Municipal Authority

City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ City Clerk Janice L. Almy Presented by:____________________________ CC/MA2022-05-23 Regular Minutes Subject:________________________________________________________________________ M3A Approval Item #: _____________ Cost: ______________ Recommendation:____________________ Synopsis: Requesting approval of City Council and/or Municipal Authority regular and/or special meeting minutes. Details: Requesting approval of City Council and/or Municipal Authority regular and/or special meeting minutes.  MINUTES Sand Springs Municipal Authority May 23, 2022 – Following City Council Sand Springs Municipal Building 100 East Broadway Street – Council Chambers, First Floor Sand Springs, Oklahoma 74063 www.sandspringsok.org MEMBERS PRESENT: Chairman Jim Spoon (1-0) Trustee Cody Worrell (1-0) Trustee Matt Barnett (1-0) Trustee Mike Burdge (1-0) Trustee Nancy Riley (1-0) ALSO PRESENT: City Manager Michael S. Carter City Attorney David Weatherford Secretary Janice L. Almy ABSENT: Vice Chairman Beau Wilson (0-1) Trustee Brian Jackson (0-1) The Sand Springs Municipal Authority met in regular session on May 23, 2022, in the Council Chambers of the Sand Springs Municipal Building pursuant to the regular meeting notice and agenda filed with the City Clerk’s office and posted at 11:30 a.m. on May 19, 2022, on the display board located at the front entrance of the Sand Springs Municipal Building (City Hall), 100 East Broadway Street, Sand Springs, Oklahoma 74063. 1. Call to Order Chairman Spoon called the meeting to order at the noted time of 6:41 p.m. 2. Roll Call Chairman Spoon called for an individual roll call with members replying in the following manner: Trustee Jackson, no response; Trustee Barnett, here; Trustee Burdge, here; Chairman Spoon, here; Vice Chairman Wilson, no response; Trustee Riley, here; Trustee Worrell, here.  MUNICIPAL AUTHORITY MINUTES MAY 23, 2022 PAGE 2 It was noted for the record that Vice Chairman Wilson and Trustee Jackson were absent from said meeting. 3. 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. Consent Agenda items are vetted through various committees prior to consideration by Trustees. Chairman Spoon noted that questions or clarification on the Consent Agenda item may be addressed prior to taking action. Chairman Spoon requested if Trustees had questions or needed clarification on the Consent Agenda item or whether any item needed to be considered separately. There being none, Chairman Spoon called for a motion regarding Consent Agenda Items No. 3A through 3E. A motion was made by Trustee Barnett and seconded by Trustee Worrell to approve Consent Agenda Items No. 3A through 3E: A) The minutes of the April 25, 2022, regular Municipal Authority meeting. B) An Agreement with Crawford & Associates, P. C., at the estimated cost of $50,000, to provide accounting and consulting services to the Sand Springs Municipal Authority related to the upcoming Fiscal Year 2022 audit; and authorization for the Chairman to sign said agreement. C) An Agreement with Arledge & Associates, P.C. in the amount of $39,750 to provide audit services to the Sand Springs Municipal Authority for the upcoming Fiscal Year 2022 audit; and authorization for the Chairman to sign said agreement. D) An agreement for Engineering Services with Tetra Tech, Inc. for Operation and Maintenance of the Skiatook Raw Water Conveyance System for Fiscal Year 2023 in the amount of $354,973; Sand Springs Municipal Authority share of $212,983.80 (60%). E) An agreement for Engineering Services with Tetra Tech, Inc. to assist the Sand Springs-Sapulpa Joint Board in procurement of a new Operation and Maintenance Services provider for the Skiatook Raw Water Conveyance System beginning with Fiscal Year 2024 in the amount of $12,982; Sand Springs Municipal Authority share of $7,789.20 (60%).  MUNICIPAL AUTHORITY MINUTES MAY 23, 2022 PAGE 3 Chairman Spoon called for the vote recorded as follows: Trustee Worrell, aye; Trustee Riley, aye; Chairman Spoon, aye; Trustee Burdge, aye; Trustee Barnett, aye. The motion carried 5-0-0. 4. Chairman/Vice Chairman Appointments (A-B) Chairman Spoon informed Trustees that all matters listed under Chairman/Vice Chairman Appointments are at the discretion of the Chairman/Vice Chairman, with Trustee approval, and may be approved by one motion. Chairman Spoon noted that, upon request, any item may be discussed separately. There being no request, Chairman Spoon called for a motion regarding Chairman/Vice Chairman Appointments Items No. 4A through 4B. A motion was made by Trustee Burdge and seconded by Trustee Worrell to approve Chairman/Vice Chairman Appointments Items No. 4A through 4B. A) The re-appointment of City Manager Michael S. Carter, as the Chairman’s alternate, to serve a one year term to May 2023 on the Sand Springs/Sapulpa Joint Board. B) The re-appointment of Public Works Director/City Engineer Derek Campbell, as the Vice Chairman’s alternate, to serve a one year term to May 2023 on the Sand Springs/Sapulpa Joint Board. Chairman Spoon called for the vote recorded as follows: Trustee Barnett, aye; Trustee Burdge, aye; Chairman Spoon aye; Trustee Riley, aye; Trustee Worrell, aye. The motion carried 5-0-0. 5. Municipal Authority Appointments (A-C) Chairman Spoon informed Trustees that all matters listed under Municipal Authority Appointments are at the discretion and approval of the Trustees, and may be approved by one motion. Chariman Spoon noted that, upon request, any item may be discussed separately. There being no request, Chairman Spoon called for a motion regarding Municipal Authority Appointments Items No. 5A through 5C.  