Hampshire County Development Authority

HCDA Board Meeting Minutes

August 17^th, 2022

 

 

Present: President Greg Bohrer, VP-Rebecca Hott, Secretary Beverly Keadle, Executive Director Eileen Johnson, Commissioner Dave Cannon, Board Members Len McMaster, Alison Jewell, Brian Hott, Jason Hicks, Rebecca Miller, Tamitha Wilkins, Executive Assistant Cathy Simon.

 

Excused: Treasurer David Mayfield.

 

Guests: Sydney Maurer (Hampshire Review), Rick Schneider (Radio Romney), Patricia Escoriaza, (The Thrasher Group).

 

President Bohrer called the meeting to order at 10:00 a.m.

 

Jason Hicks made a motion to approve the agenda, Len McMaster seconded the motion. Motion carried.

 

REPORTS

Secretary’s Report –Rebecca Hott made a motion to approve the minutes.  Brian Hott seconded. Motion carried.

 

Treasurer’s Report – Brian Hott made a motion to approve as presented. Len McMaster seconded the motion. Motion carried.

 

Marketing – Rebecca Hott. At a recent meeting of the Marketing Committee, points of discussion were:

• The Soft Cloth Shop, Inc. Lease-As of September 1^st, they will enter into a Triple Net Lease. They will expand their business into Unit B.
• MT Parking Lot Line Striping and Repair. Approx. 36 parking spaces and 5 handicap parking spaces. Received 3 estimates. Still obtaining estimates for parking lot repair. Reviewed new parking lot plan.
• HVAC-Unit B is complete, Unit C will be completed today. Negotiations for Unit D in the future.
• Meeting with Region 8 Morgan Sites-Met with her regarding website. She thought

the website looked good, however, gave suggestions and advice on analytics, and how adding a

blog to the website would be helpful.

• Coordinate/Partner with Region 8 and have Morgan Sites as our IT support for the website.

 

Personnel Committee– No Report.

 

Risk Management & Safety Committee – Report from Tamitha Wilkins, HC Health Department.

• HCHD received another shipment of COVID test kits. Distributed test kits out to the community. Area businesses, schools, nursing homes.
• Still in 55% range a week. Approximately 15-16 cases per day.
• Area doctors are still providing testing. WVU offers free testing.
• Testing every Friday. Was at the HMH/Valley Health site through WVU 9:30am-3:00pm.
• State CDC changed guidelines. If you are COVID positive, you have to quarantine for 5 days. If symptoms persist on the 6^th day, you quarantine for 5 more days. Advise to contact a physician.

If you are in direct contact with person who is positive, you must wear a mask for 10 days. No

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need to isolate if you are showing no symptoms. Recommendations say test on day 5, if you test

negative, mask for 5 more days. If positive, start isolation.  N95 best quality mask to wear.

• Trying to get families and communities to start handling this within following recommendations.
• Companies – if employee is asymptomatic, do not have to test.

 

President’s Report –President Bohrer is appreciative of Rebecca Hott and staff working on negotiating and working with getting Unit C improvements and lease completed. With Units B&C cost sharing for the HVAC upgrades, Unit D is showing interest in doing similar upgrades. MT parking lot needs curb appeal. Moving in the right direction.

 

Former HMH Abatement Project/ DEP Loan Update -Patricia Escoriaza reported the same contractor that was used for Phase I will be also working on Phase III of the project. Phase ii and Phase III will be working parallel. Director Johnson-Communications and consistent frequent meetings are happening both in the internal committee which consists of HCDA, engineer, and Region 8 as administrator. Meeting as well with the CDBG State Grant Committee so as we prepare documents they have to be proactively reviewed. Once we get that relief, we can eliminate any avoidable timelines. Director Johnson presented to the HC Board of Education an update. They were interested in a timeline because of their school initiative. All of the documents that were required for CDBG to have the environmental approved have all been completed and executed appropriately and have been sent to the state. State is doing the final review. They have already looked at these documents in advance. We are looking forward to a final review and affirmative approval to go to the next step. Next step is Release of Funds, which allows us to advertise and go to bid for a contractor for demolition. From a timeline perspective, what we anticipate is to get that response and release of funds from the CDBG committee as early as September. October looking to advertise for the contractor and complete the mandatory pre-bid construction. We have to comply with the advertisement requirements for two weeks. We also have the ability to reach out to companies that have expressed interest or who we might want to consider submitting a bid for the construction/demolition.  In November we are hoping to open the bid, certify the bid through the Board and award the contract. December starting the project. The ultimate goal to finish the project is early Spring. A clause was added to the DEP. Documents to review in packet.

