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HomeMy WebLinkAbout050321_ca20 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Morley, County Administra r DATE: May 3, 2021 RE: Designating EDC Team Jefferson as Jefferson County's Associate Development Organization for the 2021-2023 Biennium (July 1, 2021—June 30, 2023) to the Washington State Department of Commerce STATEMENT OF ISSUE: The Board of County Commissioners will consider approving an Associate Development Organization Certification/Designation Form with the Washington State Department of Commerce, designating EDC Team Jefferson as the County's Associate Development Organization for the 2021-2023 Biennium (July 1, 2021—June 30, 2023). ANALYSIS: Every two years, the Jefferson County Commissioners must designate an Associate Development Organization (ADO)to the Washington State Department of Commerce for the next biennium. After an extensive process in consultation with the City of Port Townsend, Port of Port Townsend, Public Utility District No. 1 and EDC Team Jefferson,the County developed a Final Concept Paper for the ADO for the next biennium, and has entered into an ADO Pre- Designation Agreement with EDC Team Jefferson. The next step is for Jefferson County to submit an Associate Development Organization Certification/Designation Form to the Washington State Department of Commerce, designating EDC Team Jefferson as the County's Associate Development Organization for the 2021-2023 Biennium (July 1, 2021—June 30, 2023). FISCAL IMPACT: None from the designation. However, the County and other local governments will need to consider funding commitments to fund the economic development activities of the ADO. To accomplish an expanded economic development mission and increased services, sufficient funding must be identified from the County, sister jurisdictions and others. RECOMMENDATION: Staff recommends that the Board of County Commissioners authorize Chair Dean to execute and submit an Associate Development Organization Certification/Designation Form to the Washington State Department of Commerce, designating EDC Team Jefferson as the County's Associate Development Organization for the 2021-2023 Biennium (July 1, 2021—June 30, 2023). VE Y: te%.a7:2-re Philip Mo ty-Adrn is rator Date Washington State Department of i,► Commerce Associate Development Organization Certification/Designation Form (For use by County officials) Jefferson County affirms/designates the EDC Team Jefferson (Name of County) (Name of ADO) as the Associate Development Organization to coordinate economic development services for the county under contract with the Washington State Department of Commerce. Consistent with statutory requirements: 1 ■ The prospective ADO is a non-profit organization. OR A public entity that has formed an authority or committee with full operating authority to carry out the duties of the ADO. It is important to recognize that this group would have its own authority and budget, not just the power to recommend actions/plans/expenses. 2 Economic development is the primary mission of the prospective ADO, and not just a secondary activity. This can be demonstrated with a written Itmayalso be statement in a brochure, web-page, newsletter, etc. mission documented in the organization's by-laws. 3 For economic interests in the county, this organization serves as a networking tool and resource hub for business retention, expansion, and relocation in Washington. 4 This organization has/will have the capacity during the period under contract with Commerce to carryout work activities as detailed in RCW 43.330.080 This designation is effective on the date signed below, and shall remain in effect for the 2021- 2023 biennium (07/01/2021-06/30/2023). Please provide documentation of the County executive or governing body's action designating the above-identified organization as the ADO. Kate Dean Signature Print Name Chair, Board of County Commissioners May 3, 2021 Title Date PLEASE SUBMIT THIS FORM AND DOCUMENTATION TO: Diana Divens, ADO Contracts Coordinator at: ® diana.divensCa�commerce.wa.gov Office of Economic Development and Competitiveness Washington State Department of Commerce Post Office Box 42525 Olympia, WA 98504-2525 360-725-4187 Revised (02/22/21) sTerM 0 it ;; SS 1 zit/ STATE OF WASHINGTON DEPARTMENT OF COMMERCE 1011 Plum Street SE•PO Box 42525•Olympia,Washington 98504-2525•360-725-4000 www.commerce.wa.gov March 11, 2021 The Honorable Kate Dean, Chair Jefferson County Board of Commissioners PO Box 1220 Port Townsend, WA 98368 Dear Commissioner Dean: Every two years, the Department of Commerce begins the process of contracting with Associate Development Organizations (ADOs) by sending a letter to the Board of County Commissioners or County Executive in each county requesting designation of an ADO. Commerce is directed by RCW 43.330.080 to contract with county-designated ADOs to increase the support for and coordination of community and economic development services in communities or regional areas. As part of the contracting process, please complete the enclosed ADO Certification/Designation Form for the 2021-2023 Biennium, returning to Commerce by April 15, 2021. Your county can choose to re-designate the current ADO or make a new designation. Please see the enclosed Eligibility and Designation Guidelines. Thank you for your consideration in helping to move the contracting process forward in a quick manner. I look forward to working with our ADO partners during the next biennium. Sincerely, Chris Green Assistant Director Enclosures cc w/enclosures: Economic Development Council Team Jefferson Washington State ''►. CO De partment Associate Development Organizations Eligibility & Designation Guidelines March 2021 Overview Washington's Department of Commerce (Commerce) maintains a contracted partnership with 35 Associate Development Organizations (ADOs), serving 39 counties, through both technical assistance and funding for local economic development activities. Each county in the state has designated an organization as their ADO to partner with Commerce and serve as the lead on local economic development activities in their county. This