09-27-2016 MinutesMINUTES
REGULAR MEETING
September 27, 2016
A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on September
27, 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 Dudley Wait
City Attorney Charles Zech
Call to Order — City Council Regular Session
Mayor Pro -Tem Cedric Edwards
Councilmember Grumpy Azzoz
Councilmember Robin Thompson
Executive Director Brian James
Assistant to the City Manager Sarah Gonzalez
City Secretary Brenda Dennis
Mayor Carpenter called the meeting to order at 6:00 p.m.
Opening Prayer and Pledges of AllejZiance to the Flays of the United States and State of 'texas.
(Mayor Pro -Tem 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.
City Events and Announcements
® Announcements of upcoming City Events (B. James/D. Wait /S. Gonzalez)
Mayor Carpenter recognized Executive Director Brian James who provided the following
announcements:
® Friday, September 30, Coffee with The Chamber, Schertz Welcome Center, 7:30 —
9:30 a.m.
® Saturday, October 1 — Sunday, October 16 — Annual Fall Clean Up, drop off at 221
FM 3009, near Live Oak Road. Entry to this temporary collection point is available to
Schertz residents during city sponsored spring and fall clean up events.
® Saturday, October 1, Rods, Hawgs & Dogs, an event by the Schertz Parks &
Recreation Department /Public Affairs Department at Pickrell Park, 5 -9 p.m.
® Sunday, October 2, First Baptist Church Special Worship Service, appreciation for
Schertz Police, Fire, and EMS staffers, 10:00 a.m. - light breakfast reception, 10:30
a.m. — worship service.
® Tuesday, October 4, National Night Out — No Council meeting. Council will meet at
5:00 p.m. in the City Manager's Office to divide into teams.
® Tuesday, October 4 — Friday, October 7, TML Annual Conference, Austin, TX.
09 -27 -2016 Minutes Page -1-
® Friday, October 7 — San Antonio Manufacturers Association "Manufacturing Day"
tour hosted by Munter's Facility 9 -11 a.m., 16900 Jordan, Selma. You can contact
Patti Horan in the EDC department for more information and to sign up for the event.
® Monday, October 10, City Offices Closed, Columbus Day.
® Announcements and recognitions by City Manager (J. Kessel)
Mayor Carpenter stated that City Manager John Kessel was at a conference this evening and
that Executive Director Dudley Wait is in his place; Mayor welcomed Mr. Wait to the dais.
Executive Director Dudley Wait stated that Council may have seen in their emails notification
to the employees that once again we will be teaching all city employees CPR and those that
are appropriate will take First Aid as well. Mr. Wait stated that sometimes individuals ask
why we want to take a day out of our work schedules to provide this valuable training. He
shared a recent story involving one of our patrol officers who had the training. Sgt. Josh
Mixon, who oversees our SRO Program for the School District, on August 29 overheard a
student at one of the campuses having a seizer. He went to the classroom as he was at the
campus and met the nurses there and discovered that the student did not have a seizer but had
gone into cardiac arrest. Sgt. Mixon assisted the nurses in providing CPR and ventilating the
patient and assisted EMS when they arrived on scene. Because of his quick response, along
with the nurses, the student was quickly resuscitated and as of today is back in school.
Proclamation
a Proclamation recognizing Fire Prevention Week. (Mayor /Council /D. Covington)
Mayor Carpenter recognized Fire Chief David Covington, Assistant Chief Kade Long and
Fire Marshal John Perry. Mayor Carpenter read and presented the proclamation recognizing
Fire Prevention Week in the City of Schertz. Mayor Carpenter shared a story regarding his
personal experience with the Schertz Fire Department. Chief Covington stated that the Fire
Department will be visiting several schools and day care centers throughout the month
educating each one on fire safety. He also stated that for the first time the Fire Department is
hosting a Fire Safety Poster Contest and the winners will be presented at the October 25, 2016
City Council meeting.
Presentation
® Presentation regarding the Certificate of Achievement for Excellence in Financial Reporting.
(B. James /J. Santoya)
Mayor Carpenter recognized Finance Director Juan Santoya who came forward explaining the
significance of obtaining this award. He stated that the City has received this award for the
past 31 years. Mayor and Council congratulated the Finance Department on such an
achievement as well as the continued transparency provided to our citizens.
