Note – these pages were added retroactively as part of the website launch, so the posting dates do not reflect the actual time the minutes were posted.
2012-14 Archived CDC Minutes
CDC Meeting Minutes Februrary 2012
Note – these pages were added retroactively as part of the website launch, so the posting dates do not reflect the actual time the minutes were posted.
CDC Meeting – Minutes for October 11, 2012
Van Alstyne Community Development Corporation
Minutes Regular Board Meeting
228 East Marshall
Thursday, October 11, 2012 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, Amelia Giles, Judy Womack, Nancy Webb, Don DePree, Andrew Sikes, Kanita Larkins
Absent: Billy Plake
Guests: Austin Bonema (Eagle Scout), Jacob Bonema, Park Board Members: Vicky Cupit, April Butler, and Sara Coleman
2. Presentations for Funding Requests from the following:
a. Presentation by the Parks Board and Eagle Scout Austin Bonema: Austin Bonema made a presentation to the Board requesting that he beautify North Park by putting in new playground equipment, repairs to old playground equipment, and remove & replace the pavilion. His presentation included information about the new playground equipment which is from “Kids Around the World”, a non-profit company that will assist in the delivery, tools and installation of the playground. The proposed budget is $17,000 for the playground equipment, $5,000 for the roof on the gazebo, $2,500 for the pavilion, and $2,500 for the rest of the needs for North Park. That is a total of $27,000. The budget designated for the Parks Board is $30,000.00. The Parks Board will return next month to re-appropriate funds.
b. Museum presentation by Teddie Ann Salmon: The museum is operated from donations and managed with volunteers. It is only open in the summer and for special tours. The museum is currently in need of repairs. There is a leak at the corner of the building and some of the windows need to be replaced. Mrs. Salmon has received two bids on making these repairs. She presented the bids and pictures of the museum to the Board.
c. Judy Womack – Community Center: Judy Womack presented the bids she received for updates to the Community Center. Work on the Community Center will be delayed so that a letter can be sent to the City Attorney Julie Fort to determine if VACDC can legally fund repairs and updates to City buildings. A special meeting will be called after we receive an answer to determine if we can move forward on the museum and Community Center.
d. Report on project for Chamber – Electric pole near railcars: Kanita Larkins reports that the work to the electric pole near the railcars is complete. Discussion that $10,000 was budgeted for the railcars several years ago for repairs. To date, the amount used for these repairs is $851.85. The Chamber must use their funds they have for the rail cars before VACDC funds can be spent.
Additional discussion by the Board that funds budgeted for projects should be spent during the year they are budgeted. No funds will be spent without verification and approval from the City Council. Also, documentation of projects must be more precise.
3. New Fiscal Year-Comments from President: Dr. Paul Westmoreland addressed the Board regarding starting the new fiscal years. He realizes the concerns of the Board regarding the most recent incident involving the VAEDC and the dismissal of its board by the City Council. Dr. Westmoreland does not expect any problems with the VACDC as long as we follow the guidelines provided by the law.
4. Minutes from previous meeting: Minutes from September 13, 2012 were reviewed by members. Nancy Webb made a motion to accept the minutes. Don Depree 2nd the motion. Motion carried.
5. Treasurer’s Report: The treasurer’s report was reviewed by the members. Don DePree made a motion to accept the treasurer’s report. Judy Womack 2nd the motion. Motion carried.
6. Appointment of Registered Agent: Kanita Larkins reported that Betty Samuels is currently the Registered Agent for the VACDC. In that Betty is no longer working at EDC/CDC, it is necessary to change the Registered Agent with the Secretary of State. Amelia Giles made a motion to appoint Kanita Larkins as the new Registered Agent. Andrew Sikes 2nd the Motion. Motion carried.
7. Review of Application and Guidelines for Funding Projects: The Board reviewed the Application and Guidelines for Funding Projects. Modifications suggested include adding all the areas that are allowed to be funded. It is also important to get the City’s approval and have a line for them to sign. If project depends on City employees, it must be approved by the City. The application should also include advertisement and promotion of community events. The Board will review the updated application and vote on it at the next Board meeting.
8. Signage “Visit Historic Downtown Van Alstyne” Progress: Kanita Larkins will need to verify with TxDOT, but she believes that all that is required is a resolution to go before City Council and signed by Mayor.
