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09-01-2015 MinutesMINUTES REGULAR MEETING September 1, 2015 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on September 1, 2015, at 6:00 p.m., in the Hal Baldwin Municipal Complex Council Chambers, 1400 Schertz Parkway, Building #4, Schertz, Texas. The following members present to -wit: Mayor Michael Carpenter Councilmember Grumpy Azzoz Councilmember Robin Thompson Staff Present: Executive Director Brian James City Attorney Charles Zech Deputy City Secretary Donna Schmoekel Councilmember Daryl John was absent. (gall to Order Mayor Pro -Tem Jim Fowler Councilmember Cedric Edwards City Manager John Kessel Executive Director Bob Cantu City Secretary Brenda Dennis Mayor Carpenter called the meeting to order at 6:00 p.m. OpeninLy Prayer and Pledges of Allegiance to the MaLys of the United States and the State of Texas (Councilmember Edwards) Councilmember Edwards provided the opening prayer 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 (B. James/D. Wait/B. Cantu) Mayor Carpenter recognized Executive Director Brian James who provided the following announcements: • Wednesday, September 2, Coffee and Donuts, Legacy at Forest Ridge, 8:30 a.m. This is a meet and greet and they will take a tour of the new building and visit with the residents. • Friday, September 4, Dale Carnegie World Class Graduation — 2nd session, 2 to 4:00 p.m. Council Chambers. Cake and refreshments to follow. • Monday, September 7, Labor Day, City Offices will be closed. SAVE THE DATE: • September 22 -25, Annual TML Conference, San Antonio • Announcements and recognitions by City Manager (J. Kessel) 9 -01 -2015 Minutes Page - 1 - Mayor Carpenter recognized City Manager John Kessel who stated he wanted to praise a couple of teams who worked together on a project for a citizen that was pretty impressive. Mr. Kessel stated that we had a citizen on the first week of school that called and identified some trees that were blocking a number of stop signs over by one of the middle schools. The citizen sent the information out and it was broadcast to a number of city departments. He happened to be out in the area and found three different departments working together. The Police Department was there making certain that the traffic control devices were visible. One of the officers, AJ was actually with the citizen explaining what was going on and who to call should they have issues with speeders or issues with school zones, doing some very nice community policing. Meanwhile there were two public works employees who were busy cutting down a couple of limbs that were in the way of the stop signs and as that was happening a parks crew showed up with a trailer to haul off all of the limbs. Everyone arrived on the scene at the same time; he doesn't know if they coordinated with each other but one of the school zones is safer due to the response by these departments. Hearing of Residents This time is set aside for any person who wishes to address the City Council. Each person should fill out the speaker's register prior to the meeting. Presentations should be limited to no more than 3 minutes. All remarks shall be addressed to the Council as a body, and not to any individual member thereof. Any person making personal, impertinent, or slanderous remarks while addressing the Council may be requested to leave the meeting. Discussion by the Council of any item not on the agenda shall be limited to statements of specific factual information given in response to any inquiry, a recitation of existingpolicy in response to an inquiry, and/or a proposal to place the item on a future agenda. The presiding officer, during the Hearing of Residents portion of the agenda, will call on those persons who have signed up to speak in the order they have registered. Mayor Carpenter recognized the following individuals who spoke: • Mr. Glen Outlaw, 3729 Forsyth Park, who provided comments regarding the report given last week regarding the aquatic center. He stated that he is happy to see the project moving forward but by listening he had concerns for the concept of the plans and the city settling on what it can afford not what we need. He also expressed concerns on where the aquatic center will be built referencing the foundation issues in the area. He wanted to know why we were not building the facility on property that we already own on the other side of the drainage ditch. • Ms. Maggie Titterington, Schertz Chamber President, who first wanted to provide some accolades to Fire Marshal John Perry. She stated that we have a new Director for Merritt Lake Side Senior Village who was having problems with fire systems and false alarms going off, etc. The director at first had a wrong impression with the situation and we were able to bridge a meeting today explaining and walking her through the processes of what they needed and going over the problems that they have had in the past. She was very pleased with the outcome of the meeting and how they can assist and not tax the fire department with all the false alarms going off. This was a great meeting. 9 -01 -2015 Minutes Page - 2 - Ms. Titterington also stated that today Colonel Isler set out to do a Military Affairs Committee luncheon. The first meeting was today and those invited were herself, the Chamber President from Seguin, Mayor of Universal City, RAPCO, and a few others; a very small group. They were going over a few things that we have covered at the Northeast Partnership meetings but also a few other things such as improvements and communications that she had not known about. They were very complimentary to Universal City, Schertz and Converse about who from the cities have been working with them. He had also stated that this would be the last Air Show that Randolph will have. Ms. Titterington reminded everyone of the upcoming Air Show October 31 through November 1st Ms. Titterington stated that their SMAC Committee is working in partnership with Mary Spence, City of Schertz and will be producing a Veterans Day Ceremony, November 11, 2015. She handed out a flyer for the upcoming event to Mr. Brian James and Ms. Brenda Dennis to share with everyone. The event will be at 9:00 a.m. at the Veterans Memorial Plaza, 512 Schertz Parkway. She stated that Col. Isler will speak at the ceremony. Lastly, she saw that tonight on the agenda there was a workshop discussion regarding City Ambassadors and how you interact with other cities and various outside groups. She wanted to say for herself on behalf of the Chamber it is very much appreciated that you come out for ribbon cuttings. This means a lot to the businesses, it also means a lot when our Council goes over to other city events such as when Councilmember Edwards attends and takes part in the Cibolo Fest and barbecue judging; it means a lot when others go out to neighboring cities events and ribbon cuttings. It means a lot that Schertz Council and Management are being supportive in attending not only their own events but others in the surrounding cities. ® Mr. Bert Crawford, 1400 Brook Hollow Drive, who