09 -27 -2016 Minutes Page - 2 -
Workshop
• Discussion regarding the recent Employee Engagement Survey. (J. Kessel /S. Gonzalez/Dr.
Landuyt)
Mayor Carpenter recognized Assistant to the City Manager Sarah Gonzalez who stated
tonight Dr. Landuyt will be providing the results from the recent Employee Engagement
Survey. A few points for Council to review is that from our Strategic Plan, which was
approved back in March, one of our operational values that we have is an engaged workforce.
We went through the process and tried to describe what that meant, what it is, what it is not,
and most importantly why it is even relevant. The reason why it is relevant is what we said is
"an engaged workforce provides better service to our internal and external customers and is
the foundation for continuous growth and progress ". In looking at this, we wanted to know
how do we measure it, how do we know where we are and how do we know we are
progressing. To do this is to administer a survey to our employees. We recently conducted our
second survey, the first one was conducted back in 2014 and our goal is to conduct these
every other year during the summer. The same organization (The Institute for Organizational
Excellence) that administered the first survey also administered the second one. Our response
rate was very good this time. Out of 325 staff members 273 responded —this equals to an
84% rate of response by staff.
Ms. Gonzalez introduced Dr. Noel Landuyt (Associate Director of The Institute for
Organizational Excellence) who provided information on the recent Employee Engagement
Survey answering questions from council. Some of the highlighted areas included the
following:
The survey was taken online and was available in English, Spanish & other Accessible
Options. It was sent to all staff during June and July 2016. It contained 48 core items to
respond to and contained multiple coded areas.
The overall response rate was 84 %, up 13.5% from the previous survey taken in 2014.
I 1
Benchmarks
Last Iteration = 71 %
Similar Size = 74%
Mission = 73%
Statewide = 79%
350
300, 400
f r:
zsa:'' asa
zaa 1' � soa
Overall Score: 369
Benchmarks
Last Iteration = 345
Similar Size = 375
Mission = 371
Statewide = 378
09 -27 -2016 Minutes Page - 3 -
Levels of F+ ngagement
41%
riot
11%
o� —gaged
Demoga, aphiics
YEARS OF SERVICE
With this Organization
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26% New Hires (0-2 years)
46% Experienced (3-10 years)
26% Very Experienced (it +years)
A Did Not A;iswer
E-1ch QjUre rep:sserts a5cttdemn'eyees.
FOCUS FORWARD )))
4% INTEND TO LEAVE
Gender
Female _ 33.7%
Male - 62.6,.
Did not answer 3.7%
The 48% of highly engaged /engaged employee's represents a nice balance
Survey Construct Framework
Constructs
51nnilar items are grouped together. arm their scares are average to produce tv^ eh 0 12
construct measures. These corista -itcts capWre the cc,,ncepts most ur;li7e1 b i leadership Constructs
and iddve organitattlonal perpFormeince and Cngagt_CTt_r-`t
illlla3
I rarl2r9`ip Strategic supervisian WorkplErt Crmn� a ty in arrrGatinr
Systems
0-4 -
Inerna
Communication
09 -27 -2016 Minutes Page - 4 -
Be, ne Ispment Satisf anitrn fnilagemeiti
Race ?Ethnicity
African Am'8lack
12.9%
HispaniclLetinola
= 23.4%
Anglo AmlWhite
- 62.6%
Asian
I0.7%.
Native Am, Pac Isl
, 0.4%
6tultir«ciall0ther
11.8%
Did not answer
8.11
Gender
Female _ 33.7%
Male - 62.6,.
Did not answer 3.7%
The 48% of highly engaged /engaged employee's represents a nice balance
Survey Construct Framework
Constructs
51nnilar items are grouped together. arm their scares are average to produce tv^ eh 0 12
construct measures. These corista -itcts capWre the cc,,ncepts most ur;li7e1 b i leadership Constructs
and iddve organitattlonal perpFormeince and Cngagt_CTt_r-`t
illlla3
I rarl2r9`ip Strategic supervisian WorkplErt Crmn� a ty in arrrGatinr
Systems
0-4 -
Inerna
Communication
09 -27 -2016 Minutes Page - 4 -
Be, ne Ispment Satisf anitrn fnilagemeiti
Age
76 to 29 years old
.15.8%
30 to 39 years old
_ 32.6%
40 to 49 years old
_ 27.1%
50 to 59 years old
- 15.8'%
60 years and older
16.2%
Did not answer
2.6%
Gender
Female _ 33.7%
Male - 62.6,.
