2018 11 19 WS Minutes, SpecialMINUTES OF THE SPECIAL WORK SESSION OF THE
CITY COUNCIL OF THE CITY OF BAYTOWN
NOVEMBER 19, 2018
The City Council of the City of Baytown, Texas met in a Special Work Session on Monday,
November 19, 2018, 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
Charles Johnson
Mayor Pro Tem
David Himsel
Council Member
Chris Presley
Council Member
Heather Betancourth
Council Member
Stephen DonCarlos Mayor
Rick Davis City Manager
Ignacio Ramirez City Attorney
Alisha Segovia Deputy City Clerk
Mayor DonCarlos convened the November 19, 2018, City Council Special Work Session with a
quorum present at 5:30 P.M., all members were present with the exception of Mayor Pro Tom
Johnson that arrived at 6:05 P.M. and Council Member Hoskins who was absent.
1. DISCUSSIONS
a. Discuss the new Christmas Parade Route.
Parks and Recreation Director Scott Johnson presented the item and stated that staff was
currently working on extensive public outreach and education through flyers, Channel 16, the
website, the local newspaper, and social media regarding the changes to this year's Christmas
parade.
Recreation Superintendent Cliff Hatch showed the Council an education video regarding the
change in the parade route that is being played on the City's television channel, the website and
Facebook. He also showed the Council the flyer that is being handed out throughout the City in
the hopes that the community will not be surprised by the changes.
Mr. Hatch noted that the theme for this year is the same as last year considering that many
residents spent a lot of money buying these types of decorations, only to have the event
cancelled due to the rain event. Mr. Hatch went over the new parade route and noted that the
changes were for efficiencies, safety for those involved and making sure that the train stopping
on the tracks on Texas Avenue no longer impacted the flow of the event. He noted that staff will
continue to review the parade route and Christmas tree lighting for further improvements to
make this a more enjoyable event for all attendees.
City Council Special Work Session Minutes
November 19, 2018
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b. Discuss Rules and Fees for the Renovated Clubhouse at Evergreen Park.
Parks and Recreation Director Scott Johnson presented the item and stated that the clubhouse at
Evergreen Park is nearing completion and is going to be a beautiful place. He noted that it is
spectacular and looks nothing like it used to as the interior walls are gone; which made the room
bigger. He further noted that the bar is gone; the kitchen has been taken out with that space now
being a nice serving room; a warming kitchen has been placed in the back with extra storage,
some refrigerators and a stove. Mr. Johnson noted that these things have been put in place to
help attract weddings, galas, and other community events.
Mr. Johnson noted that potential renters will be able to go to the community center or online to
reserve the room, and while the staff will set the event up, they would have to get their own
caterer, florist and other contractors for series. Mr. Johnson noted that there would be a member
of staff out at the clubhouse with the renter in case there was an issue, staff would setup the
event, and that is the bulk of the services.
Mr. Johnson asked Recreation Superintendent Cliff Hatch to present the proposed alcohol policy
for the clubhouse during special events and rentals.
Mr. Hatch stated that he would give the Council and overview of the facility with a little
information about the facility, a quick rundown of the different fees and the amenities, and the
alcohol policy.
Mr. Hatch noted that for a regular rental with no alcohol, the process would be the same as it is
now with any of the City's rentals. A person could go to the community center or online to rent
the room and pay for it. There will be one an attendant out at the event to help set-up a limited
amount of tables and chairs. However, if the renter elects to have alcohol, the renter will have to
physically go to the community center to fill out the special event application. The application
packet has a lot of information that includes items for profit and non-profit events; public versus
private events; tables and chairs, preferred vendors, setups, etc. Mr. Hatch noted that the City
will not have the items for special events, but will provide renters with a list of local vendors
they can use.
Mr. Hatch noted that the use of alcohol requires a different form of insurance and the addition of
police and fire personnel. He noted that any time alcohol is brought into an event, it requires that
event have two (2) Baytown police officers and (1) Baytown firefighter at a costs of $90 an hour
for all three of those; $30 an hour for each one. The reason for the firefighter is for the required
fire watch until such time as the sprinklers system is installed in the building and the two (2)
police officers are there for obvious reasons. He further noted that as it relates to insurance
requirements, a renter would have to get his/her own insurance for the event and in his research
Mr. Hatch was able to estimate that for an event for approximately 150 people with alcohol
would run an estimated $130.00. He also noted that the renter would have to provide proof of
the insurance in order to have alcohol at this location.
City Council Special Work Session Minutes
November 19, 2018
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Mr. Hatch noted that after the event, the renters are responsible for putting everything back just
like it was and if there are no damages or issues, the $500.00 will be returned in full. He noted
that the actual hourly rates for the location is $60 an hour with a two (2) hour minimum, Monday
to Thursday, and a four (4) hour minimum on the weekend.
Mr. Hatch noted that currently any event after 6:00 p.m. at any City facility requires a police
officer at a cost of $30.00 an hour. He noted that staff research the number of officers required
for events with alcohol and found that two (2) per event was pretty standard. Council requested
that something be written into the policy to allow for the officers to be required during the time
of the actual event and not during the set-up phase. Mr. Hatch clarified that regardless of the
number of attendees, if the event has alcohol, there most be at least two (2) police officers on -
site, but even if the event has no alcohol, a police officer most be present if there are 100
attendees or more.
The Council discussed options for service alcohol, contracting with TABC licensed bartenders,
and ways to make the location more competitive in the event market.
Mr. Hatch stated that the clubhouse will be ready to open in January and can seat about 150
people inside of the structure, but there are areas for people outside by the fireplace and columns
that could increase the capacity. He noted that staff would do more research into providing
different options for customers within the guidelines of the fire codes.
City Manager Davis thanked the Council for their comments and noted that he was looking
forward to having this wonderful amenity open to the public again.
C. Discuss any or all of the agenda items on the City Council Regular Special Agenda
for November 19, 2018, which is attached below.
City Attorney Ignacio Ramirez, Sr. stated in response to a question regarding item 8.h. on
consent pertaining to the proposed amendments to the Tow Truck Ordinance, that the changes
being presented are a response to the change in the City's towing and vehicle storage system. He
noted that last month the Council approved the move from having about two dozen towing
companies on a rotation list through the regulatory process, to having one towing company that
will do all nonconsent tows for the City. He noted that the Code has to be changed to minor the
new system, and is mostly just clean-up.
Council Member Presley commented regarding to item Ta. that he was very happy that the City
was supporting the documentary about the updates to the Brunson and felt that this film would
support the historical significance of this structure.
City Council Special Work Session Minutes
November 19, 2018
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2. ADJOURN
With there being no further business to discuss, Mayor DonCarlos adjourned the November 19,
2018, City Council Special Work Session at 6:28 P.M.
n�*r
Leticia Brysch, City Cler