McGee Creek Water Meeting 3-9-2023

good afternoon it is 11 o'clock on March 9th so I would like to call to order the March 9th meeting of the McGee Creek Authority the next item on the agenda is the approval of minutes for the September 15th McGee Greek Authority meeting the minutes are in your packet for review are there any questions or comments regarding the minutes seeing none is there a motion for approval we have a motion so move and a second and a second uh all in favor indicate by saying I I I oppose the same sign the motion carries next item item three is a consent docket there are a number of things on the consent docket some uh amendments to engineering contracts there's the approve of the audit which is a significant thing it's always a significant thing when you get a clean audit that's a that's a good thing uh some some number of resolutions on there to do our annual uh business from approving Bank contracts to uh uh appointing the secretary for the mgee creek Authority um ratification of payments mostly housekeeping items are there any items on the consent doc that the trustees would like to PLL for individual consideration no seeing none is there a motion to approve the consent docket so move have a motion second we have a motion and a second to approve the consent docet all in favor indicate by saying I i i i motion the same sign the consent docket passes items four IND consideration are to receive the audited annual financial report and and Communications related to the audit for the McGee Creek Authority for the fiscal year ending June 30th 2022 is there a presentation on that or Mr chairman jiffy's here this morning to give us a short summary of the uh audit report report excellent good morning chairman and the trustees Jeffy John Samuel Financial operations manager here the item that you have it receives the fy22 annual financial report for the Mei Creek Authority the city's finance department provides the accounting services for the trust and helps prepare the annual financial report providing financial statements and Analysis the accounting services division is responsible for recording the financial transactions and ensures that the transactions are in compliance with the generally accepted accounting principles in the country in compliance with the statutory requirement the trust engaged Allan gibs and holic the external Auditors to conduct its annual audit for fiscal year 2022 the external Auditors found no instances of non-compliances and that the MC financials were presented fairly and there were no material evidences for your reference page 7 of the report provides Management's discussion and Analysis providing a brief summary of the financials the overall Financial Health and the condition of the trust improved in fiscal year 2022 some of the highlights include the net position an increase of 37 million compared to Prior year with an ending position of 75 M 399,000 the operating revenues were recorded at 5.6 million and expenses were recorded at 1.6 million the expenses were were consistent in fiscal year 2022 whereas the revenues saw a slight decline of 1.5 million this is primarily due to changes in the cash requirement that are tied to the Mei Creek revenue bonds that are secured by the Alo quat share revenues from the participants of the authority with that I'll be happy to answer any questions yall may have thank you thank you are there any questions no seeing none is there a motion to receive the audited annual financial report and Communications so second have a motion in a second to approve it all in favor indicate by saying I I I a motion oppose same sign excuse me motion passes Item B is a presentation on the McGee Creek Authority fiscal year 2024 budget Mr chairman Vanessa agilar and Mark along will'll be presenting the budget excellent good morning chairman and trustees Vanessa agular the agenda item that you have here before you is the FY 24 McGee Creek Authority budget we have a short presentation to give you the highlights of the budget for the coming year the sources include 8,886 th000 this includes raw water sales from the aoca rur water district number 4 that's estimated to be at $570,000 this includes a rate plan adjustment in addition to increase in consumption based on historical Trends in addition we have interest earnings this is primarily from our operating account in comparison to FY 23 we had slightly more investment earnings and this was because we also had Bond accounts where we had investment earnings those bonds have now been defe so primarily our investment income is from our operating account and that's $130,000 we also have a reimbursement from the Bureau of Reclamation for a contract that was established in the 1990s the bo reimburses 8.55% of eligible expenses related to omm and capital expenditures for the dam and Reservoir that's estimated to be 108,000 for fy4 aqua's alqua share component is another source of Revenue this is estimated at 5.4 million roughly which is 66.67% that's aqua's aloquete share component the remainder of the sources comes in the form of a loan from aquit to McGee Creek Authority for the remainder of the source needs that's estimated at .6 million now we'll go over to the uses side where we anticipate our budget expenditures to be in the coming year this includes Personnel Services estimated at 445,000 for paying the salaries benefits and retirement contribution for the McGee Creek employees this also includes a contingency of an 8% cost of living adjustment that the City of Oklahoma City has forecasted in their budget for the coming year and a 3% Merit adjustment to the pay plan contracts and services is decreasing slightly compared to FY 23 it's a reduction of approximately 100 $40,000 that's due to expected reduction in outside legal services in the coming year we are seeing a slight increase in equipment and supplies this is due to a couple of things we're increasing our pump and motor refurbishment program which includes more of the materials and supplies we've seen some cost increases over the last couple of years and this is also including an adjustment to the uniform policy that was implemented Mark long will go through the the capital in more detail on the next slide but the final sources that we have for you on this slide here includes an operating and CIP Reserve this is a reserve that we established in FY 23 which will help provide funding Authority for any unforeseen operating expenses or Capital emergency repairs thank you Mr chairman and trustees the Capital program is based on the uh budgeting amount of 7,152 th000 uh we will highlight some of these in a project update but just to