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06 - Boards & Commissions - MinutesItem No. 6 PARIS ECONOMIC DEVELOPMENT CORPORATION SPECIAL MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Wednesday; Februa N 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 Suns 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 ssib_,1 aErove Pace Grou an executive search firm for the sur pose 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 and Iossibli a) grove the Lionsheao S ecialt�r Wheel performance agreement, 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 tossiblw a .grove items for the renovation and redecoration of the De pot s all° includin pecificbut 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 ossibl ° a 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 ossiblr a , grove :procedure for addin items to the PEDC meeting% 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 iralWeld 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 A! 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 PARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Tuesda ° Februa�r ° 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' In ant Mr. Hernandez invited those present to speak during Citizens' Input. No one came forward and the Citizen's Input was closed. Discuss and vossiblv a mwove Minutes of the January 20 2020 Monthlw° Meetin and the January 30 2020 Special Meeting, Mr. Hernandez asked if there were any changes or additions. There were none. Dr. Hashmi made a motion to approve both the January 20' and the January 300' minutes. Mr. Pankaj seconded the motion. Vote was 4 -ayes to 0 -nays. Discuss andossibl a grove November 2019 htinancials 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 and ; ossibl� a � grove January. 202Q 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 jossibl a a )rove an executive search firm for the pSy rose of selectin an Executive Director. Mr. Hernandez asked the Board their thoughts on the two search funis 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 ossibl a a grove the Lionshead Secialm LL Wheel ;performance a reement. 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. ossiblw a rove 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 13urchase of Wads for the dissemination of agenda ackets 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 andossibl a grove items concerning status of PEDC offices secificall 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,possibly take action on items discussed in Executive Session. Chairman Hernandez reconvened the Board into Open Session at 5:46 pm. 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. Adiourn Dr. Hashmi made a motion to adjourn. Ms. Bills 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 SPECIAL MEETING MINUTES CITY OF PARIS BOARD OF ADJUSTMENT CITY OF PARIS - CITY HALL COUNCIL CHAMBERS CONFERENCE ROOM PA �,. RIS. T �. �EYAS TUESDAY FEBRUARY 4,2020 12:00 O'CLOCK P.M. 1. The Board of Adjustment meeting was called to order by .David Hamilton, Chairman at 12: 00 p.m. The following members were present: David Hamilton, Benny Plata, Brady Fisher, Ruth Ann Alsobrook and Jerry Haning. Also present was John Ankrum, Carla Easton, Stephanie Harris and concerned citizens. 2. Approval of minutes from previous meeting. (December 9, 2019) Motion was made by Ruth Ann Alsobrook, seconded by Brady Fisher to approve minutes for the December 91, 2019 meeting. Motion carried 5:0. 3. Public hearing to consider and take action on the petition of Bailey Asay, on behalf of Kenny Dority, on Lot 19, City Block 222-B, being located at 2508 E Price Street. The petition requested a variance of Section 9-501(1) of the Zoning Ordinance which provides as follows: 9-501 (1) Schedule minimum Front Yards, (Zoning 4F) 25' feet. The applicant is requesting a variance of 5' to reduce the front yard setback from 25' to 20'. Public hearing was declared open. John Ankrum, City Building official, presented the case to the Board speaking in favor of the variance since during the process of acquiring appropriate zoning and site plan approval 5' of the lot had to be dedicated to the City right of way. Kenny Dority, of 4680 Boulder Lane, explained that even with the 5' dedication to the right of way the proposed structure would still be 30' from the curb so it would not look out of place from any of the other homes in the area. Dority also explained that a quadplex was originally proposed, but he may build a triplex to accommodate the parking. No one else spoke in favor or opposition. Public hearing was declared closed. Motion was made by Brady Fisher, seconded by Jerry Haning to approve the variance to section 9-501(1) of the Zoning Ordinance. Motion carried 5:0. 5. Meeting adjourned 12:09 p.ni. APPROVED THE 5th DAY OF MAY, 2020. Chaf