BRIAN MAUGHAN

County Commissioner

Chairman

OKLAHOMA COUNTY

BUDGET BOARD

REGULAR MEETING

RAYMOND L. VAUGHN, JR.

County Commissioner

Member

FORREST “BUTCH” FREEMAN

County Treasurer

Vice-Chairman

Oklahoma County Office Building

 

TIM RHODES

District Court Clerk

Member

CAROLYNN CAUDILL

County Clerk

Secretary to the Board

320 Robert S. Kerr

BOE/BUDGET BOARD CONFERENCE ROOM 2ND FLOOR

Oklahoma City, OK 73102

LEONARD SULLIVAN

County Assessor

Member

WILLA JOHNSON

County Commissioner

Member

JOHN WHETSEL

County Sheriff

Member

 

 

10:00 a.m., Thursday, May 21, 2015

.

 AGENDA

 

1.                  Call meeting to order.

 

2.                  Notice of the meeting was properly posted Tuesday, May 19, 2015.

 

3.                  Discussion and possible action on the minutes of the Special meeting dated Tuesday, March 24, 2015.

 

4.                  Discussion and possible action on the minutes of the Special meeting dated Friday, March 27, 2015.

 

5.                  Discussion and possible action on the minutes of the Special meeting dated Wednesday, April 1, 2015.

 

6.                  Discussion and possible action on minutes of the Regular meeting dated Thursday, April 16, 2015.

 

The following items, No. 7 through 52 are consent t items and are routine in nature:

 

7.                  Discussion and possible action on Resolution BB 431-15: Cash fund appropriations for Highway Cash 1110 in the amount of $1,138,194.97.  To appropriate receipts for the month of April, 2015.

 

8.                  Discussion and possible action on Resolution BB 432-15: Cash fund appropriation for County Bridge and Road Improvement Fund 1111 in the amount of $53,062.81. To appropriate receipts for the month of April, 2015.

 

9.                  Discussion and possible action on Resolution BB 433-15: Cash fund appropriation for Tax Assessment District Fund 1118 in the amount of $5,490.15. To appropriate receipts for the month of April, 2015.

 

10.              Discussion and possible action on Resolution BB 434-15: Cash fund appropriations for Treasurer’s Mortgage Fee Fund 1140 in the amount of $13,480.00.  To appropriate receipts for the month of April, 2015.

 

11.              Discussion and possible action on Resolution BB 435-15: Cash fund appropriations for County Clerk’s Lien Fee Fund 1150 in the amount of $8,061.28. To appropriate receipts for the month of April, 2015.

 

12.              Discussion and possible action on Resolution BB 436-15: Cash fund appropriations for County Clerk’s Uniform Commercial Code Fund 1151 in the amount of $61,684.10.  To appropriate receipts and interest for the month of April, 2015.

 

13.              Discussion and possible action on Resolution BB 437-15: Cash fund appropriations for County Clerk’s Records Preservation Fund 1152 in the amount of $75,078.98.  To appropriate receipts and interest for the month of April, 2015.

 

14.              Discussion and possible action on Resolution BB 438-15: Cash fund appropriations for Sheriff’s Service Fee Fund 1160 in the amount of $345,527.53.  To appropriate receipts and interest for the month of April, 2015.

 

15.              Discussion and possible action on Resolution BB 439-15: Cash fund appropriations for Sheriff’s Special Revenue Fund 1161 in the amount of $845,893.87. To appropriate receipts and interest for the month of April, 2015.

 

16.              Discussion and possible action on Resolution BB 440-15: Cash fund appropriations for Sheriff’s Grant Fund 1162 in the amount of $18,365.27. To appropriate receipts and interest for the month of April, 2015.

 

17.              Discussion and possible action on Resolution BB 441-15: Cash fund appropriation for Assessor’s Revolving Fund 1201 in the amount of $2,749.00.  To appropriate receipts for the month of April, 2015.

 

18.              Discussion and possible action on Resolution BB 442-15: Cash fund appropriation for Juvenile Probation Fee Fund 1231 in the amount of $3,053.30. To appropriate receipts for the month of April, 2015.

 

19.              Discussion and possible action on Resolution BB 443-15: Cash fund appropriations for Juvenile Work Restitution Fund 1232 in the amount of $345.00. To appropriate receipts for the month of April, 2015.

 

20.              Discussion and possible action on Resolution BB 444-15: Cash fund appropriations for Planning Commission 1240 the amount of $17,825.74. To appropriate receipts for the month of April, 2015.

 

21.              Discussion and possible action on Resolution BB 445-15: Cash fund appropriations for Court Services Fund 1260 in the amount of $8,588.00. To appropriate receipts for the month of April, 2015.

