Agenda Packet EDC 4B 07/14/2008Town of Trophy Club
Economic Development Corporation 4B Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Monday, July 14, 2008
6:30 PM
A.1 Call to order and announce a quorum.
A.2 Board to hear presentation; discuss and take appropriate action regarding the
approval of contract with Ron Holifield of Strategic Government Resources Inc.
for the Trophy Club EDC Board retreat.
A.3 Discuss and take appropriate action regarding the approval of a contract with
GSBS Architects for a Trophy Club Mixed-use Charrette.
A.4 On July 14, 2008 and August 11, 2008, at 6:30 p.m. there will be a Public
Hearing of the Economic Development Corporation 4B of the Town of Trophy
Club, Texas, at the Svore Municipal Building, 100 Municipal Drive, Trophy Club,
Texas, 76262, for the purpose of considering various amendments to the fiscal
year 2007-2008 budget and for the purpose of considering the expenditure of
funds for the fiscal year 2008-2009 budget. There is a sixty (60) day period that
begins June 13, 2008; the date of the public notice of the proposed project(s),
during which the public may submit a petition with any objections to the
project(s). Please contact Deputy Town Secretary, Shannon DePrater,
concerning any questions at 682-831-4605.
A.5 Discuss and take appropriate action regarding the FY2008-2009 Budget.
A.6 Discuss and take appropriate action regarding needed skill set for future
applicants to the Board.
A.7 Discuss and take appropriate action necessary for preparation of the 2008 ICSC
Regional Meeting.
A.8 Pursuant to Texas Government Code, Annotated, Subchapter 551, Section
551.087 Deliberation Regarding Economic Development Negotiations, the Board
will enter into executive session to discuss the following: The offer of financial or other incentives to a business prospect that the Town
seeks to have locate within the territory of the Town.
.9 Discuss and take action relative to Executive Session Item Number A.8.A
.10 Staff Updates:
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A.11 Approval of Regular Session Minutes dated June 9, 2008.
.12 Approval of May 2008 Financials.
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.13 Items for Future Agendas:
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ust Meeting- Applicant Interviews - Aug
eeting- Arts Advisory Group Update - August M
d Payment - November Meeting- Joint Meeting with EDC 4A regarding Pool Bon
- EDC Training
.14 Other Business:A
.15 Next meeting scheduled for August 11, 2008.
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.16 Discuss and take appropriate action regarding the dates of the regularly
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scheduled Economic Development Corporation 4B meeting for September 2008.
.17 Adjourn regular session.A
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.1
Call to order and announce a quorum.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.2
Board to hear presentation; discuss and take appropriate action regarding
the approval of contract with Ron Holifield of Strategic Government
Resources Inc. for the Trophy Club EDC Board retreat.
(ss)
Attachments: 1. Proposed Contract
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Mr. Stephen Seidel
Assistant City Manager
City of Trophy Club
May 19, 2008
Dear Mr. Seidel:
Thank you for your request that I submit this contract to conduct the upcoming Trophy Club
EDC Board retreat.
My understanding of your needs:
1. You desire a retreat that is designed to lay the ground work to develop a long term
strategic plan for economic development for Trophy Club.
2. The retreat will run from 9 am to 3 pm on a weekday in June or July.
Proposed Approach:
1. Ron Holifield will conduct advance phone interviews with the City Manager, ACM and
each of the EDC Board members. The actual questions will be determined in
consultation with you, but will generally be open ended and future oriented (ex: describe
the kind of city you want Trophy Club to be in ten years; what are the obstacles to
achieving that vision; etc.).
2. The first hour and a half of Day One will be devoted to presentation and discussion of a
book synopsis, Extreme Future, presented by Randy Mayeux. Randy will present the
book synopsis, while Ron will lead the practical “so what” part of the discussion as it
relates to the City of Trophy Club. This book presentation and discussion will help to lay
foundations for teambuilding by engaging the EDC in non threatening discussions about
the future as a concept. This will set the stage for our more tangible Trophy Club
specific future oriented discussions later in the day. This book synopsis discussion also
serves to really engage the EDC and get them thinking broadly about the world that
Trophy Club will need to be competing in and what the future will look like regardless of
what Trophy Club does or does not do to prepare for it.
