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06 - Boards & Commissions - MinutesItem No. 6 PARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Monday,,Jonuar l8 2022 5:30 O'CLOCK P.M. MINUTES, Board Members Present: Josh Bray, Chairman Curtis Fendley, Vice Chairman Chase Coleman, Secretary/Treasurer Dr. A.J. Hashmi Stephen Terrell Erik Roddy Mark Homer Ex -Officio Members Present: Paula Portugal, City Mayor Grayson Path, City Manager Pam Anglin, President PJC Clayton Pilgrim, City Council Liaison Paul Allen, Lamar County Chamber President Staff Present: Maureen Hammond, Executive Director Chris Stout, Economic Development Associate Guest(s) Present: Mary Madewell, The Paris News Page 1 of 3 Call to Order Mr. Bray called the monthly meeting of the Paris Economic Development Corporation to order at 5:30 p.m. on January 18, 2022. Invocation Mr. Stephen Terrell gave the invocation. Welcome and OyenlnR Remarks Mr. Bray commented on present COVID trends and voluntary precautionary measures that attendees may take at his or her discretion during the PEDC monthly meeting. Citizens' Input Mr. Bray invited those present to speak during Citizens' Input. No one came forward and the Citizens' Input was closed. Discuss and Consider Approval of the Minutes of the Re ular.MeetinmgmheId November 22, 2021 Mr. Bray asked for discussion and approval of the minutes. Mr. Fendley made a motion to approve the November 22, 2021, minutes. Mr. Coleman seconded the motion. Vote was 7 -ayes to 0 -nays. PEDC Board Meeting Minutes Monday, January 18, 2022 Page 2 of 5 Discuss and Consider AP roval of the November and December 2021 Financial Statements Mr. Bray stated December 2021 financials will not be presented due to late closing on recent land acquisition and minor inaccuracies on monthly report. Mr. Bray acknowledged revised December 2021 financials would be presented during the next PEDC board meeting for review. Mr. Coleman reported on financials for November 2021. He stated for the month of November our statement showed total assets of $6.8 million. Of the $6.8 million, $2.4 million was reported in cash, $2.1 million in investments, $330,000 from taxes receivable and $1.9 million was in real estate holdings within Paris Industrial Park. Total liabilities are $1.2 million, leaving a net cash position of $5.6 million. Mr. Coleman completed review for the month of November stating that the Sales Tax Revenue was $173,562, with a total Net -Income of $126,578. Following review and discussion of financial statements, Mr. Homer made a motion to approve the November and Financials. Dr. Hashmi seconded the motion. Vote: 7 -ayes to 0 -nays. Discuss and Consider Approval of the Interlocal Agreement between ATCOG and Paris Economic Develo ment Coru�oration Ms. Hammond discussed the procedure of applying for an EDA grant in an effort to make PEDC properties site - ready and fund infrastructure improvements related to current prospects. Ms. Hammond discussed different approaches to applying for an EDA grant and explained rationale for engaging Ark -Tex Council of Governments (ATCOG) for management/administrative services of the grant. She elaborated on administrative cost structure of consultants versus ATCOG as well as the importance of aligning the grant application with the CEDS, a regional planning strategy developed by ATCOG in partnership with regional economic developers. She added that if approved, the PEDC staff will be working jointly with ATCOG on application of this grant to the EDA and receive support from ATCOG via administration and management if the grant is awarded. All fees to ATCOG will be dispersed through the grant if awarded. Following review and discussion of the Interlocal Agreement between ATCOG and PEDC, Dr. Hashmi made a motion to approve the execution of the agreement. Mr. Roddy seconded the motion. Vote: 7 -ayes to 0 -nays. Discuss and Consider Approval of the Procurement Process and Bid Selection of an En ineerin Firm to devel )o a Preliminary En ineerin Re ort for EDA Grant A p ication Ms. Hammond stated that a Preliminary Engineering Report (PER) to describe the details and costs associated with the project is required when submitting a grant application to the EDA. She stated the PEDC had gone through the required procurement process and requested qualifications from a number of engineering firms. The PEDC accepted responses through January 3, 2022, and as a result