Miami Downtown Redevelopment Authority (MDRA) Packet

THE MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY (MDRA) MET IN REGULAR MEETING TUESDAY, FEBRUARY 18, 2020, IN THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 4:00 PM WITH THE FOLLOWING MEMBERS PRESENT: Ryan Orcutt, Chairman Dean Kruithof, City Manager Rudy Schultz, Trustee Danny Dillon, Coleman Manager Matt Keller, Trustee Marcia Johnson, Dept. of Library, Arts & Culture Lynn Forkum, Trustee Aaron Smith, 66 Cultural District Megan Frazier, Trustee The agenda for the meeting was posted in the main lobby of the Miami Civic Center and posted on www.miamiokla.net starting at 8:45 a.m. on Feb. 14, 2020. THE BOARD MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Orcutt called the meeting to order at 4:07 p.m. Public Input and Unscheduled Personal Appearances There were no unscheduled personal appearances. 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 items 4 & 5 be placed on the consent agenda. A motion to approve the minutes and claims was made by Trustee Shultz and seconded by Trustee Keller. Schultz: Aye; Keller: Aye; Frazier: Aye; Orcutt: Aye Approve Minutes: January 2020 Claims: Amount $25,112.60 Revenue Report: Dillon presented the January revenue report. Coleman Managing Director Report Dillon presented a report on the many activities going on at the Coleman. He provided Board members with a list of all events through the end of June. Trustees encouraged him to work with vendors, such as food trucks, Sodexo, and Souper Sweets, to provide food in the area during the film festival. Director of Library, Arts & Culture Report Johnson reported on Mural Fest which will take place May 2. It will start at 8:00 a.m. with the Willie Run and will include a car show and a variety of musical groups. The County jail has also been suggested as a site for a mural and the County Commissioners approved it at their Feb. 18 morning meeting. 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) There was no new business. Trustee Community Announcements Adjournment A motion to adjourn was made by Trustee Shultz and seconded by Trustee Frazier. Schultz: Aye; Frazier: Aye; Keller: Aye; Orcutt: Aye Chairman Orcutt declared meeting adjourned at 4:58 p.m. ___________________ ___________________ ___________________ Chairman Orcutt Trustee Schultz Trustee Keller ___________________ ___________________ ___________________ Trustee Frazier Trustee Stowell Trustee Trussler ATTEST:___________________  MDRA February 18, 2020 VENDOR DESCRIPTION TOTAL ACCURATE FIRE EQUIPMENT SEMI-ANNUAL INSPECTION 110.00 DENNIS JAMES ARTIST FEE (SILENT MOVIE "LOVE") (PO#20-01010) 2,000.00 HOMETOWN DEALS ADVERTISING (FEBRUARY) 75.00 HUGO'S INDUSTRIAL JANITORIAL SUPPLIES 122.42 LIVINGSTON PLUMBING LABOR (PLUMBING REPAIRS) 440.00 OKLAHOMA DEPARTMENT OF LABOR ELEVATOR INSPECTION 450.00 OKLAHOMA NATURAL GAS JANUARY GAS SERVICE 137.05 OKLAHOMA STATE DEPT. OF HEALTH FOOD SERVICES LICENSE 125.00 OKLAHOMA TAX COMMISSION DECEMBER SALES TAX 2,196.19 RED RIVER PIPE ORGAN ORGAN TUNING, TRAVEL (PO#20-01098) 790.60 RON BLACKWOOD AGENCY DEPOSIT (CONCERT) (PO#20-00988) 1,000.00 STEALTH NEWSPAPER, TELEVISION ADS (PO#20-01097) 2,942.99 STEALTH POSTERS 125.00 STEALTH NEWSPAPER ADS, POSTERS (PO#20-01099) 2,562.74 13,076.99 CREDIT CARD PURCHASES (DECEMBER 1, 2019 - JANUARY 31, 2020) ACE HOSE CAP 5.99 LOCKE SUPPLY PLUMBING, ELECTRICAL SUPPLIES 635.66 STAR WAREHOUSE HEATING ELEMENT 44.08 SWANK LICENSING FEES (ELF, IT'S A WONDERFUL LIFE) 830.00 WALMART JANITORIAL SUPPLIES, OFFICE SUPPLIES 109.74 1,625.47 CITY OF MIAMI PAYROLL (JANUARY 2, 2020) 3,873.17 CITY OF MIAMI PAYROLL (JANUARY 16, 2020) 3,512.78 CITY OF MIAMI PAYROLL (JANUARY 30, 2020) 3,024.19 TOTAL 25,112.60  MDRA March 16, 2020 VENDOR DESCRIPTION TOTAL BEN E. KEITH CONCESSION