Municipal Authority

M3A MINUTES Sand Springs Municipal Authority May 20, 2019 Room #203 Following City Council Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Vice Chairman Patty Dixon (1-0) Trustee Brian Jackson (1-0) Trustee Phil Nollan (1-0) Trustee Mike Burdge (1-0) Trustee Beau Wilson (1-0) ALSO PRESENT: City Manager Elizabeth A. Gray City Attorney David Weatherford Secretary Kristin S. Johnston MEMBERS ABSENT: Chairman Jim Spoon (0-1) Trustee Christine Hamner (0-1) The Sand Springs Municipal Authority met in regular session on May 20, 2019, 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 a.m., on May 16, 2019, on the 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 Vice Chairman Dixon called the meeting to order at the noted time of 7:57 p.m. 2. Roll Call Vice Chairman Dixon called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Nollan, here; Trustee Burdge, here; Vice Chairman Dixon, here; Chairman Spoon, no response; Trustee Hamner, no response; Trustee Wilson, here. It was noted for the record that Chairman Spoon and Trustee Hamner were absent from said meeting.  MUNICIPAL AUTHORITY MINUTES MAY 20, 2019 PAGE 2 3. Consent Agenda (A-C) Vice Chairman Dixon 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. Vice Chairman Dixon noted that questions or clarification on any Consent Agenda items may be addressed prior to taking action. Vice Chairman Dixon requested if Trustees had questions or needed clarification on any Consent Agenda items or whether any items needed to be considered separately. There being none, Vice Chairman Dixon called for a motion regarding Consent Agenda Item No. 3A-3C. A motion was made by Trustee Burdge and seconded by Trustee Wilson to approve the Consent Agenda Item No. 3A-3C: A) The minutes of the April 22, 2019, regular Municipal Authority meeting. B) Award of Bid for emergency repairs with T-G Excavating, Inc. in the amount of $89,888 as it relates to the Skiatook Raw Water Conveyance System (SRWCS). C) Agreement for Engineering Services with Tetra Tech in the amount of $302,128, with the Sand Springs Municipal Authority’s share of $181,276.80 (60%), as it relates to the Skiatook Raw Water Conveyance System (SRWCS) operation and maintenance. Vice Chairman Dixon called for the vote recorded as follows: Trustee Wilson, aye; Vice Chairman Dixon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 5-0-0. 4. Financial Reports The regular monthly Financial Reports for all funds were provided to Trustees for their review and information. 5. Correspondence The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills.  MUNICIPAL AUTHORITY MINUTES MAY 20, 2019 PAGE 3 6. City Manager’s and Trustees’ Report There was nothing further to report at this time. 7. Adjournment The meeting adjourned at the noted time of 7:58 p.m. _______________________________ Kristin S. Johnston, Secretary  M3B Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 17, 2019 SUBJECT: DISCUSSION AND POSSIBLE ACTION IN REGARD TO RESOLUTION NO. 19-33 RELATING TO THE RETENTION OF PUBLIC RECORDS OF THE CITY AND RELATED ENTITIES STAFF RECOMMENDATION: Staff requests approval of Resolution 19-33 in order to provide clear rules in regard to the retention of public records of the City and related entities. EXECUTIVE SUMMARY: The Oklahoma State Statute (11 O.S. 22-131) provides specific guidance for a number of public records, but allows each local municipality to determine the retention policy for records not specifically regulated by state law. Due to improved technology, some electronic records are not currently covered by any state law or city policy and a clear policy in regard to those records is in the best interest of the residents of the City of Sand Springs, Oklahoma. The most obvious of the records that are not covered are emails, voice mails and social media activity, with each presenting unique challenges for the retention of records. In regard to emails, as you can image, with the number of employees of the City, there is a large volume of email traffic generated each day. Our proposed policy would allow immediate destruction of emails, for several reasons: (a) a large number of emails involve junk mail, and there is no reason for those to ever be maintained; (b) a large number of emails involve routine, non-substantive communication, such as “are you available to meet” and there is no reason for them to be retained; and (c) with this policy, retention of emails of substance is left to the discretion of the only persons able to answer the question of importance, the individual employee involved. Social media presents a different set of issues, as the city maintains a number of Facebook accounts, and if required to retain all Facebook comments, will need to designate an employee for just that purpose – setting a reasonable time limit for retention will make it manageable. Likewise, voice mails are also a unique issue for retention purposes. Resolution No. 19-33 would establish a