* This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting. [00:00:20] ALL RIGHT. MY NETWORK. AGREED. I CALL THIS MEETING THE BAY DOWN FIRE CONTROL PREVENTION, EMERGENCY MEDICAL SERVICES DISTRICT TO ORDER, UH, DO WE HAVE A FORUM? ALL RIGHT. WE GOTTA CONSIDER ELECTION OF [a. Consider the election of the President and Vice President and the appointment of the Secretary.] OFFICERS PRESIDENT AND VICE PRESIDENT AND THE SECRETARY. ALL RIGHT. LET'S DO PRESIDENT. ANY NOMINATIONS NOMINATE MAURICE. OH, YOU CAN'T BE ATE. NOMINATE JOHN ATKINS. SECONDED. MAN. THAT WAS QUICK. OKAY. ALL IN FAVOR? A ANY QUESTIONS OR COMMENTS? I GUESS I THINK THAT'S A GOOD CHOICE. YEAH. ALL IN FAVOR SAY AYE. YOUR HANDS ALL OPPOSED? SAME PASS. AYE. PRESIDENT, I GUESS. ALL RIGHT. WE HAVE NOMINATION FOR VICE PRESIDENT. UH, NEED A MOTION. I MAKE A MOTION THAT BARRY BE CONSIDERED FOR VICE PRESIDENT. SECOND. SECOND. UH, ALL RIGHT. ANY OTHER NOMINATIONS? ALL RIGHT. ALL IN FAVOR OF BARRY HAWKINS FOR, UH, PRE A VICE PRESIDENT. AYE. SHOW OF HANDS. ALL OPPOSED? ABSTAIN. OKAY. BARRY HAWKINS IS VICE PRESIDENT. UH, CONSIDER APPROVING THE MINUTES OF THE BAYTOWN FIRE CONTROL PREVENTION, MURDER MEDICAL SERVICES DISTRICT REGULAR MEETING HELD OCTOBER. OH. AND THE SECRETARY, SECRETARY. SECRETARY. SECRETARY. OH, I THOUGHT THAT WAS JUST A DONE DEAL. UH, JUST TO CONFIRM, THE CITY CLERK WILL BE SECRETARY. DO WE HAVE TO HAVE NOMINATIONS OR ANYTHING, OR JUST THAT? JUST TO CONFIRM THAT IT'S GONNA BE THE CITY CLERK. OKAY. WE ALL, WE NEED TO VOTE OR ANYTHING? YES. OKAY. ALL IN FAVOR OF, UH, WE HAVE TO HAVE A MOTION. RIGHT? MOTION ON THAT. IT'S ALWAYS BEEN, I WOULD, IT WOULDN'T HURT TO GO AHEAD AND DO AN AMO A MOTION. AN A MOTION. . ALRIGHT. I MOVE THAT THE CLERK REMAIN THE SECRETARY. SECOND. OKAY. ALL IN FAVOR SAY AYE. A AYE. OPPOSED? CITY CLERK, SECRETARY. ALL RIGHT. NOW WE HAVE [a. Consider approving the minutes of the Baytown Fire Control, Prevention, and Emergency Medical Services District Regular Meeting held on October 18, 2022.] CONSIDER APPROVING THE MINUTES OF BAYTOWN FIRE CONTROL PREVENTION, EMERGENCY MEDICAL SERVICE DISTRICT REGULAR MEETING HELD OCTOBER 18TH, 2022. NEED A MOTION TO APPROVE? I MAKE A MOTION THAT WE APPROVE THE MEETING. MINUTES. A SECOND? SECOND. ANY QUESTIONS OR COMMENTS? ALL IN FAVOR SAY AYE. AYE. OPPOSED? OKAY. MINUTES ARE ACCEPTED. CONSIDER SETTING [a. Consider setting the dates, times and location for the Baytown Fire Control, Prevention, and Emergency Medical Services District meetings for 2023. ] THE DATES AND TIMES LOCATION OF BAYTOWN FIRE CONTROL EMERGENCY MEDICAL SERVICE DISTRICT FOR 2023. WHAT DO WE DO THERE? UM, IT'S ON THE SCRIPT. . OH, OKAY. JUST FING ALL. OKAY. UH, MEETING HELD ON THE THIRD TUESDAY, THE FIRST MONTH OF THE QUARTER, AND A MEETING IN JUNE, NORMALLY FOR THE CONSIDERATION APPROVAL OF BAYTOWN FIRE CONTROL AND EMS