MUNICIPAL AUTHORITY MINUTES MAY 23, 2022 PAGE 4 A motion was made by Trustee Burdge and seconded by Trustee Barnett to approve Municipal Authority Appointments Items No. 5A through 5C. A) The re-appointment of Leia Anderson to serve a three year term, to July 2025, on the Sand Springs Airport Advisory Board. B) The re-appointment of the Rick Westcott to serve a three year term, to July 2025, on the Sand Springs Airport Advisory Board. C) The appointment of Bill Wagner to serve an unexpired term, to July 2024, on the Sand Springs Airport Advisory Board. Chairman Spoon called for the vote recorded as follows: Trustee Worrell, aye; Trustee Burdge, aye; Chairman Spoon, aye; Trustee Riley, aye; Trustee Worrell, aye. The motion carried 5-0-0. 6. Financial Reports The regular monthly Financial Reports and Sales Tax and Use Tax updates for all funds were provided to Trustees for their review and information. This item was for informational purposes only. 7. Correspondence (A) The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 8. Adjournment The meeting adjourned at the noted time of 6:42 p.m. _______________________________ Janice L. Almy, Secretary  City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ Municipal Authority Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ Janice L. Almy, City Clerk Presented by:____________________________ Skiatook Raw Water Conveyance System Municipal Property Protection Plan Renewal for FY23 Subject:________________________________________________________________________ M3B Item #: _____________ $5,867.00 Cost: ____ __________ Approval Recommendation:____________________ Synopsis: Trustees may consider approval, denial, amendment, or revision of the Skiatook Raw Water Conveyance System Municipal Property Protection Plan (MPPP) Renewal for FY23 with OMAG (Oklahoma Municipal Assurance Group) for property coverage. Details: OMAG has provided coverage for the Skiatook Raw Water Conveyance System for several years. The annual premium for the FY23 Skiatook Raw Water Conveyance System Municipal Property Protection Plan is $9,778.00, with Sand Springs Municipal Authority's share (60%) being $5,867.00 and Sapulpa Municipal Authority's share (40%) being $3,911.00. Attachments include OMAG's cover letter, Sand Springs' Invoice, Declarations Page, Municipal Property Protection Plan indicating Joint Ownership Endorsement.  PROPERTY INVOICE 3650 S. Boulevard Edmond, OK 73013 DATE: May 24, 2022 Phone 405-657-1400 INVOICE # Fax 405-657-1401 FOR: Annual Premium Premium Billing DUE: July 1, 2022 To: City of Sand Springs City/Town: Skiatook Raw Water Conveyance P.O. Box 338 Policy Year: 07-01-22 to 07-01-23 Sand Springs, OK 74063-0338 DESCRIPTION AMOUNT Policy # PRO140048806 Payment due $ 5,867.00 60% OF $9,778.00 TOTAL $ 5,867.00 Make all checks payable to OMAG. Please send separate checks for payments to liability, property, and workers compensation policies. THANK YOU FOR YOUR BUSINESS!  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan Declarations Page 1. PLAN MEMBER: Skiatook Raw Water Conveyance AGREEMENT NUMBER: PRO140048806 System Mailing Address: P.O. Box 338 Sand Springs, Oklahoma 74063-0338 2. Plan Period From 7/1/2022 to 7/1/2023 12:01 A.M. Central Standard Time 3. The Coverage afforded by this agreement is only with respect to the following coverages as are indicated by specific limits of coverage, for which a premium is charged. COVERAGE PREMIUM COMMERCIAL PROPERTY COVERAGE Buildings and Business Personal Property, per schedule Limit: $9,428,533 $9,658 Mobile Equipment, per schedule Limit: $ $ Leased/Rented Equipment Limit: $ $ Miscellaneous Equipment, per schedule Limit: $ $ Fine Arts, per schedule Limit: $ $ EXCESS COVERAGE A Business Income $ per occurrence $ per location $ Accounts Receivable $ on premises $ off premises $ Valuable Papers $ on premises $ off premises $ Theft/Disapp/ Destr $ inside $ outside $ Earth Movement (Subject to $100,000 Deductible) Excess Limit: $5,000,000 $120 EQUIPMENT BREAKDOWN COVERAGE Excluding Electrical Power Generating Equipment, per schedule Included Including Electrical Power Generating Equipment, per schedule Excluded Total Premium $9,778 4. LIMITS, per Supplemental Coverage Declarations, Equipment Breakdown Declarations and other schedules. P 5. DEDUCTIBLES, per Supplemental Coverage Declarations, Equipment Breakdown Declarations and other schedules. 6. This agreement is composed of this Declaration Page, Equipment Breakdown Declarations, Schedules, Forms and Endorsements, if any. Issue Date: May 17, 2022  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan ADDITIONAL NAMED PLAN MEMBERS SCHEDULE OF FORMS A. Property B. Equipment Breakdown Supplemental Coverage Declarations Equipment Breakdown Declarations Property Coverage Form Equipment Breakdown Insuring Agreement Form Replacement Cost General Conditions Earth Movement Coverage Form Equipment Breakdown Coverage Form Flood Coverage Form Exclusion of Certain Computer- Related Losses Municipal Sales Tax Revenue Coverage Form Business Income Coverage Form Excluding Extra Expense Extra Expense Coverage Form Mobile Equipment, Vehicle Equipment, and Miscellaneous Equipment Coverage Form Builders Risk coverage Form Leasehold Interest Coverage Form Exclusion-Certain Computer Related Losses Due to Dates or Times (Property Coverages) Terrorism Coverage Form Joint or Disputed Loss Agreement Theft Disappearance and Destruction coverage Form Crime General Conditions Equipment Breakdown Coverage Form General Conditions  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan Equipment Breakdown Coverages Limits Equipment Breakdown Limit $9,428,533, not to exceed $25,000,000 per occurrence Property Damage Included Business Income *** $200,000 Contingent Business Income $25,000 Extra Expense *** Combined with Business Income Service Interruption *** Combined with Business Income Perishable Goods *** $100,000 Ordinance & Law $25,000 Demolition and ICC $250,000 Expediting Expenses $250,000 Hazardous Substances $250,000 CFC Refrigerants $250,000 Newly Acquired Locations $500,000 Data Restoration $100,000 Sanitary Sewer Overflow $25,000 per occurrence/ $100,000 per aggregate Coverages Deductibles Combined $5,000 Other Conditions - Extended Business Income: 5 Days - Newly Acquired Locations: 90 Days - Unless the interruption exceeds 24 hours we will not pay for any loss under Service Interruption or the Service Interruption component of Perishable Goods. - 'Covered equipment' does not include any transformers associated with the generation of power. - IC Engine Units over 15 years will be valued at Actual Cash value. *** Business Interruption, Extra Expense, Service Interruption, Perishable Goods, or any other indirect coverage not available on any Power Generation unit/facility. ***  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan City/Town: Skiatook Raw Water Conveyance System AGREEMENT NUMBER: PRO140048806 Mortgagee, Loss Payee and/or Additional Interest Schedule  Municipal Liability Protection Plan Plan Member: Skiatook Raw Water Conveyance System Agreement No: PRO140048806 Endorsement Effective Date: 7/1/2022 Effective Date: 7/1/2022 Expiration Date: 7/1/2023 _______________________________________________________________________________ It is hereby agreed and understood the Plan Agreement is changed as follows: JOINT OWNERSHIP ENDORSEMENT This endorsement by the Oklahoma Municipal Assurance Group (OMAG) amends the referenced Plan Agreements as follows and acknowledges that the Plan Members below are joint owners of the property described: Skiatook Raw Water Conveyance System as described on the most recent property schedule. The City of Sand Springs and the City of Sapulpa. It is further acknowledged that pursuant to the INTERLOCAL COOPERATION AGREEMENT BETWEEN THE MUNICIPAL TRUST AUTHORITIES FOR THE CITIES NAMED ABOVE (a copy of which is made a part hereof by reference), in the event of loss regarding the scheduled property: 1. If the property was being jointly operated by the Plan Members at the time the loss occurred, the loss will be assigned equally to each Plan Member’s claim history; 2. Payment for any loss will be made equally to each Plan Member; and 3. Each Plan Member will sign the related proof of loss. This endorsement is effective only during such time as OMAG provides the property coverage for both Plan Members. In the event one of the Plan Members places its property coverage with another insurance provider, this Plan Agreement will immediately be null and void. OMAG Representative Issue Date: 5/24/2022 Please attach this endorsement to your original Plan Document.  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 May 17, 2022 Janice Almy Skiatook Raw Water Conveyance System P.O. Box 338 Sand Springs, Oklahoma 74063-0338 RE: Skiatook Raw Water Conveyance System, Policy Number PRO140048806 Your OMAG Municipal Property Protection Plan (MPPP) renewal has been processed. Your invoice is enclosed. All of your policy documents may be accessed through the new OMAG Portal. If you already have an OMAG Portal account, or if you have never registered for a portal account and would like to, visit http://www.omag.org/origami to get started. The process is quick and easy, and the portal gives you great access to many useful tools. The total premium for your MPPP renewal is $9,778.00. You may pay your premium in full, semi- annual or quarterly installments. The initial payment is due by the effective date of your MPPP policy. If you choose to make a 50% or a 25% initial payment, we will send you notices on a semi- annual or quarterly basis, respectively. OMAG is created, owned and governed by the cities and towns we serve. We appreciate your support and participation in OMAG's MPPP. Questions regarding your renewal should be directed to me or to Dorie Spitler, Member Services Director, at 800-234-9461 or 405-657-1400. Sincerely, Chris Webb Underwriting Director  City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ Janice L. Almy, City Clerk Presented by:____________________________ City of Sand Springs/Sand Springs Municipal Authority-Municipal Property Protection Plan Renewal for FY23 Subject:________________________________________________________________________ M3C $130,166.00 Approval Item #: _____________ Cost: ____ __________ Recommendation:____________________ Synopsis: Council and Trustees may consider approval, denial, amendment, or revision of the Municipal Property Protection Plan (MPPP) Renewal for FY23 with OMAG (Oklahoma Municipal Assurance Group) for property coverage. Details: OMAG has provided coverage for the City of Sand Springs and Sand Springs Municipal Authority for many years. The annual premium for the FY23 Municipal Property Protection Plan is $130,166.00. The premium includes the recently acquired hangars and maintenance hangar at the airport, modifications to coverage due to recent appraisal/evaluation reports and recommendation by staff, as well as a general increase due to cost of supplies for repair/replacement coverage. Attachments include OMAG's cover letter, Sand Springs' Invoice, Declarations Page, Municipal Property Protection Plan indicating Joint Ownership Endorsement.  