THE MIAMI COMMUNITY FACILITIES AUTHORITY (MCFA) MET IN REGULAR SESSION FEBRUARY 04, 2015, AT THE MIAMI CIVIC CENTER COUNCIL CHAMBERS AT 5:15 PM WITH THE FOLLOWING MEMBERS PRESENT: Jeff Hale, Chairman Rudy Schultz, Trustee/Secretary/Treasurer Neal Johnson, Trustee Loretta Robinson, Trustee (Absent) Mark Folks, Trustee/Vice Chairman (Absent) Dale Patterson, Trustee Stacey Satterwhite, Trustee (Absent) Dean Kruithof, Trust Manager David Anderson, Trust Attorney (Absent) Alicia Hogan, Deputy City Clerk The agenda for the meeting was posted in the main lobby and the north outside entryway of the Miami Civic Center at 3:25 PM on February 03, 2015. THE TRUST MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Chairman Hale called the meeting to order at 5:15 PM. Invocation Chairman Hale gave the invocation. Pledge of Allegiance Chairman Hale led the pledge of allegiance. 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 5 through Item 7 be placed on the consent agenda. Trustee Johnson moved to transfer agenda Item #5 (Ratify all Previous Actions and Decisions by the Miami City Council) through Item #7 (Minutes: January 07, 2015). Trustee Schultz made the second. The Trust was polled with the following results: Johnson, Aye Schultz, Aye Patterson, Aye Hale, Aye Satterwhite, Absent Robinson, Absent Folks, Absent Chairman Hale declared the motion approved. Ratify all Previous Actions and Decisions by the Miami City Council Moved to the consent agenda. Ratify all Previous Actions of the Miami Special Utility Authority Moved to the consent agenda. Minutes: January 07, 2015 Moved to the consent agenda. Monthly Financial Report Lindsay Schnakenberg corrected the amount of $43,000 to $73,000 reported at the last meeting for an outstanding invoice that has now been paid to Architects In Partnership (AIP),leaving an ending Bond Funds balance of $55,486.25 MCFA Page 1 of 3 February 04, 2015
including $35,520 in the Physical Plant. The MCFA funds on hand are $368,913. The Trustees discussed how funds could be allocated. Punch List Update Steve Grimes updated the Trustees concerning heaters in the concession s area, gates, elevator security key that needs to be installed, the scoreboard, and the hand dryers. Hale asked about possibly having a catwalk installed on the scoreboard for access. Dale Patterson expressed concerns about securing the gate in the middle of the west side. Hale directed Grimes to investigate and price of the scoreboard catwalk as well as the gate issue. Grimes asked about possibly paying for the extended warranty for the scoreboard. Four State Knights Field Lease Agreement Amanda Davis stated Adam Booth with 4-State Knights had expressed interest in using Red Robertson Field as their home game field. The team is part of the Midwest Football League. There would be six (6) home games from May to September to be played on Saturdays. The team has stated if there is a conflict they would move the game to Sunday. Dillon Betsy with the team expressed the team s interest in using the field and stated they were willing to work with the MCFA in any way possible. Trustees discussed options/requests of the team. NEO Football Recruiting Update Ryan Held and Chad Davis updated the Trustees on the successful recruiting process for NEO A&M Football and thanked the Trustees for allowing them to use the facility. Event Center Emergency Procedures/Security Plan Trustee Patterson moved to approve the plan. Trustee Johnson made the second. The Trust was polled with the following results: Patterson, Aye Johnson, Aye Schultz, Aye Hale, Aye Satterwhite, Absent Folks, Absent Robinson, Absent Chairman Hale declared the motion carried. Security Cameras Scott Trussler presented options for a surveillance/camera system. Trussler recommended Honeywell with Minuteman Power Technologies as a second choice. Private Events in Suites Amanda Davis requested use of the Center Suite for Miami High School Reunions. Hale expressed concerns about having a reunion held in the suite area. He was not opposed to having a sign-up and a tour at no charge to the attendees. Dean Kruithof suggested a future conversation about the Honors Plaza being a place to have private events. Davis requested the use of the suite area for the 8-Man football game and guidance on how to facilitate this event. Hale stated that for the 8-Man event suite holders would be contacted to sponsor a group and it could be a yearly event and he would be the person to contact the suite holders for sponsorships. Stage for Stadium Use Grimes presented a quote of $29,501.00 for a multi-purpose stage to be used at the facility for special events. He recommended Wenger Stagetek TM Staging System. The stage is a modular system 20 x 32 with two 16 ADA ramps and one stairway with an elevation of 16. Hale posed a question as to purchasing this stage as a joint effort MCFA Page 2 of 3 February 04, 2015
