Miami Community Facilities Authority Packet (MCFA)

THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION August 07, 2013 AT THE CIVIC CENTER AT 5:15PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman (absent) Jill Fitzgibbon, Assistant Trust Manager/ Deputy Trust Secretary Rudy Schultz, Trustee David Anderson, Trust Attorney Neal Johnson, Trustee Alicia Hogan, Deputy Trust Secretary 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 Trustee Satterwhite called the meeting to order at 5:17PM. Invocation Trustee Johnson gave the invocation. Pledge of Allegiance Satterwhite led the group in the pledge of allegiance. CONSENT AGENDA The following items are on the consent agenda: All items listed under the consent agenda are deemed to be noncontroversial and routine in nature by the governing board. They will be approved by one motion of the Miami Community Facilities Authority. The items on the consent agenda “will not” be discussed. Any member of the governing board desiring to discuss an item on the consent agenda may request that it be removed from the consent agenda and placed in its proper order on the regular agenda. Any member of the governing board can also move to add items from the regular agenda to the consent agenda and make one motion and vote to approve. A. Ratify all Previous Actions and Decisions by the Miami City Council B. Ratify all Previous Actions of the Miami Special Utility Authority C. Minutes: July 24, 2013 D. Budget Amendment: #14-01 Amend MCFA Budget E. Acknowledge Miami Special Utility Authority August 06, 2012 Event Center Budget Amendment Trustee Johnson moved to approve the consent agenda as presented. The motion was seconded by Trustee Schultz. The trust was polled with the following results: Johnson, Aye Schultz, Aye Robinson, Aye Patterson, Aye Satterwhite, Aye Folks, absent, Hale, absent Trustee Satterwhite declared the motion approved. Award Bleacher Bid Package Phil Thomas presented a summary of all bids. Two companies submitted bids for both tongue and groove and welded systems. Two companies submitted bids for only one system, either the tongue and groove or the welded. The base bid was Hanson Sports. Crossland qualified bids and found three of the four bidders did not fully comply with one of the bid specifications. The specification stated, “Bid submittals listed below must be submitted with the bid if not submitted with the bid, the bid will be considered incomplete.” Three of the four did not submit complete bids. The only qualified bid is Hanson Sports. The budgeted amount for the bleachers is $674,450.00. Hanson’s tongue and groove system is $532, 490.00 which is $141,960.00 under budget and the welded system is $129,960.00 under budget. Thomas stated Trust Attorney, David Anderson had been consulted and it was the opinion of both the MCFA Page 1 of 3 August 07, 2013 owners representative and the trust attorney, accepting the bid on the bleacher bid today would leave only Hanson as the qualifying company. The other option is to re-bid the package; this is a minimum of thirty (30) days delay. Crossland believes rebidding would make it impossible to complete project on time for the 2014 season. Trustee Schultz asked to hear the four (4) items requested as part of the bid package. Thomas read the following; Section 13- 3416-3 Subsection 1.05(A) (1) Chart comparing differences between base bid system manufactured and specified alternate bid system. (2) Name of AISC certificated steel fabricator that can be verified on the AISC. (3) Qualification form. (4) Slip resistant deck testing results. There was discussion about rebidding. Thomas explained the uncertainties of rebidding. Trustee Patterson expressed his concerns for completing the project on time and his preference for the welded system. Thomas explained some of the difference between tongue and groove and welded systems for bleachers. Trustee Robinson reiterated there was only one bid that could be considered at this point. Thomas stated all companies were good choices with no inferior product. Accepting the bid would allow the owner’s agent to release Crossland Construction to enter into contract negotiations with Hanson Sports for bleacher system. Trustee Folks entered the meeting at 5:41 PM. Trustee Patterson moved to approve the Hanson Sports welded system bid. The motion was seconded by Trustee Johnson. The trust was polled with the following results: Patterson, Aye Johnson, Aye Schultz, Aye Robinson, Aye Satterwhite, Aye Folks, Aye Hale, absent Trustee Folks declared the motion approved. Phase I Update Mark Moudy with Crossland Construction circulated the month of July project summary and gave a report on progress. FieldTurf installation is being hampered by the rain. Projected completion date is August 16. Discussion on where fencing would be, width of the sidewalk coming out of the locker room, visitor seating in the bleachers, and field access. Update of Revenue Stream Options Item 09 moved to 07. Satterwhite stated meetings are still happening. Larry Reece is to have a menu to look at in the near future. Satterwhite brought the agreement between school and authority up and stated it would go before the School Board at their next meeting. Phase II – Design Development Plan Review James Howard stated he had nothing at this time. Phase II - Budget Status Thomas stated the budget update will be presented at next meeting. 