Miami Community Facilities Authority Packet (MCFA)

THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION JUNE 10, 2015, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 5:15 PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman Dean Kruithof, Trust Manager (Absent) Rudy Schultz, Trustee/Secretary/Treasurer (Absent) David Anderson, Trust Attorney (Absent) Neal Johnson, Trustee (Arrived 5:26PM) Alicia Hogan, Deputy City Clerk Loretta Robinson, Trustee (Absent) Mark Folks, Trustee/Vice Chairman Dale Patterson, Trustee (Absent) 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 2:45 PM on June 09, 2015. 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 5:16 PM. Invocation Trustee Folks gave the invocation. Pledge of Allegiance Trustee Johnson led 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 9 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 #7 (Claims: $112,462.32). Trustee Satterwhite made the second. The Trust was polled with the following results: Folks, Aye Satterwhite, Aye Johnson, Aye Hale, Aye Patterson, Absent Schultz, Absent Robinson, 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. Claims: $112,462.32 Moved to the consent agenda. Monthly Financial Report Lindsay Schnakenberg updated the Trustees concerning the monthly financial report. The first half of the total amount for the security cameras has been paid ($15,843.50). The scoreboard loan payment has been made. Daktronics Service Agreement will be paid July 01, 2015. MCFA Page 1 of 4 June 10, 2015 No action taken. Chairman Hale requested New Business item be next. 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)) Scott Trussler asked about placing two security cameras on the second level outside the press box in order to monitor the stairs and entrance to the suite area. It was suggested a third camera be placed to be able to view the ticket booth. Hale confirmed with Steve Grimes the need for the additional cameras. Trussler offered to provide signs informing the public that there is security video in place. No action taken. 8 Man All-Star Game Contract Stacey Satterwhite presented the contract to the Trustees. He stated he had explained to the association what the fee included; at this time the association has no objection to paying the fee as well as a fee for the video scoreboard. Hale clarified this would be an approval for the contract with the 8 man association with a field rental cost of five hundred ($500) dollars. Satterwhite stated the fee for the video board would be two hundred fifty ($250) dollars. The fee for the video board will be paid to the Trust Authority and the Authority will pay Bless Parker, Mudville Internet Broadcasting. Trustee Folks moved to approve the contract for the 8 man all-star game pending legal council approval. Trustee Johnson made the second. The Trust was polled with the following results: Folks, Aye Johnson, Aye Satterwhite, Abstain Hale, Aye Patterson, Absent Robinson, Absent Schultz, Absent Jill Fitzgibbon confirmed legal council approved. Chairman Hale declared the motion approved. Business Model Satterwhite reviewed a proposed business model. One aspect was the contract with Bless Parker for the video scoreboard with him selling the ads. Satterwhite stated there are currently twenty-two (22) ads contracted for the video scoreboard but only approximately eleven (11) are being utilized. There was discussion concerning pricing for partners and non-partners. The Trustees discussed how payments for video scoreboard ads would be handled. The consensus was Parker would sell the ads, bring the contract to the City, and the purchasing party would be billed by the City on behalf of the Trust. Payment would be due prior to the running of the ad. Neal Johnson asked if the pricing was in line with other video scoreboards. Satterwhite stated the prices suggested were cheaper. It is the hope to be revenue neutral with the cost for the contract for operation of the video scoreboard being offset by the video/static ads being sold. Hale clarified, there will be a contract drafted for the July 01, 2015, meeting with Bless Parker. Jill Fitzgibbon would check about the template for the advertising. Satterwhite spoke about pricing for the field signs, comparing vinyl signs to windscreen signs. The vinyl signs would be very heavy for the fencing. The windscreen signs would be lighter and at thirty (30) inches tall, would leave approximately eighteen (18) inches at the bottom for air flow as well as being less expensive. The signs would be up during football and soccer seasons. It was the consensus of the Trustees that twelve signs be sold, six (6) by the high school and six (6) by the college. This would cost the Trust two thousand, fifty-two ($2,052) dollars initially. The Trustees discussed the proposed price points. Mark Folks recommended charging seven hundred fifty ($750) dollars for the first year, and five hundred ($500) dollars for each of the follow two (2) years to complete the three (3) year agreement. Hale requested Fitzgibbon create the template for the advertising contracts. No action taken. Update Concerning Summer Luncheon with Suite