Statements of Qualifications from three firms were received. The three firms are EST Inc., Hayes Engineering, Inc. and MTG Engineers & Surveyors, Inc. Ms. Hammond explained that each of the submitted proposals were subjected to a specific review process wherein each firm was scored in reference to their demonstration of experience with municipal construction, state and federally -funded construction projects, the competitive bidding process, and other elements of project management. PEDC Board Meeting Minutes Monday, January 18, 2022 Page 3 of 5 While all of the firms that responded showed an impressive list of prior projects and demonstrated their capacity to do projects similar to ours, after careful review of the submitted proposals, it was determined that EST was the most qualified firm and the best overall bidder based on the qualifications considered and recommends that the board select them for the EDA grant process moving forward. Ms. Hammond made the recommendation to choose EST as the selected bidder for the grant application and proceed with the application process with final approvals on grant application and funding totals to be brought before the board in the month of February. Following review and discussion of the Procurement Process and Bid Selection of an Engineering Firm, Mr. Fendley made a motion to approve the recommended firm EST Inc. for the EDA grant process. Mr. Coleman seconded the motion. Vote: 7 -ayes to 0 -nays. Discuss and Consider Action on Speculative Building Ms. Hammond provided an update regarding Speculative Building progress and stated that she is currently working with a firm to evaluate conceptual layouts and costs. She concluded discussion by stating there will be a joint presentation at a future board meeting with the findings. No action was taken on this item. Receive and Discuss Report on Branding Selection Committee Ms. Hammond discussed the joint branding project with the PEDC, City of Paris and Lamar County Chamber of Commerce. She reported that for the past few months, Mr. Grayson, Mr. Allen, and she have worked to get the branding project off the ground following Board and Council approvals. A Request for Proposals (RFP) was submitted to 15 leading brand agencies on Nov. 2 and proposals were accepted until Dec. 2, 2021. Nine sealed proposals were received, and each was reviewed and evaluated by Mr. Path, Mr. Allen, and Ms. Hammond. Of the nine submitted, five were selected as finalists to be interviewed and evaluated by the entire Steering Committee. Ms. Hammond then reported that the Branding Steering Committee consists of the following members: PEDC: Ms. Maureen Hammond; Exec. Director, Dr. AJ Hashmi; Board Member, Stephen Terrell; Board Member City: Mr. Grayson Path; City Manager, Reginald Hughes; Mayor Pro Tem, Mihir Pankaj; Council Member Chamber/VCC: Paul Allen; President, Jay Hodge; Chairman, Vicki Ballard; Incoming Chairman Ms. Hammond provided an update on the Steering Committee's activity. After the interviews were concluded, two finalists were selected, and the committee is presently in negotiations with the top choice of these finalists. Due to negotiations not yet being finalized, the final recommendation will be conveyed during the February 2022 board meeting along with Mr. Path and Mr. Allen making the recommendation to their respected governing boards. Ms. Hammond concluded by thanking the Steering Committee for their time and upcoming collaboration between the entities in accomplishing the joint branding project. After Ms. Hammond's discussion, board members made additional comments. Mr. Terrell stated that he is really proud and excited for the community for the cross -functional group that has come together to include the three entities for a branding project and looking forward to the outcome. Dr. Hashmi added that he has never seen such a collaboration between the PEDC, City of Paris, and Lamar County PEDC Board Meeting Minutes Monday, January 18, 2022 Page 4 of 5 Chamber of Commerce that worked so well together. Dr. Hashmi extended recognition to Ms. Hammond for her collaboration efforts between the three entities to work together on a project. No action was taken on this item Receive and Discuss Report on Land Review Committee Ms. Hammond updated the board on the Land Review Committee stating that she, Mr. Bray, Mr. Fendley, and Mr. Homer have met several times over the last few months. During those