PAGE 1 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 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 17, 2018 at 6:30 p.m. with Mayor Glenn Lewis presiding. Adam Councilman, Ward I Melissa Hunt Councilwoman, Ward II Jason Blair Councilman, Ward III Danielle McKenzie Councilwoman, Ward I Mark Hamm Councilman, Ward II Louie Williams Councilman, Ward III PRESENT: ABSENT: STAFF MEMBERS PRESENT: City Manager, Brooks Mitchell; Assistant City Manager, Todd Jenson; City Attorney, Randy Brink; Assistant City Attorney, Brian Miller; Administrative Assistant (Capital Planning & Resiliency), Kahley Gilbert; Community Development Director, Elizabeth Weitman; Economic Development Director, Deidre Ebrey; Finance Director, Betty Koehn; Fire Chief, Gary Bird; Human Resources Director, Christine Jolly; Police Chief, Jerry Stillings; Police Sergeant, Rebecca Miller; Veolia Water Project Manager, Robert Pistole; and City Clerk, Linda Stewart. Mayor Lewis presented a proclamation to Tricia Woodward, Oklahoma Partnership Specialist with the U.S. Census Bureau, proclaiming full support of, and participation in, the Census 2020 and the formation of a Complete Census Count Committee. Agenda Item Number 2 being: A) RECEIVE AND APPROVE THE MINUTES OF THE REGULAR CITY COUNCIL MEETING HELD SEPTEMBER 4, 2018. B) APPROVE OBSERVANCE OF WEDNESDAY, OCTOBER 31, 2018 AS HALLOWEEN TRICK OR TREAT NIGHT. C) APPROVE A JAIL SERVICES AGREEMENT WITH THE CLEVELAND COUNTY SHERIFF S OFFICE TO PROVIDE FOR THE INCARCERATION OF THE CITY PRISONERS AND DETAINEES WITHIN CLEVELAND COUNTY DETENTION CENTER AND TO COORDINATE BOOKING AND DETENTION FUNCTIONS. D) APPROVE A CONTRACT WITH THE ASSOCIATION OF CENTRAL OKLAHOMA GOVERNMENTS ( ACOG ) FOR THE FY 2018 UNIFIED PLANNING WORK PROGRAM.
PAGE 2 E) APPROVE AND RATIFY CLAIMS AND EXPENDITURES FOR FY 2018-2019 IN THE AMOUNT OF $2,008,278.12. Councilman Blair moved to approve the consent docket in its entirety, second by Councilwoman Hunt. Motion carried unanimously. Agenda Item Number 3 being: RECEIVE THE ANNUAL 2018 STORMWATER QUALITY PROGRAM REPORT. Elizabeth Weitman, Community Development Director, stated that staff was required to give an annual report at the end of each Stormwater Quality Program year. Ms. Weitman advised that the five-year permit cycle focused primarily on public education. A summary of the FY 17-18 events included the following: 1. Approximately 300 pet waste disposal brochures were distributed with each pet adoption at the Moore Animal Shelter. 2. A Stormwater Quality Message was included in six newsletters distributed to the residents in their water bills. 3. A Stormwater Quality 101 presentation was given to 68 students at Central Elementary School. 4. A recycling event was held in the City last fall. 5. A rain barrel booth was manned at the Home and Garden Show along with other central Oklahoma communities who were also in the Stormwater Quality Program. Ms. Weitman advised that City Code required a series of inspections on Stormwater Quality complaints. In addition to complaint driven inspections the City visited all construction sites to ensure stormwater infrastructure, such as detention ponds and drainage channels, were included during the construction process. Ms. Weitman advised that staff responded to 42 complaint based pollution violations, performed 352 erosion control maintenance inspections during new construction, and reviewed 134 erosion control plans at the building permit stage. Four detention ponds were cleaned and repaired with 613 tons of silt removed from the Rock Creek and Baer s Westmoore Additions. Good housekeeping efforts included tasks the City routinely performs that would help with stormwater quality. Ms. Weitman indicated that the street sweeper cleaned 53 miles of roadway removing 82.6 tons of dirt and debris. Almost 5,000 tons of siltation was removed from creeks and channels. She noted that 6,278 pounds of animal waste was removed from the parks and the animal shelter. For the 2018-2019 reporting year which began on July 1 st staff proposed continuing with public education efforts. Inspections of detention ponds and other stormwater infrastructure would increase to ensure proper maintenance. Staff would be publishing and distributing information to residents who have livestock on agricultural property. They would also be looking for public education information for fertilizer application. Information on septic system discharges would be included in a mail out. Councilman Williams asked if staff planned to broaden the scope of the elementary school education program. Ms. Weitman advised that staff was working to expand the program into other elementary schools.