DISTRICT BUDGET. SO THE PROPOSED DATES WERE AS FOLLOWED. TUESDAY, APRIL 18TH, 2023. TUESDAY, JUNE 20TH, 2023. TUESDAY, JULY 18TH, 2023. TUESDAY, OCTOBER 17TH, 2023 WITH ALL MEETINGS HELD TO BAYTOWN. CONFERENCE ROOM, CITY HALL 24, 1 MARKET STREET AT FOUR 30. ANY QUESTIONS OR CHANGES? NO. NEED A MOTION EXCEPT MOTION. SECOND. SECOND. I'LL SECOND IT. ANY QUESTIONS OR COMMENTS? ALL IN FAVOR SAY AYE. A APPROVED. THOSE ARE THE MEETINGS. I RECEIVE [a. Receive training on the Texas Open Meetings Act and Public Information Act, and provide an overview of the Baytown Fire Control, Prevention, and Emergency Medical Services District's Rules of Procedure.] TRAINING ON THE TEXAS OPEN MEETING, PUBLIC INFORMATION. I PROVIDE AN OVERVIEW OF BAYTOWN FIRE CONTROL PREVENTION, EMERGENCY MEDICAL SERVICES DISTRICT FOR THE PROCEDURES. CONSIDER RECEIVED. THAT WILL BE ME. I WILL BE PRESENTING THIS. MY NAME IS JARRIS MAPES AND I'M ONE OF THE ASSISTANT CITY ATTORNEYS. ORDINARILY, YOUR ATTORNEY FOR THIS COMMITTEE WOULD BE KRISTEN HOME, BUT SHE WAS UNAVOIDABLY UNABLE TO ATTEND TODAY, SO I'M COVERING FOR HER. UM, AND SO IF YOU'LL HAVE TO BEAR WITH ME HERE, I'VE GOT, I DO HAVE A LITTLE POWERPOINT, UH, BUT IT'S NOT EXACTLY YELLOWSTONE OR ANYTHING. IT'S NOT VERY EXCITING. SO, UH, JUST BEAR WITH ME. JUST SOME BASIC THINGS THAT WE NEED TO ALL KNOW, UH, AS WE PARTICIPATE IN THIS COMMITTEE. UH, WHAT IS THE OPEN MEETINGS ACT? THAT'S THE FIRST AREA WE'RE GONNA COVER. [00:05:01] UM, AND SO THIS ACT PROVIDES THAT MEETINGS OF GOVERNMENTAL BODIES MUST BE OPEN TO THE PUBLIC, RIGHT? WE KIND OF, SOME OF THESE THINGS ARE VERY BASIC. SO AGAIN, PARDON ME FOR GOING OVER ALL THAT, BUT THE PUBLIC MUST BE GIVEN NOTICE OF THE TIME, PLACE AND SUBJECT MATTER OF MEETINGS AND GOVERNMENTAL BODIES. UM, WHY IS IT APPLICABLE TO THE FIRE CONTROL PREVENTION EMS DISTRICT? THAT IS THE LONGEST NAMING COMMITTEE. WE DO HAVE, BY THE WAY, UM, RESOLUTIONS, UH, ESTABLISHING THE COMMITTEE PROVIDE THAT THE COMMITTEE MEETINGS WILL BE SUBJECT TO THE ACT. UH, SO BASICALLY IT'S ALL, YOU KNOW, IT'S ALL PART OF THE PROCESS. UH, WE DO, UH, APPLY OPEN MEETINGS TO THIS. SO THE QUESTION IS, WHEN DOES IT APPLY? AND IT'S WHEN A QUORUM GATHERS AND DISCUSSES PUBLIC BUSINESS, REGARDLESS OF WHETHER THERE IS ANY ACTION OR VOTE TAKEN. AND YOU'LL NOTICE IN THE, THE LITTLE CARTOON PIC THERE, THEY'RE SITTING AROUND A LIVING ROOM. SO IF YOU GUYS HAVE A QUORUM AND YOU'RE TALKING ABOUT BUSINESS, EVEN IF YOU'RE NOT IN THIS ROOM, IT STILL COUNTS. SO WE JUST HAVE TO BE MINDFUL OF THAT. THERE WE GO. WHEN A QUORUM GATHERS TO SOLICIT INFORMATION FROM, GIVE INFORMATION TO ASK QUESTIONS OF OR RECEIVE INFORMATION FROM ANY THIRD PERSON, INCLUDING AN EMPLOYEE ABOUT PUBLIC BUSINESS OR PUBLIC POLICY FOR WHICH THE GOVERNMENT BODY HAS SUPERVISION, THAT'S GONNA APPLY THEN. ALRIGHT. AND WHEN ARE GATHERINGS OF A QUORUM NOT