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)) None Future Project Planning Schultz asked when the remaining bid would be ready. Thomas stated September 4 would be when the remaining bid package would be advertised. The only thing left to bid is finale package on phase II. Folks stated the trust needs to be thinking about who will be doing the scheduling whether it be NEO or another entity such as the CVB. Patterson stated he had already started a master schedule, and assumed the college would be managing it. Satterwhite MCFA Page 2 of 3 August 07, 2013 expressed the need to have a master schedule that could be accessed by the three entities, only one entity maintaining the schedule. Adjournment Trustee Johnson moved to adjourn. Trustee Patterson seconded the motion. The board was polled with the following results: Johnson, Aye Patterson, Aye Robinson, Aye Schultz, Aye Satterwhite, Aye Folks, Aye Hale, Absent Trustee Folks declared the meeting adjourned at 6:20 PM. ________________________ _______________________ ATTEST: Jeff Hale, Chairman Loretta Robinson, Trustee __________________________ ________________________ _______________________ Alicia Hogan, Deputy City Clerk Mark Folks, Trustee Dale Patterson, Trustee ________________________ _______________________ Stacey Satterwhite, Trustee Neal Johnson, Trustee _______________________ Rudy Schultz, Trustee MCFA Page 3 of 3 August 07, 2013 The Miami Community Facilities Authority (MCFA) met in regular session September 11, 2013 at the Miami Civic Center at 5:15pm with the following members present: Jeff Hale, Chairman Jeff Bishop, Trust Manager/Trust Secretary Rudy Schultz, Trustee David Anderson, Trust Attorney (absent) Neal Johnson, Trustee Jill Fitzgibbon, Assistant Trust Manager/Deputy Trust Secretary Loretta Robinson, Trustee Mark Folks, Trustee 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 5:26PM. Invocation The trust held a moment of silence in honor of Mayor Kent Ketcher’s life and for the victims of the 9/11 tragedy. Trustee Johnson gave the invocation. Pledge of Allegiance Chairman Hale led the group in the pledge of allegiance. CONSENT AGENDA The following items are on the consent agenda: All items listed under the consent agenda are deemed to be noncontroversial and routine in nature by the governing board. They will be approved by one motion of the Miami Community Facilities Authority. The items on the consent agenda “will not” be discussed. Any member of the governing board desiring to discuss an item on the consent agenda may request that it be removed from the consent agenda and placed in its proper order on the regular agenda. Any member of the governing board can also move to add items from the regular agenda to the consent agenda and make one motion and vote to approve. A. Ratify all Previous Actions and Decisions by the Miami City Council B. Ratify all Previous Actions of the Miami Special Utility Authority Trustee Patterson moved to approve the consent agenda as presented. The motion was seconded by Trustee Schultz. The trust was polled with the following results: Patterson, Aye Schultz, Aye Johnson, Aye Robinson, Aye Satterwhite, Aye Folks, Aye Hale, Aye Chairman Hale declared the motion approved. Update Negotiation of Agreement Regarding a Sewer Line Trust Manager Bishop stated that, after discussion, it was agreed that the blanket easement being prepared between the Miami Special Utility Authority (MSUA) and the Board of Regents, for NEO A&M College property will cover this type of agenda item agreement so therefore no action is needed. The agreement will contain a “hold harmless” item for the MSUA and will keep the MCFA out of this agreement entirely. Youth Football Memorandum of Understanding Trustee Satterwhite stated Attorney Chuck Chestnut gave a draft document to Trust Attorney Anderson last week. Bishop stated Anderson has been busy with pressing City matters the past few weeks and should have the Memorandum of Understanding available for the trust in a few weeks. Satterwhite stated the league is placing the MCFA on the insurance policy. He also reported that they have had over twice the concessions as last year to date. MCFA Page 1 of 3 September 11, 2013 Trustee Folks reported a one day gate was $2,500 ($3/adult and $1/student) and attendance has been better this year over last year. Satterwhite stated the insurance is the largest expense for the league. Red Robertson Field Scheduling Meeting Chairman Hale discussed the meeting held in Trustee Robinson’s office regarding scheduling the field, the flow of communication, and where improvements could be made. Guidelines were discussed. He stated he will provide the minutes in the near future for the trust to consider. He stated this trust needs to begin offering guidelines to those scheduling the facility. Those receiving top scheduling priority are: varsity athletics, band competition, youth sports, and a few others that will be included in the report. Robinson stated cooperation among entities will be the top priority. Trustee Patterson stated they also discussed utilizing software such as Microsoft Outlook’s calendar. Lease Agreements Update Chairman Hale stated the suite lease agreements will need to be created now that we have more details on what amenities they will have to offer. Satterwhite stated he had a discussion with Anderson to begin creating those documents and believes we need to have them available in the next 100-120 days. He stated naming the suite, concession, and locker rooms areas are also a revenue possibility. Regarding the suites, they discussed pricing. Satterwhite stated they need to consider the $10,000-12,000 range. Ideas on 12-seat suites purchased: 1. Good for 5 high school and 5 college football games including playoff games. 2. Game day food menu and cleaning. 3. Will they still have to purchase gate tickets for these 10 games? Probably not because the market will support it. 4. All other events would require them to purchase event tickets. 5. Purchaser must notify when they will use their suite otherwise it will be available for the trust to utilize/rent. 6. What about parking passes…give one per suite, maybe two. Could have folks pay to park? No assigned parking. 7. Allow them to hold a special event one time per year. 8. Free advertising on video board, plaque on the suite, wall of champions. 9. Length of contract: 7-10 years. 10. Terms: $10,000 over 10 years or all up front for a discount. 11. Should we sell the suite for high school and college games? 12. Purchasers like to decorate/personalize their suite. 13. May be rented out for parties on non game days? 14. Would they be open for soccer games, junior high games? 