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BM 1994-10-22 EcDevNOTICE OF MEETING ECONOMIC & BUSINESS DEVELOPMENT BOARD Saturday, October 22 , 1994 Meeting Time: 8:30 a.m. (Open to the Public) Meeting Place: Executive Conference Room at the Coppell Town Center, 255 Parkway Boulevard, Coppell, Texas Notice is hereby given that the Economic and Business Development Board will meet in regular session on Saturday, October 22, 1994, at 8:30 a.m., in the Executive Conference Room at the Coppell Town Center, 255 Parkway Boulevard, Coppell, Texas. The purpose of the meeting is to consider the following items: Item 1: Call to Order Item 2: Review and Approval of Minutes, September 7, 1994 Item 3: Economic Prospect Activity Report, John Mark Bonnot Item 4: Economic Development Update, Gary Sieb Item 5: Discussion of Economic Development Board Transition Item 6: City Manager's Report Item 7: Reports from Liaisons and Special Board Members: a) Coppell City Council b) Coppell Chamber of Commerce c) Coppell Independent School District Item 7: General Discussion and Other Business Adjournment CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the Town Center of the City of Coppell, Texas, on Monday, October 17, 1994. Kathleen Roach, Executive Secretary to the City Manager Public Notice Statement for ADA Compliance The City of Coppell acknowledges its responsibility to comply with the Americans with Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special services (i.e., sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals make requests for these services forty-eight (48) hours ahead of the scheduled program, service and/or meeting. To make arrangements, contact Vivyon V. Bowman, ADA Coordinator, or other designated official at (214)462-0022 or (TDD 1 -800 -RELAY, TX, 1-800-735-2989). /kar ebdage0.907 City of Coppell Economic and Business Development Board Wednesday, October 22, 1994 MINUTES The Economic and Business Development Board met in a regularly scheduled meeting on Saturday, October 22, 1994, at 8:30 p.m. in the Rotary Room of Coppell Town Center. The following Board Members were present: William Rohloff, Chairman Bronwyn Brock Jim Dippold Ron Pankey, Alternate Special Board Members: Jim Witt, City Manager John Mark Bonnot, Coppell Chamber of Commerce Council Liaison: Mitch Reitman Partnership Members: Jim Cowman, Chairman Kirk King Bill Stearman Frank Toth Kathleen Roach Item 1 Call to Order: Chairman Rohloff called the meeting to order at 8:40 a.m. Item 2 Discussion of Economic Development Board/Partnership Agreement: Chairman Rohloff opened the discussion of the pending Agreement between the City of Coppell and the Coppell Chamber of Commerce/Partnership. The EBD Board has been charged with making a recommendation to the City Council regarding this Agreement and the possible sunsetting of the Board. All of the Board members and the Partnership Committee received draft copies of a set of bylaws for a Partnership Corporation from Chairman Rohloff, and this was the basis for discussion. Concern was raised that the current Chamber contract does not allow for citizen input, unless they are Chamber members; also, there was concern whether the focus of this contract really addresses the long-range needs of economic business development. It was suggested that there should be a provision that the EBD Board will meet, perhaps quarterly, to monitor the activities, somewhat like a management review. After considerable discussion, a motion was made by Jim Dippold, and seconded by Ron Pankey, as follows: Jim Witt and John Mark Bonnot will take two to three weeks to re -work the contract and send it out to the members for review. It will be considered and approved at the next regular meeting of the EBD Board. Fantus will be giving a presentation on Wednesday evening, November 16, 1994. After discussing the upcoming schedule, the next regular EBD Board meeting will be held on either Wednesday, November 16 or Saturday morning, November 19. This will be determined by the availability of the EBD members. Item 3 Review and Approval of Minutes: The minutes of September 7, 1994 were reviewed and approved, upon a motion from Ron Pankey and a second by Jim Dippold. Item 4 Economic Prospect Activity Report: John Mark Bonnot handed out his report on recent economic prospect activity. Item 5 City Manager Report: Jim Witt gave a summary of recent commercial development activity. Item 6 General Discussion: Chairman Rohloff handed out the current financial statement for the EBD Board, as prepared by the City's Finance Department. There being no further business, the meeting was adjourned at approximately 9:55 p.m. Respectfully submitted, Kathleen Roach Executive Secretary to the City Manager /kar