03-08-2016 MinutesMINUTES
REGULAR MEETING
March 8, 2016
A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on March 8,
2016, 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 Jim Fowler
Councilmember Daryl John
Staff Present:
Executive Director Brian James
Executive Director Bob Cantu
City Secretary Brenda Dennis
Call to Order — City Council Regular Session
Mayor Pro -Tem Cedric Edwards
Councilmember Grumpy Azzoz
Councilmember Robin Thompson
City Manager John Kessel
Executive Director Dudley Wait
City Attorney Charlie Zech
Mayor Carpenter called the meeting to order at 6:00 p.m.
Opening Prayer and Pledges of Allegiance to the Flags of the United States and State of Texas.
(Mayor Pro-Tern Edwards)
Mayor Pro -Tem Edwards provided the opening prayer followed by the pledges of allegiance to the
flags of the United States and the State of Texas.
Mayor Carpenter announced if there are students in the audience this evening participating in the Hal
Baldwin Scholarship to please be sure to sign in (The sign in sheet is at the back of the room).
City Events and Announcements
• Announcements of upcoming City Events (B. James/D. Wait/B. Cantu)
The following announcements were made:
• Saturday, March 5 through 20 — Annual Spring Cleanup
• Wednesday March 9, Pre - Budget Community Meeting, Sippel Elementary School, 420
Fairlawn, 6:30 p.m.
• Thursday, March 10, Pre - Budget Community Meeting, Corbett Junior High School,
12000 Ray Corbett Drive, 6:30 p.m.
♦ Thursday, March 10, North East Partnership meeting, Olympia Hills Golf and
Conference Center in Universal City, 11:30 a.m.
• Sunday, March 13 — Daylight Savings Time Begins
• Monday, March 14 -18 — SCUCISD Spring Break
• Tuesday, March 15, Monthly Chamber Luncheon, Schertz Civic Center, 11:30 -1:00 p.m.
RSVP by March 8 to 210 - 619 -1950.
• Wednesday, March 16, Race to the Taste 7a' Annual Event, Retama Park 5:00 p.m.
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• Friday, March 18 — Employee Remembrance Day, Public Works Department, 10
Commercial Place 12:00 p.m. (noon).
Upcoming Events
• Wednesday, March 23 — Staff Pre - Budget Retreat, 8:00 a.m. to 5:00 p.m. The
location TBD.
• Thursday, March 24 — City Council Pre - Budget Retreat, 8:00 a.m. to 5:00 p.m. The
location TBD.
• Saturday, March 26 — Easter in the Park, Pickrell Park.
• Saturday, March 26 — BVYA Opening Day Celebration.
Lastly, Mr. James wished Mayor Carpenter a belated Happy Birthday, which he celebrated
March 40' as he turned a year wiser.
• Announcements and recognitions by City Manager (J. Kessel)
Mayor Carpenter recognized City Manager John Kessel who recognized a team approach
effort. He mentioned the recent Wilenchik Walk event which turned out with great success
this year and kudos to the whole team that put this together. Mr. Kessel stated that they
identified a particular issue which was a public safety issue and not sure which department
discovered it but they had discovered a tree with a very aggressive bee hive and swarm that
was located on the route of the residential area between Jonas Woods and Ashley Place. He
stated that they reported this over to Animal Services who did a great job of enlisting the help
of the Public Works Department, particularly the street crew, to barricade and block off that
area during the event. No incidents occurred. The bees have been removed with the assistance
of the Bee Keeper. Everyone jumped on board with that particular incident and everything
turned out great.
Employee Recognition
• IT Department — Myles Clauser, recipient of the Certified Public Manager Certification. (B.
James)
Mayor Carpenter recognized Executive Director Brian James who recognized IT Director Myles
Clauser who recently received his Certified Public Manager Certification. Mr. James provided
information on the duties of IT as well as explained the much recognized Certified Public Manager
Certification Program. Mayor and Council congratulated Myles for his accomplishment. Mr.
Clauser provided his brief comments on the benefits of going through the program and how it will
help the city accomplish their goals.
