Municipal Authority

M3-A MINUTES Sand Springs Municipal Authority May 21, 2018 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 Phil Nollan (1-0) Trustee Beau Wilson (1-0) Trustee Jim Spoon (1-0) Trustee Christine Hamner (1-0) Trustee Brian Jackson (1-0) ALSO PRESENT: City Manager Elizabeth A. Gray Assistant City Manager Daniel Bradley City Attorney David Weatherford Secretary Kristin S. Johnston MEMBERS ABSENT: Trustee Patty Dixon (0-1) The Sand Springs Municipal Authority met in regular session on May 21, 2018, in Room No. 203 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 3:00 p.m., on May 17, 2018, on the digital 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 8:46 p.m. 2. Roll Call Chairman Burdge called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Dixon, no response; Trustee Spoon, here; Vice Chairman Nollan, here; Chairman Burdge, here; Trustee Hamner, here; Trustee Wilson, here. It was noted for the record that Trustee Dixon was absent from said meeting. Chairman Burdge moved to Agenda Item 4. 4. Board/Committee Appointments (A-B)  MUNICIPAL AUTHORITY MINUTES MAY 21, 2018 PAGE 2 A) Sand Springs Airport Advisory Board 1. Chairman Burdge informed Trustees of the appointment of a representative to serve on the Sand Springs Airport Advisory Board for a three-year term to July 2021. A motion was made by Chairman Burdge and seconded by Trustee Wilson that Joe Stephenson be appointed as representative to serve a three-year term to July 2021, on the Sand Springs Airport Advisory Board. Chairman Burdge called for the vote recorded as follows: Trustee Wilson, aye; Trustee Hamner, aye; Chairman Burdge, aye; Vice Chairman Nollan, aye; Trustee Spoon, aye; Trustee Jackson, aye. The motion carried 6-0-0. 2. Chairman Burdge informed Trustees of the appointment of a representative to serve on the Sand Springs Airport Advisory Board for a three-year term to July 2021. A motion was made by Chairman Burdge and seconded by Trustee Wilson that David Kvach be appointed as representative to serve a three-year term to July 2021, on the Sand Springs Airport Advisory Board. Mayor Burdge called for the vote recorded as follows: Trustee Wilson, aye; Trustee Hamner, aye; Chairman Burdge, aye; Vice Chairman Nollan, aye; Trustee Spoon, aye; Trustee Jackson, aye. The motion carried 6-0-0. B) 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 of the appointment of a designee to serve on the Sand Springs/Sapulpa Joint Board for a one year term to May 2019. A motion was made by Chairman Burdge and seconded by Vice Chairman Nollan that Elizabeth Gray be appointed as designee to serve a one year term to May 2019, on the Sand Springs/Sapulpa Joint Board. Chairman Burdge called for the vote recorded as follows:  MUNICIPAL AUTHORITY MINUTES MAY 21, 2018 PAGE 3 Trustee Wilson, aye; Trustee Hamner, aye; Chairman Burdge, aye; Vice Chairman Nollan, aye; Trustee Spoon, aye; Trustee Jackson, aye. The motion carried 6-0-0. 2. Chairman Burdge informed Trustees of the appointment of a representative to serve on the Sand Springs/Sapulpa Joint Board for a one year term to May 2019. A motion was made by Vice Chairman Nollan and seconded by Chairman Burdge that Derek Campbell be appointed as representative to serve a one year term to May 2019, on the Sand Springs/Sapulpa Joint Board. Mayor Burdge called for the vote recorded as follows: Trustee Jackson, aye; Trustee Spoon, aye; Vice Chairman Nollan, aye; Chairman Burdge, aye; Trustee Wilson, aye; Trustee Hamner, aye. The motion carried 6-0-0. Chairman Burdge returned to Consent Agenda Item No. 3 (A-E). 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. 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 Wilson and seconded by Trustee Hamner to approve the Consent Agenda Items No. 3A through 3E: A) The minutes of the April 23, 2018, regular Municipal Authority meeting. B) The monthly Transfers of Funds. C) An Agreement with Crawford & Associates, P.C. for Fiscal Year 2018 for accounting and consulting services in the amount of $50,000, of which $25,000 will be charged to the General Fund’s Finance department and $25,000 to the Municipal Authority’s Public Works department.  