 

CDBG Demolition & Final Brownfield Remediation – Patricia Escoriaza-Review for the CDBG is happening with Region 8. Legal documents will come from the CDBG Procedures manual. Several checklists will be reviewed so that all legal documents are submitted to follow procedure.  Coordination is taking place with Region 8, Thrasher and HCDA. Director Johnson added they are working closely with each other so that if anything unforeseen shows up in the process that we are working with the funding committee so that they are aware. Our engineering company is working with the BOE engineering staff

so that they can crosscheck so not to have to have to require another step or additional funding.

 

Executive Director’s Report & Update – Report submitted for review.

 

Romney Business Park Lot #1-County surveyor has placed the markers and is in the process of finalizing the survey and is in communication with Kirk Wilson, who is our engineer from L&W Enterprises in order to submit the LOMR application to FEMA. This plat will have a survey of the development pad that is necessary for FEMA to review to have that removed from the floodplain but also survey the parcel that goes from where the Sheltered Services boundary line ends up to Industrial Park Road. That particular parcel that’s recorded in the county is a split parcel. That is being done too to proactively move forward with the sale of the property to Sheltered Services or to be able to sell it to another developer. President Bohrer added that the perspective buyer (Special Services Workshop), as a board would have to take action by constructing a purchase contract with the HCDA.  Once the property is released, it will be marketed if there is no other contracts.

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Capon Bridge Tech Park – Aquabanq: Pending property purchase update:

We have the drafted and 2 versions of redline purchase agreements and also an option to purchase additional property. In recent discussion between the perspective buyer and our legal team, they are asking for a survey to be completed. Johnson spoke with Moreland Surveying to see if they had the capability doing this for the parcel they want to acquire and Rick Moreland felt that was out of his scope.

Requested Thrasher to give us an idea of a) if they had the ability or b) would they have the time to do it and see what the cost would be to do that. Getting that information is in process. Company is interested in acquiring 10 acres and also an option of an additional 5 acres to develop a second phase of a processing plant. It is requested by Director Johnson to have the Executive Committee review the redline document

just in case of some input or somethings they might want attention to. The HCDA Board approved $25,000 per acre with a minimum purchase of 10 acres with an option to purchase the additional 5 acres in the second phase providing when they build their processing plant at the site at CBTP.

 

Town of CB Sewer Improvement Project – Project is on track. They met last week and are still anticipating substantial completion in September with the total project being completed by October.

 

Business Incubator – Financing update – Executed the $30,000 loan. We had the ability to negotiate 50% cost share with The Soft Cloth Shop/Gina’s Cut & Sew for HVAC upgrades in Unit B & C. In addition to that, the cost of the parking lot striping was included in that.

 

Looking at two other projects, which we are hoping to roll into one. One is primarily the Business Incubator upgrades still trying to get the funding for the roof factored into that. We are meeting with EDA at a conference for WV Area Regional Capstone/WV Appalachian Regional Commission at Capon Springs & Farms. Director Johnson will be attending that. Cathy Simon will be attending the WV Economic Development Conference at the same time in Wheeling. Once the Board gives permission to execute the lease at the RBP, we are out of built space as far as the HCDA property is concerned.

There were two other prospects for built space looking to locate in Hampshire County.

