Full PDF of Packet

 AGENDA
SHAWNEE MUNICIPAL AUTHORITY
July 1, 2013 AT 6:30 P.M.
COMMISSION CHAMBERS AT CITY HALL
SHAWNEE, OKLAHOMA
CALL TO ORDER
DECLARATION OF A QUORUM
1.
Consider approval of Consent Agenda:
a.
Minutes from the June 17, 2013 regular meeting
b.
Accept Midland Street Water Line Replacement Project and place maintenance bonds into effect.
c.
Accept Belfair Memory Care Water Line Extension Project and place maintenance bonds into
effect.
d.
Authorize staff to purchase a 12 yard tandem dump truck from the state contract bid.
e.
Acknowledge Wes Watkins Reservoir (City of McLoud) Budget for FY 2013-14.
2.
Consider and take action with respect to a resolution authorizing the execution of professional
services agreements pertaining to the financing of certain capital improvements by The Shawnee
Municipal Authority (the “Authority”), including the construction of water park improvements and
municipal communications improvements and equipment; authorizing the authority’s financial
advisor to distribute bid packages to prospective financial institutions in connection with the
referenced financing; and containing other provisions relating thereto.
3.
Consider Bids:
a.
Jefferson Terrace Water Line Replacement Project (Open)
4.
New Business
(Any matter not known about or which could
not have been reasonably foreseen prior to
the posting of the agenda)
5.
Administrative Reports
6.
Adjournment
Respectfully submitted
Respectfully submitted
Phyllis Loftis, CMC, City Clerk
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Minutes
Submitted By: Donna Mayo, Administration
Department:
Administration
1. a.
Information
Title of Item for Agenda
Minutes from the June 17, 2013 regular meeting
Attachments
Minutes
THE TRUSTEES OF THE SHAWNEE MUNICIPAL AUTHORITY OF THE
CITY OF SHAWNEE, COUNTY OF POTTAWATOMIE, STATE OF
OKLAHOMA, MET IN REGULAR SCHEDULED SESSION IN THE
COMMISSION CHAMBERS AT CITY HALL, 9TH AND BROADWAY,
SHAWNEE, OKLAHOMA, MONDAY, JUNE 17, 2013, DURING THE BOARD
OF CITY COMMISSIONERS MEETING AT 6:30 P.M., PURSUANT TO
NOTICE DULY POSTED AS PRESCRIBED BY LAW. UPON ROLL CALL, A
QUORUM WAS DECLARED WITH THE FOLLOWING MEMBERS IN
ATTENDANCE:
PRESENT: Agee, Harrod, Mainord, Winterringer
ABSENT: Stephens, Hall, Smith
Call to Order
Declaration of a Quorum
AGENDA ITEM NO. 1:
Consider approval of Consent Agenda
a. Minutes from the June 3, 2013 regular meeting rescheduled to June 10,
2013.
b. Request to advertise for bids on Sludge Removal
c. Budget Amendment to adjust budget for overruns in the individual
departments
A motion was made by Trustee Harrod, seconded by Trustee Winterringer,
to approve the Consent Agenda item Nos. 1(a-c). Motion carried 4-0.
AYE: Harrod, Winterringer, Agee, Mainord
NAY: None
AGENDA ITEM NO. 2:
Presentation to update progress on the SMA
Master Plan by Smith, Roberts and
Baldischwiler.
Tom Crowley, Max Baldischwiler and Carl Baldischwiler with Smith,
Roberts and Baldischwiler gave a project update regarding the Comprehensive
Utility System Master Plan. The Commission was advised that SRB is two-thirds
through the draft, which they expect to be completed in October.
COMMISSIONER STEVE SMITH ARRIVED AT 6:40 P.M.
Tom Crowley stated that they are projecting moderate to low growth in
water demand from 2012 – 2032. He further discussed the items that have been
completed:
a. Water Demand Projections
b. Evaluation of Existing WTP
c. Comparison Alternatives
d. Preliminary Recommendations
Future work on the project will consist of the following:
a. Complete Water Supply evaluation
b. Review Alternatives and Phasing of CIP with staff
c. Publish Draft and Final results
The project is scheduled for the Final Report in December, 2013.
AGENDA ITEM NO. 3:
Public hearing and consider a resolution
adopting the budget for the Shawnee
Municipal Authority for the period of July 1,
2013 through June 30, 2014 finding all
things requisite and necessary have been
done in preparation and presentation of
budget.
Mayor Mainord declared a public hearing in session to consider a resolution
adopting the budget for the Shawnee Municipal Authority for the period of July 1,
2013 through June 30, 2014 finding all things requisite and necessary have been
done in preparation and presentation of budget. No one appeared in favor or
against said budget. The public hearing was closed.
