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02-24-2015 MinutesMINUTES REGULAR MEETING February 24, 2015 A Regular Meeting was held by the Schertz February 24, 2015, at 6:00 p.m., in the Hal 1400 Schertz Parkway, Building #4, Schertz, Mayor Michael Carpenter Councilmember Grumpy Azzoz Councilmember Robin Thompson Staff Present: Deputy City Manager John Bierschwale Chief of Staff Bob Cantu City Secretary Brenda Dennis Mayor Pro -Tem Cedric Edwards was absent. Call to Order City Council of the City of Schertz, Texas, on Baldwin Municipal Complex Council Chambers, Texas. The following members present to -wit: Councilmember Jim Fowler Councilmember Daryl John City Manager John Kessel Executive Director Brian James City Attorney Charles Zech Deputy City Secretary Donna Schmoekel Mayor Carpenter called the meeting to order at 6:00 p.m. Invocation and Pledges of Allegiance to the Flags of the United States and the State of Texas ( Councilmember Azzoz) Councilmember Grumpy Azzoz provided the invocation followed by the Pledges of Allegiance to the Flags of the United States and the State of Texas. City Events and Announcements • Announcements of upcoming City Events (J. Bierschwale/B. James) Mayor Carpenter recognized Director of Development Services Brian James who provided the following announcements: Wednesday, February 25, Biz Ed Breakfast provided by RBFCU — Schertz Chamber Offices 7:30 -9:00 am. Learn to manage cash flow with Chris Hughes of SCORE. Thursday, February 26, TxDOT Public Hearing at Morgan's Wonderland. Open House Session -Come and Go 5:00 p.m. to 6:00 p.m. Formal Presentation is at 6:00 p.m. Public Hearing Comment Period following the presentation. The Public Hearing is regarding the Draft Environmental Assessment (EA) for the I -35 Northeast San Antonio Expansion Project. The project proposes transportation improvements to I -35 from the I -35/I -410 South interchange in SA to FM 1103 in Schertz, Texas, a distance of approximately 15.4 miles. 2 -24 -2015 Minutes Page - 1 - • Thursday, February 26, hYPer Happy Hour at Fox's Pizza — 3900 FM 3009 from 5:30 -7:00 pm. • Saturday, February 28, 2nd Annual Cibolo Chili Cook - Off — Cibolo City Hall 10:00 a.m. - 10:00 p.m. • Thursday, February 26, Coffee Tasting with Cibolo Coffee Haus to help Cibolo Coffee Haus choose a new roast. 5:00 to 7:00 p.m. • Friday, March 6, City Council Retreat at GVEC Western Operations Center meeting room, 6400 IH 10 —West, Seguin. • Saturday, March 7, Wilenchik's Walk for Life at Samuel Clemens High School Parking lot 8:00 a.m. • Thursday, March 19, 6th Annual `The Taste' All American — Sample Food from area restaurants. Tickets on sale now at the Schertz Chamber. • Announcements and recognitions by City Manager (J. Kessel) Mayor Carpenter recognized City Manager John Kessel who recognized Police Lt. Michael Carey stating he is attending leadership programs at Sam Houston State University Law Enforcement Management Institute's Leadership Command College. Mr. Kessel stated that recently he submitted some white papers in their leadership program and has received an honor that they will be using his white papers as a sample and example for future students to review when applying for the program. Mr. Kessel stated that the University sent him a very nice letter complimenting his work, stating his paper was chosen because it typifies everything they want in future papers and shows future participants what the format should look like. Mr. Kessel thanked Lt. Carey for going above and beyond with this Leadership Command Program. It is very much appreciated and reflects very well on the City of Schertz. PrPePn+afinne • Presentation of the Schertz Historical Preservation Committee's Annual Report and update regarding the Schertz Historical Preservation Committee's Activities. (B. James/D. Weirtz) Mayor Carpenter recognized Schertz Historical Preservation Committee (SHPC) Chair Dean Weirtz who introduced members of the Historic Preservation Committee who was present this evening: Ms. Barbara Hall, Mr. Lou Foehrkolb, Ms. Lynn Foehrkolb, and Mr. Louis Segaloff. Mr. Weirtz stated that annually, the SHPC sets aside a block of time to reflect upon it's accomplishments and it's disappointments in the year gone by. He stated they also consider their prospects for success in the coming year and identify objectives that will guide their efforts toward a successful year. He stated they memorialize their reflections on the previous year's work in the form of the Annual Report to City Council which is what he is pleased to present this evening. 