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09-25-2018 MinutesMINUTES REGULAR MEETING September 25, 2018 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on September 25, 2018, 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 Bert Crawford Staff Present: Executive Director Dudley Wait City Attorney Dan Santee Call to Order — City Council Regular Session Mayor Pro -Tern David Scagliola Councilmember Ralph Gutierrez Councilmember Cedric Edwards Councilmember Angelina Kiser Acting City Manager Brian James Assistant to the City Manager Sarah Gonzalez City Secretary Brenda Dennis Mayor Carpenter called the regular meeting to order at 6:01 p.m. Openine Prayer and Pledues 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 State of Texas. Prnclamatinn Proclamation recognizing Fire Prevention Week. (Mayor Carpenter/K. Long) Mayor Carpenter read and presented the proclamation for Fire Prevention Week to Fire Chief Kade Long and thanked him and his staff for their dedication to the city. City Events and Announcements • Announcements of upcoming City Events (B. James/D. Wait/S. Gonzalez) Mayor Carpenter recognized Assistant to the City Manager Sarah Gonzalez who provided the following announcements: Saturday, September 29th Breakfast with the Blue 8:30 am —10:30 am Whataburger — 5570 FM 3009 This is an opportunity for the residents to get to know their neighbors and the police officers working in their community. 09 -25 -2018 Minutes Page - 1 - Star Party 7:30 pm —10:30 pm Crescent Bend Nature Park For more information, contact Schertz Parks and Recreation Department X1850. Tuesday, October 2 11 City Council Meeting Canceled to support National Night Out City Council arrive in the City Manager's Area at 5:30 pm to divide into teams and depart. Saturday, October 6th Dunkin' for Pumpkins 6:00. pm Schertz Aquatic Center Pre - registration required, X 1900. Sunday, October 7th Schertz 60th Anniversary Main Street 4:00 to 8:00 p.m. Dance and enjoy local food and refreshments, craft and retail vendors, photo booth, and the Settlers Corner with the Schertz Historical Preservation Committee. Bring the entire family out to the Family Zone featuring a tie -dye station, junk art competition, games, inflatables and more. Mingle with City Council and the Mayor while enjoying special anniversary cupcakes and handcrafted root beer. The evening will conclude with a fireworks spectacular! Monday, October 8th City Offices Closed in Observance of Columbus Day Tuesday, October 9th City Council Meeting Canceled to attend the Annual Texas Municipal Conference in Fort Worth Tuesday, October 16th Chamber Luncheon 11:30 am Schertz Civic Center Early Voting Begins October 22, 2018. Please see the city's website or contact the City Secretary's office for election locations, dates, and times. a Announcements and recognitions by the Acting City Manager (B. James) No announcements were made. • Announcements and recognitions by the Mayor. (M. Carpenter) No announcements were made. 09 -25 -2018 Minutes Page - 2 - Hearing of Residents Mayor Carpenter recognized the following who spoke: ® Ms. Liza Stockwell, 940 Eikel Street, New Braunfels and Mike Turner ,who addressed Council regarding the city's assistance in relocating the billboard along IH -35. TxDot has told them it has to be moved. Liza and Mike are requesting assistance in permitting the relocation of the sign. Acting City Manager Brian James stated that he would need to get with Lesa Woods or Bryce Cox with the Planning & Community Development Department. Mr. Ryan Wolff, 11 +902 Hollering Pass, inquiring on the status of what the City Council is going to do about the Pit Pads and short-term rentals. He stated this was discussed on August 28, 2018 at the City Council meeting and he is waiting to hear back from Council. .Consent Agenda Items 1. Minutes — Consideration and/or action regarding the approval of the minutes of the meeting of September 11, 2018. (B. Dennis) 2. Resolution No. 18 -R -129 — Consideration and/or action approving a Resolution authorizing the Acting City Manager to enter into an Agreement with Arthur J. Gallagher and Co. to provide Health Care Insurance Broker Services. (D. Wait/J. Kurz/L. Cox) The following was read into record: RESOLUTION NO. 18 -R -129 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE ACTING CITY MANAGER, TO ENTER INTO AN AGREEMENT WITH ARTHUR J GALLAGHER AND CO TO PROVIDE HEALTH INSURANCE BROKER SERVICES AND OTHER MATTERS IN CONNECTION THEREWITH 3. Resolution No. 18 -R -128— Consideration and/or action approving a Resolution authorizing EMS Debt Revenue Adjustments, Utility Billing Debt Revenue Adjustments and Schertz Magazine Debt Revenue Adjustments for certain inactive outstanding receivables. (B. James /J. Walters) The following was read into record: RESOLUTION NO. 18 -R -128 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING EMS DEBT REVENUE ADJUSTMENTS, UTILITY BILLING DEBT REVENUE ADJUSTMENTS AND SCHERTZ MAGAZINE DEBT 09 -25 -2018 Minutes Page - 3 - REVENUE ADJUSTMENTS FOR CERTAIN INACTIVE OUTSTANDING RECEIVABLES AND OTHER MATTERS IN CONNECTION THEREWITH. 4. Resolution No. 18 -R -124 — Consideration and/or action approving a Resolution authorizing an Interlocal Agreement for funding assistance with the Schertz Housing Authority. (B. James) The following was read into record: RESOLUTION NO. 18 -R -124 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN INTERLOCAL AGREEMENT FOR FUNDING ASSISTANCE WITH THE SCHERTZ HOUSING AUTHORITY, AND OTHER MATTERS IN CONNECTION THEREWITH 5. Resolution No. 18 -R -130 — Consideration and/or . action approving a Resolution authorizing the purchase of an Animal Care Services Vehicle from Maplecrest Ford. (D. Wait/M. Bane) The following was read into record: RESOLUTION NO. 18 -R -130 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE PURCHASE OF AN ANIMAL CARE SERVICES VEHICLE FROM MAPLECREST FORD. Mayor Carpenter recognized Councilmember Gutierrez who moved seconded by Councilmember Edwards to approve consent items 1 -5. The vote was unanimous with Mayor Pro -Tem Scagliola, Councilmembers Davis, Gutierrez, Larson, Edwards, Kiser and Crawford voting for and no one voting no. Motion Passed. Discussion and Action Items 6. Resolution No. 18 -R -131 - Consideration and/or action approving a Resolution by the Schertz City Council approving a bond resolution previously adopted by -the Board of Directors of the Schertz/Seguin Local Government Corporation authorizing the issuance of obligations designated as "Schertz/Seguin Local Government Corporation Contract Revenue Refunding Bonds, New Series 2018"; acknowledging that these obligations will be sold to Raymond Hilltop Securities Inc., as the authorized representative of a group of underwriters pursuant to the provisions of a purchase contract; ratifying, reconfirming, and readopting the provisions of a Regional Water Supply Contract executed between the City of Schertz, Texas, the City of Seguin, Texas, and the Schertz/Seguin Local Government Corporation; authorizing the Mayor, the City Manager, and the City Secretary of the City of Schertz, Texas to execute on behalf of the City of Schertz, Texas all documents in 09 -25 -2018 Minutes Page - 4 - connection with this transaction; and other matters in connection therewith. (B. James /J. Kuhn /M. McLiney /A. Freedman) The following was read into record: RESOLUTION 18 -R -131 APPROVING A RESOLUTION BY THE SCHERTZ CITY COUNCIL APPROVING A BOND RESOLUTION PREVIOUSLY ADOPTED BY THE BOARD OF DIRECTORS OF THE SCHERTZ /SEGUIN LOCAL GOVERNMENT CORPORATION AUTHORIZING THE ISSUANCE OF OBLIGATIONS DESIGNATED AS "SCHERTZ /SEGUIN LOCAL GOVERNMENT CORPORATION CONTRACT REVENUE REFUNDING BONDS, NEW SERIES 2018 "; ACKNOWLEDGING THAT THESE BONDS WILL BE SOLD TO HILLTOP SECURITIES INC., AS THE AUTHORIZED REPRESENTATIVE OF A GROUP OF UNDERWRITERS PURSUANT TO THE PROVISIONS OF A PURCHASE CONTRACT; RATIFYING, RECONFIRMING, AND READOPTING THE PROVISIONS OF A REGIONAL WATER SUPPLY CONTRACT EXECUTED BETWEEN THE CITY OF SCHERTZ, TEXAS, THE CITY OF SEGUIN, TEXAS, AND THE SCHERTZ /SEGUIN LOCAL GOVERNMENT CORPORATION; AUTHORIZING THE MAYOR, THE CITY MANAGER, AND THE CITY SECRETARY OF THE CITY OF SCHERTZ, TEXAS TO EXECUTE ON BEHALF OF THE CITY OF SCHERTZ, TEXAS ALL DOCUMENTS IN CONNECTION WITH THIS TRANSACTION; AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized Finance Director James Walters who stated the Council was briefed on a refunding for savings opportunity available to the Corporation on August 7t' by its financial advisor, SAMCO Capital Markets. This