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07-11-2017 MinutesM[19UTES REGULAR MEETING July 11, 2017 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on July 11, 2017, 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 Ralph Gutierrez Councilmember Robin Thompson Councilmember Bert Crawford Staff Present: Executive Director Brian James Assistant to City Manager Sarah Gonzalez Deputy City Secretary Donna Schmoekel Absent: Mayor Pro -Tem Cedric Edwards Councilmember Mark Davis Councilmember Scott Larson Councilmember Angelina Kiser Call to Order — City Council Regular Session City Manager John Kessel Executive Director Dudley Wait City Attorney Charles Zech 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. (Mayor Carpenter) Mayor Carpenter 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: Wednesday, July 12 South Texas Blood and Tissue Center Blood Drive 8:00 AM - Noon Parking Lot of Building # 3 Tuesday, July 18 Chamber Luncheon 11:30 AM, Schertz Civic Center 7 -11 -2017 Minutes I I Page -1- Tuesday, July 25 City Council Meeting 6:00 PM, Council Chambers Friday, July 28 Budget Retreat 8:30 AM — 4:00 PM Fairfield Inn & Suites, 5808 Corridor Loop road, Schertz, TX Filing for Schertz City Council Election Starts Monday, July 24 The City of Schertz will be holding its General Election on November 7, 2017 for the purpose of electing Council Members in Place 3, Place 4 and Place 5 for a three -year term, from November 2017 to November 2020. Any candidate desiring to have his or her name on the Official Ballot shall, no sooner than July 22, 2017, (but since the 22nd falls on a Saturday and City offices are closed) the date moves to Monday, July 24, 2017 and no later than August 21, 2017, file with the City Secretary an application in writing in the form prescribed by the Texas Election Code requesting that his or her name be placed on the Official Ballot and declaring themselves as a candidate. The Candidate packet is available in the City Secretary's office at 1400 Schertz Parkway, Building 2, or it can be found online at www.schertz.com. Should you have any questions, please contact the City Secretary's office at (210) 619 -1030. • Announcements and recognitions by City Manager (J. Kessel) Mayor Carpenter recognized City Manager John Kessel who stated the City's Public Affairs Department (in particular, Linda Klepper, Mary Spence, and Natalie Keaney) did a great job again on the 4t' of July Jubilee and Parade. We even received some high compliments from the Board of San Antonio events manager commending the City of Schertz for having one of the best small town parades they had ever participated in. He again thanked all city staff members for their contributions. New Employee Recognition • EMS — Paramedics Cody Doane, James Mangrum (D. Wait/J. Mabbitt) • Human Resources — HR Generalist Lovie Smith (B. James /J. Kurz) • Engineering —Project Manager Scott McCelland (B.James/K. Woodlee) Each employee was introduced by their Department Director /Supervisor who also provided a brief bio on their staff member. Mayor and Council welcomed everyone. Hearing of Residents • Mr. Eric White, 11301 Highway 46 West, New Braunfels, TX, who spoke in favor of continuing to retain the services of the city manager as he has done an outstanding job the past few years and sometimes folks just get blamed for things that they have no control over. 7 -11 -2017 Minutes Page - 2 - • Ms. Maggie Titterington, 10217 Ivy Horn, who read a couple of letters from local businesses praising the guidance and work of the city manager, his leadership skills, his efforts to implement new processes within the city to make things easier for staff and our customers, and the fact that he listens to the concerns and issues of the local business owners and residents. He has committed himself and his staff to making our city better, more transparent and prosperous. Their recommendation is to continue with the leadership we have in place. Mi. Roy Richard, 3412 Estate Drive, who spoke in favor of retaining the services of City Manager John Kessel stating things are so much better in the city since his arrival; more local businesses are coming into our area and his knowledge, skills and service should be appreciated and retained. Good city managers are rare to find, and once you get one, it is best to hold on to them for as long as you can. Workshop • Update and discussion on City of Schertz Water and Wastewater Rate Plan by Willdan/Economist.com. (D. Wait) Mayor Carpenter recognized Executive Director Dudley Wait who then introduced Wildon/Economist.com Vice - President