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01/13/1994 MINUTES 9 MINUTES OF THE PARIS ECONOMIC DEVELOPMENT CORPORATION January 13, 1994 The Paris Economic Development Corporation met in a special meeting on Thursday, January 13, 1994, 3:35 P.M., City Hall, City Council Chambers, Paris, Texas. Chairman Philip R. Cecil called the meeting to order with the following board members present: Eric Clifford, Curtis Fendley, Leon Williams, Barney Bray, III. Also present were ex-officio board members, Jo Ann Parkman, Bobby R. Walters, Gary Ownings (representing Gary Cunningham) Michael E. Malone, City Manager, County Judge Deane Loughmiller, and T. K. Haynes, City Attorney, as counselor. -- Chairman Philip Cecil stated the first item on the agenda was the administering of the oath of office for the Ex-Officio "Members" who were not present at the last meeting of the Paris Economic Development Corporation. City Attorney T. K. Haynes administered the oath of office to Ex-Officio member Jo Ann Parkman present at this meeting. Chairman Cecil stated the next item on the agenda was approval of the minutes from the previous meeting of the Paris Economic Development Corporation. Chairman Cecil asked if there were any corrections to the minutes of the previous minutes, there being none, Board member Eric Clifford made a motion, seconded by Board member Curtis Fendley, to approve the minutes as presented. 10 Chairman Cecil stated at the last meeting with Day and Associates, who prepared the Resource Manual, one of the charges the City Council has given to this Board is to prepare or have prepared a Strategic Plan for presentation to the City Council by May. He stated he feels there are two ways to proceed in the preparation of this Plan, one .of them is for the Board to accomplish the task themselves or the Board can hire someone to assist in the preparation of the Strategic Plan. He opened the meeting for discussion as to the method of accomplishing this task. Board member Curtis Fendley stated he felt like the Board should hire someone to assist in the preparation due to the expertise involved in the task. After discussion with all the board members, it was the consensus of the board that someone should be hired to assist in the preparation of the Strategic Plan. Mr. Cecil passed out a list of four economic development consulting firms. He stated Day & Associates are the consultants who prepared the Resource Manual, and he has told them subject to Board approval they would be given an opportunity to make a proposal to this Board. He asked Mr. Clifford to give information on the Cornerstone Group. Mr. Clifford said this group gave a presentation in September, and helped in passing the sales tax election. Mr. Clifford stated it was his understanding they would like to make a presentation. Mr. Cecil stated he was very impressed with their professionalism and ability. Mr. Cecil stated the City Manager has done some research and provided the other two names listed. He asked Mr. Malone to give information on the other two groups. Mr. Malone stated he had contacted some of the other cities in our area to see if they had utilized consultants, if they were satisfied with the consultants used, and who the consultants were that had been used. He stated he had contacted Mr. Newsom of the Texas Industrial Development Council, Inc., and talked with him regarding cities that were successful, or very active in economic development. He mentioned a number of cities he contacted who had not used consultants. The city of Longview had used the Cornerstone Group, and Chloe Johnson & Associates have done work for McKinney and a number of other small cities. Mr. Malone stated the Pace Group is a new consulting firm with a sub-office in Ft. Worth. The principal person in the Pace Group was with Fantas who has worked with the local Chamber of Commerce. City Attorney Haynes stated he had attended a seminar conducted by the Pace Group at the last Texas Municipal League Meeting and was favorably impressed. City Manager Malone advised the Board there was two methods to utilize in hiring a consultant. One method would be to decide in advance the amount of money the Board feels would be the top limit and ask for proposals as to what these consultants would do for the amount of money. The other method would be to utilize the manual and follow the charge by listing items the Board wishes to have accomplished and put out a request for proposal. Mr. Malone advised this was not an exclusive list, and there are probably some other consultants he is not aware of at this time. Chairman Cecil discussed the next item which was Project Approval Criteria. He stated he felt that whoever they hire to do the Strategic Plan needs to do both jobs as they all tie together. He stated the by-laws reflect the Board is not in a position to approve a project until the Project Approval Criteria have been developed. It was consensus of the Board for the same group to accomplish the Strategic Plan and the Project Approval Criteria. 