SUBJECT TO THE ACT? UH, THERE'S A COUPLE OF EXCEPTIONS. UH, THE BIG ONE IS A GATHERING OF A QUORUM AT A SOCIAL FUNCTION UNRELATED TO PUBLIC BUSINESS THAT IS CONDUCTED BY THE COMMITTEE, ATTENDANCE BY A QUORUM AT A REGIONAL STATE, OR NATIONAL CONVENTION WORKSHOP, CEREMONIAL EVENT, OR PRESS CONFERENCE. OF COURSE, WE STILL HAVE TO BE CAREFUL AT EITHER ONE OF THOSE. WE DON'T WANNA TALK ABOUT THIS BUSINESS. RIGHT. AND ATTENDANCE BY A QUORUM AT A CANDIDATE FORUM. APPEARANCE OR DEBATE TO INFORM THE ELECTORATE IF INFORMAL ACTION IS NOT TAKEN AND ANY DISCUSSION OF PUBLIC BUSINESS IS INCIDENTAL TO THE SOCIAL FUNCTION CONVENTION WORKSHOP, CEREMONIAL EVENT, PRESS CONFERENCE FORUM OR APPEARANCE OR DEBATE. ALRIGHT, SO WINNER GATHERINGS OF A QUORUM, NOT SUBJECT TO THE ACT, CONTINUE, UH, ATTENDANCE OF THE COMMITTEE AT A MEETING OF A COMMITTEE OR AGENCY OF THE LEGISLATOR. IF THE DELIBERATIONS CONSIST SOLELY OF EITHER PUBLICLY TESTIFYING, COMMENTING, OR RESPONDING TO QUESTIONS ASKED BY A MEMBER OF THE LEGISLATIVE COMMITTEE OR AGENCY, VERY UNUSUAL TYPE EVENT GOING BEFORE THE LEGISLATOR. WHERE AND FOR HOW LONG MUST AN OPEN MEETINGS BE POSTED? NOW, LUCKY FOR YOU, YOU GUYS GET EXPERTS AS YOUR SECRETARY, RIGHT? THAT'S RIGHT. AND SO THEY TAKE CARE OF THIS. BUT JUST SO YOU KNOW, A NOTICE MUST BE POSTED ON A BULLETIN BOARD AT A PLACE CONVENIENT TO THE PUBLIC IN CITY HALL. AND IT'S GONNA BE POSTED ON THE CITY'S WEBSITE AND READILY ACCESSIBLE AT ALL TIMES FOR AT LEAST 72 HOURS PROCEEDING THE MEETING. WHEN THAT BECOMES RELEVANT, IF YOU GUYS ARE DECIDING THAT YOU'RE WANTING TO ADD SOMETHING TO AN AGENDA, IF YOU DON'T HAVE 72 HOURS, THEN WE'LL HAVE TO WAIT TILL THE NEXT MEETING. OBJECT. ARE THERE ANY EXCEPTIONS TO THE NOTICE REQUIREMENT? THEY'RE RARE. I WILL TELL YOU RIGHT NOW THEY'RE RARE, BUT WE'RE GONNA TOUCH ON 'EM. UM, A RECESS OF A POSTED MEETING TO THE NEXT BUSINESS DAY. IF THE RECESS WAS IN GOOD FAITH AND NOT TAKEN TO CIRCUMVENT THE OPEN MEETINGS ACT FOR AN EMERGENCY WHERE THERE'S AN URGENT PUBLIC NECESSITY. IF ONE HOUR NOTICE IS GIVEN AND SPECIAL NOTICE IS GIVEN TO THE NEWS MEDIA. THAT'S THE KIND OF THING THAT HAPPENS. IF THERE'S A BIG CATASTROPHE AND MAYBE CITY COUNCIL NEEDS TO, UH, TO DO THAT, UM, WHAT MUST A NOTICE OF AN OPEN MEETING CONTAIN? WELL, IT'S GOTTA HAVE THE DATE. IT'S GOTTA HAVE THE HOUR, THE PLACE AND THE DESCRIPTION OF EACH ITEM TO BE DISCUSSED AT THE MEETING. HOW SPECIFIC MUST THE WORDING BE FOR EACH AGENDA ITEM POSTED? UH, THE NOTICE MUST BE SUFFICIENT TO ALERT THE PUBLIC IN GENERAL TERMS OF THE SUBJECTS THAT WILL BE DISCUSSED AND CONSIDERED, UH, DESCRIPTIONS SUCH AS OLD BUSINESS OR PERSONNEL MATTERS. LITIGATION MATTERS. STAFF REPORTS THAT ONE'S KIND OF A LITTLE DIFFERENT, UM, ARE NOT SUFFICIENTLY [00:10:01] DETAILED TO MEET THE REQUIREMENTS OF THE ACT. AGAIN, YOU GUYS HAVE EXPERTS DRAFTING THOSE AGENDAS AND SO IT'S