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10/08/2013 MINUTESParis Economic Development Corporation Meeting Minutes October 8, 2013 Board Members Staff Present: Rebecca Clifford, Chairman Present: Steve Gilbert, PEDC, Exec. Dir. Toni Clem, Vice Chairman Shannon Barrentine, PEDC Vicki Ballard, Secretary /Treasurer Bruce Carr David Turner Ex- Officio Members Guest(s) Present: Melissa Cook, Chamber President Present: Connie Beard, The Paris News John Godwin, City Manager Legal Counsel: Kent McIlyar City Council Liaison: John Wright Matthew Boyd, KXII -Paris Charles Richards, eParis Extra Ray Banks Don Taylor Carol Huffnagle Rebecca Clifford, Chairman, established that a quorum was present and called the meeting to order at 3:01 p.m. Minutes from September 10, 2013, Regular Board meeting and October 1, 2013 Called meeting were reviewed. David Turner made the motion to approve the minutes, as submitted; seconded by Vicki Ballard. Motion Carried 4 -0, Toni Clem stepped out. Financials for September 2013 weren't available from the City of Paris prior to meeting. Item(s) from Chairman: Rebecca Clifford asked Shannon Barrentine to give an update on the Industry Award to be presented at the Chamber Banquet, October 22"d. Shannon Barrentine told those present the each year the Paris EDC organization recognizes an industry with an award at the annual event. This year, Huhtamaki (formerly Paris Packaging) will be recognized for their continued growth and community support. Huhtamaki provided 3,200 VIP boxes, at no cost, to the Chamber to be used at Lamar County Days back in March, where over 1,300 burgers, chips & cookies were distributed to elected officials and their staff in these colorful boxes promoting Paris and Lamar County. The Chamber donated two (2) tables of eight to the Paris EDC Board for this event. Shannon asked the Board members to please let her know who would be able to attend with a guest. Melissa Cook, Chamber President, told those present that the Board needed to support the Keynote speakers, Jack Schultz and Craig Lindvahl, that the PEDC sponsored. Director's Report: Steve Gilbert told those present that the Keynote speaker, Jack Schultz, own an industrial development company called Agracel. They do industrial development around the country. Mr. PEDC Board Meeting Minutes October 8, 2013 Page 2 of 5 Schultz will be available the following day to go with the Paris EDC staff to view potential sites, tour the city and is a good opportunity for Paris and Lamar County. Steve said the majority of his report would be covered in Items 10 and 12. Discuss and take action regarding options for Industry Appreciation 2013, the last week of October, 2013. Steve Gilbert told those present that in the past the Paris EDC staff and a few Board members met with industry to have breakfast and discuss what they were doing, what their future projections were and if they had any issues that the Paris EDC could assist them with. Very similar to the type of annual Business, Retention and Expansion (BRE) meetings. Bruce Carr added that he had attended and they were a nice touch and seemed to be appreciated by the industry. Discussion took place as to whether the Board wanted to continue with providing the breakfast, or consider a lunch to acknowledge local industry, but to keep all the events in Lamar County. Bruce added that another networking opportunity is the quarterly Industrial Managers meeting where the Paris EDC provides local industry lunch and a program. David Turner asked what the cost to provide breakfast had been in the past. Shannon Barrentine stated in the past, there were four industries provided breakfast and on Friday, a networking event at Wildcat Creek Quail Resort for lunch and other outdoor activities. But, for just the breakfast was around $250. Bruce Carr made a motion to continue with the Industry breakfasts that last week of October and to increase it to 5 days in lieu of the Wildcat Creek Quail Resort event; seconded by David Turner. Motion Carried 5 -0. Discuss and take action on quotes to shred the Northwest Industrial Park property. Shannon Barrentine provided the Board with the quotes she had received for providing this service. Quotes were as follows, lowest to highest: Mike Gose $2,200.00 Ricky Dollins $2,550.00 Drew Crawford $2,826.00 Glen Watson $4,000.00 Mariano Sanchez $4,323.00 Shannon asked Kent McIlyar, Legal Counsel, if these quotes should also include a Certificate of Liability Insurance for $300,000 per incident and $600,000 aggregate? He replied, yes. Shannon told those present that she didn't ask for the certificate of liability insurance when asking for quotes. So, she will notify the lowest bidder to inquire if they have it, in the amounts stated, if not, could they provide it. If they don't and don't want to get it, then she will go to the next lowest bidder with the same process. PEDC Board Meeting Minutes October 8, 2013 Page 3 of 5 David Turner made a motion to award the job to Mike Gose with the stipulation of the Certificate of Liability Insurance in coverage amounts stated; seconded by Toni Clem. Motion Carried 5 -0. Discuss and take action on proposed operating policies and procedures for the PEDC as recommended by the Committee. — Bruce Carr & Vicki Ballard Bruce Carr told those present that the Special Board meeting, that took place the week before, sixteen (16) of the procedures were drafted. The document for review, included the revisions /amendments (underlined) from the last Board meeting. In addition, these titles were added, and considered: Operating Standards, Volunteer Recruitment and Changing Processes & Procedures. Bruce noted that this document is to be reviewed