Agenda Packet EDC 4B 06/09/2008Town of Trophy Club
Economic Development Corporation 4B Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Monday, June 9, 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 Board to hear presentation from GSBS Architects.
A.4 Discuss and take appropriate action regarding KRLD's Drive to Vote promotion
and Trophy Club participation.
A.5 Discuss and take appropriate action regarding the FY2008-2009 Budget.
B.1 Staff Updates.
B.2 Discuss and take appropriate action necessary for preparation of the 2008 ICSC
Regional Meeting set for October 29 - 31, 2008.
B.3 Approval of the Minutes:
A. March 24, 2008 Regular Session Minutes, approved with amendments on
May 12, 2008
B. May 12, 2008 Regular Session Minutes
B.4 Approval of April 2008 Financials.
B.5 Items for Future Agendas:
- Arts Advisory Group Update
- Joint Meeting with EDC 4A regarding Pool Bond Payment
- EDC Training
B.6 Other Business:
B.7 Next Meeting scheduled for July 14, 2008 at 6:30 p.m.
C.1 Adjourn regular session.
ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
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: 6-9-2008
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.
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.
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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 “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: 6-9-2008
Subject: Agenda Item No.A.3
Board to hear presentation from GSBS Architects.
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COUNCIL MEMORANDUM
From: The Office of the Town Manager Date: 6-9-2008
Subject: Agenda Item No.A.4
Discuss and take appropriate action regarding KRLD's Drive to Vote
promotion and Trophy Club participation.
EXPLANATION:
KRLD approached staff regarding the Town’s participation and opportunity for the Town of Trophy Club to
receive positive exposure while providing a service to the residents of North Texas. This is an
unbudgeted item and staff presented to Council for their consideration.
This item was taken to the Town Council on June 2, 2008, below is the minutes from this agenda item:
C.5 Discuss and take appropriate action regarding KRLD's Drive to Vote promotion and Trophy
Club participation.
KRLD approached staff regarding the Town’s participation and opportunity for the Town of Trophy Club to
receive positive exposure while providing a service to the residents of North Texas. This is an
unbudgeted item and staff is presenting to Council for their consideration.
Mayor Pro Tem Edstrom and Council member Wilson suggested staff discuss funding with EDC 4B.
Town Manager Emmons is pursuing Centurion for funding. Council member Sterling said this is a good
publicity idea and hits a multiple of media outlets. Council member Strother, EDC 4B Liaison will discuss
with the Board at their next meeting.
Council advised Town Manager Emmons to pursue the Town’s participation.
(bse)
Attachments: 1. KRLD’s Drive to Vote Presentation
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
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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ACTUAL PROPOSED
ADOPTED AMENDED FY 07/08 YEAR
ACCOUNT BUDGET BUDGET @ TO
NUMBER DESCRIPTION 2007/2008 2007/2008 04/30/08 DATE BALANCE
REVENUES
40030 Sales Tax - General (115,000) (115,000)(8,121) (46,275) (68,725)
49010 Interest Income (6,000) (6,000)(352) (3,295) (2,705)
49035 Reserves
TOTAL REVENUES (121,000) (121,000) (8,474) (49,570) (71,430)
EXPENSES
60066 Publications/Books/Subscriptions 100 100 - 119 (19)
60070 Dues & Memberships 2,500 2,500 - 2,500 -
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 - 57 4,943
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 - 3,447 22,119
65085 Office Supplies 200 200 - 91 109
65105 Printing 6,000 6,000 - - 6,000
TOTAL EXPENDITURES 121,000 121,000 - 24,010 96,990
1st Financial 9,743
Texpool 189,919
Total 199,663
Bank Balances As of April 30, 2008
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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) 1,850
Meals for potential businesses/developers 300
60125 Advertising 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
60315 EDC Projects 5,000
Consultant for Strategic Plan Development 5,000
60335 Intergov Trans Out (I&S)26,361
Pool Bond Payment
60340 Large Project Reserves 37,063
60355 Intergov 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: 6-9-2008
Subject: Agenda Item No.B.1
Staff Updates.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
Subject: Agenda Item No.B.2
Discuss and take appropriate action necessary for preparation of the 2008
ICSC Regional Meeting set for October 29 - 31, 2008.
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
Subject: Agenda Item No .B.3
Approval of the Minutes:
A. March 24, 2008 Regular Session Minutes, approved with amendments on
May 12, 2008
B. May 12, 2008 Regular Session Minutes
EXPLANATION:
The March 24, 2008 Minutes have been brought back for reconsideration. The minutes
presented to the Board on May 12, 2008 were correct, according to the audio from the
meeting.
Director Twomey did remind EDC 4B of EDC 4A’s current obligation is on a year to year
basis; EDC 4B’s obligation is not temporary.
The joint workshop was heading to have another joint meeting, but due to the time
contraints it was decided that the Boards would not have another joint meeting and that
EDC 4A would make the needed amendments to their budget at their next regularly
scheduled meeting.
RECOMMENDATION:
The Board will need to reconsider this set of minutes and make a motion to correct the
March 24, 2008 minutes as presented.
ACTION BY BOARD:
(SLD)
Attachments: 1. March 24, 2008 Regular Session Minutes
2. May 12, 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, May 12, 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 May 12, 2008. The meeting was held within the boundaries of the Town and was open to the public.