resolution ratifies the Corporation's Resolution adopted on September 20, 2018 authorizing the sale of the Corporation's bonds and delegating the Corporation's General Manager to act on behalf of the Corporation's Board to approve the sale so long as certain savings are met. This resolution authorizes the City's Mayor, the City Secretary and the City Manager of the City of Schertz to act on behalf of the City to execute the Purchase Contract and all other necessary documents at the time of the sale. Mr. Walters introduced Mr. Andrew Freedman, with SAMCO Capital Markets who provided a summary of assumptions of savings. Mr. Freedman addressed questions from Council. Mayor Carpenter concluded stating that it looks to be $831,490 percent savings by doing this. Mayor Carpenter recognized Councilmember Edwards who moved that the City Council approve a Resolution approving a bond resolution previously. adopted by the Board of Directors of the Schertz/Seguin Local Government Corporation authorizing the issuance of 09 -25 -2018 Minutes Page - 5 - bonds designated as "Schertz/Seguin Local Government Corporation Contract Revenue Refunding Bonds, New Series 2018 ", seconded by Mayor .Pro -Tem Scagliola. The vote was unanimous with Mayor Pro -Tem Scagliola, Councilmembers Davis, Gutierrez, Larson, Edwards, Kiser and Crawford voting for and no one voting no. Motion Passed. 7. Ordinance No. 18 -S -34 -- Conduct a public hearing and consideration and /or action PH approving an Ordinance regarding a request for a Specific Use Permit and associated conceptual site plan to allow a Convenience Store and Gas Pumps on an approximate 2- acre site. The property is more specifically described as the south east corner of the intersection of FM 1518 and Maske Road, City of Schertz, Guadalupe County, Texas. First Reading (B. James/L. Wood/E. Grobe) The following was read into record: ORDINANCE NO. 18 -S -34 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS TO APPROVE A SPECIFIC USE PERMIT TO ALLOW FOR OPERATION OF A CONVENIENCE STORE WITH GAS PUMPS AT THE SOUTH EAST CORNER OF THE INTERSECTION OF FM 1518 AND MASKE ROAD, SCHERTZ, GUADALUPE COUNTY, TEXAS Mayor Carpenter recognized Planner I Emily Grobe who provided information regarding this request stating on August 22, 2018 the Planning & Zoning Commission recommended approval of the project. A public hearing notice was published in the San Antonio Express News on August 29, 2018. Prior to the Planning & Zoning Commission meeting, five (5) public hearing notices were mailed to surrounding property owners. Staff has received no responses in favor of the development, no responses opposed of the development, and one (1) response neutral to the request. Ms. Grobe stated that the Owners and the Representative of the Owners were in the audience to address questions. Mayor Carpenter opened the public hearing and recognized Mr. Kevin Love, who stated he was available to answer any questions. As no one else spoke, Mayor Carpenter closed the public hearing and opened it up for Council questions. Staff addressed concerns from Council regarding the placement of the trash dumpster, does Randolph Air Force Base have any concerns with the location of the gas pumps, concerns on the number of trees that will be planted, hours of operation, security cameras, as well as other questions regarding flood plain issues. Mayor Carpenter recognized Councilmember Larson who moved seconded by Councilmember Kiser to approve Ordinance No. 18 -S -34 first reading. The vote was unanimous with Mayor Pro -Tem Scagliola, Councilmembers Davis, Gutierrez, Larson, Edwards, Kiser and Crawford voting for and no one voting no. Motion Passed. 