between the MCFA, City, and College. Hale asked Davis to investigate size requirements concerning stages requested for concerts to see if the 600 square feet would be big enough. Turf Management Agreement Dale Patterson presented a one year agreement with FieldTurf Tarkett Sports Company to clean and perform maintenance for the turf two times a year for a total cost of $4995 to be paid from the discretionary account. Trustee Patterson moved to approve the one year FieldTurf Tarkett Sports Company agreement Program 2 at the cost of $4995. Trustee Johnson made the second. The Trust was polled with the following results: Patterson, Aye Johnson, Aye Schultz, Aye Hale, Aye Satterwhite, Absent Folks, Absent Robinson, Absent Chairman Hale declared the motion carried. Phase III Planning Hale explained the fee for Architects In Partnership to do the conceptual work and design is 3% of the total project. Future Project Planning 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 Schultz moved to adjourn. Trustee Johnson made the second. The Trust was polled with the following results: Schultz, Aye Johnson, Aye Patterson, Aye Hale, Aye Satterwhite, Absent Folks, Absent Robinson, Absent Chairman Hale declared the meeting adjourned at 6:54PM. Jeff Hale, Chairman Rudy Schultz, Treasurer/Secretary Loretta Robinson, Trustee ATTEST: Mark Folks, Vice Chairman Dale Patterson, Trustee Alicia Hogan, Deputy City Clerk Stacey Satterwhite, Trustee Neal Johnson, Trustee MCFA Page 3 of 3 February 04, 2015
MIAMI COMMUNITY FACILITIES AUTHORITY ACTION/DECISION REQUEST AUTHORITY MEETING DATE: AGENDA TITLE: ACTION REQUESTED: 03/04/15 Amend Suites Section of the Event Center Operations Manual Amend Suites Section of the Event Center Operations Manual to allow the City of Miami, NEO &AM, and Miami Public Schools to utilize the Center Suite and any unleased suites as promotion tools BACKGROUND: The Event Center Operations Manual was approved by this Authority August 27, 2014. I have included amended language on page 3 in the Suites section as follows: When not in use, the Center Suite and any unleased suites is open to the City of Miami, NEO A&M College, and Miami Public Schools, without rent for events such as fundraising, recruiting, and cultivation. The Administrative Suite is by invitation only and supervised by the EM. Allowing easy access to these suites will allow the named entities to utilize the facility to promote future use. RECOMMENDATION: Recommend amending the language as proposed. PRESENTER(S): Jill Fitzgibbon
Red Robertson Event Center Operation Manual This manual is designed to detail logistics for routine maintenance and events conducted at the Red Robertson Event Center. While not every possible scenario can be addressed, this manual shall serve as a general guideline. If a specific situation cannot be resolved within the guidelines, the event manager(s) will determine appropriate procedures. Ambulance/Emergency Personnel Ambulance/emergency vehicles shall park in the northwest event center entrance. Band Seating The farthest north end of the west side of the stadium seating will serve as the band section and should be organized/supervised by the band director(s). Bus Parking Visiting team and band busses are to park on the northeast road adjacent to the baseball field. Concession Stands Concessions will be operated and supervised by the MCFA vendor, Sodexo. No food or drink may be brought in or sold inside the event center area without the approval of the MCFA vendor, Sodexo. Stadium renters may be able to profit from concessions by providing workers for the concession stands. The MCFA vendor, Sodexo, has the right to refuse to operate concession for events inside the event center. Dressing Rooms for Officials The locker room area on the northeast side is equipped with a separate facility for game officials. Elevator Use of the elevator and stairwells is restricted to those who are assigned to the press box level or who hold leases to the suites, and their guests. Event managers will provide attendants to monitor access to the stairwells and elevator. A credential will be issued to individuals who will have access to the elevator, press box, and suites. Event Manager For all "gated" events at Red Robertson Field, the host organization shall designate an "Event Manager (EM)." For Miami Public Schools events, the Director of Athletics or their designee shall serve as the EM. For NEO A&M College events, the Director of Athletics or their designee shall serve as the EM. For City of Miami (MCFA) sponsored events, the CVB Director or their designee shall serve as the EM. For all youth association sponsored events, the Association's President or their designee shall serve as the EM. The Event Manager shall: 1. Ensure that all event management duties have been met as outlined in the MCFA Operations Manual; 2. Serve as the on-site administrator responsible for any and all emergency or unforeseen circumstances; 3. Meet with City and MCFA staff prior to the start of each school year to review and develop updates for the Events/Operations Manual. 