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06 - MINUTES FROM BOARDS, COMMISSIONS, AND COMMITTEESItem No. 6 PARIS ECONOMIC DEVELOPMENT CORPORATION SPECIAL MEETING Paris Economic Development Board Room 1125 Bonham Street Paris, Texas 75460 Thursday, December 8. 2016 4:00 O'CLOCK P.M. MINUTES Board Members Present: Staff Present: Richard Manning, Chairman Michael Paris, Executive Director John Brockman, Vice -Chair Paula Brownfield, Administrative Assistant Don Wilson, Secretary/Treasurer Chris Stout, Office Assistant Derrick Hughes Ex- Officio Members Present: Legal Counsel: Stephanie Harris, City Attorney Call to Order. Guest(s) Present: Michael Glatfelter, Citizen City Council Liaison: Billy Trenado Mr. Manning called the meeting of the Paris Economic Development Corporation to order at 4:00 p.m. on December 8, 2016. Discuss and possibly approve a bidder from the Request for Bids received on the Park Street Proiect. Mr. Manning turned the discussion over to Mr. Paris. The Park Street Project had the Request for Bids in the newspaper for the two Sundays required. Four bid packets were sent out and three of the bid packets came back. The three bids that came back were as follows: Harrison Walker & Harper $63,987.00 Richard Drake Construction $58,284.00 Wheeler Construction $56,922.00 The bids were opened shortly after the 1:00 p.m. bid closing on December 5, 2016. Wheeler Construction came in as the lowest bidder and after checking we found that they met all of the bid criteria. They won the bid process. Mr. Paris recommended the Board approve the bid from Wheeler Construction. He added that this was discussed as a Public/Private partnership, but since the cost was much lower than we anticipated the Board may perhaps consider taking on the total cost of the Project. Aequs and Potters are industries that we support and both use this street constantly. The PEDC is doing the subgrade of the road and the City of Paris will put the chip seal on top of the road. Taking on the cost of the whole project will help with the retention of these businesses. Mr. Brockman interjected that he thought Potters was going to expand. Mr. Paris confirmed that a meeting about the road construction would probably take place on Monday with Ricky Wheeler, the City Engineer, Potters, and Aequs. Mr. Wilson stated that not only does this road PEDC Board Meeting Minutes December 8, 2016 Page 2 of 2 benefit Aequs and Potters, but Powder Innovations uses this road and in the future it will connect to the NW Business Park. This is a definite benefit to the PEDC both now and in the future. City Attorney, Stephanie Harris, spoke up to let the Board know that they should vote on the action item at hand, which is approving the bid. Any discussions about the PEDC assuming the total cost of the project should be an agenda item for the December 20, 2016, meeting. Mr. Hughes made a motion to approve the bid from Wheeler Construction. Mr. Wilson seconded the motion. Vote was 4 -ayes to 0 -nays. Adiourn Mr. Wilson made a motion to adjourn. Mr. Hughes seconded the motion. Vote was 4 -ayes to 0 -nays. The meeting was adjourned at 4:08 p.m. Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corporation PARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufinan St. Paris, Texas 75460 Tuesday, December 20, 2016 4:00 O'CLOCK P.M. MINUTES Board Members Present: Staff Present: Richard Manning, Chairman Michael Paris, Executive Director John Brockman, Vice -Chair Paula Brownfield, Administrative Assistant Don Wilson, Secretary/Treasurer Chris Stout, Office Assistant Ray Banks Derrick Hughes Ex- Officio Members Present: Ken Higdon, Lamar County Chamber Legal Counsel: Call to Order. Guest(s) Present: Michael Glatfelter, Citizen Kelsey McLaughlin, Paris News City Council Liaison: Billy Trenado Mr. Manning called the meeting of the Paris Economic Development Corporation to order at 4:00 p.m. on December 20, 2016. Citizens' Input. Mr. Manning invited those present to speak during Citizens' Input. No one came forward and Citizens' Input was closed. Discuss and possibly approve Minutes of the November 15, 2016, Monthly Meetine. Mr. Manning asked for any comments or changes to the minutes from the November 15, 2016, meeting. The Board Members did not have any comments or changes. Mr. Wilson made a motion to approve the minutes from the November 15, 2016, meeting. A second was received from Mr. Banks. Vote was 5 -ayes and 0 -nays. Discuss and possibly approve October 2016 Financials and November 2016 Financials. Mr. Wilson inquired whether everyone had studied the financials for October and November. Mr. Paris highlighted that in October