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ccwks 09-29-04 COUNCIL - WORKSHOP SESSION WEDNESDAY, SEPTEMEBER 29, 2004 The Schertz City Council convened in workshop session on Wednesday, September 29, 2004 at 7:00 pm 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 City Manager Mark Marquez 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 Salas. 1041 Gettvsbun!: Dr. inquired on Schertz Elementary School zone blinking all day long, is it a malfunction or is it suppose to? He was advised, that Elementary School Zones are required to blink all day. David Richmond. 2921 Bent Tree Dr. inquired on status of (TSAC) speed humps. Is the issue still alive? He was happy to see the City is re-considering the issue. Councilmember Wilenchik, Liaison to TSAC stated the issue is still very much alive, however the process has slowed down, but still on the radarscope. Robert Brockman. 4505 Grand Forest mentioned that the guy from Houston is back. If e was looking for certain streets, such as First Street, FM78 and Randolph Ave. there are no signs for these streets. He was advised the issue is being worked on. He went on and inquired on the following: . Asked how many miles of road does the City have? He believes there is a need for a second street sweeper. He was advised it's a possibility that a street sweeper might be concerned at mid-year; street sweepers are estimated at between $70,000 and $80,000. . Sidewalk at Dietz Road and removal of GVEC poles. He had asked Rita Duprat- Waldo, Customer Service Representative to inquire, and she reported having spoken with representative from GVEC and was told that upon checking status, nothing was found on the roster for removal of poles. He continued saying that he had been informed (a month ago) that the holdup on the sidewalk issue were the poles. #2 Discuss 'Customer First", Mr. Caulkins. At this time, Mayor Baldwin introduced David Caulkins who would like to discuss plan regarding a letter he wrote on "Customer First". Mr. Caulkins is employed with the City of San Antonio and has a similar plan in place. Mr. David Caulkins stated, "Customer First" in his opinion is a quality of life issue. He went on to say that as a Community grows the interactions between residents, and government increases, and expectation of residents and role of government meeting those needs and expectations increase; and it is important that the public sector employee evolve as well. His concern is based on certain amount of evidence that there could be some need for continuance quality improvement in customer service in the City of Schertz. He wishes not to highlight specifics, but believes the City could find ways to help improve on customer service. One-way would be to find out from the residents themselves, "how they feel about the services they are getting". That in itself would be a major step, because city staff would be asking the customer, "How are we doing"? He believes the issue needs to be a public policy discussion, because as the community grows it will become a quality of life issue. Councilmember Simonson stated the feedback issue is worth looking into and possibly come up with option or avenue the City could take. One that he is familiar with: is each Department has a self-mailer questionnaire, which provides continuance feedback. He believes that as City gets bigger it becomes harder to be personal. Councilmember Wilenchik stated that a possibly way might be a surveying residents to find out what type of service does the City provide and if there is a problem. A survey along the lines of including it the Schertz Tales is a possibility. Other possibilities discussed were such items as providing a feedback card as part of the water bill, newsletter, survey on website; pose question to staff to see what the City can come up with. #3 Discuss final reading of Ordinance rezoning 78.14 acres from Predevelopment (PD) to Residential-5 (R-5). There were changes and Council would be ready to consider the matter at Tuesday nights meeting. #4 Discuss first reading of Garage Sales Ordinance. City Manager Marquez advised the Garage Sale Ordinance was been rewritten to contain fee structure to include everyone paying from non-profit organization to profit organizations, HOA, and residents etc. The process becomes a lot simpler, which saves on time and speeds up process. Councilmember Douglas stated that when an Ordinance is being revised he would like to see a copy of current Ordinance to compare changes. He went on to say that he has no problem with permit, however there is no mention that the permit is to be posted. Another issue of concern was number of signs relative to HOA holding a sale with twenty or more participates and only four signs are issued. Referring to fee structure the item of concern is the jump of HOA's paying $50.00; he understanding was that the previous rate of $10.00 permit and $1.00 per sign helped offset cost within the department, thus does not understand the $50 jump. What is the rational? He stated residents are going to believe that the City is trying to make money off garage sales. In his opinion the only issue is tracking of permits. Councilmember Wilenchik asked, why is there a need to permit, why does the City even care about garage sales. It was pointed out that it became issue when some garage sales became permanent fixtures every weekend almost becoming a