Resolution No. SMA-2013-3 was introduced.
A RESOLUTION APPROVING AND ADOPTING THE BUDGET FOR SHAWNEE
MUNICIPAL AUTHORITY, OKLAHOMA FOR THE PERIOD JULY 1, 2013 THROUGH JUNE 30,
2014 FINDING ALL THINGS REQUISITE AND NECESSARY HAVE BEEN DONE IN
PREPARATION AND PRESENTATION OF SAID BUDGET.
A motion was made by Trustee Harrod, seconded by Trustee Agee, to
approve a resolution adopting the budget for the Shawnee Municipal Authority for
the period of July 1, 2013 through June 30, 2014 finding all things requisite and
necessary have been done in preparation and presentation of budget. Motion
carried 5-0.
AYE: Harrod, Agee, Mainord, Winterringer, Smith
NAY: None
AGENDA ITEM NO. 4:
New Business (Any matter not known about
or which could not have been reasonably
foreseen prior to the posting of the agenda)
There was no new business.
AGENDA ITEM NO. 5:
Administrative Reports
There was no Administrative Reports.
AGENDA ITEM NO. 6:
Adjournment
There being no further business to be considered, the meeting was adjourned
by power of the Chair. (7:30 p.m.)
__________________________________
ATTEST:
(SEAL)
______________________________
PHYLLIS LOFTIS, CMC
SECRETARY
WES MAINORD
CHAIRMAN
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Accept Project and Maint Bonds Midland St
Submitted By: Donna Mayo, Administration
Department:
Administration
1. b.
Information
Title of Item for Agenda
Accept Midland Street Water Line Replacement Project and place maintenance bonds into effect.
Attachments
Maint Bonds Midland Street
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Accept Project and Maint Bonds Belfair Memory Care
Submitted By: Donna Mayo, Administration
Department:
Administration
1. c.
Information
Title of Item for Agenda
Accept Belfair Memory Care Water Line Extension Project and place maintenance bonds into effect.
Attachments
Maint Bonds Belfair Memory Care
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Request Purchase Dump Truck
Submitted By: Donna Mayo, Administration
Department:
Administration
1. d.
Information
Title of Item for Agenda
Authorize staff to purchase a 12 yard tandem dump truck from the state contract bid.
Attachments
Request to Purchase Dump Truck
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Wes Watkins Reservoir Budget McLoud
Submitted By: Donna Mayo, Administration
Department:
Administration
1. e.
Information
Title of Item for Agenda
Acknowledge Wes Watkins Reservoir (City of McLoud) Budget for FY 2013-14.
Attachments
Wes Watkins Memo
Wes Watkins Budget McLoud
Income and Expense 12-13
Mayor
WES MAINORD
The City of Shawnee
Office of the Director of Operations
P.O. Box 1448
Shawnee, Oklahoma 74802-1448
(405) 878-1529
Fax (405) 878-1593
www.ShawneeOK.org
Commissioners
PAM STEPHENS
LINDA AGEE
JAMES HARROD
KEITH HALL
JOHN WINTERRINGER
STEVE SMITH
Date:
To:
Mayor and City Commissioners
From:
James Bryce, Director of Operations
RE:
Wes Watkins Lake Update
This memo is intended to update the commission on the operations of Wes Watkins Lake
along with some brief history.
On July 1, 2010, the City of McLoud took over supervision of the Wes Watkins Reservoir on the
behalf of the City of Shawnee, prior to that time the PCDA managed the facility. Under McLoud’s
supervision, gate fees were removed, new fees for permits were posted, and a full time Lake Ranger
and camp host were brought in. The City of Shawnee Commission at that time set up a committee of
4 individuals, one from each Tecumseh, Shawnee, PCDA, and McLoud to oversee the maintenance
and operation of the Lake and recreation and were to meet once a month. The committee did so for
about a year and then decided to go to quarterly meetings for the lack of items to discuss. Now for
the last year there has not been a representative from Tecumseh or PCDA coming to the meetings
but Shawnee and McLoud still meet and keep in contact at least twice a month.
Since the change over in 2010, visitation and use of the facility has increased with campsites and RV
sites filled to capacity and overflow camping has been opened up a couple of times throughout the
summers to accommodate users. The public utilizes the pavilion areas keeping them rented out and
walkers come in on a daily basis to get their exercise.
The reservoir has many activities going on year round such as fishing tournaments, cross country
runs, duck hunting, and deer hunting areas for bow only. A future event that would like to come to
the reservoir is equestrian trail rides.
