2012-14 Archived CDC Minutes

Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall

Thursday, December 12, 2013, 6:30 p.m.

1. Call to order-Recognition of Guests: The meeting was called to order by Billy Plake @ 6:30 p.m.
 Present: Andrew Sikes, Billy Plake, Nancy Webb, Mark Rock, Kanita Larkins
 Absent: None
 Guest: None

Mark Rock was welcomed as a new board member. He was appointed by City Council at the October 2013 City Council meeting to serve as a board member of the Van Alstyne Community Development Corporation.

2. Minutes from previous meeting: Minutes from September 2013 were reviewed by the board members. The board meetings for October and November 2013 were cancelled because there was not a quorum present so there were no minutes for October and November 2013. Nancy Webb made a motion to accept the minutes for September 12, 2013 and the Special Called Meeting on September 17, 2013. Andrew Sikes 2nd the motion. Motion carried.

3. Treasurer’s Report: The treasurer’s reports to include Profit & Loss and Balance Sheet for the months of September, October and November 2013 were reviewed by the board members. Andrew Sikes made a motion to accept the treasurer’s reports for the months of September and October 2013. Nancy Webb 2nd the motion. Motion carried. Kanita Larkins was instructed to report back to the board at the next regular scheduled board meeting in January 2014 regarding the purpose of the advertising expense in the amount of $415.00.

4. Open Meeting/Public Information Acts: Kanita Larkins requested that that the board members who had not provided their certificates of completions get these to her for the file.

5. Eligible Type B Projects: Kanita Larkins provided the board members with information that listed the various types of projects that were allowed by law for Type B Economic Development organizations. The board members discussed that they would continue to seek the advice of the City Attorney to insure projects being considered were permitted.

6. Election of Officers: Officers for the positions of President, Vice-President and Secretary are currently vacant. Mark Rock nominated Andrew Sikes as the President. Mark Rock made a motion that Andrew Sikes fill the position of the President. Billy Plake 2nd the motion. The votes were unanimous that Andrew Sikes serve as the Board President. Nancy Webb currently is the Treasurer. Billy Plake made the motion that Nancy Webb continue to serve as the Treasurer. Andrew Sikes 2nd the motion. The votes were unanimous that Nancy Webb remain as the Board Treasurer. The remaining positions for Vice-President and Secretary will stay vacant until such time as there is a complete board of seven members.

7. Signors on Financial Documents: Billy Plake is currently is the only remaining member on the board who is authorized to sign checks and other financial documents. Andrew Sikes made a motion to remove Dr. Paul Westmoreland and Amelia Giles as signors and that Board Treasurer Nancy Webb be authorized as a signor on financial documents. Billy Plake 2nd the motion. Motion carried.

8. Bylaws: Kanita Larkins reports that the Amended Bylaws were not accepted by City Council at the October 2013 City Council meeting. Nancy Webb made a motion to table work on the Bylaws until such time as there is a complete board of seven members. Andrew Sikes seconded the motion. Motion carried.

9. Museum: Kanita Larkins has not heard from Susan Berryhill with the Van Alstyne Historical Museum regarding whether the contractor Mrs. Berryhill suggested had completed his bid for repairs to the museum.

10. “Visit Historic Downtown Van Alstyne” signs – update: Kanita Larkins has not been able to visit with Sherry or David Kirby regarding their offer to go to the Texas Department of Transportation regarding the placement of the signs. She will continue to follow up on this matter.

11. Yearly Audit: Kanita Larkins reports that she is currently in the process of providing documents to the auditor for the yearly audit. Nancy Webb is providing assistance and expertise to Kanita Larkins in the matter.

12. SWOT Analysis: Kanita Larkins is recommending that both boards (VAEDC & VACDC) work together in preparing a SWOT (Strengths-Weaknesses-Opportunities-Threats) of the community. This will assist in preparing a marketing plan, as well as updating each of the organizations strategic plans. Nancy Webb made a motion to move forward with this plan. Mark Rock 2nd the motion. Motion carried.

13. Comments by the President, Mayor and City Manager: None.

14. Adjourn: Nancy Webb made the motion to adjourn. Andrew Sikes 2nd the motion. Motion carried. Adjourned at 7:16 p.m. The next regular board meeting is scheduled for January 9, 2014.

