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ccswks 03-27-02 COUNCIL SPECIAL WORKSHOP SESSION MARCH 27, 2002 The Schertz City Council convened in Special Workshop Session on Wednesday, March 27, 2002 at 7:00 p.m. in the Municipal Complex Conference Room, 1400 Schertz Parkway, Schertz, Texas. Those present were as follows: Mayor Hal Baldwin, presiding; Councilmembers Norma Head, Billy Pitts, Reginna Agee, Tony Wilenchik and Ken Greenwald. Staff present were City Manager Dewey P. Cashwell, Jr, and City Secretary Norma Althouse. #1 HEARING OF RESIDENTS Robert Brockman of 4505 Grand Forest told Council he would like to see a traffic signal at Schertz Parkway and Wiederstein Road. Robert Salas of 1041 Gettsyburg mentioned that the prices are too high at the Handy Andy Grocery Store. Mayor Baldwin noted that may be a valid comment, but not everyone has transportation to get to HEB. #2 Discuss City of Schertz Fiscal Year 2001 Audit (Oct. 2000 to Sept. 2001) Nancy Vaughan of Armstrong, Vaughan & Associates was present. She reviewed the General Fund Revenues and Expenditures, pointing out the General Fund is very healthy She also reviewed the Water and Sewer and EMS fund totals. After being questioned by Mr. Pitts about why the interest income of EMS was lower than that of Water and Sewer, Ms. Vaughan explained that Water and Sewer has more on deposit than EMS and quite a few of the EMS bills had not been collected. Ms. Vaughan then reviewed the Management Report. She suggested keeping an eye on the EMS collections. She stated she has no disagreement with management - there are good people at the City, but there is a software problem. Reconciliation is done in a timely manner. An inventory was done after the audit, so the process is in place, but the data is not there. The same can be said for accounts receivable. Prenumbered receipts were not available in all cases, but the new procedures are working. The City failed to amend the budget for an ambulance purchase. Waste Management cannot find a receipt for payment and won't respond to the City's request. There were some checks over a year old and several non-active funds for floods. She found no non-compliance with the Investment Policy Mr. Wilenchik asked if there's a particular software system the City should have. Ms. Vaughan replied there are several out there. New World is not window based. Mr Cashwell indicated they are about to pull the plug on New World and go with another vendor that's familiar with Texas procedures. Mayor Baldwin reminded Mr. Cashwell to make sure, when they look at other vendors, they have letters from various cities that say the programs work. 120 Mr. Pitts, noting this was the second year they had been audited by Nancy Vaughan, wondered if something more vigorous may be prudent. There are lower and higher levels of audit. Mayor Baldwin advised Mr. Pitts they had contracted in the past with firms that did a more extensive audit, but they never turned up anything that was worth any money. Any time the Council has a suspicion, they can have a more extensive audit done. Mr. Pitts admitted his opinion is based on turnovers. Mr. Greenwald pointed out depth is what drives the cost. Ms. Vaughan said her firm had been very thorough in financial controls and feels comfortable with the audit. Mayor Baldwin mentioned they have had specifics audited in the past (credit cards) and didn't turn up anything significant. Mayor Baldwin went on to say the Audit Committee reviewed the audit, with the auditor, and they think the City is fiscally in good shape. They have a healthy fund balance. Mrs. Head questioned if new software would be in place before the next audit. Mr Cashwell answered yes - the last transition of software was indelicate. Council agreed they were ready for this item to be included on next Tuesday night's agenda for approval. #3 - EMS Update. Mayor Baldwin complimented EMS Director, Dudley Wait, on an excellent report that was well written. Mr. Wait stated he had very little to add. The AED grant was approved; the child safety seats is a good program; they want to finish financially strong; they need a better plan for accounts receivable; they need a better collection process; they are trying to find a better option for billing; they are securing holes in the territory, i.e., Randolph AFB; and they have a capital expense plan. Mrs. Head commented EMS was wonderful at the Playscape building project. Mr Cashwell commented they are proud of Mr. Wait's accomplishments. Mayor Baldwin added he is glad to see the EMS Department under Mr Wait's guidance. #4 - Update on Schertz/Seguin Local Government Corporation project. Mr. Greenwald and John Bierschwale, Public Wroks Director, collaborated on a brief presentation. A colored map was distributed to Council. Mr. Bierschwale reported Schertz was a previous member of the Canyon Regional Water