to highlight the summary of that we have several Bureau Reclamation projects that are due uh to uh budgeting in for items that come up during the annual Bo inspection over the past few years we've been able to whittle that number down so we're only estimating that at $50,000 the pump station and pipeline facility improvements is 5, 800,000 we've got a headquarter building uh plan for ff of 200,000 we've got technology improvements associated with the improvements to the headquarter area of 100,000 and other Associated projects there's equipment replacement of 242,000 and then facility Road improvements in is 76 60,000 which is part of a larger project which is about 2.1 million of Road improvements throughout the entire area of McGee Creek can answer any questions that you might have thank you any questions for either Vanessa or Mark regarding the budget presentation yes sir pretty good Capital list for the year is that the largest capital budget we've ever had yes sir and it's actually increasing as the the uh program budget is allowing us to we'll be looking at an additional $3.8 million over the next few years so all right no questions on it is there uh item B2 is there a motion to adopt a res or a motion to adopt the resolution uh for the McGee Creek fiscal year 2024 budget so have we have a motion second second all in favor indicate by saying I I I those oppose the same sign the motion carries item C is a fiscal year 2024 loan agreement for the OK from the with the Oklahoma City water utilities trust so there is enough cash to to fund the entire budget so there's a loan agreement with the city to uh the Water Utilities trust to to fund that as we've done in previous years um is there a motion to approve the loan agreement so moved second we have a motion second any questions see none all in favor indicate by saying I I I oppose the same sign the motion carries item D is a resolution directing the general manager to request participants make an election regarding annual allocate cost for fiscal year 2024 in accordance with mcgeek recommended trust and denture and again this is something that's done on an annual basis um as we' we've done every year so is there a motion to approve the resolution D so move second we have a motion and a second all in favor indicate by saying I I I all oppos the same sign the motion carries item e is a resolution approving McGee Creek Authority funds uh for equipment replacement authorized general manager or designated to purchase such equipment items from the state and other interg governmental Cooperative purchasing agreements so we're here to to be able to give the authorization to buy some of the capital that we just approved with the budget is there a motion to approve item e so move second we have a motion in second all in favor indicated by saying I I I oppose the same sign the motion carries item f is a resolution ratifying the action of the general manager for implementing a 7% pay plan adjustment retroactive July 1 2022 a 3% onetime individual sement for all current full-time McGee Creek Authority employees and approving a new play pay plan retroactive to July 1 2022 through July 30th 2023 total cost estimat is 22 $226,200 um that's that's the largest pay increase I believe we we've ever seen and and of course the employees are are worth every every dollar of it but but uh and again it's it's just a sign of the times of what we're going through right now um so again um is there a motion to approve so item we have a motion and second all in favor indicate by saying I I I I motion uh oppose same sign the motion carries item G is resolution authorizing directing the general manager to establish administer procurement policies and practices in accordance with a law the state law has CH has changed on the limits on purchasing agreements and so what we are doing are increasing those limits that are now available uh based upon the changes to state law there questions regarding that resolution or that policy yes sir see none is there a motion to approve the resolution so move second have a motion and a second all in favor indicate by saying I I I oppose the same sign and the motion carries h is a resolution authorizing the McGee Creek to settle a case of um Meridian Contracting versus the the McGee Creek Authority we had outside Council assist with that and it's a settlement of of I guess $878 and 64 Cent so we need a um both I think we're do one motion a resolution to approve U items one and two under the agreement Mr Keith you have Dad no there was uh we had the assistance of SRB and it was a very complicated um situation with regard to the uh improvements down at Mickey Creek and we felt like we had uh resolved all the issues uh contractor felt like they were still due $120,000 plus uh and so we negotiated down to $88,000 so anytime you can negotiate a claim from six digits down to four digits that's a pretty good deal call that Mr Mr Stone Cipher obviously he's an expert in this area but I agree so do we have a resolution or a motion to to approve items H1 and two so Mo second motion a second all in favor indicate by saying I I I oppose the same sign the motion carries items from crustees anything this morning I don't have any particular items I would like to make a comment on the investment that that Oklahoma City is making into MC McGee Creek for Southeastern Oklahoma is it's a huge impact on uh the economics of our part of the State uh those those monies flow out to multiple communities around the lake and uh just further the economic growth of those communities because of the investment Oklahoma City's making it's been a good partnership it has thank you general manager reports Mr Brownie thank you Mr chairman we have two reports Byron Trent is here to talk talk with us about the lake Le and then Mark long will present the uh project updates all right good morning chairman and trustees um I'm going to go over the uh lake level and pumpage Report the bottom columns starting from the left working to the right our current rainfall total uh excuse me our current rainfall total for this 12 month range uh was 45.003870 [Music] 33 slightly above our normal rainfall for this 12 month range MCA a had an average Lake elevation of 575 ft which is 2 feet below our normal for this 12-month range the lake storage average for this 12mth range was 9233 acre feet and was considered 92.7% full um MCA delivered slightly over 26 881 acre feet to aoka Lake and 71562 acre feet directly to the city of Oka uh the total electrical cost for pumping over this 12 month range was 411,000 532 um as of today we are 5 foot above normal and full and waiting on the call to let