Hamilton Economic Development Corporation Meeting Minutes On this the 19th of February 2025 the Hamilton Economic Development Corporation and the City ofHamilton convened in joint special session at 5:30 p.m. at the Hamilton Economic Development Corporation Office located at 108 North Bell Street, Hamilton, Texas 76531, with notice of meeting giving time, place, date, and subject having been posted as described in Chapter 551 of the Texas Government Code. HEDC Board Members Present: HEDC Board Members Absent: Debbie Grieve President Riley Gardner Vice-President Brian Haile Treasurer Terry Baize Board Member Mandy Blackwell Board Member HEDC StaffPresent: City of Hamilton Kayla Schraub Executive Director Richard Buchanan Mayor Bonnie Harle EDC Assistant Doug Baker Council Member George Beard Council Member JeffTimmons Council Member Bruce Wills Interim City Administrator Brooke Waters City Secretary Connie White City Attorney Visitor(s): Jacob Robertson Danny Whitehead Grant Lengefeld Gary Haggard 8. CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT. President Debbie Grieve called the meeting to order and announced the presence of a quorum at 5:35 p.m. 9. CITIZENS COMMENTS. No comments. 10. REGULAR AGENDA. Action of the Board of Directors of the Hamilton Economic Development Corporation: a) Public Hearing regarding the Tractor Supply Project, a proposed project of the Hamilton Economic Development Corporation providing economic incentives to VIA Real Estate, LLC for the development ofa property on S. USI Highway 281 for use as a retail Tractor Supply Store. MARCH 26, 2025 MEETING PAGE 3 OF 11 President Debbie Grieve opened the public hearing at 5:36 p.m. There being no comments, President Debbie Grieve closed the public hearing at 5:37 p.m. b) Discussion and Action approving a resolution of the Board of Directors authorizing the Development and Annexation Agreement with VIA Real Estate, LLC and the City of Hamilton, Texas, as amended. Board member Riley Gardner made a motion to approve the resolution as amended at 5:38 p.m. Board member Brian Haile seconded the motion. The motion to approve the resolution authorizing the development and annexation agreement was passed by a unanimous vote (5,0) c) Discussion and Action approving a resolution of the Board of Directors of the Corporation ratifying the Development and Annexation Agreement with VIA Real Estate, LLC and City of Hamilton, Texas, as amended. Board member Brian Haile made a motion to approve the resolution ratifying the agreement as amended at 5:39 p.m. Board member Riley Gardner seconded the motion. The motion to approve the resolution was passed by a unanimous vote (5,0) Action of the City Council (g) Discussion and Action by the City Council ofa resolution authorizing the Tractor Supply Project as a project of the Hamilton Economic Development Corporation allowed by Texas Government Code Section 505.158. [First oftwo readings] (h) Discussion and Action by the City Council ofa resolution authorizing the Tractor Supply Project as a project of the Hamilton Economic Development Corporation allowed by Texas Government Code Section 505.158. [Second oftwo readings] (i) Discussion and Action approving a resolution of the City Council authorizing the Development and Annexation Agreement with VIA Real Estate, LLC and the Hamilton Economic Development Corporation. (j) Discussion and Action approving a resolution of the City Council ratifying the Development and Annexation Agreement with VIA Real Estate, LLC and the Hamilton Economic Development Corporation. 11. FUTURE AGENDA REVIEW 12. ADJOURNMENT President Debbie Grieve and Mayor Richard Buchanan adjourned the meeting at 5:43 p.m. Bpudbube Mardh 2b, 2027 'Hamilton Economic Development Corporation Meeting Minutes MARCH 26, 2025 MEETING PAGE 4 OF 11 On this the 19th ofFebruary 2025 the Hamilton Economic Development Corporation convened in regular session at 6:00 p.m. at the Hamilton Economic Development Corporation Office located at 108 North Bell Street, Hamilton, Texas 76531, with notice of meeting giving time, place, date, and subject having been posted as described in Chapter 551 oft the Texas Government Code. HEDC Board Members Present: HEDC Board Members Absent: Debbie Grieve President Riley Gardner Vice-President Brian Haile Treasurer Richard Buchanan Secretary Terry Baize Board Member Mandy Blackwell Board Member HEDC Staff Present: City ofHamilton Kayla Schraub Executive Director Bonnie Harle Administrative Assistant Visitor(s): Elizabeth Graves Joelle Jocis James Hooper Justin Fraiser 13. CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT. President Debbie Grieve called the meeting to order and announced the presence of a quorum at 6:00 p.m. 14. CITIZENS COMMENTS. No comments. 