AGENDA SAPULPA CITY COUNCIL MONDAY, JULY 20, 2015 CITY HALL, 425 EAST DEWEY REGULAR MEETING - 7:00 P.M., COUNCIL CHAMBERS As required by Section 311, Title 25 of the Oklahoma Statutes, notice is hereby given that the City of Sapulpa, State of Oklahoma, will hold a regular meeting on Monday, July 20, 2015 at 7:00 p.m., at the Council Chambers, Sapulpa City Hall, 425 East Dewey, Sapulpa, Oklahoma. MEETING PROCEDURE: Comments from the public are welcome at two different times during the course of the meeting: (1) Comments not scheduled on the Agenda will be heard under Public Comments - Agenda Item No. V.; and (2) Comments on all scheduled Agenda Items will be heard immediately following the presentation by staff or petitioner. Please wait until you are recognized by the Mayor and keep comments as brief as possible. The City Council will act on the Agenda Item after comments from the staff and the public has been heard. I. CALL TO ORDER II. INVOCATION III. PLEDGE OF ALLEGIANCE IV. ROLL CALL V. PUBLIC COMMENTS: The purpose of the Public Comments Section of the Agenda is for members of the public to speak to the City Council on any subject not scheduled on the Regular Agenda. City Council shall make no decision or action, except to direct the City Manager to take action, or to schedule the matter for City Council discussion at a later date. THOSE ADDRESSING THE CITY COUNCIL ARE REQUESTED TO IDENTIFY THEMSELVES BY NAME. VI. PRESENTATIONS AND PROCLAMATIONS VII. CONSENT AGENDA: All matters under Consent are considered by the City Council to be routine and will be enacted by one motion. Any City Council member may, however, remove an item from consent by request. A. Consider a motion approving minutes of the regular City Council meeting of July 6, 2015. B. Consider approving Regular Claims in the amount of $457,702.37. C. Consider approving following Prepaid Claims: 1. Health Insurance Claims -0-1
D. Consider approving Payroll Claims in the amount of $366,022.03. E. Consider approving Special Pay Request: (None). F. Consider approval of City Treasurer s Revenue and Expense Reports T through June 30, 2015. VIII. CONSIDER ITEMS REMOVED FROM CONSENT AGENDA A. Claims/Pay Estimates associated with Bond Issues, Grants or Special Projects of a major nature. 1. None IX. PUBLIC HEARINGS X. OLD BUSINESS XI. CURRENT BUSINESS 1. Consider approving temporary street closure request from Elks Lodge for a BBQ Cook-Off benefit for live music, kids zone, and car show. The event will be on Saturday, September 12, 2015, from 8:00 a.m. 3:30 p.m. The temporary requested street closure will be from Dewey on Poplar to Lee and from Poplar on Lee to the alley or south of convenient store driveway on Poplar to Lee and on Lee to alley and does not involve state highway closure. 2. Consider confirming Mayoral appointment of Andrew Probst to fill the unexpired term of Tom Hughes on the Sapulpa Metropolitan Area Planning Commission, with said term to expire in May, 2016. XII. NEW BUSINESS A. Consider items not known about prior to posting the Agenda. XIII. APPROVALS AND ACCEPTANCES A. Ordinances: 1. CONSIDER ADOPTING AN ORDINANCE 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 2
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. 2. CONSIDER ADOPTING AN ORDINANCE 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 3
SYSTEM TO BE POOLED WITH OTHER INCORPORATED CITIES, TOWNS AND THEIR AGENCIES AND INSTRUMENTALITIES FOR PURPOSES OF ADMINISTRATION, MANAGEMENT, AND INVESTMENT AS 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. CONSIDER ADOPTING AN ORDINANCE 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. 4
B. Resolutions: 1. Consider adopting a Resolution relating to $2,865,000.00 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. 2. Consider adopting a Resolution of the City of Sapulpa, Oklahoma, amending the FY 2015/2016 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. 3. Consider adopting a Resolution of the City of Sapulpa, Oklahoma, amending the FY 2015/2016 Annual Budget by increasing appropriations in the Fire Cash Fund for the purpose of Fire Station repairs and remodeling. 