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