City Council

C-3 City of Sand Springs Agenda Form Meeting Date:____________ JAN 14 2025 Agenda:_______________ City Council Item:____________ Pull Down No Signature Items:__________ City Clerk Janice L. Almy Presented by:____________________________ Sand Springs Cultural and Subject:____________________ Historical Museum Trust Authority Appointment/Reappointment ____________________________________________________ Item C-3 #:_____________ Cost:_________BBBB N/A Approval Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval of the reappointment of Mayme Crawford to serve an unexpired term to December 2028 on the Sand Springs Cultural and Historical Museum Trust Authority (SSCHMTA). Details: Appointed to serve on the SSCHMTA by the Sand Springs City Council on November 13, 2006, Ms. Crawford has served continuously since that time. Unfortunately, due to reoccurring issue, Ms. Crawford was unable to meet the attendance requirement recently, therefore forfeiting her seat in December 2024. Ms. Crawford is in a position to continuing serving and requested to be reappointed. $WWDFKPHQWV: N/A  C-4 City of Sand Springs Agenda Form Meeting Date:____________ JAN 14 2025 Agenda:_______________ City Council Item:____________ Consent Yes Signature Items:__________ Brad Bates Presented by:____________________________ 2024 CDBG Urban County Subject:____________________ Program Contract ____________________________________________________ C-4 Item #:_____________ $378,115.00 BBBB Cost:_________ Approval Recommendation:____________________ )LQDQFH5HYLHZ: Yes Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Staff recommends approval of the 2024 CDBG Urban County Program Contract. 2024 Community Development Block Grant contract for Fiscal Year 2024 Tulsa County CDBG Urban County Funds in the amount of $95,098.00. The project is the replacement of Approximately 1,160 l.f. of 3” galvanized water line with 8” PVC waterline and appurtenances. Existing service lines and meter cans will also be replaced. Project to be located along 5th St. between N. Main St. and N. Cleveland Ave. Details: The City of Sand Springs will be replacing approximately 1,160 l.f. of 3” galvanized water line with 8” PVC waterline and appurtenances. Existing service lines and meter cans will also be replaced. Project to be located along 5th St. between N. Main St. and N. Cleveland Ave. The CDBG Urban County Program will cover $95,098.00 of the project and the City of Sand Springs will cover $283,017.00 for a Total Project Cost of $378,115.00. Staff recommends approval of the Contract. $WWDFKPHQWV:  C-5 CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION No. 16-20 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAND SPRINGS, OKLAHOMA ADOPTING A TRAFFIC CALMING POLICY AND PROCEDURE FOR THE CITY OF SAND SPRINGS, AND REPEALING ALL PAST POLICIES IN CONFLICT THEREWITH. WHEREAS, the City Council of the City of Sand Springs, Oklahoma, has reviewed and discussed the attached Traffic Calming Policy and Procedure; WHEREAS, the Traffic Calming Policy and Procedure is in the best interest of the residents of the City of Sand Springs; NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Sand Springs, Oklahoma, as follows: That the attached "Traffic Calming Policy and Procedure" is hereby adopted as the official policy of the City of Sand Springs, and all prior polices, procedures, or resolutions in conflict with said policy and procedure are hereby repealed to the extent of the conflict. Dated this /L/ thday of December, 2015. CITY OF SAND SPRINGS, OKLAHOMA Mike Burdge, Mayor ved as to Form: David L. Weatherford, City Attorney  � ' ?., ,.. , ,_,. �- ''�:4,.09\IJ!jf &,•.,, fk\' '.l'"J!i,-;-«JMF--1.,H, Ap;i ' City of Sand Springs Public vVorks Department Traffic Calming Policy and Procedure Residential Areas and Subdivisions ADOPTED BY CITY COUNCIL 12/14/15 (RESOLUTION# 16-20) I. Applicability: This policy applies to all residential subdivision streets in the City of Sand Springs. II. Implementation: This policy is effective upon approval by the City Council. This policy will be followed when a request for traffic calming measures is received from a citizen or a when a safety hazard is determined by the City staff to exist. III. General: The number of complaints of high traffic speeds in residential areas is increasing. The number of citizen requests to install Stop signs for speed control is also increasing. The residential speed limit in the City of Sand Springs is 25 mph. If this speed limit were obeyed, the resulting pattern of the actual speeds would ideally follow a bell curve with a mean speed of 20 mph and an 85th percentile speed of 25 mph. Unfortunately, the 25 mph speed limit is not always obeyed. Other cities have found that Stop signs were not