4. Consider adopting a Resolution of the City of Sapulpa, Oklahoma, and the Sapulpa Municipal Authority amending the FY 2015/2016 Annual Budget by increasing estimated beginning fund balance and increasing appropriations in the Series 2014 Street Capital Improvement Fund to provide for project costs. C. Bid Awards: 1. Consider waiving the sealed bid process and authorize the purchase of an Orion Classic AMR Drive-By Meter Reading System from Oklahoma Contractor Supply as the only Badger Meter Distributor in the State of Oklahoma in an amount not to exceed $355,558 and declare Oklahoma Contractor Supply, a sole source vendor for the procurement of said software and equipment on the basis of the following justifications for sole source procurement pursuant to a legal opinion issued by the City Attorney and attached hereto and subject to subsequent award of financing to pay a portion of the cost: II. The source has previously developed or produced a major system or highly specialized equipment (or major components), and award to any other source would likely create: (b) Unacceptable delays in meeting agency requirements from potential competitors. 5
VI. VII. The source provides the only products that are compatible or interchangeable with existing equipment. The source is the only supplier whose product or service does not create unacceptable technical risks. D. Contracts: VIII. The source is the only supplier that can meet the agency s legitimate need to acquire items on a total package basis as opposed to a break-out of the requirement into separate competitive acquisitions. 1. Consider approving Agreement with Broomin Janitorial for janitorial services for Bartlett-Carnegie Sapulpa Public Library. 2. Consider approving an Agreement with S2 Engineering PLLC for engineering services relative to management of the City s Industrial Pretreatment Program. 3. Consider approving a Route 66 Corridor Development Grant (P15AP00155) Agreement with the National Park Service (NPS) awarding $22,380 to the Sapulpa Parks and Recreation Department for the improvements to the City of Sapulpa s Route 66 Corridor Development Grant Project, and authorize the Mayor to execute same. 4. Consider approving an Agreement with Pepsi Beverages Company to provide beverage services at the Sapulpa Golf Course. 5. Consider approving a 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. Consider ratifying the acceptance of Oklahoma Department of Commerce (ODOC) Community Development Block Grant (CDBG) Disaster Recovery Grant awarded to the Sapulpa Fire Department in the amount of $2,469,450; ratify the Mayor s action of online grant acceptance and authorize the Mayor to sign the grant contract and all documents related thereto. 7. Consider approving the Final Plat-AMENDED for Polson Industrial Park per the SMAPC Case #FP-15-01A. Part of Section 32, Township 19 North, Range 12 East in the City of Sapulpa, Tulsa County, State of Oklahoma and authorizing the Mayor to sign said plat. 6
8. Consider approving Change Order No. 1 to Bryan (Mission to Bixby) road, stormwater and waterline replacement contract with Ellsworth Construction, LLC in the net additive amount of $30,326.33. XIV. COMMITTEE REPORTS A. Minutes from Administration and Finance Committee Meeting of Monday, June 15, 2015 at 6:00 p.m. XV. INFORMATIONAL ITEMS FROM MAYOR, CITY COUNCIL, CITY MANAGER, OR CITY ATTORNEY A. Informational item Letter of Appreciation from Sarah McCormick with American Heritage Bank regarding the huge success of the fireworks display. B. Informational item Correspondence from Cox Communications regarding up-to-date service offerings to an all-digital network. C. Informational item Economic Development s Report of Business Activity in Sapulpa D. Informational item City of Sapulpa Sales Tax Breakdown for the month of May, 2015 received in July, 2015 E. Informational item City of Sapulpa Major Revenue Comparison F. Informational item June Monthly Golf Report G. Informational item Correspondence from Paragon Industries, Inc. regarding a layoff of employees H. Informational item Project Status Report from Tetra Tech regarding various City and Authority Projects. 7
XVI. EXECUTIVE SESSION A. Consider entering into Executive Session to discuss the following: 1. Discuss negotiations concerning employees and representatives of employee groups. [25 O.S. Section 307 (B) (2)]; B. Consider action in open session regarding matters discussed in Executive Session. XVII ADJOURNMENT Name of person posting this Agenda: Name: Title: Posted this day of, 2015, at o clock p.m., at the Sapulpa City Hall, 425 East Dewey, Sapulpa, Oklahoma. 8