Municipal Authority

MINUTES M5A Sand Springs Municipal Authority January 27, 2020 – Following City Council Billie A. Hall Public Safety Center 602 W. Morrow Road –Room B106 Sand Springs, Oklahoma 74063 www.sandspringsok.org MEMBERS PRESENT: Chairman Jim Spoon (6-3) Vice Chairman Patty Dixon (8-1) Trustee Phil Nollan (9-0) Trustee Mike Burdge (9-0) Trustee Nancy Riley (5-0) Trustee Beau Wilson (9-0) Trustee Brian Jackson (9-0) ALSO PRESENT: City Manager Elizabeth A. Gray Interim Assistant City Manager Derek Campbell City Attorney David Weatherford Secretary Janice L. Almy MEMBERS ABSENT: None The Sand Springs Municipal Authority met in regular session on January 27, 2020, 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 11:30 a.m., on January 23, 2020, 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 7:37 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.  MUNICIPAL AUTHORITY MINUTES JANUARY 27, 2020 PAGE 2 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. 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 Wilson and seconded by Vice Chairman Dixon to approve the Consent Agenda Item No. 3A: A) The minutes of the December 16, 2019, regular Municipal Authority meeting. Chairman Spoon called for the vote recorded as follows: Trustee Wilson, aye; Trustee Riley, aye; Chairman Spoon, aye; Vice Chairman Dixon, aye; Trustee Burdge, aye; Trustee Nollan, aye; Trustee Jackson, aye. The motion carried 7-0-0. 4. Financial Reports The regular monthly Financial Reports for all funds are provided to Trustees for their review and information. This item is for informational purposes only. 5. Correspondence (A) 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.  MUNICIPAL AUTHORITY MINUTES JANUARY 27, 2020 PAGE 3 7. Adjournment The meeting adjourned at the noted time of 7:38 p.m. _______________________________ Janice L. Almy, Secretary  M5B 1-2 Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: February 24th, 2020 SUBJECT: APPROVAL OF SUPPLEMENTAL APPROPRIATION AND PURCHASE TO UPGRADE ACCESS CONTROL SYSTEM STAFF RECOMMENDATION: (1) Approval of the following supplemental appropriation: General Fund: Increase: Expenditures- Facilities Mgmt $15,904 Decrease: Ending Unreserved Fund Balance $15,904 MA Water Utility Fund: Increase: Expenses- Public Works $ 8,995 Increase: Expenses- Water Maint & Oper $ 2,366 Decrease: Ending Unrestricted Net Assets $11,361 MA WW Utility Fund: Increase: Expenses- Wastewater Treatment $ 5,895 Decrease: Ending Unrestricted Net Assets $ 5,895 MA Solid Waste Utility Fund: Increase: Expenses- Solid Waste Residential $ 4,256 Increase: Expenses- Solid Waste Commercial $ 2,192 Decrease: Ending Unrestricted Net Assets $ 6,448 (2) Approval of purchase of equipment and labor to upgrade the current access control security system at Spring Lake Campus, Wastewater Administration Building and Lincoln Building to work on new system installed at Billie A. Hall Complex. EXECUTIVE SUMMARY: The City of Sand Springs desires replacing current access control security system at Spring Lake Campus, Wastewater Administration Building and Lincoln Building so they will all be operational and managed on a single platform. With current City Hall remodel this will bring that location online with Billie A. Hall Complex; leaving Spring Lake Campus, Wastewater Administration Building and Lincoln Building operating on an antiquated system that is out of support and can no longer be updated. BUDGETARY IMPACT: See supplemental appropriation above. COMPILED BY: Debra Wood, Information Systems Manager M5C  M5D Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: FEBRUARY 24, 2020 SUBJECT: RESOLUTION NO. M-20-01 WILD MOUNTAIN ROAD WATER LINE EXTENSIONS STAFF RECOMMENDATION: 1. Trustees will consider approval of Resolution No. M-20-01, 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; authorizing the design, bid, construction, and construction payments; and establishing deadlines. BACKGROUND AND HISTORY: In 2004 the Authority’s water distribution system was improved with the construction of a 12” water line which ran north along 81st W. Avenue from 10th Street to Old North Road and then continued to the east along Old North Road to a dead end near the intersection with Wild Mountain Road. In the years since construction, staff has on occasion met with property owners along Wild Mountain Road who were interested in the possibility of connecting to this line through extension of a public water line to their property; however, none were successful in rallying support amongst the other local property owners to