Municipal Authority

M3A MINUTES Sand Springs Municipal Authority May 23, 2016 Room #203 Following City Council Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Mike Burdge (1-0) Vice Chairman John Fothergill (1-0) Trustee Phil Nollan (1-0) Trustee Patty Dixon (1-0) Trustee Beau Wilson (1-0) Trustee Brian Jackson (1-0) Trustee Jim Spoon (1-0) ALSO PRESENT: City Manager Elizabeth Gray Authority Attorney David Weatherford Recording Secretary Amy Fairchild MEMBERS ABSENT: None The Sand Springs Municipal Authority met in regular session on May 23, 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 2:00 pm, on May 19, 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 7:41 pm. 2. Roll Call Chairman Burdge called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Dixon, here; Trustee Spoon, here; Vice Chairman Fothergill, here; Chairman Burdge, here; Trustee Wilson, here; Trustee Nollan, here. 3. Consent Agenda (A-E) 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 MAY 23, 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 3E. A motion was made by Trustee Spoon and seconded by Vice Chairman Fothergill to approve the Consent Agenda Items 3A through 3E. A) The Minutes of the April 25, 2016 regular Municipal Authority meeting. B) The monthly Transfers of Funds. C) An Agreement with Crawford and Associates, P.C. for Fiscal Year 2016 for accounting and consulting services in the amount of $50,000.00 ($25,000 General Fund and $25,000 Municipal Authority). D) An Agreement with Arledge and Associates, P.C. for Fiscal Year 2016 for financial statement audit services and to include a single audit in the amount of $31,895.00 ($16,595 General Fund and $15,300 Municipal Authority. E) Change Order No. 4 to the Agreement with Walters-Morgan Construction, Inc. for an increase in the amount of $30,601.58 and no change in the contract time as it relates to the Waste Water Treatment Plant Improvements project – Bid No. 1012. Chairman Burdge called for the vote recorded as follows: Trustee Nollan, aye; Trustee Wilson, aye; Chairman Burdge, aye; Vice Chairman Fothergill, aye; Trustee Spoon, aye; Trustee Dixon, aye; Trustee Jackson, aye. The motion carried 7-0-0. 4. Board/Committee Appointments A) Sand Springs/Sapulpa Joint Board The Sand Springs/Sapulpa Joint Board shall be comprised of the Chairmen and Vice-Chairmen and/or their designee of the Sand Springs Municipal Authority and the Sapulpa Municipal Authority. 1) Chairman Burdge informed Trustees that he may consider the appointment of a designee to serve on the Sand Springs/Sapulpa Joint Board for a one (1) year term to May 2017.  MUNICIPAL AUTHORITY MINUTES MAY 23, 2016 PAGE 3 A motion was made by Chairman Burdge and seconded by Trustee Spoon that Chairman Burdge serves as the representative on the Sand Springs/Sapulpa Joint Board for a one (1) year term to May 2017. Chairman Burdge called for the vote recorded as follows: Trustee Jackson, aye; Trustee Dixon, aye; Trustee Spoon, aye; Vice Chairman Fothergill, aye; Chairman Burdge, aye; Trustee Wilson, aye; Trustee Nollan, aye. The motion carried 7-0-0. 2) Chairman Burdge informed Trustees that Vice Chairman Fothergill may consider the appointment of a designee to serve on the Sand Springs/Sapulpa Joint Board for a one (1) year term to May 2017. A motion was made by Vice Chairman Fothergill and seconded by Trustee Spoon that the Public Works Director be appointed as a designee to serve on the Sand Springs/Sapulpa Joint Board for a one (1) year term to May 2017. Chairman Burdge called for the vote recorded as follows: Trustee Jackson, aye; Trustee Dixon, aye; Trustee Spoon, aye; Vice Chairman Fothergill, aye; Chairman Burdge, aye; Trustee Wilson, aye; Trustee Nollan, aye. The motion carried 7-0-0. 5. Citywide Mowing Services – Bid No. 1038 Chairman Burdge informed Trustees of staff’s recommendation, based on the current price of diesel fuel, to approve the award of Bid No. 1038 for Citywide Mowing Services to Precision Lawn. A motion was made by Vice Chairman Fothergill and seconded by Trustee Wilson that the recommended approval of the award of Bid No. 1038 for Citywide Mowing Services to Precision Lawn, as presented, be approved. Chairman Burdge called for the vote recorded as follows: Trustee Nollan, aye; Trustee Wilson, aye; Chairman Burdge, aye; Vice Chairman Fothergill, aye; Trustee Spoon, aye; Trustee Dixon, aye; Trustee Jackson, aye. The motion carried 7-0-0. 6. Shell Lake Dam Breach Plan (OWRB Emergency Action Plan) Frank Weigle, Raw Water System Division Supervisor, requested Trustees’ acceptance of the Shell Lake Dam Breach Plan, Revision 10, dated May 23, 2016, for signature, and authorization for the Chairman to sign said documents.  