9. Survey: Board discussed if the survey created by Judy Womack will be useful. This matter will be reviewed next month.
10. Update on Mapping Progress: Kanita Larkins will be meeting with TCOG regarding the zoning & rezoning that needs be added to the map.
11. Revisit Retire in Texas Status: Kanita Larkins reports that we are still waiting the decision from Retire in Texas.
12. Bylaws: Nancy Webb made a motion to table this matter. Amelia Giles 2nd the motion. Motion carried.
13. Adjourn: Nancy Webb made the motion to adjourn, Amelia Giles 2nd. Motion carried. Adjourned at 8:27 p.m.
Minutes respectfully taken by Judy Womack and Kanita Larkins 10/11/12
CDC Meeting – Minutes for November 29, 2012
Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall
Thursday, November 29, 2012 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, Amelia Giles, Don DePree, Andrew Sikes, Billy Plake, Kanita Larkins, Frank Baker
Absent: Judy Womack, Nancy Webb
Guests: Chamber President Cheryl Snyder Park Board Members: Vicky Cupit, April Butler, and Sara Coleman
Amelia Giles asked that special recognition be made of City Manager Frank Baker.
2. Chamber of Commerce’s Presentation re: Rail Cars: Cheryl Snyder, President of the Chamber addressed the board and provided the status of the repairs to the rail cars. John Myers has been the contractor making repairs to the cars. Although he has years of experience in the field of refurbishing old rail cars, he is elderly and his health has declined in recent years. As a result, not much work has been completed on the cars. Ernie Mathews, a local contractor, has expressed an interest in refurbishing the rail cars. Ms. Snyder will request a bid from Mr. Mathews and return to the board at the first of 2013.
3. Parks Board presentation as concerns reallocation of approved funding and North Park project: Last fiscal year, $24,000 was approved by the board and City Council for Parks’ projects, specifically lighting at Forrest Moore Park. At the beginning of this fiscal year (2012-2013), the board and City Council approved an additional $6,000 for Parks’ projects, for a total of $30,000. Last month, the Parks Board and Eagle Scout Austin Bonema made a presentation requesting funding of new playground equipment and a new pavilion at North Park. April Butler with the Parks Board indicates that the total funds needed to complete this exceed the budgeted amount by $2,160.00. The reasoning for this is that the mulch for the playground was more expensive and a better quality. It was chosen because it will not smell when it becomes hot and is eco-friendly (made from tennis shoe soles). Suggestions made were to remove the pavilion from the plan. However, Frank informed the board that he noticed when he was recently at the park, that the pavilion previously there had been removed.
Billy Plake made a motion to reallocate the funds previously budgeted for lighting be used for the North Park project for up to $30,000—anything above that would need be brought to the board at which time it will be taken back the City Council for an amended budget for Park project funding. Don Depree 2nd the motion. Motion carried.
4. TxDOT Enhancement Project – grant application for Pedestrian/Bike Trail: City Manager Frank Baker informed the board that he was made aware of the TxDOT Enhancement Project in which TxDOT would provide 80% of funding for qualified projects. He and Kanita Larkins are currently working on an application for a pedestrian and bike trail that would begin at North Park on Hwy 5 and would go north on Hwy. 5 passing the Middle School and ending at the High School. This would provide a safe route for the students who are currently walking to school. This project would be phase one of six phases. The estimated cost of phase one is approximately $210,000. In the event the City receives the funding for this project, Mr. Baker asked the board if it would consider providing funding to cover 20% of the project plus engineering fees of $42,000 as the grant will not cover the engineering fees.
Amelia Giles made a motion to consider funding of the additional 20% of the project and the engineering fees in the event the City is awarded funding for the pedestrian and bike trail. Don Depree 2nd the motion. Motion carried.
5. Minutes from previous meeting: Minutes from October 11, 2012 were reviewed by members. Billy Plake made a motion to accept the minutes. Amelia Giles 2nd the motion. Motion carried.
6. Treasurer’s Report: The treasurer’s report was reviewed by the members. Andrew Sikes made a motion to accept the treasurer’s report. Billy Plake 2nd the motion. Motion carried.
7. Future Grants: Kanita Larkins requested instructions from the board regarding applying for grants. In particular, grants in which the application deadline would be before a scheduled board meeting in which she would request permission to apply. It was the consensus of the board that they trust her judgment and in the event a deadline was imminent, she should proceed in applying for the grant(s).
