nEsqVR/onglaou  Economic DevelopmentAuthonty  The Economic Development Authority held a regular meeting on Friday, January 12, 2024, at 1:00 p.m. in the Council Hall, Town Municipal Building, 215 East Main Street, Bedford, VA 24523.  Board members present:  Mr. Jonathan Buttram, Chairman; Mr. David Sensenig, Vice-Chairman; Mrs. Liz Brown; Ms. Lynn  Scott; Mr. Kevin Turner; Mr. Ryan Kirkpatrick; and Mrs. Michelle Crumpacker  Board members absent:  None Staff present:  Ms. Mary Zirkle, Director of Planning and Community Development; and Ms. Cathy Johnson,  Administrative Assistant Staff absent:  Mrs. Anne Cantrell, Director of Finance  Other present: (via Zoom) Other absent: None  Mr. Theodore Craddock of Caskie & Frost, Attorney of Record for Economic Development Authority  Meeting Called to Order:  The Chair called the meeting to order. There was a quorum present for conducting business.  The Clerk gave the roll-call:  Mr. Turner Ms. Scott Mr. Kirkpatrick Mrs. Brown Mrs. Crumpacker Present Mr. Sensenig Mr. Buttram  Present Present Present Present Present Present  1/12/241 EDAI Minutes Page 1of6    Approval of Minutes:  Mrs. Brown made a motion to approve the December 8, 2023, minutes and Mrs. Crumpacker seconded.  The motion carried 7-0 to approve the minutes as presented.  Remarks by Chairman and Members:  Mr. Buttram stated that Mr. Craddock will give the Winoa closing update and Mr. Patel is present regarding the hotel extension request. With that said, the Chair amended the agenda by moving the Performance Agreement Extension Request under New Business before the Incentive Applications and Requests. The Chair continued the meeting by asking for reports from town staffa and the attorney before  moving into the extension request discussion.  Reports from Town Staff:  Ms. Zirkle gave the financial report on behalfofMrs. Cantrell. She stated that the Equity in Pooled Cash amount is $801,192.89 and this is what the Authority has on hand. The Authority reviewed the Balance Sheet and the November Year-to-Date Budget Report. The year to date budget report showed $158,943.08 transferred in from the General Fund. At the October meeting, Ms. Cantrell had stated that the expected revenue transfer in from meals tax would be $158,000, which was about $10,000 over the Ms. Zirkle reminded the Authority to turn in their Conflict of Interest Form to Debra Anderson. Ms. Zirkle stated that there was a writeup about the Town in the Lynchburg Business magazine and she  projected budget. This has now been entered into the EDA budget.  had "Shop Small" bags for the members to pickup after the meeting.  Reports from Attorney:  Mr. Craddock gave an update on the Winoa closing. Mr. Craddock stated that Max Wiegard would have to deal with the pump station and get the plat of 6-acres approved done before the closing. He wanted to Mr. Craddock asked Jonathan Buttram if he had spoken to or received an email from Max Wiegard about a possible closing date in the next 4-6 weeks. Mr. Craddock asked Mr. Buttram if he will be available to sign on behalf of the Authority when the time comes. Mr. Buttram stated that he should be  hold Mr. Wiegard to four weeks on the property closing.  in Town during the next four weeks, but he needed to verify the dates with Ms. Zirkle.  New Business:  For the Hotel Performance Agreement extension request for the Hampton Inn, Mr. Buttram gave a brief overview of the request before inviting Mr. Amit Patel to speak. Mr. Buttram stated that the requested dates to be changed for the hotel project are the start and completion dates on the Performance Agreement. Mr. Craddock stated that the date he assumed for the extension is March 31. Mr. Buttram stated that there are two dates from March 31, 2024 to September 30, 2024 and from July 31, 2025 to December 31, 2025. Mr. Craddock advised the Authority that Town Council will also need to consider the extension. Mr. Buttram asked if the agreement has to be rewritten or amended. Mr. Craddock  1/12/24 EDAI Minutes Page 2of6    advised that just an amended will be appropriate, but wait until Town Council also agrees with the Mr. Om Patel and Mr. Amit Patel on behalf of DDay Omstay, LLC were present to discuss the reason for their six-month performance agreement extension request. Mr. Om Patel gave an update on the business-class hotel project. He stated that he had communications with the hotel representatives. Mr. Patel provided to the EDA invoices, emails, and correspondences from Hilton to show that the project is moving forward. He stated that since 2017 Hilton made substantial changes to update their hotel brands design, and the new prototype changes the hotel floor plans. He knew that all brands need to routinely make changes to be up-to-date with the current demands sO they wanted to wait for the new prototype sO he does not have to wait five years and have a less up-to-date plan. He stated that there was an issue with the property acquisition from the Lutheran Church, SO he has the statement for the Authority to review and stated that he had the closing with the church on October 31, 2023. He stated that he has been proactive. He has completed the property survey of the property and have done some engineering work on the preliminary stormwater management plans and discussed some road access while waiting for the CAD drawings. Mr. Amit Patel stated that what they wanted to request the change from the March 31, 