Minutes respectfully submitted by Kanita Larkins 12/12/2013

Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall

Thursday, January 9, 2014, 6:30 p.m.

1. Call to order-Recognition of Guests: The meeting was called to order by Billy Plake @ 6:42 p.m.
 Present: Andrew Sikes; Billy Plake; Nancy Webb; Mark Rock; City Manager Frank Baker; and Kanita Larkins
 Absent: None
 Guest: None

2. Minutes from previous meeting: Minutes from December 12 2013 were reviewed by the board members. Billy Plake made a motion to accept the minutes as read. Mark Rock 2nd the motion. Motion carried.

3. Treasurer’s Report: The treasurer’s reports to include Profit & Loss and Balance Sheet for the month of December 2013 were reviewed by the board members. At the meeting of December 2013 Kanita Larkins was instructed to report back to the board regarding the purpose of the advertising expense in the amount of $415.00. This was the cost to film the Fall der All 2013 advertisement on cable as part of the funds awarded to the Chamber of Commerce. Billy Plake made a motion to accept the treasurer’s reports for December 2013. Mark Rock 2nd the motion. Motion carried.

4. Recess into close session pursuant to Chapter 551, Texas Government Code for deliberation regarding: Section 551.072, Real Property: went into closed session at 6:50 p.m.
a. Deliberate the purchase lease and value of real property located in downtown Van Alstyne. Out of closed session at 7:01 p.m.
Billy Plake made a motion to renew the lease with Amelia Giles and Cheryl Snyder. Andrew Sikes seconded the motion. Motion carried.

5. Board Vacancies: Signors on Financial Documents: Currently, Billy Plake is the only remaining member on the board who is authorized to sign checks and other financial documents. Andrew Sikes made a motion to remove Dr. Paul Westmoreland and Amelia Giles as signors and replace Board Treasurer Nancy Webb as an authorized signor on financial documents. Billy Plake 2nd the motion. Motion carried.

6. Museum: Kanita Larkins has not heard from Susan Berryhill with the Van Alstyne Historical Museum regarding whether the contractor Mrs. Berryhill suggested has completed his bid for repairs to the museum.

7. Retire in Texas: There is nothing to report at this time. Kanita Larkins will continue to keep the board members updated.

8. “Visit Historic Downtown Van Alstyne” signs – update: Kanita Larkins has not been able to visit with Sherry or David Kirby regarding their offer to go to the Texas Department of Transportation regarding the placement of the signs. She will continue to follow up on this matter.

9. Comments by the President, Mayor and City Manager: None.

10. Adjourn: Nancy Webb made the motion to adjourn. Mark Rock 2nd the motion. Motion carried. Adjourned at 7:14 p.m. The next regular board meeting is scheduled for February 13, 2014.

Minutes respectfully submitted by Kanita Larkins 01/09/2014

Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall

Thursday, March 13, 2014, 6:30 p.m.

1. Call to order-Recognition of Guests: The meeting was called to order by Andrew Sikes, President of the board at 6:30 p.m.
 Present: Andrew Sikes; Billy Plake; Nancy Webb; Jeff Skinner; and Kanita Larkins
 Absent: Mark Rock
 Guests: Troy Gelsky and Wes Brown, Up Above Video; Nick Williams, VAEDC; Timmerle Kelly, VAEDC; Wendelyn Tilleman, President of Van Alstyne Chamber of Commerce

2. Up Above Video- Demonstration by Troy Gelsky and Wes Brown: Nick Williams with the Van Alstyne Economic Development Corporation requested that Mr. Gelsky provide the board members with a demonstration of their UAV (unmanned aerial vehicles) equipment that is used to make videos. Because the UAV is much smaller and safer than airplanes and helicopters, it allows them to get to places that most aerial photographer could never go. Mr. Gelsky explained that they could shoot a video for VACDC and VAEDC and other businesses, the Chamber of Commerce and the schools who wish to use of the video could share in the cost of making the video. Mr. Gelsky estimated the cost to be approximately $5,000.00.

