2010 MEETING MINUTES

The Community Improvement Corporation of Shelby, Ohio, Inc. Board of Directors met on January 11, 2010 at the Shelby Chamber of Commerce. The meeting was presided over by Dave Wagner, President.

Trustees Present: Jeff Albert, Pat Carlisle, Mark Collins, Monty Friebel, Garland Gates, Joe Gies, Glenn Jackson, Marilyn John, Dave Wagner, Joe Wechter, and Linda Whited.

Guests Present: Steven with the Globe and John Makley with the Shelby Floodplain Management Commission

Garland made a motion to approve the October 5, 2009 meeting minutes, seconded by Monty and passed.

Linda presented the financial report. Monty made a motion to approve the financial report, seconded by Mark and passed.

John presented a handout with basic information on the Shelby Floodplain Management Commission to Trustees. John explained the Blackfork River Watch Project to trustees. The project is for cameras on the Blackfork to monitor the water level for an early warning system for flood events for Shelby citizens. A second component of the project is to monitor the flow of the Blackfork. The flow would be monitored in volume per second. The approximate cost for the project is $6,000. A grant request for the entire $6,000 has been made to the Shelby Foundation. It is expected that this grant will be accepted.

Dane asked what the real purpose of the cameras was and why administration can’t just go physically look at the Blackfork. Marilyn advised that City employees walk the Blackfork twice a year. Logjams are documented and findings forwarded to the Utilities Department so they can work to remove the debris and jams. Joe advised that the cameras are another “eye”. Dane flew the Blackfork and noted that most of the problem obstructions are not within the City corporation limits. Cameras will not stop flooding but will allow water levels and ice jams to be monitored. Pat noted that landowners are 100% responsible for removal of logjams on their property. The county has the authority to enforce the removal of logjams; however, this issue seems to be more of a concern to Shelby residents than the county. Flood prevention is definitely multi-jurisdictional. She also advised that flood prevention and flood preparedness should both be the focus of our efforts.

The Friends of the Blackfork have a camera mounted on the Napoli’s Pizza building. The Blackfork level is marked and there is lighting. Lighting is not included in the River Watch Project at this time. Joe advised that the City would provide lighting.

Monty asked about the City’s emergency contact plan. Joe advised that the Shelby Police Department has a list of downtown property owners to be alerted when flood conditions exist. Monty’s business is not included on this list. Monty has provided both the Police Department and Fire Department with his business contact information but has not received a confirmation from either department. He suggested that the City’s procedure be documented and publicized so that the public is aware of the communication plan. Marilyn advised that Brad (Harvey) is working on this now. She advised that a mock emergency day is being planned to be sure that our procedures are effective prior to a real emergency situation.

The Shelby Floodplain Management Commission established a Communications Committee. The Committee has recommended a quarterly newsletter. There are misconceptions in the community on the causes of flooding in Shelby. FEMA regulations are also misunderstood. The newsletter would be inserted in February utility bills. It was suggested that newsletter information also be published in the newspaper and on the City’s web site since not all residents receive utility bills. Garland advised that 5,500 utility bills are mailed each month. A Daily Globe insert would increase the cost of newsletter distribution. Pat advised if an insert is used to be sure to include the rural route papers as well. Patti Schaub with the Daily Globe can provide a cost estimate.

John explained that the purpose of the newsletter is to communicate flood prevention information, flood preparedness information, and to inform the public regarding misconceptions. A Panel Discussion meeting is planned for March and the newsletter would inform the public of that opportunity as well.

It was suggested that the CIC consider funding the newsletter project quarterly. Monty made a motion to dedicate up to $250 for publication of the first quarter newsletter, seconded by Pat and passed.

John advised that the Park Board is looking at development of the green space in Central Park. Marilyn was asked to provide details of the project.

Marilyn advised that the City is looking at development of the green space to make the newly created park area a focal point of the City and embrace the Blackfork as an asset. Development of this area would enhance the downtown business opportunities and economic development. A copy of the Bike Trail Project feasible study funded by the CIC in 2005 has been provided to MSI from Columbus—the company that has been asked to develop a plan for the green space. City administration realized that the magnitude of this project required professional assistance. MSI is familiar with FEMA regulations, grant requirements, and what grants are available for this type of a project. The plan would incorporate the entire downtown including lighting, signage, trees, etc. There is presently a considerable amount of interest and momentum in the community for development of this green space. Many committees, organizations, groups, clubs, and commissions are interested in the project. A collaborative effort of these groups is needed to develop the best plan for the City.

