Miami Community Facilities Authority Packet (MCFA)

THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION AUGUST 14, 2019, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 5:15PM WITH THE FOLLOWING MEMBERS PRESENT: Mark Rasor, Chairman Dean Kruithof, Trust Manager Rudy Schultz, Trustee/Secretary/Treasurer Ben Loring, Trust Attorney (Absent) Mark Folks, Trustee/Vice Chairman Melissa Moore, City Clerk Dustin Grover, Trustee (Absent) Stacey Satterwhite, Trustee Jeremy Hogan, Trustee Bill Osborn, Trustee The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 3:00PM on August 13, 2019. 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 Vice Chairman Folks called the meeting to order at 5:15PM. Vice Chairman Folks moved to item #5 Pledge of Allegiance, then #4 Invocation, and then #2 Oath of Office for Dr. Mark Rasor Pledge of Allegiance Trustee Satterwhite led the pledge of allegiance. Invocation Trustee Folks gave the invocation. Oath of Office for Dr. Mark Rasor Oath was administered to Dr. Mark Rasor by Melissa Moore Election of a Vice Chairman Dr. Mark Folks was nominated to be the Vice Chairman. There were no other nominations. Trustee Hogan made a motion to elect Dr. Mark Folks to be Vice Chairman. Trustee Satterwhite made the second. The Trust was polled with the following results: Hogan, Aye Satterwhite, Aye Schultz, Aye Osborn, Aye Rasor, Aye Folks, Aye Grover, Absent Chairman Rasor declared the motion approved. 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 7 through Item 8 be placed on the consent agenda. Trustee Schultz moved to transfer agenda Item #7 (Approve Claims: $1,442.40) through Item #8 (Approve Minutes: July 10, 2019 (Regular), and July 11, 2019 (Special)) to the consent agenda and approve. Trustee Folks made the second. The Trust was polled with the following results: Schultz, Aye Folks, Aye Satterwhite, Aye Hogan, Aye Osborn, Aye Rasor, Aye Grover, Absent Chairman Hale declared the motion approved. MCFA Page 1 of 4 August 14, 2019 Approve Claims: $1,442.40 Moved to the consent agenda. Approve Minutes: July 10, 2019 (Regular), and July 11, 2019 (Special) Moved to the consent agenda. Stealth Creative Marketing Garett Jeffries reported that the total revenue anticipated to date is sixteen thousand six hundred dollars ($16,600). Jeffries provided an updated list of businesses that he has contacted and businesses who are interested in advertising at the stadium. The last three (3) weeks have seen slow in responses in reaching potential advertisers. Jeffries requested to start promoting for next year earlier. No action taken. Mudville Internet Broadcasting Exclusive Video Board Operation Contract There were price changes in the new contract. The base charge for no live video, static ads only, went up one hundred dollars ($100) and the base charge for the number of cameras was raised approximately fifty dollars ($50). Trustee Osborn questioned the section where the contract refers to non-partner events to mean that if Mudville Internet Broadcasting (MIB) does not want to provide the service for that event, then does MIB still get paid. The Trustees requested that the City Attorney Ben Loring review the language of the contract. Dean Kruithof stated this language has been in prior contracts. Trustee Folks explained that in the previous discussion with MIB the Trustees learned that at one event someone else other than MIB ran the video board and MIB had to spend time trying to get the system hooked back up correctly. The deadline to let MIB know how many cameras will be used per game is August 26, 2019. The Trustees discussed who would pay the additional costs if the school wanted more than the two (2) base cameras. This topic will be on a future agenda. No action taken. Update on Miami Convention & Visitors Bureau (CVB) Events Amanda Davis reported the NJCAA Soccer Championship will be held in Enid this year due to a scheduling conflict with the date being changed to a different weekend than previously scheduled. The bid for the next three (3) years is being submitted if Council and the presenting sponsor agree. Amanda Davis updated the Trust on the 8-man game held every June, and it went great this year. The Midwest Classic Bowl Game has been the highest attended game in the league. A timeline of the process of biding for the bowl game was provided and changes made to the bowl requirements. The event if awarded will be a two (2) day event instead of the previous three (3) days. No action taken. Monthly Financial Report Jill Fitzgibbon reported the beginning balance was one hundred sixty-one thousand three hundred thirteen dollars ($161,313) The beginning outstanding receivables are sixty-eight thousand sixty-nine dollars ($68,069), which was billing that was sent in June of fiscal year 18-19 for advertising that should have been billed in July. The expenditures were one thousand three hundred sixty-four dollars ($1,364) for Dish Network and MIB. Dean Kruithof reported the outstanding claim with Four States Football, LLC from the November event was decided at small claims court and the judgement was in the Trust’s favor for one thousand four hundred fifty dollars ($1,450) plus court costs. No action taken. Advertising Contracts and Uncontracted Scoreboard Panel Jill Fitzgibbon reported there are eight (8) panels on the scoreboard, two (2) large and six (6) small. Peoria Tribe has one (1) large and one (1) small and has been contacted regarding renewing. Fitzgibbon has been in contact with Kristi MCFA Page 2 of 4 August 14, 2019 Wallace at Integris regarding their panel. Four (4) panels are open. The Trustees were briefed on the suite leases. Chairman Rasor will contact Freeman and Mercy, and Trustee Satterwhite will contact the Peoria Tribe. Replacing panels with blank boards was discussed. No action taken. Dish Satellite Service Options Steve Grimes reported that Dish Network was the only company who would agree to the Trust being able to turn the service off for months when not in use. There are eighteen (18) TVs in the stadium with analog signals. The lease includes four (4) receivers, the cost will be fifty dollars ($50) per receiver after that. The bill will be approximately thirty- six dollars ($36) more a month. The installation will cost eight hundred dollars ($800). Trustee Satterwhite made a motion to approve upgrading the service. Trustee Osborn made the second. The Trust was polled with the following results: Satterwhite, Aye Osborn, Aye Schultz, Aye Hogan, Aye Folks, Aye Rasor, Aye Grover, Absent Chairman Rasor declared the motion approved. Field Turf Maintenance Reports There was short discussion regarding the GMAX score and the field turf maintenance reports provided in their packet. No action taken. Naming a Sports Broadcasting Booth for Jim Ellis and Monty Franks Dean Kruithof explained that both Jim Ellis and Monty Franks covered sporting events at the stadium for years. There will be a plaque with a bio of both inside the broadcasting booth. Both will be recognized at both a Miami High school and NEO home game. Trustee Osborn made a motion to approve naming a specific sports broadcasting booth in the stadium for Jim Ellis and Monty Franks and identify it as such at an expense not to exceed one thousand dollars ($1,000). Trustee Hogan made the second. The Trust was polled with the following results: Osborn, Aye Hogan, Aye Schultz, Aye Satterwhite, Aye Folks, Aye Rasor, Aye Grover, Absent Chairman Rasor declared the motion approved. Suiteholder’s Luncheon, August 20, 2019 at 12:00PM, Crossland Center at Red Robertson Field Chairman Rasor reminded Trustees that the Special Meeting will begin at 11:30AM with a luncheon at noon. Chairman and Trustee Community Announcements Trustee Hogan announced Miami Public Schools start Wednesday, there is high school scrimmage this week. Miami High School’s first home game of the season is August 29th. NEO’s first home game of the season is August 30th. 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 Satterwhite made the second. The Trust was polled with the following results: MCFA Page 3 of 4 August 14, 2019 Schultz, Aye Satterwhite, Aye Folks, Aye Hogan, Aye Osborn, Aye Rasor, Aye Grover, Absent Chairman Hale declared the meeting adjourned at 6:38PM. ________________________ _______________________ _______________________ Mark Rasor, Chairman Rudy Schultz, Treasurer/Secretary Jeremy Hogan, Trustee ________________________ _______________________ ATTEST: Mark Folks, Vice Chairman Dustin Grover, Trustee ________________________ ________________________ _______________________ Melissa Moore, City Clerk Stacey Satterwhite, Trustee Bill Osborn, Trustee MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS AND PURCHASE ORDERS PRESENTED FOR APPROVAL Wednesday, August 14, 2019 ALLEN SIGNS REPLACE 2 BANNERS @ NEO A&M COLLEGE $600.00 SODEXO 8-MAN SUITE LEASE $842.40 TOTAL $1,442.40 MCFA Page 4 of 4 August 14, 2019 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN SPECIAL SESSION AUGUST 20, 2019, IN THE NEO A&M CROSSLAND CENTER COMPLEX AT 11:30AM WITH THE FOLLOWING MEMBERS PRESENT: Mark Rasor, Chairman Dean Kruithof, Trust Manager Rudy Schultz, Trustee/Secretary/Treasurer Ben Loring, Trust Attorney Bill Osborn, Trustee (Absent) Melissa Moore, City Clerk Mark Folks, Trustee/Vice Chairman (Arrived at 11:49AM) Dustin Grover, Trustee (Arrived at 12:00PM) Stacey Satterwhite, Trustee Jeremy Hogan, Trustee Notice of special meeting of the Miami Community Facilities Authority, Miami, Oklahoma, called by Chairman Mark Rasor was posted on Friday, August 16, 2019, at 8:20AM in the main lobby and the north outside entryway of the Miami Civic Center and the agenda was posted in the same manner at 10:17AM on August 19, 2019. THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM IN THIS AGENDA: Call to Order Chairman Rasor called the meeting to order at 11:32PM. Mudville Internet Broadcasting Exclusive Video Board Operation Contract The Trustees discussed the proposed contract for the video board operations for this upcoming year. Next year they would like to review the contract early. Dean Kruithof stated that if Mudville Internet Broadcasting decides they no longer want to run the video board then the next step is to obtain quotes. Trustee Satterwhite made a motion to approve