Central Oklahoma Master Conservancy District Board Meeting

MINUTES OF REGULAR BOARD MEETING CENTRAL OKLAHOMA MASTER CONSERVANCY DISTRICT Thursday, May 7, 2020 In accordance with Senate Bill 661, which temporarily modified the Open Meeting Act as approved by Governor Stitt on March 18, 2020, the Central Oklahoma Master Conservancy District hosted a virtual meeting option for the Regular Board Meeting on May 7, 2020 at 6:30 P.M. using the following options: Teleconference dial in number 1-866-899-4679, access code 339-691-037 Videoconference https://global.gotomeeting.com/join/339691037 , access code 339‐691‐037 A. Call to Order by Chairman Roger Frech at 6:30pm. Roll Call: Present: Chairman Roger Frech (videoconference) Treasurer Jann Knotts (videoconference) Secretary Kevin Anders (videoconference) Board Member William Janacek (videoconference) Board Member Amanda Nairn (videoconference) Board Member Casey Hurt (teleconference) Vice Chairman Mark Edwards (teleconference) Absent: None Staff Present: Kyle Arthur, General Manager Kelley Metcalf, Administrative Assistant Tim Carr, Interim Supervisor B. Statement of compliance with Open Meetings Act. Kelley Metcalf, Administrative Assistant, stated the notice of the monthly board meeting had been posted in compliance with the Open Meeting Act. C.1. Status report of the Del City Pipeline Project from Alan Plummer Associate’s, Inc. (Alan Swartz, Oklahoma Area Leader). Alan Swartz reported wage rate interviews were conducted with 3 Matthews Trenching employees in accordance with DWSRF requirements. Line 2 has been completed with the exception of the tie‐in at each end & approximately 165 LF of pipe that needs to be installed in the location of the existing waterline. Line 2 passed the 2‐hour pressure test on April 24th. The shutdown to tie‐in Line 2 is scheduled for May 4th through May 10th. Work is being done to restore the grade along the top of the pipeline & remove the construction entrances & roads across the site. On Line 3 US Pipe is onsite as pipe deliveries come in to repair the zinc & asphaltic coatings as necessary due to rubbing during transport. Matthews Trenching is continuing to stake & began clearing the permanent & temporary construction easements for Line 3. Matthews Trenching completed the bore under the runway landing lights & the bore at the creek at Station 145+50. Matthews Trenching has installed approximately 1300 LF of 24” waterline from the butterfly valve at Station 100+45 to past Station 113+00. Matthews Trenching is currently installing the waterline in the casing under the creek at Station 145+50 & is working on beginning the installation of the blow off valve & the 11.25‐degree fittings. C.2. Presentation by Jet Stine of OWRB regarding 2019 water quality monitoring. Jet Stine from OWRB presented the Board with a PowerPoint presentation followed by Q&A. Ms. Stine stated the report will be available very soon. Ms. Stine also spoke about the SDOX. BlueInGreen is going to meet Friday, May 15, 2020 at the site of the SDOX to confirm that it is operating as intended. Chris Milligan, from BlueInGreen, stated in the first couple of years, of installing the SDOX, reports indicated water quality improvements. The Board was reminded this was a pilot project and it has been 10 years since inception. It was discussed to analyze the pros and cons about keeping the SDOX in place. D.3. Consideration of minutes of the Special Meeting held on February 27, 2020 and the Regular Board Meeting held on Thursday, March 5, 2020. The President entertained to separate the two dates and vote one at a time. Kevin Anders made a motion to approve the Feb. 27, 2020 Special Meeting minutes seconded by Casey Hurt. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. Consideration of minutes of the regular board meeting held on Thursday, March 5, 2020. William Janacek made a motion to approve the minutes as presented seconded by Amanda Nairn. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. The President entertained a 5‐ minute break at 8:09 PM. Meeting reconvened at 8:15 PM. The President also called roll. D.4. Consideration of financial statements for operating account for January, February, and March 2020. Jann Knotts explained the Revised Jan. 2020 financials are correct. After much discussion Jann Knotts made a motion seconded by Amanda Nairn to approve the revised Jan. 2020, Feb. 2020, and March 2020 financials. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed.  D.5. Discussion, consideration and possible vote on temporary financial relief options for member cities and corresponding Resolution. Kyle Arthur stated there are many different scenarios to consider. One scenario is to reduce Fiscal Year 2020 fourth quarter assessment to the member cities by 50%. Discussion was held. Jann Knotts made a motion seconded by Kevin Anders to amend the draft Resolution to strike language up to 50% and change to by 50% and omit all other language following in that sentence. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. D.6. Discussion, consideration, and possible vote allowing General Manger to close and/or consolidate certain bank accounts. Jann Knotts made a motion seconded by William Janacek to give Kyle Arthur authority to close two “Legacy” accounts and deposit monies into Bancfirst operating account. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. D.7. Discussion, consideration, and possible vote to approve Study of Internal Nutrient Loading in Lake Thunderbird under the direction of OWRB. Cost $22,000.00. This item was Tabled at the March 5, 2020 Regular Scheduled Meeting. Discussion was held. Casey Hurt made a motion seconded by Kevin Anders to move forward with the caveat that the cost be paid from the operating account and not billed back to the three Cities. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. D.8. Discussion, consideration, and possible vote to approve Lake Thunderbird hydrographic survey performed by OWRB. Cost $44,462.00. This item was Tabled at the March 5, 2020 Regular Scheduled Meeting. Discussion was held. William Janacek requested, Jet Stine, of OWRB, to email the Board the 2001 study. William Janacek made a motion seconded by Mark Edwards to Table this item for 90 days. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. D.9. Discussion, consideration, and possible vote to approve the FY 20‐21 Budget. Discussion was held. Amanda Nairn made a motion seconded by Jann Knotts to approve the budget with one change. The $245,000.00 allocated for Del City Pipeline replacement engineering/inspection be absorbed and the Budget be reduced by that amount. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. 10.D. Consideration of appointment of Kyle Arthur as authorized agent and authorized user for Defined Contribution Retirement Plan. Mark Edwards made a motion seconded by Jann Knotts to appoint Kyle Arthur as authorized agent and authorized user for Defined Benefit Plan. (Not Defined Contribution Retirement Plan) Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. 11.D. Consideration and possible vote to approve Memorandum of Agreement and Resolution regarding extension of performance period for Agreement #18AG640021 to prepare for partial title transfer between  COMCD and Bureau of Reclamation. Discussion was held. William Janacek made a motion seconded by Mark Edwards to Table for 30 days. Roll call vote: Chairman Roger Frech No Treasurer Jann Knotts No Secretary Kevin Anders No Member William Janacek Yes Member Amanda Nairn No Member Casey Hurt No Vice Chairman Mark Edwards Yes Motion Failed. Amanda Nairn made a motion seconded by Jann Knotts to approve Memorandum of Agreement and Resolution as written. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek No Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards No Motion Passed. E.12. General Manager’s Report.  Settling into the new position a) Meet and greet with staff the first week b) Tour of facilities c) Lots of conference calls with contractors, partner, and collaborators  Alan Swartz to get up‐to‐speed on the Del City Pipeline Project  OWRB to meet and greet and discuss items of mutual interest (WQ monitoring, SDOX and new proposals for bathymetric mapping and internal nutrient loading  Call with BlueInGreen company (designers/installers of the SDOX system to discuss site visit scheduled for mid‐May  Visited with our investment advisor, Robert Lockard, with BancFirst regarding Reserve Fund  Connie Guinn with OWRB to discuss newest DWSRF Loan  Charles Wadsack for walk‐through of budget  James Allard with BOR to discuss several items, including an update on title transfer discussion and extension of MOA (on this month’s Board agenda)  Del City Pipeline Project  Project proceeding well Made two field visits to project location  Reviewed and Co-signed Special Use Permit, drafted and issued by BOR, for OEC to bury lines on and around equestrian trail near Clear Bay Area  Two Incidents a) No injuries or lost time b) Bobcat fire-total loss c) Ford F-450 truck got stuck and damaged resulted from pulling free from mud d) Insurance claims filed on both  Re-institution of monthly safety meetings a) Topic this month: tornado safety, radio use, and COVID-19 precautions and procedures  Pre-and post-construction meetings for a driveaway being poured across Norman line near 84th & Robinson held. Driveway completed correctly.  Consulted with City of Norman on temporary water use permit expiration. They indicated they did not wish to seek another permit  Finalized budget for consideration at the May Board meeting. Conveyed preliminary assessments to each city representative.  Floating wetlands path forward discussion a) Options for with/without OU students help due to COVID related research suspension b) Plants currently being grown and cared for by students in the OU Greenhouse c) Desire to construct and collect one last round of data before the end of the year d) Discussing possible (probable) extension of BOR grant to allow for reimbursable expenses through the end of 2020.  SDOX path forward discussion a) Year 10 of operation. Gas delivered and unit started on May 1. b) How do we determine end point for pilot evaluation and determination of efficacy? i. Answer from two perspectives: operationally and WQ monitoring ii. To the former, BlueInGreen will be doing a site visit during mid-May to evaluate operation (OWRB to attend as well) iii. OWRB’s monitoring the past year and next has been expanded to monitor for more specific parameters that would help evaluate efficacy. Will also plan to do the same in this year’s monitoring  Installation of new server to increase storage space  One of the four anchors for the boat house broke and has been repaired  Met with BOR staff (Jeff Tompkins) to discuss fencing needs around several areas, most notably the new bridge on HWY over Little River and the former county staging yard along HWY 9.  Reviewed the Monthly Trend Report and have discussed some modifications with Dennis  Started an office recycling program  Currently evaluating the website and will have some recommendations for future formatting and content  Evaluating new phone system for the District E.13. Legal Counsel Report- Review special agenda & had a test run using GoToMeeting. E.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) Amanda Nairn would like the District to send a formal announcement introducing Kyle Arthur as General Manager. Mark Edwards made a motion seconded by Casey Hurt to adjourn. Roll call vote: Chairman Roger Frech Yes Treasurer Jann Knotts Yes Secretary Kevin Anders Yes Member William Janacek Yes Member Amanda Nairn Yes Member Casey Hurt Yes Vice Chairman Mark Edwards Yes Motion Passed. Regular session ended 10:39 PM