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ccwks 05-15-02 CITY COUNCIL WORKSHOP SESSION MAY 15, 2002 The Schertz City Council convened in Special Workshop Session on Wednesday, May 15, 2002 at 7:00 p.m. in the Municipal Complex Conference Room, 1400 Schertz Parkway, Schertz, Texas. Those present were Mayor Hal Baldwin, presiding; Councilmembers Norma Head, Reginna Agee, Tony Wilenchik and Ken Greenwald. Absent: Councilmember Billy Pitts. Staff present were City Manager Dewey P. Cashwell, JT. and City Secretary Norma Althouse. #1 PROCLAMATION Mayor Baldwin welcomed everyone and then asked them to step outside by the flagpole for the presentation of a Proclamation declaring May 15, 2002 as Schertz Law Enforcement Appreciation Day in the City of Schertz. After the presentation, everyone went back inside the Municipal Complex. #2 HEARING OF RESIDENTS Robert Brockman of 4505 Grand Forest inquired if the City still owns the medical building on FM 78. Mayor Baldwin replied the City does not own it, it is owned by Tony Mays. The City has to maintain the property behind it. Mr. Brockman then recommended a four-way Stop sign at Woodland Oaks Drive and Schertz Parkway. #3 Approval and swearing in of Mayor Pro-Tern. Councilmember Billy Pitts, who was scheduled to be approved and sworn in as Mayor Pro-Tern was absent, so this item was postponed until the next meeting. It was then suggested Item #13 on the agenda be moved up for the next item of discussion. Council had no objection. #13 Presentation by Incode CEO on software and possible action on acquisition of software and hardware. Mr. Cashwell advised it had been brought to his attention that the City needs to change their software. He distributed some information provided by Incode and noted in their past dealings with the City, they had kept their promises so far (The municipal court uses Incode software.) He then introduced Dusty Wamble, CEO of Incode, Lee Midkiff, Territory Supervisor, and Brett Cate, Vice-President in charge of marketing. 165 Mr. Wamble gave a brief history of the company, saying they have customers that range from 5,000 to 50,000 in population. They service twenty states and the bulk of those are in Texas. They are adept at growing with a city and he encouraged people from the City of Schertz to call and check out their references. Their turnover ratio in the last ten years has been one-half of one percent. Their software continues to evolve. They build relationships with their customers. Their system is integrated. All accounting operations are theirs. They have approximately 100 employees and their home office is in Lubbock. Mayor Baldwin asked if they had a Y2K problem and was informed they had none. Mr. Cashwell pointed out they stay ahead of issues and regulations. Mrs. Head mentioned they had a recommendation for this system, specifically for tracking purposes, from the City's auditor. Mr. Wamble acknowledged they have thirteen CPA's in their organization. Mr. Cashwell noted, that regarding conversions, Incode does 5 or 6 per month. Mr. Wamble tells him it is doable by the beginning of the new fiscal year. They have, however, never done a conversion from New World and need to get data so they know what to expect. This would be done at their expense. Mayor Baldwin commented they're not taking any action this evening, but he thinks Council can go ahead and commit. Mark Marquez, Business Manager, inquired what the starting date would be. Mr. Wamble replied they think they can make the October 1, 2002 deadline. This would involve training in SeptembeT. Mayor Baldwin suggested putting this item on the agenda next week so they can have some kind of agreement. Mr Cashwell felt that wasn't necessary. He thought the appropriate action would be to give the staff some kind of go ahead. Mayor Baldwin questioned if they can use the same check stock as they have been using. Mr. Wamble answered they should be able to use the current forms for checks. Mr. Wamble then mentioned there is a caveat. The City has a consultant in Dallas who might be of some assistance to them. There may be some costs from Tom Bradford for the City to pay. Mr Greenwald moved to tell the staff to proceed with the acquisition of Incode hardware and software. Mr. Wilenchik seconded the motion, which carried with the following votes: AYES: Council members Head, Agee, Wilenchik and Greenwald. NAYS: None. Mr. Wamble informed Council and the City staff they are welcome to give him a call at any time. 166' At this time Council took a short break. #4 Consider and take action on rental policy for City facilities. Mr. Cashwell reminded Council they have information in their packets regarding rental rates for the Community Center. They typically waive the fees for the school system. They believe the fees are reasonable and if Council desires to change them, then they will address that issue. The Lion's Club gets a discount (their own policies come into effect). The Community Center agreement has been recrafted per Michael Spain. Mayor Baldwin indicated he thinks the fees are reasonable. Mr. Cashwell added they normally represent one-third to two-thirds of the actual cost. That's just a rough estimate. Mr. Wilenchik asked if they are saying that people who reside in the City are getting a break because they live in the City. Mr. Cashwell replied that's correct. Mrs. Agee asked if the event is for profit, is there any difference in the fee. Mr. Cashwell answered they have to provide insurance. Mrs. Agee then stated she doesn't think those making a profit should be charged the same fee. If they're not making enough to cover all the costs, then the taxpayers are supporting it. If it is of benefit to the community, then okay, but if it is for profit, then it's not okay. Mr. Wilenchik asked if there's any rationale for for-profit businesses renting City facilities. Mr. Cashwell answered yes, in some cases. Mayor Baldwin asked if they've ever had anyone rent the facility to promote their own business. Mr Cashwell replied not during his tenure. Mrs Agee then asked about for-profit businesses renting pavilions and Mr. Cashwell replied he had not seen that happen. Mrs. Agee then suggested they need a clean-up fee that takes into consideration the actual clean-up time - not all one rate. Mr. Cashwell advised, that