NOT A BIG CONCERN FOR YOU GUYS. WHEN CAN A MEETING START? WELL, A MEETING MAY START AT THE POSTED TIME WHEN A QUORUM IS PRESENT. MAKES SENSE. THE AUTHORITY DELEGATED TO A GOVERNING BODY MAY BE EXERCISED ONLY AT A MEETING OF A QUORUM OF ITS METERS MEMBERS. AND I THINK WE ALL KNOW THAT IF WE, FOR SOME REASON SOMETHING GOES WRONG, WE DON'T HAVE A QUORUM, WE CAN'T HAVE THE MEETING FOR THAT DAY, RIGHT? AGAIN, IT'S RARE FOR THAT TO HAPPEN. UH, WHAT CAN MEMBERS OF THE COMMITTEE DO IF AN UNPOSTED ISSUE IS RAISED AT AN OPEN MEETING? WELL, A MEMBER OF THE COMMITTEE MAY RESPOND WITH A STATEMENT OF SPECIFIC FACTUAL INFORMATION OR RECITE THE COMMITTEE'S EXISTING POLICY ON THAT ISSUE. DIRECT THE PERSON MAKING THE INQUIRY TO VISIT WITH CITY STAFF ABOUT THE ISSUE, OR OFFER TO PLACE THE ITEM ON THE AGENDA FOR DI DISCUSSION AT A FUTURE MEETING. SO SOMETIMES THAT CAN HAPPEN WHEN AN I AN IDEA OR A THOUGHT COMES UP, MAYBE FROM A MEMBER OF THE PUBLIC OR MAYBE FROM ONE OF YOU GUYS THAT'S NOT ON THE AGENDA, JUST CAME UP. YOU JUST THOUGHT ABOUT IT. THIS IS BASICALLY GIVING YOU SOME OPTIONS ON HOW YOU CAN RESPOND BECAUSE WE CANNOT REMEMBER DISCUSS SOMETHING OR TAKE ACTION ON SOMETHING THAT'S NOT ON THE AGENDA. SO IF IT'S NOT ON, WE CAN, YOU KNOW, SAY, OKAY, WELL WE'VE ALREADY GOT THAT SET FOR THE NEXT ONE. MAYBE THAT'S YOUR, YOUR STATEMENT OF FACT. OR WE CAN SAY, OKAY, WELL MAYBE WE CAN ADD THAT TO THE NEXT ONE. THOSE ARE SOME REALLY BASIC THINGS WITHOUT REALLY GOING INTO THE DISCUSSION OF THE TOPIC THAT GOT BROUGHT UP. UH, CAN THE COMMITTEE RECEIVE A REPORT AT A MEETING REGARDING A TOPIC THAT IS NOT POSTED ON THE AGENDA? WELL, YES. IF THE REPORT IS GIVEN BY STAFF OR A COMMITTEE MEMBER AND THE REPORT IS ABOUT AN ITEM OF COMMUNITY INTEREST AND NO ACTION IS TAKEN AND POSSIBLE ACTION IS NOT DISCUSSED, A REPORT, OFTEN WITH THIS COMMITTEE, WE WILL GET A REPORT, SAY FROM FINANCE ON THE CURRENT BUDGET SITUATION. WE MAY GET A CITY MANAGER'S REPORT, UH, WITH SOME, YOU KNOW, SOME BASIC INFORMATION THAT THEY WANNA PROVIDE. THOSE ARE OKAY, UH, BUT THOSE, THOSE CATEGORIES MUST APPLY. AND WHAT IS AN ITEM OF COMMUNITY INTEREST YOU ASK? WELL, UH, IT COULD BE SOMETHING AS SIMPLE AS AN EXPRESSION OF, THANKS, CONGRATULATIONS OR CONDOLENCE INFORMATION REGARDING HOLIDAY SCHEDULES. AN HONORARY, A SALUTARY RECOGNITION OF A PUBLIC, OFFICIAL PUBLIC EMPLOYEE, OR OTHER CITIZEN. UH, IT DOES NOT INCLUDE A DISCUSSION OF A CHANGE IN STATUS OF PUBLIC OFFICE OR EMPLOYMENT. UM, THAT'S A, YOU KNOW, A DISCUSSION OF THAT. YOU CAN MAYBE ANNOUNCE SOMETHING BUT WE DON'T DISCUSS IT. A REMINDER ABOUT AN UPCOMING EVENT, ORGANIZE OR SPONSOR BY THE COMMITTEE. AND INFORMATION REGARDING A COMMUNITY EVENT ORGANIZED OR SPONSORED BY ANOTHER ENTITY THAT WAS ATTENDED OR IS SCHEDULED TO BE ATTENDED BY A MEMBER OF THE COMMITTEE OR EMPLOYEE. AND ANNOUNCEMENTS, UH, INVOLVING AN IMMINENT