AGENDA

OKLAHOMA CITY WATER UTILITIES TRUST

SPECIAL MEETING

MINUTES

September 14, 2004

The agenda was posted on the Council Chamber Bulletin Board at 9:08 a.m., September 10, 2004

TRUSTEES PRESENT

Guy Liebmann, Chairman

Cody Graves, Vice Chairman

Carl Edwards, Trustee

James D. Couch, Trustee

TRUSTEES ABSENT

Mick Cornett, Trustee

Willa Johnson, Surrogate Trustee

James E. Thompson, Surrogate Trustee

EMPLOYEES PRESENT

Marsha Slaughter, General Manager

Bret Weingart, Water & Wastewater Office

Craig Keith, Municipal Counselor’s Office

Frances Kersey, City Clerk’s Office

Patsy Atkinson, Water & Wastewater Utilities

Jeanette Sheets, Water & Wastewater Utilities

Marla Adams, Water & Wastewater Utilities

Leigh Booth, Water & Wastewater Utilities

Billy Little, Water & Wastewater Utilities

Sam Samandi, Water & Wastewater Utilities

Tonya Coffey, Water & Wastewater Utilities

OTHERS PRESENT

Martha Ober, BancFirst

Gary Hunter, Black & Veatch

Joe Aillet, Black & Veatch

Larry Elliott, Carollo Engineers

Tim Johnson, Johnson & Associates, Inc.

I. Call to Order. 2:03 p.m.

Chairman Guy Liebmann presided.

II. Approve minutes of August 17, 2004 Oklahoma City Water Utilities Trust meeting.

APPROVED. Moved by Graves, seconded by Edwards. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

III. CONSENT DOCKET

A. CONSULTANT REVIEW COMMITTEE REPORTS

1. Receive Consultant Review Committee Report, Project SC-0667, Chisholm Creek Relief Line from NW 183^rd Street and Western Avenue to NW 150^th Street and Western Avenue; Triad Design Group; and authorize Public Works Director to negotiate a contract.

RECEIVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

2. Receive Consultant Review Committee Report for Sewer Replacement Mains: Project SC-0680, SE 39^th Street to SE 44^th Street – Byers Avenue to Santa Fe Avenue; Project SC-0681, SE 35^th Street to SE 39^th Street, Byers Avenue to Santa Fe Avenue; Project SC-0682, SE 29^th Street to SE 35^th Street - Byers Avenue to Santa Fe Avenue; Poe & Associates, Inc.; and authorize Public Works Director to negotiate a contract.

RECEIVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

3. Receive Consultant Review Committee Report, Project SC-0686, South Canadian Interceptor Relief Line, SW 164^th Street and May Avenue to SW 149^th Street and Pennsylvania Avenue; and Project SC-0687, Construction of Relief Line along Pennsylvania Avenue, SW 149^th Street and Pennsylvania Avenue to SW 134^th Street and Pennsylvania Avenue; Smith-Roberts-Baldischwiler; and authorize Public Works Director to negotiate a contract.

RECEIVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

III. A. 4. Receive Consultant Review Committee Report for Water Main Replacements in the City of The Village: Project WC-0436, Wellington Avenue – Pennsylvania Place, Britton Road, Hasley Drive; Project WC-0437 Wellington Avenue – Pennsylvania Avenue, Hasley Drive, Andover Court; Coon Engineering, Inc.; and authorize Public Works Director to negotiate a contract.

RECEIVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

5. Receive Consultant Review Committee Report, Project WT-0045, Existing North and South Clearwell Rehabilitation, Hefner Water Treatment Plant, 4000 NW 108^th Street; Tetra Tech FHC; and authorize Public Works Director to negotiate a contract.

RECEIVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

6. Receive Consultant Review Committee Report, Project WT-0066, New Backwash Water Tank, Draper Water Treatment Plant, 13700 South Douglas Boulevard; Carollo Engineers, P.C.; and authorize Public Works Director to negotiate a contract.

RECEIVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

B. PLANS, SPECIFICATIONS AND ADDENDA

1. Approve Plans and Specifications, Project SC-0465, Lightning Creek Sanitary Sewer Line Rehabilitation and Reconstruction – Phase I, North Canadian River to South 29^th Street from Shields Boulevard to Robinson Avenue; FHC, Inc. d.b.a. Tetra Tech FHC; and authorize Secretary to advertise for bids to be received October 5, 2004.

APPROVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

III. B. 2. Ratify and Approve Addendum No. 1, Project SM-0113, Phase IV – Roofing and Structural Repair at Six Water Facilities Sites: Overholser Shop Building, 1800 East Overholser Drive; Draper Maintenance Shop Building, 10401 West Stanley Draper Drive; Booster Station 14, Northwest Corner of Reno Avenue and Mustang Road; Booster Station 19, Northwest Corner of General Motors Plant on Air Depot between SE 69^th Street and SE 74^th Street; Booster Station 20, County Line Road between SW 74^th Street and SW 89^th Street; Hefner Administration and Filter Building, 4000 West Hefner Road; Robison & Associates, Inc.

RATIFIED AND APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

3. Ratify actions of General Manager in approving Addendum No. 3, Project WC-0418, Improvements and Expansion of Lake Draper Water Treatment Plant from 90 MGD to 124 MGD, 13700 South Douglas Boulevard; Carollo Engineers, P. C.

RATIFIED AND APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

4. Ratify actions of General Manager in approving Addendum No. 4, Project WC-0418, Improvements and Expansion of Lake Draper Water Treatment Plant from 90 MGD to 124 MGD, 13700 South Douglas Boulevard; Carollo Engineers, P. C.

RATIFIED AND APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

5. Ratify and Approve Addendum No. 1, Project WM-0083, West Elm Creek Off-Road Vehicle (ORV), Relocation Plan, Phase I – Trailhead Development, West Elm Creek Reservation – Lake Stanley Draper; Carter & Burgess, Inc.

RATIFIED AND APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

III. C. CONTRACTS AND BONDS

1. Adopt Resolution Awarding Contract, $739,700, Project SM-0113, Phase IV – Roofing Replacement at Six Water Facilities Sites: Overholser Shop Building, 1800 East Overholser Drive; Draper Maintenance Shop Building, 10401 West Stanley Draper Drive; Booster Station 14, Northwest Corner of Reno Avenue and Mustang Road; Booster Station 19, Northwest Corner of General Motors Plant on Air Depot between SE 69^th Street and SE 74^th Street; Booster Station 20, County Line Road between SW 74^th Street and SW 89^th Street; Hefner Administration and Filter Building, 4000 West Hefner Road; Oklahoma Roofing and Sheet Metal, Inc.

ADOPTED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

2. Adopt Resolution Awarding Contract, $31,386,427, Project WC-0418, Improvements and Expansion of Lake Draper Water Treatment Plant from 90 MGD to 124 MGD, 13700 South Douglas Boulevard; Wynn Construction Co., Inc.

ADOPTED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

3. Adopt Resolution Awarding Contract, $447,265, Project WC-0487, Waterline Relocation, City of Warr Acres, MacArthur Boulevard from NW 50^th Street to NW 63^rd Street; Luckinbill, Inc.; approving contract and bonds and authorizing execution upon receipt of signed originals from the contractor.

ADOPTED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

4. Approve Pricing Agreements, in the amount of $100,000, for brass meter service materials, with American Waterworks Supply, Inc. (C59012); Cambridge Brass (C59013); National Waterworks, Inc. (C59014); OKC Winwater (C59015); Water Products of Oklahoma, Inc. (C59016); September 14, 2004 through September 30, 2007.

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

III. D. AMENDMENTS, CHANGE ORDERS AND ACCEPTANCE OF PROJECTS

1. Approve Amendment No. 1, -$10,413.13, Project SC-0694, Emergency Sanitary Sewer Line Repair, north of SW 15^th Street and east of MacArthur Boulevard; Urban Contractors, Inc.; accept project and place maintenance bond into effect.

APPROVED, ACCEPTED AND PLACED INTO EFFECT. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

2. Approve Amendment No. 2, -$994.94, and Change Order No. 2, $2,286, Project SM-0113, Phase II, Roofing and Structural Repairs for Overholser Main and Filter Building, 601 North Pennsylvania Avenue and Overholser Boiler Building, 501 North Pennsylvania Avenue; Downey Contracting, LLC.

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

3. Approve Amendment No. 1, Project SM-0114, Scanning and Indexing Services; Business Imaging Systems, Inc.

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

4. Approve Amendment No. 4, $100,000, Project WC-0340, Water Master Planning and Water Stability Evaluation Services, City-Wide; MWH Americas, Inc.

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

5. Approve Amendment No. 4, $25,000, Project WC-0418, Improvements and Expansion of Lake Draper Water Treatment Plant, 13700 South Douglas Boulevard; Carollo Engineers, P. C.

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

III. D. 6. Approve Amendment No. 1, -$2,390, Project WC-0444, Water Main Relocation, Intersection of Britton Road and MacArthur Boulevard; Downey Contracting, LLC,; accept project and place maintenance bond into effect.

APPROVED, ACCEPTED AND PLACED INTO EFFECT. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

7. Approve Amendment No. 1, -$14,275, Change Order No. 1, $57,697.80, Project WT-0033, Draper Water Treatment Plant High Lift 2 and 4 Pump/Motor Replacement and High Lift Bay Floor Replacement, 13700 South Douglas Boulevard; Wynn Construction Co., Inc.; accept project and place maintenance bond into effect.

APPROVED, ACCEPTED AND PLACED INTO EFFECT. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

8. Approve Amendment No. 2, $15,685, Project WT-0051, Supervisory Control and Data Acquisition (SCADA) system, various locations in the water distribution system; Prime Controls, Inc. (formerly I&C Sales, Inc.)

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

IV. Reject bids, Project WM-0083, West Elm Creek Off-Road Vehicle (ORV) Relocation Plan, Phase I – Trailhead Development, West Elm Creek Reservation, Lake Stanley Draper; approve revised plans and specifications and re-advertise for bids to be received October 5, 2004.

