Norman Forward Citizens Financial Oversight Board Meeting

NORMAN FORWARD CITIZENS FINANCIAL OVERSIGHT BOARD MINUTES January 23, 2017 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 23rd day of January, 2017, 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, MacKenzie Britt, and Cindy Rogers ABSENT: Members Anil Gollahalli, Bree Montoya, and Don Hiebert OTHERS PRESENT: Terry Floyd, Development Coordinator Anthony Francisco, Finance Director Jud Foster, Director of Parks and Recreation Jacob Foos, City Manager’s office intern David Hopper, Chair of Senior Citizens Ad Hoc Advisory Committee Art Breipohl, Senior Citizens Ad Hoc Advisory Committee Member Kyle Lombardo, ADG Leslie Tabor, ADG Montgomery Johnston, Citizen Bette Maffucci, Citizen 5 unnamed Norman citizens CALL TO ORDER AND ROLL CALL Chair Nations called the meeting to order. A quorum was present. ****** ITEM 1, being APPROVE MINUTES FROM DECEMBER 5, 2016 MEETING After review and discussion of minutes of December 5, 2016 meeting, a motion was made by Member Sherman and seconded by Member Britt to approve the minutes with the corrections to MacKenzie Britt’s name on page 1 and the term “wish list” added to page 5. Motion passed unanimously. Items submitted for the record: Norman Forward Citizens Financial Oversight Board Minutes January 23, 2017 Page 2 1. Norman Forward Citizens Financial Oversight Board Minutes December 5, 2016, as amended. ****** ITEM 2, being DISCUSSION OF FINANCE REPORTS-FINANCE DEPARTMENT Anthony Francisco made the presentation. Several of the Norman Forward projects are underway. The sales tax collections are now 3.56% below projections. Member Sherman wanted to clarify that the January receipts were actually November’s taxes. Francisco stated that this was correct. Member Rogers asked if the indoor facility was the basketball/volleyball project. Francisco stated that this was correct. Member Rogers then asked if the community sports park the Griffin project. Francisco stated that this was incorrect and the community sports park is the adult football/softball project. Member Sherman stated that the adult softball facility was always going to have to be relocated and was proposed to be relocated across from the JD McCarty Center. A motion was made by Member Paden and seconded by Member Rieger to approve the financial reports. The motion passed unanimously. Items submitted for the record: 1. Norman Forward Expenditure Report 2. Norman Forward Sales Tax Revenue Report ****** ITEM 3, being DISCUSSION OF PREVIOUSLY APPROVED COUNCIL ACTIONS AND POSSIBLE ACTION Anthony Francisco made the presentation. He stated that the only item presented to Council since the last meeting actually had to do with a minor change order related to another project for the Sutton Wilderness Dam. The Council voted to put the money saved in this project into the Senior Center Reserve Fund instead of putting it back into the Capital Fund balance. This $11,770 is the first deposit into the new Capital Fund Balance Reserve for Senior Center. Items submitted for the record: Norman Forward Citizens Financial Oversight Board Minutes January 23, 2017 Page 3 1. K-1516-76 Sutton Wilderness Dam CO #1-Amendment for Senior Center Reserve ****** ITEM 4, being AD HOC COMMITTEE LIASION REPORTS Tom Sherman made the presentation for the Senior Citizens Ad Hoc Committee. He stated that they are still trying to find financing and that he thinks that some of the Norman Forward projects could be re-prioritized, but that is his personal view. That would have to be the City Council’s decision. He believes that Council should take a hard look at reallocating and re- prioritizing in order to include the Senior Center and that a stand-alone Senior Center was included in an earlier Norman Forward proposal but the Council took it out. David Hopper stated that the Senior Citizens Ad Hoc Committee had not recently had a meeting. Andy Paden made the presentation for the Library Ad Hoc Committee. He stated he had a meeting with the library administration and Tim Mauldin to get up to speed. There will be a Library Ad Hoc Committee meeting today at 4:30 pm and the East side project is about to begin construction and the Central project will be close behind it. ******* ITEM 5, being DISCUSSION OF PROJECT STATUS-PROJECT MANAGERS Jud Foster made the first presentation. He stated that the Westwood Aquatic Center is under construction. The lap pool and lazy river excavation is complete and they are working on the plumbing underneath those features. The bath house plumbing is complete and they are working on the filter building. Things are progressing well. The Westwood tennis facility has the two outdoor courts placed and we are waiting on warm weather to apply the final surface coating. The fencing is nearly complete as well, and all things are on schedule with this project. The indoor courts are having requests for proposals (RFPs) developed and we are in communication with the FAA to make sure the height of the building is not too tall to comply with airport runway height restrictions. Once that is cleared we will issue those requests for proposals (RFPs). An artist for the Westwood pool and tennis public art piece has been chosen and the contract goes to Council for approval tomorrow night. Once that is approved, the anticipated completion date will be July 2017. We have received master planning design proposals for the Griffin and Reaves sport complex projects. 