City Council

City of Sand Springs Agenda Form Meeting Date:____________ JUN 17 2025 Agenda:_______________ City Council Item:____________ Regular Yes Signature Items:__________ Assistant City Manager Brad Bates Presented by:____________________________ Amended Resolution 25-17 Subject:____________________ - Process for Selection of a Mayor and Vice Mayor ____________________________________________________ Item #:_____________ Cost:_________BBBB N/A Approval Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Approval, denial, amendment, or revision of Amended Resolution No. 25-17 - Option No. 1 or No. 2, a resolution concerning the process for selection of a mayor and vice mayor for the City of Sand Springs, Oklahoma. Details: Sand Springs City Council approved Resolution No. 25-17 at their meeting on March 25, 2025, adopting a process for selection of a mayor and vice mayor for the City of Sand Springs. On May 12, 2025, Council and staff elected a mayor and vice mayor by the new process established by Resolution No. 25-17. On May 13, 2025, at the Special Council Public Works meeting, Council and staff discussed the new process and staff submitted possible changes to said resolution. Council requested staff to prepare a proposed resolution with the submitted changes for Council to consider at a future meeting. Staff prepared Amended Resolution No. 25-17 indicates proposed changes for Council's review and consideration at their May 19, 2025 meeting. Following additional discussion, Council requested staff to prepare an optional amended resolution to including wording for verbal speeches from the candidates for Mayor and/or Vice Mayor to be heard at a Special Council prior to the Seating of the Council meeting. Staff prepared Amended Resolutions, Option 1 - Written Statement and Option 2 - Speech, for Council's review and consideration. $WWDFKPHQWV: Amended Resolution No. 25-17 Option 1 - Written Statement Amended Resolution No. 25-17 - Option 2 - Speech  OPTION 1 – WRITTEN STATEMENT CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION NO. 25-17 A RESOLUTION CONCERNING THE PROCESS FOR SELECTION OF A MAYOR AND VICE MAYOR FOR THE CITY OF SAND SPRINGS, OKLAHOMA. WHEREAS, the City Charter and Code of Ordinances of the City provides as follows in regards to election of a Mayor and Vice Mayor: 2.04.140 Election of mayor and vice-mayor. At the first meeting after the time prescribed for the beginning of the terms of newly elected councilmembers, or as soon thereafter as practicable, the council shall elect from its membership a mayor and a vice-mayor, who shall serve until the time prescribed for the beginning of the terms of the next newly elected councilmembers and until their respective successors have been elected. WHEREAS, in addition to the duties of Mayor, pursuant to the Sand Springs Municipal Authority Trust Indenture at Article VI (2), the Mayor automatically serves as Chairperson of the SSMA Trust. WHEREAS, the City Council, by resolution, in compliance with the Oklahoma Open Meeting Act, can establish a process for the selection of the Mayor and Vice Mayor. WHEREAS, an approval of this resolution will clarify the process, provide for more transparency, and is in the best interest of the City of Sand Springs. THEREFORE, BE IT RESOLVED by the City Council of the City of Sand Springs that the City Council will follow the process outlined below for the selection of Mayor and Vice Mayor: 1. By April 10th of each year, the City Clerk will ask each Councilor and/or Councilor- elect by email if they would like to be considered a candidate for the position of Mayor and/or Vice Mayor. 2. All Councilors and/or Councilors-elect who would like to be considered as candidates for the position of Mayor and/or Vice Mayor will submit their name by email on or before April 20th of each year. 3. If there is more than one willing candidate, said candidates will be placed on the appropriate ballot(s). 4. All candidates will submit a one-page type document by April 25th of each year as to why they should be elected by their peers. The City Clerk will distribute the documents to all Councilors and/or Councilors-elect prior to May 1st of each year. 5. Each Councilor will be given a ballot to sign and select their preference for Mayor. 6. The City Clerk and/or designee will gather the ballots and tally the votes for the Mayoral position. 7. The City Clerk will then announce the name of the candidate who received the majority votes for the Mayoral position. 8. The ballots will be kept on file for thirty (30) days and then purged. 9. The Mayor shall request a motion to ratify the nomination of the candidate with the majority votes for Mayor. A second ballot may be used in the event of a tie. 10. Upon a motion and a second, the Mayor will call for a roll call vote to be recorded by the City Clerk in the minutes. 