ccwk 08-14-02
Schertz City Council –
Workshop Session
Wednesday August 14, 2002
The Schertz City Council convened in workshop session on Wednesday, August
14, 2002 at 7:00pm in the Municipal Complex Conference Room, 1400 Schertz
Parkway, Schertz, Texas. The following members were present: Mayor Pro-Tem
Reginna Agee, presiding, council members Norma Head, Steve Simonson, Tony
Wilenchik and Ken Greenwald. Absent, Mayor Hal Baldwin. Staff members
present were Interim City Manager Mark Marquez and Deputy City Secretary
Mary Ybarra.
#1 Hearing of Residents:
Robert Brockman of 4505 Grand Forest Drive commented on the following:
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Commented on the need of programmable thermostat for air
conditioning system. A better solution is necessary to regulate air in
conference room.
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Mentioned school speed limit signage is not set up for noon time
frame. Mrs. Agee noted school would be going to three- (3) bell
schedule.
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He commented EMS gate is broken again. Chief Cantrell advised of
gate repair, and the probability of installing plastic board versus wood.
# 2 ORDINANCE:
Discuss final reading of ordinance amending Chapter
5, Buildings and Building Regulations.
Mayor Pro-tem Agee noted no discussion/changes on this issue. Council would
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be ready to take action at their next scheduled meeting of Tuesday, August 20.
#3 ORDINANCE: Discuss final reading of amending Chapter 71/2,
Health.
Mayor Pro-tem Agee noted no discussion/changes on this issue. She advised
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council would be ready to take action at next scheduled meeting of August 20.
#4 Consider and take action approving request of transfer of funding
from Streets to Parks to complete construction of restroom at Playscape &
limited remodeling to community center.
Mr. Marquez noted additional documentation to cover the community center
issue was passed out to council. Jason Hall, Parks and Recreation Director will
brief council on the issue.
Mr. Marquez deferred to Johnny Bierschwale, Public Works Director. Mr.
Bierschwale explained the transfer request of $30,000, of which $7,000 would be
assigned to the community center remodel of kitchen area (Senior Citizen Meal
Program). He advised the monies would complete three restrooms: Playscape,
City Hall ball field and ball field on Oak St. He gave a brief explanation of the
original funding, which began with budget of FY 00/01. Funding would have
constructed ball field for BVYA. The funding was stopped, Oct. 30, 2002, due to
time expiring for encumbering funds from the FY 00/01. The department was
faced with building two restrooms at FY 01/02 with monies ($15,000).
The playscape construction raised a new problem; a restroom was needed to
help alleviate influx of library facility. Restroom request was planned for budget
FY02/03, or would be built sooner if donations became available. A donation of
$2,000 was received from Pulte, which brought total to $17,000.
Mr. Bierschwale's solution to resolve funding was to challenge staff to take on
this years overlay project, thus saving several thousand dollars (Elbel Road
overlay complete, with Lindbergh Street remaining). Normally, the department
goes out for contracting asphalt and seal coat overlays for city streets noted Mr.
Bierschwale. With this said, he is requesting the transfer of $30,000 from Street
Department budget to Parks Fund account.
At this time, Jason Hall, Park & Recreation Director introduced Liz Phillips and
Viola Kramer, representing the Hot Meals program. He went on to explain the
$7,000 remodel would go to renovation of community center, which would house
dance, clogging, etc. (senior programs), a two-part proposal. At this time, Mr. Hall
passed out sketch indicating the proposed renovation of the community center.
The renovation consists of removal/relocation of walls allowing kitchen/pantry
gain; addition of two-door commercial grade refrigerator, 6-burner stove/oven
commercial grade; deep well sink upgrade; under cabinet dishwasher and
disposal. Estimate appliance total of $4100, remainder of $2900 for use in
building material, and wages (demolition/renovate kitchen).
Director Hall indicated the renovation would be sufficient to house the senior hot
meals program that needs a home. The program is self-supporting, meets
Monday through Thursday from 9am to 1pm. Currently, serves approximately 20
seniors daily, with approximately 10 delivered lunches. It’s an opportunity for
social gathering at a low cost of $2 donation for lunch. Mr. Hall noted the
renovation would allow for a better kitchen facility for other residents and non-
residents to rent (community center) for receptions, parties, etc., and as well, as
support for the senior program in need of a new home.
Director Hall went on to say the proposed renovation would open the community
center for the hot meals program, Monday-Thursday 9am-1pm. Secondly, If
approved he further proposes adopting ongoing programs (need of home),
centralizing senior programs. Senior program's such as dance/clogging currently
held at Knights of Columbus. Currently, 25-30 dancers on one day; advanced 15-
20 dancers on another day, and is open to all seniors, with donations accepted at
the door. This program would fit nicely in the community center with the proposed
new hours of operation. The new hours would leave Friday open for some other
possible activities (fitness program) or other related programs. Evening hours
would be left open for rental purposes, or city activities. .
Councilmember Agee said she would like to see organized activities such as
exercise programs and health and safety information provided.
