HomeMy WebLinkAboutCDCpkt2014-11-06CORPORATION
November 6, 2014
Meeting Packet
AGENDA
ANNA COMMUNITY DEVELOPMENT CORPORATION
November 6. 2014 of 5:00 p.m.'
ANNA CITY HALL ADMINISTRATION BUILDING,
COMMUNITY 111 N. POWELL PKWY., ANNA, TEXAS
DEVELOPMENT
CORPORATION
The Anna Community Development Corporation will conduct a meeting at 5:00 P.m.' on
November 6. 2014, at the Anna City Hall Administration Building, 111 N. Powell
Parkway, to consider the following items: ll/
1. Call to Order.5 %5 tQ fjn M MAD
2. Roll Call and Establishment of Quorum.14VI.— jL( .'• /� t'��, +t3 U i�'
3. Invocation and Pledge. n l cj
4. Consider and Discuss partnering with the Chamber to create a magazine style print
advertising piece.
5. Consider/Discuss/Action regarding passing<an
olutio to enter into a revised
professional services contract with LaFollett off aCPA firm to complete
IRS forrq 99q a uall , n annual audik. and annual W]0 ss. ,
Ird
6. Review and Discuss last fiscal year's budget. w
7. Consider/Discuss/Action regarding�pproving the minutes from October 9, 2014.
y
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This is to certify that I, Jessica Perkins, Chief Administrative Officer, posted this agenda
at a place readily accessible to the public at the Anna City Hall and on the City Hall
bulletin board at or before 5:00 p.m., November 3, 2014.
Je I a Perkins C ie Administrative Officer
I ADDITIONAL NOTICE REGARDING MEETING TIME: In the event that the Anna Economic Development Corporation
meets at the same time and place scheduled for this meeting, then this meeting will be delayed and will begin immediately
after the conclusion of the meeting of the Anna Economic Development Corporation.
IMPORTANT LEGAL NOTICE: The Corporation may vote and/or act upon each of the items listed in this agenda. The
Corporation reserves the right to retire Into executive session concerning any of the Items listed on this agenda, whenever
It is considered necessary and legally justified under the Open Meetings Act. Disabled persons who want to attend this
meeting and who may need assistance should contact the City Secretary at 972-924-3325 two working days prior to the
meeting so that appropriate arrangements can be made.
Meeting: November 6, 2014
Staff Contact: Jessica Perkins
Exhibits: _X—Yes No
Item No. 4
Anna
Community Development
Corporation Agenda Staff Report
AGENDA SUBJECT: Consider and Discuss partnering with the Chamber to create a
magazine style print advertising piece.
SUMMARY: Several years ago the EDC and CDC created a folder with the City's new
brand that contained information on the community. The folders are nearly gone and
pretty outdated. Connie with the Chamber asked if we would partner with them to create
a new print piece. The concept is a magazine style that highlights:
History/Welcome page
School locations, enrollment, future plans
Downtown Plan
Income Levels
Largest Employers
CivicNolunteer Pride
City Map (possible a 2 page spread)
Parks
Business Growth
Incentives/Benefits for locating in Anna
Traffic Counts
Growth Rates/Patterns
Future neighborhoods
Current vs. Future stats
Staff will work closely with the Chamber to create the content of these areas.
STAFF RECOMMENDATION: Staff recommends you approve the project. At a later
date staff will review general content and have pricing information.
r
COMMUNITY
DEVELOPMENT
CORPORATION
Meeting: November 6, 2014
Staff Contact: Jessica Perkins
Exhibits: _X—Yes No
Item No. 5
Anna
Community Development
Corporation Agenda Staff Report
AGENDA SUBJECT: Consider/Discuss/Action regarding passing a resolution to enter
into a revised professional services contract with LaFollett and Abbott a CPA firm to
complete IRS form 990 annually, an annual audit, and annual W -9's.
