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2017 08 24 WS MinutesMINUTES OF THE REGULAR WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN AUGUST 24, 2017 The City Council of the City of Baytown, Texas met in a Regular Work Session on Thursday, August 24, 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 24, 2017, City Council Regular Work Session with a quorum present at 5:30 P.M., all members were present. 1. DISCUSSIONS Receive a report on the Insurance Services Office (ISO) update. Fire Chief, Shon Blake presented the agenda item and stated while unofficial, the City looks to have achieved a score of 96, which results in an ISO rating of (1) and is the highest and most prestigious rating possible for a fire department. He noted that the City would receive formal notice sometime in September and officially be in place soon thereafter. Chief Blake stated that he was pretty confident in the scoring as the consultant that conducted the review has undertaken 55 of these rating, without any corrections, and we are comfortable that the rating of (1) would remain. Chief Blake stated that now since the City has achieved such rating, the proper monies, staffing and resources we to be dedicated to its maintenance so that the rating remains. He noted that this rating was from much more than just the Fire Department, as other parts were included; such as the Utility Billing Division and Public Works which were graded almost perfect and last year's upgrade that really helped the score. He noted that the City's' 911 Communications Center that was recently built with all the bells and whistles also had an almost perfect score. He stated that 50% of the grade was related to the Fire Department and reminded Council to continue to support the department through equipment and staffing to include the staffing of the ladder truck; City Council Work Session Meeting Minutes August 24, 2017 Page 2 of 6 procurement and staffing of a ladder truck on the south side of the City to deal with the upcoming convention center; and a new service truck or an ambulance at Station 6. Additionally, Chief Blake noted that staffing is where the Fire Department hurts the most and such impacts fire inspections. Mayor DonCarlos asked how often the City would be rerated. Chief Blake noted that the City would be rerated every ten (10) years if there is an ISO 1, but that the State Fire Marshal's Office was looking to change that to three (3) years. He further noted that because the ISO rating is used as an economic development tool the rating agency wants to make sure that cities are truly at an ISO of 1. The Council thanked Chief Blake for his many years of service and dedication to the Fire Department and the City of Baytown. b. Discuss the City of Baytown trash collection and recycling services. Public Works Director, Frank Simoneaux presented the agenda item provide Council with an update on the trash collection and recycling service situation. He stated that since the last meeting held on September 10th, staff has held two (2) town hall meetings in order to receive input on the four (4) proposed options as follows: Options 1 - provides 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 materials), 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 - provides for an adjusted service by Waste Management with 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 collection and recycling, bulk and brush drop-off, including building materials with some exclusions at the Green Center. Option 3 - provides for comparable service by the City's Public Work Department and has a moderate price increase of 10-20 percent. The proposed services include: 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 building 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 - provides for adjusted service by the City's Public Works Department and has no price increase. The proposed services under this option include: 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 building 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. City Council Work Session Meeting Minutes August 24, 2017 Page 3 of 6 Mr. Simoneaux stated that the town hall meetings were held on August 15 and 16, 2017, and were well attended with approximately 200 participants. He stated that they received a collection of 950 responses to the City's online and paper survey and while the survey was not a scientific one, it showed the same trend towards options number four (4) and three (3) with a combined response of about 50%. He also noted that Options one (1) and two (2) combined also came out to be about 50% of the respondents. He further noted Option four (4) received the most responses with about 32%; Option three (3) had 25%; Option two (2) had 19% and Option one (1) had 24%. Mr. Simoneaux provided the Council with an updated option recap chart for their review as follows: HH 2x Week 1x Week 2x Week lx Week Ix Week Ix Week TrashWMI WMI (Auto) (Auto) WMI WMI (Auto) (Auto) Bulk 2x Week lx Week On Call On Call On Call On Call Trash Brush 1x Mo ix Mo On Call On Call On Call On Call Const. & Green Green Green Green Green Green Debris Center Center Center Center Center I Center Curbside Is Week Ix Week lx Week lx Week 1x Week EOW Recycle Recycling, Recycling, Recycling, Recycling, Recycling, Recycling, Green C&D, C&D, C&D, C&D, C&D, C&D, Center Brush Brush Brush Brush Brush Brush Cost $1349 $5-$6 $3.69 No $3-$4 $2-$3 Effect Increase* Increase* Increase* Change* Increase* Increase* During further discussion, Mr. Simoneaux stated that they received two (2) additional options for the Council's consideration from Waste Management which has been included in the chart as Options five (5) and six (6). He stated that Options five (5) and six (6) were pretty much the same as they provide for automated services by the contractor which includes: trash bins for the residents, City operated once a week trash collection bulk trash and on-call bulk pickup (furniture, bulky items but not building materials), and bulk and brush drop-off, including building materials with some City Council Work Session Meeting Minutes August 24, 2017 Page 4 of 6 exclusions at the Green Center. He noted that the only real differences between options five (5) and six (6) were related to recycling services, whereas, Option five (5) has once weekly curbside recycling, and Option six(6) has curbside recycling every other week, while both of these options have the City taking over bulk trash and brush pickups. Mr. Simoneaux stated that in order to get to the pricing for the residents he included the four (4) employees and two (2) trucks that would be needed for the City to collect the bulk trash/brush. He stated that each option includes a $1.00 a month fee to create an enterprise fund in order to help replace equipment and machinery on the future. He further stated that currently, the City did not have an enterprise fund to help with these types of equipment replacements and the $1.00 fee would help start this fund in order to make the Sanitation Fund self -sustainable. Council Member McCartney inquired