03-08-2011 MinutesMINUTES
REGULAR MEETING
March 8, 2011.
A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on March
8, 2011, at 6:00 p.m., in the Municipal Complex Council Chambers, 1400 Schertz Parkway,
Building #4, Schertz, Texas. The following members present to -wit:
Mayor Hat Baldwin
Councilmember Jim Fowler
Councilmember George Antuna
Staff Present: City Manager Don Taylor
Assistant City Manager David Harris
City Secretary Brenda Dennis
Finance Director Juan Santoya
Staff Accountant Rene Zarate
Parks Director George Logan
EMS Director Dudley Wait
Mayor Pro -Tem Michael Carpenter
Councilmember David Scagliola
Councilmember Cedric Edwards
Assistant City Manager John Bierschwale
City Attorney Michael Spain
Deputy City Secretary Cynthia Raleigh
Assistant Finance Director Robert Galindo
Budget/Finance Analyst James Walters
Development Services Director Michelle Sanchez
CALL TO ORDER REGULAR MEETING
Mayor Baldwin called the meeting to order at 6:02 p.m.
INVOCATION AND PLEDGES OF ALLEGIANCE TO THE FLAGS OF THE UNITED
STATES AND STATE OF TEXAS.
Councilmember Fowler gave the invocation followed by the Pledges of Allegiance to the Flags
of the United States and State of Texas.
PRESENTATIONS
• Proclamation regarding National Girl Scout Week (Ms. Renee Harvey)
Mayor Baldwin recognized Ms. Renee Harvey with the Girl Scouts and read and
presented her with a proclamation regarding National Girl Scout Week.
Hearing of Residents
Mayor Baldwin recognized the following:
Ms. Maggie Titterington, Schertz Chamber of Commerce President, who briefed the
Council on the Chamber of Commerce activities for the month of March. She stated that
the Chamber website has been updated with a Government Affairs link that allows users
of the SCOC website to click their way to local Council agendas.
Mr. Don Coburn, 212 Winbum Avenue, who briefed the Council on the dangerous alley
behind his street. He requested assistance from Council regarding issues and crime that
is occurring in the alleyway. He is requesting a fence line to block off the alleyway or
03 -08 -2011 Minutes
some type of resolution to alleviate these problems. City Manager Don Taylor stated that
staff will be contacting him.
Mr. Robert Brockman, 1000 Elbel, who asked why the Library is not getting better return
on their investments.
Consent Agenda Action Items
Mayor Baldwin requested that he would like to remove item #2 from the consent agenda and that
item #4 had been withdrawn. Council concurred.
1. Minutes - Consideration and/or action regarding the approval of the minutes of the
Regular Meeting of March 1, 2011.
3. 'Resolution No. 11 -R -13 — Consideration and/or action approving a resolution
authorizing an Interlocal Purchasing Agreement with the Brazos Valley Council of
Governments, and other matters in connection therewith. (R. Duprat - Waldo)
5. App ointments/Reappointments/ Resignations to Boards and
Commissions /Committees — Consideration and/or action regarding appointments/
resignations to Boards and Commission/Committees.
- Appoint Ron White to the Historical Commission
Mayor Baldwin recognized Councilmember Scagliola who moved, seconded by
Councilmember Fowler to approve the consent agenda items 1, 3 and 5. The vote was
unanimous. Motion Carried.
Discussion and /or Action Items
2. Resolution No. 11 -R -11 — Consideration and/or action approving a resolution
authorizing a document scanning agreement with MCCi, and other matters in connection
therewith. (B. Dennis/D. Dykes)
Mayor Baldwin recognized City Secretary, Brenda Dennis, and HR Director, Donna
Dykes, who briefed the Council on the process of scanning in HR personnel records, and
advised the Council that this needs to be done to save space, preserve documents for
retention and allow for a more manageable system. MCCi will utilize the LaserFische
system to scan the documents into the current files.
The City requests that we use an outside source to scan these documents to jump start the
program and to reduce the stress of the workload on the current Records Department as
they are scanning and training other City departments. The use of an outside source
would also allow for complete privacy of personnel records during the scanning process.
Mayor Baldwin recognized Councilmember Edwards who moved, seconded by
Councilmember Scagliola to approve Resolution No. 11 -R -11. The vote was
unanimous. Motion Carried.
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6. CAFR FY 2009/2010 - Presentation and consideration and/or action regarding the FY
2009/2010 Comprehensive Annual Financial Report (CAFR). ( Debbie Fraser)
Mayor Baldwin recognized Ms. Debbie Fraser, CPA with Armstrong, Vaughan &
Associates, who came forward stating that her firm has audited the financial records of
the City of Schertz for FY 200912010. Ms. Fraser presented and briefly covered specific
sections of the audit report answering questions from Council.
Mayor Baldwin recognized Councilmember Scagliola who moved, seconded by
Councilmember Fowler to approve the FY 2009/2010 Comprehensive Annual Financial
Report. Vote was unanimous. Motion Carried.
