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ccwks 05-12-04 COUNCIL - WORKSHOP SESSION WEDNESDAY, MAY 12,2004 The Schertz City Council convened in workshop session on Wednesday, May 12,2004 at 7:00pm in the Municipal Complex Conference Room, 1400 Schertz Parkway, Schertz, Texas. The following members were present: Mayor Hal Baldwin presiding, Councilmembers Carl Douglas, Steve Simonson, Reginna Agee, Tony Wilenchik and Ken Greenwald. Staff members present were Assistant City Manager Johnny Bierschwale and Deputy City Secretary Mary Ybarra. Mayor Baldwin welcomed everyone and called the meeting to order at 7:00 pm. #1 HEARING OF RESIDENTS Robert Brockman. 4505 Grand Forest had the following comments: . Commented on the need of signage at Savannah/Schertz Parkway that right lane must turn right "only". . Advised that lights at Schertz ParkwayIMaske Road were not working. . Reported that at Planning & Zoning meeting last evening discussion on request from Forum Construction (specific use permit) took place and discussion on wood fence (poor shape) took place. He asked if anything was going to be done. He was advised that fence is at the common line (border) and that fence was abandoned. There is 6 inches between the wooded fence and proposed masonry fence, so fence will be replaced with new fencing. Larry Dublin, 541 Ginsberg stated he signed up this evening to speak to Council not as an associate ofFord Engineering but just as a citizen excited on Schertz' Quality of Life bond issue after attended meeting and reading article in Herald newspaper. He would like to commend, congratulate and say how exciting it is to see the "Vision" on where Schertz is going. Mentioned all the exciting things happening in the City and is happy to be part of it. Mayor Baldwin thanked Mr. Dublin for his comments and acknowledged Edmond Ortiz, Herald newspaper for a good job and a fine article. Edmond Ortiz stated he appreciated help form James Schindler, PIO and others for looking over the story making sure his facts were correct. #2 Discuss cancellation of Public Hearing (scheduled for May 18, 2004) on request to rezone 672.62 acres from Residential/Agricultural (RA) to Manufacturing District-Light (M-1) and 20.91 acres from Residential/Agricultural (RA) to General Business along IH-10. Applicant-City of Schertz. Johnny Bierschwale, Assistant City Manager advised that Ms. Amy Madison, Economic Development Director, is present to answer any questions on the issue. He advised an error in property owner notification was found, Margaret Knuepper, property owner (tax roll) was omitted, and in the best interest to be in compliance of the legal process, the public hearing is cancelled until such time that proper notification is done. Property owner notification is based on information acquired from tax roll at the Appraisal District, not physical address of the property. The matter would be scheduled on a future agenda for consideration. Ms. Madison advised that cancellation notice was sent out to those property owners within 200' radius, and Planning and Zoning also called for another public hearing on the Issue. Mayor Baldwin stated concern relative to those individuals reading of the public hearing and not knowing of the cancellation, and showing up for the meeting. It was advised that at posting (agenda), the cancellation notification would be added. #3 Discuss Public Hearing (scheduled for May 18, 2004 on request to rezone 39.737 acres from Predevelopment District (PD) to Residential/Agricultural (RA). Property located south of Borgfeld Road on Gleaming Springs Drive. Applicants Tim Tabbert And Buford Purcer. Johnny Bierschwale, Assistant City Manager advised of no changes and recommends a go ahead on the issue. Council had no comment. #4 Discuss Public Hearing (scheduled May 18, 2004) on a request from Forum Construction Company for a Specific Use Permit at 132 Commercial Place, Block 1, Lot 14, Schertz Business Park to allow construction of a company located in AICUZ. Johnny Bierschwale, Assistant City Manager advised of no changes and recommends a go ahead on the issue. Council had no comment. A brief discussion on fence issue followed at which time it was determined the wood fence (abandoned) would be taken down. Forum Construction would place a permanent masonry fence as required leaving approximately a 4" gap, between the common line. Council agreed the matter would be placed on agenda at Tuesday night's meeting for Public Hearing. #5 Discuss Schertz Emergency Services Building Bid Evaluation. Johnny Bierschwale, Assistant City Manager reported receiving bids, and noted low bidder came in with a base bid of $1,202,500. The alternatives bids came in at $1,142,000, which is still over budget. The bids were very disappointing even after the re-design and re-bid. As it stands the project is over budget from the budget amount of $750,000 dollars to include architectural and furnishing for both EMS and Fire. He went on to say that 1. Mendenhall, Architect is present to explain the bid process and added that one effecting condition was the increase of steel prices. Steel has doubled in