McGee Creek Authority

AGENDA March 14, 2024 11:00 AM The Lake Atoka Reservation Association Meeting will be held immediately following the McGee Creek Authority meeting. Trustees: James D. Couch, Chairman, OCWUT Chairman Bret Weingart, Surrogate Brian Cathey, Vice-Chairman, Mayor of The City of Atoka Coby Sherrill, Surrogate David Holt, Trustee, Mayor of The City of Oklahoma City Jeffrey Bolden, Temporary Surrogate Ethan Settlemire, Trustee, Atoka County Commissioner Jesse Dunlap, Surrogate, Atoka County Commissioner Vacant, Trustee, Southern Oklahoma Development Trust Vacant, Surrogate Chris Browning, General Manager Charity Robertson, Secretary City Council Chambers, Third Floor 200 North Walker Avenue, Oklahoma City, Oklahoma McGee Creek Authority Page 1 of 5 March 14, 2024  McGEE CREEK AUTHORITY MEETING INFORMATION The McGee Creek Authority (Trust) typically meets twice a year. The first meeting is usually held in spring in Council Chamber at City Hall, 200 North Walker Avenue, Oklahoma City, Oklahoma. The second meeting is usually held in fall in Atoka County. Notices of or changes to meeting dates and locations are posted prior to the meeting. It is the policy of the Trust to ensure communication with participants and members of the public with disabilities are as effective as communications with others. Anyone with a disability who requires accommodations, modifications of policies or procedures or auxiliary aid or services to participate in this meeting should call (405) 297-2422 at least 48 hours in advance (excluding weekends or holidays). The staff will give primary consideration to the choice of auxiliary aid or service requested by the individual with disability. If you need an alternate format of the agenda or any information provided at this meeting, please call (405) 297-2422 at least 48 hours before the meeting. Addressing the Trust Citizens may address the Board on certain items by signing up to speak and providing the agenda item number and reason for appearing, but all comments must be relevant to the item. The Chairman or presiding officer may in his or her discretion prohibit a person from addressing the Board or have any person removed from the building if that person commits any behavior which disturbs, interferes, or disrupts the meeting including without limitation any of the following: speaking without being recognized by the Chairman or presiding officer; continuing to speak after notice that the speaker’s allotted time has expired; presenting comments or material not relevant to the item under discussion; failing to comply with the lawful instructions of the Chairman or presiding officer; engaging in other conduct, activity, or speech that disturbs, interferes, or disrupts with the effective or timely conduct of the meeting, or is otherwise violent, threatening, abusive, obscene, or jeopardizing the safety of self or others. A person may also be subject to removal from the building for violation of Okla. Stat. Tit. 21, Sec. 280 – Willfully Disturbing, Interfering With or Disrupting State Business, Agency Operations or Employees. Citizens may address the Trust on individual concerns at the end of the agenda under “Citizens to be Heard.” Comments must concern Trust services or policies. Please fill out a “Request to be Heard” form located outside the Chambers. Please return this form to the Trust Secretary before the meeting begins. PLEASE LIMIT YOUR COMMENTS TO 3 MINUTES. Continuing to speak beyond the time allowed by the Chairman or presiding officer shall constitute grounds for removal from the Council Chambers. Trust Actions The Trust may take any of several actions including but not limited to adopt, approve, ratify, deny, defer, recommend, amend, strike, or continue any item. The Trust is not limited by staff recommendations as to the actions it may take. If more information is needed, the Trust may refer matters to the General Manager or to Legal Counsel, or submit them to committees, boards, commissions, or independent consultants for additional study. Trust may authorize the General Manager or Legal Counsel to take certain actions. Items may be stricken from the agenda, or no action may be taken. Consent Docket Consent Docket items are usually approved as a group with the proper motion from a Trustee. Consent docket items usually involve routine actions or standard contracts. Trustees, staff, or citizens may request discussion or separate consideration of any Consent Docket item. A separate vote may be taken upon the motion of a Trustee. To confirm meeting dates or for more information about the Trust, call (405) 297-2422. McGee Creek Authority Page 2 of 5 March 14, 2024  AGENDA McGee Creek Authority March 14, 2024 I. Call to Order A. Resolution of appreciation for Bret Weingart, Assistant Utilities Director. II. Approval of Minutes A. Approve the minutes of the September 14, 2023 meeting. III. Consent Docket A. Ratify and approve the Contract for Professional Engineer Services with Smith Roberts Baldischwiler, LLC, Project WMC0TE, independent