on an annual or at the least a bi- annual basis and can be changed in the future, with revision date(s) noted accordingly. Chairman Clifford told those present that she really appreciated the time and effort that Bruce and Vicki had put into this time consuming project. Chairman Clifford recommended that these policies and procedures be adopted, with underlined changes, and merged with additional titles as presented. Those items being: i) Policies & Procedures Operating Standards ii) Organization Chart iii) Authorized Levels of Spending iv) Credit Card V) Travel vi) Entertainment vii) Delegation of Authority viii) Procurement of Services & Contracts ix) Developing Prospect Proposals X) Compliance Audit of Operations xi) Petty Cash xii) Volunteer Recruitment xiii) Changing Processes & Procedures The remaining titles of. Budget & Chart of Accounts, Tracking Compliance with Financial Incentives & Tax Abatement and Tax Abatement Agreements, Tracking Marketing Expenditures, Record Retention and Cash Advances will be discussed at a future meeting. David Turner made a motion that these items be adopted and effective immediately, as submitted; seconded by Rebecca Clifford. Motion Carried 5 -0. Discuss and take action on adding Rebecca Clifford as an authorized agent to the current Capital One credit card account and deleting Shannon Jones' card. Shannon Barrentine told those present that Erik Roddy of Capital One suggested the Board Chairman be able to access credit card information and be added as a contact person for inquiries on the account. PEDC Board Meeting Minutes October 8, 2013 Page 4 of 5 David Turner made a motion to have Rebecca Clifford, Board Chairman, added as an authorized agent to the credit card account and delete Shannon Jones' card; seconded by Vicki Ballard. Motion Carried 4 -0 with Rebecca Clifford abstaining. Discuss and take action on the Proposed Program of Work for Fiscal Year 2013 -14 and budget allocation for same. - Steve Gilbert / Bruce Carr Steve Gilbert referenced the handout (attached) referencing Year 3 Business Plan Implementation (Plan of Work). On page 6, Recommendation — Based on critical priorities and Year 2 Business Plan Implementation, immediately Conduct Board Planning Retreat to: 1. Reassess and Revise Business Plan with focus on Strategies 1, 2 & 3. 2. Allocate Budgeted Resources ($75,000) to Implementation and /or Contingency. 3. Discuss formation of Board working committees: A. Website, Dashboard & Marketing. B. ROI & Metrics. C. EDO Certification & Site Ready Documentation. D. Incentives and Abatement Policies. E. Workforce Strategies / Work Ready Community The Board agreed to a Retreat on Wednesday, November 6, 2013 from 1:00 p.m. to 5:00 p.m. for further discussion of the Program of Work. David Turner made a motion to table this item until a later meeting; seconded by Bruce Carr. Motion Carried 5 -0. Discuss and take action on committee report to review the PEDC operating budget and revised chart of accounts. - Bruce Carr & David Turner Bruce Carr told those present that this item should be discussed and possibly resolved at the Retreat meeting. The Board needs to be on the "same page" as to allocation of funds and marketing strategies. David Turner made a motion to table this item; seconded by Bruce Carr. Motion Carried 5 -0 Status of proposed revision(s) to the current Tax Abatement Criteria as instructed by the Paris City Council at its June 24, 2013 meeting. Steve Gilbert told those present that the Tax Abatement Committee met with concerned business owners and citizens to get their input on the proposed changes. He said that the former plant manager of Kimberly - Clark, Charles Lynch's remarks were very compelling. He gave the top reasons a corporation chooses a community: 1) financial impact (tax abatement / incentive); 2) relationship and feel of the community or region (ally or not) and 3) personal relationships with other key organizations (banks). The committee was told that the moving from the existing $10 million up to $100 million to negotiate an abatement was too high and we need to protect and support existing companies. Need to consider a tax abatement policy for existing industry and PEDC Board Meeting Minutes October 8, 2013 Page 5 of 5 another for new industry. Not ready to recommend approval. Steve said that staff would continue with the survey on tax abatements at a state and national level. Chairman Clifford said that small and medium sized companies need to also be taken into consideration. No action was taken on this item. The Board convened into executive session at 4:25 p.m. pursuant to Section 551.072, and Section 551.087 of the Texas Government Code to discuss and deliberate on the following: A. Section 551.072 - Real Property B. Section 551.087 - Economic Development Negotiations Executive session ended at 5:10 p.m. The Board reconvened into open session. There took the following action as a result of Executive Session: David Turner made a motion to approve an Inter - creditor Agreement between Skinner Baking Company, Liberty National Bank and the Paris EDC to allow Skinner to complete a financing transaction for its overall business with a new bank and to allow the Board Chairman to execute said document; seconded by Vicki Ballard. Motion Carried 4 -0 with Toni Clem recusing herself. David Turner made a motion to have the Paris EDC staff to continue negotiations with Project Crown for about 6 acres of land on the northwest loop; seconded by Bruce Carr. Motion Carried 5- 0. David Turner made a motion to adjourn at 5:12 p.m.; seconded by Vicki Ballard. Motion Carried 4 -0. Respectfully submitted, Shannon Barrentine Asst. Executive Director Paris EDC