2024 commencement date to September 30, 2024. Similarly, he wanted to change the performance completion date from July 31, 2025 to December 31, 2025. These changes from March to September are because of the architectural and engineering timeline to allot time for the final plan process. In summary, Mr. Amit Patel stated due to the new prototype all parties involved decided to wait until the new designs Mr. Buttram stated that he and Ms. Zirkle were on the conference call with Mr. Patel and the Hilton representatives and that during the call, an unofficial decision was made by all parties to wait for the new design. He received an email from Hilton yesterday pursuant to the call on September 11,2023. He read, "Iv want to let you know that the project known as the Hilton Inn Bedford is in good. standing with Hilton. We look forward to the project moving. forward. In addition, Iwant to reiterate at the requested the delay of the start ofthis project is due to the release of the new Hampton Inn prototype design. The new design was released on December 18, 2023. Mr. Patel's architect is working on incorporating the new changes and additions which will be reviewed by my office upon the submittal. Hilton is excited that the Hampton Inn in Bedford would be the first design based on this new prototype design." After reading the email into the record, Mr. Buttram stated that the request is justifiable due to the new Mr. Craddock advised the Authority to take a vote subject to the fact that Town Council must also agree to the extension. Mr. Craddock doesn't think the Authority needs to require Mr. Patel to return. Mr. Craddock advised the Authority to make a motion to adopt a resolution to extend the performance  extension. Mr. Buttram mentioned that the next Town Council meeting is January 23.  were approved and released.  prototype delays and by the architect being out ofthe office on vacation in December.  agreement provided that Town Council also agrees.  The Chair opened the floor for discussion before making a motion.  Mr. Kirkpatrick asked Mr. Patel since the prototype has been approved, is this six-month window what he needs. Mr. Kirkpatrick also asked ifit is possible that the prototype approval can actually be delayed. He asked Mr. Patel if he feels confident that the prototype is approved and all that's needed is the six- months extension. Mr. Patel replied the new prototype released in December might have minor changes, The Chair asked for motion. Mr. Sensenig made a motion as advised by Mr. Craddock to amend the performance agreement to extend the commencement date of March 31, 2024 to September 30, 2024  but besides the room layout everything is going else is set in stone.  1/12/24 EDAI Minutes Page 3of6    and to extend the completion date from July 31, 2025 to December 31, 2025, subject to approval by  Town Council. Mr. Kirkpatrick seconded. The Chair asked for ar roll-call vote:  Mr. Turner Ms. Scott Mr. Kirkpatrick Mrs. Brown Mrs. Crumpacker Mr. Sensenig Mr. Buttram  Aye Aye Aye Aye Aye Aye Aye  Incentive Applications and Requests - Quarterly:  201 and 203 North Bridge Street Woodbine Properties, Inc. - 2nd Request: The owner of Woodbine Properties, Inc. has submitted a second Downtown Area Façade and Signage Incentive request. Previously in July 2020, the owner applied for each parcel and split the cost evenly between the two since the same contractors did work on each storefront. The façade work expenditure was $5,148.82 between the two storefronts. The 50% incentive paid in 2020 for the façade work on both buildings was At its December 8, 2023 meeting, the EDA moved to increase the maximum allowable amount of the façade and signage incentives. Since work completed in 2020 did not meet the original incentive value, the owner requested the difference over $2,574.41 to reach the new incentive amount of$5,000. The property is located within the Downtown area; therefore, the Downtown Area Façade incentive would apply for 50% of the amount of improvement capped at $10,000 reduçed by the payment of the 2020 incentive. The current 50% reimbursement incentive would be $2,425.59. Mrs. Brown made a motion to grant $2,425.59 and Ms. Scott seconded. The motion to approve the incentive was passed with  $2,574.41.  a 7-0 vote as follows by roll call vote:  Mr. Turner Ms. Scott Mr. Kirkpatrick Mrs. Brown Mrs. Crumpacker Mr. Sensenig Mr. Buttram  Aye Aye Aye Aye Aye Aye Aye  119 North Bridge Street: Seth and Nirva Ready owners of119 North Bridge Street had work performed for façade improvements in 2023. The total documented expenditures for painting and deck repairs on The property is located within the Downtown Area; therefore, the Downtown Area Façade incentive would apply for 50% of the amount of improvement capped at $5,000 for expenditures up to $10,000 (cap changed December 8, 2023). The current 50% reimbursement incentive would be $1,863.66. Mr. Kirkpatrick made a motion to grant $1,863.66 and Ms. Scott seconded. The motion to approve the  the rear: façade at Market Square are in the amount of$ $3,727.31.  