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1965 09 29 CC Minutes, Special9019 MINUTES OF A SPECIAL MEETING OF THE CITY COUNCIL OF BAYTOWN September 29, 1965 The City Council of the City of Baytown, Texas met in special session on Wednes- day, September 30, 1965, at 6:30 p.m. in the Council Room of the Baytown City.Hall with the following members in attendance: Robert Barnes Councilman C. M. Massey Councilman Dun M. Hullum Councilman A. M. Braswell Councilman J. C. Huron Councilman Raymond T. Donnelly Councilman Seaborn Cravey Mayor Fritz Lanham City Manager - Edna Oliver City Clerk Absent: George Chandler City Attorney The Mayor called the meeting to order, the Invocation was offered, afterwhich the following order of business was conducted: Canvass Election Returns - September 18th Special Election The returns of the Special Election for the purpose of permitting the qualified voters of Baytown to decide whether or not the salaries of the members of the Police and Fire Departments, under Civil Service, should be increased $50.00 monthly per person, were canvassed by the City Council and returns verified. The Ciy Manager then intro- duced and read a Resolution declaring the results and finding that the election was duly and properly held in accordance with the laws of the State of Texas and the Char- ter of the City. Councilman Barnes moved to adopt the resolution as read. Councilman Donnelly seconded the motion. The Vote follows: Ayes: Councilmen Massey, Donnelly, Braswell, Hullum, Barnes and Huron Mayor Cravey Nays: None The caption of the resolution follows: RESOLUTION NO. 92 A RESOLUTION CANVASSING THE RETURNS OF THE SPECIAL ELECTION HELD WITHIN THE.CITY OF BAYTOWN ON THE LOTH DAY OF SEPTEMBER, 1965, FOR THE PURPOSE OF PERMITTING THE QUALIFIED VOTERS OF BAYTOWN TO DECIDE WHETHER OR NOT THE SALARIES OF THE MEMBERS OF THE POLICE AND FIRE DEPARTMENTS, COVERED BY CIVIL SERVICE, SHOULD BE INCREASED BY FIFTY ($50.00) DOLLARS PER MONTH PER PERSON; DECLARING THE RESULTS OF SAID ELECTION; FINDING THAT NOTICE OF SAID ELECTION WAS FULLY AND PROPERLY GIVEN AND THAT SAID ELECTION WAS DULY AND PROPERLY HELD AND THE RETURNS THEREOF MADE BY THE PROPER OFFICIALS IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. Approve _ Construct Connection Roadwav - Craiamont and Ponderosa Subdivisions Councilman Massey, Chairman of the Council's Committee to study the most feasible route to construct connecting roadway between Craigmont and Ponderosa Subdivision, gave a report on the findings of the Committee. Legally, so far as the committee can determine, the developers have no legal obligation in participating in the cost of a roadway connection; all of the cost invloved in connecting the two subdivisions is the City's financial responsibility. The traffic flow has grown into a major handicap since Decker Drive has been reopened. The Committee favors the extension of Hemlock into Dorris Street at an approximate cost of $9,673.00 - $1,800 for new pavement and $2,872.82 for lowering the pipe line. Funds for the project will be derived from Phase No. 1 of the 1%5 -66 Capital Street Improvement program. The Committee would 4020 recommend the acceptance of the bid for lowering the pipe obtained by Diamond- Alkali. He concluded his remarks with a recommendation to accept the proposal of the Committee and moved to instruct the City Administration to proceed immediately with the project of connecting Dorris and Hemlock Streets. This will involve writing an acceptance letter to Diamond Alkali advising them to proceed with lowering of the pipeline, pre- paring specifications and obtaining road construction bids. Councilman Barnes seconded the motion. The vote follows: Ayes: Councilmen Barnes, Massey, Hullum, Braswell, Huron and Donnelly. Mayor Cravey Nays: None Considerinc and Awardinu Bank Depository Bids and Contract The Mayor opened this portion of business by giving.the Presidents of each bank an opportunity to be heard if they had any questions or pertinent information in behalf of their bid, afterwhich he called for the opening of the bids evaluating the items listed in the original proposal of September 16th under Item V - Other Considerations. In view of the confusion that has arisen with regard to the depository bids, concerning the legality of some of the items and the benefits to the City of Certain other items, Councilman Barnes offered the following suggestions for council consideration: 1. That the clarifications on Item 5 submitted by the banks at this meeting be returned unopened, and that all bids to date be voided with the under- standing that all three banks will have an opportunity to submit new bids. 2. That the present depository contract be extended for a minimum of fifteen days and a maximum of thirty days. 3. That a committee, composed of a representative of each of the banks, Messrs. Lanham and Le Fevre, and not less than two councilmen, be appointed to determine the policies, practices, and legal ramifications in city depository bidding, and that this committee be charged with the responsibility of familiarizing the City Council and the three banks with its findings. It is suggested that a time limit of not more than fifteen days be set for the completion of this project. 