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COUNCIL/MPWA/MRM/MEDA MEETING – MINUTES
SEPTEMBER 15, 2014
MINUTES OF THE REGULAR MEETING OF
OF THE MOORE CITY COUNCIL
THE MOORE PUBLIC WORKS AUTHORITY
THE MOORE RISK MANAGEMENT BOARD
AND THE MOORE ECONOMIC DEVELOPMENT AUTHORITY
SEPTEMBER 15, 2014 – 6:30 P.M.
The City Council of the City of Moore met in the City Council Chambers, 301 North Broadway, Moore, Oklahoma on September 15, 2014 at 6:30 p.m. with Mayor Glenn Lewis presiding.
David Roberts Robert Krows Councilman, Ward I Councilman, Ward I Scott Singer Mark Hamm Councilman, Ward II Councilman, Ward II Jason Blair Terry Cavnar Councilman, Ward III Councilman, Ward III PRESENT: Blair, Singer, Cavnar, Roberts, Hamm, Lewis ABSENT: Krows STAFF MEMBERS PRESENT: City Manager, Steve Eddy; Assistant City Manager, Stan Drake; Finance Director, Jim Corbett; Assistant City Attorney, K.O. Williams; Community Development Director, Elizabeth Jones; Assistant Planner/Grants Manager, Jared Jakubowski; Economic Development Director, Deidre Ebrey; Emergency Management Director, Gayland Kitch; Fire Chief, Gary Bird; Human Resources/Risk Management Director, Gary Benefield; Manager of Information Technology, David Thompson; Parks and Recreation Director, Todd Jenson; Police Chief, Jerry Stillings; Officer Ben Gaddy; Public Works Director, Richard Sandefur; Veolia Water Project Manager, Robert Pistole; and Purchasing Agent, Carol Folsom.
Agenda Item Number 2 being:
A) RECEIVE AND APPROVE THE MINUTES OF THE REGULAR CITY COUNCIL MEETING HELDSEPTEMBER 2, 2014.
B) RECEIVE THE MINUTES OF THE PLANNING COMMISSION MEETING HELD JULY 8, 2014.
C) AMEND THE COMMUNITY DEVELOPMENT BLOCK GRANT SUB-RECIPIENT AGREEMENTS FOR
AGING SERVICES, BETHESDA, MOORE YOUTH AND FAMILY SERVICES, SUCCESS BY 6/SMART
START, AND METRO FAIR HOUSING TO INCLUDE REQUIRED FEDERAL REGULATIONS ANDASSURANCES.
D) APPROVE AND RATIFY CLAIMS AND EXPENDITURES FOR FY 2014-2015 IN THE AMOUNT OF $2,158,352.01.
Councilman Blair moved to approve the consent docket in its entirety, second by Councilman Singer. Motion carried unanimously.
COUNCIL/MPWA/MRM/MEDA MEETING – MINUTES SEPTEMBER 15, 2014 PAGE 2 Ayes: Blair, Singer, Cavnar, Roberts, Hamm, Lewis Nays: None Absent: Krows
Agenda Item Number 3 being:
RECEIVE A REPORT FROM SELECT ACTUARIAL SERVICES AND ACCEPT THE ANNUAL ACTUARIALREPORT FOR FISCAL YEAR ENDED JUNE 30, 2014.
Gary Benefield, Risk Manager, introducedLaura Sprouse with Select Actuarial Services who presented the Actuarial Report for fiscal year ended June 30, 2014.
Ms. Sprouse stated that the purpose of an actuarial study is to provide the City with an evaluation of retained liabilities for self-insured health benefits, workers compensation, and auto and general liability exposures at the end of the fiscal year. GASB 10 requirements state that the City will carry a reserve for all of the claims that have occurred as of fiscal year-end. Ms. Sprouse added that the report will also provide an analysis of the required reserves as of June 30, 2014, identify all outstanding losses from the historical years, and provide a forecast for the period July 1, 2014 through June 30, 2016.
Ms. Sprouse advised that the estimate of required reserves as of June 30, 2014 was as follows:
She stated that the majority of the $2,187,000 total is made up of workers compensation claims which tend to stay open for many years. Liabilities are made up of auto and general liability claims. Ms. Sprouse noted that there is an open tort liability claim in the amount of $40,000 as an additional known liability.
