City Council

&$ City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Consent No Signature Items:__________ Arlena Barnes Presented by:____________________________ Supplemental Appropriations Subject:____________________ for Building & Property Maintenance in Facilities Management Dept ____________________________________________________ Item #:_____________ Cost:_________ $32,000 BBBB Approval Recommendation:____________________ )LQDQFH5HYLHZ: Yes Pull Down /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval, denial, amendment, or revision of a supplemental appropriation within the General Fund-Facilities Management department for an increase to the Building Maintenance line item in the amount of $20,000 and an increase to the Property Maintenance line item in the amount of $12,000 and a decrease in the ending unrestricted fund balance in the amount of $32,000. Details: Due to several unexpected large repairs, Facilities Management department line items for Building Maintenance and Property Maintenance do not have enough funds to cover expenses through the end of the fiscal year. Staff recommends a supplemental appropriation as follows: General Fund Increase: Expenditures-Building Maintenance $20,000 Increase: Expenditures-Property Maintenance 12,000 Decrease: Ending Unrestricted Fund Balance $32,000 $WWDFKPHQWV: N/A  C4B City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Regular No Signature Items:__________ Council Finance & Admin Committee Presented by:____________________________ John M. Hess Municipal Award Subject:____________________ for Outstanding Citizenship ____________________________________________________ Item #:_____________ Cost:_________BBBB $200 Approval Recommendation:____________________ )LQDQFH5HYLHZ: No No /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Council will consider and take possible action regarding the Council Finance and Administrative Committee's recommendation for the 2024 recipient of the John M. Hess Municipal Award for Outstanding Citizenship and preparation of the recipient proclamation and award. Details: The John M. Hess Municipal Award for Outstanding Citizenship was initiated by the City Council in 2002, to recognize individuals who have provided a legacy of public service and their lifelong commitment to growing our community through City government for the City of Sand Springs, Oklahoma. This award signifies the highest honor that can be bestowed upon an individual by our City government. $WWDFKPHQWV: N/A  C5A City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Regular Yes Signature Items:__________ Brad Bates Presented by:____________________________ CDBG Sand Springs FY ____________________________________________________ Subject:____________________ 2024 Needs Public Hearing Item #:_____________ Cost:_________BBBB Information Only Recommendation:____________________ )LQDQFH5HYLHZ: Pull Down Pull Down /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: CDBG Sand Springs FY 2024 Needs Public Hearing - Public Hearing will be conducted to receive input on FY 2024 CDBG projects. Recommendations received will be considered by the Sand Springs City Council and City Staff. Comments or proposals, where feasible, will be incorporated into the application to be submitted to Tulsa County by April 12, 2024. Details: The City of Sand Springs is planning to submit an FY 2024 application to Tulsa County in the Metro Cities category. The City is anticipating on receiving an allocation in Tulsa County FY 2024 CDBG funds from the U.S. Department of Housing and Urban Development. Citizens are requested to participate in the Public Hearing and express their views on community development needs and on the allocation of these funds within the City of Sand Springs Recommendations received will be considered by the Sand Springs City Council, the CDBG Urban County Policy Committee, and the INCOG staff in developing the Sand Springs Urban County CDBG Metro Cities application. Comments or proposals, where feasible, will be incorporated into the application to be submitted to Tulsa County by April 12, 2024. $WWDFKPHQWV: Resolution 24-23  C5B City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Regular Yes Signature Items:__________ Brad Bates Presented by:____________________________ Resolution 24-23 - CDBG____________________________________________________ Subject:____________________ 2024 Tulsa County Urban County Item #:_____________ Cost:_________BBBB Approval Recommendation:____________________ )LQDQFH5HYLHZ: Pull Down Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval, denial, amendment, or revision of Resolution 24-23 declaring the intent of the City of Sand Springs to apply for assistance from the Tulsa County CDBG Urban County program. Details: Resolution 24-23 declares the intent of the City of Sand Springs to apply for assistance from the Tulsa County CDBG Urban County program. The City of Sand Springs is a