CITY OF SAPULPA, OKLAHOMA COUNCIL PROCEEDINGS Meeting of July 20, 2015

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1 The City Council of Sapulpa, Oklahoma, met in regular session Monday, July 20, 2016, at 7:00 o'clock P.M. in the City Hall Council Chambers, 425 East Dewey Avenue, Sapulpa, Oklahoma. Councilors Present: Councilors Absent: Reg Green, Mayor Louis Martin, Jr., Vice-Mayor John Anderson Marty Cummins Craig Henderson Alan Jones Theresa Jones Bill Rollings Charles Stephens Mike Hurt Staff Present: City Clerk Shirley Burzio, City Manager Tom DeArman, City Treasurer Pam Vann INVOCATION: The invocation was given by Mr. Allen Ranney. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Mayor Reg Green. PUBLIC COMMENTS: There were no public comments made to the council. 1

2 CONSENT AGENDA: Motion was made by Councilor Alan Jones, seconded by Councilor Theresa Jones, to approve the consent agenda, which had the following items of business listed on it: 1. Approve the minutes of the July 6, 2015, regular city council meeting; 2. Approve regular claims in the amount of $457,702.37; 3. Approve payroll claims in the amount of $366,022.03; 4. Approve the city treasurer's revenue and expense reports through June 30, CURRENT BUSINESS: Motion was made by Councilor Theresa Jones, seconded by Councilor Bill Rollings, to approve the following: 1. Approve the temporary street closure of Poplar Street from Dewey Avenue to Lee Avenue and Lee Avenue from Poplar Street to the alleyway located between Poplar Street and Mounds Street from 8:00 o'clock A.M. until 3:30 o'clock P.M. on Saturday, September 12, 2015, for the second annual barbeque cook-off benefit sponsored by the Sapulpa Elks' Lodge; 2. Approve the appointment of Andrew Probst to fill the unexpired term of Tom Hughes to the Sapulpa Metropolitan Area, said term to expire May,

3 ORDINANCES: Motion was made by Vice-Mayor Louis Martin, seconded by Councilor Theresa Jones, to approve the adoption of the following ordinance: 1. ORDINANCE NO AMENDING THE EMPLOYEE RETIREMENT SYSTEM, DEFINED CONTRIBUTION PLAN FOR THE POSITION OF CITY MANAGER FOR THE CITY OF SAPULPA, OKLAHOMA, BY ADOPTING A REVISED AND RESTATED RETIREMENT PLAN; PROVIDING RETIREMENT BENEFITS FOR ELIGIBLE EMPLOYEES OF THE CITY OF SAPULPA, OKLAHOMA; PROVIDING FOR PURPOSE AND ORGANIZATION; PROVIDING FOR DEFINITIONS; PROVIDING FOR ELIGIBILITY AND PARTICIPATION; PROVIDING FOR NON-ALIENATION OF BENEFITS; LOSS OF BENEFITS FOR CAUSE AND LIMITATIONS OF BENEFITS; PROVIDING FOR EMPLOYER AND EMPLOYEE CONTRIBUTIONS; PROVIDING FOR ACCOUNTING, ALLOCATION, AND VALUATION; PROVIDING BENEFITS; PROVIDING FOR REQUIRED NOTICE; PROVIDING FOR AMENDMENTS AND TERMINATION; PROVIDING FOR TRANSFER TO AND FROM OTHER PLANS; CREATING A RETIREMENT COMMITTEE AND PROVIDING FOR POWERS, DUTIES, AND RIGHTS OF RETIREMENT COMMITTEE; PROVIDING FOR PAYMENT OF CERTAIN OBLIGATIONS; PROVIDING FOR DURATION AND PAYMENT OF EXPENSES; PROVIDING FOR EFFECTIVE DATE; PROVIDING FOR VESTING SCHEDULES; PROVIDING FOR A FUND TO FINANCE THE SYSTEM TO BE POOLED WITH OTHER INCORPORATED CITIES, TOWNS AND THEIR AGENCIES INSTRUMENTALITIES FOR PURPOSES OF ADMINISTRATION, MANAGEMENT, AND INVESTMENTS PART OF THE OKLAHOMA MUNICIPAL RETIREMENT FUND; PROVIDING FOR PAYMENT OF ALL CONTRIBUTIONS UNDER THE SYSTEM TO THE OKLAHOMA MUNICIPAL RETIREMENT FUND FOR MANAGEMENT AND INVESTMENT; PROVIDING FOR REPEALER AND SEVERABILITY; ADOPTING THOSE AMENDMENTS MANDATED BY THE INTERNAL REVENUE CODE 3

