12-20-2016 MinutesMINUTES
REGULAR MEETING
December 20, 2016
A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on December
20, 2016, at 6:00 p.m. in the Hal Baldwin Municipal Complex Council Chambers, 1400 Schertz
Parkway, Building 94, Schertz, Texas. The following members present to -wit:
Mayor Michael Carpenter
Councilmember Mark Davis
Councilmember Scott Larson
Councilmember Angelina Kiser
Staff Present:
Executive Director Brian James
Assistant to the City Manager Sarah Gonzalez
City Secretary Brenda Dennis
Call to Order — City Council Regular Session
Mayor Pro -Tem Cedric Edwards
Councilmember Ralph Gutierrez
Councilmember Robin Thompson
Councilmember Bert Crawford
City Manager John Kessel
Executive Director Dudley Wait
City Attorney Charles Zech
Deputy City Secretary Donna Schmoekel
Mayor Carpenter called the meeting to order at 6:02 p.m.
Opening Prayer and Pledges of Allegiance to the Flags of the United States and State of Texas.
( Councilmember Ralph Gutierrez)
Councilmember Ralph Gutierrez 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:
• Saturday, December 24 & Sunday, December 25, AACOG Alamo Call -A -Ride 4 Vets.
Free rides to eligible Veterans and family members. Must pre - schedule rides by
calling 210 - 362 -5254 or 1- 800 - 960 -5201 or e -mail vetridesgaskasc.org
• Monday, December 26, City Offices closed for Christmas.
• Monday, January 2, 2017, City Offices closed for New Year's Day.
• Tuesday, January 17, 2017, `State of the Chamber' Luncheon, Schertz Civic Center,
11:30 a.m.
• Announcements and recognitions by City Manager (J. Kessel)
Mayor Carpenter recognized City Manager John Kessel who passed around a cute picture he
received from Animal Services which showed an Animal Services Officer holding a pig
whose owner had called in; staff caught it and made a Christmas card with the picture.
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Mayor Carpenter recognized two boy scouts present, Jonathon Anderson and Christopher
Anderson from Troop 512, who are working on their citizenship in the community merit
badges.
Mayor Carpenter moved to Item 6 of the agenda.
6. Ordinance No. 16 -S -42 — Conduct a Public hearing and consideration and/or action
PH approving an Ordinance extending and amending a moratorium on property development due
to a shortage of essential public facilities generally in the area north from IH -10 to
approximately 2,000 feet North of Lower Seguin Road between FM 1518 and the western
boundary of the City. First and Final Reading (B. James/B. James)
The following was read into record:
ORDINANCE NO. 16 -S -42
AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
EXTENDING AND AMENDING A MORATORIUM ON BOTH RESIDENTIAL AND
COMMERICAL PROPERTY DEVELOPMENT DUE TO A SHORTAGE OF
ESSENTIAL PUBLIC FACILITIES GENERALLY IN THE AREA FROM IH -10 TO
APPROXIMATELY 2,000 FEET NORTH OF LOWER SEGUIN ROAD BETWEEN
FM 1518 AND THE WESTERN BOUNDARY OF THE CITY LIMITS PROVIDING A
REVERSIONARY CLAUSE; PROVIDING A REPEALING CLAUSE; PROVIDING A
SEVERABILITY CLAUSE; PROVIDING A PENALTY CLAUSE; DECLARING AN
EMERGENCY AND PROVIDING AN EFFECTIVE DATE.
Mayor Carpenter recognized Executive Director Brian James who stated the Texas Local
Government Code, Section 212 Subchapter E Moratorium on Property Development provides
that in certain circumstances cities may impose a moratorium on property development in the
event that there exists a demonstrated need to prevent a shortage of essential public facilities
or a significant need for public facilities. In order to impose a moratorium certain notice and
public hearing requirements must be met within a specified time frame. The imposition of the
moratorium is based on written findings that provide evidence demonstrating the extent of the
need beyond the estimated capacity of existing essential public facilities or a significant need
for public facilities that is expected to result from new property development. On August 30,
2016 City Council approved Ordinance 16 -S =31 imposing a moratorium on new property
development.
As City Council is aware, the City of Schertz is experiencing tremendous growth in southern
Schertz. Much of this area is located in the flight path of Joint Base San Antonio Randolph.
Base operations present unique hazards as are outlined in the 2015 Joint Base San Antonio
Randolph Land Use Study, especially considering the bird strike hazard which Council
adopted per Resolution 15 -R -96 that includes strategies and timeframes to mitigate these
hazards. While the City is in the process of planning for Fire Station #3 in this area, the
particular hazards from JBSA Randolph necessitate additional measures to ensure this hazard
is mitigated. These hazards associated with JBSA Randolph operations and existing
development patterns create a significant need for public facilities, in particular fire facilities.
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A failure to provide these facilities given the current land uses, zoning, and land use
designations coupled with Base operations would result in an overcapacity of these facilities
that are detrimental to the health, safety, and welfare of residents of Schertz.
Since the imposition of the moratorium, staff has worked to implement the working plan as
part of Ordinance 16 -5 -31 to mitigate the concerns. On this agenda, Council is considering
actions to acquire a new fire apparatus for proposed Fire Station #3 which will serve this area.
This is in addition to architectural work that has continued as well as efforts to solicit a
Construction Manager at risk and acquire properly for the station.
In light of these efforts staff is proposing to extend and amend the moratorium while staff
continues to implement the working plan — primarily to address the lack of fire protection and
the hazards associated with Randolph. As such staff is proposing to significantly reduce the
area of the moratorium from 5,475 acres to just over 2,900 acres. Additionally, staff is
proposing to allow construction of single family homes on existing tracts of land. This would
not allow acceptance of commercial or multifamily building permits in the new moratorium
area or acceptance of subdivision plats in the new area. Staff anticipates processing an
amendment to the City's Comprehensive Land Use Plan to reduce the hazards associated with
development in the new moratorium area with operations from Randolph which will allow the
City to continue to work to provide adequate fire protection in the area.
The goal here is to achieve the objectives of the City Comprehensive Land Plan including
managing growth in a manner that allows services and facilities to keep pace with
development including providing local emergency health facilities and fire protection
throughout the community and promoting the use of areas near Joint Base San Antonio
Randolph that are sensitive to the recommendations of the Joint Base San Antonio Randolph
Land Use Study including acknowledging the unique hazards posed in certain areas by Base
operations.
The City desires to be proactive and prevent a shortage of essential fire facilities in the subject
area given the current proximity of existing fire stations within the City of Schertz and the
unique hazards in this area as a result of being within and near the Accident Potential Zones
and Clear Zone of Joint Base San Antonio Randolph that would result in an overcapacity of
public facilities and that would be detrimental to the health, safety, and welfare of the
residents of the municipality. Staff recommends approval.