8. Review of Application and Guidelines for Funding Projects: The Board reviewed the modified Application and Guidelines for Funding Projects that included the changes requested at the last board meeting. Billy Plake made a motion to accept the modified Application and Guidelines for Funding Projects. Amelia Giles 2nd the motion. Motion carried.
9. Signage “Visit Historic Downtown Van Alstyne” Progress: Kanita Larkins informed the board that this matter will be on the agenda for the next City Council meeting on December 11th. The engineer and person making the sign, Ken Brawley, will be present to answer questions.
10. Modification of Bylaws: Billy Plake made a motion to table this matter until the next board meeting. Don Depree 2nd the motion. Motion carried. Amelia Giles requested that Kanita Larkins remind the board via email prior to the next meeting to review the Bylaws prior to coming to the meeting.
11. Update on Mapping Progress: Frank Baker informed the board that he and Bill Benton are working on this matter. They are currently working on the colors on the maps. Mr. Benton has also requested that the maps include plats.
12. Revisit Retire in Texas Status: Kanita Larkins reports she has requested a representative to appear at a future City Council meeting for a formal presentation of the check. She will be notified as to whom Retire in Texas will designate.
13. Adjourn: Don Depree made the motion to adjourn, Amelia Giles 2nd. Motion carried. Adjourned at 7:44 p.m.
Minutes respectfully taken by Kanita Larkins 11/29/12
CDC Meeting – Minutes for December 13, 2012
Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall
Thursday, December 13, 2012 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, Amelia Giles, Nancy Webb, Don DePree, Billy Plake, Kanita Larkins
Absent: Judy Womack, Andrew Sikes
Guests: None
2. Minutes from previous meeting: Minutes from November 29, 2012 were reviewed by members. Don Depree made a motion to accept the minutes. Billy Plake 2nd the motion. Motion carried.
3. Treasurer’s Report: The treasurer’s report was reviewed by the members. Dr. Paul Westmoreland made a motion to accept the treasurer’s report. Billy Plake 2nd the motion. Motion carried.
4. TxDOT Enhancement Project-grant application for Pedestrian/Bike Trail: Kanita Larkins informed the board members that City Council had approved the application for submission to TxDOT at the December 11th City Council meeting. She has completed the application and it was hand-delivered to Paris, Texas. She was instructed by the board members to obtain a timeline of when we could expect TxDOT’s decision.
5. USDA Grant: Kanita Larkins relayed to the board members that Hilberto Sauceda with USDA in McKinney informed her that the last proceeds received by the Van Alstyne Economic Development in June of 2011 should have been given to the Van Alstyne Community Development Corporation as VACDC had more points. This was a mistake on the part of USDA. Mr. Sauceda is recommending that VACDC apply in January 2013. Nancy Webb made a motion to apply for the USDA grant. Don Depree 2nd the motion. Motion carried. Billy Plake commented on his concerns about making business loans and wants clarification from the City Attorney on what types of businesses could apply for said loans. Kanita Larkins will follow up on the issue and report back to the board.
6. North Park project: Discussion of most recent work that has taken place at North Park. The playground equipment, mulch and border have been installed. The pavilion has also been built; however, the concrete floor of the pavilion has been postponed as the funds allocated to this project would not cover this expense. The Parks Board will return at the first of the year requesting additional funding. Additional discussion regarding the ADA of the playground. Some of the playground equipment in the parks in Van Alstyne does not meet ADA compliance. The board members want to insure the project is approved when inspected by the City.
7. Museum: The board members were provided with a fee schedule of an assessment of structural assessment of the museum from Shaun Kirk with Bury + Partners, an engineering firm in Austin. Don Depree informed the board that an inspection of the museum was prepared by Ty Chapman. The board members instructed Kanita Larkins to research this matter and obtain a copy of the inspection. She will meet with Teddie Ann Salmon to further discuss this matter and determine how Mrs. Salmon wants to proceed.
8. Signage “Visit Historic Downtown Van Alstyne” Progress: Kanita Larkins informed the board that this matter went before City Council meeting on December 11th and was approved. The Resolution and City Pride Agreement will need to be signed by the City and submitted to David Selman with TxDOT. Amelia Giles inquired if the documentation could be hand-delivered to Mr. Selman in Sherman. Kanita Larkins will deliver the signed documents when they become available.
9. Revisit Retire in Texas Status: Kanita Larkins reports that she has not been notified as to whom Retire in Texas will designate to come to Van Alstyne to make a formal presentation. She will follow up on this matter.