15. Need to start out narrow and focused, but be open to change. 16. Need rules on child supervision including utilizing the passes. 17. Finalize by end of calendar year. Chairman Hale reported on the lease agreement between the MCFA and Board of Regents. Anderson would like to do an operational lease agreement versus a lease back agreement. He and Anderson are discussing monetary value to these items. Hale will follow up with Anderson tomorrow on the status. Phase III Improvements and Financing Chairman Hale stated that Phase III includes bathrooms, concessions, old seating demolition and removal, and new seating on the east side, and honors plaza, parking, and a score board which could cost nearly $3M. Ideally we could purchase a video board in Phase II or III. We need to state the priorities: 1. Number Ones: a. East side parking – safety issue, approximate $500,000 project for 300-400 spots MCFA Page 2 of 3 September 11, 2013  b. Seating – the center section is structurally sound, but it might be cheaper to put an 800 aluminum section. Could the current seats be crushed for the parking area? Could the press box be removed and re-inspected and pass? Should we look at options of keeping that seating as is structurally? 2. East side restrooms Financing of these items and service the debt for Phase III: Bishop reported that he is looking into a Plan Of Finance which is a snapshot of the City’s debt capacity. The bond market is confusing as of late. The low interest rate is causing a problem for investors. We need to be prepared to move to secure the permanent financing for Phase I and II through the revenues of the Miami Special Utility Authority by placing them in a trust which would cause a cash flow demand on the MSUA. Bishop initiated the capacity snapshot today. The MCFA would still have to find the revenue to pay back the MSUA. The local lenders may be an option. Satterwhite stated he projected revenue of $270,000 per year for 5 years, not including advertising, scoreboard sponsorship, and the school lease agreement, with a 20 year debt service on $2M at 3.5% interest of $140,000 debt service. Patterson stated the field turf would need to be replaced in approximately 10-12 years. Of the $20,000 left in the MCFA account it could be utilized to pay AIP’s time for Phase III. A charette meeting may be in order at this point. 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)) None Future Project Planning Utility Research Analysis Director David Rountree reported the waterline permit request is at ODEQ. Patterson stated there will be an onsite scoreboard demo on 10/01/13. Adjournment Trustee Johnson moved to adjourn. Trustee Patterson seconded the motion. The board was polled with the following results: Johnson, Aye Patterson, Aye Schultz, Aye Robinson, Aye Satterwhite, Aye Folks, Aye Hale, Aye Chairman Hale declared the meeting adjourned at 7:52PM. ________________________ _______________________ 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 MCFA Page 3 of 3 September 11, 2013 DRAFT Event Center at RR Field Meeting Friday, August 30, 2013 Attending: Loretta Robinson, Dale Patterson, James Cheatham, Jeff Hale Unable to Attend: Jeff Bishop 1. Primary Objectives: a. Make sure scheduling process for this fall was working smoothly and discuss any suggestions to make it better. b. Discuss some general guidelines regarding priority scheduling and long range scheduling needs. c. Discuss coordination of scheduling and access to view calendar. Notes: In the first two weeks, the new Phase I improvements had already hosted youth football games, college soccer matches, practice sessions by Miami and NEO Marching Bands, a community open house / ice cream social, and football practices and scrimmages by NEO and MHS. It was noted that a great deal of communication and coordination was already taking place between Dale and James. Discussion re guiding principles: #1 Communication and coordination between the college, school district and CVB are key to long term satisfaction among the partners and to maximize the economic development opportunities the new facilities will create. It was also discussed that all the key user groups should stay flexible and a long list of rules without flexibility would not be a good model for this project. #2 Make every effort to accommodate all school, community and college requests, whenever possible. #3 Varsity athletic events should be a top priority. Since this is the only facility option for MHS and NEO football those sports should be considered as a top scheduling priority. Other varsity sports like soccer would a priority but both NEO and MHS have very good home facilities, if it was determined they needed to be used. #4 MPS Junior Varsity and Junior High football games are scheduling priorities above practices or scrimmages. JV and JH games have been played for years on Red Robertson  Field with little to no schedule conflicts. Again, flexibility was mentioned as one of the keys. #5 Work with Miami Youth Sports Associations to accommodate use of the facility to the greatest extent possible. #6 Develop a scheduling calendar plan that would have a restricted number (2-3) involved in actual scheduling and work with city officials as part of a master calendar for all city / public facilities. #7 Develop and communicate system for how practice times and dates are to be scheduled. Another way to summarize the guidelines that were discussed and perhaps a more simple way to explain the guidelines to the general public could be the following: I. Priority Level One---In-season, varsity level athletics contests and events at the college and high school level would be viewed as a top priority. II. Priority Level Two—All events that would create an additional economic impact for local – area businesses that could include county football games, high school football playoffs, regional soccer tournaments, youth super bowls, etc. III. Priority Level Three—Seasonal practices for squads like cheer, band, soccer, football, drill team, etc. Notes submitted by Jeff Hale