3. Wendelyn Tilleman, President of Van Alstyne Chamber of Commerce, Advertising for Fall der All: Wendelyn Tilleman submitted the Chamber’s request for VACDC to fund the advertisement for the Fall der All again this year. Last year’s Fall der All was a huge success and part of that success was attributed to the commercials on cable to viewers in McKinney, Allen, Frisco and Greenville. Board members inquired as why there was no advertising for viewers in the Texoma area. Wendelyn stated that the Annual Peanut Festival in Gainesville occurs on the same date as the Fall der All and many of the viewers in the Texoma area (Sherman and Denison) will be attending the Peanut Festival. The board requested that Wendelyn return to the next board meeting in April with estimates that include advertising in Texoma.

4. Minutes from previous meeting: The minutes from January 9, 2014 were reviewed by the board members. Nancy Webb made a motion to accept the minutes as read. Billy Plake 2nd the motion. Motion carried. The meeting for February 13, 2014 was cancelled because there was not a quorum; and therefore, no minutes.

5. Treasurer’s Report: The treasurer’s reports to include Profit & Loss and Balance Sheets for the months of January and February 2014 were reviewed by the board members. Billy Plake made a motion to accept the treasurer’s reports for January and February 2014. Andrew Sikes 2nd the motion. Motion carried.

6. Board Vacancies: With the recent addition of Jeff Skinner, there are now two vacancies. It is recommended that an ad be placed in the Van Alstyne Leader.

7. Museum: Kanita Larkins reports that the members of the Van Alstyne Historical Museum are currently in the process of reviewing the bids they have received for repairs to the museum.

8. “Welcome to Van Alstyne” and “Visit Historic Downtown Van Alstyne” signs – update: Kanita Larkins reports that she and Andrew Bloom with Texas Department of Public Safety are currently exchanging voice mail messages but have not had the opportunity to actually speak to each other.

9. Palladium: Kanita Larkins reports that City Council approved Palladium Van Alstyne Senior Living project. She has been working with a representative in obtaining letters of support.

10. Comments by the President, Mayor and City Manager: None.

11. Adjourn: Andrew Sikes made the motion to adjourn. Nancy Webb 2nd the motion. Motion carried. Adjourned at 7:50 p.m. The next regular board meeting is scheduled for April 10, 2014.

Minutes respectfully submitted by Kanita Larkins 03/13/2014

Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall

Thursday, July 11, 2013, 6:30 p.m.

1. Call to order-Recognition of Guests: The meeting was called to order by President Dr. Paul Westmoreland @ 6:30 p.m.
 Present: Dr. Paul Westmoreland; Judy Womack; Nancy Webb; Don Depree; Billy Plake; Andrew Sikes; Kanita Larkins; Mayor Teddie Ann Salmon
 Absent: Amelia Giles
 Guest: None

2. Tour of Empty Buildings – VAEDC President, Art Atteberry: Art Atteberry was unable to attend but Kanita Larkins explained that this is a proposed project in which the realtors who have various empty buildings in the downtown area would host a tour that would bring potential buyers into town. The tentative date set for this tour is the week before Fall der All (October 19th) which is Saturday, October 12th. The board members agreed this was a good idea. Nancy Webb stated she would assist in the project if needed. Dr. Westmoreland will inform Art Atteberry of the discussion of the board as concerns the tour.

3. Parks Board – Vicky Cupit: Kanita Larkins has met with Vicky Cupit with the Parks Board. The Parks Board has not had the opportunity to review the needs of each of the parks. She is requesting that VACDC board allocate funds it deems appropriate for park projects. Mayor Teddie Ann Salmon has observed that numerous wood boards of the bridge located at Forrest W. Moore Park have holes and have been covered with hard plastic. This is not attractive.

4. Minutes from previous meeting: Minutes from the June 13, 2013 meeting were reviewed by the board members. Judy Womack notes that Fanning should be spelled “Fannin”. Don Depree made a motion to accept the minutes with the correction. Nancy Webb 2nd the motion. Motion carried.

5. Treasurer’s Report: The treasurer’s reports to include Profit & Loss and Balance Sheet for the month of May were reviewed by the board members. Don Depree made a motion to accept the treasurer’s reports. Nancy Webb 2nd the motion. Motion carried.

