Sand Springs & Sapulpa Joint Board

MINUTES SAND SPRINGS/SAPULPA JOINT BOARD Interlocal Cooperation Agreement Tuesday, April 17, 2018 1:30 o’clock P.M. Regular Meeting Sapulpa City Hall First Floor Conference Room 425 East Dewey Avenue Sapulpa, OK 74066 The Sand Springs/Sapulpa Joint Board met in regular session Tuesday, April 17, 2018, at 1:30 o’clock P.M. in the Sapulpa City Hall, First Floor Conference Room, 425 East Dewey Avenue, Sapulpa, Oklahoma. Members Present: Mike Burdge, City of Sand Springs Louis Martin, City of Sapulpa Rick Rumsey, City of Sapulpa Beau Wilson, City of Sand Springs Others Present: Elizabeth Gray, City of Sand Springs Rick Sauer, Tetra Tech Frank Weigle, City of Sand Springs Shirley Burzio, City of Sapulpa CONSIDER APPROVAL OF MINUTES FOR THE JANUARY 16, 2018, REGULAR JOINT BOARD MEETING: Motion was made by Mike Burdge, seconded by Rick Rumsey, to approve the minutes of the January 16, 2018, regular joint board meeting. ROLL CALL: AYE-Mike Burdge, Louis Martin, Rick Rumsey, Beau Wilson. NAY-None. Motion carried 4-0. 1 DISCUSS AND CONSIDER RECOMMENDATION TO RESPECTIVE MUNICIPAL TRUST AUTHORITIES AN AGREEMENT FOR ENGINEERING SERVICES WITH TETRA TECH, INC., FOR OPERATIONS AND MAINTENANCE OF THE JOINTLY OWNED SKIATOOK RAW WATER CONVEYANCE SYSTEM DURING FISCAL YEAR 2018-2019 IN THE TOTAL AMOUNT OF $340,944.00: Motion was made by Rick Rumsey, seconded by Beau Wilson, to recommend to the respective trust authorities the approval of an agreement for engineering services with Tetra Tech, Inc., for operations and maintenance of the jointly owned Skiatook Raw Water Conveyance System for fiscal year 2018-2019 in the amount of $340,944.00. ROLL CALL: AYE-Mike Burdge, Louis Martin, Rick Rumsey, Beau Wilson. NAY-None. Motion carried 4-0. DISCUSS AND CONSIDER RECOMMENDATION TO RESPECTIVE MUNICIPAL TRUST AUTHORITIES APPROVAL OF THE PURCHASE AND INSTALLATION OF A NEW 300 KVA 4160 DELTA-480Y/277 SQUARE D TRANSFORMER FOR THE SRWCS PUMP STATION WITH SHERMCO INDUSTRIES IN THE TOTAL AMOUNT OF $30,210.00: Motion was made by Rick Rumsey, seconded by Mike Burdge, to recommend to the respective trust authorities the approval of purchase and installation of a new 300 KVA 4160 Delta- 480Y/277 Square D Transformer for the SRWCS pump station with Shermco Industries in the total amount of $30,210.00. ROLL CALL: AYE-Mike Burdge, Louis Martin, Rick Rumsey, Beau Wilson. NAY-None. Motion carried 4-0. DISCUSS SRWCS PROPERTY PROCUREMENT STATUS FOR THE ONE-WAY SURGE TANK AND EXPANSION OF EASEMENTS SSS-35 AND SSS-36: Frank Weigle reported the Zink Foundation is donating (0.151 acres) for the additional one-way surge tank. Sand Springs City Attorney David Weatherford is executing the transfer of the Property to the respective Municipal Authority’s with the Zink Foundation. Work to expand working room and access for Easements SSS-35 and SSS-36 is progressing with property surveying and physical marking of additional R-O-W work areas. The property surveying determined that a portion of the pipeline on (SSS-36) was not constructed in the Record R-O-W Easement. Additional work is underway to correct this error. 2 DISCUSS THE APRIL 5, 2018, SRWCS RIGHT-OF-WAY EASEMENT HELICOPTER FLY-OVER: The annual helicopter fly-over of the SRWCS right-of-way easement was performed on April 5, 2018. There are erosion areas and drainage culvert crossings that will require routine maintenance. Future aerial surveillance missions will be accomplished by Drone. A recent 2 mile test with the Sand Springs Public Works Drone produced superior photographs and the ability to spend as much time over any particular location for assessment as needed at a cost savings. DISCUSS SCHEDULES FOR SKIATOOK LAKE ARMY CORPS OF ENGINEERS GATE STRUCTURE MAINTENANCE PROJECTS; AND THE FY19 SRWCS MAINTENANCE OUTAGE: It was noted that the Corps of Engineers proposed Maintenance Project on the Skiatook Lake Gate House Equipment has been changed and the proposed outage requiring the SRWCS to be out of service is on hold from beginning in November of 2019 to some undetermined future date in the distance. Therefore, a SRWCS ordinary Tri-Annual Maintenance Outage will be scheduled for March of 2019 with costs included in the Approved FY 19 System Operation Budget. DISCUSS FY 2018 SRWCS EQUIPMENT REPLACEMENTS AND PROJECTS: All equipment replacements in the FY 18 budget have been, are in work, or on order to be accomplished. DISCUSS THE ONE-WAY TANK PROJECT: The second SRWCS One-Way Surge Tank is currently in the engineering phase. This tank will provide redundancy in the system in the event of any problem rendering the current tank off line. One of these surge protection tanks must be in service for the SRWCS to be operational and have surge and vacuum protection if an event occurred that caused an instantaneous system failure or emergency shutdown. DISCUSS A SCHEDULE FOR A SRWCS PRESENTATION AND TOUR FOR THE JOINT MUNICIPAL AUTHORITIES: A tour of the SRWCS facilities will be determined after new council members have taken office. 3 DISCUSS SRWCS STATUS REPORT OF APRIL 4, 2018, BY TETRA TECH, INC: The Skiatook Raw Water Conveyance System March 2018 Status Report prepared by Tetra Tech, Inc., was presented for discussion. No action was taken by the board. ADJOURNMENT: There being no further business to consider, motion was made by Mike Burdge, seconded by Rick Rumsey, to adjourn the meeting. Motion carried unanimously. 4