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1997 10 15 CCPD MinutesMINUTES OF THE TEMPORARY BOARD OF THE CRIME CONTROL AND PREVENTION DISTRICT OF BAYTOWN, TEXAS OCTOBER 15, 1997 The Temporary Board of the Crime Control and Prevention District of Baytown, Texas, met on October 15, 1997, at 7:00 a.m., in Room 117 of the Baytown City Hall, 2123 Market Street, with the following attendance: Victor Almendarez Manuel Escontrias E. Frank Hinds, Jr. Stephen DonCarlos Scott Sheley Pete C. Alfaro Absent: David Byford Board Member Board Member Board Member Board Member Board Member Chairman Board Member The meeting was opened with a quorum present, and the following business was conducted: Hold Work Session on Proposed Two -Year Budget and Work Plan The meeting was called to order and recessed in order to hold a special meeting of City Council. When the meeting reconvened, Chairman Alfaro requested that the City Manager review the proposed Crime Control and Prevention District Budget. The City Manager explained that the document had been prepared in accordance with the legislation which requires a description of the programs, goals and strategies (pages 2 & 3), program evaluation strategies and performance indicators (pages 4 & 5) and a two year budget (pages 6 -9). Also, a Five Year Financial Plan (page 10) of revenues and expenditures by program was included. Page 7 includes funding for Year 1 in the amount of $2,651,878. Included is funding for ten additional police officers —six patrol positions and 4 detectives. The six patrol officers will address primarily traffic issues, while one of the detectives will be assigned to truancy; two, will address juvenile crime and one, family violence, for a total of $355,369, plus $44,744 for operating costs such as uniforms, fuel, equipment, etc. In Year 1, the plan is to purchase four midsize vehicles and three fullsize vehicles, along with light bars and vehicle accessories, mobile radios, radar units, video cameras, handheld radios and pay the first installment payment to the city of Baytown for a communications system for a total of $334,175. Under the legislation that provides for the establishment of a Crime Control and Prevention District, no authorization is granted to sell bonds; Minutes Page No. 2 Temporary Board Crime Control and Prevention District however, the District may enter an agreement with the city of Baytown to fund the communications system and the jail. Plans are for the city of Baytown to secure the funding and enter an agreement with the District for payment over a ten -year period. The estimated cost of the jail facility is $3,200,000 and $2,114,000 for the communications system. In Year 1, the District will pay $143,615 toward the communications system and $217,390 toward the jail facility (in both cases this represents one -half year payment); $850,100 will be expended toward construction of a municipal court facility and $850,100 toward the Police Academy. There is the possibility of a cooperative effort between Lee College and the District on construction of a police academy. In response to Board inquiry, the City Manager stated that the dollars are available in Year 1 to fund construction of the municipal court and police academy facilities, with dollars included in Year 2 for furnishings. Since the process of obtaining proposals from architectural /engineering firms, developing plans and specifications, advertising and bidding the project is lengthy, the District will probably be in existence for 7 to 8 months prior to the need for funds to finance these two projects. Until that process is completed, there are various possibilities for municipal court and jail facilities configuration; however, plans are to have those facilities on site at the present location. In Year 2, the plan provides funding for nine new jailers; currently there are seven. An agreement will be drafted between the District and the city of Baytown whereby the employees will be city of Baytown employees, much like the agreement between the city of Baytown and Baytown Area Water Authority. The total for personnel costs, including the ten officers is $646,824. Operating expenditures are estimated at $194,640 and cost for communications airtime contract is $152,000. Again, funds are included for light bars and vehicle accessories, radar units, along with seven midsize and 10 fullsize vehicles. The costs for the communications system agreement payment to the city totals, $662,230. The total facilities cost for Year 2 is $1,997,010. The Year 2 Budget totals $2,2945,474. The City Manager mentioned that other entities have expressed interest in purchasing airtime and tying into the 800 - megahertz system. The Police Department is attempting to position itself to turn vehicles over every 100,000 miles. This is an item that will have to be scrutinized at budget preparation each year. In Year 2, $464,000 is included under facilities for the renovation of current police facilities and the old municipal court area to provide space for the property room, as well as space for the officers to gather for assembly and report writing. Page 10, reflects the five -year financial plan schedule of revenues and expenditures based on $2.8 million per year in revenues. In years 3 through 5 Minutes Page No. 3 Temporary Board Crime Control and Prevention District funds are included for transitioning should the District be dissolved by election of the voters. In response to Board inquiry, the City Manager noted that most people in Baytown and the surrounding area shop in the Clear Lake and Houston areas rather than areas adjacent to Baytown. If the District is dissolved after the five - year period, the Administration will need to consider various options, which could include reduction of personnel through attrition. With the approval from the voters on January 17 to establish the district, vendors will begin to collect the additional one -half cent sales tax on July 1 with the first disbursement on September 1. Schedule Public Hearing on Proposed Budget and Two -Year Work Plan Board Member Sheley moved to adopt Resolution No. 1, scheduling the public hearing for 5:00 p.m., November 6, at 2123 Market Street, Room 117; Board member Escontrias seconded the motion. The vote follows: Ayes: Board Members Sheley Chairman Alfaro Nays: None Almendarez, Escontrias, Hinds, DonCarlos, and RESOLUTION NO. 1 A RESOLUTION OF THE TEMPORARY BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT SETTING A DATE, TIME AND PLACE FOR A PUBLIC HEARING ON THE PROPOSED CRIME CONTROL PLAN AND BUDGET PLAN; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Adjourn As there was no further business to be transacted, the meeting was adjourned. 9a Pete C. Alfaro, Ithairman