Norman Forward Citizens Financial Oversight Board Meeting

NORMAN FORWARD CITIZENS FINANCIAL OVERSIGHT BOARD MINUTES October 17, 2016 The Norman Forward Citizens Financial Oversight Board (CFOB) of the City of Norman, Cleveland County, State of Oklahoma, met at 3:30 p.m. in the Municipal Building Conference Room on the 17th day of October, 2016, and notice and agenda of the meeting were posted in the Municipal Building at 201 West Gray and the Norman Public Library at 225 North Webster 24 hours prior to the beginning of the meeting. PRESENT: Members Andy Rieger, Tom Sherman, Chair Bill Nations, Andy Paden, Bree Montoya, and Cindy Rogers ABSENT: Members MacKenzie Britt, Anil Gollahalli, and Don Hiebert OTHERS PRESENT: Jeff Bryant, City Attorney Terry Floyd, Development Coordinator Jud Foster, Parks & Recreation Director Shawn O’Leary, Public Works Director Anthony Francisco, Finance Director David Hopper, Chair of Senior Citizens Ad Hoc Advisory Committee Erinn Gavaghan, Norman Arts Council Kyle Lombardo, ADG Leslie Tabor, ADG 5 unnamed Norman citizens CALL TO ORDER AND ROLL CALL Chair called the meeting to order at 3:35 pm. A quorum was present. Andy Paden accepted the position of liaison to the Library Ad Hoc Committee. * * * * ** * ITEM 1, being APPROVE MINUTES FROM August 15, 2016 MEETING After review and discussion of minutes of August 15, 2016 meeting, a motion was made by Member Rieger and seconded by Member Montoya to approve the minutes. Member Rogers chose to abstain from the vote due to being absent the previous meeting. Motion passed. ****** Norman Forward Citizens Financial Oversight Board Minutes October 17, 2016 Page 2 ITEM 2, being PRESENTATION ON NORMAN FORWARD PUBLIC ARTS PROGRAM Erinn Gavaghan gave the presentation. She stated that the Request for Qualifications (RFQ) for the Westwood Aquatic and Tennis Center was issued. 155 entries for this project were received from all over the world. The selection panel met on Oct. 5th and narrowed the entries down to 3 finalists. The finalists are now required to come to Norman for a site visit on Nov. 27 th. They will be able to ask technical questions and get a more accurate idea of what the project will look like. None of the finalists are from Oklahoma. They will have about 6 weeks to prepare their proposals once they finish the site visit. The artists will then return to Norman to give their presentations. The selection panel will immediately make their recommendations after the presentations. After this, it will go to the Norman Public Arts Board for approval. Next it will go to the Norman Arts Council for approval. And last it will go to the Norman Forward Citizens Financial Oversight Board for approval. After this, it will be turned over to the City of Norman to begin negotiating a contract for City Council consideration. Member Rieger asked if the artists were paying their own way to travel to Norman. Gavaghan stated that they will receive a stipend of $350 for travel expenses. Member Paden asked if there was a timeframe that the final chosen artist will have to abide by in the contract. Gavaghan stated that there was a timeline posted in the RFQ. Gavaghan stated that the project team has met multiple times for the East Library project to prepare an RFQ. We will be posting it November 1st after the selection committee is approved by the Norman Arts Council. Artists will have until December 16th to submit entries for this project. The finalists will be chosen in early January. We hope to have the final chosen artist sometime in late March or early April. Items submitted for the record: 1. Norman Arts Council Norman Forward 1% for Art Update 10/17/16 ****** Norman Forward Citizens Financial Oversight Board Minutes October 17, 2016 Page 3 ITEM 3, being DISCUSSION OF PROGRAM MANAGER CONTRACT Chair Nations asked if the Program Manager Contracts were in line with the Norman Public School and State of Oklahoma contracts. Kyle Lombardo stated that ADG is the company that has the contract for Program Manager for the Norman Forward initiative. Lombardo stated that ADG is involved in every level of the many projects that the Norman Forward initiative is providing for the City of Norman and are basically an extension of the City staff. He also stated that the Norman Forward contract is right in line if not a little bit cheaper than what they charge most of their clients. Their fee for this project is $1.7 million for all of the Norman Forward projects. Lombardo stated that we are on schedule for the projects. ****** ITEM 4, being DISCUSSION OF ANNUAL REPORT TO CITY COUNCIL Anthony Francisco stated that the Norman Forward Oversight Committee