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2017 09 07 CC Minutes, Special MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF BAYTOWN September 07, 2017 The City Council of the City of Baytown, Texas, met in a Special Meeting on Thursday, September 07, 2017, at 4:37 P.M. in the Council Chamber 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 H. DonCarlos Mayor Rick Davis City Manager Ignacio Ramirez City Attorney Leticia Brysch City Clerk Keith Dougherty Sergeant at Arms Mayor DonCarlos convened the September 07, 2017, City Council Special Meeting with a quorum present at 4:37 P.M., all members were present. 1. PROPOSED ORDINANCES a. Consider adopting or postponing the adoption of the City of Baytown Fiscal Year 2017-2018 Proposed Municipal Budget. Finance Director, Wade Nickerson presented the agenda item and stated that the Fiscal Year 2017-2018 municipal budget was unchanged in terms of the bottom line number, but further noted that most of the changes requested at the August 17, 2017, meeting have since been added through the reallocation of funds. Additionally, he requested that Deputy City Manager Bottoms provide more details of the Sanitation Fund. Deputy City Manager Bottoms stated that staff continued to discuss sanitation and solid waste services with Waste Management. He stated that a new proposal was submitted and being evaluated; therefore, staff didn't feel a budget adjustment was necessary for this item. Additionally, he stated that the proposed budget would cover the costs submitted in the new proposal being evaluated. Council Member McCartney stated that according to his understanding, he thought that all of Council's requests were to be accommodated and further requested for clarity purposes that Mr. Nickerson define the items being left out. Mr. Nickerson stated that everything needing to be City Council Special Meeting Minutes September 07,2017 Page 2 of 7 addressed in the proposed budget was added and the other items discussed were to be taken on in future budgets. Council Member Sain further inquired for clarity of Mr. Nickerson, if-some of the projects he referred to were capital projects. Mr. Nickerson stated that one (1) of the items discussed with regards to roofs on some buildings was funded in the current year's budget and other items were included in next year's upcoming budget. City Manager Davis stated that his recommended adjustment this year was to send out a request for information of what Council wants in the budget. He noted that this request would be sent out prior to the November retreat in order for these items to be prioritized and connected with the strategic planning directives. Mayor DonCarlos noted that certain needs were identified through while navigating through Hurricane Harvey, specifically, with regards to the need for warehouse space and the storage of emergency supplies. Council Member Hoskins stated that he didn't want to lose sight on tax relief for the tax payers. He noted that during the budget dialogue, it's always mentioned that it's only a few dollars a month, which is the same response when the taxes are increased. Additionally, he stated that even if it's a few dollars, the proposed budget could provide for some relief to the tax payers as other options were being explored. Mayor DonCarlos stated that during his discussion with City Manager Davis with this regard, City Manager Davis committed to starting a tax decrease for the next budget presented to Council. He stated that due to the proposed budget already cutting into the cash reserves, City Manager Davis committed to him that this next budget will include a tax decrease. Additionally, he stated that they're going to work with the City's representatives at the state level to get a homestead exemption increase, which will be a more meaningful tax relief to the citizens. Council Member Presley stated that because some of the priorities in other district may evolve or conflict, he requested that a meeting be scheduled to allow the Council to discuss their priorities as a whole prior to the November retreat. In response Council Member Presley's recommendation, City Manager Davis recommended to use the November and March Council retreats to review their lists of priorities. A motion was made by Council Member Robert C. Hoskins and seconded by Council Member David McCartney approving the adoption of the City of Baytown Fiscal Year 2017-2018 Proposed Municipal Budget. The vote was as follows: Ayes: Mayor Stephen DonCarlos, Council Member Charles Johnson, Council Member Robert C. Hoskins, Council Member David McCartney, Council Member Laura Alvarado, Council Member Terry Sain, Mayor Pro Tern Chris Presley Nays: None City Council Special Meeting Minutes September 07,2017 Page 3 of 7 Approved Mayor DonCarlos stated that in light of the fact that a new proposal was being considered with regards to the waste collection services, further recommended to postpone agenda items 1.b. through 1.d. to the September 14th, Council meeting. b. Consider an ordinance authorizing the City Manager to negotiate a capital lease agreement through a cooperative purchasing program for the purchase of automatic side- loader garbage trucks and a multi-pack truck. c. Consider an ordinance authorizing the purchase of ten (10) automatic side-loader garbage trucks and one (1) multi-pack truck through a cooperative purchasing program. d. Consider an ordinance authorizing the purchase of trash and recycle carts through a cooperative purchasing program. A motion was made by Council Member David McCartney and seconded by Council Member Terry Sain approving to postpone agenda items 1.b., 1.c., and 1.d. to the September 14, 2017, Council Meeting. The vote was as follows: Ayes: Mayor Stephen DonCarlos, Council Member Charles Johnson, Council Member Robert C. Hoskins, Council Member David McCartney, Council Member Laura Alvarado, Council Member Terry Sain, Mayor Pro Tem Chris Presley Nays: None Approved e. Consider an ordinance amending Chapter 22 "Civil Emergencies," Article IV "Post-Disaster