Miami Community Facilities Authority Packet (MCFA)

OATH OF OFFICE (Oklahoma Constitution, Article XV, §1; 51 O.S. §36.3; 11 O.S. §8-103) I, Dustin Grover, do solemnly swear (or affirm) that I will support, obey, and defend the Constitution of the United States, and the Constitution of the State of Oklahoma, and that I will not, knowingly, receive, directly or indirectly, any money or other valuable thing, for the performance or nonperformance of any act or duty pertaining to my office, other than the compensation allowed by law; I further swear (or affirm) that I will faithfully discharge, according to the best of my ability, the duties of my office during such time as I am a member of the Miami Community Facilities Authority (MCFA) board of trustees of the City of Miami, Oklahoma. __________________________________________ Dustin Grover STATE OF OKLAHOMA ) COUNTY OF OTTAWA ) SS Subscribed and sworn to (or affirmed) before me on this _______ day of ______________________, 201____, by ____________________________________________. __________________________________________ _________________________, Notary Public Commission Number: _______________ Commission Expires: _______________ [NOTARIAL SEAL] [* Per 11 O.S. §8-104, municipal oaths may be administered by “[a]ll officers authorized by state law, the mayor, the municipal clerk, the city manager or municipal judge and all such other officers as the municipal governing body may authorize…”. Also, per 49 O.S. §6, “[n]otaries public shall have authority … to administer oaths…”.] Page 1 of 1 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN SPECIAL SESSION JUNE 26, 2018, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 3:30PM 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 (Absent) Dale Patterson, Trustee (Arrived at 3:40PM) Stacey Satterwhite, Trustee Jeremy Hogan, Trustee (Absent) Notice of special meeting of the Miami Community Facilities Authority, Miami, Oklahoma, called by Chairman Jeff Hale was posted on Friday, June 22, 2018, at 8:15AM in the main lobby and the north outside entryway of the Miami Civic Center and the agenda was posted in the same manner at 3:11PM on June 25, 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 3:38PM. Invocation Trustee Johnson gave the invocation. Pledge of Allegiance City Attorney Ben Loring led the pledge of allegiance. 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 5 through Item 6 be placed on the consent agenda. Trustee Schultz moved to transfer agenda Item #5 (Approve Claims: $1,589.01) through Item #6 (Approve Minutes: May 23, 2018 (Regular)) to the consent agenda and approve. Trustee Johnson made the second. The Trust was polled with the following results: Schultz, Aye Johnson, Aye Satterwhite, Aye Hale, Aye Patterson, Absent Hogan, Absent Folks, Absent Chairman Hale declared the motion approved. Approve Claims: $1,589.01 Moved to the consent agenda. Approve Minutes: May 23, 2018 (Regular) Moved to the consent agenda. Trustee Patterson arrived at 3:40PM. Monthly Financial Report Chairman Hale thanked Jill Fitzgibbon and her staff. The revenue is one hundred sixty-seven thousand one hundred fifty-eight dollars ($167,158). The total expenditures are two hundred thirty-three thousand four hundred ninety-eight dollars ($233,498). The ending balance is one hundred twenty-three thousand one hundred eighty-seven dollars MCFA Page 1 of 4 June 26, 2018 ($123,187). This includes the payment from Integris scoreboard advertising for FY 2017-2018 and FY 2018-2019. The remaining FY 2018-2019 invoices will go out in July. No action taken. Contract With Architects in Partnership for the City of Miami Multi-Purpose Sport Complex/Red Robertson Field South End Honors Plaza Dean Kruithof reported that he spoke with Matt Graves regarding an invoice for approximately twenty-four thousand dollars ($24,000). Graves agreed to look at the engineering fees at a budgeted amount instead of the bid amount for a reduced invoice. The estimate of the total amount for engineering will be twenty-five thousand dollars ($25,000), Graves is working on the numbers and will get with Kruithof. Chairman Hale stated there are two-line items with the Architects in Partnership (AIP) bill: professional services and reimbursable. There was a discussion regarding where the money is going to come from, either MCFA or the Council, or if it would be split by both. The current contract with AIP is with the City Council, a contract with MCFA was not provided at this meeting. Council approved one hundred