 

22.              Discussion and possible action on Resolution BB 446-15: Cash fund appropriations for Community Sentencing Fund 1270 in the amount of $71,403.29.  To appropriate receipts for the month of April, 2015.

 

23.              Discussion and possible action on Resolution BB 447-15: Cash fund appropriations for Drug Court Fund 1280 in the amount of $38,687.50.  To appropriate receipts for the month of April, 2015.

 

24.              Discussion and possible action on Resolution BB 448-15: Cash fund appropriation for Shine Program Fund 1290 in the amount of $314.75. To appropriate receipts for the month of April, 2015.

 

25.              Discussion and possible action on Resolution BB 449-15: Cash fund appropriations for Capital Improvement-Regular 2010 in the amount of $39,053.45. To appropriate April receipts and interest for the month of April, 2015.

 

26.              Discussion and possible action on Resolution BB 450-15: Cash fund appropriations for Capital Improvement-Tinker 2030 in the amount of $.15. To appropriate interest receipts for the month of April, 2015.

 

27.              Discussion and possible action on Resolution BB 451-15: Cash fund appropriations for Tinker Clearing Fund 2002 Fund 2031 in the amount of $.02.  To appropriate interest receipts for the month of April, 2015.

 

28.              Discussion and possible action on Resolution BB 452-15: Cash fund appropriations for County Bond’s 2008 Fund 2032 in the amount of $.02.  To appropriate interest for the month of April, 2015.

 

29.              Discussion and possible action on Resolution BB 453-15: Cash fund appropriations for BNSF Bond 2014 Fund 2033 in the amount of $1.47. To appropriate interest receipts for the month of April, 2015.

 

30.              Discussion and possible action on Resolution BB 454-15: Cash fund appropriations for Jail Facility Fund 2040 in the amount of $280.20. To appropriate receipts for the month of April, 2015.

 

31.              Discussion and possible action on Resolution BB 455-15: Cash fund appropriation for Sale of Property Proceeds 2050 in the amount of $.11. To appropriate interest receipts for the month of April, 2015.

 

32.              Discussion and possible action on Resolution BB 456-15: Cash fund appropriation for Capital Property – OSU Building 2060 in the amount of $34.76.  To appropriate interest receipts for the month of April, 2015.

 

33.              Discussion and possible action on Resolution BB 457-15: Cash fund appropriations for Employee Benefits Fund 4010 in the amount of $207,549.41. To appropriate receipts for the month of April and May 1-15.

 

34.              Discussion and possible action on Resolution BB 458-15: Cash fund appropriations for Employee Benefits Fund 4010 in the amount of $1,150,000.00. To appropriate premium receipts for the month of May contingent upon funds being deposited on June 1, 2015.

                                   

35.              Discussion and possible action on Resolution BB 459-15: Cash fund appropriations for Workers Compensation Fund 4020 in the amount of $4,766.75.  To appropriate receipts and interest for the month of April, 2015.

 

36.              Discussion and possible action on Resolution BB 460-15: Cash fund appropriations for Law Library Fund 6010 in the amount of $46,182.87. To appropriate receipts for the month of April, 2015.

 

37.              Discussion and possible action on Resolution BB 461-15: Transfer of General Fund appropriations for County Commissioners 1200 in the amount of $3,300.00 from Salary to Benefits. Transfer is necessary to complete the fiscal year in the Benefits account.

 

38.              Discussion and possible action on Resolution BB 462-15: Transfer of General Fund appropriations for Court Services 3100 in the amount of $14,240.00 from Salary & M&O to Benefits.  Transfer is necessary to complete the fiscal year in the Benefits account.

 

39.              Discussion and possible action on Resolution BB 463-15: Transfer of General Fund appropriations for Sheriff 5100 in the amount of $240,254.87 from M&O to Benefits.  Transfer is necessary to complete the fiscal year in the Benefits account.

 

40.              Discussion and possible action on Resolution BB 464-15: Transfer of appropriations for Sheriff’s Special Revenue Fund 1161 in the amount of $36,534.52 from Capital to Sheriff’s Grant Fund 1162 Salary.  Transfer is necessary to fund 2M2L 2015 Grant. 

 

41.              Discussion and possible action on Resolution BB 465-15: Transfer of Sheriff’s Grant Fund 1162-Cost Centers 5606, 5612, 5613 & 5615 in the amount of $13,012.99 from Salary, Benefits, M&O and Capital to Sheriff’s Grant Fund 1162-5615 Salary & Benefts.  Transfer is necessary to complete the fiscal year in the Salary and Benefits account.

