Central Oklahoma Master Conservancy District

MINUTES OF THE REGULAR BOARD MEETING CENTRAL OKLAHOMA MASTER CONSERVANCY DISTRICT Thursday, August 7, 2025 6:30 P.M. Location: 12500 Alameda Dr. Norman, OK 73026 A. Call to Order President Amanda Nairn called the meeting to Order at 6:30 pm. Roll Call Board Members Present: Amanda Nairn Dave Ballew Edgar O’Rear Espaniola Bowen Steve Carano Bryan Hapke Board Members Absent: Michael Dean Staff Present: Kyle Arthur, General Manager Kelley Metcalf, Office Manager Tim Carr, Operations & Maintenance Supervisor Others Present: Dean Couch Anna Hoag, Bureau of Reclamation (BOR) Andy Bruehl, Norman Carrie Evenson, Midwest City Virtual None B. Statement of Compliance with Open Meeting Act Kelley Metcalf, Office Manager, stated the notice of the monthly board meeting had been posted in compliance with the Open Meeting Act. Page 1 of 8 C. Administrative 1. Public Comment None 2. Lake Yield Model Ms. Nairn introduced Anna Hoag from the Bureau of Reclamation (BOR). A handout “Evaluation of Risk Exposure and Drought Response Thresholds to Improve Water Supply Reliability” was provided. Mr. Arthur gave a brief background of the project. He stated in September 2021 the Board was given a presentation entitled “Initial Yield Modeling Results and Next Steps” which, in addition to a revised firm yield calculation, discussed plans to apply for a grant to fund the development of an enhanced yield model (Enhanced Drought Response and Reservoir Operations—EDRRO). This model would include a much more comprehensive evaluation of drought risk exposure (by reconstructing paleo droughts), the development of reliable triggers for predicting when droughts are being entered and exited, as well as curtailment actions that would stretch supplies and prevent the reservoir from “going dry”. This model will be dynamic and will be used in real time during droughts to provide for more informed management of water supplies. Since 2021, the WaterSmart Grant was successfully obtained, and the EDRRO Model was developed. During the process, a stakeholder advisory group comprised of Reclamation staff, District staff, Board members and the city representatives provided input and feedback. The presentation by Kyle and Anna discussed the methodology and assumptions used to develop the model, the paleo droughts used for scenario planning, draft lake elevation triggers and associated curtailment, and next steps. Please see attached presentation for more details. Mr. Arthur stated that the next steps will be to draft a written conversation plan for the District, agreed to by the cities and ratified by the Board, based upon the results of the project. Ms. Nairn and the Board thanked Ms. Hoag for her presentation. 3. Treasurer Report- May 2025 Mr. Ballew said he reviewed the financial statements and found them in good order. Mr. Ballew reminded the board that insurance (5301) is an annual expense. Mr. Arthur stated that, as per the Board’s direction, $220,000 of surplus money from FYE 2025 was used Page 2 of 8 to purchase a corporate bond in the District’s LPL investment portfolio. This bond is for 5 years, 5% yield, callable in 12 months. Mr. O’Rear asked about income account 4937 (insurance claim). Mr. Arthur stated $19,067.68 was funds on the claim for the boat house wind damage event. Mr. O’Rear noticed expense account 5019 (severance) that same amount appeared. Mr. Arthur stated he would check with the accountants and request a correction, if needed. Ms. Nairn asked if there were any questions or comments, and hearing none, she proceeded to the action portion of the meeting. D. Action: Pursuant to 82 OKLA. STATUTES, SECTION 541 (D) (10), the Board of Directors shall perform official actions by Resolution and all official actions including final passage and enactment of all Resolutions must be present at a regular or special meeting. The following items may be discussed, considered, and approved, disapproved, amended, tabled or other action taken: 4. Minutes of the regular board meeting held on Thursday, June 5, 2025, and corresponding Resolution Ms. Nairn asked if there were any