clear policy and procedures in regard to the retention of public records of the City and related entities. BUDGETARY IMPACT: None COMPILED BY AND PRESENTED: City Attorney David L. Weatherford ATTACHMENTS: Resolution 19-33  CITY OF SAND SPRINGS, OKLAHOMA RESOLUTION NO. 19-33 A RESOLUTION RELATING TO THE RETENTION OF PUBLIC RECORDS OF THE CITY AND RELATED ENTITIES WHEREAS, the City of Sand Springs has not updated its policies concerning the retention and destruction of public records in recent years. WHEREAS, state statute (11 O.S. 22-131) provides specific guidance for a number of public records, but allows each local municipality to determine the retention policy for records not specifically regulated by state law; WHEREAS, some electronic records are not currently covered by any state law or city policy and a clear policy in regard to those records is in the best interest of the residents of the City of Sand Springs; THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAND SPRINGS, OKLAHOMA, AS FOLLOWS: The following procedures shall be followed in regard to the retention of the following public records: 1. Social Media, including but not limited to Facebook, LinkedIn, Twitter, Instagram or other similar platforms, any post, content, message or comment initiated on behalf of the City is authorized to be removed, destroyed and not retained after one day. The City is not responsible for maintaining posts, comments or messages by any person not affiliated with the City. 2. Electronic mail and text messages, electronic audio files and browsing history, including any message or electronic message sent or received by a public official or employee using a city email account or electronic device paid by public funds, or while created while on duty with the city, may be deleted upon receipt unless required to be maintained by state law. 3. Voice Mail messages recorded on the city phone system may be deleted upon receipt unless required to be maintained by state law. 4. The City Manager is authorized to establish policies for other records not enumerated herein or regulated by state law. This resolution is approved in open meeting of the City Council of the City of Sand Springs on the 17th day of June, 2019.  CITY OF SAND SPRINGS _______________________________ James O. Spoon, Mayor ATTEST: _____________________________ Janice Almy, City Clerk APPROVED AS TO FORM: _____________________________ David L. Weatherford, City Attorney  M3C Agenda item #_______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: __ June 17, 2019___ SUBJECT: YEAR END BUDGET ADJUSTMENTS BACKGROUND AND HISTORY: During an annual year-end review of the current year’s budgets and estimated year-end expenditures, it was determined that some budget adjustments are needed to avoid budget overages. BUGETARY IMPACT: Requested adjustments in the following fund: Municipal Authority Airport Fund Increase: Expenditures-Airport $4,500 Decrease: Unrestricted Ending Net Assets $4,500 STAFF RECOMMENDATION: Approval of the attached year end budget adjustment. COMPILED BY: Arlena Barnes APPROVED BY: Kelly Lamberson Budget Officer Finance Director ATTACHMENTS: List of budget adjustment City of Sand Springs List of Year End Budget Adjustments FY19 Revenue Expenditure Fund Balance General Fund: Increase: Finance-Other Fees & Charges 35,000 Finance-Group Insurancer 12,700 Econ Dev-Regular Salary & Wages 17,600 Econ Dev-Overtime 480 Econ Dev-Compensatory Time 340 Econ Dev-Fica & Medicare 1,400 Econ Dev-Retirement & Pension 1,503 Econ Dev-Uniform,Tool,Cell Allow 436 Econ Dev-Utility Discount 286 Econ Dev-Group Insurance 6,510 Econ Dev-Workers Comp Premiums 1,603 Econ Dev-Insurance Premiums 2,090 Econ Dev-Postage & Freight 200 Econ Dev-Utilities Electric 38 Decrease: Ending Fund Balance (80,186) Sinking Fund: Increase: Interest on Bonds 108,507 Decrease: Ending Fund Balance (108,507) GO Bond 2014 Fund: Increase: Museum-Building & Improvements 33 Decrease: Ending Fund Balance (33) City of Sand Springs List of Year End Budget Adjustments FY18 Revenue Expenditure Fund Balance MA Aiport Fund: Increase: Bad Debt Expense 4,500 Decrease: Unrestricted Ending Net Assets (4,500) M3D M3E  M3F Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 17. 2019 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 2020 is $489,706.00. (FY19 was $486,369 with an interest credit of $44,683.00, for a balance due of $445,023.00 for an overall increase of $35,924 for FY20) Funds in the amount of $489,706 are allocated in the FY2020 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  Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: June 17. 2019 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 2020 is $489,706.00. (FY19 was $486,369 with an interest credit of $44,683.00, for a balance due of $445,023.00 for an overall increase of $41,346 for FY20) Funds in the amount of $489,706 are allocated in the FY2020 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 M3G M3H M4 M5A