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2019 08 06 WS Minutes, SpecialMINUTES OF THE SPECIAL WORK SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN AUGUST 6, 2019 The City Council of the City of Baytown, Texas met in a Special Work Session on Tuesday, August 6, 2019, at 5:00 P.M., in the City Council Chamber, Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Laura Alvarado Council Member Chris Presley Council Member Charles Johnson Council Member Heather Betancourth Council Member Robert Hoskins Mayor Pro Tern Brandon Capetillo Mayor Rick Davis City Manager Ignacio Ramirez City Attorney Leticia Brysch City Clerk Keith Dougherty Sergeant at Arms Mayor Capetillo convened the August 6, 2019, City Council Special Work Session with a quorum present at 5:04 P.M., all members were present with the exception of Council Member Presley who arrived at 5:28 P.M. and Council Member Himsel who was absent. 1. DISCUSSIONS a. Discuss the City of Baytown Fiscal Year 2019-20 Proposed Budget. City Manager Rick Davis gave the City Council an overview of the proposed budget beginning with the City's Community -Based Strategic Plan, which began with Council's retreat in November of last year. He noted that from that retreat, the staff put together an Implementation Plan, which set the groundwork for the budget that is being presented today. Mr. Davis noted that the budget captures Council's priorities and five directives, which include: (1) Community Reputation and Image, (2) Infrastructure and Mobility, (3) Community Amenities, (4) Neighborhood Quality, and (5) Operational Excellence. He also noted that the proposed budget does not have any changes to the Water and Sewer rates. Finance Director Wade Nickerson presented the Council with a summary of the (1) General Fund, (2) the HOT Fund, (3) Sanitation Fund and (4) the Storm Water Fund. Mayor Capetillo thanked staff for submitting the budget in advance, which allowed Council more time with the document and allowed them to better prepare for the meeting. He noted that there are many city-wide needs, particularly in roads, sewer, drainage and infrastructure, but City Council Special Work Session Minutes August 6, 2019 Page 2 of 7 wanted streets to remain a priority. Mayor Capetillo also noted that the Council would be discussing property tax reductions while insuring that the City services remain of high quality. Each Council Member was given an opportunity to ask questions and/or comment on any of the items listed in the proposed budget; the notes for each are listed below: Mayor Pro Tent Hoskins: o Pg. 18 — Happy to we that the Cedar Bayou Crossing project was moving forward. o Pg. 23 — Supply costs for water is expected to increase by 2%, he noted concern about water leaks, on both City and citizens side and wanted to identify ways to help with these issues and not just treat the water and spend so much money on chemicals. o Working Capital noted that no retiree health benefits are available to employees hired after 2010 — wanted to know why said statement is included. Mr. Nickerson noted that the statement is included in the budget for information purposes as staff has to outline the costs that are in the budget, of which retiree benefits is a considerable amount. o Pg. 53 — Concerned that street marking supplies was only $10,000, as there were many streets throughout the City with faded markings that were not visible during storms. Public Works and Engineering Director Frank Simoneaux noted that in addition to the noted $10, 000, Public Works has over $350,000 in next year's budget to help with this endeavor. He further noted that staff follows a 15-year stripping plan and the selected streets vary each year depending on the need. He noted that unfortunately, there were issues with the stripping contractor this year, and staff is in the process of getting another one; staff hopes to get the stripping work back on track soon. o Pg. 54 -- Inquired amount the $21,000 for confidential; Mr. Nickerson noted that this is used when staff needs to get someone to do some work for that cannot be discussed in public. o Pg. 55 - Inquired to the nature of the $400,000 for the Fire Station alerting system; Fire Chief Kenneth Dobson noted that this is the system in the fire stations that alerts the firefighters that there is an alarm. He noted that the current system is old, outdated and in many instances don't work, so these monies will replace them across all the fire stations. o Pg. 68 - Noted that the meant used in overtime could justify the hiring of additional staff. o Pg. 87 - Inquired about the $40,000 in part-time monies in the City Clerk's budget; City Clerk Lettie Brysch noted that