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HomeMy WebLinkAbout09/26/01 EDC MINUTES THE COLONY ECONOMIC DEVELOPMENT CORPORATION REGULAR BOARD MEETING CITY HALL COUNCIL CHAMBERS SEPTEMBER 26, 2001 Present: President Al Garcia Vice President Steven Sims (arrived at 7:08 p.m.) Secretary Bob Norris Treasurer Delaina Hammock Ex-officio Member Sue Walden Staff.' Tom Terrall Cindi Lane Item 1.1. Call to Order: Being that a quorum was present, Al Garcia called the meeting to order at 7:04 p.m. and led in the Pledge of Allegiance followed by a moment of silence. 2.0 CONSENT AGENDA Item 2.1. Reports: a. Cash flow projection b. Tax Allocation Summary for August and September c. Monthly ½ Cent Sales Tax graph d. Monthly report fi.om July and August to City Manager Item 2.2. Approval of the minutes of the board meeting held July 25, 2001: A motion was made by Delaina Hammock to approve the minutes as written. Bob Norris seconded the motion and the motion carded with all members voting aye. 3.0 EX-OFFICIO MEMBER, PUBLIC COMMENTS Item 3.1. Report of 4B meetings: Sue Walden gave an update of the August 16, 2001 meeting to the board. There was citizen input of a request for a skate park in the new complex. Staff is in the process of researching to see where in The Colony would be the most beneficial to put a skate park in. The design committee is looking at other sports complexes in the area. The focus is on restroom facilities, concession areas, storage rooms and entry designs. The baseball fields will have terraced seating. They are trying to get corporate sponsors for a pavilion. They need a large room to store the pump for irrigation. The plan is to go out for bids in November and to start construction in January 2002. Ms. Walden answered a few questions from the board. Item 3.2. Report of Chamber of Commerce meetings: Ms. Walden reported the progress of the Chamber of Commerce between September 8 and August 12. The Chamber is hosting a network meeting every Friday at 8:00 a.m. and so far it has been very successful. Matt Coppock resigned as the president-elect and Trong Presley is the new president-elect. The Chamber has approved the business visitation program questionnaire. Tom Ten'all, Loretta Hill, Ron Czarny and Sue Walden are meeting next week to set up a business database. The Chamber gave a health insurance seminar to help members get insurance. There will be a board retreat on November 2, 2001. Item 3.3. Public Input: There was no public input. 4.0 REGULAR AGENDA Item 4.1. Discussion of NTCAR tradeshow on September 5, 2001: Tom Ten'all informed the board that this year's tradeshow turned out very well. There were fewer exhibitors, which turned out better because it was easier to talk to the brokers. Staff is sending over 70 follow-up letters to the people who visited the booth. A grand prize of a "Stay & Play" at The Tribute was given away. Item 4.2. Discussion and appropriate action regarding a presentation from State Comptroller, Bob Bearden, on the use of sales tax: Mr. Ten'all informed the board of the importance of being well educated on how to use the sales tax dollars legally. He explained that Bob Bearden travels to cities to speak on the proper use of sales tax dollars and of the latest changes from the legislature. Mr. Ten'all proposed that Mr. Bearden be invited to speak in The Colony to the 4A Board as well as to the City Council and the 4B Board. President Gareia agreed to the suggestion and that some of our citizens would also be interested in hearing this information. Mr. Ten'all said that he would ask Mr. Bearden to come and get back with the board and with the City Council and 4B Board on a date. Item 4.3. Discussion and appropriate action regarding holding a public hearing on the Denton County Transportation Authority's work: Mr. Terrall informed the board that Judge Scott Armey is scheduled to speak on October 8, 2001 in the City Hall Council chambers on this topic and invited the board to attend as well as encouraging the City Council and 4B Board. He explained that Council Member John Dillard has been assigned as the representative for The Colony and Mr. Terrall is the alternate. They are attending the bi-weekly meetings. - - EDC Minutes September 26, 2001, Page 2 Item 4.4. Discussion regarding establishing a work session date to review our bylaws and incentive criteria: Mr. Terrall suggested to the board that it is time for the board to have a work session to review the bylaws and update if necessary and to review the current incentive criteria and make adjustments if needed. He explained that Cindi Lane has put together information on incentives fi.om several 4A cities and all of the surrounding cities. Mr. Terrall would like to set up a time to review these topics on a Saturday morning in October. There was discussion as whether to update with the current board, or wait until the first of next year when there will be new board members. The consensus was that the best time to review this material would be now with a more experienced board to make the decisions. The work session will be held on October 27, 2001 at 9:00 a.m. President Garda made the board aware that the regular meetings in November and December conflict with the holidays and that in November, the 14t~ would be the meeting date and in December, the 19t~ would be the meeting date. There was discussion and Ms. Hammock stated that she would not be available on November 14 or December 19. Item 4.5. Discussion