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06-Minutes from various boards, commissions, and committeesCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 02/ 15/2010 Council Date: City Clerk Janice Ellis 6. 02/22/2010 RECOMMENDED MOTION: Motion to approve. POLICY ISSUE(S): Record of Standing Committee. BACKGROUND: Paris Economic Development Corporation Board minutes from the meetings on January 13, 2009; February 10, 2009; March 16, 2009; April 14, 2009; May 12, 2009; June 9, 2009; July 9, 2009; August 3, 2009; August 14, 2009; September 8, 2009; October 13, 2009; October 31, 2009; November 10, 2009; December 8, 2009; January 12, 2010; and January 28, 2010. Rachel Schory from PEDC contacted me to inquire which PEDC minutes they had not forwarded to me, for submission to City Council for review. I advised her that I could not differentiate without going through all of the minutes for City Council. Ms. Schary then forwarded to me all of the 2009 PEDC minutes, as well as the most recent PEDC minutes. She told me this should have PEDC up to date and that in the future, they will forward the minutes to me in a timely fashion. Building and Standards Commission minutes from the meeting on October 19, 2009. Historic Preservation Commission minutes from the meeting on January 13, 2010. Fire and Building Code Review Committee minutes from the meeting on January 26, 2010. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: The attached minutes. ACTION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance y'I'D Actual $ ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris .0 000f?1...1 Revised 2/04/08 Paris Economic Development Corporation Board Meeting Minutes January 13, 2009 Board Members Staff Present: Pete Kampfer Present: John Wright Rachel Schory Chad Brown Ez Officio Members Dan Smith Present: Kevin Carruth Dick Severson Pike Burkhart Glen Bawcum Jesse Freelen Kent McIlyar Guests: Kenny Dority Dr. Pam Anglin Edwin Pickle Don Wall Dan Smith called the meeting to order at 4:02 p.m. Minutes from the December 9, 2008 meeting were reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by Dick Severson. The financial reports from November and December were reviewed. It was noted that December reflects expenses for two months as preparation of the November report had been delayed. The reports were unanimously approved on a motion by Glen Bawcum seconded by John Wright. A draft of the audit for FY2007-08 was presented to the board, as prepared by McClanahan and Holmes, CPAs. There is nothing unusual in the audit. It reflects a good cash position, and the Industrial Park is the primary debt. T'he report was unanimously approved as submitted on a motion by Dick Severson, seconded by Chad Brown. Mr. Pete Kampfer presented the Executive Director's report. Mr. Kampfer provided the following updates: • Don Wall, chairman of the Sulphur River RMA, presented an update on RMA activities and transportation issues in the state. Mr. Wall reported that SURRMA has contracted with the engineering firm BWR to prepare pass-through financing applications as well as conduct a comprehensive transportation study of the SURRMA area. Mr. Wall further advised that any new transportation projects will require some local support; TxDOT will not fund 100% of the projects. SURRMA is considering a vehicle registration fee to fund transportation projects in the region. • Mr. Kampfer informed the board of a meeting held in December with Kimberly- Clark, Campbell Soup, Sara Lee, Paris Junior College, PEDC and Workforce Solutions to discuss an industry need-specific electro-mechanical training program. • Mr. Kampfer advised that the community strategic planning discussions have involved community groups including education, healthcare, and the City. r);, " January 13, 2009 n • The Daisy Dairy project is now public and a public meeting will be held to discuss the project on February 3, 2009 at 6:30 p.m. in the Chamber Community Room. • Mr. Kampfer will be in Austin on Jan. 15 and 16 for a Workforce Development Summit. • Lamar County Day in Austin will be April 22 and 23. Board members were strongly encouraged to attend. • The next board meeting will be February 10, 2009. • The erosion control project at the Industrial Park is complete. Photos of work were shown. Mr. Kampfer advised that city engineer Shawn Napier has viewed the work to ensure its quality. The board entered into discussion about contracting services for a business incubator feasibility study. It was explained that the feasibility study is the first step in the process of developing a business incubator. The study will assess the current community climate for entrepreneurial support. Dr. Anglin advised that PJC is currently involved in activities that support rural entrepreneurship, including financial support of the SBDC. Mr. Kampfer provided qualifications for 2 professional consultants for the board to consider contracting for the study. The professionals were Charles D'Agostino from Louisiana State University and David Buchen, a professional out of New Mexico. The estimated cost for Mr. D'Agostino's services would be above $20,000, whereas Mr. Buchen's services would be around $5,000. The board unanimously approved an expenditure of $5,000 to secure the services of Mr. David Buchen for a business incubator feasibility study. The motion was made by Chad Brown and seconded by Dick Severson. The Board convened into Executive Session at 4:57 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to locate, stay, or expand in Paris and consider any commercial and financial information related to the business prospect. Executive session concluded at 5:11 p.m. There was no action taken as a result of executive session discussion. The board entered into old business to discuss the Pat Mayse Lake water issue. The paper Mr. Kampfer previously provided the Board has been edited in one line on page 3. This line reflects PEDC's position that should a sale of water outside Lamar County occur, then the City could reclaim appropriate amounts of the contracted water as needed to support future economic development needs. Dan Smith pointed out that this statement expresses the priority of industry recruitment over selling water outside Lamar County. John Wright made a motion that the issue be tabled to allow time for Mr. Kampfer to gather more information from available resources, other than the engineering firm HDR, to determine if the proposed figure of 5,190 acre feet per year is sufficient for economic development or whether there is a better number. Mr. Wright advised that he made the motion because he is uncomfortable supporting the 5,190 figure for future economic development. There was no second to this motion, so the motion died. After hearing this motion, Chad Brown and Dick Severson both commented that !p!y n 11 January 13, 2009 V o~ 4~.o a v they are not comfortable supporting the 5,190 figure either, but Mr. Severson does support the caveat added to the position paper. Dan Smith made a motion that the board approve the 5,190 acre feet/year figure with the caveat included in the paper. There was no second to this motion, so the motion died. The board agreed that a decision needed to be made, rather than tabling the issue but did not feel that another study was the way to proceed. Chad Brown made a motion that the figure proposed for Campbell Soup in the HDR report (3,150 acre feedyeaz) be added to the figure proposed for future manufacturing needs (5,190 acre feet/year) for a total of 8,340 acre feedyear proposed to be needed for future manufacturing needs. 1'he Board's agreement to the above quantity is contingent upon the allocation of additional quantities of water, to support future Economic Development Projects (industry), if additional Project water is required during the term of the water agreement with Irving. Glen Bawcum seconded this motion. The motion passed on a 4-1 vote, with John Wright voting nay. There being no further business to come before the board, the meeting was adjoumed at 6:23 p.m. on a motion by Dan Smith seconded by Glen Bawcum. Respectfully submitted, Rachel Schory Economic Development Specialist r~Qo~io January 13, 2009 t1~ Paris Economic Development Corporation Board Meeting Minutes February 10, 2009 Board Members Staff Present: Pete Kampfer Present: John Wright Rachel Schory Chad Brown Dan Smith Dick Severson Glen Bawcum Guests: Kenny Dority Edwin Pickle Connie Beard Ez OtTicio Members Present: Jesse Freelen Pike Burkhart Dan Smith called the meeting to order at 4:03 p.m. Minutes from the January 13, 2009 meeting were reviewed and unanimously approved as submitted on a motion by Glen Bawcum seconded by Dick Severson. The financial reports for January 2009 had not been completed by the city finance office. These will be provided and reviewed at the next regular board meeting. Mr. Pete Kampfer presented the Executive Director's report. Mr. Kampfer provided the following updates: • At this time it does not appear that SURRMA will be receiving any funds from the President's stimulus package. • The electro-mechanical program at PJC with courses designed specifically for Campbell Soup, Kimberly-Clark and Sara Lee has received $18,000 from Workforce Solutions. The first class should begin June 2009. • Mr. Kampfer is currently in the process of revising the EDC marketing effort. This