price since the first time the project went out for bid. If Council recalls the project was redesigned reducing square footage, parking, roof, etc. These revisions were expected to reduce to approximately $650,000, but with price increase the expected costs were projected to possibly rise to approximately $800,000. However, that was not the case, steel price doubled and other factors changed such as sub-contractor charges. Mr. Mendenhall explained other factor influencing the increase on price. He believes sub- contractors are busier now and are expected to stay busy. Because of this most sub- contractors are now bumping the profit margin to higher rates of 20-25% instead of 5- 8%. The bottom line being they don't need the work. His cost comparison documentation provided to Council explains the areas of expected cost reduction, however there were increases, and mentioned a few such as electrical, site work, etc. All possible deducts were made in the first round, any more would hurt. He went on to say, he suggests meeting with the low bidder and attempt to reduce cost, possibly getting the cost reduced to approximately $800,000. This would only be possible if they were will to cooperate and willingness to work with the City budget. The list of deductions haven't been discussed with appropriate parties, but added many of the deductions are going to hurt. Johnny Bierschwale, Assistant City Manager added that the deductions if made would not include furnishings. Furnishings are a separate issue. He went on to say he's come up with temporary solution if Council so chooses to consider it. With the recent purchase of the Church property, the City has acquired a doublewide mobile home. He proposes utilizing it as a temporary sub -site, until such time that the market calms down or we get a handle on the situation. He is proposing the site house the doublewide, construction of metal building to house an EMS unit and pumper. As the City continues and eventually builds fire station adjacent the sub-station, the doublewide could be moved to the south side of the City and utilized as sub-site in that area, until such time that permanent structure is built. The city is currently working on acquiring some land in area for future fire station. This is only an alternative, numbers would need to be crushed by both Fire Chief and Mr. Mendenhall, and starting with similar design of parking lot the City would be looking at approximately $145,000 dollars. The cost would include moving the doublewide, electrical, and septic system. Possibly three years down the line, possibly the market is better and the temporary site can be moved down south. If it is Council desire to consider this option the temporary site could be built in approximately three months In brief discussion, inquiry of time frame for the construction time (low bidder) was discussed. It was pointed out it would take approximately eight months, furnishing not included. It was suggested that possibly furnishing could be moved to the next fiscal year. Councilmember Greenwald voiced concern relative to promise to Northcliffe area for placement of sub-station that has not happened. His concern is response time to the area. He doesn't see the City going cheap on construction. It was pointed out that the only piece of equipment not at the sub-site would be the ladder truck. Councilmember Greenwald believes the ladder truck is a necessity in the industrial area. Schertz Fire Chief stated that the ladder truck doesn't necessarily need to be the first pIece of equipment on the site. There are pro's and con's with the belief. Another option suggested by Assistant City Manager Bierschwale if so Council desires is to possibly sell of portion of 10 acres (construction site, city owned) to come up with the money. Councilmember Wilenchik believes it isn't a good idea; City owned property should stay City owned and utilized only for City use. He too agrees with Councilmember Greenwald that the City shouldn't go cheap in site construction, however in trying to piece meal the construction he doesn't believe this is the way to go either. He is prone to agree with Mr. Bierschwale suggestion, and wait until the time is right to build the permanent structure. Councilmember Simonson agrees with Mr. Bierschwale suggestion as well as Councilmember Agee. She adds, the City promised to provide the service and it will; however without aesthetics, so the City does what it promised. Mr. 1. Mendenhall suggests contacting low bidder and possibly getting them to get as close to the $850,000 mark and possibly work two options: close to $850,000 without pertinent cuts; and what does $850,000 get us. It was Council consensus to place matter on the next agenda for further discussion giving Mr. Mendenhall the opportunity to make his contacts and possibly have good news on proposal. #6 Discuss Memorandum of Understanding on Automatic Aid. Assistant City Manager Bierschwale explained Automatic Aid by saying that the aid would be provided by those cities's participating, responding to (pre-determined) specific areas on stand-by mode or respond to the actual emergency. It