Miami Community Facilities Authority Packet (MCFA)

MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS AND PURCHASE ORDERS PRESENTED FOR APPROVAL Wednesday, June 10, 2020 ALLEN SIGNS BANNER FOR STADIUM $ 300.00 FIELD TURF MAINTENANCE $ 2,360.50 TOTAL $ 2,660.50 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION FEBRUARY 26, 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 (Via Phone Conference) Mark Folks, Trustee/Vice Chairman Melissa Moore, City Clerk Dustin Grover, Trustee Stacey Satterwhite, Trustee Jeremy Hogan, Trustee (Absent) Bill Osborn, Trustee (Absent) The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 2:45PM on February 25, 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 Stafford called the meeting to order at 5:20PM. Invocation Mike Addington gave the invocation. Pledge of Allegiance Chairman Stafford 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) through Item #6 (Approve Minutes: January 08, 2020 (Regular)) 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 Grover, Aye Stafford, Aye Hogan, Absent Osborn, Absent Chairman Stafford declared the motion approved. Approve Claims Moved to the consent agenda. Approve Minutes: January 08, 2020 (Regular) Moved to the consent agenda. Monthly Financial Report Municipal Finance Manager 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 eighty-seven thousand one hundred fifty-five dollars ($87,155). The total available cash is one hundred seventy-eight thousand eight hundred seventy dollars and seventy-nine cents ($178,870.79) of which one hundred thirty thousand dollars ($130,000) is informally set aside for field turf replacement. 4 States Football LLC still owes nine hundred fourteen dollars and sixty-four cents ($914.64). There was one suite open last season, three hundred and twenty ($320.00) in suite tickets were sold, eighty dollars ($80) a seat. MCFA Page 1 of 4 February 26, 2020 No action taken. Discussion of Suite Survey Results Jill Fitzgibbon submitted the five (5) responses to the suite survey in the Trust’s packet. No action taken. Marketing for the Stadium The Trustees sold the scoreboard panels the first time. The sale renewals were handled by the Trustees and then the Trust engaged Stealth Creative to try and sell the panels that were not renewed. The banners are cheaper and may be more cost effective for sponsors, which could be a factor in why the panels did not renew. Chairman Stafford requested information regarding what is available and what is sold. Chairman Stafford also asked for foot traffic numbers which will not include the bowl game since it will no longer occur. No action taken. Advertising Standards and Procedures Ben Loring explained that the revised advertising standards and procedures eliminates any age regulated business such as alcohol, tobacco, medical marijuana, and adult businesses from being allowed to advertise at the stadium. This will ensure that we are consistent in what we do. The Trustees reviewed the changes. Trustee Schultz made a motion to approve the advertising standards and procedures. Trustee Folks made the second. The Trust was polled with the following results: Schultz, Aye Folks, Aye Satterwhite, Aye Grover, Aye Stafford, Aye Osborn, Absent Hogan, Absent Chairman Stafford declared the motion approved. Field Turf USA, Inc. One (1) Year Maintenance Agreement for Field Turf at City of Miami Multi-Purpose Sport Complex/Red Robertson Field Trustee Grover explained it is time to renew the maintenance agreement for the field turf. Trustee Satterwhite made a motion to approve the Field Turf USA, Inc one (1) year maintenance agreement for Field Turf at the City of Multi-Purpose Sport Complex/ Red Robertson Field. Trustee