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan Declarations Page 1. PLAN MEMBER: City of Sand Springs AGREEMENT NUMBER: PRO140047706 Mailing Address: P.O. Box 338 Sand Springs, Oklahoma 74063-0338 2. Plan Period From 7/1/2022 to 7/1/2023 12:01 A.M. Central Standard Time 3. The Coverage afforded by this agreement is only with respect to the following coverages as are indicated by specific limits of coverage, for which a premium is charged. COVERAGE PREMIUM COMMERCIAL PROPERTY COVERAGE Buildings and Business Personal Property, per schedule Limit: $124,848,388 $130,166 Mobile Equipment, per schedule Limit: $ $ Leased/Rented Equipment Limit: $ $ Miscellaneous Equipment, per schedule Limit: $ $ Fine Arts, per schedule Limit: $ $ EXCESS COVERAGE A Business Income $ per occurrence $ per location $ Accounts Receivable $ on premises $ off premises $ Valuable Papers $ on premises $ off premises $ Theft/Disapp/ Destr $ inside $ outside $ Earth Movement (Subject to $100,000 Deductible) Excess Limit: $ EQUIPMENT BREAKDOWN COVERAGE Excluding Electrical Power Generating Equipment, per schedule Included Including Electrical Power Generating Equipment, per schedule Excluded Total Premium $130,166 4. LIMITS, per Supplemental Coverage Declarations, Equipment Breakdown Declarations and other schedules. P 5. DEDUCTIBLES, per Supplemental Coverage Declarations, Equipment Breakdown Declarations and other schedules. 6. This agreement is composed of this Declaration Page, Equipment Breakdown Declarations, Schedules, Forms and Endorsements, if any. Issue Date: May 13, 2022  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan ADDITIONAL NAMED PLAN MEMBERS Sand Springs Municipal Authority SCHEDULE OF FORMS A. Property B. Equipment Breakdown Supplemental Coverage Declarations Equipment Breakdown Declarations Property Coverage Form Equipment Breakdown Insuring Agreement Form Replacement Cost General Conditions Earth Movement Coverage Form Equipment Breakdown Coverage Form Flood Coverage Form Exclusion of Certain Computer- Related Losses Municipal Sales Tax Revenue Coverage Form Business Income Coverage Form Excluding Extra Expense Extra Expense Coverage Form Mobile Equipment, Vehicle Equipment, and Miscellaneous Equipment Coverage Form Builders Risk coverage Form Leasehold Interest Coverage Form Exclusion-Certain Computer Related Losses Due to Dates or Times (Property Coverages) Terrorism Coverage Form Joint or Disputed Loss Agreement Theft Disappearance and Destruction coverage Form Crime General Conditions Equipment Breakdown Coverage Form General Conditions  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan Equipment Breakdown Coverages Limits Equipment Breakdown Limit $124,848,388, not to exceed $25,000,000 per occurrence Property Damage Included Business Income *** $200,000 Contingent Business Income $25,000 Extra Expense *** Combined with Business Income Service Interruption *** Combined with Business Income Perishable Goods *** $100,000 Ordinance & Law $25,000 Demolition and ICC $250,000 Expediting Expenses $250,000 Hazardous Substances $250,000 CFC Refrigerants $250,000 Newly Acquired Locations $500,000 Data Restoration $100,000 Sanitary Sewer Overflow $25,000 per occurrence/ $100,000 per aggregate Coverages Deductibles Combined $1,000 Other Conditions - Extended Business Income: 5 Days - Newly Acquired Locations: 90 Days - Unless the interruption exceeds 24 hours we will not pay for any loss under Service Interruption or the Service Interruption component of Perishable Goods. - 'Covered equipment' does not include any transformers associated with the generation of power. - IC Engine Units over 15 years will be valued at Actual Cash value. *** Business Interruption, Extra Expense, Service Interruption, Perishable Goods, or any other indirect coverage not available on any Power Generation unit/facility. ***  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Property Protection Plan City/Town: City of Sand Springs AGREEMENT NUMBER: PRO140047706 Mortgagee, Loss Payee and/or Additional Interest Schedule Oklahoma Water Resources Board Certificate Category 3800 N. Classen Blvd. Certificate Holder Oklahoma City, OK 73118 Oklahoma Department of Transportation Certificate Category 4002 North Mingo Valley Expressway Certificate Holder Tulsa, OK 74116 Bancfirst of Sand Springs Certificate Category P.O. Box 1010 Mortgagee Sand Springs, OK 74063 Bank of Oklahoma Certificate Category P.O. Box 1270 Mortgagee Tulsa, OK 74101 Bank of Oklahoma of Sand Springs Certificate Category 401 E. Broadway Mortgagee Sand Springs, OK 74063-7900  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 May 13, 2022 Janice Almy City of Sand Springs P.O. Box 338 Sand Springs, Oklahoma 74063-0338 RE: City of Sand Springs, Policy Number PRO140047706 Your OMAG Municipal Property Protection Plan (MPPP) renewal has been processed. Your invoice is enclosed. All of your policy documents may be accessed through the new OMAG Portal. If you already have an OMAG Portal account, or if you have never registered for a portal account and would like to, visit http://www.omag.org/origami to get started. The process is quick and easy, and the portal gives you great access to many useful tools. The total premium for your MPPP renewal is $130,166.00. You may pay your premium in full, semi- annual or quarterly installments. The initial payment is due by the effective date of your MPPP policy. If you choose to make a 50% or a 25% initial payment, we will send you notices on a semi- annual or quarterly basis, respectively. OMAG is created, owned and governed by the cities and towns we serve. We appreciate your support and participation in OMAG's MPPP. Questions regarding your renewal should be directed to me or to Dorie Spitler, Member Services Director, at 800-234-9461 or 405-657-1400. Sincerely, Chris Webb Underwriting Director  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Date of Invoice: 5/13/2022 INVOICE Mail To: Insured: City of Sand Springs City of Sand Springs Policy No.: PRO140047706 P.O. Box 338 Policy Type: Property Sand Springs, Oklahoma 74063-0338 Effective Date: 7/1/2022 Expiration Date: 7/1/2023 Inst. No. Date Transaction Type Amount Running Total 1 7/1/2022 Renewal $32,541.50 $32,541.50 Current Amount Due $32,541.50 Total Policy Balance Before Payment: $130,166.00 Payment