Municipal Authority

MINUTES Sand Springs Municipal Authority M3A February 24, 2020 – 7:00 p.m. Billie A. Hall Public Safety Center 602 W. Morrow Road –Room B106 Sand Springs, Oklahoma 74063 www.sandspringsok.org MEMBERS PRESENT: Chairman Jim Spoon (7-3) Vice Chairman Patty Dixon (9-1) Trustee Phil Nollan (10-0) Trustee Mike Burdge (10-0) Trustee Nancy Riley (6-0) Trustee Beau Wilson (10-0) Trustee Brian Jackson (10-0) 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 February 24, 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 2:00 p.m., on February 20, 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 7:00 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. Invocation Invocation was provided by Mr. Mike Burdge; the public was welcome, but not required, to participate.  MUNICIPAL AUTHORITY MINUTES FEBRUARY 24, 2020 PAGE 2 4. Pledge of Allegiance Pledge of Allegiance was provided by Trustee Jackson. Chairman Spoon acknowledged Trustee Burdge’s recent re-election to the Sand Springs City Council, Ward 3. 5. Consent Agenda (A-E) 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 Items No. 5A-5E. A motion was made by Trustee Burdge and seconded by Trustee Wilson to approve the Consent Agenda Items No. 5A-5E: A) The minutes of the January 27, 2020, regular Municipal Authority meeting. B) 1) A 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  MUNICIPAL AUTHORITY MINUTES FEBRUARY 24, 2020 PAGE 3 2) A purchase of equipment and labor to upgrade the current access control security systems at Spring Lake Municipal Complex, Wastewater Administration Building, and the Lincoln Building for compatibility with new system installed at Billie A. Hall Public Safety Center. C) The Fourth Renewal Agreement with Precision Lawn Care of Tulsa, LLC, in the amount of $258,734 as it relates to city-wide mowing services for FY21 beginning July 1, 2020, and ending June 30, 2021. D) Resolution No. M20-01-B, a resolution establishing a special connection fee, providing for a reimbursement to owners, and establishing deadlines as it relates to water line extensions on Wild Mountain Road. E) Resolution M20-06-Amended, a resolution approving award of Bid No. 1071, authorizing contract payments, authorizing the signature of all related documents, and authorizing staff to purchase materials for the project as designed and specified by the architecture firm as it relates to the Canyons at Blackjack Ridge Golf Course Renovation project. 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. 6. The Canyons at Blackjack Ridge Golf Course – Golf Simulator Parks Director Jeff Edwards requested Council’s approval of a quote in the amount of $48,990 by Trackman Simulator Solutions for the purchase of a golf simulator for the Canyons at Blackjack Ridge golf clubhouse. Following a brief discussion, a motion was made by Trustee Burdge and seconded by Trustee Nollan that the requested approval of a quote in the amount of $48,990 by Trackman Simulator Solutions for the purchase of a golf simulator for the Canyons at Blackjack Ridge golf clubhouse, as presented, be approved. 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 Riley, aye; Trustee Wilson, aye. The motion carried 7-0-0.  MUNICIPAL AUTHORITY MINUTES FEBRUARY 24, 2020 PAGE 4 7. Financial Reports The regular monthly Financial Reports for all funds were provided to Trustees for their review and information. This item was for informational purposes only. 8. Correspondence (A) The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 9. City Manager’s and Trustees’ Report No report was provided during the Municipal Authority meeting. 10. Executive Session A) Chairman Spoon informed Council may consider retiring into Executive Session for the purpose of conferring on the purchase of property in accordance with O.S. Title 25, Section 307 (B) (3). A motion was made by Trustee Burdge and seconded by Vice Chairman Dixon to retire into Executive Session for the purpose of conferring on the purchase of property in accordance with O.S. Title 25, Section 307 (B) (3). 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. Trustees retired into Executive Session at the noted time of 7:09 p.m. B) Chairman Spoon reconvened the Municipal Authority meeting at the noted time of 7:27 p.m. C) A motion was made by Trustee Nollan and seconded by Trustee Jackson to approve Resolution No. M20-08-B, authorizing a budget amendment, the purchase of land, the execution of all documents necessary to complete the purchase and the expenditure of funds.  MUNICIPAL AUTHORITY MINUTES FEBRUARY 24, 2020 PAGE 5 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 Riley, aye; Trustee Wilson, aye. The motion carried 7-0-0. 