City Council

City of Sand Springs Agenda Form Meeting Date:____________ OCT 21 2025 Agenda:_______________ City Council Item:____________ Regular No Signature Items:__________ Jeff N. Westfall, Engineer Presented by:____________________________ Floodplain Management Subject:____________________ Plan Annual Report ____________________________________________________ Item #:_____________ Cost:_________BBBB $0 Approval Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Requesting approval, denial, amendment, or revision of the Floodplain Management Plan Annual Report Details: The City of Sand Springs participates in the Community Rating System (CRS) program as administered by the Federal Emergency Management Agency (FEMA) through the National Flood Insurance Program (NFIP). The CRS program was established in 1990 to encourage communities to regulate floodplain development beyond the minimum standards established by the NFIP. The City of Sand Springs entered the program on October 1, 1991. City of Sand Springs residents are currently provided a 15% discount toward the purchase of flood insurance for properties in the Special Flood Hazard Area (SFHA), and a 5% discount for properties not in the SFHA. The City annually submits recertification documentation and participates in a thorough reverification audit every five years. Due to the frequency and severity of flooding in the Meadow Valley subdivision, FEMA has designated Sand Springs as a “repetitive loss community”. There were 47 homes in this subdivision that suffered two or more flood claims in excess of $1,000 each within a 10-year period, and are identified as repetitive loss properties. Using the FEMA Hazard Mitigation Grant Program and local funds provided by a bond election, in 2005 the City completed the acquisition and demolition of 28 homes in this subdivision, 27 of which were on the repetitive loss list. The designation as a repetitive loss community required the City to prepare a Floodplain Management Plan, which was adopted in 2001, and updated in 2005, 2010, 2015, and 2020. An annual report regarding the Floodplain Management Plan must be submitted in order to maintain the City's eligibility with the CRS program. This item was reviewed by the Emergency Planning Committee in October 2025. Staff recommends approval of the report. $WWDFKPHQWV: Floodplain Management Plan Annual Report  City of Sand Springs Floodplain Management Plan Annual Report October 21, 2025 1. Plan Adoption On September 24, 2001, the Sand Springs City Council adopted Resolution No. 02-06 regarding the City of Sand Springs Floodplain Management Plan. That plan was prepared by the Floodplain Administrator, with input from the Meadow Valley Flood Emergency Operation Plan Committee, following a process of reviewing alternatives and selecting the best mix of projects for the City. On September 26, 2005, the Sand Springs City Council approved the City of Sand Springs Floodplain Management Plan Update. The updated plan was prepared by the Floodplain Administrator, with input from the Emergency Planning Committee. On September 27, 2010, September 28, 2015, and September 28, 2020, the Sand Springs City Council approved the consecutive City of Sand Springs Floodplain Management Plan Update. Annually, the Floodplain Administrator prepares a report regarding the status of activities recommended in the plan. Said report is reviewed by the Emergency Planning Committee, approved by the City Council, released to the local media, made available to the public, and submitted with the Community Rating System (CRS) recertification. Copies of the original plan, updated plan, and annual reports are on file in the Public Works office. 2. Plan Activities Section VII of the plan describes ten activities recommended for implementation by the City. The status of each of these activities is reported below. A. Regulations: The Public Works Department has continued to regulate new development and new construction to ensure that the National Flood Insurance Program and City of Sand Springs standards and requirements are met or exceeded. Sound engineering practices have been exercised to ensure that any new subdivision proposals meet the City of Sand Springs regulations regarding development impacts to floodplains. B. Drainage System Maintenance: The Streets & Drainage Division of the Public Works Department cleaned 1725 storm drains/drop inlets, removed 6 trees blocking creeks, cleaned/repaired 3 storm drain structures, ditched approximately 675 linear feet, repaired 2 slip drains, cleaned 23 stormwater headwalls, and swept approximately 125 lane miles of roadways. C. Property Acquisition: In November of 2005, the Meadow Valley Voluntary Acquisition Program was completed at a total cost of $2.25 million. This program used a combination of 75% Hazard Mitigation Grant Program (HMGP) funds, as made available from FEMA and administered by the Oklahoma Department of Emergency Management, and 25% local funds as approved by the citizens of Sand Springs in a general obligation bond election. 28 previously flooded structures were acquired and demolished through this program, 27 of which were identified as “repetitive loss structures”. 