HCDA Board Meeting Minutes | Jul 2022

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.