effective and often presented a greater risk due to drivers failing to stop. The installation of Stop signs where they were not warranted also creates a liability issue for the city. This policy and procedure is a result of the evaluation of literature on various tests conducted by other cities. This policy represents measures that have been found to be the current best technology for traffic calming in residential neighborhoods. As the technology changes, this policy will be updated to reflect improvements. IV. Definitions: 1. Enhanced Speed Humps - 4 1/2 inch high, parabolic or flat-topped, typically 12 to 22 feet long in the direction of travel. This type of speed hump is used only after standard speed humps have failed to achieve the desired reduction in speed. They are placed in the same manner as standard speed humps. 2. Standard Speed Humps - 3 1/2 inch high, parabolic or flat-topped, typically 12 to 22 feet long in the direction of travel, and spaced as needed, as determined by the Public Works Department. Humps are generally only applicable on streets with direct residential frontage and with posted speed limits of 25 or less. An attempt is made to locate humps at property lines - they are not installed on sharp curves or hill crests where. visibility may be restricted, on steep grades, in intersections or at driveways. Humps are designed to accommodate larger vehicles such as school buses and fire trucks. V. Policies: 1. In conformance with the U.S. Department of Transportation Manual of Uniform Traffic Control Devices, Stop Signs will not be used for speed control, and will not be installed on a major street unless justified by a traffic engineering study. 2. When a residential area requires traffic calming action, the least restrictive measure or combination of measures that are effective will be employed. 3. Traffic Calming Measures employed by the City are as follows (listed from least to most restrictive): a. Speed Signs with or without Street Painting b. Special zero tolerance enforcement by Police Department c. Standard Speed Humps d. Enhanced Speed Humps 4. Traffic calming measures V 3a through V 3b may be implemented or stopped/removed by the City Staff, upon recommendation by a majority vote of the Sign Committee. 5. Traffic calming measures V 3c through V 3d require a majority vote of the Sign Committee and City Council approval before installation or removal, except for removal to install a greater restraint measure. 6. Traffic calming measures will normally be undertaken only upon request by 75 percent or more of the citizens living on the property adjacent to the street segment (typically a block). 7. On! y streets that meet the specific criteria in this policy will be considered for traffic calming measures. 8. Traffic calming measures will normally be employed in order starting from least restrictive and going to most restrictive. Where a less restrictive traffic calming measure will enhance the more restrictive measure being installed, it will be left in place. VI. Responsibilities: 1. City Council: As necessary, review and approve installation or removal of traffic calming devices and hear appeals from sponsors. 2. City Manager: Manage the traffic calming program through the appropriate staff departments. 3. Public Works Department Staff will: a. Receive complaints on excessive traffic and speeding. 2  ·� I b. Inform citizens of the traffic calming policy and how to use the policy. c. Receive and process requests for traffic calming actions. d. Perform required traffic counts and speed studies. e. When required, prepare designs for speed humps. f. Budget for and install required traffic calming devices. 4. The Police Department will: a. Provide background traffic speed and accident information on streets being studied. b. Provide officers for zero tolerance enforcement and street evaluations as required by the Chief of Police or Assistant Chief of Police. VII. Procedure: 1. Traffic Speed Problem Area Identification: Either the homeowners on the street or City Staff may identify an area as having a traffic speed problem. If the problem is identified by a City Staff member, then a person living on the problem street must agree to act as the sponsor for enrolling the problem area in the traffic calming program before the project can proceed beyond signage and painting and/or zero tolerance enforcement. 2. The sponsor will be informed of the requirement for a Traffic Calming Petition, Verification Statement, and Homeowners Association Endorsement The Public Works Department will supply sample forms to the sponsor. If the subdivision does not have a homeowners association then all references to a homeowners association are not applicable to that subdivision. 