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04/19/2016 MINUTESPARIS ECONOMIC DEVELOPMENT CORPORATION MONTHLY MEETING Paris City Council Chambers 107 East Kaufman St. Paris, Texas 75460 Tuesday April 19, 2016 4:00 O'CLOCK P.M. Board Members Present: Richard Manning, Chair John Brockman, Vice -Chair Don Wilson, Secretary- Treasurer Ray Banks Ex- Officio Members Present: Stephen Gerrald, Chamber of Commerce John Godwin, City Manager Legal Counsel: Stephanie Harris Call to Order: MINUTES Staff Present: Michael Paris, Executive Director Paula Brownfield, Administrative Assistant Chris Stout, Office Assistant Guest(s) Present: Amanda Gohn, The Paris News Deanna Manning City Council Liaison: Sue Lancaster Richard Manning called the meeting to order at 4:00 p.m. A quorum was present. Citizens' Input Mr. Manning asked if there was any citizens' input. No one came forward. Discuss and possibly approve Minutes of the March 22, 2016 Meeting. Mr. Manning asked if everyone had a chance to study the minutes. Mr. Banks made a motion to approve the minutes as presented. Mr. Wilson seconded the motion and everyone voted for approval. Vote: 4 -0. Discuss and possibly approve March 2016 Financials. Mr. Paris reported that some expenses were not the norm. He pointed out the Moving Expenses line item of $1510.00 was a one -time expense and the Car Allowance of $250.00 for Angie Corbell would no longer be coming out of the Budget. Mr. Paris stated that we will not be providing a car allowance to office staff (not including Mr. Paris); instead the staff will be recording mileage and receiving payment monthly for the number of miles logged. Mr. Banks questioned the amount of $2985.82 charged for Medical Insurance in March. The answer to Mr. Banks question was that three months of medical insurance were actually charged in the month of March. Under the Training line item, Mr. Banks asked what the training was. Since it was to the Red River Valley Association and not really considered training, we are changing the line item to Marketing. There was another line item, All Utilities, that the amount is zero. Mr. Banks would like the line taken off the Cash Flow sheet from the City Finance Department. Mr. Wilson stated that line item was #0308 was an assigned number and the Finance Department would need to take it off because it is not something we can change. Another issue discussed was that Depot PEDC Board Meeting Minutes April 19, 2016 Page 2 of 3 Operations will be over budget starting in April. When we completed the 2015 -2016 Budget last fall somehow the Depot Operations number was $20,000 instead and $35,000. Mr. Wilson stated that we could do a budget amendment now or wait until the end of the year. A motion was made by Mr. Brockman to accept the March financial report. Mr. Banks seconded the motion. The vote was 4 to 0. Discuss and possible action on revisions to the PEDC Standard Operatins Procedures. Mr. Manning put together a committee of Mr. Paris, Mr. Banks and Mr. Wilson to make suggestions on revisions to the PEDC Standard Operating Procedures. Mr. Paris highlighted that the Organizational Chart should be changed to show that the Executive Director reports to both the Chairman and the Secretary/Treasurer. The SOP Manual has a section concerning record retention that will be updated with the newest version from the state of Texas. We have not found a record retention log book from the past, but going forward we will have a copy of the Record Retention Schedule and the Disposition Book in our file room. Mr. Brockman made a motion to accept the revisions as presented. Mr. Manning seconded the motion. The vote carried 4 -0. Executive Director's Monthly Report. -Mr. Paris started with the current activity; retention visits to Potters, Turner, and Skinner. Turner is owed $100,000 which will be processed when they provide documents of their construction. J. Skinner has had a lull, but the production of cinnamon rolls is doing well and they are exploring other production options. Potters Industries is working on a line enhancement the will increase their capacity for production. Everything is good with Campbell's Soup. Silgan Containers is doing well with their production. Silgan and Potters will be taking their tax abatement to the City Council on Monday. - Attraction activity and recruiting have been nonexistent this past month. Two RFP's have been received; one RFP we didn't qualify for, the other was requesting a four -lane highway within ten miles. -We have received a preliminary sketch of the 2305 NW Loop. -A discussion was held with Mr. Harper and Mr. Horton to help with our understanding of SURRMA. -Mr. Paris has been working with Dr. Anglin of PJC and has contacted a group called Scope 3 -D. The biggest deficiency seen in manufacturing is that 3 -D scanning and robotic manufacturing have been separate. Scope 3 -D is looking for a college to offer curriculum to help meld the process together. This would be a great marketing tool for Paris. -All of the PEDC minutes are uploaded to Efile Cabinet. - Backup system for our files is done by Mozypro through JC Darnell our computer guru. We are also going to back up our essential files on an external drive. - Purging old files will be started following the Standard Operating Procedures. The first group to be purged will be the Notices of Possible Quorum posted for meetings where more than two of our Board may be present. We can shred Notices up to and including the 2013 Notices. The other group of papers that we want to start shredding is the minute notes. These are notes that are taken at the meeting and turned into the minutes. They can be written or audio recordings and the required retention is 90 days after the minutes are approved. We have them from years back. Mr. Wilson asked how much space it would take to keep the written notes. Mr. Paris made sure that everyone knew the retention schedule is the minimum that the files need to be kept. Mr. Wilson stated that he would like to see the notes and audio recordings kept for five years. After some discussion, it was decided to add the next agenda. - Certified agendas are also being kept. They are also on a minimum of two years and can only be seen by a court order. This will also be added to the next agenda. -Mr. Paris asked for a meeting date to discuss the Plan of Work within the next week. He presented some of the bullet points that he would like discussed to move the PEDC forward. PEDC Board Meeting Minutes April 19, 2016 Page 3 of 3 -We have secured a cleaning company to do the deep cleaning and after the initial visit the windows sparkle. Mr. Godwin has been contacted concerning the outside windows in need of repainting and the notice box out front. Convene into Executive Session: Convened into Executive Session at 4:45 p.m. Reconvene into Open Session Reconvened into Open Session at 5:25 p.m. No items were discussed. Discuss Future Agenda Items. Future items asked to be put on the next agenda: The PEDC relationship with SURRMA and a discussion of the retention schedule for Certified Agendas and other files. Adiourn At 5:27 p.m. the meeting was adjourned. Mr. Banks made the motion to adjourn and Mr. Wilson seconded. All were in favor. (Vote 4 -0) Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corp.