SUMMARY: Over the past few years I have collected W -9's and completed 1099s for
the corporation. Each year I have to purchase the forms and fill them out by hand. This
past year we were contacted by the IRS as having an error in one of the forms. The error
was really with the IRS, but nonetheless required me to contact our CPA and have them
handle the matter. To avoid this issue in the future it is best to have our CPA handle all
tax related forms.
STAFF RECOMMENDATION: Staff recommends you pass the resolution.
ANNA COMMUNITY DEVELOPMENT CORPORATION
RESOLUTION NO.
A RESOLUTION OF THE ANNA COMMUNITY DEVELOPMENT CORPORATION
AUTHORIZING THE CHIEF ADMINISTRATIVE OFFICER TO ACT ON THE BOARD'S
BEHALF IN EXECTUING A REVISED CONTRACT FOR CONSULTING SERVICES
TO ASSIST WITH IRS FORM 990, AN ANNUAL AUDIT, AND ANNUAL 1099's
WHEREAS, the Anna Community Development Corporation (the "CDC") desires to
authorize their Chief Administrative Officer to procure the professional consulting
services of LaFollett and Company PLLC Certified Public Accounts for assistance with
completing and filing IRS Form 990 annually, conducting an annual audit, and
completing and filing 1099's annually; and
WHEREAS, the CDC has determined that the above -referenced services are in the best
interests of the CDC and the City of Anna; and
NOW THEREFORE, BE IT RESOLVED BY THE ANNA COMMUNITY
DEVELOPMENT CORPORATION, THAT:
Section 1. Recitals Incorporated
The recitals set forth above are incorporated herein for all purposes as if set forth in full.
Section 2. Authority to Execute Consulting Services Agreement
The Board of Directors of the Anna Community Development Corporation authorizes
the Chief Administrative Officer to execute, on behalf of the CDC, and subject to
approval of the form and content by the CDC's legal counsel, a revised contract with -
LaFollett and Company PLLC for professional tax services not to exceed $5000
annually without further Board approval, said authority to include execution of all
necessary documents to consummate the business relationship with said consultant.
PASSED AND APPROVED by the Anna Community Development Corporation this
day of 2014.
APPROVED:
John Houcek, CDC President
ATTEST:
Sherilyn Godfrey, CDC Secretary
ANNA CDC RESOLUTION NO._ PAGE 1 OF 1
October 31, 2014
Jessica Perkins
Anna CDC
P.O. Box 776
Anna, TX 75409
and Abbott PLLC
Certified Public Accountants
RE: Engagement Letter for September 30, 2014 IRS Form 990 Return
Dear Jessica:
Susan La Follett, CPA— Partner
Rod Abbott, CPA— Partner
This letter is to confirm and specify the terms of our engagement with you and to clarify the nature and
extent of the services we will provide. In order to ensure an understanding of our mutual responsibilities,
we ask all clients for whom returns are prepared to confirm the following arrangements.
We will prepare the September 30, 2014 and future period Form 990 Return of Organization Exempt
From Income Tax return from information which you will furnish to us. We will not audit or otherwise
verify the data you submit, although it may be necessary to ask you for clarification of some of the
information.
It is your responsibility to provide all the information required for the preparation of complete and
accurate return. You should retain all documents, cancelled checks and other data that form the basis of
income and deductions. These may be necessary to prove the accuracy and completeness of the return to
a taxing authority. You represent to us that the information you are supplying to us is accurate and
complete to the best of your knowledge. We are not responsible for disallowed deductions, or the
inclusion of additional unreported income or any resulting taxes, penalties, or interest. You have the final
responsibility for the income tax return and, therefore, you should review them carefully before you sign
them.
Our work in connection with the preparation of your income tax return does not include any procedures
designed to discover defalcations and/or irregularities, should any exist. We will render such accounting
and bookkeeping assistance as determined to be necessary for preparation of the income tax return.
Your return may be selected for review by the taxing authorities. Any proposed adjustments by the
examining agent are subject to certain rights of appeal. hi the event of such government tax
examinations, we will be available upon request to represent you and will render additional invoices for
the time and expenses incurred. These services are not included in our fee for preparation of your return.
