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11-14-2017 MinutesMINUTES REGULAR MEETING November 14, 2017 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on November 14, 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 Mark Davis Councilmember Scott Larson Councilmember Angelina Kiser Staff Present: Executive Director Brian James City Attorney Dan Santee City Secretary Brenda Dennis Mayor Pro -Tem Cedric Edwards Councilmember Ralph Gutierrez Councilmember Robin Thompson Councilmember Bert Crawford City Manager John Kessel Executive Director Dudley Wait Assistant to the City Manager Sarah Gonzalez Call to Order – City Council Regular Session Mayor Carpenter called the meeting to order at 6:00 p.m. Opening Prayer and Pledges of Allegiance to the Flags of the United States and State of Texas. ( Councilmember Kiser) Councilmember Kiser provided the opening prayer followed by the pledges of allegiance to the flags of the United States and the State of Texas. Proclamation • Proclamation recognizing Pancreatic Cancer Day. (Mayor Carpenter /Susan Martinez) • Proclamation recognizing America Recycles Day. (Mayor Carpenter/Pratt Industries Representative) Mayor Carpenter read each proclamation and presented them to the recipients, Susan Martinez and Michelle Hernandez (Pancreatic Cancer Day) and Pratt Industries General Manager Marty Pate (America Recycles Day). New Employee Recognition Fire Department — Aaron Escobedo, Craig Jacobs – Fire Fighter (D. Wait/K. Long) Public Works — Bobby. Hervey – Water/Wastewater Tech, Alejandro Lazarre – Drainage Worker I (D. Wait/J. Hooks/D. Letbetter) 11.44 -2017 Minutes Page - 1 - Mayor Carpenter recognized each department supervisor who presented a brief bio of each new employee. Everyone was given an opportunity to speak afterwards. Mayor and Council welcomed all the new staff members on board. Presentation ® Guadalupe Regional Medical Center — Prescription Assistance report. (D. Wait/J. Riggs) Mayor Carpenter recognized Dr. Jerry Riggs from Seguin's Guadalupe Regional Medical Center in Seguin, TX who provided Council a briefing on this past year's prescription assistance that was provided for the Schertz area citizens who qualified for the program. Mayor Carpenter spoke expressing his gratitude for the program and what it does to assist our residents. He thanked Dr. Riggs and his support team for their exceptional work. • Update regarding the recent Trunk -or -Treat Event. (D. Wait/K. Long/J. Perry/M. Spence) Mayor Carpenter recognized Fire Chief Kade Long who provided Council with a briefing on the recent successful city Trunk -or -Treat event. The event had a costume contest and various games for the children. This is a one -day event that was held this year on October 28t`. This event was originally started by the Fire Department years ago and it has gradually evolved and grown through the subsequent years. This is a very nice event that is of very little cost to the citizens and the city budget. It provides a lot of entertainment for everyone at minimal cost. Next, Fire Marshal John Perry spoke to council providing a brief history of the event, it's continued growth through the years and the gradual involvement of more city departments as well as the local businesses and civic organizations. Around 2007, the event was moved over to Pickrell Park. Last year was the first time the event was moved to the weekend with an estimated attendance of 3,000 people. This year, approximately 5,000 people participated and attended. Events Manager Mary Spence came forward explaining that they had utilized social media to advertise this event. The Public Affairs Department also created a survey and the citizen feedback provided the following: - The event received a 3.68 out of 5 rating. - 90% were children under the age of 11 - 82% attended from the surrounding area - Trunks were the favorite aspect of the event Food trucks were added this year and they did a great business with the attendees. Rachel, Family Coordinator from the Schertz YMCA, spoke next saying they used to do this event on their own with city department (i.e., Fire) participation. Last year they partnered with the City to make it bigger and better than it was before. They handle the games and activities and partner with the schools to get volunteers to assist. 11 -14 -2017 Minutes Page - 2 - Fire Chief Kade Long stated afterwards they reflected on the event and what they could do better for next year. There have been ideas submitted from the survey, other staff members, and participants. Next year will reflect some expansion of additional activities, moving the hayride, adding more trunks and creating more entrances to avoid lengthy lines, etc. The ultimate goal is to provide a safe place for parents to bring their kids to have a good time. Mayor and Councilmembers expressed their appreciation for this successful city event. • Announcements of upcoming City Events (B. James/D. Wait/S. Gonzalez) Mayor Carpenter recognized Executive Director Brian James who provided the following announcements: Wednesday, November 15th TxDOT 1 -35 'Intersections, Frontage Roads and Ramps Improvement Projects Open House 5:30 pm, Canyon High School Cafeteria -1510 I -35, New Braunfels. This is a come -and -go open house with no formal presentation. The purpose of the open house is to discuss both proposed projects and gather input from the public. Saturday November 18th North Park Tour 8:00 am Council and Commission members will meet at the Council Chambers to go on a tour of the northern part of the parks system. Citizens are welcome also. Monday, November 20th Special City Council Meeting 6:00 pm City Council will hold a special meeting to canvass and swear in re- elected and newly elected councilmembers. Tuesday, November 21St Chamber Awards Banquet and Luncheon 11:30 am Civic Center Thursday and Friday, November 23rd - 24th City Offices Closed in Observance of the Thanksgiving Holiday Tuesday, November.28th Holiday Tree Lighting Ceremony 6:00 pm, Front Lawn of the Hal Baldwin Municipal Complex Friday, December 1St City Council Team Building Retreat 8:30 am, Fairfield Inn & Suites Festival of Angels Event 6:00 pm, front of the Hal Baldwin Municipal Complex This event includes a lighted night parade, Blue Santa fundraiser, pictures with Santa, sounds of the season from local music groups, food and craft sales. 