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HomeMy WebLinkAboutAgenda_MSTAB_03.11.2022Notice of Meeting for the Main Street Adv isory B oard of the City of Georgetown March 11, 2022 at 9:00 AM at City Hall Community Room, 808 Martin L uther K ing Jr. Street T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay Texas at 711. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A C all to order - C hristine Tomaszewski, B oard C hair B Introduc tion of new board members : Trisha Tallman, R ac hel C ummins and Jennifer R idings -Myhra - C hristine Tomaszewski, B oard C hair C C ons ideration and possible action to elect a Vic e-chair and S ec retary - C hristine Tomaszewski, B oard C hair D R eview of Main S treet Advisory Board bylaws - C hristine Tomaszewski, B oard C hair E R eview of the C ity C ounc il’s Boards and C ommissions Attendance P olicy – C hristine Tomaszewski, B oard C hair F C ons ideration and possible action on the minutes of the F ebruary 11, 2022 board meeting - C hristine Tomaszewski, B oard C hair G Disc ussion and possible action on a Main S treet S tar nomination H Disc ussion of the Main S treet Advisory Board Annual R etreat & S ite Vis it I Disc ussion on P rojec t Teams, P artner updates , and BR E Visits J S taff R eport - K im M cAuliffe, D owntown D evelopment M anager Adjournment Adjournment Ce rtificate of Posting I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily acc es s ible to the general public as required by law, on the _____ day of _________________, 2022, at __________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. __________________________________ Page 1 of 19 R obyn Dens more, C ity S ec retary Page 2 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: R eview of Main S treet Advis ory Board bylaws - C hristine Tomaszewski, B oard C hair IT E M S UMMARY: R eview of Main S treet Advis ory Board bylaws - C hristine Tomaszewski, B oard C hair F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: S haron P arker AT TAC H ME N T S: Description Type Main Street Advis ory Board Bylaws Backup Material Page 3 of 19 Main Street Advisory Board Bylaws Revised March 2015 Page 1 of 6 CITY OF GEORGETOWN MAIN STREET ADVISORY BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. The Main Street Advisory Board (the “Board”). Section 1.2. Purpose. The Board is created to work with the Main Street Manager. The Board will assist the Main Street Manager in a number of ways including the following: (1) expand interest base/support group; and (2) fund raising for the Main Street Program or for special projects organized through Main Street, including identifying and utilizing local, state, federal, and private sources including grants and contributions; (3) make recommendations as to Main Street program policy; (4) developing a strategic plan and setting goals of the Main Street Program; (5) administering monies from the Main Street Façade Fund; and (6) providing a report to the City Council on its programs on a timely basis. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Board will be comprised of seven (7) Members. Section 2.2. Eligibility. Members of the Board shall represent public and private sector interests. Additionally, through public advertising, nominations will be requested from downtown commercial property owners and downtown business owners. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed pursuant to and in accordance with the City Charter. Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Section 2.5 Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. An appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Page 4 of 19 Main Street Advisory Board Bylaws Revised March 2015 Page 2 of 6 Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS Section 3.1. Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is recommended by the Mayor and the City Council shall approve the recommendation by a vote of the majority of the Council during the annual appointment process. Should the Mayor fail to recommend a Chairman for each board, committee, or commission, and/or the Council fails to approve any Chairman recommended by the Mayor, a majority of the Council plus one may approve appointment of a Chairman to serve as Chairman without a recommendation of the Mayor. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice-Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. Page 5 of 19 Main Street Advisory Board Bylaws Revised March 2015 Page 3 of 6 b. The Vice-Chairman shall perform the duties delegated to the Vice-Chairman by the Board. The Vice-Chairman presides at Board meetings in the Chairman’s absence. The Vice-Chairman shall perform the duties of the Chairman in the Chairman’s absence of disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) of the Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman, or if absent, by the Vice-Chairman. In the absence of both the Chairman and Vice- Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Page 6 of 19 Main Street Advisory Board Bylaws Revised March 2015 Page 4 of 6 Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City’s Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member’s option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A tape recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the Page 7 of 19 Main Street Advisory Board Bylaws Revised March 2015 Page 5 of 6 scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non-Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Page 8 of 19 Main Street Advisory Board Bylaws Revised March 2015 Page 6 of 6 ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board’s proposed amendments to the Bylaws must be approved by City Council. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the _____ day of ____________________, 2015. ATTEST: THE CITY OF GEORGETOWN _____ _____ City Secretary Mayor Approved and adopted at a meeting of the Board on the ______ day of _________________, 2015. ATTEST: BOARD _____ _____ Board Secretary Board Chairman Page 9 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: R eview of the C ity C ouncil’s Boards and C ommis s ions Attendanc e P olic y – C hristine Tomaszewski, B oard C hair IT E M S UMMARY: R eview of the C ity C ouncil’s Boards and C ommis s ions Attendanc e P olic y – C hristine Tomaszewski, B oard C hair F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: S haron P arker AT TAC H ME N T S: Description Type Boards and Commissions Attendance Policy Backup Material Page 10 of 19 SEC 2.36.010 DUTIES OF COMMISSION, COMMITTEE & BOARD MEMBERS Attendance by Members is integral to success of the commission, committee or board. It is Council policy to require a minimum of 75 percent attendance of each Member at each regularly scheduled meeting including subcommittee meetings. A Member shall be allowed two excused absences for the Member's personal medical care, required medical care of a Member's immediate family member (as defined by City Ordinance), or Member's military Service that shall not count against the 75 percent attendance requirement. Written notice shall be sent to a Member and the Member's City Council representative when it appears the Member may violate the attendance policy by being absent from more than 25 percent of regularly scheduled meetings, including subcommittee meetings. Excessive absenteeism may result in the Member being replaced by the Council. If a Member is removed from a committee, commission or board, that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.36.040 Page 11 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: C onsideration and pos s ible ac tion on the minutes of the F ebruary 11, 2022 board meeting - C hristine Tomaszewski, B oard C hair IT E M S UMMARY: C onsideration and pos s ible ac tion on the minutes of the F ebruary 11, 2022 board meeting - C hristine Tomaszewski, B oard C hair F IN AN C IAL IMPAC T: NA S UB MIT T E D B Y: S haron P arker AT TAC H ME N T S: Description Type Minutes Backup Material Page 12 of 19 The Main Street Advisory Board met on Friday, February 11, 2022, at 9:00 AM at Georgetown City Hall Large Conference Room, 808 Martin Luther King Jr. St. The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary’s Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King Street for additional information; TTY users’ route through Relay Texas at 711. Christine Tomaszewski called the meeting to order at 9:03 AM. Members: Christine Tomaszewski, Bobby Weisbrod, Kate Hill, Aaron Adams and Lauren Mendoza were in attendance. Absent - Dave Wilks and Michele Jaroszewski-Webb Staff in attendance: Kim McAuliffe, Downtown Development Manager Guests in attendance: Steve Madray and Josh Beran Regular Session (This regular session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A. Call to order at 9:03 a.m. B. Consideration and possible action regarding approval of the January 7, 2022, board meeting minutes –Christine Tomaszewski, Board Chair Motion by A. Adams to approve the minutes as presented. Second by B. Weisbrod . Approved: 5-0 C. Staff Report – Kim McAuliffe, Downtown Development Manager The current grant fund balance with the mid-year CAFR adjustment is around $55,000.00 Developments – 250 Square feet of space coming up withing the next three years. We have a large amount of businesses wanting to come into Downtown but we do not have the space. D. Discussion and possible action on a Main Street Façade Grant Fund application request for the property located at 501 Main Street – Kim McAuliffe, Downtown Development Manager Staff reported on a Main Street Façade Grant Fund application request for the property located at 501 S. Main Street. The planned improvements include refinishing existing metal materials from green to matte black color, replacement of the existing light fixtures, and replacement of one existing storefront. The applicant will be investing $58,800 in building improvements at this time. The applicant has selected Fineline General Contracting to perform the required work for the project. The estimate provided by applicant totals $58,800 and the applicant seeks a grant for the maximum award they are eligible for of 50% or $20,000. C. Tomaszewski made a motion to approve the façade grant request for the maximum award amount of $10,000 after the scoring determined it was eligible for the maximum amount of $10,000. Second by K. Hill Approved: 5-0 Minutes of a Meeting of the Main Street Advisory Board of the City of Georgetown, Texas Friday, February 11, 2022 Page 13 of 19 E. Discussion on Project Teams, Partner updates, and BRE visits a. Georgetown Swirl – all tickets sold, all restaurants and winery’s filled. Still need a few more volunteers. b. Breakfast Bites – propose to do a semiannual instead of monthly. Board agrees, if demand comes back we can go back to monthly. c. Small Business Week Workshops – will be coming up for May d. BRE Visits – Exchange, To Have and to Hold, Labella Casa. e. Volunteer Lunch – March 21st F. Recognition and appreciation of outgoing board members – Christine Tomaszewski, Board Chair Motion by K. Hill to adjourn the meeting. Second by, B. Weisbrod . The meeting was adjourned at 9:41 AM. Approved by the Main Street Advisory Board on Date Main Street Advisory Board Chair Main Street Advisory Board Secretary Page 14 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: Dis cus s ion and pos s ible ac tion on a Main S treet S tar nomination IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: S haron P arker Page 15 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: Dis cus s ion of the Main S treet Advis ory Board Annual R etreat & S ite Visit IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: S haron P arker Page 16 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: Dis cus s ion on P roject Teams , P artner updates, and BR E Vis its IT E M S UMMARY: Fundraising G eorgetown S wirl G eorgetown S mall Busines s Week P res ervation Month BR E Visits F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: S haron P arker Page 17 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: S taff R eport - K im M cAuliffe, D owntown D evelopment M anager IT E M S UMMARY: Bus iness & development updates Annual R etreat Upcoming event dates to remember F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: S haron P arker Page 18 of 19 City of Georgetown, Texas Main Street Advisory Board March 11, 2022 S UB J E C T: Adjournment IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Page 19 of 19