Dan Jackson. Mr. Wait stated that Mr. Jackson has done our water and waste water rate studies for a number of years already. He will provide information this evening on where we are, what next year looks like and projections for the next five years. He provided some statistics and information as follows: • The average utility has been increasing rates -56% per year. • ASSA expects water & waste water rates in the USA to triple within 15 years. • Many reasons for rate increases are beyond a City's ability to influence. • Cities that jointly share facilities can have lower unit costs. • Conclusion: higher rates are an unfortunate but inevitable fact of life in the USA. In 2015 a rate study was completed and the initial rate plan was adopted. In 2016 the rate plan was adjusted to reflect several cost changes. Our main water supplier, SSLGC increased their costs due to SAWS Tier 2 phase -out. They also increased due to Schertz' assumption of debt costs for the Guadalupe well field. Additionally, the city revised its long -term CIP, which resulted in greater expected levels of debt. In 2017, more changes were made that mostly benefit Schertz. SAWS said they would extend tier 2 water purchases until 2021, thus reducing the expected increases from SSLGC. The Guadalupe project is now forecast to be on line later in 2021. The SSLGC also eliminated the risk premium from their cost of service. The Schertz's FY 2018 utility budget is significantly lower than forecast in the rate study. The City now expects less debt to be issued immediately to fund Capital Improvement Project (CIP) needs. The result is that water and wastewater rate increases for FY 2018 can now be scaled back. 7 -11 -2017 Minutes Page - 3 - Mr. Jackson explained the current water rates for Schertz stating the city charges two types of rates, a monthly minimum charge and it charges a volume rate for every 1,000 gallons of water purchased. The minimum charge is also based on the size of your meter. The larger the meter, the larger the charge. Most customers have a 5/8 -inch meter, which is pretty standard. This size meter costs about $23.19 (inside the city) and $28.09 (outside the city). Then there is also a volume rate, which is $2.86 (inside the city) and $5.96 (outside the city) per 1,000 gallons for the first 6,000 gallons. After that it increases more. This is supposed to encourage water conservation —the more you use, the more you pay. The current wastewater rates include a base charge for residential of $11.16 plus a line maintenance fee of $0.44, plus a User Charge -CCMA of $3.35. The city's average rate payer uses about 10,000 gallons of water per month and about 5,000 gallons of waste water per month. In Schertz, the average bill is $82.34 per month. Compared with other cities around us, we are about average and about $ 5.00 below the state average. Other statistics include: Presently, we have about 13,825 water accounts, growing at about 200 new accounts per year. Most of the water users are from 5/8 -inch meters, mainly residential properties. Water consumption is difficult to predict because of the weather. Also, as the city grows, we will consume more water over the years. Our water is purchased from SSLGC- Gonzales, and SSLGC - Guadalupe which have different associated costs. Our previous rate plan assumed $30 million in CIP debt issued by 2024. However, based on staff discussions, the rate plan is revised to assume $20 million funded in smaller increments over the same period. In regard to our rate plan they are recommending the city adopt a one -year rate plan to be effective in October 2017, the beginning of the next fiscal year. They recommend we adjust our base charge for the 5/8 -inch meter customers from $23.19 to $23.89, plus a 6 to 10 cent increase across the board in your volume rate per 1000 gallons, about a 3% adjustment. On the wastewater side, they recommend a 4- 5% adjustment, taking the base charge of $11.16 to $11.72. They recommend taking the line maintenance fee from 44 cents to 46 cents. The usage charge is going to go up from $3.35 to $3.58. In spite of the forecasts already laid out, they strongly recommend the city do annual updates. Generally speaking, you are looking at about 3 -5% annual adjustments during the next 4 years. Unfortunately, rates are going to increase in the coming years due to uncontrollable factors. However, this is a nonprofit utility and you are only asking your users to pay for the costs associated with providing that service — simply put, to recover your costs. In summary, prudent management by city staff has enabled a magnitude of rate adjustments to be minimized. Secondly, the proposed rate plan will continue to enable this water and wastewater utility to be financially independent and self - sufficient and to invest in the future of utility. Third, due to the uncertain nature of growth, the economy, the weather and supply costs, it is recommended that a one -year rate plan be adopted and annual reviews continue. 7 -11 -2017 Minutes Page - 4 - 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 – Approval of the minutes of the Regular Meeting of June 27, 2017. (J. Kessel/B. Dennis) 2. Excused Council Absences – Consideration and/or action excusing City Council Member absences for the following dates: June 27, 2017. (B. Dennis/Mayor /Council) 3. Resolution No. 17 -R -46 — Consideration and or action approving a Resolution. authorizing the approval of the Bexar Metro 911 budget for Fiscal Year 2018, and other matters in connection therewith. (D. Wait) The following was read into record: RESOLUTION NO. 17 -R -46 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE APPROVAL OF THE BEXAR METRO 911 BUDGET FOR FISCAL YEAR 2018, AND OTHER MATTERS IN CONNECTION THEREWITH 4. Ordinance No. 17 -S -20– Consideration and/or action approving an Ordinance to amend the Schertz Comprehensive Land Plan by changing certain land area designations on the Future Land Use Plan in Northern Schertz. Final Reading (B. James/L. Wood/B. Cox) The following was read into record: ORDINANCE NO. 17 -S -20 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AMENDING THE COMPREHENSIVE LAND PLAN BY CHANGING CERTAIN LAND AREAS TO SINGLE FAMILY RESIDENTIAL DESIGNATION AND CERTAIN LAND AREAS TO COMMERCIAL CAMPUS DESIGNATION ON THE FUTURE LAND USE PLAN. 5. Boards, Commissions and Committee Member Appointments – Consideration and/or action approving the appointment of Mr. Charles Cornelisse as an Alternate Member to the Transportation Safety Advisory Committee. (Mayor /Council/B. Dennis) Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve consent items 1 -5. The vote was unanimous with 7 -11 -2017 Minutes Page - 5 - Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. Discussion Items 6. Ordinance No. 17 -S -21— Consideration and /or action, approving an Ordinance amending the City of Schertz Master Thoroughfare Plan. Final Reading (B. James/K. Woodlee) The following was read into record: ORDINANCE NO. 17 -S -21 AMENDING THE MASTER THOROUGHFARE PLAN OF THE CITY OF SCHERTZ; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE; PROVIDING AN EFFECTIVE DATE; AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized City Engineer Kathy Woodlee who stated she understands this item was not put on consent as it was not a unanimous vote at the last meeting. She stated if anyone had any further questions or comments to make she was available to address them. There were no questions or comments from council. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve Ordinance No. 17 -S -21 final reading. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 7. Resolution No. 17 -R -47 — Consideration and or action approving a Resolution authorizing an agreement for Provisions of Professional Services between the City of Schertz and the Schertz Economic Development Corporation. (J. Kessel/K. Kinateder) The following was read into record: RESOLUTION NO. 17 -R -47 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN AGREEMENT FOR PROVISIONS OF PROFESSIONAL SERVICES BETWEEN THE CITY OF SCHERTZ AND THE CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION, AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Economic Development Corporation Executive Director Kyle Kinateder who stated the service agreement before you provides for all administrative functions that is provided by the City of Schertz to the Economic Development Corporation which is a ' separate entity. This is the second year this service agreement has been in place. For the FY 2017 -2018, the amount is $441,395, which is a 7 -11 -2017 Minutes Page - 6 - 2.5% increase. Mr. Kineteder, Mr. James and Mr. Walters addressed questions from council. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve Resolution No. 17 -R -47. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 8. Resolution No. 17 -R -48 — Consideration and/or action approving a Resolution Authorizing an Interlocal Agreement with the Schertz - Cibolo - Universal City Independent School District for EMS Services. (D. Wait/J. Mabbitt) The following was read into record: RESOLUTION NO. 17 -R -48 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN INTERLOCAL AGREEMENT WITH THE SCHERTZ - CIBOLO - UNIVERSAL CITY INDEPENDENT SCHOOL DISTRICT FOR EMS SERVICES AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized EMS Director Jason Mabbitt who stated that they have had a long relationship with the school district which involves football games, first aid and CPR and felt it was time to make it official with an agreement. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve Resolution No. 17 -R -48. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 9. Ordinance No. 17 -S -23 — Conduct a Public Hearing and consideration and/or action approving an ordinance on a request to rezone approximately 12 acres of land from PH Apartment/Multi- Family Residential District (R -4) to Planned Development District (PDD) located at 3301 FM 3009, Schertz, TX. First Reading (B. James /L. Wood/E. Grobe) The following was read into record: ORDINANCE NO. 17 -S -23 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AMENDING THE OFFICIAL ZONING MAP BY REZONING APPROXIMATELY 12 ACRES OF LAND FROM APARTMENT / MULTI- 7 -11 -2017 Minutes Page - 7 - FAMILY RESIDENTIAL, (R -4) TO PLANNED DEVELOPMENT DISTRICT (PDD). Mayor Carpenter recognized Senior Planner Bryce Cox who provided a map of the said property which has an existing nursing home facility on it. They are requesting a rezoning of the property. On June 21, there was a publication in the San Antonio Express News of the Public Hearing. There were notices mailed out to 65 property owners within 200 feet of the subject property on June 2 prior to the Planning and Zoning Commission meeting. So far, staff has received four responses in favor, two opposed, and one neutral. At the public hearing a couple of people spoke, most of whom had concerns with drainage issues that may be caused by future expansion as well as on- street parking along Ashley Road. The on- street parking issue has also been forwarded to the Transportation Safety Advisory Commission for review. The new zoning will add some changes which will include a modification to allow for an assisted care or living facility to be there. Additionally, they have requested to modify for some design requirements, such as some screening and buffering between non - residential and multi - family properties to include single family residential. Currently the Unified Development Code requires an 8 -foot masonry wall with a 20 -foot wide landscape buffer with trees and shrubs. They are proposing to eliminate the 8 -foot masonry wall requirement, increase the buffer (double its size) and increase the planting requirement. Staff feels the request for zoning change is very compatible and appropriate for this area. The Planning and Zoning Commission forwarded a recommendation for approval on June 14 after a Public Hearing and approved this item with a unanimous vote. Staff also supports this recommendation as it is consistent with the goals and objectives of the Comprehensive Land Use Plan and the existing land use conditions plans in the surrounding area. Mayor Carpenter opened the public hearing and the following spoke: • Mr. Grumpy Azzoz, 528 Wayward Pass, who expressed his concerns with traffic entering or exiting Ashley Oak Drive. There is also an abundance of cars parked on both sides of the road. Are there plans to widen the road? With parked cars on both sides of the street there is only room for one vehicle to pass through at a time. Mayor Carpenter closed the public hearing and invited the applicant, CEO of Trinity Healthcare, LLC, Ryan Harrington to come forward and address the concerns. Mr. Harrington stated that the facility has been there a number of years already and they plan to expand it by adding 30 more private rooms, a therapy space, living and dining spaces as well as 24 more parking spaces. There will also be an additional conference area, walking paths and outdoor living space. It will take another 6 -12 months for construction to begin and a couple of years to complete. 