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2002 07 25 WS MinutesMINUTES OF THE WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN July 25, 2002 The City Council of the City of Baytown, Texas, met in work session on July 25, 2002, at 4:45 p.m. in the Hullum Conference Room of Baytown City Hall, 2401 Market Street, Baytown, Texas, with the following in attendance: Ronnie Anderson Coleman Godwin Calvin Mundinger Don Murray Mercedes Renteria III Pete C. Alfaro Gary M. Jackson Karen Horner Gary W. Smith Absent: Scott Sheley Council Member Council Member Council Member Council Member Council Member Mayor Interim City Manager First Assistant City Attorney City Clerk Council Member The meeting was opened with a quorum present after which the following business was conducted: Discuss Community Center Master Plan and phased construction options. Interim City Manager Gary Jackson stated that the Master Plan had been discussed at the work session held on June 27. During that work session there were questions about the duplication of work if the project is done in stages or phases. Additional information has been provided to identify and explain the potential for savings if the entire project is done at one time. Assistant City Manager, Bob Leiper, distributed a revised cost estimate from Bricker Canady. The estimate in the packet did not include asbestos abatement, which will cost approximately $200,000. The total cost of $3,000,000 includes the architect/engineering fees and the contingency. The costs are based on present values. The potential savings is 12% of the total project or 20% of the costs of Phase I. The voters approved funding for Phase I, therefore it will be done. Phase I consists of air conditioning, heating and ventilation work, roof repairs and improvements to the restrooms. In order to fund the entire project, the additional $2,000,000 will be funded through certificates of obligation. The cost of issuance of the certificates will be funded from debt service and not operations. Council Member Murray asked where else could the $2,000,000 be spent. Mayor Alfaro asked Council to consider whether the other phases are needed. Mr. Jackson expressed his preference for the decision to be made during the budget process. He informed Council Page 2 of 4 Minutes of the Work Session —July 25, 2002 that each day calls are being received from citizens wanting to book functions in the Community Center and that staff is not able to book the functions until the timetable for the repairs is clear. Council Member Godwin stated his support for all three phases being considered during the budget process. Discuss reimbursement of bond proceeds and the proposed capital projects for 2002- 2003 fiscal year. Mr. Jackson informed Council that the Tax Code allows the City to reimburse expenses on projects after bonds are sold. The proposed ordinance is a necessary prerequisite for the reimbursement. Costs have increased on certain utility projects; in particular the Big Missouri Street lift station and the Pinehurst lift station. Adoption of the proposed ordinance will allow the initiation of the work on the projects now and reimbursement after the bonds are sold. The capital projects for the next fiscal year are the same as were proposed by the Bond Committee, except that the costs for engineering of the streets projects have been moved from year 3 to year 2 to allow the plans to be prepared in advance of the actual work. Fire Chief Dale Palmer explained that the purchase of a pumper was moved from year 3 to year 2. Mr. Leiper explained that new maintenance problems had arisen and warranted the earlier purchase. Discuss city manager profile and recruitment process. Mr. Jackson reported that the questionnaires had been received and a candidate profile had been prepared from them. The compiled results of the questionnaires was also provided. Council Member Anderson stated that if a strong candidate is on -board, then Council should consider conducting interviews and making a decision without incurring the expense of a full search. Council Member Murray stated that others currently employed by the City should be given the opportunity to apply for the position. At this time the need to advertise could be evaluated. Mayor Alfaro encouraged that the position be advertised internally for at least 30 days. Carol Flynt, Assistant Director of Human Resources, advised that the job announcement be posted on the web and advertised on Internet sites. The cost should be approximately $1,000. If advertisements were run in metropolitan papers, the cost should be approximately $5,000. Council Members Murray, Godwin and Mundinger expressed a desire to advertise on the Internet only. Page 3 of 4 Minutes of the Work Session —July 25, 2002 Receive and discuss convention center marketing study and site selection. Mr. Jackson reported that in 1996 TKF performed a convention center/hotel study for Senterra Development. This study focused on Bayland Island. Two requests for proposals were issued, but no agreement was ever approved for the construction. There were discussions about locating the convention center in the I -10 corridor. The creation of the Tax Increment Reinvestment Zone renewed interest in the I -10 location. The TIRZ finance plan and development plan includes funding for a convention center. Mr. Leiper reviewed the scope of the study. HOK developed three scenarios for the convention center at San Jacinto Mall. 1) Inside the Mall. This location is burdened by access problems, structural limitations and a lack of identity. 2) Connected to the Mall. Existing space in the Mall is available for use as an exhibit hall. The convention center could be constructed freestanding, but connected to the Mall. This provides flexibility of use, identity and space for a hotel and fine arts center. 3) Completely freestanding. The convention center would not be connected to the Mall. This is the most expensive and smallest option. David Parker, DP Consultants, introduced himself and his background. In the study he attempted to identify potential users and the likelihood of use. He also considered the demand for such facilities and the supply of the needed facilities. The present supply in the City is not designed for businesses. There exists a need for a large ballroom and hotel quality meeting rooms. The local users have conference rooms, but have a need for off - site space for meetings and for banquets. Meeting planners were surveyed. About half said that they would be interested in meeting in Baytown. The proposed facility would be a suburban facility. These are frequently used for consumer show business. Within the city, the events are too large for the facilities. The business goes to Houston. The local facilities are not flexible enough for business meetings. The rooms are not dividable. Other suburban facilities do not have a ballroom or do not have an exhibit hall. They cannot accommodate a meeting that needs both facilities. Based on the projections, a Mall- integrated facility would pay its operating costs in the third year. The projections are based on a cooperative relationship with San Jacinto Mall. Most suburban facilities are not on a major highway. The proposed site gives the convention center this unique attribute. Debt service is not included in the projections and is planned to be paid from hotel occupancy taxes. Mr. Jackson stated that the item will be included on the next work session to provide additional information and time for discussion. Discuss proposed location for the Emergency Operations Center. Mr. Jackson reminded Council that the City had been awarded a grant for a new Emergency Operations Center. Various sites had been considered and their attributes were set forth in a matrix presented to Council. The matrix was reviewed and the best site was the Walker property on Wye Drive behind the Public Safety Complex. Page 4 of 4 Minutes of the Work Session —July 25, 2002 Mr. Leiper explained the benefit of keeping the EOC in close proximity to Fire Administration and in a central part of the City. The proposed site accomplishes these goals and is large enough for the EOC and the Police Academy. All emergency services can be located at Wye Drive, except for EMS. Discuss appointments. Baytown Area Community Long Range Planning Commission. Mayor Alfaro suggested that Tiger Tijerina be appointed. Council Member Mundinger supported the suggestion. Council Member Renteria stated that he would nominate Mr. Tijerina. Adjourn. There being no further business, the meeting adjourned at 6:22 p.m. 4L, W. mith City Clerk