11 -14 -2017 Minutes Page - 3 - Tuesday; December 5, 11:00 am to 1:00 pm San Antonio Manufacturing Association is holding a luncheon. The Mayor will be speaking at that event alongside San Antonio Mayor Ron Nirenberg and County Judge Nelson Wolff. They will be rolling out the Manufacturing Report at that event. If any councilmember wishes to attend, contact the EDC Department to reserve a seat. Announcements and recognitions by City Manager (J. Kessel) Mayor Carpenter recognized City Manager John Kessel who spoke about the 2015 Bond Election that included FM 1518 which included city matched money to help create a seed program to start the FM 1518 project. TxDOT matched this and we got some additional funds from the MPO. The amount $19.5 million was going to take care of design from FM 78 to IH 10 and whatever operational improvements could be done with the remaining funds after right -of -way design and acquisition have been taken care of. A concern now of the city, citizens and public safety personnel is how to move the future Phase II part of the program further forward. He has been in contact with TxDOT who told us last week if we could support that project they would take lead in going to the MPO in December to request the additional phases. This would mean a small amount of match money on our part, probably about the same as we did last time which was $5 million - - -it could however be as much as $10 million. While the numbers are still being fmalizedhe hopes to come forward to Council on November 28 with an action item. He requested Council begin thinking about this as it would save the city a lot of money; mobilize one time and see that project through. We would have to decide if we would do CO's or GO's. While TxDOT does not need to know this, they do want an answer if this is a project we would support—so look for that action item in two weeks. Mayor Carpenter said if anyone has any questions, they can contact Mr. Kessel for additional information. The idea of being able to finish out FM 1518 in a single project looks very promising. Hearing of Residents Mayor Carpenter recognized the following individuals who spoke: Ms. Clare Layton, 1223 Lost Meadows Drive, who spoke on the low voter turnout in the recent election, the increasing traffic congestion/problems on FM 1518, and an upcoming TxDOT meeting on November 29 at the Schertz Civic Center regarding the proposed FM 1518 improvements. She predicts the southern Schertz residents continuing traffic struggles could increase voter turnout at the next election, which would please her. • Mr. Richard Eads, 5523 Cypress Point, who thanked the Director of Parks, Recreation and Community Services, (Chuck Van Zandt) for assisting him with some issues regarding his area. He also spoke about the crime situation in Cypress Point and stated that the residents do not feel their property or families are safe. Several families have already moved 11 -14 -2017 Minutes Page - 4 - because of the crime rate. He has already spoken to Chief Hansen about it. He wants Council to pay attention to the expansion of Schertz and staffmg of the Police Department to make sure you are ahead of the game. Workshop • FY 2016 -17 Schertz Economic Development Corporation Annual Report. (T. Brown/K. Kinateder) Mayor Carpenter recognized EDC President Tim Brown who provided a PowerPoint presentation containing an overview of SEDC and information on active agreements, business retention, recruitment, a data snapshot, development update, and financial summary. Highlights of the annual report are that all agreements are in compliance. The SEDC BRE plan is running on all cylinders. Recruitment activities are data driven and Schertz is driving the industrial market. Additionally, we are continuing to add to reserves for targeted projects. Mayor Carpenter stated the EDC had existed long before he arrived and in looking at some past city documents and looking at the city business development as it exists today, it has largely turned out the way it was envisioned back in 1972. He said EDC has done a fantastic job. The residents who are members of the board do this for the benefit of the whole community. He thanked the board members and staff for all their work and the wins they have brought us in the last decade and what is in progress right now. • Discussion and direction regarding a possible Shred -It -Day. (J. Kessel/S. Gonzalez) (Item requested by Councilmember Crawford) Mayor Carpenter recognized Assistant to the City Manager Sarah Gonzalez who provided a PowerPoint presentation with the following information. Current options for citizens who have documents to destroy would be 1) attend a surrounding community shred event (i.e., City of Cibolo or Live Oak), 2) go to a local shredding company (for a fee), and 3) purchase a home shredder. Expenses for providing a Shred Day event by the city would include: - $750 for one truck (3 hours of shredding) - After first 3 hours, hourly rate is $250, minute rate is $4.16 - Fuel Service Charge —10% - Total Minimum Cost for one truck is $825 - Staff time Since this is not a budgeted item, staff is looking for direction as to what Council wishes staff to do. Suggestions and comments from Council included 1) opening this up to local businesses to sponsor the cost, 2) combining it with our regular `Clean Up Days,' 3) doesn't really see a need for it, 4) staff time would involve at least 3 to 5 people, 5) doesn't see a problem for the city to fmd the money. 11 -14 -2017 Minutes Page - 5 - Councilmember Crawford stated if the cities of Live Oak and Cibolo can do this so can we. Why can't we do it and do it as well or better? Mr. Kessel said staff can put together an informational item and proposal and provide that to Council. Workshop discussion reviewing the Library and Police fees. (B. James /J. Walters) Mayor Carpenter recognized Finance Director James Walters who provided a PowerPoint presentation which included some background information including how fees are set and whether they cover a cost, produce a profit, or break even. Police Fees: Some are user charges, such as Solicitor/Peddler Permits, Background Check/Clearance Letter, or Alarm Permits. Some are deterrent, to prevent certain actions such as False Alarm Fees. There are also fees regulated by the state, such as accident reports, finger prints, and body cam videos. Accident Report fees ($6 each) resulted in revenue of $8,904 for FY 2016 -17. Fingerprints revenue ($10 per request) was $3,980. Body Cam Video fee amounts are $10 each plus $1.00 per minute of footage. Since we have not yet had any requests for this type of record we have no other available data on it. Background Check/Clearance Letter fees ($10 each) resulted in revenue of $2,240 for FY 2016 -17. Solicitor/Peddler Permit Fees are $40 each plus a $10 fee for a background check. Last FY 2016 -17 the revenue gained was $1,150. Alarm permits for residences can be no more than $50. The City of Schertz fee amount for residential is currently set at $10 annually. The city currently has 3,231 active residential and commercial permits. Currently, residential is $10, Tier 1 