6. Bylaws: Mayor Teddie Ann Salmon explained to the board members that it was her desire that the bylaws of the different organizations of the City (Library, Parks, EDC & CDC) be consistent with each other as concerns attendance requirements of the board members. A board cannot function without its members. She recommends that after a board member has missed two (2) consecutive regular meetings, a third consecutive absents would result in an automatic dismissal. Additionally, she wants there to be a process of notification to board members of their appointments and warning letters of possible termination (2nd absence-warning letter of 3rd absence termination). Letters of notification should have proof of receipt and copies of the letters should be kept at the City and the offices of the organizations.

Dr. Paul Westmoreland discussed his concerns of the recommended amendments to the bylaws. He stated it could allow for the manipulation of who is serving on the board by making it easy to be rid of members. In that it is already difficult to find persons willing to serve on the board, this could create unnecessary vacancies. This matter will be discussed further at the next scheduled board meeting (Thursday, August 8, 2013).

7. North Park project: Kanita Larkins reports that she and Steve White, director of public works, have met regarding the ramp that is required for the pavilion that will make it ADA. He has advised that the ramp should be 4’ x 6’. She has a volunteer that will do the work and donate the supplies. She is attempting to call Recess Playground Design Company regarding the border around the playground as a piece needs to be replaced to make it ADA.

8. Rail Cars: Chamber President, Cheryl Snyder, has visited with Kanita Larkins regarding the status of the restoration of the rail cars. Ms. Snyder is still in the process of obtaining bids. Board members expressed their concern that the funds allocated for this project was set aside some time ago. The board reserves the right to reconsider the funds annually if a project is not completed within a year.

9. Museum: Mayor Teddie Ann Salmon reports that even though the City has put in a large drain, there are still issues of water runoff from other surrounding buildings. Kanita Larkins was instructed to visit with the City Manager about the issue.

10. SAM Registration status: Kanita Larkins reports that she has made contact with customer service and the representative is going to arrange a three-way call with Kanita and Federal Services to correct an error that was made some time ago listing the name of the business as Matthew Sullivan (former board president) instead of Van Alstyne Community Development Corporation.

11. Retire in Texas Status: Kanita Larkins reports that Van Alstyne is now listed on the Retire in Texas website. She has talked to Darrell Dean with the Texas Department of Agriculture regarding what our next steps are to take advantage of the certification. He is going to get with other communities who are up and running and call her back with instructions as well as contact information.

12. Budget for 2013/2014: The board members discussed the following for next year’s budget: 1) $19,000 for advertising; 2) the remaining funds in the amount of $9,148.15 for the rail cars are no longer available—in the event that the Chamber has acceptable documentation of what repairs are needed and the cost of same, it can return to the VACDC board for consideration; 3) $30,000 for Parks; 4) $1,000, if needed, for travel and entertainment; and 5) should other projects come up during the year, $30,000 is set aside for contingent projects.

Dr. Paul Westmoreland and Kanita Larkins discussed a recommendation by the Van Alstyne Economic Development Corporation as concerns her salary, vacation and sick time, as well as employee development (attending classes to become certified).

(At 7:45 p.m. board member Nancy Webb and Mayor Teddie Ann Salmon left for other engagements)

13. Recess into closed session pursuant to Chapter 551, Texas Government Code for deliberation regarding: Went into Closed Session at 7:45 p.m. (Kanita Larkins left the room.)
a. Section 551.074 Personnel Matters
Out of Closed Session at 7:51 p.m. (Kanita Larkins returned)

Kanita Larkins was advised that the board had approved the recommendation of the Van Alstyne Economic Development Corporation regarding her salary, vacation and sick time. Additionally, the board has designated $1,500.00 to go towards training and employee development.

Don Depree made a motion to approve the budget as discussed. Billy Plake 2nd the motion. Motion carried. Kanita Larkins was instructed to deliver the approved budget to City Hall for City Council’s consideration.

14. Comments by the President, Mayor and City Manager: None.

15. Adjourn: Billy Plake made the motion to adjourn. Don Depree 2nd the motion. Motion carried. Adjourned at 7:59 p.m. The next board meeting is scheduled for August 8, 2013.

Minutes respectfully Judy Womack & Kanita Larkins 07/11/2013

Note – these pages were added retroactively as part of the website launch, so the posting dates do not reflect the actual time the agendas were posted.