Mayor Carpenter opened the public hearing and the following individuals spoke:
• Ms. Rose Mary Hendrix, 3017 Turquoise, which is located in the Sedona subdivision. She
questioned why they were not notified when the moratorium was put into place. She also
wanted to know what happened to the property that had supposedly been deeded for Fire,
EMS and City Park. If that was part of the specifications for their subdivision, why was it
not followed up on? The subdivision is now up to 169 homes. The original plans approved
as many as 219 homes. Who is responsible for following up, that we are supposed to have
all these `planned' amenities?
• Ms. Patti Cullum, 9025 Peridot, who lives in the same subdivision and also bought her
home in 2009. She spoke of the inadequate sewer infrastructure. The problem is their
subdivision now has 168 homes, the Vines have 120 homes, plus plans for building
another 80 homes across from them. Current infrastructure does not support all of this.
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The Lift Station is already at capacity. It is not good for the residents right now. The sewer
backs up frequently whenever it rains.
• Col. Joel Carey, Commander of the RAFB 12a' Line Training Wing, who thanked the City
for their continued support. All of the respective divisions of the military are currently
benefiting from the students that came through the 12'b Line Training Wing as recently as
a couple of months ago. They are currently protecting our national interest down in
hostile places around the globe. Their operations could not happen without the support of
this City and other surrounding partners. Thank you for that and bringing together a
coherent approach in a way we can co -exist compatibly and identify potential and future
risks and be as transparent as possible. He looks forward to a continued partnership.
• Mr. Bob Cantu, 2512 Jane Addams, who stated he submitted a plat one week after the
initial moratorium was established back in August. He owns approximately 40 acres. He
wishes to plat that acreage into three sections of land. He is hoping we can do that in the
future.
As there were no other speakers, Mayor Carpenter closed the public hearing.
Executive Director Brian James came forward and addressed some of the comments and
questions of the speakers. He emphasized that as they continue forward they are trying to find
an appropriate balance between the operations at Randolph AFB and the property owners in
the area. They are trying to fmd as flexible a way as possible to implement what is in the
Randolph JLUS. He went over different areas on a map to address certain concerns.
He mentioned that as growth in southern Schertz has increased, the original planned area for a
fire station has been nixed and they feel they have found a better location that will serve the
future needs of the area. In regard to sewer capacity, the city tries to stage the infrastructure
as it becomes necessary; they want to time it appropriately. After checking with the Public
Works Department, what has happened recently is unrelated to sewer capacity; it appears to
have been an equipment failure, which can happen at any point. Mr. James addressed further
questions and comments from Council.
Mayor Carpenter recognized Mayor Pro -Tern Edwards who moved, seconded by
Councilmember Thompson to approve Ordinance No. 16 -5 -42, first and final reading. The
vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez,
Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion
passed.
Presentation
• Presentation and recognition regarding the "Love Where You Live" volunteers. (D. Wait/J.
Hamilton/J. Fowler)
Mayor Carpenter recognized former Councilmember Jim Fowler and Environmental Health
Manager Jesse Hamilton who handed out several certificates of appreciation to several
organizations who contributed their time and efforts in support of the October 22, 2016 `Love
Where You Live' Community Cleanup Day. Organizations who assisted were: Ag Pro, B &
W Landscaping, Brake Check, Cibolo Valley Baptist Church, Chick Filet, GE Oil and Gas,
Lowe's, Mama Margie's, Northeast Bible Church, Re- Max - Schertz, Robles Services, Schertz
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Methodist Church, United Methodist Church, Church of Jesus Christ of the Latter Day Saints,
Veteran's Services, and the City of Schertz Public Works Department.
Jesse Hamilton stated he would personally like to thank Mr. Fowler for having the
compassion and heart to take on such a project like this. He said they are all proud of how
much help they are able to provide to those in need in the community.
Mayor Carpenter clarified the many tasks this group tackles (cleaning up alleyways and lots,
performing minor repairs on homes, repairing broken structures) —this is a true act of charity
and cooperation by a lot of folks. It is a remarkable effort. He thanked everyone.
The group provided a short video with pictures of some of people who volunteered and the
projects they worked on.
Hearing of Residents
• Mrs. Sandy Bryant, 601 Maple, who presented her boss Parks and Recreation Director Chuck
VanZandt with a birthday gift since she was unable to attend his party today. She also wished
Council a Merry Christmas.
• Ms. Donna Schmoekel, 1400 Schertz Pkwy, who thanked the Schertz EMS and the Schertz
Animal Services Department for their recent services to her brother and his family in the
Marion area.
• Ms. Rose Mary Hendrix, 3017 Turquoise, who said in their contracts as to what was to be
developed and who was to pay for it, they still don't know if it was approved and why has it
not been carried out on record. She gave an example of an above ground utility that services
another subdivision. She wants to know what is in their plans that were approved by the City.
What broke down? What went wrong? They have issues in their neighborhood. Who is
responsible for following up to ensure these things get done? Let the residents know when any
changes happen.
• Ms. Patti Cullum, 9025 Peridot, who spoke of the lack of lights in their neighborhood
(Sedona) and The Vines. Their contract in 2009 called for a park to be built and other items.
To date nothing has happened. A lot of people are upset. They also have leaks in almost
every house. Fences wash away when it rains where the park was supposed to be. Where are
all these things that were in our development that we don't have. How can we help our
neighbors with their yards due to lack of drainage.
Workshop
• Discussion of the Bonds Overview – 2015 GO, 2016 CO and Proposed 2017 CO. –
Discussion and update regarding the Bonds Overview. (B. James)
Mayor Carpenter recognized Acting Finance Director James Walters who provided a
PowerPoint presentation on this item.
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The 30 year bond capacity shows how much and when debt can be issued over a 30 year
window, the tax rate and other factors can be adjusted to explore alternate scenarios, and it can
minimize unnecessary fluctuations in the I & S tax rate.
He provided a chart showing the current debt payments and with issuing more bonds the debt
payments increase. The goal is to keep this as even as possible.
Updates on the 2017 Issuance are:
*Capacity allows for $9.2 million in additional debt.
*Estimated Debt Service = $618,385
*Fund Balance for Debt = $1,311,576
*Pull from Debt Reserves $190,000 for 1 year
Some projects that would be considered for that issuance would be:
Road PCI Implementation ($2.2 million), Schertz Parkway Repair ($700,000), Senior Center
Remodel ($250,000), City Hall Remodel/Maintenance ($250,000), Fire Station 2 Repairs
($200,000), Park Trails/Maintenance ($3000,000), Fire Station 3, Part 11 ($4.0 million), Fire
Apparatus for Station 3 ($950,000), Contingency — 5.5% ($400,000).
