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09-10-03 Council – Workshop Session Wednesday, September 10, 2003 The Schertz City Council convened in workshop session on Wednesday, September 10, 2003 at 7:00pm in the Municipal Complex Conference Room, 1400 Schertz Parkway, Schertz, Texas. The following members were present: Mayor Hal Baldwin, presiding, Councilmembers Carl Douglas, Steve Simonson, Reginna Agee, Tony Wilenchik and Ken Greenwald. Staff members present were Assistant City Manager Johnny Bierschwale and Deputy City Secretary Mary Ybarra. At this time, Mayor Baldwin called the meeting to order at 7:00 p.m. #1 Hearing of Residents: Roberto Salas, 1041 Gettysburg Dr. had the following comments: ?? Saluted the Fire Department on their professionalism at a recent situation in his home from the result of an overheating light bulb over vent. ?? Advised of complaints regarding rental units. Frank Johnson, 1533 Circle Oak commented on the following: ?? Voiced concern on use of street usage (Circle Oak & Silver Oak) by contractors, etc. He believes usage of these two streets will go from 180 cars to over 700 cars by next year. This is the result of home development around Oak Forest. Development has begun and speeding occurs from semi-trucks and if told of violation, it is ignored. Police Chief has tired to enforce, but department just doesn’t have enough personnel. His question, what does the City plan to do? At a meeting he attended, he was advised the gate was emergency only, used only as secondary entrance for school buses and emergency vehicles, etc. Since then has spoken to developer, who advised him it’s the main entrance to Wynn Brook Circle. It was his understanding there was a main entrance from Green Valley Road unto Wynn Brook too, however, with the opening of the gate, traffic will filter unto Circle Oak (easiest route) and will backup traffic unto FM 3009. The road has been cut and no one seems to care about it, except for some certain individuals trying to come up with alternative. If the road is to become an entrance his suggestion is to place speed bumps to help traffic slow down. The residents would like to see if something could be done. Assistant City Manager, Johnny Bierschwale identified the area on a map and indicated the area Mr. Johnson referred to. Mr. Bierschwale indicated that in speaking with developer, the street in question is the primary entrance until completion. The street will become secondary, however, because it is a short cut will be utilized. To keep traffic deterred, staff would recommend to TSAC the placement of speed bumps. If it were found warrant, staff would come to City Council and ask them to levy cost of speed bumps. It would be the responsibility of the developer to place speed bumps. Circle Oak would need placement of three, at the cost of $3,000. Other option discussed would be the possibility of one-way street (Silver Oak). Option would be discussed with staff, Public Works, and Police Department. Mayor Baldwin commented he didn’t have any answers, however the matter could be placed on agenda for discussion at the next workshop. Council was in agreement. Robert Brockman, 4505 Grand Forrest had the following comments: ?? Stated that a few years ago he made the comment that if Wiederstein Road was fixed he would stop talking and go home. Well, he lied. He also mentioned Wiederstein Road is misspelled on Schertz Parkway. It was mentioned that the name is misspelled in three different places, twice by the State, along IH-35. ?? Asked if separator is planned for hike/bike trail on Schertz Parkway. There is no plan for it. ?? Suggested placing black top all the way to curb. He believes it will cause problem with moist if it isn’t done. ?? Gutierrez Park lights are on, day and night. Lights have been on for a week or more. ?? Advised of trouble finding stop sign at the end Town Gate in Dove Meadows. There are two trees obstructing visibility. Councilmember Wilenchik stated the matter has been addressed at HOA meeting. The HOA is saying the trees belong to the resident and not the association. The matter would be checked out. #2 Discuss Ordinance on the creation of TSAC Commission. Assistant City Manager Johnny Bierschwale sat in for City Manager Marquez in his absences. He pointed out memo from City Manager is part of Council packet. By his memo, he believes the City Manager has mixed feelings about the ordinance. He went on to say, that currently there are staff members on the committee, such as EMS, Public Works, Fire Department and Police Department. If the Ordinance is approved these staff members would come off, except for Police Department members. The Police Chief becoming the liaison to the Commission. Mr. Bierschwale suggested adding Pubic Work Director and City Engineer, because the department is responsible for traffic design and both work hand in hand. The ordinance is a good ordinance, and has been reviewed by City Attorney. However, he believes it does need the additions he spoke about, adding Public Works Director and City Engineer. Councilmember Douglas made a comment to last page of Ordinance, where it refers to: “Vacancies shall be filled by City Council for the completion of a term of office. He believes it should state: “Vacancies shall be appointed by City Council for the completion of the a term of office. He went on to say, referring to By-Laws, Section 2, items 2, 3, 6 & 7. His question, where is the money coming from to provide materials each item refers too. Mr. Bierschwale explained funding would be provided by