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2018 11 17 CC Minutes, SpecialMINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF BAYTOWN NOVEMBER 17, 2018 The City Council of the City of Baytown, Texas, met in a Special Meeting on Saturday, November 17, 2018, at 8:00 A.M. in the Innovation Room of the Sterling Municipal Library, One Elizabeth Wilbanks Avenue, Baytown, Texas with the following in attendance: Laura Alvarado Council Member Robert Hoskins Council Member Charles Johnson Council Member Chris Presley Council Member Heather Betancourth Mayor Pro Tern Stephen DonCarlos Mayor Rick Davis City Manager Ignacio Ramirez City Attorney Leticia Bryscb City Clerk Mayor DonCarlos convened the November 17, 2018, City Council Special Meeting with a quorum present at 8:00 A.M., all members were present with the exception of Council Member Himsel who was absent. 1. DISCUSSIONS a. Review and discuss the 5-Year Strategic Plan progress. City Manager Rick David introduced the item and welcomed the Council to their yearly retreat where they would discuss the City of Baytown in Year 2022; what do they want to see in Baytown and where is the City heading. Mr. Davis noted that they would going through the Council's 5-year strategic plan and focusing on their five (5) different initiatives: (1) Community Reputation and Image, (2) Infrastructure and Mobility, (3) Neighborhood Quality, (4) Enhanced Community Amenities, and (5) Operational Excellence. The Council reviewed the Community Reputation & Image and was directed to think of ideas of what they would like to see and annotate their ideas on previously provided cards. The Council reviewed and discussed Infrastructure and Mobility, and identified the following items of what they would like to see accomplished and/or are important to them: • Addition of East-West Trail Connections, across Cedar Bayou; • Trail connections from the mall to the Baytown Marina; • Promote citizen awareness of City's bike trails; • Improvement of streets and roadways; new roadways; City Council Special Meeting Minutes November 17, 2018 Page 2 of 8 • Continue work towards underground utilities by removing ugly lines/poles; particularly; the lowest Comcast lines and require underground utilities with new development; • Continue to improve the City's sewage system and main line headers; • Develop fiber-optic capability; • Promote and create Regional/Sub-regional detention and retention; and • Achieve a better average for pavement conditioning index for street repairs The Council discussed where they thought the City was today and what are obstacles in the way of progress as it relates to Infrastructure and Mobility. Mr. Davis noted that while the City has had many successes, there is still a long way to go and in order to be successful, staff must align its desires with those of the Council while being aware of the challenges. Deputy City Manager Ron Bottoms presented the Council an overview of the current and future bike trails across the City; parking opportunities to connect to the trails; signage; and other trail related items. The Council identified the following items as obstacles related to the trails system: • Natural obstacles; such as: pipelines, landowners, offset streets; and having large landowners master plan their properties; • Obsolete parking; non-existent trail head markers; community culture of hikelbike; • Desire to showcase or market our trails; events like a 5k run on the trails; • Unclear short-range and mid -range goals like power lines, poles, etc.; • Desire for more results, while planning is OKAY, they want to see results; • Conflicting goals between utilities, landowners; developers; council and staff; • Connectivity in certain areas; such as Ginger Creek; and • Disorganized; i.e., getting on the same page between Council, City Management; more communication; reports and/or updates on progress of all projects. The Council discussed how to move forward to accomplish the goals in Year 3 for Infrastructure and Mobility, and noted the following ideas: • Build bike trail parking; trail heads with big, creative art pieces; • Undertake extensive public education and marketing of trails; • Schedule public events on the trails; • Install trail markers; • Complete the Hunt Road and San Jacinto Boulevard Projects; • Modify/Reevaluate trails as the City grows, and incorporate existing neighborhoods; such as: Ginger Creek, Craigmont, and Village Lane; • Update the Council every six (6) months on progress of projects; • Distribute more information to the public via Channel 16; • Meet with cities; such as Kingwood and The Woodlands regarding their work and experience in controlling power poles and lines in their jurisdiction; • Set timelines and goals on projects; • Create a Year -by -year plan for street improvements for each single member district with the use of the PCI index; City Council Special Meeting Minutes November 17, 2018 Page 3 of 8 • Establish a master plan for the San Jacinto and Mall Marketplace areas; • Research who is patrolling the trails and consider security options; and • Trains, UPRR, length of trains; advance notice of trains on tracks. At 10:15 a.m. the Council recessed in a brief break and reconvened their discussion at 10:35 a.m. The Council discussed their strategic initiative number three regarding Neighborhood Quality and identified the following as highlights and/or something missing by 2022: • Potential for an increase in crimes of opportunity; • Desire for increased neighborhood crime watch programs; • Desire for more well -kept neighborhoods in older sections of City; • Decrease drug dealings/activity in the parks; • Decrease in homelessness activity / hangouts; • Improved lighting in neighborhoods, • Improved signage in neighborhoods; • Abatement and decrease of graffiti on public and private property; • Increase Baytown Police Department (BPD) presence and visibility via mounted patrols; police substations, and other community programs; • Decrease in vagrants, petty crime, drag racing, and noise pollution; • Increase in the use of Channel 16 to advertise City programs; • Increase