Miami Community Facilities Authority Packet (MCFA)

THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION FEBRUARY 19, 2014 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 Judy Francisco, Deputy Trust Secretary Loretta Robinson, Trustee Mark Folks, Trustee and Vice Chairman (Arrived at 5:45PM) Dale Patterson, Trustee Stacey Satterwhite, Trustee (Left at 6:45PM) The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 4:00 PM on February 18, 2014. THE TRUST MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Hale called the meeting to order at 5:29 PM. Invocation Trustee Satterwhite gave the invocation. Pledge of Allegiance Chairman Hale led the group in the pledge of allegiance. CONSENT AGENDA By unanimous consent the public body may designate noncontroversial items to be considered in one motion and one vote. The public body may add items from the regular agenda and approve. Posted agenda items not added to the consent docket will be considered separately in their regular order. Staff recommends that Item 5 through Item 7 be placed on the consent agenda. Trustee Satterwhite moved to transfer agenda Item #5 (Ratify all Previous Actions and Decisions by the Miami City Council) through Item #7 (Minutes: January 22, February 05, 2014) to the consent agenda. The motion was seconded by Trustee Schultz. The trust was polled with the following results: Satterwhite, Aye Schultz, Aye Robinson, Aye Patterson, Aye Johnson, Aye Hale, Aye Folks, (Absent) Chairman Hale declared the motion approved. Ratify all Previous Actions and Decisions by the Miami City Council Moved to the consent agenda. Ratify all Previous Actions of the Miami Special Utility Authority Moved to the consent agenda. Minutes: January 22, February 05, 2014 Moved to the consent agenda. Permission to Proceed Parking Improvements with Update Matt Graves advised that the GEOTech report revealed weak soil across the parking lot, making it necessary to replace 2-2 ½’ on average of soil, a 2’ storm line in Lot C, water line on Lot B and sewer line on Lot A. MCFA Page 1 of 3 February 19, 2014 Mark Moudy reported that unit prices are better than the estimate on 6” concrete for Phase II at $3.30/sq. ft., which would save about $340,000 on the projected cost. They also are looking at reducing the cost of lighting. Trustee Folks arrived at 5:45pm. Dr. Hale asked that Graves have a parking proposal to the trust at the February 26 meeting. No action taken. Legal description from AIP including the new parking areas Matt Graves stated that they have the drawing but will check on the legal description. Phase II Construction Update Mark Moudy reported that the north locker room section of the pad is built up, plumbing will be placed next week and the mason will erect the block walls on March 3. He added that the structural steel is on site and they have more piers to drill. Sodexo Contract Hale distributed copies of proposal and indicated that Sodexo will cooperate with trust as to details of manager, percentage, etc. Update Status of Sign Revenue Trustee Robinson indicated that $14,000 is the target revenue for the Miami school system and could be a combination of field signs, scoreboard, and concession revenue. Hale stated that perhaps the auxiliary organizations could operate the concessions for a commission. Satterwhite indicated that potentially 8 field signs (3 ½ x6’) and a video board (6’x14’) could be available for sponsorship. Trustee Patterson added that NEO’s target revenue is $9,000. The trust could purchase the signs and recoup the cost by selling the advertising. Miami High School Athletic Director Cheatham said that 10 field signs could potentially generate $40,000. He and Satterwhite have received some interest in the signs. Trustee Satterwhite left the meeting at 6:45pm. 2014 High School Football Games at Red Robertson Field Trustee Patterson reported that Afton, Commerce and possibly Wyandotte were interested in playing on the field on available nights. Discussion ensued regarding the charge for use and manning of gate and concessions. Trustee Schultz moved to ask Trustee Patterson to pursue securing regular season games at the field with area schools. Trustee Johnson made the second. The trust was polled with the following results: Schultz, Aye Johnson, Aye Folks, Aye Patterson, Aye Robinson, Aye Hale, Aye Satterwhite, (Absent) Chairman Hale declared the motion approved. 2014 Miami High School Soccer Schedule at Red Robertson Field Hale announced that both girls’ and boys’ high school soccer games will be played the following night on the field. They have seven (7) dates scheduled, as well as scrimmages and the boys have playoffs. Suite Lease Agreement Update Hale said two contracts are in place and another one is in process. MCFA Page 2 of 3 February 19, 2014 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)) Bid documents are ready on scoreboard and ready to issue and they are prepared to assemble the bid package on February 28, solicit bids on March 3, have the bid opening on March 25, and make a recommendation to the trust on March 26. The trust could not vote to give permission but will place the item on the agenda for February 26. Future Project Planning None. Adjournment Trustee Schultz moved to adjourn. Trustee Patterson seconded the motion. The board was polled with the following results: Schultz, Aye Patterson, Aye Folks, Aye Johnson, Aye Robinson, Aye Hale, Aye Satterwhite, Absent Chairman Hale declared the meeting adjourned at 7:02 PM. ________________________ _______________________ _______________________ Jeff Hale, Chairman Loretta Robinson, Trustee Rudy Schultz, Trustee ________________________ _______________________ ATTEST: Mark Folks, Trustee and Vice Chrmn Dale Patterson, Trustee __________________________ ________________________ _______________________ Judy Francisco, Deputy City Clerk Stacey Satterwhite, Trustee Neal Johnson, Trustee MCFA Page 3 of 3 February 19, 2014 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION FEBRUARY 26, 2014 AT THE MIAMI CIVIC CENTER AT 