help fund such a project. Last year staff met with Ryan and Amy Stafford, current residents on Wild Mountain Road who are in need of a water tap to replace their current well water source. Staff has met with the Staffords to discuss their options which include: 1) obtaining a private easement from a neighbor in which to run a long private service line, or 2) participating in an effort to extend a public water line north along a portion of Wild Mountain Road. After pricing the cost to run a long private service line, Mr. Stafford has visited with a number of his neighbors and has identified at least two others who have indicated that they would be willing to participate in the cost of constructing a public water main extension. On July 10, 2019 staff brought a previous draft of the above referenced Resolution No. M-20-01 to the Municipal Authority for consideration. The Authority expressed support for the proposed project subject to a $50,000 residents organizing to contribute $50,000 toward the estimated $100,000 project cost. In recent months, staff has once again visited with the Staffords as well as fellow resident Brad Toliver who have committed to the $50,000 initial investment. The attached Resolution No. M-20-01 has been revised to create the project for Phase I construction along Wild Mountain Road; establish a special tap fee for connection to the extension; authorize the design, bid, construction of the project; and require the establishment of a payback formula upon completion of the project. This Item was reviewed with the Public Works Advisory Committee at their February 18, 2020 meeting. BUDGETARY IMPACT: Up-front cost of construction with provision for payback over time through assessment of special tap fee. COMPILED BY: Cody Blair, PE Assistant City Engineer PRESENTED BY: Derek Campbell, PE Public Works Director & City Engineer ATTACHMENTS: Location Map (1 page) Resolution No. M-20-01 (3 pages)  RESOLUTION NO. M‐20‐01 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 WHEREAS, several property owners along Wild Mountain Road north of Old North Road have requested water service from the Sand Springs Municipal Authority; WHEREAS, in order to provide service, the extension of water mains, installation of fire hydrants, and the construction of infrastructure is necessary. In order to complete Phase 1 of the project, it is estimated the total cost to the Authority will be approximately $125,000.00. WHEREAS, in order to make the project viable, a special rate for connections to the water line is necessary; further, as other property owners request service and connect to the service line, if additional revenue above and beyond the original cost is generated, a reduction of the original connection fee will be warranted; WHEREAS, it is in the best interest of the Sand Springs Municipal Authority and the utility customers of the system to approve this resolution. NOW, THEREFORE, be it resolved by the Sand Springs Municipal Authority, Sand Springs, Oklahoma, as follows: 1. The project known as the Wild Mountain Road Water Line Extension is established, with the authority staff to design and proceed with the construction of a water line extension from Old North Road north approximately 2,100 feet as Phase 1 of the project; 2. A special tap fee for property owners who desire to establish a connection to the water line is hereby established within the limits set forth in Exhibit “A", with a connection fee in the amount of $10,000.00 for primary water service; 3. Upon completion of construction of Phase 1, the staff shall establish a payback formula, considering the total construction costs, that sets reasonable time limits for payback of the original costs, revenue reimbursement to those who have purchased taps if sufficient funds have been generated to repay the costs of Phase 1, and an evaluation of any further extensions that may be needed in the area. 4. Staff is authorized to: a. proceed with design; 1  b. bid the project as required by law; c. award the contract to the lowest and best bidder; d. enter into a contract with the lowest and best bidder if within budget; e. make payments to allow for construction of the project; and f. report to council of the progress of the project. 