considered an entitlement community that is provided an annual allotment of funds through the Urban County Program. As part of the program the City is required to approve a resolution that declares our intent to apply for our portion of funds within the program guidelines. The City of Sand Springs is eligible for $93,867.17 of program funds to be used on a project that serves a 51% or higher Low-Mod area. $WWDFKPHQWV: Resolution 24-23  RESOLUTION 24-23 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 2024 TULSA COUNTY URBAN COUNTY WHEREAS, the Housing and Community Development Act of 1974, as amended (24 U.S.C. 93-383 et seq.), (the “Act”), provides that Community Development Block Grant, (“CDBG”), funds may be used for the support of activities that provide decent housing and suitable living environments and expanded economic opportunities principally for persons of low- and moderate-income; and, WHEREAS, CDBG Regulations 24 CFR 570.307(a) allow counties having a total combined population of 200,000 or more from the unincorporated areas and participating incorporated areas to qualify as an urban county; and, WHEREAS, Title I of the Housing and Community Development Act of 1974, Public Law 93-383, as amended, authorized the Secretary of Housing and Urban Development, as a representative of the United States of America, to grant to Tulsa County funds and administrative responsibility for the Tulsa County CDBG Urban County program; and WHEREAS, a Cooperation Agreement between Tulsa County and the City has been executed for the purpose of participation in the Tulsa County Urban County Community Development Block Grant Program for Federal Fiscal Years 2023-2025; and, NOW THEREFORE, BE IT RESOLVED by the City Council that the City of Sand Springs desires to obtain assistance in addressing community development needs and hereby requests the Tulsa County CDBG Urban County program to provide assistance. NOW THEREFORE, BE IT FURTHER RESOLVED by the Sand Springs City Council that the City of Sand Springs affirms its commitment to take all action within its power to facilitate the receipt of the assistance of community development funds, and upon receipt to administer said grant by the rules and regulations established by the United States of America, the State of Oklahoma, Tulsa County and all empowered agencies thereof. ADOPTED this 9th day of April, 2024, at a (regularly or specially) scheduled meeting of the governing body, in compliance with the Open Meeting Act, 25 O.S. §§ 301-314 (2001). ________________________________ James O. Spoon, Mayor City of Sand Springs, OK (S E A L) Attest: Subscribed and sworn to before me this 9th day of April 2024. Janice L. Almy, City Clerk  C5C City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Regular Yes Signature Items:__________ Brad Bates Presented by:____________________________ Resolution 24-24 - 2024 ____________________________________________________ Subject:____________________ CDBG Fair Housing Month Item #:_____________ Cost:_________BBBB Approval Recommendation:____________________ )LQDQFH5HYLHZ: Pull Down Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval, denial, amendment, or revision of Resolution 24-24 - 2024 CDBG Fair Housing Month declaring April 2024 as Fair Housing Month in Sand Springs, Oklahoma. Details: Resolution 24-24 - 2024 CDBG Fair Housing Month. This resolution is in conjunction with the City of Sand Springs participation in the Tulsa County CDBG Urban County Program. Participation in the program requires communities to acknowledge by resolution the continued need for equitable housing throughout their community. The resolution is to affirm the City of Sand Springs commitment to furthering fair housing by promoting housing opportunities for all racial and ethnic groups while maintaining a nondiscriminatory environment in all aspects of the public and private housing market within the city's jurisdiction. The resolution proclaims April 2024 as Fair Housing Month in Sand Springs, Oklahoma. $WWDFKPHQWV: Resolution 24-24  RESOLUTION 24-24 A RESOLUTION PROCLAIMING APRIL 2024 AS FAIR HOUSING MONTH WHEREAS, in April of 1968 one of the Nation's most important pieces of civil rights legislation- Title VIII of the Civil Rights Act of 1968- was adopted by the U.S. Congress; and WHEREAS, Title VIII prohibits a wide range of discriminatory housing practices; and WHEREAS, the Fair Housing Amendments Act of 1988 strengthens the mandate to each community to affirmatively further fair housing; and WHEREAS, communities receiving Community Development Block Grant funds and HOME funds are uniquely situated to positively impact housing opportunities; and WHEREAS, in affirmatively furthering fair housing, CDBG and HOME communities are required to actively promote wider housing opportunities for all racial and ethnic groups while maintaining a nondiscriminatory environment in all aspects of the public and private housing market within their jurisdiction. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sand Springs wholeheartedly proclaim April 2024 as Fair Housing Month in Sand Springs, Oklahoma. ADOPTED this 9th day of April 2024. _________________________________ James O. Spoon Mayor, City of Sand Springs ATTEST: (seal) ________________________ Janice L. Almy, City Clerk  &' City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Regular No Signature Items:__________ Jeff Westfall Presented by:____________________________ Transfer of Appropriation____________________________________________________ Subject:____________________ - 2024 CDBG Water line Replacement project Item #:_____________ Cost:_________ $20,000 BBBB Approval Recommendation:____________________ )LQDQFH5HYLHZ: Yes Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval, denial, amendment, or revision of the following transfer of appropriation in the Water and Waste Water Capital Improvement Fund for an Increase: 2024 CDBG Water Line Replacement line item in the amount of $20,000 (new project) and a Decrease: Hwy 97 12-inch Water Line line item in the amount of $20,000. Details: The 2024 CDBG project will consist of replacing approximately 1,250 linear feet of 3-inch galvanized water line with 8-inch PVC water line and appurtenances along 5th Street from Main Street to Cleveland (see attached map). Existing service lines will also be replaced with new service lines. The agenda item will create a new project and transfer enough funds so staff can begin design. The most probable estimated total project cost is $350,000. The CDBG grant will reduce the City's share of this cost. Construction to begin spring of 2025. This item was reviewed at the March 19, 2024 Public Works Advisory Committee meeting. $WWDFKPHQWV: Location map  & City of Sand Springs Agenda Form Meeting Date:____________ APR 9 2024 Works Agenda:_______________ City Council Item:____________ Regular No Signature Items:__________ City Attorney Presented by:____________________________ City Council Handbook Update Subject:____________________ ____________________________________________________ Item #:_____________ Cost:_________BBBB N/A Information Only Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: City Council and staff will review proposed changes to the City Council Handbook, with final consideration/approval to be included on a future regular City Council agenda. Details: The specific recommended changes are outlined by the attached highlighted sections and will be reviewed at the workshop. $WWDFKPHQWV: Index Organization Summary Summary of Council Role Summary Economic Development INTRODUCTION (1) Letter from City Manager Updated History of Sand Springs Updated CHARTER (2) Explanation of City Charter Charter and Index ORGANIZATION (3) Organizational Summary Updated for new PWAC Chart of Trusts, Boards, and Committees revise with committees Resolution No. 14-28 - Boards and Committees Res 23-40 CITY COUNCIL DUTIES (4) Summary of Council Role Updated Resolution No. 16-26 – Collective Bargaining Roles Amended Res Resolution No. 13-27 – Best Practices Resolution No. 12-06 – Council Invocation Resolution No. 18-01 – OMAG Recognition Program Participation delete Resolution No. 18-05 – OMAG Recognition Completion delete Summary of City Departments Organizational Chart of City Departments update Number of City Employees by Department update chart SSMA TRUST (5) Summary of SSMA and Public Trusts SSMA Trust Indenture Sand Spring Municipal Authority and Sapulpa Municipal Authority Interlocal Agreement Amendment to By Laws and Procedural Rules of SSMA-SMA Joint Board FINANCE AND BUDGETING (6) Summary of Finance and Budgeting Resolution No. 14-31 – Budget Process Ordinance No. 1234 – Reserve Policy Ordinance No. 1333 – Purchasing System Ord 1407 Resolution No. 18-20 – Compliance with Bidding and Purchasing Example Resolution No. 19-12 – Investment Policy Res 22-38 CONFLICTS OF INTEREST (7) Summary of Conflicts of Interest and Statutes Board Member Initial Disclosure Form City Council Disclosure of Interest Form Resolution No. 18-44 - City Council Code of Ethics Res 22-21 Resolution No. 13-21 – Open and Transparent Plan ECONOMIC DEVELOPMENT (8) Economic Development Summary Revised Resolution No. 16-41- Economic Goals and Objectives Reasor’s Incentive Agreement Webco’s TIF OPEN MEETING ACT (9) Open Meeting Act Summary Open Meeting Act Statutes MISCELLANEOUS (10) Summary of Miscellaneous Topics Revise A. Council Mandatory Education B. Survey Materials Update C. Stability Test Revise D. Tort Claims E. OMAG Retention Program delete  ORGANIZATIONAL SUMMARY Because of the number of different components of the City’s operations, it is sometimes difficult to get a clear understanding of the structure of the City’s operations. The following outline is intended as a summary explanation, with the understanding that some of the components of the structure will require further discussion. CITY