business. The Ordinance enables the City to monitor, enforce and track those individuals. A question was asked whether the City had a database enabling the City to track the number of garage sales held by individual, etc. It was noted not a database per say, but record of residents issued permits. City Manager Marquez advised there would be some adjustments to Ordinance, based on discussion on signage, permits, etc. This Ordinance is before Council for discussion only; to make sure all issues are considered and covered within the Ordinance. Ordinance would be ready for consideration with changes, additions, etc. as discussed at next Tuesday nights meeting. #5 Update on Church property renovation. City Manager Marquez introduced Mr. Tom Ellis, Architect and Douglas Winnek with Communications Group working on project, who gave presentation on renovation and proposed layout of audio/visual for Council Chambers. Mr. Ellis presented design of Council Chambers relative to outside and inside construction covering; meeting rooms, lobby, restrooms, break room, trophy cases, seating arrangement in Chambers (160 theater type), staff sitting area, and Council seating arrangement. He presented proposals for building roof color and covered such items such as; color proposed within building, carpet, tile, and chair fabric, etc. proposed for use throughout Council Chambers. Other items covered were lighting, LCD sign (in lobby area), ramp leading to podium, as well as canopy construction that would connect both buildings. He asked for Council direction on several samples passed out. Mr. Winnek passed out information on audio/visual proposal and indicated such items as placement of screen that lowers from the ceiling, mentioned control room would be set up to show presentations from DVD, VCR, TV, and there is plan for computer document camera. Council would have recessed monitors that would show what audience is being shown. It was pointed out that the control room would have to be manned by someone trained on operations. Also, voice reinforcement for Council, presenter and staff microphones are planned, as are recommendation on number of microphones, which would be equipped with push to talk button. There is also recommendation for wireless microphones in the room. Lastly, the system will be designed to include complete feed back elimination and have echo free sound throughout the room. It was pointed out that video streaming and archiving is part of the communication system, it will record and distribute City Council meetings. Meetings can be recorded live with no editing and recorded on a PC hard drive or archived to server. The City Secretary could use the program for minutes, and program could be made available to on-line viewers or stored for historical preservation. City Manager Marquez indicated that this particular item is an optional system that would have to be approved by Council. Council thanked Mr. Ellis and Mr. Winnek for their presentation. Mr. Ellis informed Council that project is scheduled to go out for bid (construction) in October and scheduled of occupancy in six months, April 2005. Councilmember Simonson brought up the question about electronic doors. He was advised doors would be handicap accessible. At this time, City Manager Marquez continued by introducing plans and design for the end of the Church property and construction of four ball fields with concession area and went on to explain the design. #6 Discussion regarding sign age and other related matters. City Manager Marquez stated he would touch on the matter briefly and went on to say that because the City has experienced growth not only is signage an issue, but so is management, staffing and the way the City conducts business. Taking into consideration the hour, he is not going to expand on the issue, but will at a later time and reiterated that there would be changes and adjustments throughout the City. #7 Discussion and possible action contract with J.R. Perez for November 2, 2004, Tax Freeze Election. City Manager Marquez stated that the contact before Council is unusual, only because it is out of cycle, however it is pretty much standard. The election would take place along with the Presidential election, however the tax freeze issue would take place at the usual voting place, Community Center. Councilmember Greenwald moved to approve contract with lR. Perez for November 2, 2004 for Tax Freeze Election. Councilmember Agee seconded the motion, which carried with the following votes: AYES: Councilmembers Douglas, Simonson, Agee, Wilenchik and Greenwald NAY: None. #8 Discussion and possible action regarding EMS write-offs. City Manager Marquez stated this is ugly, write-off of approximately 1.2 million dollars. The intent was to request write-off s every quarter, however the number reflects time frame from August 1,2003 to August 31,2004. The thought was to stretch out write-offs softening the blow, however recommends getting it done before the end of the fiscal year. Dudley Wait, EMS Director explained that large portion of write-off is accounts currently with collection agency, (Municipal Services Bureau) MSB, of which accounts (year 2003) have been in collection for sometime. The other item, Miscellaneous Bad Debt Internal is another portion of accounts, which are adjusted for some reason or another such as: negotiating reductions, co-pays, homeless