Miami Industrial and Public Facilties Authority (MIPFA) Meeting Packets

THE MIAMI INDUSTRIAL AND PUBLIC FACILITIES AUTHORITY MET IN SPECIAL SESSION APRIL 12, 2016, AT 5:00PM IN THE CIVIC CENTER COUNCIL ROOM WITH THE FOLLOWING MEMBERS PRESENT: Rudy Schultz, Chairman Dean Kruithof, City Manager Marcel Walther (Absent) Alicia Hogan, Deputy City Clerk Jeff Birdsong Kyle Roblyer Notice of special meeting of the Miami Industrial and Public Facilities Authority, Miami, Oklahoma, called by Chairman Rudy Schultz was posted on Thursday, April 07, 2016, at 8:40AM in the main lobby and the north outside entryway of the Miami Civic Center and the agenda was posted in the same manner at 2:45PM on April 11, 2016. Call to Order Chairman Schultz called the meeting to order at 5:05PM Minutes: January, 31, 2013 The Trustees discussed the minutes. Trustee Roblyer made a motion to approve the minutes as presented. The motion was seconded by Trustee Birdsong. The authority was polled with the following results: Roblyer, Aye Birdsong, Aye Schultz, Aye Walther, Absent Chairman Schultz declared the motion carried. Meeting Schedule Calendar Years 2016 & 2017 No action taken. 911 Tower Inspection and Maintenance Glenda Longan addressed the Trustees concerning the inspection and maintenance for the 911 tower. Roblyer asked how current the lease was for the tower. The Trust expends $500 per month to the property owner, Ankenman, where the tower is located. There was discussion concerning the revenue from rentals (antennas on the tower and land/buildings). Lindsay Schnakenberg clarified; Civil Defense, Creative Media, Police Department, Sherriff Department, and Verizon pay rent for tower usage. Eagle Pitcher/Thermo Fisher, and O’Reilly’s pay rent for building or land. There is also an agricultural lease that is revenue. Longan stated there had been a general inspection in 2013. Schultz expressed his preference would be to get an updated inspection and then let bids for the maintenance contract consisting of bringing the tower up to date concerning repairs and an ongoing maintenance plan. It is unclear if there is insurance coverage for the tower. It was the consensus of the Trustees that a new inspection needs to be done. Dean Kruithof stated the fencing that needs to be repaired might be something that can be done “in-house.” Trustee Roblyer made a motion to approve letting bids for updated inspection. The motion was seconded by Trustee Birdsong. The authority was polled with the following results: Roblyer, Aye Birdsong, Aye Schultz, Aye Walther, Absent Chairman Schultz declared the motion carried. Revenue and Expense Report Schnakenberg explained the revenue and expense report. The Trust has received $34,500.02 in revenue and expensed out $7,359.20. FY 16-17 budget No action taken. Adjournment Trustee Birdsong made a motion to adjourn the meeting. The motion was seconded by Trustee Roblyer. The authority was polled with the following results: Birdsong, Aye Roblyer, Aye Schultz, Aye Walther, Absent Chairman Schultz declared the meeting adjourned at 5:42PM. __________________________ __________________________ ATTEST: Rudy Schultz, Chairman Marcel Walther, Trustee ___________________________ __________________________ __________________________ Alicia Hogan, Deputy City Clerk Kyle Roblyer, Trustee Jeff Birdsong, Trustee __________________________ Vacant, Trustee  MIAMI INDUSTRIAL AND PUBLIC FACILITIES AUTHORITY ACTION/DECISION REQUEST MIPFA MEETING DATE: AGENDA TITLE: Resolution to Authorize the City Manager Payment Authorization BACKGROUND: Please consider giving payment authority to your trust manager. Approval of the language in this resolution will mirror all applicable authorities’ payment authority language for their trust manager, which is a request of the finance division for the City of Miami. “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 ($20,000.00) with the chairperson’s written approval;” STAFFS RECOMMENDATION: Approve resolution. PRESENTER(S): Jill Fitzgibbon  RESOLUTION NO. _____________________ A RESOLUTION OF THE BOARD OF TRUSTEES OF THE MIAMI INDUSTRIAL AND PUBLIC FACILITIES AUTHORITY (MIPFA) DELEGATING CLAIMS PAYMENT AUTHORITY TO THE TRUST MANAGER WHEREAS, the Trust Agreement creating the Miami Industrial and Public Facilities Authority provides for a trust purpose at Article III, paragraph 9: “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 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 Trust Agreement Creating the Miami Industrial and Public Facilities Authority provides the following trust powers at Article VII, paragraph(s) 5: “The Trustees may appoint a general manager for the Trust Estate, and may employ such other clerical, professional, legal and technical assistance as may be deemed necessary in the discretion of the Trustees to properly operate the business of the Trust Estate, and may fix their duties, terms of employment and compensation. …” WHEREAS, the Trust Agreement creating the Miami Industrial and Public Facilities Authority provides at Article VII, paragraph 9, that the Board of Trustees may “… do all other acts in their judgment necessary or desirable for the proper 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 City Manager of Miami, Oklahoma, which is a governmental office created by the City Charter of the Trust Beneficiary; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE MIAMI INDUSTRIAL AND PUBLIC FACILITIES AUTHORITY AS FOLLOWS: 1. The City Manager of Miami, Oklahoma, 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 ($20,000.00) with the chairperson’s written approval ; and 4. The City 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. Page 1 of 2  Approved by Public Vote of the MIPFA Board of Trustees Pursuant to a Posted Agenda Item at a meeting held on ______________________________, 2016, by a vote of: ______ For, _____ Against, and _____ Abstaining _____________________________________________ Chairperson Approved: Attest: _______________________________________ _______________________________________ David E. Anderson, City Attorney Secretary / City Clerk / Deputy City Clerk Page 2 of 2