OF SAND SPRINGS. The City operates as a “charter” city, which is one of the organizational structures that is allowed by state law. By being a “charter” city, the voters have decided to create a form of government that is unique to Sand Springs. The charter is closely modeled after the form of government authorized by statute as a “council-manager” form, in which the day to day operations of the City are directed by a city manager and the policy decisions are directed by the elected city council. Cities are allowed by law to create different types of entities to carry out municipal functions, and the relevant ones for the City of Sand Springs are as follows: A. PUBLIC TRUSTS. State law allows “public trusts” to be created to carry out projects that otherwise could not be conducted by the City. The primary purpose of a public trust is to create more flexibility in financial transactions that the city is able to use in operations, primarily because of constitutional limitations. The trust will qualify as a public trust only if the trust has a purpose that is public in nature and the City has agreed to be the beneficiary of the trust. Public trusts are also subject to the open meeting act and many the regulations that govern the City. The following public trusts exist for the benefit of the City of Sand Springs: 1. Sand Springs Municipal Authority (SSMA) - The SSMA is a trust dedicated to operating the utility systems of the City. 2. Sand Springs Cultural and Historical Museum Trust Authority – The museum trust was created to operate the museum within the City. Although the museum is located on city owned property, it has been leased to the trust and the city and trust contract annually concerning certain operational issues. 3. Sand Springs Economic Development Authority (SSEDA) – The SSEDA was created to deal with economic development issues for the benefit of the City. B. STATUTORY BOARDS. State law requires or allows cities to create certain boards and commissions, those boards have specific purposes that are established by state law. As statutory boards they are generally subject to the open meeting act. The following statutory boards have been created for Sand Springs: 1. Sand Springs Development Authority (SSDA) – The SSDA is an urban renewal authority that is designed to deal specifically with urban renewal issues. 2. Planning Commission – The Planning Commission deals with zoning and land use issues on behalf of the City, and has a statutory listing of powers and duties. Appeals from this Board are brought to the City Council. The Planning Commission is also responsible for creation and update of the City’s comprehensive plan. 3. Board of Adjustment – The Board of Adjustment exists to allow a mechanism in which a property owners who want to request a land use that does not conform with the City’s comprehensive plan or zoning regulations can request relief. Appeals from this board are brought in District Court. C. CITY CREATED COUNCIL COMMITTEES. The City Council, by Resolution Nos. 05-23, 12-02, 22-20 and 23-40 has created council committees to assist the council and staff in addressing certain issues that may arise. These committees are composed of up to three council members, are advisory only and are not subject to the open meeting act. The current council committees are: 1. Finance and Administrative Committee: the finance and administrative committee shall review budget and finance issues as well as appointments for the various boards and commissions of the City and report and make recommendations to the full City Council as well as matters pertaining to new ordinances or positions by the City on State or Federal legislation that has a municipal impact. 2. Public Works Committee: the public works committee shall review and make recommendations to the full city council and Sand Springs Municipal Authority Trustees in regard to infrastructure and development projects. 3. Development Committee: the development committee shall review and make recommendations to the full city council and Sand Springs Municipal Authority Trustees in regard to City development and infrastructure projects.  As a result of Resolution 23-40, the Public Works Committee was revised to provide that six council members (with the Mayor as the alternate) would meet in two different groups to review public works and development issues. D. CITY CREATED BOARDS. The City Council has created several boards, composed of local citizens, to make recommendations to the City Council in specific areas. These Boards are created by ordinance and are advisory to the City Council. The existing boards in Sand Springs consist of: 1. Airport Advisory Board – The Airport Advisory Board makes recommendations to the City Council and SSMA concerning all issues concerning the Pogue Airport. 2. Parks and Recreation Advisory Board – The Parks Board makes recommendations to the City Council concerning all issues involving the parks of Sand Springs. 