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06 - Board MinutesItem No. 6 Where ` exans Reach Iligher PARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Tuesday, October 17, 2023 5:30 P.M. MINUTES Board Members Present: Staff Present: Josh Bray, Chairman Dr. A.J. Hashmi Stephen Terrell Erik Roddy Mark Homer Ex -Officio Members Present: Maureen Hammond, Executive Director Lauren Trejo, Economic Dev. Specialist Stephen Kelly, Executive Assistant Legal Counsel: Casey Gain, PEDCAttorney Reginald Hughes, Mayor Guest(s) Present: Mihir Pankaj, Mayor Pro Tem Mary Madewell, The Paris News Grayson Path, City Manager Paul Allen, Lamar County Chamber President Call to Order Chairman Josh Bray called the monthly board meeting of the Paris Economic Development Corporation to order at 5:30 p.m. on Tuesday, October 17, 2023. Invocation Mr. Roddy gave the invocation. Welcome and Ogening Remarks Chairman Bray opened by expressing appreciation to everyone in attendance including the City Council, the City Manager, Mrs. Madewell, and Mr. Allen. Citizens' Input Chairman Bray invited those present to speak during the Citizens' Input. No one came forward, and Chairman Bray closed citizens' input. Page 1 of 5 i Cpl Where Texans Reach H@het Discuss and Consider A royal of the Minutes of the Meetin held Se tmber 14, 2023 Chairman Bray presented the September 14, 2023, meeting minutes for review and discussion. Dr. Hashmi made a motion to approve the minutes as presented. Mr. Homer seconded the motion. Vote: 5 -ayes to 0 -nays U date and Discuss September 2023 Financial Statements Ms. Hammond reported on financial statements, noting that our September 2023 financials mark the end of our fiscal year. Therefore, they are presently undergoing a thorough review and necessary adjustments. Ms. Hammond assured everyone that the adjusted, finalized year-end statements will be presented for discussion at the upcoming board meeting. No additional questions/comments followed, and the discussion was closed. U daa ate and Discuss Revisions to Policies and ProceduresO eratin Standards Ms. Hammond presented a memo outlining this item. She went on to note that in 2021, Chairperson Bray appointed a Policy Review Committee consisting of Board Members Dr. AJ Hashmi, Mark Homer, Erik Roddy, and Executive Director Maureen Hammond to review policies and bylaws. Ms. Hammond recalled that the bylaws were completed and accepted by the board and City Council last year, immediately following the document being drafted and presented. Ms. Hammond went on to state that the Policy Review Committee has begun reviewing the PEDC's policies and procedures operating standards, noting that the original document was established in 2013. Following the committee's evaluation, it has been determined that the policy needs a complete overhaul. Ms. Hammond noted that given that it is an existing policy and acknowledging that there were some time -sensitive revisions that were necessary, the committee wanted to submit the proposed recommendation for immediate action with the recommendation that this entire policy be reviewed in the near future. The suggested redlined revisions of the Policies and Procedures were provided in the Board Member Packet for the Board's consideration. Ms. Hammond continued the discussion by stating that the committee is not requesting any action be taken during tonight's meeting, giving each board member time to review the recommendations. She noted that the revisions aim to keep pace with evolving business practices, remove redundancies, and discard elements that were deemed unnecessary. She closed by asking if there were any additional questions or comments regarding the revisions as discussed. Dr. Hashmi provided a brief comment by stating that he feels the committee reviewed the suggested revisions carefully and the committee was comfortable with the changes. He went on to note that he would like the rest of the board to see the proposed changes and then go to the next phase of approval according to PEDC bylaws. Chairman Bray provided a brief comment by thanking members of the Policy Review Committee for their work regarding Policies and Procedures, highlighting their importance to an organization. He went on to state that the board will vote on these actions during the next monthly PEDC meeting. No additional questions/comments followed, and the discussion was closed. Page 2 of 5 QNB III III � f � 1�l l�f r t RO R- 18 T E X A ' • ,�'�� ECONOMIC DEVELOPMENT CORPORA'nON Where'exns Reach Higher Discuss and Consider Scheduling a Combined Nov. Dec. Board Meetin on December 5 2023 Ms. Hammond stated that over the last few years, due to the holidays, the PEDC has combined the November and December board meetings. She noted that the date of December 5th was selected intentionally for timing with the EDA Grant and awarding a bid to a contractor. Chairman Bray asked the board if there were any concerns or additional questions regarding scheduling. No additional questions/comments followed, and the Board Meeting scheduling change was made for December 5, 2023. Discuss and Consider Schedulina a 2024 Plannin and Strate Meetin Chairman Bray explained that the intention of placing this item on the agenda was to ask the board to consider what they would like to accomplish collectively in 2024. He went on to note that there are tentative items on the agenda currently but requested feedback on additional items. After a brief discussion, board members agreed to submit ideas and topics to Ms. Hammond. No additional questions/comments followed, and the discussion was closed. Re ort and Updates bv Executive Director Maureen Hammond LionsHead Specialty Tire & Wheel: Ms. Hammond provided an update on this project, stating that the LionsHead facility is continuing to make progress with the foundation work and the last of the piers being installed this week. Ms. Hammond highlighted that the site received its first steel delivery with the balance being delivered at the end of the week. EDA Grant: Ms. Hammond provided an update on the EDA Grant by informing the board that on October 101h, the PEDC was notified that the EDA had accepted the plans and specifications for the improvements in the Northwest Industrial Park. She went on to recall that those improvements are to 