4. The EM is responsible for coordinating training, scheduling and compensation for personnel required to conduct events at the event center including, but not restricted to: press box operations (clock, timers, announcers), security, ticketing, parking lot attendants, vending, maintenance/custodial, officials and event management. Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 1 of 7
An exception to this responsibility is operation of the video capabilities of the scoreboard, which must be scheduled and coordinated through. Field Entrance for Teams Athletes will enter the stadium through their respective locker rooms. Home team will warm up on the north end of the stadium and visiting team on the south end. Home bench is on the west side; visiting bench is on the east. Visiting cheer squads, marching bands, flag corps and ceremonial dignitaries will enter the stadium through the northeast access gate. There will be no field access to spectators unless allowed by the EM for specific purpose. Equipment may be taken to the field using the gator. At no time, except life-threatening emergencies, are any vehicles other than the gator to be on the field. General Parking Unless determined otherwise by the EM, all parking lot areas shall be designated for general parking. Reserved parking areas may be designated for events at the discretion of the EM, but should be labeled clearly and coordinated in advance of the event. Official Parking Game officials shall park on the northeast side of their locker room. Prohibited Items The following items are not to be used on the playing surface, bench area, or locker rooms of Red Robertson Field: 1. Sunflower seeds 2. Gum 3. Tobacco and E-cigarettes 4. Spiked high heel dress shoes This prohibition is for all coaches, players, officials, workers, event attendees, and participants using the field turf. Spectator Seating For athletic events, the west side of the stadium shall be designated for the home crowd and the east side bleachers shall be designated for visitors. Reserved seating will be at the discretion of the hosting team and will be administered internally with proceeds going to the host agency. Student Seating Student sections shall be reserved on the north end of the west side of the stadium, just to the south of band seating. This section should be organized/supervised by the EM(s) or their designee(s). Seating adjustments for student and band sections may be made at the discretion of the EM pending attendance. Tailgating Tailgating is allowed outside of the event center only. Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 2 of 7
Standard gas and charcoal grills/smokers are allowed. Open flame wood grills, fire pits and third axle/trailer smokers are prohibited without prior approval of the MCFA or EM. Coals should be extinguished and disposed of properly. Canopies should be taken down in windy conditions. Owners of canopies are responsible for damage caused by windblown structures. Overnight parking is restricted for all vehicles. Tailgaters are expected to clean up their area and place trash in trash receptacles. No alcoholic beverages will be allowed in the standard public seating area. Alcoholic beverages in the tailgating area will be at the discretion of the EM. Team Locker Rooms Miami Public School teams will use the Wardog locker rooms on the northwest side of the stadium. No other entity will be allowed use of the Wardog locker rooms without the approval of the MCFA. NEO Football will use the locker room in the Crossland Complex. Visiting teams will use the northeast locker room and the south end of the field for warm up. The visiting team bench is on the east side of the stadium. Ticket and Pass Gates The EM shall designate if both west and east gates shall be utilized according to anticipated attendance. A pass gate may be established by the EM and should be staffed separately. It is suggested that this gate be clearly marked and located where the least amount of ticketed entrance is anticipated. Outside Vendors Outside vendors are permitted with approval of the MCFA vendor, Sodexo. Areas for vendors are designated at the discretion of the EM, but may only be in common areas, such as concession plazas. At no time are outside vendors allowed in the press box, suite levels, or field areas. No non-alcoholic beverages other than products provided by MCFA vendor, Sodexo, shall be sold inside the event