11 He stated the Board should discuss how they want to proceed on this matter. He stated he felt whatever number of firms decided upon should be invited to make proposals at the February meeting. Mr. Bray stated he would like for the Board not to have a money criteria set forth, but the specifications the Board is looking for and let the firms establish the price. Mr. Bray stated he felt this was a better way to obtain a competitive number with everyone bidding the same features in the bid package, and then let the consultants make presentations at the end with the dollar amount proposed. This was the consensus of the Board. Mr. Bray stated if the Board decides some items in the package cannot be afforded, then the Board would have a chance to reconsider. City Manager Malone stated they could prepare a request for proposal based upon the Council's Charge to the Corporation with another speCial meeting to approve the RFP forms in order to get the process underway immediately, or we could circulate the RFP forms among the Board members for approval. Mr. Cecil discussed the different styles of strategic plans. He said it is his personal feeling that it is important for the Board to have a comprehensive strategic plan for the economic development activity for Paris, Texas at some point. He said he was not sure right now is the time to develop a really comprehensive plan. He said he felt our instructions to the bidders needs to be to develop a plan more simplified that would allow us to meet the charge of the Council and could be expanded later on as the situation evolves. He stated he felt they needed to save some money on this portion. This was the consensus of the Board. Mr. Fendley stated he felt the demographic information was probably already available in our community. After discussion, Mr. Cecil stated the Board wanted to meet the mandate of the City Council, but beyond that we want to be able to expand it, so the Board wants a minimum strategic plan at this point. Mr. Malone stated he would prepare an RFP on this basis, and circulate it to the board members for approval. Mr. Cecil stated the RFP should also include development of the Project Approval Criteria which would make it a two-pronged deal, and this was the consensus of the Council. Mr. Clifford stated he felt the Project Approval Criteria was more urgent than the Strategic Plan, but we have got to have both together. Mr. Cecil stated if there was any question about timing on this matter, the Project Approval Criteria should be developed first. Mr. Haynes questioned the Board's instructions as to whether they wanted the same firm doing both items, because the proposals we would need to indicate this. Mr. Cecil stated that was correct. The Board members discussed, and agreed to send the proposal to all the consultants on the list in hopes of receiving at least three bids. Mr. Cecil stated the Board would like to receive the proposals at the February meeting which should be sufficient time to allow them to make any proposals they wish to make. Chairman Cecil stated he felt the Board would act on the proposals at the February 24th meeting. Board member Eric Clifford stated for the consulting firms to have the proposals in the first ten days of February, have them turned back in and distributed to the various members for review, so they would have some time to look those things over prior to the meeting. Chairman Cecil stated what about having the proposals in by February 15th which would give the board members time to review before the meeting on February 24th when action would be taken. There was discussion that the consultants could attend the meeting where questions could be asked. After discussion with board members, Chairman Cecil said they would like to have proposals to the members by February 15th, to consider and the Board will act on the proposals at the February 24th meeting with the consultants present at the meeting to answer any questions. This was the consensus of the Board. Chairman Cecil stated the next item on the agenda was establishing a regular monthly meeting date and time. After discussion, consensus of the Board was the last Thursday of each month at 4:00 P.M. The next regular schedule meeting of the Board is February 24, 1994 at 4:00 P.M. City Attorney Haynes stated the Board needs to be aware of the Annual Meeting to be held in June at which time the officers shall be elected, annual work plan considered and acted upon, including the adoption of the next year's proposed budget. Chairman Cecil stated the Board will have to identify and have a pretty good feel at that time for the amount of money or income that will be forthcoming into the corporation. Mr. Cecil stated the sales tax revenue begins to flow in this month. Mr. Clifford asked the City Manager if beginning at the next meeting the board could be furnished a financial report for their review. Mr. Malone stated he would furnish a report also showing any expenses that we have already incurred. City Manager Malone stated the Board would have a financial report at each meeting. Chairman Cecil asked if there was any other business and there being none he declared the board meeting adjourned. CHAIRMAN PHILIP R. CECIL ATTEST: ASSISTANT CITY CLERK, BARBARA DENNY