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, Shannon Duhon, 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 of the City of Miami, Oklahoma. __________________________________________ Shannon Duhon STATE OF OKLAHOMA ) COUNTY OF OTTAWA ) SS Subscribed and sworn to (or affirmed) before me on this _______ day of ______________________, 20____, 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  MCFA PURCHASE ORDERS PRESENTED VENDOR DESCRIPTION TOTAL FIELDTURF FINAL FIELD MAINTENANCE $ 2,360.50 $ 2,360.50  MCFA PURCHASE ORDERS PRESENTED VENDOR DESCRIPTION TOTAL SODEXO SUITE HOLDERS LUNCHEON $ 464.63 $ 464.63 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION JULY 28, 2021, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 5:15PM WITH THE FOLLOWING MEMBERS PRESENT: Kyle Stafford, Chairman Bo Reese, Trust Manager Nick Highsmith, Trustee Ben Loring, Trust Attorney Bless Parker, Trustee Jill Fitzgibbon, Administrative Services Director Mark Folks, Trustee/Vice Chairman Dustin Grover, Trustee (Absent) Stacey Satterwhite, Trustee Bill Osborn, Trustee (Absent) The agenda for the meeting was displayed in the main lobby of the Miami Civic Center and by posting on www.miamiokla.net starting at 10:30PM on July 27, 2021, pursuant to 25 O.S §311(9) (a) and (b). 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 5:25PM. Invocation Chairman Stafford gave the invocation. Pledge of Allegiance Chairman Stafford led the pledge of allegiance. Public Input and Unscheduled Personal Appearances None. Consent Agenda Trustee Satterwhite made a motion to approve the consent agenda. Trustee Parker made the second. The Trust was polled with the following results: Satterwhite, Aye Parker, Aye Folks, Aye Stafford, Aye Highsmith, Aye Grover, Absent Osborn, Absent Chairman Stafford declared the motion approved. Monthly Financial Report Municipal Finance Manager Mike Addington reviewed the July finance report and explained the outstanding invoice is the 4 States Football field rental. Expenses include Sodexo concession payments. No action taken. Approve Memorandum of Understanding With Northeastern Oklahoma Soccer Association for Fiscal Year 2021-2022 Trustee Satterwhite made a motion to approve the consent agenda. Trustee Folks made the second. The Trust was polled with the following results: Satterwhite, Aye Folks, Aye Parker, Aye Stafford, Aye Highsmith, Aye Grover, Absent Osborn, Absent Chairman Stafford declared the motion approved. Discussion of Suite Holder’s Luncheon on Tuesday, August 24, 2021 Chairman Stafford advised the trustees that, pending any pandemic issues, the invitation for the suite holder’s luncheon for Tuesday, August 24, 2021, at noon will go tomorrow. MCFA Page 1 of 2 July 28, 2021 Discuss Booster Club Payments The Trustees discussed FY 21/22 booster payments. Trustee Satterwhite gave the historical background that these payments were only meant for a time. The Trustees discussed the current status of the sales firm, EMM, and that one of the 2-man team had recently been in an accident and the other had recently died. The also discussed the decrease in revenue on the scoreboard panels, that the booster club could possibly share in any scoreboard and/or banner sales commissions. Trustee Satterwhite made a motion to reduce the FY 21/22 booster payments by 15% and rediscuss this matter during their budget discussions in the spring. Trustee Folks made the second. The Trust was polled with the following results: Satterwhite, Aye Folks, Aye Parker, Aye Stafford, Aye Highsmith, Aye Grover, Absent Osborn, Absent Chairman Stafford declared the motion approved. Chairman and Trustee Community Announcements Trustee Satterwhite he had spoken with Mayor Parker previously and declared his resignation from this trust as of the end of today’s meeting. Trustee Parker stated that he was prepared to appoint Shannon Duhon at next Monday night’s council meeting. The Trustees wished Satterwhite well. 