Did not answer 3.7%
The 48% of highly engaged /engaged employee's represents a nice balance
Survey Construct Framework
Constructs
51nnilar items are grouped together. arm their scares are average to produce tv^ eh 0 12
construct measures. These corista -itcts capWre the cc,,ncepts most ur;li7e1 b i leadership Constructs
and iddve organitattlonal perpFormeince and Cngagt_CTt_r-`t
illlla3
I rarl2r9`ip Strategic supervisian WorkplErt Crmn� a ty in arrrGatinr
Systems
0-4 -
Inerna
Communication
09 -27 -2016 Minutes Page - 4 -
Be, ne Ispment Satisf anitrn fnilagemeiti
Construct Scores
Workgroup
Strategic
Supervision
Workplace
Community
Information Systems
Interna[ Communication
Fay
Benefits
Employee Development
Job Satisfaction
Employee Engagement
1
Low Scoring Constructs
Scores Range
100 (low) — 500 (high)
378
402
389
380
373
364
345
277
359
389
378
388
D0 150 200 250 300 350 400 450 500
The internal communication construct captures employees' perceptions of whether
communication in the organization.is reasonable. candid and helpful. This construct Score Std. Dev.
measures the degree to which employees view communication with peers, supervisors
and other parts of the organization as functional and effective.
27_ The communication channels I must go through at work are reasonable_ 3.58 0.93
28_ My work atmosphere encourages open and honest communication_ 3.47 1.10
20. e lie communications I receive at work are timely and informative. 3.33 1.01
The pay construct captures employees' perceptions of how well the compensation
package offered by the organization holds up when compared to similar jobs in other
Score Std. Dev.
organizations. This construct measures the degree to which employees view pay as well
valuers relative to the type of work, work demands and comparable positions.
30_ My pay kegs pace with the cost of living_
2.61 1.08
31_ Salaries are competitive with similar jogs in the community.
2.80 1.04
32. 1 feel I am paid fairly for the work I do_
2.85 1 -07
09 -27 -2016 Minutes page - 5 -
Nigh Scoring Constructs
The strategic construct captures employees' perceptions of their role in the organization
and the organization's mission, vision, and strategic plan. This construct measures the Score Std_ Dew
degree to which employees understand their role in the organization and consider the
organization's reputation to be positive.
5- Our organization is known for the duality of work we provide.
6. 1 know how my work impacts others in the organization_
7_ My organization develops services to match the needs of our custometsiclients.
B. Our organization communicates effectively with the public -
9.1 have a good understanding of our mission, vision, and strategic plan_
The employee development construct captures employees' perceptions about the
priority given to their personal and job growth needs. This construct measures the
degree to which employees feel the organization provides opportunities for growth in
organizational responsibilities and personal needs in their careers.
36.1 believe i have a career with this organization.
37. Training is made available to me so that I can do "job better_
38_ Training is made available to me for personal growth and development.
Climate
20.7%
feel that upper management should
communicate better-
Upper management should make
efforts to be visible and accessible,
as well as utilize intraneteinternet
sites, email, and social media as
appropriate to keep employees
informed.
19.7%
feel there aren't enough opportunities
to give supervisor feedback_
Leadership skills should be evaluated
and sharpened on a regular basis -
Consider implementing 360 Degree
Leadership Evaluations so
supervisors can get feedback from
their boss, peers, and direct reports_
20.5% -
believe the information from this
survey will go unused_
Conducting the survey creates
momentum and interest in
organizational improvement, so it's
critical that leadership acts upon the
data and keeps employees informed
of changes as they occur.
®.6%
feel they are not treated fairly in the
workplace.
Favoritism can negatively affect
morale and cause resentment among
employees- When possible, ensure
responsibilities and opportunities are
being shared evenly and
appropriately_
feel workplace harassment is not I feel there are issues with ethics in
adequately addressed- the workplace_
'Alhile no amount of harassment is
desirable within an organization,
percentages above 6% require a
serious look at workplace culture and
the policies for dealing with
harassment-
An ethical climate is the foundation of
building trust within an organization.