Councilmember Head asked who provides food for the hot meals program. She
was advised the citizens do, along with cooking, and everything else. Seniors 55
and older enjoy fellowship, bingo, and cards. However attendance has gone
down tremendously. A donation of $2 for lunch allows the organization to
purchase food to continue program. The organization is non-profit and receives
donations from the city, Catholic Church and non-Catholic church organizations
as well as others.
Director Hall stated that as mentioned attendance has gone down, but believes if
centralized would increase attendance. It's important to get the word out and
release an article for publication. Councilmember Wilenchik noted he would
announce the senior program at the VFW, Friday night bingo.
Without further discussion, Councilmember Greenwald moved to approve the
request to transfer $30,000 from Streets to Parks to complete construction of
restroom at Playscape & limited remodeling to community center.
Councilmember Wilenchik seconded the motion, which carried with the following
votes:
AYES: Councilmembers Head, Simonson, Wilenchik and Greenwald.
NAY: None
# 5 Discussion on awarding bid - Heat Pump Package Units.
Mr. Marquez stated that it is time to replace the city's air-conditioning system.
Because of this, the city went out for bids, received four bids from bid notice ad,
of which, Owen Mechanical Services was low bidder in the amount of $49,500.
Because the bid is fairly lower than others received, Johnny Brieschwale, Public
Works Director checked out the company and found the bid of $49,500 to be
acceptable.
Mr. Brieschwale did add that balance zones are covered in the amount, however,
there might be some extra expense for some of the zones but minimal.
References were good, not only checked out the ones mentioned, but others and
all were satisfactory. He recommends awarding bid to Owen Mechanical
Services.
Councilmember Simonson commented; make sure units are good name brand
units. He was advised the bid included Carrier equipment.
Mayor Pro-tem Agee stated council would be ready to take action on Tuesday
night.
# 6 Ford Engineering update on Public Works Projects.
Larry Dublin of Ford Engineering was present for the update and passed out
update revision of Schertz Parkway Extension project change order. Among
those items discussed was the elevated storage tank (contractor to meet
schedule). Water Plant is moving right along (7-8% behind), however, have
picked up 7-8% since last period and should have plant on line first of October.
Schertz Parkway reconstruction (contractor is running a month ahead of
schedule). Live Oak Water Distribution line (contractor onsite). Wiederstein water
main (finally at the end of easement acquisition process) andhope to get notice
to bidder next week. Wiederstein/FM 3009-still having discussions with TXDot
(drainage calculations), and also concerns with LCRA. Lower Seguin Road
waterline (bid materials) and negotiation with CPS to move poles. Public Works
will commence construction shortly. FM1518/IH10 south waterline (in the
easement acquisition phase). Dietz Creek FEMA, both lower and upper Channel
(really hot to trot on project, anticipate receiving funds shortly. Tank re-painting
for UC site and Northcliffe (first advertisement for bids was today) to receive bids
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by the 4 of September, and would award bid shortly after that. Lastly, the IRC
Sewer (waiting on easement completion). Mr. Dublin did provided council with a
complete chart of master schedule.
Councilmember Wilenchik noted the Borgfeld Road project wasn't included as
part of the chart schedule, but recalls the project being part of the last update.
What happen to the project? It was noted the project falls under the city's capital
improvement plan (16 million-dollar plan), which also includes several other
projects.
At this time, Johnny Bierschwale, Public Works Director reported on a meeting
with the City of Cibolo, where discussion took place on Borgfeld Road flooding
problem.He stated he was surprised to hear that Cibolo Mayor Belcar would find
the money (146,000) to participate with Schertz (in FEMA program). He briefed
council on a proposed design to have watersheds (West/East Dietz Creek) come
together meet behind the old landfill, which would prevent flooding along Borgfeld
Road (Juarez, Purser and parts of Cibolo).
At this time, Mr. Dublin gave update on the Schertz Parkway Extension contract
status. He noted change orders in the amount of $439,502.53, (original bond
$4,500,000.00). He noted other items (some pending) in the amount of
$60,000.00, saving amounts, land purchases made by the city and available
funds remaining.
There was brief presentation on proposed block to be used along Schertz
Parkway (retaining wall). Council's consensus was to go ahead with purchase of
the wall block. Mr. Marquez noted it was appropriate to take this issue before the
TIF Board for approval, and added he doesn't foresee any problem receiving
approval. He added there is a possibility the expense could be funded by TIF,
leaving funds available for landscaping and other "bumps" that may occur during
the construction process.
In closing, a brief financial update was given on the bond project (water bond of
5million dollars). At last projection the city will be well under the 4.1 million-dollar
mark.
#7 Budget Workshop:
POLICE
Mr. Marquez noted some recommended changes and added that he and Chief
Cantrell are comfortable with these changes, and believe it is a stand fast
approach. He noted line item; motor vehicle was left at $100,000.00 and noted
reason was to continue in the vehicle replacement program. Other line item
changes include; telephone services decrease to $16,000.00, advertising
increase to $200; rental equipment increase to $4,600. There was brief
discussion on other line items such as citizen's police academy and their
importance. It was pointed out the budget is lean, but workable, and would meet
the needs our citizens.
FIRE
Mr. Marquez explained that items cut from the budget were based on the notion
of adding personnel. Many of these cuts were tied to that notion. The budget now
is more state of the road budget. The line item changes include
radio/communication equipment decrease to $4,000, and crime/fire prevention
increase to $1,500.
Mr. Marquez referring to monies received from the City of Cibolo recommends
not taking their money (50,000 paid quarterly) until certain issues are sorted out.
The money is shown in line item (revenue general fund), Cibolo Fire. The City of
Cibolo has serious issues with their reserves; political issues that the City of
Schertz should not be in the middle of. He believes there are legal issues relative
to the City of Cibolo receiving lower insurance rates, because of misrepresenting
service from the City of Schertz. The City of Cibolo is alleging a full service fire
department, which is not factual. It was pointed out that if contract with Cibolo
were cancelled, the City of Schertz would still provide mutual aid to their sister
city.
In brief discussion, Council consensus was to rescind contract with Cibolo within
the time frame, and asked that it be placed as an agenda item for consideration
and action.
EMS
Mr. Marquez stated that the EMS budget was an "adventure". Mr. Marquez noted
that he was pleased with the revenue structure (increase of 10% per capita).
Expenditures were rather conservative, nothing outrageous. Mr. Marquez pointed
out a correction to line item Retirement Reserve (typo). Line item Medicine
shows increase for Dr. Butter's services. Line item; Motor Vehicle increases
$125,000 for purchase of new ambulance. On the issue of bad debt in the
amount of approximately $600,000; the department will go with a collection
agency, only concentrating on non-residents collections. Mr. Marquez noted the
department would be doing it's own billing, and would be canceling contract with
Alexander (billing firm). The budget reflects personnel change to hire billing clerk.
At this time, Mr. Wait, EMS Director briefed council on problem with billing firm
(Alexander), and pointed out the minor moves in personnel that wold take place.
Currently, the department has 21 employees, will go to 22 with the billing clerk.
He emphasized the department would be concentrating on restoring the care that
gave EMS their reputation.
Library
Gail Douglas, Librarian reported a mayor increase in circulation, since playscape
placement. Usage has really increased. One way the library plans to make
money; collect on outstanding fines, which are over $10,000; make personal
telephone calls (campaign), and cut fines in half for those bringing books back to
the library. This approach worked so well in recruiting volunteers for playscape
that they anticipate it works well in collection campaign. Mr. Marquez noted that
the only change to the library budget was to the book budget, otherwise the
budget is straightforward. Council was in agreement.
Public Information
Mr. Marquez noted the budget is straightforward and the biggest expense item
falls under the Printing & Binding, $10,000. The expense covers the yearly mail
out of the newsletter, which are approximately 8,000 units per month. Mr. Wilson,
PIO Director emphasized that communication (to our citizen) is very important
and expense is valid.
Economic Development
Mr. Marquez again noted the EDC budget is pretty straightforward and Amy
Madison, EDC Director was very frugal. Mr. Marquez pointed out line item
Special Events shows an increase, however the money would be made available
from hotel/motel tax, bringing the total to $10,000.
Economic Development Corporation (4b) Revenue & Expenditures
Mr. Marquez briefed council on the revenue total and expenditures having to do
with the EDC and added there are plans to move PIO out of EDC budget. He
mention plan to schedule 4b Board meeting relative to requirement of public
hearing because of money spent out of 4b Board. He would be checking with
City Secretary on requirement.
Mr. Marquez advised council that there would be a review of Fund Balances
before the end of the budget process. At this time, we are just dealing with
current budget.
Before adjournment, there was brief discussion on sidewalk issue along Dietz
Road. It was mentioned that there might not be enough room to comply with ADA
requirement of 5'. Council consensus was to place sidewalk issue on a workshop
agenda.
Another item for council workshop mentioned Councilmember Agee is discussion
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on what council wants to do with free 5week.
Council would like a report on the number of applicants received to date on the
City Manager position.
Councilmember Greenwald passed out a copy of artist rendition of what the
Verizon Tower should look like. The copy is actually the tower in Fort Worth,
Texas. He reminded everyone of Buffalo Valley on Monday night and passed out
copy of proposed basketball financial report and minutes.
He mentioned meeting of the Planning and Zoning Commission on Tuesday
night covered zoning corrections, annexation proposal etc. He made mention of
the Seguin/Schertz Local Government meeting at 1:30 p m in the Police Training
Room.
Dudley Wait, EMS Director mentioned the city web site would be providing web
site address for information on West Nile virus.
# 8 Adjournment
There being no further business to discuss, Mayor Pro-tem Agee adjourned the
meeting at 9:50 p.m.
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Mayor, City of Schertz, Texas
ATTEST:
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Deputy City Secretary, City of Schertz, Texas