3. Personnel Board – The personnel board is created by charter and provides an appeal mechanism for employees who allege they are terminated from employment for political reasons. 4. Sand Springs – Sapulpa Joint Board – The Joint Board oversees operation of the raw water conveyance system that serves both the Cities of Sand Springs and Sapulpa. The board is created by a written inter- local agreement between the cities. The primary purpose of all boards and commissions is to assist the City Council in performing its’ primary role as the legislative, and sometimes judicial, arm of the City. Under a City Manager form of government, the City Council is similar to the legislature. The council, like the legislature, passes laws and regulations establishing policies for the City, generally through the approval of ordinances and resolutions. On occasion, especially in the land use and planning areas, the City Council will function like a Court. In these cases, the Council is asked to consider specific facts raised by an applicant seeking interpretation of the law and how it applies to their situation. When acting in a Court role, Council Members should act as Judges, including paying special attention to the appearance of impartiality and conflict. Most judicial decisions will come through the statutory boards. Additional Public Trusts, Committees and Boards may be created by the City Council as needed.  SUMMARY OF COUNCIL ROLE Understanding the role of the City Council with City employees begins with understanding the governmental role of the parties. The City Council serves as the legislative (and in some circumstances judicial) arm of the City, while the City Manager is the executive responsible for day to day operations. The Council is responsible for appointment of the City Manager, but the City Manager, and not the Council, is responsible for all other employees of the City. Regardless of the above, in most cities remains one of the most difficult issues to deal with between the City, the City Manager, and the City employees is the question of involvement of the City Council in personnel matters. This specific issue has, for whatever reason, caused continuing problems through the years. State statute specifically and clearly deals with this issue by providing that Council Members may not: A. direct or request the City Manager to appoint or remove officers or employees; B. participate in any manner in the appointment or removal of officers and employees of the City, except as provided by law; C. give orders on ordinary administrative matters to any subordinate of the City Manager either publicly or privately. The above statutory requirements are consistent with the Charter of the City of Sand Springs, which provides: Section 2-5 Council not to interfere in appointments and removals. Neither the council, nor any of its other members may direct or request the appointment of any person to, or his removal from, office or employment by the city manager or by any other authority, or, except as provided in this charter, participate in any manner in the appointment or removal of officers and employees of the city. Except for the purpose of inquiry, the council and its members shall deal with the administrative service solely through the city manager; and neither the council nor any member thereof may give orders on administrative matters to any subordinate of the city manager either publicly or privately. There are many examples in which direction given to employees by a Council Member can result in difficulties and a violation of the law by the City Council Member. The following specific examples are examples of conduct that should be avoided: A. Council Members should not appear at City Hall or other department of the  City and direct office personnel to perform any duties on behalf of the Council Member; if anything is needed from City employees, that request should be directed to the City Manager who can then communicate that request to the appropriate employee; B. Council Members should not appear at emergency scenes and expect to have any input into the handling of the situation any different than any other citizen; C. Council Members should not appear at public work sites and offer suggestions as to how the work can be better performed; again, any direction of that type should be directed to the City Manager who can then communicate that direction, if appropriate, to the employees involved. Again, the best rule of thumb is to keep in mind that Council should consider themselves no more than ordinary citizens when it comes to City employees and public facilities. In this form of government, the council serves as a policy making, legislative body and does not manage day to day operations. Also, council should be aware that certain groups within the City are represented by state sanctioned unions. As most of you are probably aware, the various Unions representing City