Miami Community Facilities Authority Packet (MCFA)

THE MIAMI COMMUNITY FACILITIES AUTHORITY MET IN REGULAR SESSION APRIL 24, 2013 AT THE CIVIC CENTER AT 5:25PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman Jeff Bishop, Trust Manager/City Clerk (absent) Rudy Schultz, Trustee David Anderson, City Attorney Neal Johnson, Trustee Jill Fitzgibbon, Assistant City Mgr/Deputy City Clerk Loretta Robinson, Trustee Mark Folks, Trustee (absent) Dale Patterson, Trustee Stacey Satterwhite, Trustee THE TRUST MAY DISCUSS, CONSIDER AND VOTE ON ANY ITEM LISTED BELOW IN THIS AGENDA: Call to Order Chairman Hale called the meeting to order at 5:25PM. Invocation Trustee Satterwhite gave the invocation. Pledge of Allegiance Chairman Hale led the group in the pledge of allegiance. Approval of Minutes: February 13 and 27, 2013 and March 06, 2013 Trustee Patterson moved to approve. The motion was seconded by Trustee Satterwhite. The trust was polled with the following results: Patterson, Aye Satterwhite, Aye Schultz, Aye Robinson, Aye Johnson, Aye Hale, Aye Folks, Absent Chairman Hale declared the motion carried. Approval of an agreement between the Miami Special Utility Authority and The Miami Community Facilities Authority Defining and Establishing Duties, Powers And Functions Pertaining to the Red Robertson Stadium and community Event Center Complex City Attorney David Anderson reported that this agreement has the Miami Special Utility Authority (MSUA) paying for the construction, the Miami Community Facilities Authority (MCFA) would manage all aspects of the complex and makes bid recommendations to the MSUA. He also advised the authority that the MSUA has approved this agreement and the Miami City Council has also approved the document. Anderson recommended the authority approve the agreement as presented. Trustee Satterwhite moved to approve the agreement and authorize the chairman to sign. The motion was seconded by Trustee Schultz. The trust was polled with the following results: Satterwhite, Aye Schultz, Aye Patterson, Aye Robinson, Aye Johnson, Aye Hale, Aye Folks, Absent Chairman Hale declared the motion carried. Phase I Update: A. Oklahoma Water Resources Board (OWRB); and B. Bid Recommendation Phil Thomas presented the report indicating the bids received on April 18, 2013 (see attached report). He pointed out that American Civil Constructors withdrew their bids from the process. Anderson pointed out that in every instance, the low bidder was recommended. Thomas advised the budget for Phase I is $2,081,395 and the recommended bids came in at $1,907,582. He presented a Notice to Proceed for Phase I only and reviewed the current budget checklist based on Bid #1 Packets to date. The authority continues to discuss whether or not to add a new scoreboard to the project budget. Trustee Satterwhite moved to accept the bids recommendations on Phase I as presented. The motion was seconded by Trustee Johnson. The trust was polled with the following results: Satterwhite, Aye Johnson, Aye Schultz, Aye Patterson, Aye Robinson, Aye Hale, Aye Folks, Absent Chairman Hale declared the motion carried. Phase II Update Thomas gave update for Phase II and the various options they need to consider in regards to the seating type and configurations along with a veneer option. If the all aluminum seating and Option A for 2,610 seats were selected the veneer option could also be completed along with $104,455 remaining from the budget, which could go towards the purchase of the approximately $180,000 scoreboard. The authority agreed the options presented are moving in the right direction. The cost of precast seating seems to be out of the running due to cost. Thomas stated they will revisit seating options at the next meeting. No action taken. Site Visit date to see existing stadiums Thomas stated they would be happy to schedule stadium visits for the authority if they chose to view them. Owasso, Jenks, and Stillwater could be done in one day and would show them several construction options. They agreed on a May 10, 2013 from 11:30am – 9pm site visit of those stadiums. Daktronics presentation at 05/01/13 MCFA meeting Thomas reported that Daktronics will present to the authority on 05/01/13. Other New Business, if Any, Which Has Arisen Since the Posting of the Agenda and Could Not Have Been Anticipated Prior to the Time of Posting (25 O.S. § 311(9)) No new business. Future Project Planning No action taken. Adjournment Trustee Schultz moved to adjourn the meeting. The motion was seconded by Trustee Satterwhite. The trust was polled with the following results: Schultz, Aye Satterwhite, Aye Johnson, Aye Patterson, Aye Robinson, Aye Hale, Aye Folks, Absent Chairman Hale declared the meeting adjourned at 7:35PM. _________________________ ________________________ ATTEST: Jeff Hale, Chairman Loretta Robinson, Trustee ___________________________ _________________________ ________________________ Jill Fitzgibbon, Deputy City Clerk Mark Folks, Trustee Dale Patterson, Trustee _________________________ ________________________ Stacey Satterwhite, Trustee Neal Johnson, Trustee ________________________ Rudy Schultz, Trustee THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN SPECIAL SESSION MAY01, 2013 AT THE CIVIC CENTER AT 5:15PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman (absent) Jeff Bishop, Trust Manager/City Clerk Rudy Schultz, Trustee David Anderson, Trust Attorney Neal Johnson, Trustee Alicia Hogan, Records Clerk/Deputy City Clerk Loretta Robinson, Trustee Mark Folks, Trustee Dale Patterson, Trustee Stacey Satterwhite, Trustee (absent) THE TRUST MAY DISCUSS, CONSIDER AND VOTE ON ANY ITEM LISTED BELOW IN THIS AGENDA: Call to Order Vice Chairman Folks called the meeting to order at 5:19PM. Invocation Trustee Johnson gave the invocation. Pledge of Allegiance Vice Chairman Folks led the group in the pledge of allegiance. Approval of Minutes: March 13, 20, and 27, 2013 and April 10, 2013 Trustee Schultz moved to approve the minutes as presented. The motion was seconded by Trustee Robinson. The trust was polled with the following results: Schultz, Aye Robinson, Aye Folks, Aye Patterson, Aye Johnson, Aye Satterwhite, Absent Hale, Absent Vice Chairman Folks declared the motion carried. Amend Revised MCFA Regular Meeting Schedule Trustee Johnson moved to change the regular MCFA schedule to meet each week at 5:15pm on Wednesday through 2013. The motion was seconded by Trustee Schultz. The trust was polled with the following results: Johnson, Aye Schultz, Aye Robinson, Aye Folks, Aye Patterson, Aye Satterwhite, Absent Hale, Absent Vice Chairman Folks declared the motion carried. Daktronics Presentation Steve Smiley presented the board with several scoreboard options (message board and video) with varying sizes, manpower requirements (video ‐ 1 per camera and 2 in the control box), and prices up to $350,000. He stated they would provide training on the equipment. They provide marketing help to secure advertising and sponsorship revenue to reduce costs, which could come with a fee of up to $10,000 based on travel of staff. If the revenue is raised by their company, the authority must use that revenue to purchase equipment from Daktronics on this project only. However, if the authority raised the revenue using Daktronic tools, the authority can purchase the equipment from whomever they so select. They also assist with custom designing the board. Future Project Planning No action taken. Adjournment Trustee Johnson moved to adjourn the meeting. The motion was seconded by Trustee Patterson. The trust was polled with the following results: Johnson, Aye Patterson, Aye Schultz, Aye Robinson, Aye Folks, Aye Satterwhite, Absent Hale, Absent Vice Chairman Folks declared the meeting adjourned at 6:49PM. _________________________ ____________________________ ATTEST: Jeff Hale, Chairman Loretta Robinson, Trustee ___________________________ ____________________________ ____________________________ Jill Fitzgibbon, Deputy City Clerk Mark Folks, Trustee Dale Patterson, Trustee _________________________ ____________________________ Stacey Satterwhite, Trustee Neal Johnson, Trustee ____________________________ Rudy Schultz, Trustee THE MIAMI COMMUNITY FACILITIES AUTHORITY MET IN REGULAR SESSION MAY 15, 2013 AT THE CIVIC CENTER AT 5:21PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman Jeff Bishop, Trust Manager/City Clerk Rudy Schultz, Trustee David Anderson, City Attorney (absent) Neal Johnson, Trustee Jill Fitzgibbon, Assistant City Mgr/Deputy City Clerk Loretta Robinson, Trustee Mark Folks, Trustee Dale Patterson, Trustee (absent) Stacey Satterwhite, Trustee (absent) THE TRUST MAY DISCUSS, CONSIDER AND VOTE ON ANY ITEM LISTED BELOW IN THIS AGENDA: Call to Order Chairman Hale called the meeting to order at 5:21PM. Invocation Chairman Hale gave the invocation. Pledge of Allegiance Trustee Folks led the group in the pledge of allegiance. Approval of Minutes: April 24, 2013 and May 01, 2013 No action taken, will consider at the next meeting. Document Management Jeff Bishop and Jill Fitzgibbon advised the trust that a meeting was held just prior to this meeting in which a system was created to make sure all documents flow through the City clerk’s office either physically regarding executable documents or electronically via Dropbox technology. Phase I Update Steve Casteel and Mark Moudy reported the top soil removal and fly ash importation and compaction have been completed and the field will be leveled soon. In the next 30 days storm sewer pipe will be installed. Phase II Update A. Suite modifications to allow for fully enclosed suites and a separated corridor B. Adding a third level to the press box to allow for: 1. Home coaches’ box 