Miami Community Facilities Authority Packet (MCFA)

MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS AND PURCHASE ORDERS PRESENTED FOR APPROVAL Tuesday, June 26, 2018 RECOGNITION FOR SERVICE-DALE MIAMI TROPHY & SCREEN PRINTING PATTERSON $49.71 MUDVILLE VIDEO BOARD PROD. 8-MAN $750.00 SODEXO SUITE BILLING - 8-MAN FOOTBALL $631.80 SODEXO 10 FOR LUNCH WITH DR. HALE $157.50 TOTAL $1,589.01 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION MAY 23, 2018, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 5:15 PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman Dean Kruithof, Trust Manager Rudy Schultz, Trustee/Secretary/Treasurer Ben Loring, Trust Attorney Neal Johnson, Trustee Melissa Moore, City Clerk Mark Folks, Trustee/Vice Chairman Dale Patterson, Trustee Stacey Satterwhite, Trustee (Absent) Jeremy Hogan, Trustee (Absent) The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 3:27PM on May 22, 2018. THE TRUST MAY DISCUSS, CONSIDER, VOTE ON, AND/OR MAKE RECOMMENDATION TO THE CITY COUNCIL ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Hale called the meeting to order at 5:14PM. Invocation Chairman Hale gave the invocation. Pledge of Allegiance Trustee Folks led the pledge of allegiance. Chairman Hale moved to agenda item #12 Bid(s) for the City of Miami Multi-Purpose Sport Complex/ Red Robertson Field South End Honors Plaza Bid(s) for the City of Miami Multi-Purpose Sport Complex/ Red Robertson Field South End Honors Plaza Matt Graves reported via phone conference that there were three (3) bids received yesterday on the re-bid. A bid tab was provided. The base bid included a reduction of the overall patio width by ten feet (10’) with a steel guard rail around the perimeter instead of the masonry and decorative steel. The play clocks remain in the same location, and some sod. The add alternates are: 1) masonry wall with cast stone cap and steel panels, 2) concrete and masonry planter, 3) concrete and masonry statue base, and 4) irrigation repair and extension to the west side. There was discussion between the original bids and the re-bids. The original low bid was from Neece Concrete for two hundred fifty-six thousand eight hundred thirty-nine dollars ($256,839.00) and included the three thousand seven hundred square foot (3,700 SF) patio, a guard rail with masonry and decorative steel, relocating the play clocks, concrete and masonry planters and all other add alternates listed above. The low bidder for the base bid only was Marion Construction for one hundred fifty-five thousand three hundred dollars ($155,300) which included the concrete patio only. Graves recommends doing the masonry now, there would be an increase in cost if done later. Once the alternates are added in, the low bidder becomes Crossland Construction. There was a discussion regarding where the other funding would come from. Chairman Hale stated there will be less pressure on the expense side due to paying off the scoreboard loan. There was discussion regarding the funding for the field turf replacement. MCFA Page 1 of 4 May 23, 2018 Chairman Hale moved to accept the Crossland Construction base bid and all the alternates, except alternate two (2) the concrete and masonry planter for a total cost of two hundred twenty-five thousand eight hundred dollars ($225,800) which is a forty-five thousand three hundred-dollar ($45,300) expense for the Trust. Trustee Schultz made the second. The Trust was polled with the following results: Hale, Aye Schultz, Aye Patterson, Aye Johnson, Aye Folks, Aye Hogan, Absent Satterwhite, Absent Chairman Hale declared the motion approved. Steve Owens Statue Update Dean Kruithof reported the foundry has been paid up to date. Status photos of the statue were shown. The statue is expected to be completed by Labor Day 2018. Oath of Office for Neal Johnson Oath of Office for Neal Johnson was taken care of before the meeting. Chairman Hale stated CONSENT AGENDA By unanimous consent, the public body may designate non-controversial 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 6 through Item 9 be placed on the consent agenda. Trustee Schultz moved to transfer agenda Item #6 (Approve Minutes: April 25, 2018) and Item #9 (Approve Facility Use Agreement Between MCFA and City of Miami) to the consent agenda and approve. Trustee Folks made the second. The Trust was polled with the following results: Schultz, Aye Folks, Aye Patterson, Aye Johnson, Aye Hale, Aye Hogan, Absent Satterwhite, Absent Chairman Hale declared the motion approved. Approve Minutes: April 25, 2018 (Regular) Moved to consent agenda. Approve Facility Use Agreement Between MCFA and City of Miami Moved to consent agenda. Agenda item #7 Approve Facility Use Agreement Between MCFA and Miami Public Schools and agenda item #8 Approve Facility Use Agreement Between MCFA and NEO A & M College were discussed together MCFA