Reinforce the importance of ethical
behavior to employees, and ensure
there are appropriate channels to
handle ethical violations_
09 -27 -2016 Minutes Page - 6 -
4.04 0.80
4.24 0 -71
3.06 0.84
3.81 0.92
4.07 0.78
Score Std. Dev.
4.04
3.89
3.75
0 -82
0-9-2
0.98
Next Steps
Survey Results Received
Executive Summaries, Data
Reports., and Lkcel data are
provided for the cxganization
as a whole and for breakout
categtwies Any of these formats
can be used alone or in
combination to create rich
information on which
employees can base then ideas
for change;.
Share results by creating
reports, newsletters. or
Po%verp'oint presentations
providing data along with
i,llusuatioris pertinent to the
organization. Have employees
participate in small work unit
groups to review reports as they
are distributed_
Have the change Tearn cor npile
the prieaity change topics and
action points, and present them
to the executive staff. Discuss
th,e administrative protocob, for
implementing the changes
Detezrmine the plan ofl action. set
a reasonable ti€neline, and keep
employees infou-ned of changes
AUG
2016
OCT
2016
JAN
2017
Adr-n oisier the Survey of MAY
Employee Engagers gent again to 2018
document the effectiveness of
your change effort_
E : Review Survey Data
2016 Review the data and summaries
with the executive staff. and
develop a plan for circulating
the data to all employees
Several r)sees of benchmark
scores provide relevant external
comparisons, and breakdown
srategr�ries can lt� used to snake
internal comparisons.
e T pioy+ees in Change
NOV Designate the Change Tearer
2016 composed of a diagonal stice
across the organization that
will guide the effort Revie-w
the organization's strengths
and brainstorm on how to hest
address weaknesses- provide
employees Stith cornmeret
cards to expiess their ideas.
S -,a - -_ __ - .a.�i_
MAR Further data imeakdowns and
2017 custorn reports are available.
We also offer leadership
assessments. employee pulse
and exit surveys. and customer
satisfaction surveys. Consultation
rims? for presentations and focus
grmips is available as well -
Please contact us at any time -
vrvnv.v survey r texas edu
Dr. Landuyt addressed several comments and questions from council.
Executive Director Dudley Wait added that executive management is following up with any
actionable items and continuing to work on their internal communication. They plan to do a
future survey /review of the city's benefits in order to help the employees better understand
them and make improvements where needed.
09 -27 -2016 Minutes Page - 7 -
Hearing of Residents
Mayor Carpenter recognized the following individuals who spoke:
® Mr. Ken Greenwald, 205 Westchester Drive, who provided information on the recent
passing of former Planning & Zoning Member Clovis Haddock.
® Mr. Ed Quini, Soccer Association for Youth of San Antonio, who stated recently he spoke
to Council regarding soliciting assistance for his league to gain access to the Schertz
Soccer parking lot. He is here tonight to provide an update. He stated that he has been
working with Executive Director Brian James regarding assistance in addressing their
concerns. In speaking to Mr. James this evening he has requested that they provide a
formal letter regarding their request to gain access to the parking lot of which he will
provide tonight.
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.
1. Minutes — Consideration and /or action regarding the approval of the minutes of the Regular
Meeting of September 13, 2016. (J. Kessel /B. Dennis)
2. Boards, Commissions and Committee Member Resignations and Appointments —
Consideration and/or action ratifying the resignation of Becky Scheffler of the Schertz Library
Board and the appointment of Dawn Figueras. (B. Dennis)
3. Resolution No. 16 -R -76 — Consideration and /or action approving a Resolution re- appointing
Justin Murray to the Board of Directors Place D -2 of the Cibolo Valley Local Government
Corporation. (D. Wait/D. Wait)
RESOLUTION INTO. 16 -R -76
1
4. Ordinance No. 16 -S -32 — ZC2016 -007 — Consideration and/or action approving an
Ordinance on a request to rezone approximately 90 acres of land generally located 1,375 feet
southeast of the Trainer Hale Road and FM 1518 intersection, from Pre - Development District
(PRE) to Planned Development District (PDD) with associated Master Development Plan.
Final Reading (B. James /L. Wood/B. Cox /C. Gould)
ORDINANCE NO. 16 -S -32
09 -27 -2016 Minutes Page - 8 -
AN ORDINANCE BY OF THE CITY OF SCHERTZ, TEXAS
AMENDING THE OFFICIAL ZONING ,z REZONING ! Wt
ACRES OF LAND FROM PRE-DEVELOPMENT DISTRICT (PRE) TO PLANNEI
DEVELOPMENT DISTRICT (PDD).