MSI has presented initial project costs and an estimated timeframe for development of a plan. There timeframe includes community meetings of interested parties with the project being “shovel ready” and “grant ready” when the final plan is presented. Seed money is needed to continue with development of the plan. Estimated cost is $40,000 to $50,000. Time frame would be 4 to 6 months including the community meetings. City officials will be meeting with MSI on Friday (January 15) to discuss the project further.

The scope of the plan starts with the newly created green space from Main Street to the football field. The master plan would include the school properties, Patton’s buildings. The plan is being prepared so that it can be easily expanded and built upon.

Recreational trails from Reservoir 1 to Reservoir 3 could be included. The Plan may assist in flood prevention efforts as well since access to the Blackfork would be much easier with development of trails. The Bike Trail Feasibility Study prepared by the CIC “died” due to lack of interest and cooperation among property owners along the river. Pat advised that property owner concerns included traffic in the Blackfork, along the Blackfork, and liability issues. Many of the property owners own the banks of the river and to the center of the river. The area from Reservoir 1 to the Middle School has a larger concentration of property owners. The bike trail study’s initial development area was from Broadway since it was the path of least resistance. John suggested that the trail not be paved immediately but get the base established and work to alleviate the property owners’ concerns.

It was questioned if asphalt would be permitted along the Blackfork due to floodway/floodplain restrictions. Pat advised that the bike trail study was done pre-flood. Attitude may be different post-flood. She suggested that the access to the Blackfork be more of the focus than the recreational focus. She also suggested that the City may want to own the properties along the Blackfork rather than have an easement. Permeable surfaces are now available that could be used for the trail rather than asphalt.

Pat suggested that our downtown focus on water. She suggested a musical fountain, spray park, or any other idea that would allow us to celebrate water and green (green is clean). Marilyn advised that it is the plan of this City administration to market Shelby. It is OK for us to “have it” but we have to share with others that we “have it” and so we need to “market it”. The City may ask for the CIC’s assistance for funding a marketing plan.

John advised that he hopes the Park Board will approve a $20,000 contribution towards the development plan for the Central Park green space. The Park Board meets this evening (January 11). Since City administration will be meeting with MSI later this week, additional information on the project cost may be available. It was suggested that the CIC discuss this project further after additional information is available.

Dave charged Trustees to start thinking about the future direction of the Shelby Community Improvement Corporation. The Ohio Revised Code has a very broad description of activities in which a community improvement corporation can be involved. We do have limited funds and no income generation so when our present funds are gone, they are gone. The Ohio Revised Code defines economic development, civic, retail, and commercial activities so we may want to focus on those areas. He asked Trustees to formulate ideas for our next meeting.

Joe asked how the Shelby CIC received the funds they presently have. Dave advised that we are not a funded organization and that the money we presently have was raised through the development of the Shelby Industrial Park and sale of the properties in that park.

The question was asked how other community improvement corporations receive funds. Some community improvement corporations are the economic development arm of the city. Others are property convertors. Garland shared some of the information he obtained from other CIC websites. North Canton receives funding from the City in the amount of $100,000 annually. Some CICs are membership organizations. Some CICs have successful micro-loan programs. The Painesville CIC focuses of economic development, social revitalization, and physical revitalization.

The Shelby CIC could focus on the educational component and offer training events in business startup, entrepreneurship, and other subjects.

Garland also advised that when the Shelby CIC served as the agent for the sale of the property on East Whitney Avenue, the CIC received 6% of the property sale. The Shelby CIC also served as the agent for lease negotiations for the building on Mansfield Avenue that previously housed the Shelby Senior Citizen Center. Garland and Carol investigated the opportunity to develop that site into a business incubator; however, a viable business opportunity developed. CICs also have the power to develop revolving loan funds.

Marilyn asked if the CIC would consider funding a business incubator in the future. The real estate aspect of a business incubator is easily achieved; however, a business plan for the administration of the incubator would be needed before the Shelby CIC could make a decision to provide funding.

Pat pointed out that the by-laws revisions had not been formally approved by the CIC Trustees since there 2/3 of the trustees were not present at the October meeting. Joe made a motion to approve the by-laws revisions, seconded by Pat and approved.