PAGE 3 Councilman Blair moved to accept the 2018 Stormwater Quality Program Report, second by Councilwoman McKenzie. Motion carried unanimously. Agenda Item Number 4 being: CONSIDER ACCEPTANCE OF THE ANNUAL GASB 75 ACTUARIAL VALUATION REPORT PREPARED BY NYHART ACTUARY FOR FISCAL YEAR ENDED JUNE 30, 2018. Betty Koehn, Finance Director, indicated that the GASB 75 Actuarial Valuation Report prepared by Nyhart was used to provide financial and note disclosure information in the City s audited financial statements as it related to post-employment benefits, such as health insurance, to the City s retirees. Councilwoman Hunt moved to accept the Annual GASB 75 Actuarial Valuation Report prepared by Nyhart Actuary for fiscal year ended June 30, 2018, second by Councilman Williams. Motion carried unanimously. Agenda Item Number 5 being: CONSIDER APPROVAL OF A JOB DESCRIPTION FOR THE POSITION OF FITNESS MANAGER AND APPROVE PLACEMENT IN PAY GRADE 106 OF THE CITY S SALARY TABLE APPROVED BY CITY COUNCIL ON JUNE 20, 2016 (EFFECTIVE JULY 1, 2016). Todd Jenson, Assistant City Manager, stated that job duties for the proposed Fitness Manager position included management of the fitness center, exercise rooms, and walking track at The Station. The position would be combined with an existing part-time position. The balance of the salary would be funded from new programming planned for The Station and City parks. Mr. Jenson indicated there should not be any additional costs associated with the position. Councilman Blair moved to approve a job description for the position of Fitness Manager and approve placement in Pay Grade 106 of the City s salary table approved by City Council on June 20, 2016 (effective July 1, 2016), second by Councilman Williams. Motion carried unanimously. Agenda Item Number 6 being: CONSIDER APPROVAL OF A CONTRACT WITH TAP ARCHITECTURE IN THE AMOUNT OF $46,282 FOR THE DESIGN OF OLD TOWN PARK.
PAGE 4 Todd Jenson, Assistant City Manager, advised that the contract with Tap Architecture, in the amount of $46,282, was for design of the Old Town Park, which was discussed at the August 20, 2018 City Council Meeting as part of the Old Town Park Master Plan. Councilwoman Hunt moved to approve a contract with TAP Architecture in the amount of $46,282 for the design of Old Town Park, second by Councilwoman McKenzie. Motion carried unanimously. Agenda Item Number 7 being: CONSIDER AUTHORIZING STAFF TO NEGOTIATE A THREE-YEAR AGREEMENT WITH ENVISIONRXOPTIONS FOR PRESCRIPTION DRUG MANAGEMENT SERVICES, EFFECTIVE JANUARY 1, 2019, WITH OPTIONS FOR SUCCESSIVE ADDITIONAL INITIAL TERM PERIODS. Brooks Mitchell, City Manager, advised that the City currently contracted with Script Care for Prescription Drug Management services for employees on the City s health plan. Mr. Mitchell indicated that the contract with Script Care would expire December 31, 2018. A Request for Proposals was solicited and several firms submitted proposals. He advised that the Health Benefits Committee interviewed three of the firms and recommended entering into an agreement with EnvisionRx. Mr. Mitchell requested authorization to proceed with contract negotiations in order to prevent a disruption in service. Mr. Mitchell stated if the negotiated contract was approved it would go into effect on January 1, 2019. Councilwoman McKenzie moved to authorize staff to negotiate a three-year agreement with EnvisionRxOptions for Prescription Drug Management Services, effective January 1, 2019, with options for successive additional initial term periods, second by Councilman Blair. Motion carried unanimously. THE CITY COUNCIL MEETING WAS RECESSED AND THE MOORE PUBLIC WORKS AUTHORITY MEETING WAS CONVENED AT 6:46 P.M. Agenda Item Number 8 being: A) RECEIVE AND APPROVE THE MINUTES OF THE REGULAR MOORE PUBLIC WORKS AUTHORITY MEETING HELD SEPTEMBER 4, 2018. B) APPROVE AND RATIFY CLAIMS AND EXPENDITURES FOR FY 2018-2019 IN THE AMOUNT OF $670,673.14. Trustee Hunt to approve the consent docket in its entirety, second by Trustee Williams. Motion carried unanimously.