Schultz made the second. The Trust was polled with the following results: Satterwhite, Aye Schultz, Aye Grover, Aye Folks, Aye Stafford, Aye Osborn, Absent Hogan, Absent Chairman Stafford declared the motion approved. Northeast Oklahoma Soccer Association (NEOSA) Memorandum of Understanding (MOU) to use City of Miami Multi- Purpose Sport Complex/Red Robertson Field Contingent Upon the Submission of all Required Contract Documents Agenda item #12 and #13 were discussed and voted on together. Trustee Grover explained that Northeastern Oklahoma Soccer Association (NEOSA) and Youth Athletic Development Foundation (YADF) would like to use the field when it is available. Trustee Grover stated what we are waiting on the insurance paperwork and they will use the field sparingly. Trustee Satterwhite stated they need to make sure that they are paying attention to what is going on while using the field. MCFA Page 2 of 4 February 26, 2020 Trustee Folks made a motion to approve the memorandum of understanding with NEOSA and YADF for use of the City of Miami Multi-Purpose Sport Complex/Red Robertson Field contingent upon the submission of all required contract documents. Trustee Schultz made the second. The Trust was polled with the following results: Folks, Aye Schultz, Aye Grover, Aye Satterwhite, Aye Stafford, Aye Osborn, Absent Hogan, Absent Chairman Stafford declared the motion approved. Youth Athletic Development Foundation (YADF) Memorandum of Understanding (MOU) to use City of Miami Multi- Purpose Sport Complex/Red Robertson Field Contingent Upon the Submission of all Required Contract Documents This agenda item was discussed and voted on with agenda item #12. Video Board Operations and Cameras Mudville Internet Broadcasting which is owned by Bless Parker is currently contracted to operate the video board operations and cameras. If he is elected by the citizens to become Mayor the Trust will not be able to renew its contract with this company. Trustee Satterwhite explained he was told that if Mr. Parker is elected, he will sell the business to John Bearden. There was discussion about sending out a request for proposals (RFP) and whether there is an option for NEO A&M College to submit a proposal and run it inhouse. The last time an RFP was sent out there was only one (1) response. The tri-caster needs to be updated before new cameras can be purchased. The purchase of new cameras will decrease the price from eight hundred dollars ($800) to two hundred dollars ($200) per game due to a reduction in needed personnel, from five (5) people to one (1) person. The Trust will need to see what is promised to the suiteholders and video board advertisers. There was discussion of the current contract terms with Mudville Internet Broadcasting. City Attorney Ben Loring clarified that an elected or appointed Councilmember may not own more than fifteen percent (15%) of a business that has a contract with the City or the Trusts. Ben Loring will research to determine in NEO can submit a proposal. No action taken. Chairman and Trustee Community Announcements None. 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)) Trustee Satterwhite requested the booster club payments be on the next agenda. Adjournment Trustee Schultz moved to adjourn. Trustee Folks made the second. The Trust was polled with the following results: Schultz, Aye Folks, Aye Satterwhite, Aye Grover, Aye Stafford, Aye Osborn, Absent Hogan, Absent Chairman Stafford declared the meeting adjourned at 6:12PM. ________________________ _______________________ _______________________ 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 February 26, 2020  MIAMI COMMUNITY FACILITIES AUTHORITY CLAIMS AND PURCHASE ORDERS PRESENTED