4 ORDINANCES - continued: Motion was made by Vice-Mayor Louis Martin, seconded by Councilor Marty Cummins, to approve the adoption of the following ordinance: 1. ORDINANCE NO 2730 AMENDING THE EMPLOYEE RETIREMENT SYSTEM, DEFINED CONTRIBUTION PLAN FOR THE CITY OF SAPULPA, OKLAHOMA, BY ADOPTING A REVISED AND RESTATED RETIREMENT PLAN; PROVIDING RETIREMENT BENEFITS FOR ELIGIBLE EMPLOYEES OF THE CITY OF SAPULPA, OKLAHOMA; PROVIDING FOR PURPOSE AND ORGANIZATION; PROVIDING FOR DEFINITIONS; PROVIDING FOR ELIGIBILITY AND PARTICIPATION; PROVIDING FOR NON-ALIENATION OF BENEFITS; LOSS OF BENEFITS FOR CAUSE AND LIMITATIONS OF BENEFITS; PROVIDING FOR EMPLOYER AND EMPLOYEE CONTRIBUTIONS; PROVIDING FOR ACCOUNTING, ALLOCATION, AND VALUATION; PROVIDING BENEFITS; PROVIDING FOR REQUIRED NOTICE; PROVIDING FOR AMENDMENTS AND TERMINATION; PROVIDING FOR TRANSFER TO AND FROM OTHER PLANS; CREATING A RETIREMENT COMMITTEE AND PROVIDING FOR POWERS, DUTIES, AND RIGHTS OF RETIREMENT COMMITTEE; PROVIDING FOR PAYMENT OF CERTAIN OBLIGATIONS; PROVIDING FOR DURATION AND PAYMENT OF EXPENSES; PROVIDING FOR EFFECTIVE DATE; PROVIDING FOR VESTING SCHEDULES; PROVIDING FOR A FUND TO FINANCE THE SYSTEM TO BE POOLED WITH OTHER INCORPORATED CITIES, TOWNS AND THEIR AGENCIES AND INSTRUMENTALITIES FOR PURPOSES OF ADMINISTRATION, MANAGEMENT, AND INVESTMENTS PART OF THE OKLAHOMA MUNICIPAL RETIREMENT FUND; PROVIDING FOR PAYMENT OF ALL CONTRIBUTIONS UNDER THE SYSTEM TO THE OKLAHOMA MUNICIPAL RETIREMENT FUND FOR MANAGEMENT AND INVESTMENT; PROVIDING FOR REPEALER AND SEVERABILITY; ADOPTING THOSE AMENDMENTS MANDATED BY THE INTERNAL REVENUE CODE 4

