Municipal Authority

M3A MINUTES Sand Springs Municipal Authority April 25, 2016 Room #203 Following City Council Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Mike Burdge (12-0) Vice Chairman John Fothergill (11-1) Trustee Michael L. Phillips (12-0) Trustee Dean Nichols (12-0) Trustee Beau Wilson (11-1) Trustee Brian Jackson (12-0) Trustee Jim Spoon (11-1) ALSO PRESENT: Assistant City Manager Daniel Bradley Authority Attorney David Weatherford Secretary Janice L. Almy MEMBERS ABSENT: None The Sand Springs Municipal Authority met in regular session on April 25, 2016 in Room No. 203 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 11:00 am, on April 21, 2016 on the electronic display 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 8:14 pm. 2. Roll Call Chairman Burdge called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Nichols, here; Trustee Spoon, here; Vice Chairman Fothergill, here; Chairman Burdge, here; Trustee Wilson, here; Trustee Phillips, here. 3. Consent Agenda (A-F) 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.  MUNICIPAL AUTHORITY MINUTES APRIL 25, 2016 PAGE 2 Chairman Burdge noted that questions or clarification on any Consent Agenda item may 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 3F. A motion was made by Vice Chairman Fothergill and seconded by Trustee Wilson to approve the Consent Agenda Items 3A through 3F. A) The Minutes of the March 28, 2016 regular Municipal Authority meeting. B) The Minutes of the April 11, 2016 special Municipal Authority meeting. C) The monthly Transfers of Funds. D) Resolution No. M16-08, a resolution authorizing employee benefit contracts for the employees of the Sand Springs Municipal Authority for FY17. E) The acceptance of the recommendation of the Sand Springs/Sapulpa Joint Board and approval of the Agreement for Engineering Services with Tetra Tech for operation and maintenance of the Skiatook Raw Water Conveyance System for Fiscal Year 2017 in the amount of $305,870.00, with the Sand Springs Municipal Authority’s share $183,522.00. F) Resolution No. M16-06, a resolution of the Sand Springs Municipal Authority adopting the FY2017 Master Fee Schedule. Chairman Burdge called for the vote recorded as follows: Trustee Phillips, aye; Trustee Wilson, aye; Chairman Burdge, aye; Vice Chairman Fothergill, aye; Trustee Spoon, aye; Trustee Nichols, aye; Trustee Jackson, aye. The motion carried 7-0-0. 4. Fiscal Year 2017 Budget Finance Director Kelly Lamberson requested Trustees’ adoption of Resolution No. M17-07, a resolution, of the Sand Springs Municipal Authority, adopting the FY2017 Annual Budget.  MUNICIPAL AUTHORITY MINUTES APRIL 25, 2016 PAGE 3 A motion was made by Vice Chairman Fothergill and seconded by Trustee Spoon that the requested adoption of Resolution No. M17-07, a resolution, of the Sand Springs Municipal Authority, adopting the FY2017 Annual Budget, as presented, be approved. Chairman Burdge called for the vote recorded as follows: Trustee Jackson, aye; Trustee Nichols, aye; Trustee Spoon, aye; Vice Chairman Fothergill, aye; Chairman Burdge, aye; Trustee Wilson, aye; Trustee Phillips, aye. The motion carried 7-0-0. 5. Financial Report The monthly Finance Report for all funds was presented to Trustees for their review and information. 6. Correspondence The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 7. City Manager’s and Trustees’ Report There was nothing further to report at this time. 8. Adjournment The meeting adjourned at the noted time of 8:16 pm. _______________________________ Janice L. Almy, Secretary  M3B SAND SPRINGS MUNICIPAL AUTHORITY MONTHLY TRANSFERS May 2016 ANNUAL BUDGET MONTH YEAR TO FROM TO TRANSFER DATE TRANSFERS PER BOND INDENTURE FROM: Mun Auth Water Utility Fund $ - $ - $ - FROM: Mun Auth Wastewater Utility Fund $ - $ - - TRANSFERS PER TRUSTEE ACTION FROM: Mun Auth Water Utility Fund $ 14,332,691 $ 711,750 $ 13,945,515 TO: Cap Impr W&WW Fund (sales tax) 3,085,195 276,461 2,820,566 Mun Auth Golf Course Fund 70,000 5,833 64,163 Capital Improvement Fund 130,800 10,900 119,900 Mun Auth Airport Fund 100,000 8,333 91,663 General Fund 980,000 81,667 898,337 MA Short-Term Capital Fund 35,000 - 35,000 Water Meter Replacement Fund 200,000 16,667 183,337 Cap Impr W&WW Fund (Bond Proceeds) 9,731,696 311,889 9,732,549 FROM: Mun Auth WasteWater Utility Fund $ 74,000 $ 3,518 $ 70,478 TO: MA Short Term Capital Fund 74,000 3,518 70,478 FROM: Mun Auth Solid Waste Utility Fund $ 363,175 $ 30,264 $ 332,904 TO: Mun Auth Short Term Capital Fund 263,175 21,931 241,241 General Fund 100,000 8,333 91,663 FROM: Mun Auth Stormwater Utility Fund $ 1,000,000 $ 83,333 $ 916,663 TO: Stormwater Capital Impr Fund 1,000,000 83,333 916,663 FROM: Mun Auth Golf Course Fund $ 25,500 $ 2,298 $ 20,772 TO: Golf Course Capital Improvement Fund 25,500 2,298 20,772  M3C Agenda item #_______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: __ May 23, 2016___ SUBJECT: APPROVAL OF AGREEMENT WITH CRAWFORD & ASSOCIATES, P.C. BACKGROUND AND HISTORY: The City contracts with Crawford & Associates each year to provide a scope of services that include compilation of annual financial statements and general accounting and advisory assistance. Crawford & Associates performs pre-audit fieldwork in advance of the audit performed by Arledge & Associates. BUGETARY IMPACT: The City will issue a purchase order to Crawford & Associates, P.C. in the amount of $50,000, of which $25,000 will be charged to the General Fund’s Finance department and $25,000 will be charged to the Municipal Authority’s Public Works department. There are sufficient funds in these departments’ budgets to cover these costs. STAFF RECOMMENDATION: Approval of an agreement with Crawford & Associates, P.C. for Fiscal Year 2016 for accounting and consulting services. COMPILED BY: Kelly Lamberson PRESENTED BY: Kelly Lamberson Finance Director Finance Director ATTACHMENTS: Crawford FY-16 Engagement Letter  M3D Agenda item #_______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: __ May 23, 2016___ SUBJECT: APPROVAL OF AGREEMENT WITH ARLEDGE & ASSOCIATES, P.C. BACKGROUND AND HISTORY: The City contracts with Arledge & Associates, P.C. each year to audit the financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information, which collectively comprise the basic financial statements of the City. BUGETARY IMPACT: The City will issue a purchase order to Arledge & Associates, P.C. in the amount of $31,895, of which $16,595 will be charged to the General Fund’s Finance department and $15,300 will be charged to the Municipal Authority’s Public Works department. There are sufficient funds in these departments’ budgets to cover these costs. STAFF RECOMMENDATION: Approval of an agreement with Arledge & Associates, P.C. for Fiscal Year 2015 financial statement audit services and to include a single audit. COMPILED BY: Kelly Lamberson PRESENTED BY: Kelly Lamberson Finance Director Finance Director ATTACHMENTS: Arledge FY-16 Compilation Engagement Letter Arledge FY-16 Single Audit Engagement Letter M3E M4 M5 M6 M8A