Sponsors to be Held on August 05, 2015 or August 11, 2015 MCFA Page 2 of 4 June 10, 2015 Hale requested the Trustees keep August 05, 2015 open for a luncheon with the suite holders. The home game passes will be presented at the luncheon. No action taken. Update Concerning the A&M Regents Event to be Held on September 03, 2015 Hale requested the Trustees attend the home game on September 03, 2015. The college will be hosting the NEO A&M Regents at the tailgate event and in the suite area during the game. No action taken. Update Concerning Window Replacement for Suites Grimes stated the windows have been replaced, but several leaks have been detected. He updated the Trustees concerning the concrete pad to access the video scoreboard. He will compile at least three (3) quotes. No action taken. Update East Bleacher Signage Hale presented the proposal for the “Golden Norsemen” to be moved to the north side of the old press box and add “Miami Wardogs” to the south side. Hale questioned if the quality of both sides would be the same. Satterwhite stated he would like to see the City of Miami seal in the middle on the press box. Folks added it would be nice to see the City Seal in the middle with the Norseman logo on one side and the Wardog logo on the other. The Trustees requested Colby Allen with Allen signs to be present at the July 01, 2015, meeting. It was noted the lettering could be used on the new east bleachers once completed. No action taken. Adjournment Trustee Satterwhite moved to adjourn. Trustee Folks made the second. The Trust was polled with the following results: Satterwhite, Aye Folks, Aye Johnson, Aye Hale, Aye Schultz, Absent Patterson, Absent Robinson, Absent Chairman Hale declared the meeting adjourned at 6:24 PM. ________________________ _______________________ _______________________ Jeff Hale, Chairman Rudy Schultz, Treasurer/Secretary Loretta Robinson, Trustee ________________________ _______________________ ATTEST: Mark Folks, Vice Chairman Dale Patterson, Trustee ________________________ ________________________ _______________________ Alicia Hogan, Deputy City Clerk Stacey Satterwhite, Trustee Neal Johnson, Trustee MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS PRESENTED FOR APPROVAL MCFA Page 3 of 4 June 10, 2015  JUNE 10, 2015 15 BANK OF AMERICA CREDIT CARD PURCHASE 5-1-15 84.65 16 DAKTRONICS, INC. FOUR YEAR SERVICE AGREEMENT/SCOREBOARD 21,855.00 17 FIRST NATIONAL BANK SCOREBOARD LOAN PAYMENT 90,522.67 TOTAL 112,462.32 MCFA Page 4 of 4 June 10, 2015  Miami Community and Facilities Authority Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 This manual is designed to detail logistics for routine maintenance and events conducted at the Red Robertson Event Center. While not every possible scenario can be addressed, this manual shall serve as a general guideline. If a specific situation cannot be resolved within the guidelines, the event manager(s) will determine appropriate procedures. Ambulance/Emergency Personnel Ambulance/emergency vehicles shall park in the northwest event center entrance. Band Seating The farthest north end of the west side of the stadium seating will serve as the band section and should be organized/supervised by the band director(s). Bus Parking Visiting team and band busses are to park on the northeast road adjacent to the baseball field. Concession Stands Concessions will be operated and supervised by the MCFA vendor, Sodexo. No food or drink may be brought in or sold inside the event center area without the approval of the MCFA vendor, Sodexo. Stadium renters may be able to profit from concessions by providing workers for the concession stands. The MCFA vendor, Sodexo, has the right to refuse to operate concession for events inside the event center. Dressing Rooms for Officials The locker room area on the northeast side is equipped with a separate facility for game officials. Elevator Use of the elevator and stairwells is restricted to those who are assigned to the press box level or who hold leases to the suites, and their guests. Event managers will provide attendants to monitor access to the stairwells and elevator. A credential will be issued to individuals who will have access to the elevator, press box, and suites. Event Manager For all "gated" events at Red Robertson Field, the host organization shall designate an "Event Manager (EM)." For Miami Public Schools events, the Director of Athletics or their designee shall serve as the EM. For NEO A&M College events, the Director of Athletics or their designee shall serve as the EM. For City of Miami (MCFA) sponsored events, the CVB Director or their designee shall serve as the EM. For all youth association sponsored events, the Association's President or their designee shall serve as the EM. The Event Manager shall: 1. Ensure that all event management duties have been met as outlined in the MCFA Operations Manual; 2. Serve as the on-site administrator responsible for any and all emergency or unforeseen circumstances; 3. Meet with City and MCFA staff prior to the start of each school year to review and develop updates for the Events/Operations Manual. 