10. Update on Mapping Progress: Kanita Larkins received an update from the City Manager that we are currently waiting for Bill Benton to approve the lifestyle pictures.
11. Modification of Bylaws: The board members have been reviewing the bylaws. Dr. Paul Westmoreland made a motion to table this matter until we can receive some clarification on what is the Community Development Capital Improvement Program “CDCIP.” It is one of the functional corporate duties and requirements of the board. Don Depree 2nd the motion. Motion carried.
12. Comments by the President, Mayor and City Manager: Dr. Paul Westmoreland addressed the board and stated that this is his last year. It is important to him that everything done by this board is strictly by the rules and that the board do what is required of them as board members.
13. Adjourn: Amelia Giles made the motion to adjourn, Nancy Webb 2nd. Motion carried. Adjourned at 8:31 p.m. The next board meeting is scheduled for January 10, 2013 at 6:30 p.m.
Minutes respectfully taken by Kanita Larkins 12/13/12
Approved by Board:
______________________________________
JUDY WOMACK
Secretary for the VACDC
CDC Meeting – Minutes for January 18, 2013
Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall
Thursday, January 10, 2013 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, Amelia Giles, Judy Womack, Nancy Webb, Don DePree, Andrew Sikes, Kanita Larkins, City Manager Frank Baker
Absent: Billy Plake
Guests: Vicky Cupit, Park Board; Steve White, Director of Public Works
2. Minutes from previous meeting: Minutes from the December 11, 2012 meeting were reviewed by the board members. Nancy Webb made a motion to accept the minutes. Billy Plake 2nd the motion. Motion carried.
3. Treasurer’s Report: The treasurer’s report was reviewed by the board members. Don Depree made a motion to accept the treasurer’s report. Judy Womack 2nd the motion. Motion carried.
4. TxDOT Enhancement Project-grant application for Pedestrian/Bike Trail: Kanita Larkins informed the board members a decision by TxDOT will be made in the summer, possibly July. No further action is necessary at this time.
5. North Park project: To date $29, 500 of the $30,000 approved by City Council has been spent. More work needs to be done in order to complete the project. Additionally, the completed project must be ADA compliant. Steve White, Director of Public Works, explained what was required to make the project ADA compliant. The pavilion still needs concrete flooring that will make it wheelchair accessible in all areas. Vickie Cupit with the Parks Board will contact Mike Owens to follow up on this matter. The new playground equipment will also need to be brought up to ADA standards. Vickie Cupit will contact Tim Clausen with Kids Around the World as concerns the playground equipment. Steve White informed the board members that there are ADA counselors who will come out free of charge to clarify any issues or answer questions. Vickie Cupit will come back to the board with any additional charges that are needed for the additional work. However, anything over $500 (remaining unspent balance of the $30,000) is not approved and will need to be approved by the board and then taken before City Council for its consideration and approval. City Manager Frank Baker states that in the future Steve White will be in charge of park projects.
6. Museum: City Manager Frank Baker informed the board members that although an inspection was performed by Ty Chapman, it was not a structural inspection. In order to determine the structural integrity of the museum, a structural assessment will be required before any renovations can be made to the museum. A fee schedule of an assessment of structural assessment of the museum from Shaun Kirk with Bury + Partners, an engineering firm in Austin, has already been provided to the board members. Amelia Giles made a motion to have a structural evaluation of the museum by Shaun Kirk with Bury + Partners. Don Depree 2nd the motion. Motion carried.
7. Signage “Visit Historic Downtown Van Alstyne” Progress: The Resolution and City Pride Agreement have been signed by the Mayor and City Clerk submitted to David Selman with TxDOT. The signs have been ordered from Ken Brawley.
8. Revisit Retire in Texas Status: Kanita Larkins reports that she still not been contacted nor has she been notified as to whom Retire in Texas will designate to come to Van Alstyne to make a formal presentation. Phone calls and emails have not been returned. She will continue to follow up on this matter.
9. Update on Mapping Progress: A proof of the map was provided for the board members’ review. Except for a zoning question about 134 acres, the map appears to be in order. The map will be left on the board table if anyone wants to drop by and take a closer look. EDC will also review the map. Kanita Larkins will check her notes regarding the zoning question.
10. Modification of Bylaws: The board is currently waiting for advice from City Attorney Julie Fort regarding one of the duties of the board in which it is required to develop a Community Development Capital Improvement Project. Nancy Webb made a motion to table this matter until a response is received from City Attorney Julie Fort. Don Depree 2nd the motion. Motion carried.