Due By 7/1/2022 Thank you for your business. If you have questions about your account, please call 1-800-234-9461 or 405-657-1400. If not paid within 45 days of due date, policy will be cancelled. If you are interested in being able to make this payment via ACH, please contact Matt Jacobson at (405) 657-1429. Detach along the perforation above. Keep top portion for your records. Return bottom portion with your remittance. Policy No.: PRO140047706 Amount Due: $32,541.50 Insured: City of Sand Springs Payment Due By: 7/1/2022 PLEASE REMIT PAYMENT TO: OMAG P.O. Box 3091 Edmond, OK 73083  City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ Janice L. Almy, City Clerk Presented by:____________________________ City of Sand Springs/Sand Springs Municipal Authority-Municipal Liability Protection Plan Renewal for FY23 Subject:________________________________________________________________________ M3D $163,570.00 Approval Item #: _____________ Cost: ______________ Recommendation:____________________ Synopsis: Council and Trustees may consider approval, denial, amendment, or revision of the Municipal Liability Protection Plan (MLPP) Renewal for FY23 with OMAG (Oklahoma Municipal Assurance Group) for liability, vehicle, and equipment coverage. Details: OMAG has provided coverage for the City of Sand Springs and Sand Springs Municipal Authority for many years. The annual premium for the FY23 Municipal Liability Protection Plan is $163,570.00. The premium includes the new vehicles and/or equipment units purchased since July 1, 2022. Attachments include OMAG's cover letter, Sand Springs' Invoice, Declarations Page, Municipal Liability Protection Plan indicating Joint Ownership Endorsement.  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Liability Protection Plan Declarations Page 1. PLAN MEMBER: City of Sand Springs AGREEMENT NUMBER : GLA140050306 Mailing Address: P.O. Box 338 Sand Springs, Oklahoma 74063-0338 2. Plan Period From 7/1/2022 to 7/1/2023 12:01 A.M. Central Standard Time 3. The Coverage afforded by this agreement is only with respect to the following coverages as are indicated by specific limits of coverage, for which a premium is charged. COVERAGE PREMIUM GENERAL LIABILITY (PARTS I, IV, V and VI) Coverages A,B,C,D, I, J, L A. Bodily Injury B. Property Damage $96,934 C. Personal Injury D. Errors and Omissions [ ] Prior Acts Coverage AUTOMOBILE LIABILITY (PART II) Coverages E,F E. Bodily and Personal Injury F. Property Damage $20,930 Hired and Non-Owned [X] Hired and Non-owned Automobile Coverage $142 AUTOMOBILE & EQUIPMENT PHYSICAL DAMAGE (PART III) Coverage G G. Automobile Physical Damage $39,461 1. Comprehensive 2. Specified Perils Per Fleet Schedule 3. Collision [X] Hired Auto Physical Damage Limit: $150,000 H. Equipment Physical Damage – Per equipment schedule Coverage H [X] Mobile Equipment $2,207 [X] Auto/Misc. Equipment Blanket Limit: $2,142,710 $2,546 [ ] Mobile Equipment Leased/Rented Limit: CYBER LIABILITY AND DATA BREACH RESPONSE COVERAGE (VI) Coverage K K. See Cyber/Data Breach DEC $1,350 4. Limits of Liability, subject to the GOVERNMENTAL TORT CLAIMS ACT: A,B,E,F Total Premium $125,000 Each Other Loss Per Occurrence Coverages A,E $163,570 $25,000 Each Property Damage Loss Per Occurrence, including Fire Legal Coverages B,F $1,000,000 Aggregate Per Occurrence Coverages A,B,E,F (No Annual Aggregate) Limits of liability not subject to the OKLAHOMA GOVERNMENTAL TORT CLAIMS ACT: C,D,K $1,000,000 Each Other Loss Per Occurrence Coverages C,D $2,000,000 Annual Aggregate Coverages C,D See Cyber DEC Cyber/Data Breach Coverage 5. DEDUCTIBLES Coverages A,B,E,F: No Deductible, except sanitary sewer overflows and electrical disruptions, which are subject to the Deductible of C & D. Coverages C,D: $1,000 Per Occurrence Coverages G,H: Per Schedule Coverage K: Per Applicable Cyber/Data Breach Deductible 6. This agreement is composed of this Declaration Page, the MLPP Document, Schedules, Forms and Endorsements, if any. Issue Date: May 18, 2022  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Liability Protection Plan ADDITIONAL NAMED PLAN MEMBERS Sand Springs Municipal Authority Sand Springs Park Friends, Inc.  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Municipal Liability Protection Plan Plan Member: City of Sand Springs Agreement No: GLA140050306 Endorsement Effective Date: Effective Date: 7/1/2022 Expiration Date: 7/1/2023 ________________________________________________________________________________ It is hereby agreed and understood the Plan Agreement is changed as follows: JOINT OWNERSHIP ENDORSEMENT Plan Members and Agreement Nos.: Sand Springs - GLA 1400503 04 07/01/2020 - 07/01/2021 Sapulpa - GLA 1400504 04 07/01/2020 - 07/01/2021 This endorsement by OMAG amends the referenced Plan Agreements as follows and acknowledges that the Plan Members are joint owners of the following vehicle, trailer and/or equipment (hereinafter “property”): CM Fire Trailer w/Generator, #1080475; Security Trailer, & Equipment It is further acknowledged that pursuant to the Joint Loss Agreement between the Plan Members (a copy of which is attached and made a part hereof by reference), in the event of a loss regarding the scheduled property: 1. The loss will be assigned to the Plan Member’s claim history based upon which Plan Member had actual physical control of the property at the time the loss occurred. 2. If the property was being jointly operated by the Plan Members at the time the loss occurred, the loss will be OMAG Representative Issue Date: May 18, 2022 Please attach this endorsement to your original Plan Document.  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 May 18, 2022 Janice Almy City of Sand Springs P.O. Box 338 Sand Springs, Oklahoma 74063-0338 RE: City of Sand Springs - Policy GLA140050306 Your OMAG Municipal Liability Protection Plan (MLPP) renewal has been processed. Your invoice is enclosed. All of your policy documents may be accessed through the new OMAG Portal. If you already have an OMAG Portal account, or if you have never registered for a portal account and would like to, visit http://www.omag.org/origami to get started. The process is quick and easy, and the portal gives you great access to many useful tools. The total premium for your MLPP renewal is $163,570.00. You may pay your premium in full, semi-annual or quarterly installments. The initial payment is due by the effective date of the MLPP policy. If you choose to make a 50% or a 25% initial payment, we will send you notices on a semi-annual or quarterly basis, respectively. OMAG is created, owned and governed by the cities and towns we serve. We appreciate your support and participation in OMAG's MLPP. Questions regarding your renewal should be directed to me or to Dorie Spitler, Member Services Director, at 800-234-9461 or 405-657- 1400. Sincerely, Chris Webb Underwriting Director  3650 S. Boulevard • Edmond, OK 73013 • omag.org 405.657.1400 • 800.234.9461 • FAX 405.657.1401 Date of Invoice: 5/18/2022 INVOICE Mail To: Insured: City of Sand Springs City of Sand Springs Policy No.: GLA140050306 P.O. Box 338 Policy Type: General Liability/Auto Sand Springs, Oklahoma 74063-0338 Effective Date: 7/1/2022 Expiration Date: 7/1/2023 Inst. No. Date Transaction Type Amount Running Total 1 7/1/2022 Renewal $40,892.50 $40,892.50 Current Amount Due $40,892.50 Total Policy Balance Before Payment: $163,570.00 Payment Due By 7/1/2022 Thank you for your business. If you have questions about your account, please call 1-800-234-9461 or 405-657-1400. If not paid within 45 days of due date, policy will be cancelled. If you are interested in being able to make this payment via ACH, please contact Matt Jacobson at (405) 657-1429. Detach along the perforation above. Keep top portion for your records. Return bottom portion with your remittance. Policy No.: GLA140050306 Amount Due: $40,892.50 Insured: City of Sand Springs Payment Due By: 7/1/2022 PLEASE REMIT PAYMENT TO: OMAG P.O. Box 3091 Edmond, OK 73083  City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ Municipal Authority Agenda:_______________ Consent Item:____________ Yes Signature Items:__________ Derek Campbell Presented by:____________________________ Recycling Program Operation Agreement for FY22-23 with The Metropolitan Environmental Trust (M.E.T.) Subject:________________________________________________________________________ M3E Item #: _____________ $34,066 Cost: ______________ Approval Recommendation:____________________ Synopsis: The M.E.T. agreement includes the operation of the Recycling Depot in Sand Springs and also vouchers for citizens to take household hazardous wastes to The City of Tulsa's household pollution collection facility in Tulsa. The current annual agreement between the M.E.T. and the Sand Springs Municipal Authority expires on June 30, 2022. The M.E.T. has prepared and submitted a renewal agreement for FY22-23. Details: This is the same agreement that was approved last fiscal year, with the amounts and dates changed. Last year the operating cost was $33,066 and this year the cost will be $34,066. Vouchers are utilized when citizens dispose of pollutants at the Household Pollutant Collection Facility site in Tulsa. Last year there were 6 new vouchers included in the agreement, and this year there are 10 new vouchers included. Carryover vouchers from last year will be utilized in the upcoming year along with the new vouchers mentioned. Voucher costs remain consistent at $40 each.  FY22/23 AGREEMENT FOR THE PROVISION OF SERVICES THIS AGREEMENT is entered into between the Sand Springs Municipal Authority (Sand Springs) and The Metropolitan Environmental Trust (M.e.t.) a public trust, having twelve area jurisdictions as its beneficiaries including Sand Springs. I. RECITATIONS Sand Springs, in conjunction with its comprehensive approach to solid waste management, desires to provide for its citizens a waste reduction-recycling program, public education concerning responsible solid waste disposal, and household hazardous waste collection. The M.e.t. has the ability and facilities in place to continue to operate a recycling program at its depot located within the jurisdictional boundaries of Sand Springs. The M.e.t. also has the expertise and the existing relationships to provide public education and to facilitate the collection of household hazardous waste on a regional basis. The City of Tulsa, Oklahoma, has created a household pollutant collection facility (Facility) for Tulsa citizens to dispose of certain hazardous waste, which is deleterious to the environment if disposed of incorrectly. The facility is located at 4502 S. Galveston. The City of Tulsa desires to make the facility available to area jurisdictions in a manner that is beneficial to the local environment, and consistent with Oklahoma Department of Environmental Quality MS4 water permits. In consideration of the foregoing, as well as, mutual promises and covenants contained in this agreement, the parties agree as follows: II. M.e.t. DUTIES Recycling Collection 1. The M.e.t. agrees to provide recycling services at the recycling depot located within the jurisdictional boundaries of Sand Springs as specified in this agreement. The M.e.t. will provide equipment, materials, and management of operations for recycling services at the depot location. The M.e.t. will be responsible for and will pay for electricity charges at the depot location. 2. The parties reserve the right to change the location of the existing depot or to add depots upon mutual agreement reduced to writing and signed by each. 3. The M.e.t. shall maintain records showing the types and quantities of materials recycled at the depot, the expenditures for the operation of the M.e.t. depot program, revenue and cost generated from the sale of recyclable materials and any other 1  FY22/23 record, which is required by local ordinance, state law, federal law or regulation. Reports shall be made available at the M.e.t. monthly board meetings or upon request and reasonable notice at the M.e.t.’s place of business during normal business hours. 4. It is understood by the parties that the M.e.t. will enter into contracts with organizations that provide employment opportunities for adults with disabilities to staff the recycling depot. The hours of operation and the number of workers present at each depot will be dependent upon the contract with the organization and the volume of the stream of recyclables at the depot. Public Education 5. The M.e.t. will promote the responsible disposal of solid waste and hazardous materials through messages to the public on television, radio, newspaper and social media; speeches to civic groups; information booths at public events, promotion of green businesses located within Sand Springs; anti-littering campaigns; and the importance of composting to divert green waste from the public waste stream. 6. The M.e.t. will conduct a one-time event for the collection of tires, fire extinguishers, or other items not otherwise routinely collected by the M.e.t, at a regional location designed to attract citizens of Sand Springs. 7. The M.e.t. will conduct the EnviroExpo event, or a similar event, that promotes area businesses and organizations dedicated to recycling and environmental responsibility. III. HOUSEHOLD HAZARDOUS WASTE COLLECTION 8. The M.e.t. will field requests via telephone or email, screen, and provide vouchers at the Tulsa Facility to hazardous household waste from citizens of Sand Springs. 9. Vouchers will be made available using the system agreed to between the M.e.t. and Tulsa, the M.e.t. will enter the name of the citizen, address, and the type of materials to be delivered. The M.e.t. will educate the citizen on the existence of the local recycling depot and items they can take there rather than at Tulsa’s Household Pollutant Collection (HHP) Facility including the convenience and its reduction in the weight at the HHP facility. The M.e.t. will instruct citizens to bring with them valid identification that will match the name shown on the voucher and prove residency in the area jurisdiction. The M.e.t. will instruct the citizen as to the consequences of including poundage exceeding 45 pounds, or different items than permitted by the voucher. 10. Tulsa will receive, weigh, and process the materials presented at the facility by citizens that have a voucher. Tulsa reserves the right to reject any materials that do not appear as acceptable on Exhibit A. Tulsa will not receive materials from any 2  FY22/23 citizen of Sand Springs that does not have a voucher. 11. Tulsa will charge the M.e.t. a fee for disposal of up to 45 lbs. The Sand Springs citizen will be responsible for any additional fees for materials exceeding 45 lbs.; provided that, automobile, boat and lawn equipment batteries will be accepted, but will not be included in the weight. 12. The M.e.t. will pay Tulsa for the vouchers out of the funds provided to it under this agreement. 13. Sand Springs authorizes the M.e.t. to make 10 vouchers available for its citizens to use the Tulsa facility plus any carryover vouchers from FY 21/22. Additional vouchers may be authorized in writing upon receiving notice and agreed to arrangement for payment from Sand Springs. 14. The M.e.t. will deliver to Sand Springs at the M.e.t. Board meeting, a monthly itemization showing the total number of vouchers. The poundage of and types of waste received, as well as, the unanticipated items and excess poundage that were paid for by the citizen will be made available upon request. Excess Poundage, Unanticipated Products, Excess Number of Visits 15. The parties anticipate that citizens may arrive at the facility with different poundage or different products than they disclosed when obtaining the voucher. The parties also anticipate that it may have more participation than anticipated and budgeted in this agreement. 16. In the event that the citizen has materials in excess of 45 pounds excluding batteries, Tulsa will require that the citizen pay Tulsa for the overage at the time they appear at the facility. The M.e.t. will not be responsible and will not pay for materials in excess of 45 pounds delivered by a citizen during a voucher appointment. The M.e.t. will instruct the citizen as to the consequences of including more poundage, prior to arrival at the facility. 17. If the citizen includes materials routinely accepted at the M.e.t., such as motor oil, batteries, cooking oil and grease, the M.e.t. will direct the citizen to deposit those materials at the M.e.t. recycling depot. IV. PAYMENT 18. Sand Springs will pay the M.e.t. a total of $34,066 payable in monthly installments within 30 days after the receipt of invoices from the M.e.t. In the event that Sand Springs authorizes vouchers at the Tulsa Facility in excess of the number agreed to above, Sand Springs will pay the M.e.t. in advance for an additional number of 3  FY22/23 vouchers at the rate of $40 per voucher or by monthly invoices for vouchers completed. Unused vouchers shall roll over to the next contract year. V. TERM 19. The term of this Agreement shall commence on July 1, 2022 and conclude on June 30, 2023. This agreement may be renewed for a period equal to the initial term upon written agreement to the extension, signed by both parties. In no event shall an extension term be longer in duration than 1 year. VI. TERMINATION 20. This agreement may be terminated by either party for cause after notice and an opportunity has been given to present reasons why such action should not be taken. Grounds constituting cause include but are not limited to failure to comply with the provisions of this agreement, any applicable laws, ordinances or material regulations or guidelines; one party has been unduly dilatory in executing its duties under this agreement; or non-payment. In the event of termination, the M.e.t. shall be entitled to payment for otherwise valid and allowable obligations incurred in good faith prior to notice of termination. The M.e.t. shall make all necessary efforts to mitigate the damages caused by the termination. 