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2017 08 10 WS MinutesMINUTES OF THE REGULAR WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN AUGUST 10 2017 The City Council of the City of Baytown Texas met in a Regular Work Session on Thursday, August 10 2017, at 5.30 P M., in the Hullum Conference Room of the Baytown City Hall 2401 Market Street Baytown, Texas with the following in attendance Laura Alvarado Council Member Robert Hoskins Council Member Charles Johnson 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 August 10 2017, City Council Regular Work Session with a quorum present at 5.30 P M. all members were present with the exception of Council Member Johnson who arrived at 5:41 P M., Council Member Presley who arrived at 5:43 P M., and Council Member Sam who arrived at 6:00 P M DISCUSSIONS a Receive and discuss a presentation regarding the Gene and Loretta Russell Park Master Plan Director of Parks and Recreation Scott Johnson introduced Mr Charles Burditt, Ms Ericka Belt and Ms Claudia Walker from Burditt Consulting Group who presented an update on the process regarding the Gene and Loretta Russell Park Master Plan Mr Buri in stated that since the last meeting in May, they have undertaken a significant amount of work on this project and noted that there has been many meetings with City staff Mr and Mrs Russell and other stakeholders from the area north of 1 10, such as the Youth Fair the Goose Creek Consolidated School District others regarding the park s master plan He stated that they received input on the project, data, geo tech information surveys, and other information from staff that gave them a good start because they were able to then set up a GIS of the site He noted that other forms of outreach included a public online survey sent to over 150 residents and local area students in which some of the feedback received included having opportunities for testing at the park a center for after school activities, Wi R accessibility trails City Council Regular Work Session Meeting Minutes August 10 2017 Page 2 of 7 for the cross country team, covered basketball facilities sidewalks, benches, picnic tables and other park amenities He further noted that all of this various data was collected and catalogued in lune, which was then used to create a proposed master plan. Mr Burdnt noted that the master plan itself is not lust a flat drawing, but is instead a document that has a narrative based on all of the input He stated that this document will include all of the sketches renderings notes and comments, in order to tell a story of what s intended and how to get from one (1) end to the approval of the master plan, along with the associates cost of different phases and/or opportunities Mr Burditt noted that for a park of this magnitude it will have to be built in phases, therefore, once the project is done staff and council will decide which phase comes first as well as, how to pay for it He further noted that the master plan will include information on potential funding opportunities that the City might be interested in pursuing. Mr Burditt stated that Mr and Mr Russell wanted to participate in the creative process for this project and has never met anyone so committed to a City of which they do not reside, but love very much He stated they envision conservancy for the park in order for it to maintain itself with hopes of a 5016 or friends of the park organization come into fruition in order to support the park and to have perpetuity of funding for its maintenance Ms Walker stated that they received input from the before mentioned stakeholders and provided a rendering of the park illustrating the different possibilities for connectivity way -finding, the expansion of an easement through the middle of the park, the drainage sites a potential pipeline easement, drainage and Floodplain She noted that the park is located close to N Main and Wallisville which allows for the possibility of other connectivity to trails and roads, allowing for several access points to the park Ms Walker noted that as it relates to the existing conditions at the site, the soils are hard and not in the best quality, which results in a lot of flooding- therefore, the plan is to move some soil around in order for the area to not be so flat She also noted that some soil will need to be added for plants and other landscaping needs Ms Walker stated that they'll look at the park s topography and give it some elevation by using some of the soil that will results from the excavation of the retention pond She stated that there are already some trees that have been planted around the perimeter by ExxonMobil in the park and noted that the retention pond is nice for fishing and walking around with trails Ms Walker provided to Council a map identifying different aspects of the park including an active recreation area, a family recreation area and a community events area She noted that they designed around the existing easement, but can move things around as needed She stated that the community center is planned with its own parking along with an open space with a small pavilion and/or gazebo that could be used for private events like weddings She identified the playground space for inclusive play a splash pad area, restroom pavilion and a condition space for party rentals She noted that they planned for sidewalks around the entire site with a roundabout sculpture/gazebo or other significant piece to allow for access to the entire park She further noted that there would also be a volleyball area different picnic areas with logging, and walking tracks around the whole site Additionally Ms Walker stated that the plan included a covered open multi use field for sports that is 450 feet across and 600 feet long an open space City Council Regular Work Session Meeting Minutes August 10 2017 Page 3 of 7 event lawn with a pavilion structure for small concerts or other outdoor events, two (2) covered basketball courts a recreation space, a pond, and a large dog park with its own trails and picnic pavilion During further discussion, Mr Burditt stated that this plan gives Council an idea of where things