FOR APPROVAL SODEXO MIDWEST CLASSIC BOWL $ 1,409.27 $ 1,409.27 MCFA Page 4 of 4 February 26, 2020 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU May 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 + $320 extra suite tickets Current Period FY Advertising: $16,000 Original Budget 19/20 (Billed, which logged as revenue in FY 18/19, but July - May it is for FY 19/20, $25,400 = 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: $0 TRANSFERS IN $ - $ - Misc. Facility Rental: $361.17 credit card rebate Total Revenues $ 150,100 $ 38,221 Revenue/Other: $131.64 small claims court fees EXPENDITURES **Outstanding Billed Revenues: $ 95,073 $ 88,881 Field Rental: 4 States $914.64 ($800 has been pd.) TRANSFERS OUT $ - $ - Advertising: KGLC $600 ENCUMBRANCES OUTSTANDING OR DEBT RESERVES $ - $ - Total Expenditures $ 95,073 $ 88,881 Net Revenues/(Expenditures) $ 216,340 $ 110,654 Expenses: Suite Expenses: $14,999.07 ($842.40 exp'd FY 18/19) Mudville Broadcasting: $9,550 ENDING BALANCE $ 216,340 $ 110,654 Banners: $1,500+300 ($600 exp'd 18/19) Scoreboard Panels: $6,556.12 ** Outstanding Billed Revenues $ 1,514.64 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: 2035.34 ($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 $ (88,880.57) Ending Bank Balance $ 48,553.21 $ 130,000.00 Total Available Cash $ 178,553.21 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU FEBRUARY 29, 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 + $320 extra suite tickets Current Period FY Advertising: $16,000 Original Budget 19/20 (Billed, which logged as revenue in FY 18/19, but it is for FY 19/20, $25,400 = Crossland $12k, July - Feb Satterwhite $2.4k, Family Dental $5.5k, and BEGINNING BALANCE AS OF 6/30/19 (Budget Est.) $ 161,313 $ 161,313 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 Revenue/Other: $131.64 small claims court fees Total Revenues $ 150,100 $ 38,221 **Outstanding Billed Revenues: EXPENDITURES $ 95,073 $ 88,564 Field Rental: 4 States $914.64 ($800 has been pd.) TRANSFERS OUT $ - $ - Advertising: KGLC $600 ENCUMBRANCES OUTSTANDING OR DEBT RESERVES $ - $ - Total Expenditures $ 95,073 $ 88,564 Net Revenues/(Expenditures) $ 216,340 $ 110,970 Expenses: Suite Expenses: $14,999.07 ($842.40 exp'd FY 18/19) Mudville Broadcasting: $9,550 ENDING BALANCE $ 216,340 $ 110,970 Banners: $1,500 ($600 exp'd 18/19) Scoreboard Panels: $6,556.12 ** Outstanding Billed Revenues $ 1,514.64 Small Claims & Contempt Filings: $264.64 (4-State Football served w/ copy of contempt citation 10/28/19) Repair & 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 Daktronics: $27,375 Revenues $ 38,221.09 Ellis-Franks Press Suite: $1,729.40 Expenses $ (88,563.98) Ending Bank Balance $ 48,869.80 $ 130,000.00 Total Available Cash $ 178,869.80 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU MARCH 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 + $320 extra suite tickets Current Period FY Advertising: $16,000 Original Budget 19/20 (Billed, which logged as revenue in FY 18/19, but July - Mar it is for FY 19/20, $25,400 = 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: $0 TRANSFERS IN $ - $ - Misc. Facility Rental: $361.17 credit card rebate Total Revenues $ 150,100 $ 38,221 Revenue/Other: $131.64 small claims court fees EXPENDITURES **Outstanding Billed Revenues: $ 95,073 $ 88,870 Field Rental: 4 States $914.64 ($800 has been pd.) TRANSFERS OUT $ - $ - Advertising: KGLC $600 ENCUMBRANCES OUTSTANDING OR DEBT RESERVES $ - $ - Total Expenditures $ 95,073 $ 88,870 Net Revenues/(Expenditures) $ 216,340 $ 110,665 Expenses: Suite Expenses: $14,999.07 ($842.40 exp'd FY 18/19) Mudville Broadcasting: $9,550 ENDING BALANCE $ 216,340 $ 110,665 Banners: $1,500+300 ($600 