ccwks 12-12-01
Schertz City Council – Special Workshop Session
Wednesday, December 12, 2001
The Schertz City Council convened in Special Workshop session on Wednesday,
December 12, 2001 at 7:00pm in the Municipal Complex Conference room, 1400
Schertz Parkway, Schertz, Texas. The following members were present: Mayor
Hal Baldwin, presiding; Councilmembers Reginna Agee, Ken Greenwald, Norma
Head, Billy Pitts. Staff members present were City Manager Dewey Cashwell and
Deputy City Secretary Mary Ybarra.
Mayor Baldwin called the meeting to order at 7:00pm.
Hearing of Residents:
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Robert Brockman stated that there must be something wrong, he has nothing to
complain about. However, he did comment that he noticed that Nell Deanne
Street is open; the barricades have been taken down, he did have one question,
have the drainage issues been addressed? Mr. Simonson noted that an
arrangement has been reached on this issue.
George Mower spoke on the following:
a. What is the law at an open meeting? He noted that on several occasions
impromptu illegal meetings are being held in lobby area prior to meetings and out
in front parking lot after meetings, which he believes are impromptu-unadvertised
meeting. His interpretation is if 3 or more council members are congregated, it is
illegal.
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b. Referred to possible purchase of a Van (discussed at the Dec. 4
meeting) to transport council. Here again, his interpretation is that if more than 2
members are in transport, that would constitute an illegal meeting.
Mr. Mower believes council would be well advised by the city attorney to scrap
the idea of transporting council members in one vehicle.
Mayor Baldwin pointed out that he would let Mr. Spain City attorney answer to
the legal terminology. However, doesn't believe there is a law that forbids 3 or
more council members from standing around discussing their spouses, or other
non-related issues. Mr. Spain stated that the Mayor is correct, there is nothing in
the law that prevents council from meeting socially.
Johnie McDow, of BVYA, gave an update on Youth Organization for the City of
Schertz:
(a) Mentioned that Basketball is well underway.
(b) Recap of registration numbers: baseball and softball numbers stayed
about the same (450) Basketball (449) Volleyball (added this year) over 70
registered, more than what was anticipated. Fall softball stayed about the
same.
(c) Commented that the organization will add T-ball for 4 & 5 year old.
(d) Presented Budget that basically explained breakdown of charges,
fundraisers and tournament monies used to replace and repair equipment.
Noted that Uniforms increased 5%, Insurance 10%, everything else stayed
pretty much the same.
(e) Mentioned several organization accomplishments by volunteers, parents,
and some city help (complete list was provided).
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1. completely fenced the baseball complex, after 1 flood,
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2. remodeled concession stand, repaired most equipment, after 2 flood,
3. complete remodel of concession stand, new scoreboard (Meyer Field),
4. new roof on office bldg. (401 Oak St.),
5. purchase of new tractor and the list goes on.
Mr. McDow added that the biggest challenge the organization faced is getting the
word out.
Mr. Greenwald asked if restrooms were to be built. Mr. McDow stated that the
organization is in the process of building new restroom facilities. He noted that
the city has budgeted to help and the organization will solicit donations, (Home
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Depot, etc.)They hope to have completion by opening season on April 6 with
registration to begin next month. Mr. McDow thanked council and added that
reports would be forthcoming.
At this time, Mr. Cashwell asked Chief Smith to say a few words.
Chief Smith stated that tonight he stands before council with a heavy heart. After
much prayer, he and his wife have decided to make a move to the City of
Cleburne, Texas, and accept the position of Police Chief. It is a substantial
challenge that he is looking forward to undertaking. However, it saddens him to
leave a great police department, a good city government and great friends.
Mayor Baldwin commented that on behalf of City Council and him personally it is
saddening to hear about the departure. Chief Smith has been an inspiration and
a great Chief of Police. His accomplishments have been many and personally he
hates to see him leave. However, it is an excellent opportunity for him to
progress in his field and we all wish him the best and he surely will be missed.
Mr. Cashwell added that having had the opportunity to work with as many as 8 to
10 police chiefs, sheriffs, etc., over a number of the years, he certainly has not
known any better Police Chief, Jerry will be missed. Mr. Cashwell added that
Chief Smith surely made a difference in his transition period with the city and will
forever be in his debt.
Consider and take action regarding purchase of vehicle for City
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Manger.
Mr. Cashwell asked council to table agenda item #2 for a later meeting, giving
time for more preparation.
Mayor Baldwin stated that agenda item #2 is withdrawn from the agenda.
Budget Adjustment: Consider and take possible action regarding
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budget adjustment for Animal Shelter in the amount of $1,153.12.