center. Catering, cleaning and attendant services for the Skybox suites, other than concession areas are exclusive to MCFA vendor, Sodexo. Press Box Press box admittance will be restricted to only those working in the press box area. Individuals working in press box and must have a credential to enter. Credentials will be supplied by the EM. General housecleaning is expected by those using the press box. Suites No one will be allowed to enter the suites without a suite credential. Individuals should enter the suites by using the elevator. When not in use, the Center Suite and any unleased suites is open to the City of Miami, NEO A&M College, and Miami Public Schools, without rent for events such as fundraising, recruiting, and cultivation.the Administrative Suite is by invitation only and supervised by the EM. Unique Activities Any unique or abnormal activities in the event center or on the field must be approved by the MCFA. Examples could include but is not limited to: fireworks, parachutists, activities on the turf. Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 3 of 7
Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 4 of 7
The following section will serve as a checklist for routine maintenance and event preparation/clean-up. These responsibilities may be contracted to outside groups and/or individuals, at the discretion and expense of the event host. Routine Maintenance Responsibilities Mow grass on complex site Parking lot snow removal Dumpster service Pre-Event Preparation Remove snow as necessary for event Prep turf according to manufacturer s specifications Check and unlock as needed: Entrance gates Restrooms Ticket stations Press boxes Suites Concession stands Locker rooms Official s room Elevator Stairwells Bleachers (visitor and home) Field areas Set up and start as needed: Scoreboard game clock Public address system Set up as needed: Team benches Trashcans on sidelines Yard markers Goal post pads Pylons Chains Ticket area tables Vendor tables Raise: US flag (unless part of a ceremony) Oklahoma flag (unless part of a ceremony) School flags (if appropriate) Turn on as needed: Field lights Restroom lights Press box lights Suite lights Concession lights Locker room lights Official s room lights Outside receptacles Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 5 of 7
Post-Event Checklist Remove all trash from complex grounds Power wash surfaces and bleachers as needed Clean, restock and lock if utilized: Entrance gates Restrooms Ticket stations Press boxes Suites Concession stands Locker rooms Official s room Elevator Stairwells Shut down and store if utilized: Scoreboard game clock Public address system Remove, clean and store if utilized: Team benches Trashcans on sidelines Yard markers Goal post pads Pylons Chains Ticket area tables Vendor tables Lower, fold and store: US flag Oklahoma flag School flags (if utilized) Turn off if utilized: Field lights Restroom lights Press box lights Suite lights Concession lights Locker room lights Official s room lights Outside receptacles Clean: Bleachers (visitor and home) Field areas Place all trash in bags in the dumpsters Emergency Procedures The MCFA adopted the NEO A&M College Emergency Plan on. Please refer to this manual for all emergency operation plans. Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 6 of 7
City of Miami All City Ofcs: 918-542-6685 Contact Lists Call 911 in the event of an emergency Office Chief/ Director s Cell Fire Dept non-emergency North 541-2323 South 541-2324 919-9320 Police Dept non-emergency 542-5585 918-639-3325 Emergency Management 541-2275 961-8944 Public Works (elec, water, sewer, streets, trash) 542-6384 961-2108 Convention and Visitors Bureau 542-4435 533-2257 IT Dept 541-2216 961-1166 Finance Dept 541-2225 533-2833 NEO A&M College All College Ofcs: 918-542-8441 Office Cell NEO Campus Police 918-540-6373 918-533-1243 Stadium Supervisor 918-533-2455 Athletic Director 405-612-8582 Assistant Athletic Director 918-533-8447 Director of Physical Plant 918-533-3363 Head Football Coach 913-475-6872 Athletic Dept Secretary 918-848-0367 Vice President of Fiscal Affairs 918-320-9528 NEO A&M College President 405-761-6699 Miami Public Schools Office Superintendent of Schools 918-542-8455 Miami High School Principal 918-542-4421 Miami High School Assistant Principal 918-542-4421 Miami Public School Athletic Director 918-542-4421 Will Rogers Middle School Principal 918-542-5588 Will Rogers Middle School Assistant Principal 918-542-5588 Game Coordinator (During MHS Football Games) 918-453-3345 918-533-1954 MPS SRO cell 918-961-0220 Sodexo Office Cell Concessions and Catering 918-540-6357 General Manager 918-457-9081 Red Robertson Stadium Operations Manual - Approved By MCFA: August 27, 2014 Page 7 of 7