5 ORDINANCES - continued: Motion was made by Councilor Marty Cummins, seconded by Vice-Mayor Louis Martin, to approve the adoption of the following ordinance: 1. ORDINANCE NO AMENDING THE EMPLOYEE RETIREMENT SYSTEM, DEFINED CONTRIBUTION PLAN FOR THE POSITION OF CITY MANAGER FOR THE CITY OF SAPULPA, OKLAHOMA, BY ADOPTING A REVISED AND RESTATED RETIREMENT PLAN; PROVIDING RETIREMENT BENEFITS FOR ELIGIBLE EMPLOYEES OF THE CITY OF SAPULPA, OKLAHOMA; PROVIDING FOR PURPOSE AND ORGANIZATION; PROVIDING FOR DEFINITIONS; PROVIDING FOR ELIGIBILITY AND PARTICIPATION; PROVIDING FOR NON-ALIENATION OF BENEFITS; LOSS OF BENEFITS FOR CAUSE AND LIMITATIONS OF BENEFITS; PROVIDING FOR EMPLOYER AND EMPLOYEE CONTRIBUTIONS; PROVIDING FOR ACCOUNTING, ALLOCATION, AND VALUATION; PROVIDING BENEFITS; PROVIDING FOR REQUIRED NOTICE; PROVIDING FOR AMENDMENTS AND TERMINATION; PROVIDING FOR TRANSFER TO AND FROM OTHER PLANS; CREATING A RETIREMENT COMMITTEE AND PROVIDING FOR POWERS, DUTIES, AND RIGHTS OF RETIREMENT COMMITTEE; PROVIDING FOR PAYMENT OF CERTAIN OBLIGATIONS; PROVIDING FOR DURATION AND PAYMENT OF EXPENSES; PROVIDING FOR EFFECTIVE DATE; PROVIDING FOR VESTING SCHEDULES; PROVIDING FOR A FUND TO FINANCE THE SYSTEM TO BE POOLED WITH OTHER INCORPORATED CITIES, TOWNS AND THEIR AGENCIES AND INSTRUMENTALITIES FOR PURPOSES OF ADMINISTRATION, MANAGEMENT, AND INVESTMENTS PART OF THE OKLAHOMA MUNICIPAL RETIREMENT FUND; PROVIDING FOR PAYMENT OF ALL CONTRIBUTIONS UNDER THE SYSTEM TO THE OKLAHOMA MUNICIPAL RETIREMENT FUND FOR MANAGEMENT AND INVESTMENT; PROVIDING FOR REPEALER AND SEVERABILITY; ADOPTING THOSE AMENDMENTS MANDATED BY THE INTERNAL REVENUE CODE 5

6 RESOLUTIONS: Motion was made by Vice-Mayor Louis Martin, seconded by Councilor Theresa Jones, to approve the adoption of the following resolution: 1. RESOLUTION NO RELATING TO $2,865, GENERAL OBLIGATION BONDS, SERIES 2015A; FIXING THE AMOUNT OF BONDS TO MATURE EACH YEAR, FIXING THE TIME AND PLACE THE BONDS ARE TO BE SOLD, AND AUTHORIZING THE MAYOR TO GIVE NOTICE OF SAID SALE AS REQUIRED BY LAW Motion was made by Councilor Bill Rollings, seconded by Vice-Chairman Louis Martin, to approve the adoption of the following resolution: 1. RESOLUTION NO OF THE CITY OF SAPULPA, OKLAHOMA, AMENDING THE FY ANNUAL BUDGET BY INCREASING REVENUES AND APPROPRIATIONS IN THE GRANTS AND AID FUND FOR THE PURPOSE OF RECOGNIZING AN OFFICE OF ATTORNEY GENERAL GRANT AWARD FOR THE PURPOSE OF OVERTIME Motion was made by Councilor Bill Rollings, seconded by Councilor Theresa Jones, to approve the adoption of the following resolution: 1. RESOLUTION NO OF THE CITY OF SAPULPA, OKLAHOMA, AMENDING THE FY ANNUAL BUDGET BY INCREASING APPROPRIATIONS IN THE FIRE CASH FUND FOR THE PURPOSE OF FIRE STATION REPAIRS AND REMODELING 6