3. The sponsor will deliver the completed paperwork to the Public Works Department. 4. Upon receipt of the sponsor's completed paperwork (see Step 2 of this procedure), the Public Works Department will conduct a 24 hour traffic count and a 12 hour speed survey on the proposed street. Action subsequent to these counts will be one of the following: a. A street that has 500 or more vehicles in a 24 hour period and an 85th percentile speed above 30 mph, will automatically be entered in the program. b. A street that has an 85th percentile speed below 30 mph, will automatically be excluded from the program. c. A street that has less than 500 vehicles m a 24 hour period will automatically be excluded from the program. 5. Upon determination that a street meets the criteria for enrollment in the Traffic 3  Calming program, the Public Works Department will notify the sponsor of the status of their request. 6. For a street that is entered into the program, the Public Works Department will take the Petition and supporting documentation to the City Council for approval at the next reasonable date the Council meets. The Puhlic Works Department will notify the sponsor of the date and time the City Council will vote on the traffic calming measures. Following the City Council meeting, the Public Works Department will notify the sponsor of the City Council's decision. If the City Council decides that traffic calming measures are not required, the project will be stopped at that point. 7. Upon receipt of the City Council's approval, the Public Works Department will initiate the traffic calming measures in the order showu in paragraph V 3 above. After each step is taken a three (3) to five (5) week waiting period will be observed and then a follow-up speed survey will be conducted. If the 85th percentile speed has dropped to acceptable levels, the traffic calming program will be stopped at that level. 8. The Public Works Department may reopen a traffic calming project within 18 months after it was approved by the City Council. Reopening a project will be done when a speed survey shows that the measures used are no longer effective, and that more restrictive measures may need to be considered. 9. If a closed traffic calming project is older than 18 months it will reqmre recertification and approval by the City Com1cil. VIII. Removal of Traffic Calming iWeasures: If after three (3) months the citizens living on the problem street desire to have the traffic calming measure(s) removed, they must petition the City Council for removal of the traffic calming measure(s). Removal of traffic calming measures will be accomplished using the same procedure as for installation. The on! y change will be the wording of the documents. Removal will require the approval of 75 percent or more of the citizens living on property adjacent to the street in the same geographic area as the petition for traffic calming measures to be installed. IX. Funding: Based on information gained in the initial years of operation and the projected number of traffic calming projects authorized, the Departments will request funds in the appropriate accounts for funding the traffic calming program. X. Appendices: 1. Traffic Calming Petition 2. Verification Statement 3. HOA Endorsement Statement 4 4. Project Prioritization Criteria 5. Traffic Calming Measure Installation Criteria 5 ',. !i l A·rr d'--- - -- -- C - t Location: Contact Person: I Address: Daytime Phone Number: We, the undersigned hereby petition for the installation of traffic calming devices up to and including speed humps on f between _______ and ________ according to policies and procedures established by the City of Sand Springs. NOTES: 1, The street mentioned above all will he considered for traffic calntlng dt!\'ice installation only if the signatures below rcprt!sent 75 percent or more of nil households udjucent to the street. Only one signature from each household will be considered, Whether Ok if lnstalled in Address Name (Please Print) Signature Owner or Daytime Phone Front of My Renter Number Residence (Please Initial) �· f • f 6  ....