Miami Community Facilities Authority Packet (MCFA)

MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS AND PURCHASE ORDERS PRESENTED FOR APPROVAL SODEXO MIDWEST CLASSIC BOWL $ 1,409.27 $ 1,409.27 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION JANUARY 08, 2020, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 5:15PM WITH THE FOLLOWING MEMBERS PRESENT: Kyle Stafford, Incoming Chairman Dean Kruithof, Trust Manager Rudy Schultz, Trustee/Secretary/Treasurer Ben Loring, Trust Attorney Mark Folks, Trustee/Vice Chairman Melissa Moore, City Clerk Dustin Grover, Trustee Stacey Satterwhite, Trustee Jeremy Hogan, Trustee Bill Osborn, Trustee (Arrived at 5:20PM) Mark Rasor, Outgoing Chairman The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 2:35PM on January 07, 2020. 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 Rasor called the meeting to order at 5:18PM. Invocation Trustee Satterwhite gave the invocation. Pledge of Allegiance Chairman Rasor led the pledge of allegiance. Oath of Office for Dr. Kyle Stafford Oath was administered to Dr. Kyle Stafford by City Clerk Melissa Moore. Trustee Osborn arrived at 5:20PM Election of a Vice Chairman Dr. Mark Folks was nominated to be the Vice Chairman. There were no other nominations. Trustee Schultz 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: Schultz, Aye Satterwhite, Aye Osborn, Aye Grover, Aye Hogan, Aye Stafford, Aye Folks, Aye Chairman Stafford 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) through Item #8 (Approve Minutes: November 20, 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 Grover, Aye Stafford, Aye MCFA Page 1 of 4 January 08, 2020 Chairman Stafford declared the motion approved. Approve Claims Moved to the consent agenda. Approve Minutes: November 20, 2019 (Special) Moved to the consent agenda. Monthly Financial Report Mike Addington explained that this year’s revenue may look off because we received FY 19/20 revenues in June of FY 18/19. The expenses for this fiscal year are sixty-five thousand four hundred twenty-two dollars and eighteen cents ($65,422.18). The total available cash is one hundred ninety-nine thousand nine hundred fifty-three dollars and thirty- two cents ($199,953.32) of which one hundred thirty thousand dollars ($130,000) is informally set aside for field turf replacement. Trustee Satterwhite and Trustee Grover reported that Field Turf requested to show the field to another potential client and for allowing the showing, a free cleaning was completed. No action taken. 4 State Football, LLC Ben Loring explained that Matt Osborn with 4 State Football, LLC has failed to pay the amount the small claims court awarded the Trust. Osborn contacted the Trust and made one payment of three hundred dollars ($300). The Trust directed City Attorney Ben Loring to proceed with delivering the contempt of court to the Ottawa County Sherriff’s office. No action taken. Discussion of Suite Survey Results Jill Fitzgibbon gave an overview of the three (3) suite survey results received. The VIP parking signs were placed late in the season and should be monitored by campus police. One survey respondent recommended ice machines be made available in the common area. Trustee Osborn recommended that the survey be anonymous to possibly obtain better responses. Trustee Satterwhite recommended sending the survey out to those who did not respond, and he will make phone calls. There was a suggestion to have paper surveys in the suites that can be filled out at each game. Trustee Satterwhite mentioned that the carpet in the suites need to be cleaned. Trustee Grover stated that he thinks a request can be made to Landmark to get the carpets cleaned. No action taken. Total Commercial Spots Available per Game Jill Fitzgibbon explained that Bless Parker with Mudville Internet Broadcasting responded there is room for approximately three (3) to four (4) more commercial spots at the Miami games due to the announcer and band, and room for seven (7) to eight (8) more commercial spots at NEO games. No action taken. Stealth Contract, Responses From Companies Contacted for Sales, and Advertising Package Options Trustee Schultz explained the history of the contract with Stealth for Chairman Stafford. Trustee Schultz was contacted by Garrett Jeffries about moving forward or whether the Trust wanted to go in a new direction. The contract with Stealth is still ongoing until June 2020. Dr. Mark Rasor stated the college is in