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sps 03-23-04 . STRATEGIC PLANNING SESSION MARCH 23, 2004 The Schertz City Council convened in a Strategic Planning Session on TUesday, March 23, 2004 at 7:00 p.m. in the Municipal Complex Conference Room, 1400 Schertz Parkway, Schertz, Texas. Those present were Mayor Hal Baldwin. presiding; Councilmembers Carl Douglas, Steve Simonson, Regiuna Agee, Tony.Wilenchik and Ken Greenwald. Staff present were City Manager Mark Marquez, Asst City Manager John Bierschwale, City Seeretary Norma Althouse, Finance Director JUan Santoya, Police Chief Steve Cantrell, Fire Chief Elroy Friesenhahn, EMS Director DudleyWait, Public Works Director Sam Willoughby, Community Services Director Gail Douglas, Community Development Director Amy Madison, and Public Information Officer James Schindler. . Michael Spain, City Attorney, was also present Two citizens, Robert Brockman of 4505 Grand Forrest and Michael Carpenter of 3616 Calvert were present for the session. Several members of the Planning and Zoning Commission stopped in after their 7:00 p.m. meeting. #1 Call to Order Mayor Baldwin called the meeting to order at 7:00 p.m. . Mr. Marquez provided COUlicil with the details of visitation hours and funeral arrangements for City employee, Karen Choina, who succumbed to cancer. #2 Recap of Infrastructure Projects Mr. Marquez reviewed the list of proposed street and drainage improvements, a copy of which was in Council's packets. They are in order as follows: (1) Borgfeld Road and drainage phase #1 - drainage and upgrade of the street. Estimated cost is $850,000. (2) Upper West Dietz Creek drainage - includes drainage structure at Maske Rd. Estimated cost is $565,000. Mr. Marquez reminded Council a Refunding Resolution is already in place. (3) Deer Haven entryway improvements, which include upgrade of streets and curbs and sidewalks. Estimated cost is $900,000. . (3-B) FM 3009 deceleration lanes. . Estimated cost is $645,000. . (4) Doerr Lane street improvements - City limits to end. Estimated cost is $1,439,500. Mr. Marquez indicated there are some concerns about the Doerr Lane improvements. They are hoping to make some kind of swap with Garden Ridge. Mr. 249 Greenwald added that utilities on both sides and railrOads on both sides would make it . expensive. (5) Aviation Heights drainage improvements - underground storm sewer. Estimated costis $175,000. (6) Road improvements south ofFM 78 and north ofHI-35 rest stop. Estimated cost is $5,500,000. These improvements are under study. A new transportation plan will be coming to City Council. (7) Lone Oak emergency exit The estimated cost is $175,000. These improvements are also under study and being worked on now according to Mr. Marquez. (8) Northcliffe drainage channels - cleanout and reconstruction. Thc estimated cost is. $750,00(}. Mr. Marquez noted thesc improvements are also under study and win hopefully be included in the mid-year budget review.. (9) Woodland Oaks drainage improvements - underground storm sewer from Hidden Grove .to FM 3009 crossing. The estimated cost is $325,000 and is currently under study as reported by Mr. Marquez. He asked Council whlit they do with the field and there was . some discussion on that, but no definitive answer. Mr. Simonson asked if it is under study for cost and was informed that is part of the study. . (10) Maske Road - Live Oak to FM 1518. The estimated cost is $2,27(},OOO. Mr. Marquez advised Council this improvement would come sooner than they imagine. (11) Elbel improvements. The estimated cost is $120,000. Mr. Marquez pointed out part of this is a drain so you won't have a water buildup in the high school parking lot. (12) Upgrade Green Valley Road to City. The estimated cost is $827,000. Mr. Marquez remarked both #11 and #12 would be on the list fur a while. Mr. Wilenchik mentioned they have part of Borgfeld Road torn up. About a year ago they did a plan and this list is identical, although some are under study. Are there any underway? Mr. Marquez answered they have focused on drainage and some of these are beyond the scope of the regular budget. Mr. Wilenchik stressed they need to do something or decide not to do something and go on with something else. Mr. Simonson reminded Council the idea is to prioritize the projects tonight and have the City Manager look into ways to do them. It was proven in 1978 that the drainage channel in Dove Meadows used up every drop of rain. In reviewing priorities from previous years, Mayor Baldwin wondered if they should put a couple of small projects in the mill so it looks like they're doing something. . ,... 