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HomeMy WebLinkAbout03/05/1998 MINUTES OF THE QUALITY OF LIFE CORPORATION OF THE CITY OF THE COLONY HELD ON MARCH 5TH, 1998 A REGULAR SESSION of the Quality of Life Corporation of The City of The Colony, TX., was called to order at 7:50 p.m. with the following Board members present: Don Goebel Chairman Morris Seay Member Susan King Member Vicki Briggs Member Sue Walden Member and with Members Bullard, and Manser absent; however a quorum was established. Also in attendance was Sam Fitzgerald, Hidden Cove Park Manager. 1. APPROVAL OF MINUTES OF FEBRUARY 9T", 1998. This item was tabled until the next regular scheduled meeting. 2. SUMMARY OF RETREAT ISSUES. The following is a summary of the retreat issues from February 28t". 1) Selected the JNC property as first choice from the site selection criteria for community facility development. 2) Discussed holding a work session with the 4A Board on March 12th. 3) Talked about the possibility of deannexing the Centex property from Lewisville and annexing into The Colony limits. 4) Discussed setting up and holding public hearings as quickly as possible. Member King added it will bring a better quality of people/family business around the Sports/Recreation facility wherever it is built. 3. APPROVAL OF MISSION STATEMENT. Members had come up with the following Mission Statement at the retreat: Service through leadership to the community by recognizing, prioritizing, and facilitating community development projects to enhance the quality of life of the community. After discussion of the mission statement, Member Seay made a motion to approve the mission statement as written. Seconded by Member King, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None 4. APPROVAL OF NAME FOR THE CORPORATION. The following suggestions were discussed as a name for the corporation: Community Development Corporation (CDC) The Quality of Life Corporation (QLC) After discussion, a motion was made by Member Seay to approve the name The Quality of Life Corporation. Seconded by Member Walden, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None 5. DISCUSSION OF STRUCTURE/ORGANIZATION. Members discussed changes to their by-laws. Each member was asked to go over thew copy of by-laws and make any changes and bring back at the next regular scheduled meeting. Members also discussed setting policy guidelines for a Director for the corporation. Different possibilities were presented. The first possibility was the policy that was presented by City Manager Lanny Lambert at the previous regular scheduled meeting. Member Seay stated some of the people he had talked to stated they are the Directors and reported either to the City Manager or have that as an additional duty. Member Walden stated she feels the Board needs a full time person and to start as soon as possible. Member Seay stated you could have a director who reports to the City Manager and has the responsibility of directing the budget of both corporations 4A & 4B, or have one director for each corporation. Member Seay stated he liked the City Manager's proposal at this time due to the accounting portion of the budget. Member Walden stated she feels the Board needs to hire their own director who would report to the 4B Board corporation, and who would be able to work well with the 4A Board director, and to share one secretary and office space. Member Seay stated he liked the idea of each corporation having their own director and to contract with the city for their administrative services. Members also discussed leasing office space from the city when the city moves to the new remodeled Food Lion. Member Walden had obtained a list of responsibilities for a director which are as follows: Serve as liaison between the City Manager's office, City Council and the Board of Directors and 4A Board. Coordinate and conduct strategic planning retreat. Coordinate public hearings and public education workshops. Develop methodology for Board's assessments of proposed projects that result from public hearing process; assist Board in prioritization and justification process. Develop project master plan. Analyze project proposals and recommend phased project approach as practical (combined project planning to maximize infrastructure investment and minimize site purchase costs). Develop strategic three-year implementation plan. Prepare annual operations and staffing plan. Develop annual operations budget. Prepare project budgets, capital budgets, and operations and maintenance budgets as required; prepare staffing plan as applicable. Develop an implement detailed project action plans. Negotiate contracts. Develop requests for proposals for architectural, planning and engineering firms. Establish process for interviewing and selection criteria for contracting with architectural, planning, and engineering firms. Coordinate the Board's needs with the Parks and Recreation, Library, City Planning, Finance, City Secretary, and Engineering Departments. Forge and promote viable partnerships to further the interests of the Board's goal in order to expeditiously meet the community interests. Develop performance measures. Develop monthly reporting procedures and make progress reports. Develop draft policies and procedures for the Board's review. Prepare annual report. Work with citizen community groups and various advisory board on specific project elements. Oversee construction management. Develop staffing specifications, recruit and hire staff as required. Develop policy recommendations for Board and City Council approval. Prepare position papers and make formal presentations to the Mayor and City Council. Members decided it would be best to keep the director's separate for both boards and the 4B director would be responsible to coordinate with the 4A Board director. 6. DISCUSSION OF PUBLIC HEARINGS. This item was tabled until the next regular scheduled meeting. 7. OTHER ITEMS OF CONCERN TO THE BOARD. Bruce Edmondson, a citizen of The Colony, asked to speak to the Board about a proposed archery range within The Colony. He stated right now it is not legal to us a bow and arrow in The Colony limits and he is going to work towards getting that changed. The type of archery range he is talking about would be 3 to 4 areas that would be 4' - 6' wide. Discussion took place on a possible location with the suggestion of an area behind the old disc golf course area behind the B.B. Owens softball complex. After discussion, Members asked Mr. Edmondson to get with Pam Nelson, Parks & Recreation Director, to get more direction on how to proceed with this proposal. Chairman Goebel stated he had spoken with Worth Blake to ask him if he had any suggestions for a director in mind. He stated Mr. Blake had suggested the Board pay to have a study done as to what they had in mind for a director. Members stated it would take too long to do a study and want to pursue going ahead with finding a director as quickly as possible. Chairman Goebel stated he had also had a conversation with Ben Casey of the Metropolitan YMCA about a possible YMCA in The Colony. He asked Board members if they would like for him to pursue going ahead and contacting Mr. Casey for more information. Members were in agreement. There being no further discussion, it was unanimously decided to adjourn the meeting at 9:25 p.m. t- "A Beverly Nopp, Recordi "g Secretary Don Goebel, -JChairman