3. The second 45 minutes will be devoted to presenting an overview of the concepts of
“strategic visioning”, including the barriers to creating a unified vision, and what a
meaningful strategic visioning process looks like. The portion of the discussion devoted
to the barriers to creating a unified strategic vision is teambuilding oriented, without
sounding like the traditional mushy teambuilding type presentations that some boards do
not engage well with. It is designed to help a board understand what it takes to become
unified, and how to avoid getting off track on your vision…all of which is presented within
a context that is designed to provide practical guidance on how to build a team
environment that make their vision become reality. This part of the discussion can
easily be expanded if more emphasis on team building is desired.
4. The third 45 minutes will be devoted to sharing the results of the interviews and
discussing the meaning and implications.
5. The next 75 minutes will be devoted to sharing the major trends and themes from the
interviews and translating those into major vision components.
6. The third 30 minutes will be devoted to brainstorming and open discussion with the EDC
Board regarding any issues or concerns they have which may not have been dealt with
during the workshop so far. Our goal will be for this discussion item to be “moot” due to
all issues having been adequately engaged during the normal process. However, this
time has been built into the schedule to ensure that we take the time to revisit whether
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“we missed anything” that is on the hearts and minds of the board to make sure that no
one leaves with any item unaddressed.
7. The final 120 minutes will be devoted to practical discussions of the major vision
components, including prioritization processes, and practical implementation issues.
8. It is important to note that we do not typically produce a written report post retreat. We
believe that this creates excess cost for the city which you are capable of providing at a
much lower cost than if we were to provide it.
Cost of Services:
1. Expenses: It is anticipated that the City of Trophy Club will provide two “Post It” style
chart pads (sticky backs), 8 different colored markers, and 100 of each of four different
colored sticky dots. In addition, it is assumed that the City of Trophy Club will arrange
for a laptop and projector to be set up that has the ability to play a power point
presentation, that can also play a DVD with sound.
2. Pre Retreat Interviews: We will charge $150 per pre retreat interview (a discount from
our regular rate of $250 due to our Trophy Club residence). This includes the
preparation process with the City to determine the questions to be utilized, the actual
interview time, and all compilation and assimilation into a power point presentation
(which will be given to the city with all data on it).
3. Professional Services: Our normal fee would be $5,000. However, we will discount that
to only $4000 in recognition of my residence in Trophy Club. This rate includes
production of a written report summarizing the results of the interviews, the major trends
and themes from interviews, interpretation and comment on the major trends and
themes, and a summary of the decisions made the day of the retreat by the EDC. If you
choose to produce the written report summary of the retreat in house, rather than having
us do it, we can further reduce the professional fee to $3000 for the day.
If this agreement accurately reflects your expectations and understanding of our agreement,
please execute two copies and return one to me for my files.
Accepted and Agreed to, this the 9th day of June, 2008 by and between:
Brandon Emmons Ron Holifield
City Manager Principal
City of Trophy Club Strategic Government Resources Inc.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.3
Discuss and take appropriate action regarding the approval of a contract
with GSBS Architects for a Trophy Club Mixed-use Charrette.
EXPLANATION:
GSBS made a brief presentation to EDC-4B at the June 9, 2008 meeting. Afterwards,
EDC-4B instructed staff to begin working with GSBS to develop a proposed scope of
work.
GSBS proposes to manage a Design Charrette to evaluate the economic potential of
what may be Trophy Club’s best commercial development opportunities. A Design
Charrette is a collaborative session in which a group of stakeholders work together to
develop solutions. GSBS proposes to divide the project into two phases. The phases
are outlined in the scope of work.
Phase I pricing is divided into two separate properties. If both properties are contracted
at the same time, the Town would receive an approximate $12,000 discount. Phase II
proposed cost is $9,750. Staff recommends that the Board approve both Phase I and
Phase II. Funding options for public improvements and infrastructure is as critical as the
commercial development construction and planning. The more advice and assistance
the Town receives prior to development will assist with proper policy making decisions.
The total project estimate for both Phase I and Phase II is $52,750. Additionally, the
prices provided in the documents are estimates and will later be adjusted to reflect
actual acreage as well as additional expenses such as travel reimbursements, printing,
and overnight delivery.
