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