You understand that, in the event of preparer error, you are responsible for additional tax and interest that
may be due, but our responsibility is to pay for any penalty that the IRS may asses.
LaFollett and Abbott PLLC
PO Box 717 • Tom Bean, TX , 75489
Your Form 990 tax return is due February 15, 2015. An extension may be made to May 15, 2015. An
extension request is for additional time to file the return, not for additional time to pay tax. If you would
like for us to prepare the extension request, please call, fax, or email us as noted below as soon as
possible.
We estimate our fees for these services to be $1,000 for the 2014 990 return and $25 if an extension is
required. Also, we will prepare payroll reports such as Quarterly 940, 941, and TWC reports and year
end info such as W-2's, 1099's, etc. These services will be billed at an hourly rate, except that we agree
that our gross fees, will not exceed $5,000. Under a separate engagement letter with the City of Anna, the
audit fee is estimated at $950. If significant additional time is necessary, we will discuss it with you and
arrive at a new fee estimate before we incur the additional costs. Our standard hourly rates are: CPA $150
to $195, Senior $135, Staff $85, and Admin $45.
We will bill Anna CDC as work is completed. Our invoices are due upon receipt.
If you have any questions about this, please call Susan LaFollett or Kim Cross by phone at (903) 546-
6975, by fax at (903) 546-6017, or by email at susan.lafolleft@lafollettcpa.com or
kim.cross@lafollettcpa.com.
If the foregoing fairly sets forth your understanding, please sign the enclosed copy of this letter in the
space indicated and return it to our office. However, if there are other tax returns you expect us to
prepare, please inform us by noting so at the end of the return copy of this letter and return to LaFollett &
Abbott PLLC,118 Cottonbelt, PO Box 717, Tom Bean, TX 75489-0717.
We want to express our appreciation for this opportunity to work with you.
Sincerely,
LaFollett & Abbott PLLC
Certified Public Accountants
Response:
This letter sets forth the understanding of Anna CDC
Print Name:
Officer Signature:
Title:
Date:
DEVELOPMENT
CORPORATION
Meeting: November 6.2014
Staff Contact: Jessica Perkins
Exhibits: _X—Yes No
Item No. 6
Anna
Community Development
Corporation Agenda Staff Report
AGENDA SUBJECT: Review and Discuss last fiscal year's budget.
SUMMARY: The end of the fiscal year was Sept. 30s'. Last month staff wrapped up
outstanding invoices and collected data for the annual audit. Attached is breakdown of
were the CDC ended up in each line item for the year.
STAFF RECOMMENDATION: n/a
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Meeting: November 6, 2014
Staff Contact: Jessica Perkins
Exhibits: _X—Yes No
Item No. 7
Anna
Community Development
Corporation Agenda Staff Report
AGENDA SUBJECT: Consider/Discuss/Action regarding approving the minutes from
October 9, 2014.
SUMMARY: n/a
STAFF RECOMMENDATION: Staff recommends you approve the minutes.
MINUTES OF MEETING OF THE
ANNA COMMUNITY DEVELOPMENT CORPORATION
Thursday, October 9, 2014
The Anna Community Development Corporation ("CDC') of the City of Anna met at 5:00 p.m.,
on Thursday, October 9, 2014, at the Anna City Hall Administration Building, 111 North Powell
Parkway (Hwy. 5), and Anna, Texas, to consider the following items.
1. Roll Call and Establishment of Quorum.
John Houcek, President, called the meeting to order at 5:07 p.m. Roll call was taken
and a quorum was established.
2. Roll Call and Establishment of Quorum.
Directors present were: Jeffrey Sykes, Lee Miller, Connie Stump, John Houcek, Alonzo
Tutson, Doug Hermann and Michael Williams.
Directors in abstention: None.
Others in attendance: Jessica Perkins, Chief Administrative Officer ("CAO"); Clark
McCoy, legal counsel for Anna Community Development Corporation; newly -appointed
secretary, Sherilyn Godfrey.
3. Invocation and Pledge.
John Houcek offered the prayer and led the group in the Pledge of Allegiance.