11 proposals have been received for the Reaves work, and 10 for the Griffin project. The selection committee will review those this week and meet next week to select a short list for interviews. This will be for the master plan design for Norman Forward Citizens Financial Oversight Board Minutes January 23, 2017 Page 4 each of those two parks. The art piece designed for the Westwood pool and tennis complex is called “Splash”, it is 14 feet tall, and looks like a tennis ball splashing in a pool of water. Member Rieger asked how many indoor courts would be in the Westwood tennis complex. Foster stated there would be two. Member Britt inquired why we needed to have a separate review by the FAA even though we are zoned as a city and are under the FAA height requirements. Foster stated that anytime you are building close to the airport you are required to have the FAA review the project. Member Rogers asked if there are specific things in the proposals for the Reaves and Griffin Park projects. Foster stated that they do to a certain degree. They know that the Griffin Park will convert strictly to a soccer complex and Reaves will convert totally to youth baseball and soccer. And there will be a third location that will be the location for the adult complex. The design team will be given this information and told how many fields to include. Member Rogers stated she is worried about budget control with stakeholders on Ad Hoc Committees. Member Rieger asked if some of the proposal that were received for the Reaves and Griffin projects were from the same firms and are there any savings if we chose one firm for both projects. Foster stated we do have the option to choose one firm but he doesn’t know if there would be any savings. Member Rogers asked if it would be appropriate for a member of the Norman Forward Citizens Oversight Board Committee to be on the selection committee for these upcoming Reaves and Griffin Park projects. It was stated that this would have to be asked separately of the committee members and in addition to their current responsibilities. Terry Floyd made the second presentation. The Ad Hoc Committee meeting today will be about giving the go ahead for the final construction document for the East Side Library. We will begin advertising for this on Wednesday with the anticipation of opening those bids on February 16th and having them to Council by the end of the month. We would like to see construction start in March. On the Central Branch, we have the construction bids in for review and will form another Library Ad Hoc Committee for this branch. We should have the bids to Council by late March or early April. The selection committee for the East Branch will meet on Wednesday to select a vendor for the Public Art piece. There were 118 submittals for this project. We anticipate the East Branch art piece to be completed sometime mid-2018. ***** ITEM 6, being MISCELLANEOUS DISCUSSION Member Rogers wanted to get back to the previous change order discussion. Chair Nations stated this could be an agenda item next time and he would meet with individual members as well. Member Sherman stated that he personally did not feel that moving the maintenance facilities at Reaves or Griffin Parks should come out of Norman Forward. He believes this should come out of the Parks Department budget. Anthony Francisco stated that this project was always part of Norman Forward Citizens Financial Oversight Board Minutes January 23, 2017 Page 5 the budget for the Reaves project in Norman Forward. Jud Foster stated that this was just added to the Reaves project of $8 million making it $10 million. It could have been put on either project but they chose Reaves. It was always budgeted for in Norman Forward. Member Rogers drew the Committee’s attention to Norman Forward promotional materials that discussed the relocation of the Park Maintenance Facility from Reaves Park to Griffin Park. Member Rieger asked when the Reaves and Griffin Ad Hoc Committees will be formed. Foster stated that the aim is to approve the members that have volunteered at the February 14 th Council meeting. ****** ITEM 7, being ESTABLISHMENT OF FUTURE MEETING TIME(S) After discussion, members agreed to meet again on Monday, March 20, 2017, at 3:30 p.m. in the Council Study Session Room. ****** ITEM 8, being ADJOURNMENT Motion was made by Member Rieger and seconded by Member Britt to adjourn. Motion passed unanimously. ******