Economic Development Partnership Board Agenda Information Sheet
DEPARTMENT: Economic Development
CM/ DCM/ ACM: Bryan Langley
Date: September 13, 2017
SUBJECT
Title
Receive a report and hold a discussion regarding the Stoke Denton entrepreneur center.
Body
BACKGROUND
On August 22, 2017 staff presented a work session to Council on the Stoke Denton management contract with the Dallas Entrepreneur Center. Council’s direction was to not renew the contract with the Dallas Entrepreneur Center after Sept. 30, 2017, and for City staff to manage Stoke’s operations in the interim while a Request for Proposals is issued for new management.
Staff’s top priority in the transition of Stoke Denton’s management from the Dallas Entrepreneur Center (DEC) to the City is continuity of service for the existing 38 member businesses and their 60 employees. On August 25, 2017, City staff hosted a member meeting at Stoke Denton to provide information, answer questions, and introduce Stoke members to the City’s transition team. Staff communicated the following:
• All current Stoke Denton members are welcome to renew their membership agreements with the City when DEC management ends (45% of current members are tech or tech-enabled businesses)
• Membership pricing structure will not change
• Operational hours will not change
• The City will make every effort to preserve Stoke’s existing community and culture
• A Request for Proposals will be issued for a new management vendor on an accelerated timeline
• Two more member meetings will be held on Sept. 8 and Sept. 22
Transition Team/Roles
The following City staff are the primary members of the Stoke Denton transition team:
• Caroline Booth, Director, Economic Development
o General oversight and coordination with DEC and relevant City departments; RFP process; liaison to City Council and City management
• Paul Desjardins, Enterprise Infrastructure Manager, Technology Services:
o Technology-related items, on-site presence
• Jamie Lindsay, Assistant Manager, Customer Service
o Customer service-related items, on-site presence
• Kerry Montz, Assistant Branch Manager (North Branch)/Business Outreach Librarian, Libraries
o Programming/events, on-site presence
Melissa Kraft (Chief Technology Officer) and Tiffany Thomson (Customer Service Manager) are serving as consultants to the team. Economic Development Department staffer Michelle Coughlin will continue to process payments for rent/utilities and other expenses and serve as liaison to the Martino Group and City Facilities. Economic Development staffer Julie Glover will assume responsibility for social media and website content updates. All Economic Development staff will be available for after-hours event staffing and additional on-site presence, as needed.
Legal Considerations
Deputy City Attorneys Larry Collister and Jennifer DeCurtis are drafting the following documents necessary for the transition, including:
• Non-renewal letter to the DEC
• Fee ordinance
• Membership agreement and ordinance
• Special event rental agreement and ordinance
Fiscal Considerations
Staff is revising the financial reporting structure to provide more accountability for both revenues and expenditures and is working on a detailed operating budget.
Stoke Denton Operations
The transition team is gathering information about and planning for coverage and/or resolution of the following operational items:
• Daily Management
• Programming/Events
• Marketing/Recruitment
• Mentor Program
• Purchase of DEC-owned furniture, fixtures, and equipment currently in the Stoke facility
• Transfer of website, social media platforms, and space management platforms from the DEC to the City
Request for Proposals
The RFP is structured so that potential vendors can submit proposals that range from providing a few management services to a turnkey solution that covers all management services along with subleasing or assuming the lease from the City (would require approval of the landlord). The anticipated schedule for the RFP is listed in the Estimated Schedule of Project section below.
Members of the RFP Evaluation Committee are:
• Todd Hileman, City Manager
• Bryan Langley, Deputy City Manager
• Aaron Leal, Interim City Attorney
• Melissa Kraft, Chief Technology Officer
• Tony Puente, Assistant Director of Finance
• Karen Smith, Purchasing Manager
• Caroline Booth, Director of Economic Development
NEXT STEP
The agreements and ordinances will come before the Council for votes on Sept. 19 to have them in place before Oct. 1.
ESTIMATED SCHEDULE OF PROJECT
Sept. 8, 2017 - Request for Proposals is issued for new management of Stoke Denton
Sept. 12, 2017 - Work session on Stoke transition
Sept. 19, 2017 - Fee schedule and membership agreements presented for Council vote
Sept. 30, 2017 - DEC contract for Stoke Denton management ends
Oct. 1, 2017 - City management of Stoke Denton begins
Oct. 2, 2017 - Request for Proposals closed
Oct. 6, 2017 - Evaluation Committee’s first review of qualified proposals
Oct. 20, 2017 - Preferred vendor selected by Evaluation Committee
Nov. 10, 2017 - Contract with preferred vendor executed
Dec. 1, 2017 - Vendor begins management of Stoke Denton
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Economic Development
Related Goal: 3.4 Encourage development, redevelopment, recruitment, and retention
Respectfully submitted:
Caroline Booth
Director of Economic Development