What this amounts to is a $4.0 million General Obligation (GO) bond and a $5.2 million
Certificate of Obligation (CO) bond. General Obligation (GO) are given to municipalities
under Section 1201 and 1371 of the Government Code and are voter approved or to refinance.
Certificates of Obligation (CO) are authorized under the Certificate of Obligation Act of 1971
and can be authorized by a governing body without voter approval. They have to be used for
construction of any public work, purchase of materials, supplies, equipment, machinery,
buildings, land, and rights -of -way for authorized needs and purposes, or for payment for
professional services, engineers, architects, etc.
A third item on our debt model is tax notes authorized under Section 1431 of the Government
Code. They can be authorized by a governing body without voter approval and no notice of
intention is required. They are limited to a seven year maximum maturity and are meant to
be used for equipment or small projects.
Our bond breakdown is: GO's= original issuances 69 %, CO's = original issuances 28 %, and
Tax Notes = Original Issuances 3 %.
Our Bond Philosophy:
*GO's will be for new projects or infrastructure.
*CO's will be to maintain current infrastructure or grow existing infrastructure /facilities.
*Some flexibility between GO and CO bond use is important as projects will not always fit
cleanly into one category and for grant/match opportunities.
*Each community has a different perspective.
*San Marcos is 98% CO debt.
*New Braunfels is 76% CO debt.
*Georgetown's CO debt < 50% of their total authorized debt.
For tonight: there are two items (12 and 16) for the Park's Trails and a Fire Apparatus Grant.
Debt can be issued to reimburse the City for applicable expenditures. Staff does not
recommend approval of these items if there will not be a consideration for debt issuance later.
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Mr. Walters addressed comments and questions from Council.
Consent Agenda Items
1. Minutes — Consideration and/or action regarding the approval of the minutes of the Regular
Meeting of December 13, 2016. (J. Kessel/B. Dennis)
2. Excused Council Absences Consideration and/or action excusing City Council Member
absences for the following dates: November 21, 2016 and December 13, 2016. (B.
Dennis/Mayor /Council)
3. Ordinance No. 16 -T -40 — Consideration and/or action approving Ordinance No. 16 -T -40
authorizing a budget adjustment to fund the demolition and replacement of the bridge at
Lower Seguin Road and Cibolo Creek. Final Reading (D. Wait/D. Letbetter)
The following was read into record:
ORDINANCE NO. 16 -T -40
AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING A BUDGET ADJUSTMENT TO FUND THE DEMOLITION AND
REPLACEMENT OF THE BRIDGE AT LOWER SEGUIN ROAD AND CIBOLO
CREEK; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN
CONFLICT WITH THIS ORDINANCE; AND PROVIDING AN EFFECTIVE DATE
4. Ordinance No. 16 -S -39 — Consideration and/or action approving an Ordinance on a request
for a specific use permit and associated site plan to allow a Convenience Store with Gas
Pumps on an approximate 1 acre site located at 17601 Four Oaks Lane. Final Reading (B.
James/L. Wood/C. Gould)
The following was read into record:
ORDINANCE NO. 16 -S -39
AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
TO APPROVE A SPECIFIC USE PERMIT TO ALLOW FOR OPERATION OF A
CONVENIENCE STORE WITH GAS PUMPS AT 17601 FOUR OAKS LANE,
SCHERTZ, GUADALUPE COUNTY, TEXAS
Mayor Carpenter recognized Councilmember Davis who requested Item 5 be pulled from the
Consent Items to be discussed separately.
Mayor Carpenter recognized Councilmember Davis who moved, seconded by
Councilmember Kiser to approve the consent agenda items 1 -4. The vote was unanimous
with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson,
Kiser and Crawford voting for and no one voting no. Motion passed.
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Discussion and Action Items
5. Resolution No. 16 -R -95 — Consideration and/or action approving a Resolution by the City
Council of the City of Schertz authorizing the approval of a request for a Historical
Incentive Program for the Main Street area grant for 603 Main Street. (B. James/B. James)
The following was read into record:
RESOLUTION NO. 16 -R -95
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
APPROVING A REQUEST FOR A HISTORICAL INCENTIVE PROGRAM FOR
THE MAIN STREET AREA GRANT FOR 603 MAIN STREET IN THE CITY OF
SCHERTZ, TEXAS, AND RELATED MATTERS IN CONNECTION THEREWITH
Mayor Carpenter recognized Councilmember Davis who stated he is unsure that he is up to
speed on the plans we have for downtown Schertz. He has concerns about using hotel funds to
fund a private residence improvement. He understands the overall goal of improving and
maintaining the overall character of downtown and help advocate the businesses there. What
is to stop the owner to making the improvement and turn around and sell the property. He
feels there are some gaps in this and doesn't see all the connections yet.
Executive Director Brian James stated there is no magic bullet to revitalize Main Street and
have it be what the plan lays out. There is a fee waiver in the Main Street area, there is a
zoning district people can apply for that allows for both residential and commercial uses and
there is a grant program as well.
The Hotel Occupancy Tax can be used to boost tourism. The Historical Committee was
looking to find ways to preserve the historic character of the area and they had proposed a
historic ordinance that restricts the ability of folks to make alterations to structures. We felt
we weren't there yet. Instead we went with the approach to encourage people to make
improvements. You can impose those ordinances but it doesn't force people to keep buildings
up. A concern is that we would start to loose structures as they age and fall apart. The
justification here was to try to revitalize that area. It's about maintaining that historic
structure, not about whether it is a commercial or residential structure. A concern is about
being able to change back and forth. Because of the flood plain issues we felt it was important
to offer as much flexibility as possible. Our goal is for people to make investments in those
properties. There has been a lack of revitalization in that area and the flood plain area imposes
additional obstacles. It is also a bit of a hodge -podge area of land use. To what degree do we
as a city try to force the market one way or the other? This is just one tool to help this area.
None of the tools will be the end all -be all answer. This is a fairly new program (1 %2 years)
and is only the second application.
Mr. James and Acting Finance Director James Walters addressed questions and comments
from Council.
Mayor Carpenter reminded Council of the nature of the action item before them and stated
they have moved to discussing the merits of the current program associated with this request,
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which is incidental to what we are posted for here tonight. What we can do is request for a
future item to be posted on the agenda for our next meeting where we can talk about this
policy and address that at that time. This evening we are asked in this particular item to give
approval or denial to a homeowner's request on an existing program. Unless council objects to
the chair he is asking for a motion to approve or disapprove this item and move forward.