the PEDC reimbursed him $1,000 for Medical Insurance. In November he was surprised by an increase in his insurance cost from $1,006 a month to $1,600 a month, 60% more than he was paying before. He cancelled the policy immediately because of the added expense. After doing more PEDC Board Meeting Minutes December 20, 2016 Page 2 of 4 research, he found a policy that was more affordable. There is not an insurance reimbursement request in November, but December will have an insurance reimbursement request. Mr. Wilson said if we look at the last page of the financials, we would see that our cash balance moved up about $100,000. That would be $100,000 more than we spent. Mr. Wilson moved that the Financials for October 2016 and November 2016 be approved. Mr. Brockman seconded the motion. Vote was 5 -ayes and 0 -nays. Discuss and possibly approve funding for the Park Street Project. The discussion opened with Mr. Paris recapping the December 8`b Board Meeting. In that meeting the Board voted to accept Wheeler Construction's bid for $56,922.00. At that time we were looking at a Public/Private partnership with the PEDC, Aequs and Potters sharing the cost of this project. Since the bids came in lower than expected, we are proposing that the PEDC take on the cost of the Park Street Project. Mr. Paris did point out that both industries are participating in the revitalization in other ways: Aequs will be expanding their entrance off of Park Street; Potters will be building a concrete street across Park Street to a new building they are constructing. The City will participate in the Park Street Project by cleaning out the ditch and applying the chipseal to the top of the street once our contractor has finished his part. Mr. Paris recommended that the funds be approved for Wheeler Construction to continue the project. The PEDC can take on the cost of this project under the 501 Local Government Code that allows us to participate in the infrastructure and the road repair for our industries: Aequs, Potters, Powder. Mr. Banks was concerned about how long the new surface on Park Street would last. Mr. Wilson said soil cement is being used with specifications identical to the Texas Highway Department's specifications. Mr. Brockman moved that the PEDC spend the $56,922.00 for Wheeler Construction as intended on the Park Street Project; finding the expenditure necessary to promote, develop retention and expanded business enterprises with these two companies that are key players in our economy. Mr. Hughes seconded the motion. Vote was 5 -ayes and 0 -nays. Discuss and possibly approve prorating deliverables in rood faith as given by the Incentive Agreement for Daisy Dairy. Mr. Paris began the discussion saying May 30th of 2011 was the date Daisy Dairy's Incentive Agreement became active. On June 1, 2011, the Water Supply Agreement between the City of Paris and Daisy Dairy was signed stating that Daisy Dairy would use a million gallons of water daily or 365 million gallons of water annually. At the start of the agreement the water rate was $1.20 per 1000 gallons. The first benchmark for Daisy Dairy was set to 100 employees by June 1, 2016; this was the end of year five. There is a secondary rate period, which is the next five years of the agreement. On Daisy Dairy's employee listing for May, 31, 2016, they had 92 employees. Mr. Paris noted that in previous reports their employee count has been up to 102 and currently, Daisy Dairy's employee count is 108. He comments further that this incentive agreement can be interpreted in different ways. Mr. Paris recommends that we review this initial rate period only as a benchmark since no funds are required of us. He has communicated with Daisy Dairy about Year Six; telling them the employee count needs to be at 110 to be reimbursed by the PEDC. Mr. Banks asked why their employee numbers are closer to 92 than to 100. He also asked if it was because they were not building barns. Mr. Wilson said that the dairy herd has been growing and they have been adding to their infrastructure. The agreement provides credit for additional investment in the form of new equipment or new improvements. Mr. Paris recommended that we allow the benchmark in good faith; that the average employee count is around 99 and that in good faith we will continue on with this agreement. Daisy Dairy is a quality employer that employs many Paris residents. Mr. Brockman made a motion to accept Mr. Paris' recommendation that in good faith we will continue on with the Daisy Dairy agreement. Mr. Banks seconded the motion. Vote was 5 -ayes and 0 -nays. PEDC Board Meeting Minutes December 20, 2016 Page 3 of 4 Discuss