could be and how it could look, and noted that the pond is located in an area that is now owned by the City but could be located there if something is worked out with the property owner Mayor DonCarlos stated that the City has been in talks with Chevron regarding the possibility of a long term lease of this area specifically for the pond and noted that they're also looking at putting something unique to Baytown that will really attract people to visit the City such as equestrian trails trails for foot races, or something similar. but low impact in this space Additionally, he stated that Chevron wants to mamtam this green space, but we are having good conversations about low impact uses that they would be ok with, and make this a really beautiful space Council Member Johnson noted that the community center listed in the plan is more like the size of the pavilion in Roseland Park but a little nicer and more updated Mayor DonCarlos noted that the Russell s would like an area that can really support weddings with a beautiful gazebo with a water background that's heavily landscaped in addition to an inside space that will allow for the placement of chairs and a place to hold receptions Council Member Hoskins asked if the open lawn concept was flat or sloped. Mr Burditt stated that this area is designed to be gently sloped for sitting lawns and chairs for an amphitheater and further noted that this is the master plan as it stand today and this could be it however noted that once starting on the actual design of the park they'll begin to see how all the details will start coming together Mr Burdnt also noted that they provided to Council what they had coin up with considering the input received thus far, but things could change Ms Walker stated that the community center noted in the plan is more multi purpose and will give people an opportunity to have restrooms a bride chamber, additional instructional space that could be coordinated with GCCISD for sports or activities pavilions that could be open with more landscaping beneficial to the visitors Mayor DonCarlos stated that this is going to be a big park with 36 square miles which might be an ideal opportunity for the placement of another recreation center to the north of the City because they want the first youth center to be on the south side of the City Council Member Johnson stated that the recreation center is like a foot pont in the plan which allows to have everything in place when the time comes to build the facility and further noted that this area to the north of the City is a great area that s exploding with new residents. therefore this park will be used and is very much needed Additionally Mr Burditt stated that they will be working on getting the individual components cost for each phase and will have it for Council's review at an upcoming council meeting. City Council Regular Work Session Meeting Minutes August 10 2017 Page 4 of 7 Mayor DonCarlos stated that he's close friends with the Russell s and know they're fanatically committed to seeing this project come to fruition and with its many unique features is going to be an absolutely wonderful park It Discuss the City of Baytown trash collection and recycling services Director of Public Works Department, Frank Simoneaux presented the agenda item and stated that this item was for discussion purposes only with the intended purpose to provide Council with some options, as well as receive input from them on how to move forward Mr Simoneaux stated that the City's current contract with Waste Management expires October 01, 2017 He stated that the City went out for bids and received two (2) proposals that both came in much higher than expected and therefore, presented the following options to the Council, in order to receive their feedback Options 1 provides for a large price increase of 30 to 50 percent more for the same service provided by contractor which includes twice weekly garbage collection (unlimited quantity, bags or cans), twice weekly bulk pickup with garbage collection (furniture bulky items but not building mamnals), once weekly recycling service once monthly brush collection and recycling bulk and brush drop-off, including building materials with some exclusions at the Green Center Option 2 is a more moderate price increase of 20 to 30 percent that provides for an adjusted service by contractor which includes once weekly garbage collection (unlimited quantity bags or cans) once weekly bulk pick up with garbage collection (furniture, bulky items, but not building materials) once weekly recycling, once monthly brush collechon and recycling, bulk and brush drop-off including budding materials with some exclusions at the Green Center Option 3 has a moderate price increase of 10-20 percent that provides for comparable service by the City's Public Work Department which includes twice weekly garbage collection (6 -day route all trash in a City -provided can, additional cans can be purchased at an additional cost), on-call bulk pickup (furniture bulky items but not budding materials) once weekly curbside recycling, once monthly brush collection and recycling, bulk and brush drop-off including building materials with some exclusions at the Green Center Option 4 has no price increase and provides for adjusted service by the City's Public Works Department which includes once weekly garbage collection (all trash in a City provided can additional cans can be purchased at an additional cost), on call bulk pickup (furniture bulky items but not budding materials), once weekly curbside recycling, once monthly brush collection and recycling bulk and brush drop-off, including building materials with some exclusions at the Green Center Mr Stmoneaux provided the Council with an option recap chart to outline the difference between the four options side by side City Councd Regular Work Session Meeting Minutes August 10 2017 Page 5 of 7 Option 1 2 3 4 HH Trash 2x Wk Ix Wk 2x Wk (Auto) Ix Wk (Auto) Bulk Trash 2x Wk Ix Wk On Call On Call Brash lx M0 Ix Mo lx Mo Ix M0 Const & Debris Green Ctr Green Ctr Green Ctr Green Ctr Curbside Recycle Ix Wk Ix Wk lx Wk lx Wk Green Center Rcy, C&D,Bsush