MUNICIPAL AUTHORITY MINUTES MAY 23, 2016 PAGE 4 A brief presentation was provided regarding the Shell Lake Dam Breach Plan. A motion was made by Trustee Wilson and seconded by Trustee Spoon that the requested acceptance of the Shell Lake Dam Breach Plan, Revision 10, dated May 23, 2016, for signature, and authorization for the Chairman to sign said documents, as presented, be approved. Chairman Burdge called for the vote recorded as follows: Trustee Jackson, aye; Trustee Dixon, aye; Trustee Spoon, aye; Vice Chairman Fothergill, aye; Chairman Burdge, aye; Trustee Wilson, aye; Trustee Nollan, aye. The motion carried 7-0-0. Vice Chairman Fothergill expressed appreciation of staff and their work on the Shell Lake Dam Breach Plan. 7. Financial Report The monthly Finance Report for all funds was presented to Trustees for their review and information. 8. Correspondence The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 9. City Manager’s and Trustees’ Report There was nothing further to report at this time. 10. Adjournment The meeting adjourned at the noted time of 7:46 pm. _______________________________ Janice L. Almy, Secretary  M3B SAND SPRINGS MUNICIPAL AUTHORITY MONTHLY TRANSFERS June 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 $ 371,912 $ 14,317,427 TO: Cap Impr W&WW Fund (sales tax) 3,085,195 248,512 3,069,078 Mun Auth Golf Course Fund 70,000 5,837 70,000 Capital Improvement Fund 130,800 10,900 130,800 Mun Auth Airport Fund 100,000 8,337 100,000 General Fund 980,000 81,663 980,000 MA Short-Term Capital Fund 35,000 - 35,000 Water Meter Replacement Fund 200,000 16,663 200,000 Cap Impr W&WW Fund (Bond Proceeds) 9,731,696 - 9,732,549 FROM: Mun Auth WasteWater Utility Fund $ 74,000 $ 3,522 $ 74,000 TO: MA Short Term Capital Fund 74,000 3,522 74,000 FROM: Mun Auth Solid Waste Utility Fund $ 363,175 $ 30,271 $ 363,175 TO: Mun Auth Short Term Capital Fund 263,175 21,934 263,175 General Fund 100,000 8,337 100,000 FROM: Mun Auth Stormwater Utility Fund $ 1,000,000 $ 83,337 $ 1,000,000 TO: Stormwater Capital Impr Fund 1,000,000 83,337 1,000,000 FROM: Mun Auth Golf Course Fund $ 25,500 $ 5,931 $ 26,703 TO: Golf Course Capital Improvement Fund 25,500 5,931 26,703 M3C  M3D Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 27. 2016 SUBJECT: WORKERS’ COMPENSATION PLAN INSURANCE RENEWAL STAFF RECOMMENDATION: Approval of the Workers’ Compensation plan for employees provided through Oklahoma Municipal Assurance Group (OMAG) and authorization for the Chairman to sign. BACKGROUND AND HISTORY: City of Sand Springs/Sand Springs Municipal Authority has participated in the OMAG Workers’ Compensation Plan since 1984. The working relationship and the interest credit option have been very good and unique with regards to OMAG helping keep cost low. BUDGETARY IMPACT: The premium for Fiscal Year 2017 is $455,896.00, with interest credit of $25,747.00, for a balance due of $430,149.00. Funds in the amount of $430,149.00 are allocated in the FY2017 Budget. COMPILED BY: Amy Fairchild, Human Resources Director PRESENTED BY: Amy Fairchild, Human Resources Director ATTACHMENTS: Letter, invoice, renewal agreement and premium breakdown from OMAG M3E M4  M5 CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: JUNE 27, 2016 SUBJECT: Request from Ullrich Aviation to exercise 5-year Lease Option STAFF RECOMMENDATION: Staff recommends Sand Springs Municipal Authority (SSMA) approve the 5-year Lease Option to Ullrich Aviation. BACKGROUND AND HISTORY: On the 22nd day of December, 1986, the Sand Springs Municipal Authority leased to Ullrich Aviation, certain leased premises at the William R. Pogue Airport. This lease was agreed to through the mutual signing of the William R. Pogue Airport Ground Lease Agreement between both parties. The terms of the lease were for a 30-year term with one five (5) year lease extension option for the SSMA to consider upon a written request 6 months prior to the end of the original lease to exercise this option. Attached is a written request from Sandy J. Ullrich, President, Ullrich Aviation to exercise the 5-year lease extension option of the 30-year lease per the Pogue Airport lease agreement, Article III, Term, Possession and nd Use, Section 3.2, Option to Renew, entered into with the SSMA on the 22 day of December, 1986. EXECUTIVE SUMMARY The Airport Advisory Board reviewed this item at their May 12, 2016 meeting and voted 6-0-0 to recommend the SSMA approve the request for the five (5) lease extension, effective December 22, 2016. The Public Works Advisory Committee reviewed this item on June 21, 2016. City Attorney David Weatherford has reviewed the SSMA lease agreement with Ullrich Aviation. BUGETARY IMPACT: Generate revenue of $2,169.75 per year from ground lease extension. COMPILED BY: Ken Madison PRESENTED BY: Ken Madison Attachments: Written request from Ullrich Aviation for Lease Extension SSMA Ground Lease with Ullrich Aviation, pages one through four, Articles I through III M6 M8