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06 - MINUTES OF VARIOUS BOARDS, COMMISSIONS, AND COMMITTEESItem No. 6 PARIS 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 Operating 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. Adjourn 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. PARIS ECONOMIC DEVELOPMENT CORPORATION SPECIAL CALLED MEETING Board Members Present: John Brockman, Vice -Chair Don Wilson, Secretary- Treasurer Ray Banks Ex- Officio Members Present: None Legal Counsel: Stephanie Harris Call to Order: Conference Room 1125 Bonham Paris, Texas 75460 Thursday April 28, 2016 4:00 O'CLOCK P.M. MINUTES Staff Present: Michael Paris, Executive Director Chris Stout, Office Assistant Guest(s) Present: Amanda Gohn, The Paris News Billy Trenado Colton Sanders City Council Liaison: None John Brockman, Vice -Chair called the PEDC Board meeting to order at 4:01 p.m. Mr. Wilson opened the meeting by asking that everyone introduce themselves. A quorum was present. 2016 -2017 Plan of Work Workshop. Mr. Paris started the 2016 -2017 Plan of Work Workshop by saying the purpose of the Workshop was to introduce a scope of work and discuss the fundamental practices for Economic Development. The first goal is Business Retention and Expansion and Industry Recruiting; this would include promoting Paris as a great place to live, work and do business. Mr. Paris emphasized that participation in TEAM Texas is beneficial for networking with vendors and site consultants. He highlighted the 2016 Select USA Conference and Post Conference Trip as exceptional for having investors ready with cash in hand. All of the TEAM Texas events are to generate leads and site visits to Paris. Mr. Wilson asked about the investors; whether they were looking to invest or manufacture in the United States. Mr. Paris stated that both types of investors are there. Lamar County is qualified for Mexican or Chinese investors that want to invest in certain counties in the US in exchange for a United States VISA. Mr. Brockman asked about how TEAM Texas is setup at these events and Mr. Paris stated that TEAM Texas has a booth and everyone from TEAM Texas rotates their time in the booth. Consultant Connect is a way to visit with consultants in different areas of the country and to find out the current activities that are happening in the different industries. There are three different cities listed: New York, Chicago, and Dallas. Mr. Banks asked if all of the events would be under Marketing. Mr. Paris stated they would be. Mr. Wilson stated that most of the RFPs come from companies that want to be in Texas. He also wants to make sure that the timing and the budget are right for this fiscal year to the next fiscal year. Mr. Paris stated that he would PEDC Board Meeting Minutes April 28, 2016 Page 2 of 3 get the Board an itemized budget for each of these events. The next item is selecting bids from three business development procurement vendors that do lead generation to our target industries. We are not seeing the amount of leads coming in that we should see. Mr. Brockman asked about the expense of hiring one of these vendors. Mr. Paris stated that in Wichita Falls they spent between fifty and sixty thousand dollars with 310 Ltd for the year. They are paid with a retainer, not by lead. Mr. Wilson asked about the difference between the lead generation companies and the consultant. Mr. Paris stated that with lead generation you are dealing directly with the decision maker of the company; while the consultant is a middleman between you and the company. Mr. Brockman explained that all the methods of marketing are going to cost money and we need to be proactive and try to make something happen. Mr. Banks would like to make sure that we are prudent with our money. According to Mr. Wilson we are seeing less RFPs come through, which shows that the Texas economy could be down a bit. Mr. Brockman stated that the Dallas area is still doing well. One other marketing tool is Expansion Solutions Magazine that will do ads, produce lead generation and publish articles about Paris and our industrial opportunities. It was decided that Mr. Paris would do more in depth research on marketing costs. Goal 2 is completing the assessment, costs, buildout and marketing of 2305 NW Loop 286. Mr. Wilson says the building will be about 38,000 feet when completed but he would like to wait on cost figures for an executive session. One figure he did give was "that an empty building drove 75% of the locations in Texas ". The faster we get the buildout done, the more competitive we are. Mr. Brockman stated that we should have the goal of having the building standing by the end of the year. Goal 3 is collaborate and develop a strategy with Paris Junior College around computerized mechanical manufacturing and refurbishment. We would partner with SCOPE3D, a 3D technology company, to refurbish parts through 3D scanning and robotics that talk to each other through specialized software. This would be an educational approach to marketing that would bring in leads from direct and indirect customers of SCOPE3D. Also, explore the PJC Jewelry program for ways to promote that skill set in Paris. Goal 4 plan, take bids and create a marketing video for Paris, Texas. This video would be located on our website and shared through social media. Mr. Paris wants to start to polish up our website. We need to create a great message for Paris to be on our website. Mr. Wilson stated that you need a video or slide presentation or you will lose the visitor's interest within 30 seconds. Also, the video needs to be consistent with Lamar County Chamber of Commerce's marketing to show off Paris. Goal 5 is to collaborate with the City of Paris and Lamar County Chamber of Commerce to plan and develop a strategy for economic vitality at Cox Airport. There is interest in developing Cox Airport to its potential. The Mayor is in the process of pulling together a committee to look into creating primary jobs at Cox Airport. Mr. Banks asked about creating a marketing slogan for Paris. Goal 6 is to organize and reestablish Paris EDC's operation. Right now we are organizing our files. A couple of other things are: a phone system that is updated and furniture for the foyer to be attractive to our customers. Convene into Executive Session: The Board convened into Executive Session at 5:05 p.m. PEDC Board Meeting Minutes April 28, 2016 Page 3 of 3 Reconvene into Open Session and possibly take action on item(s) discussed in Executive Session. The board reconvened in open session at 5:25 p.m. Mr. Brockman asked for a motion to hire Paula Brownfield full -time. Mr. Wilson made the motion and Mr. Banks seconded it. The Board voted unanimously to approve moving Paula Brownfield from a temporary to a full -time position. Adi ourn A motion to adjourn was made by Mr. Wilson to adjourn the meeting. Mr. Banks seconded the motion. Vote was 3 -0. Respectfully submitted, Paula Brownfield Administrative Assistant Paris Economic Development Corp. MINUTES OF THE REGULAR MEETING OF THE BUILDING AND STANDARDS COMMISSION MONDAY, APRIL 18, 2016 3:30 P.M. 1. Johnny Norris called the Building and Standards Commission Meeting to order at 3:30 P.M. Roll was called. A. The following members were present: Matthew Allen Chad Lindsey (arrived 3:40) Sally McEwin Johnny Norris Ben Vaughan Charles Richards Ken Kohls B. Staff present: Robert Talley Stephanie Harris Larry Wright Clyde Crews Debra Burge Nicki Brown Deneen Whitaker Robert Smith C. Others present: Benny Plata — City Council 2. Approval of minutes from previous meeting (March 21, 2016). Correct previous minutes: Johnny's last name is Norris, not Nichols. Ben Vaughan asked in item D is it owner "of" record or "on" record. Stephanie Harris confirmed should be "of" record. Johnny Norris recommended approving the minutes with changes; second by Ben Vaughan. Motion carried unanimously. 7 -0 3. Public Hearing to consider presentations by City of Paris Code Inspectors and owner(s) and/or lien holder(s) of the below properties who have been given notice of a violation of Article III of Chapter 7 of the Code of Ordinances of the City of Paris, Paris, Texas, entitled "Substandard and Dangerous Buildings and Structures ": G. 1061 W Shiloh; City Block 83, Lot 1 Owner: Michael LeCornec, 410 39`x' SE, Paris TX 75462 Taxes Owed: $0 (current) Robert Talley stated Code received calls from neighbors regarding rubbish. Also noticed issues with structure. Boards holding up outside wall; missing wood; board holding up porch; house sinking; boards inside being used as braces from floor to ceiling. Robert spoke with owner who stated he did not know renters were scrapping out wood. Code Enforcement Officers stated they could hear house "popping" inside, indicating house was moving. Told tenants they had to vacate for safety. People have moved from the house and are living in shed in back yard. Clyde Crews stated he inspected the house. Perceived a life- safety issue. Met with female tenant; could hear floor popping and dropping. Tenants were told they could not continue living in the house for safety reasons. Clyde had utilities (gas and electric) pulled. Ben Vaughan asked what is meant by "wood." Robert Talley stated rafters, joists. House is in the process of coming down. Owner present. Has witnesses who can attest to condition of house when first leased. Nowhere near condition it is in now. Neighbor observed current tenants destroying and tearing down property for 2 days, which led to current condition. Owner states he was maintaining the property prior to these tenants moving in. Stated tenant/landlord laws hold landlord to security deposit for damages. Laws also preventing him from evicting tenants. They have threatened him with suit if he tells them they have to leave. Property is insured, and owner has filed claim. Johnny Norris asked owner his plans. Owner stated he plans to take the house down, but requests 60 days to do so. Waiting to hear from insurance company about what they'll do. Owner is looking into what he can do until then to secure property. Johnny Norris stated it needs to be secured immediately. Tenants are insisting owner does not have a right to evict them immediately. Owner wants tenants removed so he can secure property, but does not want to risk being sued. Owner has investor who says they can restore it. Was told demo order would go with property. New owner would have to come before the BSC within the time of demo order. Charles Richards asked if conduct of tenants was breaking a law? Owner was told according to landlord /tenant law, Police cannot do anything. Ben Vaughan asked how long he needs to secure property. Owner said 1 -2 weeks, once he can get the tenants out. Sally McEwan asked Robert Talley if it's safe for owner to try and secure building. Robert — yes, outside, but not inside. Porch has since been taken down by tenants. Neighbor witnessed. Shed not included in demo order. Minor exterior damage. Robert Talley made sure owner understands if property sells, no guarantee demo order will be rescinded. Chad Lindsey asked Stephanie Harris if commission can issue eviction order. Stephanie said commission does not have authority to issue eviction order. But recommended owner seek a forcible entry detainer. Robert Talley's recommendation: Demolition within 30 days. Motion was made by Johnny Norris to give owner 10 days to secure, and 60 days to demo or sell, and seconded by Sally McEwan. Motion carried unanimously. 7 -0 A. 2810 NE Loop 286; City Block 259, Lot 29 Owner: 286 Edge Inc /Gene's Flea Market, Randy Rader, 2565 Clark Ln, Paris, TX 75460 Back taxes owed: $0 (current) Robert Talley stated wind storm blew off portion of roof on main building. Robert Talley, Clyde Crews, Larry Wright, Nicki Brown, Deneen Whitaker, and Robert Smith inspected all buildings on property. Auction building is structurally sound. Back building has large portions of room missing. Illegal rafter structure inside; too many extension cords; running heaters from propane bottles. 24" of breaker box clearance; 36" is required. Electrical service pulled away from building outside. Double lugging utility service. Building starting to collapse in several areas. Required they get a demo permit to remove rest of roof. Owners asked for building permit. That was denied due to interior conditions. Ken Kohls asked if owners (Randy Rader's children) are of age and able to make legal decisions. Yes. On map given to commission members, buildings 3, 4, and a portion of 1 are recommended for demo. Owners have hired contractors to start demo. Clyde Crews — due to size, should be a sprinkled building. Potential for rapid fire growth extremely large. Ceiling structures consist of textile materials and tarps. Walls made from cardboard. Also have wood - burning stoves inside, by exits; not allowed. Only exits that can be counted are exits marked. Extension cords running through walls. Ken Kohls asked what led to the inspection. Clyde — all buildings in Paris are to be inspected annually; this inspection occurred due to complaints of near - misses in parking lot. Stephanie Harris — we had an administrative search warrant. Had to cut locks to gain access; replaced and gave keys to property owner. Ken Kohls — why has this building not been inspected each year like other business are? Clyde Crews — can no longer use FFs; has to be someone approved to do inspections. Chad Lindsey — does potential fire pose danger to surrounding properties? Clyde Crews — cedar trees behind; businesses on either end. Could possibly spread to cedars, grass, and homes behind it. Robert Smith — received several complaints which led to inspection. Found utility poles outside without proper wiring and GFI protection/covering. Pole #6 is complete light pole with no covering; immediate life- saving issue. Open access about 5 feet off ground to direct power from main utility line coming into pole. Had power cut off day of inspection. Bldg 1 had wiring sticking out of panels, and materials stacked in back of building which could have ignited from a spark. Sally McEwin — what has City done to protect public? Robert Talley — Shut down main building. Cut services. Ken Kohls — did owners comply with ruling? Robert Talley — Yes, but a few vendors are still operating. Last Saturday 2 of the stalls in the main building were still occupied. Bldg. 6 has main feed running between buildings on top of a 2x4. Not asking for demo on all buildings; inspected every building; 3, 4, back of 1, and 5 recommended for demo. Again, owner has contacted a contractor and agreed to demo. Ken Kkohls — Are we going to require building be secured? Robert Talley said building is secure. Owner has told tenants they cannot operate their business in the buildings to be demoed. Ken Kohls — does city have authority to state building is unsafe to conduct business? Robert Talley — yes; and we have. Ken Kohls — can we enforce with Police? Stephanie Harris says there is a criminal ordinance against entering building that's been red - tagged. Robert Talley said there are currently 4 -5 red tags on the building. Caution tape around front of building. Ben Vaughan — can the back of the building be taken off and the remainder still be in use? Yes. New opening can be secured. Robert Talley's recommendation: Demolition of 3, 4, 5, and back portion of 1 within 30 days, or city has right. Motion was made by Charles Richards, seconded by Chad Lindsey to accept Robert Talley's recommendation. Motion carried unanimously. 7 -0 B. 905 Lamar Ave; City Block 187, Lot 7 -A Owner: Teresa J Wright & Hans P Haussler, 857 Lamar Ave, Paris TX 75460 Back taxes owed: $0 (current) Robert Talley stated has spoken with Teresa Wright. She has contacted Sanitation Solutions about demoing building. Sanitation Solutions has secured half the money. Hole in roof; buzzards entering house. Center of structure beginning to collapse. Robert smelled odor; notified animal control. Robert Talley's recommendation: Demolition with 30 days, or city has right. Ben Vaughan — since owner has made contact with contractor to demo, why do we need to issue an order? Robert Talley — we need to be on record that we've issued the order. Motion was made by Ben Vaughn, seconded by Ken Kohls to accept recommendation. Motion carried unanimously. 7 -0 C. 640 W Center; City Block 251, Lot 32 & 32 -A Owner: VFM Fertilizer Inc, 550 SE Loop 286, Paris, TX 75460 Taxes Owed: $0 (current) Robert Talley stated he has spoken to owner. B &D Salvage said they were having to secure a new crane. Owner asked for 30 days to complete demo. Ken Kohls — don't think we need to take any action now; give them another 30 days, then back to commission. Charles Richards seconded recommendation. Sally McEwin asked to table for 30 days. Chad Lindsey asked how long it's been sitting. Robert wasn't sure; received a complaint, but saw they had started demo. Demo stopped waiting on another crane. Robert Talley's recommendation: Demolition within 30 days, or City has right. Motion was made by Ken Kohls to table for 30 days; seconded by Charles Richards. Motion carried unanimously. 7 -0 D. 823 NW 6th; City Block 88 -A, Lot 5 Owner: LT Mims, 823 NW 6th, Paris, TX 75460 Back taxes owed: $0 (current) Robert Talley stated this property has roof missing due to wind. Owners asked it be condemned. Deterioration along front roof edge. Rubbish outside is property being thrown away due to damage inside. Owner's daughter said they will be getting Mr. Mims a new house and asked that this property be condemned. Robert agreed. Johnny Norris asked if owner is going to demo? Robert said he thinks they'll try, but probably is a financial issue for them. Ken Kohls asked how property is zoned? For trailer houses? Now that trailer house is gone, will it remain zoned for a mobile home? Asked Benny Plata if it can be rezoned? Benny Plata said it would have to go to Planning & Zoning. Robert Talley's recommendation: Recommend demolition with 30 days, or City has right to do so. Motion was made by Ken Kohls, seconded by Ben Vaughn to accept Robert Talley's recommendation. Motion carried unanimously. 7 -0 E. 1531 Pine Bluff, City Block 70 -B, Lot 6 Owner: William & Diana M Short, 1531 Pine Bluff, Paris TX 75460 Taxes Owed: $0 (current) Robert Talley stated he has not heard from owners. Extensive structure fire. Broken windows; unsecure; smoke damage inside and out; fire damage to roof; fire damage under carport with light showing through. Fire was a couple of months back. Neighbor turned in complaint. Robert Talley's recommendation: Demolition within 30 days, or City has right to do so. Motion was made by Ken Kohls, seconded by Ben Vaughan to accept Robert Talley's recommendation. Motion carried unanimously. 7 -0 F. 3035 Lamar Ave; Hayes Heights Block 1, Lot 3 Owner: Glenn A Smallwood, 2585 Simpson, Paris TX 75460 Taxes Owed: $0 (current) Robert Talley stated no contact with owner. This property came to BSC November 2015, and issued orders to repair. Sons came in and obtained roofing permit, came back and said they wanted to demo, but were busy. Both live out of area. Asked about real estate market. Robert told them to speak with a realtor. Came back and obtained another roofing permit; said they had lost original. Also obtained residential building permit. Were given 90 -day order to repair. Expired first part of March. Neighbors said work had begun; received call last month work had stopped. Asked for property to be reviewed again. Property has been secured. Flat roof starting to crack and break; leaking badly. Deterioration in back add -on shed. Crack in foundation. HVAC door open. Mold inside. Numerous reports of sewer back ups. Roof -line deterioration. Stephanie Harris asked if deterioration has increased to require demo order now vs. repairs? Letter was sent that property needs to be demoed. Ben Vaughan — who can make decision if repairable or not? Robert Talley said by putting orange sticker on building, that states it's unsafe and needs to be demoed. Has had no response. Johnny Norris asked if owner gets demo order, can owner come back and want to repair? Robert Talley — could bring back to BSC. Chad Lindsey said not comfortable issuing demo order if property is repairable. Ken Kohls — we've given them 90 days, 180 days have passed. Chad Lindsey — but how do we look at it; do we look at previous order that was issued, or like it's the first time we're seeing it when determining if it should be demoed or can be repaired? Stephanie Harris — look at it like it's the first time. Can only issue demo order if property cannot be repaired. Charles Richards — but does this go on forever? We have to make a ruling based on how the property looks. Ken Kohls — if a fine is put on the property, who's responsible for paying? Charles Richards in favor of attaching a civil penalty. Ken Kohls - 60 days to fix, or $100 civil penalty. Chad Lindsey agreed. Robert Talley - $100 a day is very steep. Most we've ever assessed is $10 a day. Sally McEwin — has city mowed this property? No. Nicki Brown spoke with owner who has spoken to contractor about tearing down, but need to get utilities disconnected. Robert Talley's recommendation: demolition within 60 days, or City has right to do so. Motion was made by Kehn Kohls to fix in 60 days, then assess $10 a day civil penalty. Seconded by Chad Lindsey. Motion carried unanimously. 7 -0 4. Code Enforcement Update Ken Kohs — 332 & 334 Fitzhugh; buildings are gone, but pad is not smooth; cannot be moved. Robert Talley — between property owner and contractor. Sally McEwan — are we still getting our discount? Robert Talley — no, flat rate $29 /ton. No one beats that price; was bid out. Previous discount was because we had a back -log of properties at one time. 5. Discuss and act on information given to the commission. How does back -tax information help determine whether or not to demo a property? Johnny Norris asked for a hand vote if we need to know the back taxes. Chad Lindsey asked to review what we consider to determine if something should be repaired or demolished. Stephanie Harris — BSC should determine condition of structures; does not see relevance of taxes owed. Can property be reasonably repaired or should it be demolished? Matt Allen — Should a person's financial means to repair be taken into consideration? Stephanie Harris — The question is can the building be reasonably repaired? Chad Lindsey — But it's the owner's responsibility to notify the committee that they're not financially capable to make repairs. Ken Kohls — Agreed outstanding taxes have no relevance on whether a building can be repaired. Committee unanimously agrees do not need tax information. 6. Future agenda items. 7. Adjournment Motion was made by Johnny Norris, seconded by Ben Vaughan to adjourn the meeting at 5:15. Motion carried unanimously. 7 -0 APPROVED THIS 16'x' DAY OF MAY, 2016. 1" )01; 4Chaiir4am' Paris —Lamar County Health District n 400 West Sherman Street, Paris, Texas 75460 -5646 Health District: (903) 785 -4561 OWN DWVa Women, Infant and Children (WIC): (903) 7841411 Fax: (903) 737 -0978 www.parislamarhealth.com Minutes of SPECIAL Meeting Paris - Lamar County Board of Health Cheryl Johnson swore in Dr. Robert White was sworn in as a new member at 5:15 p.m. Dr. White will be fulfilling the remaining term of Dr. Brian Lance Wyche as the dentist member. The Paris - Lamar County Board of Health held a SPECIAL meeting at 5:30 p.m. on Monday December 14th, 2015. In attendance were Mr. Bill Collins, Dr. Keith House, Mrs. Sharmila Franklin, Mrs. Nancy Stallings and Dr. Robert White. Others in attendance were Mrs. Gina Prestridge, Ms. Cheryl Johnson, Mrs. Carla Rhodes, and Mrs. Linda Kapp. Dr. Rick Erickson, Dr. Mark Gibbons, and Dr. Keith House were not in attendance. Mr. Collins called the meeting to order in open session at 5:27 p.m. Mrs. Stallings made the motion and was seconded by Mrs. Franklin to approve the minutes from the prior meeting. All approved. Mrs. Kapp, with McClanahan and Holmes, L.L.P., presented the board members with the Annual Financial Audit for year ending September 30, 2015. (See Attached). Mrs. Kapp explained that on page 3 the $303,945.00 includes grants not received yet, $45,784.00 of prepaid expenses is for rent paid in advance, property and equipment is the depreciated value, deferred revenue is the DSRIP and medical reserve money and net position is equity. Page 4 is the income statement, or equity which is all assets less all liabilities, page 5 is the cash, page 6 is notes, page 7 is assets, page 8 is cash balance including any outstanding checks, page 9 is the IRA, page 10 is the single audit opinion compliance letter, page 16 is required since WIC has over $300,000.00 in expenditures /grant money, page 18 is Federal funds expended, and page 19 is additional notes. No findings. Mrs. Prestridge reminded the board members that this was the first year that Cheryl Johnson had handled payroll and she had handled accounts payable /receivable in house and she was very proud to get a clean audit. Mrs. Prestridge advised the board on the following: • We are going to hire a headhunter and attempt to hire a family nurse practitioner for 40 hours per week. Currently have two interviews. • Due to receive the next DSRIP payment of $214,000.00 on January 29, 2016. • We started rating restaurants in January 2016. We will rate as their current inspection sticker expire. • Clinical numbers for November were o WIC Services =1417. o Drive Thru Window = Clinical Services = 87 • Restaurant Inspections = 30. • Restaurant Complaints =1 • Septic Inspections =1 • Septic Complaints = 0 o Rabies = 0 The next SPECIAL meeting would be January 11, 2016, (due to the holidays) at 5:30 p.m. at the Paris - Lamar County Health District. Mrs. Stallings made the motion and was seconded by Dr. White for the meeting to be adjourned at 5:58 p.m. Respectfully submitted by: Cheryl D. Johnson Approval motion made by Dr. House and seconded by Dr. White at the February 22nd, 2016 meeting. All approved. Paris —Lamar County Health District 400 West Sherman Street, Paris, Texas 75460 -5646 ID Health District: (903) 785 -4561 OJOAAMO . Women, Infant and Children (WIC): (903) 784 -1411 Fax: (903) 737 -0978 WwW.Aar slamarhealthxom Minutes of SPECIAL Meeting Paris - Lamar County Board of Health The Paris - Lamar County Board of Health held a SPECIAL meeting at 5:30 p.m. on Monday, January 11th, 2016. In attendance were Mr. Bill Collins, Dr. Keith House, Mrs. Sharmila Franklin, Dr. Keith House, Mrs. Nancy Stallings and Dr. Robert White. Others in attendance were Mrs. Gina Prestridge and Ms. Cheryl Johnson. Dr. Rick Erickson and Dr. Mark Gibbons were not in attendance. Mr. Collins called the meeting to order in open session at 5:35 p.m. No minutes available to be approved. All approved to be moved to the next meeting. Mrs. Prestridge advised the board on the following: • She interviewed two applications but we have not found a family nurse practitioner for 40 hours per week, so Dr. Strom will work Monday, Dr. Scott will work Tuesday and Wednesday, Donna will work Thursday. Will include 60-day clause in contract. • Due to receive the next DSRIP payment of $337,500.00 on January 29, 2016 and hypertension grant for $30,000.00. • Effective January 1St, 2016, Paris News will put an article on page 3 with the ratings for any restaurants inspected for the prior week. Also, restaurant grade list will be on the Paris -Lamar County Health District webpage at wwwparislamarhealth.com • Clinical numbers for December were • WIC Services = 1401. • Drive Thru Window =105 • Clinical Services = 465 • Restaurant Inspections = 43 • Restaurant Complaints = 2 • Septic Inspections = 3 • Septic Complaints = 0 • Rabies = 0 • Overall the clinical numbers were 6277 for 2015 vrs. 5756 for 2014 • Total liability and equity is $382,289.33 The next SPECIAL meeting would be January 22nd, 2016, (due to the holidays) at 5:30 p.m. at the Paris - Lamar County Health District. Mrs. Franklin would like to discuss Mrs. Prestridge's compensation pay at the next meeting. Also, need to discuss at a future meeting if we can change the required meetings to at least one per quarter, but still be have meetings monthly is needed but only required to meet one a quarter. Dr. House made the motion and was seconded by Mrs. Stallings for the meeting to be adjourned at 6:07 p.m. All approved. Respectfully submitted by: Cheryl D. Johnson Approval motion made by Dr House and seconded by Dr. White at the February 22nd, 2016 meeting. All approved. Paris —Lamar County Health District fp 400 West Sherman Street, Paris, Texas 75460 -5646 Health District: (903) 785 -4561 Women, Infant and Children (WIC): (903) 784 -1411 WMW Fax: (903) 737 -0978 www.parislamarhealth.com Minutes of SPECIAL Meeting Paris - Lamar County Board of Health The Paris - Lamar County Board of Health held a SPECIAL meeting at 5:30 p.m. on Monday, February 22nd, 2016. In attendance were Mr. Bill Collins, Dr. Rick Erickson, Mrs. Sharmila Franklin, Dr. Mark Gibbons, Dr. Keith House, and Dr. Robert White. Others in attendance were Mrs. Gina Prestridge and Ms. Cheryl Johnson. Mrs. Nancy Stallings was not in attendance. Mr. Collins called the meeting to order in open session at 5:36 p.m. Dr. House made the motion and was seconded by Dr. White to approve the minutes from the two prior meetings. All approved. Mrs. Prestridge advised the board on the following: • That Dr. Sherry Scott is currently working for the Paris -Lamar County Health District and she does not have any personal liability insurance. Dr. Gibbons advised that the Paris - Lamar County Health District needs a policy and will discuss and possibly adopt at next meeting. All agreed. • Mrs. Prestridge advised that we have one year left on the DSRIP program and we should be receiving a profit of $210,000.00. • Mrs. Prestridge advised that we were recently audited by the State and that we passed with only one observation and no findings. • Clinical numbers for January were • WIC Services = 1433 • Drive Thru Window = 98 • Clinical Services = 367 • Restaurant Inspections =17 • Restaurant Complaints = 2 • Septic Inspections = 4 • Septic Complaints = 2 • Rabies = 0 • Total liability and equity is $697,504.98 cP At 5:50 p.m. on Monday, February 22nd, 2016, Dr. White made the motion and was seconded by Dr. Erickson to convene into executive session, pursuant to section 551.074 of the Texas Government Code, to deliberate the evaluation, duties of a public officer or employee. At 6:04 p.m. on Monday, February 22nd, 2016, Dr. Erickson made the motion and was seconded by Dr. House to convene into open session, pursuant to section 551.074 of the Texas Government Code, to deliberate the evaluation, duties of a public officer or employee. Mr. Collins presented Annual Employee Evaluation Sheets on Mrs. Prestridge and Dr. Amanda Green. Dr. Erickson made the motion and was seconded by Dr. House to approve the evaluations as presented. All approved. The next regular meeting would be March 21st, 2016, at 5:30 p.m. at the Paris - Lamar County Health District. Business to be discussed and possibly action taken on professional liability insurance policy and change "required" board meeting policy to meet at least once per quarter, but still can have meetings monthly is needed but only required to meet once a quarter. Dr. Erickson made the motion and was seconded by Dr. House for the meeting to be adjourned at 6:09 p.m. All approved. Respectfully submitted by: Cheryl D. Johnson Approval motion made by Dr. Erickson and seconded by Mrs. Stallings at the March 21st, 2016 meeting. All approved.