1 There are 20 repetitive loss structures remaining in this neighborhood, and another 17 structures that are built below the base flood elevation. The City continues to look for programs and opportunities that would result in the acquisition of additional properties that are subject to frequent flooding and repetitive losses. D. Flood Warning Siren: The siren located within the Meadow Valley subdivision is part of the early warning siren system operated by the City of Sand Springs. Periodic testing of the system is coordinated by the Emergency Management Department (typically once per month at noon, weather permitting). The City of Sand Springs has recently installed new warning sirens to replace some of the older sirens located throughout the City. The new sirens are louder and expected to be more reliable. The number of sirens has been increased from 19 to 23 due to expansion in the community and the need for additional siren coverage. The increased coverage will provide the proper warning to more residents of the City. E. Emergency Telephone Notification System: The Police Department contracts for the operation of an emergency notification system known as CivicReady. This system is capable of informing residents of flood warnings via published land lines, registered private land lines, registered cellular numbers, and text-receiving devices. F. Automated Rain and Stream Gauges: The Public Works Department maintains a series of automated rain and stream gauges that provide real time conditions along Fisher Creek and the contributing Anderson Creek, assisting in the prediction of flood threats. The City has recently rebuilt the existing gauges with new electronics, level transmitters, radios, cables, antennas, wiring, conduit, etc. When the stream gauges show a concerning rise in water levels, the Police Department is notified so that response to the potential flooding can be coordinated. The Water Treatment Plant staff notifies Public Works when there is a perceived problem with a rain or stream gauge so that any issues can be investigated and resolved. G. Emergency Response Plan: The Emergency Management Department updates the Meadow Valley Flood Response Plan as necessary. This plan is also referenced in the Multi-Hazard Mitigation Plan as adopted by the City of Sand Springs. H. Flood Protection: On December 4, 2000, the Mayor sent a letter to the U.S. Army Corps of Engineers requesting the study of the feasibility of alternative solutions to the flooding problems along Fisher Creek, as they affect the Meadow Valley subdivision. In January of 2001, the City received written confirmation that the Corps will conduct the requested study when funding becomes available. In written correspondence provided in February of 2002, the Corps stated that this requested study is still on their backlog list of potential projects. 2  The Mayor’s December 2000 letter also requested that the Corps evaluate the effectiveness of constructing a large upstream detention facility as a possible solution to the Meadow Valley flood problem. In March of 2001, Corps personnel informed City staff that funding had been allocated and the detention feasibility study initiated. On April 8, 2002, the Sand Springs City Council accepted the Meadow Valley Subdivision Detention Pond Special Study. The study evaluated the construction of two ponds, comprising a total of 140 acres, excavated to a depth of 9 feet. Hydraulic models show that these ponds would reduce the flood levels in the Meadow Valley subdivision by a maximum of 0.4 feet. The Corps concluded that the construction of these ponds would not be cost effective and, therefore, would not be recommended. I. Public Information and Assistance: The Public Works Department annually sends a specific floodplain notification letter to all residences located in or adjacent to the special flood hazard area. Copies of a sample resident notice are posted at the Municipal Building and the Public Works Administrative Building. Local realtors, lenders and insurance agents are routinely offered flood map interpretation assistance. Floodplain information is included on the City web page. J. Community Awareness Meetings: The City conducted a flood preparedness meeting for Meadow Valley residents and property owners on March 6, 2025 to discuss hazard awareness and emergency response. Information regarding flood preparedness and response for these residents is also available on the City’s website. 3. Plan Recommendations The City should continue to perform the tasks outlined in the regulations, drainage system maintenance, and public information and assistance plan activities. The Emergency Response Plan should be updated as necessary, periodic testing of the warning sirens should be conducted, operation of the emergency notification system should continue to be funded, and the automated rain/stream gauges rebuilt and maintained as needed. The City should continue to explore programs and opportunities that would result in advantageous voluntary acquisition of flood prone properties and remain in contact with the U.S. Army Corps of Engineers regarding the study of other feasible projects. The City should periodically meet with the citizens to discuss hazard awareness. 3  City of Sand Springs Agenda Form Meeting Date:____________ OCT 21 2025 Agenda:_______________ CC & MA Item:____________ Regular No Signature Items:__________ City Manager Michael S. Carter Presented by:____________________________ Keystone Ancient Forest____________________________________________________ Subject:____________________ Annexation Process Item #:_____________ Cost:_________BBBB N/A Information Only Recommendation:____________________ )LQDQFH5HYLHZ: No Yes /HJDO5HYLHZ: 'HSDUWPHQW+HDG5HYLHZYes 6\QRSVLV: Approval, denial, amendment, or revision to authorize staff to proceed with the Keystone Ancient Forest annexation process. Details: City Councilors met on October 14, 2025, and discussed the annexation process, including the possibility of annexing the Keystone Ancient Forest and areas of the Arkansas River in to the city limits of Sand Springs. Councilors and staff discussed the benefits of the possible annexation, including public safety and other city services. Councilors requested an items to begin the process be placed on the next Council meeting agenda for consideration. $WWDFKPHQWV: N/A