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Automated agenda packet transcript and first-pass audit leads
Miami Agenda Packet 07/07/2026 #5956
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legal: 3claims: 1audit: 1police: 1fire: 1
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Full Transcript
Transcript pages 1-11
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THE MIAMI MAIN STREET BOARD MET IN SPECIAL SESSION MONDAY JUNE 1, 2026 IN THE MIAMI CONVENTION & VISITORS BUREAU AT 8:30 AM WITH THE FOLLOWING MEMBERS PRESENT: Trinda Crow, Board President Gretchen Frazier, Board Member Tori Chenoweth, Board Member Kyla Jones, Board Member Sonja Frisbie, Board Member 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 4:30 PM on May 27, 2026, pursuant to 25 O.S. § 311(9) (a) and (b). THE TRUST MAY DISCUSS, CONSIDER, AND VOTE ON ANY ITEM LISTED IN THIS AGENDA: Call to Order Board President Crow called the meeting to order at 8:30 A.M Public Input and Unscheduled Personal Appearances None Discuss and Approval Of May 2026 Meeting Minutes: Board Member Jones motioned to approve the May Minutes. Board Member Frisbie made the second. The board was polled with the following results: Jones: Aye, Frisbie: Aye, Chenoweth: Aye, Board President Crow: Aye, Frazier: Abstain Board President Crow declared the motion carried. Main Street Coordinator Report: Jesse Black gave the Main Street Coordinator report. June 4th will be the Heart of Main Street Dinner. Jesse is attending training in Ardmore from June 2 to June 4th. He will be back in town for the dinner. Trinda has been working on Main Street’s 501C-3 with Estelle-Hill Law Firm. Looking ahead, the Mayor’s Conference and 8-Man are the same week in June, the 16th-20th. The lot across the street is being worked on. We are looking at possibly hosting a Food Truck Night with possibly some small events alongside it. Considering the second Thursday of the month. Discussion was made about charging the food trucks, or receiving a percentage of sales instead of fees. That would affect December’s Sip and Shop. It would be the Thursday right before the Sip and Shop on the following Tuesday. Jesse asked if people would be opposed to moving the December Sip and Shop to the same day. With no one opposing Jesse entertained a motion. Board Member Chenoweth made a motion to change the date of the December Sip and Shop to December 10th. Board Member Frisbie made the second. The board was polled with the following results. Chenoweth: Aye, Frisbie: Aye, Frazier: Aye, Jones: Aye, President Crow: Aye Board President Crow declared the motion carried.
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4 Point Committee Chair Reports:
The committee chairs gave an update on the 4 Point Committees.
Gretchen Frazier gave an update on Design. We have table decorations for the dinner. That will be
starting at 2:00 on June 4th. The auction table will also be set up.
Sonja reported for Organization Committee. The auction items have all been collected.
No report from Economic Vitality or Promotion.
None
Update on Heart of Main Street Dinner and Auction/Set up information
Jesse gave an update on the dinner. Most of the information was covered in Gretchen’s report from
design. At this moment, we have some people lined up as the auction clerk and as spotters. The patrons
have the choice of Spaghetti or Alfredo, and Dillon will pad a little just in case.
none
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
Board Member Jones motioned to adjourn. Board Member Chenoweth made the second. The board was
polled with the following results:
Jones: Aye, Chenoweth: Aye, Frazier: Aye, Frisbie: Aye, Board President Crow: Aye
Board President Crow declared the motion carried.
Adjourned at 9:07
________________________ ___________________
Chairman Crow Board Member Jones
________________________ _________________
Board Member Frisbie Board Member Frazier
________________________
Board Member Chenoweth
Attest: ________________________Packet Page 4
Community Service / Volunteer Worker Process for the City
DATE: 05-27-2026
PURPOSE This process ensures:
• Proper screening based on risk level and
assignment location
• Protection of City facilities, staff, and sensitive
information
• Centralized recordkeeping and oversight
• Clear liability controls and compliance
documentation
HR + RISK MANAGER All volunteer and community service files must be
CENTRALIZED maintained jointly by HR and the Risk Manager.