discussion with a company who handles marketing for colleges, and he would make a call tomorrow to see if this was something that company was interested in. Trustee Schultz will contact Stealth about the possibility of terminating the contract early. Dr. Rasor said he would check with some contacts at Pittsburg State University to see how they handle the marketing of their stadium. MCFA Page 2 of 4 January 08, 2020 No action taken. Suite, Scoreboard Panel, Scoreboard Commercials, and Banner Advertising A spreadsheet with the current packages available was provided to the Trust. There is one full suite and one large and four small scoreboard panels open currently. No action taken. Turf Maintenance Update Chairman Stafford explained that the previous college he was at just re-turfed their field for approximately four hundred thousand dollars ($400,000) after using it for twelve (12) years. Chairman Stafford will send the specs to Jill Fitzgibbon once received. No action taken. Cameras Trustee Satterwhite explained that the test of the extra field cameras was not successful. They did not broadcast as well to the videoboard as they did to the monitor he was watching. Chad Davis stated that maybe the videoboard does not have the pixilation that the cameras have. The cameras may be too strong or have too new of technology for the videoboard. Trustee Schultz stated the Trust would still be interested in the cameras as an option if a solution is found. Trustee Satterwhite will reach out to Bless Parker to see if a solution has been found. No action taken. Chairman and Trustee Community Announcements Dr. Mark Rasor stated that Landmark will be asked to clean the carpets in the suites tomorrow and that Pittsburg State University has an internal marketing team. 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: Schultz, Aye Satterwhite, Aye Osborn, Aye Grover, Aye Hogan, Aye Folks, Aye Stafford, Aye Chairman Stafford declared the meeting adjourned at 6:11PM. ________________________ _______________________ _______________________ Kyle Stafford, 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 Page 3 of 4 January 08, 2020  MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS AND PURCHASE ORDERS PRESENTED FOR APPROVAL WEDNESDAY, JANUARY 08, 2020 ALLEN SIGN STUDIO PLAQUES AND LETTERING FOR STADIUM $ 1,729.40 MHS FOOTBALL BOOSTER ANNUAL BOOSTER PAYMENT $ 12,000.00 CLUB MUDVILLE MIDWEST CLASSIC BOWL VIDEO $ 800.00 NEO ATHLETICS ANNUAL NEO BOOSTER PAYMENT $ 8,000.00 $ 22,529.40 MCFA Page 4 of 4 January 08, 2020 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU JANUARY 31, 2020 Revenues (accured when inv is created): Facility Lease: MPS $50,000 rec'd 6/24/19 MCFA Funds as of Suite Leases: $20,000 Current Period FY Advertising: $16,000 Original Budget 19/20 (Billed, which logged as revenue in FY 18/19, but July - Jan it is for FY 19/20, $25,400 from Crossland $12k, BEGINNING BALANCE AS OF 6/30/19 (Budget Est.) $ 161,313 $ 161,313 Satterwhite $2.4k, Family Dental $5.5k, and Osborn Drugs $5.5k) Concessions: $1,408.28 REVENUES $ 150,100 $ 38,221 Field Rental: $ TRANSFERS IN $ - $ - Misc. Facility Rental: $361.17 credit card rebate Total Revenues $ 150,100 $ 38,221 Revenue/Other: $131.64 small claims court fees Other: $320 extra suite tickets EXPENDITURES $ 95,073 $ 87,155 **Outstanding Billed Revenues: TRANSFERS OUT $ - $ - Field Rental: 4 States $914.64 ($800 has been pd.) ENCUMBRANCES OUTSTANDING OR DEBT Advertising: KGLC $600 RESERVES $ - $ - Concessions: Sodexo $1,408.28 Total Expenditures $ 95,073 $ 87,155 Net Revenues/(Expenditures) $ 216,340 $ 112,379 Expenses: Suite Expenses: $13,589.80 ($842.40 exp'd FY 18/19) Mudville Broadcasting: $9,550 ENDING BALANCE $ 216,340 $ 112,379 Banners: $1,500 ($600 exp'd 18/19) Scoreboard Panels: $6,556.12 ** Outstanding Billed Revenues $ 2,922.92 Small Claims & Contempt Filings: $264.64 (4-State Football served w/ copy of contempt citation Repair & 10/28/19) Field Turf: $4,271 Replacement Dish Network: $2,018.75 ($5.52 exp'd FY 18/19) MCFA Funds (Turf, etc.) MHS Booster Club: $12,000 Beginning Bank Balance $ 37,394.33 $ 130,000.00 NEO Booster Club: $8,000 Collected FY 18/19 Receivables $ 62,550.00 Stealth Graphics: $0 to date Outstanding FY 18/19 Collectibles $ 783.00 VIP Parking Signage: $300 Revenues $ 38,221.09 Daktronics: $27,375 Ellis-Franks Press Suite: $1,729.40 Expenses $ (87,154.71) Ending Bank Balance $ 48,870.79 $ 130,000.00 Total Available Cash $ 