in code enforcement efforts; • Wider streets and/or increases in setback requirements to alleviate the number of cars parked on streets; and • Desire to expand the blight ordinances (LLC). As it related to the Neighborhood Quality, the Council listed the following items regarding where they felt the City currently stood and what were the obstacles faced for success: • Public outcry; • Public apathy makes it difficult to stay the course on beautification efforts and compliance with codes; • Rural vs. urban mentality in newly annexed areas; • Lack of sidewalks throughout City; • Making improvements in areas that are adjacent to the City but are in the County jurisdiction (Harris and Chambers); • Clarity and consistency of City codes; such as: street parking - what is / is not a violation; • Conflicting points of view; • Difference in action to the Council's original intent; • Apathy from residents that want to stay in District Nos. 1 & 2; • Standardize plans to increase aesthetics; • Being wishy-washy — City must hold firm to code enforcement efforts; City Council Special Meeting Minutes November 17,2018 Page 4 of 8 District No. I has a long time feeling of being neglected and have distrust and transparency concerns; Rental properties vs. owners; and Judge/Jury sympathy during code enforcement trials. At 11:35 a.m. the Council recessed for lunch, and reconvened at 12:00 p.m. to discuss ideas on how to move forward to accomplish the goals listed in Year 3 for Neighborhood Quality; the Council identified the following items: • Create active partnership with business development in District No. 1 to help develop and/or keep businesses in this area and not have them migrate to Mall / I-10 area; • Proactive actions regarding the Northwood area to include: Waste Management, volunteers, and City Departments; • Increase communication with HOAs and neighborhoods; • Tiered violation/fines for commercial and residential properties; • Work with HOAs to enforce existing codes; • Increase BPD neighborhood watch programs; more BPD presence; • Increase media campaign for ordinances being strongly enforced; • Stay the course on code enforcement efforts; • Campaign to establish new neighborhood watches; • Pick up bandit signs even in county areas outside city limits; • Expand and/or add resources for code enforcement; i.e. more staffing, inspectors, night court; • Options for those that cannot afford court fines; i.e. business voluntcers, school volunteers, and civic associations mobilized to clean up areas; • Increase security in high crime areas; • Neighborhood volunteer / grant program for those who cannot afford fines; • More RIZ, Economic Development, incentives packages for developers; • Increase media presence, use public affairs to showcase positive stories of Baytown; and • Create more "buzz" around developments. The Council discussed their strategic goal of Community Amenities and based on their documented vision listed where the City is now in relation to said goal and what are the obstacles to achieve these goals; the item are as follows: • Perception of Baytown with developers and retailers can be better; the City needs to keep promoting its positive message by communicating good news about the City, our market, and our community to get the City to the next level up; • Improve the perception of South Baytown; • Have a more balanced promotion of all areas within the City by the organization and its partners; i.e. EDF, etc. • Negative perception of older areas of City; continue to invest in these areas; • Lack of entertainment; such as: Dave & Busters, ropes courses at BNC, etc.; City Council Special Meeting Minutes November 17,2018 Page 5 of 8 • Need to increase media coverage to sell the Baytown Advantage; • Lack of a golf course; • Reluctance to invest in certain areas; • Need more sponsored activities in Bicentennial Park, etc. • The Old Baytown areas need to keep moving forward through public investment and promotion of private investment in order to bring positive focus to the area; i.e., move train to Texas Ave.; • Focus on smaller projects and franchises; such as: Dave & Buster, Chuck E. Cheese, etc.; • Unmotivated or absentee property owners; • Need other, non -city sponsors and events, need to consider offering alcohol sales and consumption at City parks and facilities; • Lack of options including micro -breweries; offerings that are not available elsewhere; • Lack of PR, media coverage for local places like O'Neal's, Roosters, etc.; • Weak/hreffective dialogue between City, GCCISD, Lee College; and • Lack of quality day-care choices. The Council discussed ideas on how to move forward to accomplish the goals listed in Year 3 for Community Amenities, and they me as follows: • Complete Market Street study, exploring ideas for new businesses with EDF for this area; • Create active partnership with City, GCCISD, and Lee College; • Strategic plan to promote/incentivize the use of vacant properties; • Promote Tourism, Brunson, Roosters; • Move the Roseland Park locomotive to the Downtown Arts District; • Downtown Arts District needs more spirited discussion on how to attract desired/targeted "good" bars/night entertainment to include the discussion of liquor and food sales in this area; • City meet with Downtown Arts District property owners to try to get movement on useldevelopment of vacant properties; • Revise event permits to include alcohol sale/consumption in City parks and facilities; • Increase new development on Market Street and Alexander with desired national/regional chains and not more donut shops or taquerias; • Develop promoters to bring in entertainment, festivals at City parks/facilities; • Identify/Create something that makes Baytown different than any other community; a Baytown-therred festival; • Increase the number of movie nights; family nights; events at City parks and facilities; • Continue to market Baytown; • Integrate businesses and amenities, in order to bring people coming into our community and get them involved/invested in it; • Create a restaurant incubator to encourage restaurateurs; i.e.; find a place vacant that restaurants