incentive was passed with a 7-0 vote as follows by roll call vote:  Mr. Turner  Aye  1/12/24 EDAI Minutes Page 4 of6    Ms. Scott Mr. Kirkpatrick Mrs. Brown Mrs. Crumpacker Mr. Sensenig Mr. Buttram  Aye Aye Aye Aye Aye Aye  The Authority continued under the New Business. Mr. Buttram explained the need for a business incubator in the Town and that the need requires a feasibility study. Ms. Zirkle stated that the Tobacco Commission is very interested and onboard with the Authority seeking funds for a Business Development Center in the Town preferring not just a center for offices but also for manufacturing innovations. She explained her pre-application meeting with the Tobacco Commission. She was advised by the Tobacco Commission that it is better for the Authority to own the business development center for other government funding sources. Ms. Zirkle stated that as part of the application process, the Authority needs to adopt a resolution to apply for the funds and to give the authorization to the Director to execute all project-related documents as directed by Town Council should an award be made to authorize contract signing, which she will not be doing. She stated that she is working on the commitment letters and the grant application. The application deadline submittal is February 8. She wanted the Authority to be aware that the match would be a 50% commitment; that 50% would vary based on the consultant selected. It could range between a match of $20,000 and $40,000 for a total Mr. Kirkpatrick stated that he sees the need, but would the business hub have to be in the Town limits. Ms. Zirkle replied that it would because the Town is the grant recipient. Mr. Kirkpatrick was concerned about the parking and he suggested having a location near the Farmer's Market public parking area. Ms. Zirkle replied that a good outcome of the feasibility study is not just a need for a business development center but where and howi in the Downtown area, which is a focus of the Tobacco grant. Mr. Craddock advised the Authority to make a motion to adopt the resolution and give authorization to Mr. Sensenig made a motion as advised by Mr. Craddock to approve the resolution authorizing the submission of an application for funds from the Tobacco Commission for a feasibility study for a business development center and to authorize the Director to execute all project-related documents and to confirm that the Authority commits to pay one-half of the amount for the feasibility study. Mr. Turner  project cost of$40,000 up to $80,000 based on two rough quotes received.  the Director as one motion.  seconded.  The Chair asked for a roll-call vote:  Mr. Turner Ms. Scott Mr. Kirkpatrick Mrs. Brown Mrs. Crumpacker Mr. Sensenig Mr. Buttram  Aye Aye Aye Aye Aye Aye Aye  The motion was carried by a roll call vote of7-0 to adopt the resolution.  1/12/24 EDAI Minutes Page 5of6    Next item of discussion, Ms. Zirkle stated that the Town Council adopted a Purchasing Policy and Procedures Manual on November 28, 2023. Under Section 11.3 oft the Manual, it allows the Town Economic Development Authority to adopt the Manual for use ini its procurement. The Resolution of Adoption of the Town of Bedford Procurement Manual was read and the Authority agreed to adopt the Manual. The Chair asked for a formal motion. Mr. Sensenig made. a motion to adopt the Resolution to use the Town of Bedford Purchasing Policy and Procedures Manual as the EDA. Mr. Kirkpatrick Next item of discussion, the Economic Development Authority reviewed its revised Bylaws proposed change as of. January 12, 2024. The revisions included Article VII. 9. "Participation in Meetings Through Electronic Communications". The Chair asked for ai motion. Mr. Turner made a motion to adopt the Bylaws forl Economic Development Authority as amended dated January 12, 2024, and Ms. Scott seconded. By acclamation, the motion carried 7-0 to adopt the amended Bylaws changes as of Next, Mr. Buttram discussed his proposed childcare incentive to include in the Strategic Plan. He wanted to make it as a top priority for the next two years. He stated that the Bedford Area YMCA is looking for money toj pay for its new facility. He wanted to make the childcare incentive available for others. The Authority agreed that childcare facilities are much needed in the Town, but boundaries need to bei in place to avoid people abusing the incentive. Ms. Zirkle stated that this needs to be brought up at the joint meeting with the County EDA as well based on the discussion at that meeting in 2023. Mr. Buttram provided a summary for the Authority to review and perhaps adopt at a future meeting. Next, Ms. Zirkle updated members on the property the Town Redevelopment and Housing Authority owns on Plunkett Street. She stated that at the Housing Authority meeting held on January 11,2024, she stated that the Economic Development Authority was interested in the property owned by the Housing Authority on Plunkett Street as long as it has a clear title. At its meeting, the Housing Authority made a motion authorizing her to work on clearing the title with the Town Attorney and getting a clear title to Lastly, Ms. Zirkle presented the Middle School project timeline chart from Dave McCormack of Waukeshaw Development. She stated that Mr. McCormack plans to attend the February 9, 2024 EDA  seconded. By acclamation, the motion carried 7-0 to adopt the Resolution.  January 12, 2024.  the Economic Development Authority.  meeting via Zoom to request an extension ofhis Performance Agreement.  Adjournment:  The meeting adjourned at 2:04 pm. The next meeting will be on Friday, February 9,2024, at 1:00 pm.  Respectfully submitted, Cathy Johnson, Secretary Approved on February 9, 2024  Chairman  -  CAAK  1/12/24 EDAI Minutes- Page 6of6