Garland advised that the Shelby Community Improvement Corporation, as part of the City, is subject to public meeting regulations. All meetings are open meetings and CIC records are public records. The Shelby CIC has always provided the Daily Globe with public notices of meetings. CIC records are organized and available for any public records request.

The Shelby Community Improvement Corporation is not included on the City’s web site or the Shelby Chamber web site. Monty suggested that access to the City, Chamber, and CIC web sites be seamless to allow for easy accessibility. Carol will add Shelby CIC information to the Chamber’s web site until further changes can be made.

Monty made a motion to adjourn, seconded by Pat and approved. Meeting adjourned at 8:50 A.M. The next meeting of the Shelby CIC will be Monday, March 1, 2010 at 7:30 AM at the Shelby Chamber of Commerce conference room. A special meeting of the Shelby CIC will be called if action is needed prior to the March 1 scheduled meeting.

The Community Improvement Corporation of Shelby, Ohio, Inc. Board of Directors met at 7:30 AM on March 8, 2010 at the Shelby Chamber of Commerce. The meeting was presided over by Dave Wagner, President.

Trustees Present: Jeff Albert, Pat Carlisle, Mark Collins, Monty Friebel, Garland Gates, Joe Gies, Glenn Jackson, Marilyn John, Dave Wagner, Joe Wechter, and Linda Whited.

Monty made a motion to approve the January 11, 2010 meeting minutes, seconded by Garland and passed.

Linda presented the financial report. Monty made a motion to approve the financial report, seconded by Joe (W) and passed. Dave questioned if the CIC had received a bill from the Blackfork Flood Plain Commission for their first quarterly newsletter. The CIC has not received a bill.

Dave asked Carol to provide a summary of the Chamber’s economic development efforts, relationship with the City, and past participation by the CIC.

The status of the Technology + Innovation Center was discussed. The grant written to help with infrastructure improvements specifies a percentage of jobs in the park to be research & development and/or technology focused. The private developer is aware of these grant stipulations. Mr. Phillips was not prepared to market the technology park prior to his death. He had worked closely with Don Plotts, President of North Central State College regarding potential uses for the technology park. The CIC may want to consider assisting with the marketing of this park. Dave volunteered to contact Angela Phillips to discuss CIC assistance. The shovel-ready sites at the park along with location adjacent to NCSC’s Kehoe Center is very advantageous to Shelby’s future industrial development.

Mayor John advised that City officials had met with MSI regarding development of Shelby’s downtown green space. Initially, the cost for a design plan was $52,000; however, the City discussed ways to decrease the cost of this plan resulting in a $43,600 quotation.

The Shelby Park Board has contributed $20,000 toward the design plan. Marilyn has had conversation with two private foundations regarding funding assistance. The City hired a grant writer. The design plan is needed to pursue grant opportunities.

Several years ago, the CIC funded a feasibility study for a recreational trail along the Blackfork. This trail would provide recreational opportunities along with assisting the City in accessing the Blackfork to perform maintenance. The design plan proposed by MSI incorporates this recreation trail. The $6,000 funding for the feasibility study can be used as leverage in upcoming grant opportunities.

Marilyn advised that the project design plan is being done in three or four phases. She would like to see a grassroots effort to support the design with different groups participating in various phases of the project.

It is anticipated that it will take four or five months for the design plan to be completed. Grants can be applied for after the plan is complete.

Monty and Dave met with Marilyn and City officials several times since the last CIC meeting. Since the Park Board oversees Shelby’s park system, this project may be better suited to that board. With the CIC’s limited finances, trustees are charged with diligent use of the available funds and need to take into consideration what projects are most advantageous for the entire community.

Ray presented information on the Hec-Ras system that may prove very beneficial to the city in addressing Blackfork flooding issues.

Hec-Ras stands for Hydrologic Engineering Center – River Analysis System. The software creates a computer model of the river and watershed and analyzes the hydrology and hydraulics of the river. The software actually creates a base model tool to work from so that ideas and suggestions can be analyzed as to the impact they would have on the entire river system.

The Army Corp of Engineers has this software and could perform the needed studies; however, projects to address Shelby’s flooding issues could be expedited considerably with Shelby having its own system. Projects located in the floodway need this analysis. The green space development and recreation trail project would need this analysis. This analysis also had to be completed prior to demolition of the Patton buildings on Mohican Street. The money spent to obtain this model could be used as leverage in future grant opportunities which require a 65/35 match.