VACDC Minutes for December 8, 2011

Note – these pages were added retroactively as part of the website launch, so the posting dates do not reflect the actual time the agendas were posted. VACDC

VACDC Minutes for November 10 2011

Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall

Thursday, March 8, 2012, 6:30 P.M.

1. Call to order-Recognition of Guests: The meeting was called to order by Vice-President Amelia Giles @ 6:30 p.m.
§ Present: Amelia Giles, Billy Plake, Judy Womack, Kanita Larkins, Nancy Webb, Betty Samuels
§ Absent: Dr. Paul Westmoreland and Jon Bormann
§ Guests: Don Dupree, Donna Spies and Cheryl Snyder, Van Alstyne Chamber of Commerce President

2. Conduct a Public Hearing regarding Forrest Moore Park Improvement, Wilson McKinney Park and North Park Projects: A public hearing was called at 6:31 p.m. There were no questions presented to the Board regarding the issues of the public hearing nor were there any objections. Nancy Webb made a motion to accept the Forrest Moore Park Improvement, Wilson McKinney Park and North Park Projects, Judy Womack 2nd the motion. Motion carried. Public hearing was adjourned at 6:32 p.m.

3. Aerial Focus-Map Presentation: Karen Smith with Aerial Focus made a presentation to the board regarding aerial maps. Aerial maps are a great tool to market a community. Businesses that are looking into moving in an area need to have a good picture at what land is available. The maps can be one-sided or if additional information is needed, two- sided maps are available. Aerial Focus will work with the Board in creating a map that fits our needs. Betty Samuels will check with the local banks to determine if any of them are interested in having the maps. If any are, they can contribute to the cost of having these maps made. Additionally, she will present this issue to the Van Alstyne Economic Development Corporation to determine if it can contribute to the cost.

4. Minutes from previous meeting: Minutes from February 9, 2012 were reviewed by members. Judy Womack made a motion to accept the Minutes, Nancy Webb 2nd the Motion. Motion carried.

5. Treasurer’s Report: As it is tax season, Nancy Webb has not been able to update information to be able to present the Treasurer’s report. A report for January and February will be presented for review at the next board meeting.
6. Visit Historic Downtown Van Alstyne Sign update: Betty Samuels is waiting on the application to be sent from TXDOT as well as other information regarding regulations of the sign.

7. City Calendar: The VACDC website is up and running. Events are currently being placed on the calendar by Laura Dapkus. She will provide training to the administrative assistant, Kanita Larkins, so that Kanita can also update the website. Guest Donna Spies suggested that the website, if it does not already, have a track counter that will allow us to know how many new users and how many frequent user visit the website.

8. Map of Historic Markers: Cheryl Snyder and Amelia Giles have drafted a map.

9. Nomination to CDC: Don Dupree has presented an application to be a board member. The board currently has an opening as a result of the resignation of Kanita Larkins. Mr. Dupree has lived in Van Alstyne over five years. He is the owner of Whistle Stop Café. He served twenty-four years with the Air Force and has also worked at Boeing. Amelia Giles made a recommendation that the board consider Mr. Dupree’s request to serve on the board. Judy Womack made a motion to accept the recommendation, Nancy Webb 2nd, Motion carried. Betty Samuels will request that this matter be put on the City Council’s agenda.

10. Chamber of Commerce request for help with Advertising for the Arts and Antique Fair in October: Donna Spies and Cheryl Snyder, president for the Van Alstyne Chamber of Commerce, is requesting $7,500 to assist in their multi-state media campaign for advertising the Art & Antiques Fair that will take place downtown Van Alstyne near the rail cars on October 19, 20 and 21st of this year. They anticipate that this will be a high standard event bringing in numerous visitors to Van Alstyne in addition to local shoppers. As a result, many of the businesses in Van Alstyne, such as our restaurants and shops, will benefit from this event. Betty Samuels reviewed the budget and determined that VACDC could not grant more than $5,000.00. Judy Womack made a motion to appropriate $5,000.00 to the committee of the Arts & Antique Fair for advertising. Nancy Webb 2nd. Four accepted the Motion and Billy Plake was opposed. Motion carried.

11. Adjourn: Billy Plake made the motion to adjourn, Nancy Webb 2nd, Motion carried.

Minutes respectfully taken by Kanita Larkins. 03/08/2012