exp'd 18/19) Scoreboard Panels: $6,556.12 ** Outstanding Billed Revenues $ 1,514.64 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: $2,024.28 ($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 $ (88,869.51) Ending Bank Balance $ 48,564.27 $ 130,000.00 Total Available Cash $ 178,564.27 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU April 30, 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 + $320 extra suite tickets Current Period FY Advertising: $16,000 Original Budget 19/20 (Billed, which logged as revenue in FY 18/19, but July - Apr it is for FY 19/20, $25,400 = 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: $0 TRANSFERS IN $ - $ - Misc. Facility Rental: $361.17 credit card rebate Total Revenues $ 150,100 $ 38,221 Revenue/Other: $131.64 small claims court fees EXPENDITURES **Outstanding Billed Revenues: $ 95,073 $ 88,875 Field Rental: 4 States $914.64 ($800 has been pd.) TRANSFERS OUT $ - $ - Advertising: KGLC $600 ENCUMBRANCES OUTSTANDING OR DEBT RESERVES $ - $ - Total Expenditures $ 95,073 $ 88,875 Net Revenues/(Expenditures) $ 216,340 $ 110,659 Expenses: Suite Expenses: $14,999.07 ($842.40 exp'd FY 18/19) Mudville Broadcasting: $9,550 ENDING BALANCE $ 216,340 $ 110,659 Banners: $1,500+300 ($600 exp'd 18/19) Scoreboard Panels: $6,556.12 ** Outstanding Billed Revenues $ 1,514.64 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: 2029.81 ($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 $ (88,875.04) Ending Bank Balance $ 48,558.74 $ 130,000.00 Total Available Cash $ 178,558.74 Melissa Moore From: Jill Fitzgibbon Sent: Monday, June 8, 2020 11:38 AM To: Stafford, Kyle Cc: Melissa Moore; Mike Addington Subject: Current Proposed MCFA Budget FY 20-21 Attachments: MCFA Budget FY 20-21.pdf Dr. Stafford, Attached is the current proposed budget. I would be happy to meet with you to discuss if you would like. Some items of interest and/or questions I have: 1. The budget is presented in an Excel format so I can show you 5 years of projected numbers. 2. The items highlighted in green are actual projected totals (Rev, Exp, and Yr‐End Balance or carryover). The pink is the turf replacement monies (see explanation below). Some of the numbers highlighted in orange or blue are negative, but none of them should be. 3. Revenue Section: a. "ASSET ‐ Repair & Replacement shows $190,000 in it. These are the monies we plan to use to replace items, mainly the turf. They are not in a separate fund, they are within the fund balance, but, on this spreadsheet, are shown as if they are set aside. The Trust voted to place $60k additional dollars in this line each year. The problem is that many of the scoreboard panels did not resell this year so "technically" I cannot put $190k in that cell, I can only put an additional $6,984 instead of $60k. b. The biggest $ issue is the unsold items (suites and scoreboard panels). c. At this point, I have VERY conservatively estimated future revenues for the next 5 years. At the conservative rate, we will not have enough for the turf replacement. It was installed in 2013 and initially had a 12‐yr life, but the Trust has made some improvements to lengthen the life. We are estimating the replacement will cost $600k+. d. We have several small organizations use the field at no cost. I would recommend that any organization that does not use the field under the NEO, MPS, or City contract should pay something to go towards the upkeep. 4. Expense Section: a. The MCFA has discussed for the past 3 years to stop doing the booster payments (NEO $8k, MPS $12k in red). It was requested as a separate agenda item by Trustee Satterwhite for Wednesday’s meeting. b. I don’t see any other places where the budget could be cut. We often do not use the $4k for repair, but as the facility ages, I am expecting that to change. 1  Miami Community Facilities Authority Budget Projections Proposed FY Proposed FY Proposed FY Proposed FY Proposed FY Revenues Description 20/21 21/22 22/23 23/24 24/25 Questions or Comments 0000-Prior Year Reserves - Carryover (Budget Est) $ 111,685 $ 136,984 $ 171,463 $ 201,822 $ 233,871 This # WILL change 2000-Rev/Other (Parking) $ - $ - $ - $ - $ - 2100-Rev/Suite Lease (agreements go thru '26 ) $ 20,000 $ 20,000 $ 20,000 $ 15,000 $ 15,000 Peoria $10k, Oelke $5k, INTEGRIS $5k 2150-Rev/Facility Leases (MPS agreement thru '43) $ 50,000 $ 50,000 $ 50,000 $ 55,000 $ 55,000 2200-Rev/Other Rentals $ - $ - $ - $ - $ - Recommend having any outside org that use the field participate in paying for its 2250-Rev/Field Rental $ - $ - $ - $ - $ - replacement ($200/yr?) 2300-Rev/Advertising (Scorbd & Playclock Signs (contracts thru '24)) $ 25,900 $ 25,900 $ 25,900 $ 25,900 $ 25,900 Budgeting only actual. Should be closer to $60k 2300-Rev/Advertising (Scoreboard Video Commercials) $ 10,850 $ 10,850 $ 10,850 $ 10,850 $ 10,850 Est. based on last year's sales - Last yr's proj for FY 20/21 was $14k 2300-Rev/Advertising (Fence and Endzone Banners) $ 6,750 $ 6,300 $ 4,800 $ 5,400 $ 4,800 Assumes 2 banner renewals will occur 2400-Rev/Concession (Food Service Commissions) $ 1,200 $ 1,200 $ 1,200 $ 1,200 $ 1,200 Reduced from $1.5k because there's no longer a Midwest Classic Bowl Game Actual Total Revenue $ 226,385 $ 251,234 $ 284,213 $ 315,172 $ 346,621 Total FY 20/21 is $50k less than what was proj in FY 19/20 for FY 20/21 ASSET - Repair & Replacement (Turf, etc) $ 190,000 $ 250,000 $ 310,000 $ 370,000 $ 430,000 The R&R amt is not budgeted and can be used if exp exceed rev. Total Revenue Available $ 36,385 $ 1,234 $ (25,787) $ (54,828) $ (83,379) Proposed FY Proposed FY Proposed FY Proposed FY Proposed FY Expenses Description 20/21 21/22 22/23 22/23 22/23 Questions or Comments 1000-Personnel $ 600 $ 600 $ 600 $ 600 $ 600 2008-Repair/Maint Supplies $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 3008-Adv & Printing (Event Promotions) $ - $ - $ - $ - $ - 3010-Prof Services (2x/yr Field Cleaning, Scrbrd Maint, Replace Panels & Banners) $ 24,201 $ 14,471 $ 16,991 $ 15,801 $ 14,471 Turf $4271, replace remaining scrbd panels and banners, scorebrd maint $10k 3010-Prof Services (Event Broadcasting/Scorbd Op & Sales Comm) $ 19,000 $ 19,000 $ 19,000 $ 19,000 $ 19,000 12 games at $800, Marketing Commission $7k 3010-Prof Services (Attorney Contract Review & Misc) $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 3012-Maint/Svc Contracts (Dish TV Service, Daktronics) $ 2,200 $ 2,200 $ 2,200 $ 2,200 $ 2,200 3020-Misc Svcs & Chrgs (Booster Club - Miami High School) $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 3020-Mis Svcs & Chrgs (Booster Club - NEO A&M) $ 8,000 $ 8,000 $ 8,000 $ 8,000 $ 8,000 3020-Misc Svcs & Chrgs (late fees, etc.) $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 3104-Suite Exp (Sodexo Suite Food Service) $ 17,400 $ 17,500 $ 17,600 $ 17,700 $ 17,800 Total Expenses $ 89,401 $ 79,771 $ 82,391 $ 81,301 $ 80,071 Est Year-End Remaining Balance (less ASSET) $ (53,016) $ (78,537) $ (108,178) $ (136,129) $ (163,450) This number will change based upon what is carried over each year. ASSET - Repair & Replacement (Turf, etc) $ 190,000 $ 250,000 $ 310,000 $ 370,000 $ 430,000 The R&R amt is not budgeted, but can be used if exp exceed rev. Actual Est Year-End Balance $ 136,984 $ 171,463 $ 201,822 $ 233,871 $ 266,550 Chairman Jeff Hale Dean Kruithof, Trust Manager Vice Chairman Mark Folks Ben Loring, Trust Attorney Secretary/Treasurer Rudy Schultz Trustee Stacey