said amount was to be used in relation to Laserfiche projects and the quality assurance of scanned records. o Pg. 96 — Concerned of amount of overtime, a little over $500,000 and wanted to see if the Police Department could take some of that amount for full time employees. Police Chief Keith Dougherty noted that there are special projects that are seasonal and/or done at the direction of the Council that require the use of overtime monies, and because they are temporary in nature, do not merit a full time employee. He further noted that the Police Department is only down two (2) officers. o Pg. 100 — Same concern for overtime in the Fire Department as those noted in the Police Department. Chief Dobson noted that all engines, trucks and ambulances are covered, with the exception of the ladder truck. He noted that the overtime is used to cover the ladder truck and to cover other shifts that are impacted by Kelly Days, sick time, vacation City Council Special Work Session Minutes August 6, 2019 Page 3 of 7 time, etc. Chief Dobson noted that the City is not depending on mutual aid as much as it had in the past with last year's addition of an additional ambulance and noted that it had in fact gone down significantly in the last year. Chief Dobson noted that he had asked for 15 firefighters, but are getting 6 in the proposed budget and would use them as needed. o Mayor Capetillo requested that staff provide measurement data on how much time firefighters are spending at the hospital in order to better move forward. o Concerned with the use of overtime across the City Departments. Mayor Pro Tem Hoskins wants to make sure that the Fire Department can have all the needed personnel for the ladder truck (6 firefighters) and to cover the shifts (9 firefighters). o Inquired as to the need for new Utility Billing (UB) software. Mr. Nickerson noted that the new software is primarily to provide better service to the customer. o Inquired as to the need for another Pavement Condition Analysis. Mr. Simoneaux stated the current analysis was completed five (5) years ago and needs to be updated in order to help develop a plan to rehab or maintain the streets. o Inquired as to why the Water and Sewer fund was not supporting itself and required support from the General Fund. Mr. Nickerson noted that the last rate increase provided enough room for the City to issue debt for major projects. He further noted that the administrative transfer from Water and Sewer to General Fund was reduced, and won't be stand-alone until water and sewer rates are raised again. o Noted that as he had mentioned last year, he wanted to decrease the tax rate about 1 %, as he believes it is needed and requested that the proposed budget be brought back With said decrease as he believes the budget can support it without hurting the quality of services. Council Member Presley: o Inquired about the new Plans Review Manager added in the budget. Planning and Development Service Director Tiffany Foster noted that this position in addition to being the manager for examiners, will also allow for technical oversight and quality across the City in order to have some controls before plans are sent out to citizens; he/she will also help manage with new software. o Inquired about the $300,000 budgeted for drainage in the old Downtown area and if there was a plan for this project. Mr. Simoneaux noted that the preliminary drainage plan for this area has increased the pipe -size and inlets on Texas Avenue and Defee Street. He further noted that staff looked at drainage wheel and decided that that option will not work; however, there is an alternate plan that will get the same results. o Also noted concern about FireBPD overtime. o Shares desire to see a 1 to 2 cents reduction in taxes and noted that the City takes really good care of the employees, but citizens also need a raise every once in a while. Mayor discussed increased homestead exemptions for commercial businesses in the last legislative session that failed to gain traction. o Wanted additional funding for enhancements to the mounted patrol in order to increase mounted presence. City Council Special Work Session Minutes August 6, 2019 Page 4 of 7 Council Member Alvarado: Wanted to make sure that the Fire Department had sufficient staffing in order to protect is ISO rating. Desired more resources for alleyway cleanups; Interim Health Director Tony Gray noted that Health is responsible for doing alleyway cleanups, and did not request an increase those monies. Mr. Gray noted that staff averages a three week cycle for alleyway maintenance based on weather. The staff works through contractors for this type of trimming and mowing, while