Miami Special Utility Authority (MSUA) Packets

MSUA PURCHASE ORDERS PRESENTED Monday, May 3, 2021 VENDOR DESCRIPTION INVENTORY LAMBERT TRACTOR 14" ABRASIVE BLADES 2,530.00 2,530.00 CUSTOMER SERVICE ACI PAYMENTS RETURN CHECK FEES 10.00 10.00 ADMINISTRATIVE SERVICES OLSSON GENERAL ENGINEERING (PO#21-00933) 11,588.93 11,588.93 METERING FUELMAN FUEL USAGE 3/29-4/12/2021 341.02 341.02 IT PDI SPG PACKAGE - AIRPORT 34.95 SPARKLIGHT INTERNET SERVICE 17.19 TYLER TECHNOLOGIES ACCESS FEE & UPGRADE SERVICES (PO#21-01292) 1,346.58 TYLER TECHNOLOGIES CALLS & NOTIFICATIONS UTILITY BILLING (PO#21-01275) 894.80 TYLER TECHNOLOGIES UPGRADE SERVICES 163.00 2,456.52 ELECTRIC BORDER STATES INSULATOR (PO#21-01316) 1,232.70 FUEL MAN FUEL USAGE 3/29-4/12/2021 1,224.74 HALL ESTILL PROFESSIONAL SERVICES (PO#21-01300) 2,622.80 MIAMI NEWS RECORD LEGAL PUBLICATION (C21-07) 74.31 MIAMI NEWS RECORD LEGAL PUBLICATION (BID C21-08) 72.67 MIAMI NEWS RECORD LEGAL PUBLICATION (C21-09) 74.70 OLSSON SCADA DESIGN (PO#21-01302) 7,290.70 O'REILLY BATTERY 107.85 VANCE VEHICLE MAINTENANCE - RAM 3500 367.51 VANCE VEHICLE MAINTENANCE - FORD F550 277.52 13,345.50 ROW BACCO TREE SERVICE (PO#21-01301) 3,890.30 FUELMAN FUEL USAGE 3/29-4/12/2021 223.74 4,114.04 WATER PRODUCTION ACCURATE ENVIRONMENTAL TOTAL COLIFORM TESTING 235.00 ACCURATE ENVIRONMENTAL SDWIS ANALYSIS (PO#21-01308) 3,985.00 4,220.00 WATER DISTRIBUTION ACE HARDWARE ALUMINUM TROWEL 8.99 ANDERSON ENGINEERING GENERAL SERVICES (PO#21-01306) 4,961.25 ANDERSON ENGINEERING CENTRAL WATERLINE INSP. (PO#21-01309) 8,463.75 B&L WATERWORKS PIPE RESTRAINT & GASKET 165.63 FASTENAL DIAMOND BITS 213.75 FUELMAN FUEL USAGE 3/29-4/12/2021 1,707.81 HUGOS SANITIZER AND DISPENSER 438.32 OLSSON SANITARY IMPROVEMENTS (PO#21-01304) 7,991.36 OLSSON WELL #7 IMPROVEMENTS (PO#21-01305) 13,202.08 OMUSA JT&S 4TH QUARTER DUES (PO#21-01303) 1,251.75 UNITED UNDERGROUND WATER MAIN (PO#21-01202) 44,000.00 US BANK LEASE PAYMENT APRIL 2021 1,724.50 UTILITY SUPPLY FUEL COMBINATION KIT 496.58 84,625.77 POLLUTION CONTROL B&L WATERWORKS STEEL COUPLING 2.77 FUELMAN FUEL USAGE 3/29-4/12/2021 141.29 KARNES PRO TIRE FLAT REPAIR 15.00 O'REILLY FILTERS, WIPER FLUID 23.17 TEAMVIEWER REMOTE ACCESS (PO#21-01267) 864.36 1046.59 SOLID WASTE ACTION GRAPHICS WEIGH TICKETS 372.00 ACTION GRAPHICS RECEIPT BOOKS 309.00 ADS GALENA TRANSFER ST. TIPPING FEES (PO#21-01284) 5035.63 ALERT 360 MONITORING SERVICES 30.00 FUELMAN FUEL USAGE 3/29-4/12/2021 3991.51 MIAMI INDUSTRIAL SUPPLY HYD. HOSE, NYLON SLEEVE 95.18 OKLAHOMA TURNPIKE AUTH. TOLL FEES 3/1-3/31/2021 9.80 O'REILLY BATTERY 123.10 TAYLOR OVERHEAD DOOR SOUTH DOOR REPAIR 207.14 TRI STATE G5 BRAKE KIT (PO#21-01291) 975.18 11148.54 COMMUNITY DEVELOPMENT FUELMAN FUEL USAGE 4/12/2021 110.84 110.84 STORMWATER ANDERSON ENGINEERING HYDRAULIC ANALYSIS (PO#21-00740) 1897.50 COLLINS CONSTRUCTION INTAKE REPLACEMENT (PO#21-01079) 2,250.00 HUGOS RACKS & HOOKS 29.22 4,176.72 BOK FINANCIAL BOND TRUSTEE FEE-CWSRF-OWRB-DS-FD 125.00 BOND TRUSTEE FEE - FAP-OWRB-DS-FD 250.00 BOND TRUSTEE FEE - DWSRF-OWRB-D-S-FD 125.00 FINAL UTILITY REFUND 1,828.15 SALARIES & BENEFITS - APRIL 22, 2021 175,600.42 MSUA CC PAYMENT - APRIL 1 - APRIL 15, 2021 $24,285.11 TOTAL MSUA CLAIMS $341,928.15  SPECIAL UTILITY AUTHORITY APRIL 01-APRIL 15, 2021 INVENTORY - ELECTRIC BORDER ELECTRIC INVENTORY $494.10 BORDER ELECTRIC INVENTORY $67.90 BORDER ELECTRIC INVENTORY $498.40 BORDER ELECTRIC INVENTORY $97.50 BORDER ELECTRIC INVENTORY $466.18 BORDER ELECTRIC INVENTORY $150.50 BORDER ELECTRIC