Miami Downtown Redevelopment Authority (MDRA) Packet

THE MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY (MDRA) MET IN REGULAR SESSION NOVEMBER 18, 2013 IN THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 4:00 PM WITH THE FOLLOWING MEMBERS PRESENT: Rudy Schultz, Chairman Jeff Bishop, Trust Manager/City Clerk Greg Smith, Trustee David Anderson, Trust Attorney Neal Johnson, Trustee Jill Fitzgibbon, Asst Trust Mgr/Deputy City Clerk Loretta Robinson, Trustee Brent Brassfield, Trustee Ron Stowell, Trustee Scott Trussler, Trustee THE TRUST MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Schultz called the meeting to order at 4:00 PM and announced that the agenda for the meeting was posted on the public bulletin board located in the main lobby and the north outside entryway of the Miami Civic Center at 4:00 PM on November 15, 2013. Public Input and Unscheduled Personal Appearances No public input. Consent Agenda By unanimous consent the public body may designate noncontroversial 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 4 through Item 20 be placed on the consent agenda. Trustee Smith moved to transfer and approve Items #4 through Items #16 (Minutes: October 21, 2013 through Ratify Agreement with Jan McInnis and Kent Rader for Baby Boomer Comedy Show on April 11, 2014). Trustee Stowell made the second. The trust was polled with the following results: Smith, Aye Stowell, Aye Trussler, Aye Johnson, Aye Robinson, Aye Schultz, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Minutes: October 21, 2013 Moved to the consent agenda. Payables: October $11,938.61 Moved to the consent agenda. Ratify Purchase of Merchandise as Recommended by Friends of the Coleman Moved to the consent agenda. Adopt 2014 Regular MDRA Meeting Schedule Moved to the consent agenda. Ratify Agreement with Stephanie Will for Bray/O’Bannon Wedding on October 12, 2013 Moved to the consent agenda. Ratify Agreements with Dennis James for American Federation of Musicians of the US and Canada Union No. 1000 Silent Movies on October 4-5, 2013; March 1-2, 2014; and May 12, 2014 Moved to the consent agenda. MDRA Page 1 of 6 November 18, 2013 Ratify Agreement with Tulsa Praise Orchestra for Event on December 21, 2013 Moved to the consent agenda. Ratify Agreement with Judy Abel for Bood 90th Birthday Party on December 14, 2013 Moved to the consent agenda. Ratify Agreement with Britney Speer for Speer/Peterson Wedding on November 15, 2014 Moved to the consent agenda. Ratify Agreement with The World Famous Platters for Event on November 02, 2013 Moved to the consent agenda. Ratify Agreement with Tom Walker for Miami High School Class of 1964 Reunion on July 19, 2014 Moved to the consent agenda. Ratify Reservation/License Agreement with Lee Dell Mustain for That’s Dancing Event on May 30 - June 1, 2014 Moved to the consent agenda. Ratify Agreement with Jan McInnis and Kent Rader for Baby Boomer Comedy Show on April 11, 2014 Moved to the consent agenda. Approve Miami Little Theatre Performance Agreement for A Christmas Carol on December 5-8, 2013 for $900 Trustee Johnson moved to approve the Miami Little Theatre performance agreement for A Christmas Carol as presented. Trustee Trussler made the second. The trust was polled with the following results: Johnson, Aye Trussler, Aye Stowell, Aye Smith, Aye Robinson, Aye Schultz, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Miami Little Theatre Performance Agreement for Father of the Bride February 20-22, 2014 for $900 Trustee Schultz moved to approve the Miami Little Theatre performance agreement for Father of the Bride as presented. Trustee Robinson made the second. The trust was polled with the following results: Schultz, Aye Robinson, Aye Johnson, Aye Trussler, Aye Stowell, Aye Smith, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Miami Little Theatre Performance Agreement for A Streetcar Named Desire on April 24-27, 2014 for $900 Trustee Schultz moved to approve the Miami Little Theatre performance agreement for A Streetcar Named Desire as presented. Trustee Trussler made the second. The trust was polled with the following results: Schultz, Aye Trussler, Aye Johnson, Aye Stowell, Aye Smith, Aye