Schertz Police Department and suggests adding Public Works Department due to department being geared on doing traffic studies, etc. Councilmember Douglas questioned fund availability in budget to support Ordinance. He was advised Public Works budget funds (engineering costs) in the amount of $5,000 for miscellaneous, and this type of expenditure falls under the category. If costs were to go beyond this amount, staff would come to Council and ask to re-appropriate funds, either in Public Works or Police Department. It was determined that if Ordinance were approved, the TSAC Commission would be given a budget, as are the other Commissions. This year, the Commission would be unable to do certain things due to City budget, however the matter could be revisited at mid-year. Council agreed to add Public Works Department to Ordinance. Councilmember Agee asked if Council wants to undertake establishing another Commission while they’re in the process of discussing the Planning & Zoning Commission. Councilmember Wilenchik believes the matter shouldn’t be placed on hold and should move forward. Councilmember Simonson commented that the only reservation he has and hopes everyone understands that money would be limited to the Commission; until such time that a budget is established. He believes Commissions are important to help Council with recommendations to establish priorities. He has no problem proceeding with the changes that were suggested. David Allen commented he was author of the Ordinance and for as long as he has been associated with the committee and working group there was never a working budget. When he undertook the writing of the Ordinance he wanted the Ordinance to be structured right so not to lose it’s effectiveness. He would like to see the committee become a commission, however would not like to lose the working relationship it has. It was pointed out that EMS, Fire, etc. are part of the committee and voting entities. Once it becomes a commission these entities are no longer voting members, they become advisory members. Mayor Baldwin believes staff should provide input, information, and recommendations and have someone else make decisions. The commission’s recommendations would have a formal path to Council and carry no authority. He believes other Commissions such as Planning & Zoning Commission would welcome the TSAC Commission to help review plats for safety issues. Mr. Allen also believes that the TSAC Commission could head off problems. Hopefully, these problems could be foreseen by the Commission and forward recommendations. Council agreed that if changes were made to Ordinance, Council would be ready to discuss first reading at next meeting, if not, Council would review at next workshop session. Council agreed to add the following staff to the Ordinance; Police, Fire, EMS and Public Works. #3 Discuss Ordinance regarding tax rate. Assistant City Manager Bierschwale commented there were no changes regarding the tax rate. Council would be ready to vote on tax rate at Tuesday night’s meeting. #4 Discuss Public Hearing and Ordinance regarding budget. Council would be ready to hold Public Hearing and consider Ordinance regarding budget at next Tuesday night’s meeting.. #5 Discuss elected officials e-mail addresses. Councilmember Wilenchik commented that discussion regarding e-mail addresses was his suggestion due to article published in “Herald” newspaper. He believes it raised some questions. In discussion with City Manager of possible e-mail access from home and the recent publication he requested update on findings. What is the City doing and what does the future hold. Assistant City Manger Bierschwale explained the possibility of Council having accessibility to terminals to access e-mail throughout City Hall. However, does not recommend access from home. Under law, the possibility exists that hard drives could be confiscated. E-mail account would be set-up for each Councilmember at no cost to them. Councilmember Agee commented that she wanted understood that she would not be checking e-mail three times a day. Councilmember Wilenchik asked if it were possibly to piggyback from home computer to City computer and access e-mail. Was advised that at this time the City is working on the capability. Rohan Pierce, IT explained some options that are being worked on, however these options would require dial in capabilities, which the City doesn’t have. The software and setup would possibly go on line in approximately another month. This option would be open to Council if Council had compatible software. Mr. Pierce voiced concern regarding setup at home. Who would setup software at homes and who would be responsible for systems not working? For the time being, Mr. Pierce suggests e-mails could be received at City Hall, then in turn forward to home addresses. However, this would put workload on staff. Tony Wilson, Public Information Officer suggested the possibility of using the City’s customer care e-mail address. The e-mails would be received and forward to Mayor and City Council at Council meetings, etc. This would give citizens the opportunity to contact Mayor or Council via e-mail. Councilmember Wilenchik commented he has a problem with this type of set up; it isn’t very private. If this were the case and subject were to be sensitive, Council phone numbers are published and is another means of communication. Mayor Baldwin commented if the City is going to get into the e-mail business he has no problem with someone else accessing e-mail and forwarding them to the appropriate parties. He