Municipal Authority

M3A MINUTES Sand Springs Municipal Authority September 23, 2019 Room #B106 Following City Council Billie A. Hall Public Safety Center 602 W. Morrow Road Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Jim Spoon (4-1) Vice Mayor Patty Dixon (4-1) Trustee Phil Nollan (5-0) Trustee Mike Burdge (5-0) Trustee Nancy Riley (1-0) Trustee Beau Wilson (5-0) Trustee Brian Jackson (5-0) ALSO PRESENT: City Manager Elizabeth A. Gray Assistant City Manager Mike Tinker City Attorney David Weatherford Secretary Janice L. Almy MEMBERS ABSENT: None The Sand Springs Municipal Authority met in regular session on September 23, 2019, in Room No. B106 of the Billie A. Hall Public Safety Center pursuant to the agenda filed with the City Clerk’s office and posted at 2:30 p.m., on September 19, 2019, on the window located at the front entrance of former Fire Station #1, 217 N. McKinley Ave., Sand Springs, Oklahoma 74063. 1. Call to Order Chairman Spoon called the meeting to order at the noted time of 8:18 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, here; Chairman Spoon, here; Trustee Riley, here; Trustee Wilson, here. 3. Consent Agenda (A) 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.  MUNICIPAL AUTHORITY MINUTES SEPTEMBER 23, 2019 PAGE 2 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. A motion was made by Trustee Burdge and seconded by Trustee Nollan to approve the Consent Agenda Item No. 3A: A) The minutes of the August 26, 2019, regular Municipal Authority meeting. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, aye; Trustee Riley, abstain; Chairman Spoon, aye; Vice Chairman Dixon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 6-0-1. 4. Financial Reports The regular monthly Financial Reports for all funds were provided to Council for their review and information. This item was for informational purposes only. 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. 7. Adjournment The meeting adjourned at the noted time of 8:19 p.m. _______________________________ Janice L. Almy, Secretary  M3B MINUTES Sand Springs Municipal Authority October 9, 2019 Room #B106 Following City Council Case Community Center 1050 West Wekiwa Road Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Jim Spoon Vice Mayor Patty Dixon Trustee Phil Nollan Trustee Mike Burdge Trustee Nancy Riley Trustee Beau Wilson Trustee Brian Jackson ALSO PRESENT: City Manager Elizabeth A. Gray Assistant City Manager Mike Tinker City Attorney David Weatherford Secretary Janice L. Almy MEMBERS ABSENT: None The Sand Springs Municipal Authority met in special session on October 9, 2019, at Case Community Center pursuant to the agenda filed with the City Clerk’s office and posted at 9:00 a.m. on October 3, 2019, on the window located at the front entrance of former Fire Station #1, 217 N. McKinley Ave., Sand Springs, Oklahoma 74063. 1. Call to Order Chairman Spoon called the meeting to order at the noted time of 1:37 p.m. 2. Roll Call Chairman Spoon called for an individual roll call with members replying in the following manner: Councilor Nollan, here; Vice Mayor Dixon, here; Councilor Burdge, here; Councilor Riley, here; Councilor Wilson, here; Councilor Jackson, here; Mayor Spoon, here. 3. City-Wide Budget Amendments Budget Officer Arlena Barnes requested Council’s approval of city-wide budget amendments to the FY20 Budget.  MUNICIPAL AUTHORITY MINUTES October 9, 2019 PAGE 2 A motion was made by Trustee Burdge and seconded by Trustee Wilson that the requested approval of city-wide budget amendments to the FY20 Budget, as presented, be approved. Chairman Spoon called for the vote recorded as follows: Councilor Nollan, aye; Vice Mayor Dixon, aye; Councilor Burdge, aye; Councilor Riley, aye; Councilor Wilson, aye; Councilor Jackson, aye; Mayor Spoon, aye. The motion carried 7-0-0. 4. Customer Service Vehicle Purchase and Surplus Finance Director Kelly Lamberson requested Council’s approval of the purchase of two (2) 2019 Ford Escape 4x4 vehicles from John Vance Motors, Inc. via state contract No. SW035 and the surplus of Unit 480 (2006 Jeep Wrangler) and Unit 484 (2008 Jeep Wrangler). Following a brief discussion, a motion was made by Trustee Nollan and seconded by Trustee Burdge that the requested approval of the purchase of two (2) 2019 Ford Escape 4x4 vehicles from John Vance Motors, Inc. via state contract No. SW035 and the surplus of Unit 480 (2006 Jeep Wrangler) and Unit 484 (2008 Jeep Wrangler), as presented, be approved. Chairman Spoon called for the vote recorded as follows: Councilor Nollan, aye; Vice Mayor Dixon, aye; Councilor Burdge, aye; Councilor Riley, aye; Councilor Wilson, aye; Councilor Jackson, aye; Mayor Spoon, aye. The motion carried 7-0-0. 