of PowerPoint presentation to be used for taking to client meetings: Mr. Terrall and Ms. Lane gave a demonstration of the PowerPoint presentation that they will use for future presentations to prospects. This presentation was also displayed at the NTCAR tradeshow. The board liked the presentation and gave a few suggestions for the presentation. Item 4.6. Discussion of a review of different types of brochures to be used in the promotion of city hotels, restaurants and businesses: Ms. Hammock reviewed several different types of city brochures, narrowed the group down to Athens and Denton, and passed copies out to the board. She discussed several different ways that a map for The Colony could display locations of restaurants, schools, golf courses, shops and hotels to use for tourists or visitors. She met with Pam Nelson to discuss a possible future tournament schedule and the need for these brochures. There was discussion of how to categorize, what to include, and how much it would cost depending on how many colors are used and how much time would be spent creating the brochures. The board members gave suggestions of what should be listed. Ms. Hammock would like to have a paragraph included describing the history of The Colony. She has met with Steve Blethen of Lazerset Printing to discuss costs and options. President Garcia thanked Ms. Hammock on her work for this project and said that he would like for preliminary ideas to be given to Mr. Blethen and get a drat~ of what can be done for the money the board has allocated in a previous meeting and possibly get some assistance fi.om the 4B board if they were in favor. Mr. Norris made a motion to allow Ms. Hammock to approach Mr. Blethen to give the board a version of the map. Mr. Sims seconded the motion and the motion carded with all members voting aye. EDC Minutes September 26, 2001, Page 3 Item 4.7. Discussion and appropriate action regarding the structure of interviewing marketing companies and attending presentations: Mr. Terrall informed the board that there were three companies who responded to the RFP for marketing within the time limit. He would like to set up a time for each company to make a 45-minute presentation to the board. The board would be provided with a copy of the proposal prior to the presentations and would forward to Ms. Lane their list of questions that will be asked to each company. The board discussed dates of availability and decided they would like to meet on the next regular board meeting date of October 24 at 6:30 p.m. and see all presentations first, then have a quick review of monthly staff reports. Ms. Lane will give them the proposals tonight and the board will have their questions turned in to Ms. Lane by October 12. Item 4.8. Discussion of The Colony EDC participating in the IDRC Regional AHies Host Lounge: Mr. Terrall explained to the board the importance of The Colony participating in the IDRC Host Lounge October 20-21, 2001. He explained that there would be many influential people from around the country at the World Congress at the Loews Anatole Hotel. He described the room, the setting, the theme, and the participating cities. The Colony EDC will receive a printout of all companies who visited the lounge and will be able to follow up with sending them a letter and an aerial map. President Garcia stated that it was a good opportunity to branch out and let people know about The Colony. All board members were in consensus to participate in the IDRC Host Lounge. Item 4.9. Discussion and appropriate action of negotiating with NTCAR for next year's golf tournament: Mr. Terrall told the board that he would like permission to approach NTCAR and compete for next year's NTCAR golf tournament. He said that he believes that having the tournament for two years in The Colony would be a great benefit. It might take more money than was spent last year but it would be worth it and he would like to start the process. Ms. Hammock made a motion to allow Mr. Terrall to negotiate with NTCAR for having their annual golf tournament next year. Mr. Sims seconded the motion and the motion carried with all members voting in favor. Item 4.10. Discussion and appropriate action regarding changing bylaws to authorize the 4A Board to approve EDC incentives up to $100,000 per project not to exceed in aggregate $$00,000 for fiscal year 2001-2002: Mr. Ten-all informed the board that as part of the budget approval process with the City Council, they approved the 4A Board to approve with a minimum of three voting in favor a business incentive of up to $100,000 per project not to exceed in aggregate $500,000 for the fiscal year 2001-2002 without having to go to Council for approval. As a result, the bylaws were amended and presented to the 4A Board for approval. Mr. Norris made a motion to accept the bylaws as amended. Mr. Sims seconded and all members voted in favor. EDC Minutes September 26, 2001, Page 4 Item 4.11. EXECUTIVE SESSION as authorized by section 550.086 of the Local Government Code Economic Development, to-wit: A. To deliberate the offer of a financial or other incentive to a business prospect. The board went into executive session at 8:35 p.m. Item 4.12. Consideration of appropriate action to be taken as a result of executive session: The board reconvened at 8:56 p.m. No action was taken. President Gareia adjourned the meeting at 8:56 p.m. Cindi Lane Administrative Assistant President EDC Minutes September 26, 2001, Page 5