SUPPLIES 527.87 CHEMSEARCH WATER TREATMENT SERVICE 300.00 FRIENDS OF THE COLEMAN MERCHANDISE SALES REIMB. (PO#20-01214) 124.00 HOMETOWN DEALS MARCH ADVERTISING 75.00 HUGO'S INDUSTRIAL SUPPLY JANITORIAL SUPPLIES 169.93 KONE ELEVATOR MAINTENANCE (FEBRUARY & MARCH) 553.00 LISA MARTIN TICKET SALES (MYSTERIOUS 4 STATES) 365.90 MIAMI LITTLE THEATER TICKET SALES (STEEL MAGNOLIAS) (PO#20-01239) 8,075.53 OKLAHOMA NATURAL GAS FEBRUARY GAS SERVICE 109.82 OKLAHOMA TAX COMMISSION SALES TAX (JANUARY) 282.72 PATTY FRAZIER TICKET SALES (MOTOWN) (PO#20-01243) 4,381.00 PAUL BACHMANN DEPOSIT REFUND (THEATRE RENTAL) 375.00 PEPSI COLA CONCESSION SUPPLIES 561.30 15,901.07 CREDIT CARD PAYMENT (JANUARY 16 - 31, 2020) LOCKE SUPPLY LIGHT BULBS 47.60 47.60 CITY OF MIAMI PAYROLL (FEBRUARY 13, 2020) 2,991.26 CITY OF MIAMI PAYROLL (FEBRUARY 27, 2020) 4,160.34 TOTAL 23,100.27  MDRA PURCHASE ORDERS PRESENTED April 20, 2020 VENDOR DESCRIPTION TOTAL BOOTH & BOOTH ELECTRIC SOUND INSTALLATION (PO#20-01283) 1,311.55 BOOTH & BOOTH ELECTRIC SOUND INSTALLATION (PO#20-01396) 1,180.53 BRENROCK PRODUCTIONS THEATRE RENT REFUND (SUNNY SIDE UP) 2,050.00 CRAFTON PUMP SERVICE PARTS, LABOR (CHILLER PUMP REPAIR) (PO#20-01375) 1,417.14 GLENN CATT LABOR, MATERIALS (FRAMED SOUND EQUIP) (PO#20-01389) 500.00 HOMETOWN DEALS ADVERTISING 75.00 KONE ELEVATOR MAINTENANCE 276.50 OKLAHOMA NATURAL GAS MARCH GAS SERVICE 88.20 OKLAHOMA TAX COMMISSION FEBRUARY SALES TAX 2,429.82 * WARNER CONSULTING SOUND UPGRADE (PO#20-01297) 20,000.00 WARNER CONSULTING SOUND UPGRADE (FINAL PMT.) (PO#20-01401) 9,414.00 38,742.74 CREDIT CARD PURCHASES (FEBRUARY 16 - 29, 2020) WALMART CLEANING SUPPLIES, WATER 78.77 78.77 CREDIT CARD PURCHASES (MARCH 1 - 15, 2020) KONE ELEVATOR MAINTENANCE 22.12 LOCKE SUPPLY FILTERS, EMERGENCY LIGHTS 188.25 210.37 CITY OF MIAMI PAYROLL (MARCH 12, 2020) 3,387.00 CITY OF MIAMI PAYROLL (MARCH 26, 2020) 3,732.13 CITY OF MIAMI PAYROLL (APRIL 9, 2020) 3,187.68 TOTAL 49,338.69 * THIS CLAIM WAS PREVIOUSLY APPROVED BY TRUST MANAGER AND PAID ON MARCH 24, 2020.  MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY ACTION/DECISION REQUEST TRUST 10/02/20 MEETING DATE: AGENDA TITLE: Amending Trust Resolution 2016-04 to Add Designee to Sign Contracts within Budget Capacity BACKGROUND: • Original Resolution MDRA2016-04 was approved by the Trust on May 16, 2016. That allowed the Trust Manager to approve claims up to $20,000. • An amended Resolution added, “or designee”, to allow the Trust Manager’s designee to have the authority to negotiate, approve and execute contracts that correspond with the fiscal year’s budget capacity. • This Resolution will allow for an additional $20,000 to be approved to pay with the Chairman’s approval. STAFFS RECOMMENDATION: Approving the resolution as presented. PRESENTER(S): Jill Fitzgibbon  RESOLUTION NO. 2020 - _______________ A RESOLUTION OF THE BOARD OF TRUSTEES OF THE MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY TO AMEND RESOLUTION 2016-04 DELEGATING CLAIMS PAYMENT AND CONTRACT AUTHORITY TO THE TRUST MANAGER WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides for a trust purpose at Article III, paragraph 7, and a matching trust power at Article VII, paragraph 15, as follows: “To expend all funds coming into the hands of the Trustees as revenue or otherwise for the payment of any indebtedness incurred by the Trustees for the purposes specified herein, and in the payment of the aforesaid costs and expenses, and in payment of any other obligation properly chargeable against the Trust Estate, … “; and WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides the following trust powers at Article VII, paragraphs 29 and 30: “To exercise management and control of the properties of the Trust Estate subject to the authority otherwise specifically granted to the General