meetings they focused on site readiness, evaluating existing land inventory, and the need for additional land acquisition. Ms. Hammond stated that 82% of prospect leads during the past five years have had land requirement. In response to this, during the last meeting the board approved land acquisition of approximately 178 acres, which closed on December 28, 2021. Ms. Hammond thanked Mr. Bray, Mr. Fendley, and Mr. Homer for their time spent assisting with the negotiation process as well as the relationships they helped develop as part of their roles in the committee. She concluded by stating that the Land Review Committee would regroup during the second quarter due to its members' commitments to various other committees working at this time. Mr. Bray added with thanking Mr. Fendley and Mr. Homer for their time and the city for assisting with the financing portion of land acquisition. No action was taken on this item Receive and Discuss Report on Policy Review Committee Ms. Hammond opened the discussion with stating that the Policy Review Committee consists of: Ms. Maureen Hammond, Dr. AJ Hashmi, Mr. Homer, Mr. Roddy and Mr. Gain; PEDC Attorney. Ms. Hammond reported that the committee has met twice and has started with review of PEDC bylaws and policy procedures and operating standards. She added that the committee has completed review of the bylaws and would be composing amendments for consideration at a future meeting and in compliance with amendment procedures. No action was taken on this item 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 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 Pecan Grove • Project Red Maple • Project Rocket X • Project Iron Horse PEDC Board Meeting Minutes Monday, January 18, 2022 Page 5 of 5 3) Section 551.071 of the Texas Government Code, Consultation with Attorney, to receive legal advice from the PEDC Attorney about (1) pending or contemplated litigation and/or (2) on matters in which the duty of an attorney to their client under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with this chapter, regarding potential loan to Paris Economic Development Corporation. Chairman Bray convened the Board into Executive Session at 5:52 p.m. Reconvene into Qpen Session and Consider Action on Itern(s) Discussed in Executive Session Chairman Bray reconvened the Board into Open Session at 6:23 p.m. Discuss and Consider Action on Project Pecan Grove Dr. AJ Hashmi made the motion to approve the Incentive Agreement for Project Pecan Grove, Mr. Fendley seconded the motion Vote: 7 -ayes to 0 -nays. Discuss Future 8genda Items No future agenda items were brought forward to discuss. &dLourn Mr. Coleman made a motion to adjourn the meeting. Dr. AJ Hashmi seconded the motion. Vote was 7 -ayes to 0 -nays Mr. Bray adjourned the meeting at 6:25pm. Respectfully submitted, Stephen Kelly Executive Assistant Paris Economic Development Corporation Love Civic Center Governing Board Minutes Love Civic Center and Zoom Meeting December 9, 2021 Present: Curtis Fendley, Angie Carter, Jeremy Beshirs, Davis Burkhardt, Dr. Shaneka Scott, Brittany Johnson, Robert Staples, Jay Hodge, Russell Jackson. Staff: Gina Crawford and Paul Allen Curtis Fendley called the meeting to order at 12:20pm. Russell Jackson gave an overview of the November 2021 financials. A motion to approve was made by Robert Staples seconded by Davis Burkhardt, motion passed unanimously. October minutes were reviewed. A motion to approve was made by Robert Staples, seconded by Jeremy Beshirs, motion passed unanimously. Paull Allen stated that we have several items that have been yellow tagged for repair. These will need to be done before renovations begin. It was discussed to purchase new floor mats, but we will wait until after renovations. Curtis Fendley gave a motion to adjourn at 12:50 pm. Respectfully submitted, Gina Crawford Paris Public Advisory Board 01/26/2022 Meeting Minutes Opening: The regular meeting of the Paris Public Library Advisory Board was called to order by Chairman Steve Hellmann at 4:03 p.m. Present: Board members present were: Steve Hellmann, Eva Dickey, Myers Hurt, Jennifer Cullum, Melanie Loughmiller, Lauren Mathews, DeEtte Cobb, City Council Liaison Linda Knox and Library Director Tim DeGhelder. PJC Intern Justin was also present. Board member Lauren Mathews was absent. I. Approval of Minutes: The minutes of the November 17th, 2021 board meeting were approved, with the