Stantec is the company that City officials have met with regarding this project. They are presently under contract with FEMA and have worked with the Army Corp of Engineers. Prior to contracting for this work, the Corp’s acceptance and reliance on any analysis would be determined.

The quotation from Stantec for this work is $70,400+. The analysis could be completed by the Army Corp of Engineers; however, it would probably be several years before this work could be done.

A large portion of the initial cost is for fieldwork needed to load the proper information into the system. Ray has investigated training to use the system. Training is available through the University of Wisconsin.

The Blackfork Flood Plain Commission has reached a point where they don’t know how to move forward to address Shelby’s flooding issues. This project could enhance their efforts and provide cause and effect information on the commission’s suggestions and ideas. Presently, there is no way to analyze the information provided by this Commission. The Blackfork Flood Plain Commission is a volunteer commission with no budget or authority. They present recommendations to City Council and City administration.

There are very few grant opportunities for planning. Due to financial difficulties, no financial participation is expected at the county or township level.

This model is the fundamental tool or footer needed to address our flooding issues.

Ray advised that lead-time the project could be six months due in part to the required procurement process for a project of this magnitude.

If the CIC assists with the initial investment of this program, future funding for maintenance and training would need to be determined. A fee-based structure for use of the model could be created to help with these ongoing expenses. A line item in the City’s budget could assist as well. The opportunity for the CIC to recover part of their initial investment was also discussed.

Following REDeC’s closing in the fall; interested parties formed the RCDG to address community development in Richland County. Past efforts were directed at economic development with community development taking the back burner. The two go hand-in-hand since community development leads to additional economic development. The group has identified 20 sectors of focus. Asset mapping is taking place in the various sectors. The focus on “what we have” versus “what we don’t have” has resulted in small positive action steps. Public input is needed and appreciated.

Pat had suggested that CIC agenda’s include trustee email information so that additional correspondence between trustees could be possible. After receiving feedback from some trustees on this request, it was determined that Carol would serve as the clearinghouse for email correspondence. This protects the trustees’ private or business email addresses yet allows for any correspondence desired. Garland reminded CIC trustees that as a public body, email correspondence is considered public record and subject to public record requests.

Dave and Monty met with the mayor and City officials at various times since the last CIC meeting to discuss projects that may be of interest to the CIC. Dave opened the participation in these types of meetings up to other trustees that may have an interest in a particular project. Since the CIC only meets quarterly, these meetings can keep information and progress moving.

Glenn expressed concern about the CIC’s present funding. To remain impactful, the organization needs to generate revenue; otherwise, when the $101,000 presently in the CIC account is gone—we are done.

The CIC assists the City with the sale of property and negotiating leases. The CIC received 6% for their services in selling property on Whitney Avenue for the City. Presently, the leases between the City and private business have minimal income.

Some CICs are funded by the governmental entity they represent. Others have membership based funding. Others have programs that generate revenue such as a revolving loan fund or micro-loan program. Since Carol and Phil (Curren) received some training on micro-loan programs, Carol was asked to research these programs and report back to the CIC. Garland, Glenn, and Linda volunteered to work with Carol in this effort.

Dave suggested additional Internet research on funding of CICs. Jeff volunteered to do this research.

Monty made a motion to adjourn, seconded by Garland and passed. Meeting adjourned at 8:53 AM.

The next meeting of the CIC will be June 7, 2010 at 7:30 AM at the Shelby Chamber of Commerce conference room.

The Community Improvement Corporation of Shelby, Ohio, Inc. Board of Directors met at 7:30 AM on June 7, 2010 at the Shelby Chamber of Commerce. The meeting was presided over by Dave Wagner, President.

Trustees Present: Pat Carlisle, Mark Collins, Glenn Jackson, Marilyn John, Dane Smith Dave Wagner, and Joe Wechter

Trustees Absent: Jeff Albert, Monty Friebel, Garland Gates, Joe Gies, Greg Griffeth, Brad Harvey, and Linda Whited.

Mark made a motion to approve the March 8, 2010 meeting minutes, seconded by Glenn and passed.

Dave presented the financial report. Pat made a motion to approve the financial report, seconded by Dane and passed.

Dave advised that the CIC has extended an offer to the Phillips family to assist with marketing the Technology Park. Marilyn advised that a hotel feasibility study is presently taking place. The results should be available in July. If the technology park were 30% developed and North Central’s plans for a convention center were finalized, it would be beneficial for the feasibility study. Don Plotts held a meeting to discuss the technology park. Good information was shared with the participants. Don offered to accompany Angela Phillips to Indiana to visit a technology park/business incubator. Marilyn advised that the RCDG may be visiting that particular Indiana facility in August.

A “Welcome Team” of business and governmental leaders was discussed. All members of the CIC were interested in serving on this team. Carol will contact Bryan Neff to see if a school representative would be willing to serve in this capacity as well. Further discussion will be held at future CIC meetings.

The first grant request for this project was denied. A decision is expected on the second grant request in approximately one week. A third grant proposal was submitted for the bike trail project.

The green space design cost is $43,600. The Park Board has committed $20,000 toward the project. Considering other potential funding sources, the City is short approximately $10,000 to proceed with the design portion of the project. Marilyn requested the CIC’s consideration of funding $2,000 toward the project.

The design proposal would take approximately four months to complete. Community input will be solicited in the design. The design would encompass more than the present green space and provide a cohesive look for the entire downtown including future potential green space.

Marilyn advised that the USGS made a presentation to the City in April regarding the Hec-Ras study. She also provided information on the efforts of the Flood Plain Commission. Tom Depler has joined the Commission. Tom has experience with the Muskingham Conservative District that will be helpful. Conservative Districts work with watersheds which eliminate political influences in various government bodies and provides a source of funding for work that positively affects the entire watershed. It is possible to have a sub-district of a conservative district. The Blackfork Watershed Sub-District was started several years ago; however, no one knew of this effort. We can activate the sub-district. The Flood Plain Commission voted to do so. The sub-district would cover the Blackfork from its headwaters (Walker Lake Road) to Charles Mill.

If we do a Hec-Ras study, we will be head of the game. The Hec-Ras study proposed by the USGS would cover a 7-1/2 mile stretch of the Blackfork from approximately Myers Road to Plymouth Springmill Road. The quote from the USGS is for $65,300 with the USGS covering 20%. The remaining $52,240 would be paid for in five quarters starting the last quarter of 2010. That would be approximately $10,300 per quarter.

It would take approximately two to three years for activate the sub-district. Information needed to activate includes:

Scope of the problem
Possible solutions to the problem
Engineering study
Hec-Ras study
Watershed Action Plan
Proposal

Two or three projects would need to be submitted to the Conservative District. There is also a grant available that make provide funding for a watershed coordinator.

Pat advised that City Council will become involved in this process as some point in time. The City could serve as the fiscal agent for the sub-district. The Flood Plain Commission plans to make a presentation to Council in July.

Trustees reviewed the first draft of the CIC Funding Request Form. Suggested additions to the request form were a timeline for requested funds to be distributed and additional project cost breakdown information. It was also suggested that a Project Close-Out Form we developed so that the CIC can monitor funded projects and determine the cost-benefit-analysis of projects. Mark made a motion to approve the Funding Request Proposal Fund with suggested changes, seconded by Joe and passed.

Dave reminded trustees that there are various opportunities for them to become involved in projects of interest. Carol will send emails to Trustees reminding them of upcoming meetings in which they may want to participate and report back to the CIC. Presently, the following meetings are scheduled:

Flood Plain Management Commission—meet the 4th Monday of each month at 6:00 PM
June 17—Park Board meets at 7:00 PM at Tucker Park (bring a chair). Green space development will be discussed.
June 11—RCDG meets at 10:00 AM at Shelby City Hall.

Carol provided trustees with information on how various CICs are funded. The information was obtained from Internet research.

Marilyn advised that Barrett Thomas with Braintree was hired by Braintree to administer revolving loan funds. Braintree is awaiting approval of a grant that would make additional funds available for a revolving loan fund. Braintree may be interested in administering other revolving loan funds since the administration is time-consuming for smaller communities. Carol will invite Barrett to the September trustees meeting.

Mark advised that a student entrepreneurial incubator program is being designed by North Central State College. Mark was asked to participate in the development of this program due to his affiliation with the Kehoe Center and as Chairman of the Shelby Chamber. Mark was also designated to serve as the CIC representative. All trustees were fine with this designation.

Dane made a motion to adjourn, seconded by Mark and passed. Meeting adjourned at 8:40 AM.

The next meeting of the CIC will be September 13, 2010 at 7:30 AM at the Shelby Chamber of Commerce conference room.