Municipal Authority

MINUTES Sand Springs Municipal Authority Regular Meeting May 20, 2013 Room #211 Following City Council Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Mike Burdge (1-0) Vice Chairman Harold G. Neal (1-0) Trustee Jesse Honn (1-0) Trustee Michael L. Phillips (1-0) Trustee Brian Jackson (1-0) Trustee James Rankin (1-0) ALSO PRESENT: City Manager Rocky D. Rogers Authority Attorney David Weatherford Recording Secretary Colette L. Boyce ABSENT: Trustee Dean Nichols (0-0) The Sand Springs Municipal Authority met in regular session on May 20, 2013 in Room #211 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk's office and posted at 10:30 a.m., on May 16, 2013 on the bulletin board located in the first floor lobby of the Sand Springs Municipal Building, 100 East Broadway, Sand Springs, Oklahoma 74063. 1. Call to Order Chairman Burdge called the meeting to order at the noted time of 7:51 p.m. 2. Roll Call Chairman Burdge called for an individual roll call with members replying in the following manner: Trustee Nichols, no answer; Trustee Honn, here; Trustee Phillips, here; Vice Chairman Neal, here; Chairman Burdge, here; Trustee Jackson, here; Trustee Rankin, here. It was noted that Trustee Nichols was absent for said meeting.  MUNICIPAL AUTHORITY MINUTES MAY 20, 2013 PAGE 2 3. Consent Agenda Chairman Burdge informed Trustees that all matters listed under Consent Agenda to be considered by Trustees are to be routine and will be enacted by one motion. Chairman Burdge noted that questions or clarification on any Consent Agenda item could be addressed prior to taking action. Chairman Burdge requested if Trustees had questions or needed clarification on any Consent Agenda item. There being none, Chairman Burdge noted any Trustee may remove an item from the Consent Agenda by request. Chairman Burdge requested if Trustees had items to be removed from the Consent Agenda. There being none, Chairman Burdge called for a motion regarding Consent Agenda Items 3A through 3H. A motion was made by Vice Chairman Neal and seconded by Trustee Honn to approve the Consent Agenda Items 3A through 3H, as follows: A) The minutes of the April 22, 2013 regular Municipal Authority meeting. B) The monthly Transfers of Funds. C) Supplemental Appropriation within the MA Water Utility Fund for an increase to the Other Financing Sources - Loan Proceeds line item in the amount of $24,000,000.00, increase to the Expenditures - Debt Services Interest Expense line item in the amount of $651,979.00 and an increase to the Transfers to Other Funds - Capital Improvement Water and Wastewater Fund line item in the amount of $24,000,000.00; and within the Capital Improvement Water and Wastewater Fund for a decrease to the Other Financing Sources - Loan Proceeds line item in the amount of $24,000,000.00 and an increase to the Transfers from Other Funds - MA Water Utility Fund line item in the amount of $24,000,000.00. D) An Agreement with Crawford & Associates, P.C. for accounting and consulting services. E) An Agreement with Arledge & Associates, P.C. for financial statement audit services. F) A Change Order No. 5 (Final Reconciliation) to the Agreement with Itron, Inc. for a net decrease in the amount of $277,422.27 and an addition of 95.5 calendar days to the contract time for the Water Meter Change-Out and Conversion to Fixed-Base Automatic Meter Reading project- Bid No. 975. G) The Water Meter Change-Out and conversion to Fixed-Base Automatic Meter Reading project- Bid No. 975, as