INVENTORY $245.56 THE DONUT PALACE - DONUTS $21.50 BORDER ELECTRIC INVENTORY $459.20 BORDER ELECTRIC INVENTORY $459.20 BORDER ELECTRIC INVENTORY $459.20 BORDER ELECTRIC INVENTORY $459.20 BORDER ELECTRIC INVENTORY $459.20 BORDER ELECTRIC INVENTORY $479.00 AMZN MISC INVENTORY $391.98 TOTAL $5,208.62 CUSTOMER SERVICE PEREGRINE - PRINTING $298.08 PEREGRINE - PRINTING $658.43 PEREGRINE - PRINTING $308.18 PEREGRINE -POSTAGE $621.66 PEREGRINE -POSTAGE $1,375.89 PEREGRINE -POSTAGE $642.72 TOTAL $3,904.96 ADMINISTRATIVE SERVICES PEREGRINE - UTILITY CHECKS $304.92 NIGP - TRAINING $79.00 NIGP - TRAINING $79.00 TOTAL $462.92 METERING KARNES-TIRES $727.60 O'REILLY-SPNDL NUT $19.09 O'REILLY-BRK RTR,CMBR $266.01 KARNES-ALIGNMENT $59.00 ACE - DTL BRUSH $17.95 TOTAL $1,089.65 INFORMATION TECHNOLOGY CANON - COPIER CONTRACTS $3,116.47 AMAZON PRES USB MICE $25.98 AMAZON- DOCK AND CAM MOUNT $225.08 TOTAL $3,367.53  SPECIAL UTILITY AUTHORITY APRIL 01-APRIL 15, 2021 ELECTRIC FARWEST- BOOTS- D LOLLAR $303.71 FARWEST- ROTATION TSTR METER $426.27 ALTEC INDUSTRIES, ROPE ASSEMBLY $400.62 ACE HDWE- UTILITY TOTE $16.41 FARWEST LINE WIPES AND GRIPS $476.09 CLEAN - UNIFORM $139.61 CLEAN - UNIFORM $279.22 OMUSA PUBLIC POWR CONFRNCE $465.00 TOTAL $2,506.93 RIGHT-OF-WAY HARBOR FRGHT TRANSFER PUMP $13.98 CLEAN - UNIFORM $32.28 CLEAN - UNIFORM $64.56 TOTAL $110.82 WATER DISTRIBUTION CLEAN - MATS $8.80 CLEAN - MATS $8.80 ACE HDWE- WTR PRESS GAUGE $16.99 BO'S TIRE- DRIVE TIRES $2,275.00 TSC- ACCESSORIES/MOWERS $209.90 ACE HDWE KEY COPIES $159.98 KARNES PRO- FLAT REPAIR $15.00 SPARLING INSTRMNTS-BATTERIES $129.69 TRACTOR SUPPLY GRASS SEED $39.99 SPARKLIGHT CABLE/INTERNET $89.79 TRACTOR SUPPLY-BOOTS-DYLAN $21.99 TRACTOR SUPPLY-BOOT- GOWER $21.99 USPS- POSTAGE $8.05 TOTAL $3,005.97 POLLUTION CONTROL WALLIS LUB OIL $201.63 USA BLUE BOOK - LAMPS $2,411.61 ACE HDWE RAIN GAUGE $28.73 WALMART CLEANING SUP $137.26 FASTENAL 18V WRENCH $346.13 USA BB COLIFORM BROTH $375.42 USA BB BUFFER $113.12 TOTAL $3,613.90 SOLID WASTE HARBOR FT-HEAT GUN $52.73 MIAMI INDUST-HYDRA LINE $211.03 ACE-KEY $7.98  SPECIAL UTILITY AUTHORITY APRIL 01-APRIL 15, 2021 BUFFALO RANCH- DEF FUEL $499.50 DOLLAR TREE -CLEANER $42.00 TOTAL $813.24 STORMWATER WALMART- PAINT MONITOR $187.62 ACE MOLDING PAINT $12.95 TOTAL $200.57 GRAND TOTAL $24,285.11 THE MIAMI SPECIAL UTILITY AUTHORITY (MSUA) MET IN REGULAR SESSION APRIL 19, 2021, IN THE MIAMI CIVIC CENTER BANQUET ROOM AT 6:00 PM WITH THE FOLLOWING MEMBERS PRESENT: Bless Parker, Chairman Bo Reese, City Manager Kevin Dunkel, Trustee Ben Loring, Trust Attorney Ryan Orcutt, Trustee Melissa Moore, City Clerk Vicki Lewis, Trustee Brian Estep, Trustee The agenda for the meeting was displayed in the main lobby of the Miami Civic Center and by posting on www.miamiokla.net starting at 4:15PM on April 16, 2021, pursuant to 25 O.S §311(9) (a) and (b). THE TRUST MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Parker called the meeting to order at 6:01PM. Invocation Invocation by Deputy Fire Chief, Kyle Highsmith Pledge of Allegiance Trustee Estep led the Pledge of Allegiance Public Input and Unscheduled Personal Appearances None. CONSENT AGENDA By unanimous consent the public body may designate noncontroversial items to be considered in one motion and one vote. The public body may add items from the regular agenda and approve. Posted agenda items not added to the consent docket will be considered separately in their regular order. Staff recommends that Item 6 through Item 7 be placed