THREAT TO THE PUBLIC HEALTH AND SAFETY THAT HAS ARISEN AFTER THE POSTING OF THE AGENDA. SOME OF THOSE ARE VERY RARE. SOME OF THOSE MAY BE THAT, HEY, NATIONAL NIGHT OUT'S COMING UP, THEY WANNA MAKE SURE YOU KNOW ABOUT IT AND WHERE AND WHAT, WHEN IT'S GONNA BE SO THAT YOU CAN ATTEND IF YOU WANT TO. THOSE KINDS OF THINGS. OKAY, MOVING ON TO THE PUBLIC INFORMATION ACT. WHAT IS THE PUBLIC INFORMATION ACT? IT IS THE LAW THAT ENSURES THAT EACH PERSON IS ENTITLED UNLESS OTHERWISE EXPRESSLY PROHIBITED BY LAW AT ALL TIMES. TO COMPLETE INFORMATION ABOUT THE AFFAIRS OF GOVERNMENT AND THE OFFICIAL ACTS OF PUBLIC OFFICIALS AND EMPLOYEES, YOU OFTEN HEAR THIS REFERRED TO AS THE SUNSHINE ACT. BASICALLY IT ALLOWS CITIZENS TO GATHER INFORMATION THAT'S GOING ON WITH THE GOVERNMENT SO THAT THEY KNOW WHAT'S GOING ON. WHY IS IT APPLICABLE TO THE F-C-P-E-M-S-D ? WELL, THE COMMITTEE IS SUPPORTED BY PUBLIC FUNDS, SO THAT'S ENOUGH TO MAKE IT PART OF THE GOVERNMENT, UH, ENVIRONMENT. THE GOVERNMENT INSTITUTION BASICALLY. UH, AND WHAT IS PUBLIC INFORMATION? WELL, UM, INFORMATION THAT IS COLLECTED, ASSEMBLED, OR MAINTAINED BY OR FOR A GOVERNMENTAL BODY, REGARDLESS OF ITS FORMAT. SO THOSE CAN BE, UH, YOU KNOW, ALWAYS PAPERS, YOU'RE ALWAYS GONNA EXPECT THAT. BUT IT CAN ALSO BE EMAILS, TEXT MESSAGES, UH, A A PRESENTATION FORMAT, UH, YOU KNOW, THIS POWERPOINT, THOSE KINDS OF THINGS CAN ALL BE ANY KIND OF MEDIUM WILL, UH, CONSTITUTE THAT. AND THEN HOW IS IT ACTIVATED? [00:15:01] UM, BY A WRITTEN REQUEST OR BY A FAX OR EMAIL, WHICH WE DO CONSIDER TO BE WRITTEN, UM, TO THE CITY CLERK. 'CAUSE THEY ARE DE THEY ARE ASSIGNED DESIGNATED AS THE, UH, OPEN RECORDS OFFICIAL. IS THAT THE WAY THEY CALL IT? OFFICER. OFFICER. OKAY. OOH, BE CAREFUL WITH HER. UM, SO ONCE RECEIVED, THERE ARE SPECIFIC TIMEFRAMES BY WHICH THE CITY MUST RESPOND AND, UH, OR REQUEST AN AN ATTORNEY GENERAL OPINION BECAUSE THAT'S ONE OF THE THINGS THAT NOT EVERYBODY FULLY UNDERSTANDS ABOUT, UM, OPEN RECORDS IS THAT THE CITY CAN'T JUST SAY, YOU KNOW WHAT? THERE'S THIS RULE THAT SAYS WE DON'T GIVE THIS OUT. AND SO WE'RE GONNA SAY NO, SORRY, WE DON'T GET TO SAY THE CITY DOES NOT GET TO SAY JUST NO. UH, WITH A FEW, COUPLE OF EXCEPTIONS LIKE SOCIAL SECURITY NUMBERS, WE GET TO BLOCK THOSE OUT WITHOUT ASKING PERMISSION. BUT EVERYTHING ELSE, UM, THEY'RE GONNA HAVE TO SEND SOMETHING TO THE ATTORNEY GENERAL'S OFFICE TO SAY, HERE, WE THINK THIS RULE OR LAW APPLIES, SO WE THINK WE SHOULD NOT GIVE IT OUT. YOU KNOW WHAT? SAY YOU. AND THEN THEY WILL RESPOND. UM, AND THAT IS ALL PART OF THE PROCESS. SO WE DON'T GET TO JUST SAY NO ON OUR OWN. AND IT IS KIND OF A LENGTHY PRO PROCESS TIME-WISE. UM, BUT IT IS THE SYSTEM. SYSTEM. ALRIGHT. TRAINING. SO THE PUBLIC INFORMATION ACT DOES REQUIRE THAT MEMBERS OF A GOVERNING BODY COMPLETE A COURSE OF TRAINING WITHIN 90 DAYS OF TAKING THE OATH OF OFFICE. AND THAT