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09/09/2014 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Tuesday, September 9, 2014 MINUTES Board Members Staff Present: Stephen Grubbs, Chair Present: Shannon Barrentine John Brockman, Vice Chair Interim Executive Director Don Wilson Chassidi Taylor David Turner Admin. Assistant Ex- Officio Members Guest(s) Present: None Present: Connie Beard, The Paris News Louise Mosley Anna Spencer Legal Don Taylor Counsel: None City Council Liaison: Edwin Pickle Stephen Grubbs, Chair, called the meeting to order at 4:00 p.m. and welcomed those present. Confirmed a quorum was present. Approval of minutes from the August 12, 2014 regular meeting and August 21, 2014 called meeting. Stephen Grubbs stated that at the August 12, 2014 meeting there was an action item (on page 5) and Shannon Barrentine was to provide the Board with a list of annual services and service contracts which are provided as Item 12 of today's Agenda Packet. David Turner made a motion to accept the August 12, 2014 minutes, as submitted; seconded by John Brockman. Motion Carried 4 -0. Stephen Grubbs stated that on the first page of the August 21, 2014 minutes there was an action item for preparing a press release for J. Skinner Baking Company for satisfying their bridge loan. We (Chairman Grubbs and Shannon Barrentine) haven't done it yet. Don Wilson made a motion to accept the August 21, 2014, as submitted; seconded by David Turner. Motion Carried 4 -0. PEDC Board Meeting Minutes September 9, 2014 Page 2 of 5 Approval of August 2014 financials Stephen Grubbs asked about the corrections that were to the Cash Flow Report. Shannon Barrentine stated that the Cash Flow Report was corrected, by Gene Anderson, last month.But, apparently the journal entry wasn't done in August. The annual bond debt payment was made in August. Don Wilson asked if the accounts were in compliance. Shannon Barrentine stated that when the budget amendment is done they will be and all accounts are pledged deposits; Gene Anderson makes sure the accounts are in compliance and PEDC will participate in the investment pool rather than Certificate of Deposits. Don Wilson inquired about the mowing of the NW Industrial Park and around the PEDC offices at the Depot. Shannon Barrentine told those present that about 6 acres, including the perimeter of the pond at the NW Industrial Park was mowed by a private contractor and the grounds at the PEDC offices /Depot were kept by the City of Paris. Don Wilson made a motion to accept the financials, as submitted; seconded by Stephen Grubbs. Motion Carried 4 -0. Interim Executive Director's Report: Industry Appreciation Week, October 27 -31, 2014. Shannon Barrentine stated that the Annual Chamber Awards Banquet is October 28, 2014, in the evening. The PEDC will present the Industry Appreciation award for the year. She had emailed all the voting members to get their input on who they think deserved the award. Shannon Barrentine provided a list of industries that had been recognized in the past. Stephen Grubbs wanted to include Paris Junior College for the Industry Appreciation Week Breakfasts for 2014. Don Wilson brought up Campbell's Soup Company's50a' anniversary is coming up. Don Wilson asked how much was spent on Industry Appreciation Week, in 2013? David Turner stated that it was less than $1,000. Discuss and possibly take action on addition to the PEDC policy manual of non - solicitation clause for PEDC personnel- Rebecca Clifford Shannon Barrentine stated that she had called John Godwin twice about this form. John said that had used it Fairview so he thought it would be easy to get it but he hadn't received it yet. This item was tabled. PEDC Board Meeting Minutes September 9, 2014 Page 3 of 5 Discuss and possibly take action on invoice(s) for legal services from Jeff Moore, Attorney, Brown & Hofineister, LLP Stephen Grubbs stated that he doesn't believe we have any invoices to present today, but as soon as we get those we will bring those to the Board to review and approve before they are paid. This item was tabled. Discuss and possibly take action on Defenbaugh & Associates invoice for June, 2014 in the amount of $6,882.50. Edwin Pickle told those present that Mr. Defenbaugh hasn't given the PEDC all of the information when he gave us the final report and he didn't give us all the information that he has. Stephen Grubbs stated that all the information that we gave him we have a right to get it back from him and he verbally agreed to that. Don Wilson asked if that would include the first report he sent to the FBI? Stephen Grubbs stated that he didn't specifically say that and nor did I ask him, but I think we have the right to ask him. Don Wilson stated that I think that's what I asked him (Mr. Defenbaugh) for in Executive Session and he said he wouldn't give it to us and that's not privileged information. What he took to them (FBI)wasn't in our preliminary report or in our final report and I think if we are going to get that information back we get all of the information back because if we hired an attorney and contacted Defenbaugh then that would be privileged, but since he is contracted with us it's not privileged. John Brockman stated that he (Mr. Defenbaugh) could bring it when he comes to the joint meeting on September 15, 2014. Stephen Grubbs stated that he (Mr. Defenbaugh) will not be attending the joint meeting. Shannon Barrentine stated that Don Wilson's motion is to authorize the Board Chair (Stephen Grubbs) to send a letter to Defenbaugh & Associates to request any and all information (including the original report in May sent to the FBI) within 15 days and go ahead and release the check; seconded by John Brockman. Motion Carried 4 -0. Discuss and possibly take action on auto -draft payment for monthly vision plan premiums through ACCE Benefits Trust. Shannon Barrentine stated that this is the vision plan for the PEDC employees. ACCE is switching to an auto -draft payment process. She had been putting them off for a year. The form references "Chamber" rather than the PEDC because we are a chamber member we can get the vision plan through this company at the Chamber rate. Gene Anderson looked at the form and said if the Board approves it he had no problem with it. She would forward the email to Gene Anderson (each month) and he can do a journal entry and apply it to the benefits expense line item. Stephen Grubbs stated that we will be able to monitor the plan on the spreadsheet. David Turner made a motion to approve; seconded by John Brockman. Motion Carried 4 -0. PEDC Board Meeting Minutes September 9, 2014 Page 4 of 5 Discuss and possibly take action on Interim Executive Director attending the PACE (Property Assessed Clean Energy) Workshop sponsored by SPEER (South- Central Partnership for Energy Efficiency as a Resource) in Austin, Tuesday, September 23, from 10 a.m. to 4 p.m. Shannon Barrentine stated that this is the program that was presented to the Industrial Managers in July. We are trying to get a PACE program going in the region. This could benefit industry as well as private individuals. This is an initial meeting that will provide a cost estimate of the program. No one has done it in Texas, yet. Since we've shown interest we were specifically invited to attend for information gathering. Stephen Grubbs asked what the cost would be to attend the Workshop. Shannon Barrentine stated that it would be about $400 -$500 dollars. David Turner made a motion to send Shannon Barrentine to Austin for the Workshop; seconded by Don Wilson. Motion Carried 4 -0. Discuss and possibly take action on proposed Budget Amendments for FY 2013 -14 Shannon Barrentine stated that the goal is to bring each line item within the budget; Janice Ellis, City Clerk, is holding a place for this on the second council meeting in September. This will get the budget amendment done before the end of fiscal year and get the accounts back in the black. Gene Anderson has looked at it and said it looked self - explanatory. Don Wilson asked if she received any feedback from Rebecca Clifford? Shannon Barrentine replied no, I have not. Don Wilson made a motion to accept it as long as Gene Anderson says it's ok; seconded by David Turner. Motion Carried 4 -0. Discuss and possibly take action on Paris EDC Board member(s) and Interim Executive Director's attendance at the upcoming Sales Tax Workshop and conferences Shannon Barrentine stated that Houston is too far to go to the Sales Tax Workshop. Edwin Pickle asked if this was what Jeff Moore said we need to go to? Stephen Grubbs stated yes, he also said that he would be willing to provide it here in Paris. Shannon Barrentine suggested that we could do a regional effort and include Sulphur Springs, Clarksville, and Commerce. She stated that she didn't know if he (Jeff Moore) provided certificates of attendance that would be the only issue. Shannon Barrentine stated that we will put the Sales Tax on hold till we see what Jeff Moore can do and reach out to the other regions. Shannon Barrentine told those present that there is a Texas Women in Economic Development Conference, November 18 -19 in Dallas that she would like to attend. David Turner made a motion for Shannon Barrentine attend the Texas Women in Economic Development Conference; seconded by Don Wilson. Motion Carried 4 -0. PEDC Board Meeting Minutes September 9, 2014 Page 5 of 5 The Board convened into Executive Session at 4:36 p.m. Pursuant to Section 551.072, 551.074 and Section 551.087 of the Texas Government Code to discuss and deliberate on the following: 1. Pursuant to Section 551.072 — Real Property 2. Pursuant to Section 551.074 — Personnel 3. Pursuant to Section 551.087 — Economic Development Negotiations Chassidi Taylor, Anna Spencer, Connie Beard, Louise Mosley, and Don Taylor returned at 4:57 p.m. Executive Session ended at 4:59 p.m. The Board reconvened into open session. As a result of executive session discussion the Board took the following action: John Brockman made a motion to continue with the contract labor until an Executive Director has been selected and he /she can make the decision regarding status of the PEDC staff at that time; seconded by David Turner. Motion Carried 4 -0. David Turner made a motion to adjourn at 5:00 p.m.; seconded by Stephen Grubbs. Motion Carried 4 -0. Respectfully submitted, Chassidi Taylor Administrative Assistant Paris EDC