Municipal Authority

M3-A MINUTES Sand Springs Municipal Authority June 17, 2019 Room #203 Following City Council Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Jim Spoon (1-1) Trustee Phil Nollan (2-0) Trustee Mike Burdge (2-0) Trustee Christine Hamner (1-1) Trustee Beau Wilson (2-0) Trustee Brian Jackson (2-0) ALSO PRESENT: City Manager Elizabeth A. Gray City Attorney David Weatherford Secretary Janice L. Almy MEMBERS ABSENT: Vice Chairman Patty Dixon (1-1) The Sand Springs Municipal Authority met in regular session on June 17, 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 2:00 p.m., on June 13, 2019, and the addendum filed with the City Clerk’s office and posted at 9:00 a.m., on June 14, 2019, on the digital display board and 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 Spoon called the meeting to order at the noted time of 7:58 p.m. 2. Roll Call Chairman Spoon 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, no response; Chairman Spoon, here; Trustee Hamner, here; Trustee Wilson, here. It was noted for the record that Vice Chairman Dixon was absent from said meeting.  MUNICIPAL AUTHORITY MINUTES JUNE 17, 2019 PAGE 2 3. Consent Agenda (A-H) Chairman Spoon 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 Spoon noted that questions or clarification on any Consent Agenda items may be addressed prior to taking action. Chairman Spoon 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, Chairman Spoon called for a motion regarding Consent Agenda Item No. 3A-3H. A motion was made by Trustee Wilson and seconded by Trustee Hamner to approve the Consent Agenda Item No. 3A-3H: A) The minutes of the May 20, 2019, regular Municipal Authority meeting. B) Affirmation of approval of Resolution No. 19-33, a resolution relating to the retention of public records of the city and related entities. C) Approval of Year End Budget Adjustments in the Municipal Authority Airport Fund for an increase to Expenditures-Airport in the amount of $4,500 and a decrease to ending Unrestricted Ending Net Assets in the amount of $4,500. D) Approval of an agreement with Crawford & Associates, P.C. for Fiscal Year 2019 in the amount of $50,000, for accounting and consulting services, 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. E) Approval of an Agreement with Arledge and Associates, P. C. for Fiscal Year 2019 financial statement audit services in the amount of $35,875, of which $18,675 will be charged to the General Fund’s Finance department and $17,200 to the Municipal Authority’s Public Works department. F) Approval of the Workers’ Compensation Plan for employees provided through Oklahoma Municipal Assurance Group (OMAG); premium for FY2020 is $489,706 with an interest credit of $44,684 for a balance due of $445,023. G) Approval of a one-year extension to the contract between Sand Springs Municipal Authority and Talley Golf, Inc.  MUNICIPAL AUTHORITY MINUTES JUNE 17, 2019 PAGE 3 H) Affirmation of City Council approval of Resolution No. 19-34, a resolution concerning the May 2019, flood in Sand Springs, Oklahoma, affirming a Declaration of an Emergency, approving necessary appropriations, contracts for repair and construction, authorizing payments and authorizing the signature of all related documents. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, aye; Trustee Hamner, aye; Chairman Spoon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 6-0-0. 4. Board/Committee Appointments (A-B) A) Sand Springs Airport Advisory Board 1. and 2. Chairman Spoon informed Trustees of the appointments/re-appointments of representatives to serve on the Sand Springs Airport Advisory Board for a three- year term to July 2022. A motion was made by Trustee Hamner and seconded by Trustee Wilson that Lei Anderson and Rick Westcott be reappointed as representatives to serve on the Sand Springs Airport Advisory Board for a three-year term to July 2022. Chairman Spoon called for the vote recorded as follows: Trustee Jackson, aye; Trustee Nollan, aye; Trustee Burdge, aye; Chairman Spoon, aye; Trustee Hamner, aye; Trustee Wilson, aye. The motion carried 6-0-0. B) Sand Springs/Sapulpa Joint Board Chairman Spoon informed Trustees that the Sand Springs/Sapulpa Joint Board is comprised of the Chairmen and Vice Chairmen and/or their designee of the Sand Springs Municipal Authority and the Sapulpa Municipal Authority. 