Presentation
• Guadalupe Regional Medical Center — Prescription Assistance Program report. (D. Wait/Jerry
Riggs)
Mayor Carpenter recognized Dr. Jerry Riggs who presented his semi - annual report to council
with the following data answering questions.
f
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• Total number of patients served by the program
1176
• Total number of Schertz residents served by program
31
• Total number of prescriptions provided by the program
18353
Retail dollar value of prescriptions provided by the PAP
$ 4,311,420.93
• Retail dollar value of prescriptions provided to Schertz residents
$
177,344.02
• Number -of prescriptions per Schertz patient per month
3.7
• Average annual retail prescription benefit per Schertz patient
$
11,441.54
• Schertz contribution to program
$
5,000.00
• Contributions to program by GRMC Employees
$
4,019.78
• Payments by patients ($15.00 /month/patient)
$
140,037.01
• Grants received for the program (United Way)
$
5,000.00
• Other sources of funds (identify sources)
- Rebate from True Track Testing Devices
$
748.08
- Seguin Noon Lions Club
$
300.00
- Private
$
2,405.95
TOTAL REVENUE
$
157,510.82
TOTAL EXPENSES
$
(326,376.24)
TOTAL NET
$
(168,865.42)
Mayor Carpenter recognized and thanked Dr. Riggs for the efforts and assistance being provided
through the program.
Workshop
• Discussion and possible action regarding approval of the City of Schertz 2016 Strategic Plan.
(J. Kessel/S. Gonzalez)
Mayor Carpenter recognized Assistant to City Manager Sarah Gonzalez who recognized and
thanked Marketing & Communications Specialist, Melissa Geedman for her efforts in the
design of the plan.
Ms. Gonzalez stated our choices matter today and tomorrow. The City of Schertz is facing
continuous growth, new challenges, and increasing expectations of service and performance.
What we do today will shape how we will be and how we will function, as a fully developed
community, in the next twenty to thirty years. What we do today matters more than ever to
our long -term success.
Ms. Gonzalez and City Manager John Kessel provided a PowerPoint presentation regarding
the City of Schertz 2016 Strategic Plan and covered the following highlights:
Why have a strategic plan? — Simply put, it is our roadmap and compass. We
developed this Strategic Plan to provide overall direction in achieving our desired
future state by outlining our aspirations, actions, and motives. This Plan will be used to
not only chart our course but to also measure our success.
How can we be strategic?
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- We develop master plans to make more informed decisions. Key plans include
land use, parks, thoroughfares, water /sewer, facilities, staffmg plans, and financial
forecasts.
- These plans and financial forecasts allow us to make more carefully considered,
structurally balanced, and strategic decisions.
- Aligning these plans and the people who implement the plans
(Boards /Commissions /Staff is the key to executing strategic decisions at every
level of the organization
First seek clarity and alignment. The 2016 Strategic Plan focuses on defining and
understanding our Policy and Operational Values, as well as our strategic situation.
Before we decide what our goals should be, we must first seek alignment. Otherwise,
it is only by chance that we will prioritize our most important goals. By gaining
alignment first, we have a much more impactful understanding of what matters most
and the direction we need to go. .
Vision Mission Values Importance: The Vision, Mission and Values are important
because:
• They frame the City's identity and brand
• They set defined direction for achieving the City's goals and objectives
• They provide clarity when making strategic organizational decisions
• They foster alignment at all levels of the organization
Vision Mission Values:
• Vision: Community. Service. Opportunity.
• Mission: Leading, improving, and serving a livable, sustainable and financially
sound community
• Policy Values: Safe Community, Essential Services, High Quality of Life,
Attractive Community, Economic Prosperity, Fiscally Sustainable
• Operational Values: Systems Management, Engaged Workforce, Innovative,
Proactive, Service Oriented
• Core Values: Do the right thing, Do the best you can, Treat others the way you
want to be treated, work cooperatively as a team.
Policy Values: Policy Values are a reminder of what we are trying to accomplish as a
community, our aspirations. They provide services of benchmark values for
examining the benefits and drawbacks of any project or policy decision in a
consistent manner.