At the time McLoud took over, an inventory was taken to determine what equipment
stayed with the Lake what was actually PCDA’s. It turned out that most of the equipment
was PCDA’s which included the boat they used on the lake and most of the lawn mowers.
Since there was no boat, McLoud started out renting one until it broke down and another
could not be secured. At that time Shawnee staff made a recommendation to the
commission to purchase a boat for the reservoir. As time went on the mowers began to
break down, so another recommendation was made for Shawnee to lease/loan a mower to
the reservoir for the upkeep at the lake. The boat and mower both are serviced and
maintained by the Fleet Maintenance Department here at the City of Shawnee. Another
2
problem that arose a year in to McLoud taking over was that we found out after a lift
station going down that regular maintenance had on both lift stations had not been done
since the Lake was built. The Lift Station crew with the City of Shawnee went in and
repaired the lift station, got them serviced, and put them on their list for regular servicing.
The City of McLoud is responsible for putting together a budget each year for the Lake
taking into consideration expenses for employees, regular maintenance, and upgrades to
the reservoir. The reservoir revenue pays for these items with assistance from the SMA
budget and Tecumseh. The purchase of the boat came from the SMA budget as well as all of
the regular maintenance on the equipment and lift stations.
Yearly reimbursements from the SMA budget and Tecumseh for operations have been:
2010/2011
$29,490.00
(includes boat purchase)
2011/2012
$38,361.00
(had some major repairs)
2012/2013
No reimbursement anticipated so far through May 2013.
(This is due to the pipeline crews that stayed at the Park)
15% of all reimbursements have been billed back to Tecumseh including the boat purchase.
The partnership between Shawnee and McLoud has been good and in fact has saved
Shawnee and Tecumseh money. When the change over from PCDA to McLoud happened,
the reimbursement was in the range of $100,000.00 to PCDA for the 2010/2011 proposed
budget.
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Financing for Pool and Tower
Submitted By: Donna Mayo, Administration
Department:
Administration
2.
Information
Title of Item for Agenda
Consider and take action with respect to a resolution authorizing the execution of professional services
agreements pertaining to the financing of certain capital improvements by The Shawnee Municipal
Authority (the “Authority”), including the construction of water park improvements and municipal
communications improvements and equipment; authorizing the authority’s financial advisor to distribute
bid packages to prospective financial institutions in connection with the referenced financing; and
containing other provisions relating thereto.
Attachments
Finance Request and Professional Services
RESOLUTION NO. SMA-2013-_____
A RESOLUTION AUTHORIZING THE EXECUTION OF PROFESSIONAL
SERVICES AGREEMENTS PERTAINING TO THE FINANCING OF CERTAIN
CAPITAL IMPROVEMENTS BY THE SHAWNEE MUNICIPAL AUTHORITY
(THE “AUTHORITY”), INCLUDING THE CONSTRUCTION OF WATER
PARK IMPROVEMENTS AND MUNICIPAL COMMUNICATIONS
IMPROVEMENTS AND EQUIPMENT; AUTHORIZING THE AUTHORITY’S
FINANCIAL ADVISOR TO DISTRIBUTE BID PACKAGES TO PROSPECTIVE
FINANCIAL INSTITUTIONS IN CONNECTION WITH THE REFERENCED
FINANCING; AND CONTAINING OTHER PROVISIONS RELATING
THERETO.
WHEREAS, the Shawnee Municipal Authority (the “Authority”) has under consideration
the issuance of its Sales Tax Revenue Note, Series 2013 in the approximate principal amount of
$___________ (the “Note”), the proceeds all of which will be utilized to finance capital
improvements including the construction of water park improvements and municipal
communications improvements and equipment; and
WHEREAS, it is deemed desirable for the Authority to give preliminary authorization for
the issuance of the Note; and
NOW, THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE SHAWNEE
MUNICIPAL AUTHORITY:
SECTION 1. PROFESSIONAL SERVICES AGREEMENTS. The Shawnee Municipal
Authority (the “Authority”) is authorized to enter into professional services agreements with The
Public Finance Law Group PLLC, as bond counsel and with BOSC, Inc., as financial advisor, in
connection with the financing of certain capital improvements by the Authority pertaining to water
park improvements and municipal communications improvements and equipment. The Chairman
or Vice Chairman and Secretary or Assistant Secretary of the Authority are authorized to execute
and deliver said professional services agreement on behalf of the Authority and take all such other
action in connection therewith.
SECTION 2. PRELIMINARY AUTHORIZATION. The Authority authorizes BOSC, Inc.,
as the Authority’s financial advisor, to distribute bid packages to financial institutions in connection
with the proposed sale of the Note.