pointed out that the only personnel that citizens could complain about to Council would be the City Manager, City Attorney and City Secretary. If citizens had complaints about others, complain would go the City Manager, who is the boss. Councilmember Greenwald pointed out the average citizen believes that every one in City Hall works for City Council. Councilmember Simonson suggested e-mail addresses via the City Customer Care addresses for Council is a good idea. This would give Council an idea if e- mails were warranted. Council was in agreement that setup would be provided through customer care as a test. If warranted, it gives the go ahead to pursue the other options. This would be a good first step. Advertising the e-mail address and waiting to see how many hits it gets. Councilmember Simonson asked if Council or Mayor would answer e-mails. Council could have the option to answer e-mail via staff. Assistant City Manager suggested Rita could open e-mail forward to City Secretary Office where e-mail would be forward to Council or Mayor and reply would be handled through the City Secretary Office. Council consensus was to proceed and start e-mail test. #6 Items by City Manager General Announcement ?? Advised of Northeast Partnership meeting scheduled for tomorrow, 11:30 am. Councilmember Simonson commented he would be attending as well as Mayor Baldwin. ?? Reported Schertz Parkway will be unofficially opened on Friday. Paving completed today on the repair section, and stripping is ongoing. Grand opening will be held on Sept. 27, 9:30 am. A 3-K walk is planned and parade. The question was brought up regarding the removal of stop signs at Ashley Park and “caution traffic does not stop” signage. When would signage be coming down? In an answer to question, Mr. Bierschwale reported signs are in and would be installed at completion of Parkway. The stop sign signage will need to stay in place until such time that Council rescinds Ordinance. Will get with City Engineer and report a target date for placement of new signage. #7 Items by Council General Announcements Councilmember Douglas Liaison EDC ?? Reported he would be in Austin, Friday and Saturday attending TML seminar. ?? Commented footbridge over Cibolo Creek is complete and it looks very good. ?? Commented on poor coordination of stripping at intersection of Wiederstein Road and FM 3009 (by car wash). At 4:30 in the afternoon was not a good time to detour traffic to one lane, it created a jam. Councilmember Simonson 4-B Board Liaison BVYA ?? Reported that at the end of Oak Street and FM1518 Pecan trees are getting pretty low preventing traffic visibility. Councilmember Agee 4-B Board Liaison Schertz Housing Authority Liaison Schertz Library Board ?? Reported a problem with traffic visibility on Menlo and Live Oak Road. She believes the problem lays with design of FM3009. Councilmember Wilenchik 4-B Board Liaison Schertz Humane Society Liaison HOA Coalition ?? Asked when would traffic light on Live Oak Road be turned on? Was advised work is ongoing and just as soon as it is complete TXDOT will start lights flashing. ?? Commented on sidewalk issue, Dietz Road going to Dobie Middle School. Cibolo is asking if Schertz would help with portion of sidewalk. Council consensus was they would vote against it, the sidewalk is on Cibolo side of street. Councilmember Agee commented there is Ordinances designed for such matters. If a designated route is designed as the safeties and most affective and City has Ordinances in place to enforce, these individuals could be ticketed. The question was brought up regarding if the City had a J walking Ordinance? Mr. Bierschwale advised no. Councilmember Agee commented the possibility of looking into the matter. The matter would be researched. Councilmember Greenwald 4-B Board Ex-officio P & Z Commission Ex-officio SSLG Corp. ?? Reported on Planning & Zoning Commission Meeting: 1. Nextel Tower was approved at FM1518 and junk yard 2. Cibolo resident bought old Schertz Bike Shop property and plans are to open a sound showroom installation for cars. Because the property was altered with construction of an apartment to property and plans are for the son to live on premises the applicant is requesting specific use permit allowing residential in general business zoning. 3. Benevest Subdivision going up in the Industrial Park. 4. Walk-a-about at Heitkamp property adjacent, Freeway Manor. Continental Homes Development. Plans are for 460-480 homes, R-5 and R-6 zoning. Would start selling lots in June or July 2004. The homes would approximately bring 1,155 children to school district. 5. Dutch Boy Cleaners and Little Caesars Pizza going in adjacent Walgreen on FM3009. #8 Items by Mayor General Announcements ?? Asked if anyone was interested in attending the TML Region 7 in Converse a week from Thursday. City use to participate in the past, however participate has dropped in the past several years. He plans to attend and would like City Manager to attend if possible along with any other staff members that would like to go. Before adjournment Assistant City Manager Bierschwale advised of historical signing between cities (Universal City, Selma, and Spring Hill Water) regarding the water th contract. Signing is scheduled on the 17 at 1:00 p.m. in the Police Training Room. #9 ADJOURNMENT There being no further business, Mayor Baldwin moved to adjourn the meeting at 8: 36 p.m. __________________________ Mayor, City of Schertz, Texas ATTEST: ________________________________________ Deputy City Secretary, City of Schertz, Texas