Policy Values: Complete City Model
• Core Services (what we must provide to be a city)
Safe Community
Essential Services
• Quality of Live (what we want to provide to be a desirable city)
High Quality of Life
Attractive Community
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■ Economic Engine (what drives our ability to provide adequately for each)
Economic Prosperity
Fiscally Sustainable
When we accomplish all three simultaneously, we are a Complete City.
Operational Values:
■ Operational Values drive the Schertz Management Model and are our pillars
for running a professional organization. They are our desired best management
practices.
■ They help the City achieve the highest and most sustainable results by focusing
on employees, customers, systems, and processes.
Operational Values: Schertz Management Model
■ The Schertz Management Model incorporates our five Operational Values,
each of which represents an essential component of our desired best
management practices.
■ It is how we envision managing the City to achieve the highest and most
sustainable results.
Establishing a Clear Description — Is/Is Not/Why Analysis (Samples were provided
in the PowerPoint)
■ To reach an agreed upon description, Council/Staff conducted a question -based
analysis for each of the Policy and Operational Values. The analysis
accomplished the following:
- Described the Value by What it is;
- Described the Value by What it is not; and
- Why the Value was relevant or important to the City
■ Within the analysis, Council and Staff each developed their own Why
Statements which are identified as Policy and Operational, respectively
Strengths Weaknesses Opportunities Threats Analysis (SWOT) (Samples were
provided in the PowerPoint)
• The SWOT Analysis tool helps the City to honestly look at all areas of the
organization, not only where we excel, but also those areas where we can do
better.
• By looking at both internal and external factors, a SWOT Analysis lends itself
to looking for ways we can take advantage of strengths and opportunities or
mitigate weaknesses and potential threats.
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By updating the SWOT Analysis annually, the City can maintain a current and
relevant strategic understanding of the organization, even during times of
dynamic change.
Schertz Vision for Excellence Model
The Schertz Vision for Excellence Model incorporates our Vision, Mission, and
Values with our Policy Values, Operational Values, and Core Values into an
easily recognizable and meaningful model.
This Model is how we integrate our leadership aspirations in a way that is
readily understandable both within the organization and outside to our citizens
and stakeholders.
Team Approach
Communicating our Vision, Mission, and Values at every level requires an ability to
explain the rationale behind them and to engage our entire organization in a genuine
exchange of perspectives.
The City of Schertz Strategic Plan seeks to create alignment within our organization.
This can then lead to inspiring the entire team to champion execution of our Plan.
Mayor and Councilmembers provided their input/ feedback and positive comments regarding
the work staff and Council accomplished to develop the plan.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Thompson to approve the 2016 City of Schertz Strategic Plan as presented.
The vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Fowler,
Azzoz, John and Thompson voting for and no one voting no. Motion passed.
Hearing of Residents
No one spoke.
Discussion and Action Items
Minutes - Consideration and/or action regarding the approval of the minutes of the Regular
Meeting of March 1, 2016. (J. Kessel/B. Dennis)
Mayor Carpenter recognized Mayor Pro-Tern Edwards who moved, seconded by
Councilmember Fowler to approve the minutes of the Regular Meeting of March 1, 2016. The
vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Fowler, Azzoz,
John and Thompson voting for and no one voting no. Motion passed.
2. Resolution No. 16 -R -23 — Consideration and/or action approving a Resolution authorizing
the appointment of members to the Alamo Area Council of Governments (AACOG) Regional
Emergency Preparedness Advisory Committee. (D. Wait/D. Wait)
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The following was read into record:
RESOLUTION NO. 16 -R -23
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
APPOINTING MEMBERS TO THE ALAMO AREA COUNCIL OF GOVERNMENTS
REGIONAL EMERGENCY PREPAREDNESS ADVISORY COMMITTEE AND
OTHER MATTERS IN CONNECTION THEREWITH
Mayor Carpenter recognized Executive Director Dudley Wait who stated the Alamo Area
Council of Governments ( AACOG) was established in 1967 under Chapter 391 of the Local
Government Code as a voluntary association of local governments and organizations that
serves its members through planning, information, and coordination activities. AACOG serves
the Alamo Area/State Planning Region 18, which covers 13 counties and 12,582 square miles.
Counties comprising the area planning region are Atascosa, Bandera, Bexar, Comal, Frio,
Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.
AACOG's mission is to enhance the quality of life of all residents of the Alamo Region in
partnership with elected and appointed officials, fenders, community partners and
beneficiaries. AACOG has several standing and advisory committees and one of the
committees is their Regional Emergency Preparedness Advisory Committee ( REPAC).
REPAC establishes and updates the regional priorities of funding for projects applying for the
State Homeland Security Grant funds. The priorities will be based upon state guidelines and
regional planning assessments conducted by the REPAC.
The City has an opportunity to place a member onto REPAC as a voting member giving us a
voice in how these funding and policy decisions are made going forward.
Staff recommends Council appoint Assistant Fire Chief, Kade Long, as the City's
representative to serve on REPAC, and appoint Police Lieutenant, John Correu, as first
alternate, and EMS Operations Manager, Toni Bradford, as second alternate.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Thompson to approve Resolution No. 16 -R -23. The vote was unanimous
with Mayor Pro -Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson
voting for and no one voting no. Motion passed.
3. Resolution No. 16 -R -24 — Consideration and/or action approving a Resolution authorizing an
amendment to the Interlocal Agreement with the City of Cibolo regarding Dispatch Services.
(D. Wait/M. Carey/M. Clauser)
The following was read into record:
RESOLUTION NO. 16 -R -24
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING AN AMENDMENT OF AN INTERLOCAL AGREEMENT FOR
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DISPATCH SERVICES WITH THE CITY OF CIBOLO, TEXAS, AND OTHER
MATTERS IN CONNECTION THEREWITH
Mayor Carpenter recognized Police Lt. Mike Carey who stated the City entered into an inter -
local agreement (ILA) with the City of Cibolo for public safety /law enforcement dispatch
services on October 1, 2010. Under this agreement, the City furnishes all dispatch services for
all calls received requesting City of Cibolo public safety services. The City furnishes all
capital equipment and facilities necessary to render dispatch services, including all
prerequisite governmental licenses, permits, and personnel, except that the City of Cibolo is
responsible for obtaining and providing mobile and portable radios capable of operating on
the City of Schertz's radio frequency.
The agreement was amended on July 7, 2015, to allow the City of Cibolo to place equipment
on the City's radio tower. This equipment served to improve connectivity allowing for
enhanced public safety response.
Both Cities desire to further amend the agreement to more clearly define the services and
processes provided for under this agreement. A summary of the changes are outlined below:
1. Creation of a joint advisory board to include the Police and Fire Chiefs of each
participating municipality for the purpose of meeting periodically to make non - binding
recommendations for the operation and training within the communication center.
2. Ownership of records and data maintained by the City of Schertz on behalf of the City of
Cibolo shall remain the property of the City of Cibolo.
3. Upon receipt of written authorization, the City of Cibolo may place equipment necessary
to obtain access. to Dispatch Service and station altering. Cibolo shall be responsible for
maintenance and repair of equipment placed on the City of Schertz property.
4. Cibolo and Schertz agree to :
A. Contact their respective IT Departments for support
B. Work cooperatively to ensure timely resolution of issues.
C. Maintain equipment in a manner which will ensure delivery and ability to receive
dispatch services
D. Provide at least three (3) days advance notice of maintenance or other activities which
will result in outages as well as develop plans to address said outages.
E. Ensure security and protection of each agencies networks and to advise one another of
any breaches to their networks.
F. No agency will have access to one another's networks except to provide the necessary
service contained in the ILA.
G. Each agency will. assume their own risk and liability for any connection to the
network. C
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H. Establish protocols to ensure dispatch services will continue in the event that
connectivity is lost.
I. In the event of the termination of the contract, Schertz will allow Cibolo access to the
data/media for as long as necessary.
1) To comply with the Texas Open Records Act.
2) Cibolo will be responsible for any cost related to converting or cleansing data
contained within the SQL database.
5. Both parties agree to meet directly on May 31St of each calendar year to evaluate the
sufficiency of payments for future Dispatch Services.
A. Should the workload volume increase to the point that extra staff is needed, Schertz
may, after consultation with Cibolo, increase the quarter fees.
B. Notifications of such increases will be made to Cibolo, in writing, at least ninety (90)
days prior to the effective day of the increase.
No other changes will be made to the agreement. It is the City's desire to partner with the City
of Cibolo to foster excellence in providing high- quality public safety dispatch services to
Schertz and surrounding communities. This amendment will enable the City to provide
enhanced services to Cibolo, resulting in more effective and efficient law enforcement
dispatch. Lt. Carey addressed questions from Council. Lt. Carey stated that staff recommends
approval.
Mayor Carpenter recognized Councilmember Fowler who moved, seconded by Mayor Pro -
Tem Edwards to approve Resolution No. 16 -R -24. Mayor Pro -Tem Edwards,
Councilmembers Fowler, Azzoz, John and Thompson voting for and no one voting no.
Motion passed.
Roll Call Vote Confirmation
Mayor Carpenter recognized City Secretary Brenda Dennis who provided, the roll call votes for the
workshop and agenda items 1-3.
Requests and Announcements
4. Announcements by City Manager
• Citizen Kudos
• Recognition of City employee actions
• New Departmental initiatives
No further announcements were provided.
5. Future Agenda Item Request for City Council: This is an opportunity for City Council
members to request that items be placed on a future agenda. No discussion of the merits of
the item may be taken at this time. Should a Council Member oppose placement of the
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requested item on a future agenda, the Mayor, without allowing discussion, shall ask for the
consensus of the other City Council members to place or not place the item on a future
agenda.
Mayor Carpenter recognized Councilmember Thompson who stated that back in November he
had requested the possibility of staff looking into revising the sign ordinance regarding
political signs and written permission needed to be obtained before those could be put up and
would like to have an update so that if that takes place it could be done before the next
election.
Mayor Carpenter stated that Councilmember Azzoz previously asked to have a review of the
sign ordinance with regards to business signage and so we can combine this issue when staff
comes before us. He mentioned there are some changes that are coming up because of a
decision by the Supreme Court and we can roll all this into a single presentation. Executive
Director Brian James stated that staff is shooting for April 5 th
.
6. 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 Edwards who stated he wanted to congratulate
Councihnember John on his recent victory as the next Tax Assessor Collector of Guadalupe
County.
Mayor Carpenter recognized Councilmember Fowler who stated he attended a recent ribbon
cutting at Delightful Decors and commented on how unique the businesses was and that he
was excited that we have this type of diversification here in Schertz. As we grow, we want to
see different businesses come in that the city itself will be able to take advantage o£
Mayor Carpenter recognized Councilmember John who thanked all those that supported him
in the recent election. He is humbled and appreciative of all the support. The number one
question has been is he moving to Seguin? He is not moving. He is staying in Schertz.
Schertz is his hometown and he is not leaving.
Mayor Carpenter recognized Councilmember Thompson who commended the city staff on
their recent Pre - Budget meeting and thinking outside of the box striving to include our
citizens in a more dynamic way. He encouraged our citizens to attend the next two meetings
that are scheduled this week.
Councilmember Thompson also congratulated and commended staff on the success of the
Wilenchik Walk for Life event which was held this past weekend.
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Mayor Carpenter also congratulated Councilmember John on his win in the Primary Election
as Guadalupe County Tax Assessor Collector. Rumor says it has been at least 130 years since
someone in this end of the County has held a County -wide position in Guadalupe County, so
that marks a rather radical change in the landscape of our County. He looks forward to the
things that Mr. John will do for the entire County in the same manner he has done work for
the City of Schertz.
7. Information available in City Council Packets - NO DISCUSSION TO OCCUR
Schertz Economic Development Corporation
• 2015 Tax Year reimbursement per City's Development Agreement with Caterpillar
• 2015 Tax Year reimbursement per City's Development Agreement with Capital Group
Adiournment
Mayor Carpenter adjourned the meeting at 7:21 p.m.
Michael Carpenter, Mayor
ATTEST:
Brenda Dennis, City Secretary
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