1. and 2. Chairman Spoon recommended the Chairman’s alternate be City Manager Elizabeth Gray and Vice Chairman’s alternate be Public Works Director Derek Campbell.  MUNICIPAL AUTHORITY MINUTES JUNE 17, 2019 PAGE 4 A motion was made by Trustee Wilson and seconded by Trustee Burdge that City Manager Elizabeth Gray be appointed as the designee for Chairman Spoon and Public Works Director Derek Campbell be appointed as the designee for Vice Chairman Dixon to serve on the Sand Springs/Sapulpa Joint Board for a one-year term to May 2020, as presented, be approved. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, aye; Trustee Hamner, aye; Chairman Spoon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 6-0-0. 5. Correspondence The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 6. City Manager’s and Trustees’ Report There was nothing further to report at this time. Chairman Spoon moved to Addendum Item No. 1. A-1 The Metropolitan Environmental Trust (M.e.t.) FY2010-2020 Agreement Chairman Spoon informed Trustees of the consideration of approval of an Agreement Renewal with The Metropolitan Environment Trust for administering and operating the Sand Springs Recycling project for FY2019-2020 in the reduced amount of $31,551. A motion was made by Trustee Wilson and seconded by Trustee Nollan that the requested approval of an Agreement Renewal with The Metropolitan Environment Trust for administering and operating the Sand Springs Recycling project for FY2019-2020 in the reduced amount of $31,551, as presented, be approved. Chairman Spoon called for the vote recorded as follows: Trustee Jackson, aye; Trustee Nollan, aye; Trustee Burdge, aye; Chairman Spoon, aye; Trustee Hamner, aye; Trustee Wilson, aye. The motion carried 6-0-0. Chairman Spoon returned to Agenda Item No. 7.  MUNICIPAL AUTHORITY MINUTES JUNE 17, 2019 PAGE 5 7. Adjournment The meeting adjourned at the noted time of 8:02 p.m. _______________________________ Janice L. Almy, Secretary  M3-B MINUTES Sand Springs Municipal Authority July 10, 2019 Sand Springs Municipal Building 100 East Broadway – Room 203 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Jim Spoon (2-1) Vice Chairman Patty Dixon (2-1) Trustee Brian Jackson (3-0) Trustee Phil Nollan (3-0) @ 11:38 a.m. Trustee Mike Burdge (3-0) Trustee Beau Wilson (3-0) ALSO PRESENT: City Manager Elizabeth A. Gray Assistant City Manager Mike Tinker City Attorney David Weatherford Secretary Kristin S. Johnston MEMBERS ABSENT: None The Sand Springs Municipal Authority met in special session on July 10, 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 10:00 a.m., on July 3, 2019, on the digital display board and 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 Spoon called the meeting to order at the noted time of 11:37 a.m. 2. Roll Call Chairman Spoon called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Nollan, no response; Trustee Burdge, here; Vice Chairman Dixon, here; Chairman Spoon, here; Trustee Wilson, here. Mayor Spoon informed Council that Councilor Hamner moved outside the City Limits of Sand Springs and forfeited her seat. It was noted for the record that Trustee Nollan was not in attendance at the time of roll call.  