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