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Minutes EDC 4B 12/17/2007MINUTES OF REGULAR SESSION ECONOMIC DEVELOPMENT CORPORATION 4B TOWN OF TROPHY CLUB DECEMBER 17, 2007 6:30 P.M. STATE OF TEXAS COUNTY OF DENTON The Economic Development Corporation 4B of the Town of Trophy Club, Texas, met in a Regular Session on December 17, 2007. The meeting was held within the boundaries of the Town and was open to the public. DIRECTORS PRESENT: James Hicks Larry E. Crosser Glenn Strother Rebecca Shuman Philip Sterling DIRECTORS ABSENT: President Treasurer Director Director Council Llolson Damian 0Ithoff Secretary attended workshop via conference cc// Doyle Nicholson Vice -President STAFF AND GUEST(S) PRESENT: Cy Holley Brandon Emmons Town Manager Stephen Seidel Assistant Town Manager Shannon DePrater Deputy Town Secretary Adam Adams Parks and Recreation Director A.I Call to order and announce a quorum. President Hicks, noting a quorum of EDC 4B, called the regular session to order at 11:22 a.m. A.2 Update by Director Glenn Strother and Town Manager Emmons regarding the 2007 ICSC. Conference and discussion of the same. Director Strother and Town Manager Emmons updated the Board on the ICSC Conference, Director Strother stated that it was a good opportunity to be in attendance and have this as a starting point for economic development initiatives. Director Strother suggested that next time, the Board be better prepared as to scheduling meetings with retailers and include more details In the information packet, including site plans, etc. The Board asked questions and discussed options. The Board decided to continue discussion during strategic planning workshop. Ideas for better visibility was also discussed, including the addition of site plans in the Dallas Business Journal ad, Including brochures and items from the economic development website for the next conference. The Board thanked Director Strother and Town Manager Emmons for their update and attendance at the Conference. A.3 Discuss and take action regarding possible incentives for retail development. The Board decided to move this agenda item to workshop session. A.4 Review the Town of Trophy Club Arts Advisory Group Event Plan as requested by the Board. The Board reviewed the action plan submitted by the Trophy Club Arts Advisory Group, The Board asked that the Arts Group present a quarterly update quarterly to the Board. Adam Adams, Parks and Recreation Director updated the Board on the cost of changing from three events to two events with longer performances, The Board took a break at 12:09 p.m. and reconvened into regular session at 12:50 p.m. B.1 Staff Updates: A. Retail Opportunities B. Buxton Study Assistant Town Manager Stephen Seidel updated the Board. Mr. Seidel also shared that he will be sharing the information with Council at their meeting as well. Twelve retail packages have been created and delivered and eight outstanding packages remain. Buxton will be receiving a new batch of data at the end of first quarter 2008 and we will wait until they receive their new data to proceed with the eight outstanding packages. Mr. Seidel addressed questions from the Board; including extra costs for new data and the possibility of not using all remaining eight packages. Mr. Seidel went on to state that he has contacted all retailers on our match list. Mr. Seidel stated that he has received some responses from the initial contact, including Saltgrass, Rosati's, Chipotle and Paneras. Saltgrass and Chipotle are not interested at this time. Rosati's would like to come and visit in January 2008; they are Interested in the Regency space. Panera's is Interested in the Regency space as well. Mr. Seidel stated that he believes with the responses that he has received, the Buxton Study was a great Idea; it gave a starting point. B.2 Approval of Financials: A. August 2007 B. September 2007 2 Director Crosser updated the Board regarding the financials; a payment of $49,645.20 was mistakenly paid out of EDC 413's account instead of EDC 4A. Finance will reverse and the December financials will reflect the transaction. Director Shuman made a motion to approve the financials as written. Director Strother seconded; motion carried unanimously. B.3 Other Business: None. B.4 Items for Future Agendas: Director Shuman asked that ICSC be added to the agenda so that supplies, information and an action plan can be gathered In preparation of the October 2008 conference. B.5 Next Meeting scheduled for January 14, 2008 at 6:30 p.m. The Board set their next meeting for January 14, 2008 at 6:30 p.m. C.1 Adjourn regular session. The Board adjourned their regular session at 1:32 p.m D.1 EDC B to Convene into Workshop Session. The Board convened into workshop session at 1:33 p.m. Director Olthoff attended the workshop session vier conference call. D.2 Strategic Planning Discussion: Director Shuman asked for clarification whether we are doing a strategic planning session or long range session. President Hicks stated that we will be working on a two year plan, and can create a list for longer range goals and objectives. A. Review of Current EDC -4B Mission Statement 1. Brief Review of Town Council and various Town Boards a. Town Council b. EDC -4A C. Parks and Recreation 2. Revise EDC -413 Mission