07-28-2017 MinutesMINUTES
SPECIAL MEETING
July 28, 2017
A Special Meeting was held by the Schertz City Council of the City of Schertz, Texas, on July 28,
2017, at 8:30 a.m., at the Fairfield Inn & Suites, 5008 Corridor Loop Road, Schertz, Texas. The
following members present to -wit:
Mayor Michael Carpenter
Councilmember Mark Davis
Councilmember Scott Larson
Councilmember Bert Crawford
Staff Present:
Executive Director Brian James
Executive Director Kyle Kinateder
City Secretary Brenda Dennis
James Walters, Finance Director
Staff (who arrived at 2:26 p.m.)
EMS Director Jason Mabbitt
HR Director Jessica Kurz
Mayor Pro -Tem Cedric Edwards
Councilmember Ralph Gutierrez
Councilmember Robin Thompson
City Manager John Kessel
Executive Director Dudley Wait .
City Attorney Charles Zech
Assistant to the City Manager Sarah Gonzalez
Library Director Melissa Uhlhorn
Asst. Parks Director Lauren Shrum
Senior Planner Bryce Cox Police Chief Michael Hansen
Engineer Kathy Woodlee Public Affairs Director Linda Klepper
Asst. Police Chief Marc Bane Environmental Health Manager Jessie Hamilton
Deputy Marshal Steve Pulaski Asst. Fire Chief Kade Long
GIS Coordinator Tony McFalls IT Director Myles Clauser
Director of Parks, Rec & Comm. Services Chuck VanZandt
Guests Present:
Glen Outlaw
Richard Dziewit
Councilmember Angelina Kiser was absent.
Call to Order (General Comments)
Mayor Carpenter called the meeting to order at 8:47 a.m. as there was a quorum present.
Welcome /Overview
Discussion and direction regarding mid- budget preparation, including but not limited to the
Reserve Policy, Contract Policy and City Policies, and department workload/project
discussions, as well as key growth and service provision indicators such as population growth,
tax base development, staffing levels and structure, and how to apply the information to assist
in appropriate priority based decision making. (J. Kessel)
General Comments
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Mayor Carpenter recognized City Manager John Kessel who outlined the goals for the retreat.
The following items were discussed:
• City Policies
• The "Cut Line" and Expanded Programs
• List options: 26% vs. 30% Reserve
• Current Rate vs. Effective Rate vs. Rollback Rate
• Staffing Plan
• Procurement Philosophy
• Reserve Philosophy
• City Policies
• Operational Policies
• Support Policies
• Human Resource Policies
• Key Issues
• Pace, Capacity, Capability
• Directionally correct vs. perfect
• Employment Engagement
• Set goals and evaluate effectiveness
• ADLI
• Approach (how do we develop policies ?)
• Deployment (how do we apply our approach to developing policies ?)
• Learning (how do we change based on evaluating the deployment compared to
the approach ?)
• Integration (how does our approach and deployment advance our
city's vision and values ?)
• City Policies Process
• City Policies
• Fraternization Policy
• Harassment/Sexual Harassment Policy
• Discipline Policy (Including termination)
• Sick Leave Pool Policy
• Hiring Policy
• Performance Evaluation policy
d City Policies — Administrative
• Credit Card
• Vehicle Use Policy
• Mobil Device Policy
• Social Media Policy
• Procurement Policy
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• City Policies — HR
• Sick Leave Pool Policy
• On- boarding Policy
• Travel Policy
• FLMA Training
• Time Recordation
• City Branding
• City Policies
• Agenda Policy
• Computer Use Policy
• Donation Solicitation
• Awards, Gifts and retirement
• Certification Pay
• Benefits
• Ultimately update entire employee policy manual
Staffmg Plan/structure:
• Council asked staff to look into performing a more detailed Staffmg Plan than the
highly generalized "Citizens Per Staff' based on our five benchmark cities.
• Staff looked at outsourced solutions and typically they fell into two categories: detailed
department reviews and generalized "Staff per 1,000" benchmark city reviews.
Cutline Discussion:
The "Cut Line" and Expanded Program List Options:
• Flat Rate at 26% vs. 30% Reserve
• Current Rate vs. Effective Rate vs. Rollback Rate
Citizen Survey:
The Survey stated the following services that should receive the most emphasis
over the next 2 years
• PoliceServices
• Parks & Recreation Programs
• Storm waterRunoff
• Enforcement of City Codes and Ordinances
General Fund — 5 Year Forecast Discussion
General Fund Requested Programs Discussion
Staffmg Plan Discussion
Mayor Carpenter call for a brief break at 11:39 a.m. for Lunch, Councilmember Crawford Left at
11:45 a.m.
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Councilmeber Crawford left at 12:10 p.m.
Mayor reconvened the meeting at 1159 a.m.:
C M.
• Tax Rate
- Effective Rate — At this rate existing developments pay the same as they did last year, on
average; additional City revenue would come from new development, additional sales taxes,
and fees.
Rollback Rate
o Highest Rate City Councils are allowed to authorize under
their sole authority
o Council can approve a tax rate above the Rollback Rate
®If they do, citizens can petition for an election, and if successful, the
annual tax rate is decreased back to the Rollback Rate
This was set by the state to prevent City's from raising taxes too high
too Last witn no wav for citizens to stop it
Current: The rate currently adopted by the City.
Effective:
The tax rate which, on average, will
the tax bill the same as
Rollback:
Highest rate City Councils are allowed to
Proposed Maximum Tax Rate
• Council must set a proposed maximum tax rate for public notices and hearings
• Council may adopt a final tax rate at or lower than the proposed maximum rate but not
higher
• Tax Rate:
Current:
$0.4911
Effective:
$0.4949
Rollback:
$0.5122
Proposed:
$0.4911
$0.01 is equal
to $334,700 revenue or $21.72 on the average home
• At the Current Rate: $0.4911
Existing Residents Average Tax Bill
2016 Tax Bill = $1,005 Avg. Home Value $204,600
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2017 Tax Bill = $1,040 Avg. Home Value $211,800
Increase = $ 35
® At the Effective Rate: $0.4949
Existing Residents Average Tax Bill
2016 Tax Bill = $1,005 Avg. Home Value $204,600
2017 Tax Bill = $1,048 Avg. Home Value $211,800
Increase = $ 43
• At the Rollback Rate: $0.5122
Existing Residents Average Tax Bill
2016 Tax Bill = $1,005 Avg. Home Value $204,600
2017 Tax Bill = $1,085 Avg. Home Value $211,800
Increase = $ 80
Councilmember Crawford returned at 12:42 p.m.
Tag Rate — Based on Current Appraisals and new development:
• Additional General Fund Revenue at the
Current Rate $0.4911: $413,315
Effective Rate $0.4949: $529,575
Rollback Rate $0.5122: $1,120,531
• Additional General Fund Revenue from Other Sources: $452,540
Tag Exemption Discussions:
- Discussion why tax rate is changing
Budget Goals: 5 Year Forecast
• Discussion regarding FY2017 -18 Budget New Personnel, equipment and outsourcing
contracts, i.e. mowing.
Guest Richard Dziewit left at 2:00 p.m.
Discussion regarding other requests for the FY 2017 -18 budget.
• Discussion regarding possible facilities improvements
• Discussion regarding future debt service issuance
• Discussion regarding HOT funds
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City Staff arrived at 2:26 p.m.
• Reserve Philosophy Discussion
• Discussion regarding reserve rate
• Discussion Cut Line
• The "Cut Line" and Expanded Program List Options:
• Flat Rate at 26% vs. 3 0% Reserve
• Current Rate vs. Effective Rate vs. RollbackRate
Final comments were provided by City Manager John Kessel Mayor and members of Council that
were present.
Adi ournment
Mayor Carpenter adjourned the meeting at 3:41 p.m.
Michael Carpenter, Mayor
AT
441 A
nda Dennis, City Secretary
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