4. The EM is responsible for coordinating training, scheduling and compensation for personnel required to conduct events at the event center including, but not restricted to: press box operations (clock, timers, announcers), security, ticketing, parking lot attendants, vending, maintenance/custodial, officials and event management. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 1 of 6 An exception to this responsibility is operation of the video capabilities of the scoreboard, which must be scheduled and coordinated through ______________________. Field Entrance for Teams Athletes will enter the stadium through their respective locker rooms. Home team will warm up on the north end of the stadium and visiting team on the south end. Home bench is on the west side; visiting bench is on the east. Visiting cheer squads, marching bands, flag corps and ceremonial dignitaries will enter the stadium through the northeast access gate. There will be no field access to spectators unless allowed by the EM for specific purpose. Equipment may be taken to the field using the “gator”. At no time, except life-threatening emergencies, are any vehicles other than the “gator” to be on the field. General Parking Unless determined otherwise by the EM, all parking lot areas shall be designated for general parking. Reserved parking areas may be designated for events at the discretion of the EM, but should be labeled clearly and coordinated in advance of the event. Official Parking Game officials shall park on the northeast side of their locker room. Prohibited Items The following items are not to be used on the playing surface, bench area, or locker rooms of Red Robertson Field: 1. Sunflower seeds 2. Gum 3. Tobacco and E-cigarettes 4. Spiked high heel dress shoes This prohibition is for all coaches, players, officials, workers, event attendees, and participants using the field turf. Spectator Seating For athletic events, the west side of the stadium shall be designated for the “home” crowd and the east side bleachers shall be designated for “visitors”. Reserved seating will be at the discretion of the hosting team and will be administered internally with proceeds going to the host agency. Student Seating Student sections shall be reserved on the north end of the west side of the stadium, just to the south of band seating. This section should be organized/supervised by the EM(s) or their designee(s). Seating adjustments for student and band sections may be made at the discretion of the EM pending attendance. Tailgating Tailgating is allowed outside of the event center only.  Standard gas and charcoal grills/smokers are allowed. Open flame wood grills, fire pits and third axle/trailer smokers are prohibited without prior approval of the MCFA or EM.  Coals should be extinguished and disposed of properly. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 2 of 6   Canopies should be taken down in windy conditions. Owners of canopies are responsible for damage caused by windblown structures.  Overnight parking is restricted for all vehicles.  Tailgaters are expected to clean up their area and place trash in trash receptacles.  No alcoholic beverages will be allowed within the stadium without a separate Miami Community Facilities Authority (MFCA) contract or Special Event Consumption Permit.. Alcoholic beverages in the tailgating area will be at the discretion of the EM. Team Locker Rooms Miami Public School teams will use the “Wardog” locker rooms on the northwest side of the stadium. No other entity will be allowed use of the Wardog locker rooms without the approval of the MCFA. NEO Football will use the locker room in the Crossland Complex. Visiting teams will use the northeast locker room and the south end of the field for warm up. The visiting team bench is on the east side of the stadium. Ticket and Pass Gates The EM shall designate if both west and east gates shall be utilized according to anticipated attendance. A pass gate may be established by the EM and should be staffed separately. It is suggested that this gate be clearly marked and located where the least amount of ticketed entrance is anticipated. Outside Vendors Outside vendors are permitted with approval of the MCFA vendor, Sodexo. Areas for vendors are designated at the discretion of the EM, but may only be in common areas, such as concession plazas. At no time are outside vendors allowed in the press box, suite levels, or field areas. No non-alcoholic beverages other than __________ products provided by MCFA vendor, Sodexo, shall be sold inside the event center. Catering, cleaning and attendant services for the Skybox suites, other than concession areas are exclusive to MCFA vendor, Sodexo. Press Box Press box admittance will be restricted to only those working in the press box area. Individuals working in press box and must have a credential to enter. Credentials will be supplied by the EM. General housecleaning is expected by those using the press box. Suites No one will be allowed to enter the suites without a suite credential. Individuals should enter the suites by using the elevator. When not in use, the Center Suite and any unleased suites is open to the City of Miami, NEO A&M College, and Miami Public Schools, without rent for events such as fundraising, recruiting, and cultivation. Unique Activities Any unique or abnormal activities in the event center or on the field must be approved by the MCFA. Examples could include but is not limited to: fireworks, parachutists, activities on the turf. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 3 of 6 The following section will serve as a checklist for routine maintenance and event preparation/clean-up. These responsibilities may be contracted to outside groups and/or individuals, at the discretion and expense of the event host. Routine Maintenance Responsibilities Mow grass on complex site Parking lot snow removal Dumpster service Pre-Event Preparation Remove snow as necessary for event Prep turf according to manufacturer’s specifications Check and unlock as needed: Set up as needed: Entrance gates Team benches Restrooms Trashcans on sidelines Ticket stations Yard markers Press boxes Goal post pads Suites Pylons Concession stands Chains Locker rooms Ticket area tables Official’s room Vendor tables Elevator Stairwells Raise: Bleachers (visitor and home) US flag (unless part of a ceremony) Field areas Oklahoma flag (unless part of a ceremony) Set up and start as needed: School flags (if appropriate) Scoreboard game clock Public address system Turn on as needed: Field lights Restroom lights Press box lights Suite lights Concession lights Locker room lights Official’s room lights Outside receptacles MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 4 of 6 Post-Event Checklist Remove all trash from complex grounds Power wash surfaces and bleachers as needed Clean, restock and lock if utilized: Lower, fold and store: Entrance gates US flag Restrooms Oklahoma flag Ticket stations School flags (if utilized) Press boxes Suites Turn off if utilized: Concession stands Field lights Locker rooms Restroom lights Official’s room Press box lights Elevator Suite lights Stairwells Concession lights Locker room lights Shut down and store if utilized: Official’s room lights Scoreboard game clock Outside receptacles Public address system Clean: Remove, clean and store if utilized: Bleachers (visitor and home) Team benches Field areas Trashcans on sidelines Yard markers Place all trash in bags in the dumpsters Goal post pads Pylons Chains Ticket area tables Vendor tables Emergency Procedures The MCFA adopted the NEO A&M College Emergency Plan on _____________________. Please refer to this manual for all emergency operation plans. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 5 of 6  Contact Lists Call 911 in the event of an emergency City of Miami Office Cell All City Ofcs: 918-542-6685 North 541-2323 Fire Dept non-emergency 919-9320 South 541-2324 Police Dept non-emergency 542-5585 (918) 541-0495 City/Trust Manager 541-2201 (479) 739-1792 Emergency Management 541-2275 961-8944 Public Works 542-6384 961-2108 (elec, water, sewer, streets, trash) Convention and Visitors Bureau 542-4435 533-2257 IT Dept 541-2216 961-1166 Finance Dept 541-2225 533-2833 NEO A&M College Office Cell All College Ofcs: 918-542-8441 NEO Campus Police 918-540-6373 918-533-1243 Stadium Supervisor 918-533-2455 Athletic Director 405-612-8582 Assistant Athletic Director 918-533-8447 Director of Physical Plant 918-533-3363 Head Football Coach 913-475-6872 Athletic Dept Secretary 918-848-0367 Vice President of Fiscal Affairs 918-320-9528 NEO A&M College President 405-761-6699 Miami Public Schools Office Superintendent of Schools 918-542-8455 Miami High School Principal 918-542-4421 Miami High School Assistant Principal 918-542-4421 Miami Public School Athletic Director 918-542-4421 Will Rogers Middle School Principal 918-542-5588 Will Rogers Middle School Assistant Principal 918-542-5588 Game Coordinator 918-453-3345 (During MHS Football Games) 918-533-1954 MPS Student Resource Officer cell 918-961-0220 Sodexo Office Cell Concessions and Catering 918-540-6357 General Manager 918-457-9081 MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 6 of 6  Miami Community and Facilities Authority Formatted: Font: 12 pt Red Robertson Event Center Operation Manual Formatted: Font: 12 pt MCFA-2015-02 Formatted: Font: 12 pt, Not Bold Effective: 07/15/15 Formatted: Font: 12 pt, Not Bold This manual is designed to detail logistics for routine maintenance and events conducted at the Red Robertson Event Center. While not every possible scenario can be addressed, this manual shall serve as a general guideline. If a specific situation cannot be resolved within the guidelines, the event manager(s) will determine appropriate procedures. Ambulance/Emergency Personnel Ambulance/emergency vehicles shall park in the northwest event center entrance. Band Seating The farthest north end of the west side of the stadium seating will serve as the band section and should be organized/supervised by the band director(s). Bus Parking Visiting team and band busses are to park on the northeast road adjacent to the baseball field. Concession Stands Concessions will be operated and supervised by the MCFA vendor, Sodexo. No food or drink may be brought in