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Automated agenda packet transcript and first-pass audit leads
Miami Agenda Packet 07/13/2026 #5983
Generated from the official City of Miami AgendaCenter PDF. These are audit leads and searchable text, not findings of wrongdoing.
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15 PDF pages. 15,274 extracted text characters. 1 money references captured for first-pass review.
legal: 3contract: 1grant: 1audit: 1police: 1fire: 1
First-Pass Money References
Use these as starting points for invoice, purchase order, contract, transfer, grant, and budget-authority checks.
| Page | Amount | Nearby extracted text |
|---|---|---|
| p. 6 | $19,454.19 | 196.51 302-000-312-2500 TOTAL TAX PAYABLE TO CITY OF MIAMI: $19,454.19 Community Service / Volunteer Worker Process for the City DATE: 05-27-2026 PURPOSE This process ensures: |
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Full Transcript
Transcript pages 1-15
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THE CHAIRMAN AND MIAMI CONVENTION AND VISITORS ADVISORY BOARD (MCVB) MET IN REGULAR MEETING MONDAY, MARCH 9, 2026, IN THE CVB CONFERENCE ROOM AT 10:04 AM WITH THE FOLLOWING MEMBERS PRESENT: Kevin Dunkel, Chairman Trinda Crow, CVB Director Bless Parker, Board Member Colby Allen, Board Member Kelly Garber, Board Member Serena Wilson, Board Member Gary Crow, Board Member Greg Forkum, 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 9:00 AM on March 5, 2025, pursuant to 25 O.S. § 311(9) (a) and (b). Call to Order Chairman Dunkel called the meeting to order at 10:02 AM Public Input and Unscheduled Personal Appearances None Discussion and Approval of January 2026 Meeting Minutes: Board Member Parker made a motion to approve the August minutes. Board Member Garber made the second. The board was polled with the following results: Parker: Aye, Garber: Aye, Allen: Aye, Wilson: Aye, Forkum: Aye, Crow: Aye, Chairman Dunkel: Aye Chairman Dunkel declared the motion carried. Miami Main Street Report: Jesse Black gave an update on Main Street. Where’s Bless O’Parker will be March 16-20. Will be a week of shopping. Each store will have a leprechaun cut out Bless Parker and shoppers can get discounts by finding it. Jesse and Trinda will be attending the Main Street National Conference April 12-15. September 19 will be the 66 Junktique Market. The Main 66 Venue is now officially open and have already had bookings. none Convention And Visitors Bureau Office Report: Trinda gave the report on the CVB. The CVB team has been busy. Miami was awarded the Mayor’s Conference. It is in good shape. Contracts are in process for Heritage Fest, and sponsorship packets have been sent out. The Obelisk grant was received for the corner of Security Bank. All cities on Route 66 will be receiving a 6x6 Route 66 photo op. Colby Allen is the one working on it. The wayfinding signs have been sent to Colby. Trinda is newly on the Route 66 Association Board, and Trinda will be on the Green Country Tourism Board of Directors, with Jesse asking as a backup. none
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Review of MCVB Hotel/Motel Tax Collection: Lauren Hart gave a review of the CVB hotel tax. Taxes are down 6%. Hoping to make up for it by June. No action was taken Mayors Summer Conference Update: Board Member Bless Parker spoke on the Mayors Summer Conference. There will be around 100 mayors and their spouses. They will be in Miami for 4 days and 3 nights. There are a lot of meetings, and shopping time for spouses. Planning is moving along. OML has been impressed with Miami’s team. none 8 Man Football Update: Lauren Hart gave an update on 8 Man. It has been going very well this year. Still missing 24 packets. 250 spots for the banquet. Lauren has weekly talks with the director none Heritage Fest 2026 Update: Trinda Crow gave a Heritage Fest update. Rigs on the Route is coming back. Raising funds for the Childs Advocacy Center. There is a new Sponsorship level for a drone show. We are looking good and ahead. none Community Reports: Hot rods driving from Springfield to Tulsa June 4-5. Do our best to make the drivers feel welcome Adjournment Board Member Parker made a motion to adjourn. Board Member Garber made the second. The board was polled with the following results: Parker: Aye, Garber: Aye, Allen: Aye, Wilson: Aye, Forkum: Aye, Crow: Aye, Chairman Dunkel: Aye Chairman Dunkel declared the meeting adjourned at 10:36
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________________________ _______________________ ___________________ Chairman Dunkel Board Member Garber Board Member Crow ________________________ _______________________ _________________ Board Member Forkum Board Member Allen Board Member Parker ___________________ Board Member Wilson Attest: ____________________
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HOTEL TAX
MAY
2026
Date Total Net Taxable Amount of Less 3% Amount of
Reg # Name of Business Received Gross Receipts Exemptions Receipts Tax Discount Late Fee Tax Due
VACASA LLC - - - -
SURIYAM Days Inn 6/2/2026 58,779.18 58,779.18 2,938.96 88.17 2,850.79
JEET LLC Woodridge Inn 6/9/2026 7,955.30 280.00 7,675.30 383.77 11.51 372.25
SAAVI STAR GROUP Deluxe Inn & Suites 6/15/2026 15,838.05 15,838.05 791.90 23.76 768.14
HUNUMANT LLC Microtel 6/12/2026 77,798.42 641.41 77,157.01 3,857.85 115.74 3,742.11
SARINA HSOPITALITY Comfort Inn 6/15/2026 46,780.00 46,780.00 2,339.00 70.17 2,268.83
MIAMI INVESTMENT Hampton Inn 6/9/2026 198,939.61 198,939.61 9,946.98 298.41 9,648.57
TOTAL RECEIPTS: 406,090.56 921.41 405,169.15 20,258.46 - 19,650.69
TAX DUE: 19,650.69
Less 1% Administration Fee: 196.51
302-000-312-2500 TOTAL TAX PAYABLE TO CITY OF MIAMI: $19,454.19Packet Page 7
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 8
• 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 9
• 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 10
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
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• 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
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