guide is provided to assist county leaders in the process of designating the most effective organization to serve as the ADO for their county. The criteria that Commerce uses to approve and negotiate a contract with a county-designated ADO is also covered. The origins of ADOs date back to Governor Booth Gardner's Team Washington strategy that was initiated in 1985 to develop public-private, and state-local partnerships across the state. At first the Local Economic Development Assistance Program (LEDA) provided administrative grants to 33 ADOs that served the state's 39 counties. ADOs were to become the principal contact for the department and all county economic development elements (chambers, towns, ports, businesses, etc.) would coordinate their efforts through their local ADO. Expectations of ADOs The broad role of an Associate Development Organization is that of advocacy and leadership, serving as the point of contact for local economic activities, recruiting/hosting new businesses, and coordinating business retention and expansion efforts within its service area. The ADO serves as the principal contact for Commerce regarding economic activity in their area. ADOs help Commerce gather data about community profiles, industrial sites, plans for business development and retention, reports on business activities, and proposals for other economic activities in their service areas. ADOs are described in more detail in RCW 43.330.080, and a copy of that code is provided in the reference section of this guide. Specific expectations of the ADO, as assessed by Commerce for contracting purposes include: 1) Partner with Commerce: The designated ADO organizations shall partner with Commerce as the lead local economic development organization in their service area to deliver economic development services at the local level. Through a contracted partnership, Commerce determines the scope of services delivered under the ADO grant/contract in collaboration with the ADO. The ADO works closely with Commerce to develop and carry out strategies and show potential for long-term sustainable growth. 2) Contracting Organizations (ADOs) in each Community or Regional Area Must Be "broadly representative of community and economic interests... capable of identifying key problems... and mobilizing broad support for recommended initiatives." The code lists key players as: • local governments • chambers of commerce • workforce development councils • port districts • labor groups • institutions of higher education • community action programs • other appropriate private, public, or nonprofit community and economic development groups. 2 3) Best Practice Sharing: ADOs must meet and share best practices with other ADOs at least two times a year. 4) Resources and Services Provided to Local Businesses: ADOs shall provide direct assistance, including business planning, to companies throughout the county who need support to stay in business, expand, or relocate to Washington from out of state or other countries. Assistance must comply with business recruitment and retention protocols established in RCW 43.330.062. 5) Regional Planning: Support for regional economic research and regional planning efforts to implement target industry sector strategies and other economic development strategies including cluster-based strategies. 6) Reports to Commerce: ADOs report quarterly on activity outcomes; i.e., Business Retention and Expansion assistance; Business Recruitment, Entrepreneurial Business Start-ups, etc. They also provide information on how they coordinate and collaborate with other organizations and jurisdictions in their counties, as well as other significant accomplishments. Timelines for reporting are in each grant/contract. 7) Formal designation by County: The County's Board of Commissioners must formally designate an organization to serve as its ADO, providing Commerce with a signed statement of designation along with a certification of eligibility. 3 References RCW 43.330.080 Coordination of community and economic development services — Contracts with county- designated associate development organizations — Scope of services — Business services training. (1)(a) The department must contract with county-designated associate development organizations to increase the support for and coordination of community and economic development services in communities or regional areas. The contracting organizations in each community or regional area must: (i) Be broadly representative of community and economic interests; (ii) Be capable of identifying key economic and community development problems, developing appropriate solutions, and mobilizing broad support for recommended initiatives; (iii) Work closely with the department to carry out state-identified economic development priorities; (iv) Work with and include local governments, local chambers of commerce, workforce development councils, port districts, labor groups, institutions of higher education, community action programs, and other appropriate private, public, or nonprofit community and economic development groups; and (v) Meet and share best practices with other associate development organizations at least two times each year. (b) The scope of services delivered under the contracts required in (a) of this subsection must include two broad areas of work: (i) Direct assistance, including business planning, to companies throughout the county who need support to stay in business, expand, or relocate to Washington from out of state or other countries. Assistance must comply with business recruitment and retention protocols established in RCW 43.330.062, and includes: (A) Working with the appropriate partners throughout the county including, but not limited to, local governments, workforce development councils, port districts, community and technical colleges and higher education institutions, export assistance providers, impact Washington, the Washington state quality award council, small business assistance programs, innovation partnership zones, and other federal, state, and local programs to facilitate the alignment of planning efforts and the seamless delivery of business support