Robinson, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Resolution Delegating Authority Trust Attorney Anderson reviewed the proposed resolution delegating authority for the trust manager. Trustee Smith moved to approve the resolution delegating authority for the trust manager as presented. Trustee Trussler made the second. The trust was polled with the following results: MDRA Page 2 of 6 November 18, 2013 Smith, Aye Trussler, Aye Johnson, Aye Stowell, Aye Robinson, Aye Schultz, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Request to Add David Osborne to Wall of Fame Debbie East requested the trust consider adding David Osborne to the Wall of Fame in the pocket park. She advised that he is called the Pianist to the Presidents because he has played at the White House for every president since President Carter. He was just named Outstanding Artist in Las Vegas. She advised that she has raised $3,000 for the cost of the plaque. The trust discussed that there is no formal process but they need to create one. This will be brought back to the trust after some research has been conducted by Interim Manager Kevin Browning. Approve Resolution Creating a Coleman Theatre Search Advisory Committee Chairman Schultz reviewed the proposed resolution creating a seven (7) member Coleman Theatre Manager Search Advisory Committee. Trustee Robinson moved to approve the resolution creating a Coleman Theatre Manager Search Advisory Committee as presented. Trustee Smith made the second. The trust was polled with the following results: Robinson, Aye Smith, Aye Trussler, Aye Johnson, Aye Stowell, Aye Schultz, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of MDRA Trustee Rudy Schultz to the Coleman Theatre Manager Search Advisory Committee Trustee Trussler moved to approve the nomination of Rudy Schultz to the Coleman Theatre Manager Search Advisory Committee as presented. Trustee Robinson made the second. The trust was polled with the following results: Trussler, Aye Robinson, Aye Smith, Aye Johnson, Aye Stowell, Aye Schultz, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of MDRA Trustee Neal Johnson to the Coleman Theatre Manager Search Advisory Committee Trustee Trussler moved to approve the nomination of Neal Johnson to the Coleman Theatre Manager Search Advisory Committee as presented. Trustee Schultz made the second. The trust was polled with the following results: Trussler, Aye Schultz, Aye Robinson, Aye Smith, Aye Johnson, Aye Stowell, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of MDRA Trustee Scott Trussler to the Coleman Theatre Manager Search Advisory Committee Trustee Trussler moved to approve the nomination of Scott Trussler to the Coleman Theatre Manager Search Advisory Committee as presented. Trustee Schultz made the second. The trust was polled with the following results: Trussler, Aye Schultz, Aye Robinson, Aye Smith, Aye Johnson, Aye Stowell, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of Friends of the Coleman Board Member Charlene Lingo to the Coleman Theatre Manager Search Advisory Committee MDRA Page 3 of 6 November 18, 2013 Trustee Trussler moved to approve the nomination of Charlene Lingo to the Coleman Theatre Manager Search Advisory Committee as presented. Trustee Johnson made the second. The trust was polled with the following results: Trussler, Aye Johnson, Aye Schultz, Aye Robinson, Aye Smith, Aye Stowell, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of Friends of the Coleman Board Member Robyn Carnett to the Coleman Theatre Manager Search Advisory Committee Trustee Trussler moved to approve the nomination of Robyn Carnett to the Coleman Theatre Manager Search Advisory Committee as presented. Trustee Schultz made the second. The trust was polled with the following results: Trussler, Aye Schultz, Aye Robinson, Aye Smith, Aye Johnson, Aye Stowell, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of a Citizen Joel Hart to the Coleman Theatre Manager Search Advisory Committee Trustee Trussler moved to approve the nomination of Joel Hart to the Coleman Theatre Manager Search Advisory Committee as presented. Trustee Schultz made the second. The trust was polled with the following results: Trussler, Aye Schultz, Aye Robinson, Aye