on the consent agenda. Trustee Orcutt moved to transfer Item #6 (Approve Claims) through Item #7 (Approve Minutes: April 05, 2021 (Regular)) to the consent agenda and approve as presented. The motion was seconded by Trustee Dunkel. The Trust was polled with the following results. Orcutt, Aye Dunkel, Aye Lewis, Aye Estep, Aye Parker, Aye Chairman Parker declared the motion carried. Approve Claims Moved to consent agenda. Approve Minutes: April 05, 2021 (Regular) Moved to consent agenda. Accept or Reject Work Order Agreement With United Field Services for Feeder 23 Alley Land Acquisition Services not to Exceed $244,350.00 Tyler Cline explained that the work order agreement is for United Field Services to obtain easements for sixty-six (66) parcels for the replacement of feeder 23 which runs through an alley from Goodrich Blvd. to 4th Ave NW between H and I street. Feeder 23 in the main line for power to the northwest side and is one of the bond projects. The project is needed due to the current easements are not wide enough to drive a truck down the alley to the feeder. MSUA Page 1 of 7 April 19, 2021 Chairman Parker moved to approve the work order agreement with United Field Services for feeder 23 alley land acquisition services not to exceed $244,350.00. The motion was seconded by Trustee Dunkel. The Trust was polled with the following results. Parker, Aye Dunkel, Aye Estep, Aye Lewis, Aye Orcutt, Aye Chairman Parker declared the motion carried. Other New Business, if any, Which has Arisen Since the Posting of the Agenda and Could not Have Been Anticipated Prior to the Time of Posting (25 O.S. § 311(9)) None. Staff Reports (Written report included in packet, if available staff is present for questions) None. Trustee Community Announcements None. Adjournment Trustee Orcutt moved to adjourn the meeting. The motion was seconded by Trustee Estep. The Trust was polled with the following results: Orcutt, Aye Estep, Aye Dunkel, Aye Lewis, Aye Parker, Aye Chairman Parker declared the meeting adjourned at 6:07PM. ___________________ _____________________ _______________________ Trustee Lewis Trustee Orcutt Trustee Estep ___________________ _____________________ ATTEST: ________________________ Trustee Parker, Chairman Trustee Dunkel Melissa Moore, City Clerk MSUA PURCHASE ORDERS PRESENTED Monday, April 19, 2021 VENDOR DESCRIPTION INVENTORY BORDER STATES ELECTRIC INVENTORY (PO#21-01230) 8,401.74 HUGOS SHOP TOWELS/ WASHER FLUID 478.20 UTILITY SUPPLY 18 PVC PIPE 495.20 9,375.14 CUSTOMER SERVICE ADMIRAL EXPRESS CHAIRMATS 156.42 156.42 MSUA Page 2 of 7 April 19, 2021 ADMINISTRATIVE SERVICES GOODELL STRATTON RULE CURVE CHANGE (PO#21-01184) 5,099.98 GRDA PURCHASED POWER 3/1-3/31/2021 628,196.46 PIONEER PRINTING STAPLES, WINDOW ENVELOPES 190.00 633,486.44 METERING FUELMAN FUEL USAGE 3/22/2021 112.52 111.52 IT CONVERGEONE SMARTNET RENEWAL (PO#21-01026) 2,682.96 DELL MARKETING DELL LAPTOPS (PO#21-01093) 3,155.80 UNITAS GLOBAL DATACENTER CLOUD BACKUP (PO#21-01261) 2,422.23 8,260.99 ELECTRIC ACE HARDWARE UTILITY TOTE, DRILL BIT, PLIERS, SCREWDRIVER SET 286.88 ARVEST LEASE PAYMENT 4/2021 8,307.43 BORDER STATES ELECTRIC METERS (PO#21-01146) 1,654.72 FUELMAN FUEL USAGE 3/22/21 234.32 GLOBAL RENTAL TRACKED DIGGER RENTAL (PO#21-01227) 12,250.00 LOCKE SUPPLY PULL ROPE, FISH TAPE 229.61 OKLAHOMA TURNPIKE AUTH. TOLL FEES 3/1-3/31/2021 3.40 PINKLEY SALES TESCO UPS BATTERIES (PO#21-01144) 996.00 23,962.36 ROW FUELMAN FUEL USAGE 3/22/21 104.68 HUGOS KEYBOARD REST, LOCKING CABINETS 244.55 349.23 WATER DISTRIBUTION ACE HARDWARE TRIMMER LINE 49.99 B&L WATERWORKS ELBOWS, ADAPTER KIT 509.82 B&L WATERWORKS ANCHOR COUPLINGS 132.21 FUELMAN FUEL USAGE 3/22/21 169.86 KATNER MILLS ANTIFREEZE 53.13 OKLAHOMA TURNPIKE AUTH. TOLL FEES 3/1-3/31/2021 14.70 OKLAHOMA TURNPIKE AUTH. TOLL FEES 3/1-3/31/2021 11.20 SPRINGDALE TRACTOR TRACKS UNIT#226 (PO#21-01092) 2,900.00 SPRINGDALE TRACTOR PIN & TOOTH 94.63 UTILITY SUPPLY PIPE,SOCKET SET,TEES, UNIONS,ADAPTERS 1,110.14 VANCE LOWER RADIATOR HOSE 22.13 VANCE RADIATOR HOSE ASSEMBLY 40.31 5,108.12 POLLUTION CONTROL ARVEST LEASE PAYMENT 4/2021 1512.65 FUELMAN FUEL USAGE 3/22/2021 80.80 MSUA Page 3 of 7 April 19, 2021  HACH CO. JOBCAL SOFTWARE SUPPORT (PO#21-01017) 1136.00 KATNER MILLS FUEL, OIL FILTER, MOTOR OIL 71.04 OKLAHOMA NATURAL GAS GAS USAGE 3/2-3/31/2021 23.09 PROFESSIONAL TURF TORO DECK PARTS (PO#21-01168) 1321.56 4145.14 WASTEWATER COLLECTION JOE WALDON CLASS B RENEWAL REIMBURSEMENT (21-01258) 18.00 18.00 SOLID WASTE DICKSON EQUIPMENT PTO SHAFT 362.42 FUELMAN FUEL USAGE 3/22/21 908.90 KATNER MILLS HOSE, FITTING 124.84 KATNER MILLS MECHANICS WIRE 3.89 KATNER MILLS ANTIFREEZE 22.77 MIAMI INDUSTRIAL SUPPLY HYD. HOSE, NYLON SLEEVE 119.59 OKLAHOMA NATURAL GAS GAS USAGE 3/2-3/31/2021 66.98 TOTE ALONG EMPLOYEE SHIRTS 486.00 TRI STATE PRESSURE SWITCH 86.19 WELCH LEASE PAYMENT 4/2021 10653.36 WELCH LEASE PAYMENT 4/2021 5818.67 18653.61 STORMWATER ACE BRACKETS, BOARDS, RACK, SURGE PROTECTOR 143.07 ACE NUTS & BOLTS 2.00 HUGOS ORGANIZER, MOUNT, SCISSORS, RACK, ORGANIZER 110.93 HUGOS COAT HOOK 48.00 304.00 FINAL UTILITY REFUND 1,918.15 SALARIES & BENEFITS - APRIL 8, 2021 132,618.65 MSUA CC PAYMENT - MARCH 15-MARCH 31, 2021 $57,794.92 TOTAL MSUA CLAIMS $896,262.89 SPECIAL UTILITY AUTHORITY MARCH 15, 2021 INVENTORY - ELECTRIC BORDER ELECTRIC INVENTORY $79.20 BORDER ELECTRIC INVENTORY $379.80 BORDER ELECTRIC INVENTORY $433.00 BORDER ELECTRIC INVENTORY $433.00 BORDER ELECTRIC INVENTORY $409.86 BORDER ELECTRIC INVENTORY $402.48 B&B MISC. INVENTORY $497.28 TOTAL $2,634.62 CUSTOMER SERVICE MSUA Page 4 of 7 April 19, 2021 PEREGRINE - PRINTING $290.41 PEREGRINE - PRINTING $260.86 AMAZON-FUJITSU SCANNERS $3,139.96 PEREGRINE -POSTAGE $605.67 PEREGRINE -POSTAGE $549.09 TOTAL $4,845.99 METERING KARNES - REPAIR UNIT 132 $15.00 ACE HDWE - 9V BATT $32.83 ACE HDWE - 9V BATT $29.98 ACE HDWE - 9V BATT RETURN ($32.83) CLEAN - UNIFORM $31.15 VRZN-METERING $40.01 TOTAL $116.14 INFORMATION TECHNOLOGY WALMART- BATTERIES $27.96 BEST BUY-VIDEO ADAPTERS $54.26 VRZN-IT & COUNCIL $240.06 BOLT FIBER - PHONES $6,803.43 MIAMIOK.ORG RENEWAL $42.99 COLEMAN.ORG BACKORDER $40.00 MIAMIOK.ORG REGISTRATION $15.99 WALMART- MONITOR $159.00 WALMART- MONITOR/DRIVE $451.00 AMAZON- HDMI CABLES $41.96 TOTAL $7,876.65 ELECTRIC TRACTOR SUPPLY SOCKET SETS $89.96 SLABACH ENTRPRS FLOW DIVDR $634.21 KEMP STONE ROCK SUBSTATION $483.54 CLEAN - UNIFORM $139.61 CLEAN - UNIFORM $139.61 CLEAN - UNIFORM $139.61 CLEAN - UNIFORM $139.61 VRZN-ELECTRIC $80.02 TOTAL $1,846.17 RIGHT-OF-WAY CLEAN - UNIFORM $32.28 CLEAN - UNIFORM $32.28 CLEAN - UNIFORM $32.28 CLEAN - UNIFORM $32.28 VRZN-ROW $80.02 TOTAL $209.14 MSUA Page 5 of 7 April 19, 2021 WATER PRODUCTION USA BLUE BK SMPL TST SUPP $485.42 BMPER TO BMPER FUEL FILTRS $16.96 LOCKE-SUMP PUMP $389.29 WALMART- THOMPSON PRTY $56.72 MARVINS- THOMPSON RETIRE $29.99 CLEAN - MATS $8.80 USPS PO MAIL WATER REPORTS $7.85 CLEAN - MATS $8.80 TOTAL $1,003.83 WATER DISTRIBUTION CLEAN - MATS $11.55 CLEAN - MATS $8.80 WALMART-MICROWAVES/MOUSE $332.88 ACE- CEMENT FOR METER FIX $8.78 HARBOR FREIGHT WIRE BRUSH $4.18 KATNER MILLS AIR FILTERS $44.07 BMPER TO BMPER TRACTOR OIL $62.00 KATNER MILLS HYD FLUID $37.98 AMAZON-SWIFFERS CLOTHS $170.11 VRZN-WATER & OPC $184.23 CLEAN - UNIFORM $8.80 TOTAL $873.38 POLLUTION CONTROL ACE HDWE DRILL BIT $7.99 USA BB PNEULUBE OIL $500.45 GRAINGER STRAINER $353.89 ACE HDWE PVC FITTINGS $19.95 USA BB LAB SUPPLIES $317.78 USA BLUE BK-MUFFLE FURNACE $1,533.86 USA BB GLOVES $499.99 TOTAL $3,233.91 WASTEWATER COLLECTION OTC - BUCKET TRUCK 21 $51.90 OK.GOV- OTC FEE BKT TRK 21 $3.22 TOTAL $55.12 SOLID WASTE BO'S TIRE-G4 TIRE REPAIR $50.00 BO'S TIRE- TIRE REPAIR $200.00 BO'S TIRE- TIRE REPAIR $50.00 TOTE ALONG-JACKET $89.49 ENVIRONMT HAZARD-OATI $100.00 MSUA Page 6 of 7 April 19, 2021 WCA WASTE-TIPPING FEES $34,495.47 TOTAL $34,984.96 COMMUNITY DEVELOPMENT VRZN-COMMUNITY DEV. $40.01 TOTAL $40.01 STORMWATER DESIGNING BIORENTION CELLS $75.00 TOTAL $75.00 GRAND TOTAL $57,794.92 MSUA Page 7 of 7 April 19, 2021  MIAMI SPECIAL UTILITY AUTHORITY ACTION/DECISION REQUEST MSUA MEETING May 03, 2021 DATE: AGENDA TITLE: Approve Crawford & Associates Engagement Letter for Accounting Services in FY 2021 – 2022 BACKGROUND: This is a Letter of Engagement for Crawford & Associations accounting services for FY 21-22. Services requested: • Preparation of Annual Financial Statements • General Accounting and Advisory Assistance Other services available: • Budget Preparation and Amendment Assistance • Capital Asset Records and Accounting Assistance • Information Technology System Assistance • Internal Control Policies and Procedures Assistance • Labor Relations Consulting • Laws and Regulations Compliance Assistance • Investigation of Allegations or Concerns • Tax and Other Regulatory Report Assistance RECOMMENDATION: Staff recommends to approve Crawford & Associates Engagement Letter for Accounting Services in FY 2021 – 2022 PRESENTER(S): Jill Fitzgibbon () ;;:o > ~ "'Tl 0 ;;o 0 P.C. & ASSOC IATES April 1, 2021 Honorable Mayor and Members of the City Council City of Miami PO Box 1288 Miami, OK 74355-1288 And Chairman and Member of the Special Utility Authority Board Miami Special Utilities Authority PO Box 1288 Miami, OK 74355-1288 To the Honorable Mayor and Members of the City Council and Chaitman and Members of the Miami Special Utilities Authority Board: ' Crawford & Associates, P.C. is pleased that the City of Miami (the City) and the Miami Special Utilities Authority (MSUA) continues to express its confidence in our firm and our state and local government expertise. We look forward to a continued long and successful relationship as an integral financial management resource to the City of Miami and the MSUA's management and governing body. We are prepared to provide a full range of accounting and consulting services to the City of Miami and the MSUA contingent upon approval of your management and/or governing body. The purpose of this engagement letter is to identify the scope of available services from Crawford & Associates, the specific initial services requested at this time, and to confirm the terms, objectives, and limitations of our engagement services. Scope of Services The scope of professional services that are available and can be provided to the City of Miami and the MSUA are outlined below under the heading Scope of Available Services. While this listing includes a range of services available from Crawford & Associates, the specific initial services requested