EDC 4B DIRECTORS PRESENT:
James Hicks President
Larry E. Crosser Treasurer
Dan Bishop Director
Dave Glaser Director
Rebecca Shuman Director
Glenn Strother Director
DIRECTORS ABSENT:
Damian Olthoff Secretary
Philip Sterling EDC 4B Council Liaison
STAFF AND GUEST(S) PRESENT:
Brandon Emmons Town Manager
A.1 Call to order and announce a quorum.
President Hicks, noting a quorum of EDC 4B, called the regular session to order at 6:30 p.m.
A.2 Discuss and take appropriate action regarding the appointment of Board Officers.
Director Strother moved to nominate Director Hicks as President. Director Crosser seconded; motion
carried unanimously.
Director Crosser moved to nominate Director Glaser as Vice President. Director Bishop seconded; motion
carried unanimously.
Director Strother moved to nominate Director Olthoff as Secretary. Director Shuman seconded; motion
carried unanimously.
Director Bishop moved to nominate Director Crosser as Treasurer. Director Strother seconded; motion
carried unanimously.
A.3 Discuss and take appropriate action regarding the hiring of a Strategic Planning
Facilitator.
Director Shuman moved after successful review of Mr. Holifield’s firm, plan and resume, the Board will
enter into a contract for Professional Services with Ron Holifield. Director Crosser seconded.
Director Strother thought amendments to the motion were needed to make sure the contract was with Mr.
Holifield and not his staff.
Town Manager Emmons clarified the motion authorizing staff to request a contract for professional
services with Government Resources Inc. and present at next EDC 4B meeting for approval.
Town Manager Emmons shared that the Board will have a proposal to review before the meeting.
Motion carried unanimously.
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Director Crosser asked that agenda item A.4 be held until after the approval of the financials.
A.5 Discuss and take appropriate action necessary for preparation of the 2008 ICSC Regional
Meeting.
Director Strother stated based on last year; the group that goes to ICSC needs to go with a concept plan
on Trophy Club’s commercial property. Director Strother has met with a developer that is willing to create
a preliminary concept plan, with a low cost, with the condition that they would be able present the plan if
we have the opportunity to move to the next level.
Director Strother will arrange for a short general information presentation for the Board at their next
meeting.
A.6 Staff Updates
Town Manager Emmons answered questions from the Board.
A.7 Items for Future Agendas
The Board would like to the following items to the list of future agenda items:
• Arts Advisory Group Update
• EDC Training for new directors
• Joint Meeting with EDC 4A regarding Pool Bond Payment (November)
A.8 Other Business
No discussion.
A.9 Approval of Minutes:
A. March 10, 2008 Regular Session
B. March 24, 2008 Joint Workshop Session
Director Crosser moved to approve the March 10, 2008 Regular Session minutes as written. Director
Shuman seconded; motion carried unanimously.
Director Strother moved to approve the March 24, 2008 Joint Workshop Session as amended. Director
Shuman seconded; motion carried unanimously.
A.10 Approval of Financials:
A. February 2008
B. March 2008
Director Shuman moved to approve both February 2008 and March 2008 Financials as written. Director
Strother seconded; motion carried unanimously.
A.4 Discuss and take appropriate action regarding the FY2008-2009 Budget.
The Board began discussions regarding the FY2008-2009 Budget.
No action taken.
A.11 Next Meeting scheduled for June 9, 2008 at 6:30 p.m.
The Board agreed to meet on June 9, 2008.
Director Strother thanked the directors for the opportunity to serve on the Board.
A.12 Adjourn regular session.
Director Strother made a motion to adjourn at 8:39 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: 6-9-2008
Subject: Agenda Item No.B.4
Approval of April 2008 Financials.
Attachments: 1. April 2008 Financial Spreadsheet
2. First Financial April 2008 Bank Statement
3. TexPool April 2008 Bank Statement
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ACTUAL PROPOSED
ADOPTED AMENDED FY 07/08 YEAR
ACCOUNT BUDGET BUDGET @ TO
NUMBER DESCRIPTION 2007/2008 2007/2008 04/30/08 DATE BALANCE
REVENUES
40030 Sales Tax - General (115,000) (115,000)(8,121) (46,275) (68,725)
49010 Interest Income (6,000) (6,000)(352) (3,295) (2,705)
49035 Reserves
TOTAL REVENUES (121,000) (121,000) (8,474) (49,570) (71,430)
EXPENSES
60066 Publications/Books/Subscriptions 100 100 - 119 (19)
60070 Dues & Memberships 2,500 2,500 - 2,500 -
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 - 57 4,943
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 - 3,447 22,119
65085 Office Supplies 200 200 - 91 109
65105 Printing 6,000 6,000 - - 6,000
TOTAL EXPENDITURES 121,000 121,000 - 24,010 96,990
1st Financial 9,743
Texpool 189,919
Total 199,663
Bank Balances As of April 30, 2008
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
Subject: Agenda Item No.B.5
Items for Future Agendas:
- Arts Advisory Group Update
- Joint Meeting with EDC 4A regarding Pool Bond Payment
- EDC Training
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
Subject: Agenda Item No .B.6
Other Business:
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
Subject: Agenda Item No.B.7
Next Meeting scheduled for July 14, 2008 at 6:30 p.m.
Attachments: 1. July 2008 Meeting Calendar
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ECONOMIC DEVELOPMENT CORPORATION 4B
MEMORANDUM
From: Shannon DePrater Date: 6-9-2008
Subject: Agenda Item No. C.1
Adjourn regular session.
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