or sold inside the event center area without the approval of the MCFA vendor, Sodexo. Stadium renters may be able to profit from concessions by providing workers for the concession stands. The MCFA vendor, Sodexo, has the right to refuse to operate concession for events inside the event center. Dressing Rooms for Officials The locker room area on the northeast side is equipped with a separate facility for game officials. Elevator Use of the elevator and stairwells is restricted to those who are assigned to the press box level or who hold leases to the suites, and their guests. Event managers will provide attendants to monitor access to the stairwells and elevator. A credential will be issued to individuals who will have access to the elevator, press box, and suites. Event Manager For all "gated" events at Red Robertson Field, the host organization shall designate an "Event Manager (EM)." For Miami Public Schools events, the Director of Athletics or their designee shall serve as the EM. For NEO A&M College events, the Director of Athletics or their designee shall serve as the EM. For City of Miami (MCFA) sponsored events, the CVB Director or their designee shall serve as the EM. For all youth association sponsored events, the Association's President or their designee shall serve as the EM. The Event Manager shall: 1. Ensure that all event management duties have been met as outlined in the MCFA Operations Manual; 2. Serve as the on-site administrator responsible for any and all emergency or unforeseen circumstances; 3. Meet with City and MCFA staff prior to the start of each school year to review and develop updates for the Events/Operations Manual. 4. The EM is responsible for coordinating training, scheduling and compensation for personnel required to conduct events at the event center including, but not restricted to: press box operations (clock, MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 1 of 7  timers, announcers), security, ticketing, parking lot attendants, vending, maintenance/custodial, officials and event management. An exception to this responsibility is operation of the video capabilities of the scoreboard, which must be scheduled and coordinated through ______________________. Field Entrance for Teams Athletes will enter the stadium through their respective locker rooms. Home team will warm up on the north end of the stadium and visiting team on the south end. Home bench is on the west side; visiting bench is on the east. Visiting cheer squads, marching bands, flag corps and ceremonial dignitaries will enter the stadium through the northeast access gate. There will be no field access to spectators unless allowed by the EM for specific purpose. Equipment may be taken to the field using the “gator”. At no time, except life-threatening emergencies, are any vehicles other than the “gator” to be on the field. General Parking Unless determined otherwise by the EM, all parking lot areas shall be designated for general parking. Reserved parking areas may be designated for events at the discretion of the EM, but should be labeled clearly and coordinated in advance of the event. Official Parking Game officials shall park on the northeast side of their locker room. Prohibited Items The following items are not to be used on the playing surface, bench area, or locker rooms of Red Robertson Field: 1. Sunflower seeds 2. Gum 3. Tobacco and E-cigarettes 4. Spiked high heel dress shoes This prohibition is for all coaches, players, officials, workers, event attendees, and participants using the field turf. Spectator Seating For athletic events, the west side of the stadium shall be designated for the “home” crowd and the east side bleachers shall be designated for “visitors”. Reserved seating will be at the discretion of the hosting team and will be administered internally with proceeds going to the host agency. Student Seating Student sections shall be reserved on the north end of the west side of the stadium, just to the south of band seating. This section should be organized/supervised by the EM(s) or their designee(s). Seating adjustments for student and band sections may be made at the discretion of the EM pending attendance. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 2 of 7 Tailgating Tailgating is allowed outside of the event center only.  Standard gas and charcoal grills/smokers are allowed. Open flame wood grills, fire pits and third axle/trailer smokers are prohibited without prior approval of the MCFA or EM.  Coals should be extinguished and disposed of properly.  Canopies should be taken down in windy conditions. Owners of canopies are responsible for damage caused by windblown structures.  Overnight parking is restricted for all vehicles.  Tailgaters are expected to clean up their area and place trash in trash receptacles.  