Date of Application: Red Robertson Field Rental Application, Policy, And Agreement Application is hereby submitted for rental of Red Robertson Field (hereinafter Stadium ) for the purpose of (please describe the event in detail): Event date(s): Event date(s): From (start time): am/pm (circle one) From (start time): am/pm (circle one) To (end time): am/pm (circle one) To (end time): am/pm (circle one) Will there be an admission fee? Yes ( ) No ( ) Will the public be admitted? Yes ( ) No ( ) I hereby agree to observe and enforce all rules and regulations of the Miami Community Facilities Authority (hereinafter MCFA ) governing the use of public property. I agree to protect, indemnify, and save harmless, the MCFA and its member governing bodies, officers, and employees from any and all claims, liabilities, damages, or rights of action directly or indirectly growing out of the use of the premises. I further agree to carry a commercial general liability insurance policy with a limit per occurrence of $1,000,000. Evidence of such coverage shall be provided to the City of Miami City Clerk prior to the event. Being age of majority, I understand and agree to all of the provisions of this agreement and the Red Robertson Field Rental Policy provided below. Name of Organization(s): Name: (printed): Address: City: State: Zip: Phone: Fax: Email: Signature: Name: (printed): Address: City: State: Zip: Phone: Fax: Email: Signature: For MCFA Use: Approved By: Date: User Classification: Red Robertson Field Rental Application, Policy, and Agreement Page 1 of 3 Approved By MCFA:
RED ROBERTSON FIELD RENTAL POLICY Red Robertson Field may be used for community activities and events under the rules and regulations approved by the MCFA. The Stadium will not be used by any group or organization for any purpose that is inconsistent with local, state, or federal laws. Additionally, permission to use the Stadium will not be granted to any group or organization when the MCFA or designee, deems there is imminent danger of breach of the peace, turmoil, riot, resistance of law and order, or danger to the Stadium property or patrons. No meeting or other activity shall be held at the Stadium other than that stated in the application. The applicant is responsible for returning the facility to the MCFA in its original condition. All liability for damage to or loss of MCFA property is assumed by the applicant. If the applicant fails to clean up after the event, additional charges will be applied per the schedule outlined in Supplemental Usage Fees. In the event, the user is renting a vacant suite or hospitality area, the Suite Manual Agreement must be signed and submitted to the City of Miami City Clerk prior to approval. Use of tobacco products on the premises is prohibited. The sale or provision of alcoholic beverages is permitted with proof of a City of Miami and State of Oklahoma beverage and/or liquor license. Non-alcoholic beverages sold on site must be purchased through the MCFA vendor, Sodexo. The MCFA reserves the right to revoke a permit at any time, for any purpose, by refunding the fees paid, less any expense incurred. Deposit and Basic Fee A refundable deposit of $250 is required at the time of application. When admission is charged, the basic fee for the facility shall be a flat fee of $500. This fee includes the following facilities, services, and equipment: Field Dressing Room Stadium Seating Restrooms Ticket Booth Concessions (available through Sodexo) Scoreboard Public Announcement System Field Lights Red Robertson Field Rental Application, Policy, and Agreement Page 2 of 3 Approved By MCFA:
Supplemental Usage Fees In addition to the basic fee, supplemental charges are required for the following services: Custodian $35 per hour (per custodian) Clean Up $90 per hour Video Board $ Vacant Suite(s) $300 per event Hospitality Area $500 per event Other Concessions Concessions will be operated and supervised by the MCFA vendor, Sodexo. No food or drink may be brought in or sold inside the stadium area without the approval of the MCFA vendor, Sodexo. Stadium renters may be able to profit from concessions by providing workers for the concession stands. The MCFA vendor, Sodexo, has the right to refuse to operate concession for events inside the stadium. Estimated Statement (To be completed by MCFA Representative) Basic Fee $ 500.00 Custodian $ Clean Up $ Video Board $ Vacant Suite(s) $ Hospitality Area $ Other $ TOTAL $ A formal invoice will be mailed after the event for the basic fee and supplemental charges. Payment is due within 7 days of the invoice date. If the event goes over the estimated hours or the premises are not returned to their original condition, additional charges may be levied and reflected in the invoice. Red Robertson Field Rental Application, Policy, and Agreement Page 3 of 3 Approved By MCFA: