CITY OF BAYTOWN

Transcription

CITY OF BAYTOWN

CITY OF BAYTOWN
NOTICE OF MEETING
BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT
REGULAR MEETING
TUESDAY, JANUARY 14, 2014
4:30 P.M.
CITY COUNCIL CHAMBER
2401 MARKET STREET
BAYTOWN, TEXAS 77520
AGENDA
CALL TO ORDER AND ANNOUNCEMENT OF QUORUM
1.
MINUTES
a.
Consider approving the Baytown Crime Control and Prevention minutes for the regular
meeting held on October 8, 2013.
2.
PROPOSED RESOLUTIONS
a.
Consider a resolution approving the Baytown Crime Control and Prevention District's
Investment Policy and Strategy Statement in accordance with the Public Funds Investment
Act.
b.
Consider a resolution amending the Baytown Crime Control Prevention District's Fiscal
Year 2013-2014 budget in order to reprogram funds from Unforeseen/New Initiatives to
Motor Vehicles for an additional 2014 Chevrolet Police Tahoe.
3.
BUSINESS ITEMS
a.
Consider setting the time, date and location of the Baytown Crime Control and Prevention
District Meetings for the 2014 Calendar year.
4.
REPORTS
a.
Present the Hot Spot and Commercial Vehicle Unit ("CVE") fourth quarter reports for
2013.
b.
Receive the Baytown Crime Control and Prevention District's (CCPD) Revenue and
Expenditure Report for the Quarter Ending December 31, 2013.
c.
Receive the Baytown Crime Control and Prevention District's (CCPD) Quarterly
c.
Investment Report for the Quarter Ending December 31, 2013.
5.
MANAGER'S REPORT
a.
The next Baytown Crime Control and Prevention meeting is scheduled for Tuesday, April
8, 2014, at 4:30 p.m. in the City Council Chambers, 2401 Market Street, Baytown, Texas
77520.
6.
ADJOURN
PUBLIC NOTICE IS GIVEN THAT IN ADDITION TO ANY EXECUTIVE SESSION LISTED ABOVE, THE
DISTRICT RESERVES THE RIGHT TO ADJOURN INTO EXECUTIVE SESSION AT ANY TIME AS
AUTHORIZED BY THE TEXAS GOVERNMENT CODE SECTIONS 551.071 - 551.088 TO DISCUSS ANY
OF THE MATTERS LISTED ABOVE.
THE DISTRICT IS COMMITTED TO COMPLIANCE WITH THE AMERICANS WITH DISABILITIES
ACT. REASONABLE ACCOMMODATIONS AND EQUAL ACCESS TO COMMUNICATIONS WILL BE
PROVIDED UPON REQUEST. FOR ASSISTANCE PLEASE CALL 281-420-6522, FAX 281-420-6586, OR
CONTACT 281-420-6522 VIA RELAY TEXAS AT 711 OR 1-800-735-2989 FOR TYY SERVICES. FOR
MORE INFORMATION CONCERNING RELAY TEXAS, PLEASE VISIT:
HTTPS://PUC.STATE.TX.US/RELAYTEXAS/OVERVIEW.ASPX.
Approved for posting:
Posted by:
_______________________________
Robert D. Leiper, General Manager
______________________________
Leticia Brysch, Secretary
(SEAL)
Posted this 10th day of January, 2014, at 5:00 P.M. BAYTOWN CRIME CONTROL AND
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Consider the CCPD Minutes for October 8, 2013.
Prepared For:
Leticia Brysch, City Clerk's Office Prepared By:
Leticia Brysch, City Clerk's
Office
1. a.
Information
ITEM
Consider approving the Baytown Crime Control and Prevention minutes for the regular meeting held
on October 8, 2013.
PREFACE
Consider approving the Baytown Crime Control and Prevention minutes for the regular meeting held
on October 8, 2013.
RECOMMENDATION
Staff recommends approval.
Fiscal Impact
Fiscal Year:
Acct Code:
Source of Funds (Operating/Capital/Bonds):
Funds Budgeted Y/N:
Amount Needed:
Fiscal Impact (Additional Information):
There is no fiscal impact associated with this item.
Attachments
October 8, 2013 CCPD DRAFT Minutes
DRAFT
MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT
October 08, 2013
The Board of Directors of the Baytown Crime Control and Prevention District (CCPD) met in a
Regular Meeting on Tuesday, October 08, 2013, at 4:32 P.M., in the Council Chamber of the
Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance:
Rikki Wheeler
Porter Flewellen
Samuel Barker
James Coker
President
Vice-President
Director
Director
Ron Bottoms
Camela Sandmann
Alisha Brinsfield
Deputy General Manager
General Counsel
Interim Assistant Secretary
President Wheeler convened the October 08, 2013, Crime Control and Prevention District
(CCPD) Board Regular Meeting with a quorum present at 4:32 P.M., all members were present
with the exception of Directors Montgomery, Wallace, and Warford who were all absent.
1.
MINUTES
a.
Consider approving the minutes of the Baytown Crime Control and Prevention
District (CCPD) Board Regular Meeting held on July 09, 2013.
A motion was made by Director Samuel Barker, and seconded by Vice President Porter
Flewellen approving the July 09, 2013, CCPD Regular Meeting minutes with the correction of
changing the adjournment time from 4:30 P.M. to 4:41 P.M. The vote was as follows:
Ayes: Director Samuel Barker, Director James Coker, Vice President Porter
Flewellen, President Rikki Wheeler
Nays: None
Other: Director Brian Montgomery (Absent), Director Emily Wallace (Absent),
Director Dr. Chris L. Warford (Absent)
Approved
2.
PROPOSED RESOLUTIONS
CCPD Board Regular Meeting Minutes
October 08, 2013
Page 2 of 4
a.
This proposed resolution accepts the benefits of the Overpayment of Local Tax
Resolution Agreement between the City of Baytown and Exxon Mobil Corporation.
Deputy General Manager Bottoms presented the agenda item and stated that ExxonMobil overremitted sales and use tax to the City of Baytown, which included CCPD, between January 01,
2010, and August 31, 2012 in the amount of $1.5 million. He stated that the City and
ExxonMobil agreed to settle the sales tax overpayment for the amount of $1,200,000 which was
taking from the General Funds and paid in August. Additionally, he stated that the repayment
was no cost to the CCPD as MDD paid the entire cost of the $1.2 million.
A motion was made by Director Samuel Barker and seconded by Vice President Porter
Flewellen approving Resolution No. 31. The vote was as follows:
Nays: None
Approved
RESOLUTION NO. 31
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
CRIME CONTROL AND PREVENTION DISTRICT AUTHORIZING THE
PRESIDENT TO EXECUTE THE OVERPAYMENT OF LOCAL TAX
RESOLUTION AGREEMENT BETWEEN THE CITY OF BAYTOWN AND
EXXON MOBIL CORPORATION AS A THIRD PARTY BENEFICIARY;
AND PROVIDING FOR THE EFFECTIVE DATE THEREOF.
3.
REPORTS
a.
Presentation of the CCPD Hot Spot and Commercial Vehicle Enforcement (CVE)
statistical report.
Chief Dougherty presented the CCPD Hot Spot and CVE statistical reports. He stated that the
Hot Spot Unit made 239 arrests, issued 473 citations, answered 911 calls for service, had 517
traffic stops, had 871 pedestrian contacts, had 10 DWI's, and filed 658 criminal charges. He
stated that for the month of September, they made 59 arrests, issued 170 citations, answered 230
calls for service, had 183 traffic stops, had 227 pedestrian contacts, had one DWI, filed 245
charges and worked 3 1/2 extra hours with the Special Operations Unit. He stated that during the
same period, Hot Spot also attended training hours which takes away some of their street time.
October 08, 2013
Page 3 of 4
Chief Dougherty stated in regards to the CVE Unit report, that Officer Woolcock had (12) level
(1) inspections and 118 level (2) inspections totaling 130 inspections, put 147 vehicles and eight
(8) drivers out of service, issued 155 violation citations, issued 493 vehicle warnings, issued 49
weight related citations and 92 weight related warnings. He stated that Officer Slot had (23) level
(1) inspections and 50 level (2) inspections totaling 73 inspections, put 41 vehicles and one (1)
driver out of service, issued 59 violation citations, 180 vehicle warnings, issued 29 weight
related citations and 48 weight related warnings. He stated that the officers had a combined total
of 16 hazardous material inspections and issued 12 safety decals. Chief Dougherty stated that
Officer Slot’s numbers were lower due to him attending a conference, riding with Officer
Woolcock because of a computer issue that has been resolved, and because he was present on
some of the inspections with Officer Woolcock, in which part of his training requires that he has
a certified inspector present while performing an inspection.
