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2016 08 25 WS MinutesMINUTES OF THE REGULAR WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN AUGUST 25, 2016 The City Council of the City of Baytown, Texas met in a Regular Work Session on Thursday, August 25, 2016 at 5:41 P.M., in the Hullum Conference Room of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Brandon Capetillo Council Member Robert Hoskins Council Member David McCartney Council Member Chris Presley Council Member Mercedes Renteria Council Member Terry Sain Council Member Stephen DonCarlos Mayor Rick Davis City Manager Ignacio Ramirez City Attorney Leticia Brysch City Clerk Keith Dougherty Sergeant at Arms Mayor DonCarlos convened the August 25, 2016, City Council Regular Work Session with a quorum present at 5:41 P.M., all members were present. 1. DISCUSSIONS a. Discuss potential redevelopment project at 204 W. Texas Avenue and the use of public property. This item was not discussed. b. Discuss the Town Square Rental Fee Schedule. Director of Parks and Recreation, Scott Johnson introduced the item and stated that the City's Town Square was recently completed and is a beautiful facility. He noted that the facility has already been used for a number of different events, which has resulted in a large demand to rent the facility for private events. Mr. Johnson stated that the fee schedule presented to the Council was based on staffs research of similar facilities; such as, Discovery Green. He stated that the proposed fees have been reviewed and approved by the City's Parks and Recreation Board, and are being presented to Council for action later in the evening. Mr. Johnson noted that the Town Square facility should be protected from damage and maintained appropriately. He further noted that the proposed fees are a way to City Council Regular Work Session Meeting Minutes August 25, 2016 Page 2 of 5 ensure that the renters take financial responsibility of the facility and grounds, as well as, to ensure that they are cared for and not damaged. Mr. Johnson stated that staff worked to create an application that will ask a number of questions regarding the proposed event at the Town Square, which will help staff identify, which events need additional permits; such as the live outdoor event permit, food permits, etc. He noted that the fee schedule is included as a part of the application to rent the Town Square and the said fees are listed below: Town Square Rental Cost per Unit Rental Rate $150.00/hr. Security Deposit $1,000.00 /event Rental Item Cost per unit Per Unit Replacement Cost Portable Sound System $150.00/hr. $1,500.00 Powered Speakers(PA/IPOD) $50.00/hr. $500.00 per speaker 20 x 30 Tent w /anchors $350 per event $3,500.00 10 x 10 pop up tent w /anchors $20.00 per event $200.00 Table (8') $10.00 each $50.00 each Chairs $2.00 each $20.00 each Extension Cord (25') $25.00 each $75.00 Water Hose (100') $50.00 each $100.00 Quick Coupler/Water Key N/A $100.00 Trash Can (no bags) $10.00 each $25.00 Trash Bags $1.50 each N/A Event Barricade $10.00 $100.00 Line Stanchions $10.00 /post $50.00 Road Closer $150.00 /road N/A Security(after 6pm or per Health) $30.00/hr. N/A Port-a -Can $60.00 each $250.00 Wheelchair Port-a -Can $120.00 each $500.00 Hand Washing Station $75.00 each $150.00 During further discussion, Council was comfortable with the proposed numbers, but expressed the need for more language inserted into the renter's application/agreement that would ensure that staff had sufficient wording within the documents in order that renter's understand that they can't use their own tents, but are required to use those of the City; that the City is not responsible for the public entering the facility during private events, as the facility is a public park; and that the City reserved the right to deny the use of said park to anyone for any reason. The staff stated that Council's comments could all be added into a policy regarding the use of this facility. Council concurred with the creation of said policy and agreed to move forward with the adoption of the park fees, with the understanding that the policy would follow at a later date. City Council Regular Work Session Meeting Minutes August 25, 2016 Page 3 of 5 The Council discussed the excess use of the facility by one person or group, which would render a public park exclusive to paying patrons, and that was never the intent of the Town Center. Mr. Johnson stated that through the application process, staff would be able to identify many of these concerns and that there are limitations to the number of live outdoor events that any one person/group can have at any given time. He also noted that the City would continue to have many free events at the Town Square and could potentially partner with certain events that the City wants at the square. The Council also discussed whether fees could be limited or waived for certain events that have traditionally been on Texas Avenue; such as, Trade Days or Christmas on Texas Avenue. Mr. Johnson stated that through the co- sponsoring process, Council could waive fees or reduce fees to those events the City wants to partner with or support. C. Discuss proposed amendments to Chapter 42 "Health