A consideration for future built space would be to do due diligence and acquire a BRIM report and walk-through an existing building owned by the BOE that could be used as multi-tenant space or otherwise.  There will be more information and discussion on this in the near future.

 

Old Business – NONE.

New Business:

• Motion to schedule an Executive Committee Meeting – Special Session for review input to pending HCDA property contact transactions for tentative RBP lease revision. Input by Board including suggestions and discussions are requested.
• RBP Lease Revision – Action to approve executed lease for additional 2,500 SF for The Soft Cloth Shop, Inc. New lease is for 5 years as a triple net lease. Rent schedule will start at 1.90 per SF for years one through three. For years four and five SF will be increase to 2.25 per SF. Len McMaster made a motion to approve.  Jason Hicks seconded the motion. Motion carried.

 

Communications:

• DEP Response letter regarding Draw #2 request for reimbursement. Letter included for Board review.
• Aaron Cox – ZAYO contract discontinued -renegotiated with Hardy Net.

 

Adjournment 11:28 a.m.

 

Hampshire County Development Authority

HCDA Board Meeting Minutes

July 27th, 2022 @ 10:00 AM

Taggart Hall Conference Room

 

 

Present: VP-Rebecca Hott, Secretary Mayor Beverly Keadle, Commissioner David Cannon, Board Member Len McMaster, Treasurer David Mayfield, Board Member Alison Jewell, Director Eileen Johnson, Board Member Brian Hott. Rebecca Miller-HC Prosecuting Attorney, Tamitha Wilkins HCHD Administrator, HCDA Executive Assistant Cathy Simon.

Excused: President Greg Bohrer, Treasurer David Mayfield, Len McMaster.

Guests: Sydney Maurer (Hampshire Review), Patricia Escoriaza (The Thrasher Group), Rick Schneider (Radio Romney), Rob Wolford (guest), Aaron Cox (GIS).

 

Vice-President Rebeca Hott called the meeting to order at 10:05 a.m.  Pledge was recited. Beverly Keadle    made a motion to approve the minutes. Brian Hott seconded the motion. Motion carried.

 

REPORTS

Secretary’s Report –Brian Hott made a motion to approve the minutes from July 27^th Board Meeting, Alison Jewell seconded the motion. Motion carried.

 

Treasurer’s Report – Director Johnson commented on the financial reports. Some changes will be noted for changes in FY23 which are approximately 73% reduction in project contingencies from Statement of Operations compared to budget. Line item 70000 is $4,037.00 listed that was not used.  Under CBTP, because of the closing of the project, the Project Commitment lines for the sewer and access roads projects will be gone in next month’s report. Brian Hott made a motion to approve as presented. Rebecca Miller seconded the motion. Motion carried.

 

Marketing – Rebecca Hott. The Marketing Committee met this morning. There was a Meet & Greet for the purpose of bringing the business owners from the Romney Business Park and Multi-Tenant building together to discuss some issues and to introduce Romney Cut & Sew to the building as a new tenant. The meeting had positive feedback from those attended. One issue that was discussed was the need for air conditioning in various units. Still working on proposed RFP for website. We have tapped into a resource that Region 8 is utilizing. Morgan Sites will meet with the Marketing Committee to give recommendations to approve the website. An RFQ is being proposed for a HubZone strategic plan. We would like to create a work session group for anyone on the Board who would be interested in participating. Also, to incorporate an action plan for HCDA to bring ideas to the table for consideration of government contracts, etc. For comprehensive representation, diversity of ideas and best outcome results; representatives from various entities both public and private will be invited including but not limited to:  County Commission, Planning Commission, GIS and Broadband, Tourism, Mayors/Municipalities.  Region 8 will be requested to facilitate the process and to help incorporate into future project(s) design and funding procurement.   Our new strategic plan will be shared with county and municipalities requesting them to integrate into their perspective strategic plans.

 

Personnel Committee– Beverly Keadle.   Will schedule meeting in October for staff transition.