President Wheeler stated that agenda items 3.b. and 3.c. would be taken together.
b.
Receive update on the Baytown Crime Control and Prevention District's Revenue
and Expenditure for the Quarter Ending September 30, 2013.
Finance Director, Louise Richman presented the CCPD's Revenue and Expenditure report, as
well as, the Quarterly Investment Report for the quarter ending, September 30, 2013. She stated
that revenues were ahead 8.75% as compared to last year and the receipts were down by $6,200
as compared to last year. Ms. Richman stated that the investment revenue surged up to $402 for
the year. She stated in regards to expenditures, that all of the outstanding purchase orders have
been closed and the final week of September payroll of approximately $13,000 will be posted at
the end of the week. She stated that the supplies were under budget and the vehicles and laptops
were on target for the year end.
Ms. Richman stated that the investment amount for the year end was a little under $375,000 and
that the interest rate was .0454%. She stated that although the interest rate was low, it was above
the benchmark rate. Additionally, she stated that the City is restricted as to what it can invest in
because of safety and liquidity concerns.
c.
Investment Report for the Quarter Ending September 30, 2013.
4.
MANAGER'S REPORT
There was no report.
President Wheeler stated that the next meeting is scheduled for January 14th in which the
meeting dates for the remainder of the year will be set.
October 08, 2013
Page 4 of 4
5.
ADJOURN
A motion was made by Director Samuel Barker and seconded by Director James
Coker adjourning the October 08, 2013, CCPD Board Regular Meeting. The vote was as follows:
Nays: None
Approved
With there being no further business to discuss, President Wheeler adjourned the October 08,
2013, Crime Control and Prevention District (CCPD) Board Regular Meeting at 4:51 P.M.
________________________________
Leticia Brysch, Secretary
City of Baytown
BAYTOWN CRIME CONTROL AND
2. a.
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Consider the Approval of the Baytown Crime Control and Prevention District's Investment Policy
and Strategy Statement
Prepared For:
Louise Richman, Finance Prepared By:
Renee Savage, Finance
Information
ITEM
Consider a resolution approving the Baytown Crime Control and Prevention District's Investment
Policy and Strategy Statement in accordance with the Public Funds Investment Act.
PREFACE
The Baytown Crime Control and Prevention District's ("CCPD") Investment Policy and Strategy
Statement are being submitted for annual review and approval in accordance with the Public Funds
Investment Act, Section 2256-005 (e). The investment policy presented differs from the previous
policy in that it amends the authorized investment officers. No other substantive changes were made.
RECOMMENDATION
Fiscal Impact
Fiscal Year:
Acct Code:
Funds Budgeted Y/N:
Amount Needed:
There is no fiscal impact associated with this item
Attachments
Resolution - Investment Policy
Exhibit A - Investment Policy
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME
CONTROL AND PREVENTION DISTRICT ADOPTING THE BAYTOWN CRIME
CONTROL AND PREVENTION DISTRICT’S INVESTMENT POLICY; AND
PROVIDING FOR THE EFFECTIVE DATE THEREOF.
*************************************************************************************
BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME
CONTROL AND PREVENTION DISTRICT:
Section 1:
That the Board of Directors of the Baytown Crime Control and Prevention District
hereby acknowledges that it has reviewed the investment policy and investment strategies and that the
written instrument adopted in Section 2 hereof records any changes made to either the investment policy
or investment strategies.
Section 2:
hereby adopts its investment policy, including the investment strategies therein, which is attached hereto
as Exhibit “A” and incorporated herein for all intents and purposes.
Section 3:
hereby designates those individuals named in Exhibit “A” of the Investment Policy as the investment
officials of the Baytown Crime Control and Prevention District who are responsible for the investment of
the District’s funds consistent with the Investment Policy adopted pursuant to Section 2 of this resolution.
Section 4:
This resolution shall take effect immediately from and after its passage by the
Board of Directors of the Baytown Crime Control and Prevention District.
INTRODUCED, READ and PASSED, by the affirmative vote of the Board of Directors of the
Baytown Crime Control and Prevention District this the 14th day of January, 2014.
________________________________________
RIKKI WHEELER, President
ATTEST:
__________________________________
LETICIA BRYSCH, Secretary
APPROVED AS TO FORM:
__________________________________
IGNACIO RAMIREZ, SR., General Counsel
R:\Karen\Files\City Council\Crime Control & Prevention District\Resolutions\2014\January\AdoptInvestmentPolicy.doc
Exhibit "A"
CRIME CONTROL &
PREVENTION DISTRICT
(CCPD)
BAYTOWN, TEXAS
INVESTMENT POLICY
Reviewed 1/14/14
Baytown Crime Control & Prevention District
Investment Policy
Table of Contents
I.
Policy
II. Scope
III. General Objectives
A. Safety
B. Liquidity
C. Yield
IV. Standards of Care
A. Prudence
B. Ethics and Conflicts of Interest
C. Delegation of Authority
D. Training
V. Safekeeping and Custody
A. Authorized Financial Dealers and Institutions
B. Internal Controls
C. Delivery vs. Payment
VI. Suitable and Authorized Investments
A. Eligible Investments
B. Collateralization
C. Existing Investments
VII. Investment Parameters
A. Diversification
B. Maximum Maturities
VIII. Investment Strategies
IX. Reporting
A. Methods
B. Performance Standards
C. Marking to Market
1
1
1
2
2
2
3
3
3
3-4
4
4
5-13
13
13
13
13
13-14
14
14
14
EXHIBITS
A - Authorized Investment Officers
15
B - Statement of Ethics and Conflicts of Interest
16
C – Approved Broker/Dealers, Financial Institutions and Investment Pools
17
D – Certification by Business Organization
18
E – Investment Strategy
19-20
Baytown Crime Control Prevention District
Investment Policy
Investment Policy
I.
Policy
It is the policy of the Baytown Crime Control & Prevention District (the “CCPD”) to
administer and invest its funds in a manner that will preserve principal and maintain liquidity
while meeting the daily cash flow requirements of the CCPD. The CCPD will conform to all
federal, state and local statutes rules and regulations governing the investment of the CCPD’s
funds.
The CCPD’s policy is to hold investments to maturity, however, securities may be sold in
order to minimize the potential loss of principal on a security whose credit quality has
declined; to swap into another security which would improve the quality, yield or target
duration of the portfolio; or to meet unanticipated liquidity needs of the portfolio.
Not less than annually, the CCPD Board shall adopt a written instrument by resolution
stating that it has reviewed the Investment Policy and Investment Strategies and that the
written instrument so adopted shall record any changes made to the Investment Policy or
Investment Strategies.
II.
Scope
This Investment Policy applies to all the investment activities of the CCPD. These funds are
accounted for in the CCPD’s Annual Financial Report and include all financial assets of all
funds managed for CCPD by the City of Baytown, including but not limited to tax revenues,
charges for services, bond proceeds, and interest income.
III.
General Objectives
The primary objectives, in priority order, of the CCPD’s investment activities shall be safety,
liquidity, and yield:
A.
Safety – Safety of the principal is the foremost objective of the investment
program. Investments shall be undertaken in a manner that seeks to ensure the
preservation of capital in the overall portfolio. The objective will be to minimize
credit risk and interest rate risk.
1. Credit Risk – The CCPD will minimize credit risk, the risk of loss due to the
failure of the security issuer or backer, by:
(a) limiting investments to the safest types of securities;
(b) pre-qualifying the financial institutions, broker/dealers, intermediaries,
and advisers with which the CCPD will do business; and
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Investment Policy
(c) diversifying the investment portfolio so that potential losses on
individual securities will be minimized
2.
Interest Rate Risk – The CCPD will minimize the risk that the market value
of securities in the portfolio will fail due to changes in general interest rates,
by:
(a) Structuring the investment portfolio so that securities mature to meet
cash requirements for ongoing operations, thereby avoiding the need to
sell securities on the open market prior to maturity; and
(b) Investing operating funds primarily in shorter-term securities, money
market mutual funds, or similar investment pools
B.
Liquidity – The investment portfolio shall remain sufficiently liquid to meet all
operating requirements that may be reasonably anticipated. This is accomplished
by structuring the portfolio so that securities mature concurrent with cash needs to
meet anticipated demands. Furthermore, since all possible cash demands cannot
be anticipated, the portfolio shall consist largely of securities with active
secondary or resale markets. A portion of the portfolio also may be placed in
money market mutual funds or local government investment pools that offer
same-day liquidity for short-term funds.
C.