Mayor Baldwin thanked Armstrong Vaughn & Associates, Debbie Fraser, Kim Roach,
Fred Timmons, and the Finance Department, Juan Santoya and Robert Galindo, for all
the hard work.
7. Resolution No. 11 -R -10 - Consideration and/or action approving a resolution authorizing
the extension of the independent audit services contract with Armstrong, Vaughan &
Associates for two years. (J. Santoya)
Mayor Baldwin recognized Finance Director, Juan Santoya, who introduced this item
answering questions from Council. Mr. Santoya stated in September 2008, the City
solicited proposals for independent audit services. After a review of the proposals and
presentations, the City Council approved the current contract with Armstrong, Vaughan
& Associates for independent audit services. The current contract is for three - years, with
two one -year extensions at the City's option. This is the third year of the current
contract. The Audit Committee met on February 24, 2011 and recommends extending the
independent audit services contract for two years with Armstrong, Vaughan &
Associates. At the conclusion of the two -year extension, staff would expect to issue a
request for proposal for an auditing firm, in keeping with recommended auditing
practices. Mayor Baldwin recognized Mr. Fred Timmons who also concurred with staff
to renew the contract for two years with Armstrong, Vaughn & Associates.
Mayor Baldwin recognized Councilmember Edwards who moved, seconded by Mayor
Pro -Tem Carpenter to approve the extension of the auditing contract for two years with
Armstrong, Vaughn & Associates. The vote was unanimous. Motion Carried.
Mayor recognized Councilmember Edwards who requested that items 9 and 10 he
placed before item 8. Council concurred.
9. Resolution No. 11 -R -12 — Consideration and/or action approving a resolution
authorizing initial funding of a City -Wide Marketing Campaign, and other matters in
connection therewith. (G. Logan)
Mayor Baldwin recognized Parks Director George Logan, who introduced this item
stating that during the February 22, 2011 Council meeting anew branding opportunity
was presented to them. The Campaign presentation identified new technologies, bicycle
and walking trails, and possible expansion of the use of these efforts to "brag" in a way
that identifies the many positive features of the City.
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The City Council supported the Campaign and asked staff to provide the anticipated
fiscal impact of this Campaign. Staff has identified several costs designed to meet the
"roll out" expenses and to commence the Campaign as soon as possible as follows:
On Line Web Banners: $ 13,000
Magazine Ad's (TX. Monthly, TPWD and TX. Highways): 17,000
Application Development: 8,000
Visit Schertz.com (Development): 3,000
Metal Bar Code: Design Development and Installation: 6,000
Professional Design Costs: .4,000
1 -35 Billboard Facing (S. A. 10 miles Schertz' largest suburb): 4,000
$ 55,000
Mr. Logan stated the cost of the roll -out of the marketing Campaign will be $55,000. The
current City budget would be amended as follows to appropriate the funds in the Hotel
Fund 314:
Transfer from Reserves
Revenue
314 - 000 - 481000
$ 55,000
Advertising
Expenditure
314 - 101 - 534100
$ 51,000
Advertising — Billboards
Expenditure
314 - 101 - 534120
$ 4,000
The Hotel Fund 314 fund balance was $251,796 at the end of February, 2011.
Mayor Baldwin recognized Mayor Pro -Tem Carpenter who provided the following
statement: as staff had not provided the funding information for this project at the last
meeting he would be bringing an alternative. He read the following alternative, but stated
that he would be voting for the motion to fund this item out of the Hotel Fund Balance
314:
Legal Services
$5,000.00
1.90%
City Council Staff Support
$1,000.00
1.70%
Records Management Professional Services
$1,000.00
1.60%
Planning and Zoning Professional Services
$4,250.00
1.40%
Non - Departmental Professional Services
$4,250.00
0.50%
Engineering Services Professional Services
$1,000.00
0.50%
Parks and Recreation Professional SeMces
$2,000.00
0.30%
HR Operating Equipment
$1,000.00
0.30%
Purchasing and Asset Management Supplies
$750.00
0.30%
Purchasing and Asset Management Staff Support
$750.00
0.30%
Inspections Professional Services
$1,000.00
0.20%
IT Operating Equipment
$1,000.00
0.10%
Total City Departments
$23,000.00
Hotel Fund Balance 314
i
$22,000.00
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Mayor Baldwin recognized Councilmember Edwards who moved, seconded by
Councilmember Antuna to approve Resolution No. II -R -12 with funds coming from the
Hotel Fund 314. The vote was unanimous. Motion Carried.
10. Ordinance No. 11 -S -05 — Consideration and/or action approving an ordinance
repealing Ordinance No. 11 -S -04 on first and final reading and declaring an emergency.
First and Final Reading (M. Spain)
Mayor Baldwin recognized Development Services Director, Michelle Sanchez, who
introduced this item stating that in connection with possible revisions to the Unified
Development Code, the Comprehensive Land Plan, and the City's Strategic Plan, the City
Manager had requested that a moratorium be placed on the filing and/or acceptance of
any new subdivision master plans and/or subdivision plats for property located in the
City's ETJ. On February 15, 2011, the City Council adopted Ordinance No. 11 -S -04
establishing such a moratorium. The City Manager has recommended that such action be
repealed.