and gain direction to implement employee benefits at PEDC. Mr. Paris opened the conversation by referring to the PEDC Employee Manual that shows the benefits package for full -time employees to include medical insurance, dental insurance, life insurance, and vision. In his research he talked to the City of Paris about participating in the City plan, but was told the PEDC could not because the City did not have good experiences with other entities being on the City Plan. He contacted the Texas Municipal League which sent us plans with different options on coverage. The Plan H85- 250 -30 -A is a high deductible plan that has low monthly costs. With the high deductible plan, some employers contribute to the employees HSA Plans to help with the deductibles. We would like to place Chris in a full -time position with benefits and we should be able to justify this cost with the extra amount we pay to the temp agency. Mr. Wilson asked about the Executive Director's contract and if it would affect how the benefits would work. Mr. Paris said that it would not affect any benefits. Mr. Manning asked if we would be able to stay within our budget and provide benefits for all employees. Mr. Paris reminded the Board that before he came aboard there was a wonderful benefits program offered by the PEDC and that we needed to get back into that thinking again. Mr. Paris asked for direction from the Board, whether they wanted him to continue to pursue this, and if they would like him to create a spreadsheet to show how to fit this into our budget. The Board was in agreement to have Mr. Paris come back with a spreadsheet that assesses whether the PEDC can afford the insurance benefits. Executive Director's Monthly Report. • We met with some of the experts from our local TxDot District. Working with Ken Higdon and the Lamar County Chamber of Commerce we are evaluating what is important to take with us Lamar County Days. What is important for the long term growth of Paris? The highlights are: Highway 82 "the Super 2s" have plans to be expanded to 4 -lanes but this is an unfunded plan. There is a $70 million dollar a year budget for District #1 which is the Paris District and Highway 82 is not on it. TxDot has a scoring system for highway plans to be moved up the list. Commissioner Austin out of the Tyler area would like to see Highway 271 become a 4 -lane highway. When you take Highway 271 from Paris into Oklahoma you have access to the Indian Turnpike to reach Interstate 40. The problem: the state of Texas doesn't like that the Turnpike is a toll road, but does like that there is access to Interstate 40. The discussion with TxDot also gave us the reasons why Highway 271 is being promoted. Transportation routes between Houston and Dallas are congested and finding other routes that bypass the traffic are being considered. The next question was whether Loop 286 would handle more traffic and it was decided that we would highlight the Loop at Lamar County Days. Hudson Old publishes the East Texas Journal and is the Titus County representative for the Northeast Texas RMA. Mr. Old is working to get resolutions signed regarding Highway 271 and Commissioner Austin will get those signed resolutions in front of the other Commissioners. • We are consistently sending out emails with Constant Contact. Attendee names are added after each event that we have participated in. One of the names we added from the Fab -Tech show received our email and has contacted us. PEDC Board Meeting Minutes December 20, 2016 Page 4 of 4 • The ads for our Build -to -Suit property are running for December and will be running again in January. We will hold on February ads until we see some movement. • A board sign will be out at the Build -to -Suit site. It will have a big picture of the rendering of the building. • TEAM Texas has just come out with their new travel schedule and we will present you with our new travel schedule at a future meeting. • Our old phone system will need to be updated soon, so we will be researching a new system to fit our needs and our budget. • We purchased flowers for Paula's father's funeral. Convene into Executive Session: At 4:59 p.m. the Board convened into Executive Session. Reconvene into Open Session and possibly take action on item(s) discussed in Executive Session. The Board reconvened into open session at 5:35 p.m. No action was taken on any items discussed in Executive Session. Discuss Future Aaenda Items. • Mr. Banks asked that in the next meeting there be a discussion of the last twelve months. He also asked for Mr. Paris to prepare a written handout: o His assessment of the PEDC when he arrived. • Actions he has taken to improve the PEDC in the last twelve months. • How have those actions benefited the City of Paris and its citizens? • Mr. Banks requested the insurance spreadsheet that was referred to earlier in the meeting. • Mr. Banks asked that there be an Executive Session for Personnel at the next meeting. Adiourn Mr. Wilson made a motion to adjourn. Mr. Banks seconded the motion. Vote was 5 -ayes to 0 -nays. The meeting was adjourned at 5:38 p.m. Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corporation Paris Public Library Advisory Board Meeting Minutes November 16, 2016 Opening: The regular meeting of the Paris Public Library Advisory Board was called to order at 4:00 p.m. Present: Board members present were Fran Neeley, Connie Dodd, Daisy Harvill, Carol James, Michelle Cowling, Rebecca Umphrey, and Ron Hervey, library supervisor. Denise Kornegay and director Priscilla McAnally were absent. I. Approval of Minutes The minutes of the previous meeting were unanimously approved as presented. H. New Business: A. The director has talked with Ruth Evans from the Lamar County Literacy Council about the possibility of holding some of the LCCC classes in the library. B. The Friends will host a "Pajama Story Time" on Tuesday, November 29 in the Gallery. The children will come in their pajamas and do a craft, have a snack, and hear a story read by Santa Claus. Kristi Head suggested the idea to the Friends from an idea she had seen. III. Old Business: The Bigger's mural will not be loaned out for the exhibit sponsored by Brookfield Properties for the exhibit "the Legacy of John Biggers" at the Two Allen Center Lobby Gallery in Houston. The transportation cost exceeded the budget. IV. Presentations A. Budget Report. No unusual expenditures for October. B. Statistical Report. FYI 5 -16 year -end statistics showed decreases of 6.4% in circulation and 4.7% in visits from the previous FY year. October 2016 numbers showed a 6.1 % increase over October of 2015. V. Friends of the Library: No report from the Friends this month. VI. Director's Remarks — Reminder that the board had decided due to the proximity of the Christmas Holidays there would be no meeting in December. Next meeting — January 18, 2017 Adjournment: Meeting was adjourned at 4:15 p.m. Submitted by Connie Dodd, Vice -Chair REGULAR MEETING Minutes PARIS MUNICIPAL BAND COMMISSION C= COUNCIL CHAMBERS 107 E. KAUFMAN ST, PARIS, TEXAS THURSDAY September 22, 2016 .51.5 P_M_ Present: Absent: Randy Bunch, Becky Semple Christian Lindsay Joe Watson Patsy Daniel Betsy Mills Byron Myrick, II Cleonne Drake- Council Liaison Cheri Bedford- Main Street Manager 1. Call to Order, Chairman Randy Bunch- Quorum present 2. Welcome New Board Members and Guests 3. A motion was made to approve the minutes of the April 21, 2016 by Patsy Daniels, seconded by Christian Lindsay, unanimous 4. Discussion on 2017 dates and Review of 2016 Season a. Schedule for Practice and Concert 2017 Mr Bunch submitted a schedule, and the group of June 9, June 16, June 23, and June 30, and JULY 3 at stadium, and July 14, and asked Cheri Bedford to see that those reservations were made at the Bywater's. Cheri stated that the Parks department is in charge of the booking of Bywater's and Pavilion and they do not put items on the book until after the first of the year. b. Music: Band Director mentioned needing new music and discussion about what types was appealing to the audiences. How much was left in the budget was discussed and whether there was enough to purchase more music. c. Advertisement: Band requested a page on the City Website. Cheri mentioned that could happen, she would need content. Betsy offered to get a history about the band and get it on the Lamar county pages. Cleonne mentioned she would get with her contacts at the Paris news about the dates of play in the middle of May 2017 Mr Watson mentioned the posters looking good. There was some conversation about the Facebook page and everyone sharing it with their contacts. d. Locations: some concerns were expressed about reserving of the High School. Mrs. Daniels brought up that the commission would be receiving a letter about the Crepe Myrtle Queen Coronation being discontinued. This item was tabled till the next meeting to see if it is going to be necessary to even have the auditorium. e. Truck Issues need to be worked out in advance because of the challenges facing the band in 2016 season. Mr. Myrick mentioned getting with a furniture store. Finding another U -Haul Rental Store was decided on for liability reasons. f. Joe Watson mentioned the problems with the power at Bywater's park. Cleonne Drake said that she would check on this before the season starts. g. A motion was made to allow anyone with interest to sell concessions in the Main Street concession stand to do so upon approval of the Main Street board using the trailer. All proceeds will go to the group. Motion by Joe Watson, seconded by Patsy Daniels, unanimous. S. Review Budget and Expenses for 2017 season- Didn't have the budget available but Cheri stated she would check with Gene Anderson and get a report of the balance. 