Mayor Carpenter recognized Mayor Pro -Tern Edwards who moved, seconded by
Councilmember Larson to approve Resolution No. 16 -R -95. The vote was 5 -2 -0 with Mayor
Pro -Tem Edwards, Councilmembers Gutierrez, Larson, Thompson and Kiser voting yes
and Councilmembers Davis and Crawford voting no. Motion passed.
7. Ordinance No. 16 -T -44 — Consideration and/or action approving an Ordinance authorizing a
Budget Adjustment to fund the City's Portion of Sewer Improvements in conjunction with the
Development of the Homestead Subdivision. First and Final Reading (B. James/B. James)
The following was read into record:
ORDINANCE NO. 16 -T -44
AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING A BUDGET ADJUSTMENT TO FUND THE CITY'S PORTION OF
SEWER IMPROVEMENTS IN CONDUCTION WITH THE DEVELOPMENT OF
THE HOMESTEAD SUBDIVISION; REPEALING ALL ORDINANCES OR PARTS
OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE; DECLARING AN
EMERGENCY AND PROVIDING AN EFFECTIVE DATE
Mayor Carpenter recognized Executive Director Brian James who stated the developer of the
Homestead project on IH -3 5 and Schwab Road is in the process of constructing the first
phases of the Homestead development. As part of that they are constructing a sewer lift
station and force main improvements. Rather than have them size the improvements to only
serve their development, they agreed to size the improvements to serve other properties
outside of the boundaries of the Homestead development that do not currently have sewer
service. Given the limited space available for sewer lines, it benefits the City to not have each
development run parallel lines. This also reduces the City's costs associated with operating
multiple smaller lift stations. The cost to the City for this increased capacity is $326,180.52.
The improvements will be constructed in two phases. The next item on the agenda is the
associated agreement with the developer.
As this area of northern Schertz grows, other properties around the Homestead development
will require sewer services. Partnering with a private developer in anticipation of future needs
is a proactive way to respond to growth & development pressures. Approval of this ordinance
will provide funds for the City to enter into the Subdivision Improvement Agreement with the
developer of Homestead that obligates the City to participate in the cost of the sewer
improvements up to $326,180.52. This budget adjustment will authorize the funds to be spent
from the Sewer Fund Balance.
Mayor Carpenter recognized Mayor Pro-Tern Edwards who moved, seconded by
Councilmember Crawford to approve Ordinance No. 16 -T -44, first and final reading. The
vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez,
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Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion
passed.
8. Resolution No. 16 -R -96 — Consideration and/or action approving a Resolution for a
Subdivision Improvement Agreement and Parkland Development Agreement with the
developer of the Homestead Development. (B. James)
The following was read into record:
RESOLUTION NO. 16 -R -96
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING AN AGREEMENT WITH THE DEVELOPER OF THE
HOMESTEAD SUBDIVISION PROJECT FOR CONSTRUCTION OF PUBLIC
IMPROVEMENTS AND PARKLAND IMPROVEMENTS.
Mayor Carpenter recognized Executive Director Brian James who stated the developer of the
Homestead residential project, located generally at IH -35 and Schwab Road, is in the process
of constructing the first phases of the project. As part of the development of the project, the
developer is making sewer improvements including constructing a sewer lift station and
extending offsite sewer lines. The proposed lift station and lines provide capacity for other
properties which is a benefit to these properties that are outside of the Homestead project and
to the City. As such, the City is seeking to participate in the construction of these
improvements by providing additional funding so that capacity is available to serve other
properties.
In order to have the construction done in the most efficient and cost effective manner, ILF N-
T Owner, LP, the developer of the Homestead project, has agreed to size the improvements to
serve other properties and have the City provide reimbursement of the costs. The agreement
also allows the developer to file the plats for Homestead prior to certain landscaping
improvements and the sewer improvements being accepted, on the condition they provide
surety to ensure funds are available to pay for the improvements. It also requires the developer
to pay for any costs associated with pump and haul until the sewer improvements are made.
The other agreement outlines the requirements and timing of park improvements.
The cost for construction of the various sewer improvements which will be made in two
phases to be reimbursed to the Developer is $326,180.52 and will be paid for from the Sewer
Fund. Staff recommends approval. Mr. James addressed comments and questions from
council.
Mayor Carpenter recognized Councilmember Thompson who moved, seconded by
Councilmember Kiser to approve Resolution No. 16 -R -96. The vote was unanimous with
Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser
and Crawford voting for and no one voting no. Motion passed.
9. Resolution No. 16 -R -93 - Consideration and/or action approving a Resolution naming the
San Antonio Express News as the City of Schertz Newspaper of Record. (B. Dennis/B.
Dennis)
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The following was read into record:
RESOLUTION BY E COUNCIL OF OF
DESIGNATING OFFICIAL NEWSPAPER AND 1 MATTERS
CONNECTION 1 '
Mayor Carpenter recognized City Secretary Brenda Dennis who stated Ordinance No. 78 -M-
22 requires the City Council, by Resolution, to designate a public newspaper of general
circulation in the City of Schertz as the City's official newspaper.
On December 7, 2016, the City was notified by San Antonio Express -News Legal Coordinator
Cynthia Castillo that the Daily Commercial Recorder, which was our official newspaper of
record, would cease publication permanently effective December 30, 2016.
City Staff solicited information regarding pricing and publication frequency from The San
Antonio Express -News, the Northeast Herald and the Seguin Gazette. Based upon the
information gathered and speaking to all departments who publish legal notices the best
interest is to name the San Antonio Express News as the City of Schertz newspaper of record.
The Northeast Herald only publishes once per week which would likely extend the time for
many development projects to obtain approval. Additionally, this limits the ability for staff to
seek approval of items on short notice. The Seguin Gazette is received as a subscription by
approximately 70 residents/businesses. While the cost to publish in the San Antonio Express
News on days other than Wednesday are significantly more, it is recommended that all
departments try and take advantage of a Wednesday publication if timelines permit which will
allow for additional savings. Additionally, the Planning Department will consider passing on
the fee increase to developers.
Although this item has already been.budgeted for the 2016 -17 fiscal year, a budget adjustment
might be necessary to cover any overages at the end of the fiscal year for legal advertising.