to be provided at the current time are separately identified under the heading Initial Services Requested. Any additional services that are available from Crawford & Associates beyond these initially requested services can be provided upon subsequent specific request and agreement. · Scope of Available Services Preparation of Annual Financial Statements General Accounting and Advis01y Assistance Budget Preparation and Amendment 'Assistance Capital Asset Records and Accounting Assistance Information Technology System Assistance Internal Control Policies and Procedures Assistance Labor Relations Consulting Laws and Regulations Compliance Assistance Investigation of Allegations or Concerns Tax and Other Regulatory Report Assistance . 405··691-5550 .: 405-691-5646 I w : www.crawfordcpas.com :. info@crawfordcpas.com I 10308 Greenbriar Place, Oklahoma City, OK 73159 CRAWFORD & ASSOC IATES Pc Initial Services Requested Preparation of Annual Financial Statements General Accounting and Adviso1y Assistance Services Related to the Preparation of Annual Financial Statements You have requested that we prepare the annual financial statements of the financial repo1ting entity of the City of Miami and the MSUA, Oklahoma as of and for the year ended June 30, 2021. Such financial statements will include: a. Basic Financial Statements, including notes to the financial statements b. Required Supplementaiy Information c. Supplementary Information (to the extent management elects to include) d. Other Information (to the extent management elects to include) Crawford & Assodates' Responsibilities The objective of our engagement is to prepare the annual financial statements in accordance with accounting principles generally accepted in the United States of America based on information provided by you . We will conduct our engagement in accordance with Statements on Standards for Accounting and Review Services (SSARSs) promulgated by the Accounting and Review Seryices Committee of the AICPA and comply with the AICPA's Code of Professional Conduct, including the ethical principles of integrity, objectivity, professional competence, and due care. We are not required to, and will not, verify the accuracy or completeness of the information you will provide to us for the engagement or otherwise gather evidence for the purpose of expressing an opinion or a conclusion. Accordingly, we will not express an opinion or a conclusion or provide any assurance on the financial statements. Our engagement cannot be relied upon to identify or disclose any financial statement misstatements, including those caused by fraud or error, or to identify or disclose any wrongdoing within the entity or noncompliance with laws and regulations . Management Responsibilities The engagement to be performed is conducted on the basis that management acknowledges and understands that our role is to prepare financial statements in accordance with accounting principles generally accepted in the United States of America. Management has the following overall responsibilities that are fundamental to our undertaking the engagement to prepare your financial statements in accordance with SSARSs: a. The selection of accounting principles generally accepted in the United States of America as the financial reporting framework to be applied in the preparation of the financial statements b. The prevention and detection of fraud c. To ensure that the entity complies with the laws and regulations applicable to its activities