engineer to serve the McGee Creek Authority, annual fee not to exceed $650,000, January 1, 2024 through December 31, 2026. B. Resolution correcting a scrivener’s error on the audit contract title with Allen, Gibbs & Houlik, L.C., audit services for Fiscal Year 2023, AC-23-0004-MA, not to exceed $25,159. C. Approve Amendment No. 2 and Restated Audit Contract with Allen, Gibbs & Houlik, L.C., audit services for Fiscal Year 2024, AC-24-0002-MA, not to exceed $26,165. D. Resolution ratifying the actions of the Chairman in approving Amendment No. 2 and Change Order No. 2 with Ellsworth Construction, LLC, Project WMC-035- 1, Facility Road Improvements, McGee Creek Reservoir, Farris, Oklahoma, increase of $34,681.63; and accepting the project and placing the maintenance bond into effect. E. Resolution ratifying the actions of the Chairman in approving Amendment No. 1 and Change Order No. 1 with Nash Construction Company, Inc., Projects WMC-036 and WMC-039, Bureau of Reclamation Inspection and Regulating Tank Improvements, McGee Creek Reservoir, Farris, Oklahoma, increase of $51,750. F. Resolution ratifying the actions of the General Manager in approving plans and specifications to be advertised for bids, ratifying and approving Addendum No. 1, and rejecting the single bid from Downey Contracting, LLC, Project WMC-037, MCA Headquarters Building Replacement, McGee Creek Reservoir, Farris, Oklahoma. McGee Creek Authority Page 3 of 5 March 14, 2024  G. Resolution ratifying the actions of the General Manager in approving plans and specifications to be advertised for bids, Project WMC-037-R, MCA Headquarters Building Replacement, McGee Creek Reservoir, Farris, Oklahoma. H. Resolution ratifying the actions of the General Manager in approving plans and specifications to be advertised for bids, Project WMC-037-1, MCA Residence Replacement, McGee Creek Reservoir, Farris, Oklahoma. I. Resolution ratifying the actions of the General Manager in approving plans and specifications to be advertised for bids, approving Addendum No. 1, extending time to award contract, and ratifying the actions of the Chairman in awarding contract to Wynn Construction Company, Inc., Project WMC-040-Revised, McGee Creek Pipeline Cathodic Protection Improvements, McGee Creek Reservoir, Farris, Oklahoma, $841,460; and approving contract and bonds. J. Selection of AmeriState Bank and Bank of Oklahoma as McGee Creek Authority depositories for Fiscal Year 2025. K. Ratification of McGee Creek Authority payments for August 2, 2023 through February 13, 2024. IV. Items for Individual Consideration A. Receive Annual Financial Report and Communications Related to the Audit for the McGee Creek Authority for fiscal year ended June 30, 2023. B. 1. Presentation on the McGee Creek Authority Fiscal Year 2025 budget; AND 2. Resolution adopting the McGee Creek Authority Fiscal Year 2025 budget, capital improvement projects, and pay plan; and directing the General Manager to implement and administer the budget and capital improvement projects, including but not limited to development of plans, specifications, bid solicitations, bid evaluations, contract negotiations, and award recommendations in accordance with the McGee Creek Authority Purchasing Policy and Procedures; and delegating to the Chairman the authority to award and execute contracts as needed, which comply with applicable law and do not exceed the funds available in the McGee Creek Authority Fiscal Year 2025 budget, pursuant hereto for ratification by the Trustees. C. Fiscal Year 2025 Loan Agreement with the Oklahoma City Water Utilities Trust, AC-24-0001-LA, estimated cost $3,280,000. D. Resolution directing the General Manager to request Participants make an election regarding annual aliquot costs for Fiscal Year 2025 in accordance with the McGee Creek Amended Trust Indenture. McGee Creek Authority Page 4 of 5 March 14, 2024  E. Resolution appropriating McGee Creek Authority funds, as such become available, for the Fiscal Year 2025 equipment replacement; authorizing the General Manager, or designee, to purchase such equipment items from state and other intergovernmental cooperative purchasing contracts bid and awarded in a manner consistent with the practices of the Trust and/or state law, and directing the General Manager, or designee, to prepare bid specifications or requests for proposals for remaining equipment, formally advertise, and present derived proposed contracts to the Trust for consideration of award; and authorizing the General Manager, or designee, to declare Fiscal Year 2025 surplus items that are sold for more than $25,000 as surplus to the needs of the McGee Creek Authority, estimated cost $254,000. F. Resolution authorizing the General Manager to update McGee Creek Authority Personnel Policies. V. Items from Trustees VI. General Manager Reports A. Water Use Report for Calendar Year 2023. B. Operations and Lake Levels and Pumpage Report. C. Presentation – Project Updates. VII. Citizens to be Heard VIII. Adjournment McGee Creek Authority Page 5 of 5 March 14, 2024