178,870.79  2019 Suite Survey Results Q4 - Please Q7 - Do you have any other comments, Q1 - Please rate the Q2 - Please rate the quality of Q3 - Please rate the Q5 - Please rate the Q6 - Please rate your Responder rate the questions, or concerns you would like to quality of the food. the food service. parking. access to your suite. suite. parking. share with the MCFA? I know this is a long shot ... But pull all the Neither satisfied nor dissatisfied Dissatisfied seating out and just put 2 high top tables with I like Shiloh but man she can be Neither satisfied nor Too small... Very hard Oelke Very satsified Satisfied N/A 3 chairs each or have 2 bars. When sitting in rude sometimes but other times dissatisfied to move around in - the stadium seating its too hard to get in and she can be nice. very stuffy out. Need an ice maker maybe have one on each end of suites. Other (pleas specify): Reserved parking not managed at beginning First Nat'l Satisfied Very satsified of season. Issue was N/A Very satsified Satisfied Skipped resolved for NEO games but not for MHS. J-M Farms Dissatisfied Very satsified Dissatisfied N/A Satisfied Very satsified Skipped Crossland Satisfied Satisfied Satisfied N/A Satisfied Satisfied Skipped Integris Satisfied Satisfied Satisfied N/A Satisfied Satisfied Skipped 3 Satisfied 2 Very Satisfied 1 Dissatisfied 1 Very Satisfied 1 Very Satisfied 1 Very Satisfied 2 Satisfied 1 Other - discussed 3 Satisfied 3 Satisfied Totals 3 Satisfied 1 Neither Satisfied Nor 1 Comment suggesting changes to the suites parking issues that 1 Neither Satisified 1 Dissatisfied - 1 Dissatisfied Dissatisfied - includes comment appear to have been Nor Dissatisfied includes comment about service resolved? Melissa Moore From: Rudy Schultz <rschultz@westcohomefurnishings.com> Sent: Saturday, January 18, 2020 10:14 AM To: Melissa Moore Subject: FW: Contract Caution: this email originated from an EXTERNAL SOURCE. Do not click on links or open attachments unless you recognize the sender and know the contents are safe. Melissa Please make this a part of the next MCFA packet From: Garett Jeffries [mailto:GJeffries@stealthcreative.com] Sent: Friday, January 10, 2020 12:08 PM To: Rudy Schultz <rschultz@westcohomefurnishings.com> Cc: dean@miamiokla.net; kyle.j.stafford@neo.edu Subject: RE: Contract Good afternoon Rudy, Yes, Stealth is willing to forego any rights under the current contract to explore other options. As I mentioned on our call, we just want the best fit for you all. We are happy to continue the current relationship in any capacity which includes selling these packages. I’ll be the first to acknowledge this is not the core of our business model but since we value you and Dr. Folks (I could care less about Dean…ha! Jk jk) on a personal level, we want to help in more areas than just your respective business’ marketing. Just let me know the Trust’s final decision and hope everyone has a great weekend! Garett Jeffries Managing Director (417) 626-0101 office (314) 399-2192 cell 1027 S Main Street, Ste 501 Joplin, MO 64801 stealthcreative.com From: Rudy Schultz <rschultz@westcohomefurnishings.com> Sent: Friday, January 10, 2020 11:43 AM To: Garett Jeffries <GJeffries@stealthcreative.com> Cc: dean@miamiokla.net; kyle.j.stafford@neo.edu Subject: Contract 1 Garett, Per our conversation we discussed the Stealth/MCFA relationship at our meeting Wednesday. We also took a look at the contract which, expires in May. Everybody recognizes that the sales of the packages did not go as well as either of us hoped, in part due to the timing last year (as you noted, now is the time to be marketing these packages, not in May or June). There was some discussion of possibly hiring the marketing firm that the college uses to negotiate pouring rights (Coke) and other on‐campus advertising, since this type of adverting product is more in their wheelhouse. The current contract between the Trust and Stealth is non‐exclusive in that it gives the Trust the right to sell the packages without incurring a marketing fee, but it does not speak to the issue of other firms. So the question is, is Stealth willing to forgo any rights they may have under the current contract to give the Trust the opportunity to explore other options. If so, we would explore those options asap so that in the event we have no luck we can come back to you guys to discuss what, if anything we can do together before we can too deep into the year. Let me know as soon as