No alcoholic beverages will be allowed within the stadium without a separate Miami Community Formatted: Font: (Default) Calibri Facilities Authority (MFCA) contract or Special Event Consumption Permit.in the standard public seating area. Alcoholic beverages in the tailgating area will be at the discretion of the EM. Team Locker Rooms Miami Public School teams will use the “Wardog” locker rooms on the northwest side of the stadium. No other entity will be allowed use of the Wardog locker rooms without the approval of the MCFA. NEO Football will use the locker room in the Crossland Complex. Visiting teams will use the northeast locker room and the south end of the field for warm up. The visiting team bench is on the east side of the stadium. Ticket and Pass Gates The EM shall designate if both west and east gates shall be utilized according to anticipated attendance. A pass gate may be established by the EM and should be staffed separately. It is suggested that this gate be clearly marked and located where the least amount of ticketed entrance is anticipated. Outside Vendors Outside vendors are permitted with approval of the MCFA vendor, Sodexo. Areas for vendors are designated at the discretion of the EM, but may only be in common areas, such as concession plazas. At no time are outside vendors allowed in the press box, suite levels, or field areas. No non-alcoholic beverages other than __________ products provided by MCFA vendor, Sodexo, shall be sold inside the event center. Catering, cleaning and attendant services for the Skybox suites, other than concession areas are exclusive to MCFA vendor, Sodexo. Press Box Press box admittance will be restricted to only those working in the press box area. Individuals working in press box and must have a credential to enter. Credentials will be supplied by the EM. General housecleaning is expected by those using the press box. Suites No one will be allowed to enter the suites without a suite credential. Individuals should enter the suites by using the elevator. When not in use, the Center Suite and any unleased suites is open to the City of Miami, NEO A&M College, and Miami Public Schools, without rent for events such as fundraising, recruiting, and cultivation. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 3 of 7 Unique Activities Any unique or abnormal activities in the event center or on the field must be approved by the MCFA. Examples could include but is not limited to: fireworks, parachutists, activities on the turf. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 4 of 7 The following section will serve as a checklist for routine maintenance and event preparation/clean-up. These responsibilities may be contracted to outside groups and/or individuals, at the discretion and expense of the event host. Routine Maintenance Responsibilities Mow grass on complex site Parking lot snow removal Dumpster service Pre-Event Preparation Remove snow as necessary for event Prep turf according to manufacturer’s specifications Check and unlock as needed: Set up as needed: Entrance gates Team benches Restrooms Trashcans on sidelines Ticket stations Yard markers Press boxes Goal post pads Suites Pylons Concession stands Chains Locker rooms Ticket area tables Official’s room Vendor tables Elevator Stairwells Raise: Bleachers (visitor and home) US flag (unless part of a ceremony) Field areas Oklahoma flag (unless part of a ceremony) Set up and start as needed: School flags (if appropriate) Scoreboard game clock Public address system Turn on as needed: Field lights Restroom lights Press box lights Suite lights Concession lights Locker room lights Official’s room lights Outside receptacles MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 5 of 7 Post-Event Checklist Remove all trash from complex grounds Power wash surfaces and bleachers as needed Clean, restock and lock if utilized: Lower, fold and store: Entrance gates US flag Restrooms Oklahoma flag Ticket stations School flags (if utilized) Press boxes Suites Turn off if utilized: Concession stands Field lights Locker rooms Restroom lights Official’s room Press box lights Elevator Suite lights Stairwells Concession lights Locker room lights Shut down and store if utilized: Official’s room lights Scoreboard game clock Outside receptacles Public address system Clean: Remove, clean and store if utilized: Bleachers (visitor and home) Team benches Field areas Trashcans on sidelines Yard markers Place all trash in bags in the dumpsters Goal post pads Pylons Chains Ticket area tables Vendor tables Emergency Procedures The MCFA adopted the NEO A&M College Emergency Plan on _____________________. Please refer to this manual for all emergency operation plans. MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 6 of 7  Contact Lists Call 911 in the event of an emergency City of Miami Chief/ Director’s Office All City Ofcs: 918-542-6685 Cell North 541-2323 Fire Dept non-emergency 919-9320 South 541-2324 (918) 541- Police Dept non-emergency 542-5585 0495918-639- 3325 City/Trust Manager 541-2201 (479) 739-1792 Emergency Management 541-2275 961-8944 Public Works 542-6384 961-2108 (elec, water, sewer, streets, trash) Convention and Visitors Bureau 542-4435 533-2257 IT Dept 541-2216 961-1166 Finance Dept 541-2225 533-2833 NEO A&M College Office Cell All College Ofcs: 918-542-8441 NEO Campus Police 918-540-6373 918-533-1243 Stadium Supervisor 918-533-2455 Athletic Director 405-612-8582 Assistant Athletic Director 918-533-8447 