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11/17/2015 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION REGULAR MEETING Tuesday, November 17, 2015 MINUTES Board Members Present: Richard Manning, Chair John Brockman, Vice -Chair Don Wilson, Secretary - Treasurer Ray Banks Ex- Officio Members Present: Legal Counsel: Kent McIlyar Call to Order: Staff Present: Angie Corbell Office Manager Paula Brownfield Admin. Assistant Guest(s) Present: John Godwin, City of Paris Jerry Richie, Airport Manager Dennis Ashby, Airport Board Paula Portugal, Airport Board John Cunningham Tim Bullock, Airport Board Anna Spencer, Airport Board Paul Linck, Turner Industries Louise Mosley Connie Beard, The Paris News City Council Mayor Hashmi Liaison: Richard Manning, Chairman called the meeting to order at 4:00 p.m. and welcomed those present. A quorum was present. Citizens Input• There was no citizen input. Discuss and possibly take action on readopting the tax abatement guidelines and policy: John Brockman made a motion to strike the entire last paragraph on Appendix B page 11, thus removing the PEDC as Administrator /Monitor of Tax Abatement Contracts; motion was seconded by Ray Banks. The motion carried 4 -0. Mr. Wilson made a motion to change the Tax Abatement Criteria and Guidelines to allow an exception to be made for Greenfield sites; motion was seconded by Ray Banks. Motion carried 4 -0. Discuss and possibly take action on participation with the City in the development of hangars at Cox Field: Mr. Godwin gave a brief plan outline to build spec building/s at Cox Field Airport. Mr. Godwin stated the $1 M Tx.Dot grant awarded to Cox Field was delayed until 2017. Mr. Banks asked if the proceeds from the sale of property to Agpro could be used for development. Mr. Godwin stated affirmative, and that it may be earmarked to match the TxDot grant. The Board was then addressed by Mr. Jerry Richie, Airport Manager and Mr. Dennis Ashby of the Airport Board. Mr. Richie clarified the TxDot grant is to be used to build private lease hangars; but the Airport would like to build industrial hangars also, such as a paint shop or airplane maintenance hangar. Mr. Banks asked how many airplane paint shops were there near Paris. Mr. Richie stated there was one in Mena Arkansas. Mr. Manning stated he would like to see a letter of intent before the PEDC stepped off into anything. Mr. Dennis Ashby of the Airport Board stated he could advertise in trade magazines. Wilson pointed out there was $10,000 dollars in the PEDC budget for marketing the Airport. Mr. Ashby stated the avionic shops could employ up to 50 people. Mr. Manning stated more communication was needed. Mr. Brockman asked if it were feasible for a building to be built unless there was a prospective tenant or a business agreement in place. Mr. Manning asked if an avionic shop would be more practical to propose for the number of jobs. Mr. Brockman proposed the PEDC partner with the Airport Board on advertising and after lengthy discussion on price per foot and business prospects; Mr. Wilson suggested the Airport Advisory Board come back at a later date with a viable advertising and or prospect for a build to suit building and or finance type arrangement that would create jobs. The Board was in agreement. Discuss and possibly take action on proposed downtown redevelopment proiect: Mr. Godwin outlined a presentation of redevelopment of the downtown 1920's bank building by David J. Alarid. Mr. Godwin stated that it may require an agreement between the City, the P.E.D.C. and the Developer. Mr. Godwin stated those kinds of agreements were EDC statutes chapter 380 that covered this type of agreement is legal and appropriate. Mr. Wilson asked how the P.E.D.C. could be involved in this if he would require funding. Mr. Godwin responded that at some point the developer would be requesting assistance with funding for infrastructure and or utilities. Mr. Wilson went on to say as much turmoil and anxiety that this organization has created he did not think the P.E.D.C. Board should touch it. Mr. Godwin stated he understood. Mr. Banks concurred. Mr. Manning thanked Mr. Godwin for his time and asked him to please keep the Board informed. Mr. Brockman stated the Board was in favor of any development downtown. The Board was in agreement. No action was taken. Discuss and possibly act on recommendations by JC Darnell on our need for an indexed database and storage: Mr. Darnell presented two database storage options for the Board to consider. The first option included on site storage but limited indexing capabilities. The second option offered cloud storage with more flexibility in document searches and indexing. Cost for the cloud option was approximately $480 per user per year. Mr. Wilson expressed reservations about document retrieval with the cloud based system. Mr. Darnell assured Mr. Wilson it would be easier to retrieve in the cloud based service. Mr. Manning asked if this would work when the PEDC had only a few days to submit a potential prospect proposal. Mr. Darnell stated it would give more flexibility to search and retrieve information. Mr. Brockman asked about storage capacity & startup costs. Mr. Darnell advised it would be more than adequate. Mr. Darnell advised the upfront costs would be a subscription fee. Mr. Darnell recommended a cloud based system on a trial basis, and a purchase of a desktop scanner between $800- $2000. Mr. Wilson asked about moving the storage contract service in the future. Mr. Darnell advised that would be a consideration before signing the contract. Mr. Brockman asked how many user accounts would be utilized. Mr. Darnell advised guest access accounts could be utilized. Mr. Wilson added the indexing would be an asset in document searches. Angie Corbell concurred. Mr. Manning stated he thought it was the best course of action. Mr. Manning made a motion to purchase a scanner and conduct a month to month trial of the document imaging software. The motion was seconded by Mr. Banks. The motion carried 4 -0. Discuss and possibly take action on Request for Proposals for the cleanup and demolition of the 2305 NW Loop 286 property: The Board was advised the only RFP submitted was after the deadline and was not opened. Mr. Banks reiterated the only bid was after the deadline. Mr. McKilyar advised the bid should not be opened. Mr. Wilson stated, and Mr. Banks and Mr. Manning concurred the RFP would be advertised again. Mr. Brockman asked for clarification if the received bid needed to be returned to the contractor to be re- submitted. Mr. Wilson and Mr. Manning advised it would. Discuss and possibly take action on Board Members' personal e-mail use: Mr. Manning stated a client had an issue with the Board using personal emails. Mr. Wilson stated he thought correspondence with that client should not be emailed but placed in board member packets. Mr. Wilson stated he thought no client information should be emailed. Mayor Hashmi presented a possible solution: that the Board request city emails so that personal emails would not be subject to public information requests. Mr. McKilyar recommended the board use the city provided email addresses. Mr. Manning stated the Board would need someone to set up the emails. Ms. Corbell suggested J. C. Darnell. Mr. Banks stated the City I. T. would do it. Mr. Darnell and Mayor Hashmi concurred. Mayor Hashmi also suggested using I -pads instead of hard copy packets. Ms. Corbell asked if a motion was needed. Mr. Banks made a motion to request the City I.T. department set up city email accounts for Board members. Mr. Brockman seconded the motion. The motion carried. 4 -0 Discuss and possibly take action on Holiday Pay for temporary staff at PEDC: Mr. Manning stated the holidays were coming up and thinks it would be a good thing to pay PEDC staff for holidays. Mr. Wilson recommended two days on Thanksgiving, two days on Christmas and New Years' Day. Mr. Wilson made a motion to include these days as paid for Temporary staff. Mr. Banks seconded the motion. The motion carried 4 -0. Discuss and possibly approve changes to 2014 -2015 Amended Budget: Mr. Wilson stated there were corrections to the budget to show the corrected amended amounts and presented the corrections. Mr. Banks made a motion to approve the corrections. Mr. Wilson seconded the motion. The motion carried 4 -0. Discuss and possibly approve Minutes of October 20, 2015 Meeting: Mr. Brockman asked for clarification on the value of the slab as stated in the minutes. Mr. Wilson stated the minutes needed be corrected to say a new slab alone would be worth $600, 000.00. Mr. Manning stated the word "new" should be added. Mr. Brockman made a motion to accept the corrected minutes. The motion was seconded by Mr. Banks. The motion carried 4 -0. Discuss and possibly approve October 2015 Financials: Mr. Wilson stated the total operating expenses and pointed out the breakdown. Mr. Banks inquired about the car allowance being paid in November instead of October. Ms. Brownfield advised the City Finance office paid it in November instead of October. Mr. Wilson pointed out the ending cash balance was $1,980,000.00 and $29,000.00 was transferred into debt service and I & S reserves so the I & S reserves went from $379,000.00 to $408,000.00, making the total $2,388,827.00. Mr. Banks made a motion to approve the financials. Mr. Brockman seconded the motion. The motion carried 4 -0. Convene into Executive Session: The Board convened into executive session at 5:18pm. Reconvene into Open Session and possibly take action on item(s) discussed in Executive Session: The Board reconvened at 6:24pm. Mr. Banks made a motion to contract with Chaney Engineering to conduct a survey on plot number 405795 in the amount of 600 to 700 dollars. The motion was seconded by Mr. Brockman. The motion carried with an amended amount of $700 to $800 with all members present voting aye. Discuss Future Agenda Items: None Adiourn• Mr. Banks motioned to adjourn. The motion was seconded by Mr. Wilson. The motion carried 4 -0. The meeting ended at 6:27 p.m. Respectfully submitted, Angie Corbell Office Manager Paris EDC