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08/11/2015 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Tuesday August 11, 2015 MINUTES Board Members Present: John Brockman, Vice -Chair David Turner Don Wilson, Secretary- Treasurer Ray Banks, New Board Member Ex- Officio Members Present: Steve Keywood, Chamber A.J. Hashmi, Mayor Pam Anglin, Ex Officio Legal Counsel: Kent Mcilyar City Council Liaison: Sue Lancaster Call to Order: Staff Present: Angie Corbell Office Manager Paula Brownfield Administrative Assistant Guest(s) Present: James Wallace, Jazzyfrog Don Taylor Bob Hundley, Paris PD J.C. Darnell, PC Repair Ed Farmer, Caddo Museum Danielle Kloap, Paris News John Brockman Vice - Chairman called the meeting to order at 4:00 p.m. and welcomed those present. Confirmed a quorum was present. Mr. Brockman asked for introductions all around. Citizens Input: None Discuss and Possibly take action on SuRRMA request for Administrative Support: Mr. Brockman noted that past Interim PEDC Director Shannon Barrentine was Secretary of the Board for Sulphur River Regional Mobility Authority. Mr. Turner added PEDC needed a presence on the Board. Mr. Wilson stated that PEDC was one of three entities heavily involved in SuRRMA activities and basically was the SuRRMA primary funds benefactor. Mr. Turner made a motion to allow Angie Corbell the PEDC Office Manager to represent the PEDC as Secretary of Sulphur River Regional Mobility Authority. Ray Banks seconded the motion. The motion carried unanimously. Update from James Wallace on PEDC Website: James Wallace presented the new website updates to the Board and demonstrated its use. Mr. Wallace advised he was still in need of updated property listings. Mr. Wallace stated he had added a customized report feature allowing staff and visitors to choose items from the website to save and print. Mr. Wallace stated there was discussion of including only Industrial sites for sale and adding a MLS link to other properties that would not need updating by Mr. Wallace or PEDC staff. Mr. Wilson added that Wallace had stated he could offer current photos of sites for $20.00 per hour. Hear from J. C. Darnell on PC purchase and update information and recommendations: Mr. Darnell addressed the Board on the ongoing issues regarding connectivity, security, equipment upgrades and the costs of each. The Board agreed to allow Mr. Darnell to install necessary equipment for the Lamar County Historical Museum, The Caddo Museum and The Genealogy Society to access the PEDC Wireless Internet along with a Guest connection for PEDC. Mr. Darnell advised he would also install the necessary security features to assure confidentiality of PEDC information and purchase a Dell pc system for PEDC. Mr. Turner made a motion to allow Mr. Darnell to purchase the necessary equipment for the aforementioned task. Mr. Wilson seconded the motion. Motion carried unanimously. Discuss and Possibly take Action on Office Operations report and recommendations Mr. Brockman turned the floor to Angie Corbell, PEDC Office Manager, Angie reported on Mr. Darnell being an asset to PEDC, Ongoing organization tasks, office equipment purchases, and supply purchasing procedures. She also stated there had been Fire Alarm issues that have tentatively been resolved by Advance Alarm, and future document imaging plans. Ms. Lancaster added she received permission from John Godwin the City Manager to purchase planters for the Caddo museum. Mr. Wilson stated he has arranged an estimate from Ray's Tree service to mow the area near the Depot and generally clean up the area. Mr. Wilson stated he was going to obtain permission from Kiamichi Hugo to allow the contractor to clean up the Railroad Right of Way on Bonham Street. Mr. Wilson stated the money was in the budget under Depot Operations. Mr. Banks stated the current lawn contractor needed to remember to remove the mown grass from the front sidewalk as Ms. Lancaster concurred. Mr. Wilson advised the contractor was under charge of the City. Ms. Lancaster advised she would see to it. John Brockman redirected the Board to consider adopting the Emergency Action Plan as presented by Ms. Corbell. Mr. Wilson made a motion to accept the Emergency Action Plan into policy. Mr. Turner seconded the motion. Motion carried unanimously. Approval of Transcript and Minutes of Previous Meetings The July 7th meeting minutes were submitted for approval. Mr. Wilson stated the minutes needed to be corrected on the second page with Mr. Turner's recollection of saying; "Mr. Moore is an expert at billing." Ms. Lancaster also added she did not request the door to be locked. This was corrected to say Audience member. Mr. Turner made a motion to accept the minutes pending corrections. The motion was seconded by Ray Banks. The motion carried unanimously. The July 14th meeting minutes were presented for approval and corrected to say Don Wilson stated he had said "Moore Law Firm" and not "Jeff Moore." Don Wilson asked Paula and Angie to remember to place the Board Members votes in the minutes for the record. Mr. Banks pointed out that he made a motion for J. C. Darnell to perform services for PEDC for three hundred per month to correct the minutes that simply stated $300.00. Mr. Banks made a motion to accept the minutes for July 14th, 2015 pending corrections. Mr. Wilson seconded. Motion carried unanimously. The July 201h meeting minutes were presented for approval. Mr. Banks stated that Mr. Grubbs did not attend the meeting but was listed under the call to order. Mr. Banks made a motion to accept the minutes pending approval. Mr. Turner seconded. The motion carried unanimously. The July 28th meeting minutes were presented for approval. Mr. Wilson stated that the budget portion past Machinery and Tools was yet to be determined. Mr. Banks stated he thought it was covered. Mr. Wilson stated the figures were not correct as printed. Mr. Banks made a motion to accept the minutes pending corrections. Mr. Wilson stated that the remaining lines down from Machinery Tools and Equipment, has yet to be determined. Mr. Banks made a motion to accept the minutes pending corrections. Mr. Turner seconded the motion. The motion carried unanimously. Budizet Workshop Mr. Brockman turned the floor to Mr. Wilson, who stated he was still compiling the budget figures and needed more input from Gene Anderson the City Finance Director. Mr. Wilson pointed out figures he added to next year's budget. Mr. Wilson stated he needs to verify figures previously entered by Previous Board members and Staff. Mr. Wilson stated PEDC is still awaiting finalization of T & K Incentive Agreement however; the company has been purchased by a new owner and a meeting is pending with the Company's management therefore, the figures are not firm at the time of the Board Meeting. Mr. Wilson stated there were two companies discussed from last year and both at present have not submitted a formal application. Mr. Wilson stated the spreadsheet used needs more items from income to give a more accurate budget picture. Mr. Wilson stated the cash figure is correct through July 31 st. Mr. Wilson added that he wanted to make sure that the figures were correct before they were presented for approval. Ms. Anglin pointed out the figure for Work Keys for $35,000.00 had been omitted on the current spreadsheet. Mr. Brockman stated there should be another meeting before September 1St. Mr. Brockman stated there was no need for action on this item. Convene into Executive Session Discuss the Executive Director Compensation and Benefits package. Reconvene into Open Session The Board reconvened into Open Session at 5:30 pm No action was taken. Adjourn Motion to Adjourn was made by Mr. Tuner and seconded by Mr. Banks. The motion carried by unanimous vote. Respectfully submitted, Angie Corbell Office Manager Paris EDC