Commercial is $25, and Tier 2 Commercial is $50, annually. Revenue for this last fiscal year was $40,830. During this time the police received 1,875 calls. The revenue generated is used up after 355 false alarms after administrative costs. Burglar False Alarm Fees range from $50 to $100, depending on the number of alarms received by the resident within a 12 -month period. A fee also exists for false alarms other than burglar alarms; there is a grace period of 3 false alarms within a 12- month period. This type of alarm could be a robbery in progress or panic alarm that is manually activated and requires heightened response. These fees (after the 3rd alarm grace period) range from $100 to $500. The City has not charged any citizen this fee in the past 3 years. Many of the fees in the Police Department are dictated or in some way regulated by the State Government. The fees with the largest revenue impact are the Alarm Permit Fees. The Police Department will be reviewing these fees along with their other charges and their associated procedures to further improve the overall processes for staff, residents and local business owners. Mayor Carpenter recognized Library Director Melissa Uhlhorn who provided a summary of information regarding fees charged by the Library. 11 -14 -2017 Minutes Page - 6 - Library Fees: There are three categories of fees. Cost Recovery fees are for replacement of library cards, lost material charges, and inter- library loan postage. Deterrent fees include overdue fines and meeting room rental fees. Revenue generators are copying, printing, and faxing fees. The Library is authorized to charge fees as dictated by City Ordinance 90 -M -03, which establishes guidelines and penalties for library borrowing. The City Fee Schedule is updated with changes through annual approval processes. The State of Texas (Texas Administrative Code) also establishes different types of fees public libraries can charge and to whom. For example, the city has interlocal agreements with the Cities of Cibolo and Selma, and Guadalupe County; therefore, the Schertz Library must provide services to those residents as if they were residents of Schertz. The code also tells them what services the library can and cannot charge for (typical circulation, research). Library Fees are reviewed annually for any updates. Staff looks at what other local libraries are doing as well as some private businesses who offer similar services (i.e., copying services.) The goal is to be in line with the other libraries and slightly below the market price of local businesses. Fees are usually only changed due to changing circumstances. Fees have remained stable over several years and revenue generated from library fees is a small percentage of overall City revenue. Over the past 6 years, they have generated just a little under $50,000 annually. The revenue comes from overdue, lost and damaged items fees, printing services and miscellaneous fees. Ms. Uhlhorn provided more background/historical information about non - resident user fees and the associated complications. Seventy -nine percent of the library users come from Schertz, Cibolo, Selma, and Guadalupe County. These entities are also the ones who provide funding for the library operations through interlocal agreements. Some of the fines the Library charges are overdue fines (maximum $1). Procedures are in place to assist users by reminding them of the due date (e- mail), 3 -day grace period, maximum limit, etc. Schertz, as well as libraries across the country, are streamlining their overdue fine structure to improve the user experience and encourage people to continue to use the library and return overdue items. This same view is being applied to lost or damaged items to encourage people to take responsibility for the materials they borrow. Meeting Room fees are assessed to limit the use of the rooms to local residents and to recover some operating costs associated with after hours use or with cleaning beyond the norm. The fees also discourage constant use of the rooms by groups and businesses from outside our immediate location, allowing the rooms to be available for our community. Last fiscal year the rooms were used 825 times, for HOA meetings, Girl Scouts, study groups, classes, community meetings, etc. Ms. Uhlhorn addressed comments and questions from Council. 11 -14 -2017 Minutes Page - 7 - Workshop discussion regarding the status of the Capital Improvement Projects. (B. James/K. Woodlee) Mayor Carpenter recognized City Engineer Kathy Woodlee who provided an update on the capital improvement projects that are either already funded or to be funded by a variety of sources. The projects are as follows: Northcliffe water Line Replacement - complete -- replacement of 4,200 linear feet of 8" water line and 2,000 linear feet of 12" water line. Construction began in April 2017, construction was completed in October 2017, and the final construction cost turned out to be $733,823.50. The Warranty Period expires in October 2018. Schertz Parkway (Maske to Live Oak)_— Construction began October 5t' with the first concrete pour on October 20f. The Southbound lane completion is scheduled for mid - November. The estimated project completion is scheduled for March 2018. The current construction cost is $1.1 million. Concrete requires a 28 day wait period for cure time, which is a standard engineering specification. They did encounter a few issues such as the original curb construction and then the traffic signals. Our Public Works and Police Departments have done a great job assisting with traffic during these problems. Woman Hollering Creek Wastewater Line and Lift Station -- The project is currently in the design and acquisition phase and the final alignment has been set. Final Design is anticipated for early 2018. Construction is anticipated in the Spring of 2018 with an estimated completion during the Spring of 2019. The current construction cost is estimated at $5 million. Corbett Elevated Water Storage Tank One - million - gallon elevated storage tank) — This will be constructed in southern Schertz. The project is currently in the Design and Easement Acquisition Phase. It is 90% complete and an FAA review is pending. Easements are needed along Schaefer Road and on the extension of Ray Corbett Drive. Final design and bid is anticipated for early 2018. Construction is expected to take 18 months. The estimated construction cost is $2.5 million. Lower Seguin Road Cibolo Creek Culvert Crossing — This project is being managed by Schertz Public Works and is jointly funded by the City of Schertz and the City of Cibolo with some participation from Guadalupe and Bexar Counties. Total construction cost is estimated at $298,489. Construction began on September 11. There are new culverts in place and the final paving and site restoration needs to be completed. We expect a substantial completion by early December. Elevated Storage Tank Painting — This is another project managed by Schertz Public Works. This is for the Nacogdoches 0.5 MMG Elevated Tank at 19025 FM 3009 in Garden Ridge. The cost is estimated at $392,000 with a four -month field schedule. The second storage tank is at East Live Oak and is a 1.5 MMG ground storage tank located at 1049 East Live Oak. The estimated cost is $295,000. We are scheduled to begin after completion of the Nacogdoches tank painting. 