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ccwks 01-11-06 e MINUTES Workshop Session January 11, 2006 The Schertz City Council convened in Workshop Session on Wednesday, January 11, 2006 at 7:00 p.m. in the Municipal Complex Council Chambers, 1400 Schertz Parkway Building #4, Schertz, Texas. The following members were present: Mayor Hal Baldwin presiding, Council Members Carl Douglas, John Trayhan, Reginna Agee, Tony Wilenchik and Michael Carpenter. City Manager Don Taylor, Asst. City Manager John Bierschwale and Judy Tokar City Secretary #1 CALL TO ORDER: Mayor Baldwin called to meeting to order at 7:00 p.m. #2 HEARING OF RESIDENTS: Johnie McDow, 2832 Redbud Circle, reported registration starts end of January and opening day for the baseball season is March 25, 2006. Robert Brockman, 1000 Elbel Road, asked about how much property is on Live Oak e Road that the City purchased. Report from Ford Engineering and discussion regarding the revised FEMA #3 map. Mr. Taylor said the City received the revised FEMA map and Ford Engineering has conducted their review. He explained that after major flooding and claims are filed FEMA sends engineering firms to conduct on-site inspections. The results of the revision by FEMA have included many properties that had never had flooding. The City has 28 days to respond to FEMA with the proper documentation to either reject or approve their study. The City has made corrections in many of these areas that staff feels does not justified being included in the flood plains. Mr. Dublin said there were 3 milestones in the process, I) 30 day administrative review period to allow for corrections, 2) public meeting of staff and citizens for FEMA to justify map, and 3) technical data to rebuke study to establish the City's position. They are requesting raw data from FEMA to see how they did the study. Mr. Dublin understands the City can ask for a stay in FEMA's flood plain study. Mr. Taylor asked if the railroad bridge and the extra fill in the creek is causing additional major flooding problems. Mr. Dublin responded that about 25% of flooding has been caused by the bridge reconstruction and fill. e Wkshop Session Jan. 11, 2006 64 e #4 Report and discussion on FEMA Project 3.2E-02C-l. Ms. Madison said the final report to FEMA regarding the FEMA-1257-DR Channelization project for the City of Schertz was completed. The project took nearly 2 ~ years to complete. The original grant for the project was $4.5 million divided into Phase I & II. The City finally received an additional $921,974 award based on unmet needs due to the cost overruns and the additional expenses accepted from Phase I. The City's cost was $1 million. #5 Discussion of Certified Tax Roll for the Year 2005. Ms. Boggess explained the effect the tax freeze had on the certified tax roll. The estimated loss to revenue was $47,732.00. She explained the report line by line provided by the County that required approval from the Council. It will be on the next regular agenda for action. #6 Discussion on the designation of the Emergency Health Authority renewal. Mr. Dudley Wait said the agreement is to utilize Dr. Mario Guerra with the Metropolitan Health District as our Public Health Authority during times of emergency as declared by the Mayor in our emergency preparedness plan. Mr. Wait said it is valuable service e available to the City. There is no expense to the City. The agreement will be considered for action at the next regular meeting. #7 Discussion on planning's department procedures regarding public notifications. Mr. Taylor said that he is satisfied with the process that the staff has been following for notifying the property owners in zoning cases. Staff has been using this method for the past 3 years. The applicant provides the list of addresses and the staff verifies the addresses against the current Guadalupe County appraisal rolls. The property does not get on the appraisal rolls until January I of the each year that may cause a delay verification of some properties. Ms. McBeth, Planning Director said a new system has now been implemented in the planning department, they access the information on the appraisal district website and are look at purchasing a GIS mapping system. #8 RESOLUTION: Discussion on resolution creating a Parks and Recreation Advisory Board and providing for the Purpose, Organization, Appointment and Duties of the Board. Ms. Douglas said the advisory board has been discussed for over a year. She feels because of the park and recreation expansions, the park department needs a citizen advisory board