due to the erosion that occurred prior to the start of construction. City of Sand Springs Public Works Staff recommends acceptance of the project construction. This item was reviewed at the 06 December 2022 Public Works Advisory Committee meeting. Attachments: Location Map, Inspection Memorandum, Acceptance Letter  LOCATION MAP FOR 4TH & INDUSTRIAL STORM WATER OUTFALL REPLACEMENT COSS Project No. F-2103 4th & Industrial Outfall Location 12 December 2022 Mills Truck and Tractor Service, Inc. 4507 North Highway 97 Sand Springs, OK 74063 Re: 4TH AND INDUSTRIAL STORM WATER OUTFALL IMPROVEMENTS CONSTRUCTION BID NO. 1107 PROJECT ACCEPTANCE Dear Mills Truck and Tractor Service, Inc.: This letter will serve as notice that on 12 December 2022, the Sand Springs City Council voted to accept the 4th and Industrial Storm Water Outfall Improvements which have been constructed according to the approved plans and specifications with necessary modifications due to the erosion that occurred prior to the start of construction.. With this acceptance, the City of Sand Springs will assume maintenance of these improvements upon expiration of the One-Year Maintenance Bond. If additional information is required, please call Sand Springs City Hall at 246-2500. ______________________________ James O. Spoon, Mayor ATTEST: ___________________________ Janice L. Almy, City Clerk  C7 City of Sand Springs Agenda Form November 15, 2021 Agenda:_______________ Meeting Date:____________ CC & MA Regular Item:____________ No Signature Items:__________ Council Appointment Committee Presented by:____________________________ Board/Committee Appointments Subject:________________________________________________________________________ Item #:_____________ Cost:______________ N/A Approval Recommendation:____________________ Synopsis: A) Council may consider the approval, denial, amendment, or revision of the various appointments to various Boards and Committees. Details: City Council Appointments A) Sand Springs Economic Development Authority (SSEDA) Per the Trust Indenture and Amendment to the Indenture, 8 members, 2 of which are Councilors, shall be appointed by the Mayor and subject to approval by the City Council of the City of Sand Springs upon nomination to said Mayor by the Trustor Sand Springs Chamber of Commerce. The following nominations were received from Amanda Wion, Sand Springs Chamber President, on November 30, 2022. 1) Mayor Spoon may consider the re-appointment of Brent Kellogg to serve a three (3) year term to October 2025 on the SSEDA. 2) Mayor Spoon may consider the re-appointment of Ryan Walker to serve a three (3) year term to October 2025 on the SSEDA. 3) Mayor Spoon may consider the appointment of Jon Holson to serve an expired term to October 2023 on the SSEDA. The Council Appointment Committee met on November 14, 2022, and recommends the following appointments: B) Sand Springs Cultural and Historical Museum Trust Authority (SSCHMTA) 1) Council may consider the re-appointment of Vicki Sisney to serve a five (5) year term to December 2027 on the SSCHMTA. C) Sand Springs Planning Commission (SSPC) 1) Council may consider the appointment of Michael Dickerson to serve an unexpired term to June 2023 on the SSPC. D) Sand Springs Development Authority (SSDA) 1) Council may consider the appointment of Virgil "Joe" Woodruff to serve an unexpired term to July 2025 on the SSDA. 2) Council may consider the appointment of Nathan Woodmansee to serve an unexpired term to July 2024 on the SSDA. Municipal Authority Appointments A) Sand Springs Airport Advisory Board (SSAAB) 1) Trustees may consider the appointment of Brad Smith to serve an unexpired term to July 2023 on the SSAAB.  C8A City of Sand Springs Agenda Form DEC 12 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ No Signature Items:__________ Presented by:____________________________ Monthly Bills Subject:________________________________________________________________________ Item #: _____________ Cost: ______________ Information Only Recommendation:____________________ Synopsis: The regular monthly Bills for all funds are provided for Council for their review and information. This item is for informational purposes only. Details: