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MINUTES
STRATEGIC PLANNING SESSION
FEBRUARY 1, 2006
The Schertz City Council convened in Strategic Planning Session on Wednesday,
February 1, 2006 at 7:00 p.m. in the Council Chambers Conference Room, 1400
Schertz Parkway Building #4, Schertz, Texas. The following members were present:
Mayor Hal Baldwin presiding, Council Members Carl Douglas, John Trayhan,
Tony Wilenchik and Michael Carpenter. Absent was Council Member Reginna
Agee. Also present were City Manager, Don Taylor, Assistant City Manager John
Bierschwale, Donna Dykes, Human Resources Director, Juan Santoya, Finance
Director and City Secretary Judy Tokar.
#1 CALL TO ORDER
Mayor Baldwin called the meeting to order at 7:03 p.m.
#2 STRATEGIC PLANNING SESSION
A) Planning and Zoning Department
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Nancy McBeth Planning Director stated she would finish her presentation that was
started at a previous meeting. The following were items of discussion on mapping the
future:
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Master Plan Tools & Outcomes:
o Need of Comprehensive Master Plan and Unified Development Code (UDC)
Update the UDC cost approx. $75,000 to $80,000-outside consultant- imperative
tool.
o Application growth: 7.5% increase 1990-2004 and projected growth to 2010.
o Personal Goals with projected estimated cost of each:
Civil Engineer
Comprehensive Planner
Administrative Assistant
Planning Tech
o Current Issues-Council direction recommended on:
Two platted subdivisions from 1950's
Freeway Manor
Live Oak
Service to Southern part of the City; how is the City going to get there; how is the
City planning for growth
Loss of Commercial property
Town Center concept
Annexation
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Council Policy
Annexed property not zoned- critical issue
Planning Commission wishing to implement projects not budgeted-Council was
provided with laundry list
TXDOT Grant Enhancement Program -FM3009
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Discussion followed on the importance of prioritizing all (department) strategic plans. It's
important that Council prioritizing each department, because a true strategic plan is the
engine that drives the plan relative to budget, check system for departments, etc.
Council thanked Nancy McBeth for her presentation.
C) General Discussion on Personnel
At this time, Donna Dykes, Human Resources Director presented projected five year plan
for Human Resources that depends on several support functions, one of which is Human
Resources and others such as:
D Finance
D Information Management such as IT, Records Management, City
Secretary, Public Information Officer and others
Ms. Dykes states that the services the support functions provide depend upon what the
other departments are doing; Strategic planning is important, and states that in strategic
planning there is a term called" The Golden Thread". This reference is the link (thread
links are goals and objectives) that pulls departments and service plans together to
achieve the plan.
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At this time, a slide presentation covered the following:
D Human Resources concerns
D Workers Comp Costs
D Past staff leveling
D Future staffing and requirements
D Process capabilities- affect staffing assessments
D Possible strategies for future consideration
D Tentative Human Resources staffing
D Tentative cost estimates
D Projected HR five-year plan-It depends on the outcome of departments. HR will
return with cost estimates once all presentations are done.
Assistant City Manager Bierschwale added that presentation is the framework to achieve
a strategic plan. At a later date, Council will be provided with a draft plan for review. The
plan would be a living document, kept alive by review (every 6 months or once a year) by
Council and staff; Council would establish the time frame. The City's Strategic Plan is
the framework based on the City's Mission statement and Vision.
Council thanked Donna Dykes for her presentation.
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B)
Municipal Complex Expansion Program
Assistant City Manager Bierschwale presented a conceptual design on the municipal
complex expansion and covered the following:
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D Address change to cover the entire complex-1400 Schertz Parkway
D Building numbering and directional signs
D Ball fields-approx. 80% completed
D Civic Center- approx 60% completed
D Parking Lot- appro x 40% completed
D Bonds-Certificate of Obligation (CO) Fund project for Drainage and Municipal
Complex Improvements- $7.75 million
. Projects that remain to be completed: A) Converting the Community
Center into municipal offices, B) Rehab the Building Maintenance Shop, E)
remodel City Hall, and F) consider construction of new LED sign. Other projects
have been deferred such as the Elbel Rd. and Woodland Oak Drainage
improvements.
D Construction of City Hall annex- 12,000 sq. ft.-directly behind the current City
Hall-cost approximately $1,122,000.
D Re-consideration of previous proposal to convert the current Community Center
into Municipal offices and leave the building to provide indoor youth activities-
cost to rehab the Center is approximately $25,000.
D Re-Iocation of Maintenance Facility and addition of Central Purchasing
warehouse -4,000 sq. ft.-cost approximately $374,000. Safety is an issue.
D Construction of LED sign approved January 25, 2006-cost $80,000:-
D Remodel City Hall-meeting security needs for Court and housing IT dept.-coost
approximately $250,000 ($100,000 to be funded by Court Security/IT Funds).'
D Estimate construction-total of 10 months for the entire design and remodel.
D Recommendation to "design build contract" - for "Request for Proposals" (RFP)
from area contractors. Concept successful in the surrounding area.
Combined total construction cost: $1,851,000.00
Funding Sources:
Remaining CO's
Economic Development
Court Security Building Fund
Fund Balance
Fund total $1,1851.000.00
$543,556.00
$200,000.00
$250,000.00
$678,443.39
A detail of SR2004 Bond-Community Projects was presented with a breakdown of
budget amounts, costs, year to date amounts, available funds from bond SR2004 proceeds
and balance from SR2003 projects and other funding sources.
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City Council was asked to provide direction and possible action on authorization to move
funds out of fund balance in the amount of $678,443.00. Council will be provided,
possibly at next meeting with a final document for review on the different options to
consider and staff recommendation on these options.
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#3 ADJOURNMENT
Mayor Baldwin adjourned the meeting at 9:20 p.m.
ATTEST:
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