services within the entire county; (B) Providing information on state and local permitting processes, tax issues, export assistance, and other essential information for operating, expanding, or locating a business in Washington; (C) Marketing Washington and local areas as excellent locations to expand or relocate a business and positioning Washington as a globally competitive place to grow business, which may include developing and executing regional plans to attract companies from out of state; (D) Working with businesses on site location and selection assistance; (E) Providing business retention and expansion services throughout the county. Such services must include, but are not limited to, business outreach and monitoring efforts to identify and address challenges and opportunities faced by businesses, assistance to trade impacted businesses in applying for grants from the 4 federal trade adjustment assistance for firms program, and the provision of information to businesses on: (I) Resources available for microenterprise development; (II) Resources available on the revitalization of commercial districts; and (III) The opportunity to maintain jobs through shared work programs authorized under chapter 50.60 RCW; (F) Participating in economic development system-wide discussions regarding gaps in business start-up assistance in Washington; (G) Providing or facilitating the provision of export assistance through workshops or one-on-one assistance; and (H) Using a web-based information system to track data on business recruitment, retention, expansion, and trade; and (ii) Support for regional economic research and regional planning efforts to implement target industry sector strategies and other economic development strategies, including cluster-based strategies. Research and planning efforts should support increased living standards and increased foreign direct investment, and be aligned with the statewide economic development strategy. Regional associate development organizations retain their independence to address local concerns and goals. Activities include: (A) Participating in regional planning efforts with workforce development councils involving coordinated strategies around workforce development and economic development policies and programs. Coordinated planning efforts must include, but not be limited to, assistance to industry clusters in the region; (B) Participating with the state board for community and technical colleges as created in RCW 28B.50.050, and any community and technical colleges in the coordination of the job skills training program and the customized training program within its region; (C) Collecting and reporting data as specified by the contract with the department for statewide systemic analysis. In cooperation with other local, regional, and state planning efforts, contracting organizations may provide insight into the needs of target industry clusters, business expansion plans, early detection of potential relocations or layoffs, training needs, and other appropriate economic information; (D) In conjunction with other governmental jurisdictions and institutions, participating in the development of a countywide economic development plan. (2) The department must provide business services training to the contracting organizations, including but not limited to: (a) Training in the fundamentals of export assistance and the services available from private and public export assistance providers in the state; and (b) Training in the provision of business retention and expansion services as required by subsection (1)(b)(i)(E) of this section. [2014c112§111;2012c195§1;2011c286§2;2009c151 §10;2007c249§2;1997c60§1;1993c280§11.] 5 Notes: Findings -- Intent -- 2007 c 249: "The legislature finds that economic development success requires coordinated state and local efforts. The legislature further finds that economic development happens at the local level. County-designated associate development organizations serve as a networking tool and resource hub for business retention, expansion, and relocation in Washington. Economic development success requires an adequately funded and coordinated state effort and an adequately funded and coordinated local effort. The legislature intends to bolster the partnership between state and local economic development efforts, provide increased funding for local economic development services, and increase local economic development service effectiveness, efficiency, and outcomes." [2007 c 249 § 1.] RCW 43.330.082 Contracting associate development organizations — Performance measures and summary of best practices — Remediation plans — Report 1)(a) Contracting associate development organizations must provide the department with measures of their performance and a summary of best practices shared and implemented by the contracting organizations. Annual reports must include the following information to show the contracting organization's impact on employment and overall changes in employment: Current employment and economic information for the community or regional area produced by the employment security department; the net change from the previous year's employment and economic information using data produced by the employment security department; other relevant information on the community or regional area; the amount of funds received by the contracting organization through its contract with the department; the amount of funds received by the contracting organization through all sources; and the contracting organization's impact on employment through all funding sources. Annual reports may include the impact of the contracting organization on wages, exports, tax revenue, small business creation, foreign direct investment, business relocations, expansions, terminations, and capital investment. Data must be input into a common web-based business information system managed by the department. Specific measures, data standards, and data definitions must be developed in the contracting process between the department and the contracting organization every two years. Except as provided in (b) of this subsection, performance measures should be consistent