5. Adjournment The meeting adjourned at the noted time of 1:42 p.m. _______________________________ Janice L. Almy, Secretary M3C  M3D Consent Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: October 28, 2019 SUBJECT: MOTOROLA HANDHELD RADIO PURCHASE STAFF RECOMMENDATION: Approval to purchase 20 Motorola APX 900 Portable Radios for Parks and Public Works in the amount of $39,992.65 from Motorola Solutions. BACKGROUND AND HISTORY: Sand Springs Parks staff and Public Works staff has identified the need for handheld radio operations to conduct normal business, and to communicate during special events and emergency situations. At the current time, Parks staff is asked to utilize their personal cell devices, sometimes in inclement weather with wet conditions, to conduct City business. Management has recognized this as an increased usage of personal devices and budgeted the solution this fiscal year in the form of handheld radios. Parks employees and Public Works employees will have a radio station to conduct business as needed during any event and situation. A total of 20 radios are needed, 10 for the Parks Department and 10 for the Public Works Department. BUDGETARY IMPACT: Funds were allocated and are available in the FY20 Capital for Park Maintenance, and in the FY20 Municipal Authority Short-Term Capital Fund. COMPILED BY AND PRESENTED: Jeff Edwards and Ken Boswell ATTACHMENTS: Motorola Solutions Quote, Total Radio Quote M3E  M4 Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: October 28, 2019 SUBJECT: APPROVAL OF RESOLUTION NO. M20-04 AUTHORIZING THE ACQUISITION OF NEW EASEMENTS, THE AMENDMENT OF EXISTING EASEMENTS, AND THE SETTLEMENT OF CLAIMS RELATED TO THE ACQUISITION OF PROPERTY STAFF RECOMMENDATION: The Sand Springs-Sapulpa Joint Board and Staff recommends approval of the resolution authorizing the settlement agreement, two easement amendments and five new easements. EXECUTIVE SUMMARY: For several years, the SSMA has been working the Mr. Craig Sutton concerning issues related to the operations of the SSMA/SMA raw water line across Mr. Sutton’s property. As a part of dealing with operations issues, the parties have come to a number of agreements that will make long term operations more efficient, will avoid any future conflicts with either the current owner or a future owner, and will allow sufficient additional property for repairs and maintenance. Based upon surveys, it was also determined that corrections needed to be made to two existing easements that had been granted in the 1980’s. The attached agreements reflect the result of negotiations between all of the parties and will serve the authority well in coming years. The Sand Springs-Sapulpa Joint Board voted to recommend approval of Resolution No. M20-04 at their October 15, 2019 regular meeting, and the Resolution was reviewed with the Public Works Advisory Committee at their October 22, 2019 meeting. BUDGETARY IMPACT: None. COMPILED AND PRESENTED BY: Frank Weigle and City Attorney ATTACHMENTS: Resolution, Settlement Agreement, Two Corrected Easements and Five new easements.  RESOLUTION NO. M20-04 A RESOLUTION AUTHORIZING THE ACQUISITION OF NEW EASEMENTS, THE AMENDMENT OF EXISTING EASEMENTS, AND THE SETTLEMENT OF CLAIMS RELATED TO THE ACQUISITION OF PROPERTY WHEREAS, the Sand Springs Municipal Authority and the Sapulpa Municipal Authority jointly operate, pursuant to an Interlocal agreement entered into in December, 1986, a raw water line from Skiatook Lake, through the City and Sand Springs and to the City of Sapulpa, all for the purpose of providing water to the water customers of both cities; WHEREAS, the raw water line crosses portions of property owned by the Suttons, and as such existing easements have been in place for the water line and additional land acquisition and easements are needed for the operations and maintenance of the water line; WHEREAS, Sand Springs and Sapulpa have entered into a number of agreements, as attached hereto, to acquire additional rights to accommodate improvements and future access to the Water Line; and WHEREAS, to provide for the orderly settlement of the rights of the parties hereto and to avoid litigation related to such rights, the Suttons, Sand Springs and Sapulpa have agreed to certain terms as set forth in an agreement attached hereto; WHEREAS, approval of the agreements and easements attached hereto is in the best interest of the beneficiaries of the Sand Springs Municipal Authority and the Sapulpa Municipal Authority; THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE SAND SPRINGS MUNICIPAL AUTHORITY AS FOLLOWS: 1. The Settlement Agreement and Release attached hereto is approved and the Mayor is authorized to sign on behalf of the Municipal Authority. 2. Corrected Easement 35 is accepted and the Mayor is authorized to sign on behalf of the Municipal Authority. 3. Corrected Easement 36 is accepted and the Mayor is authorized to sign on behalf of the Municipal Authority. 4. New Easements A through E are accepted and the Mayor is authorized to sign on behalf of the Municipal Authority.  This resolution is approved in open meeting of the Trustees of the Sand Springs Municipal Authority on the __ day of October, 2019. _______________________________ James O. Spoon, Chairman _________________________________________ Janice Almy, Municipal Authority Clerk _________________________________________ David L. Weatherford, Municipal Authority Attorney M5 M6 M8