Minutes, Regular Meeting / July 16, 2018

July 2018 | Minutes

Monday – July 16, 2018 at 5:30 PM

Present

  • F. Edward Devitt, Chairman
  • Edwin Williams, First Vice-Chairman
  • Stephen Rainaldi, Second Vice-Chairman
  • Matthew P. Stoddard, Member
  • Rodney Winchell, Member
  • Joseph Joy, CEO

Absent

  • Robert Mc Laughlin, Esq. Hodgson Russ Attorneys
  • George Cregg, Esq. Hodgson Russ Attorneys

Also Present

  • A. Zambrotta, Assistant Secretary
  • Members of the Audience
  • Suzanne Hadden, Recording Clerk

Agenda

  • Call to Order
  • Website proposals – Discussion
  • Procurement Policy – Discussion
  • Other Business
  • Approval of the May 14, 2018 Meeting Minutes
  • Approval of the June 11, 2018 Meeting Minutes
  • Adjournment

Chairman Devitt called the meeting to order.

Website Proposals – Discussion

  • Chairman Devitt said there have been three proposals submitted and Charlie Graham, President of Volum8 Creative Inc. is in the audience, along with Michael Smith, Project Manager if anyone has any questions on that proposal.
  • Joseph Joy, CEO asked Mr. Graham if he would review his proposal for the board?
  • Mr. Graham said the biggest concern that they have is making sure that the ABO guidelines are met. He sat on the board of directors for the Orange County Partnership for the last year and just recently resigned. Through his time there he learned a lot about ABO regulations. Michael Smith is his right-hand man, he’s director of operations and they have done a lot of work with ABO compliance. They are pretty familiar with ABO regulations, what they are asking for from the website, in conjunction with what government expectations are and ADA compliant expectations. They would make sure all of the materials are visible and accessible on the website and making sure that it actually works on every single device, whether it be a mobile, tablet or desktop. They would make the Town of Montgomery IDA standout as an ABO regulated, in compliance organization.
  • Chairman Devitt asked Attorney Mc Laughlin if he had any suggestions?
  • Attorney Mc Laughlin said the board should review at this meeting what the other proposals were and come to an understanding of what the differences are, not only on the services, but also on the cost and then make a determination based on what services are being provided and what services are required. The ABO is clearly the key, you are not in compliance now, so you need to get into compliance.
  • Chairman Devitt asked CEO Joy to review the other proposals with the board.
  • Joseph Joy said with the other very low priced one, his main concern is that there really isn’t much of what they are going to do. He would suggest that the board chooses a firm that they will be staying with. The other proposal was very costly and seemed to indicate that the base price was going to increase as the website was developed; with no projected cost amount. Also, neither of these two companies are local, so that is another thing to keep in mind. He asked Mr. Graham about the yearly recurring cost for the maintenance and exactly what that was?
  • Mr. Smith and Mr. Graham explained how support maintenance works for the continuing updating of the website and the monthly cost associated with the contract. They would provide training to a staff member for instructions on uploading documents and how to perform website updates. They would record the entire process and there would be a video available after.
  • A further discussion was held on the work involved and monthly costs associated with the contract and the comparisons to the costs of the other proposals.
  • Second Vice Chairman Rainaldi asked for a change in the outline of when the fees would be paid regarding the launching of the website and Mr. Graham had no problem with the change.
  • Mr. Graham reviewed with the board the other companies and government entities he has worked with and the details of his programing of the sites.
  • A discussion was held on the domain name and how the site should be set up through the Town’s current IDA webpage.
  • Second Vice Chairman Rainaldi motioned to accept and move forward with the Volum8 Creative Inc. Contract for the proposal of the design and maintenance of the Town of Montgomery’s IDA Website, seconded by Member Winchell. All in favor, all ayes, motion carried.
  • Attorney Mc Laughlin said you would want in the Resolution the pricing that Member Rainaldi suggested, the 6 plus 4 than 2 after 30-days.
  • Chairman Devitt said yes, that will be included in the motion.
  • Member Winchell asked if what that meant was an approval after it has already been implemented?
  • Second Vice Chairman Rainaldi said yes.
  • Member Winchell asked Mr. Graham and Mr. Smith if they were okay with that?
  • Mr. Graham said they were okay with that.
  • There will be a 50-minute conference call per week that the members will be able to take part of, if necessary. The IDA’s attorneys will review the site before it is up and running to make sure everything is current and all documents are up to date.
  • Attorney Cregg suggested for each board member to have their own email address through the IDA website.

Procurement Policy – Discussion

  • Chairman Devitt asked if the members had a chance to review the draft Procurement Policy and asked Attorney Mc Laughlin to review the policy with the board.
  • Attorney Mc Laughlin said this policy that they drafted is a basic Procurement Policy for all IDA’s that they represent and reviewed the draft with the members.
  • Chairman Devitt motioned to accept the draft Procurement Policy, by Resolution, seconded by First Vice Chairman Williams. All in favor, all ayes, motion carried.

Other Business

  • Chairman Devitt asked if there was any other business that the board would like to discuss? Hearing from no one he asked if all board members had a chance to review the draft minutes?

Approval of the May 14, 2018 IDA Meeting Minutes

  • Second Vice-Chairman Rainaldi motioned to approve the May 14, 2018 meeting minutes as presented, seconded by Member Winchell. All in favor, all ayes, motion carried.

Approval of the June 11, 2018 IDA Meeting Minutes

  • Second Vice-Chairman Rainaldi motioned to approve the June 11, 2018 meeting minutes as presented, seconded by Member Winchell. All in favor, all ayes, motion carried.
  • Attorney Mc Laughlin said they did hand out a revised recapture policy a few weeks back and he then reviewed what the policy is about. The State requires that if you provide benefits to projects and those benefits are misused or if they do not achieve certain benchmarks that the IDA determines; there would need to be a mechanism to be able to recapture those benefits back from the borrower, the recipient. There was a Recapture Policy adopted by the IDA in 2016 and he is suggesting for that one to be revised to include some changes that were made over the last 12 months by the legislature. He previously provided a red-lined version and reminded the board that there is a need to adopt a revised Recapture Policy soon.
  • The board agreed to discuss the Recapture Policy at their next meeting and set a meeting date for Monday, August 13, 2018 at 5:30 p.m.
  • The board discussed the openings still available on the board and finding individuals interested in filling the spots.
  • Joseph Joy, CEO told the board that the PARIS Report is done and entered, and the only item missing is the reports from the businesses that he is waiting to obtain from Nugent and Haeussler.

Second Vice-Chairman Rainaldi motioned to adjourn the meeting, seconded by Member Winchell. All in favor, all ayes, motion carried.