you can. Rudy 2  Miami Community and Facilities Authority Advertising Standards and Procedures MCFA-2020-** Effective: **/**/2020 Miami Community Facilities Authority (MCFA) advertising is operated on a nonpublic forum basis. Only commercial advertising which does not promote sexually explicit material discriminatory, offensive or divisive matters, age-regulated businesses or graphically violent materials, will be allowed on the premises. All proposed advertising will be reviewed by MCFA to ensure compliance with this policy. Should MCFA determine a submitted advertisement to be in violation of this policy, MCFA will notify the advertiser of the determination and of a right to appeal. Decisions may be appealed to the MCFA for final resolution. The following advertising materials are prohibited: 1. Political. 2. Public Issue or viewpoint. 3. Tobacco and tobacco related products, or advertisements of a business, the principal purpose of which is selling of same. 4. Marijuana and marijuana related products, or advertisements of a business, the principal purpose of which is selling of same. 5. Alcoholic beverages or advertisements of a business, the principal purpose of which is selling of same. 6. Obscene materials, sexually explicit materials, including graphic representations of sexual conduct, or advertisements of a business, the principal purpose of which is selling of same. 7. Gambling or advertisements of a business, the principal purpose of which is selling of same. 8. Guns and gun related products, or advertisements of a business, the principal purpose of which is selling of same. 9. Graphically violent or threatening materials. 10. Non-consented use of a person's name or image. 11. Race, religion, gender, color, national origin or age demeaning or discriminatory materials. MCFA Video Board and/or Field Banner Advertising Template Contract Approved: **/**/2020  Miami Community and Facilities Authority Advertising Standards and Procedures MCFA-2020-** Effective: **/**/2020 Miami Community Facilities Authority (MCFA) advertising is operated on a nonpublic forum basis. Only commercial advertising which does not promote alcoholic beverages, tobacco products, gambling, sexually explicit material discriminatory, offensive or divisive matters, age- regulated businesses or graphically violent materials, will be allowed on the premises. All proposed advertising will be reviewed by MCFA to ensure compliance with this policy. Should MCFA determine a submitted advertisement to be in violation of this policy, MCFA will notify the advertiser of the determination and of a right to appeal. Decisions may be appealed to the MCFA for final resolution. The following advertising materials are prohibited: 1. Political. 2. Public Issue or viewpoint. 3. Tobacco and tobacco related products, or advertisements of a business, the principal purpose of which is selling of same. 4. Marijuana and marijuana related products, or advertisements of a business, the principal purpose of which is selling of same. 5. Alcoholic beverages or advertisements of a business, the principal purpose of which is selling of same. 6. Obscene materials, sexually explicit materials, including graphic representations of sexual conduct, or advertisements of a business, the principal purpose of which is selling of same. 7. Gambling or advertisements of a business, the principal purpose of which is selling of same. 8. Guns and gun related products, or advertisements of a business, the principal purpose of which is selling of same. 9. Graphically violent or threatening materials. 10. Non-consented use of a person's name or image. 11. Race, religion, gender, color, national origin or age demeaning or discriminatory materials. MCFA Video Board and/or Field Banner Advertising Template Contract Approved: **/**/2020 To: Melissa Moore February 21, 2020 Northeastern Oklahoma A&M College (NEO) Miami Community Facilities Authority (MCFA) 200 I Street NE Miami, OK 74354 Email: mmoore@miamiokla.net Re: MAINTENANCE PROPOSAL FOR NORTHEASTERN OKLAHOMA A&M COLLEGE 1-FieldTurf offers to provide maintenance services for the following FieldTurf field: Field Name: NE Oklahoma A&M – Red Robertson Field Size: 82,560 SQFT Product: FTRV-57 Install Date: 08/15/2013 The scope of services under this proposal shall consist of the following on each visit offered herein: ADVANCED CARE MAINTENANCE- SMG SportChamp maintenance sessions including: (a) a general sweeping to remove