· -� '· · · Appendix 2 - Verification Statement There are a total of __�properties adjacent to _______________between and _ _ _ _ _____. There are _valid signatures on the speed hump petition which represent __ percent of properties adjacent to the street within the section mentioned above. I verify that the signatures on the Traffic Calming petition are valid and only one si gnature per household has been considered in the above mentioned percentage. Date: (Signature of Sponsor) Name: Address: . .. ,. ·to_ 7  Appendix 3 - HOA Endorsement Statement In a meeting held on the __ day of ____� 20 the __________Homeowners Association approved and endorsed the Traffic Calming project on _______ from ________ to ________. The association acknowledges that because of installation of Traffic Calming Devices up to and including speed humps on the above mentioned street there may be an increase in traffic on nearby streets. The sponsor has confirmed that signatures on the Traffic Calming petition are valid and represent 75 percent of the households/businesses adjacent to the street within the section mentioned above. Date: ___________ 1. Signature: Name: Position: 2. Signature: Name: Position: 8  Appendix 4 - Project Prioritization Criteria 1. General: Traffic Calming projects will be ranked according to the criteria established in this appendix. Projects will be assigned points on the basis of existing speeds and volumes, average number of speed related accidents reported to the Sand Springs Police Department (SSPD), and presence of schools and/or other special pedestrian generators in the area. The project accumulating the greatest number of points will be considered to have the highest priority. Among projects with the same rank, higher priority will be given to the one with the earliest application date. 2. Priority Criteria: a. Accident Criteria - All accidents considered for point assignment must be speed related accidents within the SSPD data base and on the project street, either at intersections or at mid-block locations. Total Number of Reported Accidents Over a Period of Points Assigned 3 Consecutive Years 3 1 4-6 2 7-9 3 10-12 4 13 or more 5 b. Speed Criteria - The speed criteria considers the difference between the 85th percentile speed during the 12 hour period from 7:00 a.m. to 7:00 p.m. and regulatory speed limit (85th percentile speed is the speed at or below which 85 percent of the drivers are traveling). Speed Difference Between 85th Percentile Speed and Regulatory Speed Limit Points Assi gned (moh) 5-7 4 8-10 6 greater than 10 8 9  Appendix 4 - Project Prioritization Criteria (Continued) c. Traffic Volume Criteria - Traffic volumes (two-way) during the peak hour are considered. Hourly Volume (veh/hour Points Assign ed <50 0 50-225 226-300 2 301-375 376-450 4 greater than 450 5 d. Type of Neighborhood Criteria: Points will be assigned to the project if there are schools- and/or special pedestrian generators (such as parks, elderly housing, community center, shopping areas). (1) Schools within a 1/2 mile radius of the project street. 1 point (2) Special pedestrian generators within a 1000 feet radius bf the project street. 1 point (3) Absence of sidewalks on the project street. 1 point (4) Collector Street 1 point 10  Appendix S - Traffic Calming Measure Installation Criteria 1. Traffic Signs and Painting: a. General: Traffic Signs and painting are used to alert drivers to the need to slow down in a residential neighborhood. All signs and painting will be installed in accordance with the Manual on Uniform Traffic Control Devices, (MUTCD) (current edition). The traffic signs and painting normally used for traffic calming are listed below. b. Speed Limit Signs: Speed limit signs will normally be placed at points of entry into the subdivision. The sign will be in the block adjacent to the arterial street. When there is a separation between subdivisions a speed limit sign will be posted on the street connecting the subdivisions. c. Dangerous Intersection Signs: Where the accident record shows an intersection with more than five (5) accidents in a year, dangerous intersection signs will be posted at the intersection. d. School Zone, Crosswalk, Yield and Stop Signs will be placed where warranted as outlined in the MUTCD. e. Unwarranted Signs: Where signs that do not meet the requirements of the MUTCD have been installed, these signs will be removed as part of the traffic calming project. f. Painting: Painting will normally consist of crosswalks, message to drivers (ie Slow, 25 MPH, etc), marking areas of no travel, and adding visibility to other traffic calming devices. Painting will be in accordance with the MUTCD. II  Appendix 5 - Traffic Calming Measure Installation Criteria (Continued) 2. Speed Humps a. General: Speed humps are uormally the last traffic calming measure to be installed. The speed hump will slow traffic to 20 to 25 MPH through vertical displacement of the vehicle. Since there is vertical displacement involved there is a certain amount of wear on vehicles. City Council approval is required b. Design Criteria (1) The Standard speed hump will be approximately 12 to 22 feet long with 6- foot long approaches on either side. This Standard speed hump will be 3 .5 inches in height. (2) The Enhanced speed hump will be approximately 12 to 22 feet long with 6-foot long approaches on either side. This Enhanced speed hump will be 4.5 inches in height. (3) On streets with barrier