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4A Wichita Falls Economic Development Minutes - 10/15/2020MINUTES OF THE WICHITA FALLS ECONOMIC DEVELOPMENT CORPORATION October 15, 2020 PRESENT: Leo Lane, President David Toogood, Vice -President Phyllis Cowling, Secretary -Treasurer Darron Leiker Stephen Santellana, Mayor Bobby Whiteley, Councilor at Large Paul Menzies, Assistant City Manager Julia Vasquez, Deputy City Attorney Russell Schreiber, Director of Public Works Linda Merrill, Recording Secretary Henry Florsheim, CEO David Leezer, V.P, Business Attraction Taylor Davis, Director of Talent Partnership Karen Bivona, Office Manager Jasmine Amo, Intern, Economic Development 1. Call to Order Leo Lane called the meeting to order at 2:30 p.m. 2. Strategy Update WFEDC Members Mayor and Council City Administration CCI Henry Florsheim informed the Board that the City Council approved its proposed budget for fiscal year 2020-21. There was a lot of Council discussion on the downtown economic development position. He tried to make it very clear that this position would work in partnership with the Chamber and with Downtown Wichita Falls Development. He and Jana Schmader have met, along with Board members from both entities, to discuss the recruitment process and determine the strategy for that position. They should have a path to proceed within the next couple of weeks. During the strategic planning session held in August, Alysia Cook recommended that he get feedback from the Board in terms of what is needed to move forward. As a reminder, he reiterated his recommendations from that meeting: 1. Consider site and building inventory in future strategic decisions. 2. Heavy emphasis on growing the talent pool. 3. Kickstarter makerspace initiative. 4. Support downtown revitalization through new economic development position. 5. Support refilling of business intelligence position. 6. Have Chamber staff manage board member materials. Phyllis Cowling asked if there is a definition of the makerspace initiative. Mr. Florsheim said it was believed that Dexter was going to create one that the WFEDC could support. However, that is no longer in the works, which allows for the opportunity to start from scratch. Mr. Lane opined that site development is a priority, followed closely by workforce development - but all are important. Mr. Florsheim replied that there is a very active program regarding workforce development, and they will continue to make outreaches virtually and in person. The new emerging leaders' initiative will do a lot to help the younger demographic become more engaged in community development. Ms. Cowling noted it would be helpful to have a map of available sites. Mr. Florsheim said such information will be made available to the Board at its next meeting during this discussion period. Mr. Florsheim continued, noting that Alysia Cook had connected certain performance indicators to six catalysts within the economic development strategy. He asked the Board if these performance indicators are what the team should be pursuing. David Toogood said the performance indicators are more like a task list; if the task is performed, that is the performance indicator. He thinks it would be worthwhile to discuss key metrics that are more perpetual. 3. Discussion/Possible Action Related to Business Park Infrastructure and Environmental Review Mr. Florsheim said one building has been constructed in the Business Park during his seven- year tenure. But within the past six months, there have been three solid prospects. There have been site visits made, and it is an exciting time. However, it also serves to prioritize those things not done, such as upgrades to infrastructure. David Leezer said he has had multiple conversations with prospects. Four hundred acres of the 535-acre Business Park are still available, which is a recruitment tool. But site consultants come to a location to find a way to knock it off the list. Infrastructure is a key aspect of review. Within the Board's packet are two maps —a generalized map of the Business Park, and a utilities map. There is concern that the water and sewer lines do not extend further west than the edge of Lot 7. He also explained that Lot 9 is only 16 acres. There is a proposal for the Board to consider dropping that acreage into Lot 8. A pressing need is extension of Midwestern Parkway East to Hammon Road, as it would provide two points of access to and from the Business Park. With the single point of entry/exit currently available, the businesses of Old Dominion and/or FedEx could be disrupted if there is an accident that blocks that access way. Fisher Road is a boulevard about 200 feet in length; the proposal is to continue it as a boulevard to Midwestern Parkway East, extend the water line from Hammon Road, and create a sewer lift station on the southern portion of Lot 2. Hammon Road itself needs an upgrade, due to increased truck traffic. Long-term needs include expanding Production Boulevard to the northern border of Wichita Clutch. That would create an additional entry/exit point and ease potential congestion in the Park. Today, the Board is being requested to fund geotechnical reports for Lots 7 and 8, immediately south of Old Dominion and FedEx. This would differentiate the Business Park from other entities, and show that it is forward thinking and ahead of the