RECOMMENDATION:
The Board budgeted $45,924 in large project reserves during FY08. Staff recommends
contracting with GSBS for the entire project and to instruct GSBS to begin working on
Phase I - Property I. That portion would be completed and billed by September 30,
2008. The Board budgeted $37,063 in FY08 for Large Project Reserve, and Phase I -
Property I cost is approximately $28,000. The remaining $9,063 would be used on
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another project or carried over to fund balance. Beginning October 1, 2008, GSBS
would begin work on Phase I - Property II as well as Phase II. At the June 9, 2008
meeting, the Board directed staff to budget $40,000 for this project in FY09. However,
staff anticipates approximately $25,000 to complete the project thus leaving $15,000 for
an additional project or to carry over to fund balance.
(ss)
Attachments: 1. Proposed Contract
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.4
On July 14, 2008 and August 11, 2008, at 6:30 p.m. there will be a Public
Hearing of the Economic Development Corporation 4B of the Town of
Trophy Club, Texas, at the Svore Municipal Building, 100 Municipal Drive,
Trophy Club, Texas, 76262, for the purpose of considering various
amendments to the fiscal year 2007-2008 budget and for the purpose of
considering the expenditure of funds for the fiscal year 2008-2009 budget.
There is a sixty (60) day period that begins June 13, 2008; the date of the
public notice of the proposed project(s), during which the public may
submit a petition with any objections to the project(s). Please contact
Deputy Town Secretary, Shannon DePrater, concerning any questions at
682-831-4605.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.5
Discuss and take appropriate action regarding the FY2008-2009 Budget.
Attachments: 1 Current Year to Date Financials for FY2007-2008
2. Proposed FY2008-2009 Budget
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Current Year to Date Financials for FY2007-2008
ACTUAL PROPOSED
ADOPTED AMENDED YEAR
ACCOUNT BUDGET BUDGET TO
NUMBER DESCRIPTION 2007/2008 2007/2008 DATE BALANCE
REVENUES
40030 Sales Tax - General (115,000) (115,000)(56,304) (58,696)
49010 Interest Income (6,000) (6,000)(3,676) (2,324)
49035 Reserves
TOTAL REVENUES (121,000) (121,000)(59,980) (61,020)
EXPENSES
60066 Publications/Books/Subscriptions 100 100 119 (19)
60070 Dues & Memberships 2,500 2,500 2,550 (50)
Artsnet Membership
60080 Schools & Training 1,400 1,400 - 1,400
Mandatory State Training 600
TEDC Basic Course 600
TEDC Conference Dallas 200
60100 Travel & Per Diem 3,000 3,000 611 2,389
Houston (4 days, one person) 850
San Antonio (3 days, three people) 1,850
Meals for potential businesses/developers 300
60125 Advertising 11,310 11,310 2,186 9,124
Dallas Business Journal 6,500
Dallas Area Chamber 2,500
Metroport Chamber Map 700
Chamber Advertising Membership Directory 360
Other Advertising Opportunities 1,250
60245 Miscellaneous Expenses 5,000 5,000 82 4,918
60315 EDC Projects 20,000 52,000 15,000 5,000
Trophy Club Park at Lake Grapevine 30,000
Buxton Project. MUD 1 to fund $15K 15,000
Consultant for Strategic Plan Development 5,000
Outdoor Warning Siren Equipment Move 2,000
60340 Large Project Reserves 45,924 13,924 - 45,924
60355 Administrative Reimbursement 25,566 25,566 7,137 18,429
65085 Office Supplies 200 200 91 109
65105 Printing 6,000 6,000 - 6,000
TOTAL EXPENDITURES 121,000 121,000 27,776 93,224
1st Financial 6,669
Texpool 200,327
Total 206,997
Bank Balances As of May 31, 2008
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Proposed FY2008-2009 Budget reflecting changes made at June 9, 2008 meeting.