the one (1) year contract with the intention to revise the contract next year. Trustee Hogan made the second. The Trust was polled with the following results: Satterwhite, Aye Hogan, Aye Schultz, Aye Rasor, Aye Osborn, Absent Folks, Absent Grover, Absent Chairman Rasor declared the motion approved. There was a discussion about who would pay the cost of the extra cameras if schools wanted to use more than the two (2) base cameras. Trustee Satterwhite made a motion to approve that the Trust will pay for the two (2) base cameras and any additional cameras utilized would be paid for by the schools. Trustee Schultz made the second. The Trust was polled with the following results: Satterwhite, Aye Schultz, Aye Hogan, Aye Rasor, Aye Osborn, Absent Folks, Absent Grover, Absent Chairman Rasor declared the motion approved. Panels, Suites, Banners & Video Advertising The three options were discussed for the open panels: replacing the panels with white panels and applying the new ad graphics on site, cover the ad with vinyl and replace the panel when the ad sell, or leave them as is until they sell. Trustee Satterwhite announced that the Peoria Tribe would continue with the suite lease but not renew the advertising contracts. Dean Kruithof stated the area with the City of Miami logo will be replaced with the Visit Miami logo and will cost approximately nine hundred dollars ($900). MCFA - Special Page 1 of 3 August 20, 2019 Trustee Schultz made a motion to replace the open panels with white blank panels. Trustee Hogan made the second. The Trust was polled with the following results: Schultz, Aye Hogan, Aye Satterwhite, Aye Rasor, Aye Osborn, Absent Folks, Absent Grover, Absent Chairman Rasor declared the motion approved. There is possibly two (2) half suites available and the question was asked if current suiteholders could purchase additional suite tickets for games. There was a discussion about allowing suiteholders to purchase suite tickets for an additional fee per season. Trustee Schultz made a motion to approve current suiteholders receiving a twenty percent (20%) discount on purchasing open suite seat tickets for the season, but the suiteholder would need to purchase five (5) suite seat tickets, which would include both NEO & Miami Public School games. Trustee Satterwhite made the second. The Trust was polled with the following results: Schultz, Aye Satterwhite, Aye Hogan, Aye Rasor, Aye Osborn, Absent Folks, Absent Grover, Absent Chairman Rasor declared the motion approved. Trustee Folks arrived at 11:49AM. Trustee Hogan made a motion to approve allowing current suiteholders the option to amend the current contract to include a twenty percent (20%) discount panel advertising for a five (5) year agreement. Trustee Satterwhite made the second. The Trust was polled with the following results: Hogan, Aye Satterwhite, Aye Schultz, Aye Rasor, Aye Folks, Aye Osborn, Absent Grover, Absent Chairman Rasor declared the motion approved. Discussion of 2019-2020 Season/Operations Chairman Rasor welcomed everyone. The attendees ate lunch prepared by Sodexo, which highlighted this season’s suite menu. Chairman Rasor introduced Cathy Cunningham with Sodexo. Cunningham gave a brief overview of the menu. The suites will open one (1) hour prior to the game and food will be replenished through halftime. After halftime the food will remain out and Sodexo staff will start cleaning up during the fourth (4th) quarter. Cunningham introduced the new Catering Coordinator and asked that everyone let her know if the suite will not be used for a game. Suites will be open for stocking from 2PM-6PM every Tuesday. If a different time needs to be set up, then suiteholders must notify Cathy for scheduling. Coach Gardner spoke about looking forward to the upcoming season. Coach Allen stated it was a very productive summer. Marcel Walther asked about current suiteholders purchasing empty suite seat tickets for each game. No action taken. Discussion of NJCAA 2019 Midwest Classic Bowl Game and Suite Usage Amanda Davis handed out folders with event information. This event is not included in their already paid suite leases. The price of two hundred fifty dollars ($250) for the suite for this event covers the expense of the suite. The Midwest Classic Bowl Game had the highest attendance of any game in the league. Davis will need to know by November 15, 2019 who will be using their suite. No action taken. MCFA - Special Page 2 of 3 August 20, 2019 Future Plans No discussion. Adjournment To the extent that a quorum of the Miami Community Facilities Authority was in attendance, the meeting of the respective public body was deemed to adjourn when the last person left the meeting at 12:39PM. ________________________ _______________________ _______________________ Mark Rasor, Chairman Rudy Schultz, Treasurer/Secretary Jeremy Hogan, Trustee ________________________ _______________________ ATTEST: Mark Folks, Vice Chairman Dustin Grover, Trustee ________________________ ________________________ _______________________ Melissa Moore, City Clerk Stacey Satterwhite, Trustee Bill Osborn, Trustee MCFA - Special Page 3 of 3 August 20, 2019