constructed by Itron, Inc. and authorization for the Chairman to execute such forms as may be required by the Oklahoma Drinking Water State Revolving Fund to close-out said project  MUNICIPAL AUTHORITY MINUTES MAY 20, 2013 PAGE 3 H) The Oklahoma Municipal Assurance Group Workers' Compensation Plan for employees for FY14, contingent upon the approval of the proposed FY2014 Budget. Chairman Burdge called for the vote recorded as follows: Trustee Rankin, aye; Trustee Jackson, aye; Chairman Burdge, aye; Vice Chairman Neal, aye; Trustee Phillips, aye; Trustee Honn aye The motion carried 6-0-0. 4. Board Appointments A) Sand Springs/Sapulpa Joint Board 1. Chairman Burdge informed Trustees that he may consider the appointment of an alternate representative to serve on the Sand Springs/Sapulpa Joint Board for an unexpired term to May 2014. A motion was made by Chairman Burdge and seconded by Trustee Phillips that City Manager Rocky D. Rogers be appointed as an alternate representative to serve on the Sand Springs/Sapulpa Joint Board for an unexpired term to May 2014. Chairman Burdge called for the vote recorded as follows: Trustee Honn, aye; Trustee Phillips, aye; Vice Chairman Neal, aye; Chairman Burdge, aye; Trustee Jackson, aye; Trustee Rankin, aye. The motion carried 6-0-0. 2. Chairman Burdge informed Trustees that Vice Chairman Neal may consider the appointment of an alternate representative to serve on the Sand Springs/Sapulpa Joint Board for an unexpired term to May 2014. A motion was made by Vice Chairman Neal and seconded by Trustee Rankin that Public Works Director Derek Campbell be appointed as an alternate representative to serve on the Sand Springs/Sapulpa Joint Board for an unexpired term to May 2014. Chairman Burdge called for the vote recorded as follows: Trustee Rankin, aye; Trustee Jackson, aye; Chairman Burdge, aye; Vice Chairman Neal, aye; Trustee Phillips, aye; Trustee Honn, aye The motion carried 6-0-0.  MUNICIPAL AUTHORITY MINUTES MAY 20, 2013 PAGE 4 5. Skiatook Raw Water Conveyance System (SRWCS) - Agreement Derek Campbell, Public Works Director, requested Council's approval of the Agreement for Engineering Services with Tetra Tech for operation and maintenance of the Skiatook Raw Water conveyance System for FY2014 in the amount of $285,257.00, with the Sand Springs Municipal Authority's share $171,154.20, contingent upon the approval of the proposed FY2014 Budget. A motion was made by Trustee Rankin and seconded by Trustee Jackson that the Agreement for Engineering Services with Tetra Tech for operation and maintenance of the Skiatook Raw Water conveyance System for FY2014 in the amount of $285,257.00, with the Sand Springs Municipal Authority's share $171,154.20, contingent upon the approval of the proposed FY2014 Budget, as presented, be approved. Chairman Burdge called for the vote recorded as follows: Trustee Honn, aye; Trustee Phillips, aye; Vice Chairman Neal, aye; Chairman Burdge, aye; Trustee Jackson, aye; Trustee Rankin, aye. The motion carried 6-0-0. 6. Resolution No. M13-03 - Master Fee Schedule Chairman Burdge informed Trustees of the requested approval of Resolution No. M13-03 implementing the FY2014 Master Fee Schedule for fees, fines and rates charged by the Sand Springs Municipal Authority. A motion was made by vice Chairman Neal and seconded by Trustee Honn that Resolution No. M13-03 implementing the FY2014 Master Fee Schedule for fees, fines and rates charged by the Sand Springs Municipal Authority, as presented, be approved. Chairman Burdge called for the vote recorded as follows: Trustee Rankin, aye; Trustee Jackson, aye; Chairman Burdge, aye; Vice Chairman Neal, aye; Trustee Phillips, aye; Trustee Honn, aye The motion carried 6-0-0. 