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02/12/2020 Special Meeting MinutesPARIS ECONOMIC DEVELOPMENT CORPORATION SPECIAL MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Wednesda ° Februa ° 12.2020 5:30 O'CLOCK P.M. Board Members Present: Tim Hernandez, Chairman Shay Bills, Vice -Chairman Mihir Pankaj, Secretary/Treasurer Marion Hamill A.J. Hashmi Ex -Officio Members Present: Paul Allen, Lamar County Chamber 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 Anthony Michelic, The Pace Group Sims Norment, Norment & Landers City Council Liaison: Mr. Hernandez called the special meeting of the Paris Economic Development Corporation to order at 5:30 p.m. on February 12, 2020. Invocation Ms. Bills gave the invocation. Discuss and possibl a rove Pace Groin an executive search firm for the sur nose of selectin an Executive Director. Mr. Hernandez asked Anthony Michelic, President of The PACE Group, to speak. The PACE Group presented the PEDC with a proposal for an executive search for an Executive Director. The process of the search typically takes 90 to 120 days. Mr. Hernandez asked about the specialization of the firm. Mr. Michelic stated that his firm specializes in economic development and chamber of commerce executive searches. The firm has been in business for 28 years, knows the players and knows how to find the best candidates. The firm does not put out job postings or sift through resumes; they steal the best candidates for the position. The firm seeks feedback from the Board and the community on character traits, personality traits, work history and education. Three to five candidates are presented to the Board for interviewing. Mr. Sims Norment, one of our references, is here tonight. Mr. Hernandez asked about previous history with Paris. Mr. Mechelic said that his firm worked with the PEDC in the 1990s. He would interview every candidate that was presented to the Board. Dr. Hashmi said he has concerns with the financial part of the executive search and feels that the Board should discuss that separately. He also stated that the Board should discuss the policies, procedures and expectations of the Board. PEDC Board Meeting Minutes February 12, 2020 Page 2 of 3 Discuss andossibl ° a aProve the Lionshead S'ecialtWheel performance areement. Mr. Hernandez made a motion to table the Lionshead performance agreement until the next meeting. Dr. Hashmi seconded the motion. Vote was 5 -ayes to 0 -nays. Discuss and vossiblv a grove items for the renovation and redecoration of the De of s pecificallNr including -In! 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, and • the construction of restrooms inside the main PEDC office. Dr. Hashmi stated that he and Mr. Hernandez placed this item on the agenda. There are a number of issues at the PEDC office. The appearance of Paris just by looking at the current PEDC location does not give the appearance of a professional industrial town. Upon entering the office, you have no place to sit in the lobby. When you look up to the ceiling different color bulbs in the lights show some neglect. The second floor of the office is not utilized. The larger room upstairs could be a boardroom and the smaller office could be used by the PEDC Chair. We have listed items of concern, but it would probably cost $30,000.00 to $40,000.00 to renovate. Dr. Hashmi went on to say that he would leave plans out, since we have property on the Loop and the PEDC needs a professional office. Dr. Hashmi requested an item be put on the next agenda to discuss a new PEDC building and a new PEDC office. Dr. Hashmi made a motion to table this item until the next meeting and add the possibility of a new PEDC building. Mr. Pankaj seconded the motion. Vote was 5 -ayes to 0 -nays. Discuss and possibly ap :)rove the purchase of iPads for the dissemination of a Benda packets to the Board of Directors. Dr. Hashmi said he put this item was put on the agenda. The City Council uses iPads to receive their agendas and it saves the City money in paper and printing costs. The iPads could cost the PEDC up to $5,000.00, but it avoids paper loss. He also asked the Board if we could consider giving the Ex Officios iPads. Mr. Hernandez researched the price and came back with a price of $249.00 for a basic model. Mr. Hamill asked for numbers on the amount of savings the Board could expect. Mr. Pankaj stated that it should also decrease the amount spent in office supplies. Mr. Hamill wanted to know if there would be maintenance contract agreements and the costs involved. Dr. Hashmi answered by saying that the City has an IT department that services the iPads. Mr. Pankaj made a motion to table this item until the next meeting. Dr. Hashmi seconded the motion. Vote was 5 -ayes to 0 -nays. Discuss and possibly approve rocedure for addin items to the PEDC meeNn a Benda. Dr. Hashmi stated that when a Board Member wants any item discussed it should be placed on the agenda. Each agenda item must have information on that item which would give the Board a better idea of what the discussion will be. No items put on the agenda should be one -line items. Every Board member is responsible to write his own agenda item. Ms. Harris stated that as the attorney she should review the items to make sure they comply with the Open Meetings Act. Dr. Hashmi made a motion to approve the procedure of adding items to the agenda. Ms. Bills seconded the motion. Vote was 5 -ayes to 0 -nays. American S piralWeld Pi e U date: • ASWP Brownfield Progress — A conference call with Trent Ripley, GHD Services went very well. American is happy with the progress being made. The construction is not too far behind. • Rail Construction — The rail construction is going well and the deadlines will be met. Mr. Stout stated that we have received and opened the bids for our part of the rail construction. Due diligence is being done with Kiamichi Rail. This should be on the agenda for the monthly meeting. PEDC Board Meeting Minutes February 12, 2020 Page 3 of 3 Convene into Executive Session: Pursuant to Section 551.074 of the Texas Government Code: 1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee: or 2) to hear a complaint to charge against an officer or employee. • Review of Employment Contract Mr. Hernandez convened into Executive Session at 5:56 p.m. Mr. Hernandez reconvened back into Open Session at 5:56 p.m. Mr. Hernandez made a motion to exclude the Ex Officios from the Executive Session, except for Mr. Anderson. Mr. Pankaj seconded the motion. Vote was 4 -ayes to 0 -nays. Dr. Hashmi did not vote. Mr. Hernandez reconvened the Board into Executive Session at 5:58 p.m. Mr. Hernandez reconvened the Board back into Open Session at 6:22 p.m. Mr. Hernandez stated that the Board reviewed the agenda item and no action will be taken Ad'ourn Dr. Hashmi made a motion to adjourn. Mr. Pankaj seconded the motion. Vote was 5 -ayes to 0 -nays. The meeting adjourned at 6:23 p.m. Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corporation