Mr. Cashwell addressed council and asked that this item also be withdrawn from
the agenda permanently. No budget adjustment would be necessary. Item #3
was withdrawn.
Discuss replacement for Tim Swinney.
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Mayor Baldwin noted that letters of interested applicants are part of council
packet. Mayor Baldwin asked if Norma Althouse, City Secretary notified all
applicants.
Mr. Cashwell reported that applicants were notified and added that they were still
interested.
Mayor Baldwin pointed out that each applicant had been interviewed during the
selection process for Billy Pitts. Mayor Baldwin asked council if there is need for
follow up interview.
Mr. Greenwald commented that council pretty much selected candidates 2 and 3
before a decision was reached to select Billy Pitts. Anyone of the applicants
would make an excellent candidate and believes it is imperative to select
someone right away, before election time.
Without further discussion, Mr. Greenwald recommended the selection of Tony
Wilenchik to fill the vacancy left by Mr. Tim Swinney.
In brief discussion, it was Council's consensus to recommend the selection of
Tony Wilenchik to fill the vacancy.
Mayor Baldwin stated that action to elect Mr. Tony Wilenchik would be done
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Tuesday December 18. The agenda item tonight is for discussion only.
Contract: Consider and take action regarding Bexar County Fire
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Protection Contract.
Mayor Baldwin explained that the contract is a renewal of fire protection for a
portion of Bexar County.
Without further discussion, Mr. Greenwald moved to approve the Bexar County
Fire Protection Contract. Mrs. Head seconded the motion, which carried with the
following votes:
AYES: Councilmembers Head, Agee, Greenwald and Pitts.
NAYS: None
Discuss change in travel reimbursement policy.
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Mr. Cashwell reported that the city policy on reimbursement of travel expenses is
not in keeping with the marketplace. For this reason, it was researched and
found to be factual. Currently, the city provides $.22 per mile. In researching
surrounding cities the following was found to be paid: Universal City $.32, Cibolo
$.28, Garden Ridge $.32, Selma $.33, New Braunfels $.34 and Live Oak $.32.
Thus, he is recommending that council consider amending the current travel
policy to provide mileage reimbursement for city personnel at the rate of $.32 per
mile.
Mayor Baldwin asked if this is the only change to policy Mr. Vijay Jain, Finance
Director, stated that he also would like for council to consider the per diem for
lodging, in State and out of State. The current policy doesn't cover half of
expenses incurred. Mr. Jain suggests that the per diem be determined on actual
expenses.
Mr. Pitts asked what would be the effective date and would past travel
expenditures be affected such as the TML Conference, etc. Mr. Cashwell pointed
out that only reimbursement receipts that haven't been submitted would fall under
the new policy.
After a brief discussion regarding effective dates/rates it was Council's
consensus to consider the Internal Revenue Service (IRS) reimbursement travel
rate. This would eliminate quibbling about whether the city is within the
marketplace.
Mr. Jain pointed out that tying into the IRS reimbursement travel rates would
always keep the rate current at any given time.
Mayor Baldwin stated that council would be ready to take action on this matter at
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the December 18 meeting.
Discuss possible need for ordinance to implement the subchapter of
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the Texas Local Government Code that provides for quasi-judicial
enforcement of health and safety ordinances
Mr. Cashwell stated that Michael Spain, City Attorney has provided the city with
an update amendment to the Texas Local Government Code. The amendment
provides for alternative procedural administrative hearings in which penalties
may be imposed to enforce certain municipal ordinances. Ordinances can now
be enforced under this new administrative hearing process which is primarily
related to building construction, fire safety, deteriorated structures and other
related property care issues. The adopted procedure under the amendment
provides hearings for persons charged with violations. At these hearings a
hearing officer (not a judge) can be appointed to preside over proceedings. The
hearing officer has powers akin to those of a judge, determining, if guilty, and
may assess appropriate penalty within the statue. These orders issued by the
officer are filed with the City Secretary. These orders can be enforced by either
filing a civil suit (person charged penalty) or obtaining injunction to prevent further
violations. Any person found guilty has the right to appeal by filing an appeal in
municipal court within 31 days. Mr. Cashwell believes this would allow for a more
expeditious manner to handle a vast number of issues which may arise with the
undertaking of extra property (first of January) in an area (Northcliff/Scenic Hills)
that may generate this type of activity.
Mr. Truitt, Building Inspector stated that he and Judge Padgett have discussed
this issue at length and believe that at this time the current city court is able to
handle the city's needs. They ask Council not to take action at this time, but
recommend future consideration as the city grows and responsibilities increase.