Yield – The investment portfolio shall be designed with the objective of attaining
a market rate of return throughout budgetary and economic cycles, taking into
account the investment risk constraints and liquidity needs. Return on investment
is of secondary importance compared to the safety and liquidity objectives
described above. The core of investments is limited to relatively low risk
securities in anticipation of earning a fair return relative to the risk being assumed.
Securities shall not be sold prior to maturity with the following exceptions:
1. A security with declining credit may be sold early to minimize loss of
principal; and
2. To swap into another security which would improve the quality, yield or
target duration of the portfolio; and
3. Liquidity needs of the portfolio require that the security be sold
IV.
Standards of Care
A.
Prudence – The standard of care to be used by investment officers shall be the
"prudent person" standard and shall be applied in the context of managing an
overall portfolio. Investment officers acting in accordance with written
procedures and the Investment Policy and exercising due diligence shall be
relieved of personal responsibility for an individual security's credit risk or market
price changes, provided deviations from expectations are reported in a timely
fashion and the liquidity and the sale of securities are carried out in accordance
with the terms of this policy.
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Investment Policy
Investments shall be made with judgment and care, under circumstances then
prevailing, which persons of prudence, discretion and intelligence exercise in the
management of their own affairs, not for speculation, but for investment,
considering the probable safety of their capital as well as the probable income to
be derived.
B.
Ethics and Conflicts of Interest – Officers and employees involved in the
investment process shall refrain from personal business activity that could conflict
with proper execution and management of the investment program, or that could
impair their ability to make impartial investment decisions. Employees and
investment officers shall disclose to the CCPD and the Texas Ethics Commission
any material financial interests in financial institutions that conduct business with
the CCPD. They shall further file a disclosure statement with the Texas Ethics
Commission and the CCPD that includes any large personal financial/investment
positions that could be related to the performance of the investment portfolio. See
Exhibit B.
C.
Delegation of Authority – City employees authorized to engage in investment
transactions and authorized as Investment Officers are the Director of Finance, the
Treasurer, and the Financial Analyst. Management responsibility for CCPD's
investment program is assigned to the Director of Finance. This authority is
derived from the Local Government Code Chapter 363. Responsibility for the
operation of the investment program is hereby delegated to the Director of
Finance, who shall act in accordance with established written procedures and
internal controls for the operation of the investment program consistent with this
Investment Policy.
Procedures should include reference to: safekeeping,
delivery vs. payment, investment accounting, repurchase agreements, wire
transfer agreements, and collateral/depository agreements. Such procedures shall
include explicit delegation of authority to persons responsible for investment
transactions. (See Exhibit A) No person may engage in an investment transaction
except as provided under the terms of this policy and the procedures established
by the Director of Finance. The Director of Finance shall be responsible for all
transactions undertaken and shall establish a system of controls to regulate
activities of subordinate officers.
D.
Training – Investment Officers shall attend at least one investment training
session within 12 months after taking office or assuming duties, and shall attend
an investment training session not less than once in a two-year period, beginning
on the first day of the CCPD’s fiscal year and consisting of the two (2)
consecutive fiscal years after that date, and receive not less than 10 hours of
instruction relating to investment responsibilities. The CCPD shall provide the
training through courses and seminars offered by professional organizations and
associations in order to insure the quality and capability of the CCPD’s
investment personnel making investment decisions in compliance with Public
Funds Investment Act (PFIA). Professional organizations and associations that
may provide investment training included the Government Treasurer’s
Organization of Texas, the University of North Texas, the Government Finance
Officers Association of Texas, or the Texas Municipal League.
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Investment Policy
V.
Financial Institutions, Broker/Dealers, Safekeeping and Custody
A.
Authorized Financial Dealers and Institutions – Investment Officers will
maintain a list of financial institutions and security broker/dealers authorized to
provide investment services (Exhibit C). These may include "primary" dealers or
regional dealers. No public deposit shall be made except in a qualified public
depository as established by state laws.
All financial institutions and broker/dealers who desire to become qualified bidders
for investment transactions must supply the Investment Officer with the following
as appropriate:
1.
2.
3.
4.
5.
Audited financial statements
Proof of Financial Industry Regulatory Authority (FINRA) certification
Proof of state registration
Completed broker/dealer questionnaire (Exhibit D)
Certification by a qualified representative of the firm that the firm has a)
received and reviewed the CCPD’s Investment Policy and b) has
implemented reasonable procedures and controls in an effort to preclude
investment transactions that are not authorized by the CCPD’s Investment
Policy, except to the extent that this authorization is dependent on an
analysis of the makeup of the CCPD’s entire portfolio or requires an
interpretation of subjective investment standards.
The CCPD Board shall at least annually review and/or revise and adopt a list of
qualified brokers that are authorized to engage in investment transactions with the
CCPD.
B.
Internal Controls – The Director of Finance is responsible for establishing and
maintaining an internal control structure designed to ensure that the assets of the
CCPD are protected from loss, theft or misuse. The internal control structure shall
be designed to provide reasonable assurance that these objectives are met. The
concept of reasonable assurance recognizes that (1) the cost of a control should
not exceed the benefits likely to be derived and (2) the valuation of costs and
benefits requires estimates and judgments by management.
Accordingly, the Director of Finance shall establish a process for an annual
independent review by an external auditor to assure compliance with policies and
procedures. The internal controls shall address the following points:
1.
2.
3.
4.
5.
6.
Control of collusion
Separation of transaction authority from accounting and record keeping
Custodial safekeeping
Avoidance of physical delivery securities
Clear delegation of authority to subordinate staff members
Written confirmation of transactions for investments and wire transfers
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Investment Policy
7. Development of a wire transfer agreement with the lead bank and third
party custodian
C.
VI.
Delivery vs. Payment – All trades where applicable will be executed by delivery
vs. payment (DVP) to ensure that securities are deposited in an eligible financial
institution prior to the release of funds. Securities and collateral will be held in
the CCPD’s name by a third-party custodian as evidenced by safekeeping
receipts.
Investments
A.
Eligible Investments – Assets of the CCPD may be invested in the following
instruments described below. All of these investments are authorized by Chapter
2256 of the Government Code (Public Funds Investment Act).
An investment that requires a minimum rating under this section does not qualify
as an authorized investment during the period the investment does not have the
minimum rating.
In order to monitor rating changes in investments acquired with public funds,
Investment Officers shall, on at least a monthly basis, verify the ratings of
investments currently held by the CCPD with either the authorized broker/dealer
from which the investment was purchased, or a broker/dealer currently authorized
to engage in investment transactions with the CCPD. As a condition of engaging
in investment transactions with the CCPD, brokers/dealers shall, when requested
by the CCPD’s Investment Officer(s), provide said Investment Officer(s) with
written verification of the ratings of investments currently owned by the CCPD.
The CCPD shall take all prudent measures consistent with this Investment Policy
to liquidate an investment that does not have the minimum rating.
1. Obligations of, or Guaranteed by Governmental Entities
(a) Except as provided by Subsection (b), the following are authorized
investments under this subchapter:
(i) obligations, including letters of credit, of the United States or its
agencies and instrumentalities;
(ii) direct obligations of this state or its agencies and instrumentalities;
(iii) collateralized mortgage obligations directly issued by a federal
agency or instrumentality of the United States, the underlying security
for which is guaranteed by an agency or instrumentality of the United
States;
(iv) other obligations, the principal and interest of which are
unconditionally guaranteed or insured by, or backed by the full faith and
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Investment Policy
credit of this state or the United States or their respective agencies and
instrumentalities, including obligations that are fully guaranteed or
insured by the Federal Deposit Insurance Corporation or by the explicit
full faith and credit of the United States;
(v) obligations of states, agencies, counties, cities, and other political
subdivisions of any state rated as to investment quality by a nationally
recognized investment rating firm not less than A or its equivalent; and
(b) The following are not authorized investments under this section:
(i) obligations whose payment represents the coupon payments on the
outstanding principal balance of the underlying mortgage-backed
security collateral and pays no principal;
(ii) obligations whose payment represents the principal stream of cash
flow from the underlying mortgage-backed security collateral and bears
no interest;
(iii) collateralized mortgage obligations that have a stated final maturity
date of greater than 10 years; and
(iv) collateralized mortgage obligations the interest rate of which is
determined by an index that adjusts opposite to the changes in a market
index.
2. Certificates of Deposit and Share Certificates
A certificate of deposit is an authorized investment under this subchapter if
the certificate is issued by a state or national bank domiciled in this state, a
savings bank domiciled in this state, or a state or federal credit union
domiciled in this state and is:
(i) guaranteed or insured by the Federal Deposit Insurance Corporation
or its successor or the National Credit Union Share Insurance Fund or its
successor;
(ii) secured by obligations that are described by Section 1(a), including
mortgage backed securities directly issued by a federal agency or
instrumentality that have a market value of not less than the principal
amount of the certificates, but excluding those mortgage backed
securities of the nature described by Section 1(b); or
(iii) secured in any other manner and amount provided by law for
deposits of the investing entity.