11. Comments by the President, Mayor and City Manager: None.
12. Adjourn: Nancy Webb made the motion to adjourn. Don Depree 2nd the motion. Motion carried. Adjourned at 8:12 p.m. The next board meeting is scheduled for February 14, 2013 at 6:30 p.m.
Minutes respectfully taken by Judy Womack & Kanita Larkins 01/10/13
CDC Meeting – Minutes for March 14, 2013
Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall
Thursday, March 14, 2013 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, Judy Womack, Nancy Webb, Billy Plake, Andrew Sikes, Kanita Larkins
Absent: Dr. Paul Westmoreland, Don Depree
Guest: Teddie Ann Salmon
2. Museum – Teddie Ann Salmon: The issue of water drainage was not addressed in the structural assessment by Bury + Partners, an engineering firm in Austin. When it rains, water pours off the roof of the building owned by Gary and Brenda McDonald. Mrs. Salmon believes that the owners of the adjoining building should be made aware of this drainage problem and instructed to take care of it before repairs to the museum are made. Billy Plake stated that VACDC’s only duty in the matter is providing the funding that was approved by City Council. As the museum is a city-owned property, Mrs. Salmon will need to go before City Council.
Nancy Webb made a motion to table actions on the museum until after Teddie Ann Salmon can go before the City Council in April. Andrew Sike seconded the motion. Motion carried.
3. North Park Project – Vicky Cupit: Vicky Cupit was not able to attend. The board members discussed the outstanding invoice of Mike Owens with Deckmaster in the amount of $2,160.00, which includes $600.00 for the concrete under the pavilion. Although the total cost of Mr. Owens’ invoice ($5,460) was approved and an initial payment of $3,300.00 has been made to Mr. Owens, only $500 was remaining of the $30,000.00 budgeted amount. The majority of the budgeted amount went towards the playground, border and mulch. Billy Plake made a motion to take this matter before the City Council to determine if they will approve the funds ($2,160.00) exceeding the budgeted amount of $30,000.00. Nancy Webb seconded the motion. Motion carried.
Teddie Ann Salmon informed the board members that the Culture Club will be replacing two pine trees at North Park that have died. It may take awhile as there are not any trees available because of the drought.
4. Minutes from previous meeting: Minutes from the February 14, 2013 meeting were reviewed by the board members. Andrew Sikes made a motion to accept the minutes. Nancy Webb 2nd the motion. Motion carried.
5. Treasurer’s Report: Treasurer Nancy Webb reported that to date, the sales tax proceeds received by VACDC is approximately $2,000.00 less than last fiscal year (2011/2012) and that VACDC has spent $6,400.00 more than taken in for the fiscal year. The treasurer’s reports to include Profit & Loss and Balance Sheet for the month of February were reviewed by the board members. Nancy Webb made a motion to accept the treasurer’s report. Judy Womack 2nd the motion. Motion carried.
6. Grant Update & City Council’s decision re: budget amendment for the SAM (System for Award Management): Kanita Larkins informed the board members that City Council approved the fee in the amount of $499.00 required for the services of a certified registration specialist.
7. Signage “Visit Historic Downtown Van Alstyne” Progress: Kanita reports that the signs have been received by Ken Brawley, the person who will be installing the signs. He has taken pictures of the area in which the signs where be placed and will be sending those to TxDOT to be approved. Upon approval the signs will be erected. After the signs are erected, getting additional signs put up will need to be added as a future agenda item.
8. Revisit Retire in Texas Status: As there has not been correspondence from Austin regarding certification and phone calls and emails placed by Kanita have not been returned, Amelia Giles made a motion that a letter to be signed by Judy Womack as Secretary be prepared and sent to Austin, certified mail, return receipt requested. Judy Womack seconded the motion. Motion carried. Additional discussion that other certified retirement communities be contacted to determine if they felt that it was worth $5,000 and if they were able to track it.
9. Map: Maps have been received and were reviewed by the board members. There are two hundred between EDC and CDC. Kanita requested instructions on distributing the maps. The City Manager has requested 12. Billy Plake commented that in most cases that developers and contractors would go to City Hall and therefore the City Manager should have as many as he needs. Maps should be given to the Library, City Hall and the Community Center.
10. Modification of Bylaws: Andrew Sikes made a motion to table amending the Bylaws to a meeting that there are more members present. Amelia Giles seconded the motion. Motion carried.