Satterwhite Trustee Jeremy Hogan Trustee Dustin Grover Trustee Bill Osborn April 30, 2019 Mick Ward Freeman Health System 2206 E. 32nd Street Joplin, MO 64804 RE: City of Miami Multi-Purpose Sports Complex/Red Robertson Field Request to Renew One-Half Suite Lease Dear Mr. Ward, The past few years of renovating and managing the City of Miami Multi-Purpose Sports Complex has gone by so very quickly. On behalf of the Trust, I would like to thank you and your organization for supporting the complex by leasing one-half of Suite #305 for the 2016 – 2018 football seasons and respectfully request that you consider renewing your suite agreement for an additional five (5) years. The cost is $5,000 per year. After receiving your signed contract, the first invoice would be mailed July 2019 and each July thereafter. Over the past five (5) years the MCFA, along with Miami Public Schools and Northeastern Oklahoma A & M College, have hosted the following events: 1. 25 MHS Football Games – 68,750 attendance 2. 30 Middle School and Junior Varsity Football Dates – 24, 000 attendance 3. 30 MHS Soccer Dates – 6,000 attendance 4. 25 NEO A&M Football Games – 58,750 attendance 5. 2 SW Conference Playoff Games – 6,000 attendance 6. 35 NEO A&M Soccer Dates – 7,000 attendance 7. 20 Youth Football Dates – 36,000 attendance 8. 5 NJCAA Regional Soccer Events – 6,000 attendance 9. 2 Youth Super Bowl Events – 4,000 attendance 10. 1 NEO/MPS Band Competition – 4,200 attendance 11. 2 NJCAA Bowl Games – 8,000 attendance 12. 25 Various Camps – 3,500 participants 13. 5 Oklahoma 8-Man All Star Football Game - 10,000 attendance City of Miami · P.O. Box 1288 · Miami, OK 74355-1288 · Ph: (918) 542-6685 · Fax: (918) 542-6845 The MCFA has played host to nearly 250,000 fans, student-athletes, family members and corporate guests over the past five years. It is fair to say that your corporate brand has been associated with a facility and event staff that has created a positive experience for all our guests and competitors. We sincerely thank you for your support! For your convenience, enclosed with this letter is an agreement and a stamped, return envelope. We will mail you a copy of the fully executed document once we receive your agreement. However, if you would like to discuss the renewal agreement, please feel free to contact my office at: 918-542-4660. Respectfully, MIAMI COMMUNITY & FACILITIES AUTHORITY Dr. Jeff Hale Trust Chairman ENC (2) MJFL19-02 City of Miami · P.O. Box 1288 · Miami, OK 74355-1288 · Ph: (918) 542-6685 · Fax: (918) 542-6845  All Possible Available Packages and Contracted All # 15- Total # VIP Remaining To Renewed Normal NEO/MHS second Type Total Avail Contracted in Initial Yrly Cost Size Parking Sell/Lease Yrly Cost # Yrs football Video FY 19/20 Passes games Spots Total = $85k, 6 plus the 1 full suite or $90k, or Full 10 Yes 2 2 Suite 5 center suite 2 half $100k $ 25,000 Half 10 Yes 1 1 2 lrg 1 lrg 1 lrg $ 15,000 $ 12,000 6'x14' 5 Yes 0 3 Scoreboard 4'6"x5'1 Panels 6 small 2 small 4 small $ 6,750 $ 5,500 5 Yes 0 2 0" Play Clock Panels 2 2 0 $ 3,000 $ 2,400 2'x4' 5 Yes 0 0 (2 ct) 2/27/2020 - New Lrgr Steve Grimes is going to 3'x12' MCFA/ Yrly = $750, give me his 10 (orig size 3 Yes 0 0 Stealth est on how $600, $600 30"x9') Banner many can fit on the fences Stealth Packages Available for Sale All # 15- Total # VIP Remaining To Renewed Normal NEO/MHS second Type Total Avail Contracted in Initial Yrly Cost Size Parking Sell/Lease Yrly Cost # Yrs football Video FY 19/20 Passes games Spots 4 + pre, Stealth post, half Single Game NA 1 NA $ 1,500 1 Yes 0 time Pkg mention, coupon Stealth Existing NA 5 NA $ 1,750 1 Yes 0 2 Sponsor Renewal Pkg Stealth Corp Yrly = $2,250, Pkg (banner & NA 1 NA $2,100, 3'x12' 3 Yes 0 1 video) $2,100 Stealth NA 1 NA $ 600 1 Yes 0 1 Pre/Post Pkg Stealth Solo $750, $600, NA 9 NA 3'x12' 3 Yes 0 0 Banner Pkg $600 Stealth Solo NA 1 NA $ 500 3 Yes 0 1 Video Pkg Stealth Dbl NA 0 NA $ 800 3 yes 0 2 Video Pkg Note: Max 15-sec commercial spots are: MHS-45 and NEO-49. Per Bless we have room for approx. 