PROPOSED
ACCOUNT BUDGET
NUMBER DESCRIPTION 2008/2009
REVENUES
40030 Sales Tax - General (115,000)
49010 Interest Income (6,000)
49035 Reserves
TOTAL REVENUES (121,000)
EXPENSES
60066 Publications/Books/Subscriptions 100
60070 Dues & Memberships -
60080 Schools & Training 1,400
Mandatory State Training 600
TEDC Basic Course 600
TEDC Conference Dallas 200
60100 Travel & Per Diem 3,000
Houston (4 days, one person)850
San Antonio (3 days, three people) 2,700
Meals for potential businesses/developers 300
60125 Advertising 8,373
Dallas Business Journal 6,500
Dallas Area Chamber 2,500
Metroport Chamber Map 700
Chamber Advertising Membership Directory 360
Other Advertising Opportunities 813
60245 Miscellaneous Expenses 5,000
60315 EDC Projects
Consultant for Strategic Plan Development 5,000
60335 Inter
45,000
consultant for architectual and design process 40,000
gov Trans Out (I&S)26,361
Pool Bond Payment
60340 Large Project Reserves
60355 Inter
-
gov Trans Out (GF)25,566
Administrative Reimbursement
65085 Office Supplies 200
65105 Printing 6,000
TOTAL EXPENDITURES 121,000
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.6
Discuss and take appropriate action regarding needed skill set for future
applicants to the Board.
Attachments: 1. Annual Appointment Posting
2. Advisory Group, Board and Commission Application
3. Advisory Group, Board and Commission Reconsideration for
Appointment Application
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.7
Discuss and take appropriate action necessary for preparation of the 2008
ICSC Regional Meeting.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.8
Pursuant to Texas Government Code, Annotated, Subchapter 551, Section
551.087 Deliberation Regarding Economic Development Negotiations, the
Board will enter into executive session to discuss the following:
The offer of financial or other incentives to a business prospect that the
Town seeks to have locate within the territory of the Town.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.9
Discuss and take action relative to Executive Session Item Number A.8.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.10
Staff Updates:
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No .A.11
Approval of Regular Session Minutes dated June 9, 2008.
Attachments: 1. June 9, 2008 Regular Session Minutes
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MINUTES OF REGULAR SESSION FOR THE
ECONOMIC DEVELOPMENT CORPORATION 4B BOARD
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, June 9, 20008
6:30 PM
STATE OF TEXAS
COUNTY OF DENTON
The Economic Development Corporation 4B of the Town of Trophy Club, Texas, met in Regular Session
on June 9, 2008. The meeting was held within the boundaries of the Town and was open to the public.
EDC 4B DIRECTORS PRESENT:
James Hicks President
Dave Glaser Vice President
Dan Bishop Director
Rebecca Shuman Director
Glenn Strother EDC 4B Council Liaison
DIRECTORS ABSENT:
Larry E. Crosser Treasurer
Damian Olthoff Secretary
STAFF AND GUEST(S) PRESENT:
Stephen Seidel Assistant Town Manager
Shannon DePrater Deputy Town Secretary
Marty Wieder GSBS Architects
A.1 Call to order and announce a quorum.
President Hicks, noting a quorum of EDC 4B, called the regular session to order at 6:45 p.m.
A.2 Board to hear presentation; discuss and take appropriate action regarding the approval of
contract with Ron Holifield of Strategic Government Resources Inc. for the Trophy Club
EDC Board retreat.
This agenda item has been rescheduled to the July 14, 2008 Regular Session Meeting.
A.3 Board to hear presentation from GSBS Architects.
Marty Wieder of GSBS Architects gave a presentation to the Board and answered questions from the
directors. Discussion ensued, the Board discussed work with property owners needs to continue.
The Board directed staff to move forward with contract discussions, scope of work and assemble
research material.
The Board took a five minute recess.
A.4 Discuss and take appropriate action regarding KRLD's Drive to Vote promotion and
Trophy Club participation.
Director Shuman moved to not approve any expenditure for the KRLD’s Drive to Vote promotion, Director
Glaser seconded; motion carried unanimously.
A.5 Discuss and take appropriate action regarding the FY2008-2009 Budget.
The Board discussed the budget.
B.1 Staff Updates.
Staff updated the Board and answered questions.
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B.2 Discuss and take appropriate action necessary for preparation of the 2008 ICSC Regional
Meeting set for October 29 - 31, 2008.
Council member Strother updated the Board.
B.3 Approval of the Minutes:
A. March 24, 2008 Joint Workshop Minutes, approved with amendments on May 12,
2008
B. May 12, 2008 Regular Session Minutes
Director Shuman moved to approve the corrected amended March 24, 2008 Joint Workshop minutes.
Director Glaser seconded; motion carried unanimously.
Director Shuman moved to approve May 12, 2008 as presented. Director Bishop seconded; motion
carried unanimously.
B.4 Approval of April 2008 Financials.