redevelopment is in response to the current economic situation and a new focus nationwide on "green industries." Prior to the end of the meeting Dan Smith recommended that the revised EDC mazketing efforts focus on Paris' water availability and lack of air quality restrictions as compared to the Metroplex. • Mr. Kampfer reviewed his 2009 travel schedule with the board. A copy of this schedule will be provided via email to the board members. • Lamar County Day in Austin will be Apri122 and 23. Board members were strongly encouraged to attend, with Mr. Kampfer offering to share some of the trip cost for EDC board members. The agenda for the days is currently being developed. • T'he next boazd meeting will be March 10, 2009. • The business incubator initiative is underway. Mr. Kampfer is coordinating with Pat Bell at SBDC, along with a feasibility consultant to review community factors that affect a business incubator. - ~y 0(? ~ ~ February 10, 2009 Mr. Kampfer presented the board with the 2009 Legislative Outlook as prepared by the International Economic Development Council. This report included information on unemployment rates, housing market losses and foreclosures, manufacturing losses, President Obama's stimulus proposal, and stimulus investment breakdown by sector. The Board convened into Executive Session at 4:40 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to locate, stay, or expand in Patis and consider any commercial and financial information related to the business prospect. Executive session concluded at 5:25 p.m. T'here was no action taken as a result of executive session discussion. There being no further business to come before the board, the meeting was adjourned at 5:35 p.m. on a motion by Glen Bawcum seconded by John Wright. Respectfully submitted, Rachel Schory Economic Development Specialist 0 0 Q P, A ` February 10, 2009 ~ Paris Economic Development Corporation Board Meeting Minutes March 16, 2009 Board Members Staff Present: Pete Kampfer Present: John Wright Rachel Schory Chad Brown Ex Officio Members Dan Smith Present: Dr. Pam Anglin Dick Severson Pike Burkhart Kevin Carruth Guests: Kent McIlyar Edwin Pickle Connie Beard Dan Smith called the meeting to order at 12:05 p.m. Minutes from the February 10, 2009 meeting were reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by Dick Severson. The financial reports for January 2009 and February 2009 were reviewed and unanimously approved as submitted on a motion by Dick Severson seconded by Chad Brown. Mr. Pete Kampfer presented the Executive Director's report. Mr. Kampfer provided the following updates: • Bucher, Willis and Ratliff, the engineering firm working with SURRMA, held a transportation needs assessment meeting at the Chamber office on Mazch 11`h . • The electro-mechanical program at PJC with courses designed specifically for Campbell Soup, Kimberly-Clark and Sara is scheduled to proceed and does not require funding from EDC at this time. • Revision of marketing efforts is continuing with consideration given to input received from board members at the last meeting. • Mr. Kampfer plans to attend a Site Locators events on Mazch 24t' in Dallas. • Lamar County Day in Austin will be Apri122 and 23. Board members were again encouraged to attend. • The Smart Communities initiative is currently being geared toward purchasing a GIS system for community needs analysis. Mr. Kevin Carruth commented that the city does have GIS software but currently there is no one to input data into the system. • The business incubatar initiative is now a full-time effort, as there may be stimulus money available to fund such a project, especially if it can be demonstrated as a regional project. Mr. Kampfer then presented additional educational information to the board on GIS systems. He highlighted the benefits of layers of information in building knowledge of March 16, 2009 o, 0 0 C~`.J the community. The board entered into discussion about forming a Main Street Task Force to determine whether Main Street is a program that EDC can assume and manage or whether it is best left a responsibility of the City of Paris. It was recommended that the task force have two members from EDC and two council members. The task force would be responsible for vetting out the economic development value of maintaining the Main Street program. The two EDC members selected by the board for the task force are Glen Bawcum and Pike Burkhart. The Board convened into Executive Session at 12:45 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to locate, stay, or expand in Paris and consider any commercial and financial information related to the business prospect. Executive session concluded at 1:46 p.m. There was no action taken as a result of executive session discussion. There being no further business to come before the board, the meeting was adjourned at 1:47 p.m. Respectfully submitted, Rachel Schory Economic Development Specialist " 0 0 March 16, 2009 Paris Economic Development Corporation Board Meeting 1Vlinutes April 14, 2009 Board Members Staff Present: Pete Kampfer Present: John Wright Rachel Schory Chad Brown Shannon Barrentine Dan Smith Dick Severson Glen Bawcum Guests: Kenny Dority Edwin Pickle Connie Beard Joe McCarthy Ex Officio Present: Dr. Pam Anglin Kevin Carruth Jesse Freelen Pike Burkhart Glen Bawcum called the meeting to order at 4:06 p.m. Minutes from the March 16, 2009 meeting were reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by Dick Severson. The financial report for March 2009 was reviewed and unanimously approved as submitted on a motion by Dick Severson seconded by Chad Brown. (NOTE: At this point the recorder stopped operating, so no recording was made of the meeting.) Mr. Pete Kampfer presented the Executive Director's report. Mr. Kampfer provided the following updates: • Mr. Kampfer presented to City Council on 4/13 about the need for utilizing the city's existing GIS program. • Mr. Kampfer presented his upcoming travel calendar, including trips to Houston, Austin, Dallas and Asheville, NC. He attended the Meet the Consultants event in Dallas in March and returned with two lead prospects. • Lamar County Day in Austin will be Apri122 and 23. There is a contingency of about 35 people from Lamar County attending. • Mr. Kainpfer advised that there is an EDA grant being applied for to assist in beginning a business incubator. He has discussed a partnership in this effort with the Clarksville EDC, as well as the SBDC. • Mr. Kampfer presented a review of the 2008-09 Director's bonus incentives and updated the board on the status of each. These items include development of a business incubator, assessment of the business climate and interaction with city and county government, and continued development of the Industrial Park. • Future agenda items are to include depot maintenance funds and industrial park landscaping items. " 00Q;~ 5 April 14, 2009 Mr. Kampfer discussed with the board the Smart Communities planning initiative and suggested that planning for the city needs to begin with a cataloging and description of assets. He advised that this could be accomplished with a G1S system and would like to work the implementation of this system through the City of Paris. The board was updated on the Main Street committee that was formed last month. This committee consists of Pike Burkhart and Glen Bawcum representing the EDC board, and Joe McCarthy and Jesse Freelen representing the City Council. This committee is scheduled to meet immediately following the EDC board meeting on 4/14. The Board convened into Executive Session at 4:26 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial ar other incentive to a business prospect to locate, stay, or expand in Paris and consider any commercial and financial information related to the business prospect. Executive session concluded at 5:03 p.m. As a result of executive session discussion, the board authorized Mr. Kampfer to negotiate for the purchase of properties adjacent to the Industrial Park, with negotiated price for all parcels not to exceed $66,000. The action passed unanimously on a motion by Dan Smith, seconded by John Wright. There being no further business to come before the board, the meeting was adjourned at 5:05 p.m. Respectfully submitted, Rachel Schory Economic Development Specialist April 14, 2009 ~U9 0 Q~'~ ~ Paris Economic Development Corporation Board Meeting Minutes May 12, 2009 Board Members Present: John Wright Chad Brown Dan Smith Pike Burkhart, Sr. Rick Poston Guests: Edwin Pickle Connie Beard Staff Present: Pete Kampfer Rachel Schory Shannon Barrentine Ex Officio Present: Dr. Pam Anglin Kevin Carruth Jesse Freelen Kent McIlyar Dan Smith called the meeting to order at 4:05 p.m. Mr. Smith directed the board's attention to agenda items Sa and Sb as the first orders of business. For agenda item Sa, election of board officers, John Wright made a motion that this item be tabled until the board can come into compliance with bylaws concerning board members' tenure. Motion was seconded by Chad Brown and the motion carried with 3 aye votes. Board members Burkhart and Poston refrained from voting. To address PEDC bylaws compliance concerning board members' tenure, Mayor Freelen presented Mr. Sinith with a copy of the resolution indicating the current city policy on appointment of board members. Mr. Smith then directed the board's