issues with trash and brush are relayed to PW for cleanup. Mr. Gray noted that staff is happy to look at anything specific, but noted that the Neighborhood Protection Offices (NPOs) check the alleyways regularly. Mayor Capetillo requested a plan to review alleyways and bring said report back to the Council in September. Inquired as to what contingencies are in the budget to enhance storm drainage and projects. Mr. Simoneaux noted that there is $350,000 budgeted in the General Fund and $500,000 in the Stormwater Fund to help with these types of projects and noted that staff still have yet to fix crowns that are too high, but has these repairs scheduled for later this year; this will help waster. Market Street Redevelopment — wanted to make sure that as more items are implemented in this area, businesses need forms of incentives and access to the facade program. Glad to see bunker gear for firefighters in the budget along with the renovation to Fire Station No. 4. Council Member Betancourth: o Thanked staff for the work on the proposed budget. o In support of new UB software and upgrade. o Wanted clarification on Fire Station No. 4's renovations. Mr. Nickerson noted that the facility needs to be outfitted for female firefighters and the proposed renovation will retrofit the station to meet both male and female needs. The City is having an increase of female firefighters and they need to be accommodated. o Excited about the new Pirate's Bay Ninja Course. There was no parking issues identified this year. Mayor Capetillo requested upgrades to the tennis courts by Pirate's Bay. o Roseland Park Pavilion - wanted to make sure that $750,000 was enough to complete project. Mr. Nickerson stated that the funding is sufficient. o Wanted definition of the Capital Improvement Projects Fund. Mr. Nickerson noted that this line item is in the General Fund and is used for multi- year projects. o Desired clarification on the Digital Advertising Campaign — Public Affairs Director Mark Miller noted that the Digital Advertising Campaign is a series of campaigns with several methods used to promote and attract people to Baytown and promote activities; such as: fishing, birding, GeoTour, public art and other amenities. o Desired a proper Public Affairs / Media room for news/press conference area. Mr. Nickerson noted that this area will be accommodated in the next year. o Asked why the Baytown Police Department had monies in the budget for wrecker service. Chief Dougherty noted that these monies are used to pay for towing services related to city vehicles. City Council Special Work Session Minutes August 6, 2019 Page 5 of 7 o Mounted Patrol — wanted to support unit more, maybe have an allowance for animal feed. Chief Dougherty noted that this group is a part of the Patrol Division and the horses are personally -owned animals. He noted that the PD pays for training for both the officers and horses, purchases some equipment, and other miscellaneous needs, which are covered under other funding sources within the existing budget. He also noted that mounted patrol is used under very limited circumstances, and noted that these patrol officers are assigned to other duties. o Desired more park safety and lighting improvements in the parks and trails. Mr. Nickerson noted that some improvements are coming out of the existing budget and others; such as: the purchase of ATVs out of the CCPD budget. Chief Dougherty noted that the PD is creating a bike patrol program, and has money in the budget to fund bikes and put them on the back of police cars so they can be used on trails. o Inquired if more HAZMAT air monitors are needed. Chief Dobson noted that the Fire Department has monies to purchase this equipment. o Inquired about the increase of $850,000 for Streets, sidewalks, and curbs. Mr. Simoneaux noted that the increase is due to new technique called street grinding. He further noted that while sidewalks are not specifically listed as a line item in the budget, they are included. Council Member Betancourth requested a binder, similar to the one created for street maintenance, but for sidewalks, in order to know where and when new sidewalks will be put in. Mr. Simoneaux noted that the sidewalks master plan is handled by the Parks and Recreation Department, and they would work together to put something together for new outline new sidewalks and their maintenance. o Inquired as to the funding for the Animal Control Shelter. Mr. Nickerson noted that the $7.2 million would be sourced with the issuance of debt, and noted that the debt expenses are included in the proposed budget. 