Page 2 of 4 May 23, 2018 Approve Facility Use Agreement Between MCFA and Miami Public Schools and Approve Facility Use Agreement Between MCFA and NEO A & M College Ben Loring explained there were changes to both the Miami Public Schools and the NEO A & M College agreements to include wording that was utilized in the City of Miami agreement. Trustee Schultz moved to approve agenda Item #7 (Approve Facility Use Agreement Between MCFA and Miami Public Schools) and Item #8 (Approve Facility Use Agreement Between MCFA and NEO A & M College). Trustee Patterson made the second. The Trust was polled with the following results: Schultz, Aye Patterson, Aye Folks, Aye Johnson, Aye Hale, Aye Hogan, Absent Satterwhite, Absent Chairman Hale declared the motion approved. Agenda item #10 Monthly Financial Report and agenda item #11 Discussion and Approval of Fiscal Year 18-19 Budget were discussed together Monthly Financial Report and Discussion and Approval of Fiscal Year 18-19 Budget Jill Fitzgibbon explained the total revenues are one hundred sixty-seven thousand one hundred fifty-eight dollars ($167,158). Total expenditures are two hundred thirty-three thousand four hundred ninety-eight dollars ($233,498). The total cash available is one hundred thirteen thousand nine hundred eleven dollars and one cent ($113,911.01). Fitzgibbon went over the proposed budget with the Trustees. The funding for the NEO and Miami Schools booster clubs will remain in the FY 2018-2019 budget and will be revisited each funding cycle. Chairman Hale moved to approve the Fiscal Year 18-19 budget with the changes discussed. Trustee Schultz made the second. The Trust was polled with the following results: Hale, Aye Schultz, Aye Patterson, Aye Johnson, Aye Folks, Aye Hogan, Absent Satterwhite, Absent Chairman Hale declared the motion approved. Mudville Internet Broadcasting Exclusive Video Board Operation Contract Discussion was held regarding the current proposed contract submitted by Bless Parker and the previous contract executed. City Attorney Ben Loring stated he is concerned regarding the first right of refusal but this has been in the contract for previous years. Trustee Schultz stated there needs to be a clear distinction of the value of service. No action taken. Chairman and Trustee Community Announcements Trustee Patterson announced that there was five (5) tons of coolplay placed on the field last week. The 8-Man football game will occur in June. Dustin Grover will be replacing Dale Patterson at NEO when he retires at the end of June. 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. Adjournment Trustee Schultz moved to adjourn. Trustee Johnson made the second. The Trust was polled with the following results: Schultz, Aye Johnson, Aye Patterson, Aye Folks, Aye Hale, Aye Satterwhite, Absent Hogan, Absent Chairman Hale declared the meeting adjourned at 6:31PM. MCFA Page 3 of 4 May 23, 2018 ________________________ _______________________ _______________________ Jeff Hale, Chairman Rudy Schultz, Treasurer/Secretary Jeremy Hogan, Trustee ________________________ _______________________ ATTEST: Mark Folks, Vice Chairman Dale Patterson, Trustee ________________________ ________________________ _______________________ Melissa Moore, City Clerk Stacey Satterwhite, Trustee Neal Johnson, Trustee MCFA Page 4 of 4 May 23, 2018 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU APRIL 30, 2018 Revenues: Facility Lease FY 17/18 MPS $50,000; MCFA Funds as of Suite Lease $15,000; Current Period FY 16/17 - Advertising $99,000; Original Budget Phase III Concessions $1,668.26; Field Rental $; July - Apr Misc. Facility Rental $; BEGINNING BALANCE AS OF 6/30/17 $ 189,527 $ 189,527 Revenue/Other $1,490 (Gate Permian v Quincy FB game) REVENUES $ 153,950 $ 167,158 TRANSFERS IN Outstanding: Advertising Revenue $; **See $ - $ - Below for Outstanding Billed Revenues by Fiscal Total Revenues $ 153,950 $ 167,158 Year. Expenses: EXPENDITURES $ 147,823 $ 233,498 Suite Expenses $16,363.39; TRANSFERS OUT $ - $ - Dish Network $1,079.75; ENCUMBRANCES OUTSTANDING OR DEBT RESERVES $ - $ - Mudville Broadcasting $10,200; Total Expenditures $ 147,823 $ 233,498 MHS Booster Club $12,000; NEO Booster Club $8,000; Field Banners & Install $ Net Revenues/(Expenditures) $ 195,654 $ 123,187 Loan Pymt: $165,064.94 (PAID IN FULL); FieldTurf - $4,995; ENDING BALANCE $ 195,654 $ 123,187 Legal Fees - $; Choice Marketing - $6,812.50; Allen Sign - $5,289 (Mesh Banners & Banners for **FY 17/18 Billed Revenues Outstanding $ - East side of stadium); UT Permian Basin v Quincy game expenses - Repair & $938.52; Commercial Glass & Metal - $797; Replacement Sunbelt Rentals (glass repair) - $1,957.80 MCFA Funds (Turf, etc.) Beginning Bank Balance $ 40,815.21 $ 80,000.00 Revenues $ 6,750.00 $ - Expenses $ - $ - Ending Bank Balance $ 47,565.21 $ 80,000.00 Total Available Cash $ 127,565.21