curbs, humps will extend fully across the road from curb joint to curb. A 12-inch minimum taper may be considered for drainage. For humps installed on non-curbed roadways special treatment such as delineator posts will be considered to prevent vehicle ruu-arounds. (4) Spacing and Location (a) Speed humps may be placed between 200 feet to 600 feet apart, if warranted. Other spacing may be used based upon engineering judgment. The following guidelines will be considered when determining speed hump spacing. (b) On single short blocks (300 feet to 500 feet) a single hump will be positioned near mid-point. (c) On single blocks of moderate length (500 feet to 1000 feet) a two hump configuration at the third points will be used, if warranted. (d) On very long blocks (1000 feet to 1600 feet) three or more humps may be necessary. (e) On lengthy continuous street segments or for humps provided over a series of blocks, interior humps may be placed 400 feet to 600 feet apart, if warranted. 12  Appendix 5 - Traffic Calming Measure Installation Criteria (Continued) (5) Location Considerations: (a) A speed hump should not be located in front of a driveway or within an intersection. Speed humps should not be located within 250 feet of a traffic signal or within 50 feet of an intersection. (b) Speed humps should not be located over, or contain, manholes, or be located adjacent to a fire hydrant. (c) For humps located near drainage inlets the hump should be placed just downstream of the inlet. If this is not feasible, special treatment should be considered for drainage. (d) If possible, humps should be located on property lines rather than directly in front of a residence. (e) The advantage of existing or planned street lighting should be taken into consideration when determining hump locations. (f) A speed hump shall not be located in front of a property if the occupant objects to its placement or, in the case of multiple dwellings if the majority of the households on the property object to its placement. Fulfillment of this requirement is the responsibility of the applicant(s). c. Signage and Painting (1) A 30 inch warning sign stating "Speed Bumps" with five (5) inch series E letters will be installed on the approach to each speed hump. (2) Six (6) inch wide crossing white lines will be painted over the surface of the hump. 13  C-6 DRAFT FOR BUDGET FY26 CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION No. 25-XX A RESOLUTION FINDING A PUBLIC PURPOSE FOR THE PARTICIPATION IN AND PAYMENT OF PUBLIC FUNDS FOR UPCOMING PUBLIC EVENTS WHEREAS, the City of Sand Springs has received a request for participation in a public or municipal event related to City Government and has reviewed the request and the expenditure involved; WHEREAS, the City finds that participation by public officials achieves a public purpose on behalf of the City and municipal government and the expenditure is not a charitable donation but instead is in the best interest of the City and promotes the goals and objectives of the City; WHEREAS, authorization of participation in the event listed herein is in the best interest of the City. THEREFORE, BE IT RESOLVED by the City Council of the City of Sand Springs that City Staff is authorized to make arrangements for funding and participation of City officials, subject to available funding and subject to review at the time of encumbrance, based on current financial restraints, in the following events: 1. OML Conference 2. OML Membership Dues 3. OML Day at the Capitol 4. Mayors Council of Oklahoma Conference 5. Mayors Council of Oklahoma Dues 6. Mayors Council of Oklahoma Monthly Board Meetings – OKC 7. OneVoice/Day at the Capitol Event 8. Sand Springs Chamber Membership Dues 9. Tulsa Metro Chamber Membership Dues 10. Homebuilders Association Membership Dues 11. Misc. Events/Meetings in Oklahoma City or Tulsa Metro Area 12. Misc. Workshop/Retreat and Committee Meeting Expenses 13. INCOG Coalition of Tulsa Area Government Dues 14. Mileage, travel, and parking reimbursements related to the above and misc. events and meetings pursuant to the City policy.  