Smith, Aye Johnson, Aye Stowell, Aye Brassfield, Absent Chairman Schultz declared the motion carried. Approve Chairman’s Nomination of a Citizen Pam Catt to the Coleman Theatre Manager Search Advisory Committee No action taken. Discussion on Hiring an Interim Manager Trust Manager Bishop stated Kevin Browning and his staff have filled in for the month of November. He asked for the Trust’s input into the selection process. Chairman Schultz suggested making the interim position public and see who is interested. The trustees stated they did not need input into the hiring of an interim manager and for the trust manager to move forward with initiating the search. Discussion of the Process to Hire a Theatre Manager Chairman Schultz discussed the various ways the trust could proceed on this process up to and including hiring a firm to run the theatre. He is hopeful the search will only take 90 days regardless of whether a firm is used or we search on our own or a combination of the two. Trustee Trussler stated his appreciation for the quality of candidates received from the firm who conducted our city manager search. The trust also discussed separating the theatre management from the ballroom management. Reports: A. Friends of the Coleman Robyn Carnett B. City of Miami Amanda Davis D. Miami Main Street Fay Culver Sally Rollins stood in for Robyn Carnett and reported that six (6) new board members have been nominated and the election will occur next month. She stated their board will be placing their notification of changing their bylaws in the newspaper soon which is part of moving forward on becoming a 501C3 and can take approximately six months. She also announced that Willie and Jane Osborn were selected as the volunteers of the year. MDRA Page 4 of 6 November 18, 2013 Communications and Convention and Visitor’s Bureau Director Amanda Davis stated they are working on an OML sponsored conference and with the Chamber to distribute table tents to various local businesses. She also reported the 8-man football game will occur June 21, 2014. Miami Main Street Director Fay Culver was not in attendance. Interim Theatre Manager’s Report and Update Interim Manager Kevin Browning updated the trust on the calendar of events. He stated there have been numerous hours spent on cleaning and de-cluttering the Coleman by the Friends of the Coleman and City staff. He will begin interviews for part-time tour guides and retail clerks. 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)) No new business. Future Planning No new discussions. Adjournment Trustee Trussler moved to adjourn the meeting. Trustee Smith seconded the motion. The trust was polled with the following results: Trussler, Aye Smith, Aye Johnson, Aye Stowell, Aye Robinson, Aye Schultz, Aye Brassfield, Absent Chairman Schultz declared the meeting adjourned at 4:55 PM. ________________________ _______________________ ________________________ Trustee Brassfield Trustee Johnson Trustee Robinson ________________________ _______________________ ________________________ Trustee Smith Trustee Stowell Trustee Trussler ________________________ ATTEST: _______________________ Chairman Schultz Jill Fitzgibbon, Deputy City Clerk PURCHASE ORDERS PRESENTED November 18, 2013 CLAIM # VENDOR DESCRIPTION TOTAL MDRA 1 ACS ELECTRONIC SYSTEMS MAINTENANCE CONTRACT (PO#14-02853) 655.00 2 AMERICAN BUS ASSOCIATION MEMBERSHIP, SALES CONFERENCE (PO#14-02864) 1,995.00 3 AT&T TELEPHONE, LONG DISTANCE 218.17 4 CABLEONE INTERNET SERVICE 82.82 5 CHOICE MARKETING ADVERTISING (PLATTERS), TABLE TENT INSERTS 652.00 CHOICE MARKETING ADVERTISING (CLASSIC MOVIE NIGHT) (PO#14-02928) 925.00 CHOICE MARKETING ADVERTISING (SILENT MOVIE) (PO#14-02924) 1,285.00 6 HK ELECTRIC LABOR (LIGHT FIXTURE) 75.00 7 MARMIC FIRE & SAFETY SERVICE CALL, INSPECTIONS 182.00 8 OKLAHOMA NATURAL GAS OCTOBER GAS SERVICE 38.76 9 OKLAHOMA TAX COMMISSION OCTOBER CONCESSION TAXES 103.17 MDRA Page 5 of 6 November 18, 2013  10 STEVE STINES LABOR, SERVICE CALL (WINDOW A/C) 135.00 11 THE WASHBOARD LAUNDRY SERVICE 201.00 6,547.92 MDRA PERFORMANCE ACCOUNT 12 FRIENDS OF THE COLEMAN OCTOBER MERCHANDISE SALES REIMBURSEMENT 349.00 13 THE WORLD FAMOUS PLATTERS PERFORMANCE FEE (PO"#14-02893) 