We understand the costs to publish in the San Antonio Express News is as listed below:
On average, the cost to publish in the Daily Commercial Recorder was generally $2.34 per
line. Staff recommends approval of Resolution No. 16 -R -93 designating the San Antonio
Express -News as the City of Schertz newspaper of record beginning December 22, 2016.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Gutierrez to approve Resolution No. 16 -R -93. The vote was unanimous
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Service
Standard Prices
-Frequency
Daily
Per line
$14.49
Daily
$202.86 per col. inch
Sunday
Per line
$17.08
Sunday
$239.12 per col. inch
Wednesday
Per line
$3.25
Wednesday
$ 45.50 per col. inch
On average, the cost to publish in the Daily Commercial Recorder was generally $2.34 per
line. Staff recommends approval of Resolution No. 16 -R -93 designating the San Antonio
Express -News as the City of Schertz newspaper of record beginning December 22, 2016.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Gutierrez to approve Resolution No. 16 -R -93. The vote was unanimous
12 -20 -2016 Minutes Page - 11 -
with Mayor Pro -T'em Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson,
Kiser and Crawford voting for and no one voting no. Motion passed.
10. Resignations and appointments to the various City Boards, Commissions and
Committees — Consideration and/or action regarding resignations and appointments to
the Board of Adjustment, Economic Development Corporation, Parks &
RecreationPlanning and Zoning, and the Transportation Safety Advisory Board.
(Mayor /Council/B.Dennis)
Mayor Carpenter recognized City Secretary Brenda Dennis who stated as a result of the recent
city election the City Secretary's office has received resignations from Angelina Kiser from
Economic Development Corporation (EDC), Mark Davis from Parks & Recreation Advisory
Board and Transportation Safety Advisory Commission (TSAC) and Bert Crawford from the
Planning and Zoning Commission (P & Z), as they are now serving on Council.
Current Boards, Commission and Committee vacancies:
Board of Adjustment (BOA)
Economic Development Corporation
Historical Preservation Committee
Parks & Recreation Advisory Board
Planning & Zoning Commission
Transportation Safety Advisory Commission
1 Alternate Position
2 Regular Positions
1 Regular Position
2 Regular and 2 Alternate Positions
1 Regular Position
1 Regular and 2 Alternate Positions
Various applications were received from new and existing members. Applications were
presented to the Interview Committee on Thursday, December 8, 2016 and interviews were
conducted.
As a result of the meeting, the following recommendations for appointments are being
presented to Council from the Interview Committee for approval:
BOA —1 Alternate Position Available - New Applicant — Mr. Danny Sale
• EDC — 2 Regular Positions Available—
Regular: New Applicant — Mrs. Mireille Ferdinand - Herculem
Regular: Mr. Mark Tew (Mark will also continue to serve on TSAC as a regular
member until more applications come in).
• Parks & Recreation — 2 Regular and 2 Alternate Positions available:
Regular: Dr. Ronald Washington
Regular: Phillip Rowland (Phillip Rowland currently serves as a regular member of
TSAC, he will be moved as an Alternate on TSAC)
Alternate: Former Councilmember Jim Fowler
12 -20 -2016 Minutes Page -12 -
1 Alternate position still available
• Planning and Zoning — 1 Regular Position Available
Regular: Glen Outlaw (Glen Outlaw currently serves as a regular member of TSAC
and will remain until we received more applications.)
Transportation Safety Advisory Board — 2 Regular and 2 alternates open
Regular: New Applicant — John Correu
Regular: New Applicant — Paul Ryson
Alternate: Phillip Rowland (Move him from regular position)
1 Alternate position still available
Staff recommends ratifying the resignations of Angelia Kiser, Mark Davis and Bert Crawford
and ratifying the following appointments:
Mr. Danny Sale — Alternate member to the Board of Adjustment
Mrs. Mireille Ferdinand - Herculeum — and Mr. Mark Tew — Regular Members to the
Economic Development Corporation Board of Directors
Dr. Roland Washington and Mr. Phillip Rowland — Regular Members to the Parks &
Recreation Advisory Board and Mr. Jim Fowler — as an Alternate Member
Mr. Glen Outlaw — Regular Member to the Planning & Zoning Commission
Mr. John Correu and Mr. Paul Ryson — Regular Members to the Transportation Safety
Advisory Commission and move Mr. Phillip Rowland from a regular member to an alternate
member.
Mayor Carpenter made a motion from the chair and was seconded by Mayor Pro -Tem
Edwards to approve the resignations and appointments as presented. The vote was
unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson,
Thompson, Kiser and Crawford voting for and no one voting no. Motion passed.
11. City Council Liaison Position Appointments — Consideration and/or action regarding
appointments to the various City Council Liaison Positions. (B. Dennis/D. Schmoekel/Mayor-
Council)
Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who stated during the
December 6, 2016 City Council meeting, councilmembers exchanged dialogue in regard to
their interest in volunteering to serve as a liaison on the boards /committees that currently have
VNIrW"zbir -3
The following councilmembers have offered to serve on the following boards /committees:
1. Animal Control Advisory Committee — Councilmember Ralph Gutierrez
2. Sweetheart Advisory Group — Councilmember Angelina Kiser
3. Schertz Housing Authority Board — Councilmember Mark Davis
12 -20 -2016 Minutes Page - 13 -
4. Schertz Seguin Local Government Corporation (SSLGC) — Councilmember
Bert Crawford
5. Interview Committee for Appointments to City Boards and Commissions —
Councilmembers Mark Davis and Bert Crawford
6. Lone Star Rail District Board — Councilmember Ralph Gutierrez
7. TIRZ II Board— Councilmember Ralph Gutierrez
8. Investment Advisory Committee — Councilmember Ralph Gutierrez
Mayor Carpenter recognized City Manager John Kessel who stated they need to think of these
appointments as either committees or board appointments or liaison appointments. Each one is
serving in a slightly different manner. For example, the Animal Control Advisory Committee
is a state mandated board so the councilmember of that board is an actual appointed
committee member who participates as required by the state as a municipal official. Another
one is the Schertz Housing Authority Board, which would be the actual board member
position. The Interview Committee is a committee appointment, Lone Star Rail is a board
member, TIRZ Board is a board member, and the Investment Committee is a committee
member. That leaves the Schertz Sweetheart Advisory Group as a liaison and the SSLGC
member as a liaison. Some information that we will be getting into a little bit more in the next
month or so with council orientation training does define those roles more particularly.
Mayor Carpenter stated there was an earlier time when they had members of council selected
as liaisons to nearly every board committee, and commission we had in the city. They stopped
doing that for a number of reasons and a big part of that had to do with issues of transparency.
Undue influence is something we have to be careful about. We need to be careful about how
we engage in roles to maintain transparency. However, a lot of changes have been made
through the years, a lot of which has come from the city's legal counsel.