Resolution No. 25-XX is approved in open meeting of the City of Sand Springs, Oklahoma, on the February 24, 2025. CITY OF SAND SPRINGS, OKLAHOMA _________________________________ James O. Spoon, Mayor ATTEST: _____________________________ Janice L. Almy, City Clerk Approved as to Form: ______________________________ David L. Weatherford, City Attorney  FY26 General Administrative Budget Training and Travel (30-08) OML Conference $ 2,800.00 (Mayor and/or Vice Mayor – Registration, Lodging, Mileage, Turnpike Fees, and Meals not included in the registration – Location: OKC) Mayors Council of Oklahoma $ 1,500.00 (Mayor and/or Vice Mayor – Registration, Lodging, Mileage, Turnpike Fees, and Meals not included in the registration - Location: to be determined) OneVoice/Day at the Capitol $ 280.00 (Mayor and/or Vice Mayor – Mileage/Turnpike Fees $140 x 2 – Location: OKC) OML Day at the Capitol $ 280.00 (Mayor and/or Vice Mayor – Mileage/Turnpike Fees $140 x 2 - Location: OKC) MCO Board Meetings-OKC $ 1,540.00 (Mayor or Vice Mayor – Mileage/Turnpike Fees $140 x 11 – Location: OKC) Oklahoma Municipal League-Newly Elected Officials’ Training $ 100.00 (Budget for 2 each year in the event we have new Councilors) Mileage for Misc Meetings/Events $ 660.00 Total Training and Travel (30-08) $ 7,160.00 Administrative Expenses (30-06) Council/Administrative Meetings, Workshops, Budget Fair, etc. $ 6,000.00 City Manager/Council Lunch Meetings $ 1,000.00 Total Administrative Expenses (30-06) $ 7,000.00 Memberships and Dues (30-18) Sand Springs Chamber of Commerce $ 5,840.00 (New membership with various events included & Add’l items) Tulsa Regional Chamber Dues $ 3,500.00 Homebuilders Association Membership Dues $ 600.00 INCOG Coalition of Tulsa Area Government Dues $ 4,400.00 OML Dues $24,000.00 MCO Dues (Mayor) $ 500.00 Total Membership and Dues (30-18) $38,840.00 GRAND TOTAL - FY26: $53,000.00  C-7 MEMO FROM: City Attorney TO: Mayor, City Council, City Manager, Assistant City Manager & City Clerk DATE: December 17, 2024 RE: Form of voting at meetings Some confusion has arisen in regard to the charter or legal requirements for voting at city council meetings, and I wanted to provide some clarity and proposed guidance that may assist council and staff. First, we have the following charter provision concerning voting, with the relevant sentence highlighted: Section 2-11 Council: Quorum, rules, yeas and nays. A majority of all of the members of the council shall constitute a quorum, but a smaller number may adjourn from day to day or from time to time. The council may determine its own rules. On the demand of any member, the vote on any question shall be by yeas and nays, and shall be entered in the journal. We also have an ordinance that mirrors the charter and provides: 2.04.070 Quorum, rules and voting. A majority of all the members of the council shall constitute a quorum, but a smaller number may adjourn from day to day. The council shall determine its own rules and except as otherwise specifically provided by ordinance, or by special rule adopted by the City Council, Robert’s Rules of order shall govern the proceedings of the City Council where applicable. On the demand of any member, the vote on any question shall be yeas and nays and shall be entered into the journal. (Prior code § 2-107) Additionally, we have a provision of the Open Meeting Act that governs voting, and simply states that “In all meetings of public bodies, the vote of each member must be publicly cast and recorded.” 25 O.S. §305. The method of voting is not dictated by the Open Meeting Act, and each of the “methods” of voting outlined below are allowed. 1. Voice Vote: All those in favor say “aye” and those opposed say “no.” 2. Show of Hands: All in favor, raise their right hand. (same later for those opposed).  3. Standing: All those in favor stand (with a count taken) 4. Electronic: Some cities, especially in the OKC area, use electronic devices for voting at council meetings. 5. Roll Call: The roll is called and votes taken individually. Although we do not have any requirement of strict compliance with Robert’s Rules of Order (see Section 2.04.070 above), they provide some guidance. The following section concerning methods of voting is helpful in understanding the Charter provision: Art. VIII. Vote. 46. Voting. Yeas and Nays, or Roll Call. When a vote has been ordered to be taken by yeas and nays the chair puts the question in a form similar to this: "As many as are in favor of the adoption of these resolutions will, as their names are called, answer yes [or yea]; those opposed will answer no [or nay]." The chairman then directs the clerk to call the roll. The negative being put at the same time as the affirmative, it is too late, after one person has answered to the roll call, to renew the debate. The clerk calls the roll, and each member, as his name is called, rises and answers "yes" or "no," or "present" if he does not wish to vote, and the clerk notes the answers in separate columns. Robert's Rules Online: RulesOnline.com Robert's Rules of Order Revised, Fourth Edition, with Up-to-Date Annotations It is a reasonable interpretation of the Charter that the highlighted sentence was an authorization or grant of authority to individual board members that would allow them to request a “roll call” vote, in lieu of any of the other methods of voting, and not a requirement that the answer be in the form of yea