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2012 06 12 CCPD MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT June 12, 2012 The Board of Directors of the Baytown Crime Control and Prevention District (CCPD) met in a Regular Meeting on Tuesday, June 12, 2012, at 4:30 P.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Rikki Wheeler Joe Whitehead Samuel Barker James Coker Porter Flewellen Chris Warford President Vice - President Director Director Director Director Robert D. Leiper General Manager Kevin Troller Assistant General Manager Ignacio Ramirez, Sr. General Counsel Jason Cozza Assistant Secretary President Wheeler convened the June 12, 2012, Crime Control and Prevention District (CCPD) Board Regular Meeting with a quorum present at 4:30 P.M., all members were present with the exception of Director Samuel Barker who arrived at 4:36 P.M., and Director Emily Wallace who was absent. 1. MINUTES a. Consider Approving the Minutes of the Baytown Crime Control and Prevention District Board Meeting for April 10, 2012 - Secretary. A motion was made by Vice - President Joseph K. Whitehead and seconded by Director Dr. Chris L. Warford approving the minutes of the April 10, 2012, CCPD Board Meeting. The vote was as follows: Ayes: Director James Coker, Director Porter Flewellen, Director Dr. Chris L. Warford, President Rikki Wheeler, and Vice - President Joseph K. Whitehead Nays: None Other: Director Samuel Barker (Not Present for Vote), and Director Emily Wallace (Absent) Approved CCPD Board Regular Meeting June 12, 2012 Page 2 of 4 2. BUSINESS ITEMS a. Discuss CCPD Mission and Responsibilities - President Wheeler. President Wheeler presented the agenda item and read the Baytown Crime Control and Prevention District's mission and responsibilities for the sake of giving all members the expectations of the district. b. Discuss the Crime Control and Prevention District (CCPD) 2012 -13 Proposed Budget and budget process. General Manager Leiper presented the agenda item to discuss the Crime Control and Prevention District (CCPD) 2012 -13 Proposed Budget and budget process. General Manager Leiper stated that the CCPD budget has to be confirmed by the Baytown City Council and indicated that the Council could not change the CCPD budget, but could only approve it or not approve it. Additionally he stated that in the event that Council does not approve the budget a meeting would be scheduled between the CCPD and the City Council to work out any issues regarding the budget. General Manager Leiper stated that the CCPD budget has to have two public hearings, which must be published and posted prior to it being adopted. He indicated that July 10, 2012, is the proposed date for the budget to be adopted by the CCPD and that their next regularly scheduled meeting would be in October 2012. General Manager Leiper stated that the proposed budget's revenue is proposed for $1.25 million, which is slightly above last years $1.15 million. He stated that the expenditures in personnel are down because the officers move in and out of positions throughout the year; however, the budget numbers are based on their full yearly salaries. Additionally, in response to a question from President Wheeler regarding whether a contingency line needed to be added to the proposed budget in order to cover the cost associated with next year's bonuses, General Manager Leiper stated that, the amount necessary to cover the bonuses for the officers was not included in the proposed budget. He further stated that these bonuses would be provided for again in next year's budget, but since the number or amount of the bonuses has not been specified yet it did not need to be included in the current proposed budget, but instead could be covered through the contingency fund at a later time, which has been the practice in the past. During further discussion of the proposed budget, General Manager Leiper stated that the capital outlay is higher this year due to the need for four (4) new patrol cars, which includes the vehicle's equipment, as well as, the replacement of ten mobile data terminal laptops. General Manager Leiper elaborated on the CCPD budget process to the new members and stated that the proposed budget is always projected to balance by balancing the recurring revenue (sales tax) over recurring expenditures (salaries). He further stated that CCPD Board Regular Meeting June 12, 2012 Page 3 of 4 the estimated revenue for the upcoming year is $1.652 million, while the operating cost is $1.12 million. He stated that each year when revenues exceed the budget or when the expenditures are less than the budget, the funds are considered carry forward money that goes into working capital. He stated that working capital is like a savings account and it is important that the working capital is being put to use as the voters anticipated. He stated that the strive is to keep at least 60 -90 days of savings just in case something ever happens and there was no revenue; this would allow the District to continue to operate for a few months with no impacts on services. President Wheeler inquired that since the numbers for the insurance and worker compensation are not yet determined, once the budget has already passed, should there be a budget amount for unforeseen new initiatives. General Manager Leiper stated that an amendment would come to the CCPD Board or the amount would be paid out of the general funds. President Wheeler inquired if the vehicles would be full size. General Manager Leiper stated that the vehicles would most likely be Chevy Tahocs. 3. REPORTS a. CCPD Hot Spot and Commercial Vehicle Enforcement Reports - Police. Chief Dougherty presented the agenda item and the CCPD Hot Spot and Commercial Vehicle Enforcement (CVE) statistical report and stated that the Hot Spot officers made 64 arrests, issued 197 citations, answered 194 calls, made 228 traffic stops, made 140 pedestrian contacts, made five (5) DWI arrests, and had a total 265 charges. Chief Dougherty stated that there are two officers assigned to the commercial vehicle enforcement unit and one of them is dealing with a medical issue from an off duty injury. Chief Dougherty stated that there are two officers trained in commercial vehicle enforcement that are not related to CCPD who have been assisting with commercial vehicle enforcement. He further stated that for the month of May 2012, the two CVE officers had 55 Level I inspections, 141 level II inspections, 25 hazardous material inspections, placed 165 vehicles out of service, took seven (7) drivers out of service, issued 209 citations, issued 118 warnings, issued nine (9) safety decals, issued 68 weight related violations, and issued 101 weight related warnings. Chief Dougherty stated that the court has been doing a great job at prosecuting these cases. Director Whitehead inquired as to why the format of the information that the district board member has changed. Chief Dougherty stated that the format hasn't changed, but the data format that was given out was by mistake and assured that this issue would be corrected. 4. MANAGER'S REPORT a. Reminder: Time, Date and Place for the 2012 CCPD Meetings - Secretary. CCPD Board Regular Meeting June 12, 2012 Page A of 4 General Manager Laiper presented the agenda item and stated that the nest 2012 CCPD Board rneefings would be on July 10, 2012. lie reminded the board of the importance of having a quorum for this particular meeting due to the postings of the public hearings and the budget adoption. President Wheeler requested that all directors respond if they are going to attend the meeting once the rnecting notice is sent to them. General Manager Laiper stated that when responding to the meeting notice, each person should only reply to tire specific person who seat the entail and not reply to all, because that is a violation of the Texas Open Mectings.Act. Director I'Icwellen suggested that one specific person personally calls each member for attendance confirmation forthe mcedng, General Manager Laiper requested that the City Clerk's Office contact those who do not receive their packet by email by phone for attendance confirmation, 5. ADJOURN A motion was made by Director Samuel Backer and seconded by Vice - President Joseph K Whitehead adjourning the June 12, 2012, CCPD Board Meeting. The vote was as follows: Ayes: Director Samuel Barker, Director James Coke', Director Porter Flewellen, Director Dr, Chris L. Warlord, President Rikki Wheeler, and Vice - President Joseph K. Whitehead Nay: None Other: Director Emily Wallacc (Absent) Approved With there being no further business to discuss, President Wheeler adjourned the June 12, 2012,Crirne Control and Prevention District (CCPD)Board Regular Meeting at 5:02 P.K