11. Adjournment The meeting adjourned at the noted time of 7:28 p.m. _______________________________ Janice L. Almy, Secretary  Agenda Item #______ M3B CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: March 23, 2020 City Council and Municipal Authority SUBJECT: REVISED 2020 CALENDAR YEAR SCHEDULE FOR REGULAR MEETINGS OF THE SAND SPRINGS CITY COUNCIL AND THE SAND SPRINGS MUNICIPAL AUTHORITY STAFF RECOMMENDATION: Approval of the revised 2020 calendar year schedule for regular meetings of the Sand Springs City Council and Sand Springs Municipal Authority for the period of July 1, 2020, through December 31, 2020. BACKGROUND AND HISTORY: Council/Trustees approved the 2020 Calendar Year Schedule for regular meetings of the Sand Springs City Council and Sand Springs Municipal Authority on October 28, 2019. Following a quarterly Council Workshop, staff looked at ways to improve Council/Municipal Authority meetings for both Council/Trustees and staff. Staff has discussed with Council members the possibility of moving the start time of meetings from 7:00 p.m. to 6:00 p.m. By doing so, it may result in some cost savings for staff overtime. Additionally, a light dinner or snack could be provided prior to the meeting time to allow those who do not have time to go home prior to the meeting. BUGETARY IMPACT: FY2020 Budget includes funding for special meetings and the daytime workshop/meetings and funds are being considered as a part of the FY2021 Budget. COMPILED AND PRESENTED BY: Janice L. Almy, City Clerk ATTACHMENT(S): The revised 2020 Calendar Year Schedule for regular meetings of the Sand Springs City Council and Sand Springs Municipal Authority.  M3C Agenda Item #________ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: March 23, 2020 SUBJECT: Resolution No. MA20-09 Employee Benefits (Insurance) Renewals STAFF RECOMMENDATION: Approval of Resolution No. MA20-09 a resolution authorizing the Mayor to sign the renewal of agreements for employee benefits including group health, telemedicine, vision, dental and life insurance, all voluntary worksite benefits. BACKGROUND AND HISTORY: Presently Community Care of Oklahoma provides group health insurance to City employees. The City pays 75% of the premium cost, with the remaining 25% coming from the employees. The initial renewal proposal from Community Care was a 12.2% increase in premiums due to high claims. Our Broker, Gallagher Benefit Services, went out to negotiation with Community Care, Staff conferred to settle on the primary health benefit option resulting in a 3.5% increase in premium with no change in the structure of the benefits to include deductibles/co-pays. Employees do still have the option to buy up to a lower deductible and co-pay plan with the additional expense being the responsibility of the employee. There are no changes to the Prescription Benefits that Community Care offers. The current structure differentiates Preferred Pharmacy Copays at: $0/$15/$40/$85/$260 and Non Preferred Pharmacy Copays at: $5/$20/$50/$105/$300 in addition to a differential between generic brand and name brand drugs. In addition, as a part of our drug-free workplace program, the City provides an employee assistance program for all employees and their dependents. Community Care has offered to again provide this service for fiscal year 2020 at no cost contingent upon the Trustees approving Community Care as the health insurance provider. The last two years the City offered a telemedicine benefit which has resulted in over $40,001 dollars in claims savings this current plan year. HealthJoy allows employees to call into a licensed doctor for an evaluation of medical related needs preventing unnecessary emergency room or urgent care visits for basic routine illnesses. Additionally, the plan will assist employees in shopping the market for the most cost effective course of treatment/medicine within the employee’s network. As an added benefit, employees may utilize this program as a secondary means for obtaining employee assistance, similar to the same coverage offered by Community Care. The cost to the City for this added benefit will be approximately $16,548 annually which is an increase over last year’s rate by approximately $1,182. Delta Dental has been the City’s dental provider for group dental benefits since the mid-1980. The City pays 100% of the employee’s coverage, while the employee is responsible for the cost of dependant coverage. For the first time in over 6 years the plan has seen an increase the last two years. We are advising to move to MetLife for a 0% rate increase with a 5% rate cap on year 2 and 3. The plan benefits are identical, except for a $300 increase to the annual maximum benefit that an employee can receive. VSP has been the City’s vision provider for group vision benefits for year. The Employee may elect this as a voluntary benefit. Our broker was able to negotiate with MetLife the VSP network and identical plan design with a decrease in cost of 15.34% ($3,010.92/ annually). Lincoln Financial provides group life insurance to City employees up to one times the annual salary for each employee at a rate of $0.215 per thousand. This rate includes Accidental Death & Dismemberment. The employee may purchase $5,000 for their spouse and $2,000 for each dependent child at a rate of $1.52 per family. The City pays 100% of the employee’s coverage, while the employee is responsible for the cost of spouse and dependant coverage. The rate is $0.215 per thousand, Life rate per $1,000 - $0.180 and AD&D rate per $1,000 - $0.035. However, Lincoln Financial has given a 19.37% increase which will change our employee rate to $0.26 per thousand. Our broker was able to negotiate with MetLife for the identical plan with employees up to one times the annual salary for each employee at a rate of $0.218 per thousand. This rate includes Accidental Death & Dismemberment. The employee may purchase $5,000 for their spouse and $100-2,000 for each dependent child at a rate of $1.52 per family. The City pays 100% of the employee’s coverage, while