 

Risk Management & Safety Committee – Report from Tamitha Wilkins, HC Health Department.

• Still vaccinating weekly at the Health Department along with EA Hawse and some pharmacies.
• 6 months – 4 years population vaccinations began two weeks ago.
• Weekly vaccinating 6mos-4yo and 5-11 years held on separate days for clinical and exposure control.
• Every vaccine for every age group is a different color top, different color dosage, etc.
• Two different pediatric vaccines, Pfizer 12 – Adults, Maderna has 2 different vaccines.
• Health facilities have different stock of vaccines, not any with all.
• Able to store all vaccines because of a state grant to get an Ultra Load freezer offered to all Health Departments. Vaccines can then be kept for two years.
• More home test kits offered and dispersed. If needed, call the Health Department and they will deliver.
• No deaths in Hampshire County since April. Hospitalizations down.
• Received a Community Development Block Grant through RESA 8 for renovations at the Health Department. Space for PPE, Heat temperature-controlled room, sprinkler systems, handicap doors, HVAC, landscape facelift.
• Mobile Health Unit – Mobile Van with two exam rooms. Will share with 911, and ambulance.

Fully equipped to serve the community. Will take one year to build.

 

President’s Report – No Report.

Former HMH Abatement Project/ DEP Brownfield Revolving Abatement Project, Phase 1&3 Director Johnson reported. The second draw request for the Brownfield Revolving Loan reimbursement in the amount of $16,000 was submitted in June. The fund reimbursement expected to take longer as they will transfer via State Auditor’s Office, (1^st draw was reimbursed by wire transfer directly into account). The post-Phase 1 Abatement inspection that had to be done with the Town of Romney inspector Compliance Officer, Darek Shreve was completed on June 29^th. There were no findings.  This was required to be CDBG compliance and necessary to reach the next step; project environmental approval prior to demolition. The Hospital walkthrough for preservation and historical artifacts was completed on January 11^th by Johnson and representation of Valley Health Marketing Department, Mike Wade. An artifact targeted for preservation is the cornerstone that is dated 1957. Valley Health has plans to incorporate that into a permanent memorial. In addition to that, they have received media artifacts of history to be incorporated in their historic memorial wall and building renovations.  Patricia Escoriaza, as project engineer is working on obtaining needed permits and communicating with Region 8 PDC. Project is currently on track.

 

CDBG Demolition & Final Brownfield Remediation – Director Johnson reported.  The Development Authority is working with engineering, CDBG and Region 8 and having weekly meetings to work together to coordinate project steps and compliance in effort to maintain project timeline. The public comment series that is required for the environmental to be approved for release of funds was completed on July 23^rd. CDBG is waiting for the final documents to be completed, executed and approved – that are tied to the permit and required for project environmental approval. that are tied to the permit. Escoriaza and Thrasher are working on contract for bid requirements so it can be advertised, posted and awarded as soon as possible with a goal of being onsite in the month of October and to expedite the demolition for project completion. Phase II and Phase III will be happening simultaneously. Once the demolition contractor is selected and awarded; Phase III will commence project, requiring efficient coordination and effective communication. Escoriaza and Johnson will be meeting with the BOE later this afternoon to address issues and clarify things regarding the site.

Escoriaza – On the construction sequence, there will be one contractor working after the first finishes a section of the building; requiring the exact sequence to be determined and monitored. In addition, making sure that the cornerstone comes off the existing building safely.  There will be a combined meeting before construction begins. Mid-Fall expected to have the building down and lot cleared. Timeline will be shared with the BOE so that they can have and update. Patricia Escoriaza added her comments.

 

Executive Director’s Report & Update – Report submitted for review.  

• Aquabanq – Proposal for Shrimp Farming business in Capon Bridge Technical Park. Last week all the draft documents regarding property purchase consideration were completed. They were

sent out on July 20^th and are currently under review by the legal representation of both entities and revision requests submitted for consideration; contract terms will begin final negotiation.  Final Property Purchase Contract is subject to Board review and approval-prior to execution. Final draft or at minimum property purchase update will be presented to HCDA in August.