eighty thousand five hundred dollars ($180,500). Kruithof gave a brief history regarding the first idea for a concrete patio to the first initial estimate of the project, then how the mission creeped with project to opening the first bid, and the second bid opening. Each Trustee gave their input on the project and the budget. Trustee Satterwhite stated the engineering fees should be front and center of any project budget moving forward. Chairman Hale moved to approve the AIP contract not to exceed $27,500 with the City Manager bringing back the final numbers. Trustee Schultz made the second. The Trust was polled with the following results: Hale, Aye Schultz, Aye Satterwhite, Aye Johnson, Aye Patterson, Nay Folks, Absent Hogan, Absent Chairman Hale declared the motion approved. Contract With Crossland for the City of Miami Multi-Purpose Sport Complex/Red Robertson Field South End Honors Plaza Matt Graves via conference call explained the process to get the project started. Crossland would have sixty (60) days after the notice to proceed is issued to complete the project. The notice to proceed will give the start and completion date with the ten (10) days to mobilize. This would be a possible start date in late July. There was discussion regarding the start and completion dates, with the safety of the public in mind. Chairman Hale brought up a concern with game day traffic and a construction site. The foundry is willing to hold the Steve Owens statue for a reasonable time. Graves stated that he would need to discuss with Crossland the possibility of delaying the notice to proceed and start date. Chad Davis mentioned the concern of the construction with High School football, Satterwhite voiced the same concern with Miami Youth Football. Bill Osborn voiced concern with the completion date from the group fundraising for the statue. Chairman Hale directed Matt Graves to work with Crossland to come up with three (3) timelines: a September 21st deadline, November 2nd deadline, and starting construction after the bowl game in December. Trustee Schultz stated the purchase of the materials to lock in the price can be done if needed. Trustee Schultz moved to approve the contract with Crossland for the City of Miami Multi-Purpose Sport Complex/Red Robertson Field South End. Trustee Johnson made the second. The Trust was polled with the following results: Schultz, Aye Johnson, Aye Patterson, Aye Satterwhite, Aye Hale, Aye Folks, Absent Hogan, Absent Chairman Hale declared the motion approved. Steve Owens Statue Update Bill Osborn stated the goal is to raise seventy-five thousand dollars ($75,000). Fifty-seven percent (57%) of the money has been committed. A public campaign is kicking off to allow anyone to donate who wishes. Dean Kruithof stated Carol Calcagno is very happy with the initial look of the statue. MCFA Page 2 of 4 June 26, 2018 No action taken. Steve Owens House Tabled. Mudville Internet Broadcasting Exclusive Video Board Operation Contract Ben Loring stated that he clarified with Bless Parker the right of first refusal. Loring stated that Bless Parker is not agreeable to changing the section regarding, “any events operated by someone other than Mudville Internet Broadcasting (MIB) will still result in MIB being paid the seven hundred fifty dollar ($750) base fee for that event.” Loring stated that Parker’s argument is that some of the wiring belongs to him personally, and also in the past MCFA allowed other people to use the equipment and they made changes to the set up. Chairman Hale requested to invite Bless Parker to the next meeting to discuss the contract proposal. No action taken. Chairman and Trustee Community Announcements Trustee Schultz thanked Dale Patterson for his time and commitment to MCFA and NEO. Patterson stated he is proud of MCFA and the new stadium. He has enjoyed his time here and had a lot of fun. Patterson stated he played for Red Robertson and stated Mr. Robertson would be proud of the stadium. Trustee Satterwhite thanked Patterson for his service. Adjournment Trustee Satterwhite moved to adjourn. Trustee Schultz made the second. The Trust was polled with the following results: Satterwhite, Aye Schultz, Aye Johnson, Aye Patterson, Aye Hale, Aye Hogan, Absent Folks, Absent Chairman Hale declared the meeting adjourned at 4:33PM. ________________________ _______________________ _______________________ 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 3 of 4 June 26, 2018  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 MCFA Page 4 of 4 June 