could occupy for a period of time to `test" their restaurant (pop-up restaurant); and • Assist with access to quality day-care choices. City Council Special Meeting Minutes November 17, 2018 Page 6 of 8 At 1:20 p.m., the Council recessed for a short break and reconvened into their meeting at 1:40 p.m. to begin the discussion on Operational Excellence, where is the City now and what are the obstacles being faced. The Council identified the following items: • Change mentality from "we've always done it this way"; • Look for best practices using automation when possible; • There are long wait times on permits and a lack of understanding of City rules and guidelines; • Staff needs to help and explain to residents as well as businesses what the City's codes, regulations and guidelines me and how to navigate them; • Exisfing mentality of "No Way" vs. "Let's Make it Work"; staff needs to help identify flexible solutions; • Citizen survey needs to ask about satisfaction with City property taxes; • Employee retention, staff members are leaving or retired, which impacts operations as historical/institutional knowledge is lost; • Human Nature — resistance to change; • Inconsistent customer service; i.e., the wrong people in some positions; rude service and unhelpful staff, • People in our City are treated differently; • Concern over some hires, staff needs to select good people and follow-up on them; • Staff should openly share acceptable solutions and allow for flexibility; • Outdated permitting processes/software; • Water bills are high and the City should reduce online fees and offer better payment options; and • Ensure that planning solutions get to the bottom line citizen. The Council discussed ideas on how to move forward to accomplish the goals listed in Year 3 for Operational Excellence, and they are as follows: • Charging employees a penalty if they leave short of a specific period of time to cover costs of training without a period to become proficient; • Incentives for businesses to help comply with local and international codes; • Clearer information or guidance on public notices or written communication; • If the answer is "no", then staff should offer solutions; • Customer service and relations at the ground level; i.e. front line employees; • Ask more tax -related questions on citizen surveys; • Fact sheets or FAQ's to help citizens with City processes to include estimated timelines; • Customer service training for everyone that interacts with the public; also give staff expectations for dealing with others and providing assistance and solutions; • Consider code amendments, flexibility, variances for non-life/safety issues; especially in areas that the City is trying to incentivize development; and City Council Special Meeting Minutes November 17, 2018 Page 7 of 8 • Small businesses, sub -contractors, suffer when we deny permits; therefore, the City needs to hear the stakeholders' voices; get input from general contractors on how the City can improve its services. The Council recessed for a break at 2:50 p.m. and reconvened their meeting at 3:00 p.m. to discuss the City's Community Reputation & Image, where is the City now and what are the obstacles being faced. The Council discussed the following items: • Positive feelings about the new Public Affairs team, and noted that they could best deal ryith the obstacles regarding negative word of mouth outside of Baytown and promote in - city housing options; • Create a local image messagelbrand that is different from the regional message, in order to draw other people to Baytown; • Eliminate conflicting information and focus on message that says that the City wants people to permanently work, play and live here and not focus on temporary work and stay; • The City's image is outdated, and there should also be a focus on high-tech industries; • Create an effective branding/marketing program; • Working and completing many of the items in the previously discussed strategic goals will ultimately help increase the City's reputation and image; • There is no Baytown pride, people here are not proud of our city and talk negatively about it; • Collectively "we" do not stand-up enough for the City and its people; • Developers either have outdated or no current information about the City; • Diversifying workforce preparedness from solely an industrial base; • Need for more collaboration with City, GCCISD, and Lee College; and • More media campaigns like the Here We Grow Giants campaign. The Council discussed ideas on how to move forward to accomplish the goals listed in Yew 3 for Community Reputation & Image and they are as follows: • Trust the Public Affairs/Public Relations Department (PA/PR) and let them do their jobs; • Encourage additional master planned communities and housing opportunities above $300K; • Leverage industry and businesses to help be part of the positive brand of Baytown; • Leverage the Chamber of Commerce; • Enhance communications beyond our internal PA/PR; • Consider the use communications interns to assist PA/PR Department; • Incentives for industrial managers to move back to Baytown; • Advertise and market Baytown on TV and in State and Regional magazines; • Each member of Council and staff need to promote a positive image of Baytown; • See "Imagine Baytown" initiatives to the end; and • Showcase all of the City's positives and wins. City Council Special Meeting Minutes November 17, 2018 Page 8 of 8 Mayor DonCarlos stated that it is important to continue to dream of what Baytown can become and to continue the good — hard work to make it happen!!! b. Develop 2019-20 initiatives and strategies to continue progress on strategic plan directives. Mr. Davis noted that moving forward staff would collect all of the retreat's comments into a usable format that will be brought back to the Council around February or March, 2019, as it will help serve as the foundation for the upcoming budget process. 2. ADJOURN With there being no further business to discuss, Mayor DonCarlos adjourned the November 17, 2018, City Council Special Meeting at 3:50 P.M. a Leticia Brysch, City Clerk City of Baytown _,!