attention to agenda item Sb concerning amendment of PEDC bylaws. Mr. Wright made a motion that this item be tabled until the board can complete further study of their bylaws and city policy. The motion was seconded by Mr. Brown and carried with 3 aye votes. Having concluded this business, the board decided not to recognize Mr. Burkhart and Mr. Poston as afficial new board members at this time. Minutes from the April 14, 2009 meeting were reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by John Wright. The financial report for Apri12009 was reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by Dan Smith. Mr. Kampfer indicated that the $9500 new industry figure reflects money spent on wayfinding sign equipinent, an expenditure that had been approved several years ago. Mr. Smith asked Mr. Kampfer to provide a written summary of budget status year-to-date at the next board meeting. Mr. Kampfer presented the Executive Director's report providing the following updates: • New board members will need to complete open meetings act training, which can be accessed via the Secretary of State's website or the PEDC CD. • Mr. Kampfer reviewed his recent travel calendar, reporting his attendance at the real estate show in Houston, CareNet in Dallas and the IAMC conference in North Carolina. He also reported on Lamar Co. Days in Austin held last month. Mr. Kampfer will have no business travel in June but will be on personal vacation for 2 weeks. • PEDC recently received an economic excellence award from TEDC • Mr. Kampfer is continuing to pursue GIS software for community planning and is May 12, 2009 currently exploring potential partnerships with local firms who already have GIS systems. • Mr. Kampfer is working on a report to outline how the Main Street progam would function as a component of PEDC • The next board meeting will be June 9, 2009 with agenda items to include budget review and approval for 2009-2010, Director's objectives report, and diversity consultant funding. • Mr. Kampfer presented a sample of a newly developed marketing piece that reflects the new marketing goal of promoting our local resources. A proposal was presented for Industrial Park landscaping around the pond. The proposal is from Cornerstone Design group, a division of Adams Engineering, the firm that did the initial engineering work for the park's development. Landscape proposal will address erosion issues around the pond. Proposal includes itemized list of proposed services and a cost estimate for each. Improved aesthetics will be a component of the project in addition to erosion control. Mr. Smith rnade a motion that this proposal be accepted from Cornerstone Design. Mr. Wright seconded the motion and it passed unanimously. The need for amendments on the 2008-2009 budget was explained. There are several items of maintenance of the PEDC office that need quick attention. These include: ceiling repair in the men's bathroom, paint for exterior of building, leaks in parts of the roof, continual standing water in the basement, and floor repair in the executive office. Total estimate for all services above is $23,000, but Mr. Kampfer is requesting $25,000 for all repairs. Expenditure of these funds will necessitate a budget amendment because there was no line item for building maintenance in the existing budget. Mr. Wright made a motion that $25,000 for repair expenditures be approved. Motion was seconded by Dan Smith and passed unanimously. The Board convened into Executive Session at 5:00 p.m. pursuant to Section 551.087 af the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to locate, stay, or expand in Paris and consider any commercial and financial information related to the business prospect, and pursuant to Section 551.072 of the Texas Government Code to discuss and deliberate acquisition of real property. Executive session concluded at 6:11 p.in. As a result of executive session discussion, the board authorized Mr. Kampfer to purchase three properties adjacent to the Industrial Park, with purchase price and closing costs not to exceed $66,000. The action passed unanimously on a motion by Chad Brown, seconded by John Wright. Also as a result of executive session discussion, Mayor Freelen recommended that an industry projects committee be formed to consist of the PEDC director, a PEDC board member, the Mayor and City Manager for the purposes of expediting new/existing industry projects. There being no further business to come before the board, the meeting was adjourned at 6:13 p.m. (NOTE: All votes that are indicated as unanimous passed with three ayes; the two recently added board members abstained from any voting action.) Respectfully submitted, Rachel Schory Economic Development Specialist May 12, 2009 ~ tao~, ~ ~ ' ? J Paris Economic Development Corporation Board Meeting Minutes June 9, 2009 Board Members Present: John Wright Chad Brown Dan Smith G1en Bawcum Dick Severson Pike Burkhart, Sr. Rick Poston Guests: Edwin Pickle Connie Beard Sarah Akin Ben Henry Staff Present: Pete Kampfer Rachel Schory Ex Officio Present: Dr. Pam Anglin Jesse Freelen Dan Smith called the meeting to order at 4:00 p.m. Minutes from the May12, 2009 meeting were reviewed and unanimously approved as amended on a motion by John Wright seconded by Chad Brown. Amendment is as follows: Minutes will be changed to reflect a recommendation by Mayor Freelen, during executive session, that an industry projects committee be formed consisting of PEDC director, FEDC board member, the Mayor and City Manager. The financial report for May 2009 was reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by Glen Bawcum. It was noted that Mr. Kampfer had provided a year-to-date budget report reflecting all expenditures. The board did not have any question or comment concerning this report. Mr. Smith directed the board's attention to agenda item Sa for a presentation from Cornerstone Desigm Group concerning Industrial Park landscaping. Sarai Akin and Ben Henry of Cornerstone presented a design concept and opinion of probable cost to the board. The design concept has two phases, with Phase I focusing on the entrance drive to the Park. It was noted that visibility of the pond is poor from the roadway and recommendations were made to correct this problem. Cornerstone recommended lowering the topography of the west side of the pond and using the excavated materials to form berms in other areas around the pond. This would help increase visibility. It was also noted that vegetation can be added to the entry median and around the Park sign. Cornerstone wi11 take the comments from the meeting and resubmit drawings to the board. The inatter was tabled until revised design can be considered. Mr. Kampfer presented the Executive Director's report providing the following updates: There will be no business travel in June Mr. Kampfer is working on a plan to incorporate Main Street under the Chamber's administration. Because they are two separate corporations, Main Street cannot be assumed under the PEDC's administration. Mayor Freelen requested that the plan for Main Street be re-presented to City Council prior to moving farward, as details of the 0 0 0 n a- June 9, 2009 „ plan have changed since it was first presented. The next board meeting will be held Tuesday, July 14 and agenda items for that meeting were presented. Mr. Kampfer reported that the Industrial Park sign has received improvements to include the addition of PEDC phone number and web address. The board reviewed the 2009-2010 budget for PEDC. The budget must be sent to the City by July 1 S` for approval; PEDC budget year begins October 1 st. Mr. Smith asked about increase in compensation amounts for the Director and two assistants. Mr. Kampfer reported that these increases, about 3%, reflect increases in FICA and unemployrnent matching costs. Mr. Smith pointed out that the budget notes reflect that 3% increase to be a cost of living raise. Mr. Kampfer advised that the notes would need to be changed to reflect the increase as only related to increase in unemployment costs and not a salary increase. The board discussed an option to alnend the budget at a later date to allow for pay increases should the city council adopt pay increases for city employees. A motion to approve the budget as amended was made by John Wright, seconded by Chad Brown. Motion passed unanimously. Amendment is as follows: Budget notes will be changed to reflect increase in compensation amounts related only to increase in unemployment costs and not a pay raise. A grant to support the PEDC incubator was presented. This grant has been applied for in cooperation with Paris Junior College. It requires a$30,000 commitment from PEDC, which will receive a 2 to 1 match if the grant is awarded, totaling $90,000 for the project. The grant is renewable and its fiscal agent will be PJC. The funds would pay for an incubator employee and supplies for the incubator. This person will be a PJC employee and will be housed at the incubator facility. The hiring of the employee would follow PJC hiring practices, but a representative, or Board member, of PEDC would be involved in the process. Operation of the incubator would be outlined in a memorandum of understanding between PEDC and PJC. Dan Smith made a motion to approve PEDC funds of $30,000 for this grant. Dick Severson seconded the motion and it passed