26, 2018 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU JUNE 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 - June 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 $ 235,087 Suite Expenses $16,995.19; TRANSFERS OUT $ - $ - Dish Network $1,079.75; ENCUMBRANCES OUTSTANDING OR DEBT RESERVES $ - $ - Mudville Broadcasting $10,950; Total Expenditures $ 147,823 $ 235,087 MHS Booster Club $12,000; NEO Booster Club $8,000; Field Banners & Install $ Net Revenues/(Expenditures) $ 195,654 $ 121,598 Loan Pymt: $165,064.94 (PAID IN FULL); FieldTurf - $4,995; ENDING BALANCE $ 195,654 $ 121,598 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.) Miami Trophy & Screen Printing - $49.71; Beginning Bank Balance $ 47,565.21 $ 80,000.00 Sodexo - $157.50 Revenues $ - $ - Expenses $ (1,589.01) $ - Ending Bank Balance $ 45,976.20 $ 80,000.00 Total Available Cash $ 125,976.20 The attached contract is Bless Parker’s contract with only two changes, the formatting has been changed and the last sentence to the second paragraph was added after Bless and I discussed the contract. This addendum was solely to define what was meant by his having a “right of first refusal” for the next two years – which I set out my understanding and to which he agreed. This leaves the other issue that I was to discuss with him written exactly as he had set out in his proposal, as we could not agree on the issue of whether the contract is to apply to ALL activities at the field where the scoreboard is used, or just to MHS and NEO football games. He was insistent that the contract should be universal. His reasoning was that when other people have come into and used the video board in the past, they have “messed with” the wiring, unhooked things, hooked other things up differently, etc. which left him with trying to figure out what was done so he could get things to work properly for his needs, often on a short timeframe, such as right before a game. He also says he personally owns some of the wiring involved. This issue needs to be resolved and that resolution reflected in the contract. While we are at it, the contract as a whole could be cleaned up and made a little clearer. As I said, while this contract looks a little different from his original, it is exactly the same wording as his original, except for the added sentence. We had to reformat the document in order to add the sentence.  Video Board Contract This contract between Mudville Internet Broadcasting (MIB) and MCFA will run from 07/01/2018 to 06/30/2019. MIB will have the exclusive rights to operate the video board at all events during the time frame of this contract. Any events operated by someone other than MIB will still result in MIB being paid the $750 base fee for that event. MIB also retains the right to first refusal for 2019-2020. As used herein, the term “right of first refusal” means that if some other vendor makes a better of different offer, then MIB has the right to match same. All content for MHS must be emailed to MIB no later than the Tuesday at 4:00 pm prior to the Friday night game. All content for NEO must be emailed to MIB no later than the Wednesday at 4:00 pm prior to the Saturday game. Any games schedule on Thursday for either team will have a deadline of Monday at 4:00 pm prior to the event. Any content delivered or changed past the deadline will result in a $100 late/change fee per change to be added for that weeks game. Email address that all content needs to be emailed to is werpar5@swbell.net . Fee Schedule: All prices are per event & per day. Partner Events: Base Charge No live video – Static Ads only $300. Base Charge 2 Cameras $750. Base Charge 3 Cameras $850. Base Charge 4 Cameras $950. Non Partner: Base Charge No live video-Static Ads only $400. Base Charge 2 Cameras $900. Base Charge 3 Cameras $1000. Base Charge 4 Cameras $1150. Base 2 camera charge includes 2 cameras both on top of press box. For cameras onfield level you would have to choose Base 3 camera or Base 4 camera. Base 3 and Base 4 are the only packages that allow for field level cameras. MNS and NEO must notify MIB how many cameras they would like per football game for the 2018 season by 8-19-2018. So MIB can hire & schedule employees accordingly. Any Non-partner events must email all video board content to MIB no later than 4 days prior to the event at 4 p.m. Any content provided after that will be charged a $100 late/change fee. All content must be email to MIB at werpar5@swbell.net. MIB ________________________ MCFA ______________________