correction of the Item VI, Section K misspelling of the word from "time" to "Tim." Minutes were approved with Melanie Loughmiller making the motion and Myers Hurt providing the second. IL New Business: Chairman Steve Hellmann addressed the board regarding the required amount of board member attendance. The board reviewed the rules listed. Tim DeGhelder and Steve Hellmann asked the board members to please notify of any absences as soon as possible, so that the meetings can continue to happen as scheduled. Tim asked that board members email any foreseen absences as soon as possible so that he can email the board and not waste time. III. Old Business: No old business. IV. Presentations: a. Budget Report The total expenditures for the Fiscal Year so far amount to $162,268.17, which is 22% of the FY 2022 budget. b. Statistical Report The library currently has 9,521 active library cards, which is a continual increase from previous month. Computer Instruction was logged at 118 people assisted. Tim noted the many Facebook page visits totaling 4,935 people. c. Programming was up, with the new adult programming, as well as the continued children's programs. Tim noted that there would be a teen program soon. d. Tim called the board's attention to the Associations budget item. He used funds from this line item to join the Texas, Public, and American Library Associations. Joining these associations will provide Tim and the Paris Public Library with access to information, topics, and new ideas that are happening in libraries. Board Comments: a. There was a discussion regarding the various options for a -book download programs that the library has the option to participate in. Currently, the library buys in to the Overdrive program, which works as a type of time- share, with other libraries that purchase the package. Paris Public Library is in a group with 68 other libraries, with a $3,000 involvement agreement to purchase books off of this platform. Overdrive is affordable but can have a long wait for the books. Hoopla is a different platform, which Tim has previous experience with and works as a pay-as-you-go plan. There is no wait time for books on this platform, but it can be more expensive, if too many patrons check out an abundance of books. Tim provided this information to the board for discussion. He noted that he doesn't see the library changing platforms anytime soon, but it is something to consider. DeEtte Cobb asked if Overdrive was a better option for Paris, to which Tim replied that currently, it's a good option. Steve was interested in doing a trial period of Hoopla, wanting to know if some of the Budget funds could be reallocated to the cost of Hoopla and Tim said that was possible. Tim noted that he liked Hoopla because patrons can access the exact titles they want, without the wait. However, it could be a strain on the budget. Steve wanted to know if the library could use both services and Tim said yes. Eva Dickey asked how much money of the budget is allocated to digital content, to which Tim replied 10%. Melanie Loughmiller proposed that finding a way to provide Hoopla could be a goal for Tim. Steve also asked if patrons could prepay for the service and when their personal credits for the month ran out, they could either add more money to the account, or wait. Tim said that he would look into it. b. DeEtte Cobb asked for Tim to clarify how to get the public involved in the library's digital offerings. Tim noted the library's website and Eva added that the library's Facebook page has a lot of activity on it. It was noted that patrons who are interested in digital content could find a variety of information on the website or Facebook. c. Myers asked if the circulation numbers have improved since the implementation of the Kids Read Free program. Tim noted that it is too early to tell because of the time people have to return books has not lapsed into late fees. Linda Knox asked if the patrons had any comments regarding the program and Tim said that most people are happy about the change. V. Friends of the Library Report: Tim said that the Friends provided funding to the library, for purchasing new laptops to use in the Community Meeting room. Tim will also use Friends funds to purchase more games for the electronic game table. VI. Director's Remarks: Winter Reading Program: The Winter Reading Program began on January 1St, 2022 and will run through February. This is