unanimously. The Board convened into Executive Session at 5:00 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to locate, stay, or expand in Paris and consider any commercial and financial information related to the business prospect. Executive session concluded at 5:55 p.m. As a result of executive session discussion, the board authorized an incentive package for Campbell Soup of up to $100,000 for training and up to a$100,000 cash grant upon net gain and maintaining of employees above their current employment level. The action passed unanimously on a motion by Dan Smith, seconded by John Wright. There being no further business to come before the board, the meeting was adjourned at S:S8 p.m. Respectfully submitted, Rachel Schory Economic Development Speeialist M ~o0 ~,2 ~ June9,2009 Paris Economic Development Corporation Board Meeting Minutes July 9, 2009 Board Members Present: John Wright Chad Brown Dan Smith Pike Burkhart, Sr. Rick Poston Guests: Wes Tidwell Frank Waite Kenny Dority Janice Ellis Staff Present: Rachel Schory Ex Officio Present: Kent McIlyar Jesse Freelen Judge Chuck Superville Dan Smith called the meeting to order at 4:42 p.m. Minutes from the June 9, 2009 meeting were reviewed and unanimously approved as submitted on a motion by Chad Brown seconded by John Wright. The financial report for June 2009 was reviewed and unanimously approved as submitted on a motion by Dan Stnith seconded by Chad Brown. Chad Brown asked for additional information regarding the advertising line item as the amount seems higher than usual. Mr. Smith made a motion that the agenda items under new business be rearranged to the following order: Bylaws amendment, Oath of office, executive session, election of officers. Motion was seconded by John Wright and passed unanimously. Concerning the bylaws amendment item, Mr. Smith pointed out that the current PEDC Bylaws state new directors take office effective July 201h of appointed year. This needs to be amended to correspond with City of Paris guidelines that unified the starting date for all appointed offices to be May 1 st of appointed year, ending April 30th of term ending year. Bylaws section 4.05 is the section that addresses term of office and will need to be amended. Mayor Freelen explained that the need to amend PEDC bylaws is the result of the City changing their appointment procedure in order to streamline the application process for City boards and commissions. The PEDC Board reviewed the section of their bylaws to be amended. Mr. Smith made a motion that section 4.05 concerning director tenure of the PEDC bylaws be amended to reflect an office starting date of May 1 S` of appointed year, ending April 30th of term ending year. Motion was seconded by Chad Brown and passed unanimously. Janice Ellis, City of Paris city clerk, administered the Oath of Office to Pike Burkhart, Sr. and Rick Poston, the newly appointed PEDC board members. Mr. Burkhart and Mr. Poston took their oaths of office and siped statements attesting to this fact. The Board convened into Executive Session at 4:52 p.m. pursuant to Section 551.074 of July 9, 2009 : 'Fd1. the Texas Government Code to discuss personnel matters. Executive session concluded at 5:42 p.m. The Board elected new officers for the 2009-2010 year. Chad Brown nominated Dan Smith for the office of President. Rick Poston seconded the motion and the motion passed on a 4-1 vote. Mr. Smith was the nay vote. Chad Brown nominated John Wright for the office of Vice President. Motion was seconded by Dan Smith and passed unanimously. Pike Burkhart nominated Rick Poston for the office of Secretary/Treasurer. Motion was seconded by Dan Smith and passed unanimously. As a result of executive session discussion, the board took the following action: Mr. Poston inade a motion to place Pete Kampfer, Executive Director of the Paris Economic Development Corparation, on paid administrative leave effective immediately and to retain attorney Frank Waite to negotiate a separation agreement with Pete Kampfer in accordance with the direction of the PEDC Board. Motion was seconded by Chad Brown and passed unanimously. There being no further business to come before the board, the meeting was adjourned at 5:46 p.m. Respectfully submitted, Rachel Schory Economic Development Specialist n July 9, 2009 E.i 0 r~ L+ Paris Economic Development Corporatian Board Meeting Minutes August 3, 2009 Board Members Present: Dan Smith Pike Burkhart, Sr. Rick Poston Guests: Edwin Pickle Kenny Dority Patrick Graham Mary Nladewell Connie Beard Mary Walker Staff Present: Shannon Barrentine Mindy Moree Ex Officio Present: Dan Smith called the meeting to order at 4:03 p.m. Kent McIlyar Jesse Freelen Pam Anglin Kevin Carruth Minutes from the July 9, 2009 meeting were reviewed and unanimously approved as submitted on a motion by Pike Burkhart seconded by Rick Poston. Mr. Smith made a motion that agenda item b) Industrial Park be considered prior to a) Executive Director position; seconded by Pike Burkhart. Motion carried 3-0. Rick Poston referenced the photos of the Industrial Park at its current status along with the proposed improvements as presented by Cornerstone Design Group. The pond area has been proposed to be widened 120 ft. with the west side buffered with rock; plant additional juniper trees along the drainage channel, construct a pavilion east of the channel, and trim the lower part of the existing trees along Loop 286 to improve visibility. He hasn't observed the pond in the winter months, but has a problem with spending $40,000 to address these areas when the reality is, we are not currently maintaining what we have. He would like to see the PEDC adopt a mowing/shredding and clean-up program for the Industrial Park. The C-Tech building is in need of some clean-up. Dan Smith made a motion to expend the funds to have the lndustrial Park shredded at a rate of $18 per acre, as soon as possible; seconded by Pike Burkhart. Motion carried 3-0. Dan Smith stated that since Pete Kampfer's resignation, last manth, Pike Burkhart has been handling the Chamber issues and he has been handling the PEDC issues. It is his opinion that separating the duties would allow the executive director to focus on EDC issues rather than both. Since the PEDC funds 85% of the position's salary base and the Chamber funds 15% he doesn't feel that the PEDC is getting their monies worth. Pike Burkhart stated that the job had always been both. All operations are intertwined it would be hard to separate building maintenance costs, staff salaries, etc. Jesse Freelen stated that each position has plenty to do. By having both it spreads him/her thin and inore of a burden on the supporting staff. He felt that by dividing up the position would mean that the EDC Executive Director could work closely with the City to negotiate contracts, etc. 0 0 August 3, 2009 c~~' Pike Burkhart stated that the split could not be done with the same amount of available funds. The reality is, the Chamber can't afford to fund a Director's position without the assistance of EDC funds. More discussion took place amongst the Board members. Jesse Freelen stated that when the time came to use a placement agency that the same one not be used in the future. Dan Smith made a motion to separate the position, leave budget figures the same to include $50,000 towards Chamber Director position. Motion died for lack of a second. More discussion took place as to stipulations on 4A taac uses. Other upcoming changes would be to the Main Street Program. Currently, the Chamber receives 2% of the 7% Hotel/Motel taxes collected. An additional percentage could be given to the Chamber to fund the Director / Main Street Coordination position(s). Need to look at the PEDC and Charnber 2009- 2010 budgets for areas that could be reduced in order to cover the additional needed funds. Dan Smith made a motion to separate the position, keep the budget the same and renegotiate the funding amounts later for the Chamber Director. Motion died for lack of a second. Discussion took place as to proceeding with the search for a new Executive Director for the PEDC for under 00,000 annually including benefits. Dan Smith made a motion to move forward to find an EDC Executive Director only; seconded by Pike Burkhart. Motion carried 3-0. Dan Smith read the Executive Session items. Pike Burkhart stated that Ex-Officios have the same rights as other Board members except a vote. Ex-Officios should be able to attend any and all Executive Sessions. If not, then the By-Laws need to be aanended accordingly. Kent McIlyar referenced the July 9`h Board meeting's Executive Session regarding personnel excluded the Ex-Officios on the request of the employee being discussed. The Board convened into Executive Session at 4:55 p.m. pursuant to Section 551.087: Economic Development Negotiations and Section 55.071: Consultation with Attorney of the Texas Government Code. Executive session concluded at 5:50 p.m. As a result of executive session discussian, the board took the following action: Dan Smith made a motion to authorize Kent McIlyar, City Attorney, to represent the PEDC in the matter regarding the delinguent tax suit for property located in the John Herrington Survey, Abstract 436, Lamar County, Texas; seconded by Rick Poston. Motion carried 3-0. There being no further business to come before the board, the meeting was adjourned