Norman Forward Citizens Financial Oversight Board Meeting

NORMAN FORWARD CITIZENS FINANCIAL OVERSIGHT BOARD MINUTES May 15, 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 15th day of May, 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: Chair Bill Nations, Members Bree Montoya, MacKenzie Britt, Andy Paden, Cindy Rogers, and Anil Gollahalli ABSENT: Members Andy Rieger, Tom Sherman, and Don Hiebert OTHERS PRESENT: Terry Floyd, Development Coordinator Anthony Francisco, Finance Director Leslie Taber, ADG David Hopper, Chair of Senior Citizens Ad Hoc Advisory Committee Roger Gallagher, Citizen Ann Marie Eckart, Citizen Montgomery Johnston, Citizen CALL TO ORDER AND ROLL CALL Chair Nations called the meeting to order at 3:40 p.m. A quorum was present. ****** ITEM 1, being APPROVE MINUTES FROM MARCH 20, 2017 MEETING After review and discussion of minutes of March 20, 2017 meeting, a motion was made by Member Rogers and seconded by Member Britt to approve the minutes. Motion passed unanimously. Items submitted for the record: 1. Norman Forward Citizens Financial Oversight Board Minutes March 20, 2017. Norman Forward Citizens Financial Oversight Board Minutes May 15, 2017 Page 2 ****** ITEM 2, being DISCUSSION OF FINANCE REPORTS-FINANCE DEPARTMENT Anthony Francisco gave the presentation. He stated that our actual Sales Tax Revenue is about 4.86% below projection, which is a concern, but no reason for panic at this point. Use Tax Revenue is up, so, on the whole we are about 4.5% down. Member Rogers asked if the projected figures were from the beginning of the Norman Forward project or just from the last fiscal year. Francisco stated that they were just from this fiscal year, and that in this next fiscal year there will be a more noticeable difference. He also stated that starting July 1st we could show the figures both ways (by fiscal year and original projections). Member Gollahalli asked at what point the Committee should consider slowing the spending due to the lower than projected Sales Tax revenue. Francisco stated that slowing spending should be considered when 2 or 3 more of the major projects have been bid so we can see what the expenditures will actually be. Member Gollahalli asked if there was a way that ADG could tell us what percent lower the bids are coming in at on the projects so far. Member Britt stated that converting some of the projects to “pay-as-you-go” may save us some money. Francisco stated that the problem with that is the constituency would have to wait for a long time (10+ years). Member Paden stated that the Committee’s responsibility is to deliver as close to what was voted on by voters for Norman Forward; not much less and not much more. Member Gollahalli stated that some projects didn’t have the same level of cost estimating or project development work put into them as some (for example the Central Library). 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 Norman Forward Citizens Financial Oversight Board Minutes May 15, 2017 Page 3 Anthony Francisco gave the presentation. He stated that City Council awarded the bid for the Central Library Project to Flintco Construction. Terry Floyd stated that there were three bidders on the project, and Flintco came in with the lowest bid. The expected completion date is the summer of 2019. Member Gollahalli asked if staff could keep the Committee informed when there are change orders. Member Rogers asked if decisions could be presented to the Committee in meetings before they go to the City Council. The Committee would like to seek clarification as to its role in oversight or helping to make decisions beforehand. Francisco stated that the Committee has an important role in its review function and statements to Council regarding Council actions. Items submitted for the record: 1. K-1516-150 AMD 1 Amendment to Contract K-1516-150 2. K-1617-60 Final Final Acceptance and final payment of Contract K-1617-60 3. K-1617-83 Contract between the Norman Municipal Authority and Flintco, LLC for the Norman Forward Central Library Project. 4. AP-1617-113 Contract between the Norman Municipal Authority and Halff Associates, Inc. to provide professional landscape architectural services for the Reaves Park Sports Complex Project. 5. O-1617-33 Ordinance amending Section 460 of Chapter 22 of the Code of the City of Norman. 6. PP-1617-8 Consideration of preliminary plat for Norman Public Library Central addition. 