IS AN ELECTRONIC, UH, ONLINE TRAINING THAT YOU GUYS GET TO TAKE ABOVE IN ADDITIONING TO, TO MY TRAINING. RIGHT? UM, THE ATTORNEY GENERAL HAS PRODUCED A VIDEO WHICH CAN BE USED TO SATISFY THE TRAINING REQUIREMENT. AND ONCE A MEMBER OF A GOVERNING BODY HAS COMPLETED THE COURSE, THE CERTIFICATE OF COURSE COMPLETION MUST BE FILED WITH THE CITY CLERK. SO SOMETIMES PEOPLE FORGET THAT STEP. SO MAKE SURE ONCE YOU'VE DONE IT, YOU TURN IN YOUR CERTIFICATION, UM, TO THE CITY CLERK'S OFFICE. SO THEY HAVE IT AND THEY KNOW THAT EVERYBODY'S TAKEN CARE OF. AND A PUBLIC OFFICIAL MAY DESIGNATE THE CITY CLERK, THE CITY'S PUBLIC INFORMATION COORDINATOR TO SATISFY THE TRAINING REQUIREMENTS. OKAY, SO JUST TO TOUCH ON EMAILS, JUST TO MAKE SURE, 'CAUSE IT KIND OF SWAYS INTO OUR, UH, PUBLIC INFORMATION ACT. UH, EMAILS ARE SUBJECT TO THE PUBLIC INFORMATION ACT. THEY MUST BE TIMELY GATHERED. IF SOMEBODY REACHES OUT TO YOU, SAY, FROM THE CITY CLERK'S OFFICE AND SAYS, HEY, WE'VE GOT AN OPEN RECORDS REQUEST FROM EMAILS SENT BETWEEN THIS STATE AND THIS STATE, YOU GUYS ARE REQUIRED TO TIMELY PROVIDE THOSE EMAILS. UM, ALL INFORMATION MUST BE GATHERED SUBJECT TO RECORDS RETENTION. AND IF YOU HAVE ANY QUESTIONS ABOUT RECORDS RETENTION, YOU GUYS CAN ASK THE CITY CLERK'S OFFICE. OKAY? SO OUR POLICY REGARDING EMAILS, THIS IS APPLICABLE TO CITY COUNCIL AND ALL OF ITS BOARDS AND COMMISSIONS. UH, REQUEST THAT WRITTEN COMMUNICATION TRANSMITTED ELECTRONICALLY MUST BE DONE SO THROUGH PUBLIC RATHER THAN PRIVATE ACCOUNTS. SO FOR YOUR PROTECTION AS WELL AS THE EASE TO BE ABLE TO GATHER INFORMATION, WE ASK IF YOU'VE GOT ANY CITY BUSINESS, WE WANT YOU TO USE YOUR CITY EMAIL ACCOUNT. WE DON'T HAVE A CITY ISSUE. I OH, THEY'RE NOT. ARE THEY GETTING ONE? THEY WE'RE IN THE PROCESS. OKAY. YEAH. SO YOU'RE IN THE PROCESS. LET'S SAY YOU HAD AN AN URGENT CITY MATTER, YOU NEEDED TO SEND THROUGH EMAIL. YOU CAN SEND IT THROUGH PERSONAL, WE PREFER YOU NOT TO. AND I'LL EXPLAIN WHY. BECAUSE IF INDEED WE HAVE A AN OPEN RECORDS REQUEST, YOU'RE GONNA HAVE TO GO INTO YOUR PRIVATE EMAIL STUFF AND PULL THAT OUT AND WE LIKE TO KEEP IT ALL SEPARATE. RIGHT? DOES THAT MAKE SENSE WHY WE WOULD WANNA DO THAT? I MEAN, UH, YOU KNOW, AND THAT CAN HAPPEN TOO. IF YOU SEND A, A TEXT MESSAGE ON YOUR, YOUR PHONE. NOW YOU'RE NOT GONNA GET CITY PHONES. I DO KNOW THAT. BUT IF YOU SEND A CITY PHONE A TEXT, I WOULD RATHER YOU SEND AN EMAIL. BUT IF YOU'RE GONNA SEND A TEXT FOR SOME REASON, JUST KNOW THAT THAT IS THUS MAKE THAT OPEN TO THE PUBLIC INFORMATION ACT. SO I JUST WANNA MAKE SURE YOU'RE AWARE OF THAT. REGARDLESS OF WHETHER IT'S YOUR PERSONAL DEVICE, IF IT'S ABOUT CITY BUSINESS, IT'S GOING TO APPLY. SHOULD ARE WE GONNA GET, WE'RE IN THE PROCESS WE ADDRESS, RIGHT? JUST THE OLD ONES WE HAD BEFORE. PROBABLY PROBABLY. 