MUNICIPAL AUTHORITY MINUTES JULY 10, 2019 PAGE 2 3. Arkansas River Corridor Pre-Construction Engineering and Design (PED) A) Feasibility Study Gaylon Pinc, representing Tulsa County, provided an overview of the Arkansas River Corridor Feasibility Study. This item was for informational purposes only. B) Supplemental Appropriation Chairman Spoon informed Trustees of the consideration of approval of a Supplemental Appropriation within the Municipal Authority Water Utility Fund for an increase to the Expenditure – Public Works line item in the amount of $200,000 and a decrease to the Unrestricted Ending Net Assets line item in the amount of $200,000. A motion was made by Trustee Nollan and seconded by Trustee Burdge that a Supplemental Appropriation within the Municipal Authority Water Utility Fund for an increase to the Expenditure – Public Works line item in the amount of $200,000 and a decrease to the Unrestricted Ending Net Assets line item in the amount of $200,000, as presented, be approved. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, aye; Chairman Spoon, aye; Vice Chairman Dixon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 6-0-0. C) Local Share Participation Chairman Spoon informed Trustees of the consideration of approval of funding in an amount not to exceed $200,000 toward the local share, with Tulsa County funding the remaining portion of the local share of $2,441,000 for the Arkansas River Corridor Pre-Construction Engineering and Design. A motion was made by Trustee Nollan and seconded by Trustee Burdge that funding in an amount not to exceed $200,000 toward the local share, with Tulsa County funding the remaining portion of the local share of $2,441,000 for the Arkansas River Corridor Pre-Construction Engineering and Design, as presented, be approved.  MUNICIPAL AUTHORITY MINUTES JULY 10, 2019 PAGE 3 Chairman Spoon called for the vote recorded as follows: Trustee Jackson, aye; Trustee Nollan, aye; Trustee Burdge, aye; Vice Chairman Dixon, aye; Chairman Spoon, aye; Trustee Wilson, aye. The motion carried 6-0-0. 4. Resolution No. M20-01 – Wild Mountain Road Water Line Extensions Public Works Director Derek Campbell requested Trustees’ approval of Resolution No. M20-01, a resolution of the Sand Springs Municipal Authority concerning water line extensions along Wild Mountain Road, establishing a special connection fee, providing for a reimbursement to owners, and establishing deadlines. Following discussion, a motion was made by Trustee Nollan and seconded by Trustee Burdge that the requested approval of M20-01, a resolution of the Sand Springs Municipal Authority concerning water line extensions along Wild Mountain Road, establishing a special connection fee, providing for a reimbursement to owners, and establishing deadlines, be approved on the contingency that Wild Mountain Road homeowners pay $50,000 of the proposed contract cost of $111,240. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, aye; Chairman Spoon, aye; Vice Chairman Dixon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 6-0-0. 5. Recess Municipal Authority Meeting Mayor Spoon called a recess to consider the City Council agenda at the noted time of 12:15 p.m. 6. Reconvene Municipal Authority Meeting Mayor Spoon reconvened the Municipal Authority meeting at the noted time of 1:20 p.m. 7. Supplemental Appropriation Chairman Spoon informed Trustees of the consideration of approval of a Supplemental Appropriation within the Economic Development Capital Improvement Fund for an increase to the Transfers In – MA Water Utility Fund in the amount of $1,500,000 and an increase to the Sheffield Crossing Land Purchase project (new project) in the amount of $2,000,000 and a decrease to the  MUNICIPAL AUTHORITY MINUTES JULY 10, 2019 PAGE 4 Unrestricted Ending Fund Balance in the amount of $500,000; and approval of a Supplemental Appropriation within the MA Water Utility Fund for an increase to the Transfers Out – Economic Development Capital Improvement Fund in the amount of $1,500,000 and a decrease to the Unrestricted Ending Net Assets in the amount of $1,500,000 for the purchase of real property. A motion was made by Trustee Burdge and seconded by Trustee Wilson to approve a Supplemental Appropriation within the Economic Development Capital Improvement Fund for an increase to the Transfers In – MA Water Utility Fund in the amount of $1,500,000 and an increase to the Sheffield Crossing Land Purchase project (new project) in the amount of $2,000,000 and a decrease to the Unrestricted Ending Fund Balance in the amount of $500,000; and approval of a Supplemental Appropriation within the MA Water Utility Fund for an increase to the Transfers Out – Economic Development Capital Improvement Fund in the amount of $1,500,000 and a decrease to the Unrestricted Ending Net Assets in the amount of $1,500,000 for the purchase of real property. Chairman Spoon called for the vote recorded as follows: Trustee Jackson, aye; Trustee Nollan, aye; Trustee Burdge, aye; Vice Chairman Dixon, aye; Chairman Spoon, aye; Trustee Wilson, aye. The motion carried 6-0-0. 