250 . Mr. Douglas rcportedthat. regarding drainage ditch weeds, he got involved and took pictures and then the problem was resolved. The worse violation was the City was violating its own ordinances. The City can bite the bullet and do some of these things or ~ more staff which still involves a cost factor. Mr. Marqooz emphasized he has eschewed a band-aid approach to anything. Mayor Baldwin asked the status of Dietz Creek. Mr. Marquez answered CounCIl had passed a refunding Resolution and he is recommending the cost for remodeling improvements to the Church property be added to that. Mr. Wilenchik asked how soon it would be before they finish the area by Borgfeld Road. Mr. Bierschwale answered it is finished, they just need to seed. Mr. Douglas commented that once they prioritize, they could tell Mr. Marquez to go forth and gather options, then do. Mr. Marquez indicated he would look into the best source of funds. . Mayor Baldwin mentioned he thought Mr. Marquez had toW him they received a substantial amount of money from FEMA. What's the status? Mr. Marquez replied it was originally six million donars, but the four million they gave us included everything but Schertz Parkway; What lie's saying is there should be additional funds. Mr. Spain noted they added a project to the projeet, not funds. Mr. Bierschwale said they want to make sure FEMA recoguizes what the City did on Schertz Parkway. There is a possibility of getting up to six million. Mr. Simonson added this might come from unmet needs. We need to keep an eye on it. Mayor Baldwin asked if we're in a box on that. Mr. Marquez answered the worse case scenario is if there's money left over from FEMA, we apply it to the 1&$. Mr. Simonson then asked when we would know and Mr. Marquez replied he's not sure, but probably after FEMA completes their audit. Mr. Simonson noted he has no problem with the capital improvements projects chart. Items 2,5 and 9 - Dietz Creek drainage, Aviation Heights drainage and Woodland Oaks . drainage are all necessary projects. Mr. Wilenchik mentioned that Storm Water was the top priority in 2002/2003. He then questioned project 3-B, FM 3009 Deceleration Lanes and wondered why we're paying for them. Mr.. Marquez stated they probably wouldn't be funded until 200812009 Legislation is in place that would reimburse entities based on traffic counts. . Mr. Douglas inquired if there would be deceleration lanes at PM 3009 and GreenValley Road and Mr. Greenwald replied yes - the developer would put them in. Mr. Simonson indicated he doesn't consider deceleration lanes a high priority. They need to look at the new Comprehensive Land Plan for priorities. Mr. Douglas, wondering when that would be finished, stated they need all the data before they prioritize. Mr. Simonson said when these things come through, the Economic Development people need to let Council know 251 what's in the crystal ball. Mr. Marquez emphasized the streets and internal projects . would get revamped. Mayor Baldwin then noted that Recreational. Facilities and Programs was Priority #2 in 2002/2003. Mr. Marquez commented he doesn't know if attendance at the forums represented the electorate. If they proceed with the remodeling of the Community Center, that will add more offices. Mr. Marquez went on to say that regarding BVY A, four ball fields, a press box, a concession area and restrooms would cost approximately one million dollars. There are also some football and soccer issues. It would cost half a million dollars for two full-courts for basketball. Mayor Baldwin inquired if the new schools didn't take the pressure off for more basketball facilities. Mr. Greenwald replied no beeausc more kids are commensurate with growth. Mr. Douglas stressed they need to put together a sports oomplex. They will just have to bite the bullet. There is a nice one on the way to Kerrville. Mr. Spain added. there is also a nice one in San Marcos. He then inquired if there's any possibility of a joint project between the City and the School District. Mrs. Agee replied there is a funding problem. Mr. Greenwald related that if they put in new ball :fields and rent the old ones out to adult leagues, it would be a cash cow. Mr. Marquez added if they do anything, they need to be prepared to do it all the way. The facilities have to pay for themselves. Mr. Simonson observed that at the moment we arc letting BVY A be our recreational director. City Council needs to think about where they want to go as a City. They need to step up and get some things bui!1;c Mr. Greenwald mentioned they also need a skateboard park. ' . Mr. Douglas suggested putting a proposal together with alternatives. Mr. Marquez said they had floated the idea of a Parks and Recreation Committee. Mr. Wilenchik agreed with Steve Simonson in that they need to do something. They need to do bonds, but you can't do that without a tax raise. There is serious interest out there for more sports facilities Mr. Marquez mentioned they need to come up with fees and programs. Mayor Baldwin suggested putting together a phased plan on how they create a Recreation Department. Mayor Baldwin noted Annexation was priority #3 in 2002/2003. Mr. Marquez used an area map to point out sections where they need to work on annexation and one of those areas was south on 1-10. They need a three-year plan and in the future they will not wait until December to armex. Mayor Baldwin asked if coming up with a plan would cost money and Mr. Marquez answered no, but it would take staff time. Mayor Baldwin then asked how becoming a Home Rule City affects what Cibolo does. . Mr. Marquez replied he does not know. There has, however, been some talk about merging Cibolo with Schertz and they will proceed in that direction until somcone tells 252 . them to stop. There ate enough folks in favor of it that could force the issue now. There is, however, that sense of the loss of community pride, history and tradition. We could possibly add two seats to Council. He hates to gu to Districts. Mayor Baldwin stressed they need to do it quickly. If we wait too long, they will be a Home Rule City, have a new City Hall and have a new high school. Mr. Simonson agreed with the Mayor ~ but our plan goes on without that Mr. Douglas stated we need to :find out or put it to bed. Mayor Baldwin commented Economic Development was priority #4 in 2002/20(}3. Mr. Marquez informed Council the Comprehensive Plan review is going nicely. We need to think about what we do as far as giving new bU$inesses an ineentive to come here. Mrs. Madison agreed, saying Mr. Marqu~ has DellA bugging. her fur a marketing plan. She also mentioned they need to review thelJDC. Mr. Marquez said we need our own . Chamber. Mayor Baldwin remarked City Staff (positions and Employment) was priority #5 in 2002/2003. Mr. Marquez reported they put in the COLA and reinstated the merit system. He is trying for a 2 to 1 retirement ratio. He prides himself in being fair and things will continue to improve. . . Mayor Baldwin noted that Regional Issues was priority #6 in 2002/2003. Mr. Marquez indicated they are trying to get more involved in TML, in the Economic Development Council, and in TMCA. They encourage staff to get involved. Involvement in the County area is problematic. We also have to have some measure of involvement with Ed Kuempel and Jeff Wentworth. Mr. Wait noted the Guadalupe County Commissioners Court has heard from a lot of citizens regarding EMS services. Mr.. Simonson stressed they need to look at sister cities. San Antonio has big plans for 1-10. Ourside of 1604 belongs to San Antonio. Mr. Marquez said it is his sense that San Antonio is not posed east. Mayor Baldwin mentioned he thought maybe Facilities should be a priority, but everyone didn't agree. . #3 Discussion of 4-B activities. Mr. Marquez reminded Council they need to think about how they are going to use 4-B funds. . Mr. Simonson inquired if they can still use them for the Police Department, Fire Department and EMS. Mr. Marquez replied some uses have been eliminated. We can use the funds for rolling stock. 253 Mayor Baldwin asked if they can use 4-8 money to payoff the 4-B debt. Mr. Marquez . answered he had spoken with Mark: McLiney of Southwest Securities and he suggested waiting for ten years. Mr. Greenwald askedif they could use the 4-8 funds to stock EMS facilities. Mr. Spain replied he would check into it. Mayor Baldwin. mentioning the possibility of using the 4-Bfimds furever, asked why pay them off early. . #4 Emergency Communications Requirements. Mr. Marquez mentioned it is difficult tlil get the kind of communications they need and he doubts if 4-B funds can be used for communications equipment. Mrs. Agee suggested h( find out what 4-8 funds can be used for. #5 Uses of Church and Medina properties. Mr. Marquez distributed maps and charts of the church and. Medina properties. Regarding the church, he outlined upcoming expenses and remodeling plans. Regarding the Medina property, Mr. Marquez said the back area has room fur football fields, soccer . fields, a town center behind a retail center, maybe II new library, walking paths, old houses, windmills, etc., and maybe II skateboard park. Mr. Marquez commented that Councj1had already passed a refunding Resolution for additional money for expansion of the Community Center. Mr. Simonson asked if they need to do another Resolution and was told no, just sell the bonds. #6 Setting of Priorities Council had in their packets a Debt Service chart. Mr. Marquez explained it shows a 5% growth rate for five years. Mr. Simonson inquired what the numbers represent and was told by Mr. Marquez they represent growth from today. Mayor Baldwin suggested Mark McLiney see a copy of the chart. Mr. Wilenchik emphasized right now is the time to sell bonds. There was some discussion about this and Mr. Spain recommended Council look to Mark McLiney for his advice. Mr. Marquez indicated this project would be done within 18 months and asked for consensus from Council for the full 4.5 million dollars. Council gave their consensus, with Mr. Greenwald adding only if the numbers work. Mr. Wilenchik asked if this priority is based on cost or importance. Mayor Baldwin answered if they do 4.5 million dollars, it becomes priority #1. Mr. Wilenchik wondered if there's a way to do both, it's hard to prioritize until they see numbers. Mr. Marquez . 254 . thought he should have numbers for them at the next workshop and they should also have the mid-year budget numbers by then. #7 EXECUTIVE SESSION: Called under Chapter 551, Texas Government Code: Sub-Section 551.072 Deliberation regarding real property .Sub-Section 551.087 Deliberation regarding Economic Development. An Executive Session was held from 9:51 p.m. until 10:38 p.m. #8 Action, if any, on above Executive Session. No action was necessary. #9 Adjournment There being no further business to discuss, Mayor Baldwin adjourned the meeting at 10:39 p.m. ~ . ATTEST: ~~ City Secretary, City of Schertz, Texas . 255