7. Resolution No. M13-04- Fiscal Year 2014 Budget Chairman Burdge informed Trustees of the requested approval of Resolution No. M13-04, a resolution of the Sand Springs Municipal Authority adopting the budget for Fiscal Year 2014. A motion was made by Trustee Rankin and seconded by Trustee Jackson that the requested approval of Resolution No. M13-04, a resolution of the Sand Springs Municipal Authority adopting the budget for Fiscal Year 2014, as presented, be approved.  MUNICIPAL AUTHORITY MINUTES MAY 20, 2013 PAGE 5 Chairman Burdge called for the vote recorded as follows: Trustee Honn, aye; Trustee Phillips, aye; Vice Chairman Neal, aye; Chairman Burdge, aye; Trustee Jackson, aye; Trustee Rankin, aye. The motion carried 6-0-0. 8. Financial Reports The regular monthly Financial Reports for all funds are provided to Trustees for their review and information. 9. Correspondence The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 10. City Manager's and Trustees' Report There were no City Manager or Trustee reports. 11. Adjournment The meeting adjourned at the noted time of 7: Janice LTAIry, Secretary  M9 AFFIDAVIT OF CITY CLERK FOR BILLS AND SALARIES STATEMENT I, the undersigned, am the duly appointed and acting Clerk, in and for the City of Sand Springs, Oklahoma, and upon oath do depose and say that each purchase order listed in the attached statement for bills and salaries was itemized in detail, verified and filed for allowance with the amount shown thereon pursuant to the Statutes of the State of Oklahoma and requirements of the Charter and Ordinances of the City of Sand Springs, Oklahoma: that each purchase order has indicated thereon that all items have been delivered and/or the services have been rendered and that each purchase and contract was made pursuant to all applicable law and the Charter and Ordinances of the City of Sand Springs, Oklahoma, so help me God. Subscribed and sworn to before me this day of * /T - l-^. Notary Public My Commission Expires YT  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS 710 MASTORMWATERFUND STORM WATER 003732 BANK OF AMERICA WAL-MART #0838 31.90 130062 INCOG ADMIN FEES STRMWTR PRMT P 3,111.04 STORM WATER MAINTENANCE TOTAL 3,142,94 GRAND TOTAL FOR FUND $3,142.94 720 MA WATER UTILITY FUND 003698 BANK OF AMERICA BRENNTAG SOUTHWEST 904.72 003703 BANK OF AMERICA BRENNTAG SOUTHWEST 902.22 003860 BANK OF AMERICA BRENNTAG SOUTHWEST 902.22 003861 BANK OF AMERICA BRENNTAG SOUTHWEST 2,717.90 003864 BANK OF AMERICA BRENNTAG SOUTHWEST 1,667.22 003686 TOTALFUNDS BY HASLER POSTAGE 251.40 PR0419 TULSA AREA UNITED WAY INC PAYROLL SUMMARY 44.62 P15210 WATER PRODUCTS OF OKLA INC RESETTERS 2,199.80 TOTAL 9,590.10 PUBLIC WORKS 003712 BANK OF AMERICA OFFICE DEPOT #2391 40.47 003898 BANK OF AMERICA KENTUCKY FRIED CHICKEN 43.49 130032 CENTER FOR EMPLOYMENT OPPORTUNITIES CEO LABOR PROGRAM 1,312.42 003666 COX COMMUNICATIONS CENTRAL II INC UTILITY BILL 625.68 131308 PAPA PAT'S PORTABLE PARTIES PWAC LUNCHEON 120.00 130999 TULSA COUNTY PRINT SHOP FLD PLN INFO SHEET 266.85 PUBLIC WORKS ADMINISTRATION TOTAL 2,408.91 Page 1  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS WATER 130086 PORTAJOHN CO INC PRTAPTTYRNTLAKE 75.00 WATER LAKE CARETAKER TOTAL 75.00 130150 TETRATECH !NC ENGINEERING SERV 22,966.05 WATER SKIATOOK WATER SYSTEM TOTAL 22,966.05 