8. Adjournment The meeting adjourned at the noted time of 1:20 p.m. _______________________________ Kristin S. Johnston, Secretary M3-C M3-D M3-E  M3-F Agenda item #_______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: 07/22/2019 SUBJECT: Supplemental Appropriation- Municipal Authority Water Utility Fund, Municipal Authority Wastewater Utility Fund, Municipal Authority Solid Waste Utility Fund, and Municipal Authority Stormwater Utility Fund BACKGROUND AND HISTORY: A Resolution was adopted at the June 22, 2019 meeting covering the known expenses related to the May 2019 Flood. This supplemental appropriation covers the additional expenses not know at the time of the original resolution adoption. BUGETARY IMPACT: $13,438 as outlined in attached sheet STAFF RECOMMENDATION: Approval of supplemental appropriations in the MA Water, MA Wastewater, MA Solid Waste, and MA Stormwater Utility Funds and a decrease in the Ending Unrestricted Net Assets of the same funds as presented. COMPILED BY: Arlena Barnes, Budget Officer APPROVED BY: Elizabeth A. Gray, City Manager ATTACHMENTS: Detailed listing of requested appropriations Supplemental Appropriations Request 7/22/2019 MA Consent Agenda Fund Increase Decrease MA Water Utility Fund Public Works 1,690 Water Maint & Op 1,522 Skiatook Raw Wtr 1,260 Water Treatment 708 Customer Service 67 Ending Unrestricted Net Assets 5,247 MA Wastewater Utility Fund Wastewater Maint & Op 7,857 Ending Unrestricted Net Assets 7,857 MA Solid Waste Utility Fund Solid Waste-Commercial 204 Ending Unrestricted Net Asssets 204 MA Stormwater Utililty Fund Stormwater Maint 130 Ending Unrestricted Net Assets 130 Totals 13,438 13,438 M3-G M3-H  M3-I Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS AUTHORITY STAFF REPORT MEETING DATE: JULY 22, 2019 SUBJECT: SOLID WASTE DISPOSAL AGREEMENT FY 2019-2020 STAFF RECOMMENDATION: Approval of a One-Year Extension of Renewal Number 3 of 3 Possible Renewals of the Current Disposal Agreement with Waste Management of Oklahoma, Inc. for FY 2019- 2020 for Disposal of uncompacted and other acceptable Large and Incombustible Solid Waste (Generally hauled by Rolloff Container Loads) by Landfill from Sand Springs’ Solid Waste Collections and City-Generated Materials. BACKGROUND AND HISTORY: Since July 1, 2014, essentially 100% of Sand Springs’ compacted household and business solid waste has been disposed of by incineration under a contract with Covanta, which achieves Sand Springs’ objective of reducing the volume of solid waste being placed in landfills. Larger and incombustible materials, which comprise approximately 10% of the City’s solid waste are placed in Waste Management’s Landfill under this agreement. The Vendor reports that for the first half of 2019, Sand Springs’ use of the Quarry Landfill has been 112 loads, equaling 258.75 Tons for ½ of the current Fiscal Year. BUDGETARY IMPACT: Projecting the cost to be budgeted for this landfill disposal for FY 2019-2020 is done by multiplying the first half of the current Fiscal Year volume (258.75 tons) times two (equals 517.50 Tons), then multiplying that weight times the Annual Adjusted Rate of $23.70 per ton (increased from $22.81 in FY 2018-2019). This per ton rate adjustment is in accordance with the Garbage and Trash Consumer Price Index effective July 1, 2019. The projected cost of this landfill disposal for FY 2019-2020 is $12,321.68 for purposes of establishing the Budget for FY 2019-2020.