came forward stating that one of his HOA Presidents approached him to come and ask Council and Public Works if they could put blinking lights on the back side of the signs. He stated that their subdivision surrounds Brook Hollow Elementary School. There are two streets, one on each side of Green Valley Elementary School that dead -in to Green Valley Drive and the blinking speed limit signs are outside of where those streets are and the question is would it be possible to put a blinking light on the backside of those signs as opposed to putting up more signs. Mr. Crawford also encouraged Council to just cancel a meeting when they need to cancel one and not go to the three meetings per month. He believes it is easier to cancel a meeting then trying to pick specific dates. Presentation ® Presentation and recognition regarding the 2015 Certificate of Achievement for Planning Excellence. (B. James /L. Wood /B. Cox) Mayor Carpenter recognized Senior Planner Lesa Wood who stated for the second year in a row the Schertz Planning Department has received the certificate of achievement for Planning Excellence. Ms. Wood read a letter from the American Planning Association, Texas Chapter sent to Mayor Carpenter regarding this certificate. She stated this certificate recognizes the professional planning standards demonstrated by our planning staff and the support exhibited by the City Council and Planning Commission. More specifically, the City of Schertz meets 9 -01 -2015 Minutes Page - 3 - the Chapter's goals for: increasing awareness of professional planning, recognizing Planning Departments which meet certain professional requirements, enhancing neighborhoods and citizen recognition of planning efforts, encouraging the funding of professional training for Commissioners and Staff, and aiding in economic development and community image. Ms. Wood presented the certificate to Mayor Carpenter. Mayor, Council and Management congratulated the planning staff for an outstanding achievement two years in a -row. Presentation and update regarding the Evergreen Solution Salary and Compensation Study. (J. Kessel /J. Walters) Mayor Carpenter recognized Senior Budget Analyst James Walters who provided a PowerPoint presentation with the following highlights: Background • Evergreen Solutions provided a draft report to the City which was presented to Council on July 28th and August 4th • City Management provided backup information regarding the study's recommendations to employees and asked for their feedback and concerns. • Over 50 unique questions /concerns were raised to Evergreen for response. th • On August 11 City Management presented the first round of changes based on employee questions to Evergreen. Evergreen Update 2 • Maintenance Job Family - After reviewing the responses for the General Services Technician one of the responses was determined not to be a comparable position - Evergreen removed the outlier response and re -ran the job family calculation - Based on the recalculation Evergreen has recommended this job family receive 3 grade adjustments instead of 4 This change will only affect year 4 of the implementation plan Marshal Positons - After reviewing the JATs of the Marshals, it was determined they were similar in nature and should receive the same adjustment - After review of the Environmental Law Enforcement Officer position, Evergreen recommended this position receive 2 grade increases instead of 0 grade changes. Conclusion These new recommendations have been included in the implementation plan Council will not have to take any action Mr. Walters stated that there was one question on the list that was not answered and Evergreen stated they will get that to us Wednesday and that there could be one more change. Mayor Carpenter asked if after that last question has been answered will we have answered all the ones that have been submitted, post sharing the report and then we will be finished and implementation will proceed. Mr. Walters concurred. 9 -01 -2015 Minutes Page - 4 - Mayor Carpenter recognized Councilmember Edwards who asked have we placed into the five year budget running total the new compensation plan study that we are going to do in the next three years. Mr. Walters answered yes. Mayor Carpenter recognized Councilmember Azzoz who asked if all the employees were included in the study as he did not see that the City Manager was included. Mr. Walters stated that the City Manager was not included in the study. Councilmember Azzoz stated that the study was for all employees and the City Manager is one of the employees and should be included. Mayor Carpenter recognized City Manager John Kessel who stated that he could ask Evergreen to add this in; they may have to get additional information to make this possible but he could get them to include this. Councilmember Azzoz stated that the purpose for including the City Manager position was for future use of the study so that he can refer back to it. Workshop • Workshop discussion on deferral of all public improvements. (B. James /L. Wood/B. Cox) Mayor Carpenter recognized Senior Planner Lesa Wood and City Engineer Kathy Woodlee. Ms. Wood stated the workshop purpose is to seek direction form City Council on allowing Community Facility agreements for deferral of public improvement that are not in conjunction with a development or sale of property. Ms. Wood provided a PowerPoint presentation regarding the background on this item which included the following highlights: The UDC Requires: • Approve construction plans prior to approval of the final plat; and • The construction and acceptance of public improvements (Streets, water, sewer, some drainage) occur prior to filing the plat UDC, Section 21.4.15 E 2 provides for: • The property owner or applicant may request to defer the obligation to construct and install one (1) or more public improvements to serve the subdivision until after the final plat recordation. The request shall be submitted with an application for preliminary plat approval to provide fair notice of the intent of the developer. • Deferral of the obligation to install public improvements shall be conditioned on the execution of an agreement and sufficient surety to secure the obligation defined in the agreement. • The property owner or applicant may request to defer the obligation to construct and install one (1) or more public improvements to serve the subdivision until after the final plat recordation. • The request shall be submitted with an application for preliminary plat approval to provide fair notice of the intent of the developer. Deferral of the obligation to install public improvements shall be conditioned on the execution of a subdivision 9 -01 -2015 Minutes Page - 5 - improvement agreement and sufficient surety to secure the obligation defined in the agreement." Require public improvements to be completed within 2 years of the filing of the final plat. It also provides requirements for the provisions to be included in the public improvement agreement, which are approved by staff, such as the filing of the document