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03-23-2018 MinutesMINUTES SPECIAL MEETING March 23, 2018 A Special Meeting was held by the Schertz City Council of the City of Schertz, Texas, on March 23, 2018 at 8:30 a.m., at the Schertz Civic Center, Bluebonnet meeting room, Schertz, Texas. The following members present to -wit: Councilmember Mark Davis Councilmember Scott Larson Councilmember Angelina Kiser Staff Present: Acting City Manager Brian James Executive Director Kyle Kinateder Assistant to City Manager Sarah Gonzalez Mayor Carpenter present via "Go to Meeting': Councilmember Edwards was absent. Guests Present: Mr. Richard Dziewit (left at 11:30 a.m.) Ms. Michele Tereletsky (left at 10:3 0 a.m. Mr. Glen Outlaw Staff Present: during the morning session: EMS Director Jason Mabbitt City Engineer Kathy Woodlee Water/Wastewater Manager Jimmy Hooks Police Chief Michael Hansen Chief Kade Long Parks Director Lauren Shrum HR/Purchasing Director Jessica Kurz Facilities Manager Todd Buckingham Adult Services Librarian Lizzi Bertoia Facility Services & Fleet Director Jon Harshman Director Planning & Community Development Lesa Call to Order (General Comments) Councilmember Ralph Gutierrez Councilmember Robin Thompson Councilmember Bert Crawford Executive Director Dudley Wait City Attorney Dan Santee City Secretary Brenda Dennis IT Director Myles Clauser Library Director Melissa Uhlhorn Public Works Manager Doug Letbetter Asst. Police Chief Mark Bane Finance Director James Walters GIS Director Tony McFalls Public Affairs Director Linda Klepper Senior Planner Bryce Cox Utility Billing Manager Dawniecia Hardin - Trussel Client Services Tech I Ray Nichols Wood Mayor Pro -Tern Scagliola called the meeting to order at 8:33 a.m. Welcome /Overview 3 -23 -2018 Minutes Page -1- Acting City Manager Brian James had those present state their name, department they represent, high school attended and their high school mascot. Mayor Carpenter also responded. Mr. James provided a review of items that will be discussed but is not asking Council to make any decisions. ® Discussion and direction in preparation for pre- budget prioritization process and budget goal setting, including but not limited to 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. (B. James /Executive Team) Finance Director James Walters provided a Budget overview regarding the following items: a Factors affecting property values ® Factors affecting fund balance ® Factors of FY2017 -18 budget ® Information from the Citizen Survey ® Funded Items personnel FY2017 -18 ® Funded Items FY2017 -18 ® Items not funded FY2017 -18 ® 5 -year Forecast FY2017 -18 ® Base Factors ® Forecasted Programs ® Classification & Compensation Mayor Pro -Tem Scagliola left the meeting at 9:30 a.m. ® Review of Facilities Master Plan Executive Director Dudley Wait provided information regarding the Facilities Master Plan regarding the following items ® Study Approach Research Audit Compare Preliminary Interviews - Priorities Options Facilities Master Plan (Draft) Final Report ® Discussion Regarding Short Term Office Space Needs and Options 3 -23 -2018 Minutes Page - 2 - Executive Director Dudley Wait continued discussion regard short term office space needs and options. Mayor P ro -Tem Scagliola to the meeting at 11:13 a.m. • Existing Conditions Hal Baldwin Municipal Complex Public Works Complex Library /Recreation Center / Senior Center • Current Departmental use of buildings • Current State of Need • Needs Assessment Process • Future Unit Area Standards — Office / Workstation • Each Department Needs Analyzed • Current Departmental Deficit • Square Footage Needed at Milestones through 70,000 population • Development Options — City Hall / Public Safety / Public Works • Discussion regarding various options Pro /Cons ® Review of Large Repair /CIP Projects Facilities Manager Todd Buckingham provided the following information regarding review of large repair /CIP projects which included the following: ® What we are doing: (2017 CO Bonds) - Fire Station 2 Interior repairs - $30,000 - Fire Station 2 gate repair - $2,800 - City Hall (Bldg 1) Roof Replace - $50,000 - ADA Compliance work (Bldg 2) - $45,000 Emergency Services Gate - $34,000 - Repair Badge Access (Bldg 1) - $40,000 - Civic