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Investment Policy
3. Repurchase Agreements
(a) A fully collateralized repurchase agreement is an authorized investment
under this subchapter if the repurchase agreement:
(i) has a defined termination date;
(ii) is secured by a combination of cash and obligations described by
Section 1(a)(i); and
(iii) requires the securities being purchased by the CCPD or cash held by
the CCPD to be pledged to the CCPD, held in the CCPD's name, and
deposited at the time the investment is made with the CCPD or with a
third party selected and approved by the CCPD; and
(iv) is placed through a primary government securities dealer, as defined
by the Federal Reserve, or a financial institution doing business in this
state.
(b) In this section, "repurchase agreement" means a simultaneous agreement
to buy, hold for a specified time, and sell back at a future date obligations
described by Section 1(a)(i), at a market value at the time the funds are
disbursed of not less than the principal amount of the funds disbursed. The
term includes a direct security repurchase agreement and a reverse security
repurchase agreement.
(c) Notwithstanding any other law, the term of any reverse security repurchase
agreement may not exceed 90 days after the date the reverse security
repurchase agreement is delivered.
(d) Money received by an entity under the terms of a reverse security
repurchase agreement shall be used to acquire additional authorized
investments, but the term of the authorized investments acquired must mature
not later than the expiration date stated in the reverse security repurchase
agreement.
4. Banker's Acceptances
A bankers' acceptance is an authorized investment under this policy if the
bankers' acceptance:
(i) has a stated maturity of 270 days or fewer from the date of its
issuance;
(ii) will be, in accordance with its terms, liquidated in full at maturity;
(iii) is eligible for collateral for borrowing from a Federal Reserve Bank;
and
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Investment Policy
(iv) is accepted by a bank organized and existing under the laws of the
United States or any state, if the short-term obligations of the bank, or of
a bank holding company of which the bank is the largest subsidiary, are
rated not less than A-1 or P-1 or an equivalent rating by at least one
nationally recognized credit rating agency.
5. Commercial Paper
Commercial paper is an authorized investment under this policy if the
commercial paper:
i. has a stated maturity of 270 days or fewer from the date of its
issuance; and
ii. is rated not less than A-1 or P-1 or an equivalent rating by at least:
1. two nationally recognized credit rating agencies; or
2. one nationally recognized credit rating agency and is
fully secured by an irrevocable letter of credit issued by a
bank organized and existing under the laws of the United
States or any state.
6. Mutual Funds
(a) A no-load money market mutual fund is an authorized investment under
this subchapter if the mutual fund:
(i) is registered with and regulated by the Securities and Exchange
Commission;
(ii) provides the investing entity with a prospectus and other information
required by the Securities Exchange Act of 1934 (15 U.S.C. Section 78a
et seq.) or the Investment Company Act of 1940 (15 U.S.C. Section 80a1 et seq.);
(iii) has a dollar-weighted average stated maturity of 90 days or fewer;
and
(iv) includes in its investment objectives the maintenance of a stable net
asset value of $1 for each share.
(b) In addition to a no-load money market mutual fund permitted as an
authorized investment in Subsection (a), a no-load mutual fund is an
authorized investment under this subchapter if the mutual fund:
(i) is registered with the Securities and Exchange Commission;
(ii) has an average weighted maturity of less than two years;
8
Investment Policy
(iii) is invested exclusively in obligations approved by this subchapter;
(iv) is continuously rated as to investment quality by at least one
nationally recognized investment rating firm of not less than AAA or its
equivalent; and
(v) conforms to the requirements set forth in Sections 5(b) and (c)
relating to the eligibility of investment pools to receive and invest funds
of investing entities.
(c) The CCPD is not authorized by this section to:
(i) invest in the aggregate more than 15 percent of its monthly average
fund balance, excluding bond proceeds and reserves and other funds
held for debt service, in mutual funds described in Subsection (b);
(ii) invest any portion of bond proceeds, reserves and funds held for debt
service, in mutual funds described in Subsection (b); or
(iii) invest its funds or funds under its control, including bond proceeds
and reserves and other funds held for debt service, in any one mutual
fund described in Subsection (a) or (b) in an amount that exceeds 10
percent of the total assets of the mutual fund.
7. Guaranteed Investment Contracts
(a) A collateralized guaranteed investment contract is an authorized
investment for bond proceeds under this policy if the guaranteed investment
contract:
(i) has a defined termination date;
(ii) is secured by direct and unsubordinated obligations described by
Section 2256.009(a)(1) of the Act, excluding those obligations described
by Section 2256.009(b) of the Act, in an amount at least equal to the
amount of bond proceeds invested under the contract; and
(iii) is pledged to the CCPD and deposited with the CCPD or with a
third party selected and approved by the CCPD.
(b) Bond proceeds, other than bond proceeds representing reserves and funds
maintained for debt service purposes, may not be invested under this policy in
a guaranteed investment contract with a term of longer than five years from
the date of issuance of the bonds.
(c) To be eligible as an authorized investment:
9
Investment Policy
(i) the CCPD Board must specifically authorize guaranteed investment
contracts as an eligible investment in the order, ordinance, or
resolution authorizing the issuance of bonds;
(ii) the CCPD must receive bids from at least three separate providers
with no material financial interest in the bonds from which proceeds
were received;
(iii) the CCPD must purchase the highest yielding guaranteed investment
contract for which a qualifying bid is received;
(iv) the price of the guaranteed investment contract must take into
account the reasonably expected drawdown schedule for the bond
proceeds to be invested; and
(v) the provider must certify the administrative costs reasonably
expected to be paid to third parties in connection with the
guaranteed investment contract.
8. Investment Pools
(a) The CCPD may invest its funds and funds under its control through an
eligible investment pool if the CCPD Board by rule, order, ordinance, or
resolution, as appropriate, authorizes investment in the particular pool. An
investment pool shall invest the funds it receives from entities in authorized
investments permitted by this subchapter. An investment pool may invest its
funds in money market mutual funds to the extent permitted by and consistent
with Subchapter A of the Texas Government Code, Chapter 2256 and the
investment policies and objectives adopted by the investment pool.
(b) To be eligible to receive funds from and invest funds on behalf of the
CCPD under this section, an investment pool must furnish to the Investment
Officer or other authorized representative of the CCPD an offering circular or
other similar disclosure instrument that contains, at a minimum, the following
information:
(i) the types of investments in which money is allowed to be invested;
(ii) the maximum average dollar-weighted maturity allowed, based on
the stated maturity date, of the pool;
(iii) the maximum stated maturity date any investment security within
the portfolio has;
(iv) the objectives of the pool;
(v) the size of the pool;
10
Investment Policy
(vi) the names of the members of the advisory board of the pool and the
dates their terms expire;
(vii) the custodian bank that will safekeep the pool's assets;
(viii) whether the intent of the pool is to maintain a net asset value of
one dollar and the risk of market price fluctuation;
(ix) whether the only source of payment is the assets of the pool at
market value or whether there is a secondary source of payment, such as
insurance or guarantees, and a description of the secondary source of
payment;
(x) the name and address of the independent auditor of the pool;
(xi) the requirements to be satisfied for an entity to deposit funds in and
withdraw funds from the pool and any deadlines or other operating
policies required for the entity to invest funds in and withdraw funds
from the pool; and
(xii) the performance history of the pool, including yield, average dollarweighted maturities, and expense ratios.
(c) To maintain eligibility to receive funds from and invest funds on behalf of
the CCPD under this section, an investment pool must furnish to the
Investment Officer or other authorized representative of the CCPD:
(i) investment transaction confirmations; and
(ii) a monthly report that contains, at a minimum, the following
information:
(A) the types and percentage breakdown of securities in which the
pool is invested;
(B) the current average dollar-weighted maturity, based on the
stated maturity date, of the pool;
(C) the current percentage of the pool's portfolio in investments
that have stated maturities of more than one year;
(D) the book value versus the market value of the pool's portfolio,
using amortized cost valuation;
(E) the size of the pool;
(F) the number of participants in the pool;
11
Investment Policy
(G) the custodian bank that is safekeeping the assets of the pool;
(H) a listing of daily transaction activity of the entity participating
in the pool;
(I) the yield and expense ratio of the pool, including a statement
regarding how yield is calculated;
(J) the portfolio managers of the pool; and
(K) any changes or addenda to the offering circular.