game. 4. Discussion/Possible Action related to Opportunity Strategies Work Plan Mr. Lane said there are a lot of items to tackle regarding the work plan. He segregated all the things needing to be done into three categories: administrative procedures, calendar maintenance; and items/notebook checklist. He includes the bylaws, policies and educational training in that category. These are not "one and done items" for the most part; rather, they will be ongoing activities. The Board's relationships with its economic development partners (MSU, SMAC, DWFD, Chamber) must include expectations, and assurances that the partners are in compliance with their respective contracts. The work strategy component, already discussed, is to ensure the economic development plan is going in the right direction. Mr. Lane suggests the board form a subcommittee in order to get work done outside of Board meeting hours. Mr. Florsheim said the Chamber had previously offered to take on the administrative duties of maintaining the Board's notebooks. He suggests creating drop box folders to be made available to the Board members. His staff will spend time before the next meeting gathering the appropriate files. They can manage the calendar, conflict of interest forms, etc., once they receive marching orders from the Board. Ms. Cowling noted this had been discussed at the retreat. Mr. Lane said they could send out appropriate information as the time draws close, such as evaluation forms. Ms. Cowling said the Board will talk later about bylaws. She requests that some items within the bylaws get placed on the calendar. In addition, the budget time frame will be very different from what has gone before, and those items will need to be calendared. 5. Discussion/Possible Action related to Calendar of Activities Mr. Lane noted there is a lot of overlap in what is being discussed today. It is important for the Board to have a well -maintained calendar of activities. Mr. Toogood said he put together a monthly calendar when he reviewed the requirements laid out in the bylaws. Some of those items have specific time requirements, while others are requirements but not tied to specific months. June: • Annual performance evaluation • Annual work plan for the next year (This has to be done prior to the budget being adopted) July: • Adopt annual budget (latest time to be adopted is 60 days prior to the start of the fiscal year) Mr. Lane said if the budget is to be adopted in July, allocations must be established for the Board's partnerships in June at the latest, making proposals due from them in May. Mr. Leiker said the earlier the budget is adopted, the less sales tax data will be on hand. He suggested that the bylaws require the budget to be adopted by the first of the fiscal year. The Board would, of course, not wait until September 30, but that could be the technical requirement. • Election of Board officers (not specifically required for July). Mr. Leiker said July makes sense; the City Council makes appointments to the various City boards and commissions in July and December of each year. • Development of the Work Plan Ms. Cowling agreed with placing this item in July, and the Board can adjust next year if necessary. Mr. Florsheim said he supposed the work plan would be created before the economic development partnerships submit their budget proposals to the Board. In order to give the Board ample time to review, these proposals would need to be submitted in July. Ms. Cowling remarked that the work plan definition is nebulous. It is not a tactical plan, but rather a directional one, consisting of goals and objectives. She also noted the bylaws state the treasurer shall submit the comptroller report to the state. As the treasurer will not actually submit this report, this needs to be revised such that the treasurer shall cause the report to be submitted. Mr. Florsheim questioned the content of the quarterly reports required of the economic development partners. Mr. Leiker said it would be basically bullet points of activities. Mr. Toogood said these are due on the 151h of the month at the end of the quarter. There may not need to be a presentation, but rather, a standardized report that the Board can review prior to the meeting and ask questions if necessary. 6. Discussion/Possible Action related to Procedures for Third -Party Contracts Mr. Lane said there is a need to work on making a better process between the Board and its economic development partners. Mr. Florsheim asked how the Board wished the third -party entities to provide information. Ms. Cowling said the first place to start is with what is required per any agreements; then, add things that would be helpful. She acknowledged the Board needs to be clear on expectations, adding that this is another item to be calendared. Mr. Leiker said he would like to see end -of -year activity reports. 7. Discussion/Possible Action related to Bylaws David Toogood noted he is referring to the tracked changes version of the draft bylaws that also contain comments made by Phyllis Cowling. Changes made: 1. Article I, Purpose and Powers — administrative changes recommended by the City Attorney. 