11. Following the election of Mayor, each Councilor will be given a ballot to sign and select their preference for Vice Mayor. 12. The City Clerk and/or designee will gather the ballots and tally the votes for the Vice Mayoral position. 13. The City Clerk will then announce the name of the candidate who received the majority votes for the Vice Mayoral position. 14. The ballots will be kept on file for thirty (30) days and then purged. 15. The Mayor shall request a motion to ratify the nomination of the candidate with the majority votes for Vice Mayor. A second ballot may be used in the event of a tie. 16. Upon a motion and a second, the Mayor shall call for a roll call vote recorded by the City Clerk in the minutes. 17. The newly elected Mayor and Vice Mayor will be seated for a one (1) year term. This Resolution is approved in open meeting of City Council of the City of Sand Springs, Oklahoma, on the _____ day of ______________ 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  OPTIONS 2 - SPEECH CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION NO. 25-17 A RESOLUTION CONCERNING THE PROCESS FOR SELECTION OF A MAYOR AND VICE MAYOR FOR THE CITY OF SAND SPRINGS, OKLAHOMA. WHEREAS, the City Charter and Code of Ordinances of the City provides as follows in regards to election of a Mayor and Vice Mayor: 2.04.140 Election of mayor and vice-mayor. At the first meeting after the time prescribed for the beginning of the terms of newly elected councilmembers, or as soon thereafter as practicable, the council shall elect from its membership a mayor and a vice-mayor, who shall serve until the time prescribed for the beginning of the terms of the next newly elected councilmembers and until their respective successors have been elected. WHEREAS, in addition to the duties of Mayor, pursuant to the Sand Springs Municipal Authority Trust Indenture at Article VI (2), the Mayor automatically serves as Chairperson of the SSMA Trust. WHEREAS, the City Council, by resolution, in compliance with the Oklahoma Open Meeting Act, can establish a process for the selection of the Mayor and Vice Mayor. WHEREAS, an approval of this resolution will clarify the process, provide for more transparency, and is in the best interest of the City of Sand Springs. THEREFORE, BE IT RESOLVED by the City Council of the City of Sand Springs that the City Council will follow the process outlined below for the selection of Mayor and Vice Mayor: 1. By April 10th of each year, the City Clerk will ask each Councilor and/or Councilor- elect by email if they would like to be considered a candidate for the position of Mayor and/or Vice Mayor. 2. All Councilors and/or Councilors-elect who would like to be considered as candidates for the position of Mayor and/or Vice Mayor will submit their name by email on or before April 20th of each year. 3. If there is more than one willing candidate, said candidates will be placed on the appropriate ballot(s). 4. In open Special Council meeting, prior to the Seating of the Council meeting, all candidates will be given up to three (3) minutes to speak as to why they should be elected by their peers. 5. At the Seating of the Council meeting, each Councilor will be given a ballot to sign and select their preference for Mayor. 6. The City Clerk and/or designee will gather the ballots and tally the votes for the Mayoral position. 7. The City Clerk will then announce the name of the candidate who received the majority votes for the Mayoral position. 8. The ballots will be kept on file for thirty (30) days and then purged. 9. The Mayor shall request a motion to ratify the nomination of the candidate with the majority votes for Mayor. A second ballot may be used in the event of a tie. 10. Upon a motion and a second, the Mayor will call for a roll call vote to be recorded by the City Clerk in the minutes. 11. Following the election of Mayor, each Councilor will be given a ballot to sign and select their preference for Vice Mayor. 12. The City Clerk and/or designee will gather the ballots and tally the votes for the Vice Mayoral position. 13. The City Clerk will then announce the name of the candidate who received the majority votes for the Vice Mayoral position. 14. The ballots will be kept on file for thirty (30) days and then purged. 15. The Mayor shall request a motion to ratify the nomination of the candidate with the majority votes for Vice Mayor. A second ballot may be used in the event of a tie. 16. Upon a motion and a second, the Mayor shall call for a roll call vote recorded by the City Clerk in the minutes. 17. The newly elected Mayor and Vice Mayor will be seated for a one (1) year term. This Resolution is approved in open meeting of City Council of the City of Sand Springs, Oklahoma, on the _____ day of ______________ 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