2,308.00 2,657.00 MDRA SEAT ACCOUNT 14 FIRST NATIONAL BANK SEAT INTEREST PAYMENT (NOVEMBER) 121.03 121.03 TOTAL 9,325.95 ACE HARDWARE KEYS 7.96 ACE HARDWARE LIGHT BULBS 78.89 SIMPLEX GRINNELL FIRE ALARM REPAIR 908.50 LOCKE SUPPLY CANDLEABRA LIGHT BULBS 12.19 UNITED STATE POSTAL SERVICE STAMPS 230.00 FOUR STATE MAINTENANCE CLEANING SUPPLIES 1,052.65 OKLAHOMA GLASS MIRROR 85.00 MARVIN'S GROCERY REFRESHMENTS (DENNIS JAMES/SILENTMOVIE) 16.47 SWANK PICTURES SILENT MOVIE 240.00 SWANK PICTURES SALES TAX CREDIT (19.00 BANK OF AMERICA CREDIT CARD PAYMENTS (SEPT. 2 - OCT. 15, 2013) 2,612.66 TOTAL 11,938.61 MDRA Page 6 of 6 November 18, 2013  MDRA PAYMENTS - CREDIT CARDS DECEMBER 3, 2013 OCTOBER 16, 2013 - NOVEMBER 1, 2013 DCG/DROP SAFE (COLEMAN) 350.00 FOUR STATE/TELESCOPIC HANDLE 10.00 FOUR STATE/MOP, TOWELS 94.69 MARVINS-ICE TEA FOR LUNCH 3.19 OK TAX/CONV FEE (CONCESS TAX) 0.43 OK TAX COMM/CONCESSION TAX 17.19 SOUPER SWEETS/LUNCH ON STAGE 143.20 TOTAL 618.70 GRAND TOTAL 618.70  CITY OF MIAMI PURCHASE ORDERS PRESENTED December 16, 2013 CLAIM # VENDOR DESCRIPTION TOTAL MDRA 15 AT & T TELEPHONE, LONG DISTANCE 216.38 16 CABLEONE INTERNET SERVICE 76.52 17 FIRST NATIONAL BANK DECEMBER INTEREST PAYMENT (PO#14-03024) 2,452.95 18 NE OKLAHOMA RADIO NETWORK RADIO ADVERTISING 200.00 19 OBER & ASSOCIATES PROFESSIONAL SERVICES (PO#14-02981) 5,000.00 20 OKLAHOMA NATURAL GAS NOVEMBER GAS SERVICE 48.75 21 OKLAHOMA TAX COMMISSION NOVEMBER CONCESSION TAXES 14.43 22 PIONEER PRINTING RECEIPT BOOKS 27.90 TOTAL 8,036.93 MDRA PERFORMANCE ACCOUNT 23 FRIENDS OF THE COLEMAN NOVEMBER CREDIT CARD REIMBURSEMENT 167.00 24 MIAMI LITTLE THEATER "A CHRISTMAS CAROL" TICKET SALES (PO#14-03033) 4,178.00 TOTAL 4,345.00 MDRA SEAT ACCOUNT 25 FIRST NATIONAL BANK SEAT INTEREST PAYMENT (DECEMBER) 117.12 TOTAL 117.12 BANK OF AMERICA CREDIT CARD PAYMENT (OCTOBER 16 - NOVEMBER 1, 2013) 618.70 BANK OF AMERICA CREDIT CARD PAYMENT (NOVEMBER 2 - 15, 2013) 2,049.35 TOTAL 15,167.10  MDRA PAYMENTS - CREDIT CARDS DECEMBER 17, 2013 NOVEMBER 2, 2013 - NOVEMBER 15, 2013 ACE HARDWARE-CLEANING SUPPLIES 85.99 LOCKE SUPPLY-FLUOR LIGHT/COLLEEN'S. 53.17 ACE HARDWARE-LIGHT BULBS/DOOR STOP 66.87 MCINTOSH-COLEMAN HVAC REPAIR 1,760.50 CABLEONE-INTERNET 82.82 TOTAL 2,049.35 GRAND TOTAL 2,049.35  MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY (MDRA) ACTION/DECISION REQUEST MEETING DATE: December 23, 2013 AGENDA TITLE: See Items ACTION Ratify Items REQUESTED: BACKGROUND: Ratify Bank of Wyandotte Agreement for December 7, 2013 Ratify Vance Ford Christmas Party Agreement for December 8, 2013 Ratify Welch Public School Jr. /Sr. Prom Agreement for April 12, 2014 Ratify Fairland High School Prom Agreement for May 10, 2014 RECOMMENDATION: Ratify Items MOTION: “I move to Ratify items PRESENTER(S): N/A  MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY (MDRA) ACTION/DECISION REQUEST MEETING DATE: December 23, 2013 AGENDA TITLE: Approve Chairman to sign RBI Snowball Classic benefit event rental agreement at a reduced fee for January 25, 2014. ACTION Approve Chairman to sign RBI Snowball Classic benefit event REQUESTED: rental agreement at a reduced fee for January 25, 2014. BACKGROUND: The Miami RBI (Chuck and/or Ann Neal) is hosting their fourth annual Snowball Classic. This is a benefit event dedicated to raising funds to renovate Miami’s baseball and softball fields. The event has already been placed on the event calendar; the interim-manager has already received a certificate of liability insurance and a properly obtained liquor license. The rental rate was negotiated on the basis that the event is a benefit; with all proceeds going to a charitable cause. In addition, the previous year’s contract was also at a reduced rate. RECOMMENDATION: Coleman Theatre interim-manager recommends approval of rental agreement with RBI (Chuck and/or Ann Neal) for the Snowball Classic Benefit on January 25, 2014 at the reduced rental fee of $500. MOTION: “I move to approve the Snowball Classic CCCB rental agreement at the reduced rental fee of $500.” PRESENTER(S): Darcie Shultz  MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY (MDRA) ACTION/DECISION REQUEST MEETING DATE: December 23, 2013 AGENDA TITLE: Approve Chairman to sign