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2009 06 30 CCPD MinutesV MINUTES OF THE SPECIAL MEETING OF THE BOARD OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT June 30,2009 The Special Meeting of the Board of the Baytown Crime Control and Prevention District (CCPD)met on Tuesday,June 30,2009 at 4:30 P.M.,in the Council Chamber of the Baytown City Hall,2401 Market Street,Baytown,Texas with the following in attendance: Carl Brandon Joe Whitehead Samuel Barker Bob Goolsby Deborah Kaye Gutierrez Rikki Wheeler Bob Leiper Ignacio Ramirez,Sr. Leticia Garza Director Vice President Director Director Director President Deputy General Manager General Counsel Interim Secretary Director Gary Cochran was absent from the June 30,2009,Baytown Crime Control and Prevention District Special Meeting. 4:30 P.M.President Wheeler convened the June 30,2009,Special Meeting with a quorum present. I.MINUTES a.Approve the Minutes of the Baytown Crime Control and Prevention District Board Regular Meeting on April 14,2009. Motion was made by Director Whitehead,seconded by Director Brandon approving the minutes as amended from the April 14,2009 Regular Meeting.The vote was as follows: Ayes:Directors:Gutierrez,Goolsby,Brandon,Whitehead,and President Wheeler. Nays:None Abstention:Director Samuel Barker The motion carried. Page 2 of 4 Minutes of the June 30,2009 the Crime Control and Prevention District Board 2.DISCUSSION a.Discuss Crime Control and Prevention District 2009-10 Proposed Budget and Budget Process -Finance. Discussed the Crime Control and Prevention District (CCPD)2009-10 Proposed Budgetand budget process. A copy of the proposed budget was included in the packet.A notice of public hearing will be published 10 days prior to the suggested public hearing date of July 14,2009.This is the same date recommended for the Board to adopt the budget so that it canbe submitted to City Council for consideration.The City Council will also holda public hearing on the proposed budget and must adopt it at least 30 days before the beginning of the fiscal year. Deputy General Manager Leiper summarized that this year's budget is in line with the last 3 years and positions are fully funded.Mr.Leiper also mentioned that some changes caused increases such as personnel due to more senior spots being filled to the hot spot team,supplies and special services increasing special recruiting efforts,and laptops in police vehicles.The new hand held radar units were put in the budget and even as salaries increased,one less car was purchased leaving the replacing of cars for this year totaling 3.Mr.Leiper stated that by law,funds cannot be used that are not in the budget and if an unforeseen or new program is needed,without the new contingency item it will have to wait until next year.This new line item gives the Board more flexibility to be able to consider the unforeseen or new program but is brought before the Board as a Resolution and the Board can decide on it. Director Whitehead voiced that contingency doesn't have accountability to the Board with 20%and requested more information on this line item before he votedayes on it.He also stated that he was uncomfortable with the decision. Mr.Leiper responded that he didn't have more information because the line item wasn't earmarked for anything and this was the first time that it was put in.He also mentioned that if the Board decidesnot to add the contingency item it doesn't take away from anything either. President Wheeler commented that there's one more year's budget to use for PD purposes. Mr.Leiper stated that the board doesn't have to expend the monies in the 5-year term and the money would be moved to a revenue fund.He also mentioned that there is almost always less spending than what is allocated and the use of the fund balance is for one-time purposes. Director Brandon stated that he didn't see how the board would lose control of spending and that the only expenditure authorized are those in the line item,therefore contingency monies are never used.He also stated that the monies are transferred to its respective line item to keep control of how the money is spent. Page 3 of 4 Minutesof the June 30,2009 the Crime Control and Prevention District Board Mr.Leiper stated that any subsequent expenditure out of the line item or transfer would have to be approved by the Board and it is a matter of practice for all resolutions.He also stated that the Resolution would approve expenditures and that the contingency is a procedure change that is going to be implemented across the budget. 3.PROPOSED RESOLUTIONS a.Call Two Public Hearings for the Crime Control and Prevention District 2009- 2010 Proposed Budget -Secretary. Resolution 11 calls two Public Hearings on the 2009-2010 Proposed Budget for July 14, 2009,during the regularly scheduled meeting of the Baytown Crime Control and Prevention District,which commences at 4:30 P.M.and is held in the City Council Chamber of Baytown City Hall.Notices of the public hearings will be posted in the Baytown Sun on July 02, 2009. Motion was made by Director Gutierrez,seconded by Director Barker approving Resolution 11.The vote was asfollows: Ayes:Directors:Gutierrez,Goolsby,Brandon,Barker,Whitehead, and President Wheeler. Nays:None The motion carried. RESOLUTION 11 A RESOLUTIONOF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT ESTABLISHING THE DATE,TIME AND PLACE FOR PUBLIC HEARINGS ON THE 2009-10 PROPOSED BUDGET;AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 4.MANAGER'S REPORT a.CCPD Expenditure andRevenue Updates -Finance. This item was not presented because this is a Special Meeting but will be reviewed at the July 14,2009 Regular Meeting. b.Set the date,time,and place for the next CCPD Board Meeting. ConsideredTuesday,July 14,2009 at 4:30 P.M.at the Baytown City Hall,Council Chamber, as the date,time,and place for the next CCPD Board Meeting. Page 4 of 4 Minutes of the June 30,2009 the Crime Control and Prevention District Board 5.ADJOURN Motion was made by Director Gutierrez,seconded by Director Whitehead adjourning the June 30,2009 Special Meeting.The vote was as follows: Ayes:Directors:Gutierrez,Goolsby,Brandon,Barker,Whitehead, and President Wheeler. Nays:None The motion carried. 5:02 P.M.President Wheeler adjourned the Special Crime Control and Prevention District Meeting of June 30,2009. Leticia Garza,Interi CityofBaytown