(d) The CCPD by contract may delegate to an investment pool the authority to
hold legal title as custodian of investments purchased with its local funds.
(e) In this section, "yield" shall be calculated in accordance with regulations
governing the registration of open-end management investment companies
under the Investment Company Act of 1940, as promulgated from time to
time by the federal Securities and Exchange Commission.
(f) To be eligible to receive funds from and invest funds on behalf of the
CCPD under this section, a public funds investment pool created to function
as a money market mutual fund must mark its portfolio to market daily, and,
to the extent reasonably possible, stabilize at a $1 net asset value. If the ratio
of the market value of the portfolio divided by the book value of the portfolio
is less than 0.995 or greater than 1.005, portfolio holdings shall be sold as
necessary to maintain the ratio between 0.995 and 1.005. In addition to the
requirements of its Investment Policy and any other forms of reporting, a
public funds investment pool created to function as a money market mutual
fund shall report yield to its investors in accordance with regulations of the
federal Securities and Exchange Commission applicable to reporting by
money market funds.
(g) To be eligible to receive funds from and invest funds on behalf of the
CCPD under this section, a public funds investment pool must have an
advisory board composed:
(i) equally of participants in the pool and other persons who do not have
a business relationship with the pool and are qualified to advise the pool,
for a public funds investment pool created under Chapter 791 and
managed by a state agency; or
(ii) of participants in the pool and other persons who do not have a
business relationship with the pool and are qualified to advise the pool,
for other investment pools.
(h) To maintain eligibility to receive funds from and invest funds on behalf of
the CCPD under this section, an investment pool must be continuously rated
12
Investment Policy
no lower than AAA or AAA-m or at an equivalent rating by at least one
nationally recognized rating service.
(i) If the investment pool operates an Internet website, the information in a
disclosure instrument or report described in Subsections (b), (c)(2), and (f) of
Texas Government Code Chapter 2256, Subchapter A, Section 2256.016 must
be posted on the website.
(j) To maintain eligibility to receive funds from and invest funds on behalf of
the CCPD, an investment pool must make available to the CCPD an annual
audited financial statement of the investment pool in which the CCPD has
funds invested.
(k) If an investment pool offers fee breakpoints based on fund balances
invested, the investment pool in advertising investment rates must include
either all levels of return based on the breakpoints provided or state the lowest
possible level of return based on the smallest level of funds invested.
B.
Collateralization – Collateralization will be required on three types of
investments: certificates of deposit, repurchase (and reverse repurchase)
agreements and guaranteed investment contracts (GICs). In order to anticipate
market changes and provide a level of security for all funds, the Collateralization
level will be one hundred two percent (102%) of market value of principal and
accrued interest.
Likewise, all time and demand deposits in excess of FDIC or NCUA insurance
levels shall be collateralized to a minimum of 102% of principal and accrued
interest. The depository shall be responsible for maintaining collateralization
margins. Collateral will be held in the City of Baytown’s name (for the CCPD)
by an independent third party with whom the City of Baytown (for the CCPD) has
a current custodial agreement approved by the Council and executed under the
terms of FIRREA (Financial Institutions Reform, Recovery, and Enforcement
Act) as amended. A clearly marked evidence of ownership (safekeeping receipt)
must be supplied to the CCPD and retained. The right of collateral substitution is
granted, subsequent to the review and approval of an authorized City of Baytown
Investment Officer.
C.
VII.
A.
Existing Investments – Any investment currently held that does not meet the
guidelines of this policy, but were authorized investments at the time of purchase,
is not required to be liquidated.
Investment Parameters
Diversification – The investments shall be diversified by security type and
institution. With the exception of U.S. Treasury securities and authorized pools,
the CCPD will diversify the entire portfolio to comply with the investment
strategy; however, in no case shall any single investment transaction be more than
five-percent (5%) of the entire portfolio.
13
Investment Policy
B.
Maximum Maturities – To the extent possible, the CCPD shall attempt to match
its investments with anticipated cash flow requirements. Unless matched to a
specific cash flow, the CCPD will not directly invest in securities maturing more
than five (5) years from the date of purchase.
VIII. Investment Strategies
The CCPD maintains separate portfolios for individual funds or groups of funds that
are managed according to the terms of this Policy and the corresponding investment
strategies listed in Exhibit E. The investment strategy for portfolios established after
the annual Investment Policy review and adoption will be managed in accordance
with the terms of this Policy and applicable agreements until the next annual review
when a specific strategy will be adopted.
The CCPD maintains a pooled fund group that is an aggregation of the majority of
CCPD funds including tax receipts, as well as some grant dollars and investment
income. This portfolio is maintained to meet budgeted funding obligations of the
CCPD. In order to ensure the ability of the CCPD to meet obligations and to
minimize potential liquidation losses, the dollar-weighted average stated maturity of
the Investment Pool shall not exceed 2 years. The objectives of this portfolio are to
ensure safety of principal; ensure adequate investment liquidity; limit market and
credit risk through diversification; and attain the best feasible yield in accordance
with the objectives and restrictions set for in this Policy
IX.
Reporting
A.
Methods – Investment officers shall jointly prepare an investment report at least
quarterly, including a management summary that provides an analysis of the
status of the current investment portfolio and transactions made over the last
quarter. This management summary will be prepared in a manner consistent
with the requirements of Section 2256.023 (Internal Management Reports) of the
PFIA, and that will allow the CCPD to ascertain whether investment activities
during the reporting period have conformed to the Investment Policy. The report
should be provided to the CCPD Board
An independent auditor shall formally review the quarterly reports prepared under
this section at least annually, and that auditor shall report the results of the review
to the CCPD Board.
B.
Performance Standards – The investment portfolio shall be managed in
accordance with the objectives specified in this policy (safety, liquidity, yield).
The portfolio should obtain a market average rate of return during a
market/economic environment of stable interest rates. The basis used by the
Investment Officer to determine whether market yields are being achieved shall
be the three (3) month U.S. Treasury Bill.
C.
Marking to Market – The market value of the portfolio shall be calculated at
least monthly and a statement of the market value of the portfolio shall be issued
at least quarterly. The market value of each investment shall be obtained from a
14
Investment Policy
D.
source such as the Wall Street Journal, a reputable brokerage firm or security
pricing service and reported on the investment reports.
15
Investment Policy
EXHIBIT A
Authorized Investment Officers
Louise Richman, City of Baytown Director of Finance
Brent Yowell, City of Baytown Treasurer
Renee Savage, City of Baytown Financial Analyst
16
Investment Policy
EXHIBIT B
Statement of Ethics and Conflicts of Interest
Investment Officers for the Baytown Crime Control & Prevention District shall refrain from personal
business relationships with business organizations that could conflict with the proper execution of the
investment program, or which could impair their ability to make partial investment decisions. This would
only apply to personal business relationships with business organizations that have been approved by the
Board of Directors to conduct investment transactions with the Baytown Crime Control Prevention
District.
An investment official is considered to have a personal business relationship with a business
organization if:
(1) The investment official owns 10 percent or more of the voting stock or shares of the
business organization or owns $5,000 or more of the fair market value of the business.
(2) Funds received by the investment official from the business organization exceed 10
percent of the investment official’s gross income for the previous year.
(3) The investment official has acquired from the business organization during the previous
year investments with a book value of $2,500 or more for the personal account of the
investment official.
I do hereby certify that I do not have a personal business relationship with any business organization
approved to conduct investment transactions with the Baytown Crime Control & Prevention District, nor
am I related within the second degree by affinity or consanguinity, as determined under Chapter 573, to
an individual seeking to sell an investment to the Baytown Crime Control & Prevention District as of the
date of this statement.
City of Baytown
Investment Officers
____________________________________
Louise Richman
City of Baytown Director of Finance
__________________
Date
____________________________________
Brent Yowell
City of Baytown Treasurer
__________________
Date
____________________________________
Renee Savage
City of Baytown Financial Analyst
__________________
Date
17
Investment Policy
EXHIBIT C
Approved Broker/Dealers, Financial Institutions and Investment Pools
Broker/Dealers
Rice Financial Products Company
UBS Financial Services, Inc.
Cantor Fitzgerald
Mutual Securities, Inc.
Wells Fargo Brokerage Services, LLC
First Southwest Asset Management
Coastal Securities
Duncan-Williams, Inc.