11. Comments by the President, Mayor and City Manager: None.
12. Adjourn: Nancy Webb made the motion to adjourn. Andrew Sikes 2nd the motion. Motion carried. Adjourned at 7:55 p.m. The next board meeting is scheduled for April 11, 2013 at 6:30 p.m.
Minutes respectfully taken by Judy Womack & Kanita Larkins 03/14/13
CDC Meeting – Minutes for June 13, 2013
Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall
Thursday, June 13, 2013
1. Call to order-Recognition of Guests: The meeting was called to order by Secretary Judy Womack @ 6:30 p.m.
Present: Judy Womack; Nancy Webb; Don Depree; Billy Plake; Kanita Larkins; Mayor Teddie Ann Salmon
Absent: Dr. Paul Westmoreland; Amelia Giles; Andrew Sikes
Guest: None
2. Rail Cars – Report from Cheryl Snyder: Kanita Larkins has visited with Cheryl Snyder and provides the following information: Chamber member Ben Buckwalter will board up the doors to prevent any accidents occurring until such time as the repairs have been made. Cheryl is in the process of obtaining bids from three contractors to refurbish the railcars.
3. Minutes from previous meeting: Minutes from the May 16th meeting were reviewed by the board members. Don Depree made a motion to accept the minutes. Billy Plake 2nd the motion. Motion carried.
4. 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. Nancy Webb made a motion to accept the treasurer’s reports. Don Depree 2nd the motion. Motion carried.
5. Bylaws: Kanita Larkins reported that City Council had tabled their review of the recent amendments to the Bylaws made by the board members. Additionally, the City Manager and Mayor Teddie Ann Salmon are currently in the process of making some amendments to the Bylaws to include providing a notification process to new board members of their appointment. Also, as there have been some issues with other boards with attendance in meetings, an amendment will be provided to include an attendance policy wherein after a board member misses twice consecutively they will be notified in the event a third consecutive absents will result in an automatic dismissal.
6. North Park project: Kanita Larkins reports that she and Steve White, director of public works, will be meeting to discuss the ramp at the pavilion. Kanita Larkins states she has not had the opportunity to contact Recess Playground Design Company regarding making the border around the playground ADA accessible. She will provide an update on both matters at the next board meeting.
7. Museum: Mayor Teddie Ann Salmon reports that City Council cannot force the owners of the adjoining building to fix the water runoff that is creating water problems for the museum. However, some work on the roof ordered by the City has diverted some of the water runoff. The Mayor also reports that the windows that were a safety concern have been boarded up. It was suggested that until such time as it is certain that water is not going to be an issue that funds designated by the Van Alstyne Community Corporation for repairs to the Museum be put on hold. Kanita Larkins was instructed to inquire if the City was going to pay the invoice for the work done on the roof.
8. SAM Registration status: Kanita Larkins reports that she is having issues with United States Business Registrations, the company that has been contracted to migrate the Van Alstyne Community Development Corporation’s file from CCR (Central Contractor Registration) to SAM (System for Award Management). She is concerned that it is taking longer than necessary. Also, she noticed that VACDC was double charged. Although she was assured that a credit would be issued, she has not seen it yet. She is requesting a directive as to how the board members wanted her to handle the situation. She recommended sending a letter requesting a reason why it was taking so long and that our account be credited immediately. It was suggested to wait another month and see what happens before taking any action at this time.
9. Retire in Texas Status: Darrell Dean, our regional representative from Texas Depart-ment of Agriculture, presented former Mayor Kim DeMasters with the letter certifying Van Alstyne as a Retire in Texas community at the last City Council meeting. Kanita Larkins reports that she has contacted Mr. Dean to determine what steps should be taken next to market Van Alstyne and start meetings with the committee; however, she has not heard back from him. She also reports that Van Alstyne is still not on the Retire in Texas website. She will continue to follow up.
10. Map of Historical Sites: Mayor Teddie Ann Salmon informed the board members that the Grayson County Historical Society is in the process of putting a map together of all the locations of museums, historical sites and markers, and libraries for Fannin and Grayson County. It will also be on the Grayson County Historical Society website. Teddie Ann Salmon will provide Kanita Larkins with the contact information.
11. Signs: Teddie Ann Salmon said that signs were a topic of recent City Council meetings and that the City would be addressing this matter.