7. R-1617-88 Resolution amending the Norman 2025 Land Use and Transportation Plan. ****** ITEM 4, being AD HOC COMMITTEE LIASION REPORTS Member Gollahalli gave the presentation for the Griffin Park project. This Ad Hoc Committee is unique in that it is a Public/Private Partnership with the NYSA even though there are some aspects of this project that do not pertain to soccer. There is a strong desire by the Committee to maintain as much of the current infrastructure on the existing facility as possible. We are trying to solidify a plan and waiting on Norman Forward to move ahead. Jud Foster stated that the Ad Hoc Committee is focused on what the “must haves” are because the cost estimate is becoming tight. Member Gollahalli stated that the Committee is thinking about how things could be phased in if funds were not available up front. Member Rogers stated that she thought the original plan was just for an enclosed facility and thinks that an enhanced facility may be a good idea. Norman Forward Citizens Financial Oversight Board Minutes May 15, 2017 Page 4 David Hopper stated that the Ad Hoc Committee for the Senior Center has not met in several months. Chair Nations stated that Andy Rieger told him on the phone that he had attended two meetings of the Reaves Park Ad Hoc Committee. He stated that he had heard from some citizens that the Medieval Fair was not being well represented on this Committee, but he assured Chair Nations that this was not the case and the Medieval Fair people were present and participating at the meetings. Member Montoya stated that the Westwood Pool Ad Hoc Committee met a couple of weeks ago at the site and a great many things were being done. The biggest concern by this Committee was that the pool would not be done in time to open for this year’s swim season. Jud Foster stated that the delay dates that have been requested by the contractor are being reviewed and some, but not all, will be approved. This will cause the completion date to move to late August, which will have us missing the entire swim season this year. Member Gollahalli asked if we have attempted to make arrangements with any other swim complexes in the City for activities this swim season. Foster stated that we have done a press release referring people to other facilities, but we have not had any arrangements with other facilities. Member Paden asked if it would be a good idea to open the completed complex for just Labor Day as sort of a preview for next year. Foster stated that this could not happen due to all of the life guards starting school before Labor Day. Member Rogers suggested that the City present a program to train young life guards in order to have more when they are needed. Foster stated that the idea of offering a discounted season pass for next year is something that is being considered. ******* ITEM 5, being DISCUSSION OF PROJECT STATUS-PROJECT MANAGERS Jud Foster stated that Westwood Tennis has the two outdoor courts completed and are holding on the contracts about the indoor courts. There have been some problems with the FAA and the height of our building. The contract is currently working its way back through the process. Foster also stated that the Westwood art piece is in fabrication and the installation date is being delayed until the construction can be closer to completion. Terry Floyd stated that the East Side Library is under construction, the underground plumbing and infrastructure is in place, and there is a lot of progress being made with the foundation. ***** Norman Forward Citizens Financial Oversight Board Minutes May 15, 2017 Page 5 ITEM 6, being MISCELLANEOUS DISCUSSION Member Montoya asked about the current status of the Indoor Multi-Sport Center. Foster stated that they have had a meeting with some of the OU representatives and are working through the proposed lease. Anthony Francisco stated that we will be moving forward with the second debt financing, which will be used for the construction of the Library. This will be for $30.5 million instead of the estimated $35 million, and RFPs will be going out to banks on May 18th. The City Council will decide on this issue at the June 13th meeting and we will close financing on June 29th. Member Gollahalli stated that he has recused himself on the negotiations with OU since he is an attorney for the University. ****** ITEM 7, being ESTABLISHMENT OF FUTURE MEETING TIME(S) After discussion, members agreed to meet again on Monday, July 10, 2017, at 3:30 p.m. in the Council Study Session Room. ****** ITEM 8, being ADJOURNMENT Motion was made by Member Britt and seconded by Member Paden to adjourn. Motion passed unanimously and the meeting adjourned at 4:51 pm. ****** Norman Forward Citizens Financial Oversight Board Minutes May 15, 2017 Page 6