130006 ADVANCE CHEMICAL SOLUTIONS INC CAUSTIC 3,701.88 130047 DEPT OF ENVIRONMENTAL QUALITY QRTLY WATER ANALYSIS 75.51 130047 DEPT OF ENVIRONMENTAL QUALITY QRTLY WATER ANALYSIS 78.39 130076 MORROW GILL LUMBER CO BOLTS 4.35 130076 MORROW GILL LUMBER CO COUPLINGS,CEMENT.PIPE 10.97 130076 MORROW GILL LUMBER CO BULB 10.99 003678 OKLAHOMA NATURAL GAS UTILITY BILL 260.37 130087 PREFERRED BUSINESS SYSTEMS LLC MNTHLY MAINT 33.08 WATER TREATMENT TOTAL 4,175.54 003659 AT&T UTILITY BILL 102.67 003682 CITYOFTULSA UTILITY BILL 671.48 003667 COX COMMUNICATIONS CENTRAL II INC UTILITY BILL 269.41 003681 INDIAN ELECTRIC COOP INC UTILITY BILL 1,188.80 130065 LAMPTON WELDING SUPPLY CYLINDER RENTALS 43.09 130076 MORROW GILL LUMBER CO CORD, ADAPTER.ORGANIZER 1.78 130076 MORROW GILL LUMBER CO SOLDER, SOLDERING TIP 18.28 130076 MORROW GILL LUMBER CO POSTS 32.36 130076 MORROW GILL LUMBER CO POSTS -11.60 130076 MORROW GILL LUMBER CO LATCH 6.74 130076 MORROW GILL LUMBER CO CEMENT 10.04 130076 MORROW GILL LUMBER CO CORD, ADAPTER,ORGANIZER 25.29 130076 MORROW GILL LUMBER CO FASTENER PRODUCTS 4.90 130083 O'REILLY AUTO PARTS - S.S. WIPER BLADE, BRK CNTRLR" 139.96 003677 OKLAHOMA NATURAL GAS UTILITY BILL 27.55 131350 TAYLOR, KEITH PROP DMGESTTLMNT#21330 149.67 003683 VERDIGRIS VALLEY ELECT CO-OP UTILITY BILL 56.46 130803 WATER PRODUCTS OF OKLA INC POLY TUBING, REDUCER 825,45 Page 2  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS 130810 WATER PRODUCTS OF OKLA INC MTRBOX 1,504.90 WATER WATER MAINT & OPERATIONS TOTAL 5,067.23 ENGINEERING 003899 BANK OF AMERICA LOWES. #02756 29.43 ENGINEERING ADMINISTRATION TOTAL 29.43 SERVICE 003658 AT&T LONG DISTANCE UTILITY BILL 0.34 130069 MAILFINANCE INC MAIL MACHINE LEASE 450.00 130112 SUNGARD PUBLIC SECTOR INC NAVILINE ACCESS 2,811.67 130117 TPSI UTILITY BILL CUTOFFS 1,902.23 130117 TPSI UTILITY BILL CUTOFFS 184.11 130118 TRANSWORLD SYSTEMS INC UTILITY BILL COLLECTIONS 302.66 131051 TULSA COUNTY PRINT SHOP CTY SCAPE NWSLTTR 423.76 003684 VERDIGRIS VALLEY ELECT CO-OP UTILITY BILL 54.76 SERVICE CUSTOMER SERVICE TOTAL 6,129.53 GRAND TOTAL FOR FUND $50,441.79 730 M A WW UTILITY FUND 003700 BANK OF AMERICA SMITHY ENVIRONMENTAL 1,037.58 003701 BANK OF AMERICA BRENNTAG SOUTHWEST 775.75 003702 BANK OF AMERICA SMITHY ENVIRONMENTAL 1,032.96 003704 BANK OF AMERICA SMITHY ENVIRONMENTAL 498.60 003863 BANK OF AMERICA SMITHY ENVIRONMENTAL 489.76 003866 BANK OF AMERICA SMITHY ENVIRONMENTAL 499.77 PageS  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS PR0419 ROBINSON & HOOVER PAYROLL SUMMARY 100.00 PR0419 TULSA AREA UNITED WAY INC PAYROLL SUMMARY 5.31 PR0419 WORKS & LENTZ, INC PAYROLL SUMMARY 260.98 TOTAL 4,700.71 WASTEWATER 131112 ACCURATE ENVIRONMENTAL LLC PH TESTER OXYGEN PROBE 1,241.27 WASTEWATER E VI RON MENTAL COMPLIANCE TOTAL 1,241.27 003660 A T & T UTILITY BILL 46.10 003706 BANK OF AMERICA PEAK UPTIME 98.11 003668 COX COMMUNICATIONS CENTRAL INC UTILITY BILL 247.54 131405 FLORER, DALLAS CONST IND BRD LCNS REN 75.00 130065 LAMPTON WELDING SUPPLY CYLINDER RENTALS 64.52 003679 OKLAHOMA NATURAL GAS UTILITY BILL 48.21 131264 PEAK UPTIME SHORE PHONE 743.77 WASTEWATER MAINTENANCE & OPERATIONS TOTAL 1,323.25 131047 ACCURATE ENVIRONMENTAL LLC CLASS DWTRTRAINING 630.00 003733 BANK OF AMERICA S & S METALS INC 44.00 131128 FENTRESSOILCO GEAR OIL 279.80 130076 MORROW GILL LUMBER CO VALVE 13.49 003680 OKLAHOMA NATURAL GAS UTILITY BILL 229.19 WASTEWATER TREATMENT TOTAL 1,196.48 GRAND TOTAL FOR FUND ,461.71 740 M A SW UTILITY FUND 003780 AMERICAN HERITAGE BANK REFUSE