Hamilton Economic Development Corporation Meeting Minutes On this, the 21st of May 2025 the Hamilton Economic Development Corporation convened in regular 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 Richard Buchanan Secretary Brian Haile Treasurer Mandy Blackwell Board Member Terry Baize Board Member HEDC Staff Present: City ofHamilton Bonnie Harle Administrative Assistant Stacey Norris City Administrator (by phone) Visitor(s): Justin Frasier Luke Downs 1. 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 5:42 p.m. 2. CITIZENS COMMENTS. No comments. 3. CONSENT AGENDA. a. Approval oft the minutes ofthe April 16, 2025 regular meeting b. Approval of the minutes of the May 5, 2025 special called meeting Board member Richard Buchanan made a motion at 5:44 p.m. to approve both the April 16,2025 regular board meeting and the May 5, 2025 special called meeting minutes. Board member Mandy Blackwell seconded the motion. The meeting minutes were approved by a unanimous vote (5-0). 4. REGULAR AGENDA. a. Discussion and Action on the April 2025 financial reports. Board member Richard Buchanan made a motion at 5:45 p.m. to approve the April 2025 financial reports. Board member Terry Baize seconded the motion. The motion ofthe April 2025 financial reports were approved by a unanimous vote (5-0). b. Discussion, Consideration, and/or action ofa approving loan forgiveness for Pederson Natural Farms. Board member Terry Baize made a motion at 5:47pm to approve the forgiveness of the remaining Pederson Natural Farms loan in the amount of $37,500. Board member Mandy Blackwell seconded the motion. The forgiveness of the Pederson Natural Farms loan was approved by a unanimous vote (5-0). C. Discussion, consideration, and/or action of approving a new treasurer. Board member Terry Baize made a motion at 5:49 p.m. to appoint Mandy Blackwell as treasurer, to finish the term of exiting treasurer Brian Haile. Board member Richard Buchanan seconded the motion. The motion for Mandy Blackwell to serve as treasurer was approved by a unanimous vote (5-0). Mandy will serve as treasurer until September. At the September board meeting, new officers will be approved. d. Discussion, consideration and/or action of approving EDC Director Job Description. Job was posted on City website and in the Hamilton Hearld Newspaper. Applications were open starting May 20, 2025. The City Administrator answered questions from the board about the job description and pay. The board expressed the desire for the new director to live close but does not necessarily need to live in the city limits. As of right now, there is not a deadline to apply. There was no strong opposition or changes that needed to be made to the job description. Board member Mandy Blackwell made a motion at 5:58pm to approve the EDC Director Job Description. Board member Richard Buchanan seconded the motion. The EDC Director Job Description was approved by a unanimous vote (5-0). e. Discussion, consideration and/or action of approving the investigating options for EDC office locations. President Debbie Grieve shared that the current rent in our existing office is $1500/month. Suggested the possibility of the board looking for a new and cheaper space to rent, possibly at City Hall or looking for other options. The lease is up in Sept/Oct. The Board expressed the importance of being located downtown. The item was tabled until a Director has been hired. f. Discussion, consideration and/or action of approving the pause of the grants/loan program. Board member Mandy Blackwell made a motion at 6:09pm to pause the grants/loan program until after the budget workshop next month and possibly until a new Director is hired. Board member Terry Baize seconded the motion. The motion carried to pause the grants/loan program by a unanimous vote (5-0). g. Discussion of Board Trainings for 2025. All board members must complete the following trainings: Open Meetings Act and public Information Act. Sales Tax training is optional for board members-the city administrator and the EDC Director are required to complete every 2 years. Administrative Assistant will check on documentation for all members and send emails to those members who still need to complete the online trainings and who need to send the office documentation of completion. h. Discussion of Retail Coach Report. There was no new report to share this month. 5. EXECUTIVE DIRECTOR'S REPORT. Bonnie Harle, Administrative Assistant gave updates on: Main Street Report = updates on projects, new benches, mural and Main Street Market HEDC Website updates = set to launch in mid June, web address: lthingshamitontx.com, board expressed the desire to preview the website before it is launched Update on Hamilton Hardware Store EDC Signage = Sign is complete, new brackets are installed, should be going up in the next 2 weeks Small Business Workship Recap - positive feedback, ideas for future workshops, possibly have more frequently and be shorter June EDC Board Meeting - June 18, 2025 @ 5:30 p.m. 6. FUTURE AGENDA REVIEW. The next regular meeting is June 18,2025. Agenda items will include: a. Budget Workship b. HEDC Website update C. Updated Grant Funding packet 7. ADJOURNMENT. There being no further business to discuss, Board member Richard Buchanan moved to adjourn the meeting. Board Member Mandy Blackwell seconded the motion. The meeting was adjourned at 6:27 p.m. Meeting minutes completed by: Bonnie Harle, HEDC Administrative Assistant PASSED AND APPROVED this 18 day of June 2025. Fahi 7 - % cras Richard Buchanan, Secretary