Authority They looked around and found Crockett Camp. They borrowed Seguin's study and partnered up with Seguin. The Carrizo goes from Arkansas to Mexico and has more water than all of the surface water in Texas. The water is also softer. Mr. Bierschwale went on to say they own approximately 8,000 acres in the green zone. The entire project is 51 million dollars and is 61 % completed. The water for Schertz should be here in August or September. Seguin should get theirs in May. The Corporation is made up of both Schertz and Seguin and each City is paying 50"10. All 121 area cities are interested and that will keep our rates stable. Last year he scheduled three rate increases over a three-year period and is trying to avoid the third increase. Mrs. Agee asked if they are still working on the management aspect and Mr. Bierschwale answered they are looking at their options. Mr. Cashwell mentioned they may outsource the bookkeeping phase of the management. Mr Greenwald remarked our software doesn't match Seguin's, so it would be best to outsource the bookkeeping. Mr. Bierschwale noted they have a 1.1 miUiongallon storage tank in Northclitfe and also have resources in Universal City. The system will be a complete loop system and they plan to help the sister cities of a Marion, Garden Ridge, Selma, Live Oak, Universal City and Randolph AFB. They will have a 50 plus year water supply. Our citizens are getting the best rebate. Mrs. Agee asked if Cibolo is not interested. Mr Bierschwale answered they did not respond with interest to his letter last year. He went on to say the pinks and browns on the map are properties they don't have yet. The light blue are leased properties. They have 16,000 acre feet and their goal is 20,000 acre feet. Mr Greenwald pointed out there are well sites on their properties that are owned, not leased. Mr Bierschwale mentioned theirs is the only plan in Texas that works and has a 50-year water supply It's the most exciting thing that's happened in our history. Mr Wilenchik asked who's on the Board. Mr. Greenwald replied Robin Dwyer is the President (he has to leave if he is elected to an office for which he is running), Ramon Cook is the Vice-President, Jim Wolverton is the Secretary, the other two Directors are Gloria Rivera and Sidney Bauer He and BettY Ann Mathies are the ex-officios. The ex- officios are liaisons to their respective City Councils. Mr. Wilenchik thanked Mr Bierschwale and Mr. Greenwald for their very informative report. He then suggested they plan a trip to take a tour of the land. Mayor Baldwin mentioned they had a good meeting today with other area cities and this is a great project and good for this City. #5 - Discuss designation of health authority to provide emergency assistance. Mr. Cashwell reported he received this document late in December and did a little research on it before bringing it to Council. Mr . Wait stated that prior to 9- I I -0 I, people didn't think about a health authority for lab testing and all those things you have to have in an emergency situation. Dr. Guerra and his folks are a top-notch organization and it is good to have their services available. He suggests approval once it is checked out by the City Attorney. It is very valuable as a resource tool. The City would be under the State Department of Health if they were not under this document. 122 Mr. Pitts asked if it's okay to use these folks wherever something happens in our City limits since we are in three counties. Mr Cashwell replied yes. #6 - Discuss compliance with HB 1445. Mr Cashwell explained that three separate Interlocal Agreements (Guadalupe County, Comal County and Bexar County) would need to be accomplished. He would like to move forward on this. Mr. Spain has drafted a document as our proposal on how we will regulate subdivisions through platting within our ETJ Mr. G.,;,,;,..,,ald mentioned that before all the City had was platting authority. The rules have changed. Mr. Pitts wondered if it would be of merit to have some type of disclosure so people are aware of the new regulations. It seems like a good opportunity to communicate. Mr. Wilenchik asked if the City expects any difficulty with Bexar County Mr. Cashwell replied they have had some dialogue with them, but the City has so little in Bexar County. After stressing that the City needs to control their ETJ's, Mayor Baldwin asked if Council was ready to move forward on this and have it scheduled on next Tuesday night's agenda. They replied they were ready. #7 - Discuss bidding requirements. Mr Cashwell reminded Council they have a letter in their packets from Connie Lock of Fulbright and Jaworski. The letter explains that the Texas Legislature amended Chapter 252 of the Texas Local Government Code, which has to do with competitive bidding and proposal requirements. Previously, a municipality was subject to competitive bidding if they expended more than $15,000. That figure has been raised to $25,000. Also, as far as consideration of various factors in awarding contracts, a municipality no longer has to necessarily go with the lowest bidder, they can take into consideration the best value for the municipality. Mrs. Agee asked if the City has purchasing procedures. Mr Cashwell replied he wished he could say. He does know they don't have central purchasing. 8 - Discuss and take action on following: a. Equipment cost for Fire Dept. ladder truck; and b. Acquisition of a new brush truck for the Fire Dept. a. A letter to Council from Chief Friesenhahn gave them an update on the ladder truck expenditures. During the preparation ofthe FY 2001/2002 budget, a $750,000 line item was included for purclli't\le;Of,a 100-foot aerial ladder platform. Council approved 123 borrowing $750,000 for the purchase. When the vehicle was put out for bid, Ferrara Fire Apparatus responded with the low bid of $6 I 8,704 and the bid was awarded to them. During construction, change orders were submitted to add equipment to the vehicle that was overlooked in the specification process that would make the truck more efficient, or would cost more to install later Those items were a Russmaul Pump Plus Air & Battery Charger ($1,368); Six Aluminum Tool Mounting Boards ($1,500); Six Rechargeable Handlights ($1,032); Two Pair of Wheel Chocks ($210); Change of Lower Warning Lights from Strobe to L.E.D. ($225); and a FireCom Intercom System ($3,768). These figures raised the cost from a projection of $618,704 to an actual cost of $627,307. The original estimate for equipment was $30,000, but the current estimate is $47,000 based on the following: Breathing Apparatus and Equipment ($19,340); Tools, Equipment, Adapters, etc. ($12,263); Fire Hose and Nozzles ($8,108); Powered Equipment ($2,602); Training Material ($1,700); Water Rescue Equipment ($1,500); Radio Equipment ($750); and Medical Equipment $240). That total is $46,503. The shipping costs for these items not yet received are not included in the total. Chief Friesenhahn commented that if the shipping costs are not covered, he will try and get them out of some other line item. Mr Cashwell suggested Council might want to approve the purchase of the equipment including shipping costs. Mr. Greenwald moved to approve the purchase of $46,503 for equipment plus the shipping costs. Mr. Wilenchik seconded the motion, which carried with the following votes: AYES: Councilmembers Head, Pitts, Agee, Wilenchik and Greenwald. NAYS: None. b. The FY 2002/2002 budget, approved by Council, provides $65,000 for the purchase of a new brush fire-fighting vehicle. Two bids were received - American lafrance Gulf Coast for $66,932 and Westex Welding through Wilson Fire Equipment for $80,771. Each bidder also submitted quotes on five options. The recommendation from Chief Friesenhahn is to accept the bid of $66,932 from American LaFrance Golf Coast and add the Tank Vision Guage ($357), FireCom Intercom ($1,666) , and the Front Bumper Sweep Nozzles ($1,301), A mobile radio ($750) is also required and will be purchased separately. The total cost is $70,506 The additional funding ($5,506) above the budgeted amount can come from excess funds in the ladder truck account. Vijay Jain, Finance Director, mentioned they could get approximately $60,000 from the 4-8 Board. 124 Aft6er a brief discussion, Mr. Greenwald )1loved to approve $70,506 for the brush truck, inclusive of all options. Mr. Pitts seconded the motion, which carried with the following votes: AYES: Councilmembers Head, Pitts, Agee, Wilenchik and Greenwald. NAYS: None. #9 - Discuss and take action on bid to remodel lobby of Municipal Building and entrance to Community Center. Mr Cashwell related that when they went out for bids initially, there was no response. The second time around there was one bid from V.W Brooks - $48,000 on the lobby and $15,000 on the Community Center. After some modification, V W. Brooks lowered their bid to $37,647 for the lobby and $11,372 for the Community Center. He is recommending approval of that bid. The modifications, for the lobby, included safety glass versus bullet-proof glass, furniture in place of counter and specialty tops, and some in-house electrical work. Mrs. Head asked if there will be a new outside entrance to the Community Center, and if so, what about safety. Mr. Cashwell replied the main entrance would be locked and Amy Madison, Economic Development Director, would also have a locked door. Mr. Pitts felt that consideration should be given to an electromagnetic lock. This prompted a brief discussion about improvements. Mr Pitts moved to accept the proposal from V W Brooks of $37,647 for improvements to the lobby of the Municipal Complex and of $11,372 for improvements to the Community Center entrance to include a magnetic door lock (which may take