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PEDC Board Meeting Minutes October 16, 2018 Page 2 of 3 Mr. Paris explained that Phil Spann contacted us after the options were signed on the Hilliard-Wells- McWaters property. Mr. Spann has cattle on the property and asked about keeping them on the property until construction begins. Dr. Hashmi stated that he does not have any issues with it except for the liability we could incur. Mr. Paris said that we would need a lease agreement to handle those issues. Mr. Manning added that we would need a time frame for the lease. Mr. Godwin informed the Board that the City has a template lease agreement to cover liabilities, insurance and other concerns. Dr. Hashmi made a motion to approve as long as we are not liable and as long as there is a proper legal short term lease agreement. Mr. Manning seconded the motion. Vote was 3 -ayes to 0 -nays. Discuss and possibly approve the purchase of a Customer Relahonsh ) Managementµ�C�kNJ software visits and l�ro ect�mana ,ementmm activities at the PEDC 4% documenting, 'l�ectw business retention for the staff at the PEDC This software will help the, staff mgpRge the tyros w� documenting, ast conversations and rocesses for completion. Mr. Paris stated that we are an office of three and need a software package that will help us manage the activity in the office. This type of software would help us prioritize the activity and maximize our efforts. There are three database programs listed, with the ACT database being the middle cost. Dr. Hashmi said he was not in favor of a database and that we should keep doing what we have been doing. His thoughts were that three people can communicate without spending on a database. He went on to say that when our office is busier that we could revisit the database issue. Mr. Paris said that we are busy with prospect activity, two local businesses looking at expansion and also, American SpiralWeld project management. Mr. Hernandez asked if it was a web based program. Mr. Paris answered that it was. Mr. Paris said the cost he showed for each database was the cost with three computers and one cloud device. Mr. Hernandez asked if the purpose was to track conversation, how is that any different than the current device using Outlook. Dr. Hashmi proposed that we study it more and come back to it at a later time. Dr. Hashmi made a motion to table this item. Mr. Hernandez seconded the motion. Vote was 3 -ayes to 0 -nays. Discuss Cite -Council's new Colic% for meetin times for Cit � related entities Possibiv affirm our current or a Trove a new meetin time for the PEDC. Mr. Paris reviewed with the Board that currently the PEDC is meeting on the third Tuesday of every month at 4:00 p.m. At the last City Council meeting it was decided that commissions and boards receiving tax money from the City would be required to meet at or after 4:00 p.m. to accommodate the public. Dr. Hashmi made a motion to approve the third Tuesday of every month at 4:00 p.m. as the PEDC monthly meeting. Mr. Manning seconded the motion. Vote was 3 -ayes to 0 -nays. Executive Director's MonthIN Report. Secure an engineer to review and prepare a scope of work for the PEDC portion of the rail west of 19"' street. Mr. Paris told the Board that we are working with Charles Edwards on a grant for our portion of the rail. We are also asking an engineer to review and prepare a scope of work for the PEDC, west of 19`b Street. This will disclose what needs to be done and help address any environmental issues. Discuss with City and our environmental firm to prepare a scope of work to solicit RFPs for the demolition of old Superior Switch building and pad, and the old Oliver Rubber pads. Mr. Paris stated that we will be working with the City and the environmental firm to acknowledge what asbestos needs to be cleaned up. This will help us prepare the RFPs properly. Travel to Texas Economic Development Council annual meeting, participate in a recruiting trip with Oncor at FABTEC and meet with executives at PepsiCo.