4 more for MPS and 8 more for NEO. Melissa Moore From: Jill Fitzgibbon Sent: Thursday, February 27, 2020 12:22 PM To: Stafford, Kyle Cc: Melissa Moore; Mike Addington; Dean Kruithof Subject: MCFA - Letter showing attendance #s, lists of pkgs avail, 2019 commercial list, and wiring ownership confirmation Attachments: MJFL19-02 MCFA Contract Renewal Letter - One-Half Suite No Incentive-Edits Plus.docx; 07112018 MCFA Minutes.docx; Book1.xlsx Dr. Stafford, Attached are the 2 documents you requested last night 1. The renewal letters sent out showing the attendance numbers. 2. “Book1” has 2 tabs: 3. The packages available and the 2019 list of commercials. The packages available list shows two things: a. The status of contracts for suites, scoreboard panels, and banners; and b. The Stealth packages and what were sold for FY 19/20. At the bottom of this list shows the maximum number of 15‐second video spots we could run per game. For the 2019 football season we were close to maxed out. We could have had 4 more for the MHS games and 8 more for the NEO games. Also, regarding who owns the wiring, I found in the 07/11/2018 MCFA minutes where Bless Parker stated, “Trustee Satterwhite confirmed with Parker that his company would not remove the wiring from the stadium if he decided to not run the video board any longer. Parker explained that no he would not remove wiring.” (minutes attached) Let me know if you need anything else. Once Steve Grimes gets back with me on how many banners can fit on the fencing I will update the “Pkgs Avail” tab. Thanks, Jill 1 Test Performed By: Brad Estes & Taylor Estes Report # Location Indentification: Notheastern Oklahoma A&M College Date 5/21/2020 Address: 200 I St NE Miami, OK 74354 Weather Contact Name: Dustin Grover Manufacturer FieldTurf Phone: 918-540-6296 Installation Date 8/15/2013 Drop Drop Drop Average Field Turf Pre Infill Post Infill Field Location: 1 2 3 Gmax Depth (mm) Depth (mm) Temp (F) Height In. 1. 10 yd Line, 5yds from Out of Bounds 137.0 157.0 158.0 157.50 37 40 108 2.25 2. 25 yd Line, 2 yds West of Hashmark 137.0 151.0 156.0 153.50 39 40 108.1 2.25 3. 50 yd Center Field 136.0 148.0 153.0 150.50 37 42 111.8 2.25 4. 35 yd Line, 2 yds West of Hashmark 147.0 160.0 168.0 164.00 36 37 114.3 2.25 5. 12 yd Line, Center of Field 147.0 150.0 158.0 154.00 40 40 114 2.25 6. Goal Line, 6 ft to Back of the End Zone Center Field 162.0 172.0 175.0 173.50 35 37 109.3 2.25 7. 25 yd Line, 5yds from Out of Bounds 126.0 140.0 173.0 156.50 37 37 109.5 2.25 8. 15 yd line, 10 yds Out of Bounds 134.0 141.0 145.0 143.00 40 40 108 2.25 9. Goal Line, Center of Field 155.0 170.0 155.0 162.50 36 37 107.4 2.25 10. Goal Line, 6 ft to Back of the End Zone Center Field 129.0 145.0 145.0 145.00 35 35 109.7 2.25 Averages drop 2 & 3 Gmax Infill Infill Temp (F) Turf Overall Data Average 156 37.2 38.5 110.01 2.25 Standard Deviation 9.10 1.87 2.17 2.52 0.00 % Deviation 5.83% 5.04% 5.64% 2.29% 0.00% DIRECTION (circle one) NORTH SOUTH EAST WEST 10 20 30 40 50 40 30 20 10 10 20 30 40 50 40 30 20 10 ASTM Specified Drop Height: 2' Producing an Impact Velocity 11.35 FPS ± 0.56. Test Method ASTM F 355, Test Method for Shock-Absorbing Properties of Playing Surfaces Systems and Materials. ASTM F 1936-10, Standard Specification for Impact Attenuation of Turf Playing Systems as measured in the Field (-GMAX) Test Equipment Calibrated Jan 2020