Morgan Stanley
Public Depositories
JP Morgan Chase, NA (Primary)
Investment Pools
TexPool
TexStar
18
Investment Policy
EXHIBIT D
Certification by Business Organization
(date)
C/O City of Baytown, Texas
(Attn: Designated Investment official)
P O Box 424
Baytown, TX 77522-0424
Dear Mr/s. (investment official):
This certification is executed on behalf of the Baytown Crime Control & Prevention District (the
Investor) and ________________________________________________, (the Business Organization)
pursuant to the Public Funds Investment Act, Chapter 2256, Texas Government Code, (the Act) in
connection with investment transactions conducted between the Investor and Business Organization.
The undersigned Qualified Representative of the Business Organization hereby certifies on behalf of the
Business Organization that:
1. The undersigned is a Qualified Representative of the Business Organization offering to enter an
investment transaction with the Investor (Note: as such terms are used in the Public Funds Investment
Act, chapter 2256, Texas Local Government Code) and;
2. The Qualified Representative of the Business Organization has received and reviewed the Investment
Policy furnished by the Investor and, agrees, on behalf of the Business Organization, to comply with
its requirements under the Investment Policy and;
3. The Qualified Representative of the Business Organization has implemented reasonable procedures
and controls in an effort to preclude investment transactions conducted between the Business
Organization and the Investor that are not authorized by the Investor’s Investment Policy, except to
the extent that this authorization is dependent on an analysis of the makeup of the investor’s entire
portfolio or requires and interpretation of the subjective investment standards.
Qualified Representative of the Business Organization
Signed By: __________________________________
Name_______________________________________
Title _______________________________________
Date _______________________________________
19
Investment Policy
EXHIBIT E
INVESTMENT STRATEGY
It is the policy of the Baytown Crime Control and Prevention District (the "CCPD") that, giving due
regard to the safety and risk of investments, all funds shall be invested at all times in conformance with
State and Federal statutes, applicable trust agreements or related bond document requirements, the
CCPD’s adopted Investment Policy and this Investment Strategy. The CCPD's portfolio shall be
designed and managed in a manner responsive to the public trust and consistent with the Investment
Policy.
In accordance with the Public Funds Investment Act, CCPD investment strategies establish
maximum maturities and maximum dollar-weighted average maturity limits for each portfolio
and
address the priorities for those funds (in order of priority):






Suitability of the investment to the financial requirements of the CCPD and the particular Fund
Type;
Preservation and safety of principal;
Liquidity;
Marketability of the investment if the need arises to liquidate the investment prior to maturity;
Diversification of the investment portfolio; and
Yield.
Effective investment strategy development coordinates the primary objectives of the CCPD's Investment
Policy and cash management procedures with investment security risk/return analysis to enhance interest
earnings and reduce investment risk. The CCPD intends to generally utilize a buy and hold strategy but
will evaluate more active strategies, such as swaps or outright sales of securities, for incremental income
when appropriate. The structure of the portfolio(s) will be primarily dependent upon the continuing cash
flow requirements of the funds represented. The portfolio(s) will reflect both the short and long term
needs of the funds. A limited liquidity buffer will be maintained to cover any unanticipated cash needs,
where appropriate.
With a more active position, maturity selections may be extended to gain incremental income or adjust
portfolios to economic and market conditions. It is recognized that more active management may
increase the overall weighted average maturity of the portfolios due to additional volatility.
The CCPD's Investment Officer(s) shall monitor and evaluate the ongoing economic environment and
incorporate market information from reliable sources as well as current and anticipated CCPD financial
conditions when prudently implementing these strategies. Anticipated changes in the CCPD’s Investment
Strategy shall be reported to the Board as part of the quarterly investment reporting.
The CCPD expects, but is not required by law, to consolidate and commingle funds from similar type
funds or all funds in an attempt to maximize investment earnings. Investment income by fund will be
recognized and allocated on a monthly basis based on respective fund balances for the period in
accordance with generally accepted accounting principles.
FUND TYPE IDENTIFICATION
Each major fund type has varying cash flow requirements and liquidity needs. Therefore, specific
strategies shall be implemented considering the fund type's unique requirements. CCPD funds shall be
analyzed and invested according to the following major fund types:
20
Investment Policy
a.
Operating Funds
Operating funds have ongoing cash needs in support of ongoing operations and required transfers. Funds
include: General Fund.
b.
Liquidity Buffer Accounts
Liquidity funds are to assure the CCPD’s liquidity for anticipated and unanticipated needs within one
month. A liquidity buffer is needed in all but debt service funds which have well-defined and unalterable
liabilities.
INVESTMENT STRATEGY BY TYPE
In order to minimize market risks or principal loss due to interest rate fluctuations, investment maturities
and portfolio structures will be limited by the anticipated cash flow requirements of the various fund
types. The general investment strategies are established by fund type. The use of liquidity buffers in fund
types is to provide for unanticipated liabilities.
a.
Operating Funds
The short term (one to six months) needs of the operating funds will generally be addressed through a
laddered portfolio and the longer term (six to twelve months) needs of the operating funds will be
structured in a more loosely structured ladder. Core funds, not intended for use within one year may be
extended to two years.
Operating Funds are designed to meet ongoing demands. The portfolio(s) will utilize high credit quality
securities with no perceived credit risk to meet those demands and assure liquidity if needed. Securities
with active and efficient secondary markets are necessary in the event of an unanticipated cash
requirement. Investment maturities shall be laddered based on the anticipated operating needs of the
CCPD. Market cycle risk will be reduced by diversifying the appropriate maturity structure. Operating
Funds require the greatest short-term liquidity of any of the fund types, investment pools and money
market mutual funds can provide daily liquidity.
Price volatility of the overall portfolio(s) will be minimized by requiring a maximum dollar-weighted
average days to maturity (WAM) for the Operating portfolio(s) of 180 days and restricting the maximum
allowable maturity to two years.
Attaining a competitive market yield is a desired objective. The yields on the six-month and one-year
Treasury Bills shall be the minimum yield objective and benchmarks for these funds in accordance with
their anticipated WAM restrictions.
b.
Liquidity Buffer Accounts
A liquidity buffer, dependent in size upon then–current economic conditions and CCPD cash flow needs,
shall be maintained in Operating Funds to meet immediate cash needs of at least one month and provide
for reasonable, unanticipated liabilities. The maximum maturity of these liquid invested funds should be
one day. These funds may be invested in money market mutual funds, local government pools, or in a
depository overnight sweep.
21
2. b.
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Consider a Resolution to amend CCPD Budget to reprogram funds for an additional 2014 Police
Tahoe Prepared For:
Keith Dougherty, Police Prepared By:
Shawn Fischer, Police
Information
ITEM
Consider a resolution amending the Baytown Crime Control Prevention District's Fiscal Year
2013-2014 budget in order to reprogram funds from Unforeseen/New Initiatives to Motor Vehicles
for an additional 2014 Chevrolet Police Tahoe.
PREFACE
This proposed resolution amends the Baytown Crime Control Prevention District's Fiscal Year
2013-2014 budget in order to reprogram $9,873.80 from Unforeseen/New Initiatives to Motor
Vehicles for an additional 2014 Chevrolet Police Tahoe.