questions, comments, or edits. Hearing none she entertained a motion. Bryan Hapke made a motion seconded by Espaniola Bowen to approve the minutes and corresponding Resolution. Roll call vote: Amanda Nairn Yes Dave Ballew Yes Edgar O’Rear Yes Espaniola Bowen Yes Steve Carano Yes Bryan Hapke Yes Motion Passed 5. Water Service Contract No. 259E640058 for Delivery of Temporary Water, Norman Project, Oklahoma between Central Oklahoma Master Conservancy District and the United States, and corresponding Resolution Please see document titled “Water Service Contract (Contract No. 259E640058) for Delivery of Temporary Water between the United States and the Central Oklahoma Master Conservancy District” in the packet. Ms. Nairn expressed if items # 5-8 are approved by the Board, the contracts will be presented for Page 3 of 8 consideration at the Member Cities’ future council meetings. Ms. Nairn stated the Member Cities’ legal counsels have reviewed the contracts. Mr. Arthur explained the current Contract (Contract No. 219E640007) between the District and United States is set to expire on September 30, 2025. If approved Contract No. 259E640058 shall become effective October 1, 2025 and end September 30, 2030. Mr. Arthur shared that the Contract language remained the same regarding payment for the use of temporary water being based upon the amount of temporary water a city uses above its regular water supply allocation. Mr. Arthur stated there were some minor changes made to the Contract (259E640058), otherwise it is substantially the same as the current contract. He said the most notable change was that the cost per acre-ft for each year during the term of the new contract has been predetermined and is based upon a 2.84% annual increase. The cost schedule can be found in Exhibit A. The current contract did not have a predetermined cost per year but, rather, calculated the cost each year based upon the last 5 years rolling average Consumer Price Index change. Ms. Nairn asked if there were any questions, hearing none she entertained a motion. Dave Ballew made a motion seconded by Edgar O’Rear to approve Contract No. 259E640058 for Delivery of Temporary Water, and corresponding Resolution. Roll call vote: Amanda Nairn Yes Dave Ballew Yes Edgar O’Rear Yes Espaniola Bowen Yes Steve Carano Yes Bryan Hapke Yes Motion Passed 6. Contract between Central Oklahoma Master Conservancy District and City of Norman, Oklahoma and the Norman Utilities Authority for Temporary Water Supply, and corresponding Resolution Please see document titled “Contract by and among the Central Oklahoma Master Conservancy District the City of Norman Oklahoma and the Norman Utilities Authority for a City of Norman Temporary Water Supply” in the packet. Mr. Arthur stated the individual cities contracts are companions of the Contract just approved. They all read the same. He further stated that they are substantially the same as the previous contracts. The most notable change was language added regarding the new term permit and the fact that the surcharge applied by the District did not cover power costs. Page 4 of 8 Mr. O’Rear noted that the contract between COMCD and the City of Norman did not include effective dates. Mr. Couch advised that Exhibit 1 (the federal contract) is attached to each city contract) and serves to establish effective dates and contract terms by reference. Bryan Hapke made a motion seconded by Steve Carano to approve the Contract and corresponding Resolution. Roll call vote: Amanda Nairn Yes Dave Ballew Yes Edgar O’Rear Yes Espaniola Bowen Yes Steve Carano Yes Bryan Hapke Yes Motion Passed 7. Contract between Central Oklahoma Master Conservancy District and City of Midwest City, Oklahoma and the Midwest City Municipal Authority for Temporary Water Supply, and corresponding Resolution Please see document titled “Contract by and among the Central Oklahoma Master Conservancy District the City of Midwest City, Oklahoma and the Midwest City Municipal Authority for a City of Midwest City Temporary Water Supply” in the packet. Espaniola Bowen made a motion seconded by Edgar O’Rear to approve the Contract and corresponding