A comparison to 2013 reflects fairly stable results. The report indicated that required reserves for 2013 was $1,866,000 compared to $2,187,000 in 2014. The increase is primarily due to workers compensation claims with a slight increase in health claims. The 2013-2014 healthcare costs came in slightly below the forecasted amount. Consequently they have reduced their estimate. The 2012-2013 fiscal year is completed and was also lower than anticipated by approximately $159,000. Workers Compensation showed an increase in actual costs over what was anticipated. The reason is due to one large claim expected to exceed the self-insured retention. The retention was in effect for 2005 when the claim occurred. Therefore, when the retention amount of $350,000 is paid it will end the City’s liability. There were decreases on other loss periods that had an offsetting affect. Ms. Sprouse stated that there was an overall net decrease of $38,000 for Liability. The experience for recent years is tracking below where they would anticipate.
Ms. Sprouse advised that the report also provides a Composition of Claims Costs for FY 2014-2015 with a total budget of $4,893,000.
COUNCIL/MPWA/MRM/MEDA MEETING – MINUTES SEPTEMBER 15, 2014 PAGE 3
This amount includes health claims in the amount of $4,260,000, workers compensation claims in the amount of $531,000, and liability claims in the amount of $102,000. She indicated the total forecast of $4,260,000 was lower than what was projected in the prior report. She explained that this was due to there being fewer employees, which reduced the monthly estimated cost per employee. Ms. Sprouse advised that projections for 2015-2016 in the amount of $4,459,000 included additional employees and inflation on the monthly cost per employee.
The total forecast for workers compensation for FY 2014-2015 is $531,000 based on a rate of $25.52 per $1,000 of payroll. That is considerably less than the rate they used last year. Around 5% of that decrease is due to the City’s good experience with claims and the rest is due to an expected reduction due to the workers compensation reforms. Ms. Sprouse advised that the total forecast for auto and general liability was $102,000. This figure is very close to last fiscal year projections.
Mayor Lewis asked if the report indicated that the City was doing well. Ms. Sprouse advised that the City was actually doing very well.
Councilman Hamm moved to accept a report from Select Actuarial Services and accept the Annual Actuarial Report for fiscal year ended June 30, 2014, second by Councilman Cavnar. Motion carried unanimously.
Agenda Item Number 4 being:
CONSIDER THE FINAL PLAT FOR PLAZA TERRACE SECTION 1, A RE-PLAT OF THE BONNIE BRAEADDITION, BLOCK 11-15, LOCATED IN THE SE/4 OF SECTION 22, T10N, R3W, BEING NORTH OF SW
19TH STREET AND WEST OF TELEPHONE ROAD. APPLICATION BY BONNIE BRAE, LLC/JAY EVANS.
(PLANNING COMMISSION RECOMMENDED APPROVAL 7-0).
Elizabeth Jones, Community Development Director, advised that the subject site located north of SW 19th Street and west of Telephone Road was zoned R-3 as a PUD. It is a redevelopment project resulting from the May 20, 2013 tornado. Ms. Jones stated that the overall project consisted of a series of duplexes, triplexes, and 5-plexes on 12.5 acres which will result in a maximum density of 10 dwelling units per acre.
The first phase of development will include 18 duplex lots along the north and west boundaries of the development adjacent to single-family residential homes. Ms. Jones advised that the applicant would utilize existing public streets, and water and sewer lines along the north and west boundaries of the site.
She noted that the applicant would be responsible for the extension of public sewer lines to the interior lots which is not included with Phase I of the development. There is no FEMA floodplain located on the site and storm water detention is not required since it is a redevelopment project.
COUNCIL/MPWA/MRM/MEDA MEETING – MINUTES SEPTEMBER 15, 2014 PAGE 4 Ms. Jones advised that the applicant is currently in the process of vacating the existing plat of the Bonnie Brae Addition, Blocks 11-15. The existing easements located on the lots will be removed through the vacation process and the re-plat will establish 15-foot easements along the rear property line. This will create a more usable lot area for construction of duplexes with modern amenities such as garages.
Councilman Blair moved to approve the Final Plat for Plaza Terrace Section 1, a re-plat of the Bonnie Brae Addition, Block 11-15, located in the SE/4 of Section 22, T10N, R3W, being north of SW 19th Street and west of Telephone Road, second by Councilman Singer. Motion carried by majority vote.