34th St. and a deceleration lane from Loop 286, Ms. Hammond noted that this approval gave a "green light" to go out to bid for the plans and specifications submitted. She went on to note that per EDA requirements, a notice was posted in The Paris News over the weekend, and the bid packet was released on CivCast. She provided insight stating that within two days there were thirteen plan holders, including six general contractors. Ms. Hammond continued by stating that she feels the PEDC is off to a great start with the bids received thus far. In reference to the previously mentioned timeline, Ms. Hammond relayed that there will be a pre-bid meeting at the end of October, with the goal being to bring back a recommendation to the board at the December 5t' board meeting. She noted that EDA guidelines state that it must be the lowest responsible bidder. Ms. Hammond concluded her report and Chairman Bray briefly inquired about who is reviewing the received bids for recommendation. Ms. Hammond responded by stating that she and Mr. Napier of EST will be reviewing bids, noting that he will be present during the December 5th meeting, responding to any questions. Page 3 of 5 myly-r-11- Wh2re I -exons peach Nigher Ametsa Packaging: Ms. Hammond briefly recapped the recent social media post regarding Ametsa Packaging's milestone of receiving their first rail shipment of sugar. She went on to note that it was the first utilization of that rail spur since its completion around a year ago. Ms. Hammond remarked that this shined a light on the partnership between the PEDC and Kiamichi Railroad (KRR) related to the American Spiral Weld project, the rehab and extension of the rail to support the project, and in particular, the Center Street spur. She went on to acknowledge that this was a collaborative process by the PEDC to achieve goals. Ms. Hammond closed the report by thanking and congratulating Dr. Hashmi, as being part of the PEDC Board who took the action to rehabilitate the spur. She highlighted that this initiative was very forward - thinking. TxDOT: Ms. Hammond provided a brief update on the TxDOT construction process, stating they have started vertical construction on the administration building. Mr. Roddy inquired about the EDA grant and if a committee is needed for bid review and the selection process associated with it. Dr. Hashmi provided comments along with Chairman Bray, Mr. Homer, and Ms. Hammond for a brief question -and -answer discussion. Ms. Hammond noted that Mr. Shawn Napier of EST is the PEDC engineer of record, and he will provide recommendations for approval per EDA guidelines. She went on to extend an invitation to anyone wanting to attend the upcoming bid meetings. No additional questions/comments followed, and The Executive Director's report concluded. Convene into Executive Session: 1) 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 to 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 another incentive to a business prospect described by Subdivision (1), to wit: a) Project Vine to Paris b) Project Green House 2) Pursuant to Section 551.072 of the Texas Government Code to discuss and deliberate the purchase, exchange, lease, or value of real property. Chairman Bray convened the Board into Executive Session at 5:47 p.m. Page 4 of 5 Reconvene into Open Session and Consider Action on ItemLss Discussed in the Executive Session Chairman Bray reconvened the Board into an Open Session at 6:26 p.m. Dr. Hashmi made a motion to approve the PEDC performance agreement with Project Vine to Paris as discussed in the executive session. Chairman Bray seconded the motion. Vote: 5 -ayes to 0 -nays Dr. Hashmi made a motion to approve and exercise the PEDC's option agreement on the property discussed in the executive session. Chairman Bray seconded the motion. Vote: 5 -ayes to 0 -nays Dr. Hashmi made a motion to authorize Ms. Hammond to negotiate and execute an agreement between the PEDC and a lessee for the 123 acre parcel on the South Loop 286 as discussed in the executive session. Chairman Bray seconded the motion. Vote: 5 -ayes to 0 -nays Discuss Future,_A_genda Items No future agenda items were brought forward to discuss. No additional questions/comments followed. Closing Remarks None Adiourn Chairman Bray declared the meeting adjourned. The meeting was adjourned at 6:47 p.m. Respectfully submitted, Stephen Kelly Executive Assistant Paris Economic Development Corporation Page 5 of 5 MINUTES OF THE LOVE CIVIC CENTER BOARD MEETING OF THE CITY OF PARIS, TEXAS September 14, 2023 The Love Civic Center Board of the City of Paris met for a regular session at 12:15 p.m. on Thursday, September 14, 2023, at the Love Civic Center, 2025 S. Collegiate. Present: Board Members: Trey Peeples, Colton Perry, Gary Flynn, Levi Graham, Curtis Fendley, Dr. Shaneka Scott, Dr. Wally Kraft, Hunter Jones, Chase Coleman. City Representatives: None. Absent: Board Members: Scott Avery, Brittany Johnson, Robert Staples, Owen Jobe and Peggy McClaren. Call meeting to order. Curtis Fendley, Chair, called the meeting to order at 12:15 p.m. 2. Citizens' Forum. No one present. 3. Approve minutes from the meeting of July 13, 2023, a motion to approve this item was made by Trey Peeples, seconded by Colton Perry, motion carried, 9 ayes, 0 nays. 4. Receive financial report from Chase Coleman, a motion to approve this item was made by Dr. Wally Kraft, seconded by Trey Peeples. Motion carried, 9 ayes, 0 nays. 5. Another AC condenser went out. A motion to approve up to $11,000 for a ten ton was made by Chase Coleman, seconded by Hunter Jones. Motion carried, 9 ayes, 0 nays. 6. Randy Nation stated that lots of events are happening, and the civic center is staying consistently booked. 7. Randy Nation stated that he has two bids for the new sign out front. The first bid was local for $84k and the other was for $44K, non -local. The board asked that he go back to the local person and ask her to rebid. A motion to approve up to $55k was made by Levi Graham, seconded by Trey Peeples. Motion carried, 9 aye, 0 nays. Adjournment. There being no further business, A Motion to adjourn was made by Board Member Curtis Fendley, seconded by Board Member Trey Peeples. Motion carried, 9 ayes — 0 nays. Curtis Fendley adjourned the meeting at 12:33 p.m. Curtis Fendley, Chair