Trophy Club EDC discusses changes to Thrive Business Grant Program, sets April application window

The Trophy Club Economic Development Corporation on a recently held meeting reviewed proposed changes to the Thrive Business Grant Program and agreed to open the next application cycle on April 15 for eight weeks.

The proposed adjustments — intended to streamline review and tighten procurement rules after the program’s first cycle — include clearer local‑vendor definitions, limits on price‑variation for awarded projects, a requirement that equipment purchased with grant funds remain in Trophy Club for the life of the equipment or business, and an exclusion of international shipping and customs from reimbursable grant costs.

EDC staff provided an overview of the grant process: applications will be collected during the open window, reviewed by town staff for liens and completeness, considered in closed session by the EDC, then recommended applicants will be forwarded to Town Council for approval and finally issued a performance agreement prior to starting work. “They do get six months from when it was approved by town council to sign that performance agreement, but it shortens the time of the project,” the EDC staff member said.

Staff reported outcomes from cycle one: four of five grantees have signed performance agreements and begun work; one grantee had not yet signed. The EDC discussed whether applicants who decline to sign a performance agreement should be rejected; no formal policy change was adopted at the meeting.

On procurement, the board debated how to define a “local” quote and how many quotes to require. One EDC member said the performance‑agreement requirement and town approval language seemed vague and urged the board to require the statement of work be fully approved when exterior aesthetics are involved: “I think we should have complete approval of, you know, the statement of work,” Board member 1 said. Several members said at least two quotes should be required when possible, with an allowance for applicants to document due diligence when only one supplier is available for specialized equipment.

The board discussed price‑variation language to handle unexpected increases in project costs; staff proposed allowing a defined percentage increase (5% or 10%) but not to exceed the maximum grant award. “But that’s still not to exceed the 20,000,” one member noted, referring to the program’s per‑project cap discussed in the meeting.

Staff also proposed a rule that equipment purchased with grant funds remain in Trophy Club for the duration of the equipment’s useful life or the business’s operation, to ensure town investment remains local. Members asked staff to clarify enforcement and how the requirement would appear in the performance agreement.

To discourage unpredictable costs, members agreed the town should not reimburse international freight, customs or tariffs; such costs would be the applicant’s responsibility and should be broken out on quotes. “The town would not reimburse international shipping costs,” a board member confirmed during discussion of shipping and customs.

Timeline and review windows were revised from last year’s schedule. Cycle one opened in July and closed in October; staff said the review window was tight last year (roughly two weeks) and recommended longer review times this cycle. The EDC agreed on an application open period of eight weeks beginning April 15 and a target internal review period of about one month between distribution of application materials to EDC reviewers and the EDC meeting to consider awards. Staff noted a written 60‑day buffer for review exists in the grant materials but the board favored a one‑month review cadence for timeliness.

Finally, the board discussed publicity and incentives for grantees. Options included a decal or plaque and a spotlight in the town weekly to recognize completed projects. “There should be some notification, you know, to the town that these improvements were supported by the town council and the town staff,” an EDC member said. Staff will work with the marketing director to prepare materials and return proposed language and artwork for the board’s approval.

Next steps: staff will update the program materials and website with the clarified procurement rules, the international‑shipping exclusion, and the April 15 start date; marketing will prepare outreach. The EDC will review final program language and marketing collateral at a future meeting before the application cycle opens.