possible budget revision). Mr. Greenwald seconded the motion, which carried with the following votes: AYES. Councilmembers Head, Pitts, Agee, Wilenchik and Greenwld. NAYS: None. #10 - Discuss rationale on charging of alarm fees. Mr Cashwell advised Council this item was brought to his attention by Mr. Wilenchik who noted that most insurance companies offer a discount if you have an alarm system. Mr. Wilenchik admitted that most cities charge alarm fees and the City of Schertz fee is fairly nominal. There was discussion about the number of false alarms and why fees were not passed on to those people who have false alarms. Mayor Baldwin commented the current fee for an alarm system is $5.00 per year. Mr. Wilenchik mentioned that when a home is sold, the new owner might not be aware of the ordinance. Each customer is allowed three false 125 alarms before they are charged an additional fee. There are certainly some administrative costs associated with answering false alarms. Mayor Baldwin commented that at $5.00 per year, the fee almost seems like a nuisance fee. Mr. Wilenchik inquired if the City has any record of citizens who have alarm systems and Interim Police Chief, Beverly Todd, answered that unless they come forward, the City doesn't know. They don't have a program that can track that information. Mayor Baldwin asked if a permit is required for an alarm system and City Inspector, Leonard Truitt, answered no. Mr. Wilenchik suggested the possibility of eliminating the allowance ofthree false alarms and making that number zero. Chief Friesenhahn stated that most cities require a permit. Fire Inspector, Glen Outlaw, noted that only commercial establishments here are monitored.. Most new homes do not have alarm systems. that are monitored. Mr. Pitts indicated he has a problem with zero tolerance. He suggested leaving the ordinance on the books and keeping the fee at $5.00 until we get everyone registered. The City needs to get its ducks in a row. When they have accomplished that, it would be more fair to come back and evaluate the fee. Mayor Baldwin said we first need to determine how many alarm systems are in the City. Mr. Wilenchik noted, that at least for newer homes, the builder could probably tell you whether or not a particular home has an alarm system. Mr Wilenchik went on to say they could also eliminate the fee and consider it part of the service provided by the City. Mr. Cashwell pointed out there is an administrative process in keeping track of the alarm systems. Mayor Baldwin felt the City should enforce the ordinance they already have. Mrs. Agee suggested maybe they need to inform the citizens they are going to enforce the ordinance. Mrs. Agee thought maybe the City should develop an escalating fee scale for false alarms. She doesn't have a problem in allowing three false alarms, without a fee, within a one-year period. Mr. Wilenchik commented the object of the fine is to reduce false alarms. Mayor Baldwin wondered if they could enforce a heavy fine for not being registered. Mr. Truitt remarked they could set up an application system like they do for new water accounts. Mr. Bierschwale said that way they could bill the customer. After being asked by the Mayor, the consensus of Council was to enforce the current ordinance and come back at a later time with suggestions. 126 #11- Discuss policies in recruitment of City Management staff. Mayor Baldwin told Council they are being asked to provide some kind of recruitment guidelines. It is something that is not easily budgeted and they need to establish a policy. Mr Pitts thought maybe they should strive to establish a lump sum amount and set up a top cap. Mayor Baldwin said they need to establish the level of staff to which this policy would apply. Mrs. Agee expressed hesitancy to go lower than the City Manager. She felt like the other positions could be filled. These are tax dollars and she is hesitant to use them for that purpose. Mr. Pitts stressed he thinks it can be controlled if they set up a cap. He has no problem in doing that. Mr. Wilenchik agreed with Mr Pitts. He feels they are tying the City Manager's hands if they set the limits too low or don't permit him to go outside the area. Mrs. Agee emphasized that if the person is truly looking for a job, they may be willing to pay their own way Mr. Pitts acknowledged they have no policy at this time. Both the Mayor and Mr. Greenwald commented they have never had this many positions to fill. Mr. Cashwell stated he has been using the internet for the most economical costs. He has been picking candidates up with City cars versus rentals or cabs, and he has been trying to stay local, but you don't always get the best candidates that way. He wants good talent and Dudley Wait is a perfect example of that. Mayor Baldwin stated they need guidelines written by Council and not the City Manager They need to know