'CAUSE IT'S BASICALLY SOMETIMES THAT WORK. IT'S THE NAME AND THEN THE, YOU KNOW, THE SAME GENERIC, UH, I DON'T EVEN KNOW WHAT THAT SECOND HALF IS CALLED. YOU CAN TELL HOW COMPUTER LITERATE I AM. THAT PART THAT GOES BEHIND BAYTOWN.ORG KIND OF THING? YEAH. OKAY. SO ALL MEETINGS AND AGENDAS AND EMAIL CORRESPONDENCE WILL BE SENT TO THIS EMAIL ADDRESS. NOT UNTIL YOU GET YOUR EMAIL ADDRESS THOUGH, RIGHT? UM, [00:20:01] ALRIGHT, SO RECORDS RETENTION, GENERALLY THE RECORDS RETENTION PERIOD FOR EMAILS IS AS LONG AS THE RECORDS ARE ADMINISTRATIVELY VALUABLE TO THE ACCOUNT HOLDER EMAILS THAT ARE NO LONGER OF VALUE TO YOU MAY BE DELETED IN ACCORDANCE WITH THE CITY'S POLICY. EMAIL ACCOUNTS HAVE A 90 DAY AUTO DELETION FUNCTION, SO ANY EMAILS YOU FEEL ARE ADMINISTRATIVELY VALUABLE TO YOU SHOULD BE MOVED FROM YOUR INBOX INTO A SEPARATE FOLDER FOR RETENTION PURPOSES. . SO, UM, THIS INFORMATION, I DON'T KNOW HOW MUCH OF THIS HAS ALREADY BEEN DONE, BUT WELCOME PACKETS, CONTAIN DIRECTIONS ON, ON HOW TO LOG INTO YOUR CITY'S OUTLOOK WEB ACCESS. AND IT'LL TALK ABOUT HOW TO ACCESS YOUR INITIAL PASSWORD AND IT'S GONNA ASK YOU TO IMMEDIATELY CHANGE YOUR PASSWORD SO THAT YOU ARE THE ONLY PERSON THAT KNOWS THAT. UH, IF YOU NEED HELP, UH, DEFINITELY CONTACT THE CITY CLERK'S OFFICE, RIGHT . UH, BUT YOU KNOW, SOMETIMES WEIRD THINGS HAPPEN OVER THE WEEKEND OR IN THE EVENING TIME AND IF THAT'S THE CASE, THERE IS A PHONE NUMBER THAT YOU CAN CALL OUR IT DEPARTMENT, UH, IN CASE THERE'S SOME SORT OF URGENT MATTER. IT WOULD BE PRETTY RARE I THINK TO HAVE AN URGENT MATTER, BUT HEY, JUST IN CASE, UH, YOU CAN ALWAYS CALL IT AND THEY WILL RESPOND. OKAY? ANY QUESTIONS? VERY GOOD. THANK YOU GUYS FOR BEING PATIENT WITH ME. I APPRECIATE IT. ALRIGHT. I GUESS WE HAVE BEEN TRAINED OTHER THAN WE HAVE TO TAKE THE TEST. TAKE A YES. ONLINE CLASS I GUESS, IS THAT RIGHT? THAT IS CORRECT, YES. THE STATE REQUIRES THAT. SO YOU STILL HAVE TO DO THAT. THINK I DID IT BEFORE? WE DID. PROBABLY DID. HOW LONG IS THE SO WE TRY TO DO IT EVERY TWO YEARS SINCE WE HAVE NEW MEMBERS. YEAH. COOL. ALL RIGHT. UH, SO WHEN ARE WE GONNA BE LOOKING FOR THAT? THE NEW EMAIL ADDRESSES OR THE, THE NOTIFICATION ABOUT THE TRAINING ONLINE? ONLINE TRAINING. OH, YOU WOULD'VE DONE IT AT THE BEGINNING. I THINK YOU BELIEVE YOU ALREADY DID YOURS. THE OPEN MEETING ACT TRAINING? YEAH, THE OPEN MEETING ACT TRAINING. SATISFIED THE REQUIREMENT. SO HAS EVERYBODY ELSE SATISFIED? UM, THE ONLY TWO WOULD BE JAMARI AND PREY. OKAY. COPY THE MID ONES. I DON'T WITHIN THE LAST TWO YEARS, HUH? CAN YOU JUST SEND US A COPY OF YOUR I NEVER GOT THE CERTIFICATE. I GOT THE LITTLE CODE. OKAY, WELL AND THEN YOU WERE SUPPOSED TO GO TO THE WEBSITE AND PRINT ONE UP. YOU PRINT IT UP. OKAY. WE CAN FIND THE IT FOR YOU. SO WE GOOD ON THAT? YES. ALRIGHT. UH, [a. Receive the Fire Control, Prevention, & EMS District Financial and Investment Reports for the Quarter Ending September 30, 2022.] RECEIVE FIRE CONTROL