Center Panic Bars - $10,196 - Misc. Repairs and Upgrades - $18,100 ® What we are doing: (2018 CO Bonds) - Rec Center Bathroom Refurbish - $500,000 - Pickrell Pool Repair - $120,000 - City -wide Badge Access System Upgrade - $300,000 - Remodel 27 Commercial Place (Fleet) - $1,750,000 ® What we need /want to do (Chip away as we can) - Bldg 1: $172,000 - parking lot, signage upgrade, ADA access, front counters remodel, furniture and fixtures 3 -23 -2018 Minutes Page - 3 - - Bldg 2: - $88,000 - roof repair, connect to generator, parking lot drainage - Bldg 3 (Comm Ctr): $281,000 — ADA access, upgrade generator, replace acoustic panels - Bldg 4 (council): $65,000 — Replace fixed chairs and carpet - Bldg 5 (Civic Ctr): $283,700 — floor and door repair, upgrade air walls, update appliances, generator - Bldg 6 (PD): $173,000 — foundation and floor repair, shower repair, remodel gym, dispatch dedicated generator - Bldg 7 (EMS): $475,000 — shower repairs, replace emergency services generator - Bldg 8 (FD): $25,000 — shower repair - Bldg 9: $19,000 — drive through window for EMS billing 10 Commercial Place Bldg 1: $80,000 — ADA access and moving walls /doors for better functioning space 10 Commercial Place Bldg 2: $60,000 — motorized gates to promote safer traffic flow 11 Commercial Place: $40,000 — ADA access, install firewall and move walls /doors for function - Library: $53,000 — UV barrier west windows, furniture replacement, meeting room remodel(s), exhaust fan upgrades Senior Center: $12,000 — exterior upgrades (gazebo, sitting areas) North Center: $37,000 — foundation repair and outside water proofing Animal Adoption Center: $23,100 — install fans and floor drain covers in outdoor kennels Maintenance Programs • HVAC Maintenance Program - $75,000 annually • LED Light Fixture replacements inside and out - $225,000 • Paint, flooring, ceiling tiles and finishes in all buildings - $500,000 Plan to build a budget program that makes these programs automatic over the next 3 -5 years (vehicle replacement program) Councilmember Kiser left the meeting at 11:55 a.m. ® Discussion Regarding Potential Water Meter Upgrade Project Utility Billing Manager Dawniecia Hardin - Trussel came forward providing information regarding the water meter upgrade project. The following information was provided. Schertz Water Meter System ® Drive by Radio read ® Current meters are failing Meter technicians have to make multiple trips due to misreads due the information not transferring to the computer correctly - This results in 500 to 700 meters per cycle that need to be read manually Full warranties are beginning to expire, seeing additional costs to the city for replacements 3 -23 -2018 Minutes Page - 4 - Takes longer to bill and read - Example: When the current system was new, it took a couple of hours to read. Currently it is taking 2 to 4 days to read a cycle. Did You Know? With advanced technology there is a new and innovative way of obtaining residential and commercial water consumption The new technology is called Advanced Metering Infrastructure (AMI) AMI can track and read water consumption right from the home or office! What Can AMI Do For Staff? ® Minute -by- minute analysis of consumption ® Remote programing of Meters ® Identify failed meters immediately rather than waiting for the read date at the end of the cycle What Can AMI Do For Citizens? ® Provides real time water consumption information to our citizens o On- Demand data log to view 15- minute interval reads o Gives citizens the ability to monitor their water consumption via a web portal & smart phone app ® Billing process is more efficient and accurate o Water consumption usage will be more accurate o Fewer work orders will have to go out for re -reads or misreads Advanced Metering Infrastructure (AMI) will provide more accurate information, increase customer service for citizens, and allow the billing office to be more effective and efficient Surrounding areas such as Universal City & Cibolo have incorporated this new system and have seen great results in performance Will come to Council to discuss how its funded and impacts to residents ® Review of Parks Projects List Parks, Recreation and Community Services Director Lauren Shrum provided the following information