what expenses they will pay. Mrs. Head asked what precludes them from using the library computer with a camera for interviews. This could narrow down the number of candidates. Looking at people via a tele-conference is a good idea. She doesn't know, though, about department heads. They could probably go with this policy for public safety department heads, but she isn't sure about the other departments. She thinks they should pay for a maximum of two trips. Mayor Baldwin asked if they wanted to set a limit, Mr. Greenwald suggested a $500 limit. Mr Cashwell said in some cases they may need to look at more than two people, perhaps five. Mrs. Head suggested looking at perhaps five people, but only bringing in the top two. Mr. Cashwell stressed that sometimes they look good on paper, but they don't fit. Mayor Baldwin then suggested reimbursing only the candidate that is hired. We don't know that most people wouldn't be willing to pay their way here. He went on to say it's a sad commentary when you can't promote from within. You're losing part of your history if you don't. There is no denying the value of Steve Simonson. Mr. Cashwell agreed. 127 Mr. Cashwell then told Council he will come back with a policy. There will be a $500 limit, he will bring in only the top two candidates, and he will promote from within when possible. Mayor Baldwin asked if the Leisure Services Director had been hired yet and was told they are ready to interview If a candidate is offered the position and declines, then there is no reimbursement. #12 - Discuss personnel recommendation on staffing requirements for mid-year budget. Mr. Cashwell referred to the information provided in the Council packets. They have eliminated the idea of withdrawing from the reserve fund. He is not asking for action this evening, he is only asking for comments. Mrs. Agee asked where false alarm fees would go and Mr. Jain answered to miscellaneous revenue. Mr Cashwell advised the staffing requirements would be part of the mid-year budget. Mr. Pitts asked when that would be and was told it would be next month. Mr. Pitts wondered if there would be a special workshop. Mrs. Agee informed him the mid-year budget adjustments were always discussed at a regularly scheduled workshop meeting. #13 - Discuss staff reorganization. A staff reorganization chart had been included in the Council packets. Mr. Cashwell stated they don't have central purchasing and they need to move in that direction within the Finance Department. Also, they need a Business Manager and he is recommending Mark Marquez for that position. They can no longer afford to have Mr Jain out front. Mr. Marquez is familiar with Human Resources and technology. In regard to Public Works, he has been removing some functions from John Bierschwale. Mr Bierschwale still has the Animal Control facility, but the personnel are now under the Police Department. He would also like to put the Facilities Maintenance Department under Mr Bierschwale. They have previously been under the Asst. City Manager Planning and Community Development will be under the Asst. City Manager. Mr. Cashwell acknowledged the remodeling would make placement of some of these positions possible. Mr. Pitts asked if a comprehensive chart would be available at a future meeting and Mr. Cashwell answered yes. Mrs. Agee commented her idea of a Business Manager means a financial position, but doesn't think that's necessarily true in this case. Mr. Cashwell admitted it's not tied to a title. Mayor Baldwin added it could be whatever the City Manager thinks looks good. 128 Mrs. Agee asked how many employees there are currently in the Facilities Maintenance Department. Mr. Cashwell replied Mike DeLeon and four other employees. Mrs. Agee asked if putting them under John Bierschwale would accomplish their needs and Mr. Cashwell answered he believes so. #14 - Discuss vacation policy. Mr. Cashwell indicated he has reviewed the current policy and feels he should not be the one to decide about other departments. That should be up to the individual department heads. We don't need a use it or lose it situation. Council agreed. At this time Mayor Baldwin asked if anyone had something to bring up before adjournment of the meeting. Mr. Greenwald reminded everyone of the BVY A opening day and parade on Saturday, April 6th. Mrs. Head mentioned the Doggie Dash is this Saturday and also the Easter Egg Hunt at Pickrell Park. Mr. Cashwell announced the Playscape groundbreaking is scheduled for April 14th. Mayor Baldwin had a picture of the Mayors of surrounding cities at the Playscape. He also commented the Herald gave them good coverage on the Playscape. #15 - ADJOURNMENT There being no further business to discuss, Mayor Baldwin adjourned the meeting at 10:21 p.m. ~-,~ Mayor, City~ofSchertz, Texas &-~ ATTEST' ~ll-/LJ .r2ttJ.-'kuJf.-' City Secretary, City of Schertz, Texas 129