Title
CONSIDERATION OF ADOPTON, REJECTION, AMENDMENT, AND/OR POSTPONEMENT OF RESOLUTION R-2021-134: A RESOLUTION OF THE COUNCIL OF THE CITY OF NORMAN, OKLAHOMA, APPROPRIATING $3,725,000 FROM THE GENERAL FUND BALANCE TO PAY REMAINING BALANCES FOR CONTRACTUAL STORM DEBRIS REMOVAL AND MONITORING SERVICES AS A RESULT OF THE SEVERE ICE STORM OF OCTOBER, 2020.
Body
BACKGROUND: The City of Norman has an adopted Debris Management Plan to coordinate the City’s response to state and federally-declared disasters. Municipalities with Debris Management Plans adopted in advance of disasters qualify for expedited and higher levels of reimbursement for disaster recovery expenses from the Federal Emergency Management Agency (FEMA). As a part of this Plan, the City has on-call firms to respond to debris removal and other emergency response needs, which are beyond the capacity of City crews, in large scale storm events.
On January 28, 2020, the City Council approved Contracts K-1920-105 with TFR Enterprises, Inc.; K-1920-106 with D&J Enterprises, Inc.; and K-1920-107 with Custom Tree Care for pre-positioned (“on-call”) disaster clearance and debris removal services, on as-needed bases.
Between October 26th and 29th, 2020, the City of Norman experienced an ice storm that caused widespread power outages and severe tree damage, resulting in large amounts of vegetative debris. The City’s Emergency Debris Management Plan was called into action, and on-call contractors were mobilized to begin debris removal operations.
On November 10, 2020, the Council approved Contract K-2021-71 with Thompson Consulting services for debris removal monitoring services related to the October storm.
DISCUSSION: City personnel from the Public Works, Parks, Utilities, Fire and Police Departments responded to provide disaster relief services related to the October, 2020 (and February 2021) storms. Outside contractual services, costing the City an additional $4,974,848, were also provided in the emergency response. Debris removal operations related to the October, 2020 ice storm were largely completed by February, 2021. Some expenses have already been paid from the General Fund, 1% Emergency Reserve (account 10110101-44097), originally allocated $813,820, and from other fiscal year 2020-2021 City budget allocations.
As summarized on the attachment, approximately $3,725,000 remains to be paid to the City’s debris removal and monitoring contractors.
Upon payment of these invoices, the City will immediately seek partial reimbursement of these expenses (up to 80% of approved expenses from FEMA and up to 12.5% of approved expenses may be reimbursed by the Oklahoma Emergency Management Department) to the General Fund. For budgeting purposes, some reimbursement revenue has been assumed to be received during fiscal year 2020-2021.
Payments for these contractor invoices will be made from, and appropriation of General Fund balance (account 010-29000) is requested to be made to Emergency Debris Removal (account 10550221-44004).
RECOMMENDATION: It is recommended that the Resolution be adopted and $3,725,000 in General Fund Balance (account 010-29000) be appropriated and allocated to Emergency Debris Removal (account 10550221-44004).