to run with the land to inform future buyers of the existence of the agreement, the type and amount of the surety (125% of the estimated cost of the improvements), remedies for failure to perform, etc. Ms. Wood stated while this provision exists in the UDC, the City has only generally entered into these agreements to allow the developer to construct the public improvements in conjunction with site development (CST) or to allow the plat to be filed when only a few minor items still need to be completed (finishing constructing sidewalks or screening walls). Community Facility agreements have not typically been done to simply allow deferral of the improvements in order to file the plat. Filing of the plat is needed to sell a portion of a property (when platting is required). This requires the buyer or seller to install the improvements before the sale may occur. Developers have approached the City to allow the public improvements to be deferred to allow a sale to occur. A workshop was held at the August 26, 2015 Planning and Zoning Commission meeting to gain direction from P &Z on allowing Community Facility agreements for deferral of public improvement that are not in conjunction with a development of the property that has approved plans but for property with speculative development. The Planning and Zoning Commission generally was not in support of deferral of public improvements for speculative development. A few things to keep in mind: • Potential financial risk (i.e. shortfall on material costs, unexpected conditions, etc.) • Staff time and cost to draft and manage the agreements • Staff time and cost to obtain surety and construct the improvement in the event of a default • Will assist in sale of property, time and money (upfront investment) for the property owner /developer. Mayor Carpenter recognized City Engineer Kathy Woodlee who added there are still special circumstances which would allow for deferral like the ones Lesa mentioned where they are cued up with their building plans and want to do it all at once or where there has been an extenuating circumstance that prevents the developer from completing a portion of their infrastructure and it's not a big risk to the City to allow them to defer that and move forward with the rest of their development. There will be some cases where it will be appropriate but we are looking at the bigger picture. Ms. Wood stated it's more for that speculative- 9-01-2015 Minutes Page - 6 - development where folks are not really certain of what they want built there but they want to go ahead and plat the property. That's the direction staff wants to ask for direction on. Mayor Carpenter recognized Executive Director Brian James who stated as a caveat there are a number of things that have come up that staff has policy questions on that we have to delve through that affects what Planning and Zoning does on a regular basis. One of the things we were wanting to do in the next few weeks is to hold a couple of joint Planning and Zoning and City Council work sessions by maybe starting one of the Council meetings early and have the meeting with the Planning and Zoning Commissions. He stated that Bexar County has managed the Randolph Joint Land Use Study and we want to do a presentation to Council on what the Joint Land Use Study, the JLUS study with Planning and Zoning and Council to get some feedback. Mr. James stated that he has had some conversations with representatives of the Greater San Antonio Area Builders Association as we have continued to work through some of the building code adjustments and one of the ideas is to have some agreements on compromised things that will address concerns that Planning and Zoning has as well as address the concerns Council has. We may do a joint work session there to vet through those concerns to keep everyone engaged. Mr. James also stated that we have Lone Star Rail scheduled to come talk to the Council soon. He said while we took this item to Planning and Zoning first and then Council, we are planning on doing a couple of joint work sessions. He stated that they will be doing these more frequently to keep everyone on the same page in terms of policy and what is going on. Mayor Carpenter stated this information is perfect and that was going to be his next question, when will they be having a joint session, because this is something that Planning and Zoning and Council don't need to decide on separately. This is something that we need to have dialog on. He stated earlier we didn't have this kind of dialog and there were some disagreements that should have been settled out. Getting together and having a discussion on everyone's concerns is absolutely the way to go before we take any action. Mr. James stated that we will be coming back on the 15"' with the information from the Lone Star Rail and also there was a question of coordinating schedules if we could do a joint session next week, but we missed the window so we may do the 15th on a couple of items and then on the 29th a few others. So if Council would like to defer until that time we can add this to the agenda. Mayor Carpenter stated it is a complex issue with lots of considerations. There are cascading effects of going in either direction, so on -going work and working with Planning and Zoning and the Commissioners is the best way to go. Ms. Wood stated that she would like to say that Chad James with Bury Partners is here this evening; he is a representative of one of the developers that has requested the deferral of public improvements and is available if the Council has questions. Mayor Carpenter recognized Mayor Pro -Tern Fowler who provided his comments regarding the deferral issue. Mayor Carpenter recognized Councilmember Edwards who stated that the information Ms. Wood provided earlier this evening that Valero had all their information ready; he wanted to know how often that happens. Ms. Wood answered that over the last couple of years they have had folks starting to ask for this and in the past, for the most part, we told them we 9 -01 -2015 Minutes Page - 7 - require the public improvements to be put in, so the Corner Store over the last couple of years is the first one, but that is why staff and the risk felt like it needed to be as low as possible because they were already through the process. This doesn't happen often and hasn't but it is starting to. We have had multiple requests in the last few months and had to explain that they had to have the specific documents. Ms. Wood stated we are having more individuals ask for the deferrals and that is why they are asking for their input. Councilmember Edwards stated that this is a complex issue and recommends that they don't make a decision tonight, but go forward like the Mayor had said, and have workshops with the Planning and Zoning Commission that can maybe start at 5:00 p.m. prior to a Council meeting; this would be more beneficial to everyone involved. Mayor Carpenter recognized Councilmember Fowler who asked, from a financial standpoint, is this a risk or more of a benefit to the construction