5:15PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman Jeff Bishop, Trust Manager/Trust Secretary (Absent) Rudy Schultz, Trustee (Absent) Jill Fitzgibbon, Asst Trust Mgr/Deputy Trust Secretary Neal Johnson, Trustee David Anderson, Trust Attorney Loretta Robinson, Trustee Mark Folks, Trustee and Vice Chairman Dale Patterson, Trustee Stacey Satterwhite, Trustee The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 3:10 PM on February 25, 2014. THE TRUST MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Hale called the meeting to order at 5:21 PM. Invocation Trustee Johnson gave the invocation. Pledge of Allegiance Chairman Hale led the group in the pledge of allegiance. CONSENT AGENDA By unanimous consent the public body may designate noncontroversial items to be considered in one motion and one vote. The public body may add items from the regular agenda and approve. Posted agenda items not added to the consent docket will be considered separately in their regular order. Staff recommends that Item 5 through Item 6 be placed on the consent agenda. Trustee Folks moved to transfer agenda Item #5 (Ratify all Previous Actions and Decisions by the Miami City Council) through Item #6 (Ratify all Previous Actions and Decisions by the Miami Special Utility Authority) to the consent agenda. The motion was seconded by Trustee Satterwhite. The trust was polled with the following results: Folks, Aye Satterwhite, Aye Robinson, Aye Patterson, Aye Johnson, Aye Hale, Aye Schultz, Absent Chairman Hale declared the motion approved. Ratify all Previous Actions and Decisions by the Miami City Council Moved to the consent agenda. Ratify all Previous Actions of the Miami Special Utility Authority Moved to the consent agenda. Video and Scoreboard Bid Matt Graves with AIP via phone conference, requested the trust approval to go out to bid. The advertisement would go out March 3, 2014 and opened March 25, 2014. He advised the specifications required high-end LEDs, the type that run 24/7 in Vegas, but will add the capability to bid an alternative manufacturer. He anticipates the bids would come in at $350,000-$400,000 for the scoreboard and video combined. The specs do not include the cost of the brick MCFA Page 1 of 3 February 26, 2014 base or running power to the board site, which is estimated at $45,000. He advised they anticipate receiving at least five (5) bids on the board. Trustee Satterwhite moved to authorize AIP to let the bid documents go to the public. The motion was seconded by Trustee Patterson. The trust was polled with the following results: Satterwhite, Aye Patterson, Aye Johnson, Aye Folks, Aye Robinson, Aye Hale, Aye Schultz, Absent Chairman Hale declared the motion approved. Parking Improvement Plan Update Matt Graves advised that they are looking at reducing the costs of the parking project to include utilities, number of light posts, and reducing pavement area on Lot C. Steve Casteel advised that reducing square footage of the lots would be the last area left to reduce costs significantly. Mark Moudy advised that the county’s material, if used, would have to meet specifications. Mark asked to meet with Matt Graves, Steve Casteel, and Russell Earls on their contribution, at which time the proctor test should be completed. Satterwhite stated he would like to get closer to the target of 400 parking spots. Casteel stated the cost is $9-10/sf. The trust discussed what they estimated they could afford ($600,000 - $700,000) to complete this project based on available funds, which is nearly the cost to complete Lot B for 256 parking spaces. Casteel reported he estimates the county’s contribution to be $200,000. Matt stated he needs a solid budget from the trust by March 23, 2014. Chairman Hale stated the trust could present the plan to the council at their March 04, 2014 meeting and give a full scope of their request at their March 18, 2014 meeting. Chairman Hale reported that Satterwhite, Folks, and he would prepare a preliminary budget for the trust’s consideration on this project. No action taken. Sodexo Concession and Food Services Chairman Hale distributed a revised copy and indicated that Sodexo will cooperate with trust. He advised this is not a money maker and if Sodexo did not already have a contract with the college they would not bid on this item. Chairman Hale recommended starting with a part-time salaried position ($24,000) and move up to a fulltime position, if needed. Anderson advised this agreement fits into the parameters of the plan. The trust discussed how important it is that this facility be run properly from the beginning to create a good impression and return sales/usage. Trustee Johnson moved to approve the “With Salaried Manager” part-time (½) manager model of the operating options for the contract with Sodexo, contingent upon the trust attorney’s approval. The motion was seconded by Trustee Folks. The trust was polled with the following results: Johnson, Aye Folks, Aye Satterwhite, Aye Patterson, Aye Robinson, Aye Hale, Aye Schultz, Absent Chairman Hale declared the motion approved. 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. MCFA Page 2 of 3 February 26, 2014 Future Project Planning Trustee Patterson reported he is working with Afton and Commerce to play a ball game at the new field on September 12, 2014 for $500 rental fee. He advised this is a one year trial. Adjournment Trustee Satterwhite moved to adjourn. Trustee Johnson seconded the motion. The trust was polled with the following results: Satterwhite, Aye Johnson, Aye Folks, Aye Hale, Aye Robinson, Aye Patterson, Aye Schultz, Absent Chairman Hale declared the meeting adjourned at 6:36 PM. ________________________ _______________________ _______________________ Jeff Hale, Chairman Loretta Robinson, Trustee Rudy Schultz, Trustee ________________________ _______________________ ATTEST: Mark Folks, Trustee and Vice Chrmn Dale Patterson, Trustee __________________________ ________________________ _______________________ Jill Fitzgibbon, Deputy City Clerk Stacey Satterwhite, Trustee Neal Johnson, Trustee MCFA Page 3 of 3 February 26, 2014