Director of Physical Plant 918-533-3363 Head Football Coach 913-475-6872 Athletic Dept Secretary 918-848-0367 Vice President of Fiscal Affairs 918-320-9528 NEO A&M College President 405-761-6699 Miami Public Schools Office Superintendent of Schools 918-542-8455 Miami High School Principal 918-542-4421 Miami High School Assistant Principal 918-542-4421 Miami Public School Athletic Director 918-542-4421 Will Rogers Middle School Principal 918-542-5588 Will Rogers Middle School Assistant Principal 918-542-5588 Game Coordinator 918-453-3345 (During MHS Football Games) 918-533-1954 MPS Student Resource Officer cell 918-961-0220 Sodexo Office Cell Concessions and Catering 918-540-6357 General Manager 918-457-9081 MCFA Red Robertson Event Center Operation Manual MCFA-2015-02 Effective: 07/15/15 Page 7 of 7  Red Robertson Field Rental Application, Policy, And Agreement Date of Application: Application is hereby submitted for rental of Red Robertson Field (hereinafter “Stadium”) for the purpose of (please describe the event in detail): Event date(s):__________________ Event date(s):__________________ From (start time): am/pm (circle one) From (start time): am/pm (circle one) To (end time): am/pm (circle one) To (end time): am/pm (circle one) Estimated # Attendees: _______ Estimated # Attendees: _______ Will there be an admission fee? Yes ( ) No ( ) Will the public be admitted? Yes ( ) No ( ) No beer or alcohol is allowed within the stadium without a separate Miami Community Facilities Authority (MFCA) contract or Special Event Consumption Agreement. Please check if Applicant seeks said agreement: ______ Number of Security Staff: ___________ of those Number Cleet Certified: ______________ Describe proposed security you have planned for the event: _____________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ * * * * * * * * * * * * * * * * * * * * * * * * * Suggested Number of Security Staff: ___________ of those Number Cleet Certified: ______________ Police/Security Comments or Requirements:__________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Reviewed by the NEO Chief of Police:________________________________________________ Signature Date I, Applicant, hereby agree to observe and enforce all rules and regulations of the Miami Community Facilities Authority (hereinafter “MCFA”) governing the use of public property. I agree to protect, indemnify, and save harmless, the MCFA, the City of Miami, Oklahoma, the Miami Public Schools, the N.E.O. A&M College and Formatted: Font: (Default) Arial, 11 pt its Board of Regents, and the State of Oklahoma, and all of their public officials, officers, principals, agents, employees, independent contractors, and invitees from all claims of liability for all injury to property or persons, and/or death which shall occur to or upon the facilities as a result of Applicant’s use thereof and its member governing bodies, officers, and employees from any and all claims, liabilities, damages, or rights of action directly or indirectly growing out of the use of the premises. I further agree to carry a commercial general liability insurance policy to cover any property damage, personal injury and/or death in an amount Formatted: Font: (Default) Arial, 11 pt, Font color: Auto not less than One Million Dollars ($1,000,000)with a limit per occurrence of $1,000,000. Evidence of such Red Robertson Field Rental Application, Policy, and Agreement Page 1 of 5 Approved By MCFA: _______________ coverage shall be provided to the City of Miami City Clerk prior to the event. Cancellation. No booking deposit, once paid, shall be refunded unless and except in the event the MCFA Formatted: Font: (Default) Arial, 11 pt, Not Bold, Font shall require the event to be cancelled as a result of extraordinary circumstances beyond the control of color: Auto MCFA or the Applicant, such as inclement weather, fire, flood and acts of providence which are beyond the Formatted: Font: (Default) Arial, 11 pt, Font color: Auto power of man to control. Formatted: Right: 0.16" Identification and Authorization. If the signatory purports to represent and act lawfully on behalf of an Formatted: Font: (Default) Arial, 11 pt, Not Bold, Font organization, then the Applicant must, at the time this agreement is signed, present and attach the color: Auto following to this Agreement: Formatted: Normal, Justified, Right: 0.16" Formatted: Font: (Default) Arial, 11 pt, Font color: Auto 1. A copy of the organization’s certificate of registration with the Oklahoma Secretary of State; AND Formatted: Font: (Default) Arial, 11 pt, Font color: Auto 2. A copy of a signed power of attorney, or a corporate resolution, or other lawful evidence of the authority of the signatory to bind and obligate the organization to the terms of this agreement. Formatted: Normal, Justified, Indent: First line: 0.5", Right: 0.16" In the absence thereof, the signatory agrees to assume full personal responsibility and personal liability as Formatted: Right: 0.16" the lawful Applicant described in, and party to, this Agreement. Formatted: Font: (Default) Arial, 11 pt, Font color: Auto Being age of majority, I understand and agree to all of the provisions of this agreement and the Red Robertson Field Rental Policy provided below. Name of Organization(s): ________________________________________________________________ NameApplicant: (printed): Address: City: State: Zip: Phone: Fax: Email: Signature: Name: (printed): Address: City: State: Zip: Phone: Fax: Email: Signature: For MCFA Use: Approved By: Date: User Classification: Red Robertson Field Rental Application, Policy, and Agreement Page 2 of 5 Approved By MCFA: _______________  RED ROBERTSON FIELD RENTAL POLICY Red Robertson Field may be used for community activities and events under the rules and regulations approved by the MCFA.  