REJECTED, APPROVED AND AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

V. Ratify OCWUT payments for the period August 17, 2004 through September 7, 2004.

RATIFIED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

VI. Ratify Actions of General Manager in approving a special permit with the United States Department of the Interior, Bureau of Indian Affairs, for temporary use of a portion of the Lake Hefner Reservation for a training course in wildland fuels monitoring.

RATIFIED AND APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

VII. Adopt Resolution ratifying and approving Addenda Nos. 1 and 2 to the request for proposals for utility billing system expert services (OCWUT02-05), receiving proposals, ratifying the General Manager’s actions in appointing a Technical Review Committee, and approving the short list of firms for interviews.

ADOPTED. Moved by Graves, seconded by Edwards. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

VIII. Adopt a Joint Resolution with the City of Oklahoma City approving the Exchange Agreement with the United States of America represented by the Department of the Army for the Army Reserve and Supplemental Agreement No. 2 (Leasehold) Termination) and authorizing the Chairman and Secretary to execute.

ADOPTED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

IX. Approve Joint Resolution with City of Oklahoma City agreeing to declare non-repairable meters obsolete and/or surplus, and authorizing General Manager to receive informal bids and sell non-repairable meters to the highest bidder.

ADOPTED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

X. Accept Project SB-0011, Policy “B-1”, Sanitary Sewer Main Extension, south of Reno Avenue and east of Cemetery Road; accept Quit Claim and authorize reimbursement to ERC Land Development Group, LLC, $105,630.48, and place maintenance bond into effect.

ACCEPTED, AUTHORIZED AND PLACED INTO EFFECT. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

XI. Authorize Additional Engineering Services, $7,500, Project WT-0049, Overholser Dam Stability, East Overholser Drive and NW 16^th Street, Triad Design Group, Inc.

AUTHORIZED. Moved by Graves, seconded by Edwards. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

XII. Authorize Trust Engineer to Perform Work and Services, not-to-exceed $72,000, Project WM-0089, Lake Stanley Draper Improved Access and Erosion Control for Points 13, 14, 15, 16, and 17, North side of Lake Stanley Draper, Johnson & Associates, Inc.

AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

XIII. Authorize Trust Engineer to Perform Work and Services, not-to-exceed $10,000, Project WT-0065, Hefner Intake Screen Rehabilitation, 4000 NW 108^th Street, Johnson & Associates, Inc.

AUTHORIZED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

XIV. Approve Permit Dealer License with Ajax Kawasaki to purchase Lake Activity Permits from The City of Oklahoma City and sell them at the fees established in the Oklahoma City Municipal Code, 2002, less a commission reserved by the Licensee.

APPROVED. Moved by Edwards, seconded by Graves. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

XV. Ordinance amending the Oklahoma City Municipal Code, 2002, by amending Chapter 55, Article III relating to Collection Contracts, by repealing Sections 55-106 through 55-113; and adopting new Section 55-106 Defining Collection Center, a new Section 55-107 Declaring Collection Centers to be Agents of the Utility Customer, a new Section 55-108 regarding Collection Center Requirements, a new Section 55-109 regarding Authorization of the Utilities Superintendent to Establish Policies and Procedures, a new Section 55-110 regarding Collection Center Failures, a new Section 55-111 authorizing the Utilities Superintendent to Return, Hold, or Process Payment Submittals, new Section 55-112 requiring Collection Centers to Post or Disclose Fees and Delivery, and a new Section 55-113 Authorizing and Defining Payment Centers; and providing for Codification.

RECOMMENDED CITY COUNCIL ADOPT THE ORDINANCE. Moved by Couch, seconded by Edwards. Ayes: Chairman Liebmann, Edwards, Graves and Couch.

XVI. Consider entering into executive session to discuss pending claims on Oklahoma City Project WT-0034, Hefner Treatment Plant Expansion 5 Million Gallon Clearwell, Hefner Water Treatment Plant, 4000 West Hefner Road, as authorized by 25 O.S. (2001) § 307(B)(4); Lippert Bros., Inc.; and direct General Manager and Legal Counsel how to proceed.

ENTERED INTO EXECUTIVE SESSION. Moved by Couch, seconded by Edwards. Approved by the following roll call vote: James D. Couch, Carl E. Edwards, Cody Graves and Chairman Liebmann.

INSTRUCTIONS GIVEN.

XVII. New Business.

None

XVIII.Comments from Trustees, Staff and Citizens.

Larry Elliott, Carollo Engineers, addressed the Trust on the improvements and expansion of the Draper Water Treatment Plant. Mr. Elliott thanked the Trust and City staff for their involvement in such an exciting and important project. General Manager Marsha Slaughter recognized and thanked Sam Samandi, Project Manager, for his work and time on the project.

Gary Hunter and Joe Aillet with Black & Veatch presented a plaque to the Trust for dedication to the environment and promoting the reuse of wastewater effluent and recognized for a contribution to the Water Reuse Foundation WRF-02-006C – Impacts of Membrane Process Residuals on Wastewater Treatment. Chairman Liebmann accepted the plaque for the Trust.

XIX. Adjournment.

CHAIR ADJOURNED, 2:40 p.m.

ATTEST:

Frances Kersey, Secretary Guy Liebmann, Chairman