across regions to allow for statewide evaluation. (b) In addition to the measures required in (a) of this subsection, contracting associate development organizations in counties with a population greater than one million five hundred thousand persons must include the following measures in reports to the department: (i) The number of small businesses that received retention and expansion services, and the outcome of those services; (ii) The number of businesses located outside of the boundaries of the largest city within the contracting associate development organization's region that received recruitment, retention, and expansion services, and the outcome of those services. (2)(a) The department and contracting associate development organizations must agree upon specific target levels for the performance measures in subsection (1) of this section. Comparison of agreed thresholds and actual performance must occur annually. (b) Contracting organizations that fail to achieve the agreed performance targets in more than one-half of the agreed measures must develop remediation plans to address performance gaps. The remediation plans 6 must include revised performance thresholds specifically chosen to provide evidence of progress in making the identified service changes. (c) Contracts and state funding must be terminated for one year for organizations that fail to achieve the agreed upon progress toward improved performance defined under (b) of this subsection. During the year in which termination for nonperformance is in effect, organizations must review alternative delivery strategies to include reorganization of the contracting organization, merging of previous efforts with existing regional partners, and other specific steps toward improved performance. At the end of the period of termination, the department may contract with the associate development organization or its successor as it deems appropriate. (3) The department must submit a final report to the legislature by December 31st of each even-numbered year on the performance results of the contracts with associate development organizations. [2014 c 112§112,2012 c 195§2;2011 c286§3;2009c518§15,2007c249§3.J Notes: Findings -- Intent -- 2007 c 249: See note following RCW 43.330.080. Revised (02/22/2021) 7 . T . Jefferson These Bylaws of Economic Development Council of Jefferson County are made and have been amended as of 8/20/2020. 1. Organization a. The name of the organization shall be EDC Team Jefferson. b. The organization may, at its pleasure, by a vote of the membership body, change its name. 2. Purposes To develop and promote economic development and adequate employment for Jefferson County citizens through a coordinated and integrated long-range development plan and implementation of supporting programs. 3. Meetings a. The annual meeting of this organization shall be held in June each year. b. The Secretary shall notify participants telling time and place of such annual meeting. c. Regular meetings of this organization shall be held at a location agreed by the Board. The location will be publicized at least two weeks prior via email or regular mail. d. The presence of not less than 50% of the members shall constitute a quorum and shall be necessary to conduct the business of this organization, but a lesser percentage may adjourn the meeting for a period of not more than 2 weeks from the date scheduled by these Bylaws and the secretary shall cause a notice of this scheduled meeting to be sent to all those who were present at the meeting originally called. A quorum as herein before set forth shall be required at any adjourned meeting. e. Special meetings of this organization may be called by the President as needed for the best interest of the organization. Notices of such meetings shall be emailed to them at their current email address at least 5 days before the scheduled date set for such a special meeting. Such notice shall state the reasons that such meeting has been called, the business to be transacted at such meeting and who called it. At the request of 25% of the members of the Board of Directors or 50% of those present, the President shall cause a special meeting to be called but such request must be made in writing at least 30 days before the requested scheduled date. f. No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all those present at such a meeting. 4. Voting a. At all meetings, a simplified voting process by voice will be used. This voting method includes election of directors and officers, as well as motions of the organization. b. At any time, including prior to any meeting, any director can require that the ballot method be used for conducting a vote. c. The ballots shall be provided by the Secretary and there shall not appear any place on such ballot that might indicate the person who cast such ballot. d. Further, in the case of ballot voting, the chairman shall, prior to the commencement of balloting, appoint a committee of three who shall act as 'inspectors of election'who shall, at the conclusion of such balloting, certify in writing to the chairman the result and the certified copy shall be physically affixed in the minute book for the minutes of that meeting. e. No inspector of election shall be a candidate for office or shall be personally interested in the question voted upon. EDC Team Jefferson Bylaws Rev. 8/20/2020 Page 1 of 3 5. Typical Order of Business a. Attendance noted b. Approval of the agenda and minutes from the preceding meeting c. Reports of sectors and committees d. Old and unfinished business e. New business f. Adjournment 6. Board of Directors a. The business of this organization shall be managed by a Board of Directors consisting of not fewer than 5 or greater than 15 members, including the officers of this organization. All directors elected shall be residents of Jefferson County, WA and citizens of the United States of America. b. The directors to be chosen for the ensuing year shall be chosen at the annual meeting of this organization in the same manner and style as the officers of this organization and they shall serve for a term of 3 years. Directors will be limited to 2 consecutive terms