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2016 11 21 WS Minutes, Special MINUTES OF THE SPECIAL WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN NOVEMBER 21, 2016 The City Council of the City of Baytown, Texas met in a Special Work Session on Monday, November 21, 2016, at 5:35 P.M., in the Hullum Conference Room of the Baytown City Hall, 2401 Market Street, Baytown,Texas with the following in attendance: Robert Hoskins Council Member David McCartney Council Member Chris Presley 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 November 21, 2016, City Council Special Work Session with a quorum present at 5:35 P.M., all members were present with the exception of Council Members Capetillo and Renteria who were both absent. 1. DISCUSSIONS a. Discuss proposed amendments to Chapter 98 "Utilities," Article III "Water Service," Section 98-57 "Tapping fees" of the Code of Ordinances, Baytown, Texas, to establish tapping fees,without regard to whether the tap is on the long or short side. Assistant Director of Public Works, Mark LeBlanc presented the agenda item and stated that the staff recommended some changes to the code in order to streamline the process and increase the tap fees, which have not been updated since 2010. He stated that one of the items being considered by the Planning Department is the base plan reviews that are currently being held up in the process because of the way tap fees and UAs are currently conducted, as staff has to go out and physically verify if the tap is a long or short tap; therefore, in order to move this process along quicker, staff would like to have standard fees in place based on the cost analysis of what it actually cost the city to make the taps. Mr. LeBlanc further stated that staff recommended the fees be amended as follows: City Council Regular Work Session Minutes November 21,2016 Page 2 of 4 Inside or Outside City Size Location Current Proposed Inside City 3/" Short Side $550 $900 Long Side $650 1" Short Side $650 $1,000 Long Side $750 Outside City 3/" Short Side $550 $1,100 Long Side $650 1" Short Side $650 $ 1,200 Long Side $750 Mr. LeBlanc further noted that the tap fees are being brought up to an average between the actual cost for both the short and the long side, in order to reduce the amount of monies being subsidized by the tax payers for private developments. The Council had no questions regarding the submitted report. b. Discuss proposed update of the land use assumptions, capital improvements plan and impact fees. Deputy City Manager Bottoms presented the agenda item regarding the impact fees for surrounding cities that was requested by the Council at the last meeting. He stated that staff recommended assessing an impact fee for the City of Baytown at $3,524 and presented the following numbers of the surrounding cities beginning with the most costly first as follows: Sugar Land(connection fee): $6,600 Pearland: $4,875 Rosenburg: $4,705 League City: $4,023 Webster: $2,658 Alvin: $2,500 Mont Belvieu: $1,180 Deputy City Manager Bottoms stated that as it relates to Pasadena, La Porte and Deer Park, those systems are built out; therefore, they do not have impact fees. He noted that the recommended fee of$3,524 is not out of line with the surrounding communities, even though, it is a jump from the current $2,243. He again reminded council that these fees pick up 50% of the cost of the projects identified in the Capital Improvements Plan (CIP), and staff supports the $3,524 and hope to move forward with said fee increase if it is the desire of the council. He further noted that there is no action related to this item on the agenda, but was simply for informational purposes only. Council discussed the item briefly and stated that the information provided was very helpful in considering their decision. c. Discuss an unmarked police fleet replacement program. City Council Regular Work Session Minutes November 21,2016 Page 3 of 4 Police Chief, Keith Dougherty presented the agenda item and stated that after the last retreat and the subsequent budget process, he was tasked with finding ways to cut costs for the Police Department. He stated that one item researched to cut costs is that of the unmarked police fleet replacement schedule and program by leasing un-marked police vehicles. He stated that by leasing these vehicles, the cost would move from capital expenditures to a recurring operational cost in the budget and that the leasing plan included all the maintenance associated with the vehicles with the exception of the tires and fuel. Council Member McCartney asked what the average maintenance cost for a vehicle is. Finance Director, Wade Nickerson stated that all of the costs savings and comparisons will be done at a much more thorough level, should the council direct staff to move in that direction, as staff did not want to put a lot of time, effort and resources behind a program that council was not willing to consider. Mr. Nickerson further noted that they believe that a leasing program with this type of vehicle will work, but do not recommend using it with the patrol vehicles as the numbers did not add up to any significant cost savings, but that this program could be used with other fleet vehicles depending on the success of this initial leasing program. Chief Dougherty stated that what was presented to the Council is a basic overview of the program and was more targeted towards planting the seed to change in philosophy from capital purchases to ongoing operational cost in the general fund. He stated that once a more concrete plan is researched and prepared,they will bring that back to the Council for consideration. The Council and staff discussed what procedures the Police Department undertakes in dealing with undercover assets that have been compromised. Council Member Hoskins inquired if the leasing program that was being considered included maintenance cost, time and miles. Mr. Nickerson stated that it did include these items and that after so many miles the vehicle would then be considered for replacement, but further noted that those specifics have not yet been outlined. Mr. Nickerson further noted that staff would be working on those details to provide to Council in the near future should they consider a leasing program a viable option. Chief Dougherty stated that for the high level analysis that they had before them, the number are for a five year replacement program with a 12,000 miles a year mark. Mayor DonCarlos stated that the Council is supportive of saving money, but wants to make sure that the staff is comfortable with having such a program. Chief Dougherty noted that the larger organizations in the state use a similar leasingprogram; such as Beaumont, Pasadena and Harris gp �' County, and stated that Baytown is now also considered a large organization and that he will continue to reach out to these types of agencies to see how these types of programs have worked for them. The Council discussed the maintenance process for unmarked police vehicles as it stands now and how it would be under the leasing program. Additionally, the consensus of Council was to receive more information about the potential of leasing unmarked police vehicles in the future. City Council Regular Work Session Minutes November 21,2016 Page 4 of 4 d. Discuss any or all of the agenda items on the City Council Special Meeting Agenda for November 21, 2016, which is attached below. Deputy City Manager Bottoms stated with regards to the agenda item 5.c. related to the remediation of the paint for the public works tanks that the lead paint was not found, even with multiple paint samplings,because it was at the very bottom of the bowl. Deputy City Manager Bottoms stated that back in September, the Baytown Municipal Development District and the City approved the funding portion related to the additional property acquisition needed to build San Jacinto Boulevard. He stated that agenda item 3. a. is the approval of the actual agreement between the City and Harris County in order for them to move forward with the additional property acquisition. Deputy City Manager Bottoms further noted that there are two pieces of property that Hams County Right of Way (ROW) is working on getting utility easements for the Garth Road Lift Station Expansion Project that might have to go into condemnation proceedings. He stated that one is a 10-foot utility easement; and the other is for a 65-foot temporary construction easement. He noted that one property has an issue regarding whose actually the owner and the other property owners have not been very cooperative. He stated that Harris County recommended that the City begin the condemnation proceedings in hopes that it will help bring the parties to the negotiating table and move this process along. Additionally, Deputy City Manager Bottoms noted that staff might, depending on the outcome of the condemnation process, have to come back to Council and request additional monies. 2. ADJOURN With there being no further business to discuss, Mayor DonCarlos adjourned the November 21, 2016, City Council Special Work Session at 6:09 P.M. Leticia Brysch, City Clem ff City of Baytown %'