4. That the above committee then prepare a bid form in keeping with approved practices and designed to minimize confusion in evaluation of bids, and submit this form to the Council for its approval. 5. That, subsequent to the approval of the bid form, the entire Council and repre- sentives from each bank meet together for the purpose of clarifying each item on the bid form. 6. That, subsequent to this, the Baytown banks be given an opportunity for bidding, and the depository contract then be awarded by the City Council. He concluded his remarks with the recommendation that the suggestions be approved as submitted. Councilman Donnelly seconded the motion in order to proceed with discussion. Councilman Massey felt that appointment of a committee worthy of attention for trying to establish better bidding two years hence, but to study proposals in 30 days such delay would be costly to city; favored awarding contract at this meeting. Mayor Cravey called for the question and the vote follows: Ayes: Councilman Barnes Mayor Cravey Nays: Councilmen Massey, Hullum, Braswell, Huron and Donnelly. Councilman Barnes then moved to open the bids requesting clarification of Item V of the original bid and submitted prior to the opening of this meeting. Councilman Huron seconded the motion. The vote follows: Ayes: Councilmen Barnes, Massey, Hullum and Huron. Mayor Cravey Nays: Councilmen Braswell and Donnelly. Estimates in Part City Manager Lanham read each clarification from the three banks in its entirety. A summation of each follow: 4021 PEOPLES STATE BANK Free Counting, sorting and rolling of coins No charges for overdrafts on City accounts No paying agency fees No service charges of any kind on city accounts of city funds Free cashier's checks Flee bank money orders Free traveler's checks Free safety deposit boxes Free night depository j Free deposit books Free vault service Free checks Handling of sight drafts at no charge to the city Designating cash value to certain services . . . city would be permitted to accept either banking service of the cash equivalent . . is in violation of existing regulations . . decline to assign a cash value to these services. FIRST NATIONAL BANK Offer of payment of $2,000 as cash sum is in regulations . . deem it inadvisable Payment of interest on daily demand deposits Parking meter collections (2 -year contract), Collection of other revenue Overdrafts by the city Wire service Paying agent for city bonds Copies of Budget Real Estate Appraisals Paying of Corporation Court fines Capital Improvement Project - Transportation Accountant Fees Record keeping (2employees). Investment of City funds Printed checks or vouchers Interest free interim financing Cashier's checks Expenses of Depository Change Services of Trust Officer Optional services Bonded messenger service CITIZENS NATIONAL BANK & TRUST COMPANY Collateral Pledge Maintenance of City Accounts Free Financial counsel Microfilming of Records Preparation of deposits Loans Messenger Service Payment of Bonds and Interest Coupons Trust Services Movement of Records City Payroll Travel of City officials and employees Paving liens Wire service Miscellaneous Benefit to City Fmployees or tax payers contravention of existing banking Indeterminate value $ 1,248.00 indeterminate value indeterminate value 75.00 1,400.00 1,000.00 indeterminate value Indeterminate value 1,500.00 -0- 14,000.00 indeterminate value 1,600.00 indeterminate value indeterminate value indeterminate value indeterminate value indeterminate value 1,000.00 5,000.00 1,430.00 1,200.00 2,400.00 8,000.00 3,960.00 3,000.00 1,000.00 500.00 4,800.00 2,400.00 100.00 15,000.00 After reading the bids, the Council was of the opinion that it could not use any of the information submitted as several items were included in the clarification re- port which were not included in the original bid. Since several members of the Council 4022 expressed a desire to attempt a award a depository contract, based on the original bid, Councilman Barnes moved to award the contract on the basis of the bids as originally submitted, recognizing that some items may be deleted as a result of illegality - this to be determined at a subsequent time. Councilman Braswell seconded the motion. The vote follows: Ayes: Councilmen Massey, Barnes, Hullum, Braswell, Huron and Donnelly. Mayor Cravey Nays: None Councilman Hullum then moved to award the City's depository contract, for the two ensuing years, to First National Bank. Councilman Huron seconded the motion. The vote follows: Ayes: Councilmen Hullum and Huron Mayor Cravey . . . Nays: Councilmen Massey, Braswell, Donnelly and ° Barnes. *,Before voting, Councilman Barnes made the statement that he thought the Council was making a decision without adequate facts. He expressed regret but was opposed to the motion. Councilman Donnelly moved to award the City's depository contract, for-the two ensuing years beginning October 1, 1965, to Citizens National Bank & Trust Company. Councilman Braswell seconded the motion. The vote follows: Ayes: Councilmen Massey, Braswell, Donnelly and Barnes.* Nays: Councilmen Hullum and Huron Mayor Cravey a Councilman Barnes expressed regret at making a vote without facts. Adiournment Councilman Barnes moved for the meeting to adjourn. The ayes were unanimous and the Mayor declared the meeting adjourned. Edna Oliver, City Clerk