CRAWFORD & ASSOCIATESP.c. d. The accuracy and completeness of the records, documents, explanations, and other information, including significant judgments, you provide to us for the engagement to prepare financial statements e. To provide us with: i. Documentation, and other related information that is relevant to the preparation and presentation of the financial statements, ii. Additional information that may be requested for the purpose of the preparation of the financial statements, and iii. Unrestricted access to persons within the City of Miami and the MSUA, Oklahoma, of whom we determine necessary to communicate. The financial statements will not be accompanied by a report. However, you agree that the financial statements will clearly indicate that no assurance is provided on them. Other Requested and Available Services In conjunction with the other requested and available services (other than the preparation of the annual financial statements) as identified in the Scope of Services section of this letter, Crawford & Associates will be responsible for providing such services upon request in accordance with the applicable professional standards of the AICP A. It is anticipated that most if not all of these other services will be perfonned in accordance with the standards applicable to consulting services as prescribed by the AICP A. Crawford & Associates, is not obligated to, but may report or otherwise communicate to management any recommendations, it determines necessary, resulting from the professional services provided. Management and the governing body will be responsible for establishing the scope of our other professional services to be provided and for providing the necessary resources allocated to the work; such responsibility includes determining the nature, scope, and extent of the services to be performed, providing sufficient appropriation for the estimated cost of these services, providing overall direction and oversight for each service, and reviewing and accepting the results of the work. Access to Working Papers and Reports Any working papers prepared by Crawford & Associates in connection with performing the financial statement preparation and other professional services are the property of Crawford & Associates. Upon request, copies of any or all working papers and reports that we consider to be nonproprietary will be provided to management. Management may make such copies available to its external auditors and to ce1tain regulators in the exercise of their statut01y oversight responsibilities. Such copies may not be made available to any other third party without the prior written consent from Crawford & Associates. CR AW FORD & ASSOCIATESP.c Fees and Costs Fees and out-of-pocket expenses for this engagement will be billed as the work progresses and payable upon receipt of our invoices. Out-of-pocket expenses include such costs incurred by Crawford & Associates in providing the services including travel, lodging, telecommunications, printing, document reproduction, and the like. Our fees for these services will be billed at our standard hourly rates, as follows, for the individual performing such services based on the actual number of hours of work, including travel time, performed by that individual. Standard Hourly Rates: • Firm President $255 • Shareholders $170 • Consulting Senior Managers $155 • Consulting Managers $13 0 • Consulting Staff $115 • Clerical Staff $45 Because Crawford & Associates has no direct control