to assist in planning, improving and developing these facilities. Mr. Spain e Wkshop Session Jan. 11,2006 65 e has drafted a resolution to create the board and define its' duties. Councilmember Douglas suggested a minor change to the resolution. #9 Discussion on proposal to create City Community Service Award. Ms. Gildea, Public Information Officer, said that this award was created to honor those individuals in the community that volunteer many hours and work to make our City a better place to live. Ms. Gildea feels that they need to be recognized and hopefully encourage others to become more involved in the community. It is not an expensive program to operate and maybe will build a larger volunteer base. There will be I winner and 3 runner-ups for the award. Council agreed this was a great idea and thanked Ms. Gildea for her contribution. #10 Discussion on the submitted LCRA Grant for park in Northcliffe. Mr. Taylor said the LCRA grant was submitted by Ms. Swan. The City's contribution is $33,571.00 along with a $2,000 in-kind donation by the City. The city staff was not aware of the changes to the grant until after Ms. Swan had submitted it. Councilmember Wilenchik pointed out that originally the LCRA grant was for $100,000 and the actual submittal amount changed to $49,938.00 and a match of committed funds from other sources. The previous grant figures were different than were approved by e Council but it was the consensus of the Council they did not have a problem with those changes. #11 Discussion on the Fire Department's donation of surplus equipment. Mr. Taylor said the fire department had a surplus of air packs and the Fire Chief would like to donate the equipment to Clermont Harbor Volunteer Fire Department in Mississippi who had lost all their equipment in the recent hurricane. Chief Friesenhahn reported they had sold all but 14 units and attempted to advertise with no response in 2 months. The fire department was in desperate need for any equipment that they could get. #12 Discussion on the 2006 General Election Service contract with Guadalupe County. Ms. Tokar said this is a basic contract with the County with several minor changes. There will be additional units at the polling place, and extended voting hours on the last two days of early voting. Ms. Tokar said the contract cost is very reasonable stating that Mr. Perez, County Election Administrator, tries to make the election cost expenses fair. The contract will be an action item on the next agenda. #13 Discussion on publishing Council action in Schertz Tales or other e communication medias. Wkshop Session Jan. 11,2006 66 Debbie Gildea, Public Information Officer provided the Council with a mock up e newsletter to show the entire minutes from one meeting taking up 5 pages and action items minutes taking up 3 pages. She asked for better guidance on what the Council wanted. Mr. Taylor recommended that action minutes be accomplished by a summary so the public will get the complete facts on how the Council voted. There would be a delay in publishing the minutes in the newsletter because of the time when the minutes are approved and until actual publication. Mayor Baldwin asked has there been a lot of demand for the minutes to be made available or it is only serving a few citizens. At the next regular meeting, the item will be on the agenda for action. #14 Items by City Manager Taylor and Staff Mr. Bierschwale said the Northeast Partnership meeting is Thursday. The parking lot at the Council Chambers' will be repaved. #15 Items by Council General Announcements Councilmember Douglas: . Requested amending resolution and ordinance regarding the City Council e Code of Conduct so not to conflict with the City Charter . Recommended Council move forward on funding the library and make the library top priority. Mayor Pro-Tony Wilenchik: . Reported action taken at the Planning and Zoning meeting . Asked about the Northcliffe meeting in Austin. . Contacted Commissioner Wolverton about Dietz Road regarding the complaints about the paving surface. It is a County Road to be turned over to City of Cibolo. Councilmember Carpenter: . Attended meeting with the homeowners near Metro Ambulance about the fencing and other problems, Mr. Truitt assisting him. . School District addressing gym usage fees Councilmember Trayhan: No Comment Councilmember Agee: No Comment. #16 Items by Mayor - No Comment. e Wkshop Session Jan. 11,2006 67 e #17 ADJOURNMENT Mayor Baldwin adjourned the meeting at 9:21 p.m. /.. ..... / . (;1 il~ Hal Baldwin, Mayor ATTEST: e e Wkshop Session Jan. 11,2006 68