5. Excused Council Absences — Consideration and /or action excusing City Council Member
absences for the following date: September 13, 2016. (B. Dennis /Mayor /Council)
Mayor Carpenter recognized Councilmember Fowler who moved, seconded by
Councilmember Thompson to approve consent agenda items 1 -5. The vote was unanimous
with Mayor Pro -Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson
voting for and no one voting no. Motion passed.
Discussion and Action Items
6. Cancellation of the November 8, 2016 City Council meeting — Consideration and /or
action cancelling the November 8, 2016 City Council meeting due to Election Night. (B.
Dennis /Mayor Carpenter)
Mayor Carpenter stated that he recently discussed this with the City Secretary and as the
voting polls will still be open that day and in order for everyone to exercise their voting right,
they recommend that the November 8, 2016 City Council meeting be cancelled. Council
concurred.
Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Mayor
Pro -Tem Edwards to approve the cancellation of the November 8, 2016 regular City Council
meeting. The vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers
Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed.
7. Resolution No. 16 -R -71 — Consideration and /or action approving a Resolution by the City
Council of the City of Schertz, Texas authorizing a budget transfer between departments
within the General Fund. (J. Kessel /J. Santoya/J. Walters)
RESOLUTION NO. 16 -R -71
RESOLUTION BY ! OF OF
AUTHORIZING 1 GET TRANSFER BETWEEN DEPARTMENTS
THE GENERAL 1 AND !' FOR OTHER MATTERS O N , f
'._
Mayor Carpenter recognized Assistant Finance Director James Walters who stated with the
end of the fiscal year nearing, the City is proposing to transfer funds between departments to
balance three departmental budgets. Mr. Walters provided a PowerPoint presentation covering
the following highlights:
09 -27 -2016 Minutes Page - 9 -
Budget Overview:
2015 -16
2015 -16
Budget
Estimate
Revenues $26,559,477
$26,657,739
Personnel 17,231,497
16,826,497
Non - personnel 8,939,520
8,466,560
Total Expenditures $26,171,017
$25,293,057
To Fund Balance $ 388,460
$ 1,364,682
Mr. Walters stated the to fund balance number is $140,000 more than in the proposed budget
mostly due to a one -time sales tax audit in our favor ($177,000).
806,063
Fund Balance
Inventory
Restricted
Committed
Assigned
Unassigned
Total:
600,000
500,000
400,000
300,000
200,000
100,000
C
Beginning
Allocation
Ending
$ 101,084
$ 0
$ 101,084
873,022
27,730
900,752
208,007
93,333
304,340
696,997
437,556
1,134,553
7,160,199
806,063
7,966,262
$9,039,309
$1,364,682
$10,406,991
Assigned Fund Balance
499,210
306,99
74,063
73,727
Vehicles Equipment
315,000
246,280
196,28
41 0
120,00
PV C Technology
y
Beginning Balance -- Ending Balance
09 -27 -2016 Minutes Page -10 -
Budget Transfer
Budget Budget
Increase Decrease
Police Personnel $70,700
Finance Personnel - $40,000
General Services Personnel - $30,000
General Fund Budget Change $0
Building Maintenance $22,500
General Services - $22,500
Non - Departmental $22,500
Engineering - $22,500
General Fund Budget Change $0
The Police Department has had less turnover than expected so staff proposes transferring
$40,000.00 from the Finance and $30,700.00 from the General Services personnel budgets to
balance the Police Budget. $22,500 is being transferred from the General Services non
personnel budget to Building Maintenance. Lastly, $22,500 is being transferred from the
Engineering non personnel budget to Non - Departmental.
This request is in compliance with the City Charter Section 7.07 (d) which states "Upon
written request by the City Manager, the City Council may transfer part or all of any
unencumbered appropriated balance amount programs ... from departments, offices or
agencies ". This request transfers budgets between departments but does not change the overall
General Fund Budget. Staff recommends approval.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Thompson to approve Resolution No. 16 -R -71. The vote was unanimous
with Mayor Pro -Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson
voting for and no one voting no. Motion passed.