OVERSIGHT (ALL
HR and Risk Manager are responsible for:
LEVELS)
• Creating and maintaining official volunteer files
• Verifying required documentation by level
• Tracking approvals and assignments
• Maintaining waiver, release, and indemnity
documentation
• Overseeing background check and screening
documentation
• Ensuring compliance with City policy and
liability requirements
• Retaining records per City retention policy
• Confirming completion and closing files
• Ensuring proper removal of access (if
applicable)
Mandatory Rule: No volunteer or community service worker may begin
work until one of the following members confirms file
is complete by Manager, HR, or Risk Manager.
STEP 1 – Intake & Application
CONTROL Required Intake Information:
• Full legal namePacket Page 5
• Address
• Phone number
• Emergency contact
• ID verification (Copy Color Only)
• File-Stamp “Court Document (if applicable)
• Hours required
Standard Forms Collected:
• Volunteer Application
• Waiver Sheet, Release Form, Waiver and
Indemnity Agreement
• Authorization to Release Information
• Emergency Notification
Level 1
• Department Supervisor approval
• HR notification and file setup
Level 2
• Department Supervisor
• HR review and approval
Level 3
• Department Supervisor
• HR
• Department Head
• City Manager or Designee
LEVEL 1 – EVENT / PUBLIC SERVICE ONLY (LOW
Assignment & LEVEL RISK)
CLASSIFICATION
Approved Work Locations:
• MDRA Events
• CVB & Tourism
• Coleman Events
• Library
• Senior Center \Events
• Park cleanup
• Painting
• Trash pickup
• Event setupPacket Page 6
• Landscaping
• Cemetery assistance
• Sporting Events
• Animal Shelter
Access Level:
• Public-facing duties only
• No confidential records
• No financial access
• No HR/system access
• No key or unrestricted access
• Always supervised or event-controlled
Required Paperwork: (Manager\ Admin)
• Volunteer Application
• Waiver Sheet, Release Form, Waiver and
Indemnity Agreement
• Authorization to Release Information
• Emergency Notification
Level 2 – Moderate Risk / Limited Access
Examples
• Office filing
• Environmental Service Office Access (EVS)
• Clerical support
• Reception assistance
• Inventory assistance
Access
• Limited access to buildings
• Possible incidental exposure to confidential
information
• Limited computer access
• No payroll or banking access
Required Screening
• Background check
• Confidentiality agreement
• Supervisor approval
• Drug screeningPacket Page 7
CAN NOT START UNTIL CLEARED Additional Controls • Limited system permissions • No unsupervised file access • No password sharing HR Documentation • Background check documentation • Confidentiality agreement • Department approval forms • Access authorization documentation Level 3 – High Risk / Sensitive Information Access Examples • HR assistance • Finance support • IT support • Utility billing support • Police/fire administrative assistance Access May include exposure to: • Personnel files • Payroll information • HIPAA information • Banking/account data • Social Security numbers • Law enforcement information Required Screening • Criminal background check • Reference checks • Drug screening • Confidentiality and nondisclosure agreement • Department head approval • City Manager approval (recommended) Additional Requirements • Cybersecurity training
Packet Page 8
• Information security acknowledgment • Signed acceptable use policy • Limited role-based access only • Audit trail/documentation of access CAN NOT START UNTIL CLEARED HR Documentation HR must maintain: • Screening results • Access approvals • Cybersecurity acknowledgments • Confidentiality agreements • Training verification • System access approvals/removals
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Volunteer Application Contact Information Name Street Address City, State, ZIP Code Home Phone Work Phone E-Mail Address Availability During which hours are you available for assignments? ___ Weekday mornings ___ Weekend mornings ___ Weekday afternoons ___ Weekend afternoons ___ Weekday evenings ___ Weekend evenings Interests Tell us in which areas you are interested in: ___ Administration (office help at CVB or TIC) ___ Events (concession stands, ball games, rodeo, etc.,) Name (printed) Signature Date Thank you for completing this application form and for your interest in volunteering with us.