of service after which a minimum of one year absence must be observed prior to reinstatement. c. An individual director's annual responsibilities include attending scheduled Board meetings with no more than 3 excused absences, personally conducting a minimum of 3 Business Recruitment and Expansion (BRE) consulting sessions with local businesses and professionals, and championing at least one EDC project. d. The Board of Directors shall have the control and management of the affairs and business of this organization. Such Board of Directors shall only act in the name of the organization when it shall be regularly convened by its chairman after due notice to all the directors of such meeting. e. Each director shall have one vote and such voting may not be done by proxy, but may be submitted electronically. f. The Board of Directors may make such rules and regulations covering its meetings as it may in its discretion determine necessary. g. Vacancies in the Board of Directors shall be filled by a vote of the majority of the remaining members of the Board of Directors for the balance of the term of the departing director. h. The President of the organization, by virtue of his office shall be Chairman of the Board of Directors. i. The Board of Directors shall select from their members, a Secretary, Treasurer, and Vice President. j. A director may be removed when sufficient cause exists for such removal. The Board of Directors may entertain charges against any director. A director may be represented by counsel upon any removal hearing. The Board shall adopt such rules for this hearing, as it may, in its discretion, consider necessary for the best interests of the organization. 7. Officers a. The officers of the organization that make up the Executive Committee shall be as follows: i. President ii. Vice President iii. Secretary iv. Treasurer b. The Executive Committee is responsible for setting Board agendas, dealing with emergent situations, overseeing personnel processes, and making recommendations to the Board. c. The President shall preside at all meetings. He/she shall, by virtue of his office, be Chairman of the Board of Directors. He/she shall present at each annual meeting of the organization, an annual report of the work of the organization. He/she shall appoint all committees,temporary or permanent and see that all books, reports and certificates required by law are properly kept or filed. He/he shall be one of the officers EDC Team Jefferson Bylaws Rev. 8/20/2020 Page 2 of 3 who may sign the checks or drafts of the organization. He/she shall have such powers as may be reasonably construed as belonging to the chief executive of any organization. d. The Vice President shall, in the event of the absence or inability of the President to exercise their office become acting President of the organization with all the rights. Privileges and powers as if they had been the duly elected President. e. The Secretary is responsible for keeping the minutes and records of the organization in appropriate books. It shall be their duty to file any certificate required by any statute, federal or state. He/she shall give and serve notices to members of this organization and shall be the official custodian of the records and seal. He/she may be one of the officers required to sign checks and drafts of the organization. He/she shall be present at any meetings any communications addressed to them as Secretary of the organization. He/she shall submit to the Board any communication to be addressed to them as Secretary of the organization. He/she shall attend to all correspondence of the organization and shall exercise all duties incident to the office of Secretary. f. The Treasurer is responsible for the care and custody of all monies belonging to the organization and shall be solely responsible for such monies or securities of the organization. The Board of Directors may cause such funds to be invested in such investments as shall be legal for a non-profit corporation in this state. He/she must be one of the officers who shall sign checks or drafts of the organization. No special fund may be set aside that shall make it unnecessary for the Treasurer to sign the checks issued upon it. He/she shall render, at stated periods as the Board of Directors shall determine a written account of the finances of the organization and such report shall be physically affixed to the minutes of the Board of Directors of such meeting. He/she shall exercise all duties incident to the office of Treasurer. g. Officers shall, by virtue of their office be members of the Board of Directors. h. No officer shall for reason of this office be entitled to receive a salary or compensation, but nothing herein shall be construed to prevent an officer or director for receiving any compensation from the organization for duties other than director or officer. 8. Salaries The Board of Directors shall hire and fix the compensation of any and all employees they in their discretion may determine to be necessary for the conduct of the business of the organization. Recommended by the Executive Committee, the Board of Directors shall be responsible for reviewing employee performance annually and evaluating and approving any salary increases and bonuses based on performance review outcome. 9. Committees a. All committees shall be appointed by the Board of Directors and their term in office shall be for a period of one year or less if sooner terminated by the action of the Board of Directors. b. The following committees, in addition to others, shall be considered annually: i. Executive Committee iv. Business Retention ii. Advocacy & Policy v. Data&Analysis iii. Education &Training vi. Communications& Outreach 10. Dues There are no dues required of this organization. 11. Confidentiality All information discussed amongst EDC Team Jefferson volunteers, Board members, and staff at meetings and throughout daily operations will be considered confidential unless otherwise stated. 12. Amendments These Bylaws may be altered, amended, repealed, or added to by an affirmative vote of a majority of the Board of Directors. EDC Team Jefferson Bylaws Rev. 8/20/2020 Page 3 of 3