Councilmember Kiser stated she had volunteered for the Sweetheart Advisory Group and
would have appreciated a more in -depth description of what these different roles were about.
They were asked two weeks ago to serve and we did not receive any information on this.
Mayor Carpenter stated in the past they have always approached this area very loosely and we
have not gotten to a place where we have had any written process or discipline about how to
go about it. It may be time to do it and put together a process and offer some definition.
Councilmember Kiser stated she felt she did not want to be tied to this without having more
detailed information. Mayor Carpenter suggested they work on this between now and their
workshop in January and talk about this matter as a group during the workshop.
Councilmembers all agreed to do so.
No action was taken on this item.
12. Ordinance No. 16 -T -41— Consideration and/or action approving an Ordinance authorizing
a Budget Adjustment to provide for new sidewalks and trails. First Reading (B. James /C.
VanZandt/L. Shrum)
The following was read into record:
12 -20 -2016 Minutes Page - 14 -
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Mayor Carpenter recognized Director of Parks, Recreation and Community Services Chuck
VanZandt and Assistant Director Lauren Shrum who stated The Transportation Alternatives
Program receives funds from the Federal Highway Administration and provides federal
funding to local governments that are enhancing pedestrian safety and enhancing connectivity
through alternative transportation methods such as walking and bicycling. TA funds can be
used for the construction of sidewalks, trails, greenways, bike lanes and associated amenities
such as trail lighting, crosswalk improvements, and pedestrian safety signage.
On October 27, 2016, Lauren Shrum, Asst. Director of the Parks, Recreation, and Community
Services Department attended a Transportation Alternatives (TA) Fund Workshop hosted by
the Alamo Area Metropolitan Planning Organization ( AAMPO) and the Texas Department of
Transportation (TxDOT) covering the processes associated with the application for federal
funding. Staff was contemplating applying for funds to construct sidewalks /trails along Live
Oak Road and Wiederstein Road to connect the hike and bike trails on Schertz Parkway with
the new sidewalks along FM 3009 to increase connectivity and create a loop system for
runners.
In the AAMPO Workshop applicants were encouraged to meet with the appropriate TxDOT
district official first to verify the project proposal was eligible before a significant amount of
staff time was spent preparing an application for funding. TxDOT officials agreed that the
project proposal fit the criteria for submittal and encouraged staff to submit for the TA funds.
On November 15, 2016, staff met with Mark Mosley and Darcie Schipull (from TxDOT) in
order to introduce themselves to the key administrators of the program and provide them with
the details of the program being proposed by the Parks, Recreation, and Community Services
Department of the City of Schertz.
The TxDOT officials noted that key aspects of the scoring criteria were present in our
proposal such as — (1) the proposed project is in alignment with the Parks and Recreation
Master Plan and the .City Master Thoroughfare Plan, (2) the proposed project completes
sidewalk/trail gaps between the Schertz Parkway and FM 3009 along Live Oak Road and
Wiederstein Road, (3) the proposed project enhances pedestrian safety, and (4) the proposed
project improvements serve high demand pedestrian generators (i.e. schools, parks, libraries
within close proximity.)
The Transportation Alternatives Program is a reimbursable program but all project
development costs, and a local 20% contribution match, are the responsibility of the
implementing agency. The AAMPO also requires project proposals to have a minimum
construction cost of $1,000,000. The City's commitment/match must be in place and
approved by City Council Ordinance as one of the key criteria in pursuit of the funding. As
such staff is requesting a budget adjustment for $250,000 to apply for these funds. Staff
anticipates seeking approval of a resolution to apply for the funds at the January 10, 2017
meeting.
12 -20 -2016 Minutes Page - 15 -
Our goal here this evening is to approve Ordinance 16 -T -41 authorizing a budget adjustment
and use of funds from the fund balance to be utilized to leverage $800,000 from the
Transportation Alternatives Program to construct sidewalks along Live Oak Street from
Schertz Parkway to FM 3009 and complete the decomposed granite trail section from Schertz
Parkway to Wiederstein Road along the LCRA easement to complete connectivity all the way
to FM 3009.
The community will benefit with the construction of sidewalks along both sides of Live Oak
Road to fill in gaps in connectivity from the Schertz Parkway to FM 3009 in central Schertz
will enhance pedestrian safety in an area with many high demand pedestrian generators. The
area is frequently utilized by pedestrians going to and from Clemens High School, the Schertz
Library, the Schertz Dog Park, and the Schertz Skate Park.
Construction of the decomposed granite trail from the Schertz Parkway northeast along the
LCRA easement to Wiederstein Road and across to Forest Ridge Park in north Schertz will
enhance pedestrian safety for the many recreational users of the Forest Ridge Trail and the
Schertz Parkway sidewalks and allow full pedestrian connectivity between Schertz Parkway
to FM 3009.
The project will complete a full circuit — Schertz Parkway to Wiederstein Road to FM 3009 to
Live Oak Road and back to Schertz Parkway — and allow continuous connectivity between
two major arterials in heart of the City of Schertz.
We will need $250,000 to provide the City's 20% contribution for the proposed construction
costs plus all project development costs. Staff is requesting these funds be allocated from the
City's fund balance in order to be able to apply for the funding, but with the intent that the
anticipated CO bond issuance in early 2017 provide $250,000 in funds that will actually be
used for this project rather than lowering the City's fund balance. Staff recommends approval.
Councilmember Larson thanked staff for their efforts and passion in bringing this forward.
Mr. VanZandt and Ms. Shrum addressed comments and questions from council.
Mayor Carpenter recognized Councilmember Thompson who moved, seconded by
Councilmember Larson to approve Ordinance No. 16 -T -41, first reading. The vote was
unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson,
Thompson, Kiser and Crawford voting for and no one voting no. Motion passed.
13. Resolution No. 16 -R -91— Consideration and/or action approving a Resolution authorizing
contracts with Lockwood, Andrews & Newnam, Inc., totaling no more than $150,000 for the
design of the Cibolo Creek Bridge Project and various separate and unrelated Engineering
Services during the 2016 -2017 Fiscal Year. (D. Wait/K. Woodlee /J. Hooks/D. Letbetter)
The following was read into record:
RESOLUTION NO. 16 -R -91
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING CONTRACTS WITH LOCKWOOD, ANDREWS, AND NEWNAM,
12 -20 -2016 Minutes Page - 16 -
INC., TOTALING NO MORE THAN FOR THE DESIGN OF THE CIBOLO
CREEK BRIDGE PROJECT SEPARATE UNRELATED
ENGINEERING SERVICES DURING THE 2016-2017 FISCAL YEAR AND OTHER
MATTERS IN CONNECTION THEREWITH
Mayor Carpenter recognized Public Works Manager Doug Letbetter who stated Lockwood,
Andrews & Newnam, Inc. (LAN) was awarded a three -year agreement for On -Call
Engineering Services via Resolution 14 -R -55. The City's practice is to seek authorization
from Council when expenditures with a vendor exceed $50,000 in one fiscal year. The City
has several projects coming up (outlined below) for which professional engineering services
will be required, and LAN is qualified to provide such services.