Statement and Long Term Plan President Hicks stated that once the Board gets the plan finalized, a document will be drafted. An outside source may be brought in at that time to review and make suggestions. The Board discussed the mission statement. Staff was directed to change percentage from' /2 to j/4 percent. The Board updated the accomplishment and objective lists to include: Accomplishments: 1. Comprehensive Buxton Study 2. Attendance at ICSC Conference 3. Established Tax Abatement Schedule 3 4. Continued efforts to attract and retain businesses 5, Partnered with the Town of Trophy Club Arts Advisory Group and Artsnet 6. Improved the community's awareness of business/development Issues a. Kicked off economic development awareness of Trophy Club i. Opened and encouraged dialogue with within the Trophy Club's various entities, developers and citizens 8. Initiated and completed two surveys to aid retail prospect selection 9. Traffic Count study 10. Sought out potential retail prospects for site visits 11. Participate in the Economic Summit 12. Funded Dallas Business Journal Objectives: 1. Formalize a business retention plan 2. Continue dialogue with developers to further encourage and define their development plans 3. Develop a relationship and partner with the Planning and Zoning Commission a. Every commercial property application be forwarded to Board b. EDC B board members to attend P&Z meeting 4. Continue relationships with Trophy Club Entities 5. establish relationship with said entity 6, reconsider attendance at various 7. communicate EDC 4B plan to Council; EDC 4A, Planning and Zoning, Parks and Recreation Board 8. optimize Trophy Club's commercial property 9. annual attendance to ICSC Conference 10. Refine Trophy Club's economic develop and marketing materials and outreach efforts a. Conferences b. Around the town newsletter 11. Improve communication with: a. Developers b, Retailers c. Citizens d. Other commissions/boards e. Reinstate around the town business spotlight In around the town 12. Increase EDC 413's visibility within the Town 13. Develop a relationship and partner with the Chamber of Commerce 14. Develop a consistent uniform process of assisting developers using best practices 15. Investigate and develop potential new business Incentives 16. Review mission statement and potentially rewrite mission statement pending legal decision. The Board broke at 3:03 p,m. and reconvened into workshop session at 3:11 p.m. B. General Overview and Review of EDC 413 Legislation at the State Level as written by the Comptroller's Office 4 The Board reviewed EDC B Legislation and brainstormed the various opportunities of funding to include: a. Job Training facilities - No manufacturing coming to TC - No revenue generated - Currently low need b. Spoi is Venue (+/-) - An)philhaafer - Your} i spar's cenier - Conlf-nunityfrec ceE teT c. recycle Facilities - Home pickup - School programs - No room for facility - High liability - Compost urea by wwtp (positive green) d. ,-iia or Wester I"aollu ion Control - traffic issues (air poilurilon being addressed) - Silf in local lak s, Trq,Tay Club Park at Lake Grapevine - Pofer;tial re trout F)rocjram for pool "bac kwoshing" cerin EOC 1.3 do ihai,59? e. Small Warehouses - Currently need zoned - More regional issue - We do not have industrial zones f. Affordable Housing - No land available for new construction - Zero currently available in Trophy Club g. Infrastructure - Parking lots - roads - Sewer / water lines - Trophy Club Park at Lake Grapevine - Loop road ?? - Lighting - Buildings - Town Entrances 1 gateways - Landscaping h. Fduccriion Facilities for Higher lyduca ion -- invesiigaie {-li-ercl-)O(.--)l progr(--ar-n and con-imuniiy rec yc,01) sports, parks, c:ornmunily colleges i, Water Conservation programs scape - Dain aucirds - Werall_are - generate revenue j. Facilities to Promote New and Expanded Business Development - see goal slobjections 5 Low priority - red Priority -green c)ienflal m orange C. Trophy Club Economic Development SWOT 9. Strengths 2. Weaknesses 3. Opportunities 4. Threats D. Trophy Club Economic Development Community Vision 1. Available land parcels 2. Niche market possibilities 3. Strategy and Incentive Ideas E. Review of Buxton Analysis and Progress Update — see staff report F. Budget Review G. Review of Current Forms and Funding Application The Board discussed whether or not to keep the current form, APPLICATION FOR CONSIDERATION OF FUNDING, as is, change to REQUEST FOR CONSIDERATION FORM or remove all together. The Board's consensus was to remove the application from the website and update the website to state for funding, please call Assistant Town Manager Stephen Seidel at phone number and list funding options, Staff will then bring information to the Board and the Board will discuss and staff when then go back to contact and proceed as needed. H. Training, Recruitment, Professional Development, and Marketing for EDC -4B The Board decided to bring this Item back at a later date, after a review of the budget is complete. The Board directed staff to include a long range budget agenda Item on the February meeting agenda. D.3 Adjourn Workshop Session. The Board adjourned the workshop session at 4,17 p.m, Jim - icks, President Damian Olthoff, Se ary [.1