15. CONSENT AGENDA. a. Approval of the minutes of the January 15, 2025 board meeting Board member Riley Gardner made a motion at 6:01 p.m. to approve the January 15, 2025 regular board minutes. Board member Mandy Blackwell seconded the motion. The meeting minutes were approved by a unanimous vote (6-0). 16. REGULAR AGENDA. a. Discussion and Action on the December 2024 financial reports. Board member Mandy Blackwell made a motion at 6:03 p.m. to approve the December 2024 financial reports. Board member Riley Gardner seconded the motion. The motion of the December 2024 financial reports were approved by a unanimous vote (6-0). b. Discussion and Action on the January 2025 financial reports. Board member Riley Gardner made a motion at 6:05 p.m. to approve the January 2025 financial reports. Board member Richard Buchanan seconded the motion. The motion of the January 2025 financial reports were approved by a unanimous vote (6-0). MARCH 26, 2025 MEETING PAGE 5 OF 11 C. Discussion, Consideration, and/or action ofapproving board member positions expiring May 31, 2025 Board member Mandy Blackwell made a motion at 7:31 p.m. to approve Terry Baize, Richard Buchanan, Justin Fraiser, and Cayley Birchfield to fill the four positions and Luke Downs as the alternative when a position becomes available pending Council approval. Board member Terry Baize seconded the motion. The motion of the approving board member position was approved by a unanimous vote (6-0). d. Discussion, consideration, and/or action of approving funding for Leadership Hamilton Project. Board member Riley Gardner made a motion at 6:15 p.m. to approve $750 for the Leadership Hamilton Project. Board member Brian Haile seconded the motion. The motion of the financial support for Leadership Hamilton was approved by a unanimous vote (5.0.1). e. Discussion, Consideration, and/or action of approving Analytics marketing tool. Board member Brian Haile made a motion at 6:28 p.m. to approve Retail Coach for Market Analysis. Board member Riley seconded the motion. The motion of the Analytic Marketing Tool was approved by a unanimous vote (6-0). f. Discussion of downtown updates: Brian Haile gave updates on his downtown buildings g. Discussion of Downtown Ordinance proposal. Kayla Schraub will bring the 2022 back to Planning and Zoning to see ifthere is an appetite to move forward h. Discussion ofHEDC Website Proposal. All were in favor of building a website. i. Discussion of the EDC Director Position. Executive Session 17. EXECUTIVE SESSION. Close open session and Convene Executive Session pursuant to Texas Government Code Section 551.074 (Personnel Matters) of the open Meetings Act. Tex. Gov't Code, the Economic Development Corporation will meet in Executive Session to discuss the following: Role, responsibilities, accountability, performance review, salary, and benefits of the Executive Director ofthe Corporation President Debbie Grieve closed open session at 7:00 p.m. 18. RECONVENE TO OPEN SESSION FOR POSSIBLE ACTION RESULTING FROM ITEMS DISCUSSED IN EXECUTIVESESSION President Debbie Grieve closed Executive Session and convened into open session at 7:30 p.m. Board member Terry Baize made a motion at 7:32 p.m. to approve a salary increase of 5% to EDC Executive Director Kayla Schraub. Board Member Richard Buchanan seconded the motion. The motion of a salary increase was approved by a unanimous vote (6,0). 19. EXECUTIVE DIRECTOR'S REPORT. Kayla Schraub, Executive Director gave updates on: Main Street Report - Spring Fling Hamilton Hardware Store EDC Signage - Waiting on sign to come in Hamilton Hazardous Waste Clean-up = February 22 from 9am - 2pm March EDC Board Meeting - moved to the 4th Wednesday of March due to Spring Break MARCH 26, 2025 MEETING PAGE 6 OF 11 6. FUTURE AGENDA REVIEW. The next regular meeting is March 26,2025. Agenda items will include: a. Personnel evaluation b. HEDC Board Member Position update C. Billboard d. Analytic Report e. HEDC Website f. Overlay Proposal g. Delivery Services h. Minutes from Joint Meeting 7. ADJOURNMENT There being no further business to discuss, President Debbie Grieve moved to adjourn the meeting. Board Member Richard Buchanan seconded the motion. The meeting was adjourned at 7:39 p.m. Meeting minutes completed by: Kayla Schraub, HEDC Executive Director PASSED AND APPROVED this a7 day of Mayd 2025. Baolbul L Richard Buchanan, Secretary MARCH 26, 2025 MEETING PAGE 7 OF 11