TRUCK PAYMENT 4,916.03 Page 4  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS TOTAL 4,916.03 SOLID WASTE 131408 CINTAS CORPORATION 063 UNIFORMS SW 1,316.52 130065 LAMPTON WELDING SUPPLY CYLINDER RENTALS 54.03 130083 O'REILLY AUTO PARTS - S.S. ABSORBENT 11.58 130100 SCHAEFERTIRE INC MNT & DSMNT U#301 80.00 SOLID WASTE COMMERCIAL TOTAL 1,462.13 131408 CINTAS CORPORATION 063 UNIFORMS SW 2,202.00 131031 FENTRESSOILCO HYD OIL 1,404.00 130100 SCHAEFER TIRE INC MNT & DSMNT U#306 80.00 130100 SCHAEFER TIRE INC MNT & DSMNT U#307 230.00 130100 SCHAEFER TIRE INC MNT & DSMNT U#306 130.00 130100 SCHAEFER TIRE INC FLT RPR U#307 80.00 SOLID WASTE RESIDENTIAL TOTAL 4,126.00 NON DEPARTMENTAL 003781 AMERICAN HERITAGE BANK REFUSE TRUCK PAYMENT 113.79 NON DEPARTMENTAL OTHER TOTAL 113.79 GRAND TOTAL FOR FUND $10,617.95 760 M A AIRPORT FUND 003865 BANK OF AMERICA SPORTY'S CAT 8005484645 261.54 003868 BANK OF AMERICA SPORTY'S CAT 8005484645 6.36 PR0419 TULSA AREA UNITED WAY INC PAYROLL SUMMARY 14.50 Page 5  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS TOTAL 282.40 AIRPORT 003669 COX COMMUNICATIONS CENTRAL !! INC UTILITY BILL 275.01 131385 LAFEVERS FURNITURE ASHLEY FURNITURE 600.00 131091 VAISALA, INC AVIMETDSPLAY 900.00 131018 WALMART COMMUNITY BRC RACKS 119.76 AIRPORT OPERATIONS TOTAL 1,894.77 GRAND TOTAL FOR FUND $2,177.17 780 MA GOLF COURSE FUND 003782 YAMAHA MOTOR CORP USA GOLF CART PAYMENT 2,977.87 TOTAL 2,977.87 GOLF COURSE 130019 ATWOODS-SAND SPRINGS TOOLS & SUPPLIES 7.36 130019 ATWOODS-SAND SPRINGS TOOLS & SUPPLIES 2.99 130019 ATWOODS-SAND SPRINGS TOOLS & SUPPLIES 229.09 130019 ATWOODS-SAND SPRINGS TOOLS & SUPPLIES 8.99 130019 ATWOODS-SAND SPRINGS TOOLS & SUPPLIES 40.98 003671 COX COMMUNICATIONS CENTRAL II INC UTILITY BILL 134.98 130065 LAMPTON WELDING SUPPLY CYLINDER RENTALS 21.63 130086 PORTAJOHNCOINC PRTAPTTYRNTGOLF 75.00 130174 STANLEY CONVERG SECURITY SOLUTIONS MONITORING FEE GOLF 82.97 130174 STANLEY CONVERG SECURITY SOLUTIONS MONIT&MAINTFEES 82.97 Page 6  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS GOLF COURSE MAINTENANCE TOTAL 686.96 003710 BANK OF AMERICA PEAK UPTIME 1,197.30 003869 BANK OF AMERICA PEAK UPTIME -750.00 003670 COX COMMUNICATIONS CENTRAL II INC UTILITY BILL 134.99 131255 FORE! RESERVATIONS INC BLCK BX SRVR 2,000.00 130174 STANLEY CONVERG SECURITY SOLUTIONS MONITORING FEE GOLF 82.97 130174 STANLEY CONVERG SECURITY SOLUTIONS MONIT&MAINTFEES 82.97 GOLF COURSE PRO TOTAL 2,748.23 NON DEPARTMENTAL 003783 YAMAHA MOTOR CORP USA GOLF CART PAYMENT 361.35 NON DEPARTMENTAL OTHER TOTAL 361.35 GRAND TOTAL FOR FUND $6,774.41 790 MUNICIPAL AUTHORITY STCF WATER 130130 YELLOWHOUSE MACHINERY CO GREY PAINT 13.43 WATER WATER MAINT & OPERATIONS TOTAL 13.43 SERVICE 003896 BANK OF AMERICA S & S METALS INC 81.35 003897 BANK OF AMERICA THE HOME DEPOT #3913 66.72 130076 MORROW GILL LUMBER CO CEDAR 45.26 130076 MORROW GILL LUMBER CO CEMENT, ROUGH CEDAR 532.72 130076 MORROW GILL LUMBER CO VENT 12.67 130076 MORROW GILL LUMBER CO 23/8"X113RGGALV205M 37.80 Page 7  CITY OF SAND SPRINGS 05/21/2013 MUNICIPAL AUTHORITY BILLS 130076 MORROW GILL LUMBER CO NAILS, PANEL, CEDAR 131.62 130076 MORROW GILL LUMBER CO CAULK, CEDAR 73.12 130076 MORROW GILL LUMBER CO ROUGH CEDAR, CEMENT 69.50 130076 MORROW GILL LUMBER CO FITTINGS, ELBOWS,CEMENT 24.57 130076 MORROW GILL LUMBER CO COVER 1.97 130076 MORROW GILL LUMBER CO ROUGH CEDAR 55.23 130076 MORROW GILL LUMBER CO ROUGH CEDAR -111.44 SERVICE CUSTOMER SERVICE TOTAL 1,021.09 GRAND TOTAL FOR FUND $1,034.52 GRAND TOTAL $82,650.49 PageS