over the type and amount of services requested by the management or the governing body during the term of this engagement, nor does Crawford & Associates have direct control over the quality of your accounting system or records, potential turnover of your staff, or your staffing levels, resources, or capabilities, it is impractical for us to provide an accurate amount of hours that will be required for the services requested or a not-to-exceed limit on fees and expenses charged. We will rely on you to provide us with a copy of approved purchase orders, containing estimated fees and expenses, monitor the cumulative fees and expenses charged, and notify us if and when the cumulative amount approaches the total appropriated level estimated. You also agree to provide sufficient appropriation for all services requested prior to the services being performed. For purposes of purchase order preparation, we will be glad to provide you with an estimated range of fees and expenses upon request. The term of this engagement is a period from July 1, 2021 through June 30, 2022. Crawford & Associates may perform additional services upon receipt of a formal request from management or the governing body with tem1s and conditions that are acceptable to both parties. The agreements and undertakings contained in this engagement letter, shall survive the completion or termination of this engagement. Acceptance Please indicate your acceptance of this agreement by signing in the space provided below and returning this engagement letter to us. A duplicate copy of this engagement letter is provided for your records . We look forward to continuing our professional relationship with the City of Miami and the MSUA. Respectfully submitted and agreed to by, Frank Crawford Crawford and Associates, P.C. ~ I"/ ~r.· JY' CRAWFORD & ASSOCIATES pc Accepted and agreed to for the City of Miami and the MSUA: I  MIAMI SPECIAL UTILITY AUTHORITY (MSUA) ACTION/DECISION REQUEST MSUA May 3, 2021 MEETING DATE: AGENDA TITLE: Annual First National Bank Contract to Process Utility Payments for the City of Miami Annual Welch State Bank Contract to Process Utility Payments for the City of Miami Annual City National Bank Contract to Process Utility Payments for the City of Miami BACKGROUND: • Fiscal Year (FY) 21/22 will be the sixth (6th) year we have contracted with banks to accept utility payments on MSUA’s behalf at no charge. • Utility customers do not have to be a bank customer to make utility payments. • The following banks have agreed to provide this service at their respective locations in Miami for FY 21/22: o First National Bank & Trust Company: 2 N Main and 1749 N Main; o Welch State Bank: 2525 North Main; and 2227 East Steve Owens Boulevard; and o City National Bank: 2415 N. Main St. (new) • Security Bank & Trust, who has taken payments for five (5) years, has opted out as of June 30, 2021. Other banks staff recently contacted since receiving Security Bank’s notice, in addition to City National Bank, are IBC Bank and Arvest Bank. • Contracting with the 3 banks provides our customers with: o four (4) drive-through payment locations; o one (1) location inside of Wal-Mart; o the ability to make payments after City business hours and on Saturdays; and o the ability to use credit and debit cards to make payments without additional fees. STAFF RECOMMENDATION: Staff recommends approving the contracts as presented to accept utility payments on behalf of the MSUA. PRESENTER(S): Jill Fitzgibbon