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HomeMy WebLinkAbout2018-08-09 - City Council WorkshopCity of Stephenville City Council �' Stephenville Type B Economic Development Authority TE*AS Join Work Session Thursday, August 9, 2018 at 5:30 PM The City Council of the City of Stephenville, Texas, convened on Thursday, August 9, 2018, at 5:30 PM, in the Training Room at City Hall, 298 West Washington Street, for the purpose of a City Council/SEDA Joint Work Session, with the meeting being open to the public and notice of said meeting, giving the date, time, place and subject thereof, having been posted as prescribed by Chapter 551, Government Code, Vernon's Texas Codes Annotated, with the following members present, to wit: COUNCIL PRESENT: Council Member Mark McClinton Mayor Doug Svien Mayor Pro Tern Brady Pendleton Council Member Rhett Harrison Council Member Alan Nix Council Member Sherry Zachery Council Member Brandon Huckabee COUNCIL ABSENT: Council Member Carla Trussell OTHERS ATTENDING: Allen L. Barnes, City Administrator SEDA MEMBERS Gerald Cook, President ATTENDING: Marion Cole Fisher Rinderknecht Matt Harpole Shelby Slawson Jeff Sandford, Director Ashleigh Feuerbacher I. Call to Order Mayor Svien called the meeting to order at 5:30 p.m. II. FY2018-2019 SEDA Budget Jeff Sandford, SEDA Executive Director, addressed the council and his board stating that the FY2018-2019 SEDA budget was based on the two million in investments that are in the works. We need to allocate every penny appropriately. Our goal was to get this budget done by the 29th of June, as requested by city staff, and to the city finance director. Mr. Sandford stated that there was a fifteen percent (15%) growth since last year. Personnel: cost was based on the salary survey conducted by TEDC (Texas Economic Development Council) for the two (2) professionals currently on staff. We went with the bottom line of that salary survey. Contractual: The SEDA office did not have the equipment or technology that was needed to run as a functional office. We did not have a computer; Ashleigh was using her personal laptop. SEDA wanted to combine advertisement and marketing, but we did leave as separate and just decreased the advertising line item. Marketing was lowered because we can use some other sources that will not necessarily cost us. There are meetings with potential investments, which we take to lunch, show around town and we always want to put our best foot forward. Outside professionals include attorney fees, graphics, and any professional service. Mayor Svien asked what the attorney fees fun and Jeff stated $200 an hour. Mayor Svien suggested that perhaps SEDA could utilize the city attorney on some things. Special Services: This is generally used for receptions, funerals, promotional items, etc. Economic Development Program: SEDA needs to have a certain amount of funds in this line item to be competitive for projects coming to us. Maybe it is for loans, forgivable loans, whatever that project may be looking for. General Service: There is really no change here. We do need another computer and upgrade our technology. Typically we need to upgrade every three (3) years. We did not have a copy machine and we now have one leased for around fifty-five dollars a month. With the copier in-house, we no longer need to stop and come to city hall to make copies. Administration fee: SEDA pays the city five percent (5%) of the revenue collected for covering services of city staff and officers. Mayor Svien asked the Monica Harris, finance director, if that five percent (5%) was sufficient. Monica advised that it is about two thousand below, but that it is pretty close. Mayor Svien asked if the east side sewer was included in the proposed budget. Mr. Sandford stated that he could not discuss that tonight, Mr. Cook may want to elaborate on that, but this was an allowable expense. Mayor Svien said there could be potential programs to come to the airport; such as pilot training and drone training. Mr. Gerald Cook stated that when a potential project comes in, we need to be ready to talk about incentives and be able to compete with other cities. Our board approved this budget for FY 2018- 2019, it isn't perfect, but it is our budget. Council member McClinton asked about the marketing line item and what happens to the monies left over. Mr. Sandford stated the monies will go to the fund balance to build reserves. Mr. Sandford said that with the SEDA board not having an executive director for six (6) months, that would affect some of the line items. Mayor Svien stated that the council gave authority to the SEDA board to spend up to ten thousand in funds, but we don't want any "slush" funds. n Jeff Sandford stated that nothing is spent without board approval. Councilwoman Zachery asked, "What are you anticipating for office expenditures?" City Of Stephenville City Council / Stephenville Type B Economic Development Authority Work Session -09 Aug 2018 Page 2 of 4 Mr. Sandford stated that when I came in, there was no working computers, no copy machine, but in this day in time, it is important to be up with technology. We need brochures; Stephenville property, land, buildings. We spent money on analytics and what we need is something robust. What do we need the most of to function? I have no posters or anything on Stephenville in this location. Council member McClinton asked if a half of million