0 0 of July — wanted to see more money in this account to bring a higher level of performers for large scale events. o Pg. 139 — Aquatics - desired additional monies for training for life guards, ethics and compliance training, sexual harassment and middle manager training. Human Resources and the Parks and Recreation Department are already to this type of training to staff early next year in order to prepare for next season. o Requested clarification regarding the Capital hnprovement Project monies. Mr. Nickerson noted that the monies that go unspent; such as that for Russell Park is carried over to the next year if it is not used. o Miscellaneous monies for the Baytown Youth Advisory Commission. Mr. Nickerson noted that any expenses to this item would be covered with existing monies and does not need a separate line item. o Requested that the headcount for Chevron -Phillips be updated to show that it has 980 employees. Council Member Johnson: o Wanted to make sure that everything has been done to properly staff the ladder tick. o Happy with the purchase of the new UB software. City Council Special Work Session Minutes August 6, 2019 Page 6 of 7 Wanted to make sure that the Bayway Drive Market Study monies in the amount of $80,000 would move over to next year's budget if it wasn't' spent this year. Mr. Nickerson confirmed that it would. Happy to hear that there would be no increases to water and sewer rates. Wanted to know what could be done with the PSLIP program to replace people's private sewer lines. Mr. Simoneaux noted that staff had applied to TCEQ for permission to use the air quality fines associated with the City for the repair of private sewer lines. The proposed program would be structured to not be means tested, as there is .already a similar program that is mean tested through CDBG. He noted that TCEQ is still reviewing the plan and staff is pending the final decision. Mr. Simoneaux also noted that the City has an agreement with TCEQ for a 10-year program to improve its water and sewer system, and is now in year 6. He further noted that there has been some success with manholes covers by which old manhole covers have been replaced with water tight covers that have resulted in the reduction of overflow issues in certain problem areas. Pirate's Bay - wanted to look at increasing capacity at the park. Mr. Nickerson noted that finding funding for this type of large project is a challenge considering that MDD is tapped out right now. In favor of a tax decrease. Inquired as to how much the budget increase this year? Mr. Nickerson noted that the budget increased 2.5% for all major operating funds; the information is listed on Pg. 49: $202,451,875 (FY18-19) to $207,532,879 (FY19-20). Mayor Capetillo: o Noted that no officers were added to the Baytown PD in this budget and wanted staff to make sure that they were mindful in next year's budget to accommodate the need for more police officers to handle the City's growth. o Requested an audit of the Empowerment Zone from Ward Rd. to Bay Plaza Area. Ms. Foster noted that staff is already working on an audit of Alexander Dr. between Ward Rd. and Bowie Drive and have addressed some areas with incentives and right of way (ROW) improvements. She further noted that staff is preparing a recommendation to expand the zone along the frontage of Alexander Drive to close in that area by taking everything in south of SH 146. Ms. Foster noted that there me currently 5 active new projects in this area, so there is some new investment along SH 146. o Requested that staff make sure that the UB billing process is as easy as possible to the customer. o Requested that staff look into offering employees a discount for season passes to Pirate's Bay. o Agreed that air monitors are beneficial to the City. o Requested that a Mobility Master Plan be added to next year's budget. o Requested a Capital Improvement Plan for Streets, Sidewalks, Storm drainage, in order to have a comprehensive summary of a 5-year plan to which streets are being done by year for the next 5 years. o He requested that the staff bring back options to reduce the tax rate by 1 cent or by half a cent with an increase in exemptions. He noted he was willing to reduce the total days in reserve to accommodate said reduction. City Council Special Work Session Minutes August 6, 2019 Page 7 of 7 The Council requested that the staff bring back options at the August 8th Council Meeting and requested information of how much money has been saved through the PIPE Program, and potential increases to exemptions for the disabled and elderly. 2. ADJOURN With there being no further business to discuss, Mayor Capetillo adjourned the August 6, 2019, City Co cil Special Work Session at 7:30 P.M. Letic a Brysch, City Clerk r1( City of Baytown v+