6. Other Discussion: Mrs. Daniels mentioned the dissolving of the Paris Council of Garden Clubs, and then ending of the Crepe Myrtle coronation. This has the potential to change the Band Schedule depending if someone picks up the Crepe Myrtle Queen Coronation process from the School level. The time schedule was brought up for the next meeting and it was decided in order to allow all members to attend that the 5:15 time works for everyone. Cheri Bedford let everyone know that per city ordinance that Becky Semple was to be on the commission. Becky couldn't attend the meeting because of a conflict but would be attending in the future. Cheri also reminded everyone of where they could find the ordinance online to review. 7. The Band made a motion to adjourn at 6:15 p.m. Approved this -�- day of, re,,�► N,,n,42017. Chair anu . MINUTES PLANNING AND ZONING COMMISSION CITY COUNCIL CHAMBERS 107 E. KAUFMAN STREET PARIS, TEXAS TUESDAY, JANUARY 3, 2017 5:30 O'CLOCK P.M. 1. The meeting of the Planning and Zoning Commission on Tuesday, January 3, 2017, was called to order at 5:30 p.m. by Jerry Akers, Vice - Chairman. A. The following members were present: John Lee, Robert Spain, Jerry Akers, Mike Folmar and Barney Bray B. The following members were absent: Holland Harper and Chad Lindsey C. Also present were Alan Efrussy, Planning Manager; Carla Easton, City Engineer; Stephanie Harris, City Attorney; Ashley Fendley, Secretary for the Planning and Zoning Commission 2. Approval of minutes from previous meetings. (December 5, 2016) Motion was made by Mike Folmar, seconded by John Lee to approve minutes for the December 5, 2016 meeting. Motion carried 5 -0. 3. Public hearing to consider and take action regarding the petition of the City of Paris, to include the definition of "solar farm" and allow said use to be permitted in Agricultural, Light Industrial, and Heavy Industrial Zoning Districts, only through the Specific Use Permit (SUP) process, with regulations, in the Paris, Texas Zoning Ordinance No. 1710. Public hearing was declared open. A. No one spoke in favor. B. No one spoke in opposition. Public hearing was declared closed. Motion was made by Mike Folmar, seconded by John Lee to approve the petition. Motion carried 4 -0, Barney Bray abstained from voting. 4. Public hearing to consider and take action regarding the petition of the City of Paris to include the definition of an industrial — oriented distillery and allow said use to be permitted in Light Industrial and Heavy Industrial, and allowed only through the Specific Use Permit Process in General Retail and Commercial Zoning Districts, with regulation, in the Paris, Texas Zoning Ordinance No. 1710. Public hearing was declared open. A. No one spoke in favor. B. No one spoke in opposition. Public hearing was declared closed. Motion was made by John Lee, seconded by Barney Bray to approve the petition. Motion carried 5 -0. 5. Public hearing to consider and take action regarding the petition of the City of Paris to delete, modify, and add certain requirements related to mobile homes and manufactured housing within the City of Paris, including Chapter 22 in the Code of Ordinances, and the City of Paris Zoning Ordinance No. 1710. Public hearing was declared open. A. No one spoke in favor. B. No one spoke in opposition. Public hearing was declared closed. Motion was made by Mike Folmar, seconded by John Lee to approve the petition. Motion carried 5 -0. 6. Consideration of and action on the Preliminary Plat of Lot 1, Block A, DQ NO. 2 Addition CB 318, located in the 3100 Block off .E. Loop 286 Carla Easton reviewed the preliminary plat with commissioners. Motion was made by John Lee, seconded by Mike Folmar to approve the preliminary plat with recommendations. Motion carried 5 -0. 7. Consideration of and action on the Final Plat of Lot 1, Block A, AAA Mini Storage Addition, located in the 1300 Block off. W. Loop 286 Carla Easton reviewed the final plat with commissioners. Motion was made by Barney Bray, seconded by John Lee to approve the final plat with recommendations. Motion carried 5 -0. 8. Meeting adjourned at 5:56 p.m. APPROVED THIS 6TH DAY OF FEBRUARY, 2017 Ashley Fendl*cre Planning a nd ission