 

42.              Discussion and possible action on Resolution BB 466-15: Transfer of Court Services Fee Fund 1260 in the amount of $15,000.00 from M&O to Salary & Benefits.  Transfer is necessary to complete the fiscal year in the Salary and Benefits accounts.

 

43.              Discussion and possible action on Resolution BB 467-15: Inter-fund transfer of Cash from General Fund 1001 to Self-Insurance Fund 4030 in the amount of $10,000.00.  To transfer cash from General fund and appropriate it to the Self-Insurance Fund to pay claims for the County for fiscal year 2014-15, as approved by the Budget Board and Excise Board in the Oklahoma County Annual Adopted Budget for fiscal year 2014-15.

 

44.              Discussion and possible action on Resolution BB 468-15: Transfer of General Fund appropriations for District One 9100 in the amount of $2,000.00 from Travel to Benefits.  Transfer is necessary to complete the fiscal year in the Benefits account.

 

45.              Discussion and possible action on Resolution BB 469-15: Transfer of General Fund appropriations for Election Board 2500 in the amount of $25,000.00 from Salary & Benefits to M&O.  Transfer is necessary to purchase postage.

 

46.              Discussion and possible action on Resolution BB 470-15: Transfer of Treasurer’s Resale Property Fund 1130 in the amount of $50,000.00 from M&O to Salary.  Transfer is necessary to complete the fiscal year in the Salary account.

 

47.              Discussion and possible action on Resolution BB 471-15: Transfer of General Fund appropriations for Assessor Regular 1300 in the amount of $12,000.00 from Salary to Benefits.  Transfer is necessary to complete the fiscal year in the Benefit account.

 

48.              Discussion and possible action on Resolution BB 472-15: Transfer of General Fund appropriations for OSU Extension 8100 in the amount of $3,100.00 from M&O to Capital.  Transfer is necessary to purchase window treatments for OSU Extension Building.

 

49.              Discussion and possible action on Resolution BB 473-15: Transfer of General Fund appropriations for Court Clerk 1600 in the amount of $3,500.00 from Travel to Benefits.  Transfer is necessary to offset an anticipated shortage in Benefits account.

 

50.              Discussion and possible action on Resolution BB 474-15: Transfer of General Fund appropriations for Purchasing 2400 in the amount of $1,400.00 from Capital to Benefits.  Transfer is necessary to offset an anticipated shortage in Benefits account.

 

51.              Discussion and possible action on Resolution BB 476-15: Transfer of General Fund appropriations for Juvenile Justice Bureau 5200 in the amount of $83,000.00 from Salary, Benefits and Capital to M&O.  Transfer is necessary for day to day maintenance/janitorial operations for the remainder of the FY.

 

52.              Discussion and possible action on Resolution BB 477-15: Transfer of General Fund appropriations for Public Defender in the amount of $735.00 from M&O to Capital.  Transfer is necessary to meet a capital obligation.  

 

END OF CONSENT ITEMS

 

53.              Discussion and possible action regarding the Monthly Financial Report to be presented by Danny Lambert, County Clerk’s Chief Deputy/Finance Director.  This item requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board.

 

54.              Discussion and possible action regarding update of the County’s Health Insurance Plan to be presented by Jon Wilkerson, County Clerk’s Director of Benefits, HR and Payroll.  This item requested by Carolynn Caudill, County Clerk and Secretary to the Board.

 

55.              Discussion and possible action regarding update from the Health & Wellness Team.  This item requested by Jane Gaston, Chairperson.

 

56.              Discussion and possible action authorizing the Oklahoma County Board of Equalization to meet in special session between May 31, 2015 and no later than July 31, 2015 to hear and adjudicate protests on an “if needed/as needed” basis, 68 O.S. Section 2863.  This item requested by Leonard Sullivan, County Assessor.   

 

57.              Discussion and possible action regarding update from “Budget Evaluation Team.”  This item requested by Brian Maughan, County Commissioner District No. 2 and Chairman to the Board.

 

58.              Discussion and possible action on Resolution BB 278-15: Transfer of General Fund appropriations from Reserve 9995 to Sheriff 5100 in the amount of $705,540.00. Transfer is due to the Loss of Revenue from Department of Corrections and to pay for inmate medical expenses.  This item requested by John Whetsel, County Sheriff and member of the Board.

 

59.              Discussion and possible action on Resolution BB 280-15: Transfer of General Fund appropriations from Reserve 9995 to Sheriff’s 5100 in the amount of $179,527.78. Transfer is for the Inmate Medical Increase for fiscal year 2014-15. This item requested by John Whetsel, Sheriff and member of the Board.

