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2002 06 27 WS MinutesMINUTES OF THE WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN June 27, 2002 The City Council of the City of Baytown, Texas, met in work session on June 27, 2002, at 4:30 p.m. in the Auditorium of the Baytown Community Center, 2407 Market Street, Baytown, Texas, with the following in attendance: Ronnie Anderson Council Member Coleman Godwin Council Member Calvin Mundinger Council Member Don Murray Council Member Mercedes Renteria III Council Member Scott Sheley Council Member Pete C. Alfaro Mayor Gary M. Jackson Interim City Manager Ignacio Ramirez City Attorney Gary W. Smith City Clerk The meeting was opened with a quorum present after which the following business was conducted: Discuss the schedule for the Street Bond Program. Pursuant to the direction from City Council to contact the Bond Streets, Signalization and Sidewalks Committee, interim City Manager Gary Jackson reported that meetings have been scheduled in July. The software is to be completed by July 12. The information will be provided to the Committee during the week of July 15. They will be given the information from Fugro -BRE and the Council Member's lists of streets. The recommendation to City Council is expected in August. Discuss the Community Center Master Plan. Assistant City Manager Bob Leiper reported that funding was provided through the bond election for the replacement of the roof, heating, ventilation and air conditioning, and for improvements to comply with the Americans with Disabilities Act for the Community Center. Bricker Cannady Associates (BCA) was retained to prepare a master plan for the Community Center. David Lidsky, BCA, reported that the systems in the Center were beyond their service life. The Center is an asset to the community, but is under - utilized. Matt Seltzer, BCA, described that the master plan was developed through a series of interviews, questionnaires and workshops with users of the facility. No exterior changes Page 2 of 5 Minutes of the Work Session —June 27, 2002 are proposed, only a redesign of the interior space. The Parks & Recreation offices serve to divide the uses of the building. The master plan proposes that the administrative uses be collected to one end of the building, with a separate entrance off Market Street. The public uses would be gathered to the other end of the building and the entrance would be the main entrance. The plan proposes a redivision of the existing spaces to allow more optimal use of the space and facility. Vestibules would be created to ease the navigation of the building. Mr. Leiper reported that the roof, HVAC, and ADA work would cost $1.5 million. The administrative changes would cost $500,000. The meeting room improvements would cost S1 million. The administrative and meeting room changes are not recommended due to fiscal constraints. Cost savings could be recognized if all the work were done at the same time. Additional costs would be incurred if the work were done in stages. Some of the new improvements would be removed in later renovations. Council requested information on the savings that would be realized if the work were done at one time, including the impact on staff relocations. Discuss proposed amendments to the food and food service establishment ordinance. Mike Lester, Director of Health and Emergency Medical Services, provided Council with the information related to the percentage of the food service establishment inspection budget that would be recovered by varying inspection fees. Under the current organization and ordinance, the inspection fees cover 9.8% of the costs of food service inspections. Mr. Lester outlined the three fee options, which provide a range of recovery of the costs of food service inspections from 15.9% to 22.5 %. Council Member Murray encouraged determination of an industry standard of the percentage of inspection costs recovered by inspection fees. Discuss application to the U. S. Department of Housing & Urban Development for 2002 -2003 Community Development Block Grant funds. The Community Development Advisory Committee and the staff have submitted a joint report and have concurred on the recommendations to City Council. Mayor Alfaro inquired the impact on "Families Learning Together" from the award at a level lower than requested. Librarian, Denise Fischer, responded that one site would be closed, impacting 30 adults and 45 children. Mayor Alfaro announced that he served on the Board of "Our Promise for West Baytown" and that he would not participate in any discussion or action related to the organization. In response to an inquiry from Council Member Murray, Tiffany Foster, Community Development Planner, informed the Council that funding for the Main Street Coordinator could be from different sources and is from different sources. The goal is for the Main Page 3 of 5 Minutes of the Work Session —June 27, 2002 Street Program to develop other funding sources to support its activities. Council Member Sheley reported that office space and other items had been donated to the Main Street Program. Gregory Stubbs, Director of Planning, told Council that the