8. Texas Municipal League Intergovernmental Disk Pool Board of Trustee Appointments
— Consideration and /or action nominating Board of Trustee candidates for places 6 through
9. (Mayor /Council)
Mayor Carpenter stated the officials listed on the attached ballot have been nominated to serve
a six -year term on the TML Intergovernmental Risk Pool (Workers' Compensation, Property
and Liability) Board of Trustees. Each member city is entitled to vote for only one Board of
Trustee Member Candidate for Places 6 through 9. Mayor Carpenter suggested that Council
consider the current incumbents; Council concurred.
Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Mayor
Pro-Tern Edward to approve nominating the current incumbents for places 6 through 9 which
included Place 6 — Mary Gauer, Place 7 — C. J. Wax, Place 8 — Larry Melton and Place 9 —
Andres Garza. The vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers
Fowler, Azzoz, John and Thompson voting for and no one voting no. Motion passed.
09 -27 -2016 Minutes Page - 11 -
9. Resolution No. 16 -R -73 — Consideration and/or action approving a Resolution authorizing
the City Manager to enter into an Interlocal Agreement between the City of Schertz and the
City of Cibolo to share the costs of installing a traffic signal at the intersection of Borgfeld
and Dietz Roads. (D. Wait/D. Letbetter)
RESOLUTION NO. 16 -R -73
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING THE CITY MANAGER TO ENTER INTO AN INTERLOCAL
AGREEMENT BETWEEN SCHERTZ AND CIBOLO TO SHARE THE COSTS OF
INSTALLING A TRAFFIC SIGNAL, AND OTHER MATTERS IN CONNECTION
THEREWITH
Mayor Carpenter recognized Public Works Manager Doug Letbetter who stated several years
ago the City of Schertz did road improvements to Borgfeld Road from FM 3009 to the Schertz
City Limits at Dietz Road. As a part of this work, the City terminated its work with 4 traffic
lanes meeting up to Cibolo's current 2 traffic lanes at the City Limits. Additionally at this
time, both Cities agreed that a 4 -way stop was appropriate at this intersection.
Now, the City of Cibolo has voter approval for general obligation bonds to re- construct their
portion of Borgfeld Road from Cibolo Valley Drive to Dietz Road. They will be widening the
road to 4 and/or 5 lanes and abutting up to our current 4 lanes appropriately. Due to the large
traffic volume that has necessitated this work in Cibolo, they have asked the City of Schertz
and the Schertz Cibolo Universal City Independent School District to enter into an agreement
to cost share the placement of a traffic signal at the intersection of Borgfeld Road and Dietz
Road.
The City Staff and the School District staff have agreed in principle on the terms of this cost
sharing and City Staff would like to move forward with this agreement at this time. The fiscal
impact for this agreement will be $66,667 out of a total cost of $200,000. These funds are
currently available out of the FY 2016 budgeted funds. Staff recommends approval.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Thompson to approve Resolution No. 16 -R -73. The vote was unanimous
with Mayor Pro -Tem Edwards, Councilmembers Fowler, Azzoz, John and Thompson
voting for and no one voting no. Motion passed.
10. Resolution No. 16 -R -74 — Consideration and/or action approving a Resolution by the City
Council of the City of Schertz, Texas authorizing and approving a Professional Services
Agreement with Kimley -Horn and Associates, Inc., for On -Call Civil Engineering Plan
Review and related services. (B. James/K. Woodlee)
RESOLUTION NO. 16 -R -74
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING AND APPROVING A PROFESSIONAL SERVICES AGREEMENT
WITH K[MLEY -HORN AND ASSOCIATES, INC. FOR ON -CALL CIVIL
ENGINEERING PLAN REVIEW SERVICES (FOR PRIVATE LAND
09 -27 -2016 Minutes Page - 12 -
DEVELOPMENT PROJECTS) AND ALL MATTERS IN CONNECTION
THEREWITH
Mayor Carpenter recognized City Engineer Kathy Woodlee who stated the City of Schertz
advertised for Request for Qualifications for On -Call Engineering Plan Review and Related
Services (For Private Land Development Projects) Firms in July 2016. Statements of
Qualifications were received by the City of Schertz in August. Statements were received from 7
firms. A panel of City Staff and Management representatives reviewed each of the documents
submitted in detail. The submittals were evaluated for the following criteria:
1. Project Understanding;
2. Scope of Work;
3. Staff Qualifications;
4. Firm Qualifications.
The panel met to discuss the submittals and come to consensus regarding three firms to be invited
for personal interviews. Interviews were held with the firms in September. The panel met again to
discuss results of the interviews. It is recommended that the City award an On Call Engineering
Services Agreement to Kimley -Horn and Associates, Inc.