companies than to the City. Does it make any difference to us? Ms. Wood answered certainly it is a benefit to the developer because they are wanting to save time so they can sell their property and save on the upfront costs that it would take to put in all the infrastructure. The risk would be to the City, should it last for a long period of time, which if it went on for two (2) years there could be an increase in the cost of construction and then it would be a risk to the City in that way. Mayor Carpenter recognized Councilmember Azzoz who complimented Ms. Wood on the presentation and stated that he is glad to see we are being business friendly. Mayor Carpenter recognized City Manager John Kessel who wanted to highlight one point to consider. There are probably three (3) different types of users that we see: (1) the bulk property sales that occur; (2) residential construction projects; different, because here we do not want to have the homeowner get a building permit when in fact they cannot; (3) the commercial side, which is really where you can help by being flexible by sharing that risk and certainly would have to mitigate risks to the public, but also make certain that they do not have significant costs of funds because `time is money', as they say. Mayor Carpenter recognized Councilmember Thompson who stated that a few weeks ago we granted EDC some flexibility on the exterior of a facility, if that would help a business. So the principle of flexibility is already in place within the City. Mayor Carpenter recognized City Engineer Kathy Woodlee who stated that a lot of times we are not specifically talking about a potential business that we would be helping directly but it's a developer who wants to sell a piece of property to a business and instead of putting in the infrastructure so the businesses can come in and secure a building permit and construct and tie in, they are putting it off so they can sell it. Just to be clear, it's not necessarily helping the "Corner Store" or helping a restaurant business, it's helping a property owner. Mayor Carpenter thanked Ms. Wood and looks forward to having further discussions and certainly with the meetings of the Planning and Zoning Commission. Workshop discussion regarding City ambassadors and how we interact with other cities and various other outside groups. (B. James) (Item requested by Councilmember Azzoz) 9 -01 -2015 Minutes Page - 8 - Mayor Carpenter recognized Executive Director Brian James who stated at the August 4, 2015 City Council meeting, Councilman Azzoz requested a presentation and discussion regarding interaction with other cities. It was noted that this presentation could also include dialogue on continued regional collaboration such as the Northeast Partnership for Economic Development and the Guadalupe County Mayor's Association. In order to receive more direction from Council as to what is desired, staff is providing a brief overview of how staff interacts with others cities and regional partners. The following is not a complete list but is simply to provide a feel for the outside entities with which staff interacts. On Goina Interactions: Economic Development • NEP City ED leaders • Bexar County and the City of San Antonio to address a workforce gap for multi - skilled technicians • Corporate College which is part of the Alamo Colleges system to provide training for our local businesses • Schertz Chamber of Commerce • Cibolo EDC on a workforce initiative for local businesses economic development projects with Guadalupe County • CPS Energy and GVEC on economic development matters • San Antonio Economic Development Foundation on regional economic development recruitment opportunities • Workforce Solutions Alamo to find employees for our local businesses • The Governor's Office of Economic Development on several ongoing active economic development prospects Parks • SYSA • BVYA • YMCA • Community Council of South Central Texas • Texas Parks and Wildlife Department GIS • Randolph AFB • US Census Bureau • TxDOT • Alamo Area Council of Governments • Bexar Metro 911 District • San Antonio Water system • VIA 9 -01 -2015 Minutes Page - 9 - • Bexar County • Comal County • Guadalupe County • City of New Braunfels • City of San Antonio • City of Seguin • CPS • New Braunfels Utilities • Randolph AFB • Texas State Comptroller • San Antonio River Authority • SCUCISD • CCMA • Green Valley SUD Police • Alamo Area Chiefs of Police • AACOG • Bexar County Sheriff • Bexar Metro 911 • Cibolo Police Department • SCUCISD • Texas Department of Public Safety • Texas Department of Transportation • Cold Case Review Team • Neighboring cities and counties • Schertz Chamber of Commerce • Lower Colorado River Authority Planning and Building Inspections • Monthly Area Planning Managers meeting • JBSA Randolph • Lone Star Rail • CCMA and SSLGC • Time Wainer, AT &T, TCEQ IT • Cities of Cibolo, Live Oak, Universal City • San Antonio • Bexar county • Schertz Chamber of Commerce • Bexar, Guadalupe and Comal Counties • SCUCISD 9 -01 -2015 Minutes Page - 10 - Finance • Government Finance Officers Association of Texas • Government Treasurers of Texas • Monthly meeting with purchasing officials in area Public Affairs • Texas Association of Venues and Facilities • Texas Association of Municipal Information Officers • Northeast Partnership • Sweethearts Project Specific Interactions: Courts • Office of Court Administration • Texas Department of Public Safety • Texas Comptroller of Public Accounts M • arshal's Office Guadalupe Justice of the Peace Home Owner's Associations Texas Department of Criminal Justice Neighboring Cities on persons with warrants and animals Animal Defense League Homes For Pets Engineering • Alamo Area Metropolitan Planning Organization • Texas Water Development Board • TxDOT • SAWS Human Resources • Texas Association of Human Resources Association • Texas Municipal Retirement System Library • Guadalupe County, Cibolo, Selma • Texas State Library and Archives Commission • Various regional libraries • SCUCISD 9 -01 -2015 Minutes Page - 11 - Mr. James stated staff is seeking direction from City Council as to what is desired with regard to embassies or ambassadors that interact with other cities, govermnent agencies, non - profits, etc., property. Mayor Carpenter recognized Councilmember Azzoz who thanked Mr. James for the thorough listing and asked that he be able to view the information and get back to him if he needed anything further. • Workshop discussion regarding "Council on the Move" meetings. (B. Dennis/D. Schmoekel) Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who provided a PowerPoint presentation regarding the "Council on the Move" meetings. Ms. Schmoekel stated that in response to Council's direction three weeks ago directing staff to look into the achievability of having offsite city council meetings; feedback has been compiled from Executive Management, Department Heads and other staff members. The main players involved would be staff members from the IT, General Services, Marshal and Police Departments whose employees would be