has been tested on several occasions and worked. It's a great program and noted that Chief Friesenhahn has done a great job drafting agreement for automatic aid. It still has to go through city attorney for final draft. Chief Friesenhahn stated that comments by Mr. Bierschwale are correct and added that mutual aid and automatic aid are different in a sense that mutual aid is requested after emergency personnel are at the scene, and automatic aid responds to per-determined areas. Giving anyone City a total of four fire departments responding with approximately 12-14 people at the emergency site. He went on to say that currently ten departments are participating in the program since January 2003; Bracken Vol. Fire; Cibolo Vol. Fire; Converse Fire; Live Oak Fire; Randolph AFB _FD; Schertz Fire & Rescue; Selma Fire; Universal City Fire; Windcrest Fire and Schertz EMS. The intent of program is to dispatch an aid unit to per-determined area automatically upon receipt of emergency call, such as fire alarm in building, smoke scare, etc. At this point the dispatcher has the authority to call upon the entities at the predetermined response districts. The biggest of advantage is speed of mobilization and larger resources. Approximately three engine companies with personnel will respond. The other fire companies from outlying area will move into designated zone areas until emergency is completed. If manpower or aiding unit are not available, the community is notified that no assistance will be given. The cost to the programs is not any more than the original cost of mutual aid. However, there will be future costs. He went on to explain the response districts within the City limits of Schertz, naming aiding entities for each district and fill-in aid entity responding. He explained that the city limit is divided into A-F districts. The participating fire chiefs have approached authorizing body and received favorably response, and would like to know what is status of contract drafted by the City of Schertz. Assistant City Manager Bierschwale stated that the matter is only for discussion this evening, and to possibly get a feel from Council. The program will save money and fire fighters. It's a very unique program. At this time, City Attorney Michael Spain stated that the agreement is in reasonably good shape. The only thing to add would be a liability clause. It was Council consensus to bring back automatic aid agreement for consideration at future agenda. They agreed it was good program. #7 Discuss Community Center Rate Proposal-Gail Douglas. Gail Douglas, Community Service Director passed out cost proposal for the Community Center, and stated the proposal is more of a re-structure of fee's and not an increase. The one thing she would like to do is charge the non-profit organizations something. She is aware of past discussion on the matter, however she points out that every time a non- profit organization comes in, they ask for waive of fee. In conversation with the organizations, they seem to agree on paying something and do away with the approval process, which starts with letter, getting city manager approval, etc. The proposal also takes into account the slower and peak days of the week. She points out that a "Function" has been also added; why does the City have a Community Center and its propose. The proposal is an attachment to current ordinance. If Council so desire it could approve attachment as presented. Councilmember Greenwald inquired if the re-structure covers expenses incurred. He was advised in most cases it does. Councilmember Agee believes the fees are too low. Ms. Douglas was asked to treat homeowners association a stand-alone organization, due to the fact that some are non-profit and some are not, and should fall into different category. It was pointed out that fee paid my Schertz residents during the week is possibly not enough, however if it's the slow part of the week the Community Center is being utilized money is made. Council voiced concern on whether fee is sufficient to pay for expenses incurred. Here, again Ms. Douglas asks, what is the Function? What is the purpose; is the Community Center a moneymaking entity or is it to service the citizens. Regardless, whether the Center is rented or not, the air conditioning is still on, etc. The residents are paying for the center through City taxes and she wants to be fair in the fee that the City charges. Council again voice concern relative to private and profit organizations and whether the fee is enough, which is some cases it wouldn't. Councilmember Douglas commented not having a problem with the proposed structure for the current facility, however for the proposed new facility coming on line yes. He was advised the new facility would have a new fee structure. It was Council consensus to have the issue brought back for consideration after suggestions relayed by Council are taken into count and research on overtime expenses, and administrative time are considered and an average of costs are determined. . #8 Project Update (Town creek Sewer Feasibility Report) by Ford Engineering. At this time, Mayor Baldwin