minutes 1.022 NOTICE OF MEETING ECONOMIC & BUSINESS DEVELOPMENT BOARD r Wednesday, October 12 1994 Meeting Time: 7 p.m. (Open to the Public) Meeting Place: Executive Conference Room at the Coppell Town Center, 255 Parkway Boulevard, Coppell, Texas Notice is hereby given that the Economic and Business Development Board will meet in regular session on Wednesday, October 12, 1994, at 7 p.m., in the Rotary Room at the Coppell Town Center, 255 Parkway Boulevard, Coppell, Texas. The purpose of the meeting is to consider the following items: Item 1: Call to Order Item 2: Review and Approval of Minutes, September 7, 1994 Item 3: Economic Prospect Activity Report, John Mark Bonnot Item 4: Economic Development Update, Gary Sieb Item 5: Discussion of Economic Development Board Transition Item 6: City Manager's Report Item 7: Reports from Liaisons and Special Board Members: a) Coppell City Council b) Coppell Chamber of Commerce c) Coppell Independent School District Item 7: General Discussion and Other Business Adjournment CERTIFICATE I certify that the above notice of meeting was posted on the bulletin board at the Town Center of the City of Coppell, Texas, on Friday, October 7, 1994. Kathleen Roach, Executive Secretary to the City Manager MEiROPLEX EMERGENCY PHYSICIAN ASSOCIATES September 9, 1994 Dear Board/Partnership Member: Please find enclosed another copy of my letter to Jim Witt, dated August 17 , and a draft copy of a set of bylaws creating an economic development corporation. Both of these documents were briefly referenced in the EBDB meeting held this past Wednesday, September 7. In that EBDB meeting, discussion was initiated to transition economic development responsibility from the Board to the "Partnership," in preparation for sunsetting the Board by the end of 1994. No binding action was taken, but a commitment was made to bring some type of closure to this matter, preferably within 45 days. Please take some time to review the enclosed material, but do not limit your thoughts to their content. My letter was not intended to be an all-inclusive list of loose ends/concerns --- you may have others (or may disagree with mine). The corporation bylaws is a suggestion prompted by a similar arrangement with which Jim Witt had experience in Dodge City. Your thoughts, comments and/or questions are requested and encouraged. All comments should be submitted to me by Wednesday, September 28. They will be compiled and reviewed with subcommittee including Jim Witt, Jim Cowman, a few Board and Partnership members and myself. We will attempt to craft an organizational proposal for review at the October EBDB meeting (tentatively scheduled for the second Wednesday, October 12) . Hopefully, at that meeting, the Board can finalize a proposal to be forwarded to the City Council. Thank you very much for your time and effort in this endeavor, and please call if you have any questions. Si cerely, William A. Rohloff Chairman Economic and Business Development Board cc: EBDB Liaison Members 14651 DALLAS PARKWAY • SUITE 700 DALLAS, TEXAS 75240 (214) 233-5333 9 (800) 346-6687 FAX (214) 789-0338 = X6 MEfROPIEX EMERGENCY PHYSICIAN ASSOCIATES August 17, 1994 Jim Witt City Manager City of Coppell P.O. Box 478 Coppell, Texas 75019 Dear Jim: Please accept this letter as my acknowledgement of the City Council's intent to sunset the Economic and Business Development Board (EBDB), and an offer to assist, if needed, in any transitional activity. At the same time that I acknowledge the Council's decision, I must admit to some mild surprise at the timing of the action, and question the depth of deliberation. With your indulgence, I would like to offer some points of consideration as the City takes this significant step: 1. The Economic Development Partnership is now functional, but it has been painfully slow in coming together and finally got moving upon strong prompting by the EBDB and some members of Council. Created a year ago, the Partnership has not been self -generating. The opportunity to trumpet the MJDesigns move to Coppell, the press of preparing the EBDB's 1994-95 budget, and the availability of Jim Cowman finally got the wheels in motion this spring and summer. To assume that.the Partnership machine will continue as envisioned, without some close oversight, may lead to disappointment. 2. On the matter of the EBDB Budget, who manages it going forward? A significant portion (63%) of the $78,500 request to Council is earmarked for Partnership activities which, to date, have been defined only in general terms. The Board accepted the Partnership's proposal and sent its Budget request to Council with the understanding and commitment to have more specific details (nature and goal of expense) prior to spending those funds. I assume that there are alternatives to having.the EBDB manage this budget (City staff, Council Finance Committee, etc.), but please be advised that some detailed oversight remains. It is only a small part of the big City picture, but it is taxpayer money. 