Agenda Item Number 5 being:
CONSIDER APPROVAL OF A CONTRACT WITH CARDINAL ENGINEERING TO PROVIDE ENGINEERING
PLANS AND SERVICES FOR EXTENDING SW 11TH STREET TO PLAZA TOWERS ELEMENTARY SCHOOL INTHE AMOUNT OF $24,130 TO BE FUNDED THROUGH THE CDBG-DR PROGRAM.
Elizabeth Jones, Community Development Director, stated that the City retained Cardinal Engineering for preparation of an Infrastructure Recovery Implementation Plan for the tornado area. Data is still being collected for assessments; however, this was one project that was identified early on as a priority in order to improve circulation and access around Plaza Towers Elementary School. The City must obtain the necessary engineering before the project can begin in order to have the roadway completed by the start of the next school year.
Mayor Lewis asked if the Department of Housing and Urban Development had approved the project for funding through the CDBG-DR program. Ms. Jones indicated that HUD had already approved this project.
Steve Eddy, City Manager, clarified that the project was for the extension of 10th Street located on the north side of Plaza Towers Elementary to tie into Penn Lane and the neighboring addition to the west.
Councilman Roberts moved to authorize staff to solicit proposals for a Water Master Plan, second by Councilman Singer. Motion carried unanimously.
Agenda Item Number 6 being:
CONSIDER AUTHORIZING STAFF TO SOLICIT REQUEST FOR PROPOSALS FOR AN UPDATE TO THE
CITY’S COMPREHENSIVE LAND USE PLAN, CITYWIDE MASTER DRAINAGE PLAN, AND CITYWIDE
MASTER WATER PLAN, TO BE FUNDED THROUGH THE CDBG-DR PROGRAM.
Elizabeth Jones, Community Development Director, indicated that discussions had occurred regarding the necessity for updates to the City’s Comprehensive Land Use Plan, Citywide Master Drainage Plan, and the Citywide Master Water Plan. Staff would request authorization to submit Request for Proposals and begin the process of interviewing interested firms. Ms. Jones advised that the proposed updates will be paid for using CDBG-DR funds.
COUNCIL/MPWA/MRM/MEDA MEETING – MINUTES SEPTEMBER 15, 2014 PAGE 5 Mayor Lewis asked if the plans would be bid separately. Ms. Jones indicated that they would be bid separately since some require more planning knowledge and some more engineering knowledge to prepare. She noted that the consultants would work together since one plan will inform the other.
Councilman Singer moved to authorize staff to solicit Request for Proposals for an Update to the City’s Comprehensive Land Use Plan, Citywide Master Drainage Plan, and Citywide Master Water Plan, to be funded through the CDBG-DR Program, second by Councilman Hamm. Motion carried unanimously.
Agenda Item Number 7 being:
CONSIDER APPROVAL OF RESOLUTION NO. 805(14) ADOPTING THE 2013 DISASTER RECOVERY
SECOND ALLOCATION ACTION PLAN FOR COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
BUDGET FOR THE 2013 DISASTER, AND AUTHORIZING THE MAYOR TO SUBMIT THE PLAN TO THE U.S.
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT.
Jared Jakubowski, Assistant Planner/Grants Manager, discussed the proposed projects and budget for the second allocation monies from HUD in the total amount of $25,900,000. The allocation of monies is
divided as follows:
Mr. Jakubowski, Assistant Planner/Grants Manager, advised that a Comprehensive Risk Analysis was required by HUD in the Federal Register Notice. Staff was able to obtain this analysis through the City’s engineer which will be submitted to HUD.
Councilman Roberts moved to approve Resolution No. 805(14) adopting the 2013 Disaster Recovery Second Allocation Action Plan for Community Development Block Grant Program Budget for the 2013 Disaster, and authorizing the Mayor to submit the plan to the U.S. Department Of Housing And Urban Development, second by Councilman Blair. Motion carried unanimously.
Ayes: Blair, Singer, Cavnar, Roberts, Hamm, Lewis Nays: None Absent: Krows COUNCIL/MPWA/MRM/MEDA MEETING – MINUTES SEPTEMBER 15, 2014 PAGE 6
Agenda Item Number 8 being:
CONSIDER AWARDING RFP NO. 1415-002 “INTERNAL AUDIT FOR COMMUNITY DEVELOPMENT BLOCK GRANT DISASTER RECOVERY” TO HORNE IN AN AMOUNT NOT TO EXCEED $65,000 FOR FFY 2015 TO
BE FUNDED THROUGH THE CDBG-DR PROGRAM.