Red Cross Sweet Decadence benefit event rental agreement at a reduced fee of $250 for February 6, 2014. ACTION Approve Chairman to sign Red Cross Sweet Decadence benefit REQUESTED: event rental agreement at a reduced fee of $250 for February 6, 2014. BACKGROUND: The American Red Cross in the Eastern Oklahoma Region is hosting their annual fundraiser Sweet Decadence. This is a benefit event dedicated to raising funds that are dedicated to our region for disaster relief, assistance, etc. The event has already been placed on the event calendar and posters and tickets have already been printed. The reduced rental fee of $250 was requested on the basis that the event is a benefit; with all proceeds going to a charitable institution. In addition, the assumed previous year’s invoice was at the same fee of $250. RECOMMENDATION: Coleman Theatre interim-manager recommends approval of rental agreement with the American Red Cross: Eastern Oklahoma Region for the Sweet Decadence Benefit on February 6, 2014 at the reduced rental fee of $250. MOTION: “I move to approve the Red Cross Sweet Decadence benefit event rental agreement at the reduced rental fee of $250.” PRESENTER(S): Darcie Shultz  MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY (MDRA) ACTION/DECISION REQUEST MEETING DATE: December 23, 2013 AGENDA TITLE: Approve Chairman to accept the proposed policies for the plaques in the pocket park. ACTION Approve Chairman to accept the proposed policies for the REQUESTED: plaques in the pocket park. BACKGROUND: Trust received a request from Debbie East for an addition to the Wall of Fame in the pocket park. Research found no formal process or additional information. The interim-manager has since developed a set of proposed policies to be considered. RECOMMENDATION: Coleman Theatre interim-manager recommends consideration of the proposed policies for the plaques in Celebrity Park aka Wall of Fame. MOTION: “I move to approve the proposed policies for the plaques in Celebrity Park aka Wall of Fame.” PRESENTER(S): Darcie Shultz  Celebrity Park Proposed Plaque Policies Prepared: 12/19/2013 I. Selection Committee A. Form a committee to oversee selection of nominees B. Committee members should be diverse in their “regions” or fields C. Example: NEO rep, Chamber rep, Friends rep, MDRA rep, etc. D. Selection committee should not be allowed to submit a nomination II. Nomination Process A. Any one person or group can submit an application on behalf of the nominee B. Nominations are accepted once a year (TBD) C. Determine how many nominations will be accepted 1. How many nominees will be selected and inducted to the wall each year D. Define the categories that the nominees must fall into 1. Example: Fine Arts, Performing Arts, Sports, Visual Arts, Humanitarianism, etc. E. The nomination must come with consent from the nominated party F. Determine qualifications/criteria for eligibility 1. Professional achievement 2. Community involvement 3. Nominee should have been working in their field at least 5 years at the time of nomination 4. Location G. Nominations are submitted through an application process H. Posthumous nominations will be accepted with proper consent III. Application A. Applications are accepted once a year (TBD) by mail B. Applications should include: 1. Application 2. Brief bio (no more than 2 pages) 3. Photo 4. Nominees qualifications 5. List of community contributions or involvement 6. Letter of consent/agreement 7. Availability for hanging ceremony (if ceremony is desired) 8. The person(s) placing the nomination understand that they are responsible financially (TBD); which includes: a) Cost of creation b) Installation c) Maintenance IV. Selection A. The selection process is entirely within the committee’s discretion B. The policies, selection process, and guidelines are subject to change C. Selection by the committee is final D. Following the selection, nominees and the nominating person(s) will be notified E. Nominating party must submit payment within (--days, TBD) after selection notification F. Upon receipt of funds and Trust ratification; plaque creation will begin G. Ceremony plans (if desired by trust) will begin V. Ceremony A. If desired by the Trust