12. Budget for 2013/2014: A proposed budget will need to be delivered to City Council by August 1st. Kanita Larkins reports that she has visited with Vicky Cupit with Parks Board but they have not yet determined the projects they wish to submit for the board’s consideration. Kanita Larkins was instructed to contact various organizations in the area to determine their needs, if any. Mayor Teddie Ann Salmon suggested public bathrooms for the downtown area. She also stated at one time a drinking water fountain was to be put at Dorothy Fielder Park. She believed that Chief Tim Barnes might know the location of the drinking water fountain. Kanita Larkins was instructed to contact Chief Tim Barnes.
13. Comments by the President, Mayor and City Manager: None.
Adjourn: Nancy Webb made the motion to adjourn. Don Depree 2nd the motion. Motion carried. Adjourned at 7:50 p.m. The next board meeting is scheduled for July 11, 2013.
Minutes respectfully Judy Womack & Kanita Larkins 06/13/2013
CDC Meeting – Minutes for May 16, 2013
Van Alstyne Community Development Corporation
Minutes
Regular Board Meeting
228 East Marshall
Thursday, May 16, 2013
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; Don Depree; Billy Plake; Kanita Larkins
Absent: Amelia Giles; Andrew Sikes; Nancy Webb
Guest: None
2. Rail Cars – Report from Cheryl Snyder: Ernie Matthews, the contractor that Cheryl Snyder had been talking to regarding remodeling the rail cars, is no longer available to do the work right now. Cheryl is in the process of getting proposals from a few more contractors.
3. Minutes from previous meeting: Minutes from the April 11th meeting were reviewed by the board members. Although Don Depree was present at said meeting, his name was not listed. Billy Plake made a motion to accept the minutes with that correction. Don Depree 2nd the motion. Motion carried.
4. Treasurer’s Report: The treasurer’s reports to include Profit & Loss and Balance Sheet for the month of April were reviewed by the board members. Don Depree made a motion to accept the treasurer’s reports. Billy Plake 2nd the motion. Motion carried.
As concerns whether there is a depository agreement with Landmark Bank, Kanita Larkins is waiting for a response from the branch director, Nathan Petri.
5. North Park project: Kanita Larkins reports that she has visited with Steve White, director of public works, and was informed the pavilion does not have the required ramp. She will contact Mike Owens. There is currently a remaining balance of $500.00 in the budget. Vicky Cupit, secretary of the Parks Board, has inquired if that amount could be used towards restoring the fountain at Dorothy Fielder Park.
6. Museum: This matter will be tabled until the water drainage from the adjoining building owned by Gary and Brenda McDonald is resolved. Kanita Larkins reports she has received word from the City Manager that he has only received one bid from a roof contractor.
7. SAM Registration status: The information required by United States Business Registration, Inc., the agency that is registering VACDC with SAM (Systems of Award Management), has been submitted.
8. Signage “Visit Historic Downtown Van Alstyne” Progress: A sign has been installed before each of Van Alstyne exits (North & South) on the access roads. Several board members expressed their disappointment that it was not possible to have the signs placed between the main road and access road as previously planned so that they would be more visible.
9. Retire in Texas Status: Darrell Dean, our regional representative from Texas Department of Agriculture, will be present at the next City Council meeting on Tuesday, May 21st to present Mayor Kim DeMaster with the letter certifying Van Alstyne as a Retire in Texas community.
10. Texas Main Street: Judy Womack reports that the letter of intent requires the signature of a City official such as the Mayor or City Manager. As there was not enough to present this matter before City Council for their approval before the May 15th deadline, this matter will be postponed until next year.
11. Map of Historical Sites: This matter will be tabled until next month.
12. Signs: The board is ready to move forward with directional signs pointing to the downtown area. Kanita Larkins was directed to research the criteria of sign placement and types of signs that are approved by TxDOT.
13. Budget for 2013/2014: A proposed budget will need to be delivered to City Council before August. The Parks Board is currently working on their “wish list” for the board’s consideration. It would be good to ask other organization if they have any projects to submit to the board. Some restoration projects discussed were the various murals in town that need restored. Other budget items that need to be discussed include the lease and Kanita’s wages.
14. Comments by the President, Mayor and City Manager: None.
Adjourn: Don Depree made the motion to adjourn. Judy Womack 2nd the motion. Motion carried. Adjourned at 7:10 p.m. The next board meeting is scheduled for June 13, 2013 at 6:30 p.m.
Minutes respectfully taken by Judy Womack & Kanita Larkins 05/16/13