The Stadium will not be used by any group or organization for any purpose that is inconsistent with local, state, or federal laws. Additionally, permission to use the Stadium will not be granted to any group or organization when the MCFA or designee, deems there is imminent danger of breach of the peace, turmoil, riot, resistance of law and order, or danger to the Stadium property or patrons.  No meeting or other activity shall be held at the Stadium other than that stated in the application. Applicant certifies that he or she has made due inquiry of the Formatted: Font: (Default) Arial, 11 pt, Font color: Auto MCFA to determine if his or her intended use(s) will comply. Formatted: Left, Indent: Left: 0.5", Right: 0", Space After: 10 pt, Don't add space between paragraphs of the same  Applicant shall be solely and exclusively responsible to provide his or her own style, Line spacing: Multiple 1.15 li, No bullets or numbering support personnel, equipment and supplies. Formatted: Font: (Default) Arial, 11 pt, Font color: Auto  The Aapplicant is responsible for returning the facility to the MCFA in its original condition. The Cleaning and Damage Deposit will be forfeited if facilities not restored to original condition immediately, unless an extent time is agreed upon in writing. If Applicant fails to restore the facilities to original condition, immediately, and if the Cleaning and Damage Deposit is insufficient to restore the facilities to original condition, If the applicant fails to clean up after the event, additional charges will be applied per the schedule outlined in “Supplemental Usage Fees”. All liability for damage to or loss of MCFA property is assumed by the aApplicant.  In the event, the user Applicant is renting a vacant suite or hospitality area, the Suite Manual Agreement must be signed and submitted to the City of Miami City Clerk prior to approval.  Use of tobacco products on the premises is prohibited. The sale or provision of alcoholic beverages is permitted with proof of a City of Miami and State of Oklahoma beverage and/or liquor license. Non-alcoholic beverages sold on site must be purchased through the MCFA vendor, Sodexo.  The MCFA reserves the right to revoke a permit at any time, for any purpose, by refunding the fees paid, less any expense incurred. Deposit and Basic Fee A refundable Cleaning and Damage Ddeposit of $250 is required at the time of application. When admission is charged, the basic fee for the facility shall be a flat fee of $7500. This fee includes the following facilities, services, and equipment: • Field • Dressing Room • Stadium Seating • Restrooms • Ticket Booth Red Robertson Field Rental Application, Policy, and Agreement Page 3 of 5 Approved By MCFA: _______________  • Concessions (available through Sodexo) • Scoreboard • Public Announcement System • Field Lights Red Robertson Field Rental Application, Policy, and Agreement Page 4 of 5 Approved By MCFA: _______________ Supplemental Usage Fees In addition to the basic fee, supplemental charges are required for the following services: • Custodian $35 per hour (per custodian) • Clean Up $90 per hour • Video Board $__________ ($350 - 0 cameras, $850 - 2 cameras, • $1,000 - 3 cameras, or $1,150 - 4 cameras) Formatted: Indent: Left: 2.81", First line: 0.19", No bullets or numbering • Vacant Suite(s) $300 per event • Hospitality Area $500 per event • Number of Attendees (1-100) $_______(101-500) $_______(501-1000) $_______ • Other Concessions Concessions will be operated and supervised by the MCFA vendor, Sodexo. No food or drink may be brought in or sold inside the stadium area without the approval of the MCFA vendor, Sodexo. Stadium rentersThe Applicant may be able to profit from concessions by providing workers for the concession stands. The MCFA vendor, Sodexo, has the right to refuse to operate concession for events inside the stadium. Estimated Statement (To be completed by MCFA Representative) Basic Fee $ 500.00 Custodian $ Clean Up $ Video Board $ Vacant Suite(s) $ Hospitality Area $ Number of Attendees $ Other $ TOTAL $ A formal invoice will be mailed after the event for the basic fee and supplemental charges. Payment is due within 7 days of the invoice date. If the event goes over the estimated hours or the premises are not returned to their original condition, additional charges may be levied and reflected in the invoice. Red Robertson Field Rental Application, Policy, and Agreement Page 5 of 5 Approved By MCFA: _______________