MUNICIPAL AUTHORITY MINUTES MAY 21, 2018 PAGE 4 D) An Agreement with Arledge and Associates, P.C. for Fiscal Year 2018 financial statement audit services in the amount of $34,160, of which $17,775 will be charged to the General Fund’s Finance department and $16,385 to the Municipal Authority’s Public Works department. E) A new Ground Lease with Ullrich Aviation for 15 T-Hangers for aircraft storage. Chairman Burdge called for the vote recorded as follows: Trustee Jackson, aye; Trustee Spoon, aye; Vice Chairman Nollan, aye; Chairman Burdge, aye; Trustee Hamner, aye; Trustee Wilson, aye. The motion carried 6-0-0. Trustee Jackson congratulated the Airport on the 15 T-Hangers for aircraft storage. 5. Resolution No. M18-05 – Golf Course Cell Tower Chairman Burdge informed Trustees of Resolution No. M18-05, a resolution approving a release of deed restrictions, authorizing a lease agreement for the golf course upon release of restrictions, and directing funds received from lease for golf course capital improvements as it relates to the golf course cell tower, be passed at this time. 6. Resolution No. M18-06 – 2019 Master Fee Schedule Finance Director Kelly Lamberson requested Trustees adoption of Resolution No. M18-06, a resolution of the Sand Springs Municipal Authority, adopting the FY2019 Master Fee Schedule. A motion was made by Vice Chairman Nollan and seconded by Trustee Spoon that the requested adoption of Resolution No. M18-06, a resolution of the Sand Springs Municipal Authority, adopting the FY2019 Master Fee Schedule, as presented, be approved. Chairman Burdge called for the vote recorded as follows: Trustee Wilson, aye; Trustee Hamner, aye; Chairman Burdge, aye; Vice Chairman Nollan, aye; Trustee Spoon, aye; Trustee Jackson, aye. The motion carried 6-0-0. 7. Financial Report The monthly Finance Report for all funds was presented to Trustees for their review and information.  MUNICIPAL AUTHORITY MINUTES MAY 21, 2018 PAGE 5 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 City Manager Elizabeth A. Gray reported her meeting with Senator Lankford’s field representative, Derek Osburn, regarding Rural Development. 10. Adjournment The meeting adjourned at the noted time of 8:52 p.m. _______________________________ Kristin S. Johnston, Secretary  M-3B SAND SPRINGS MUNICIPAL AUTHORITY MONTHLY TRANSFERS June 2018 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 $ 4,864,548 $ 621,793 $ 4,975,188 TO: Cap Impr W&WW Fund (sales tax) 3,024,383 275,972 3,135,023 Mun Auth Golf Course Fund 175,000 14,587 175,000 Capital Improvement Fund 30,000 2,500 30,000 Street Improvement Fund 27,000 3,000 27,000 Mun Auth Airport Fund 50,000 4,163 50,000 General Fund 980,000 81,663 980,000 MA Short-Term Capital Fund 134,915 15,951 134,915 Water Meter Replacement Fund 200,000 16,707 200,000 ODOC CDBG Fund 6,000 - 6,000 Airport Construction Fund 30,000 - 30,000 GO Bond 2018 Fund 207,250 207,250 207,250 FROM: Mun Auth WasteWater Utility Fund $ 612,000 $ 16,707 $ 612,000 TO: General Fund 200,000 16,707 200,000 GO Bond 2018 Fund- City Projects 412,000 - 412,000 FROM: Mun Auth Solid Waste Utility Fund $ 500,000 $ 41,663 $ 500,000 TO: General Fund 500,000 41,663 500,000 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 $ 3,017 $ 21,995 TO: Golf Course Capital Improvement Fund 25,500 3,017 21,995  M-3C Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 25, 2018 SUBJECT: MUNICIPAL LIABILITY AND PROPERTY PLAN INSURANCE RENEWALS FOR FY2019 STAFF RECOMMENDATION: Approval of the Fiscal Year 2019 Plans with Oklahoma Municipal Assurance Group (OMAG) for Liability and Property coverage. BACKGROUND AND HISTORY: OMAG has provided Municipal Liability Plan and Property Plan insurance for the City of Sand Springs and Sand Springs Municipal Authority for several years. We continue to reap the benefits of these unique plans and employee training sessions. OMAG also provides coverage for the Skiatook Raw Water Conveyance System, which is jointly paid for and owned by Sand Springs and Sapulpa Municipal Authorities. OMAG continues to provide quality insurance and services, and works well with staff and our citizens in the event of a claim. The Plans are for the period of July 1, 2018 through June 30, 2019. BUGETARY IMPACT: The annual premium for the FY19 Liability Plan is $125,191.00. The Liability Plan includes general liability, vehicle, mobile equipment, as well as miscellaneous and/or vehicle equipment. The annual premium for the FY19 Property Plan is $79,187.00. The annual premium for the FY19 Skiatook Raw Water Conveyance System is $7,734.00, with Sand Springs’ portion of 60-percent or $4,640.40. COMPILED AND PRESENTED BY: Janice L. Almy, City Clerk ATTACHMENTS: OMAG cover letter, invoices, and declarations page for each plan.  