the employee is responsible for the cost of spouse and dependent coverage. The rate is $0.218 per thousand, Life rate per $1,000 - $0.179 and AD&D rate per $1,000 - $0.039. Lincoln continues to provide additional life insurance that employees may purchase above the current one times salary limit. Employees can purchase up to $300,000 on themselves. Lincoln will guarantee issue $50,000 without completing a health questionnaire on new enrollees. Employees have to complete a health questionnaire for amounts greater than $50,000 or if changing existing coverage. Employees can also purchase up to $150,000 on their spouses, the guarantee issue amount for spouses is $10,000 for new enrollees. Employees can purchase up to $10,000 on their children. However, our broker was able to negotiate with MetLife for a richer plan where employees can purchase up to $500,000 on themselves. MetLife will guarantee issue $100,000 with our completing a health questionnaire on new enrollees. Employees have to complete a health questionnaire for amounts greater than $100.00 or if changing existing coverage. Employees can also purchase up to $250,000 on their spouses, the guarantee issue amount for spouses is $25,000 for new enrollees. Employees can purchase up to $10,000 on their children. Lincoln also provides group long term disability to City employees for many years. The City pays 100% of an employee’s coverage with 100% enrollment. The benefit is 60%, with a maximum monthly benefit of $5,000, and a minimum monthly benefit of the greater of $100 or 10%. An elimination period of 90 days and own occupation period of 24 months. The rate is $0.320 per 100. Lincoln did issue a 10.94% increase with the rates increasing to $0.355 per 100. However, our broker has negotiated with MetLife to an identical plan design with the rates of $0.317 per $100 benefit. BUDGETARY IMPACT: With the increase in health insurance rates, the budgetary impact will be an increase of $79,025.40 over prior year. HealthJoy for the telemedicine benefit, the budgetary impact will be an increase of $1,182.00 over prior year. Dental insurance rate budgetary impact will be $0.00 over prior year (no increase) Group Life Insurance rate budgetary impact will be $316.32 Vol. Life Insurance rate budgetary impact will be $0 (no increase). Long term disability rate budgetary savings impact will be -$266.76 (decrease). Total budgetary impact will be an increase of $80,256.64 over prior year. This is included in the proposed FY21 budget. COMPILED BY: Amy Fairchild/Human Resources PRESENTED BY: Kat Knapp & Coleman Crawley/Gallagher Benefit Services ATTACHMENTS: Medical Rates from Gallagher Benefit Services Telemedicine Rates from Gallagher Benefit Services Dental Rates from Gallagher Benefit Services Vision Rates from Gallagher Benefit Services Group Life Rates from Gallagher Benefit Services Vol. Life Rates from Gallagher Benefit Services Long Term Disability Rates from Gallagher Benefit Services  RESOLUTION NO. M20-09 A RESOLUTION AUTHORIZING EMPLOYEE BENEFIT CONTRACTS FOR THE EMPLOYEES OF THE SAND SPRINGS MUNICIPAL AUTHORITY WHEREAS, the Sand Springs Municipal Authority regularly enters into annual agreements for employee benefits, including group health, vision, dental and life insurance benefits; WHEREAS, the agreements listed below have been negotiated and are in the best interest of the employees of the SSMA by providing minimal cost increases and substantially similar benefits to those benefits currently provided; WHEREAS, the SSMA is committed to ensuring fair compensation for all employees, and is better able to attract and retain qualified personnel with a fair benefit package; WHEREAS, approval of the agreements is in the best interest of the beneficiaries of the Sand Springs Municipal Authority; THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE SAND SPRINGS MUNICIPAL AUTHORITY AS FOLLOWS: The Chairman is authorized to sign employee benefit agreements with the providers listed below, with the cost increase for each benefit listed: Health Insurance Community Care HMO 3.50% increase Dental Insurance MetLife Dental 0.00% increase Group Life Insurance Financial 1.29% increase Vol. Life Insurance Financial 0.00% increase Long Term Disability MetLife 0.94% decrease Telemedicine HealthJoy $1,182 increase (Telemedicine increased based on utilization between now and June) This resolution is approved in open meeting of the Trustees of the Sand Springs Municipal Authority on the 23rd day of March, 2020. _______________________________ James O. Spoon, Chairman __________________________ Janice Almy, Secretary __________________________ David L. Weatherford, Trust Attorney  M5 Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: March 25, 2019 SUBJECT: PUBLIC HEARING- FISCAL YEAR 2021 PROPOSED BUDGET STAFF RECOMMENDATION: The Mayor will declare a public hearing for the purpose of receiving citizen input concerning the Fiscal Year 2021 Proposed Budget for the City of Sand Springs. EXECUTIVE SUMMARY: According to the Municipal Budget Act (11 O.S. §§ 17-201 through 17-216), at least one public hearing must be held no later than 15 days prior to July 1. This agenda item will satisfy this public hearing requirement, allowing for citizen input on the upcoming FY2021 Proposed Budget. BUDGETARY IMPACT: None COMPILED BY: Arlena Barnes APPROVED BY: ATTACHMENT: None M6 M7A