Additionally, the Engineering and Public Works Departments have a periodic need for
engineering and/or surveying services with very limited scope. It is desired that Staff have the
ability to request consulting services to be provided and invoiced on an hourly basis as
needed.
Staff wishes to contract with LAN for the following projects:
Proposed Proiects Amount
Cibolo Creek Bridge Project $71,640 (50% to be reimbursed by Cibolo)
Fire/EMS Oil -Water Separator $20,620
Oak Forest Drainage $5,800
Miscellaneous Tasks $51,940
The total of known, proposed projects equals $98,060 (of which $35,820 will be reimbursed
by Cibolo). Staff is requesting approval for expenditures totaling no more than $150,000 to
allow for the City to contract with LAN for the known proposed projects and to have the
ability to contract with LAN for up to an additional $51,940 for unexpected minor consulting
tasks that may arise during this fiscal year.
Funds are budgeted and available for the not -to- exceed amount of $150,000 for the known
proposed projects. Any currently unknown tasks that exceed current budget amounts will be
appropriately funded and proper procedures for any necessary budget adjustments will be
followed prior to any work being authorized. Staff recommends that Council authorize the use
of LAN for engineering and surveying services as needed for the 2016 -2017 Fiscal Year in an
amount not to exceed $150,000. -
Mayor Carpenter recognized Mayor Pro -Tern Edwards who moved, seconded by
Councilmember Thompson to approve Resolution No. 16 -R -91, on the condition that council
be notified when the reimbursement from Cibolo is paid back. The vote was unanimous with
Mayor Pro -Tem Edwards, Councihnembers Davis, Gutierrez, Larson, Thompson, Kiser
and Crawford voting for and no one voting no. Motion passed.
14. Resolution No. 16 -R -88 — Consideration and/or action approving a Resolution authorizing an
Interlocal Agreement with City of Cibolo to share costs associated with the demolition and
replacement of the bridge at Lower Seguin Road and Cibolo Creek. (D. Wait/J. Hooks/D.
Letbetter)
12 -20 -2016 Minutes Page - 17 -
The following was read into record:
Mayor Carpenter recognized Public Works Manager Doug Letbetter who stated in June, 2016
it was discovered that the low water crossing on Lower Seguin Road where it crosses the
Cibolo Creek was structurally unsound. This low water crossing is at the city limits of Cibolo
and Schertz and is at the Bexar and Guadalupe County Lines. The crossing closed on June 28
and work began on alternatives to replace this low water crossing. After two meetings with
the City of Cibolo, Guadalupe County and Bexar County representatives, it has been agreed
that the most cost effective solution is to replace the current structure with a new structure
constructed of 2 4'X3' drainage boxes. This project will provide improvements to the low
water crossing by increasing the water flow capacity from 105 cfs to 155 cfs and increase the
roadway width from approximately sixteen feet to twenty -two feet. This will increase the
safety of the traveling public as they meet each other at the crossing. Although not a
tremendous improvement in flow, this new structure will result in fewer closures of this low
water crossing.
Due to the usage of this crossing by commuters on a daily basis from both Cities as well as a
route for SCUCISD students and staff to reach Corbett Junior High both Cities are taking on
the commitment to replace this crossing. Both counties have made a verbal commitment to
assist with this replacement; however, those written agreements are still in negotiations.
The estimated cost of replacement is $440,000 and both Schertz and Cibolo will share this
equally. Any other support from our county partners will equally reduce the total of which
each City is responsible. Prior to entering into an inter -local agreement, a budget adjustment
must be accomplished by ordinance.
Council has approved a budget adjustment for this project to be completed from the City's
Drainage Fund. This inter local agreement is the next step towards completing this project.
The expected total cost of the project is approximately $440,000. The final design and
construction costs are unknown until the project is bid. As a result, Staff is recommending a
10% contingency be included with this budget adjustment for an overall total of $484,000.
This project will be funded from the Schertz Drainage Fund Balance that has a $939,271
balance as of September 30, 2016. No fee increase or change in the FY 2016 -17 Operating
Budget will be necessary. Per this agreement, the City's final obligation should be
approximately $242,000 less any dollars or services in kind contributed by Bexar and/or
Guadalupe County.
Staff recommends that the City Council approve this resolution authorizing the City Manager
to enter into a cost sharing inter local agreement with the City of Cibolo for the demolition
12 -20 -2016 Minutes Page - 18 -
and reconstruction of this low water crossing. The City will be taking the lead on this project
with Cibolo and any other partners reimbursing the City for costs expended per inter local
agreements currently under negotiation.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Larson to approve Resolution No. 16 -R -88. The vote was unanimous with
Mayor Pro -Tem Edwards, CouncHmembers Davis, Gutierrez, Larson, Thompson, Kiser
and Crawford voting for and no one voting no. Motion passed.
15. Resolution No. 16 -R -94 — Consideration and/or action approving a Resolution authorizing
a revised City of Schertz Investment Policy. (B. James /J, Walters)
The following was read into record:
RESOLUTION NO. 16 -R -94
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
AUTHORIZING A REVISED CITY OF SCHERTZ INVESTMENT POLICY AND
STRATEGY.
Mayor Carpenter recognized Acting Finance Director James Walters who stated the
Investment Policy of the City of Schertz outlines the processes the City uses to determine its
investment strategy. Much of the policy is outlined by the Public Funds Investment Act which
ensures public entities make safe choices as to how they invest. The top priority with regards
to investable public funds in both the Act and in the City Policy is the safety of the funds
invested. This means low risk investments that can be easily withdrawn in the event the City
needs funding. The City of Schertz Investment Policy requires an annual reaffirmation by City
Council. On December 14, 2016, the Investment Advisory Committee reviewed and voted to
send the policy to council with proposed changes for consideration.
City Staff and the Investment Committee recommend Council approve the Investment Policy
with the following changes outlined in the markup document attached. Most the changes are
to clean up and clarify sections of the document but do not significantly alter the requirements
on the City. For example, one change includes naming the other investment officers and not
just the City Manager as responsible parties and reducing the amount of duplicate terminology
seen throughout the document.