2. Addition of filming booth at 50 yard line C. Concessions operation ‐ under a common contract for both NEO and Miami (storage, stocking, equipment, etc.) D. Reducing the toilet count to accommodate seating on the west side only (final approval comes from AHJ) E. Phase II schedule James Howard with AIP gave an update on Phase II. He reviewed basic drawings with the trust regarding the concession stand and the two different users of the stand (NEO A&M and Miami Public Schools). He reviewed suggestions for services be contracted to one food service provider to benefit both users due to a shortage of storage space. Those entities recommended using fountain drinks as it would take less space. Anderson agreed the concession management contract would be between a food service provider and the authority. Howard discussed the press box and suites. During the design charette on Monday the possibility of adding a third level for the home team coaches and placing the visiting coaches on the intermediate level was discussed. Another item discussed was to place the cameras at the 50 yard line on the added third level. This has not been fully developed and costs associated with these changes will need to be developed. He also advised the there was an expressed desire in the Monday charette to change the currently semi‐private suites into enclosed private suites. He also noted this would add to the cost of the project. The design team asked for direction from the authority on the Phase II project, noting that bid packets are currently schedule to open mid‐July. Phil Thomas and Howard stressed that a redesign would affect the timeframe of the project by an additional two weeks. As it stands today, it is already two weeks behind the original schedule. The authority directed design team to bring back the redesigns and budget estimates of the press box, coaches’ box, and suites back to the authority for consideration. The authority agreed because ball could still be played on time it is better to take the time to build it correctly although some of the facilities may not be ready for the 2014 season. Regarding the site visits, Howard reported Owasso has a butt‐jointed system, which felt flimsy, bouncy, was louder, and prone to leaking underneath, which is not desirable. The second site was an interlocking system which was quieter, had low bounce and few leaks below. The third site, Broken Arrow, was a welded system that was very sturdy, the least amount of leaking below, and had a solid feel. This system was installed in 2000 and still in solid condition. He recommended keeping the base bid as the welded systems and making an alternate to be bid for the interlocking system. Although it is not anticipated the two will not be far apart in cost, it will be beneficial to see if one is more beneficial to the budget. In addition, Howard advised he would go with the vinyl coated chain link fencing on the perimeter of the facility. Howard advised he would bring the seating matter on the west side to a future meeting. No action taken. Other New Business, if Any, Which Has Arisen Since the Posting of the Agenda and Could Not Have Been Anticipated Prior to the Time of Posting (25 O.S. § 311(9)) No new business. Future Project Planning Jeff Bishop advised the trust that the Miami Special Utility Authority retained its Standard and Poor A rating on existing revenue bonds and an A‐ on the Bond Anticipation Note because it is subordinate to the existing bonds. Notes should be issued next week and cash flow the first week of June. Thomas reported the invoice process will go as follows: 1) all project related vendor invoices and Crossland’s pay applications will be submitted by Crossland and addressed to the Miami Special Utility Authority (MSUA) to avoid paying taxes. The first payment will be requested the end of May; 2) the MSUA will cut the check to Crossland and/or the vendor(s) and send all vendor checks to Crossland for distribution; and 3) AIP will invoice the MSUA directly and payment by MSUA will be sent directly to AIP. He advised that all documents and invoices will be processed through the city clerk’s office. No action taken. Adjournment Trustee Robinson moved to adjourn the meeting. The motion was seconded by Trustee Folks. The trust was polled with the following results: Robinson, Aye Folks, Absent Schultz, Aye Johnson, Aye Hale, Aye Satterwhite, Absent Patterson, Absent Chairman Hale declared the meeting adjourned at 7:03PM. ________________________ _______________________ ATTEST: Jeff Hale, Chairman Loretta Robinson, Trustee __________________________ ________________________ _______________________ Jill Fitzgibbon, Deputy City Clerk Mark Folks, Trustee Dale Patterson, Trustee ________________________ _______________________ Stacey Satterwhite, Trustee Neal Johnson, Trustee _______________________ Rudy Schultz, Trustee