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
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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
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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
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- 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
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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
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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
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® 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
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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
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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
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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 -