The Investment Strategy was also changed to shorten the maximum maturity of investment
instruments from 5 years to 3 and the weighted average maturity of the portfolio from 4.5
years to 1 year or less. There will not be any fiscal impact. The Investment Committee
recommends approval. Mr. Walters addressed comments and questions from council.
Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Mayor
Pro -Tem Edwards to approve Resolution No. 16 -R -94. The vote was unanimous with
Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser
and Crawford voting for and no one voting no. Motion passed.
16. Ordinance No. 16 -T -43 — Consideration and/or action approving an Ordinance authorizing
the City Manager to enter into an agreement for the Purchase of one (1) Fire Apparatus and
12 -20 -2016 Minutes Page - 19 -
associated equipment and adjust the FY2016 -17 Budget. First and Final Reading (D.
Wait/D. Covington/K. Long)
The following was read into record:
Mayor Carpenter recognized Assistant Fire Chief Kade Long who stated the Citizens of
Schertz voted on November 3, 2015 to approve General Obligation Bonds to construct a new
Fire Station. This new station will require one (1) new fire apparatus to be the frontline
response vehicle at the new station, Station Three.
Staff recommends the purchase of the fire apparatus at this point and time due to the length of
construction time typically required for completion. In addition, staff is recommending early
purchase of the apparatus due to a 3% increase in the total cost of the apparatus beginning
January 1, 2017 and a prepay discount totaling $51,945 in combined savings. Total cost of the
fire apparatus and equipment is estimated to be $950,000 after the two discounts are applied.
Schertz Fire recently accepted delivery of a new custom fire apparatus for Station 2 from
Pierce Manufacturing. As Schertz Fire Department grows, it becomes increasingly important
to maintain consistency throughout the department in order to maintain operational readiness.
Therefore, it is the goal of staff to maintain a very similar cabin design, pump panel controls,
and compartment functionality. It is also the goal of staff to ensure that apparatus engines are
built by the same manufacturer with roughly the same horsepower. Equipment consistency
increases the efficiency of operational readiness. After discussions with Fleet Maintenance,
staff recommends engine consistency will also increase efficiency in Fleet Services.
This fire apparatus will serve in a frontline status for approximately ten years. After which
time, it will transition into a reserve status. A fire apparatus in reserve status is used when
maintenance is needed on the frontline apparatus.
In order for the fire apparatus to be operational once it is delivered, there is approximately
$200,000 worth of equipment necessary to outfit the vehicle for emergency response duties.
The engine will cost approximately $750,000 and the equipment will cost approximately
$200,000 for a total not to exceed amount of $950,000 for a fully equipped and operational
fire engine. The equipment includes radios, computers, breathing apparatus, cardiac
monitor /defibrillator, vehicle extrication tools, firehose, nozzles and various other rescue and
firefighting tools and equipment.
Staff is also recommending Council to move forward on this ordinance, declaring an
emergency and approving this budget adjustment in one (1) reading in order to take advantage
of the cost savings that are available prior to January 2017.
12 -20 -2016 Minutes Page - 20 -
In the past, staff has accomplished these purchases with a resolution to enter into the
agreement with the funding of the purchase previously approved in the budget process.
However while preparing for this purchase, staff feels that Council will need further time to
determine the final funding source of this fire apparatus and equipment in early 2017 and as
such, we are requesting a budget amendment to spend General Fund Balance dollars
immediately in order to realize the $51,945 savings from discounts.
When Council considers future CO bonds in early 2017, more information will be available as
to the amount of 2016/17 GO bonds for Fire Station 3 that could be available towards this
purchase or if CO bonds are the more appropriate tool or if the purchase should remain out of
the General Fund Balance.
Lastly, the City's practice is to seek authorization from Council when expenditures with a
vendor exceed $50,000 in one fiscal year. This purchase is being done with Siddons -Martin
Emergency Group, the Texas dealer for Pierce Fire Apparatus, in conjunction with a
cooperative purchasing program. Siddons - Martin is also a vendor that the Fire Department
uses for some equipment and the firm used for fire apparatus parts and repairs that fall out of
warranty. For this reason, we are also asking to authorize spending in excess of $50,000 with
Siddons -Martin and setting a not to exceed amount of $825,000 to allow for equipment
purchase and apparatus repair throughout the remainder of the fiscal year. A custom fire
engine will be constructed with an estimated completion of approximately 12 months from
contract approval, giving an estimated delivery date of January 2018.
As the community continues to grow, fire service will improve with the purchase of the new
fire apparatus due to increased efficiency in operational readiness. This fire apparatus is
expected to decrease emergency response times for the citizens of Schertz. Authorizing the
purchase before January 1, 2017 and prepaying for the engine will add $51,945 in benefit in
cost savings.
The budget adjustment will be to authorize $950,000 to be spent from the General Fund
Balance. The projected fund balance for FY 2017 would be estimated at $8,309,777 after the
purchase and would be $1,204,040 over the fund balance floor. Staff recommends approval.
Mr. Long and Mr. Covington addressed comments and questions from council.
Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved, seconded by
Councilmember Thompson to approve Ordinance No. 16 -T -43, first and final reading. The
vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez,
Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion
passed.
Roll Call Vote Confirmation
Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who provided the roll call
votes for agenda items 1 -10, 12, 13, 14, 15, and 16. No action was taken on item 11.
17. Announcements by City Manager
• Citizen Kudos
12 -20 -2016 Minutes Page - 21-
• Recognition of City employee actions
• New Departmental initiatives
No further announcements were made.
18. 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 recognized Councilmember Larson who suggested a conversation regarding
a policy level regarding the hotel occupancy and tax fund and the philosophy for the usage of
that. He would like the conversation to be of a wide range nature with an opportunity for new
and creative ideas.
Mayor Carpenter recognized Councilmember Kiser who asked for a report of what is actually
happening out in the Sedona area. She has seen some of the issues like the yards collapsing.
She would like to have this as a future agenda item.
Mayor Carpenter recognized Councilmember Crawford who requested a briefing on the status
and issue surrounding the Sedona batch plant and the expansion thereof.
19. 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 Councilmember Crawford who stated he and Councilmember
Gutierrez went to the AACOG legal meeting last Friday morning and spoke with some
attorneys for three hours. On Sunday afternoon, he also attended Guadalupe County Tax
Collector Assessor Tavie Murphy's retirement party in Seguin.
Mayor Carpenter wished everyone a Merry Christmas and a prosperous New Year and ended
with a quote from the late 1770's as our country was founded: `May agriculture flourish and
may commerce fill our purses.'
Adi ournment
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ATTEST:
Br-6nda Dennis, City Secretary
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