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2006 07 26 CCPD MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT July 26, 2006 4:00 p.m. The regular meeting of the Board of the Baytown Crime Control and Prevention District (CCPD) met on July 26, 2006 at 4:00 p.m., in the Council Chamber of the City of Baytown with the following in attendance: Coleman Godwin Thomas P. McLaughlin Carl Brandon Gary Cochran Scott Sheley Rikki Wheeler Gary M. Jackson Bob Leiper Kelvin Knauf Ignacio Ramirez, Sr. Lorri Coody Board Member Board Member Board Member Board Member Board Member Board Member City Manager Deputy City Manager Assistant City Manager City Attorney City Clerk Board Member Bob Goolsby was not present at the opening of the meeting. City Manager, Gary Jackson welcomed the members and introduced staff. He explained that since this was the first meeting of the board and there were no officers to call the meeting to order the City Clerk would perform that duty. Call to Order The meeting was opened by Lorri Coody, City Clerk with a quorum present at 4:05 p.m. Election of officers and appointment of secretary. Under Local Government Code 363.103, the Board must elect from its members a President and Vice president and appoint a secretary. The secretary need not be a director and can be a member of City staff. Each officer of the board serves for a term of one year and vacancies shall be filled for the unexpired term by the board. Nominations for the Office of President Board Member Sheley nominated Board Member Rikki Wheeler for the Office of President. Board Member Godwin nominated Board Member Carl Brandon for the Office of President. Page 2 of 6 Minutes of the Regular Meeting of the Board of the Baytown CCPD — July 26, 2006 Mr. Goolsby entered the meeting at 4:10 p.m. After a short discussion, Board Member Rikki Wheeler declined the nomination for this office and with no other nomination being made, the nomination of Carl Brandon for the Office of President was voted on by the board. The vote follows: Ayes: Board Members Godwin, Goolsby, McLaughlin, Brandon, Cochran, Sheley, Wheeler Nays: None Carl Brandon was elected as President of the board. A short recess was taken at 4:12 p.m. for Mr. Goolsby to take his oath of office. After the recess, President Brandon continued the meeting by calling for nominations for the Office of Vice President. Nominations were as follows: Nominations for the Office of Vice President Board Member Sheley nominated Board Member Cochran for the Office of Vice President. Board Member Wheeler seconded the motion. With no other nominations being made, the nomination of Gary Cochran for the Office of Vice President was voted on by the board. The vote follows: The vote follows: Ayes: Board Members Godwin, Goolsby, McLaughlin, Cochran, Sheley, Wheeler President Brandon Nays: None Gary Cochran was elected as Vice President of the board. Nominations for the appointment of a Secretary Board Member McLaughlin nominated the City Clerk of the City of Baytown to serve as the Board's Secretary. Board Member Wheeler seconded the nomination. With no other nominations being made, the nomination of the City Clerk for the City of Baytown to serve as Secretary was voted on by the board. The vote follows: Ayes: Board Members Godwin, Goolsby, McLaughlin, Cochran, Sheley, Wheeler President Brandon Nays: None The City Clerk of the City of Baytown was appointed Secretary of the board. Page 3 of 6 Minutes of the Regular Meeting of the Board of the Baytown CCPD — July 26, 2006 Mr. Jackson explained that Sec. 363.103 of the Local Government Code also provides that the person who performs the duties of auditor for the City will serve as treasurer for the district. Ms. Rhonda Young is the City's Director of Finance and she will be serving the district in this capacity. Drawing of lots to determine length of term. Mr. Jackson explained that 363.101 of the Local Goverment Code provides that Directors of the district serve staggered two -year terms except that the initial appointees to the Board shall draw lots to determine the length of their term so that: • three directors serve terns that expire on September 1, 2007 of the first year following creation of the district; and • four directors serve terms that expire on September 1, 2008 of the second year following creation of the district. Board Members then drew lots to determine term length with the following results: BOARD TERM MEMBER EXPIRES Gary Cochran 09 -01 -2007 Coleman Godwin 09 -01 -2007 Thomas P. McLaughlin 09 -01 -2007 Bob Goolsby 09 -01 -2008 Carl Brandon 09 -01 -2008 Scott Sheley 09 -01 -2008 Rikki Wheeler 09 -01 -2008 Conduct public hearing on the adoption of alternative budget procedures for the Baytown Crime Control and Prevention District's fiscal year 2006 -2007 budget. The Public Hearing was opened at 4:24 p.m. Mr. Jackson explained that the Local Goverment Code (363.204) establishes time schedules for the adoption of the annual budget for the district. However, due to the May election and time required to appoint the Board Members, these time requirements cannot be met. State law also allows the Board, after conducting a public hearing, to adopt alternate budget procedures and schedules. This public hearing will allow public comment on the proposed alternate budget procedures for the District. With no one signing up to speak at the public hearing, the public hearing was closed at 4:27 p.m. Consider Proposed Resolution No. 060726 -1, establishing a fiscal year and adopting alternative budget procedures for the Baytown Crime Control and Prevention District's fiscal year 2006- 2007 budget. Mr. Jackson explained that the Proposed Resolution adopts alternative budget procedures for the Baytown Crime Control and Prevention District's fiscal year 2006 -07 budget since these procedures are necessary in order to have an established time line for adopting the District's fiscal year 2006 -2007 Page 4 of 6 Minutes of the Regular Meeting of the Board of the Baytown CCPD — July 26, 2006 budget. On June 8, 2006, the Baytown City Council met and adopted Resolution No. 1795 which recommends that the District adopt alternative budget procedures that coincide with the City's budget schedules. Mr. Jackson reviewed City Council's Resolution No. 1795 with the board and the schedule outlined therein. With limited discussion on the matter, Board Member Wheeler moved to approve the Resolution No. 060726 -1 as submitted. Board Member Sheley seconded the motion. The vote follows: The vote follows: Ayes: Board Members Godwin, Goolsby, McLaughlin, Cochran, Sheley, Wheeler President Brandon Nays: None The motion carried. RESOLUTION NO. 1 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT ESTABLISHING THE FISCAL YEAR FOR THE DISTRICT; SETTING FORTH PROCEDURES FOR ADOPTING THE DISTRICT'S BUDGET; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Receive training materials and Open Meeting Act training DVD developed by the Texas Attorney General's Office. City Manager Jackson explained the training video, Open Meetings Act and its requirements. He informed the Board that this training must be completed within 90 days of taking the Oath of Office and it could by done by doing one of the following: 1. Going to a training seminar; or 2. Watching the DVD prepared by the Attorney General's Office which was included in the packet. The board agreed training on their own and at their convenience and if they need assistance with obtaining the certificates they will contact the City Clerk's Office. Discuss training requirements for the Public Information Act. City Manager Jackson explained the Public Information Act to the board and that the City Clerk who will be serving as the board's Secretary could be appointed as their agent by completing the necessary paperwork, which would be available after the meeting. Considering the time of the meeting (4:36 p.m.) and that Item 7, the public hearing was scheduled to be heard at 5:00 p.m., President Brandon moved to item 8 for discussion purposes as follows: Page 5 of 6 Minutes of the Regular Meeting of the Board of the Baytown CCPD — July 26, 2006 Consider Proposed Resolution No. 060726 -2, approving the Crime Control and Prevention District's fiscal year 2006 -2007 budget. The board reviewed the proposed budget which was made apart of the packet. City Manager Jackson explained that the proposed budget differs from the two year budget plan adopted by City Council as follows: Revenue estimates are increased to reflect current sales tax revenue forecasts of $802,950; The reimbursement of City of Baytown expenses for the District creation is added; and The Crime Control Plan which includes the hiring of additional police officers is updated from 10 patrol officers to 14 patrol officers and from two police vehicles to five to reflect the increase in revenue. The board engaged in discussion concerning the distribution of the officers as to how many should be allotted for hot spot areas in the City and how many should be allotted for DOT work. Additional concern was expressed about hiring 14 officers in this budget year and the possibility that the sales taxes may decrease, leaving the District with too many officers to support. Police Department representatives explained to the board that it will take awhile to get the force to full capacity and there will always be "play" in the capital side of the budget so you can control the personnel side of the equation by controlling the purchasing side. Additional discussion was had regarding civil service requirements, equipment, training, and vehicles and the Police Department field all of these questions. At 5:00 p.m. President Brandon called Item 7 as follows: Conduct a public hearing on the proposed Baytown Crime Control and Prevention District's fiscal year 2006 -2007 budget (5:00 p.m.). The Public Hearing was opened at 5:00 p.m. City Manager Jackson summarized the content and directed the board to the copy of the proposed budget included in the packet. He readdressed the changes that were included in the proposed budget that were different from the two year budget approved by the City Council. With no one signing up to speak at the public hearing, the meeting was closed at 5:07 p.m. Consider Proposed Resolution No. 060726 -2, approving the Crime Control and Prevention District's fiscal year 2006 -2007 budget. With limited discussion on the matter, Board Member Cochran moved to approve the Resolution as submitted. Board Member McLaughlin seconded the motion. The vote follows: The vote follows: Ayes: Board Members Godwin, Goolsby, McLaughlin, Cochran, Sheley, Wheeler President Brandon Nays: None The motion carried. Am Page 6 of 6 Minutes of the Regular Meeting of the Board of the Baytown CCPD — July 26, 2006 RESOLUTION NO.2 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT ADOPTING A BUDGET FOR THE ENSUING FISCAL YEAR, BEGINNING OCTOBER 1, 2006, AND ENDING SEPTEMBER 30, 2007, IN ACCORDANCE WITH CHAPTER 363 OF THE TEXAS LOCAL GOVERNMENT CODE AND THE ALTERNATIVE PROCEDURES ADOPTED BY THE DISTRICT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF Discuss dates, times, and agenda content for future meetings. City Manager Jackson explained that the budget must be submitted within 10 days to City Council and that the board's Secretary will take care of this submittal. He also explained that it would be advisable to have another meeting in thirty (30) days. The board agreed to meet on Wednesday, August 23, 2006, at 4:15 p.m. in the Council Chamber of the City of Baytown. Adjourn. Board Member Shelley made a motion to adjourn the meeting. Board Member Goolsby seconded the motion. The vote follows: I.. The vote follows: Ayes: Board Members Godwin, Goolsby, McLaughlin, Cochran, Sheley, Wheeler President Brandon Nays: None The motion carried. With no additional business President Brandon adjoumed'Ehe meeting at Lorri Coady, Seer ary - 1I