14651 DALLAS PARKWAY • SUITE 700 DALLAS, TEXAS 75240 (214) 233-5333 • (800) 346-6687 FAX (214) 789-0338 August 17, 1994 Page Two 3. Perhaps the whole concept of the "Partnership" ought to be revisited by Council. Last year, as the concept was drawn out, one of its major goals was to establish the role of the Coppell Chamber of Commerce to be the sales and marketing arm of Coppell and the City to assume the role of overall product development and improvement. The EBDB provided a vehicle by which citizen input could be provided concerning the "product," as well as a means for Council appointments to Partnership committees. With the decision to sunset the EBDB rather than redefine its role, perhaps the "Partnership" really becomes more of an expanded contract relationship between the City and the Chamber. 4. Noting your comment that many EBDB members play an active role on Partnership committees, please recognize that there is no assurance that Council appointees will have continued involvement in the Partnership. No EBDB members sit as chairpersons on Partnership committees and none were asked. There are no established guidelines/requirements for committee member selection, term or responsibility. If any non -Chamber representation is desired for Partnership committees (whether for token effect or possible counter perspective) provision for such is missing. None of this may be important to the Council or its objectives, and if so, so be it. 5. The Partnership is placing a significant portion of its future activity upon the development of a strategic plan. The EBDB is in full support of that objective and has directed that approximately $9,000 of unused funds in this year's budget be utilized to start the process and not wait until the next fiscal year (additional funds for the plan are in the 195 Budget request). That strategic plan is to be done by contract through Fantus Consulting and should be a quality piece of work. EBDB members have also volunteered to provide time and energy to assist Fantus so that the total dollar cost of the project can be contained. With that commitment and support from the EBDB, the Partnership and the Council could benefit from continued Board involvement in this critical project. 6. The last point of consideration to be included in my epistle is of a more personal, possibly selfish, nature and involves protocol. The EBDB has a history with the City of Coppell and has been very instrumental in getting economic development to the point of "partnership," whatever form that may take in the future. The Board is particularly proud of its achievements August 17, 1994 Page Three over the last few years. The hours and frustrations may not be to the level experienced by other boards and certainly not the level of the Council's, but it has not been a "walk in the park" either. A lot of thought and discussion has gone into forwarding the City's economic development efforts. To get written notice of sunset without discussion with the Board's Council liaisons was unusual. The last few Council elections have included strong voicing of support for economic development, but the manner chosen by Council to advise the EBDB of its intent sent a message that EBDB input on the subject is virtually of no value (I did appreciate the phone calls from Council member Reitman and you) . No one on the Board would argue that circumstances are changing the need for or the role of the EBDB, but the transition just could benefit from dialogue with its members. Jim, as we discussed, my concerns are subordinate to the overall goals and judgement of the Council. None of the EBDB members have expressed heart -broken feelings at gaining back that time on Wednesday nights. The issue here is whether or not a viable mechanism, with defined responsiblities, and checks and balances, is in place to pursue Council goals for economic development, and for which the City will provide funding. As the Council moves to sunset the EBDB, I would request that the full Board have an opportunity to review the action with the Council, at least its liaisons. To do otherwise leaves a sense of unfinished business. Thank you for your time and support, particularly given the myriad of matters with which you are dealing. Sincerely, William A. Rohloff Chairman, Coppell Economic & Business Development Board WAR:klw cc: Members, Coppell City Council Members, Coppell Economic & Business Development Board ✓James Cowman, Chairman, Coppell Economic Development Partnership