Mayor Baldwin recognized Councilmember Edwards who moved, seconded by Mayor
Pro -Tern Carpenter to approve Ordinance No. 11 -S -05 on first and final reading and
declaring an emergency. The vote was unanimous. Motion Carried.
8. Resolution No. I1 -R -08 - City Council Rules of Procedures — Consideration and/or
action approving Resolution No. 11 -R -08 authorizing amended City Council Rules of
Conduct and Procedures, and other matters in connection therewith. (M. Spain) (This
item was postponed at the 3 -1 -2011 meeting)
Mayor Baldwin recognized Mayor Pro -Tem Carpenter who introduced this item stating
that during the City's Council's January 18`x' meeting, the Council discussed a number of
possible modifications that could be made to the Council's Rules of Conduct and
Procedures. Mr. Carpenter entertained questions from other Councilmembers regarding
the redlined sections of the Council Rules and Procedures.
Mayor Baldwin recognized Mayor Pro -Tem Carpenter who read his suggestion for an
addition of section 5.1 of the Council Rules and Procedures regarding the placement of
items and/or posting of Council Agenda to be included in the Rules and Procedures. It is
as follows:
5.1 Ajzenda. The City Manager and the City Secretary shall prepare an agenda for each
meeting of the Council. Items may be placed on the agenda by the City Manager (or in his
absence any Assistant City Manager), the Mayor, or any Councilmember, except that a
Councilmember directing that an item or items be placed on an agenda must do so in open
session, during a properly posted meeting of the Council. Items placed on the agenda by
the City Manager (or in his absence any Assistant City Manager) may be removed only by
the City Manager (or any Assistant City Manager) and he/she may do so at any time that
permits the agenda for the Council meeting to be properly posted by the City Secretary's
Office under the Texas Open Meetings Act. Items placed on an agenda by the Mayor may
be removed only by the Mayor, and he /she may do so at any time that permits the agenda
for the Council meeting to be properly posted by the City Secretary's Office under the
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Texas Open Meetings Act. Items placed on the agenda by a Councilmember may be
removed only by that specific Councilmember, and he /she may do so at any time that
permits the agenda for the Council meeting to be properly posted by the City Secretary's
Office under the Texas Open Meetings Act
Mayor Baldwin recognized Councilmember Carpenter who moved, seconded by
Councilmember Edwards to approve Resolution No. 11 -R -08 with the addition of section
5.1 as stated. The vote was 3 -2 -0. Councilmembers Fowler and Scagliola voting no.
Motion Carried.
Mayor Baldwin announced that there was no need for an Executive Session.
EXECUTIVE SESSION
Called under Section 551.071 Texas Government Code Consultation with City Attorney
regarding Litigation, pending litigation; Section 551.072 Texas Government Code —
Deliberation regarding the purchase, exchange, sale, lease, or value of real property and
Section 551.074 the appointment, employment, evaluation, reassignment, duties, discipline,
or dismissal of the City Manager.
RECONVENE TO REGULAR SESSION
11. Take any action deemed necessary as a result of the Executive Session.
No action taken as Council did not meet
Requests and Announcements
12. Requests by Mayor and Councilmembers that items be placed on a future City Council
agenda.
No items were requested.
13. Requests by Mayor and Councilmembers to City Manager and Staff for information.
Mayor Baldwin recognized Councilmember Fowler who asked about the credit card fees
associated with citizens paying their water bills. City Manager Don Taylor stated that this
is a pass through charged by the credit card companies.
Mayor Baldwin recognized Mayor Pro -Tern Carpenter who requested that garbage cans
placed on Schertz Parkway be level.
Mayor Baldwin recognized Councilmember Edwards who requested that City staff check
into the sign that is chained in front of Big Papa's Pizza. He said the chain is rusting and
he believes the sign needs to come down.
14. Announcements by Mayor and Councilmembers
Mayor Baldwin recognized Councilmember Scagliola who announced that he had lost his
father this week and thanked Mayor Baldwin and Barbara for their words of sympathy
that were expressed on their behalf.
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Mayor Baldwin recognized Councilmember Edwards who thanked Council and Staff for
their prayers during his family's illnesses and the passing of his wife's father this past
week.
15. Announcements by City Manager
City Manager Don Taylor announced that John Kessel has accepted the City's offer to
work as the City's new Economic Development Corporation (EDC) Director. He stated
that Mr. Kessel has been with the City of McKinney since 1997, serving as Director of
Planning prior to being named Executive Director of Development Services in 2001. Mr.
Taylor stated that a reception is being planned for the new director and he would get back
to Council.
Mayor Baldwin recognized Assistant City Manager, David Harris who asked Council to
mark their calendars for a special awards dinner with YMCA on April 5, 2011. He stated
staff would be bringing an item to Council to cancel the April 5, 2011 meeting.
ADJOURNMENT
As there was no further action, Mayor Baldwin a journed the meeting at 7:20 p.m.
Mayor Baldwin
ATTEST:
Brenda Dennis, TRMC, MMC City Secretary
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