7 -11 -2017 Minutes Page - 8 - In regard to the parking issue, it is an issue. They went out one day in June and counted 23 cars parked along the street. On this same day, he observed they had 21 spaces vacant in their facility's parking lot. There are other businesses on that street and so they feel that the crowded conditions of parking on the street are not solely the result of their facility, but in fact a result of availability in regard to the other businesses. In the plans to add an additional 24 parking spaces for their facility, they are also adding a circle drive that goes all around the building making it easier for people to access the parking lot who are staff members of the facility as well as visitors for the residents of the facility. Mr. Harrington provided a floor plan of the new proposed additions for council to view. He stated Trinity Healthcare, LLC is the operator and Omega Healthcare Investors is the owner of the facility who own about one thousand facilities throughout the country. Trinity Healthcare operates about 20 facilities throughout Texas. He showed council some pictures of the improvements made at other facilities which will be indicative of what will be done here at the facility in Schertz. Mr. Harrington and Mr. James addressed comments and questions from council. Mayor Carpenter recognized Councilmember Kiser who moved, seconded by Council member Thompson to approve Ordinance No. 17 -S -23 first reading. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 10. Ordinance No. 17 -A -25 — Consideration and/or action approving an Ordinance confirming and approving a boundary agreement establishing the municipal boundary between the City of Schertz and the City of Cibolo for property located within the Homestead development. First Reading (B. James/L. Wood/B. Cox) The following was read into record: ORDINANCE NO. 17 -A -25 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ CONFIRMING AND APPROVING A BOUNDARY AGREEMENT ESTABLISHING THE MUNICIPAL OUNDARY BETWEEN THE CITY OF SCHERTZ AND THE CITY OF CIBOLO; AND PROVIDING AN EFFECTIVE DATE. Mayor Carpenter recognized Senior Planner Bryce Cox who showed a map of the area. The Homestead master plan (previously known as Nortex Farms) was originally approved on June 17, 2014 as part of the adoption of the Planned Development District (PDD). This master planned development covers approximately 667 acres, with approximately 433 acres being in Schertz and 234 acres in Cibolo. A future collector roadway that is oriented east/west is to be located near the current boundary between the two cities. The staff from both cities and the developer agree that adjusting the boundary between the two cities to 7 -11 -2017 Minutes Page - 9 - follow the proposed road will be beneficial to both cities as it will serve to clearly mark the city limits, identify roadway maintenance responsibilities, and keep areas in Homestead from being split between the cities. The goal of this boundary agreement is to adjust the city limits between the City of Schertz and the City of Cibolo to follow the east west collector road that is planned in the Homestead Master Development Plan. Staff recommends approval of Ordinance 17 -A -25 adjusting the boundary in this area so that the city limits will follow the outside edges of the street right -of -way as shown in the attached exhibit. Schertz would be transferring approximately 1.093 acres of land to Cibolo and Cibolo would be transferring approximately 9.432 acres of land to Schertz. There are no planner[ developable lots being transferred in this agreement. The areas being transferred out of Schertz into Cibolo are shown on the master plan to be right -of -way. The areas being transferred out of Cibolo into Schertz are shown on the master plan to be right -of -way, private park/open space, and a narrow frontage portion of the townhome section of the Homestead development. The boundary agreement would place the roadway section east of the round -a -bout in Schertz' city limits and the city would be responsible for future maintenance of the road. The round -a -bout and roadway section to the west would be in Cibolo's city limits. The split section ownership of the roadway provides for clear ownership of the roadway and allows each city to bear part of the responsibility for future roadway maintenance. Mr. Cox addressed comments and questions from council. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve Ordinance No. 17 -A -25 first reading. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 11. Resolution No. 17 -R -50 — Consideration and/or action approving a Resolution authorizing a one -year extension of the On -Call Engineering Services Master Agreement for professional services with Cobb, Fendley & Associates, Inc. (B. James/K. Woodlee) The following was read into record: RESOLUTION NO. 17 -R -50 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AND APPROVING A ONE -YEAR EXTENSION TO THE ON CALL ENGINEERING SERVICES MASTER AGREEMENT WITH COBB, FENDLEY & ASSOCIATES, INC., AND ALL MATTERS IN CONNECTION THEREWITH 7 -11 -2017 Minutes Page -10 - Mayor Carpenter recognized City Engineer Kathy Woodlee who said this item and the next three are for renewing contracts with four of our current on -call consulting firms that we hired three years ago to provide engineering services on various city projects. We have had a great deal of success with these entities and the contracts allow for council to extend the contracts for one more year twice for each firm. We see no reason to change in midstream and we are requesting authorization to continue with these contracts. Ms. Woodlee addressed comments and questions from council. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Gutierrez to approve Resolution No. 17 -R -50. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 12. Resolution No. 17 -R -51 -- Consideration and/or action approving a Resolution authorizing a one -year extension of the On -Call Engineering Services Master Agreement for professional services with Ford Engineering Inc. (B. James/K. Woodlee) The following was read into record: RESOLUTION NO. 17 -R -51 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AND APPROVING A ONE -YEAR EXTENSION TO THE ON CALL ENGINEERING SERVICES MASTER AGREEMENT WITH FORD ENGINEERING, INC., AND ALL MATTERS IN CONNECTION THEREWITH There were no questions or comments from council on this item. Mayor Carpenter recognized Councilmember Larson who moved, seconded by Councilmember Thompson to approve Resolution No. 17 -R -51. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 13. Resolution No. 17 -R -52 -- Consideration and/or action approving a Resolution authorizing a one -year extension of the On -Call Engineering Services Master Agreement for professional services with Lockwood, Andrews & Newnam, Inc. (B. James/K. Woodlee) The following was read into record: RESOLUTION NO. 17 -R -52 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AND APPROVING A ONE -YEAR EXTENSION TO 7 -11 -2017 Minutes Page - 11 - THE ON CALL ENGINEERING SERVICES MASTER AGREEMENT WITH LOCKWOOD, ANDREWS & NEWNAM, INC., AND ALL MATTERS IN CONNECTION THEREWITH There were no questions or comments from council on this item. Mayor Carpenter recognized Councilmember Crawford who moved, seconded by Councilmember Thompson to approve Resolution No. 17 -R -52. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 14. Resolution No. 17 -R -53 — Consideration and/or action approving a Resolution authorizing a one -year extension of the On -Call Engineering Services Master Agreement for professional services with Pape- Dawson Engineers Inc. (B. James/K. Woodlee) The following was read into record: RESOLUTION NO. 17 -R -53 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AND APPROVING A ONE -YEAR EXTENSION TO THE ON CALL ENGINEERING SERVICES MASTER AGREEMENT WITH PAPE - DAWSON ENGINEERS, INC., AND ALL MATTERS IN CONNECTION THEREWITH There were no questions or comments from council on this item. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Gutierrez to approve Resolution No. 17 -R -53. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro-Tern Edwards was absent. Motion passed. 15. Ordinance No. 17 -T -26 — Consideration and or action approving an Ordinance authorizing a budget amendment to fund additional contract inspection services, to provide funding for the Schertz Housing Authority and for EMS community support services. First Reading. (B. James /J. Walters) The following was read into record: ORDINANCE NO. 17 -T -26 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A BUDGET AMENDMENT FUND ADDITIONAL CONTRACT INSPECTION SERVICES, TO PROVIDE FUNDING FOR THE SCHERTZ HOUSING AUTHORITY, TO PROVIDE FUNDING FOR A STONE MONMUMENT 7 -11 -2017 Minutes Page -12 - SIGN, AND FOR EMS COMMUNITY SUPPORT SERVICES; REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE; AND PROVIDING AN EFFECTIVE DATE Mayor Carpenter recognized Finance Director James Walters who stated this item is for a few budget adjustment items. Staff is proposing to amend the budget to increase the General Fund Budget by $172,000, $167,000 for inspection contract services and $5,000 to support the Schertz Housing Authority, and recognize an additional $172,000 in permit revenues coming in over budget to offset the increase. Parkland Dedication needs to increase its budget to fund the Rhine Valley stone monument sign out of its fund balance. EMS needs to amend the budget to also increase the budget by $75,545 for community support services and to recognize and additional $75,545 in revenue generated by the sale and services related to the community support program. Mr. Walters proceeded to explain the processes and circumstances under which staff can request additional budget adjustments during the year. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve Ordinance No. 17 -T -26 first reading. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tern Edwards was absent. Motion passed. 16. Resolution No. 17 -R -49 - Consideration and/or action approving a Resolution authorizing an interlocal agreement for funding assistance for the Schertz Housing Authority. (B. James) The following was read into record: RESOLUTION NO. 17 -R -49 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN INTERLOCAL AGREEMENT WITH THE SCHERTZ HOUSING AUTHORITY, AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Executive Director Brian James who stated at the last council meeting there was a workshop item where they discussed providing some funding to the Schertz Housing Authority, similar to what we have done with other non - profits in the area. The direction from council was for staff to come back with a recommendation of $5,000. This would go to them immediately upon entering into an interlocal agreement and then we would roll $5,000 into the next budget as well and as long as council allows it. The resolution allows staff and the city attorney to work with the housing authority to draft that interlocal agreement. The city manager and the housing director would then execute the agreement and the funds would subsequently be provided. Rather than telling them how to use the money, we would include some reporting requirements where they can come back and indicate what services they provided over the year. This gives them more flexibility. 7 -11 -2017 Minutes Page - 13 - Mayor Carpenter stated we probably should already have done this a while back as the Schertz Housing Authority provides an essential service for us in the city. He appreciates Councilmember Davis bringing this idea forward to us. Mayor Carpenter recognized Councilmember Davis who moved, seconded by Councilmember Kiser to approve Resolution No. 17 -R -49. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tern Edwards was absent. Motion passed. 17. Resolution No. 17 -R -56 - Consideration and/or action approving a Resolution authorizing expenditures with BB Inspections, totaling no more than $180,000 for building inspection services during the 2016 -2017 Fiscal Year and no more than $180,000 during the 2017 -2018 Fiscal Year and other matters in connection therewith. (B. James) The following was read into record: RESOLUTION NO. 17 -R -56 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A CONTRACT WITH BB INSPECTIONS FOR INPSECTION AND PLAN REVIEW SERVICES AND EXPENDITURES WITH BB INSPECTIONS TOTALING NO MORE THAN $180,000.00 FOR BUILDING INSPECTION SERVICES DURING THE REMAINDER OF FY 2016 -2017 AND NO MORE THAN $180,000 FOR FISCAL YEAR 2017 -2018 AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Executive Director Brian James who stated this item was prompted when the contract for temporary services came forward. We had some questions and went back to look at our contract. As background, a couple of years back we began experiencing some significant wait times for permits to be issued and inspections to be conducted. Reasons for this were fluctuations in the pen-nit volumes we had and short staffing issues. When we talked to city council regarding updating the building code a few years ago, we hit upon a few things that were of importance to us. We did not want the quality of plan reviews or the quality of inspections to drop. We felt it necessary to retain a high degree of quality in these areas. Unfortunately, this gave way to more time that was needed to perform and finish the plan reviews. The residential home builders began giving feedback that it was taking too long (45 days) to get a set of plans reviewed. Also, big projects (commercial) take longer and we had experienced some staffing absences due to medical leave. Therefore, we had to utilize the services of a couple of contractors to keep things going. Now, our goal is to always use some degree of contracted services. We have used BB Inspections because they can essentially say we will get our staff out there to help get it done. 7 -11 -2017 Minutes Page -14 - Mr. James introduced Director of Planning and Community Development Lesa Wood who provided information and explanations of how their goals are set. Highlights included: *To provide quality plan reviews and inspections — via staff training, and getting staff certified. At this time, all four city inspectors are now also licensed plumbing inspectors. *To manage the peaks and valleys in the workflow process — by contracting plan reviews and inspections, eliminating shed/fence permits, and improving internal processes, such as updated review checklists, meeting with contractors and the GASABA. Ms. Wood also provided some background information which included: *October 2015 — Building code was updated via Ordinance 15 -C -20. There were discussions on time frames for permits *July 2015 — The City entered into a contract with the BB Inspections, Rudy Cantu and ATS Engineers, Inspectors and Surveyors to perform inspections and plan review services. *June 2016 — Staff requested and Council grant approval to increase the amount to be spend with BB Inspections to $95,000. *February 23, 2016 — Eliminated the shed and replacement fence permit requirements via Ordinance 16 -C -04. *Our goal is to perform same day inspections for all inspections requested by 6:00 a.m. On a typical day, we receive about 40 -80 inspections per day. *Our medical gas inspectors are performed by contract inspection services. Currently no city staff member is licensed to perform that type of inspection. Each project is different in scope and size. Some commercial projects are huge (i.e., renovation of Samuel Clemens High School) versus a garage or residential home. On an average single residential plan, there is an average of 22 inspections that must be performed. They have also made some other process changes such as accepting smaller plans for review (11" by 17" instead of 24" by 36 "). Residential permits issued from October through June are as follows: FY14 -15 — 276 permits, FY15 -16 — 203, and FY16 -17 — 286, but as of today it is 302. There have been challenges for the department this year such as loss of man hours (650) due to employee and family medical leave occurrences. Also, bear in mind, the inspector's jobs are hazardous and there have been some on the job injuries. Revenues brought in by the department for permits, licenses, and fees are as follows: FYI 4-15 — $1.9+ million FY15 -16 -- $1.7+ million and FY16 -17 -- $2.2+ million 7 -11 -2017 Minutes Page -15 - Therefore, staff is seeking approval of a 15 -month contract not to exceed the $180,000 per this fiscal year and next year. Mr. James and Ms. Woods addressed questions and comments from council. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser to approve Resolution No. 17 -R -56. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Mayor Pro -Tem Edwards was absent. Motion passed. Roll call Vote Confirmation Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who provided the roll call votes for agenda items 1 -17. Mayor Carpenter recessed at 7.56 p.m. and convened into Closed Session at 8:02 p.m. Closed Session 18. 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 City Manager. 19. City Council will meet in closed session under Section 551.074 of the Texas Government Code, Personnel Matters to deliberate the appointment of a Municipal Judge. Mayor Carpenter reconvened into Regular Session at 10:47p.m. Reconvene into Regular Session 18a. Take any action based on discussions held inclosed session under Agenda Item 18. Mayor Carpenter made a motion from the chair, seconded by Councilmember Thompson to retain the services of the City Manager through June of 2018, at which time they will conduct his next annual review and they will continue to work on their engagement with him and our organization as we go. The vote was 4 -2 -0 with Councilmembers Gutierrez, Larson, Thompson and Kiser voting yes and Councilmembers Davis and Crawford voting no. Mayor Pro -Tem Edwards was absent. Motion passed. 19a. Take any action based on discussions held in closed session under Agenda Item 19. No action was taken. Roll Call Vote Confirmation Mayor Carpenter recognized Deputy City Secretary Donna Schmoekel who provided the roll call vote for agenda item 18a. 7 -11 -2017 Minutes Page -16 - Requests and Announcements 20. Announcements by City Manager. No announcements were provided. 21. 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 shall instruct the City Secretary to place on the agenda for the next regular session an item to discuss the merits of placing the item that was objected to on a future agenda for full consideration. No requests were made. 22. 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 stated he thoroughly enjoyed the 4th of July Jubilee; we received a lot of good feedback and staff did a fantastic job and it all came off very well. Compliments to staff —it is very much appreciated! Adjournment As there was no further business, Mayor Carpenter adjourneting at 10:50 p.m. R. Carpenter, Mayor ATTEST: j - Donna Schmoekel, Deputy City Secretary 7 -11 -2017 Minutes Page -17 -