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02/16/2016 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Tuesday February 16, 2016 AMENDED MINUTES Board Members Present: Richard Manning, Chair John Brockman, Vice -Chair Don Wilson, Secretary- Treasurer Ray Banks Ex- Officio Members Present: None Legal Counsel: Stephanie Harris City Council Liaison: None Call to Order: Staff Present: Michael Paris Executive Director Angie Corbell Office Manager Paula Brownfield Administrative Assistant Guest(s) Present: Deanna Manning Kathleen Morrow, Pans News Billy Trenado Richard Manning called the meeting to order at 4:00 pm. A confirmed quorum was present. Citizens Input None Discuss and possibly approve minutes of the January 16, 2016 meeting: Mr. Brockman made a motion to approve the minutes. The motion was seconded by Mr. Wilson. The motion carried 4 -0. 1 Discuss and possibly approve the 2016 Financials: Mr. Wilson was recognized by the Chair. Mr. Wilson stated in the future Mr. Paris would be reporting on the financials. Mr. Wilson stated that there was nothing unusual to note. Mr. Wilson added Work Keys was $512.00. Paula Brownfield stated it was for Roxton High School. Mr. Wilson went on to say $875.00 was for a survey on Project Rail Spur. Mr. Banks asked for clarification on Marketing and Promotion with The Paris News. Mr. Wilson stated it was for internet advertising online, which has since, been canceled. Mr. Paris added he had presented the modified budget to the City of Paris. Mr. Wilson stated the amount of income needed to be monitored because of fluctuations. Mr. Wilson the staff should take a look into the tax revenue. Mr. Wilson stated the income appears to be flat, but with the economic activity in the area it seems like it should begin increasing somewhat. Mr. Paris stated he would look into it and bring it up at the next meeting. Mr. Banks motioned to approve the financials. The motion was seconded by Mr. Brockman. The motion carried 4 -0. Discuss and possibly take action on how the car allowance will be facilitated by the PEDC for the Executive Director: Mr. Banks stated he had requested this item on the agenda. Mr. Banks went on to say he found information on employer duties and PEDC would have to pay the IRA retirement portion on Mr. Paris' travel. Mr. Paris stated that Mr. Anderson, the finance officer, would pay the Social Security portion based on the base salary amount only. Mr. Paris stated that either way Mr. Banks wished to clarify the details of the agreement. Mr. Wilson gave some options of saving taxes for Mr. Paris and the PEDC. Mr. Wilson suggested Mr. Paris' receive further input from Mr. Anderson for clarification of the options. Mr. Paris stated he would confer with Mr. Anderson. No action was taken on this item. Discuss and Possibly take Action PEDC participation level with Team Texas through the Texas Economic Development Council. Mr. Paris stated that he realized PEDC had been challenged in the past on Marketing expenditures. Mr. Paris went on to say that Select USA was the best trip he had the privilege of attending and that he had met a number of financially desirable investors & Team Texas is a part of TEDC. Team Texas has memberships available to allow communities to participate in organized events to attract investors. Mr. Paris stated he did not see PEDC participating in international organizations such as IAMC or IADC. He went on to say he thought Team Texas would benefit the PEDC by giving them the opportunity to attend marketing events more localized to the state of Texas. Mr. Paris highlighted the membership choices for the Board. Mr. Wilson stated he had previewed the information and asked if the PEDC participated as a member, and then chose the events to participate individually if that would be satisfactory. Mr. Wilson went on to say that in 2013 PEDC had spent too much in marketing, but had since been conservative on Marketing. Mr. Wilson stated he wanted to make sure that the Marketing expenses would be used to custom target the events. Mr. Banks clarified the membership events costs listed. Mr. Brockman added travel expenses would be extra. Mr. Manning stated he liked the idea of choosing the events independently. Mr. Paris stated if the PEDC wished, the Chair could create a sub - committee to address the issue creating a comprehensive Marketing Plan. Mr. Brockman & Mr. Wilson concurred. Mr. Wilson suggested extra meetings to establish goals for moving forward as a Board to receive feedback. Mr. Paris stated it would help with community understanding of the PEDC objectives. Mr. Banks requested clarification on the TEDC and Team Texas being related or separate entities. Mr. Paris clarified they are two different organizations but work together to attract economic development to Texas. Mr. Banks motioned to join Team Texas for a membership fee of $3000.00. The motion was seconded by Mr. Wilson. The motion carried 4 -0. Discuss and possibly act on travel to the TEDC Winter Conference in Bastrop, Texas Mr. Paris stated he was hoping to attend the conference when it was originally placed on the agenda. However; he has been very busy with assisting local businesses, and in the future he would like to attend an annual conference, but the timing was not feasible at this time. No action was taken on the above item. Discuss and possibly take action to review PEDC Standard Operating Procedures. Mr. Brockman stated it was not an easy review. Mr. Paris stated he had a discussion with Mr. Wilson about the Standard Operating Procedures. The board concurred that the document was extensive and the last update was around 2013. Mr. Paris stated he was not used to working with such detailed guidelines. Mr. Wilson stated that the document needed review to make sure the guidelines were realistic, and a consent agenda for the board to consider may be in order. Mr. Wilson stated a sub - committee may be needed to review. Mr. Manning stated the current document should be used because of the previous issues. Mr. Manning stated if it became a hindrance, then it should be addressed. Mr. Wilson and Mr. Banks concurred there were discrepancies between operating procedures and actual practice. Mr. Brockman stated a two - man committee would be beneficial. Mr. Wilson stated that PEDC needed more comprehensive plan. Mr. Paris stated that he agreed with Mr. Manning to leave the plan in place, and stated the modifications would not be made overnight. Mr. Wilson stated the manual's policy on contracts was that the contracts needed re- negotiation each year. Mr. Manning stated if it was the Boards' opinion to review and suggest changes he would agree. Mr. Wilson made a motion to at the Chair's discretion to set up a sub - committee to review the Standard Operating Procedures and make recommendations. The motion was seconded by Mr. Banks. The motion carried 4 -0. The Board convened into Executive Session at 4:39 PM No action was taken in Executive Session. The Board reconvened into Open Session at 5:50 PM Mr. Brockman made a motion to provide $40,000 equipment incentive and $40,000 for job incentive on project Tin payable in 2018 upon compliance, and for Mr. Paris to continue project negotiations on Project Tin. Motion was seconded by Mr. Banks. Motion carried 3 -0. Future Agenda items: None Adiournment• Motion to Adjourn was made by Mr. Wilson and seconded by Mr. Banks. The motion carried 3 -0. Respectfully submitted, Angie Corbell Office Manager Paris EDC 4