budget is not enough to work with, then what kind of money are you talking about. Mr. Cook said that you won't go far on five hundred thousand for incentives for a potential project, but you can run, operate, and offer some incentives. Mr. Sandford said that his target was one million. Council member Harrison asked why can't the monies left over in a line item go towards grant money for incentives to project, instead of going into reserves. SEDA will look into that. Council member McClinton said that he would like to see the budget reflect the actual numbers required to function for the fiscal year. Mr. Sandford stated that SEDA will spend money on things once the office is up and functioning as an actual office. Next year's budget will be more accurate than this year's budget. III. Mission and Direction of the Stephenville Type B Economic Development Authority Council member McClinton said that his understanding was that the city council approves the expenditures of SEDA. Mr. Cook stated that he understood the same thing and that there needed to be a good balance of what the council wants from SEDA and how much oversight the council really wanted. Mayor Svien stated that he would like for Mr. Allen Barnes, city administrator, and Mr. Jeff Sandford, SEDA executive director, to work together on issues as they arise, come up with a way to resolve those issues, and report to council on the progress. Mayor Svien also stated that there were issues, from both governing bodies, regarding relationship and trust. Council member McClinton stated that we, as a council, have to provide the vision and SEDA has to provide the way to get to that vision. Mr. Barnes stated that he agreed with needing to provide a vision. If the council can define success to SEDA then this will help. What does success look like? Mr. Cook agreed. Mrs. Slawson asked that the council give the SEDA board some concrete things to achieve and direction to go by. What is our direction? Mr. Sandford stated that we all don't have to like project X, but we do need to jump on the same bandwagon. If we don't, how do we expect the community to be behind us or support us? IV. Policies and Procedures of the Stephenville Type B Economic Development Authority Mayor Svien stated that we need to start with where we are today and where we are going in the future; not focus on where we have been. The Mayor recommends that Mr. Sandford and Mr. Barnes get together, work out a plan to address issues as they arise, and if they cannot resolve it then it will be brought before the appropriate board for discussion. The Mayor would like to focus on where do we want SEDA to take Stephenville in the future, come up with a goal, and give City Of Stephenville City Council / Stephenville Type B Economic Development Authority Work Session - 09 Aug 2018 Page 3 of 4 SEDA a plan of direction. Mr. Cook agreed with Mayor Svien. SEDA acknowledges that the city council has ultimate control over SEDA. The council decides how strict or non -strict they will be over SEDA. SEDA would like direction from the council on what they are looking for and wanting. The SEDA board will work on a plan based on that. SEDA needs to hear feedback from the council regarding expectations. The big picture is to increase the number of jobs, help the economy in this area, attract business, and grow Stephenville. Mayor Svien stated that communication is the key and can't be done enough or too much. SEDA needs to come to the council and tell us about projects in the works; perhaps in an executive session. Then both are bound by the confidentiality law and both groups know what is going on. Alan Nix suggested meeting the first business meeting of the month, SEDA could then provide a monthly report. Mr. Harpole said that the first business meeting would work for SEDA since they meet on the third Thursday of the month. Mr. Cook stated that SEDA would discuss all that was talked about and suggested here tonight. The board will then work on a plan that everyone is good with. Mr. Barnes said that Staci King, city secretary, would be back in the office on Monday, August 13, 2018, and would have her schedule a workshop to discuss any issues that may need to be addressed. Council member Nix suggested a written policy and procedure and employee manual that we can understand. Mr. Cook stated that they would discuss all of these things on August 16th and then get back with the council on the first Tuesday of the month to report. Do we talk about the budget, big projects, or all of it? Council member McClinton said all of it. Mayor Svien said that he and Gerald would be meeting on a regular basis to resolve issues quicker. Mr. Barnes and Mr. Sandford would be meeting regularly to discuss and resolve issues as they come up. Each board will have their individual workshops and then on the first business of the month, SEDA and the council will discuss items in executive session. I believe both boards want to be a better Stephenville. Mayor Svien thanked everyone for taking time to meet and the effort that each one puts in. Council member Nix thanks everyone for coming tonight and the desire to work together. V. Adjourn Mayor Svien adjourned the city council meeting at 7:21 p.m. Doug Svi , Mayor ATTEST: "r< i Staci L. ng, City Secr ary City Of Stephenville City Council / Stephenville Type B Economic Development Authority Work Session - 09 Aug 2018 Page 4 of 4