PREVENTION EMS DISTRICT. WE NEED A BETTER NAME. WE CAN HAVE AN ACRONYM. . I MEAN, WE'D HAVE TO GO BACK. WE JUST SAY FIRE DISTRICT. FIRE DISTRICT. WE'D HAVE TO GO BACK TO THE VOTERS TO CHANGE IT. ALL RE RECEIVED FIRE CONTROL PREVENTION EMS DISTRICT FINANCIAL AND INVESTMENT REPORTS FOR THE QUARTER ENDING SEPTEMBER 30TH, 2022. OKAY, SO, HELLO, I'M THERESA MCKENZIE. I'M HERE IN VICTOR BROWNLEY STEAD TO PRESENT THE FOURTH QUARTER FINANCIAL REPORT. UM, OUR TOTAL, YOU DON'T HAVE THE ACCENT THERE, I DON'T HAVE THE ACCESS OR THERY SHIRT. EXACTLY. UM, THE TOTAL REVENUE IS 2.2 MILLION 424,459. AND THEN TOTAL EXPENDITURES THIS YEAR WAS 1,617,668. AND THAT LEAVES US A FUND BALANCE OF 1 MILLION 1 51 8 42. AND THEN AS FAR AS OUR INVESTMENTS, WE HAD, UM, AT THE BEGINNING OF THIS QUARTER, 1.3 MILLION, WE ENDED WITH 837,000 AND OUR QUARTERLY EARNINGS WAS $6,699. ANY QUESTIONS? EASY? ALRIGHT, WE WANT TO VOTE ON THAT. THAT'S IT. I RECEIVE, [b. Present an update regarding the Baytown Fire Training Field.] UH, UPDATE REGARDING FIRE TRAINING FIELD. GOOD. I WAS JUST GONNA, UM, MENTION REAL QUICKLY AN UPDATE ON THE PHASE THREE. WE'RE STILL WORKING ON, UM, REPAIRING THOSE LEAKS. UM, THE CROSSOVER IN THE NEW YEAR MEANS THE CONTRACTORS AND ALL THAT. SO WE'RE WORKING WITH, UH, PUBLIC WORKS NOW TO TRY TO GET THAT COORDINATED. UM, IN THE MEANTIME, THE REST OF THE TRAINING FIELD IS STILL ACTIVELY BEING USED AND IF YOU JUST WANNA GIVE 'EM A FEW NUMBERS. YEAH. UH, JUST NUMBERS. SO YEAR TO DATE, UH, WE'VE INVOICED $82,190. OF THAT WE'VE RECEIVED 66,470 WITH AN OUTSTANDING BALANCE OF 15,720. SO IT'S AN 80% COLLECTION RATE. UH, WE JUST HAVE REIN INVOICED SOME PEOPLE AND UH, WE'RE WORKING WITH A LOT OF THEM. IT'S, WE'RE DEALING WITH THEIR PAYMENT ISSUES. UM, BUT WE CONTINUE TO STAY BUSY, UH, WITH NOT ONLY TRAINING OUR PEOPLE, OUR OTHER CITY EMPLOYEES AND HAVING OUTSIDE AGENCIES COME IN AND RENTING THE FIELD FROM US. SO IT'S WORKING OUT VERY WELL. [00:25:02] ALRIGHT, NOW THIS [a. The next Baytown Fire Control, Prevention, and Emergency Medical Services District meeting is scheduled for Tuesday, April 18, 2023, at 4:30 P.M. in the Baytown Conference Room located at City Hall, 2401 Market Street, Baytown, Texas.] SAYS MANAGER'S REPORT, BUT IT SAYS FIRE CONTROL PREVENTION, EMERGENCY MEDICAL SERVICES MEETING SCHEDULED. APRIL 18TH, FOUR 30, THE CONFERENCE ROOM. WE'LL DEAL WITH THAT THEN. CAROL, EXCUSE ME, ASSISTANT ACTING ASSISTANT CITY MANAGER. , CONGRATULATIONS. THANK YOU. UM, I DID NOT HAVE ANYTHING ELSE FOR THE REPORT OTHER THAN WHEN YOUR NEXT MEETING IS, SO THANK Y'ALL VERY MUCH FOR ATTENDING. ALRIGHT, WELL THAT CONDUCTS CONCLUDES TODAY'S MEETING AND ALL AGENDA. DO WE NEED TO HAVE A MOTION TO AURN? MOTION TO ADJOURN? I'LL SECOND THAT. ALL IN FAVOR SAY AYE. AYE. MEETINGS ADJOURNED. * This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting.