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1983 09 16 CC Minutes, Special30916 -1 MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF BAYTOWN September 16, 1983 The City Council of the City of Baytown, Texas, met in special session on Friday, September 16, 1983, at 6:30 p.m. in the Council Chamber of the Baytown City Hall with the following attendance: Fred T. Philips Jimmy Johnson Perry M. Simmons Mary E. Wilbanks Roy L. Fuller Gerald Dickens Allen Cannon Fritz Lanham Larry Patterson Randy Strong Eileen P. Hall Councilman Councilman Councilman Councilwoman Councilman Councilman Mayor City Manager Assistant City Manager City Attorney City Clerk The meeting was called to order with a quorum present, afterwhich the following business was transacted: Consider Proposed Ordinance, Awarding Contract on Emergency Basis for the Clearance of Debris from City Parks The proposed contract relates to the clearing of debris in the area of City Hall and the Community Building, as well as Bayland, Roseland and Westwood Parks. Seven bids were received, ranging from a low bid of $15,422.75 to a high of $118,000. The Administration recommended awarding the con- tract on an emergency basis to the low bidder, Baytown Trucking. The owner of the company was present and assured Council that he could perform the contract within the bid amount and within 30 calendar days. Councilman Philips moved to adopt the ordinance; Council- man Fuller seconded the motion. The vote follows: Ayes: Council members Philips, Johnson, Simmons, Wilbanks, Fuller and Dickens Mayor Cannon Nays: None ORDINANCE NO. 3678 AN ORDINANCE DECLARING THAT AN EMERGENCY SITUATION EXISTS; ACCEPTING THE BID OF BAYTOWN TRUCKING FOR THE REMOVAL OF STORM DEBRIS FROM PARK LAND OF THE CITY OF BAYTOWN; AUTHOR- IZING THE PAYMENT OF FIFTEEN THOUSAND FOUR HUNDRED TWENTY - TWO AND 75/100 ($15,422.75) DOLLARS WITH REGARD TO SUCH ACCEPTANCE; AND PROVIDING FOR THE EFFECTIVE DATE HEREOF. For bid tabulation, see Attachment "A." 30916 -2 Minutes of the Special Meeting - Sept. 16, 1983 Report on Cleanup of Hurricane Alicia Debris The entire city has been covered and several locations have been covered a second time. All of the contractors will be terminated as of today with the exception of three, and those should have completed their work by tomorrow. After that, city forces will take care of any areas that need attention. The Administration is attempting to keep the costs down because probably the chance of obtaining matching funds will be better. Mayor Cannon reiterated what a tremendous job had been accomplished by the Administration in Baytown, while others are still talking about cleanup. Consider Proposed Resolution No. 847, Designating the City of Baytown's Agent for Obtaining Certain Federal Financial Assistance Under the Disaster Relief Act 288, 93rd Congress The adoption of this resolution is necessary in order to designate an official to sign the application for matching funds under the Disaster Relief Act 288, 93rd Congress. The Administration recommended approval. Councilwoman Wilbanks moved for adoption of the Resolution; Councilman Johnson seconded the motion. The vote follows: Ayes: Council members Philips, Johnson, Simmons, Wilbanks, Fuller and Johnson Mayor Cannon Nays: None RESOLUTION NO. 847 DESIGNATES THE CITY OF BAYTOWN'S AGENT FOR OBTAINING CERTAIN FEDERAL FINANCIAL ASSISTANCE UNDER THE DISASTER RELIEF ACT 288, 93rd CONGRESS. Consider Authorizing the Administration to Lease Office Space for Use in Providing Assistance to Disaster Victims The Federal Emergency Management Agency (FEMA) has re- quested assistance from the City of Baytown to provide office space to house FEMA, the Small Business Administration, flood insurance, and other grant representatives so that persons seeking assistance could come to one location to be advised of what is available and assisted in the filing of necessary papers. The Administration requested informal approval from Council to proceed with determining what is available with the understanding that an item in this regard would be placed on the next regular Council meeting agenda. Council had no objections. 30916 -3 Minutes of the Special Meeting - Sept. 16, 1983 Consider Proposed Ordinance, Establishing Tax Rate for 1983 -84 Fiscal Year Consider Proposed Ordinance, Adopting City of Baytown Budget for 1983 -84 Fiscal Year Fritz Lanham, City Manager, stated that Items 1 and 2 on the agenda needed to be considered at the same time. Prior to Hurricane Alicia, the Administration had presented a "bare bones" budget which represented a reduction of 2.6% below the 1982 -83 budget. Alicia came along requiring over- time in various city departments to clear debris and assure protection to the devastated area. Baytown is recovering rapidly from the physical damage; however, Baytown will be in a period of financial recovery for several months. For the next several months regardless of what action Council takes on the two items, Baytown will be walking on a financial tight rope due to unknown factors with regard to revenues. The revisions that Council indicated support for or requested change in have been worked into the proposed budget, including changes in personal services regarding retirement fund, health insurance and adding dental insurance. The cost of those changes is about $10,000 greater than what will be saved with the various changes that were made and the cost of the health insurance being 27% rather than 40 %. At the last meeting Council discussed the need for partitions and some remodeling when the tax office is reduced in size at an estimated cost of $20,000. Council declined the recommendation to go to a strict garbage bag system which required some change in the budget. As a result of the Appraisal Review Board's report, the City of Baytown's tax revenues without any change in rate would generate about $50,000 more than the original estimate given to Council. Another look was given to the sign revenue and that was also changed. One item where no change was made in the proposed budget figure was in the projected revenues from sales tax. The sales tax check was received yesterday and the sales tax revenue exceeded sales tax revenue for the twelve months last year by 4 %, but this is short of reaching the budgeted estimate for the current year by $60,000. With regard to changes in revenues, originally the estimated year end balance was $1,289,000; however, since Alicia, $1,080,000 has been transferred from this year's general fund budget to the Alicia Damage Account, the official name of that is Trust and Agency Account. Rather than charging the expenditures to the various departments which would skew their budget, all of that is charged to the trust and agency account so that when FEMA funds come in, those will be put into the trust and agency account. This way the Alicia expenditures will not be showing up in the departmental budgets. The Administration expects to receive $90,000 of insurance money this fiscal year. The result of those two things is a change in the ending fund balance for this year from the $1,289,000 to $299,225. That has a side effect apart from the need for tax revenues and that is "cash flow." During the first few months of the next fiscal year, there is a very good possibility that money will have to be borrowed to pay the City of Baytown's expenses. Tradition- ally, the city has had $1,025,000 carry over from the previous year to fund those lean months because tax revenues come in in January. The industrial district payments come in later. 30916 -4 Minutes of the Special Meeting - Sept. 16, 1983 Councilman Simmons suggested that when industrial contracts are renewed that a portion of that being paid in March be paid in October. That way there would be some money coming in on or around October. All of these changes result in total funds available of $15,796,000; total expenditures and requests without any of the Alicia expense of $16,780,000 which is roughly $1,000,000 difference. For this reason, the Administration recommended $ .05 tax increase. The $ .05 tax on property would be $775,785; industrial district payments would be increased by $195,075. The Administration is assuming that FEMA will reimburse the city in the amount of $691,000 during the next fiscal year. This was computed by taking the total damage amount by adding the $1,080,000 and the $302,000 and figuring 50% of that. Councilman Simmons mentioned that the county had estimated its debris clearance in excess of $6,000,000. Thursday, FEMA gave the - county an estimated cost of $2,700,000 of which the county would only receive 75% of that or $2,000,000 when they were expecting $4,000,000. Mr. Lanham mentioned that Baytown had had numerous inspectors looking at the cleanup operations. The field people have been very complimentary, but their boss would have preferred that Baytown handle its cleanup on a per cubic yard basis. For brush clearance, the Administration felt that this would not be cost effective. Therefore, the staff has kept very good records to be able to prove that Baytown's costs are going to be competitive to those who took bids on a cubic yard basis. There is no way of knowing how FEMA will look on this. If Baytown had gone about cleanup the way others have, Baytown would still be picking up. The Administration knew the kind of equipment needed. That equipment was located and bids were taken on an hourly basis for that particular piece of equipment with an operator. The Administration has contacted the City of Corpus Christi concerning their experience with obtaining reimbursement from FEMA. Corpus had a hurricane in 1980 and made application for $2,800,000. Thus far, they have received $1,800,000. If the $2,800,000 is 75% of the actual cost, the $1,800,000 is 50% of the cost. Once Baytown receives reimbursement, if Council wants to reconsider transferring that over into the Interest and Sinking Fund, then Baytown might be in a position to hold a bond sale. However, until more is known about what Baytown's financial picture is going to be, the Admin- istration felt that no bond sale should be planned. In the 1983 -84 budget, $302,651 is being shown-that the Administration felt would be related to Hurricane Alicia expenditures; $200,000 of that is earmarked for Brownwood and probably this will not cover the expenditure if slabs are cleared. The breakdown for the $1,370,000 expenditure follows: 30916 -5 Minutes of the Special Meeting - Sept. 16, 1983 Debris Removal $ 900,000 Emergency Protective Measures 14,000 Traffic Signals 10,000 Damage to Public Facilities 59,000 Water and Wastewater Repairs 127,000 Parks and Recreation Facilities Repairs 59,000 Brownwood Debris Clearance 200,000 Total $ 1,370,000 The Administration will keep very close documentation and every cost attributable to the hurricane for which the city may receive reimbursement will be submitted. The Administration recommended adoption of the proposed ordinance which would establish the tax rate at $ .62 for each one hundred dollars of assessed value of property located within the city limits of Baytown as follows: General Fund Operations $ .4263 Debt Service for Payment of Bonded Indebtedness $ .1937 Total $ .6200 All the increase would go into the general fund category, but if more revenues than projected are collected during the year, Council could certainly transfer money to the interest and sinking fund. Councilman Philips moved to adopt the ordinance, establishing the tax rate at $ .62 per hundred dollars of assessed value of property; Councilman Fuller seconded the motion. Council expressed its disappointment in having to raise the tax rate and emphasized that the proposed budget prior to Hurricane Alicia contained no tax increase. Council also expressed its disappointment in that it may not be possible to hold a bond sale. In order to assure a bond sale, taxes would have to be increased by $ .07 rather than $ .05. Mr. Lanham pointed out to Council that if Baytown should be offered a grant from EPA to do the East District work, Baytown would have to contribute $500,000. In that event, the Administration may need to ask Council to approve the sale of $500,000 in Certificates of Obligation. The vote follows: Ayes: Council members Philips, Johnson, Simmons, Wilbanks, Fuller and Dickens Mayor Cannon Nays: None 30916 -6 Minutes of the Special Meeting - Sept. 16, 1983 ORDINANCE NO. 3676 AN ORDINANCE FIXING THE RATE AND TAX LEVY FOR THE CITY OF BAYTOWN FOR THE FISCAL YEAR ENDING SEPTEMBER 30, 1984, UPON ALL TAXABLE PROPERTY IN SAID CITY OF BAYTOWN IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS AND THE CHARTER PROVISIONS AND ORDINANCES OF SAID CITY; AND REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT THEREWITH. The proposed ordinance adopting the City of Baytown Budget for 1983 -84 would appropriate $17,478,398 for the General Fund; $1,768,062 for the Solid Waste Fund; $7,766,000 for the Wastewater and Sanitary Sewer Fund; $3,303,565 for the General Fund Debt Service and $358,960 for the Waterworks and Sanitary Sewer Fund Debt Service. The Administration recommended approval of the proposed ordinance. Councilwoman Wilbanks moved for adoption of the ordinance; Councilman Fuller seconded the motion. The vote follows: Ayes: Council members Philips, Johnson, Simmons, Wilbanks, Fuller and Dickens Mayor Cannon Nays: None ORDINANCE NO. 3677 AN ORDINANCE ADOPTING A BUDGET FOR THE ENSUING FISCAL YEAR, BEGINNING OCTOBER 1, 1983, AND ENDING SEPTEMBER 30, 1984, IN ACCORDANCE WITH THE CHARTER AND ORDINANCES OF THE CITY OF BAYTOWN AND PROVIDING FOR THE PUBLICATION OF THIS ORDINANCE. Texas Municipal League Board /Conference Councilwoman Wilbanks has been elected Regional Director to the TML Board for Regis be representing this region at the upcoming to be held in Houston, October 7, 8 and 9. City Manager, is serving on the Resolutions this conference. Council Meeting Change to serve as Dn 14. She will TML Conference Fritz Lanham, Committee for The City Manager pointed out that the regularly scheduled meetings for October would be October 13 and 27. Texas Municipal League will be meeting during the first week and then the City Manager will be involved in the International City Managers Association meeting the 9th through the 12th; therefore, he inquired if Council would like to hold the first meeting in October on the 6th. The reason for this is that with the TML Conference in progress, the staff would be better able to prepare for the Council meeting prior to the conference. Council scheduled the first meeting in October for the 6th. 30916 -7 Minutes of the Special Meeting - Sept. 16, 1983 Comment of Mayor Cannon Mayor Cannon commended Council for the action taken at the last regularly scheduled meeting regarding Brownwood and stated that had he been present he would have supported that action. Adjourn There being no further business to be transacted, the meeting was adjourned. - 2-e,�z� Eileen P. Hall, City Clerk CITY OF BAYTOWN TITLE: CONTRACT rOR CLFAR I Nr nFRR 1 C E02 -CITY PARKS BID TABULATION BID: #839 -86 DATE: 9 -16 -83 10:00 a.m. ITEM QTY UNIT DESCRIPTION ZEBROWSKI 6 ASSOC BI STAT TIMBERS NIT EXTENDED UNIT EXTENDED UNIT EXTENDED UNIT EXTENDED 1 1 lot CONTRACT FOR CLEARING AND $64,620.00 S118,0 0,00 $49.00 00 REMOVAL OF HURRICANE ALICIA DEBRIS FROM CITY PARKS, as per specifications TQjAI- 64 6 0.00 S118,000,00. S49.000-00 i START WORK: 9-17-83 - -83 COMPLETE: 30 days 25 Days 20-Da S Bids handed out to 10 vendors, 7 responded. GROSS TOTAL LESS DISCOUNT NET TOTAL TERMS DELIVERY CITY OF BAYTOWN TITLE* FOR CLEARING DEBRIS -IN CITY PARKS BID TABULATION BID: #839 -86 DATE: 9 -16 -83 10:00 a.m. Attachment "A" ITEM QTY UNIT DESCRIPTION SAVELL CONTRACTORS R 6 W BAYTOWN TRUCKING TOMPKINS b CO. UNIT EXTENDED UNIT EXTENDED UNIT EXTENDED UNIT EXTENDED 1 1 lot CONTRACT FOR CLEARING AND $93,000.00 $66,000.00 $15,422.75• $68,500.00 REMOVAL OF HURRICANE ALICIA DEBRIS FROM CITY PARKS, as per s eci i TOTAL START WORK: 9 -17 -83 9 -17 -83 9 -17 -83 9 -17 -83 COMPLETE: 20 Days 7 Days 30 days Der can ri` �xY ALENDAR 18ids handed out to 10 vendqrs responded. GROSS TOTAL LESS DISCOUNT NET TOTAL TEF nGt tut= RY