• Romney Business Park Lot 1 – LOMR – Rick Moreland scheduled a survey for week of August 1^st. Once completed, and provided to project engineer, LOMR application will be resubmitted to  FEMA for consideration of removal from the floodplain, giving the Development Authority opportunity to sell the property or develop the property.
• CB Sewer Improvement Project – Sewer Plant Rehab is expected to be completed by September 23^rd. There are two contracts running simultaneously. One is the system collection upgrade and pump station, the other is renovations within the municipality. Smokey Hollow Pump Station, which involves CBTP, will be tested and put into service the week of September 26^th. With recommissioning and removal of the existing CBTP package plant, which has been dormant since 2019. Total project completion mid-October of 2022.
• HCDA – Submitted a letter of intent to renew our current lease with Ft. Mill Ridge on July 7^th. Same terms were requested. Response from Ft. Mill Ridge is currently pending.
• Prospects-Received a request from the WVEDA on Monday for a potential location for a large manufacturing facility. They are seeking 45 acres for development of a manufacturing company that has large truck distribution. They were provided with information. Further communications when a site location is chosen.

 

Old Business – None

 

New Business:

 

• CDBG Demolition Project Document Execution – As the project moves forward, this will be a constant line on the agenda. Documents will be required to be executed. Some documents have been executed to date.  Requesting a motion to require documents to be executed as needed on behalf of the Development Authority. Some documents will also require Brian Eglinger’s signature since the County Commission is project owner. Brian Hott made a motion to approve. Alison Jewell seconded the motion. Motion carried.
• FNB Pledge Agreement–Every 3 years, the bank that controls the accounts, submits a pledge agreement, needs to be renewed. This agreement will cover from 2022-2024. The bank pledges investments that they have to secure the funds that are in the bank to have FDIC coverage, Rebecca Hott will sign the agreement. Alison Jewell made a motion to approve. Beverly Keadle seconded the motion. Motion carried.
• HCDA Executive Officers FY2023-Commisioner Cannon. The following are officers for FY23. President-Greg Bohrer, Vice-President-Rebecca Hott, Secretary-Beverly Keadle, Treasurer-David Mayfield. Immediate past president Greg Bohrer. Dave Cannon made a motion to accept the nominations as presented. Rebecca Miller seconded the motion. Motion carried.
• RBP Multi-Tenant Building Improvements Financing-Eileen Johnson-Building was built in 1985. There are plans for future renovations, including a new roof and HVAC. However, financing is needed to upgrade the HVAC system now.  Currently, Unit B company cannot meet production because of lack of temperature control in the unit. Since previous IAR loan has been closed out, it frees up collateral for a loan to install HVAC in Units B & C. After receiving bids, the amount of approximately $30,000 is needed for installation and upgrade of HVAC and line striping the parking lot. There is possible cost share that is being negotiated with The Soft Cloth Shop, Inc-pending.  Any similar request by existing RBP multi-tenant building companies for structural c

current lease terms. A motion was made by Beverly Keadle to accept securing a loan not to

exceed $30,000 for installation and upgrade of HVAC in Units B & C. Alison Jewell

seconded the motion. Motion carried.

• RBP Lease -The Soft Cloth Shop, Inc. is currently under an Incubator Contract, that at the request of the tenant, will be renegotiated to accommodate expansion into Unit C and cost share the HVAC upgrade, having the tenant responsible for utilities. A motion was made by Alison Jewell to go forward with renegotiating the tenant contract with The Soft Cloth Shop. Beverly Keadle seconded the motion. Motion carried.

 

Communications:

• HCIC Q3 Minutes included.
• Copy of FNB Loan Number 121564-Promissory Note (IAR Financing) – CLOSED.

 

Adjournment: 11AM. Beverly Keadle made a motion to adjourn. Alison Jewell seconded the motion. Motion carried.