employees at different times may attempt to place pressure on Council Members to side with them in their pending negotiations. It is important for Council Members to limit their participation in negotiations with the Unions to a "formal" participation wherein they would participate through the appropriate channels and not do so in private meetings or in informal circumstances. Informal meetings circumvent the goals set by the Council as a group and by the staff in its attempt to reach a conclusion. To allow one Council Member to be informally involved in negotiations, and to have private meetings with the various Unions without the knowledge or involvement of the staff or other Council Members, circumvents not only the staff attempts to resolve the dispute but also undermines the authority of the Council as a whole. The best approach in regard to these issues is to have a clear understanding by the Council as a whole and not have individual members handling it on their own. The City Council has further addressed this issue by the approval of 16-26, which clarifies the statutory role of the City Manager and City Council in regard to union negotiations; in effect, the City Manager, consistent with both the city charter and state statute, is responsible for day-to-day operations and all personnel issues. Resolution 16-26 makes it clear that the City Manager, as the bargaining agent for the City, also has full authority to reject a contract awarded to either bargaining unit by an arbitrator, thereafter allowing the voters to determine the contract terms. Although this situation rarely arises, it is important to understand the role of the City Council; the state legislature, by allowing a vote of the people on contract terms, has purposely removed the City Council from the process. Resolution 16-26 makes it clear that union labor issues will be the responsibility of the City Manager and not a political issue for the City Council. The above restrictions on the conduct of the City Council are very clear; Council Members have no authority to direct any employee, request the hiring or firing of any specific employee, or participate in the discipline of any City employee. Those duties are left exclusively to the City Manager and any involvement by Council Members in those activities is a violation of state statute. Again, this is an issue that should not arise if all parties are well aware of their role. Also enclosed is a copy of Resolution 12-06 concerning invocations at City Council meetings. This resolution was adopted as a result of a challenge by a national organization concerning opening prayers at City Council meeting. The Resolution establishes a policy in accordance with existing constitutional restrictions and has been the long-standing policy of the City Council. It is important that council members are aware of this policy and that they abide by it for the reasons stated in the Resolution. Resolution 13-27 is enclosed dealing with some of the “best practices” that have been followed by the City. The purpose of the resolution was to capture the existing standards that have been followed in regard to the role of council with oversight of operations. With both charter and statutory delegation of all day-to-day operations to the City Manager, it is important to understand and uphold the role of council in providing oversight in regard to financial operations and other areas in which the elected officials should hold the administration of the City accountable. This resolution outlines many of the specific obligations that exist on management to ensure that oversight is provided. One of the components of Resolution 13-27 is regular council training. In 2017, the City Council became the first city in Oklahoma to participate in the Oklahoma Municipal Assurance Group (OMAG) training programs for governing bodies, a program that provided for the refund of a portion of the city’s liability premium for those cities that participated. Although the OMAG program has changed, council training continues to be an important component of consistent and stable City operations. As an attempt to maintain stability, the City’s participation in the OMAG program has provided a historical context for evaluating operations, and a section is included for stability test results and analysis. Lastly, as an important part of council’s role in long range planning, the quarterly lunch council meetings, in which specific long-range topics and training are featured, have proven to be a good model for setting goals for the City. Several council “practices” that may not be captured by resolution, but have been established by practice, include the following basic tenets that support the City’s history of stable operations, including: 1. The Council’s acknowledgment that it is a policy making body that leaves day to day operations to the full-time staff; this practice has been improved by the use of “project resolutions” that allow staff to fully handle projects to a successful conclusion, with regular reports to the full council. 