The City has been utilizing contract firms in the Inspections Department for some time to
supplement staff. This allows staff to better handle the peaks and valleys of workload associated
with development applications. It also allows staff to avoid delays in the development process due
to staffing shortages. Finally, it allows the City to draw on expertise within the firm for unusual
situations or specialized projects. The Engineering Department is proposing to do the same for
civil plan review. The agreements for On -Call Engineering Services will remain in force for three
years with two optional one -year extensions.
Fiscal impact will vary based on how often the City utilizes the firm's services. Funding will come
from the Engineering Department's professional services line item as well as savings from
Personnel Services line item. Staff recommends approval. Ms. Woodlee addressed questions from
Council regarding the benefits of the agreement utilizing Kimley -Horn and Associates due to
being short staffed in the Engineering department.
Mayor Carpenter recognized Councilmember Thompson who moved, seconded by
Councilmember Fowler to approve Resolution No. 16 -R -74. The vote was unanimous with
Mayor Pro -Tem Edwards, Councilmembers fowler, Azzoz, John and Thompson voting
for and no one voting no. Motion passed.
11. Ordinance No. 16 -D -33 — Consideration and /or action approving an Ordinance providing
that the Code of Ordinances of the City of Schertz, Texas be amended by revising Chapter
86, Article V, Section 86 -149 parking prohibited in front of the drainage channels on
Marilyn Drive and Pecan Drive in the Val Verde Ul Subdivision. First Reading (B.
James /K. Woodlee /C. Palomo)
ORDINANCE NO. 16 -D -33
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09 -27 -2016 Minutes page - 13 -
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Mayor Carpenter recognized Graduate Engineer Cecilia Palomo who stated Val Verde
Subdivision residents requested that the city look into vehicles parking in front of the drainage
channels and possibly restricting flow (Exhibit A) during rain events. City staff maintains the
Val Verde Subdivision drainage channels by periodically clearing them of debris. These
drainage channels are maintained by city staff. When the channel flow is restricted, water
levels increase at the street level.
The areas of interest for no parking are along Marilyn Drive and Pecan Drive (Exhibit A).
This concern was presented to the Transportation Safety Advisory Commission at their
regular meeting of September 1, 2016. The Commission discussed this item and voted to
recommend that City Council approve restriction of parking in front of the drainage channels.
The Engineering and Public Works Departments recommend parking restrictions in front of
these drainage channels. The fiscal impact will be $150.00 for no parking signs paid out of FY
2015 -16 approved budget account number 101- 359 - 551600 Street Maintenance. Ms. Palomo
stated that this item was taken to the Traffic Safety Advisory Board and was approved.
Mayor Carpenter recognized Mayor Pro -Tern Edwards who moved, seconded by
Councilmember Fowler to approve Ordinance No. 16 -D -33 first reading. The vote was
unanimous with Mayor Pro -Tem Edwards, Councilmembers Fowler, Azzoz, John and
Thompson voting for and no one voting no. Motion passed.
Doll Call Vote Confirmation
Mayor Carpenter recognized City Secretary Brenda Dennis who provided the roll call votes for
agenda items 1 -11.
bequests and Announcements
12. Announcements by City Manager
• Citizen Kudos
• Recognition of City employee actions
• New Departmental initiatives
No further announcements were provided.
13. Future Agenda Item bequest 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
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 Azzoz who requested an item be placed on a
future agenda regarding the Henry Gutierrez case. He is requesting the city leaders and the
09 -27 -2016 Minutes Page -14 -
Mayor to instruct the City Manager to order the Chief of Police to ask for help from the Texas
Rangers, the FBI and the Marshal's office to help us solve Mr. Henry Gutierrez's murder
case. He wanted this to be put on the agenda to see how we could seek help for our Police
Department because he believes the case has gotten cold.
Mayor Carpenter stated that if he considers our Charter and the role of the Council as a policy
making body and the role of the City Manager and the City Manager's office as the operations
and execution arm, it sounds like what he is suggesting is that the Council should move
beyond a policy making motion and make a statement of direction on an individual operation.