[Remainder of Page Intentionally Left Blank]
PASSED AND APPROVED THIS 1ST DAY OF JULY, 2013.
SHAWNEE MUNICIPAL AUTHORITY
(SEAL)
By:
ATTEST:
By:
______________________________
PHYLLIS LOFTIS, SECRETARY
2
_________________________________
WES MAINORD, CHAIRMAN
CERTIFICATE
OF
AUTHORITY ACTION
I, the undersigned, hereby certify that I am the duly qualified and acting Secretary of the
Shawnee Municipal Authority.
I further certify that the Trustees of the Shawnee Municipal Authority held a Regular
Meeting at _____ o’clock P.M. on July 1, 2013, after due notice was given in full compliance with
the Oklahoma Open Meeting Act.
I further certify that attached hereto is a full and complete copy of a Resolution that was
passed and approved by said Trustees at said meeting as the same appears in the official records of
my office and that said Resolution is currently in effect and has not been repealed or amended as of
this date.
I further certify that below is listed those Trustees present and absent at said meeting; those
making and seconding the motion that said Resolution be passed and approved, and those voting
for and against such motion:
PRESENT:
ABSENT:
MOTION MADE BY:
MOTION SECONDED BY:
AYE:
NAY:
WITNESS MY HAND THIS 1ST DAY OF JULY, 2013.
SHAWNEE MUNICIPAL AUTHORITY
(SEAL)
________________________________________
PHYLLIS LOFTIS, SECRETARY
3
Shawnee Municipal Authority
Meeting Date: 07/01/2013
Water Line Replacement (Open)
Submitted By: Donna Mayo, Administration
Department:
Administration
3. a.
Information
Title of Item for Agenda
Jefferson Terrace Water Line Replacement Project (Open)
Attachments
Notice to Bidders
Bidders List
Notice to Bidders
Sealed bids will be received by the Shawnee Municipal Authority/City of Shawnee, Beneficiary 16
W. 9th Street, Shawnee, Oklahoma 74801 or P. 0. Box 1448, Shawnee, Oklahoma 74802-1448, up
to 4:00p.m., Monday, July 1, 2013 for:
Bid: Jefferson Terrace Water Line Replacement Project
The Jefferson Terrace Water Line Replacement Project includes replacement of approximately 4,840
feet of dilapidated water line including service lines, connections, and appurtenances in the Jefferson
Terrace Addition between Kickapoo and Pottenger Streets from Poplar to Ford Streets, per technical
specifications and drawings.
Each bid shall be filed in a sealed envelope. On the front of each envelope shall be written the
following words to the left of the address:
Bid: Jefferson Terrace Water Line Replacement Project
July 1, 2013
The ORIGfNAL bid shall be filed with the City Clerk ofthe City of Shawnee, together with a sworn
non-collusion affidavit in writing that the bidder has not entered into any agreement, expressed or
implied, with any other bidder, or bidders, for the purpose of limiting the bid, or bidders or parcel out
to any bidder, or bidders or any other persons, any part ofthe contract or subject matter of the bid.
IMPORTANT- Surety companies executing bonds must appear on the Treasury Department's
most current list and be authorized to transact business in the State where the project is
located.
All bids and bidders will be evaluated by LandRun Engineering and the Shawnee Municipal
Authority/City of Shawnee, Beneficiary.
The BID DOCUMENTS can be received electronically for $25.00 or obtained in paper for $100.00
per set picked up or $110.00 per set via US mail by contacting LandRun Engineering at (405) 2734222 .
Bids will be opened and considered by the Board of City Commissioners at a Public Meeting in the
City Hall Commission Chambers, 16 W. 9th Street, Shawnee, Oklahoma 74801 , at 6:30 p.m.,
Monday, July 1, 2013 .
The Shawnee Municipal Authority/City of Shawnee, Beneficiary reserves the right to reject any or all
bids.
Shawnee Municipal Authority
City of Shawnee, Beneficiary
A Municipal
Brian E. McDougal, General Manager
Bidders list Jefferson Terrace SMA 14-01
Wolf Underground, Oklahoma City, OK
Reed Construction, Norcross, GA
Jordan Contractors, Tecumseh, 01<
FT Construction, Oklahoma City, 01<
Southwest Waterworks, Oklahoma City, OK
Davenport Construction, Edmond, OK
Krapff-Reynolds Construction, Oklahoma City, OK
Holland Backhoe, Harrah, OK
Abilez Construction, Mcloud, OK
Orion Construction, Oklahoma City, OK
Trent Construction, Harrah, OK