could submit its annual report one of two ways. They could wait until the end of this fiscal year, June 30, 2017 or they could go to using a calendar year for the annual report. Member Rogers stated that she would not vote for the calendar year and would prefer to stay on the same fiscal year for the report and provide it on June 30, 2017. All Committee members stated their agreement that they would stay on the same fiscal year calendar and provide an annual report on June 30, 2017. ******* ITEM 5, being DISCUSSION OF FINANCE REPORTS-FINANCE DEPARTMENT Anthony Francisco stated that city wide the sales tax collections are down. Since the beginning of Norman Forward, we are now about 3.36% below projected collections. Francisco is concerned but says not to panic. He still believes that we will meet everything that we need to do. Norman Forward Citizens Financial Oversight Board Minutes October 17, 2016 Page 4 Francisco discussed the Norman Forward Expenditures by Project handout. The format of the reports show each expenditure made from Norman Forward Funds. Member Rogers asked where the grading part of the Griffin Project was located in the paperwork. Francisco stated that it was on the back of the expenditure handout. He also stated that even though the grading portion was a subcontract, there is no sub-budget for this project. It all comes out of the Griffin Park portion of the fund. Member Sherman asked if the staff could do a query just for the total of the checks and the new contracts. Francisco stated that we can do the report to any level that the Committee would like. After discussion, the Committee directed staff to provide a more summarized expenditure report for future meetings. Items submitted for the record: 1. Minutes from Sept. 13 meeting approving the RFP-1617-7 and approval of Contract K1617-60 2. Tabulation of Bids RFP #1617-7 3. Contract #K-1617-60 4. Performance Bond #B-1617-24 5. Statutory Bond #B-1617-25 6. Maintenance Bond #MB-1617-21 7. Norman Forward Expenditures by Project 8. Norman Forward Sales Tax Collections to Date vs. Projections ***** ITEM 6, being AD HOC COMMITTEE LIAISON REPORTS Member Sherman stated that the Ad Hoc Committee for Senior Citizens met on Oct. 12th. The Committee was charged to choose a preferable site for a stand-alone Senior Citizens Center and to determine if they should add the full kitchen in the plans for a stand-alone center. The Ad Hoc Committee determined that they would choose out of 3 of the 5 proposed sites and that the full kitchen would be needed for Aging Services and they would like for it to be located within the new Senior Center. Chair Nations asked why the AP land option was taken off of the table so quickly. Member Sherman stated that the only thing the Committee stated was that they wanted the Center to be close to the new library and the AP option was across the street. Norman Forward Citizens Financial Oversight Board Minutes October 17, 2016 Page 5 Member Sherman stated that the Ad Hoc Committee for the Senior Citizens was just laying out what they wanted in the new center without giving any ideas on how to fund the project. Member Montoya stated that the Westwood Pool project was well under way and the Council has awarded the lowest bid the contract for this project. Phase II of demolition is nearly complete. Dirt work on the site will begin later this week. ****** ITEM 7, being DISCUSSION OF PROJECT STATUS-PROJECT MANAGERS Jud Foster stated that the Westwood Tennis project plans have been completed. The permit for this construction should be approved soon and is ready to begin construction as soon as possible. This should be done within 120 days. Everything is on schedule. Terry Floyd stated that bid documents are at 95% complete for the East Library branch. It is possible that construction can actually begin on this branch in the first part of January. The Central Library branch project is beginning demolition on the homes that were bought for the land. Council also approved the 65% plans in September. ****** ITEM 8, being MISCELLANEOUS DISCUSSION Anthony Francisco handed out paperwork on all of the actions that the City Council has passed for members to go over and possibly discuss at the next meeting. ****** ITEM 9, being ESTABLISHMENT OF FUTURE MEETING TIME(S) After discussion, members agreed to meet again on Monday, November 14, 2016, at 3:30 pm in the Council Study Session Room. ****** Norman Forward Citizens Financial Oversight Board Minutes October 17, 2016 Page 6 ITEM 10, being ADJOURNMENT Motion was made by Member Sherman and seconded by Member Rieger to adjourn. Motion passed unanimously. Board adjourned at 4:48 pm.