M-3D Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 25. 2018 SUBJECT: WORKERS’ COMPENSATION PLAN INSURANCE RENEWAL STAFF RECOMMENDATION: Approval of the Workers’ Compensation plan for employees provided through Oklahoma Municipal Assurance Group (OMAG). 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 2019 is $486,369 with an interest credit of $32,587 for a balance due of $453,782 (FY18 was $464,979 with an interest credit of $25,679, for a balance due of $439,300.00 for an overall increase of $14,482 for FY19) Funds in the amount of $453,782 are allocated in the FY2019 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, email referencing interest credit amount.  Agenda Item # M-3E Consent/Regular CITY OF SAND SPRINGS MUNICIPAL AUTHORITY STAFF REPORT MEETING DATE: _June 25, 2018 SUBJECT: (AFFIRMING CONTINUATION OF THE CONTRACT WITH COVANTA FOR FY 2018-2019 FOR RECOVERY OF ENERGY DERIVED FROM DISPOSAL OF SAND SPRINGS’ SOLID WASTE COLLECTIONS) STAFF RECOMMENDATION: APPROVAL OF AFFIRMING THE CONTINUATION OF THE 8-YEAR CONTRACT WITH COVANTA (THE INITIAL CONTRACT DATE BEGAN 7/1/2014 AND IS SCHEDULED TO EXPIRE 6/30/2022), WITH OPTIONS TO RENEW FOR TWO ADDITIONAL TWO-YEAR TERMS.) Fee increases are governed by the Consumer Price Index. The new rate of $11.46 / Ton was approved by the TARE Board 2/27/2018 based upon a CPI of 2.109%. BACKGROUND AND HISTORY: (Since July 1, 2014, 100% of Sand Springs’ compacted household and business solid waste has been disposed of by Covanta in this manner. FY 2014/15 totaled 9,600 Tons and FY 2015/16 totaled 9,785 Tons. As of 5-1-2018, FY2017-18 use has totaled 9,464 Tons to Covanta in the Waste to Energy Program through use of that facility which has achieved Sand Springs’ long-time goal of reducing the volume of solid waste being placed in landfills. Larger and incombustible materials which comprise the remaining 10% of the City’s collected solid waste are placed in Waste Management’s Landfill under separate contract using a different method of hauling and disposal. The comprehensive range of options offered to Sand Springs’ citizens for solid waste disposal also includes providing for pre-sorted recyclable materials to be delivered to the M.e.t. by our customers to deliver to the local Sand Springs M.e.t. Recycling Depot. The Sand Springs M.e.t. Recycling Depot collects approximately 10,000 lbs/mo of glass; more than 20,000 lbs/mo of newspaper and office paper; more than 3,000 lbs/mo of plastics; more than 2,000 lbs/mo of metal; more than 500 gal/mo of used motor oil; and hundreds of lead/alkaline batteries each month. BUDGETARY IMPACT It was determined in 2014 that by using Covanta, the annual savings to the City was more than $70,000. All factors in FY 2017-18 are essentially the same as in 2014. COMPILED BY: Vernon Smith, Infrastructure Planning Administrator 3/20/2018 M-3F M-3G M-3H  M-3I Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 25th, 2018 SUBJECT: APPROVAL OF SUPERION LLC CONTRACT STAFF RECOMMENDATION: Approval of annual contract renewal with Superion LLC for financial software package for the 2019 Fiscal Year. EXECUTIVE SUMMARY: The City of Sand Springs has used Superion for its financial software package since 2003. The software package includes the following applications: Customer Service, Work Orders, Automated Fuel Interface, Accounts Receivable, Cash Receipts, Fleet Management, General Ledger, Payroll/Personnel, Asset Management, Procurement Card Tracking, Building Permits, Code Enforcement, Occupational Licenses, Land Management, Case Management, and Purchasing/Inventory. This contract comes up for renewal every July 1. This year’s renewal is for $165,096.00, which includes a 5% increase over the prior year. BUDGETARY IMPACT: These funds are in the approved FY19 Budget. COMPILED BY: Debra Wood, Information Systems Manager ATTACHMENT(S): Superion LLC contract renewal agreement M-3J  W 4 ST S N GRANT AVE Subject Tract W BROADWAY ST N FRANKLIN AVE SSLC-656 ­ Note: Graphic overlays may not precisely align with physical Subject 0 25 50 100 11 19-11 features on the ground. Aerial Photo Date: February 2018 Tract Feet M-4 M-6