regarding Parks & Recreation Fun! Where We've Been What We've Done 3 -23 -2018 Minutes Page - 5 - Location Item Price Order Date Delivery Date Install Date Pickrell Park (3) Shades for Playscape $7,506.00 TBD 12/21/2017 late May Pickrell Park Rock Wall handholds $437.80 3/19/2018 Crescent Bend Nature Park late April Pickrell Park Crawl Tube for Playscape $1,810.00 3/19/2018 (2) Trash Cans w /Dome Lid late April Pickrell Park (1) Drinking Fountain $3,589.00 3/20/2018 $4,000.00 late April Pickrell Park Modern Bike Rack $226.00 12/21/2017 1/8/2018 Done Pickrell Park (12) water leaks fixed Done Done Pickrell Park Electrical Vandalism repairs $1,000.00 Done Refresh Inventory Done Pickrell Park Limestone Wainscotting vandalism repairs $2,000.00 Refresh Inventory Swing Chain $437.80 Ashley Park Replacement Steps for Catwalk $1,248.00 12/27/2017 2/1/2018 Ashley Park Red Tube Slide $4,805.00 12/27/2017 2/1/2018 Done Ashley Park Factory matched paint for equipment $300.00 Ashley Park 3lights out on trail $600.00 TBD Aquatic Center Modern Bike Rack $226.00 12/21/2017 1/8/2018 April The Park at Woodland Oaks Triple Shoot Game on Post $664.00 3/20/2018 late March Community Playscape Train Whistle Community Playscape Merry Go Round bearings Wendy Swan Memorial Park !Renovation of Poolhouse & Restrooms $6,000 early April Wendy Swan Memorial Park Modern Bike Rack $226.00 12/21/2017 1/8/2018 mid February Wendy Swan Memorial Park Schertz Mural (similarto Pickrell Pool) $3,250.00 2/2/2018 late February early April Crescent Bend Nature Park Dog Waste Station $427.00 May Crescent Bend Nature Park (2) Trash Cans w /Dome Lid $1,160.00 3/20/2018 May Library Complex Rose bush trimming /drip irrigation install $4,000.00 1/29/2018 Done Senior Center Cedar Pergola & Garden Areaw /table $10,000.00 July City Hall & Admin Bldg 2 Drip irrigation and Annual Color install Done Veteran's Memorial Plaza Trail Reconstruction & Limestone Edging $2,045.00 Done Refresh Inventory Tot Bucket Seat $136.00 3/20/2018 Refresh Inventory Swing Chain $437.80 3/20/2018 TOTAL $52,093.60 0 What We're Budgeted to do • Parks - Minor & Other Equipment Maintenance $4,000 (128 %) • Parks — Plumbing Supplies $4,000 (49 %) • Parks — Landscaping Supplies $20,000 (59 %) • Parks — Operating Supplies $35,000 (58 %) • Parks — Special Events $10,000 (28 %) • Pools — Operating Supplies $3,500 (98 %) • Pools — Equipment Maintenance Supplies $600 (95 %) • Pools - Minor & Other Equipment Maintenance $8,000 (72 %) • Park Fund - ® Playscape Restroom $168,968.75 • Mary Whitfield Burks Park Development $56,982.25 • Hilltop Park Phase I Development $63,000 • Grants Fund — ® Schertz Exercise Trail What We Squeezed In ® TRAPS Central Region Workshop & Maintenance Rodeo 3 -23 -2018 Minutes Page - 6 - ® Music & Movies in the Park ® Paws in the Pool ® Dunkin' for Pumpkins ® Trunk or Treat ® Underwater Egg Hunt ® Parks Program Guide ® Where do we want to go? • Increased Level of Service — Mowing via contract — Annual color installation in landscape beds — Regular schedule of painting picnic pavilions, buildings, play equipment, and pavement markings — Power washing, increased cleaning of restrooms • Aesthetic Renovation Schedule for Parks & Facilities — Pickrell Park Pool — Wendy Swan Memorial Park Pool — Ashley Park — Palm Park — Thulemeyer Park — Pickrell Park • Accessibility and Full -Scale Renovation for Parks & Facilities — Pickrell Park and Pool — Wendy Swan Park and Pool — Ashley Park — The Park at Woodland Oaks — Thulemeyer Park — Heritage Oaks Park • Recreation Staff — Adult Sports Leagues — Teen Programs — More Events • Expanded Trail Network Northern Schertz (utility corridors) Southern Schertz (Cibolo, Dietz, Woman Hollering Creeks) • More Regional Parks • How Do We Get There? -We need to be funded and staffed to get there — Grants and Federal funding Leverage funds /Strategic partnerships -OR understand costs and time constraints and temper expectations accordingly Gold Silver 3 -23 -2018 Minutes Page - 7 - Bronze Honorable Mention? ® Review of Large Repair /CIP Projects Review City Engineer Kathy Woodlee provided the following information: Streets "PCI" (Pavement Condition Index) Phases 1 -3 ($4.8mil funded) • design kicking off FY18 ($400k) • construction FYI ($4.4mil) • Northcliffe (Castle Hill, Sherwin, Whisper Cove, Angels, Mayfair, Portage, Northern Heights, Meadow Head, Cherry Tree, Brookhead, Tiffany, Crestwood, Wedgewood) • Greenfield Village • Portions of Randolph and Curtiss • Schertz Parkway (Live Oak to FM 78) • Portion of Lindbergh • Portion of Tri- County Parkway • Live Oak (Schertz Parkway to FM 3009) • Phase 4 — update PCI study — kickoff FYI ($400k) Water Corbett Elevated Storage Tank • Design nearing completion ($205k funded) • Construction kick off FYI ($2.845mil funded) • Current Construction Estimate $5.5mil => additional $2.6 mil needed • Corbett 3- million - gallon Ground Storage Tank and Booster Station • Design kick off FY19 - $350k • Construction kick off FYI - $4.65 million • Water Master Plan and Impact Fee Study Update • Current Funding $250k • Kick off FYI • Review of Public Works Projects Lists Public Works Manager Doug Letbetter provided the following information: Municipal Drainage Utility System ® Created by City Council in 2003 - To develop EPA and TCEQ Compliant Storm Water System 3 -23 -2018 Minutes Page - 8 - - Initial fee was $2.10 per LUE per month based upon impermeable ground cover (residential property pays for one LUE) - 'Increased to $3.80 in 2008 and $5.20 in 2012 - Commercial is figured upon total impermeable ground cover multiplied by 5.77 LUE's per acre times $5.20 City must maintain drainage ways Municipal Drainage Utility System ® Since inception, funds have paid for Storm Water Manager, Drainage Staff and minor equipment repair Maintenance to drainage channels has primarily consisted of mowing and some concrete armoring to protect sidewalls or floor from erosion Desilting and drainage channel reshaping has been almost non - existent ® Current drainage fee: - Fund traditionally completes $200K - $300K of projects annually - Prior to FY 2018, $1.6M in Drainage Reserves - FY 2018 drainage projects will reduce reserves by $13M - FY 2019 and 2020 projects estimated to be $1.8M ® City Comparisons: - New Braunfels - $6.61 /LUE - Austin - $8.60 /LUE - San Marcos — small, medium, large rates based upon square footage of residential structure. • From $5.72 to $10.48. • Fees have increased every year since 2015 flood FY 2018 Drainage Projects: - East Dietz De- silting from Dietz Road to Borgfeld Road - Placing Hidden Grove Drainage Channel underground to ease maintenance - Concrete armoring and/or channel work • Colony Drive Drainage Channel at Schertz Parkway • Dietz Road drainage at Borgfeld • Castle Hills Drive Drainage at Northcliffe Golf Course • West Schaefer Road at the dead end ® Osage Avenue at Pond Apple FY 2019 and 2020 Drainage Projects: - West Dietz Creek at Schertz Parkway (large drainage channel) - Amazon Drainage Channel at Schertz Parkway - Arroyo Verde at FM 3009 - Drainage Channel at Fire Station 2 - Kramer Farms Drainage Channel - Portage Drainage Channel from Country Club Blvd to golf course - Doerr Lane at Railroad Tracks 3 -23 -2018 Minutes Page - 9 - Councilmemher Kiser returned to the meeting at 2:1 S p.m. • Discussion of Local Flavor Economic Development Tools Executive Director of Economic Development Kyle Kinateder provided the following information: Local Flavor Economic Development Tools Discussion • Existing Business • Small Business • Entrepreneurship • Targeted Area • Retail SCHURI11 /z-, Incentive Program Comparison ECONOWC DEVELOPMENT CORPORATION Specified Program PRIMARY JOB GENERAL FUND SU TERTZ U 0,«0 .., SCHER.»TH Z General (case-by- Case) . � - : m{ . Entrepreneurship �3 PROPOSED Small Business S C-IE_ RTZ n _ �—; PROPOSED , T StCl< IER Existing Business .a L�tas PROPOSED Target Area (I-&. male �/ _- '° �' + CM PROPOSED vreetJ L - Retail HVeb�se S�ifC1�lE E if espima Other EDC Specific Programs • Schertz — Infrastructure • Seguin — Infrastructure, Land Banking • New Braunfels — Quality of Life • Cibolo — Fagade Improvements, Micro Business • Converse — Hospitality, healthcare, sustainable IT & Green Infrastructure Other Programs • Chapter 312 Tax Abatement — Selma, Seguin • Freeport Exemption — Schertz, Seguin, New Braunfels, Converse, and Selma 3 -23 -2018 Minutes Page -10 - Mayor Pro -Tem Scagliola adjourned the meeting at ATTEST: P nda Dennis, Ci y ecretary 3 -23 -2018 Minutes Page - 11 -