goals for the first year of the Main Street Program would include becoming part of the National Program, establishing a 501(c)(3) corporation, making public presentations, applying for grants, and making policy recommendations for the downtown area. The focus of the program will include all of the older retail areas of Baytown; the initial focus will be on Texas Avenue. While the entire community must be involved in the program, it will be governed by a board of 11 to 13 members, including bankers, school representatives, businesspersons, and developers. Discuss proposed amendment of water billing for RV parks. The Council was not ready to discuss this item. Discuss the city manager recruitment process. Alison Smith, Director of Human Resources, reviewed four options for Council to consider if a search firm is used. The first option is a full search. The cost is estimated to be $21,000 to $22,000. The recruiter will be involved from the initial discussions with Council and the preparation of a profile through salary negotiations and coaching Council with interviews. Option 2 utilizes the search firm on the front end. The recruiter collects resumes and utilizes contacts in the field. The cost is estimated to $13,750. There will be little face -to- face contact between the recruiter and the candidates. Option 3 utilizes the search firm in the review and evaluation of the resumes and applications. The recruiter would conduct preliminary interviews and check references, as well as assist with the compensation package. The cost is estimated to be 524,000 including staff time. Option 4 is a targeted search. The cost is estimated to be $17,700. This search seeks specific candidates. Previous searches for city managers have been done internally. In response to questions from Council Member Renteria concerning the selection of the two previous City Managers, Ms. Smith replied that if Council chooses to have the search done internally, the process that is in place for recruitment will be used. In response to an inquiry from Council Member Murray, Ms. Smith responded that a front - end search may attract candidates that would not otherwise apply by utilizing a recruiter's contacts. Page 4of5 Minutes of the Work Session —June 27, 2002 Council discussed the process used during the last city manager search. Council Member Renteria urged that the selection process be competitive and fair. Council Member Sheley supported the front -end search. Council Member Mundinger stated that he was not comfortable with any of the four options. Mayor Alfaro supported the front -end search. Council Member Godwin stated his preference for an in -house search. Council Member Murray requested that the profile be prepared in -house and the decision concerning the use of a recruiter be delayed. Discuss Chief of Police recruitment and appointment process. Interim City Manager, Gary Jackson, explained that information related to the recruitment process was provided in the Council packets. Seventy -three applications were received, of which forty -seven met the minimum requirements. The screening process was detailed. The finalists were interviewed by a panel that included the City Manager, Assistant City Manager, Director of Finance, City Attorney, Director of Human Resources and a Chief of Police from the Houston area. Uniform questions were posed. Based on the process, the City Manager (Monte Mercer) determined that Byron Jones was the most qualified and recommended his appointment on June 13, 2002. Council Member Renteria observed that Jones was recommended by former Chief Shaffer; Shaffer by former Chief Henscey; and Henscey by his predecessor. Alison Smith, Director of Human Resources, responded that the selection process used is standardized. Additionally, she noted that benefits are achieved from in -house hiring. Council Member Renteria asked for more competitiveness in the selection process. Discuss appointments. Mayor Pro Tem. Council Member Murray stated that he would nominate Council Member Anderson. Council Member Renteria stated that he would nominate Council Member Sheley. Baytown Municipal Development District. Council Member Sheley stated that he would nominate Fritz Lanham. Council asked that Mr. Leonard Stasney be contacted to determine if he desired to serve another term. Baytown Area Water Authority Council Member Mundinger stated that he would nominate Dan Conejo to serve on the BAWA board. Page 5 of 5 Minutes of the Work Session —June 27, 2002 Baytown Area Community Long Range Planning Commission. Council Member Renteria stated that he was ready to nominate a person to complete the term of Aline Reineke, who recently passed away. Board of Adjustment. Council Member Godwin announced that he was prepared to nominate a person to complete the term of Bill Reinke. Baytown Housing Authority. Mayor Alfwo stated that he would announce the reappointment of Linda Winkleman, Hector Meza and Wayne Hanson to the Baytown Housing Authority and that he would ask that the same persons be reappointed to the Baytown Housing Finance Corporation. Adjourn. There being no further business, the meeting adjourned at 6:13 p.m. ,.. Ga6 W. Smith City Clerk