patients and deceased patient not having insurance coverage. Lastly, Contractual Allowables (current fiscal year): are accounts that cannot be collected by law due to accepting Medicare and Medicaid payments. He went on to say that the estimated revenue billed, October 1, 2003 to August 31, 2004 would be approximately 2.2 million dollars and would be a bit higher once September revenue is added. City Manager Marquez recommends the write-offs. It would help clear the amount of the books at the request of the auditor. Councilmember Simonson moved to approve the EMS write-offs as presented. Councilmember Douglas seconded the motion, which carried with the following votes: AYES: Councilmembers Douglas, Simonson, Agee, Wilenchik and Greenwald NAY: None. #9 Discussion regarding Council assignments. City Manager Marquez advised the issue is not an action item, however it's an opportunity for Council to re-Iook assignments and possibly make changes before the fiscal year. Council consensus is to continue Council assignments as they stand. #10 Discussion and possible action regarding Certificate of Convenience and Necessity (CCN). City Manager Marquez stated that San Antonio River Authority (SARA) is planning to build a treatment plant and is asking the City of Schertz to adjust the City's Certificate of Convenience and Necessity (CCN) in order to accommodate the plant. Schertz staff (drainage/sewer personnel) believes it's not a bad idea, due to growth within the City. SARA has applied and the City is responding that there are no objections to proposed CCN. Staff recommends it, because it would probably speed up getting a full sewer service along portions of the IH 10 area, also, the project will not get in the way of the Town Creek project. SARA would be responsible for the sewer services, however the City of Schertz would retain the retail services. Councilmember Agee moved to approve and authorize the City Manager to sign agreement with SARA regarding Certificate of Convenience and Necessity. Councilmember Greenwald seconded the motion, which carried with the following votes: AYES: Councilmembers Douglas, Simonson, Agee, Wilenchik and Greenwald NAY: None. #11 Discuss first reading of an Ordinance Authorizing and Allowing, Under The Act Governing The Texas Municipal Retirement System, "Updated Service Credits" In Said System On an Annual Basis For Service Performed By Qualifying Members of Such System Who At The Effective Date Of The Allowance Are In The Employment Of The City Of Schertz; Providing For Increased Prior And Current Service Annuities For Retirees And Beneficiaries Of Deceased Retirees Of The City: Providing For Increased Municipal Contributions To The Current Service Annuity Reserve At Retirement Of The Employees Of The City; And Establishing An Effective Date For The Ordinance. City Manager Marquez stated that in essence discussions during budget process were to alter the City's match in retirement to 2 to 1. The Ordinance before Council is approving the change. Council would be ready to consider Ordinance at next Tuesday nights meeting. At this time, Council moved to item # 15 on the agenda. #15 EXECUTIVE SESSION: Called under Chapter 551 Texas Government Code, Sub-Section 551.074 Personnel Matters: Evaluation of Municipal Court Judge and Evaluation of City Secretary. An Executive Session was held from 8:48 p.m. to 10:05 p.m. #16 ACTION, if any, on above Executive Session. No action was necessary. #12 Items by City Manager General Announcement . No comments. #13 Items by Council General Announcements Councilmember Douglas Liaison EDC Liaison-Schertz Library Board . No comments. Mayor Pro-tem Simonson 4-B Board Liaison BVY A . No comment. Councilmember Agee 4-B Board Liaison Schertz Housing Authority . Was not present. Councilmember Wilenchik 4-B Board Liaison Schertz Humane Society Liaison HOA Coalition Ex-officio- TSAC . Reported on meeting of the Humane Society held last evemng, where Dr. Rodriguez was in attendance doing some training. . Had a citizen voice concern relative traffic light at four-way intersection of Schertz Parkway/ Aero. Has the issue been discussed and is traffic light warranted. He believes it's a dangerous situation. Councilmember Greenwald added that the situation is dangerous due to school kid drivers not paying attention. The situation is dangerous only at certain times of the day, twenty minutes both morning and afternoon. . Reported that HOA meetings are now subject to the "Open Meeting Act". Councilmember Greenwald 4-B Board Ex-officio P & Z Commission Ex-officio SSLG Corp. Reported on Planning and Zoning Commission meeting of upcoming construction, etc. . Murphy Oil (gas) came in with preliminary plat for Wal-Mart location. . Guadalupe Care Subdivision plans 90 rooms of assisting living facility, adjacent to Mark Roberts (Auto Collision facility) off ofFM3009. . Have received two applications for the soon to be vacant position on the Planning and Zoning Commission. . The Word of Life Fellowship Church was denied variance for sign along Schertz Parkway. . #14 Items by Mayor General Announcements . TML Region 7 fall meeting will be held October 14, 2004 in Castroville starting at 6:30 pm; Cost for those interested in going is $18.00. #17 ADJOURNMENT With no further business, Mayor Baldwin adjourned the meeting at 10: 13 p.m. Mayor, City of Schertz, Texas . , City of Schertz, Texas . 498