Municipal Authority

M3A-B City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent Yes Signature Items:__________ City Clerk Janice L. Almy Presented by:____________________________ City Council Minutes - 06-26-2023 Subject:____________________ & 07-12-2023 and Municipal Authority Minutes - 06-26-2023 & 07-12-2023 ____________________________________________________ M3A-B Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Requesting approval, denial, amendment, or revision of the minutes of the CC2023-06-26 CC2023-07-12 and MA2023-06-26 Regular meeting and MA2023-07-12 Special Meeting. Details: Requesting approval, denial, amendment, or revision of the said minutes.  MINUTES Sand Springs Municipal Authority June 26, 2023 – 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 (2-0) Vice Chairman Beau Wilson (2-0) Trustee Cody Worrell (2-0) Trustee Matt Barnett (2-0) Trustee Mike Burdge (2-0) Trustee Nancy Riley (2-0) Trustee Brian Jackson (2-0) ALSO PRESENT: City Manager Michael S. Carter City Attorney David Weatherford Secretary Janice L Almy Assistant Secretary Dawn Gilmartin ABSENT: None The Sand Springs Municipal Authority met in regular session on June 26, 2023, 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 June 22, 2023, 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 7:16 p.m. 2. Roll Call Chairman Spoon called for an individual roll call with members replying in the following manner: Trustee Worrell, here; Trustee Riley, here; Vice Chairman Wilson, here; Chairman Spoon, here; Trustee Burdge, here; Trustee Barnett, here; Trustee Jackson, here.  MUNICIPAL AUTHORITY MINUTES June 26, 2023 PAGE 2 3. Consent Agenda (A-I) 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 inquired if Trustees had questions, needed clarification on the Consent Agenda items, 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 3I. A motion was made by Vice Chairman Wilson and seconded by Trustee Burdge to approve Consent Agenda Item No. 3A through 3I. A) The Minutes of the May 22, 2023, regular Municipal Authority meeting. B) The acceptance of the Municipal Property Protection Plan (MPPP) Renewal for the Fiscal Year of 2024 in the amount of $145,005 with Oklahoma Municipal Assurance Group (OMAG) for property coverage. C) The acceptance of the Municipal Liability Protection Plan (MLPP) for the Fiscal Year 2024 in the amount of $182,047 with Oklahoma Municipal Assurance Group (OMAG) for liability, vehicle, and equipment coverage. D) The acceptance of the Municipal Property Protection Plan (MPPP) for the Skiatook Raw Water Conveyance System for the Fiscal Year 2024, in the amount of $11,544, with the Sand Springs Municipal Authority portion of 60%, or $6,926. E) The acceptance of the Oklahoma Municipal Assurance Group (OMAG) Fiscal Year 2024 premium in the amount of $475,926 as it relates to the Workers’ Compensation Plan for employees. F) The acceptance of an Agreement with Metropolitan Environmental Trust (M.e.t.) in the amount of $35,139 as it relates to the Fiscal Year 2024 recycling program operation in Sand Springs, Oklahoma. G) The acceptance of an Agreement with Crawford & Associates, P.C., at the estimated cost of $50,000, to provide accounting and consulting services to the City of Sand Springs related to the upcoming Fiscal Year 2023 audit; and authorization for the Mayor to sign said agreement.  MUNICIPAL AUTHORITY MINUTES June 26, 2023 PAGE 3 H) The acceptance of an agreement with Arledge & Associates, P.C. in the amount of $41,700 to provide audit services to the City of Sand Springs for the upcoming Fiscal Year 2023 audit; and authorization for the Mayor to sign said agreement. I) The acceptance of the Year End Budget Adjustments in the MA Water, Wastewater, and Airport Funds. MA Water Utility Fund: Increase: Water Maint-Water Repurchases $ 27,000 Water Maint-Utilities-Electric $ 20,000 Customer Service-Group Insurance $ 15,000 Customer Service-Other Fees/Charges $ 55,500 Depreciation $120,000 Administrative Fees $ 8,000 Decrease: Unrestricted Ending Net Assets $245,500 MA Wastewater Utility Fund: Increase: Depreciation $220,000 Administrative Fees $ 500 Wastewater Maint-Group Insurance $ 36,100 Wastewater Treatment-Group Insurance $ 3,713 Wastewater Treatment-Other Contracts $ 12,000 Decrease: Unrestricted Ending Net Assets $272,313 MA Airport Fund: Increase: Indirect Costs $ 20,000 Decrease: Unrestricted Ending Net Assets $ 20,000 MA Golf Course Fund: Increase: Golf Pro-Computer Equipment $ 424 Golf Pro-Insurance Premiums $ 324 Golf Pro-Other Fees and Charges $ 8,500 Golf Pro-Utilities-Electric $ 3,800 Golf Pro-Utilities-Gas $ 700 Golf Pro-Maint & Cvs contracts $ 802 Golf Pro-Professional Services $ 4,700 Golf Maint-Motor Fuel & Lubricants $ 500 Golf Maint-Recreational/Sports Supplies $ 40 Golf Maint-Minor Equipment Maint. $ 57 Golf Maint-Insurance Premiums $ 212 Transfers Out-Golf Course Cap Imp Fd $ 15,000 Decrease: Unrestricted Ending Net Assets $ 35,059  MUNICIPAL AUTHORITY MINUTES June 26, 2023 PAGE 4 Chairman Spoon called for the vote recorded as follows: Trustee Jackson, aye; Trustee Barnett, aye; Trustee Burdge, aye; Chairman Spoon, aye; Vice Chairman Wilson, aye; Trustee Riley, aye; Trustee Worrell, aye. The motion carried 7-0-0. 4. Financial Report 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. 5. Correspondence (A) The following correspondence was provided to Trustees for their review and information. (A) Regular monthly bills. 6. Adjournment The meeting adjourned at the noted time of 7:17 p.m. _______________________________ Dawn Gilmartin, Assistant Secretary  SPECIAL MINUTES Sand Springs Municipal Authority July 12, 2023 – 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 Vice Chairman Beau Wilson Trustee Cody Worrell Trustee Matt Barnett Trustee Mike Burdge Trustee Nancy Riley ALSO PRESENT: City Manager Michael S. Carter Secretary Janice L Almy Assistant Secretary Dawn Gilmartin ABSENT: Trustee Brian Jackson The Sand Springs Municipal Authority met in special session on July 12, 2023, in the Council Chambers of the Sand Springs Municipal Building pursuant to the special meeting notice and agenda filed with the City Clerk’s office and posted at 4:00 p.m. on July 6, 2023, 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 12:56 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, here; Trustee Riley, here; Trustee Worrell, here.  MUNICIPAL AUTHORITY MINUTES July 12, 2023 PAGE 2 3. Resolution No. M24-01 – Real Estate Sales Agreement City Manager Michael S. Carter requested Council’s approval, denial, amendment, or revision of Resolution No. M24-01, a resolution of the Municipal Authority of the City of Sand Springs, Oklahoma, related to the real estate sales agreement for the property located at 216 North Lincoln, and the authorization of all actions necessary to complete the transaction. A motion was made by Trustee Burdge and seconded by Trustee Barnett. Mayor Spoon called for a vote recorded as follows: Trustee Worrell, aye; Trustee Riley, aye; Vice Chairman Wilson, aye; Chairman Spoon, aye; Trustee Burdge, aye; Trustee Barnett, aye. The motion carried 6-0-0. 4. Adjournment The meeting adjourned at the noted time of 1:00 p.m. _______________________________ Dawn Gilmartin, Assistant Secretary  M3C City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent Signature Items:__________ No Mike Wood Presented by:____________________________ Change items included ____________________________________________________ Subject:____________________ in the FY24 budget M3C Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Due to supply chain issues and rapidly rising costs an item included in the FY24 STC budget for Waste Water Maintenance & Operations needs to be changed in order to purchase substitute item. Details: The following change is needed to an item included in the FY24 Waste Water M&O STC budget: 1) 1 ton work truck needs to be changed to 3/4 ton work truck. Items has increased substantially in cost and lead time.  M3D M3D  M3E 1&2 M3E 1&2  M3F City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent Yes Signature Items:__________ Kelly Lamberson Presented by:____________________________ Resolution No's 23-03 and Subject:____________________ M23-02 Sales Tax Agreement Renewals ____________________________________________________ Item #: M3F _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Approve Resolution Numbers 24-03 and M24-02, approving the annual renewal of existing sales tax agreements between the City and SSMA that are required for bond financing. Details: As a part of the existing bond financing that has been used by the Sand Springs Municipal Authority (Revenue bonds for the Wastewater Plant, Public Works Facility, and other Public Works Improvements, and Revenue bonds for Public Safety), the City and the Municipal Authority entered into the five attached Sales Tax Agreements that provide additional security for the payment of the bond, basically pledging City sales tax if needed to repay the debt. The agreements require annual renewal and the approval of the joint resolution simply renews those existing agreements.  RESOLUTION NO. 24-03 and M24-02 A RESOLUTION RENEWING, RATIFYING AND REAFFIRMING, FOR FISCAL YEAR 2023-24, THE “SALES TAX AGREEMENTS” BETWEEN THE CITY OF SAND SPRINGS AND THE SAND SPRINGS MUNICIPAL AUTHORITY. WHEREAS, The City Council of the City of Sand Springs has previously approved sales tax agreements between the City and the Sand Springs Municipal Authority wherein the City agreed to make payments to the Authority in amounts sufficient to pay when due all principal and interest on the Authority’s Utility System Revenue Promissory Notes including but not limited to the Utility Systems Revenue Bonds Refunding Series 2020, the Utility System Revenue Bonds Series 2022, the 2009 DWSRF Sales Tax Agreement dated December 1, 2009; as well as the Capital Improvement Revenue Bonds 2015, and the Capital Improvement Revenue Bonds 2016. WHEREAS, annual renewal of the agreements is necessary and appropriate for the current fiscal year as a routine annual renewal, and is in the best interest of the residents of the City of Sand Springs and the rate payers of the municipal authority. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAND SPRINGS AND BY THE TRUSTEES OF THE SAND SPRINGS MUNICIPAL AUTHORITY: SECTION 1. The Sales Tax Agreement dated August 1, 2020, the Sales Tax Agreement dated April 1, 2022, and the Sales Tax Agreement dated December 1, 2009, the Sales Tax Agreement dated December 1, 2015, the Sales Tax Agreement dated March 1, 2016, and all other current Sales Tax Agreements between the City and the Authority are hereby renewed, ratified and affirmed by the City of Sand Springs and Sand Springs Municipal Authority for the current fiscal year. PASSED AND APPROVED by the City Council of the City of Sand Springs this 24th day of July, 2023. __________________________ James O. Spoon, Mayor of the City of Sand Springs and Chairman of the Sand Springs Municipal Authority ATTEST: ______________________________ Janice Almy, City Clerk/Secretary ______________________________ David L. Weatherford, City/Authority Attorney  M5A City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent No Signature Items:__________ Presented by:____________________________ Monthly Bills Subject:____________________ ____________________________________________________ M5A 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: Attachment: Monthly Bills