foreign objects such as dirt, leaves, bird droppings, gum and other debris that may collect on the field surface; and (b) a deep groom, sweep and rejuvenation to de-compact infill in an effort to maintain appropriate G- Max levels. This is a three step process: decompaction, brushing and infill cleaning with a vacuum rotary brush and fine groom with a power surface brush. STANDARD CARE- Comprehensive Grooming: Brushing, Raking and Sweeping of FieldTurf surface. Cleaning of surface field debris, light de-compaction of infill (based on fiber type, age, use and infill depth), field sweeping and magnet sweep, and add infill as needed to high traffic areas (do not exceed 250 lbs). Overall analysis and inspection of the field and its applicable systems, including infill depth and consistency, infill migration, field edging attachments, sewn and glued seams, line verification and field inserts (inlays). Up to eight (8) minor repairs (including sewing/adhesive failures, inlay separation, and general workmanship) to the FieldTurf surface, in the discretion of the FieldCare crew at time of visit. If necessary, additional repairs can be performed on a separate visit and at an additional cost, if applicable. This offer does not include the repair of any damage to the field as a result of acts of vandalism and/or neglect. The price includes normal wear and tear; any major repairs or necessary maintenance as a result of damage due to abnormal wear and tear, abuse, vandalism, or neglect are subject to additional cost. Program 1- One (1) Year Agreement: Two (2) site visits to NE Oklahoma A&M Field Includes: -One (1) Advanced Care Visit -Two (1) Standard Care Visit -Pre and Post Field Inspections with written Field Maintenance Summary -Seam and Inlay Repairs, not to exceed eight (8) repairs up to fifteen (15) linear sqft -Field Magnet Sweep -Light Infill added to High Traffic Areas FieldTurf USA, Inc. 7445 Côte-de-Liesse Rd., Suite 200 Montréal, Québec H4T 1G2 Canada Toll Free: 1-800-724-2969 Tel.: (514) 340-9311 Fax: (514) 340-9374 Website: http://www.fieldturftarkett.com 2-The price offered is the following: PROGRAM 1: TOTAL COST PROGRAM 1: $4,271.00 The price is subject to an increase without notice in the event that there is an increase in raw materials, freight, or direct expenses in maintaining the grass surface. The Price is valid for a period of sixty (60) days. 3- Notwithstanding any other document or agreement entered into by FieldTurf in connection with the supply and installation only of its product pursuant to the present proposal, the following shall apply: a) This bid proposal and its acceptance is subject to strikes, accidents, delays beyond our control and force majeure; b) Payment shall be due within thirty (30) days of completion of each scheduled maintenance visit; c) Unless otherwise agreed upon and noted herein, the maintenance visit shall be performed as scheduled by the parties on an agreed-upon date; d) Accounts overdue beyond 30 days of billing will be charged at an interest rate of 1.5% per month (19.56% per annum); e) This proposal is based on a single mobilization. If the site is not ready and additional mobilizations are necessary additional charges will apply; f) The proposed price does not include any applicable sales or use taxes; h) In the event that FieldTurf is ultimately obliged to take collection procedures for payment, acceptor of this bid shall be liable for FieldTurf’s collection costs including attorney fees and costs. FieldTurf USA, Inc. Per: ____Chelsey Brooker_____ For FieldTurf to schedule and execute above services, a Chelsey Brooker, Regional Coordinator signed agreement and/or PO from the customer must be sent to FieldTurf directly. P: 438.469.1355 RETURN SIGNED AGREEMENT AND/OR PO TO: FieldTurf USA, Inc. READ, AGREED, AND ACCEPTED BY ADDRESSEE Fax: 438.469.1355 Email: Chelsey.Brooker@fieldturf.com Signature: _________________________________ PO/Agreement can be mailed, emailed and/or faxed All payments should be mailed to: Print Name: _________________________________ Date: ___________________________________ FieldTurf Tarkett PO #: ___________________________________ 7445 Cote-de-Liesse Road Program Selection: __________________________ Suite 200 Montreal, Quebec H4T 1G2 FieldTurf USA, Inc. 7445 Côte-de-Liesse Rd., Suite 200 Montréal, Québec H4T 1G2 Canada Toll Free: 1-800-724-2969 Tel.: (514) 340-9311 Fax: (514) 340-9374 Website: http://www.fieldturftarkett.com