Manager and Executive Director as described herein; To contract for the furnishing of any services or the performance of any duties that they m ay deem necessary or proper, and pay for the same as they see fit, provided that no such contract services or the performance thereof shall interfere with or inhibit the authority specifically granted to the General Manager and Executive Director as described herein”; and WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides at Article VI, paragraph 4, that the City Manager of the City of Miami, Oklahoma, serves ex officio as General Manager and Executive Director for the Trust Estate, and that he or she is charged with “… the authority … to manage Trust facilities and activities in a manner consistent with the policies established by written resolution of the Board of Trustees …”; and WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides at Article VII, paragraph 28, that the Board of Trustees may “… do any and all things necessary or convenient to carry out its purposes and exercise the powers given and granted herein, and to do all other acts in their judgment necessary or desirable, for the property and advantageous management, investment and distribution of the Trust Estate and income therefrom”; and WHEREAS, the Board of Trustees desire to delegate claims settlement and payment authority to the Trust Manager; and WHEREAS, the Board of Trustees desire to delegate to the Trust Manager the authority to book and schedule events, performances and professional services and to execute contracts in connection therewith. Page 1 of 2  NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY AS FOLLOWS: 1. The Trust Manager or designee shall have the authority to negotiate, approve and execute contracts for performances and/or professional services; and 2. The Trust Manager shall have the authority to approve claims for payment and may issue payment for the same; and 3. The financial commitments and/or payments made under the authority granted hereunder shall not exceed a cumulative unpaid total of twenty thousand dollars ($20,000.00) absent the approving vote of a majority of a quorum of the Board of Trustees at a regular or special meeting thereof and an additional twenty thousand dollars ($20,000) with the chairperson’s written approval; and 4. The Trust Manager shall be obligated to make report of actions taken under this authority at the regular meeting next following said actions; and 5. This Resolution may be revoked or amended at any time by vote of a majority of a quorum of the Board of Trustees at a regular or special meeting, but such revocation or amendment shall not impair the validity of claims approval, claims payment or execution of contract(s) for performances and/or professional services made previously in compliance herewith. Approved by Public Vote of the MDRA Board of Trustees Pursuant to a Posted Agenda Item at a meeting held on ______________________________, 2018, by a vote of: ______ For, _____ Against, and _____ Abstaining _____________________________________________ Rudy Schultz, Chairperson Approved: Attest: _______________________________________ _______________________________________ Ben Loring, Trust Attorney City Clerk Page 2 of 2  RESOLUTION NO. 202018 - _______________ A RESOLUTION OF THE BOARD OF TRUSTEES OF THE MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY TO AMEND RESOLUTION 2016-04 DELEGATING CLAIMS PAYMENT AND CONTRACT AUTHORITY TO THE TRUST MANAGER WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides for a trust purpose at Article III, paragraph 7, and a matching trust power at Article VII, paragraph 15, as follows: “To expend all funds coming into the hands of the Trustees as revenue or otherwise for the payment of any indebtedness incurred by