Discuss Parkland Fee conditions for Northcliff II Subdivision
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Mr. Cashwell informed Council that city staff and others have put together a
clever idea in regard to an issue related to the city's current neighbor, soon to
become new residents of the city. He explained that the Northcliff area has
existing acreage (2.675) consisting of park, pool and pool facilities. Currently, the
area is a private facility and due to lack of ability to care for this facility, it is
closed. Nevertheless, city staff believes the facility would be a worthwhile
amenity if handled well and renovated.
Mr. Cashwell stated that due to development activity in the area payment of
parkland fees are required. Land Development Ltd (developer) agrees to commit
the dollar value of $86,650 which would be calculated against the land/ facilities
for the renovation of the park. The dollar value meets the City's Unified
Development Code requirement ($225 per unit, 394 lots) planned for
development. This commitment is submitted for consideration, and may be a
good way to get the park back on line. They would make use of funds directly
and use of an additional pool, which would be deeded to the city upon
completion.
Steve Hanann, developer stated that the pool has been purchased (will provide
deed if necessary) and after renovation would be turned over to the City of
Schertz. Bids have gone out (one bid of $52,000 dollars received) and they
anticipate receiving a few more. The estimated cost of pool is right at 88,000 to
90,000 dollars.
Mr. Cashwell pointed out that in the event the cost is less (by proof of
documentation), the developer is agreeing to pay the difference of invested
monies for the renovation. There is no loss to the city in any event.
Mayor Baldwin stated that the city is appreciative, looks forward to taking
ownership, and believes it is a great addition for the community.
Discuss bid award for Live Oak Water Plant 12 MGD Pump Station.
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Mr. Cashwell read a letter of recommendation to award bid to the low bidder
(R.P. Constructors, Inc.) from Ford Engineering. Low bid with base bid of
$1,096,000.00 from R.P Constructors, Inc., with combined bid of $1,160,000.00
when added items for the SCADA upgrades are included. Budgeted amount for
the project is $1,286,000.00. Larry Dublin from Ford Engineering reported that
bid for the upgrades were submitted separately actually saving a total of
$39,000.00.
Ed Ford, Ford Engineering stated that a schedule summarizing all ongoing
projects (booster pump station and added elevated tank and Schertz Parkway) is
included for Council's review.
At this time, Larry Dublin reviewed, highlighted the progress of these projects,
and added that monthly updates would be forthcoming.
iscuss Resolution regarding Multiple Use Agreement between
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TXDOT and the City of Schertz.
Mr. Cashwell explained the agreement having to do with the VFW flagpole. Due
to the current flagpole position the City must participate with TXDOT allowing for
the location of the flagpole at its current position. If the city agrees, it accepts a
certain amount of responsibility due to the flagpole location in the public right-of-
way. The responsibilities are characterized in the multiple use agreement.
Mr. Simonson stated that this type of agreement is standard when such items as
this (flagpole) cannot be moved or as in this case, when no room, item ends up in
the State right-of-way. Mr. Simonson added that the serving jurisdiction must
take responsibility because the State highway department will not. Mr. Simonson
explained that the flagpole is of the breakaway type, not a height hazard, and sits
back from the sidewalk. He believes it's the right thing to do for an organization
(VFW) that has been in our city for the past 50 years. It will also enhance the look
along FM78.
Mayor Baldwin inquired about a completion date for FM78. Steve Simonson
stated that February was the target date.
Discuss status of Technology Review.
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Mr. Cashwell reported that technology is of increasing importance with all public
sector entities. He believes the city accomplished some real strides the last
several months, however, many things need to be done for the future. For this
reason he asked Rohan Pierce (Information Technology Officer) to bring the
Council up to date.
Rohan Pierce (Information Technology Officer) reported on the city's computer
system covering the following:
(a) Arrival in June, found the city's computer system lacking in preventive
maintenance (on disk and software),
(b) No documentation on network and system configuration,
(c) MS Office 2000 purchased, not installed enabling running programs,
accessing files, etc,
(d) No on-site support person, support contract personnel not responding in a
timely manner,
(e) Phone system down multiple times,
(f) Tape backup of data files not running properly.
Mr. Pierce stated that lack of preventive maintenance is causing the computer
system (2 years old) to fail.
Mr. Pierce continued with items that he would be applying:
(a) Applying patches, fixes to Operating systems and installing MS office
2000,
(b) Updates to both the EMS department and Fire Department
(c) Memory increased to PC's
(d) IT Coordinator-has central point of contact for both phone/computer issues
7 days a week, 24 hours a day.
(e) Data Files backed up, running properly and verified on daily basis.
Mr. Pierce made mention of ongoing projects throughout the city.