or nay. Likewise, we have (by habit in my opinion) used “aye” for voting in the past, while it is not required by charter, and instead any form that would convey an affirmative or negative vote is legally allowed. Our purpose should be to have clarity about the vote cast, and a way of conveying that vote that is clear to the city clerk, other board members and the public. In order to provide the best possible clarity on this issue, I would recommend we amend section 2.04.070 to provide the following: 2.04.070 Quorum, rules and voting. A majority of all the members of the council shall constitute a quorum. The council shall determine its own rules by handbook, except as otherwise specifically provided by ordinance. All votes taken shall be by roll call vote, with members expressing their affirmative by “yes” or negative by “no” vote or stating that they abstain from voting.  ORDINANCE NO. AN ORDINANCE RELATING TO TITLE 2 – ADMINISTRATION AND PERSONNEL, CHAPTER 2.04 – CITY COUNCIL AND MAYOR, OF THE CODE OF ORDINANCES OF THE CITY OF SAND SPRINGS, OKLAHOMA; AMENDNG SECTION 2.04.070 – QUORUM, RULES AND VOTING; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Sand Springs authorizes the City Council to establish its rules for operations. WHEREAS, the Charter at Section 2-11 authorizes any council member to request a roll call vote for any agenda item, referring to the request for roll call as a vote by yeas and nays. Existing Code Section 2.04.070 confirms the charter provision. WHEREAS, revision of the Code Section to ensure uniformity amongst council and clarity for the public, revision of Section 2.04.070 is in the best interest of the public. NOW, THEREFORE, be it ordained by the City Council of the City of Sand Springs, Oklahoma, that: Section One: The Code of Ordinances is amended by adding, at Title 2 – Administration and Personnel, Chapter 2.04 – City Council and Mayor, Section 2.04.070 – Quorum, Rules and Voting, to the Code of Ordinances of the City of Sand Springs, Oklahoma, and shall provide as follows: Section 2.04.070 Quorum, Rules and Voting. A majority of all the members of the council shall constitute a quorum. The council shall determine its own rules by handbook, except as otherwise specifically provided by ordinance. All votes taken shall be by roll call vote, with members expressing their affirmative by “yes” vote or negative by “no” vote or stating that they abstain from voting. Section Two: By reason of the timely need for adoption to protect the public’s health, safety and welfare, an emergency is hereby declared to exist for which the ordinance shall become effective upon publication as provided by law. Section Three: Pursuant to 11 O.S. §14-108, the City Clerk is authorized to include this ordinance in the official Code of Ordinances for the City of Sand Springs, it being the intent to authorize recodification with the inclusion of this ordinance upon approval. Approved this __ day of January 2025.  CITY OF SAND SPRINGS, OKLAHOMA __________________________________ James O. Spoon, Mayor ATTEST: _________________________________ Janice Almy, City Clerk _________________________________ David L. Weatherford, City Attorney  C-8 MEMO FROM: City Attorney TO: Mayor, City Council, City Manager, Assistant City Manager & City Clerk DATE: December 18, 2024 RE: Treasurer Duties and Responsibilities As the council is aware, the City Council appoints a city treasurer (Arlena Barnes) and by ordinance regulates duties and responsibilities. For the first time, we have had a bank question the authority of the treasurer to make banking decisions for the City, requesting additional proof of the authority that has been granted. The primary ordinance dealing with these issues is the following: 2.20.020 Treasurer duties. Subject to such regulations as the City Council may prescribe, the City Treasurer shall deposit funds received for the city in such depositories as the council may designate. He or she shall have such other powers, duties, and functions as may be prescribed by the City Charter, by applicable law or by ordinance. (Prior code § 2-421) In order to codify our past practice, and to satisfy those banks who question the authority of the treasurer, I would propose the following as an ordinance change: 2.20.020 Treasurer duties. Subject to such regulations as the City Council may prescribe, the City Treasurer shall deposit funds received for the city in such depositories as the council may designate. Additionally, the Treasure shall have the authority, on behalf of the city and without additional vote of the city council, to: a. Manage all banking relationships on behalf to the city, including the authority to open and close bank accounts as needed. b. Make bank deposits on behalf of the city. c. Make withdrawals, transfers and payments on behalf of the city. d. Manage investments of the city pursuant to policies adopted by the city council. e. Designate in writing, with the approval of the City Manager, such other employees who may exercise the above functions on behalf of the Treasurer.  