responsible for loading and setting up their equipment and procuring supplies for conducting the meeting(s). While it would definitely take more staff time and possibly a few more employees to accomplish these proposed mobile events, it was embraced as very attainable by all departmental staff members who were questioned. The equipment currently owned by the city may or may not be sufficient and we would have to first hold a few meetings to see what the recording quality would be like (for taking minutes) and whether there would be a need to purchase additional tools. Facility accommodations would be dependent upon the size of the attending audience(s). Also a concern was expressed in regard to having an extra room available for executive sessions. Refreshments would have to be brought in by city staff. Other concerns were liability regarding possible car or person accidents and the reduced level of security as well as the availability of any disability requirements for the public. We need to keep in mind that a regular council meeting affects a larger number of people (residents, outside presenters, reps from businesses we are trying to contract with, City attorney, and newspaper reporter(s). Therefore, staff recommends that Council consider holding meetings once a quarter that represent more of a `Town Hall' atmosphere. Since both the structure and the formality would be more relaxed, it would provide a way for citizens to freely voice their opinions and concerns and create connections between themselves, staff and the elected officials. The participants who provide feedback will help officials learn if the citizen's views are in line with their own visions and goals for the community. It may also serve as a catalyst to encourage the residents to remain active, invested and engaged in future changes and developments. Lastly, it gives the city officials and management the opportunity to update citizens on current state and local issues relevant to our area and more specifically their neighborhood, as well as affording a city /staff image of visibility and transparency. Should Council agree to offer `Town Hall' meetings offsite at various locations within the city, staff further recommends we not start until 2016 for the following three (3) reasons: 1) the local elections will be concluded, 2) the upcoming holiday season will be over, and 3) staff will have a little more time to adequately plan for and initialize these meetings. 9 -01 -2015 Minutes Page - 12 - After addressing several questions from Council, Mayor Carpenter suggested that in view of our recent change of regular city council meetings to the 1st, 2nd, and 4d' Tuesdays of each month, that we plan on holding a regular city council meeting each quarter during the second month of the quarter on the 3rd Tuesday of that month. Council concurred with the suggestion. Councilmember Azzoz suggested we consider putting notices of approaching Town Hall meetings in the utility billing invoices. Workshop discussion regarding Dress Decor for City Councilmembers during summer months. (Mayor /Council ) (Item requested by Mayor Pro -Tem Fowler) Mayor Carpenter recognized Mayor Pro -Tem Fowler who said summer time is a casual time and do we dress for work or for the job? We have a variety, coats and ties, short sleeves, etc. If we can agree to some type of dress code we can show the community that we agree this is the proper decor, but he wants it to also be an individual choice. Because we do represent the city we ought to have some type of uniformity. Councilmember Azzoz said he would comply with whatever they decide. Councilmember Edwards stated he goes to work every day in a coat /tie ensemble and comes straight to council dressed this way. Mayor Carpenter said historically we have gone back and forth on this; coats & ties, ladies dressed appropriately; then they moved away from this because a couple of former councilmembers were experiencing significant health issues. As an accommodation, they backed away from that attire. He feels each councilmember is responsible for what they say, what they wear, and how they behave. He suggests letting everyone choose for themselves and the public will decide whether they like our choices or not. Let everyone come as they do from work. Mayor Pro- Tern Fowler commented that even in today's environment people like pastors would always wear coats and ties and they too are becoming more informal in some churches. He likes what the Mayor said that there is more diversification in the way we think and dress. It was just a thought and he wants to represent the people in an appropriate manner. Consent Agenda Items The Consent Agenda is considered self - explanatory and will be enacted by the Council with one motion. There will be no separate discussion of these items unless they are removed from the Consent Agenda upon the request of the Mayor or a Councilmember. Minutes - Consideration and /or action regarding the approval of the minutes of the Regular Meeting of August 18, 2015 and August 25, 2015. (J. Kessel /B. Dennis) 2. Ordinance No. 15 -S -28— Consideration and/or action approving an Ordinance upon a request to rezone 13183 IH -10 East, approximately 35 acres of land, from Predevelopment District (PRE) to General Business District (GB). Final Reading (B. James/L. Wood/B. Cox) The following was read into record: ORDINANCE NO. 15 -S -28 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AMENDING THE OFFICIAL ZONING MAP BY REZONING APPROXIMATELY 9 -01 -2015 Minutes Page -13 - 34.964 ACRE TRACT OF LAND FROM PREDEVELOPMENT DISTRICT (PRE) TO GENERAL BUSINESS DISTRICT (GB). 3. Ordinance No. 15 -S -29 — Consideration and/or action approving an Ordinance upon a request to rezone 807 Main Street, approximately 0.25 acres of land, from Single - Family Residential District -2 (R -2) to Main Street Mixed Use District (MSMU). Final Reading (B. James /L. Wood/B. Cox) The following was read into record: ORDINANCE NO. 15 -S -29 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AMENDING THE OFFICIAL ZONING MAP BY REZONING AN APPROXIMATELY 0.25 ACRE TRACT OF LAND FROM SINGLE FAMILY RESIDENTIAL DISTRICT -2 (R -2) TO MAIN STREET MIXED USE DISTRICT (MSMU). Mayor Carpenter recognized Councilmember Azzoz who moved, seconded by Councilmember Edwards to approve the consent agenda items 1, 2, and 3. The vote was unanimous with Mayor Pro -Tem Fowler, Councilmembers Azzoz, Edwards and Thompson voting for and no one voting no. Councilmember John was absent. Motion passed. Discussion and Action items 4. Resolution No. 15 -R -77 — Consideration and/or action approving a Resolution authorizing expenditures with CDW -G totaling no more than $60,000 for Technological and Electronic Equipment for various and unrelated City Projects during the remainder of the 2014 -15 Fiscal Year. (B. James /J. Kurz) The following was read into record: RESOLUTION NO. 15 -R -77 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS TO AUTHORIZE EXPENDITURES WITH CDW -G TOTALING NO MORE THAN $60,000 FOR TECHNOLOGICAL AND ELECTRONIC EQUIPMENT FOR VARIOUS AND UNRELATED CITY PROJECTS DURING THE REMAINDER OF THE 2014 -15 FISCAL YEAR AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Executive Director Brian James who stated the IT Department has identified a need, and has budgeted funds, to purchase network switches. Switches are used to connect computers, printers and servers within a building or campus. A switch serves as a controller, enabling networked devices to talk to each other efficiently. Through information sharing and resource allocation, switches save employers money and increase employee productivity. 9 -01 -2015 Minutes Page - 14 - The IT Department worked with Purchasing to solicit price estimates and received responses from four vendors. Estimates were received from CDW -G (CDW), Southern Computer Warehouse, 3 -C Technology, and NetSync. CDW -G provided the low bid at $32,600 for all requested switches, transceivers and cables. Multiple City departments have been utilizing CDW to purchase technological and electronic equipment for various and unrelated City projects. Projects include upgrades of existing computers, purchase of new computers, purchase of hardware storage and memory, and other related equipment. Total expenditures to -date for CDW is approximately $17,000, with an additional $4,900 encumbered. Once the outstanding purchases are received and funds dispersed, total expenditures to -date will be approximately $22,000. The City's Purchasing Policy, adopted and approved by City Council by Resolution 11 -R -41 outlines the need for City Council approval for any single or aggregate expenditure over $50,000 in one fiscal year with one vendor. Both Purchasing and IT recommended acceptance of CDW's low bid. However, with acceptance of the bid, the City would exceed $50,000 with this vendor. To -date expenditures, outstanding purchases and the proposed switch purchase would equal approximately $55,000. Thus, staff requests Council authorization to accept CDW's bid, and to spend up to $60,000 with this vendor in fiscal year 2014 -15. IT staff does not anticipate any additional purchases with CDW this fiscal year. However, because multiple departments are purchasing from this vendor for separate and unrelated items, staff's request does include a buffer of $5,000. Staff recommends approval. Mayor Carpenter recognized Councilmember Azzoz who moved, seconded by Councilmember Thompson to approve Resolution No. 15 -R -77. The vote was unanimous with Mayor Pro -Tem Fowler, Councilmembers Azzoz, Edwards and Thompson voting for and no one voting no. Councilmember John was absent. Motion passed. Public Hearings on Proposed Budget for FY 2015 -16 — Conduct a public hearing and consideration and/or action regarding the adoption of the FY 2015 -16 Budget. (Public hearing) (J. Kessel /J. Walters) Mayor Carpenter recognized Senior Budget Analyst James Walters who provided a PowerPoint presentation with the following information as well as answered questions from Council: FY 2015 -16 Proposed Budget Budget Goals: • Balanced Structurally • Conservative and Responsible • Follows Financial Policies • Maintains Current Service Levels • Focuses on priorities 9 -01 -2015 Minutes Page -15 - Management Practices: • Focus on priorities — Maintain appropriate fund balance • Team Input — Departments, Council and Citizens • Forward looking — planning for future revenues and expenses, consider project schedules, 5 year forecast, long term debt model • Key City 5 Year Goals 2015 • Building repairs • Fire Station 3 • Compensation Study • Bond Election • Strategic Staffing levels • Focus on Competing existing programs • Maintain reserves Budget Highlights • Classification & Compensation study • Firefighter Ramp up Program • Fire Apparatus (Debt Service) • First year use of vehicle replacement fund — affecting general services, marshal, streets, parks and animal services • Southeast Water storage tank and distribution lines • Additional Sewer lines and lift station Upcoming Capital Projects • $15 Million in the upcoming bond election • Fire Station #3 • FM Road Improvements Additional $10 Million to be issued by Council • Other roadway and infrastructure maintenance All Funds — Revenues General Fund $26,559,477 Special Events Fund 131,800 PEG Fund 252,500 Water & Sewer Fund 18,902,115 EMS Fund 7,744,797 Drainage Fund 1,380,620 Hotel Tax 593,277 Park Fund 111,229 Tree Mitigation 40,250 Capital Recovery Water 3,477,141 Capital Recovery Sewer 3,643,712 I &S Fund 6,091,375 Other Funds 355,390 SEDC 3,528,562 Grand Total $72,812,245 9 -01 -2015 Minutes Page - 16 - General Fund makes up 36 %, Water & Sewer Fund 26 %, EMS Fund 11 %, I &S Fund 8% and the others make up the rest. All Funds — Expenses General Fund $26,171,017 Special Events Fund 131,800 PEG Fund 252,500 Water & Sewer Fund 18,855,871 EMS Fund 7,558,451 Drainage Fund 1,220,951 Hotel Tax 259,330 Park Fund 34,800 Tree Mitigation 27,000 Capital Recovery Water 3,477,141 Capital Recovery Sewer 3,643,712 I &S Fund 5,821,418 Other Funds 327,990 SEDC 2,659,502 Grand Total $70,441,483 General Fund makes up 37 %, Water & Sewer Fund 27 %, EMS fund 11 %, I &S fund 8% and the others make up the rest. General Fund Revenues Expenditures Increase of Fund Balance Beginning Fund Balance Use of Vehicle Replacement Ending Fund Balance 25% Reserve Policy $26,559,477 26,171,017 388,460 6,911,098 - 241,088 7,058,470 6,501,138 (25% reserve policy is for recurring operational expenses. Does not include identified one- time expenses such as studies or irregular capital purchases. M &O $0.3159 Total Change in Expenditures $150,000 New Employees $380,400 Large Expanded programs (over 10,000) $600,000 Act on Compensation Study $329,600 Continue Existing Staffing Levels & Programs $1,460,000 Total Increase $389,000 Reserve Funding 9 -01 -2015 Minutes Page -17 - 2015 — 5 Year Forecast 5 Year Model Input Expenses • Operational costs are grown at rates based on a prior 3 year average Includes following programs: - Funding for the SCBA's replacement - Aquatic Center Operations - 12 Firefighters for new station - Estimates on the Compensation Study action - Continued Merit program throughout all years - Between 3 and 5 additional employees (not including Firefighters) each year 5 Year Summary — I &S Fund • At I &S Rate of $0.1752 - Includes $15 million bond package from elections in 2015. - Includes additional CO Bonds for Infrastructure. -The lowest fund balance is $149,811 in FY 2017 -18 -Rate could fluctuate based on the actual growth of the tax base and the results from the bond election but at a reduced rate due to the model. Change Memo 3 • Updated Class & Compensation Implementation for Evergreen's revisions • Removed revenue for Food Handler Permits • Added Certification Pay in Planning & Zoning Zero impact of proposed changes due to: - Increased revenue projections for Mix Beverage Tax and Community Center Rental - City Manager's Office personnel budget will be reduced to account for employees not taking insurance and the removal of vehicle allowance for the Executive Director of Operations. - Based on historic trends the following items will be reduced: Non- Departmental State /County Administrative fees and audit consulting Engineering: Outside engineering services Animal Services: electricity utility Finance: training and travel Mr. Walters stated staff recommends that the City Council approve second and final reading of Ordinance No. 15 -T -30, adopting the budget for the fiscal year beginning October 1, 2015 and ending September 30, 2016. 9 -01 -2015 Minutes Page -18 - FY2015 FY2016 FY2017 FY2018 FY2019 20 Revenue $25,297,719 $26,568,977 $27,576,055 $28,605,522 $29,644,059 ,731,548 Expense $(24,668,799) $ (26,171,071) $(27,549,143) $(28,547,611) $(29,793,283) r$(30,529,331) Reserve Funding $628,920 $147,372 $26,911 $57,912 $7,000,716 $202,217 M &O Fund Balance $6,911,098 $7,058,470 $7,092,028 $7,149,939 $7,202,933 25% Goal $6,077,050 $6,501,138 $6,868,536 $7,136,903 $7,448,321 $7,632,333 Over/Under $834,049 $557,332 $216,846 $6,391 $(436,046) 5 Year Model Input Expenses • Operational costs are grown at rates based on a prior 3 year average Includes following programs: - Funding for the SCBA's replacement - Aquatic Center Operations - 12 Firefighters for new station - Estimates on the Compensation Study action - Continued Merit program throughout all years - Between 3 and 5 additional employees (not including Firefighters) each year 5 Year Summary — I &S Fund • At I &S Rate of $0.1752 - Includes $15 million bond package from elections in 2015. - Includes additional CO Bonds for Infrastructure. -The lowest fund balance is $149,811 in FY 2017 -18 -Rate could fluctuate based on the actual growth of the tax base and the results from the bond election but at a reduced rate due to the model. Change Memo 3 • Updated Class & Compensation Implementation for Evergreen's revisions • Removed revenue for Food Handler Permits • Added Certification Pay in Planning & Zoning Zero impact of proposed changes due to: - Increased revenue projections for Mix Beverage Tax and Community Center Rental - City Manager's Office personnel budget will be reduced to account for employees not taking insurance and the removal of vehicle allowance for the Executive Director of Operations. - Based on historic trends the following items will be reduced: Non- Departmental State /County Administrative fees and audit consulting Engineering: Outside engineering services Animal Services: electricity utility Finance: training and travel Mr. Walters stated staff recommends that the City Council approve second and final reading of Ordinance No. 15 -T -30, adopting the budget for the fiscal year beginning October 1, 2015 and ending September 30, 2016. 9 -01 -2015 Minutes Page -18 - N A copy of the proposed FY2015 -16 Budget can also be found online at www.schertz.com. A paper copy is available for viewing in the City Secretary's office and at the Schertz Library. Ordinance No. 15 -T -30 - City of Schertz FY 2015 -16 Budget - Consideration and/or action approving an Ordinance on the proposed FY 2015 -16 Budget. Final Reading (J. Kessel/J. Walters) The following was read into record: ORDINANCE NO. 15 -T -30 AN ORDINANCE ADOPTING A BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2015, AND ENDING SEPTEMBER 30, 2016, IN ACCORDANCE WITH THE CHARTER OF THE CITY OF SCHERTZ, TEXAS; PROVIDING FOR THE FILING OF THE BUDGET; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mayor Carpenter opened the public hearing and recognized the following: • Mr. Robert Brockman, 1000 Elbel Road, who wanted again to put a plug in for the Senior Center, stating that Council should consider for future plans of a larger facility. As no one else spoke, Mayor Carpenter closed the public hearing for Council comments. There were no Council comments. Mayor Carpenter recognized Councilmember Azzoz who moved, seconded by Councilmember Edwards to approve Ordinance No. 15 -T -30 final reading. The vote was unanimous with Mayor Pro -Tem Fowler, Councilmembers Azzoz, Edwards and Thompson voting for and no one voting no. Councilmember John was absent. Motion passed. Public Hearings on Proposed Tag Rate — Conduct a public hearing and consideration and/or action regarding the adoption of the FY 2015 -16 Tax Rate. (Public hearing,) (J. Kessel /J. Walters) Mayor Carpenter recognized Senior Budget Analyst James Walters who stated at the August 4th, 2015 regular session the City Council, by record vote, established a proposed preliminary maximum tax rate of $0.4911 per $100 of value. The proposed rate is not subject to rollback. The first required public hearing was conducted at the August 18th regular session and the second required public hearing was conducted at the August 25th regular session. The Property Tax Rate is $0.4911 per $100 valuation. The M &O portion of the tax rate will decrease to $0.3159 per $100 valuation. The I &S portion will decrease to $0.1752. Staff recommends that the City Council approve Ordinance No. 15 -T -31 approving the Fiscal Year 2015 -16 Proposed Tax Rate on the second and final reading. The motion is "I move that property taxes be increased by the adoption of a tax rate of $0.4911, which is effectively a 5.25% increase in the tax rate." 9 -01 -2015 Minutes Page -19 - Mayor Carpenter recognized Senior Budget Analyst who provided a PowerPoint presentation with the following information as well as answered questions from Council: Mr. Walters provided the below slide of the 2015 Property Taxes. M 1 h 2.50 ❑ SA River Auth 2.00 o Univ Health System 1.50 ❑ Road 1.00 ■ College 0.50 - ■ County - - ❑School 0.00 Guadalupe Comal Bexar ■ City of Schertz Tax Rate: Effective: The tax rate which, on average, will keep the tax bill the same as in 2013. Rollback: The rate if exceeded allows citizens to initiate a rollback election. The results of this election can reduce the adopted tax rate back to the rollback rate. Current: The rate currently adopted by the City. Proposed Max: The maximum rate set at which the fmal adopted rate cannot exceed. Tax Rate Effective: $0.4664 Rollback: $0.4912 Current: $0.4974 Proposed Max: $0.4911 Proposed budget is balanced at this rate. $0.01 is equal to $302,980 revenue or $18.53 on the average home. 9 -01 -2015 Minutes Page - 20 - Target Tax Rate Tax Rate Current Proposed Maximum M &O $0.3164 $0.3159 For day to day operations I &S $0.1810 $0.1752 To pay the City's 's Debt Total $0.4974 $0.4911 FY2015 -16 City Tax Rate At $0.4911 2014 Tax Bill = $866.47 Avg Home Value $174,200 2015 Tax Bill = $909.52 Avg- Home Value $185,200 Increase =$ 43.05 2014 Tax Bill = $497.40 Home Value of $100,000 2015 Tax Bill = $491.10 Home Value of $100,000 Decrease = $ -6.30 Mr. Walters provided a slide of the historic tax rates stating that back in 2005 the total tax rate was .3977 and in 2015 a proposed maximum of .4911. 0.6000 0.5000 0.4000 0.3000 0.2000 0.1 000 0.0000 o`� I No IN' N� Kb Ntk N`' yo �o �o �o Mr. Walters provided the following budget calendar FY2015 -16: September 1 Third Public Hearing, Second Vote October 1 Budget goes into effect Ordinance No. 15 -T -31 — Tax Rate for Fiscal Year 2015 -16 - Consideration and/or action approving an Ordinance on the proposed FY 2015 -16 Tax Rate. Final Reading (J. Kessel /J. Walters) The following was read into record: 9 -01 -2015 Minutes page - 21- g 0 2 0 7 2 p 0335 & 12 8� .25 .25L_ 0282 0293 0 &9 0,3106 0,29513 0293 0314 o`� I No IN' N� Kb Ntk N`' yo �o �o �o Mr. Walters provided the following budget calendar FY2015 -16: September 1 Third Public Hearing, Second Vote October 1 Budget goes into effect Ordinance No. 15 -T -31 — Tax Rate for Fiscal Year 2015 -16 - Consideration and/or action approving an Ordinance on the proposed FY 2015 -16 Tax Rate. Final Reading (J. Kessel /J. Walters) The following was read into record: 9 -01 -2015 Minutes page - 21- ORDINANCE NO. 15 -T -31 AN ORDINANCE APPROVING THE APPRAISAL ROLL; SETTING THE TAX RATE; LEVYING AND ASSESSING GENERAL AND SPECIAL AD VALOREM TAXES FOR THE USE AND SUPPORT OF THE MUNICIPAL GOVERNMENT OF THE CITY OF SCHERTZ, TEXAS; APPORTIONING THE LEVIES FOR SPECIFIC PURPOSES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. Mayor Carpenter opened the public hearing and as no one spoke, closed the public hearing for Council comments. There were no comments from Council. Mayor Carpenter recognized Councilmember Azzoz who moved, seconded by Councilmember Edwards that property taxes be increased by the adoption of a tax rate of $0.4911, which is effectively a 5.25% increase in the tax rate, by approving Ordinance No. 15 -T -31 final reading. The vote was unanimous with Mayor Pro -Tem Fowler, Councilmembers Azzoz, Edwards and Thompson voting for and no one voting no. Councilmember John was absent. Motion passed. 7. Ordinance No. 15 -M -32— Consideration and/or action approving an Ordinance amending the City of Schertz Code of Ordinances establishing the dates of City Council meetings; providing an effective date; and repealing all Ordinances or parts of Ordinances in conflict with this Ordinance. First Reading (B. Dennis /Mayor /Council) The following was read into record: ORDINANCE NO. 15 -M -32 AN ORDINANCE AMENDING THE CITY OF SCHERTZ CODE OF ORDINANCES ESTABLISHING THE DATES OF CITY COUNCIL MEETINGS; PROVIDING AN EFFECTIVE DATE; AND REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE. Mayor Carpenter recognized City Secretary Brenda Dennis who stated on August 4, 2015, a request was made by Councilmember Thompson, to place an item on the next agenda for discussion and possible action regarding moving to three Council meetings per month. At the Council meeting of August 11, 2015, Council discussed the matter and tasked staff to come up with a meeting schedule and a plan for implementation once finalized. Senior staff met and is recommending the three meetings should be held on the first, second and fourth Tuesdays of each month. If needed, Council would still have the discretion to call a meeting on the third Tuesday. This schedule seems to limit the number of occurrences where there is a two week gap between meetings. City staff will provide notice of the change of meeting dates on the front page of the City's website, through notice in the Schertz Magazine and other media outlets the City of Schertz utilizes such as notices in water bills and the electronic sign in front of city hall. 9 -01 -2015 Minutes Page - 22 - There is no known fiscal impact for the City and staff recommends Council approving Ordinance No. 15 -M -32. Mayor Carpenter recognized Mayor Pro -Tem Fowler who moved, seconded by Councilmember Edwards to approve Ordinance No. 15 -M -32 first reading. The vote was unanimous with Mayor Pro -Tem Fowler, Councilmembers Azzoz, Edwards and Thompson voting for and no one voting no. Councilmember John was absent. Motion passed. Roll Call Vote Confirmation Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who provided the roll call vote confirmation for agenda items 1 through 7. Requests and Announcements 8. Announcements by City Manager • Citizen Kudos • Recognition of City employee actions • New Departmental initiatives Mayor Carpenter recognized City Manager John Kessel who thanked Finance Director Juan Santoya and Senior Budget Analyst James Walters with the Finance Department for their work on the budget. Mr. Kessel also thanked all the city staff for the work performed on the budget and he thanked the Mayor and Council. 9. Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. Mayor Carpenter recognized Mayor Pro -Tem Fowler who requested investing some money to get some signs that are yellow striped, saying `Be Alert', then an orange area that says Do Not Enter with a circle /picture of a cell phone. He saw some of these on a recent road trip up north and we should be uniform on what else is going across the country. City Manager John Kessel stated we could run this through our Public Works Sign Shop to make sure they conformed with the Texas traffic control manual and as long as it complies we can install those. Mayor Carpenter said staff can look into this and report back. Mayor Carpenter recognized Councilmember Thompson who stated back when we discussed the cellphone, the greater question was that of distracted driving and he made an open ended request to have a potential distracted driving ordinance drafted; he would like an update on the progress of this. In regard to Item 11 of the agenda, he was asked by some other runners if the proposed sidewalks on FM 3009 would be similar to those on Schertz Parkway (exercise friendly). City Manager John Kessel said they could get him that information. Mayor Carpenter asked if staff would get them an update on a broader ordinance regarding distracted driving and it could be listed as a workshop discussion item on a future agenda. 9 -01 -2015 Minutes Page - 23 - 10. 11 Councilmember Edwards commented that today he heard on the radio that up to age 24 they have changed the driver's license requirements now for distracted driving, starting today. Announcements by Mayor and Councilmembers • 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 Mayor Pro -Tem Fowler who said he is just glad to be back home from his recent road trip. Mayor Carpenter recognized Councilmember Azzoz who said he wanted to recognize all the staff members who did a lot of hard work on this budget. He also recognized the City Manager for his part in the process and for all the budget meetings he attended. He thinks it is a very comprehensive budget. Mayor Carpenter thanked the taxpayers (businesses and residents), who come together as a community to fund this thing called a city. Without the taxpayers contributions it would be impossible. Secondly, he thanked them for their trust in allowing us to do that job. Information available in City Council Packets - NO DISCUSSION OCCURRED • FM 3009 Sidewalk Update. Executive Session Mayor Carpenter stated they would not be going into executive session tonight as they did not have a full council. They will take these same items up during the next council meeting. Council did not meet in executive session. No executive session was held. Adiournment Meeting was adjourned at 8:00 p.m. CTTES -Brenda Dennis, ity Secretary 9 -01 -2015 Minutes Page - 24 -