the adult reading program challenge. Participants will read or listen to 4 books from the library and complete the reading chart. When they submit the reading chart, they will be eligible for small prizes from local businesses. Tim noted that he asked local businesses if they would be willing to match the amount of gift card the library was willing to purchase. For example, if the library purchased a Sonic gift card in the amount of $5, Tim asked if Sonic would match that same amount. b. Kids Read Free: The program is working and while the statistics have yet to be official, Tim hopes to discuss the progress at the February meeting, when people who would normally incur fines on children's books will now be alleviated of that burden. c. Check Us Out: This program is to bring more attention to the happenings at the library and provide one easy handout for patrons to take home or view on Facebook. d. Food Drive: The library is hosting a food drive to support the Downtown Food Pantry, which will distribute the food. e. Valentine's Cards: The library is collecting Valentine's cards created by visitors to the library. The cards will be dropped off at a local Senior Home. f. Teen Programs: Tim has the new Teen programs slated for debut in March. More information to come. g. PC Classes: Ron has begun teaching PC classes with enough interest to consider teaching an advanced level. Tim noted that the classes are taught before normal operating hours of the library, so there is no conflict of computer access for visitors. h. Grants: Tim applied for two grants. One is from the Luminant Power Plant, in the amount of $6,100 which would be used to help create a small quiet/media room. The second grant is from Campbell Soup, in the amount of $300, which would be used to help support the book club. i. Strategic Plan: Employees of the library was the focus of the Strategic Plan discussion. 1. Staff Evaluations and Goal Setting: Tim noted that there are several employees on staff who have not been provided with an annual evaluation in a long time. Tim noted that yearly evaluations not only help the employer but also provide the employee with an opportunity to create goals, discuss any concerns, and consider their future roles. 2. Training: Tim wants the staff to receive training specifically related to library topics 2 times a year. This training can be provided via web. 3. Staff Meetings: Staff meetings are held on the Friday before the next Board meeting. Everyone on the staff is required to attend. Tim added that the monthly staff meetings are a way to stay connected. 4. Program Development Teams: Three teams of staff members have been created to build the Adult, Teen, and Children programs at the library. Each team is required to develop an activity for their program once every four months. Examples of programs are the food drive, Adult Reading challenge, and a Teen escape room. 5. Stress -free Activities: Tim is passionate about establishing a positive work environment and feels that initiating a few stress -free activities would help promote building staff morale. Tim has ideas such as scavenger hunts, Christmas BINGO, and ice breakers at meetings. 6. Library Goals: Tim wants to include the staff in setting and promoting the library goals. An example is the Kids Read Free program. 7. Job Descriptions and EAP: Tim wants to promote positive mental health among the employees at the library, as well as update job descriptions as needed. 8. Continuing Education: As Library Director, Tim feels it's important to stay knowledgeable on industry updates and how that can benefit the Paris Public Library. 9. Staff Safety Procedures: The staff will be properly trained on First Aid & AED use, along with how to use the library's security cameras. The next meeting will be on February 16, 2022 Submitted by: Jennifer Cullum, Secretary MINUTES OF THE REGULAR MEETING OF THE BUILDING AND STANDARDS COMMISSION MONDAY, NOVEMBER 15, 2021 3:00 P.M. 1. Reeves Hayter called the Building and Standards Commission Meeting to order at 3:10 P.M. Roll was called. A. The following members were present: Reeves Hayter Richard Thompson Kenneth Kohls Pat Conrad Carlton Cooper B. Staff present: Robert Talley Clyde Crews Nicki Brown Duke McGee — New Building Official Andrew Mack C. Others present: Reginald Hughes — City Council 2. Approval of minutes from previous meeting. (October 18, 2021). Motion made by Richard Thompson and seconded by Pat Conrad to approve the minutes. Motion carried unanimously. 