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02/18/2020 MinutesPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Tuesda r February 18 2020 5:15 O'CLOCK P.M. Board Members Present: Tim Hernandez, Chairman Shay Bills, Vice -Chairman Mihir Pankaj, Secretary/Treasurer A.J. Hashmi Ex -Officio Members Present: Paul Allen, Lamar County Chamber President Steve Clifford, Mayor Pam Anglin, PJC President Gene Anderson, Interim City Manager Legal Counsel: Stephanie Harris Call to Order. MINUTES Staff Present: Chris Stout, Economic Development Associate Paula Brownfield, Administrative Assistant Guest(s) Present: Mary Madewell, The Paris News Brad Drake, Lamar Companies W. Chance Abbott, Peoples Bank Sims Norment, Norment & Landers Lyle Edwards, Citizen City Council Liaison: Paula Portugal Mr. Hernandez called the monthly meeting of the Paris Economic Development Corporation to order at 5:18 p.m. on February 18, 2020. Invocation Ms. Bills gave the invocation. Citizens' Input Mr. Hernandez invited those present to speak during Citizens' Input. No one came forward and the Citizen's Input was closed. Discuss and possibly approve Minutes of the January 20 2020 Monthly Meetin and the Januar30 2020 S )ecial Meetin Mr. Hernandez asked if there were any changes or additions. There were none. Dr. Hashmi made a motion to approve both the January 20'h and the January 30th minutes. Mr. Pankaj seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss and ossibl a move November 2019 Financials PEDC Board Meeting Minutes February 18, 2020 Page 2 of 3 Mr. Pankaj stated the November 2019 financials were discussed at several meetings. Mr. Pankaj made a motion to approve the November 2019 financials. Dr. Hashmi seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss andossibl a rove Januar 2020 Financials. Mr. Pankaj said that Cash Out shows a credit from Gexa Energy due to them not applying payment to the right account. Marketing was less for the month of January. The total expenses for the month were $53,245.40. Ms. Bills made a motion to approve the January 2020 financials. Dr. Hashmi seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss and !q"jbl a :a grove an executive search firm for the u pose of selectin an Executive Director. Mr. Hernandez asked the Board their thoughts on the two search firms presented, The PACE Group and Baker Tilly. Dr. Hashmi stated that before we hire a firm the PEDC policies and procedures should be discussed and possibly changed. The difference in the pricing of the two firms is minimal and should not be a factor. Mr. Hernandez said he thinks The PACE Group would be good and they have represented us in the past. Mr. Pankaj added that both groups are impressive and he would feel comfortable with either firm. Mr. Pankaj made a motion to accept The PACE Group as the company we would like to search for the PEDC Executive Director. The Board will talk to them about modifying their fee structure. Dr. Hashmi seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss and possibiv a rove the Lionshead Specialty Wheel perpgM#nce agreement. Mr. Hernandez stated that on Monday we had a discussion with Lionshead and we are waiting for them to come back with questions on the performance agreement. He suggested that we wait to hear back from them. Dr. Hashmi made a motion to table this item. Mr. Pankaj seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss and possibiv, apgrove the bid from BottomLine for Rail Restoration and Replacement Services. Mr. Hernandez asked the Board if they read the documents. Dr. Hashmi said that one of the companies has a significant difference in the price. Dr. Hashmi made a motion to approve BottomLine. Ms. Bills seconded the motion. Vote was 4 -ayes to 0 -nays. Dr. Hashmi requested to move item # 10 down and item # 11 in its place. Dr. Hashmi made a motion to move item # 11 above item #10. Ms. Bills seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss and possibly approve the purchase of iPads for the dissemination of a =enda packets to the Board of Directors. Dr. Hashmi stated that this item was presented at the last meeting with questions on if it was cost effective and what the savings would be. The savings calculations show that we would save about $3,000.00 a year. Dr. Hashmi made a motion to approve the purchase of iPads. Mr. Pankaj seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss and aossibl a grove items concernin status of PEDC offices s ecificaW includin but not limited to: • the installation of furniture and redecoration of main PEDC lobby, • the renovation and installation of furniture to convert the larger office upstairs into a conference room, • the conversion of the smaller office upstairs to an office for the PEDC Chair, • the installation of new furniture and communications equipment in the Community Room, • the construction of restrooms inside the main PEDC office, or • review possible construction of new 2,200 square foot building at an estimated cost of $100 per square foot - $220,000. Dr. Hashmi stated he appreciated Ms. Portugal's input on fiscal responsibility. His example was that the City did bonds for the water and sewer lines while they were still working. When bonds were done for the streets the City still PEDC Board Meeting Minutes February 18, 2020 Page 3 of 3 had streets in place. The purpose of doing the changes is to make improvements that help with the quality of life. He suggested having an engineering firm help with the creation of a proper PEDC office at the NW Industrial Park. Ms. Bills said that she agrees the PEDC could use a face lift, but we do need to be fiscally responsible. She stated that she is in favor of discussions but not in favor of taking on any expenses related to this right now. Mr. Pankaj added that he thinks we have room in the budget to start the process. Mr. Hernandez commented that the face the PEDC presents is important. We need to look at all possibilities. Dr. Hashmi made a motion to start working on getting an engineering firm and getting bids from an engineering firm for what it costs to do any of this. We are not hiring an engineering firm, but accessing the costs involved with the building process. Mr. Pankaj seconded the motion. Vote was 3 -ayes to 1 -nays. Ms. Bills was the dissenting vote. Convene into Executive Session: Convene into closed session under Texas Government Code Sec. 551.071 to receive legal advice from an attorney about (1) pending or contemplated litigation or a settlement offer, or; (2) on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Government Code. • Review of Employment Benefits Chairman Hernandez convened the Board into Executive Session at 5:45 p.m. Reconvene into Oven Session and vossibly take action-on.,jitemisl discussed in Executive Session. Chairman Hernandez reconvened the Board into Open Session at 5:46 p.m. Mr. Hernandez stated that we reviewed our employment benefits and will take the appropriate action. Ms. Harris said that no action needed to be taken as a Board. Discuss Future Agenda Items. No future agenda items were discussed. Adjourn Dr. Hashmi made a motion to adjourn. Ms. Bilis seconded the motion. Vote was 4 -ayes to 0 -nays. The meeting adjourned at 5:48 p.m. Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corporation