the Trustees for the purposes specified herein, and in the payment of the aforesaid costs and expenses, and in payment of any other obligation properly chargeable against the Trust Estate, … “; and WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides the following trust powers at Article VII, paragraphs 29 and 30: “To exercise management and control of the properties of the Trust Estate subject to the authority otherwise specifically granted to the General Manager and Executive Director as described herein; To contract for the furnishing of any services or the performance of any duties that they m ay deem necessary or proper, and pay for the same as they see fit, provided that no such contract services or the performance thereof shall interfere with or inhibit the authority specifically granted to the General Manager and Executive Director as described herein”; and WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides at Article VI, paragraph 4, that the City Manager of the City of Miami, Oklahoma, serves ex officio as General Manager and Executive Director for the Trust Estate, and that he or she is charged with “… the authority … to manage Trust facilities and activities in a manner consistent with the policies established by written resolution of the Board of Trustees …”; and WHEREAS, the Second Amended Declaration of Trust of the Miami Downtown Redevelopment Authority provides at Article VII, paragraph 28, that the Board of Trustees may “… do any and all things necessary or convenient to carry out its purposes and exercise the powers given and granted herein, and to do all other acts in their judgment necessary or desirable, for the property and advantageous management, investment and distribution of the Trust Estate and income therefrom”; and WHEREAS, the Board of Trustees desire to delegate claims settlement and payment authority to the Trust Manager; and WHEREAS, the Board of Trustees desire to delegate to the Trust Manager the authority to book and schedule events, performances and professional services and to execute contracts in connection therewith. Page 1 of 2  NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE MIAMI DOWNTOWN REDEVELOPMENT AUTHORITY AS FOLLOWS: 1. The Trust Manager or designee shall have the authority to negotiate, approve and execute contracts for performances and/or professional services; and 2. The Trust Manager shall have the authority to approve claims for payment and may issue payment for the same; and 3. The financial commitments and/or payments made under the authority granted hereunder shall not exceed a cumulative unpaid total of twenty thousand dollars ($20,000.00) absent the approving vote of a majority of a quorum of the Board of Trustees at a regular or special meeting thereof and an additional twenty thousand dollars ($20,000) with the chairperson’s written approval; and 4. The Trust Manager shall be obligated to make report of actions taken under this authority at the regular meeting next following said actions; and 5. This Resolution may be revoked or amended at any time by vote of a majority of a quorum of the Board of Trustees at a regular or special meeting, but such revocation or amendment shall not impair the validity of claims approval, claims payment or execution of contract(s) for performances and/or professional services made previously in compliance herewith. Approved by Public Vote of the MDRA Board of Trustees Pursuant to a Posted Agenda Item at a meeting held on ______________________________, 2018, by a vote of: ______ For, _____ Against, and _____ Abstaining _____________________________________________ Rudy Schultz, Chairperson Approved: Attest: _______________________________________ _______________________________________ Ben Loring, Trust Attorney City Clerk Page 2 of 2