at 5:56 p.m. Respectfully submitted, Shannon Barrentine Community Development Specialist August 3, 2009 0 0 0 `+"1 .11 Paris Economic Development Corporation Board Meeting Minutes August 14, 2009 Board Members Present: Dan Smith Pike Burkhart, Sr. Rick Poston Chad Brown John Wright Guests: Steve Harris Kay O'Dell Keruny Dority Staff Present: Shannon Barrentine Ex Officio Present: Dan Smith called the meeting to order at 4:00 p.m. Kent McIlyar Jesse Freelen Pam Anglin Kevin Carruth Minutes from the August 3, 2009 meeting were reviewed. Pike Burkhart made a motion to approve the minutes with the following correction to the second paragraph on page two, "Dan Smith made a motion to separate the position, leave budget figures the same $50,000 . Motion died for lack of a second."; seconded by Rick Poston. Motion carried. Financials for July 2009 were reviewed. A motion to approve the financials as submitted was made by Pike Burkhart; seconded by Chad Brown. Motion carried. Kay O'Dell, Executive Director of Workforce Solutions of Northeast Texas introduced her Board Chairman, Steve Harris. Ms. O'Dell provided the scope of work for the North Texas Industrial Managers Group Diversity Training Project through Alchemy Systerns, LP. Viewing of this video would be a requirement before making application for employment. A number of hours have been invested in developing this program by a large majority of human resource personnel in local industry serving the Paris area. This progam will provide a record of the training, test scores and competency levels for each applicant. Ms. O'Dell informed the Board that Pete Kampfer had committed to half the cost of this pragram. It was originally estimated to cost $25,000. After the human resource people added their stipulations, suggestions, etc., the cost rose to $50,000. That has been negotiated down to $27,000. She had $11,000 budgeted for this program. Pike Burkhart stated that he was the newest Board member to serve on the Workforce Solutions Board. He felt this program was done in a very professional way that would benefit the applicant and show a commitment from our industries that we are working on the racial issues/problems in our community. Dan Smith asked if this program was proprietary. Ms. O'Dell told him that since it was tax payer funds that paid for it, it would be available to everyone and be administered through Workforce Solutions. Dan Smith made a motion to reimburse Workforce Solutions of Northeast Texas up to $16,500 towards this program, after an effart has been made to get funding dollars from local industries; seconded by Pike Burkhart. Motion carried. Ms. O'Dell proceeded to give an update on Turner Industries. She reported that Turner has 15,000 employees with sales of $1.7 billion dollars annually. They have four locations in Texas: Beaumont, Houston, Corpus Christi and Paris. The Diversity Training Program was developed with this industry in mind and how to defuse the racial issues from the past. She was hoping to have the program available by Thanksgiving, definitely by the end of December. August 14, 2009 Dan Smith asked the members present to look over the job description he provided them for the Executive Director /CEO position. He stated that he had visited with a number of the original founders that formed the EDC and got their thoughts on the benefits of the position being combined or being separated. He has yet to have any negative comments on separating the position. Chad Brown confirmed the he had no negative feedback either. Dan Smith then provided the members present with a Meinorandum of Understanding (MOU) that himself and Aike Burkhart had come up with outlining what the EDC and Chainber would be obligated to if the position were separate. Mr. Smith also referenced the budget comparisons of the fiscal year budgets from 2004 to 2010. He pointed out that the General and Administrative (G&A) expenses had doubled during Pete Kampfer's tenure. Dan Smith made a motion to separate the duties, pay the Chamber for services equal, but not to exceed, 4% of the annual projected or actual Total Current Revenue of the PEDC, contingent on City Council approval of the proposed MOU; and pay Chamber's portion of Pete Kampfer's severance package; seconded by Chad Brown. Motion carried. Dan Smith established an Interview Committee comprised of Kevin Carruth, John Wright, Kenny Dority, Pam Anglin and Dan Smith. The Coinmittee will narrow the applicants to the top three candidates and the Board will post an agenda to conduct the interviews. The Board convened into Executive Session at 5:00 p.m. pursuant to Section 551.087: Economic Development Negotiations of the Texas Government Code. Executive Session concluded at 5:23 p.m. There was no action taken as a result of Executive Session discussion. There being no further business to come before the board, the meeting was adjourned at 5:24 p.m. Respectfully submitted, Shannon Barrentine Cornmunity Development Specialist August 14, 2009 r,. ~ tf0 0 Paris Economic Development Corporation Meeting Minutes September 8, 2009 Board Members Staff Present: John Wright Present: Mindy Moree Rick Poston Dan Smith Chad Brown Pike Burkhart Ex-officio Members Guest Present: Pam Anglin Present: Connie Beard Kent McIlyar Chuck Superville Kenny Dority Edwin Pickle Dan Smith Called the meeting to order at 4:00 p.m. Minutes from the August 14, 2009 were approved unanimously as presented on a motion made by Chad Brown seconded by John Wright. The August financial report was presented and approved unanimously on a motion made by Pike Burkhart seconded by Rick Poston. New Business: Rick Poston gave the board a handout on the maintenance needs for the industrial park with a map showing the areas and scope of work. Pike Burkhart asked Kent McIlyar if citations could be issued to C-Tech for the charges to clean up around the property. Edwin Pickle reported that he would ask Robert Talley to add it to the City's regular route to have it maintained by the City. Rick Poston reported he would like to go ahead and get quotes to compare the cost. Kent McIlyar said he would notify the code enforcement to issue a citation. Rick Poston reported he would pursue getting quotes to maintain the park. John Wright reported he would like to see more applicants before tnoving to the next level. Mr. Wright also reported that he felt that we were far enough along to start phone interviews and begin eliminating some. Dan Smith said he felt the board needed to wait one more week to collect more resumes. Mr. Smith reported resumes would be forwarded electronically as they came in, then each board member would present their top five for phone interviews. The selection committee would meet and narrow down fram applicants from there. PEDC Board Meeting Minutes September 8, 2009 Page 2 The board convened into executive session at 4:27 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate on the following: A. Section 551.087 - Economic Development Negotiations B. Section 551.072 - Deliberation Regarding Real Property Executive session ended at 5:04 p.m. Chad Brown moved to authorize Dan Smith and the Board's attorney to negotiate and economic incentive agreement with Daisy Farms to develop a commercial dairy operation in Lamar County which will add 100 new full-time equivalent jobs within six years of the dairy beginning operation and 150 total jobs by the end of 10 years following commencement of Dairy operations in return for certain monetary economic commitments from the Paris Economic Development Corporation as discussed in executive session. The motion passed unanimously on a second by John Wright. Chad Brown moved to authorize Dan Smith to negotiate and execute purchase of land in the Industrial Park as discussed in executive session. The motion passed unanimously on a second by Rick Poston. Kenny Dority asked if anything has been done on the MOU between the Chamber and PEDC and City. Kent McIlyar advised he would set up a meeting to discuss concerns that the financial director has regarding the ageement. With no further business to come before the board the meeting was adjourned at 5:08 P.M. Respectfully submitted, Mindy Moree Chamber Director . ~300 Paris Economic Development Corporation Meeting Minutes October 13, 2009 Board Members Staff Present: John Wright Present: Shannon Barrentine Rick Poston Chad Brown Pike Burkhart, Sr. Ex-officio Members Guest Present: Pam Anglin Present: Connie Beard Kent Mcilyar Clifton Fendley Chuck Superville Michael Hunter Kenny Dority Edwin Pickle Kevin Carruth Jesse Freelen John Wright, Vice-President, called the meeting to order at 4:00 p.m. Minutes from the September 8, 2009 meeting were approved unanimously as presented on a motion made by Chad Brown seconded by Rick Poston. The August and September financial reports were presented. Rick Poston asked about the line item expenses for September: New Industry Projects, $5,037.50 and Court Costs/Special Service Fees, $7,032.63. Kenny Dority called Mindy Moree to ask what those charges were for. Mindy reported: New Industry was to J. Stowe Company water rate consulting for the Daisy Dairy project for $2,497.50 and Adams Engineering, design services for lndustrial Park for $2,540.00. The Special Service Fees were for legal fees pertaining to the Kampfer separation agreement. Rick Poston made a motion to approve