PAGE 5 Agenda Item Number 9 being: CONSIDER AUTHORIZING STAFF TO NEGOTIATE WITH THE CITY S CURRENT AGENTS FOR THE 2019 INSURANCE POLICIES FOR PROPERTY AND CONTENTS, EXCESS PUBLIC OFFICIALS AND EMPLOYMENT PRACTICES LIABILITY, AND EXCESS BOILER AND MACHINERY. Brian Miller, Assistant City Attorney, stated that staff was requesting authorizing to negotiate with the current insurance agents for the 2019 renewals on the Property and Contents, Excess Public Officials and Employment Practices Liability, and Excess Boiler and Machinery insurance policies. Trustee Blair moved to authorize staff to negotiate with the City s current agents for the 2019 insurance policies for Property and Contents, Excess Public Officials and Employment Practices Liability, and Excess Boiler and Machinery, second by Trustee Williams. Motion carried unanimously. THE MOORE PUBLIC WORKS AUTHORITY MEETING WAS RECESSED AND THE MOORE RISK MANAGEMENT MEETING WAS CONVENED AT 6:47 P.M. Agenda Item Number 10 being: A) RECEIVE AND APPROVE THE MINUTES OF THE REGULAR MOORE RISK MANAGEMENT MEETING HELD SEPTEMBER 4, 2018. B) APPROVE PAYMENT OF A WORKERS COMPENSATION SETTLEMENT IN THE AMOUNT OF $35,000 FOR CBR CLAIM NO. 2050000424 TO JAMES WHITE AND AUTHORIZE PLACEMENT ON THE AD VALOREM TAX ROLL. C) APPROVE AND RATIFY CLAIMS AND EXPENDITURES FOR FY 2018-2019 IN THE AMOUNT OF $98,761.17. Trustee McKenzie moved to approve the consent docket in its entirety, second by Trustee Blair. Motion carried unanimously. THE MOORE RISK MANAGEMENT MEETING WAS RECESSED AND THE MOORE ECONOMIC DEVELOPMENT AUTHORITY MEETING WAS CONVENED WITH VICE-CHAIRMAN LOUIE WILLIAMS PRESIDING AT 6:50 P.M. Agenda Item Number 11 being: ROLL CALL
PAGE 6 PRESENT: ABSENT: McKenzie, Blair, Hunt, Lewis, Hamm, Williams Agenda Item Number 12 being: A) RECEIVE AND APPROVE THE MINUTES OF THE REGULAR MOORE ECONOMIC DEVELOPMENT AUTHORITY MEETING HELD AUGUST 20, 2018. Trustee McKenzie moved to approve the consent docket in its entirety, second by Trustee Hunt. Motion carried by unanimously. McKenzie, Blair, Hunt, Lewis, Hamm, Williams THE MOORE ECONOMIC DEVELOPMENT AUTHORITY MEETING WAS RECESSED AND THE CITY COUNCIL MEETING RECONVENED WITH MAYOR GLENN LEWIS PRESIDING AT6:51 P.M. Agenda Item Number 13 being: NEW BUSINESS: A) CITIZENS FORUM FOR ITEMS NOT ON THE AGENDA. There were no citizens to speak. B) ITEMS FROM THE CITY COUNCIL/MPWA TRUSTEES. Councilman Hamm requested information regarding an event that occurred at the Del Real Foods site earlier in the day. Brooks Mitchell, City Manager, advised that the Fire Department, Emergency Management Department, and the City s Hazmat team were dispatched to an ammonia leak at the facility around 4:30 a.m. A Code Red was issued and cleared by approximately 7:30 a.m. The Fire Department remained on scene until that afternoon. Councilman Hamm commented that the City received numerous odor complaints regarding Vaughn Foods, a food processing plant previously located on the site. Councilman Hamm asked if staff had discussed the complaint history with Del Real. Mr. Mitchell stated that discussions were held with Del Real about the prior odor issues. He advised that they were making upgrades to the facility and felt confident that the plant would operate well and any issues that might arise would be quickly addressed. Councilman Hamm commented that he would like the opportunity to visit the plant. Mr. Mitchell advised that Councilman Hamm would have an opportunity to tour the site at an Open House to be held in the near future. Mayor Lewis expressed his appreciation to the City Council for the time they put into studying the issues that come before them for consideration. C) ITEMS FROM THE CITY/TRUST MANAGER. There were no items from the City Manager.
PAGE 7 Agenda Item Number 14 being: ADJOURNMENT Councilman Blair moved to adjourn the City Council meeting, second by Councilman Williams. Motion carried unanimously. The City Council, Moore Public Works Authority, and the Moore Risk Management meetings were adjourned at 6:53 p.m. TRANSCRIBED BY: RHONDA BAXTER, Executive Assistant FOR: ADAM WEBB, MPWA Secretary FOR: MARK HAMM, MEDA Secretary These minutes passed and approved as noted this day of, 2018. ATTEST: LINDA STEWART, City Clerk