2. A recognition that it is the role of the Mayor and council to deal with any  inappropriate behavior or violations for council members, as staff is not in a position to deal with those issues. Included within the purview of council is the maintenance of confidentiality of those issues discussed in executive session, and the ability of council to exclude from executive session any council member who violates confidentiality or refuses to acknowledge the need to maintain confidentiality. 3. Continued training and organization self-evaluation will always be necessary. 4. Civility and openness amongst all is necessary for a full exchange of ideas and good decision making on behalf of the City, and that teamwork leads to success for all. 5. An acknowledgment that the meeting process is established by existing ordinances and practices that have created an environment in which the council is better able to make informed decisions, citizens are allowed participation in accordance with policies established by ordinance and as outlined on the council sign in sheet, and that adherence to those polices is necessary for continued orderly operations.  SUMMARY OF ECONOMIC DEVELOPMENT Over the past 20 years, the role of cities in economic development activities have changed drastically. The expectations of the public, the more limited role of federal economic development funds, and the competition for sales tax growth have all contributed to the changing role of cities in economic development. Additionally, retailers and developers have become more sophisticated in understanding the pressure on city leadership to assist with economic development projects. For Sand Springs, there are several historic economic development projects that are important, including the following: 1. REASOR’s: The City was directly involved in negotiating the Reasor’s development, and the agreement in summary provides for a sales tax rebate to Reasor’s of 1% of their total sales and terminates when the total payback equals $2,000,000 or 10 years have passed. The agreement was entered into in 2011 and the rebate was completed in December, 2021. 2. WALMART: The Walmart development was financed in part by a Tax Increment Financing (TIF) agreement with the developer, in which the cost of some of the public improvements were paid by new taxes generated by the development. TIF’s (unlike the sales tax rebate that was used with Reasor’s) require a more formal process that includes school district approval because of the ad valorum rebates that are included. 3. WEBCO: The most recent WEBCO site that was built on Highway 51 was financed in part by a TIF; additionally, the City provided as a part of the TIF a sales tax rebate for the materials that were used during construction; the TIF also applied to the 2017 expansion, and the expansion is further evidence of the success of the project. 4. RIVER WEST: The most complicated economic development project for the City has been the River West development. The development began with funding from the original Vision 2025 project and was the only Tulsa area project that was designed to create future sales taxes, as most other cities chose projects that were exclusively public buildings or parks. The development is located in what was previously known as the “Southside” Addition, a subdivision that was platted in the 1900’s, and consisted of approximate 180 different parcels covering about 40 acres. Although there were several nice homes and churches in the area, many of the properties were blighted. Many of the properties also had title issues that had to be resolved, some dating back decades. In addition to acquisition of the 180 parcels, the site also had many environmental issues that were remediated, as it now has a Brownfield classification that protects future purchasers from environmental liability. The environmental remediation and the removal of a mostly blighted area that was very visible were both accomplishments that should not be forgotten.  The project began with a St. Louis area developer (Joe Maloney), who was chosen after an interview process with the SSDA making a recommendation. Several years later, Tapp Development was selected after a new RFP process (no other developer responded to the RFP at that time). The first completed commercial project within the development was with IHOP, and it was handled as a direct development project by the City without developer involvement. After the development began, the City divided the project with the west 5.5 acres being conveyed to Tapp Development in exchange for their agreement to fund the construction of a portion of the entry road, signalization at Wilson and Alexander, and the costs of demolition of the school property. The CVS, O’Reilly’s relocation, and Starbucks were handled almost exclusively by Tapp Development, whereas the Holiday Inn, El Maguay, Warren Clinic, Colton’s Steakhouse and Aldi’s have included Tapp and the City working jointly on the projects. The constant throughout the project has been Orion Realty (Roy Brashears) as he was involved with the IHOP and all Tapp projects. The finances of the RiverWest project can be summarized as follows: TIMELINE 2004 Land Acquisition Begins 2007 Development Agreement with Joe Maloney/Imperical 2009 IHOP Contract Approved (outside of development project) 2009 Lowe’s Cancelled all development projects nationwide 2010 Tapp Development Agreement Approved 2011 O’Reilly’s Acquisition Complete 2011 Brownfields Certificate of Environmental Clearance 2012 CVS 2013 Starbucks Holiday Inn Express 2016 El Maguey Warren Clinic 2017 Colton’s ALDI’s 2018 Last Development Agreement Terminated 2019 TTCU 2020 Ashton Gray Building Completed 2021 Schlotzsky’s Opens 2023 Chili’s Opens 2023 Planet Fitness construction begins (The Planet Fitness parcel was the last parcel of the development) Annual Sales Tax Generated by RiverWest: 2022 $1,110,875 2021 $991,255 2020 $930,109 2019 $899,239 2018 $865,515 2017 $533,605 2016 $433,991 Total Project Expenses: Land Acquisition(vision funds) $14,500,000.00 Other Development Expenses $ 5,948,986 TOTAL COST $20,448,986 Revenues: Tulsa County Vision Funds $14,500,000 Land Sales $ 6,726,764 2016-2022 Sales & Hotel Tax $ 6,473,900 2016-2022 Utility Revenue $ 617,530 TOTAL REVENUES $28,318,194 RIVERWEST CONCLUSIONS: 1. City ownership made development easier. 2. It was a long-term project that was successful by any measure. 3. Control of infrastructure is important and made it easier for the City than the private developer. 4. Land profit is not the most important consideration for the City: - long term sales tax benefit - jobs - quality of life - control It is anticipated a final report, outlining the history and conclusions about Riverwest will be submitted upon the completion of the project. 5. SHEFFIELD CROSSING: One of the most exiting projects for Sand Springs in future years will be the Sheffield Crossing development at the Gerdeau Steel Mill site. The demolition of buildings began in 2017 and in December, 2017, the City purchased 18 acres of highway frontage for commercial development of a retail site. All phases of the project are currently progressing, and over the next several years it is anticipated there will be a number of retail improvements at the site. 2016 10 Acres Public Safety Purchase from OmniTrax ($435,000)  2017 18 Acre Purchase ($6,180,000) 2018 Chick Fil-A Letter of Intent 2019 9 Acre Purchase ($1,645,915) 2020 Chick Fil-A Opens (June) 2021 Ascension St. Johns property sale for expansion 2022 Dutch Bros Open 2023 Tropical Smoothie Opens 2024 Continuing utility and site improvements It is anticipated that the remaining street and infrastructure requirements for the development will be bid and constructed during 2024. Additionally, the ODOT Highway 97 improvement project began in 2023, and completion of the ODOT project will make the completion of Sheffield Crossing possible. It is also expected that two remaining outparcels will be sold in 2024, leaving the remaining approximate 10-12 acres for commercial development. In addition to the original Sheffield Crossing development, the 9-acre site just south of Sheffield Crossing was completed in 2023, with the construction of a road over the levee linking Case Community Park to Highway 97 and with the installation of infrastructure for the site. Marketing efforts for the site will continue during 2024. 6. THE TRAILS SUBDIVISION In 2020, the City purchased 52 acres near 51st Street and Highway 97 for the development of a residential subdivision. The City also owned an adjoining 13 acre tract, and together the 65 acre development should generate the construction of approximately 120 new homesites. The infrastructure engineering should be complete and allow for bidding of all necessary roads, utilities and improvements in early 2024, with construction to follow. In the near future, the City will review a plan for the ultimate sale of the homesites and the full development of the project. FUTURE ECONOMIC DEVELOPMENT: As the City Council is aware, in recent years there has been a much greater emphasis on economic development, with aggressive marketing and attempts to encourage more retail opportunities within the City. Those efforts include the continuing transformation of the City so that many of the obstacles from the past are no longer impediments to growth and economic development. The City Council plays an important role in all economic development projects by setting clear policies and guidelines that outline the priorities of the City. As is obvious from all projects, infrastructure improvements are necessary for economic development, and the City must continue to upgrade and improve its infrastructure to be in a position in which growth is possible.