7 RESOLUTIONS - continued: Motion was made by Councilor John Anderson, seconded by Councilor Theresa Jones, to approve the adoption of the following resolution: 1. RESOLUTION NO OF THE CITY OF SAPULPA, OKLAHOMA, AND THE SAPULPA MUNICIPAL AUTHORITY, SAPULPA, OKLAHOMA, AMENDING THE FY ANNUAL BUDGET BY INCREASING ESTIMATED BEGINNING FUND BALANCE AND INCREASING APPROPRIATIONS IN THE SERIES 2014 STREET CAPITAL IMPROVEMENT FUND TO PROVIDE FOR PROJECT COSTS BID AWARDS: Motion was made by Councilor Theresa Jones, seconded by Vice-Mayor Louis Martin, to waive the sealed bid process and approve the purchase of an Orion Classic-AMR drive-by water meter reading system, in an amount not to exceed $355,558.00, from Oklahoma Contractor Supply, who is the sole source vendor for said software and equipment. CONTRACTS: Motion was made by Councilor Bill Rollings, seconded by Councilor Theresa Jones, to approve the following: 1. Approve the agreement with Broomin' Janitorial for janitorial services at the Bartlett-Carnegie Sapulpa Public Library; 2. Approve the agreement with S2 Engineering, PLLC, for engineering services related to the management of the city's industrial pretreatment program; 7

8 CONTRACTS - continued: 3. Approve the Route 66 Corridor Development Grant Agreement (P15AP00155) with the National Park Service awarding $22, to the Sapulpa parks and Recreation Department for the improvements to the City of Sapulpa's Route 66 Corridor Development Project, and authorizing the mayor to execute same; 4. Approve the agreement with Pepsi Beverages Company to provide beverage services at the municipal golf course; 5. Approve the Consent to Vacation of Plat by Municipality for portions of real property located in Section 32, Township 19 North, Range 11 East, Tulsa County, Oklahoma, Polson Industrial Park; 6. Approve the acceptance of the Oklahoma Department of Commerce Community Development Block Grant Disaster Recovery Grant, in the amount of $2,469,450.00, awarded to the Sapulpa Fire Department, approving the mayor's action of online grant acceptance, and authorizing the mayor to sign the grant contract and all documents related thereto; 7. Approve the Final Amended Plat for Polson Industrial Park, SMAPC Case #FP-15-01A, and authorizing the mayor to sign said plat; 8. Approve Change Order No. 1, in the amount of $30,326.33, to the contract with Ellsworth Construction, LLC, for the Bryan Avenue Paving Improvements from Bixby Street to Oak Street. COMMITTEE REPORTS: The minutes for the June 15, 2015 Administration and Finance Committee meeting were presented for discussion and review. No action was taken by the council. 8

9 INFORMATIONAL ITEMS FROM MAYOR, CITY COUNCIL, CITY MANAGER OR CITY ATTORNEY: The following informational items were submitted to the council for discussion and review only: 1. Letter dated July 7, 2015, from Sarah McCormick, American Heritage Bank, expressing appreciation to all who contributed to the success of the annual fireworks display; 2. Correspondence dated July 3, 2015, from Robbie Squires, Cox Communications, reporting on service offerings to all-digital network; 3. Memorandum dated July 15, 2015, from Economic Development Director reporting on business activity in city; 4. Report of sales tax collected by Oklahoma Tax Commission during the month of May, 2015, and remitted to the city July, 2015; 5. Report of major city and trust authority revenue collected through June, 2015; 6. Correspondence dated July 1, 2015, from Dale Moss, Golf Course Manager, reporting on the operation of the municipal golf courses; 7. Letter dated July 13, 2015, from Mike Romine, Paragon Pipe, announcing notice of mass employee layoff beginning September, 2015; 8. Project status report dated July 20, 2015, from Tetra Tech, Inc., regarding various city and trust authority projects. CONSIDER ENTERING INTO AN EXECUTIVE SESSION TO DISCUSS NEGOTIATIONS CONCERNING EMPLOYEES AND REPRESENTATIVES OF EMPLOYEE GROUPS (25 O.S. SECTION 307(B)(2)): No action was taken by the council. The council did not enter into an executive session. CONSIDER ACTION IN OPEN SESSION REGARDING MATTERS DISCUSSED IN EXECUTIVE SESSION: No action was taken by the council. 9

10 ADJOURNMENT: CITY OF SAPULPA, OKLAHOMA There being no further business to consider, motion was made by Councilor John Anderson, seconded by Vice-Mayor Louis Martin, to adjourn the meeting. 10