MINUTES
BOARD OF DIRECTORS
REGULAR SESSION
AUGUST 6, 2009
7:00 P.M.
THE BOARD OF DIRECTORS OF
PRESIDENT
VICE PRESIDENT RACHEL DOYLE
SECRETARY CLINT WESTMORELAND
TREASURER RONNIE HENDERSON
MEMBER WALT THOMAS
·
CALL
MEETING TO ORDER
Member Boyd called the meeting to order at 7:02 p.m.
·
INTRODUCTION
OF NEW DIRECTORS
Member Boyd introduced new members Walt Thomas and Ronnie Henderson
·
ELECTION
OF OFFICERS: PRESIDENT, VICE PRESIDENT, SECRETARY, TREASURER, ASST. SECRETARY,
ASST. TREASURER
Member Boyd asked for officer nominations.
Member Doyle nominated Lawrence Boyd for president. Member Westmoreland seconded the nomination. The nomination was approved by unanimous vote.
Member
Member Doyle nominated Clint
Westmoreland for secretary. Member
Member Westmoreland nominated Ronnie Henderson for treasurer. Member Doyle seconded the nomination. The nomination was approved by unanimous vote.
President Boyd nominated
President Boyd nominated David Cranford, town finance director, as assistant-treasurer. Member Doyle seconded the nomination. The nomination was approved by unanimous vote.
·
PUBLIC
COMMENT PERIOD: PERSONS MAY ADDRESS THE
Bill Whitehurst,
Mr. Whitehurst said that the 4A Board had approved $10,000 for the Chamber of Commerce Pecan Festival as long as it benefited the town and not just the chamber. He advised that prior to the 4A funding the $10,000, a contract had to be in place between 4A and the chamber. He said that the timing had become critical for the festival to start the marketing and paying the vendors. He asked for an expeditious contract.
There were no other public comments.
·
APPROVAL
OF MINUTES
1. REGULAR MEETING – JULY 9, 2009
2. SPECIAL MEETINGS – JANUARY 12, 2009 AND JANUARY 26, 2009
Members Thomas and Henderson stated they would abstain from the vote.
Motion was made by Member Doyle to approve the minutes from July 9, 2009. Motion seconded by Member Westmoreland. Motion carried 3/0 with Members Thomas and Henderson abstaining.
Motion was made by Member Doyle to approve the minutes from January 12, 2009. Motion seconded by Member Westmoreland. Motion carried 3/0 with Members Thomas and Henderson abstaining.
Motion was made by Member Doyle to approve the minutes from January 26, 2009. Motion seconded by Member Westmoreland. Motion carried 3/0 with Members Thomas and Henderson abstaining.
·
APPROVAL
OF MONTHLY FINANCIAL STATEMENTS
1. UNAUDITED JULY STATEMENT
Motion was made by Member Doyle to approve the financial statements as presented for July 31, 2009. Motion seconded by Member Westmoreland. Motion carried 5/0.
·
DISCUSS
AND CONSIDER APPROVAL OF ANNUAL REPORT
2008-2009
Pam Mundo, Economic Consultant, stated that the annual report was a tool used to inform the town council on the budgeting process. She explained the activities and items in the report. She said it would be presented to the town council later in the month.
Motion was made by Member Doyle to approve the annual report for fiscal year 2008-2009. Motion seconded by Member Henderson. Motion carried 5/0.
·
REVIEW
CAPITAL INVESTMENT PROGRAM FOR INFRSTRUCTURE
President Boyd announced that he would step down from the bench and Vice President Doyle would preside since he owned property in the area being discussed.
Pam Mundo explained that the 4A Corporation had been looking at a capital investment program the past year often referred to as CIP which would create new wealth for the community. She updated those present on 4A law with regards to this agenda item.
Pam Mundo reviewed a map and plans for the program. She said $39 million in improvements had been identified. She explained the increased land values by adding water and sewer to the area. Discussion followed. No action taken.
President Boyd resumed the bench.
·
DISCUSS
AND CONSIDER APPROVAL OF BUDGET FOR 2009-2010
1.
DISCUSS AND CONSIDER INVESTMENTS IN INFRASTRUCTURE THAT MAY STIMULATE NEW DEVELOPMENT IN
Pam Mundo distributed budget worksheets to the board. She explained existing project commitments and fund balance. Discussion followed.
Motion was made by Member Henderson to table the approval of the budget until the next meeting. Motion seconded by Member Thomas. Motion carried unanimously.
·
EXECUTIVE
SESSION AGENDA
A. ADJOURN
INTO EXECUTIVE SESSION UNDER V.T.C.A.,
GOVERNMENT CODE SECTION 551.087 OF THE
TEXAS GOVERNMENT CODE TO DISCUSS AND DELIBERATE COMMERCIAL OR FINANCIAL
INFORMATION FROM A POTENTIAL BUSINESS PROSPECT THAT THE BOARD IS SEEKING TO LOCATE OR EXPAND IN THE
TOWN; TO DELIBERATE THE OFFER OF FINANCIAL OR OTHER INCENTIVE TO A BUSINESS
PROSPECT OR PROSPECTS
1.
2. PROPERTIES SOUTH OF
President Boyd adjourned into executive session at 8:04 p.m.
President Boyd reconvened into regular session at 9:34 p.m.
·
RECONVENE
INTO OPEN SESSION AND TAKE ANY ACTION
NECESSARY
AS A RESULT OF EXECUTIVE SESSION
Member Westmoreland made a motion read into the record by Pam Mundo.
“For the Board to consider the reimbursement of the
$10,000 expenditure with the Chamber of Commerce, a written agreement shall be
prepared. Prior to preparation of the agreement, the 4A Board will
consider and need to approve the festival budget that’s been approved by the
Chamber of Commerce; the schedule of festival activities approved by the
Chamber of Commerce; the public safety plan and budget of funds, if necessary;
liability coverage of the Chamber of Commerce; a signed agreement from all
property owners with property liability where any portion of the event will be
held; print media, billboards, radio and T.V. ads are acceptable reimbursable
items that meet the Attorney General’s conclusion that promotional expenditures
must advertise or publicize the City or the Town for the purposes of developing
new and expanded business enterprises”.
Motion seconded by
Member Thomas. Motion carried
unanimously.
·
ADJOURN
President Boyd adjourned the meeting at 9:40 p.m.
The undersigned presiding officer
certifies that this is a true and correct record of the proceedings.
___________________________________
President Lawrence Boyd
ATTEST:
_______________________________
A TAPE RECORDING OF THIS MEETING IS ON FILE AT TOWN HALL. THESE MINUTES ARE CONDENSED THEREFROM.