Director Glaser updated the Board regarding uncommitted bank balances of $162,663. Director Shuman
moved to approve the financials as presented. Director Bishop seconded; motion carried unanimously.
B.5 Items for Future Agendas:
- Arts Advisory Group Update
- Joint Meeting with EDC 4A regarding Pool Bond Payment
- EDC Training
Board asked to add the following items.
o Develop potential packages for Regency
o Decide on type of skill set for vacant position, include Annual Appointment Posting - July
meeting
o Applicant Interviews – August meeting
B.6 Other Business:
President Hicks updated the Board of meeting with Mr. Jared and Scott Beck regarding the front 26
acres.
B.7 Next Meeting scheduled for July 14, 2008 at 6:30 p.m.
C.1 Adjourn regular session.
Director Bishop made a motion to adjourn at 10:12 p.m. Director Shuman seconded; motion carried
unanimously.
______________________________ _______________________________
Jim Hicks, President Damian Olthoff, Secretary
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.12
Approval of May 2008 Financials.
Attachments: 1. Financial Spreadsheet
2. Texpool May 2008 Statement
3. First Financial May 2008 Statement
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ACTUAL PROPOSED
ADOPTED AMENDED FY 07/08
ACCOUNT BUDGET BUDGET @
NUMBER DESCRIPTION 2007/2008 2007/2008 05/31/08
REVENUES
40030 Sales Tax - General (115,000) (115,000)(10,029)
49010 Interest Income (6,000) (6,000)(381)
49035 Reserves
TOTAL REVENUES (121,000) (121,000)
EXPENSES
60066 Publications/Books/Subscriptions 100 100 -
60070 Dues & Memberships 2,500 2,500 -
Artsnet Membership
60080 Schools & Training 1,400 1,400 -
Mandatory State Training 600
TEDC Basic Course 600
TEDC Conference Dallas 200
60100 Travel & Per Diem 3,000 3,000 -
Houston (4 days, one person) 850
San Antonio (3 days, three people) 1,850
Meals for potential businesses/developers 300
60125 Advertising 11,310 11,310 -
Dallas Business Journal 6,500
Dallas Area Chamber 2,500
Metroport Chamber Map 700
Chamber Advertising Membership Directory 360
Other Advertising Opportunities 1,250
60245 Miscellaneous Expenses 5,000 5,000 25
60315 EDC Projects 20,000 52,000 -
Trophy Club Park at Lake Grapevine 30,000
Buxton Project. MUD 1 to fund $15K 15,000
Consultant for Strategic Plan Development 5,000
Outdoor Warning Siren Equipment Move 2,000
60340 Large Project Reserves 45,924 13,924 -
60355 Administrative Reimbursement 25,566 25,566 3,051
65085 Office Supplies 200 200 -
65105 Printing 6,000 6,000 -
TOTAL EXPENDITURES 121,000 121,000 3,076
1st Financial 6,669
Texpool 200,327
Total 206,997
Bank Balances As of May 31, 2008
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.13
Items for Future Agendas:
- Applicant Interviews - August Meeting
- Arts Advisory Group Update - August Meeting
- Joint Meeting with EDC 4A regarding Pool Bond Payment -
November Meeting
- EDC Training
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No .A.14
Other Business:
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No.A.15
Next meeting scheduled for August 11, 2008.
Attachments: 1. August 2008 Monthly Calendar
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COUNCIL MEMORANDUM
From: The Office of the Town Manager Date: 7-14-2008
Subject: Agenda Item No.A.16
Discuss and take appropriate action regarding the dates of the regularly
scheduled Economic Development Corporation 4B meeting for September
2008.
EXPLANATION:
Town Council has moved their September meetings to September 8 and 22.
EDC 4B would normally meet on September 8. However, due to the Council meeting
schedule changes staff requests Board input regarding September meeting dates. The
Board would be able to meet on September 8 in the Public Services Conference Room,
but Stephen Seidel and Council member Strother would only be able to attend the
meeting for the first 30 minutes. The other options are to move the meeting to
September 15 or cancel the September meeting.
Staff seeks direction from the Board.
RECOMMENDATION:
ACTION BY COUNCIL:
(sd)
Attachments: 1. September 2008 Monthly Calendar
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 7-14-2008
Subject: Agenda Item No. A.17
Adjourn regular session.
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