5-0 3. Public Hearing to consider presentations by City of Paris Code Inspectors and owner(s) and/or lien holder(s) of the below properties who have been given notice of a violation of Chapter 4, Article 4.03 entitled "Substandard and Dangerous Buildings and Structures"; Chapter 7, Article 7.04 entitled "Weeds, Junk, and Other Objectionable, Unsightly, or Unsanitary Matter on Private Premises"; Chapter 8, Article 8.10 entitled "Outdoor Storage"; Code of Ordinances of the City of Paris, Paris, TX: C. 250 NW 33rd; Mayer Block 4, Lot 9 Owner: Jimmy L Furtch Jr. 75 29th SW Paris, TX 75460 Present Robert Talley stated that the City abatement crew has cleaned this property several times. There's missing and deteriorating wood, roof damage, it's unsecure, some of the floor is missing, the ceiling is falling in, foundation is sinking and weather is getting inside the structure. Robert Talley's recommendation: Declare a nuisance, demo within 30 days, or city has right to do so. Jimmy Furtch stated that he still owes on this property at the bank but it's almost paid off and wants to repair this structure. Andrew Mack (Community Development Director) asked the commission to require Mr. Furtch to apply for a permit within 30 days if repair orders are given. Motion made by Ken Kohls, seconded by Richard Thompson, to follow staff recommendation. Motion carried unanimously. 5-0 A. 535 E Polk; Rucker Place, Block 1, Lot 5 Owner: Alton James Davis C/O James Davis 3402 Pinnacle Dr. San Antonio, TX 78261 Robert Talley stated the owner is deceased and he has had contact with the son. The son stated he is a disabled vet and is not going to do anything with the house. There was no will. Robert Talley stated the structures have burned, they are unsecure, and there's lots of junk and rubbish on the property. Robert Talley's recommendation: Declare both house and shed a nuisance, demo within 30 days, and city has right to do so. Discussion of owner's responsibilities for property once they are deceased. Motion made by Richard Thompson, seconded by Carlton Cooper, to follow staff recommendation. Motion carried unanimously. 5-0 B. 830 NW 28th; Sperry's 11t Addition, Block 1, Lot 3 Owner: Marion Lester 814 28th NW Paris, TX 75460 Robert Talley spoke with the owner's son who lives next door. The son said he would try to clean up and demo the house. Robert Talley stated the house has sunk, separated, split, is breaking up under the carport and the back is burned. Robert Talley's recommendation: Declare a nuisance, demo within 30 days, or city has right to do so. Motion made by Reeves Hayter, seconded by Carlton Cooper, to follow staff 9 5. recommendation. Motion carried unanimously. 5-0 D. 1113 Martin Luther King; City block 269, Lot PT 5 Owner: Billy F Thomas 85 Turtle Creek Dr. Paris, TX 75462 No contact with owner. Robert Talley stated there are holes in the roof, the doors are kicked in, it's unsecure, missing and deteriorated wood, sinking and shed is dilapidated also. Discussion of trees. Robert Talley stated they remove trees if they are dead. Robert Talley's recommendation: Declare a nuisance, demo within 30 days, or city has right to do so. Motion made by Richard Thompson, seconded by Pat Conrad, to follow staff recommendation. Motion carried unanimously. 5-0 D. 1162 NE 14th; Harlan heights, Block 2, Lot 1-3 Robert Talley asked commission to remove this from the agenda. The owner has pulled a permit and is repairing the property. No action on this property Motion made by Ken Kohls, seconded by Richard Thompson, to accept Robert Talley's recommendation. Motion carried unanimously. 5-0 Code Enforcement Report Robert Talley explained the 5 and 5 proposed agreement with contractors. When we tear down houses the City is left taking card of mowing and cleaning the properties. We will be talking to contractors, realtors, etc. to build five houses in five years. The City will provide vacant lots for these houses for no charge. Once the properties are given to contractor, realtors they become responsible for maintenance and all permits on that property. If houses are not built on the vacant lots they lot will be returned to the City of Paris. Adjournment Motion made by Richard Thompson seconded by Ken Kohls to adjourn the meeting at 3:58 pm. Motion carried unanimously. 5-0 APPROVED THIS 21 st DAY OF February, 2022. C.E chair