2. Article 1, Purpose and Powers— Ms. Cowling added the phrase "as defined in and governed by the Act." Article II, Board of Directors — In subsection (b), the rotation of members' service years is outlined. The Board members wish to retain their three-year terms, which is impossible to synchronize. Mr. Toogood changed the language to read as follows: "Place 1 shall be appointed in a year by itself; Places 2 and 3 shall be appointed in the subsequent year, and Places 4 and 5 shall be appointed in the year subsequent to Place 2. The cycle then repeats the following year, starting again with Place L" 4 4. The last sentence of subsection (b) is deleted: "Board members shall continue to serve until the end of their term, resignation, removal or their successor is appointed." 5. Opportunity Strategies recommended terms begin on October 1. Mr. Toogood said he has no objection to the change from the July appointments (to serve beginning August 1), but it will cause all terms to extend by two months. As background, Mr. Leiker said the City Council appoints members to the City's many boards and commissions in July and December. He is not sure how the Council would feel about appointing Board members outside of those dates. Mr. Toogood suggested keeping the bylaws as written. Members could be appointed in July, but not begin to serve until October. Mr. Leiker said the Council makes appointments with the assumption those Board members will start promptly. Ms. Cowling recommended they leave it as October, and if the Council objects, it can be amended. 6. Mr. Toogood said there was a limitation on how many terms could be served by each Board member. However, Mr. Hegglund raised a legal concern in that there are no term limits defined in state law. By setting term limits, the Board would be restricting the will of the Council if they wished for someone to serve more than two terms. He believes it is best in practice not to stay on the Board indefinitely, but they will not restrict it in the bylaws. 7. There were changes made to information regarding compliance with the Open Meetings Act in order to make it easier to understand. 8. The term secretary/treasurer was separated out into two offices. 9. The requirement for a bond has been deleted, due to the fact the Board has D&O insurance. 10. The requirement that a Board member reside within the city limits has been deleted, as the state law provides no residency requirement for a Type A Board. 11. Article IV, Functional Corporate Duties and Requirements — requires the completion of an annual work plan, which has been discussed. 12. Also w ithin this same Article IV is a requirement for an annual performance evaluation. 13. Section 2. Annual Corporate Budget — the requirement that the Board adopt a proposed budget was changed from 60 days to 30 days prior to the beginning of the fiscal year. 14. Section 5, State Comptroller Report — this section was amended to read: "Contracted staff, with notice to the treasurer, shall submit to the State Comptroller's Office a report in the form required by the Comptroller by the date required by the Comptroller. 15. Article V, Miscellaneous Provisions — Section 8, Conflicts of Interest, was completely rewritten by the City Attorney. Mr. Toogood moved to adopt the paper copy of the bylaws to which he referred earlier with the changes noted. Seconded by Mr. Leiker, the motion carried 4-0. Mr. Toogood also noted the City Clerk has a sheet prepared with each Board member's name, term of office and appointment date. He moved that tliis sheet be amended to change the place number designated by the City to the new place numbers so that there is proper alignment. Seconded by Ms. Cowling. the motion carried 4-0. 8. Discussion/Possible action related to Owens Corning Lease of Former ATCO Building Mr. Florsheim explained that Owens Corning has been renting storage space in the Delphi building for some time. Panda Biotech is in the process of buying the building, so Owens Corning is now searching for other rental space. It has requested a short-term lease in the ATCO building. The Chamber approached Clayton Homes to determine if this would be an option. Clayton Homes agreed, provided there is included in the lease a 30-day notice clause to vacate the premises. Mr. Florsheim requests the Board give Mr. Lane the right to negotiate this lease. Ms. Cowling moved to authorize Mr. Lane to enter into an agreement with Owens Corning regarding a short-term lease of the former ATCO building, as discussed. Mr. Leiker seconded the motion, and asked about the rental fees. Mr. Florsheim said the intent is not to give them this lease; they are paying now and can continue. The motion carried 4-0. 9. Consent Agenda (Financial Report; 9/17/20 WFEDC Minutes) Ms. Cowling moved for approval of the consent agenda. Seconded by Mr. Toogood, the motion carried 4-0. 10. Executive Sessions Mr. Lane adjourned the meeting into executive session at 3:55 p.m. pursuant to Texas Government Code §§551.072 and 551.087. He announced the meeting back into regular session at 4:50 p.m. The subjects posted in the Notice of Meeting were deliberated, and no votes or further action was taken on the items in executive session. 11. Motions Mr. Leiker moved to approve funding at a cost not to exceed $1.5 million for preliminary engineering design and geotechnical work according to Option 2's proposed infrastructure improvements to the Wichita Falls Business Park. Seconded by Mr. Toogood, the motion carried 4-0. 12. Adjourn The meeting adjourned at 4:53 p.m. Leo Lane, President