 

60.              Discussion and possible action on Resolution BB 475-15:  Transfer of General Fund appropriations from Reserve 9995 to General Government 1100 in the amount of $100,000 in order to supplement the Defined Benefit Retirement Fund.  This item requested by Brian Maughan, Commissioner Dist. 2 and Chairman of the Budget Board. 

 

61.              Discussion and possible action regarding recommendations from the Budget Evaluation Team on the 2015-16 General Fund Annual Budget.  This item requested by the Budget Evaluation Team. (Document Received)

 

62.              Discussion and possible action regarding the Oklahoma County General Fund Budget for Fiscal year 2015-16 in the amount of $83,552,365 including Employee Benefits, Worker s Compensation, Self-Insurance and Capital Projects Regular Funds. This item requested by Carolynn Caudill, County Clerk and Secretary to the Board.

 

63.              Discussion and possible action regarding update on the Tyler-Munis Project, presented by Mike Harman, MIS Director and Project Manager.

 

64.              Discussion and possible to instituting a policy regarding encumbrance of funds for all contracts to fulfill the fiduciary obligation for purchasing and paying for goods or services by Oklahoma County.  This item requested by Ray Vaughn, District 3 Commissioner.

 

65.              Discussion and possible action to approve the IMWell Health, LLC renewal of Services Agreement with Oklahoma County effective July 1, 2015 through June 30th, 2016.  Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

66.              Discussion and possible action for approval of the Notice of Privacy Practices for the Fiscal Year 2015-2016.  Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

67.              Discussion and possible action for approval of the HIPAA Exemption Election Document and Notice to Enrollees for the Fiscal Year 2015-2016.  Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

68.              Discussion and possible action to approve the Deer Oaks EAP Services Agreement between Deer Oaks EAP Services, LLC and Oklahoma County to provide Employee Assistance Program services to the employees of Oklahoma County and their immediate families.  This agreement is to be effective July 1, 2015 through June 30th, 2016.    Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

69.              Discussion and possible action to approve the Milliman Consulting Services Agreement for the Oklahoma County Health Plan. This agreement shall commence on July 1, 2015 and terminate on June 30, 2016.  Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

70.              Discussion and possible action to approve the Administrative Services Program Agreement between Vision Service Plan (VSP) and Oklahoma County.  VSP will continue to charge an administrative fee of 15% of paid claims.  The administrative fee remains unchanged from the last renewal.   This agreement is to be effective July 1, 2015 through June 30th, 2016.    Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

71.              Discussion and possible action to approve the renewal agreement between Oklahoma County and Health Check Screening, LLC.  This agreement is to be effective July 1, 2015 through June 30th, 2016.    Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

72.              Discussion and possible action to approve the Consulting Services Agreement for the Oklahoma County Post-Employment Benfits plan between the Howard E. Nyhart Company, Inc. and Oklahoma County.  This agreement is to be effective July 1, 2015 through June 30th, 2016.    Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

73.              Discussion and possible action to approve the Administrative services Agreement renewal between Delta Dental Plan of Oklahoma and Oklahoma County.  Oklahoma County will continue to pay an Administrative Fee of 6% of paid claims per month & a cost containment fee of not more than 4%.  .  This agreement shall commence on July 1, 2015 through June 30th, 2016.  Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

74.              Discussion and possible action to approve the renewal agreement between Oklahoma County and Heart Hospital, LLC.  This agreement is to be effective July 1, 2015 through June 30th, 2016.    Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

75.              Discussion and possible action to approve the renewal agreement between Oklahoma County and McBride Orthopedic Hospital.  This agreement is to be effective July 1, 2015 through June 30th, 2016.    Requested by Carolynn Caudill, County Clerk and Secretary to the Budget Board of Oklahoma County and approved as to form and legality by Aaron Etherington, Assistant District Attorney. 

 

76.              Board Comments/ Comments from the Elected Officials.

 

77.              Citizens’ participation.  Any citizen wishing to address the Oklahoma County Budget Board on an Agenda Item may do so at this time.

 

78.              New Business.  In accordance with the open Meetings Act, Section, 311.9, New Business is defined, as “any matter not known about or which could not have been reasonably foreseen prior to the time of posting the Agenda.”

 

79.              Adjourn the meeting at                            until the next meeting.

 

NAME OF PERSON REPORTING: CAROLYNN CAUDILL, COUNTY CLERK

 

TITLE: SECRETARY TO THE OKLAHOMA COUNTY BUDGET BOARD

                                   

 

SIGNATURE: CAROLYNN CAUDILL, BY