09 -25 -2018 Minutes Page - 6 - 8. Temporary Crisis Leave Pool Policy — Discussion, consideration and/or action regarding approval of a temporary employee crisis leave pool policy. (B. James) Mayor Carpenter recognized Acting City Manager Brian James who stated currently, City of Schertz employees are provided paid vacation leave, sick leave, bereavement, etc. as per the Policy Manual. This includes.a sick leave pool. Staff is proposing for the City Manager, in conjunction with the Human Resources Department and City Attorney, to develop a Temporary Crisis Leave Pool. This program would generally allow the City Manager, upon the recommendation of the HR Department, to allow employees to donate vacation time to be used by another employee on an hour -for- hour basis. This would allow the employee to. take off up to four weeks off to deal with their situation and still be paid. The program would generally be cost neutral to the City as vacation time is paid out when an employee leaves the City. Mr. James addressed questions from Council regarding who the approval authority would be, hours donated, would hours be limited, would there be a cap on the time? Mayor Carpenter moved from the Chair seconded by Councilmember Crawford to approve the Temporary Crisis Leave Pool Policy. The vote was unanimous with Mayor Pro -Tem Seaghola, Councilmembers Davis, Gutierrez, Larson, Edwards, Kiser and Crawford voting for and no one voting no. Motion Passed. Roll Call Vote Confirmation City Secretary Brenda Dennis provided the Roll Call Vote Confirmation for agenda items 1 -8 Workshop Discussion and possible action regarding the minute transcription style of the official City Council meetings. (Item requested by Councilmember Kiser) (B. Dennis) Mayor Carpenter recognized City Secretary Brenda Dennis who stated the time it takes to process the type of minutes we currently do (paraphrasing), for one person it takes two (2) days, if two people work on the minutes, it takes a full 8 hours. Note that if asked by Council and/or others to include "For the Record" this is where the verbatim information is processed. As a goal and to provide more efficiencies within the City Secretary's office, Ms. Dennis stated she would like to condense the minutes by going to action minutes as we have the DVD copies and currently keep them for five (5) years; we also now have our meetings available on our website via YouTube. She also stated that we can keep the DVD's as long as Council would like. 09 -25 -2018 Minutes Page - 7 - Mayor Carpenter recognized Councilmember Crawford who moved to accept the proposal of action minutes, keep the DVD's for five years and anything that is said "for the record" be included, seconded by Councilmember Kiser. Mayor Carpenter provided. his commentary regarding the minutes, stating they are very valuable as he has gone back to the beginning and is now up to 1982 reading the minutes. He expressed the following concerns: (1) if we only preserve the videos for five (5) years and this is what we were doing in 1970, there would be no way he could read the detailed minutes of what happened in 1973 when 2 councilmembers got up and walked out of a meeting and the sitting administrator was fired and they called someone up and brought them in and hired them as the City Manager, the same night. It is important to know those things. He stated that he couldn't support only holding on to the videos five (5) years. His request would be the following: (1) That we hold on to the DVD's as long as they are usable, until they degrade to the point they are no longer usable'. (2) That an electronic copy be kept on a server here locally in the city (storage space is very inexpensive now). (3) That they be continuously stored offsite, somewhere in the cloud; by the way, YouTube is in the cloud. Mayor Carpenter stated that someone needs to have the ability, if we stop having detailed minutes, 20 30 years from now, to be able to come back and watch this meeting or other meetings and see what was going on in these chambers. The maintenance of transparency with regard to historical preservation of what happens in these chambers in his mind is absolutely critical. He could not function as he does without the benefit of being about to go back and read all those minutes. He would ask the Council to consider these points. Mayor Carpenter recognized Councilmember Crawford who stated that he would like to modify his motion to state those three points above as the Mayor requested. Mayor Carpenter then stated he would read the requested points and Councilmember Crawford could state "so moved ". Mayor Carpenter read the following: (1) That DVD's shall be preserved until such time they are no longer viable for use (2) An electronic copy of all the City Council meetings be maintained on a server within the City's network; staff to have the opportunity to make the decision on how to do this. (3) That a copy of every City Council meeting be maintained in the Cloud, again leaving it to staff to decide, whether it be on YouTube or some other place. Councilmember Crawford stated, "so moved ", seconded by Councilmember Kiser. The vote was unanimous with Mayor Pro -Tent Scagliola, Councilmembers Davis, Gutierrez, Larson, Edwards, Kiser, and Crawford voting for and no one voting no. Motion Passed. 09 -25 -2018 Minutes Page 8 - Roll Call Vote Confirmation City Secretary Brenda Dennis provided the roll call vote for the workshop item. Closed Session Mayor Carpenter convened into closed session at 6:57 p.m. and stated they would take a five (5) minute recess before convening. 9. City Council will meet in closed session under Section 551.074 of the Texas Government Code, Personnel Matters to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of the City Manager. 10. City Council will meet in closed session under Section 551.071 of the Texas Government Code, Consultation with the City Attorney regarding regulations within the Unified Development Code. Reconvene into Rel4ular Session Mayor Carpenter reconvened into regular session at 7:44 p.m. 9a. Take any action based on discussions held in closed session under Agenda Item 9. No action taken. 10a. Take any action based on discussions held in closed session under Agenda Item 10. No action taken. Requests and Announcements • Announcements by the Acting City Manager. No announcements were provided. • Requests by Mayor and Councilmembers that items be placed on a future City Council agenda. No items were requested. ® 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 09 -25 -2018 Minutes Page - 9 - • Recognition of actions by community volunteers Councilmember Gutierrez mentioned he attended the Council/HOA meeting on the 180i and it was very well received. He thanked staff for getting this meeting put together. He stated he also attended the Rose Garden Elementary School Ribbon Cutting. Danville Middle School also held a Health and Wellness Fair and he thanked our Fire Department for attending. Lastly, this morning he attended he Schertz Hiring Fair and thanked the EDC Department Team for putting it all together. Councilmember Edwards also thanked the EDC Department for putting on the hiring fair. Last Sunday at the Journey Fellowship, he is unsure of what team responded, but who they responded to was a retired paramedic from Houston and he gave our Schertz team very high regards for great performance of their duties. Councilmember Crawford stated he attended the Council HOA meeting and thanked staff; it was very well attended. He also attended the Danville Elementary ribbon cutting ceremony. Mayor Carpenter stated that the meeting with the City Council and the HOA leadership representatives was exceptional. He thanked Councilmember Edwards for the request and idea and thanked City Secretary Brenda Dennis for making it a reality. He stated that these meetings will go on way after all of us are serving on City Council. It proved to be an extraordinary valuable gathering. Last week he also had the opportunity to attend the Austin - San Antonio Corridor Growth Summit put on by the Austin Business Journal and San Antonio Business Journal. Remarkable things are happening; we know them, we're here, we're on the corridor. The speaker talked about the mid and long -term projections for our area between San Antonio and Austin. We need to hold on for the ride; it's going to be pretty remarkable. Mayor Carpenter stated that he also was able to attend the TxDot State of TxDot luncheon last week in Live Oak, which was also extremely well attended. TxDot seems to be finding money to invest in building roads without tolls on them. 11. Information available in City Council Packets - NO DISCUSSION TO OCCUR • Update information from the Committee of Committees Advisory Board. (CCAB). (B. James /S. Gonzalez) • Update information on the Texas Ambulance Supplemental Payment Program (TASPP) for EMS. (D. Wait/J. Mabbitt) • Pending informational items. 09 -25 -2018 Minutes Page -10 - Adjournment As there was no further business, Mayor Carpenter adjourned the meeting at 7:48 p.m. 'Michael R. Carpenter, Mayor AT�ES —Djj Br nda Dennis, City Secretary 09 -25 -2018 Minutes Page - 11 -