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10/20/2020 MinutesPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Board Members Present: Josh Bray, Chairman Mihir Pankaj, Secretary/Treasurer Curtis Fendley Chase Coleman Stephen Terrell Ex -Officio Members Present: Grayson Path, City Manager Paula Portugal, City Councilor Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75450 Tuesday, October 20, 2020 5:00 O'CLOCK P.M. MINUTES Staff Present: Maureen Hammond, Executive Director Chris Stout, Economic Development Associate Paula Brownfield, Administrative Assistant Guest(s) Present: Mary Madewell, The Paris News JC Darnell, JC Darnell Computer Service Marion Hamill, Citizen Kelli Mallicote, Bodyguard Bumpers (5:20 p.m.) Legal Counsel: City Council Liaison: Casey Gain, PEDC Attorney Renae Stone Callao Order Mr. Bray called the monthly meeting of the Paris Economic Development Corporation to order at 5:00 p.m. on October 20, 2020. He asked that the record reflecta quorum was presentfor the Board meeting. Ms. Bilis and Dr. Hashmi were absent from the meeting. Invocation Mr. Terrell gave the invocation. Welcome and Opening Remarks Mr. Bray brought to the Board's attention that Chris and Paula managed the PEDC daily operations for the six months the PEDC was without an Executive Director. He went on to say they did an outstanding job, and the Board appreciates them stepping up to help. Citizens' Input Mr. Bray invited those present to speak during Citizens' Input. No one came forward and the Citizen's Input was closed. Mr. Bray asked for a motion to move Item 7 above Item 5. Mr. Fendley made the motion to move the item. Mr. Coleman seconded the motion. Vote was 5 -ayes to 0 -nays. PEDC Board Meeting Minutes October 20, 2020 Page 2 of 3 Discuss and Consider Approval roval of Computer Hardware and Software for Conference Room Ms. Hammond indicated virtual meetings are on the increase due to the pandemic. The conference rooms the PEDC has access to are not equipped with audio visual. We visited with Mr. Darnell, our IT consultant, and have two different options for hardware and software. The first one is a purchase of the conferencing hardware for $5,099.00 along with an annual software subscription of $468.00. The second option is a twenty-four month lease of the hardware and a twenty-four month software subscription for a total of $4,935.00. Mr. Darnell offered his recommendations of the equipment needed for virtual meetings to the Board. There are pictures with a wall mount TV or two wall mount TVs and pictures showing a video cart with one or two TVs. The prices discussed by Ms. Hammond are for the GOTO Meeting hardware and software which does not include the TVs or the cart. Mr. Bray stated we are asked to attend ZOOM and GOTO meetings frequently. The PEDC conference room is also the copier/break room and is not very professional for meetings. He would like to see the TVs fixed to the wail. Mr. Fendley agreed that having it fixed to the wall is his preference. Mr. Terrell approved of the wall mount also. Mr. Pankaj was concerned about the liability of our investment being in a room used by the public. Mr. Fendley made a motion to purchase the audio visual equipment. Mr. Pankaj seconded the motion. Vote was 5 -ayes to 0 -nays. Discuss and Consider AppEgUl of the Minutes of the Regular Meeting held September 152020 Mr. Pankaj made a motion to approve the September 15, 2020 minutes as presented. Mr. Coleman seconded the motion. Vote was 5 -ayes to 0 -nays. Discuss and Consider Aproyal of the September 2020 Financial Statements Mr. Pankaj pointed out Personnel expenses were higher than normal. September 30'h is the end of our fiscal year and September wages were accrued for year-end. Legal Fees to Clem & Gain are listed at $4,200.00. Under Equipment expense the office purchased new computers and monitors for $6,712.44. The $792,454.52 to Kiamichi Railroad is for rail upgrades, The PEDC total expenses for September were $854,398.26. Mr. Terrell asked how much more is owed for the rail. Mr. Pankaj answered about $100,000.00 which is under the $1 million set aside for the project. Mr. Fendley made a motion to approve the September financials. Mr. Terrell seconded the motion. Vote was 5 -ayes to 0 -nays. Project Updates: American SpiralWeld Pipe • The rail was a considerable expense. This was Phase One of the rail rehabilitation for American. Before we paid this out, we had a briefing with Donald Spainhower a consultant and the inspector for the project. We requested an additional rail test be conducted and they provided the test. Mr. Spainhower completed an inspection completion report.. The check was released to Kiamichi last week. Materials were received for the Phase Two rail which is the 400 feet of rail connecting to American's spur. ■ American started their foundational pour. ■ As equipment is installed, they will start. phasing in employment. ■ Production start date is anticipated at the start of 2021. Convene into Executive Session: 1) Pursuant to Section 551.072 of the Texas Government Code to discuss and deliberate the purchase, exchange, lease, or value of real property. 2) Pursuant to Section 551.087 of the Texas Government Code to (1) discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting PEDC Board Meeting Minutes October 20, 7070 Page 3 of 3 economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect described by Subdivision (1), to wit: • Project Rainwater Falls • Project Rocket X • Project Yellowstone • Project Lumberjack Chairman Bray convened the Board into Executive Session at 5:13 p.m. Reconvene into Open Session and Consider Action on items Discussed in Executive Session Chairman Bray reconvened the Board into Open Session at 6:01 p.m. Mr. Coleman made a motion the give the Executive Director and the Chairman authority to negotiate a performance contract regarding Yellowstone_ Mr. Pankaj seconded the motion. Vote was 5 -ayes to 0 -nays. Discuss Future -Agenda items No future agenda items were discussed. Adiourn Mr. Pankaj made a motion to adjourn. Mr. Fendley seconded the motion. Vote was 5 -ayes to 0 -nays. The meeting adjourned at 6:03 p.m. Respectfully submitted, sc Paula Brownfield k Administrative Assistant Paris Economic Development Corporation