2 -24 -2015 Minutes Page - 2 - Mr. Weirtz stated last year's objectives, as do this year's, focused on two aspects of our City's heritage. One aspect is the real property resources considered to be valued assets to the community's character and history. The Committee's work in this area encompasses identification, research, and designation of landmark and heritage neighborhood properties. Another aspect of our heritage that the objectives seek to promote is the advancement of the community's historic narrative. We pursue this objective by publishing a quarterly Committee newsletter, historically relevant "Remembrance Special Edition Articles" and books of historic local interest. In addition our members contribute periodic historic articles for publication in the Schertz Magazine. Specifically, advancement of the City historic narrative has been undertaken through publication of four quarterly Committee newsletters, six "REMBERANCE" Special Edition Articles that focused on local historical personalities and/or places, a consolidated single volume Newsletter/Remembrances Publication for the years 2010 -2014, and publication of two additional historic cemetery journals to include beginning work on a consolidated cemetery grave index listing. A special monthly feature has been added to the content of the Schertz Magazine called "Looking Back" which draws attention to the area's historic beginnings. The Chamber of Commerce's Visitors Guide also contributes to their objective of advancing the historic narrative by including historic feature articles therein. These publication efforts represent a fulfillment of the committee's three publication goals set for itself in their 2014 statement of objectives. Mr. Weirtz stated the Committee's 2014 goals with regards to recognition of real property resources was somewhat curtailed throughout the year 2014 while they and the Council debated the "historic zoning district" concept which now is focused on the "historic Main Street" incentive based designation program. He stated they did return to "Landmark Property" designation in December 2014 with a submission of 505 Exchange Street as a nominee for designation as a "Landmark Property ", which the Council approved in December. They also began research on the prospect of proposing to Council a "Heritage Neighborhood" designation for the "Aviation Heights" neighborhood. That proposal is continuing to be researched by the Committee. He stated another designation project that materialized in August 2014 was the assignment of Saint Joseph's Chapel located on FM 482 as a property for listing in the National Registry of Historic Places. The Committee guided the application through both State of Texas and Department of the Interior reviews to achieve the approvals for the listing. Joint organizational initiatives include development and placement of the historical "Welcome to Schertz" or " Schertz through the Centuries" mural on the West side of the William Schertz Building. This initiative was conducted with the cooperation of the Cibolo Valley Community Museum Association. The Comal Settlement Association and the Comal County Historical Society both worked jointly with our Committee in formulating and executing the dedication ceremonies for the Comal community historic plaque placement ceremony. The Comal Settlement Association also provided labor for the landscape project at the historic plaque placement site. 2 -24 -2015 Minutes Page - 3 - Mr. Weirtz stated the Committee's by -laws have been revised to bring them in compliance with current day operations. Outreach has occurred with a number of local, county and state organizations. Impact events involved the issue of the Committee's historic resources inventory and its ultimate disposition as well as the long standing Committee pursuit of a resolution to the "historic district" model which is now pending Council approval as a "Historic Main Street" incentive initiative. Mr. Weirtz stated in conclusion, the Committee has completed a busy and productive 2014. We have developed a set of achievable goals for 2015 that include pursuit of recognition, publication and joint initiative projects. We thank the Council for its support during the year 2014 and we look forward to a productive 2015. Mayor and Council thanked the Committee for all their hard work and recognized their efforts. • Presentation regarding the City of Schertz Thoroughfare Plan and Roadway Impact Fee Study. (B. James/K. Woodlee) Mayor Carpenter recognized Director of Development Services Brian James who introduced this item stating we had previously talked about needing to update our Thoroughfare Plan and after doing the Gateway Study, one of the resulting recommendations was to update the plan to reflect the new land uses. It has been over a decade since we last did a thoroughfare plan study. The other two things we need to do is a Roadway Impact Fee along with a rough proportionality calculation system which fits in with that. Once we do this, state law requires us to update our roadway impact fee every five (5) years, but the cost to do that will be significantly less than to create the initial impact fee. Also, if we are going to do this right we need to ensure that we have had adequate public involvement so when we do finally come forward asking for Council approval of the study and impact fee, the public (whether they like it or not) can at least say that their voice was heard. Staff plans on coming back next week with budget amendments and after that the contract with the firm will be presented. No action is needed tonight. In response to Councilmember Fowler's question about how this will affect the placement of our future south Schertz fire station, he explained a variety of things would have to be considered such as what and where the main corridor(s) would be, the location of feeding cross roads into the main corridor(s), the projected level of traffic in 5, 10, or 20 years and what style of road and turning lanes would be best suited to control the amount of anticipated traffic flow. Mayor Carpenter recognized City Engineer Kathy Woodlee who stated her presentation will reiterate much of what Mr. James just explained. Also, members of the engineering firm of Freese and Nichols, Inc. are here tonight to assist in answering any questions. 2 -24 -2015 Minutes Page - 4 - She stated in Budget Year 2013 -14, it was determined that the City of Schertz desired to institute a Roadway Impact Fee Program in order to generate revenue to fund certain roadway construction projects. Due to significant changes in the development of the City (population, land use patterns, etc.), Staff identified the need for an update to the City's Master Thoroughfare Plan. While the, two plans (Thoroughfare and Impact Fee) can be undertaken separately, overlapping elements make it more efficient to have them covered in one overarching project. The purpose of a Thoroughfare Plan is 1) to provide for the orderly development of an adequate major street system as land development occurs and as traffic increases (Are our existing roads sized properly? What new roads do we need as the City grows?) 2) To enable coordination with outside agencies and private interests with respect to roadway improvements (We need to be sure our future roads line up with our neighbors' future roads.) 3) To reduce travel and transportation costs (Proper planning and construction minimizes traffic congestion.). The purpose of a Roadway Impact Fee is to provide a funding mechanism for identified capital improvements over a 10 -year planning period and ensure that new development is paying a fair share of those improvements (new development pays for new roads). The study tasks include establishing service areas, identifying existing roads, determine projected demands, become part of a capital improvements program, calculate the maximum cost per service unit, and develop land use equivalency tables. She stated in seeking requests for qualifications (RFQ) for professional services, two highly qualified respondents were received. City staff selected Freese and Nichols, Inc. as the firm with the best understanding of the needs of the City of Schertz. They have extensive experience working with a variety of municipal, county, and regional entities. The Thoroughfare Plan is to be funded with permit fee revenues over projected amounts for this fiscal year's budget. This will require an Ordinance for a budget adjustment of $91,910. Roadway Impact Fee Study expenses will be reimbursed with fee revenues. This will also require an Ordinance for a loan of $116,040 from the Water Fund to be reimbursed from Capital recovery. We will then enter into a professional services agreement with Freese and Nichols, Inc. for $207,950. Ms. Woodlee estimates it will take at least a year to get the study plans done and our Ordinances presented and adopted. Ms. Woodlee, Mr. James and Mr. Eddie Haas, AICP, of Freese and Nichols, Inc. answered further questions from Council. Hearing of Residents No one spoke. Discussion and Action Items 2 -24 -2015 Minutes Page - 5 - Minutes - Consideration and/or action regarding the approval of the minutes of the Regular Meeting of February 17, 2015. (J. KesselB. Dennis) Mayor Carpenter called for a motion and recognized Councilmember Fowler who moved, seconded by Councilmember Azzoz to approve the minutes of the Regular Meeting of February 17, 2015. The vote was unanimous with Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 2. Application for Landmark or Heritage Neighborhood Designation — Consideration and/or action approving a designation request for Landmark Properties located at 509 Exchange Street and 511 Exchange Street. (B. James/D. Weirtz) Mayor Carpenter recognized Schertz Historical Preservation Committee (SHPC) Chair Dean Weirtz who stated on behalf of the Historical Preservation Committee he would like to present nomination proposals for landmark property designations for two of the community's oldest private properties. "A landmark property is defined as any property that presents itself as a unique feature of the City of Schertz landscape (community) due to its nostalgic, aesthetic, architectural, or symbolic attributes and which could or will have an enduring impact on the community's cultural identity." Also as a reminder, there are no legal restrictions placed on any such property and all such properties must be positively voted upon by the Committee before being brought before Council. Council is the fmal authority for designating properties as "Landmarks ". Mr. Weirtz stated that to date, the Council has designated twenty properties within the city limits and it's ETJ as "Landmark Properties ". Those designations have included churches, business structures, homesteads, and, residences. The images you see on the screen are a few of the historic landmark plaques that are on display at selected landmark property sites throughout the community. The properties before you this evening for consideration as landmark properties are 509 and 511 Exchange Street. The pictures on the screen show a front view of each of these residences. The home at 509 Exchange Street was built by a San Antonio builder in 1926 as recorded in the Guadalupe County Appraisal District records. The residence was originally the home of F. J. Bolton, member of a prominent Bexar and Guadalupe County family. F. J. Bolton owned a barber shop on Main Street where now stands a Restaurant (directly across from the Masonic Lodge Building). The Bolton family also owned the Schertz Hotel which was converted to The Watson House Apartment. The home has had several owners since its construction and is currently owned by Mrs. Annett Christopherson who has lived in the home since 1986. 2 -24 -2015 Minutes Page - 6 - The home retains its original exterior design. The home is representative of the best in design and construction of the early 20t' century home building. Its size and set -back position on the large lot made it a glamorous and most admired home of the time. It's full frontage porch was a special architectural feature unique within the community. The home is worthy of a Schertz landmark designation due to its position as one of the community's original neighborhood family dwellings and it's unique architectural features that reflect a beauty and style unprecedented for the period. The home at 511 Exchange Street was also built by a San Antonio builder in 1913 as recorded in the Guadalupe County Appraisal District records. The home was the site for placement of the Rural Farm Telephone Company's telephone switchboard operation. The home is where communication connections were made between farm families, farm suppliers, farm doctors, business contacts and through which general commerce was transacted. The home eventually came into the ownership of Southwestern Bell Telephone Company when it purchased the Rural Farm Telephone Co. operations (October 1958). Bell Telephone Co. negotiated a property trade with one of its Universal City employees which transferred the home into the current ownership of Mrs. Claudine Burton. The home represents the unique architectural style of the early 20a' century as well as an important feature of the community's social and business development history. Both property owners are aware of this "Landmark Properly" designation nomination and agree to its submission. Mr. Weirtz stated in conclusion, it is the Committee's recommendation that 509 and 511 Exchange Street be designated as Schertz Landmark Properties and that an appropriate proclamation signed by the Mayor acknowledging the designation be prepared for delivery to the home owners. Mayor Carpenter called for a motion and recognized Councilmember Thompson who moved, seconded by Councihmember Azzoz to approve the designation of 509 Exchange Street and 511 Exchange Street as Schertz Landmark Properties. The vote was unanimous with Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 3. Resolution No. 15 -R -16 — Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas authorizing a contract with Myers Concrete, Inc. related to the Dietz Creek at Borgfeld Drainage Maintenance and Improvement Project, and other matters in connection therewith (J. Bierschwale, S. Willoughby, C. Raleigh) The following was read into record: RESOLUTION NO. 15 -R -16 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A CONTRACT WITH MYERS CONCRETE, INC. 2 -24 -2015 Minutes Page - 7 - RELATED TO THE DIETZ CREEK AT BORGFELD DRAINAGE MAINTENANCE AND IMPROVEMENT PROJECT AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Public Works Project Manager Cindy Raleigh who introduced this item stating the City desires to maintain and improve the Dietz Creek at Borgfeld Road to 700 -feet downstream. This project includes the replacement of a damaged concrete apron and the installation of a concrete swale at the bottom of the creek to improve flow and reduce culvert erosion of the creek bed. The project was publicly bid and six bids were received for this project. The low bidder for the project is Myers. Concrete with a base bid of $142,776 and an additive alternate of $34,968 for the concrete swale. Staff recommends contracting with Myers Concrete Company to complete the East Dietz Creek at Borgfeld Drainage Maintenance and Improvement Project in the amount of $177,744. The Engineer's estimate for the base bid was $115,489. The budget for the project is as follows: East Dietz Creek at Borgfeld Road to 700 -feet downstream DrainaLle Improvement Project Engineering $8,000 Construction $177,744 Legal $5,200 (Due to the need to update bid documents) Advertising $500 Contingency $6,300 Project Total $197,744 The fiscal impact of the project will not exceed $197,744. The project will be partially paid for from the remainder of the Drainage Bonds and from the Drainage Project Number 204 - 900 - 551900. Presently there is $99,569 in the Drainage Bonds Fund and $140,000 in the Drainage Project Number 204 - 900 - 551900. This is a budgeted item in the FY 2014 -15 Budget. Staff recommends Council approve hiring Myers Concrete, Inc. for a base bid in the amount of $142,776 and an additive alternate of $34,968 for a total contract amount of $177,744 for the East Dietz Creek at Borgfeld Road Drainage Maintenance and Improvement Project. Ms. Raleigh addressed questions from Council. Mayor Carpenter called for a motion and recognized Councilmember Azzoz who moved, seconded by Councilmember John to approve Resolution No. 15 -R -16 authorizing a contract with Myers Concrete Inc. The vote was unanimous with Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no. Mayor Pro - Tem Edwards was absent. Motion passed. 2 -24 -2015 Minutes Page - 8 - Roll Call Vote Confirmation Deputy City Secretary Donna Schmoekel provided the roll call vote information for agenda items 1 through 3. Executive Session Mayor Carpenter recessed the regular meeting at 7:08 p.m. into Executive Session. 8. City Council will meet in closed session under section 551.074 Evaluation of the City Secretary and Deputy City Secretary. Reconvene into Regular Session Mayor Carpenter reconvened into Regular session at 7:53 p.m. 8a. Take any necessary action based on discussions held in closed session under Agenda Item number 8 including possible increase in salary. No action was taken. Requests and Announcements 4. Announcements by City Manager • Citizen Kudos • Recognition of City employee actions • New Departmental initiatives City Manager John Kessel stated that a few months ago Councilmember Edwards had requested we look into redoing the audio system in the Council Chambers and we are finalizing our plans to do that and project a completion date at the end of March. They will need about a week to take the system down, retool it and put it back. One of the improvements will be to put some acoustic treatments on the walls which will help reduce echoes in the room. 5. Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. No requests were made. 6. Requests by Mayor and Councilme nbers to City. Manager and Staff for information. No requests were made. . 7. Announcements by Mayor and Councilmembers 2 -24 -2015 Minutes Page - 9 - • City and community events attended and to be attended • City Council Committee and Liaison Assignments (see assignments below) • Continuing education events attended and to be attended • Recognition of actions by City employees • Recognition of actions by community volunteers • Upcoming City Council agenda items Mayor Carpenter recognized Councilmember Fowler who stated he is continuing to attend the Schertz Housing Authority meetings. They keep seeing a lot of requirements being put on the Authority from HUD and the records become very detailed. He thanked Executive Director Mynette Benedict for her meticulous record keeping and doing a great j ob. He also attended a ribbon cutting for the Cinnamon Bakery who also serves a breakfast and lunch menu and would be a good place to meet for small meetings. It is good to see different types of businesses coming into the city; the diversification is a necessary part of our infrastructure for our city to grow. This is a good sign we are on the right track. Mayor Carpenter recognized Councilmember Thompson who stated he also attended the Cinnamon Bakery ribbon cutting event and talked to the owners who expressed their appreciation for the number of representatives from the City in attendance. Adjournment As there was no further business the meeting was adjourned at -7 -59 p.m. - Mich R. Carpenter, Mayor ATTRST: r i Brenda Dennis, City Secretary 2 -24 -2015 Minutes Page - 10 -