Municipal Authority

M3A City of Sand Springs Agenda Form Meeting Date:____________ AUG 28 2023 Agenda:_______________ CC & MA Item:____________ Consent Yes Signature Items:__________ City Clerk Janice L. Almy Presented by:____________________________ City Council Minutes and____________________________________________________ Subject:____________________ Municipal Authority Minutes from 07-24-2023 meeting M3A Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Requesting approval, denial, amendment, or revision of the minutes of the CC2023-07-24 and MA2023-07-24 Regular meeting. Details: Requesting approval, denial, amendment, or revision of the said minutes.  MINUTES Sand Springs Municipal Authority July 24, 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 (3-0) Trustee Cody Worrell (3-0) Trustee Matt Barnett (3-0) Trustee Mike Burdge (3-0) Trustee Nancy Riley (3-0) ALSO PRESENT: City Manager Michael S. Carter City Attorney David Weatherford Secretary Janice L. Almy Assistant Secretary Dawn Gilmartin ABSENT: Trustee Brian Jackson (2-1) Vice Chairman Beau Wilson (2-1) The Sand Springs Municipal Authority met in regular session on July 24, 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 10:00 a.m. on July 20, 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 6:33 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 July 24, 2023 PAGE 2 3. Consent Agenda (A-F) 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 items could 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 3F. A motion was made by Trustee Burdge and seconded by Trustee Worrell to approve Consent Agenda Item No. 3A through 3F. A) The minutes of the June 26, 2023, regular Municipal Authority meeting. B) The minutes of the July 12, 2023, special Municipal Authority meeting. C) The change of an item description to a ¾ ton work truck in lieu of the approved 1 ton work truck in the Fiscal Year 2024 STC budget for Facilities Management. D) The acceptance of Change Order No. 4 to the contract for Emergency Repairs 2019 with T-G Excavation, Inc. in the amount of $13,268.16, with Sand Springs’ share being $7,960.90 under Special Provision 1 for bonds and insurance to exercise the last one-year extension of the contract through August 15, 2024 as it relates to Skiatook Raw Water Conveyance System (SRWCS) Emergency Repair Contract for Fiscal Year 2024. E) 1. The acceptance of the Memorandum of Understanding for Operation and Maintenance as it relates to the Skiatook Raw Water Conveyance System (SRWCS) for Fiscal Year 2024. 2. The acceptance of the Operation and Maintenance plan for the Fiscal Year 2024, an operation plan in the amount of $354.973, with Sand Springs’ 60% share being $212,983.80 as it relates to the Skiatook Raw Water Conveyance System (SRWCS). F) Resolution No. M24-02, a Resolution approving the annual renewal of existing sales tax agreements between the City of Sand Springs and the Municipal Authority required for bond financing.  MUNICIPAL AUTHORITY MINUTES July 24, 2023 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. 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 6:34 p.m. _______________________________ Dawn Gilmartin, Assistant Secretary  M3B City of Sand Springs Agenda Form Meeting Date:____________ AUG 28 2023 Agenda:_______________ CC & MA Item:____________ Consent No Signature Items:__________ Kelly Lamberson, Finance Director Presented by:____________________________ FY23 Supplemental Appropriation- Subject:____________________ Runway Lighting & West Taxiway Repair ____________________________________________________ M3B Item #: _____________ $87,500 Cost: ______________ Approval Recommendation:____________________ Synopsis: Council will consider approval of a Supplemental Appropriation in the Airport Capital Improvement Fund for an Increase to the Revenue: Transfers In- MA Water Utility Fund line item in the amount of $87,500 and an Increase to the Expenditure: Runway Lighting & West Taxiway Repair project (new project) line item in the amount of $87,500; and a Supplemental Appropriation in the Municipal Authority Water Utility Fund for an Increase to the Expense: Transfers Out- Airport Capital Improvement Fund line item in the amount of $87,500 and a Decrease to the Ending Unrestricted Net Assets in the amount of $87 500 Details: During the year-end process, it was discovered that while the Professional Services Agreement for the Runway Lighting and West Taxiway Repair project was approved at the February 27, 2023 City Council meeting, a corresponding budget was not placed on the agenda to be approved. This agenda will correct the FY23 budget to allow for payment of this item.  M3C City of Sand Springs Agenda Form Meeting Date:____________ AUG 28 2023 Agenda:_______________ Municipal Authority Item:____________ Consent Signature Items:__________ No Mike Wood Presented by:____________________________ Transfer funds in the FY24 Subject:____________________ budget ____________________________________________________ M3C Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: FY24 WW M&O STC budget included a replacement camera van and utility service truck both vehicles have been purchased and equipped. After allocated funds were expended a surplus remains, therefore WW M&O requests remaining funds be transfered to machinery & equipment to allow for purchase of a sewer easement machine that will greatly enhance maintenance and up keep of remote sanitary / storm water structures and piping. Details: Decrease: Waste Water M&O Capital Outlay / Autos & Trucks $100,000 Increase: Waste Water M&O Capital Outlay / Machinery & Equipment $100,000  M4 City of Sand Springs Agenda Form Meeting Date:____________ AUG 28 2023 Agenda:_______________ CC & MA Item:____________ Regular Signature Items:__________ Yes City Clerk Janice L. Almy Presented by:____________________________ 2024 Calendar Year Schedule Subject:____________________ of Regular Meetings for Sand Springs City Council/Municipal Authority ____________________________________________________ M4 Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Requesting approval, denial, amendment, or revision of the 2024 Calendar Year Schedule of Regular Meetings for Sand Springs City Council and Sand Springs Municipal Authority for the period of January 1, 2024 through December 31, 2024. Details: In accordance with Oklahoma Statutes Title 25, Chapter 8, Section 311-A1, all public bodies shall give notice in writing by December 15, of each calendar year of the schedule showing the date, time, and place of the regularly scheduled meetings of such public bodies for the following calendar year. Approval of the 2024 Regular Meetings Schedules of the Sand Springs City Council and Sand Springs Municipal Authority Trust will meet the subject requirements. Attachments: Proposed meeting schedules for 2024 2024 City Holiday Calendar 2024 Calendar with noted meeting dates and holidays