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City of Miami
WAIVER SHEET, RELEASE, WAIVER AND INDEMNITY AGREEMENT
Name of Volunteer (please print): ______________________________________________________________
Address: _______________________________________________ Phone: ____________________________
Volunteer Activity: _________________________________________________________________________
Dates / Location of Volunteer Activity: _________________________________________________________
In consideration of my being allowed to volunteer my time and physical body to service to the City of Miami, I
HEREBY AGREE AS FOLLOWS.
I HEREBY ASSUME ALL RISKS INVOLVED IN MY VOLUNTARY SERVICE.
I HEREBY RELEASE, WAIVE, DISCHARGE AND COVENANT NOT TO SUE the City of Miami, Inc., its
officers, all for the purposes herein referred to as “releasee” from all liability to the undersigned,
representatives, assignees, heirs, and next of kin for any loss or damage on account of injury to person
(including death) or property.
I HEREBY AGREE TO INDEMNIFY, SAVE AND HOLD HARMLESS the release from any loss, liability,
damage or cost it may incur due the present of the undersigned in anyway while volunteering my time and
physical body whether caused by the negligence of releasee or otherwise for losses, damages (including
attorney’s fees) which may be brought against me or against any of them by anyone claiming to be injured
(including death) as a result of any injury caused by me or injury to my or the claimant’s property which may
occur as a result of my participation.
THE UNDERSIGNED FURTHER EXPRESSLY AGREES that the foregoing release, waiver and indemnity
agreement is intended to be as broad and inclusive as is permitted by law in Oklahoma and that if any portion is
held invalid it is agreed that the balance shall continue in full force and effect.
I (and parent / legal guardian, if volunteer is under age 18) have carefully read this release and understand and
agree with all of its terms and conditions.
_______________________________________ _________________________________
Signature of Volunteer Date
_______________________________________ _________________________________
Signature of Parent / Legal Guardian Date
(if volunteer is under age 18)Packet Page 11
CITY OF MIAMI, OKLAHOMA
AUTHORIZATION TO RELEASE INFORMATION
I, _______________________________, am applying to serve as a volunteer and/or community service worker with
the City of Miami. In order to process and evaluate my request to participate in volunteer or community service
activities, certain information may need to be made available to representatives of the City of Miami for review and
verification purposes.
Therefore, I hereby authorize, request, and direct educational institutions; references; employers (past and present);
governmental agencies and instrumentalities (local, state, federal, or foreign); courts or probation offices, if applicable;
driving record agencies; and any other person, institution, or organization deemed necessary, to release to the Human
Resources Representative for the City of Miami, or any authorized representative thereof, any information, records,
documents, or files considered material to my participation as a volunteer or community service worker.
I understand that this information may be provided either verbally or in writing and may be used solely for the purpose
of determining eligibility, placement, assignment, supervision, and participation within City volunteer or community
service.
Further, I release and hold harmless all individuals, agencies, and organizations providing such information from any
and all liability or claims arising from the release of this information to the City of Miami or its representatives.
Further, I authorize the Human Resources Representative, or designated representative of the City of Miami, to act as
my agent for the limited purpose of obtaining and reviewing records and information related to my volunteer or
community service participation, including the right to inspect and make copies of such records as necessary. Any
request for information made by the City or its representative shall be treated as though made personally by me.
I acknowledge that participation as a volunteer or community service worker does not constitute employment with the
City of Miami and does not entitle me to wages, benefits, or continued placement.
Affidavit of [Name of Applicant]
I, , being first duly sworn, deposes and says as follows: I have
read the above and foregoing Authorization to Release Information, understand the contents thereof, and hereby agree
to the release of the above described information.
X
Date Volunteer Signature