f. Such additional and other powers, duties, and functions as may be prescribed by the City Charter, by applicable law or by ordinance. In fulfilling the above duties, the Treasure shall report to the City Council and City Manager, on a regular basis, the financial activities of the City, including but not limited to the investments and deposits of the city, the status of budget compliance, and overall financial standing of the city. The above changes should allow the Treasurer to perform the duties required and provide sufficient reporting and oversite to ensure that the funds of the city are property managed.  ORDINANCE NO. AN ORDINANCE RELATING TO TITLE 2 – ADMINISTRATION AND PERSONNEL, CHAPTER 2.20 – CITY TREASURER, OF THE CODE OF ORDINANCES OF THE CITY OF SAND SPRINGS, OKLAHOMA; AMENDNG SECTION 2.20.020 – TREASURER DUTIES; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Sand Springs creates the position of City Treasurer and provides as follows: Section 4-2 City Treasurer: Office created, duties. Within the department of finance, there shall be a city treasurer, who shall be an officer of the city appointed by the council for an indefinite term; provided also that the same person maybe appointed both city clerk and city treasurer, and that the council by ordinance may provide that the city clerk shall be ex officio city treasurer and that an acting city clerk shall be ex officio acting city treasurer. Subject to such regulations as the council may prescribe, the city treasurer shall deposit funds received for the city in such depositories as the council may designate. He shall have such other powers, duties and functions as may be prescribed by the charter, by applicable law or by ordinance. WHEREAS, the Charter authorizes the city council, by ordinance, to establish regulations concerning the treasurer’s duties and reporting to council. WHEREAS, a revision of the Code Section outlining the duties of the treasurer will provide for more efficient operations and assist the treasurer in performing the duties of the office and revision of Section 2.20.020 is in the best interest of the public. NOW, THEREFORE, be it ordained by the City Council of the City of Sand Springs, Oklahoma, that: Section One: The Code of Ordinances is amended by adding, at Title 2 – Administration and Personnel, Chapter 2.20 – City Treasurer, Section 2.20.020 – Treasurer Duties, to the Code of Ordinances of the City of Sand Springs, Oklahoma, and shall provide as follows: 2.20.020 Treasurer duties. Subject to such regulations as the City Council may prescribe, the City Treasurer shall deposit funds received for the city in such depositories as the council may designate. Additionally, the Treasure shall have the authority, on behalf of the city and without additional vote of the city council, to:  a. Manage all banking relationships on behalf to the city, including the authority to open and close bank accounts as needed. b. Make bank deposits on behalf of the city. c. Make withdrawals, transfers and payments on behalf of the city. d. Manage investments of the city pursuant to policies adopted by the city council. e. Designate in writing, with the approval of the City Manager, such other employees who may exercise the above functions on behalf of the Treasurer. f. Such additional and other powers, duties, and functions as may be prescribed by the City Charter, by applicable law or by ordinance. In fulfilling the above duties, the Treasure shall report to the City Council and City Manager, on a regular basis, the financial activities of the City, including but not limited to the investments and deposits of the city, the status of budget compliance, and overall financial standing of the city. Section Two: By reason of the timely need for adoption to protect the public’s health, safety and welfare, an emergency is hereby declared to exist for which the ordinance shall become effective upon publication as provided by law. Section Three: Pursuant to 11 O.S. §14-108, the City Clerk is authorized to include this ordinance in the official Code of Ordinances for the City of Sand Springs, it being the intent to authorize recodification with the inclusion of this ordinance upon approval. Approved this __ day of January 2025. CITY OF SAND SPRINGS, OKLAHOMA __________________________________ James O. Spoon, Mayor ATTEST: _________________________________ Janice Almy, City Clerk _________________________________ David L. Weatherford, City Attorney