21. Neither forbearance nor payment by either party shall constitute waiver of any remedies for any default or breach that exists then or occurs later. VII. DISCLAIMER OF AGENCY 22. In the performance of this agreement, the parties shall be deemed to be and shall be independent contractors and, as such, neither shall be entitled to any benefits applicable to employees of the other. Neither party is authorized or empowered to act for the other for any purpose and shall not on behalf of the other enter into any contract, warranty and/or representation as to any matter. Neither shall be bound by the acts or conduct of the other except as expressly set out in this agreement. VIII. AMENDMENT 23. This agreement may be amended only in writing signed by all parties. IX. SEVERABILITY 24. If any provision under this agreement, or its application to any person or circumstance is held invalid by any court of competent jurisdiction, such invalidity does not affect any other provision of this contract or its application that can be given effect without the invalid provision or application. 4  FY22/23 X. ENTIRETY OF THE AGREEMENT & VENUE 25. This Agreement sets forth the entire understanding of the parties and supersedes any oral agreements. The terms of this agreement shall be interpreted and construed under the laws of the State of Oklahoma. THIS AGREEMENT may be executed in several counterparts, each of which shall be deemed the original, but all of which shall constitute one and the same instrument. Sand Springs Municipal Authority The M.e.t. _____________________________ ________________________________ (title) (title) Attest: Attest: _____________________________ _______________________________ Clerk Secretary Date:_________________________ Date:___________________________ (seal) Approved as to form: Approved as to form: _____________________________ ______________________________ Attorney Attorney 5  FY22/23 Exhibit A – Accepted and Non Accepted Household Hazardous Waste The waste list below is to be accepted by Tulsa from outside jurisdictions through services provided by The M.e.t. x Fluorescent and CFL Light Bulbs x Oil Based Paints and Paint Thinner x Latex Paint* x Flammable Liquids x Lawn Chemicals x Automotive Fluids x Cooking Oil/Grease x Aerosols x Household and Car Batteries x Household Cleaners x Pool Chemicals The listed wastes below are not accepted by Tulsa. x Industrial or Commercially Generated Waste (including non-hazardous waste) x Medical or Biomedical Waste x Asbestos x Food or Organic Waste x Radioactive Material x Ammunition/Explosives x Electronics x Tires x Compressed Gas Cylinders x Unknown Materials or Substances *Since latex paint is not harmful to the environment and due to budgetary concerns, M.e.t. staff encourages Sand Springs citizens to dry out their latex paint and not bring it to the facility. 6 M3F M3G  City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ Municipal Authority Agenda:_______________ Regular Item:____________ No Signature Items:__________ Derek Campbell Presented by:____________________________ Award of Bid No. 1110 Refuse Disposal Location Subject:________________________________________________________________________ M4 Acceptance Item #: _____________ Cost: ______________ Recommendation:____________________ Synopsis: City Staff is requesting award of bid for Bid No. 1110 Refuse Disposal Location for compacted and un-compacted MSW (Municipal Solid Waste) to American Environmental Land Fill Inc. Details: City of Sand Springs Solid Waste Division currently disposes of compacted MSW (Municipal Solid Waste) at the trash to energy disposal site in Tulsa, operated by Covanta. The city has been utilizing the City of Tulsa Contract for the last several years. Anticipating the contract is coming up for renewal later this year City Staff solicited sealed bids to provide a suitable disposal location for MSW generated in the City of Sand Springs. On June 7th responses from two bidders were opened publicly for Bid No. 1110. Waste Management of Oklahoma Inc. offered a bid of $30.00 per ton for both compacted and un-compacted disposal. American Environmental Landfill offered a bid of $25.00 per ton for compacted and $30.50 per ton for un-compacted. City staff having reviewed the bids and anticipating a $25.00 per ton or higher rate when and if the contract is renewed with the City of Tulsa, is recommending the award of bid for disposal of compacted and un-compacted MSW (Municipal Solid Waste) to American Environmental Landfill and authorize the Mayor to sign all related documents.  City of Sand Springs Agenda Form JUN 27 2022 Meeting Date:____________ CC & MA Agenda:_______________ Consent Item:____________ No Signature Items:__________ Presented by:____________________________ Monthly Bills Subject:________________________________________________________________________ M6A Item #: _____________ Cost: ______________ Information Only Recommendation:____________________ Synopsis: The regular monthly Bills for all funds are provided for Council for their review and information. This item is for informational purposes only. Details: