2022 06 23 WS Minutes MINUTES OF THE REGULAR WORK SESSION OF THE
CITY COUNCIL OF THE CITY OF BAYTOWN
June 23, 2022
The City Council of the City of Baytown, Texas, met in a Regular Work Session on Thursday,
June 23, 2022, at 5:30 P.M. in the Hullum Conference Room of the Baytown City Hall, 2401
Market Street, Baytown, Texas with the following in attendance:
Laura Alvarado Council Member
Chris Presley Mayor Pro Tern
Heather Betancourth Council Member
Jacob Powell Council Member
Mike Lester Council Member
Rick Davis City Manager
Trevor Fanning Interim City Attorney
Angela Jackson City Clerk
Mayor Pro Tem Chris Presley convened the June 23, 2022, City Council Regular Work Session
with a quorum present at 5:30 P.M., all members were present with the exception of the absence
of Mayor Brandon Capetillo, Council Member Charles Johnson, and Council Member Jacob
Powell who later arrived at 5:31 P.M.
Due to technical difficulties, the City Council Regular Work Session recording experienced a loss
in audio feed. The following information was based off the notes provided by the City staff present
at the meeting and the presentations of the speakers of each item.
1. DISCUSSIONS
a. Discuss Request for Proposals for Solid Waste Contract.
Council considered Discussion Item 1.b. before Discussion Item 1.a. After Discussion Item 1.b.,
the regular order of the agenda was returned.
Public Works and Engineering Director Frank Simoneaux introduced Solid Waste Specialist Lynn
Lantrip to Council. Mr. Lantrip further introduced himself and his consulting firm that provided
Request for Proposal (RFP)preparation assistance throughout Texas. As background, solid waste
and recycling collected by Waste Management, Inc. under a five-year contract that expired
September 30, 2022 with an option to extend for sixty days. Garbage was collected two times per
week in bags,cans,or carts.The amount was unlimited and all routes ran on either Monday through
Thursday or Tuesday through Friday. Recycling was collected in a ninety-five-gallon cart once a
week on the same day garbage was collected. Similarly, Bulk was collected twice a week on
garbage collection days as well. Brush, on the other hand, was collected by the City once a month.
The following slide of Mr. Lantrip's presentation touched on Baytown's RFP process. Solid Waste
specialist were hired on the first week of May to provide the RFP and the accompanying contract.
It was noted that new contracts would start on December Pt for a five-year term. Mr. Lantrip's
City Council Regular Work Session Minutes
June 23,2022
Page 2 of 4
consulting firm had met with City staff to get their instructions on May I Oth. Documents had been
vetted by said City staff and Legal Counsel. In addition, notices had been placed in the paper and
vendors had been contacted by phone alerting them of the mandatory Pre-Bid Meeting on June
30th. The vendors responses were due July 27th.
Responses were judged by the following criteria:
Criteria Percent of Total
Compliance, Clarity of Proposal — Minimal Exceptions to RFP 10%
and Contract
Experience Providing Like-Services to Like-Sized Cities 15%
Strength of Personnel at the Hauling Division 10%
Operational Plan in Narrative Format 20%
Transition Plan to New Vendor and/or Service Model 5%
Customer Service, Contract Compliance Reporting, the use of 15%
GPS & Support
Financial Strength of Proposer 5%
Competitive Cost of Proposal 20%
ri discussed residential collection proposed in the RFPs. All collections would
Mr. Lantrip d scus p p
remain as two days per week. The first option would be to collect using bags with a ten-bag limit
per collection day. Or, the second option was that a contractor provide a new ninety-five-gallon
cart for all garbage to be placed in said cart. Additional waste could be collected using a pink tag
and unusual accumulations would have a predetermined fee. Recycling would not change;
however, bulk would be collected once per week on the second day with a four-yard limit.
Likewise, brush collection would remain the same. All carts provided by the contractor would be
new. Also, liquidated damages would allow the City to charge the vendor for specific failures in
collection. Fees would be fair,but large enough to draw attention.
With that, Mr. Lantrip inquired for any questions from Council. After their dialogue, Council
proceeded to consider Discussion Item I.c.
b. Discuss proposed revisions to the Youth Advisory Commission ordinance.
Community Engagement Coordinator Sabrina Martin and Librarian II Catherine Beverly presented
the proposed revisions of the Youth Advisory Commission(YAC) ordinance to Council. The first
slide of Ms. Martin and Ms. Beverly's presentation listed four points on the current reality of the
YAC, such as: the students loved interactive sessions the most; the current structure was not
aligned with the reality of teen life; public meeting responsibilities; and attendance had dropped
drastically over time. It was significant to note that, in the spring semester, the attendance of the
YAC participants dropped to as low as three students per meeting.
A chart, displayed through Ms. Martin and Ms. Beverly's presentation, mapped the YAC
participants attendance from September 2, 2021 to May 5, 2022. That chart was as follows:
City Council Regular Work Session Minutes
June 23,2022
Page 3 of 4
YAC Attendance
25
20
15
10
5
0 111111111111
01> 01> 00'> 01'> 01> Ol> Ot'> O� O1' OIL5' O115' 4" 05' CP" 05" OO' O�9"
no al,00&Dv �"" '�C�\��0 �\�,�'� \��� \��`1' \�,�`l \�O�00\� O\�OVOC\�Ol OC\�63c4)`OO\�0 Oo`OC\�
The current ordinance was a yearlong commitment which,in turn,resulted in fifteen-plus meetings
attended by twenty-five students. YAC participants hosted public meetings, planned events,
executed community surveys, acted as an official commission, etc.The proposed ordinance would
only be a semester-long commitment with only five meetings attended by sixty students. The YAC
would turn in to an education focused program with the opportunity to build connections with City
staff and other students.Both current and future ordinances had the same goal of creating pathways
for youth to be involved in local government and grow as community leaders.
The next slide of the presentation listed activities the YAC participants would partake in. First, an
activity titled"Baytown Bucks"was for the participants to dive in to how Baytown was budgeted.
YAC participants would take a closer look at how the City financed every day operations all the
way to Capital Improvement Projects. Next, the YAC would have a Staff Round Table to meet
with City staff from various departments to learn more about how the City operated. YAC
participants would also have a Plan an Event Seminar where the participants would think of an
event and plan it out with the City's Parks and Recreation event staff. Furthermore, the students
would attend a Local Volunteer Event as a group to learn more about community volunteering.
The final activity listed was that the YAC meet the City Council Members in a fun meet and greet.
Ms. Martin and Ms. Beverly ended their presentation inquiring for any questions from Council.
c. Discuss any or all of the agenda items on the CityCouncil Regular Meeting Agenda
for June 23,2022, which is attached below.
City Council Regular Work Session Minutes
June 23,2022
Page 4 of 4
Council Member Powell was noted by staff asking a question over Consent Agenda Item 5.f. on
the City Council Regular Meeting Agenda for June 23, 2022. However, due to the loss of audio,
the Council Members' question and the response were lost.
2. ADJOURN
With there being no further business to discuss, Mayor Pro Tem Chris Presley adjourned the June
23, 2022, City Council Regular Work Session at 6:09 P.M.
IC .� mensa�Fasmq�'��
m� a 1'ry
Angela ckson, City Clerk (`am e a 74
7
a 1 o tr'
City of Baytown ,,,a -�
p Fppt��Wq ii (/Jam, a
4: ".J`5y,',UJfl,YJa 4S f b' v