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 Satterwhite moved to adjourn. Trustee Parker made the second. The Trust was polled with the following results: Satterwhite, Aye Folks, Aye Parker, Aye Stafford, Aye Highsmith, Aye Grover, Absent Osborn, Absent Chairman Stafford declared the meeting adjourned at 5:59PM. ________________________ _______________________ _______________________ Kyle Stafford, Chairman Mark Folks, Vice Chairman Bless Parker, Trustee ________________________ _______________________ ATTEST: Nick Highsmith, Trustee Dustin Grover, Trustee ________________________ ________________________ _______________________ Jill Fitzgibbon, Treasurer and Vacant Bill Osborn, Trustee Administrative Services Director MCFA PURCHASE ORDERS PRESENTED VENDOR DESCRIPTION TOTAL SODEXO NEO VS. IOWA WESTERN $ 1,240.42 SODEXO 8-MAN FOOTBALL $ 1,035.45 $ 2,275.87 MCFA Page 2 of 2 July 28, 2021 THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN SPECIAL SESSION AUGUST 24, 2021, IN THE NEO A&M CROSSLAND CENTER COMPLEX AT 11:45AM WITH THE FOLLOWING MEMBERS PRESENT: Dr. Kyle Stafford, Chairman Bo Reese, Trust Manager Bless Parkers, Trustee Ben Loring, Trust Attorney Bill Osborn, Trustee Jill Fitzgibbon, Treasurer and Administrative Mark Folks, Trustee/Vice Chairman (Absent) Services Director Dustin Grover, Trustee (Arrived at 12:08PM) Nick Highsmith, Trustee Vacant, Trustee Notice of special meeting of the Miami Community Facilities Authority, Miami, Oklahoma, called by Chairman Kyle Stafford was posted on Friday, August 20, 2021, at 11:43AM in the main lobby and the north outside entryway of the Miami Civic Center and the agenda was posted in the same manner at 8:14AM on August 23, 2021. THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM IN THIS AGENDA: Call to Order Chairman Stafford called the meeting to order at 12:01PM. Trustee Grover arrived at 12:08PM. Discussion of 2021-2022 Season/Operations Chairman Stafford welcomed everyone. The attendees ate lunch prepared by Sodexo, which highlighted this season’s new suite menu items. Chairman Stafford introduced Cathy Cunningham with Sodexo. Cunningham gave a brief overview of the menu. 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. The Miami High School and NEO A&M College football coaches and athletic directors discussed their upcoming seasons. No action taken. Chairman Remarks No action taken. Future Plans No discussion. Adjournment Trustee Osborn moved to adjourn. Trustee Parker made the second. The Trust was polled with the following results: Osborn, Aye Parker, Aye Stafford, Aye Highsmith, Aye Grover, Aye Folks, Absent Vacant, Absent Chairman Stafford declared the meeting adjourned at 12:55PM. ________________________ _______________________ _______________________ Dr. Kyle Stafford, Chairman Bless Parkers, Trustee Nick Highsmith, Trustee ________________________ _______________________ ATTEST: Mark Folks, Vice Chairman Dustin Grover, Trustee ________________________ ________________________ _______________________ Jill Fitzgibbon, Treasurer and Bill Osborn, Trustee Vacant Administrative Services Director MCFA - Special Page 1 of 1 August 24, 2021 MIAMI COMMUNITY FACILITES AUTHORITY (MCFA) FISCAL YEAR THRU JULY 31, 2021 MCFA Funds as of Revenues: (accured when inv is created) Original Current Period Facility Lease: $50,000 Budget FY 21/22 Suite Leases: $20,000 July - JuL Advertising: $16,900 Concessions: BEGINNING BALANCE AS OF 6/30/21 $ 248,179 $ 248,179 Field Rental: Revenue/Other: REVENUES $ 113,250 $ 86,900 **Outstanding Billed Revenues: TRANSFERS IN $ - $ - Field Rental: 4 States $914.64 ($800 has been pd.) Total Revenues $ 113,250 $ 86,900 MPS $50K, Peoria Tribe $10K, Intergris $5K, Satterwhite $2.4K, Westco $600, Oelke $5k, Freeman $600 and EXPENDITURES $ 88,271 $ 2,844 Chapters $500 TRANSFERS OUT $ - $ - Expenses: ENCUMBRANCES OUTSTANDING OR DEBT Suite Expenses: $2,275.87 RESERVES $ - $ - Video Board Operation: $300 Total Expenditures $ 88,271 $ 2,844 Dish Network: $268.55 MHS Booster Club: Net