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2001 10 25 CCPD Minutes(� MINUTES OF THE CRIME CONTROL AND PREVENTION DISTRICT BOARD OF BAYTOWN, TEXAS October 25, 2001 The Crime Control and Prevention District Board of Baytown, Texas met on October 25, 2001, at 5:00 p.m., in the Don M. Hullum Conference Room of the Baytown City Hall with the following in attendance: Coleman Godwin Board Member Calvin Mundinger Board Member Don Murray Board Member Mercedes Renteria Board Member Scott Sheley Board Member Pete C. Alfaro Board President Absent: Ronnie Anderson Board Member Monte Mercer General Manager Ignacio Ramirez General Counsel Gary W. Smith Secretary The meeting was opened with a quorum present, after which the following business was conducted: Consider Approval of the Minutes for the Meeting held on August 23, 2001 Board Member Mundinger moved to approve the minutes for the meeting held on August 23, 2001. Board Member Murray seconded the motion. The vote follows: Ayes: Board Members Renteria President Alfaro Nays: None. The motion carried. Godwin, Mundinger, Murray, and Consider Proposed Resolution No. 011025 -1 authorizing payment for the Municipal Court imaging and document indexing system. Page 2 of 4 Minutes of Meeting — October 25, 2001 Proposed Resolution No. 011025 -1 authorizes payment for the Municipal Court imaging and document indexing system to Lason, Inc., in the amount of $92,714. This includes software and hardware installation for document imaging, indexing and links to the current Municipal Court database running on the RS6000. This will allow the clerks to view all documentation concerning the court from one screen, which will increase productivity and decrease paper storage. The system is compatible with other software used by the City. It will accommodate software upgrades for the Municipal Court system. It is expandable and can serve as the base imaging system for the entire City system to allow other departments to become "papedess." The imaging and document indexing system will make the Court virtually paperless. This will eliminate the need for the extensive microfilming presently employed by the Court to preserve its documents. The system will significantly eliminate the records storage that has consumed large areas within the Court's quarters. This purchase is made through the Qualified Information System Vendors (QISV) Catalog Purchasing Program which complies with the competitive proposal requirements. This purchase is funded by the Capital Replacement Fund. This is the first of four annual payments. Mr. Mercer exhibited examples of the paperwork that would be converted and stored digitally by the system. Board Member Murray moved approval the proposed resolution. Board Member Mundinger seconded the motion. The vote follows: Ayes: Board Members Renteria President Alfaro Nays: None The motion carried. Godwin, Mundinger, Murray, and RESOLUTION NO. 20 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION, AUTHORIZING THE PAYMENT OF THE SUM OF NINETY -TWO THOUSAND SEVEN HUNDRED FOURTEEN AND NO /100 DOLLARS ($92,714.00) TO LASON, INC., FOR THE PURCHASE OF AN IMAGING AND DOCUMENT INDEXING SYSTEM FOR THE MUNICIPAL COURT; MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Page 3 of 4 Minutes of Meeting — October 25, 2001 Discuss CCPD renewal election. The Crime Control & Prevention District was created on January 22, 1998. The earliest date that the continuation election can be held is February 2, 2002. The District and its funding will continue until July, 2003. Holding the election at the earliest date will provide time for financial planning consistent with the results of the election. Our budgeting process in 2002 will be done with knowledge of the future funding available for the District. Having this information will allow preparation of realistic budgets and plans. The statute allows the voters to renew the District for 5, 10, 15 or 20 years. Continuation is proposed for a ten -year period. This continuation period gives security to make long -range plans, without obligating the tax base for a period beyond reasonable projections. Board Member Mundinger suggested that the election be held in February and not with the regular election in May. Board Member Murray asked that information be developed to educate the electorate on the uses of the funds for the next ten years. Board Member Godwin urged the election be held in May for a five -year renewal period. Mr. Mercer reported that the budget contains a three -year outlook. Over this period, operations expenses increase from $1.3 million to $1.7 million and the contingency fund increases from $3 million to $4 million. $1.6 million is necessary to sustain operations through the CCPD at the present levels. Board Member Sheley asked if delaying the election until the May election would have an adverse impact. Mr. Mercer responded that it would make preparation of the 2002 -2003 budget more difficult, because staff would not know if the funding is continued. Charles Shaffer, Chief of Police, reported that the original election was a single -issue election and the voters approved the district and tax by a three -to -one margin. Mayor Alfaro noted that there had been no opposition to calling the renewal election, just discussion over the better time to call the election. The election should be held at the time that will provide the best opportunity to pass the issue. Receive CCPD quarterly reports. The reports were delivered in the packets. The crime rate is better than the 1975 level. Chief Shaffer explained the lower number of DWI arrests as due to a Patrol Sergeant being very aggressive in enforcement in 1996. The arrest rate is cyclical, but acceptable. The stolen property recovery rate is well above the national average. Page 4 of 4 Minutes of Meeting — October 25, 2001 Chief Shaffer reported that an officer had been working radar on Decker Drive in the morning. An SUV drove over the barricades and ran over the officer. The officer did not have any broken or fracture vertebrae, but was seriously injured. His future status is uncertain. Adjourn. Board Member Murray moved to adjourn the meeting. Board Member Mundinger seconded the motion. The vote follows. Ayes: Board Members Godwin, Mundinger, Murray, Renteria and Sheley President Alfaro Nays: None The motion carried and the meeting was adjourned at 5:34 p.m. Gatry W/ Secretary