Management," Division 2 "Emergency Waiver for Post-Disaster Temporary Accommodations" of the Code of Ordinances, Baytown, Texas, to update the conditions pertaining to the temporary structure permit, including extensions of and variances to such permit, and waste and storage containers. Director of Planning and Community Development, Tiffany Foster presented the agenda item and stated that the portion of this chapter was developed after Hurricane Ike, in the year 2008. She stated that the revisions allow for property owners affected by a storm to bring in temporary housing onto their property or alternate site while construction work is being done on their homes. She stated that temporary housing could be in the form of a manufactured home, industrial home, or RV. She further stated that if someone applied for a permit for the placement of a temporary structure, the building permit would have to have been applied for within 90 days. Mayor DonCarlos inquired if the permit fees were going to be waived. Mrs. Foster stated that those fees would be waived and further noted that approximately two (2) weeks prior to this meeting; Council took action regarding the emergency declaration, which included waiving such City Council Special Meeting Minutes September 07,2017 Page 4 of 7 permit fees along with the fee associated with this amendment. She noted that there would be inspections and further noted that those not within the flood plain would be issued a permit over the counter then scheduled for an inspection about 10-15 days out to give the applicant time to prepare for the necessary connections. A motion was made by Council,Member Terry Sain and seconded by Council Member Charles Johnson approving Ordinance No. 13,576, regarding agenda item 1.e. The vote was as follows: Ayes: Mayor Stephen DonCarlos, Council Member Charles Johnson, Council Member Robert C. Hoskins, Council Member David McCartney, Council Member Laura Alvarado, Council Member Terry Sain, Mayor Pro Tem Chris Presley Nays: None Approved ORDINANCE NO. 13,576 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AMENDING CHAPTER 22 "CIVIL EMERGENCIES," ARTICLE IV "POST-DISASTER MANAGEMENT," DIVISION 2 "EMERGENCY WAIVER FOR POST-DISASTER TEMPORARY ACCOMMODATIONS" OF THE CODE OF ORDINANCES, CITY OF BAYTOWN, TEXAS, TO UPDATE THE CONDITIONS PERTAINING TO THE TEMPORARY STRUCTURE PERMIT, INCLUDING EXTENSIONS OF AND VARIANCES TO SUCH PERMIT,AND WASTE CONTAINERS; PROVIDING A REPEALING CLAUSE; CONTAINING A SAVINGS CLAUSE; PRESCRIBING A MAXIMUM PENALTY OF FIVE HUNDRED AND NO/100 DOLLARS ($500.00); AND PROVIDING FOR THE PUBLICATION AND EFFECTIVE DATE THEREOF. 2. MANAGER'S REPORT City Manager Davis along with other staff provided reports on the recovery activities and events that transpired over the period of the last ten (10) days. He stated that his intent is to place a similar item on future agendas, thus, allowing department directors, as well as, other recovery area stewards the ability to report recovery status updates to Council on a face-to-face basis. Mr. Davis presented the following report: • Police - He stated that the police continued to provide extra patrols to the hardest hit areas of the community by using personnel from HotSpot,Traffic, CVE, as well as, overtime. He stated that detectives and bureaus, with the exception of patrol have returned to normal duty. He stated that police personnel continued to support other city employees in recovery efforts with their time, money, and gifts. He further stated that there were no instances of looting. City Council Special Meeting Minutes September 07,2017 Page 5 of 7 • Public Works - He stated that the public works facilities were operational and five (5) lift stations continued to work with bypass pumps. He stated that staff continued to clean the drainage system by removing debris left in culverts and ditches left from the storm, in which they were 90% complete. He stated that staff also repaired storm damage to equipment, pot holes in the streets, and restarted the east district waste water treatment plant. He stated that staff focused efforts on completing damage assessment and cost of repairs. He noted that the City has more than 80 lift stations. He stated that the debris removal contractor's started working and was optimistic about remedying the situation tasked as they operated seven days a week. He stated that traffic synchronization was not functional on Garth Road and Highway 146 corridors. • Planning - He stated that nine (9) teams of inspectors were dispatched to the affected areas to perform the necessary assessment in which they were close to completing. • Parks and Recreation - He stated that staff made a preliminary assessment of damages and noted that the American Little League Field, Bayland Park, Baytown Nature Center, Bicentennial Park, Blue Heron Park, Britton Park, Champions Little League Field, City Hall, Community Center, Goose Creek Trail, Hollaway Park, Jenkins Park, Pirates Bay, Roseland Park, RTC Property, Unidad Park, and the Wetlands Center all sustained damage in the neighborhood of$1 million dollars, with 3/4 being that of Roseland Park. • Fire and EMS - He stated that there were 352 rescue calls dispatched from August 27th through August 31st, 1,250 persons rescued by the fire department with an estimated total of 4,500 rescued. He stated that there were no reported injuries and firefighters received the vaccine for Hepatitis A and Tetanus. He stated that two (2) stations received water from rising floods and four(4) vehicles received damage from high water. • EOC - He stated that all Hubs were closed and cots, as well as, donations were picked up. He stated that shelter occupancy during the response efforts was in the neighborhood of approximately 1,000 individuals. He stated that FEMA was setup at the community center, clothing was made available through Trinity Episcopal Celebration of Life Church, food request was referred to the Hearts of Hands and the Baytown Resource and Assistance Center (BRAC)provided vouchers to Food Town if needed. He stated that