11 -14 -2017 Minutes Page - 8 - Fire -EMS Oil -Water Separator – This is an actual city facility we are working on. There is an existing oil -water separator located between Fire Station 1 and EMS which is failing. Repeated heavy loading has caused the lid to permanently fail. They engaged an engineering firm to design a solution. Options were to remove it, replace it,' or rehab it with a sturdier cover. However, it was discovered this would not be feasible. They are back to the drawing board seeking other innovative solutions, possibly relocating the wash station to a higher location. Right now, it is a work in progress. Miscellaneous Drainage Studies – 1) Fairhaven subdivision drainage into the Scenic Hills subdivision on Greenridge. There have been complaints of too much water coming down damaging their roads. Staff is going to look at it to try and mitigate that situation. 2) Another one is in southern Schertz, between Hunter Estates, Ivy Estates, and The Reserve at Schertz subdivisions, drainage from Lazar Parkway right of way —it stays within the existing drainage channel and creates a maintenance problem. While it does not affect the homes, it affects the residential area. FM 1103 Utility Relocation – This is also a project managed by the Schertz Public Works Department. Ford Engineering is working on the design phase and coordinating with TxDOT to establish appropriate utility adjustments. Roadway Rehabilitation (aka PCI Project) – There is some bond funding identified and they are working with Public Works to refine the scope of the first package of projects. The basis is the output from that study as to which roads /segments to work on, what level of work is needed, and determine the refined cost estimates. They anticipate bringing forth a presentation to Council on November 28 or December 5. FM 1518 Improvements (TxDOT Project) – TxDOT is working on the design of the entire length of FM 1518 from FM 78 to IH 10. The original scope includes construction of Phase I ($19.5 million). It did include operational improvements and turn lanes, but they were just strategic pieces of the overall project, not interim solutions. TxDOT is working to secure additional funding for the remainder of the project. A public open house is scheduled for November 29, 2017. There were no questions or comments from Council. • Workshop discussion on City's Policy Development Process. (J. KesseI/D. Wait) Mayor Carpenter recognized Executive Director Dudley Wait who stated in the past policies have varied. There has not been a solid process. In the past we have not come to Council to say have we hit the mark. Now, staff has refined the process. Mr. Wait presented a PowerPoint presentation with the following highlights: Step 1 is to identify the owner of that policy; who takes care of it every day? Step 2 is to define the problem; what are we actually trying to solve? Lay out the goals of the policy? Is the problem being address, and lastly, what is success? Step 3 is benchmarking, what do other organizations do, what is the legal precedent, what is the recommended current processes? 11 -14 -2017 Minutes Page - 9 - Step 4 is for a City Council review and ask what are the policy goals, and let's set an approval plan. t Step 5 is drafting a policy, create it from scratch and/or model it from others. Step 6 is vetting, review with the City Attorney followed by Organization Review, both broadly and deep. Step 7 is approval by City Council and the City Manager Step 8 is Education and Communication training sessions, distributing the plan and arranging access to the policy. Step 9 is to regularly review the policy to see if it still meets the needs. Did we meet the original goals? Timely update the policy. • Workshop discussion on Council Review of in progress policies. (J. Kessel/D. Wait/J. Kurz/S. Gonzalez/B. James) Mayor Carpenter recognized Executive Director Dudley Wait who introduced the plan for this item. Director of Human Resources and Purchasing and Assets Jessica Kurz, Assistant to the City Manager Sarah Gonzalez, Executive Director Dudley Wait and Executive Director Brian James also spoke and addressed questions and comments from Council. City Council Approved Policies Fraternization Policy — (presented by HR Director Jessica Kurz) • Policy Goal: The Fraternization Policy is to prohibit sexual or romantic relationships between supervisors and subordinates in order to reduce the risk to the City associated with supervisor /subordinate relationships. • Benchmarking: Benchmark Cities of New Braunfels, Live Oak and Seguin have similar fraternization policies that prohibit relationships between supervisors and subordinates. San Marcos and Georgetown do not address this by policy. The City has had a similar policy in the past contained within its Nepotism policy. When this policy was updated in 2013, the fraternization section was removed because it is not a nepotism issue. Due to the risk to the City that these types of inappropriate relationships can create, staff believes it is necessary to draft a new fraternization policy. • Key Decision Points: Staff intends to (1) develop a Fraternization Policy and (2) limit it in scope to supervisor and subordinate relationships. • Approval Plan: The fraternization policy addresses work place behavior that, if a supervisor violates, will result in adverse disciplinary action up to and including termination. Staff recommends that when complete, this policy is approved by City Council. Prohibition on Harassment and Sexual Harassment -- (presented by HR Director Jessica Kurz • Policy Goal: The Prohibition of Harassment and Prohibition of Sexual Harassment policies will separate our current single policy into two policies and 11 -14 -2017 Minutes Page -10 - then will clearly outline the expectations of employees and supervisors regarding how violations should be reported. • Benchmarking: Staff believe the City should have two separate policies that clearly spell out Sexual Harassment from other types of Harassment so that it is crystal clear the City prohibits sexual harassment of any kind. A review of our benchmark cities show that New Braunfels, San Marcos and Live Oak have two separate policies. Georgetown addresses it as two separate topics within their overall "Professional Work Environment" policy. • Key Decision Points: Staff intends to (1) separate these two policies and (2) to add to these two policies a clearly defined reporting requirements policy. • Approval Plan: Since these policies address specific discipline steps that are unique in the reporting requirements, Staff recommends these policies be approved by City Council. City Manager Approved Policies Credit Card Policy -- (presented by Executive Director Brian James) • Policy Goal: The proposed credit card policy outlines the process for issuing, tracking and rescinding City credit cards; it identifies responsibilities for making, reviewing, tracking, approving, correcting and reconciling credit card purchases; and it outlines minimum security measures associated with credit cards. It is also intended that this policy be used in conjunction with the City's Purchasing Policy. • Benchmarking: Staff reviewed the credit card policies of the City's benchmark cities of New Braunfels, Seguin, San Marcos, and Georgetown. Staff also reviewed the credit card policy of Temple as part of the update of the City's credit card policy. This review was useful in determining important elements to include in the policy and staff will include elements from each City's policy in the update. • Approval Plan: Given that the policy primarily focuses on internal controls and because purchases must always comply with state laws and the City's policies, staff is not recommending this policy be approved by City Council. Social Media Policy (presented by Assistant to the Ci1y Manager Sarah Gonzalez) • Policy Goal: The proposed Social Media Policy defines the processes and procedures for all departments and employees using social media on behalf of the City of Schertz to disseminate public information and/or promote events, programs and city services. It also serves to establish a centralized approach for overseeing and managing all the social media platforms that the City has. While this policy does include a brief section regarding personal social media use, it does not govern private social media accounts by elected and appointed officials. • Benchmarking: When drafting the social media policy, staff reviewed not only policies from our benchmark cities, but also those from other cities that we feel have best practices in the area of social media. We received policies from 11 out of the 13 cities from which we requested information (received 3 out of 5 policies from our benchmark cities and 8 policies from best practice cities). While staff found that a consistent goal for these policies was to define processes and 11 -14 -2017 Minutes Page - 11 - procedures for all departments and employees using social media on behalf of a city, 8 out of the 11 cities included a section (some longer and more complex than others) regarding personal social media use for city employees. With this research, Staff felt it necessary to include a brief section regarding personal social media use in the City of Schertz policy. • Approval Plan: This particular social media policy is an operational policy that guides the departments and employees who manage the day to day postings of the City's social media activities. For this reason, staff is not recommending this policy be approved by City Council. Ms. Gonzalez and Mr. Wait addressed questions and comments from Council. IT Director Myles Clauser assisted by providing additional comments. 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 October 24, 2017. (J. Kessel/B. Dennis) 2. Ordinance No. 17 -A -44 -- 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. Final Reading (B. James /L. Wood/B. Cox) The following was read into record: ORDINANCE NO. 17 -A -44 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ CONFIRMING AND APPROVING A BOUNDARY AGREEMENT ESTABLISHING THE MUNICIPAL BOUNDARY BETWEEN THE CITY OF SCHERTZ AND THE CITY OF CIBOLO; AND PROVIDING AN EFFECTIVE DATE. 3. City of Schertz 2018 Master Calendar — Consideration and/or action regarding the approval of the City of Schertz 2018 Master Calendar. (J. Kessel/S. Gonzalez) 5. Resolution No. 17 -R -97 — Consideration and/or action approving a Resolution authorizing the City Manager to sign an Interlocal Agreement for Fire Protection Services in Guadalupe County between the City of Schertz, City of Cibolo and City of Seguin. (D. Wait/K. Long) The following was read into record: 11 -14 -2017 Minutes Page - 12 - RESOLUTION NO. 17 -R -97 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY MANAGER TO SIGN AN INTERLOCAL AGREEMENT FOR FIRE PROTECTION SERVICES IN GUADALUPE COUNTY BETWEEN THE CITY OF CIBOLO, CITY OF SCHERTZ, AND THE CITY OF SEGUIN, AND OTHER MATTERS IN CONNECTION THEREWITH 10. Resolution No. 17 -R -100 - Consideration and/or action approving a Resolution authorizing Amendment No. 2 and assignment of the development agreement between the City of Schertz, City of Schertz Economic Development Corporation, and GE Oil & Gas LLC. (J. Kessel/K. Kinateder) The following was read into record: RESOLUTION NO. 17 -R -100 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AMENDMENT NO. 2 TO THE DEVELOPMENT AGREEMENT AMONG THE CITY OF SCHERTZ, TEXAS, THE CITY OF SCHERTZ ECONOMIC DEVELOPMENT CORPORATION, AND GE OIL AND GAS, LLC.; AUTHORIZING CERTAIN BENEFITS BY THE CITY PURSUANT THERETO; AND OTHER MATTERS IN CONNECTION THEREWITH 12. Resolution No. 17 -R -102 — Consideration and/or action approving a Resolution accepting the appraised value offer of the Texas Department of Transportation (TxDOT) to acquire two minor parcels of land needed for the FM 1103 expansion project. (B. James/K. Woodlee) The following was read into record: RESOLUTION NO. 17 -R -102 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS ACCEPTING THE APPRAISED VALUE OFFER OF THE TEXAS DEPARTMENT OF TRANSPORTATION (TXDOT) TO ACQUIRE TWO MINOR PARCELS OF LAND NEEDED FOR THE FM 1003 EXPANSION PROJECT, AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved seconded by Councilmember Davis to approve the consent agenda items 1, 2, 3, 5, 10 & 12. 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 -14 -2017 Minutes Page -13 - Discussion Items 4. Resolution No. 17 -R -96 — Consideration and/or action approving a Resolution authorizing the City Manager to enter into an agreement for the purchase of thirteen (13) video recording systems. (D. Wait/M. Hansen/M. Bane) The following was read into record: RESOLUTION NO. 17 -R -96 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR THE PURCHASE OF THIRTEEN (13) VIDEO RECORDING SYSTEMS. Mayor Carpenter recognized Police Lt. Thad Siwecki who introduced this item stating for the 2017/ 2018 budget year, the police department was approved to purchase thirteen (13) in -car / body worn video recording systems. Approval of this resolution will allow the purchase of thirteen (13) Watch Guard in -car / body worn video recording systems. The purchase of these video recording systems will be completed through Watch Guard, under BuyBoard agreement #524 -17. The purchase of these recording systems will be funded through the city's General Fund. The fiscal impact of this project will be $81,510.00. Staff recommends approval. Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved seconded by Councilmember Davis to approve Resolution No. 17 -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. 6. Resolution No. 17 -R -98 — Consideration and/or action approving a Resolution authorizing the City Manager to accept a Texas Forest Service Texas Intrastate Fire Mutual Aid System (TIFMAS) Grant for a Type 3 Fire Apparatus and authorizing City Staff to comply with the terms of the grant. (D. Wait/K. Long) The following was read into record: RESOLUTION NO. 17-R-98 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY MANAGER TO ACCEPT A TEXAS FOREST SERVICE TEXAS INTRASTATE FIRE MUTUAL AID SYSTEM (TIFMAS) GRANT FOR A TYPE 3 FIRE APPARATUS AND AUTHORIZING CITY STAFF TO COMPLY WITH THE TERMS OF THE GRANT. 11 -14 -2017 Minutes page -14 - Mayor Carpenter recognized Fire Chief Kade Long who introduced this item stating The Schertz Fire Rescue Department participates as a member of the Texas Intrastate Fire Mutual Aid System (TIFMAS) in which the department responds to large -scale state disasters. The TIFMAS program has been allocating firefighting equipment to alleviate the wear and tear on equipment of local municipalities during these deployments. The equipment allocated is available at no charge and can be used by the accepting jurisdiction for local events and mutual aid with the understanding that the jurisdiction will use the equipment in response to state requests for mutual aid. This grant provides 100% of the cost of a fully equipped type III brush truck, including an installed radio package and an equipment complement. The engine will be titled in the name of the City of Schertz. This award is based on a point system and one component is being awarded points for each deployment that our department participates in each year. Acceptance of the grant does not mandate that we participate in every deployment. We are allowed to send the apparatus with other area fire department members staffing the vehicle if we have an event locally that we are preparing for. The value of this apparatus is approximately $285,000. Chief Long stated this will be completely State funded and no matching City funds will be used. The only cost to the City will be maintenance cost associated with the apparatus as well as insurance. Staff recommends approval. Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved seconded by Councilmember Kiser to approve Resolution No. 17 -R -98. 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. 7. Ordinance No. 17 -M -48 — Consideration and/or action approving an Ordinance authorizing a Reimbursement Agreement with CVS Pharmacy, Inc. for construction of a water line extension associated with the development of the Schertz Retail Center. First Reading (D. Wait/J. Hooks) The following was read into record: AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A REIMBURSEMENT AGREEMENT WITH CVS PHARMACY, INC., FOR CONSTRUCTION OF A WATER LINE EXTENSION ASSOCIATED WITH THE DEVELOPMENT OF THE SCHERTZ RETAIL CENTER; AND ESTABLISHING AN EFFECTIVE DATE HEREOF Mayor Carpenter recognized Assistant Public Works Director Jimmy Hooks who introduced this item stating CVS Pharmacy, Inc., (CVS) is proposing to develop the Schertz Retail Center Subdivision at the southwest corner of the intersection of FM 1103 11 -14 -2017 Minutes Page -15 - and Old Wiederstein Road. Water and wastewater main extensions are required to meet the UDC requirements. The water main extension is required to run from FM 1103, along Old Wiederstein Road, to the end of the frontage of the subdivision. During the planning stage of the subdivision, it was identified that in order to provide a better public system — both for this proposed subdivision and the City's system overall — the water line should be extended f- irther along Old Wiederstein Road, to Fairfax Road, and along Fairfax Road to connect to an existing line in Sunridge Road. That will provide a looped connection for the extension and alleviate a dead -end main condition. Dead -end water mains are undesirable because they create a potential occurrence of stagnant water and require regular maintenance to flush the line. In order to have the construction done in the most efficient and cost - effective manner, the Developer has agreed to include construction of the City's portion of the infrastructure in their infrastructure installation contract and have the City provide reimbursement of the costs. The cost for construction of the water main extension improvements to be reimbursed to the Developer is a not -to- exceed amount of $77,897.57 and will be paid out of water contingencies in the water budget. (The overall subdivision improvement cost is $316,951.76 with the developer's portion being $239,054.19.) Cost tabulations are attached. The developer has notified the City that this work will now be done by a different contractor than the one that prepared these initial costs. Staff is working with the developer to affirm that the City's cost will not change, and staff will have that before the second reading of this ordinance. Staff recommends approval. Mayor Carpenter recognized Mayor Pro -Tem Edwards who moved seconded by Councihnember Crawford to approve Ordinance No. 17 -M -48 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. 8. Resolution No. 17 -R -99 — Consideration and/or action approving a Resolution authorizing the City of Schertz to purchase Office 365 licenses, MS Project licenses, Adobe Software, Windows user licenses, Windows Server licenses, StormWinds training licenses, SCCM software & hardware and any miscellaneous software, hardware and licenses from SHI Government, a State of Texas DIR vendor not to exceed $147,260.00. (B. James/M. Clauser) The following was read into record: 11 -14 -2017 Minutes Page - 16 - RESOLUTION NO. 17 -R -99 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE CITY TO PURCHASE OFFICE 365 LICENSES, MS PROJECT LICENSES, ADOBE SOFTWARE, WINDOWS USERS LICENSES, WINDOWS SERVER LICENSES, STORMWINDS TRAINING LICENSES, SCCM SOFTWARE & HARDWARE AND MISC SOFTWARE, HARDWARE AND LICENSES FROM SHI GOVERNMENT, A STATE DIR VENDOR NOT TO EXCEED $147,260.00 DURING FISCAL YEAR 2017 -2018, AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized IT Director Myles Clauser who introduced this item stating their approval authorizes the City to procure hardware, software, Office 365 licenses, and miscellaneous IT related items through a State DIR Vendor, SHI Government from approved budgeted funds for the Fiscal year of Oct 2017 thru Sept 2018 in the amount not to exceed $147,260.00. The City is requesting the purchase of additional Office 365 licenses as well as the approved line items in the I.T. Dept. budget as outlined in the Fiscal Impact section. SHI Government is the only authorized Microsoft partner for local government in the state of Texas and this authorization gives the City access to support and consulting services at a discount, as well as having access to MS services not available through other channels. Staff recommends approval. Mayor Carpenter recognized Councilmember Thompson who moved seconded by Councilmember Crawford to approve Resolution No. 17 -R -99. The vote was unanimous with Mayor Pro -Tern Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion passed. 9. Resolution No. 17 -R -103 — Consideration and/or action approving a Resolution authorizing purchases up to $85,000 with any one vendor to include Southern Computer Warehouse, Intech Southwest, and CDW. (B. James/M. Clauser) The following was read into record: RESOLUTION NO. 17 -R -103 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING PURCHASES UP TO $85,000 WITH ANY ONE VENDOR, INCLUDING SOUTHERN COMPUTER WAREHOUSE, INTECH SOUTHWEST AND CDW AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized IT Director Myles Clauser who introduced this item stating the City's practice is to seek authorization from Council when expenditures 11 -14 -2017 Minutes Page -17 - with a vendor may possibly exceed $50,000 in one fiscal year. Staff is requesting approval to spend up to $85,000 with any one of these vendors, Southern Computer Warehouse, Intech Southwest and CDW as part of the City's software and hardware program for the FY 2017 -18 as budgeted in the IT Dept. approved line items. Staff recommends approval. Mayor Carpenter recognized Councilmember Gutierrez who moved seconded by Councilmember Davis to approve Resolution No. 17 -R -103. 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. Mayor Pro -Tem Edwards stepped away from the dais. 11. Resolution No. 17 -R -101 — Consideration and/or action approving a Resolution authorizing the acquisition of permanent and temporary easements on Schaefer Road necessary for the completion of pipelines and appurtenances designed to carry water in conjunction with the Corbett elevated storage tank project. (B. James/K. Woodlee) The following was read into record: RESOLUTION NO. 17 -R -101 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, AUTHORIZING THE ACQUISITION OF PERMANENT AND TEMPORARY EASEMENTS ON SCHAEFER ROAD NECESSARY FOR THE COMPLETION OF PIPELINES AND APPURTENANCES DESIGNED TO CARRY WATER IN CONJUNCTION WITH THE CORBETT ELEVATED STORAGE TANK PROJECT Mayor Carpenter recognized City Engineer Kathy Woodlee who introduced this item stating earlier she talked about the work to be done for the elevated water storage tank project. The easements that we are looking at acquiring are along Schaefer Road. Most of the right -of -way is under Bexar County jurisdiction. In order to install the new mains in their ultimate location within the future right -of -way of Schaefer Road it is proposed that the mains be located outside the existing right -of -way in easements. The easements will be established to remain until such time that the area is incorporated into the ultimate right -of -way of Schaefer Road. Staff is seeking the authority to negotiate and acquire the necessary easements for installation of the water distribution mains along Schaefer Road. Staff recommends approval. Mayor Carpenter recognized Councilmember Thompson who moved seconded by Councilmember Kiser to approve Resolution No. 17 -R -101. The vote was unanimous with Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford 11 -14 -2017 Minutes Page -18 - voting for and no one voting no. (Mayor Pro -Tem Edwards had stepped away from the dais) Motion passed. 13. Ordinance No. 17 -T -46 — Consideration and/or action approving an Ordinance authorizing a budget amendment to fund elevated storage tank repainting. First Reading (B. James /J. Walters) The following was read into record: ORDINANCE NO. 17-T-46 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A BUDGET AMENDMENT TO FUND ELEVATED STORAGE TANK REPAINTING; 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 introduced this item stating on October 10, 2017 City Council authorized the City to enter into a contract with Tank Pro, Inc. for the painting of the Nacogdoches elevated storage tank. Back in the budget process we were originally at that time proposed that this be funded out of bond funds that we would come back to Council sometime in 2018. The bond Ordinance details the amount and allocates the funding. Reviewing the end of year, it looked like the water and sewer fund actually had more money in the construction reserves than we had anticipated in putting the budget together, so we are asking Council to re- authorize the funding for this project from the construction reserves in water and sewer. In comment, Mayor Carpenter indicated that we are using restricted funds as opposed to others. In answer, Mr. Walters stated we are using construction funds rather than using up bond capacity. Mayor Carpenter recognized Councilmember Crawford who moved seconded by Councilmember Thompson to approve Ordinance No. 17 -T -46 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 had stepped away from the dais) Motion passed. 14. Ordinance No. 17 -K -47 - Conduct a public hearing and consider action on an ordinance closing and abandoning to the abutting property owner a section of Trainer Hale Road PH right -of -way located approximately 850 feet south of the intersection of FM 1518 and Lower Seguin Road. First Reading (B. James/L. Wood/B. Cox) The following was read into record: ORDINANCE NO. 17 -K -47 11 -14 -2017 Minutes Page -19 - AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, CLOSING AND ABANDONING TO THE ABUTTING PROPERTY OWNER A PORTION OF RIGHT -OF -WAY WEST OF FM 1518, APPROXIMATELY 850 FEET SOUTH OF THE INTERSECTION OF LOWER SEGUIN ROAD AND FM 1518; AND ESTABLISHING AN EFFECTIVE DATE HEREOF Mayor Carpenter recognized Executive Director Brian James who introduced this item stating what Council has before them is an item abandoning a portion of unnecessary old right -of -way off Trainer Hale Road. The property adjacent is owned by Schertz 1518 — Crossvine and they are looking to acquiring that old unnecessary right -of -way into their development. Staff recommends approval of abandonment. Mayor Carpenter opened the public hearing and as no one spoke, closed the public hearing for Council Comments. In answer to Councilmember Crawford's question on who owns the property, Executive Director Brian James stated the that it is a right -of -way and is owned by the city. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Davis to approve Ordinance No. 17 -K -47 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 had stepped away from the dais) Motion passed. Mayor Pro -Tem Edwards returned to the dais. Roll Call Vote Confirmation Mayor Carpenter recognized City Secretary Brenda Dennis who provided the roll call vote for agenda items 1 -14. Requests and Announcements 15. Announcements by City Manager. No further announcements were made. 16. Mayor and Council members to request that items be placed on a future agenda. Mayor Carpenter recognized Councilmember Thompson who expressed his congratulations to David Scagliola who will be sitting in his, place at a future meeting. He has two thoughts he would like the city to develop down the road. The first item is to have staff consider the idea of workforce development housing. This is different from age based housing or income based housing. He believes that we are very close to becoming the city where the average worker for the City of Schertz is not going to be able to afford 11 -14 -2017 Minutes Page - 20 - to live in the city. There have been times in his past where in order to live in a community an employer develops some creative financing to allow that to happen. He would like to see this possibly happen because if we can have our city employees for the most part live and work in Schertz we are going to be a better community. The second item he would like the City to consider is in regard to Republic Services. He requests us to see how we can extend and increase the amount of recyclables to reduce the waste in the landfills, pertinent to the proclamation read tonight. He provided an example of an experiment he did where he purchased a large trash can and marked it recycle. He found that approximately 75% of his trash could be put into this large trash can as it would not.fit in the small bin provided. He believes that if the City and Republic Services can work together and get some larger recyclable cans out to our residents he thinks we will see meeting the goal of achieving a higher and higher ratio of recyclable items. He would like to see how this might be approached down the road. Mayor Carpenter stated that the way Councilmember Thompson worded the above requested items is that these would not be on a particular agenda but an appeal for the Council to take up these items in the near future. Councilmember Thompson concurred. Mayor Carpenter recognized Councilmember Crawford who stated that he would support Councilmember Thompson's comments particular to extending recycling efforts as he too experimented on this and now he can get his trash into a paper bag, everything else that is legal to go into the recycle bin. He doesn't want the city to fine residents as they do in San Antonio. Councilmember Crawford's other request is if we see we are going to have several workshops on an agenda, that we possibly move the action items up as to allow those who are here to present and speak can go first and not have to wait. He understands that it is difficult to catch this at times but if there are those that are waiting to speak on an item to see those moved around on the agenda sooner. Again, Councilmember Crawford stated it is not something to be placed on an agenda, maybe we can talk about this at our workshop in December. In response, Mayor Carpenter stated that as a matter of procedure, any Councilmember can request, by bringing up a point of procedure, to have an item moved forward. He stated that we are challenged in the months of November and December due to the lack of regular meetings and at times things get stacked up. He doesn't always catch that we have employees or guests that need to be brought forward, so if Council would assist him. Councilmember Crawford stated that we can discuss this in December. . 17. 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 11 -14 -2017 Minutes page - 21- • Recognition of actions by community volunteers Mayor Carpenter recognized Mayor Pro -Tem Edwards who stated he attended the following: • Trunk or Treat Event. Thanked all the staff involved in the success. • Cibolo Youth Sports Complex event. He wanted us to recognize the great work Cibolo is doing. • SCUCISD had a Veterans Ceremony out on the football field. He did not realize how many students have family members deployed. • Steve Simonson Volunteer appreciation dinner. Great event and thanked all those involved. Mayor Carpenter recognized Councilmember Davis who stated that he attended the following: • Veterans Day Celebration at our Memorial Plaza. Great turn out and thanked everyone involved. • Schertz Housing Authority meeting. They expressed their thanks for the article that was published in the Schertz Magazine. Looking forward to additional publicity in the future. Mayor Carpenter recognized Councilmember Gutierrez who stated that he attended the following: • Trunk or Treat Event. Expressed his thanks for everyone involved. He received so many comments from residents who were grateful for the event. • Veterans Day Celebration at our Memorial Plaza. Thanked everyone involved. Mayor Carpenter recognized Councilmember Crawford who stated he attended the following: • Veterans Day Celebration at our Memorial Plaza. Thanked everyone involved. • Cibolo Youth Sports Complex event. • Northeast Partnership for Economic Development monthly luncheon meeting. Lastly, regarding the election, he appreciated everyone's long hours and work and he has not heard any comments regarding the ability of Guadalupe county voters being able to go the vote centers, but he likes that concept. He thanked those involved making this happen. Mayor Carpenter also commented on the election and the great work involved. He stated over the last few years Ms. Dennis has worked with the Election Administrators to run our elections. He thanked her for a job well done. 11 -14 -2017 Minutes Page - 22 - 18. Information available in City Council Packets - NO DISCUSSION TO OCCUR City of Schertz Economic Development Corporation • Payment notification of the Small Business Grant per the Economic Development Performance Agreement with Evestra, Inc. Adiournment As there was no further business, Mayor Carpenter adjourned the meeting at 9:37 p.m. Michael R. Carpenter, Mayor ATTEST: t _ Brenda Dennis, City' Secretary 11 -14 -2017 Minutes Page - 23 -