Resolution. Roll call vote: Amanda Nairn Yes Dave Ballew Yes Edgar O’Rear Yes Espaniola Bowen Yes Steve Carano Yes Bryan Hapke Yes Motion Passed 8. Contract between Central Oklahoma Master Conservancy District and City of Del City, Oklahoma and the Del City Municipal Services Authority for Temporary Water Supply, and corresponding Resolution Please see document titled “Contract by and among the Central Oklahoma Master Conservancy District the City of Del City, Oklahoma and the Del City Municipal Authority for a City of Del City Temporary Waer Supply” in the packet. Edgar O’Rear made a motion seconded by Espaniola Bowen to approve the Contract and corresponding Resolution. Page 5 of 8 Roll call vote: Amanda Nairn Yes Dave Ballew Yes Edgar O’Rear Yes Espaniola Bowen Yes Steve Carano Yes Bryan Hapke Yes Motion Passed 9. Possible Executive Session For the purpose of confidential communication regarding the employment hiring, appointment, promotion, demotion, review, disciplining or resignation of any individual salaried public officer or employee, in this case the General Manager of the District, pursuant to 25 O.S. § 307 (B) (1) of the Oklahoma Open Meetings Act; Chair designation to staff to attend session and to take minutes Ms. Nairn entertained a motion to go into executive session. Ms. Nairn asked Mr. Couch to be present during the executive session. Dave Ballew made a motion seconded by Bryan Hapke to enter executive session. The motion passed unanimously. Ms. Nairn announced a 5-minute break at 8:05 P.M. Executive session began at 8:10 P.M. Return to regular session at 8:45 P.M. 10. Return to open session and possible action deemed appropriate, if any, arising from discussions held in executive session concerning matters pertaining to employment, hiring, appointment, promotion, demotion, review, disciplining or resignation of the General Manager of the District Ms. Nairn read the Resolution aloud. The paragraphs with the blanks were filled out as follows; IT IS HEREBY RESOLVED that the performance of the General Manager since the most recent performance review, in July 2024, has been very outstanding. IT IS FURTHER RESOLVED that the General Manager’s annual salary should be increased by 5% and a $7,000 bonus for exceptional implementation of projects funded by ARPA. Ms. Nairn entertained a motion. Steve Carano made a motion seconded by Espaniola Bowen to approve the Resolution. Page 6 of 8 Roll call vote: Amanda Nairn Yes Dave Ballew Yes Edgar O’Rear Yes Espaniola Bowen Yes Steve Carano Yes Bryan Hapke Yes Motion Passed E. Discussion 11. Legal Counsel’s Report July 1 Receive request from Kyle Arthur to review new Bureau temporary water use contract and to prepare temporary water use contracts for Cities of Norman, Midwest City and Del City July 15 Send draft temporary water use contracts for Cities of Norman, Midwest City and Del City along with comments about new Bureau temporary water contract July 22 Request from Kyle Arthur about term permit received from Oklahoma Waster Resources Board and conditions stated in cover letter and on face of permit July 28 Respond to Kyle Arthur about term permit conditions and how to respond to Oklahoma Water Resources Board and forms to comply with conditions Aug 5 Prepare and transmit Legal Counsel report to Kelley Metcalf for inclusions in packet for August 7 board of directors meeting Mr. Couch said he was happy to answer any questions. 12. General Manager’s Report Please see document titled “Manager’s Report” in the packet. On Friday, August 1st, the leak on the Norman line, at the main plant, became an urgent manner. Due to a power surge the leak progressed to a larger leak. COMCD staff and skilled welders worked into the night to fix the leak. Mr. Arthur shared some pictures. Mr. Arthur stated he would be happy to answer any questions or concerns. 13. President’s Report None Page 7 of 8 14. New business (any matter not known prior to the meeting, and which could not have been reasonably foreseen prior to the posting of the agenda) None F. Adjourn There being no further business, President Nairn adjourned the meeting at 9:07 P.M. Page 8 of 8