The Police Department was able to aggressively look into many different purchasing contracts and
save a considerable amount on 2014 Police Tahoe's. The Police Department budgeted $27,400 for
the purchase of Police Tahoe's and actually purchased each one that will be a marked unit for
$26,397.68. The cost of the vehicles was less than the budgted amount, which resulted in a CCPD
budget savings of $8,018.56. If approved by the CCPD board, the $9,873.80 requested will be added to the $16,523.88 saved in
the Police Departments budget to purchase one additional 2014 Police Tahoe. This Tahoe will be a
special service vehicle assigned to the Support Services Sergeant. It will be used to test new
technologies which include camera systems, computers (MDT's), License Plate Recognition
Systems, emergency lighting, etc. in a real world environment. This will stop the down time from
Patrol vehicles being used for this purpose. This item supports the City of Baytown vision of continuing to provide great public safety services
RECOMMENDATION
Fiscal Impact
Fiscal Year:
Acct Code:
2014
20601-99002
Acct Code:
20601-99002
Source of Funds (Operating/Capital/Bonds): Capital
Funds Budgeted Y/N:
N
Amount Needed:
$9,973.80
Attachments
Tahoe quote
Resolution - Reprogramming Funds
Exhibit A
QUOTE
RELIABLE CHEVROLET
DATE:
HOME OF THE ENFORCER POLICE PACKAGE
INVOICE #
REMIT ADDRESS:
800 North Central Expressway
Richardson, Texas 75080
Phone: 972-952-1561
Fax: 972-952-8172
Email: dadams@reliablechevrolet.com
FOR:
2014 TAHOE PPV
STOCK ONLY
BLACK
November 21, 2013
QUOTE GOOD FOR AS LONG AS
CONTRACT VALID & UNIT ORDERABLE
BILL TO:
CITY OF BAYTOWN
SHAWN FISCHER
NOTE: ORDER CUTOFF FOR 2014 TAHOE PPV IS AUGUST 22, 2013
Estimated time of delivery to dealer of 2013 after receipt of PO is 85-105 days for all but Caprice
THIS QUOTE IS BASED ON:
Estimated time of delivery to dealer of 2013 after receipt of PO is 145-160 days for Caprice
STATE OF TEXAS 071-072-A1 EFFECT 9/1
Turnkey estimated time of delivery of unit being upfitted is 5-7 weeks after receipt of vehicle
DESCRIPTION
AMOUNT
(1) CC10706 TAHOE PPV - ITEM 468CLE
25433.00
INCLUDES ALL THE STD EQUIPMENT ON MODEL PLUS:
included
G80 - REAR LOCKING DIFFERNTIAL (INCL WITH V8) AND FULL SIZE SPARE (REQUIRED PER STATE SPEC)
PLUS THE FOLLOWING OPTIONS ON STOCK UNITS:
7X6 - LH SPOTLAMP
404.80
K5T - DUAL BATTERY
167.20
UTQ - CONTENT THEFT ALARM DISABLED
8.80
9G8 - DAYTIME RUNNING LAMP DELETE
0.88
1LR - CITY BRAKE PACKAGE
0.00
AMF - 6 PACK KEYLESS REMOTES
66.00
6E2 - KEYED ALIKE
22.00
PLUS THE FOLLOWING OPTIONS NOT ON CONTRACT:
OUTSIDE VENDOR TO INSTALL REAR PARK ASSIST SENSORS -
295.00
3YR/36K WARRANTY - DONE IN DFW AREA
NOTE: AS OF 10/30 I HAVE EXACTLY (23) IDENTICAL TO THIS SPEC
AS I HAVE SOLD AND DELIVERED (18) OF THE PRIOR QUOTED SPEC.
PLEASE SEND PO AS SOON AS POSSIBLE.
I INVITE YOU TO INVESTIGATE THE SI-2000 ONLINE SERVICE FROM GM FOR MANUALS
THIS SERVICE IS AVAILABLE AT NO COST TO FLEETS AND IS REAL TIME INFO.
CREATE YOUR PO AT WWW.WINDOW.STATE.TX.US OR WWW.TXSMARTBUY.COM. HELP DESK 888-479-7602.
DELIVERY INCLUDED WHEN PURCHASING OFF OF STATE CONTRACT.
STOCK UNITS CANNOT BE HELD WITHOUT LETTER OF INTENT TO PURCHASE or PO
Make all checks payable to RELIABLE CHEVROLET. If you have any
questions concerning this invoice, contact:
Doug Adams, Fleet and Commercial Manager
972-952-1561 direct line, 972-952-8172 fax, dadams@reliablechevrolet.com
THANK YOU FOR YOUR BUSINESS!
SUBTOTAL
$
26,397.68
TAX RATE
0.00%
SALES TAX
-
OTHER
TOTAL
$
26,397.68
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
CRIME CONTROL AND PREVENTION DISTRICT AMENDING THE
BAYTOWN CRIME CONTROL AND PREVENTION DISTRICT’S FISCAL
YEAR 2013-2014 BUDGET IN ORDER TO REPROGRAM FUNDS FROM
UNFORESEEN/NEW INITIATIVES TO MOTOR VEHICLES IN ORDER TO
PURCHASE AN ADDITIONAL 2014 CHEVROLET TAHOE FOR THE
BAYTOWN
POLICE
DEPARTMENT;
MAKING
OTHER
REPRESENTATIONS RELATED THERETO; AND PROVIDING FOR THE
EFFECTIVE DATE THEREOF.
******************************************************************************
BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE BAYTOWN CRIME
CONTROL AND PREVENTION DISTRICT:
Section 1:
That the Board of Directors of the Baytown Crime Control and Prevention
District hereby amends the Baytown Crime Control and Prevention District’s Fiscal Year 20132014 budget to reprogram NINE THOUSAND EIGHT HUNDRED SEVENTY-THREE AND
80/100 DOLLARS ($9,873.80) from Unforeseen/New Initiatives to Motor Vehicles, as more
particularly described in Exhibit “A,” which is attached hereto and incorporated herein for all
intents and purposes, in order to purchase an additional 2014 Chevrolet Tahoe for the Baytown
Police Department.
Section 2:
This resolution shall take effect immediately from and after its passage by
the Board of Directors of the Baytown Crime Control and Prevention District.
INTRODUCED, READ and PASSED by the affirmative vote of the Board of Directors
of the Baytown Crime Control and Prevention District on this the 14th day of January, 2014.
____________________________________
RIKKI WHEELER, President
ATTEST:
________________________________
LETICIA BRYSCH, Secretary
APPROVED AS TO FORM:
________________________________
IGNACIO RAMIREZ, SR., General Counsel
R:\Karen\Files\City Council\Crime Control & Prevention District\Resolutions\2014\January\ReprogrammingContingencyFunds.doc
EXHIBIT "A"
BUDGET APPROPRIATION TRANSFER
FISCAL YEAR
10/1/12 thru 9/30/13
FUND
DATE
1/6/14
Period
206 - CCPD
DIVISION
20601 - CCPD
CONTROL NUMBER
Include in End of Year Budget Amendment
Transfers Out - Journal Entry
TRANSFER FROM:
CURRENT
ADJUSTED
ACCOUNT
ACCOUNT
AVAILABLE
BUDGET
TRANSFER
BUDGET
NUMBER
NAME
BALANCE
AMOUNT
AMOUNT
AMOUNT
99002
Unforeseen/New Initiatives
$
220,000.00
$
220,000.00
$
(9,874.00)
$
210,126.00
-
TRANSFER TO:
84043
Motor Vehicles
$
8,018.56
$
219,200.00
$
9,874.00
$
229,074.00
-
EXPLANATION:
NOTE: ALL Budget Transfers must provide the following explanations.
1. Explain why there will be savings in the account transferring "From".
2. Explain the reason of the transfer.
Consider resolution to amend CCPD budget to reprogram funds in order to purchse an additional 2014 Police Tahoe.
This Tahoe will be a special service vehicle assigned to the Support Services Sergeant. It will be used
to test new technologies which include camera systems, computers (MDT's), License Plate Recognition Systems, emergency lighting, etc.
in real world environment. This will stop the down time from Patrol vehicles being used for this purpose.
Requested By:
Date
Director of Finance
Date
Audited By:
Date
City Manager/Deputy City Manager/Assistant City Manager
(If applicable)
Entered By:
Date
Date
Revised 10-1-12
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Consider Setting the CCPD Meetings for 2014.
Prepared For:
Office
3. a.
Information
ITEM
Consider setting the time, date and location of the Baytown Crime Control and Prevention District
Meetings for the 2014 Calendar year.
PREFACE
This item allows the District to set the time, date and location of their 2014 meetings, which are
recommended as the following:
Tuesday, April, 8th, 2014,
Tuesday, June 10th, 2014,
Tuesday, July 8th, 2014, and
Tuesday, October 14th, 2014
All meeting will be held in the City Council Chamber, City Hall, 2401 Market Street, at 4:30 p.m.
RECOMMENDATION
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Present Police Statistics.
Prepared For:
Keith Dougherty, Police 4. a.
Prepared By:
Office
Information
ITEM
Present the Hot Spot and Commercial Vehicle Unit ("CVE") fourth quarter reports for 2013.
PREFACE
The Baytown Police Department will present the District with its Hot Spot and Commercial Vehicle
Unit ("CVE") fourth quarter reports for 2013. The reports are attached for your review.
RECOMMENDATION
Fiscal Impact
Fiscal Year:
Acct Code:
Funds Budgeted Y/N:
Amount Needed:
There is no fiscal impact to this item.
Attachments
First Quarter Report CVE 2014
Hot Spot Memo
Hot Spot Stats
Baytown Police Department
Commercial Vehicle Enforcement Unit
CCPD Quarterly Report
1st Qtr FY2014
Activity
Level 1 Inspections
Level 2 Inspections
Level 3 & 5 Inspections
Total Number of Inspections
Hazardous Material Load
Inspections
(includes all levels)
Out of Service Violations - Vehicles
Out of Service Violations - Drivers
CVE Citations Issued for Violations
CVE Warnings Issued for Violations
CVSA Safety Decals Issued
Weight-Related Citations Issued
Weight-Related Warnings Issued
Woolcock #64
Slot #105
24
36
125
57
0
0
149
93
9
25
187
47
7
0
172
72
646
223
2
17
56
23
104
54
Ofc. Slot completed his field certification requirements for basic HazMat Inspector, then
attended Cargo Tank HazMat Inspector school and completed the field certification
requirements for that as well this quarter.