5. Prior to completion of the project, staff shall present a payback agreement between the two property owners who will participate with the costs of the initial construction. February __, 2020. SAND SPRINGS MUNICIPAL AUTHORITY By _______________________________ James O. Spoon, Chairman ATTEST: ___________________________________ Secretary ___________________________________ Authority Attorney 2  EXHIBIT “A”: SPECIAL TAP FEE AREA FOR WILD MOUNTAIN ROAD WATER LINE EXTENSION NORTH RESOLUTION NO. M-20-01 LIMITS TO BE ADJUSTED AT TIME OF PROJECT ACCEPTANCE BASED UPON EXTENT OF PHASE I CONSTRUCTION $10,000 SPECIAL TAP FEE AREA DEDICATED TO REPAYMENT OF FUTURE PHASE CONSTRUCTION $10,000 SPECIAL TAP FEE AREA COSTS DEDICATED TO REPAYMENT OF PHASE I CONSTRUCTION COSTS Possible Bid Add Alternate, Phase I Wild Mountain Water (Approx. 400’) Line Extension, Phase I 3  LOCATION MAP FOR WILD MOUNTAIN ROAD WATER LINE EXTENSION RESOLUTION NO. M20-01 Wild Mountain Water Line Extension  M5E Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: February 24, 2020 SUBJECT: Amendment to Resolution No. M20-06 STAFF RECOMMENDATION: Staff recommends approval of Resolution M20-06 with the amended item 7 BACKGROUND AND HISTORY: This project was bid as a services only bid, with the City to purchase required materials as needed for the project. This amendment covers the need to expedite purchases with a short 120 construction timeframe, allowing the City Manager to proceed with purchases over $25,000 but under $50,000. Staff expects roughly 4-6 details within the materials list provided by the architecture firm to be in excess of $25,000. Raising the City Manager’s spending limit to $50,000 will keep the project on track and offer seamless purchase of material once the contractor requests the materials to be delivered. BUDGETARY IMPACT: No change to budget, the project is budgeted. COMPILED BY: Jeff Edwards PRESENTED BY: Jeff Edwards ATTACHMENTS: Resolution M20-06  SAND SPRINGS MUNICIPAL AUTHORITY SAND SPRINGS, OKLAHOMA RESOLUTION No. M20-06 A RESOLUTION APPROVING AWARD OF BID NO. 1071, AUTHORIZING CONTRACT PAYMENTS, AUTHORIZING THE SIGNATURE OF ALL RELATED DOCUMENTS, AUTHORIZING STAFF TO PURCHASE MATERIALS FOR THE PROJECT AS DESINGED AND SPECIFIED BY THE ARCHITECTURE FIRM WHEREAS, the Sand Springs Municipal Authority released Bid No. 1071 for competitive bidding related to the Canyons at Blackjack Ridge Course Renovation; WHEREAS, award of bid is necessary to construct this project; WHEREAS, authorizing payments pursuant to the contract is necessary to construct this project; WHEREAS, approval of the documents associated with this project are in the best interest of the citizens of the City of Sand Springs; WHEREAS, City staff will be required to purchase supplies and materials necessary to carry out the construction of the golf course design; WHEREAS, said purchases by City staff may be required by sole source bidding as designed or specified by the architecture firm; THEREFORE, BE IT RESOLVED by the Sand Springs Municipal Authority as follows: 1. The base bid plus add alternates No. 2 – No. 5 of Wadsworth Golf Construction Company in the amount of $530,704.96 is accepted as the best bid for the project described by Bid No. 1071, 2. All payments required pursuant to Wadsworth Golf Construction Company’s contract in the amount of $530,704.96 are authorized as defined in Bid No. 1071; 3. The Chairman and/or City Manager are authorized to sign all documents necessary to proceed with the work in a timely manner and to issue a notice to proceed upon receipt of all necessary bonds;  4. City staff is authorized to purchase supplies and materials identified in the specifications for the purposes of constructing the project within the budgeted amount; 5. For the following components, Council specifically finds that there is a sole source for providing the required supplies, equipment and golf course materials and that the purchase thereof is necessary to complete the project. Sole source purchases for these items are authorized, for amounts not to exceed the budgeted funds. Components include Professional Turf Products (TORO) Irrigation supplies and Champions Sod Ultra Dwarf Bermuda; 6. City staff is authorized to execute any change orders necessary to complete the project within the budgeted amount. 7. For the purposes of purchasing materials related specifically to the golf course renovation, the City Manager’s spending limit is increased from $25,000 to $50,000 during the duration of the project identified in Bid No. 1071. This Resolution is passed and approved by the trustees of the Sand Springs Municipal Authority this 24th day of February, 2020. _________________________________ James O. Spoon, Chairman ATTEST: _____________________________ Janice L. Almy, Secretary Approved as to Form: ______________________________ David L. Weatherford, Municipal Attorney M6 M8A