individuals receiving food stamps in the area received additional $300-$400 per month, gas cards and transit bus passes were administered through the Love Network. He stated that the Love Network provided medications for adult prescriptions and BRAC provided children prescriptions. He stated that BRAC provided monthly rent for a cap of $500 for one (1)month at rent with proof of displacement and the Love Network provided deposits and application fees with a cap of $500 per family for one (1) month. He stated that BRAC administered electricity payments with a cap of $400 for one month; Love Network administered prepaid electrical payments with a maximum of $75 for one month, and the City of Baytown deferred water payments for one month for those in disaster areas. He stated that both BRAC and Love Network sent clients to local storage units and pay for tow for two (2) months; assist with car repair such as battery replacement, alternator, and gently used tires with a cap of$200; and utilized up to $250 for a maximum of one(1)week at a motel based on availability. Additionally, City Manager Davis expressed appreciation to all involved in the recovery efforts after Hurricane Harvey and noted that the community assistance was tremendous. City Council Special Meeting Mmutes September 07,2017 Page 6 of 7 Mayor DonCarlos inquired if residents were being informed of all of the assistance being offered through the city and other local agencies. Director of Strategic Initiatives,Nick Woolery stated that residents would be provided with all of the information that was provided to the council this evening, in addition to any other information of our local agencies, such as those efforts being led by our local United Way. During further discussion, Mr. Woolery stated that the tourism team has redirected its resources and efforts from their visit Baytown duties to helping coordinate and support the volunteer efforts in the city for as long as they are needed. He noted that they were able to redirect these resources as there is no tourism happening at this time because of the storm. He stated that the front page of the City's website has added tabs to help residents quickly retrieve information, such as: how to get assistance, how to give assistance, and other recovery resources. Mr. Woolery stated that the local United Way and the City's tourism personnel have worked together to assist with recovery assistance efforts to those with Hurricane Harvey related issues. He noted that the United Way already has funds allocated specifically for the Harvey related issues for our residents, so he suggested that people in need be referred to the United Way for immediate assistance. He further noted that Chevron Phillip in partnership with our local hospitals will be providing 300 free tetanus shots at Hollaway Park on Saturday, September 9th, from 10:00 A.M -4:00 P.M. Director of Planning and Community Development, Tiffany Foster presented a damage assessment report. She stated that staff is undergoing an initial review of the areas that have been damaged in order to identify the most damaged areas and dispatched teams to assess those homes first, in order to identify which homes are eligible or not to rebuild. She stated that staff has so far completed approximately 4,410 assessments of single family homes, which is as estimated 19% of the City's housing stock. She estimated that 3,000-3,500 homes were affected by roof leaks or rising water ranging from one inch to ten feet. She further noted that staff plans to be complete their assessments by Saturday and noted that they still have about 700 homes left to assess. Mrs. Foster stated that staff members have actively assisted residents with their permit questions and continue to work closely with those residents in the floodplain/floodway areas as they require extra assistance in the review of their damages and what will be needed to get them repaired. Council Member McCartney inquired if to date there were many residents not eligible to rebuild. Mrs. Foster stated that currently staff was not sure,but noted that the floodplain was adjusted and those who have had their homes for thirty years and were originally not in the floodplain are now in the floodway. Council Member Hoskins stated that it was brought to his attention that there were homeowners that planned to do small repairs to their rent houses without gutting and rebuilding them, in order to rent them out as soon as possible. He further inquired as to what was in place to protect people from this type of situation. Mrs. Foster stated that at this time, there was nothing specific in the assessment process that dealt with this issue. City Council Special Meeting Mmutes September 07,2017 Page 7 of 7 Mayor DonCarlos stated that a procedure is in place whereby a contractor could come to the City to pull a permit and receive a placard that verifies that they were legitimate businesses that are permitted to function within our city. Additionally, he requested that each council member assist with spreading the word to the residents in their perspective districts about ensuring that their contractors are appropriately permitted by the City. He further stated that there's a hotline, as well as, the attorney generals website available to report such abuses. Additionally, he recommended that staff compile as much information on the contractor as possible, to include but not limited to their license plates, driver's license, etc. Police Chief, Keith Dougherty stated that if the report being filed involves a theft issue, the Baytown Police Department would handle those cases, and noted that people should not pay the contractors up front until the job is complete to their satisfaction. Chief Dougherty also noted that for reports involving contractor issues should be processed through the Texas Attorney General's Office. 3. ADJOURN With there being no further business to discuss, Mayor DonCarlos adjourned the September 07, 2017, City Council Special Meeting at 5:08 P.M. ,0. 11-:•'!`d1). eticia Brysch, City Cl. City of Baytown