introduced David Dennis, Executive Director of the Cibolo Creek Municipal Authority (CCMA). Mr. Larry Dublin, Ford Engineering explained the feasibility report that was conducted analyzed requirements for providing sewer service in areas such as the Dry Comal Watershed and ultimately in areas north and east of Wiederstein Road. The report shows the potential growth at 15 and 30 years and from the projections the infrastructure for sewer service was developed. Assistant City Manager Johnny Bierschwale commented that because GBRA is no longer in the picture, the City must officially go to CCMA requesting certification of the area. Mr. Dennis commented that currently the City of Cibolo has policy in the place that requires "certain things" for services outside boundary. Mr. Bierschwale stated that for the moment there is nothing else to report only that the project is pressing ahead to try to come up with revenue generator in order to fund the project. It was Council consensus to move ahead and proceed with acquiring dollar figures. #9 Presentation by Dudley Wait, EMS Director. Dudley Wait, EMS Director introduced presentation that was presented to Guadalupe County regarding EMS services covering 200 square miles that has been a existing district for a number of years. The presentation covered issues such as EMS multi- jurisdictional 911, exclusive 911 provider for 8 cities and parts of three unincorporated counties, covered the RFP process; provider experience; selection of employees, new response units; first responder coordinator; and community education. At this time he passed out information on EMS run statistics showing quarterly reports from January 2003 to the first quarter in January 2004. The report covered 911 request for service on average day; patient transports on average day; total billed calls; total cash collected; gross collected; and average response time. The package also included another reports generated by EMS software such as trip count by zip code, trip count by destination, trip count of call by patient age, trip by diagnosis/gender, etc. He went on to say that this weekend (Sunday) there is a first responder picnic at Universal City Park (this year) where time is spent with first responder family etc. During the week of EMS week May 16-22, classes on CPR are taking place, as well as community education classes. The following weekend the 22nd the Annual EMS extravaganza is taking place at the Forum. Everyone is welcomed and formally invited Council to come out. Council thanked Mr. Wait for a very informative report. Good job. At this time, Mayor Baldwin stated Council would go into executive session, and would take a five-minute recess. #13 EXECUTIVE SESSION: Called under Chapter 551 Texas Government Code, Sub-Section 551.073 Personnel Matters: Evaluation of City Manager. An Executive Session was held from 8:51 p.m. to 11 :00 p.m. #14 Action, if any, on above Executive Session Mayor Baldwin stated that evaluation on City Manager is completed and there is no action necessary. #10 Items by Assistant City Manager General Announcement . Reminded everyone of the Northeast Partnership Luncheon, 11 :30 am. . Advised everyone of the Relay of Life scheduled for Friday, however there might be a problem with the weather. . Reported the first 70' of foundation has been laid for Elbel Road Bridge. Schedule target date is the end of July for completion. #11 Items by Council General Announcements Councilmember Douglas Liaison EDC Liaison-Schertz Library Board . Had no comments. Councilmember Simonson 4-B Board Liaison BVY A . Mentioned he was gratefully for signage placement at PID location with City of Schertz logo. . Asked that inquiry be made of possibly acquiring the Old Star-Lite ticket Booth. He was advised it is in the works. Councilmember Agee 4-B Board Liaison Schertz Housing Authority . Had no comments. Councilmember Wilenchik 4-B Board Liaison Schertz Humane Society Liaison HOA Coalition Ex-officio- TSAC . Had no comments. Councilmember Greenwald 4-B Board Ex-officio P & Z Commission Ex-officio SSLG Corp. . Asked that the contract for maintenance on Schertz Parkway be checked and make sure all areas are being covered. #12 Items by Mayor General Announcements . Mentioned receiving a telephone call from a very upset Cibolo City Councilmember (Johnny Sutton) regarding no participate by the City on sidewalk project. He mentioned that after several projects that both City's have worked together, he believed there would have seen some cooperation. Mayor Baldwin mentioned he would have liked to see some cooperation to maintain peace between the Cities. The City has projects coming up that will require participation with Cibolo in the near future such as the sewer project. He is suggesting placing the issue on future agenda for consideration. It was Council consensus to comply a list of projects both cities have worked together on recently and place the matter on agenda workshop session. . #15 ADJOURNMENT With no further business, Mayor Hal Baldwin moved to adjourn the meeting at 11:15 p.m. AITEST: . . (Z~ Mayor, cIty of Schertz, Texas , City of Schertz, Texas 317