some of it go unfortunately we can't hold it too much longer and uh typically it's good to try to pump it when we're full if the TOA is low but a to is right now within about five to six inches from hitting the spillway so that's all I have for the lake level and pumpage Report um the operations report I'm going to turn over to Ron Butler all right any questions sorry about the lake level pumpage thank you Ronnie Butler good morning Mr chairman trustees U since our last meeting we've had a pretty good run at McGee Creek everything seems to be up to par I'll just highlight just a few items that have happened in the last few months and uh most of the activity has been by The Bureau for Reclamation they uh came out in October did a dive inspection of the river Outlet works and uh the intake structure just last week they were here and performed a crawler cam inspection of the tow drains at the dam and the D there's seven of those total at the end of March they'll be doing their annual side inspection I think we're ready for that and also in may they will enter into the m& through the intake they're going to repel down and inspect the interior part of that and the piping all leading up to the pumping plant uh we do have a pump and motor that'll go out soon for refurbishment Evans will be doing that work and something that slipped my mind until driving up here this morning uh the hydroelectric turbine that's a done deal right that's old news now so I'm happy to say that is over with it's going to be a busy summer ahead with many projects that Mark is about to talk about and that's all I have any questions all right thank you any questions for Mr Butler so thank you thank you thank you Mark long thank you Mr chairman trusties this will be the report for presentation for the project updates it's down at the bottom for the current project status updates but that looks like a yeah that one looks like a first I want to discuss wc35 which is the McGee Creek Authority roadway improvements this has been a multi-year effort uh in trying to address the uh six sections of roadway uh that are the responsibility of MCA first uh the list of Roads is shown on the left Pump Station Road Dam Road Spillway Road and Dyke Road that project has been awarded we grouped these projects as you've seen in your packet we had several efforts at trying to either bid them in smaller pieces are together a lack of biders in one instance we finally awarded a project to Ellsworth Construction in the amount of 2 million and 9,000 9 9,931 and then we are planning to do a phase two project which will be the ferris Road and the crossover Road those will be uh anticipated to be done uh with final plans later this year but we will intend on requesting ratification of those actions at the fall meeting those will be done in concert with the actual headquarter Improvement building this is a map that shows the roads uh that we'll be improving over the next year wmco 36 and wmco 39 we combine these projects with the bureau Reclamation inspection findings and the regulating tank improvements um as I mentioned the the staff at McGee Creek has been doing a great job at maintaining the facility ities and we've actually had very few comments from the bo over the last two years uh there were some minor uh improvements that needed to be done uh on the upper section of the The Pump Station area uh there was some leaking in through a roof and a curb and then we also have the regulating tank improvements and we're planning to uh they were rebid in March of 2023 together the 0 37-1 this is the first component of the McGee Creek headquarter building replacement uh we are anticipating having final plans approved for this summer with the intent and requesting ratifying the actions of the general manager at the fall meeting uh this is a preliminary site layout in the upper leftand corner you can see that is the new equipment building that is actually in place and then in the center is the new headquarter building towards the lower part of the page you'll see that was the existing headquarter building and this was due to the fact that the foundation problems and the building life are just no longer serviceable and it was more uh U practical to move forward with a new headquarter building this is a very uh preliminary rendering of what the headquarter building will be and as you can see on the back side the garage bay doors this will also not just be a headquarter building it will provide a shop area so that the local Southeast water supply staff can do maintenance on vehicles at a more efficient way than traveling up to Oklahoma City or in other area within the city facilities the second component is replacing the residents if you'll recall the resident was actually part of the original headquarter building and the on-site staff person has been living in that um unfortunately this is one of the areas that had the biggest Foundation problems was in the residential part of the building and so the staff person will be able to enjoy this new Resident replacement um we're anticipating that plans and specs will be approved this summer and we intend to request ratifying those actions for the general manager at the fall meeting this is a rendering of the proposed resident replacement wc4 is the cathodic protection improvements um these are are much needed improvements we actually did through study and and and working with the staff at MCA we were able to identify a more efficient way of doing these improvements without having to Do complete replacement of the CTIC uh equipment and that is the update for the spring meaning of all the projects we're looking forward to quite a few projects to present to you in the fall thank you Mr long um the the new Maintenance Building looks great down there and I think we all need to remember that the present headquarters building was a materials Testing Lab constructed over 40 years ago and so and now has some structural problems and such it's it's a it's not it hasn't been a great building for a number number of years and and and there were there were efforts in 2012 and 14 to do some Foundation repairs and then once the Cosmetics were done inside then the settlement started to occur um if you'll recall it was a temporary building we found large Boulders underneath the foundation and that has been the the real root of the problem differential Sal thank you all right any questions uh on any of the general manager reports this morning yes sir all right we will move to citizens to be heard are there any citizens to be heard [Applause] seeing none we are adjourned thank you

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