as to why would Options five (5) and six (6) be considered when for that amount the City would be able to do Option three (3) with two (2) week pickup. Deputy City Manager Bottoms stated that staff only provided the Council with options and information and was not advocating for any one (1) option. Council Member Hoskins stated with regards to Options two (2) and three (3) that there were certain people that would like to have a second trash can and further inquired if they would have to purchase said trash can and also pay for the service to collect for that second trash can. Mr. Simoneaux stated that they would not pay for an additional trash can, but they would be paying an additional fee in the amount of $5.00 to $10.00 per month per trash can in order for it to be collected. Council Member Hoskins further noted that if that is the case, then the additional monies for that additional trash can; put us equal to Option one (1). Mr. Simoneaux noted that this would not be the case with Option two (2), as this is once a week pickup, but it is unlimited trash. Council Member McCartney noted that the large trash receptacle should be enough with twice a week pickup. Council Member Hoskins stated that there's lots of trash and if services were reduced there would be trash all over the roads and in the ditches. Council Member Johnson inquired if the City would conduct extra trash pickups and be charged for this additional service during the holidays when there are excessive amounts of trash. Deputy City Manager Bottoms noted that staff would make accommodations for the holidays and those special situations, but noted that the biggest issue is when someone misses a trash day. Council Member Johnson further noted that some of his elderly constituents like the twice a week pickup, because if they miss one day they would catch the next one, but if they miss too many days would end up with very large amounts of trash too heavy for them to handle. Mayor DonCarlos inquired if the $8.00 to $9.00 increase was Waste Management's best option. The Waste Management representative at the meeting noted that Baytown was receiving the premium service and in looking at the pricing models and other variables, such as the unlimited pickup of trash, were the best options that could be provided. City Council Work Session Meeting Minutes August 24, 2017 Page 5 of 6 Council requested for more information on pricing from the contractor for an option that included the same guys and trucks with twice a week trash pickup, but not picking up everything and allowing for on call pickups of the large and bulky items. In response to a question from the Council regarding the cost to get the equipment needed to take on this service, Mr. Simoneaux stated that he estimated about $6.3 million for Option three (3) and $5.7 million for Option four (4), in which these amounts include the capital cost, annual operating, debt service, and other cost. The Council discussed the different options and variations of the six (6) plans that were presented; such as limiting the trash that is picked up, limiting the amount of trash that is picked up, and moving some types of trash pick to on call, etc. City Manager Davis recommended that staff be given an opportunity to look at these options more thoroughly with Waste Management in order to help Council make an informed decision. Mayor DonCarlos inquired if a special meeting would be necessary in order to deal with the issue at hand, being that this needed to be resolved as soon as possible. He further noted that he continues to be undecided on the past option moving forward and was not in favor of moving trash collection to once a week; particularly, because of the City's sub tropic weather. Additionally, he requested more information on Option three (3), as well as, for Option one (1) to be tweaked so that it's a more viable increase to the citizens. Deputy City Manager Bottoms noted that Waste Management has been the City's provider for some time and they are basing their numbers on the City's past volume. Mayor DonCarlos noted that if this is the cost of the increase, the bags be put out for pickup could be limited and that he's only interested in options that would provide for a substantial savings. Council Member Hoskins noted the City could limit the pickup of grass clippings and move citizens towards mulching, which might help with the volume issue. Mayor DonCarlos further noted that if cutting down the volume or limiting the cans did not give substantial savings he was not interested. Deputy City Bottoms noted to the Council that if the direction is to move forward with the City taking on the responsibility of waste collection, staff need some direction as soon as possible. Additionally, he stated that as he knows this is a big step and that the Public Works Department is confident they could handle the task, staff would need time to prepare for such. The Council, after hearing that the offers on the table from the contractor were the final ones, gave staff direction to move forward with Options three (3) or (4). City Manager Davis stated that staff received Council's directions and staff would prepare to begin delivering City services by January I' and would make the necessary adjustments to have the item on the August 31 si Council agenda for adoption. City Council Work Session Meeting Minutes August 24, 2017 Page 6 of Planning and Community Development Service Director, Tiffany Foster presented an overview of five (5) involuntary annexation areas listed on the regular council agenda for tonight and stated that these actions were a response to the State Legislation's new laws on involuntary annexations. She stated that staff was moving forward with the involuntary annexation of some of the areas that were discussed and presented to Council back in January and further noted that they would be done all at once, instead of in a two (2) year period as it was previously considered. She stated that there were two (2) areas new to the list that were not presented to the Council earlier in the year, which were (1) around the Sjolander and I-10 area to the west and (2) the northwest comer of I-10 and John Martin. Mrs. Foster stated that the action for Council's consideration at the following council meeting was to authorize the service plans, which is the first step in the process. Additionally, she noted that this would allow staff the opportunity to look at the attributes of the areas and report back to Council whether or not to move forward with any or all of them. In response to a question from the Council, Mrs. Foster noted that the new annexation laws were silent as it related to what's going to happen with the existing development agreements and that the City may not be able to take in all of the proposed areas, because many of them would be eligible for agricultural exemptions. 2. ADJOURN With there being no further business to discuss, Mayor DonCarlos adjourned the August 24, 2017, City Council Regular Work Session at 6:13 P.M. 114 Leticia Brysch, CityO a �11. City of Baytown A�� +b .qs °" jd,1