Schools, Vacations
Level 5 Inspection: A complete North American Standard Vehicle check. This includes a check of the
brake system, frame support, coupling devices, steering, suspension and related items. The truck is
completely gone over, to include crawling under the truck to inspect some items. These items must meet the
requirements of the Federal Motor Carrier Safety Regulations (FMCSR). This is equivalent to a Level 1
Level 3 Inspection: A check of the driver only, to see that they meet the requirements of the Texas
Commercial Drivers License Laws as well as the requirements of the FMCSR. This includes the proper
class of Commercial drivers license, DOT medical certificate (if required), a properly completed log book (if
required), proof of liability insurance and proper random drug and alcohol testing.
Level 2 Inspection: A walk-around inspection of the CMV to see that it meets the requirements of the
FMCSR. This includes the above driver check plus a walk-around check of the required lighting, load
securement, tires and other related items.
Level 1 Inspection: A complete North American Standard Driver/Vehicle check. This includes both above
levels with a check of the brake system, frame support, coupling devices, steering, suspension and realted
items. The truck is completely gone over, to include crawling under the truck to inspect some items. These
items must meet the requirements of the FMCSR.
Memo
To:
Chief C.K. Dougherty, Assistant Chief M. Holden, Lieutenant R. Evans
From:
Sergeant J.R. Miller
Date:
1/1/14
Subject:
Hot Spot Unit – Quarterly Report – Q4 2013
Memo No.:
P-2013-069
Sirs,
The following are highlights of arrests made, cases investigated and other activities participated in by members
of the Hot Spot Unit during the fourth quarter of 2013. These notes are included in the attached quarterly stat
report.
During the fourth quarter members of the unit received training in the following areas:
# of Officers
Course/Training
# of Hours
2
HIDTA – NDEX Data Base
1
Street Cops
1
Texas Tatical Police Officer Comp
2
Patrol Rifle
1
Intoxilyzer Recertificaton
3
3
Google For Public Safety
16
2
Semi Auto II
8
1
Crisis Negotiation Conference
10
Legal Update
6
16
32
24
36
3
During the fourth quarter the felony warrant service initiative continued. The two assigned officers were
involved with the apprehension and arrest of 50 felony warrants. Warrants were for offenses such as Sexual
Assault Of A Child, Endangering A Child, Aggravated Robbery, Burglary, Possession of Controlled substances,
DWI, Unauthorized Use Of Motor Vehicle, Fraud To Obtain Controlled Substance, Aggravated Assault On
Public Servant and many other serious offenses. This record will surely have a positive effect on our city’s crime
rate.
Page 1 of 2
Baytown Police Department, 3200 North Main Street, Baytown, Texas 77521
http://police.baytown.org
BPD Form #187
=
During the fourth quarter members of the team participated in the following initiatives:
Halloween Sex Offender Tracking; home visits to high risk sex offenders, reminding them of their requirements
and advising the police are aware of them.
Garth Road Holiday Patrol; mass visisibiltiy and activity in the Garth Road Corridor begginning the day after
Thanksgiving and ending at the end of December. The mission was to saturate the area with marked units in
hopes of decreasing crime and increasing citizen’s feeling of security during the heavy shopping and traffic time
along with being available to back district units and take calls in the area.
The annual New Year’s Eve DWI Task Force. Five officers in three units and the Sergeant worked from 19000500 hours. Two arrests for DWI were made and one for felon in possesion of a firearm. This subject was also
in possession of 76.4 grams of Marijuana. Additionally Hot Spot officers responded to 27 calls for service
during the shift.
On 12-19-13 officers responded to a shoplifting in progress call at the Kohl’s department store. The offender
was apprehended in the parking lot after putting up a fight that ended in one officer receiving minor injuries and
the Kohl’s loss prevention officer suffering a broken hand. Approximately $1,039.00 of Kohl’s merchandise was
returned to the store. The offender, previously convicted of robbery, was charged with robbery.
In addition unit members were assigned to respond to calls for service during the shift change as there is no
longer a lap over during this period and other busy periods. Officers responded to blind calls and picked calls up
from the qued call screen on their MDTs.
Unit members spent a combined 72 hours in assistance to the Special Operations Unit during the fourth quarter.
Respectfully Submitted,
Sergeant J.R. Miller_
Page 2 of 2
Baytown Police Department, 3200 North Main Street, Baytown, Texas 77521
http://police.baytown.org
HOT SPOT STATS
4th Quarter Stats
2013
Oct
Nov
Dec
Totals
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
1
2
11
3
4
0
1
0
6
0
0
0
1
11
28
12
8
0
3
13
45
15
12
0
Total charges
4
1
7
12
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
0
10
25
17
13
0
6
17
43
22
18
0
4
7
44
9
19
0
10
34
112
48
50
0
Total charges
18
36
13
67
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
13
31
45
41
8
0
4
9
44
26
0
0
5
6
48
18
15
0
22
46
137
85
23
0
Total Charges
54
13
11
78
Sgt. Miller
Summersill
Almendarez
Griffin
Arrest
Citations
Calls
Traffic
DWI
10
1
28
1
44
0
11
1
42
1
43
0
18
1
39
5
43
1
39
3
109
7
130
1
Total Charges
12
9
23
44
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
15
14
26
22
27
0
6
0
6
1
22
0
1
1
13
8
14
0
22
15
45
31
63
0
Total Charges
44
4
2
50
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
7
4
40
6
44
1
0
0
6
2
2
0
0
0
0
0
0
0
7
4
46
8
46
1
Total charges
8
0
0
8
Ped Cont
Tharp
Johnson
Dunlap
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
6
12
41
11
19
0
5
14
38
15
28
0
1
18
43
16
32
0
12
44
122
42
79
0
Total charges
15
15
13
43
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
11
11
34
15
39
4
8
31
43
31
49
1
7
33
46
31
69
1
26
75
123
77
157
6
Total charges
17
21
29
67
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Total charges
0
0
0
0
Hemmenway
Filyaw
Farrant
Arrest
Citations
Calls
Traffic
Ped Cont
DWI
8
9
37
6
29
1
5
21
43
21
28
0
3
17
42
22
37
2
16
47
122
49
94
3
Total charges
12
19
12
43
Total Quarterly Stats for the Unit
ALL
Arrest
157
Citations
281
Calls
861
Traffic
362
Ped Contacts
654
DWI
11
Total Quarterly Charges for the Unit =
Total Quarterly Hours Assist Spcl Ops = 72
412
4. b.
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Receive Baytown Crime Control and Prevention District's (CCPD) Revenue and Expenditure
Report for the Quarter Ending December 31, 2013..
Prepared For:
Information
ITEM
Receive the Baytown Crime Control and Prevention District's (CCPD) Revenue and Expenditure
Report for the Quarter Ending December 31, 2013.
PREFACE
Receive update on the Baytown Crime Control and Prevention District's Revenue and Expenditure
for the Quarter Ending December 31, 2013.
RECOMMENDATION
Fiscal Impact
Fiscal Year:
Acct Code:
Funds Budgeted Y/N:
Amount Needed:
Attachments
Q1 Financial Statements BAYTOWN CRIME CONTROL AND
4. c.
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Receive the Baytown Crime Control and Prevention District's Quarterly Investment Report for the
Quarter Ending December 31, 2013.
Prepared For:
Information
ITEM
Receive the Baytown Crime Control and Prevention District's (CCPD) Quarterly Investment Report
for the Quarter Ending December 31, 2013.
PREFACE
The Baytown Crime Control and Prevention District's Quarterly Investment Report for the Quarter
Ending December 31, 2013, is submitted for review in accordance with the Public Funds Investment
Act Section 2256-023 (a) and (b).
RECOMMENDATION
Fiscal Impact
Fiscal Year:
Acct Code:
Funds Budgeted Y/N:
Amount Needed:
Attachments
Q1 Investment Reports
PREVENTION DISTRICT
Meeting Date:
01/14/2014
Reminder of Next Meeting
Prepared For:
Office
5. a.
Information
ITEM
The next Baytown Crime Control and Prevention meeting is scheduled for Tuesday, April 8, 2014,
at 4:30 p.m. in the City Council Chambers, 2401 Market Street, Baytown, Texas 77520.
PREFACE
The next Baytown Crime Control and Prevention meeting is scheduled for Tuesday, April 8, 2014,
at 4:30 p.m. in the City Council Chambers, 2401 Market Street, Baytown, Texas 77520. RECOMMENDATION

CITY OF BAYTOWN

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