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05/17/2016 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Tuesday May 17, 2016 4:00 O'CLOCK P.M. Board Members Present: John Brockman, Vice -Chair Don Wilson, Secretary- Treasurer Ray Banks Ex- Officio Members Present: Stephen Gerrald, Lamar County Chamber John Godwin, City Manager Legal Counsel: Stephanie Harris Call to Order: MINUTES Staff Present: Michael Paris, Executive Director Paula Brownfield, Administrative Assistant Chris Stout, Office Assistant Guest(s) Present: Amanda Gohn, The Paris News Billy Trenado Colton Sanders R. Chad Lindsey, Payne Radio Group, KITX City Council Liaison: None The May 17, 2016 meeting of the Paris Economic Development Corporation was called to order by Mr. Brockman at 4:00 p.m. A quorum was present. Citizens' Input Mr. Brockman invited any citizens to speak. No one came forward. Discuss and possibly approve Minutes of the April 19, 2016 and the April 28, 2016 Meetings. Mr. Brockman asked if there were any changes or corrections to the minutes of both the April 19, 2016 and the April 28, 2016. A motion was made by Mr. Banks to accept the minutes as presented. Mr. Wilson seconded the motion. The vote was 3 -0. Discuss and possibly approve April 2016 Financials. Mr. Wilson stated that the New Industry Projects for $35,000.00 was to Sanitation Solutions for our project at 2305 NW Loop 286. All the Depot Operations expenses were normal for the month of April. Mr. Paris asked about the Revenue Bond expense of $750.00. Mr. Wilson answered by saying that the Bank of New York charges us to pay the bond holders their interest. Mr. Brockman asked about the $802.00 for Insurance and Mr. Wilson told him it was for our Liability Insurance on land; the railroad property and the new property we have. We also had two separate charges for janitorial work; one charge was for Monica Moore and the other was for our new vendor, RWCS Janitorial. RWCS came in and did the windows above all the offices plus all windows inside and out as part of a quarterly deep cleaning that we will continue to have done. They also will be coming in on a weekly basis for standard office cleaning. PEDC Board Meeting Minutes May 17, 2016 Page 2 of 3 Mr. Banks asked about the Capital One charges and if we had checked on our eligibility for the Cash Back program. A short discussion started on the Direct Business Incentives and it was noted that some of the Incentives budget would not be used this year, but it is there to show our obligations. Mr. Brockman moved for approval of the April 2016 Financials. Mr. Banks seconded. The vote was passed 3 -0. Discuss and possible action on the PEDC relationship with SURRMA. Mr. Brockman started a discussion on the PEDC's relationship with SuRRMA and Mr. Banks asked that this agenda item be tabled until we had a full Board present. He also stated that he appreciated all the information that Mr. Paris had included in the agenda packet about SURRMA. Mr. Banks asked that the motion be removed from the table. Discuss and possible action on expanding the minimum retention period for certified agendas and other documents. Mr. Paris stated that two issues had been brought up; the retention of our minutes from Executive Session and the minimum requirement for the certified agenda which is two years. Mr. Wilson's thought was that the term of the Board Members is three years and sometimes can be up to six years that the minimum requirement should be six years. Mr. Brockman asked if we would like to leave all of it instead of purging the records. Mr. Wilson would like to make sure that we have the recordings of the meetings, since the minutes don't always give the background of the meeting. Mr. Wilson moved that the certified agendas and the recordings and transcripts of the meetings be retained for 6 years. Mr. Banks seconded the motion. The vote was 3 -0. Discuss and possible approval on the Travel Budget and Marketing Budget breakdown and Lead Generation bids. Mr. Paris stated he had put together specific travel related marketing activities with the costs involved. Also, Mr. Paris included a travel contingency of 20% for any changes in costs. TEDC Mid -Year Conference is good for professional development and to work with site selector consultants. The Select USA Conference brings foreign direct investors to opportunities in the USA. TEAM Texas has a booth at the Select USA Conference which all who participate with TEAM Texas at the event will come away with leads. The TEAM Texas events were a little more expensive, but he felt they were well worth it. The next one is the Institute of Food Technologists Conference and Expo will be good for us because we can highlight what we already do for Campbell's Soup. The Texas Road Show is helpful for meeting with site selector consultants from Atlanta, GA and Greenville, SC. TEAM Texas actually creates the event to showcase Texas to the consultants. The International Manufacturing Show highlighting the manufacturing products. IEDC Annual Conference is both professional development and site selector consultants. The TEDC Annual Conference is professional development along with meeting consultants from the area. The National Business Aviation Association was included since there is an ongoing discussion on how Cox Field can be attractive to business. This would help answer the question about what types of industries would be attracted to Cox Field. FabTech is another manufacturing show that deals with the decision makers. Mr. Banks asked that the conferences for this fiscal year be rated. Mr. Paris: 1) Select USA Conference and Expo, 2) International Manufacturing Show, 3) IEDC Annual Conference, 4) Institute of Food Technologists Conference and Expo, 5) TEAM Texas Road Show, 6) TEDC Mid -Year Conference. Mr. Banks was concerned about the amount of time Mr. Paris would be at the conferences or traveling PEDC Board Meeting Minutes May 17, 2016 Page 3 of 3 and wondering if he was going to use comp time for the extra hours he was working. Mr. Paris assured him that he would not be. Mr. Brockman stated he was in favor of having Mr. Paris attend everything that they could afford in order to get our PEDC marketing back on track. With that said, Mr. Paris stated that the lead generation bids are not back in yet, but should be ready next month; and the marketing video of Paris is being working on with the Lamar County Chamber of Commerce. Mr. Brockman made a motion to approve the first six events in this fiscal year plus contingency for $25,000.00. Mr. Banks seconded the motion. All voted 3 -0. Executive Director's Monthly Report. Mr. Paris stated: • In attraction activity, we responded to Project Taste Bud which was for 100 jobs and 17 million in capital investment. • No other site visits or inquiries. • For our retention, abatement applications for both Silgan and Potters Industries were taken to City Council. The Council reviewed and asked for agreements to be created. • Seven retention contacts were made. J Skinner is looking at some new things. A new company, AmCor will be working with Campbell's. • All of the tax abatements have been transferred to the City Attorney, Stephanie Harris. We have an official memo that shows that we transferred the documents. • All eight incentive agreement files are now in E -file thanks to Chris. • The AP files are going through the cleaning process before being added to E -file. • The missing minutes were found and now all the minutes are in E -file. • Signs at the Business Park are crumbling so we will be looking at replacing them. • We are looking at signage in front of the Depot. • 2305 NW Loop 286 we are ready to have drawings done, so we can get estimates on the building. Discuss Future Agenda Items. No future agenda items were discussed. Adiourn Mr. Brockman made a motion that the meeting be adjourned. Mr. Banks seconded the motion. Vote was 3 -0. Meeting was adjourned at 4:41 p.m. Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corporation