1. Telephone system, activate the auto attendant,
2. Installing Laptops in Patrol cars,
3. Purchased Pitney Bowes mailing system,
4. Preparing RFP for fiber optic connections to Public Works and Library,
estimateed cost of $55,000,
5. Process of creating new web site,
6. Verifying software license, purchase additional license as needed,
7. Obtain external connection to the city network, enabling staff to retrieve
data, which will take a lot of planning,
8. Laptops for Council,
9. Network connections in Council Chambers,
10. Purchase of additional modules from INCODE for Municipal Court and
Inspection,
11. Research of Optical disk storage, retrieval, storing, and archiving city
documents,
12. Selling of RISC 6000 computer system used by old municipal software
applications.
Mr. Pierce stated that one main future project would be the development of a City
Employee Computer training center in Microsoft Word, Excel, and Internet, in an
environment away from the workstation. Other important future projects are to
enhance audio/visual capabilities, both on-site and portability, replace PC
systems as needed, (always a budget item), and upgrade servers and desktop
workstation operating system.
Lastly, Mr. Pierce stated that computer systems take time, money and people to
maintain then, allowing for productivity and efficiency
Mr. Cashwell stated that an item that was not mentioned for future consideration
is the GIS system. He believes it is extremely important in doing day to day jobs,
and preserving institutional memory.
Mr. Cashwell asked that Mary Ybarra, Deputy Secretary share with council her
recent trip to the New Braunfels Municipal Facility where a demonstration of new
software (Laser Fiche) took place. The City of Schertz is considering the software
for storage documentation.
Ms. Ybarra reported that the City of New Braunfels has implemented the new
software, and has started documentation storage of city minutes, etc, minutes
starting with the year 1929. Records are indexed and may be accessed several
different ways, (date, typing of one word recognized by the document, etc.) This
type of software is vital for documentation storage.
Consider and take action regarding adjustment of City Council
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meeting schedule relative to the holidays.
In brief discussion, Council agreed to cancel meetings December 26, 2001 and
January 2, 2002, scheduling the first workshop meeting starting January 9, 2002.
Without further discussion, Mrs. Agee moved to cancel workshop meeting of
December 26, 2001 and Council meeting of January 2, 2002. The next workshop
will be January 9, 2002. Mr. Greenwald seconded the motion, which carried with
the following votes:
AYES: Councilmembers Head, Agee, Greenwald, and Pitts.
NAYS: None
Discuss possible celebration for annexation of Northcliff/Scenic
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Hills.
Mr. Cashwell stated that due to recent annexation of the Northcliff and Scenic
Hills area (new residents into the community) he believes it would be nice to plan
some type of celebration (fellowship). He commented that City staff would follow
through sometime after the first of the year, perhaps the first or second week of
January. He believes that somewhere in the Northcliff/Scenic Hills area would be
appropriate. He is looking into the public sector to possibly fund the celebration.
Mr. Cashwell stated that it would be a great opportunity for new residents to meet
City Council and city staff. If Council agrees, he would follow through.
In brief discussion, Council agreed it was a good idea.
At this time, Mr. Spain City Attorney reviewed the handouts that were given to
Council. He noted that on the annexation procedure, one item remains-
completion of annexation on December 31, 2001 midnight. Checklist on MUD's 1
& 2 consist of all various contracts (Banks, NBU, Appraisal District and GVEC
and others) that are still in completion process. Mr. Spain noted that everything is
on schedule.
Mr. Cashwell:
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SCUCISD initiated a Technology Infrastructure Fund grant and was awarded
$25,000 for the planning purposes to generate the necessary applications for
the actual grant of half a million dollars. The primary purpose is to bring new
infrastructure technology to communities that might not have competitive
technology that will benefit not just one entity but a number. Mr. Cashwell
reported on a comprehensive meeting with city representatives, himself, Amy
Madison and the consultant (MNA Technology Solution, Dr. Parlett), where
the grant scheme was discussed such as, tasks, committees, subcommittees,
elements of applications, etc. He believes it is a very good start to get
involved and come up with a very nice package. Mrs. Agee commented that
entities involved are the School District, Universal City, Cibolo, Schertz, and
the greater Randolph Chamber.
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Attended mitigation process December 6, 2001, SAFECO (Public Safety
Facilities) with Chief Smith and reached a good settlement of $362,500, which
is $59,000 in favor of the City.
Mayor Baldwin:
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Proclamation for next meeting for Ed Hilldorf, who has worked with BVYA
three years. Mr. Hilldorf is transferring to Pittsburgh, Pennsylvania. He has
asked that he come in full uniform.
Adjournment
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There being no further business to discuss, Mayor Baldwin adjourned the
meeting at 8:45 p.m.
________________________
Mayor, City of Schertz, Texas
ATTEST:
_____________________________________
Deputy City Secretary, City of Schertz, Texas