Councilmember Azzoz stated no, the City Manager works at the privilege of the Council and
we could of course instruct the City Manager to do a lot of things to accommodate and protect
our citizens and employees and all he is asking is that since the City Manager works directly
under the City Council, to ask the City Manager to just ask for help.
Mayor Carpenter recognized Councilmember Thompson who stated that seeing that this has
the potential to impact the Charter and the City Council maybe it would behoove us to ask our
City Attorney to see if Council has the ability to do this and report back to us.
Mayor Carpenter stated that before we do that, our decision point here is defined for us in the
Rules of Procedures and asked for Council to allow him to find it; it is rare that we have to
look for this particular rule.
Mayor Carpenter stated that at the next meeting he requested to have an item on the agenda
which we will discuss whether or not this is an item to be placed on a following agenda. This
will be debated and discussed by the entire Council and the Council will decide whether or
not this is something that should be placed on the following agenda. We will discuss this and
have our City Attorney provide any commentary he may have at that time and then the
Council will decide how this should be handled and if this needs to be placed on an agenda.
Mayor Carpenter recognized Councilmember Fowler who asked for a discussion item
regarding merit pay. He stated that several employees are taking courses and training to
improve their ability to do their job. He wanted to know if they are being trained and not able
to utilize their certification and /or training to fill in for a supervisor. Are we providing merit
pay for recent certification and are we utilizing that training.
Councilmember Fowler provider further commentary regarding his request and as Mayor
Carpenter recapped his request, he stated that on a future agenda the following items be placed
for discussion:
• Discussion regarding the current education reimbursement policy and program with
the city.
• Compensation when someone's education level or certification level has changed.
• What do we do to utilize the skills the individuals have gained through recent
education, certifications, licenses, etc.?
Mayor Carpenter indicated that staff would set the dates for the above information to come
back to Council.
09 -27 -2016 Minutes Page - 15 -
Mayor Carpenter recognized Mayor Pro -Tem Edwards who requested an update regarding the
License Plate Reader program; he would like this on the October 11, 2016 agenda.
14. 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
Mayor Carpenter recognized Mayor Pro -Tem Edwards who thanked everyone who came out
to the Chick -fil -A 5K Run event. It was a terrific event.
Mayor Carpenter recognized Councilmember Fowler who said he attended a Parks and
Recreation meeting Monday evening where they exchanged dialogue regarding updating
permit policies, usage of tilt, p5Yks by formally organized grolµps (Boy Scotts C-irl Scouts,
etc.), parking congestion issues at sports fields and more. It was all good discussion.
Mayor Carpenter recognized Councilmember Azzoz who said they had a great turnout last
week at their BBQ fundraiser for a local resident. He thanked everyone who came by.
15. Information available in City Council Packets - NO DISCUSSION TO OCCUR
® Map of Moratorium Area. (B. James)
® Summary of Jackson A &E Savings (B. James)
Executive Session
Mayor Carpenter recessed the regular meeting at 7:24 p.m. into executive session under the following
section:
16. City Council will meet in closed session under section 551.074 of the Texas
Government Code, Personnel Matters to deliberate the appointment, employment,
evaluation, reassignment, duties, discipline, or dismissal of the Municipal Judge and
Prosecutor.
Reconvene into Regular Session
Mayor Carpenter reconvened back into the regular session at 7:36 p.m.
16a. Take any necessary action based on discussions held in closed session under Agenda Item
number 16.
Mayor Carpenter recognized Councilmember Thompson who moved seconded by
Councilmember Fowler to adopt the proposed fees suggested by the court; $950 for the
Municipal Judge and $850 for the Municipal Prosecutor. The vote was unanimous with
09 -27 -2016 Minutes Page -16 -
Mayor Pro -Tem Edwards, Councilmemhers 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
agenda item 16a.
Mayor Carpenter moved back to agenda item 13.
13. 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
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 requested an item be placed on a future agenda to have a brief discussion
with the council as to the practice of reimbursing the prosecutor or the judge for education,
attendance at seminars, reimbursement regarding mileage for attendance at a seminar and for
the practical application of their status as an employee or as a contractor.
Adiournment
Mayor Carpenter adjourned the meeting at 7:40 p.m.
7 enST:
a Dennis, LCity Secretary
09 -27 -2016 Minutes Page -17 -
chael R. Carpenter, Mayor