and Sanitation," Article IV "Food and Food Service Establishments," Section 42 -131 "Definitions" and Section 42 -151 "Farmers' markets" of the Code of Ordinances, Baytown, Texas, to expand the list of items that may be sold, to establish application and fee requirements as well as to enact other regulations pertaining to the operations of farmers' markets. Director of the Health Department, Mr. Mike Lester, presented the agenda item and stated that the City would like to host farmers' markets at Town Square on the third Saturday of each month from September to May. He further noted that in order to accommodate this event, it is necessary to make some tweaks to the city's regulations pertaining to farmers' markets. Mr. Lester walked the Council through some of the updates listed below: Summary of Change _Topic Definitions i1ew definitions are added to better describe what goods maybe sold. 1 !Instead of requiring a food establishment permit, a special farmers' market Permit (permit is required, which permit will be valid for one year for operation of la farmers' market no more than two consecutive_ days per month. Permit fees Pees will be a flat rate of $300. Farmers' market operated by a� governmental entity are exempt from the fee requirement. _ Application De at fled application requirements are added in order to gather information !more specific to the operation of the proposed farmers market. _S _ Inspections_ j Th ght Co inspect farmers' markets is included. f ^� Sampling Sampling requirements are incorporated to protect the public health Restrooms with direct outdoor access from the market to the restroomi Restroom facilities are required. {--- - -� - -- Farmers' markets are no longer restricted to just private property and are Location now allowed on public property provided it is properly zoned and appropriate permission is obtained. _ _ - Prohibited goods /activities Cooking demonstrations along with the sale of meat, poultry, raw milk, and pally hazardous foods are prohibited at farmers' markets. —� — -- Displays must be on tables at least 6" above ground and may not include Displays ,the beds of pickup trucks. __`Exemptions _� _ armers' markets are exempt from the open air vendor requirements. ` —� City Council Regular Work Session Meeting Minutes August 25, 2016 Page 4 of 5 Mr. Lester noted that the proposed changes were a start in this process and would allow for the sale of fruits, vegetables and nuts. He also noted that the in order to expand what products can be sold at the farmer's market; such as cottage foods (jams, preserves, etc.), meats and seafood, the requirements are much greater and complicated, which impacts the City and its codes. Mr. Lester stated that for now, staff is going to keep the farmer's market simple, in order to get started and then branch out to other types of foods as time go along. The Council briefly discussed the item and agreed to move forward with the proposed amendments as submitted. d. Discuss and provide direction to City staff regarding the proposed City of Baytown 2016 -17 Fiscal Year Budget. Finance Director, Wade Nickerson presented the agenda item and stated that the adoption of the 2016 -17 Fiscal Year budget is being considered for adoption at August 25, 2016, City Council meeting or postponing the adoption at the September 08, 2016 meeting. He stated that there were no actual changes to the City's budget, as many items were handled through the existing budget or will need a more long term approach that may involve the issuance of bonds. Mr. Nickerson gave Council an update regarding three main items discussed at prior budget meetings, which include (1) the extension of the green center hours by reclassifying a position in the current budget, (2) adding technology and one administrative position and one neighborhood protection officer to assist with the code enforcement efforts, and (3) the budgeted monies for a master's facilities plan. City Manager Davis noted that he met with both the Police and Fire chiefs to discuss the needs of their facilities and found that there are a few things that can be touched up and dealt with quickly in the current budget; such as leaky roofs, but also noted that they're still working on a more long term plan that will be brought back to the Council in the next six months. The Council discussed the funding of issues related to graffiti, sign enforcement, police and fire staff and facilities, records management and storage for police and court records, and an exhaust pump for a piece of fire equipment. The Council stated that they would like some options in the proposed budget to help deal with the records management issues for police and fire, along with the possibility of a replacement exhaust pump for a piece of fire equipment. e. Discuss any or all of the agenda items on the City Council Regular Meeting Agenda for August 25, 2016, which is attached below. This item was not discussed. City Council Regular Work Session Meeting Minutes August 25, 2016 Page 5 of 5 2. ADJOURN With there being no further business to discuss, Mayor DonCarlos adjourned the August 25, 201 City Council Regular Work Session at 6:30P.M. L ticia Brysch, City Clerk City of Baytown OF