Revenues/(Expenditures) $ 273,158 $ 332,235 NEO Booster Club: ENDING BALANCE $ 273,158 $ 332,235 ** Outstanding Billed Revenues $ 75,014.64 Repair & Replacement MCFA Funds (Turf, etc.) Beginning Bank Balance $ 58,179.24 $ 190,000.00 FY 19/20 A/R Collected this FY Outstanding FY 19/20 Collectibles $ 914.64 Revenues $ 26,900.00 $ 60,000.00 Expenses $ (2,844.42) Ending Bank Balance $ 8,134.82 $ 250,000.00 Total Available Cash $ 258,134.82 Of Which $100,000 is in a CD  Renewed Scoreboard Advertising Contract Between Miami Community Facilities Authority And Peoria Tribe Miami Community Facilities Authority (also referred to as MCFA) agrees to provide advertising space on the Red Robertson Field Video Scoreboard at Miami OK, subject to availability, to _Peoria Tribe_ for the period of August 25, 2021 through June 30, 2026. The advertiser agrees to pay $12,000 Per Year for 5 years for one 6’ high x 14’ wide Backlit Sponsor Panel number _S1 _ and three 15 second video ads during each home NEO/Miami High School football game. The first payment is due on the completion of this contract and the Renewal is DUE ON AUGUST 1, each thereafter. _Peoria Tribe_ agrees to provide the artwork for the sign or future video advertising production. All artwork and video advertising must be submitted to the MCFA for prior approval before the sign or video ads are purchased. _Peoria Tribe_ further agrees to pay the full cost of any changes made to the sign or video advertising during the duration of this contract. The cost of printing the sign is included in the agreed upon contract price as stated above and will be paid by the MCFA. Approval of Renewed Agreement ______________________________________________________________ ___________________ Company Representative (Sign and Print) Date _____________________________________________________________________________________ Company Mailing Address ______________________________________________________________ Company Contact Email ______________________________________ ___________________ MCFA Representative (Sign and Print) Date _______________________________________ __________________________ MCFA Chairman Date MCFA Scoreboard Contract Template Approved: 09/25/19 Page 1 of 1 To: Melissa Moore August 13th, 2021 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: ____Jakob Dion _____ For FieldTurf to schedule and execute above services, a Jakob Dion, Regional Coordinator signed agreement and/or PO from the customer must be sent to FieldTurf directly. P: 514-375-2639 RETURN SIGNED AGREEMENT AND/OR PO TO: FieldTurf USA, Inc. READ, AGREED, AND ACCEPTED BY ADDRESSEE Fax: 438.469.1355 Email: jakob.dion88008442@fieldturf.com Signature: _________________________________ PO/Agreement can be mailed, emailed and/or faxed Print Name: _________________________________ All payments should be mailed to: 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  MIAMI COMMUNITY FACILITIES AUTHORITY REGULAR MEETING SCHEDULE FOR 2022 Meetings will be held in the Miami Civic Center 129 5th Avenue NW, Miami, Oklahoma 5:15 PM The Authority normally meets the 2nd & 4th Wednesday of each month. Wed Jan 12 5:15PM Wed July 13 5:15PM Wed Jan 26 5:15PM Wed July 27 5:15PM Wed Feb 09 5:15PM Wed Aug 10 5:15PM Wed Feb 23 5:15PM Wed Aug 24 5:15PM Wed Mar 09 5:15PM Wed Sep 14 5:15PM Wed Mar 23 5:15PM Wed Sep 28 5:15PM Wed Apr 13 5:15PM Wed Oct 12 5:15PM Wed Apr 27 5:15PM Wed Oct 26 5:15PM Wed May 11 5:15PM Wed Nov 09 5:15PM Wed May 25 5:15PM Wed Nov. 23 5:15PM Wed June 08 5:15PM Wed Dec. 14 5:15PM Wed June 22 5:15PM Wed Dec. 28 5:15PM PERSON FILING NOTICE: Melissa Moore, City Clerk, City of Miami, 129 5th Avenue NW, Miami, OK 74354 Phone: 918 542-6685 Must be filed with the City Clerk prior to December 15, 2020 Approved by MCFA _________________ _______, 2020 Filed in the Office of the City Clerk __________________ ______, 2020 Posted in the Main Lobby of the Miami Civic Center on _______________ ______, 2020 ________________________ Melissa Moore, City Clerk