4. Presentation from Mubina Gillani, Founder of Empowered Training Centre
regarding an update on the business and fulfillment of performance measures.
Even though, the business is not yet operating in the black, the center here in Anna
Empowered Training Centre ("ETC') (d/b/a MyCourseRoom.com) has increased the
number of learners from 6,000 to 12,000. There is an average of 600 new enrollees
every month. Either the enrollee is involved in content free classes or paying for
certificates.
Ms. Gillani has placed ads in the local newspaper for additional salespeople. As to date,
no one that has responded to the ad has been qualified; or others have failed to show up
for a scheduled interview. But Ms. Gullani is still working to increase the number of
employees as set forth in the agreement.
1. The Corporation may vote and/or act upon each of the items listed in this agenda.
2. The Corporation reserves the right to retire into executive session concerning any of the items listed on this agenda, whenever
it is considered necessary and legally justified under the Open Meeting Act.
3. Persons with a disability who want to attend this meeting who may need assistance should contact the office of the City
Secretary at 972 924-3325 two working days prior to the meeting so that appropriate arrangements can be made.
10-09-2014 CDC Minutes.doc
5.
6.
7
Consider/Discuss/Action regarding approving a resolution to purchase and install
a garage disposal and dishwasher at 312 North Powell Parkway.
Because EDC statutory requirements do not allow for this type of expenditure apart from
a "site improvement project," Anna Community Development Corporation must approve
the expenditure in order to move forward with these improvements. After a brief
discussion, Jeffrey Sykes made a motion to adopt the resolution approving and
authorizing the Chief Administrative Officer to charge the Anna Community Development
Corporation's contract services line item, in an amount not to exceed $1,500, for a
garbage disposal and dishwater at 312 North Powell Parkway. Lee Miller seconded the
motion. Motion passed.
Ethics Training presentation by Clark McCoy, Esq., legal counsel for both
Corporations.
The material presented by Mr. McCoy outlined the common conflicts of interest that a
city official (in this instance, board members of CDC and EDC) may occur during his/her
term of service.
Closed Session.
a. Discuss or deliberate the purchase, exchange, lease, or value of real property
(Tex. Gov't Code §551.072).
b. Discuss or deliberate Economic Development Negotiations:
(1) To discuss or deliberate regarding commercial or financial information that the
Board of Directors has received from a business prospect that the Board of
Directors seeks to have locate, stay, or expand in or near the territory of the City
of Anna and with which the Board is conducting economic development
negotiations; or
(2) To deliberate the offer of a financial or other incentive to a business prospect
described by subdivision (1) (Tex. Gov't Code §551.087)
Not necessary.
1. The Corporation may vote and/or act upon each of the items listed in this agenda.
2. The Corporation reserves the right to retire into executive session concerning any of the items listed on this agenda, whenever
it is considered necessary and legally justified under the Open Meeting Act.
3. Persons with a disability who want to attend this meeting who may need assistance should contact the office of the City
Secretary at 972 924-3325 two working days prior to the meeting so that appropriate arrangements can be made.
10-09-2014 CDC Minutes.doc
8. Consider/Discuss/Action regarding approving of minutes from August 7, 2014 and
September 4, 2014.
Lee Miller made a motion to approve the minutes as written. Michael Williams seconded
the motion. Motion passed.
9. Adjourn.
Alonzo Tutson made a motion to adjourn the meeting. Doug Hermann seconded the
motion and the meeting was adjourned at 6:14 p.m.
APPROVED:
John Houcek
President of CDC
ATTESTED:
Sherilyn Godfrey
Secretary of CDC
I. The Corporation may vote and/or act upon each of the items listed in this agenda.
2. The Corporation reserves the right to retire into executive session concerning any of the items listed on this agenda, whenever
it is considered necessary and legally justified under the Open Meeting Act.
3. Persons with a disability who want to attend this meeting who may need assistance should contact the office of the City
Secretary at 972 924-3325 two working days prior to the meeting so that appropriate arrangements can be made.
10-09-2014 CDC Minutes.doc