Rcy C&D,Bvsh Rcy, C&D,Biush Rey C&D,asush Cost Effect targe Increase Mo uc Inose Moderate Increase No Change Mr Simoneaux stated that staff would be holding two (2) town hall meetings next week to receive public feedback regarding this item He noted that he cannot discuss pricing for these options because negotiations are ongoing with the contractor and said information should not be disclosed in a public meeting setting. In response to a question from Council Member McCartney regarding recycling Mr Simoneaux stated that under options one (1) and two (2) the recycling would be handled by the contractor and under options three (3) and four (4) the services would be handled by Public Works He noted that under options three (3) and four (4), the City would provide two (2) cans, with one (1) being for the trash and the other for recycling. Additionally Mr Simoneaux stated that should the Council decide to move forward with options three (3) or four (4) the City would have to purchase trucks, bins and other equipment in order to take on the services in house In response to a question from Council Member Sam Mr Simoneaux stated that the City would deliver it s recycling to Waste Management instead of them picking it up In response to a question from Council Member Presley City Manager Davis stated that Waste Management could increase the landfill fees, but noted that these fees are published, therefore, if they raised the fees on the City they would have to raise them on everyone The consensus from the Council was that option three (3) appeared to be a more viable option Council Member Hoskins stated that since the City increased the trash pickup to twice a week, there's been a decrease of large trash on the roads throughout the City He further noted that he would hate to cut back on any of the trash and recycling services that currently being provided to the citizens, because it may be an increase in big bulky trash items littered in the back roads of town City Manager Davis noted that there are some benefits associated with moving to once a week trash pickup found in option four (4), such as, the wear and tear on the roads as the capital costs is expensive and puts a strain on existing human capital in order to deliver Additionally, City Manager Davis noted that staff would like to have this nem ready to go starting January 1" and there would be two (2) months in which the City would be paying Waste Management at the new rate Mr Simoneaux in response to a question from Council Member Sam stated that the startup cost for the trucks bins and equipment would be $5 to $6 million for option four (4) and higher for option three (3) Mr Davis recommended that we wait on movmg forward with an option until City Council Regular Work Session Meeting Minutes August 10 2017 Page 6 of 7 the town halls had taken place and staff had an opportunity to compile citizen comment on the noted four options City Manager Davis further noted that there are a number of communities that have started the migration towards once a week collection and this could be an opportunity for the City of Baytown to consider this also Council Member Sam noted that the City had gone down to once a week trash pickup before and it was not well received by the public Deputy City Manager Bottoms asked the Council if there were any concerns from their perspective on internalizing these services Mayor DonCarlos stated that the current practice is easier however he noted that it has come to a point where he feels that the City of Baytown is being held hostage and cannot get to a point where they cannot control the costs associated with such services Council Member McCartney asked if the contractor knew that the City was looking at options to take on these services and not move forward with negotiations City Manager Davis stated that the contractor is aware of how the City feels and there are no indications that they are willing to move from their position City Manager Davis noted that in option three (3) there's an increase in the rates in order to maintain the same level of service, but it s not as much as it would be if decided on option one (1) Council Member McCartney asked if a 20% increase would be enough to cover the cost of all the new equipment and labor to undertake this program Mr Simoneaux stated that the City's current rate is at $2131 plus tax and clanfied that the City does not collect that tax as it goes to the state, and further agreed that a 20% increase mentioned by Council Member McCartney would be enough to bring everything in house The Council briefly discussed bin options, sizes and cost, automated trash pickup options and once a week trash collection City Manager Davis stated that staff will receive public feedback along with the exact financial impact for each option and bring to the next council meeting in order to allow for the Council to make an informed decision Mr Simoneaux noted that the two (2) public meetings were scheduled for Tuesday, August 15`n and Wednesday, August 16'" both at 6.30 P M with the first being located at the Community Center and the second at the Alamo Elementary School cafeteria c Discuss the City of Baytown FY2017 18 Proposed Municipal Budget City Manager Davis stated that pending a decision on the trash collection and recycling, he recommended that the adoption of the budget be postponed to the next council meeting The Council concurred with City Manager Davis's recommendation City Council Regular Work Session Meeting Minutes August 10 2017 Page 7 of 7 Council Member Hoskins requested an additional work session regarding the proposed FY 2017 18 budget as he still had some concerns he wanted to discuss of which, the tax decrease being one of them The Council requested that staff poll for a special budget work session on August 17 2017 d Discuss any or all of the agenda items on the City Council Regular Meeting Agenda for August 10 2017, which is attached below This item was not discussed ADJOURN With there being no further business to discuss, Mayor DonCarlos adjourned the August 10 2017, City Council Regular Work Session at 6:30 P M Leticia Brysch, City Clem City of Baytown