the financials as submitted; seconded by Chad Brown. Motion carried. New Business: Clifton Fendley and Michael Hunter of Paris Living presented the Board a request for funding of a consultant, Don Curry, to submit agrant application through the U.S. Treasury Department to form a Certified Community Development Financial lnstitution in Paris, Texas. Discussion took place as to how the progam will work. It was confirmed that this prograrn would work with the local banks and not in competition with them for financing of housing and development. Pike Burkhart made a motion to approve up to $10,000 to fund the consultant fees, with city attorney's review and approval; seconded by Chad Brown. Motion carried. Rick Poston updated the Baard on what maintenance had been done at the Industrial Park and around the GTech building since the last meeting. He is still waiting on some cost quotes for various areas needing attention. µ 0 0 0 E~~~~ PEDC Board Meeting Minutes October 13, 2009 John Wright stated that there were eight (8) telephone interviews performed by the majority of the members on the interview committee in the last month. Three candidates were chosen to have face-to-face interviews that will be conducted on Saturday, October 31 st Kent McIlyar told the Board that he was open to suggestions for potential changes to the current PEDC Board By-Laws. Discussion took place as to the role and responsibility of an Ex-Officio member. Kent Mcllyar stated that he would be working on updates to the By-Laws that would include the term of office, place of ineetings and the role of an Ex- Officio member. Rick Poston stated that he wanted Kent McIlyar to look into the wording for Executive Sessions to state that an Ex-Officio member will not attend Executive Sessions that pertain to disciplinary action of personne] matters. The board convened into executive session at 5:10 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate on the following: Fursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to locate, stay, ar expand in Paris/Lamar County and consider any commercial and financial information related to the business prospects. Executive session ended at 5:18 p.m. Pike Burkhart made a motion that no action be taken on the Executive Session item; seconded by Rick Poston. Motion carried. Rick Poston made a motion to adjourn at 5:19 p.m.; seconded by Pike Burkhart. Motion carri ed. Respectfully submitted, Shannon Barrentine PEDC - Comm. Dev. Specialist 2 ~~00~'3~; Paris Economic Development Corporation Called Meeting Minutes October 31, 2009 Board Members Staff Present: Dan Smith Present: Shannon Barrentine John Wright Ex-officio Members Guest Present: Pam Anglin Present: Kevin Carruth The meeting was to conduct interviews by the PEDC Interview Committee for the Executive Director position. An "official meeting" of the PEDC Board did not take place due to lack of a quorum. Respectfully subinitted, Shannon Barrentine PEDC - Comm. Dev. Specialist - 000 ~3-L Paris Economic Development Corporation Meeting Minutes November 10, 2009 Board Members Staff Present: Dan Smith Present: Shannon Barrentine John Wright Rick Poston Chad Brown Pike Burkhart, Sr. Ex-officio Members Guest Present: Kent McIlyar Present: Connie Beard Chuck Superville Mindy Moree Kenny Dority Edwin Pickle Kevin Carruth Jesse Freelen Dan Smith, President, called the meeting to order at 4:00 p.m. Minutes from October 13, 2009 were approved unanimously as presented on a motion made by Chad Brown seconded by Rick Postan. Note: Chuck Superville entered the meeting just as this motion was being passed. Mr. Superville stated that he wanted the minutes amended in the second paragaph of the second page where the potential changes to the PEDC Board By-Laws were discussed as follows: Kent McIlyar told the Board that he was open to suggestions for potential changes to the current PEDC Board By-Laws. Discussion took place as to the role and responsibility of an Ex-Officio member. Some Ex-Officio members objected to being excluded from anv Executive Session. Kent McIlyar stated that he would be working on updates to the By-Laws that would include the term of office, place af ineetings and the role of an Ex-Officio member. Rick Poston stated that he wanted Kent McIlyar to look into the wording for Executive Sessions to state that an Ex-Officio meinber will not attend Executive Sessions that pertain to disciplinary action of personnel matters. A motion to approve the minutes, as amended above, was made by Dan Smith; seconded by Chuck Superville. Motion carried. The October financials were not available due to Gene Anderson, Director of Finance, being on vacation. t~ ~r~ M E~ e. PEDC Board Meeting Minutes November 10, 2009 New Business: Rick Poston updated the Board on what maintenance had been done at the lndustrial Park and around the C-Tech building since the last meeting. He subinitted the scope of work and charges incuned during the month of October. Those being: 1. C-Tech Building Area $450.00 Relocate one (1) wood pile from area near the road to an agreed upon 2. area further south on the property. $75.00 Spread 3 yards of dirt/sand on the west side of our road. These are low 3. places next to the curb where we are mowing. $110.00 Remove steel piping, plastic piping, pallets, steel drums and other steel 4. and wood material from under and around trees on west side of the $75.00 road. 5. Relocate two additional small wood piles north of the east/west $40.00 roadway. Total for this approved work $750.00 Consider approval of the following: Marked with blue survey tape 37 trees to have the undergrowth removed and limbs trimmed to 8 to 10' from the ground. The cost on this project would be $40.00 per tree location times 37 for a total of $1,690.00. *Above Cost Estimates Provided by: Self s Lawn Service, Russell Self, PO Box 6755, Paris, TX 75461-6755, 903-249-5178 (cell) ******~x********~x~~*~x*~x***~x**~**~*********~******~******~*~x******~x**~~**~x End of season shredding of Industrial Park by BRYDL Contracting (June Invoice attached): $2,340.00 Estimate Total estimated amount to be considered for approval is $4,030.00 Rick Poston informed the Board that he still wants to apply vegetation control around all 37 trees (listed above); the rock drainage ditch and the street seams in ihe near future. A motion was made by Pike Burkhart to approve the estimated charges of $4,030.00, as submitted; seconded by John Wright. Motion carried. Kent McIlyar presented a draft of the proposed changes to the existing PEDC Board By-Laws to those members present. Discussion took place on a number of topics. After a lengthy session, Dan Smith suggested that Kent send the proposed changes electronically to the Board members so that they would have more time to look them over. Each Board member would be responsible for getting their proposed changes to Kent so he could incorporate them into the By-Laws to present at the December Board meeting. 2 v PEDC Board Meeting Minutes November 10, 2009 The board convened into executive session at 5:30 p.m. pursuant to Section 551.074 (Personnel Matters) of the Texas Government Code to discuss and deliberate on the following: Pursuant to Section 551.074 of the Texas Government Code to discuss and deliberate finalists for the Executive Director position and cost of living raises for the Economic Development Specialist and Community Development Specialist. Executive session ended at 5:50 p.m. Chad Brown made a motion to give a 2% cost of living raise to the current PEDC staff inembers as the FY 2009-10 Budget allows; seconded by Rick Poston. Motion carried. John Wright made a motion to grant Dan Smith the authority to negotiate with the prospective Executive Director for PEDC fringe benefits, i.e., vacation, time off for seminar instruction and family medical benefits; seconded by Chad Brown. Motion carried 4-0; Pike Burkhart, Sr. abstained from voting. There being no further business to discuss, the Board adjourned at 5:53 p.m. Respectfully submitted, Shannon Barrentine PEDC - Comm. Dev. Specialist 0 o 0 ti, f , `3 t `Y ' Paris Economic Development Corporation Meeting Minutes December 8, 2009 Board Members Present: Dan Smith Rick Poston Chad Brown Pike Burkhart, Sr. Ex-officio Members Present: Kent Mcllyar Chuck Superville Mindy Moree Kevin Carruth Jesse Freelen Dr. Pam Anglin Staff Present: Rachel Schory Guest Present: Connie Beard Dan Almon Steve Gilbert Dan Smith, President, ealled the meeting to order at 4:02 p.m. Minutes from November 10, 2009 were approved unanimously as amended on a motion made by Chad Brown seconded by Rick Poston. Amendment to minutes is as follows: With regard to the action authorizing Dan Smith to negotiate with candidate for Executive Director's position, minutes should note that Pike Burkhart, Sr. abstained from voting. Financial report for October 2009 was approved unanimously as submitted on a motion made by Pike Burkhart, Sr., seconded by Rick Poston. November financial report was not available from City finance office. Dan Smith welcorned Steve Gilbert to the meeting and introduced him to those present as the new Executive Director of the PEDC. Due to the involvement of guest Dan Almon in the executive session discussion, this agenda item was moved for discussion prior to new business items. At 4:06 p.m., the board convened in executive session pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate an offer of a financial or other incentive to a business prospect to ]ocate, stay, or expand in Paris/Lamar County and consider any commercial and financial information related to the business prospects. Executive session was concluded at 4:45 p.m. at which time the board reconvened into open session. The following action was taken as a result of executive session discussion: Chad Brown made a motion that Dan Almon of Southwest Securities be authorized to prepare a proposal for refunding PEDC bond. Mr. Smith led the board in a discussion of the proposed MOU between the Chamber and PEDC, indicating that a change was made to the annual amount paid by PEDC to the Chamber. The original agreement referenced an amount of $60,000 not to exceed 4% of the PEDC budget; however, upon closer review it was determined that $60,000 is greater than 4% of the budget, so the 4% language was removed. Dr. Pam Anglin raised a concern as to the 60 day time frame for notice of tennination of agreement by either party. Dr. Anglin suggested that this amount of time does not seem ~ e~QQk1-1 'r1 j PEDC Board Meeting Minutes December 8, 2009 sufficient for suitable other arrangements to be made by either party should the other choose to terminate the agreement. A period of 120 days was suggested instead. Mr. Smith made a motion that the MOU be approved as amended, with a change to page 2, item 4 providing 120 days notice upon decision to terminate agreement. Mr. Poston seconded the motion; motion passed unanimously. Mr. Smith led the board in a discussion of the 2009-10 budget with amendments. The budget was amended to reflect the amaunt owed to the Chamber of Commerce per the MOU, and the salary and benefits package of the new Executive Director. While these line items changed, it was noted that the overall bottom line did not change and therefore council approval would not be required. Mr. Burkhart made a motion that the amended agenda be approved as submitted. Motion was seconded by Mr. Poston and passed unanimously. The board was advised that the draft of the bylaws they have been presented far this meeting are coinplete with all amendments proposed by the board. Judge Superville requested that a marked copy of the bylaws indicating all changes made be sent to him. Kent McIlyar agreed to send such a copy of the bylaws to all board members and ex- officio members. Mr. Sinith made a motion that the action item for the bylaws amendments be tabled due to the absence of board member John Wright. Motion was seconded by Chad Brown and passed unanimously. There being no further business to come before the Board, the meeting was adjourned at 5:06 p.m. Respectfully submitted, Rachel Schory Economic Development Specialist 2 - OQorqu^ . Paris Economic Development Corporation Meeting Minutes January 12, 2010 Board Members Staff Present: Dan Smith Present: Steve Gilbert Rick Poston Shannon Barrentine Chad Brown Rachel Schory Pike Burkhart, Sr. John Wright Ex-officio Members Guest Present: Kent McIlyar Present: Connie Beard Chuck Superville Mindy Moree Kevin Carruth Jesse Freelen Kenny Dority Dan Smith, President, called the meeting to order at 4:00 p.m. Minutes from December 8, 2009 were approved unanimously as submitted on a motion made by Chad Brown seconded by Pike Burkhart. Financial report for November 2009 was approved unanimously as submitted on a motion made by Pike Burkhart, Sr., seconded by Rick Poston. Director's Report was given by Steve Gilbert, Executive Director. Mr. Gilbert said that he had been busy since January 4`" getting acquainted with the area, visiting with Board members and other prominent citizens of Paris. He provided a copy of his Six Month Priorities List he provided the board in December. He is planning on attending the TEDC Winter Conference in South Padre, Texas, January 20-22. This Conference will allow him to make contacts within the State. He is working on having an Outline of the Annual Plan of Work for the February Board meeting. He asked that if a Board member had any suggestions for the Plan to contact him before the next Board meeting. He then handed out a draft document containing a list of current PEDC Incentive Agreements. With this information, the Board then knows the funds available to work with after these commitments are met each Fiscal Year. Pike Burkhart stated that the commitment to the Incubator Program was not listed. Mr. Gilbert stated he would add that information to the list. Mr. Smith led the board in a discussion of the Draft Audit Report for Fiscal Year 2008-2009. Dan Smith stated that the summary letter reflected the same concerns as last year's report: Cash balances are beyond the FDIC limit. Last year, the Board decided to maintain the same bank accounts. There was no action taken on this item since it was the Draft of the Audit. Mr. Smith asked staff to check with the accounting firm to see when the Final Audit report would be available so the Board could take action on it. Mr. Smith led the board in a discussion of the proposed changes to the existing PEDC Board By-Laws. Pike Burkhart stated concerns of changing the Ex-officio "Members" pertaining to executive sessions. He added that Ex-officio's were used on the PEDC Board Meeting Minutes January 12, 2010 Interview Committee. Ex-officio members provide a great wealth of knowledge to the PEDC Board. He recommended establishing a personnel review committee to recommend action pertaining to personnel matters. Mr. Smith stated that the proposed By-Laws could be adopted/approved and at a later date appoint an ad hoc committee, if needed. The executive session attendees, on personnel matters, depends on the employee's desires on the subject matter. Kenny Dority stated that he still objected to the language in the referenced section, but delaying adoption of the By-Laws isn't productive and the board needs to move on. Judge Superville stated that he strongly objected to the By-Laws as they are proposed to be adopted. Judge Superville still sees no problem with Ex-officio members being present in executive sessions, need to maintain the status quo. He feels that making Ex-officio members subject to arbitrary exclusion from certain executive session items isn't working toward good working relationships in the community. Chad Brown asked Judge Superville if he would accept the wording if it stated "...These representatives are encouraged to attend all PEDC meetings but shall have no power to vote on matters before the Board and Ex-0fficio Members may be excluded from certain executive sessions concerningpersonnel matters upon a majority vote of the voting members of the Board..." Judge Superville stated he wanted the minutes to reflect his objection to adopting the proposed changes to the By-Laws and that an Ex-Officio Member is either a Board Member or not. Either on the "team" or not. He doesn't see a problem with the way the By-Laws were, but sees the changed version creating more problems in the future. Kent McIlyar stated that the authority of the Ex- Officio Member to be non-voting was from inception of the Board. He added that the Open Meetings Act - Executive Session allows public entities to meet in private under certain conditions. Chad Brown made a motion to change the wording in Section 6.06 Ex-Officio "Members" as follows: "..These representatives are encouraged to attend all PEDC meetings but shall have no power to vote on matters before the Board and Ex-Officio Members may be excluded from certain executive sessions concerning personnel matters upon a majority vote of the voting members of the Board...", Rick Poston seconded the motion. The motion carried with a vote of 4 to 1 with Pike Burkhart opposing. Dan Smith made a motion to change the last sentence of the same section to read: "...Their attendance shall be for the purpose of insuring that information about the meetings °^^r^mie a°v°'o„m°„' rr^j°^+° is accurately communicated to the organizations they represent.", seconded by Chad Brown. Motion carried. Rick Poston made the motion to approve the By-Laws as amended, seconded by John Wright. The motion carried with a vote of 4 to 1 with Pike Burkhart opposing. The board convened into executive session at 4:40 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate on the following: A. Section 551.087 - Economic Development Negotiations Executive session ended at 5:05 p.m. There was no action taken as a result of executive session. 2 ~r~13 0 0 PEDC Board Meeting Minutes January 12, 2010 Dan Smith made a motion to adjourn at 5:05 p.m.; seconded by Rick Poston. Motion carried. Respectfully submitted, Shannon Barrentine PEDC - Comm. Dev. Specialist 3 E - UQO,~..~ Paris Economic Development Corporation Called Meeting Minutes January 28, 2010 Board Members Staff Present: Dan Smith Present: Steve Gilbert John Wright Shannon Barrentine Chad Brown Pike Burkhart, Sr. Ex-officio Members Guest Present: Kent McIlyar Present: Edwin Pickle Kevin Carruth Jesse Freelen Kenny Dority Dan Smith, President, called the meeting to order at 12:08 p.m. The board convened into executive session at 12:08 p.m. pursuant to Section 551.087 of the Texas Government Code to discuss and deliberate on the following: A. Section 551.087 - Economic Development Negotiations Executive session ended at 12:55 p.m. As a result of executive session discussion, the following motion was made by Dan Smith: Approve the Subordination agreement for Paris Packaging with Amegy Bank as submitted and authorize Dan Smith, board president, to sign on behalf of PEDC Board; seconded by Chad Brown. Motion carried. Dan Smith made a motion to adjourn at 12:56 p.m.; seconded by Chad Brown. Motion carried. Respectfully submitted, Shannon Barrentine PEDC - Comm. Dev. Specialist ~ , MINUTES REGULAR MEETING BUILDING AND STANDARDS COMMISSION MONDAY, OCTOBER 19. 2009 4:00 O'CLOCK P.M. l. Chris Brown called the Building and Standards Commission meeting to order at 4:15 P.M. A. The following members were present: Chris Brown Ryan Lassiter Wendell Moore Vicki Ballard B. The following members were absent: Bi]] Harris Zach Saffle Lee Ann Barbee C. Also present was Robert Talley, Code Enforcement Officer. 2. Approval of minutes from previous meetings. (August 17, 2009) Motion was made by Vicki Ballard, seconded by Wendell Moore to approve the minutes with corrections for the August 17, 2009 meeting. 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 Article III of Chapter 7 of the Code of Ordinances of the City of Paris, Paris, Texas, entitled ASubstandard and Dangerous Buildings and Structures@: A. 2296 3rd Street S.E.; Lot 12, City Block 170-C - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not deinolished in 30 days the City may demolish, with a$1,000 per day civil penalty. lVlotion carried unanimously. B. 728 E. Austin; Lot 14, City Block 115 - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. C. 5000 E. Hickory; Lot 11, Block 1, Booth Addition - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. ~ €t~~?-) r_.. D. 209 E. Center; Lot 5, Block 20, Fairview Addition - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. E. 1126 E. Houston; Lot 8-A, Cit,y Block 32-C - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. F. 949 12tn Street S.E.; Lot 19, Block 1, Gibbons-Braden Addition - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. G. 423 E. Neagle; Lot 7 and 8, Block 3, Neagle Addition - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. H. 1690 West Shiloh; Lot 15 and 16, Block 5, Colonial Addition - Motion was made by Vicki Ballard, seconded by Wendell Moore, to allow 30 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. 1. 1730 West Walker; Lot 4, Block 1, Colonial Addition - Motion was made by Ryan Lassiter, seconded by Chris Brown, to allow 60 days to demolish. If the property is not demolished in 30 days the City may demolish, with a$1,000 per day civil penalty. Motion carried unanimously. 4. Meeting adjourned at 4:40 P.M. APPROVED THIS 20TH DAY OF JANUARY, 2010. Y i C BROWN, VICE-CHAIRMAN a MINUTES REGULAR MEETING CITY OF PARIS HISTORIC PRE5ERVATION COMMISSION WEDNESDAY, JANUARY 13, 2010 12:00 0'CLOCK P.M. l. The Historic Preservation Commission meeting was called to order by Arvin Starrett, Chairman. A. The following members were present: Arvin Starrett, Chainnan Paul Denney, Vice-Chairman (arrived late l 2:06) Douglas Cox Ben Vaughan Jerry Raper Matt Coyle B. The following members were absent: Susan Scholz, Secretary C. Also present was Jeanna Scott, City Staff. 2. Approval of minzstes, from previous minutes. (November 23, 2009; December 9, 2009; December 11, 2009) Motion was made by Ben Vaughan, seconded by Matt Cole to approve the minutes for the November 23, 2009; December 9, 2009; and December 11, 2009 meetings. Motion carried 6-0. 3. Consideration of and action on the following Certificates ofAppropr•iateness: A. 2 Clarksville Str•eet (Sky Sign) - Wyatt Bowden presented the petition. Mr. Bowden stated they want to utilize the sign by placing seasonal or monthly messages on it. All signage would be temporary and each new sigi would come before the commission. Motion was inade by Ben Vaughan, seconded by Matt Coyle to approve the COA. Motion carried 6-0. B. 11715` Street S.E. - Dorothy with Scott's Custom Signs presented the petition. Arvin Starrett asked how wide the awning is because the sign appears to be ]onger than the canopy is wide. Dorothy was not sure of the width of the canopy. Paul Denney stated canopy is at least six feet wide; however, the sign cannot extend out past the front edge of the canopy. Chairman Starrett stated the door looks to be frosted. Dorothy stated Alex with Scott's signs said only the address and phone number will be placed on the door. Dorothy further stated she is not aware of any frosting to be 116?+~~" placed on the glass door. Motion was made by Ben Vaughan, seconded by Douglas Cox to approve the COA contingent on the under canopy sign not going out past the front edge of the canopy and there is to be no frosting placed on the glass of the front door. Motion carried 6-0. Motion was made by Paul Denney, seconded by Ben Vaughan to recuse Douglas Cox from item 3C. Motion carried 5-0. C. 946 SoTSth Main Street - Douglas Cox presented the petition. Mr. Cox stated he is stripping down the windows and painting them white, will also be leveling the chimney. Motion was made by Matt Coyle, seconded by Jerry Raper to approve the COA as presented. Motion carried 5-0. Motion was made by Matt Coyle, seconded by Paul Denney to return Douglas Cox to the ineeting. Motion carried 5-0. -CONSENT AGENDA-- [Itenis appearing on this consent agenda may be approved by a single vote of the Commission, with such approval applicable to all items appearing on said agenda. If'any Comniission member desires to discuss and consider• separatelv any item appearing on tlie consent agenda, tlaat Gommission member may do so by requesting that the item be removed.from the consent agenda and consideYed as a separate item.] 4. Discussion of and possible action regar-ding the following structures considered by code inspectors to be in violation of Article III of Chapter 7 of the Code of Ordinances of the City of Paris, Paris, Texas, entitled "Substandard and Dangerous Buildings and Structures, " to deterrnine whethef- sucli buildings or structures can be rehabilitated and designated on the National Register of Historic Places, as a recorded Texas Historic Landmark-, or as historic property as designaZed by the Citv Council of the City of Paris: A. 10175 Street N.E. B. 1142 Grove Street C. 86013'h Street N.E. D. 1970 Clarksville Street E. 45912`1' Street N.E. F. 826 Cedar G. 816 Cedar ~ 0o-' , l ~f H. 61810`h Street N.E. I. 52914`h Street N.E. J. 355 12`1i Street N.E. K. 210 8`j' Street N.E. L. 107 Grand Avenue Motion was made by Douglas Cox, seconded by Paul Denney, to pull item 4K and to repair only on 4L, all other structures will be sent to the Building and Standards Commission for demolition since they cannot be rehabilitated nor do they have significant historical value. Motion carried 6-0. 5. Request for future agenda items. There were none. 6. Meeting adjourned at 12:29 p.m. APPROVED THIS 25TH DAY OF JANUARY, 2010. 4:-; - Arvin Starrett, Chairman 77 f ) 0 0, MINUTES OF THE FIRE AND BUILDING CODE REVIEW COMMITTEE CITY COUNCIL CHAMBER 107 E. KAUFMAN STREET. PARIS, TEXAS JANUARY 26,2010 5:00 O'CLOCK P.M. L Call meeting to order. Chairman Waldrum called the meeting to order at 5:05 p.m. The following members were present: Gary Brown, Mike Davenport, John Fuston, Jerry Haning, Bryan Hargis, Johnny Norris, Bobby Smallwood, and Carolyn Whelchel. Council Members Kear and Pickle were present. Also, present were city staff Kevin Carruth, Janice Ellis, Ronnie Grooms, Dale Mayberry, Kent McIlyar and Shawn Napier. 2. Deliberate and review of the Fire and Building Codes. Chairman Waldrum said that they needed to make a decision as to whether or not to adopt the 2006 Fire Code as written, or make amendments to the Code. Carolyn Whelchel said that some of the amendments in the proposed Ordinance were for clarification purposes. Gary Brown said he thought they should adopt the 2006 Fire Code keeping the amendments to a minimum. Mr. Brown said he thought this would encourage inore building in Paris. Bobby Smallwood agreed, and added that he was opposed to making the amendments more stringent unless those amendments affected life safety. John Fuston suggested that the fire department staff come up with a list of critical issues. Johnny Norris said he thought they should adopt the 2006 Fire Code. Gary Brown expressed concern that it did not address the historic districts. Chief Grooms told the Committee that they had been working on a fire plan for historic districts, but were having difficulty finding infonnation. Chainnan Waldrum asked staff to contact other several other cities to determine what they had adopted with regard to historic districts. It was a consensus of the Committee to adopt the 2006 International Fire Code, but to first detennine if they could adopt ainendments that would make the Code less stringent. City Manager Kevin Carruth suggested putting together a sub-committee to review notes prior to the next meeting. It was a consensus of the Committee to do so. It was agreed that the sub- committee will consist of Mike Davenport, Charles Waldrum, Johnny Norris and Bryan Hargis. 3. Future agenda items. Carolyn Whelchel inyuired of the next meeting dates. Chairman Waldrum said the Committee will meet on February 9 and February 23, both meetings to begin at 5:00 p.m. 4. Adjournment. There being no further business, the meeting was adjourned at 6:20 p.m. IyJ1~l~l cJk+ OAU~-~ CHARLES WALDRUM, CHAIRMAN