according to Mike DeLeon, Facilities Maintenance Supervisor, the clean-up cost for the teen dances is roughly $247. The Lion's Clubs averages a profit of $2,000 and the average overall cost is $838.50. Mrs. Agee commented the Lion's Club puts money back into the community. Mr. Wilenchik suggested that if we're not getting all our money back, why not just let them use the facility. Mr Cashwell pointed out the Lion's Club has been appointing their own safety officers. Mrs. Agee recommended a better breakdown of the types of organizations that use the facilities. She then asked if the cleaning fee goes back to General Fund or to custodial services. Mr. Cashwell replied it goes to the General Fund. Mayor Baldwin said he doesn't think the clean-up fee is included in the first four hours. Mrs. Agee thought they might consider a one-time application fee and if it's an 167 organization and not an individual, then require they have insurance. Mr Cashwell reminded her the City carries liability on the facilities. Mrs. Head entertained the idea of negating what they charge the Lion's Club. She then asked if they have anyone else using the facilities once a month. Mr Cashwell replied they do not. Mrs. Agee again mentioned the need for a breakdown between for-profit and non-profit users. She recommended different levels. Mr Wilenchik observed if the City builds a new facility, then they can incorporate new fees. Mrs. Agee still felt they need some kind of structure in place now to build on. No specific action was taken on this item. MT. Cashwell commented that what he understands from their discussion is they want a better breakout of the types of users, more categories and the dropping of the rental rate to the Lion's Club Mrs. Head asked Mr Cashwell to write a letter to the Lion's Club explaining Council's decision. #5 Discussion on creation of new City logo. Mr Cashwell distributed a colored logo for Council to see. He stated we want to give folks something recognizable. He has no pride of authorship. He has a neighbor who is a professional and will design a logo for the City at a reasonable price. Mayor Baldwin thought using a professional was a good idea and indicated they need some kind of theme. Mr. Wilenchik noted that since he's been with the City, he has specifically noticed their efforts to preserve trees. Should that theme be incorporated into a logo? Also, we need to think about if we want to change or if we want to establish some type of tradition. He's in favor of establishing tradition. Tony Wilson, Public Information Officer, asked how long the current logo has been in existence. Mr. Marquez answered since 1989. Mrs. Head thought Mr Wilenchik had a good point about tradition. What about changing the colors and keeping the same logo? She was looking at the star on the logo Mr. Cashwell distributed and thought it was a bit presumptuous. Mayor Baldwin thought perhaps they could play around with what they already have and change the colors. Mr. Cashwell mentioned they should make sure the City's name is prominent and they should consider what looks good on a large scale such as an icon for a gateway. Mr. Marquez added they have a term in Economic Development called "branding" which means it should be recognizable and durable. In other words, they should know it's Schertz and they should know it's in Texas. 168 Mr. Cashwell concluded Council feels the current logo is nice and adaptable and the idea is to take it, as it is currently, to a professional and see if he/she can come up with some ideas. #6 RESOLUTION: Discuss Resolution requesting participation in Texas Building and Procurement Commission's Cooperative Purchasing Program. Mayor Baldwin noted this Resolution makes the City legitimate as far as State purchases. He asked Council if they were ready to take action on it at next Tuesday night's meeting. They agreed they were ready. #7 ORDINANCE: Discuss final reading of Ordinance revising Section 18-76, Maximum Limits on Specific Streets. Mr. Cashwell advised Council there is nothing new in this Ordinance. The first reading has been approved and the final reading would be next Tuesday night. Mayor Baldwin asked Council if they were ready to have this included on next Tuesday night's agenda. They agreed they were ready. #8 ORDINANCE: Discuss first reading of Ordinance revising Section 18-75, maximum limits in school zones and Section 18-76, maximum limits on specific streets. Mr. Cashwell reminded Council this Ordinance was recommended by the Transportation Safety Advisory Committee (TSAC) and a copy of their minutes are in Council's packets. There was a brief discussion about whether or not Dietz Road is a County road. Dudley Wait, EMS Director, stated they are looking for uniformity in the ordinances regarding school zones and a time frame for the next school year. Council indicated they were prepared for this item to be included on next Tuesday night's agenda. #9 ORDINANCE: Discuss first reading of Ordinance revising Section 18-32, Stop Intersections. Council expressed their readiness for this item to be included on next Tuesday night's agenda. #10 Consider and take action on purchase of three new EKG heart monitor/defibrillators for EMS. Mr Wait related he is prepared to go ahead with the purchase of three new EKG monitors. They were budgeted and approved for this fiscal year. These monitors will have the capability to perform 12-lead EKG's, regular 3-lead EKG's, and have new 169 technology built into their defibrillators. He had demonstration models with him to show to CounciL Mr. Wait went on to say they had budgeted $50,000 and it appears they will come in at or below cost. This would include a year of maintenance, contracted prices for EKG and defibrillator pads and cables, and batteries and battery support systems. Mr. Wait stated that after discussion with representatives from several vendors and Dr. Butter, he would like to seek approval to make this purchase through a sole source agreement with a single vendor Mr Greenwald moved to approve the purchase of the EKG monitors through a sole source agreement, contingent on the City Attorney's opinion of such an l!fr.......ent. Mr. Wilenchik seconded the motion, which carried with the following votes: AYES: Councilmembers Head, Agee, Wilenchik and Greenwald. NAYS: None. # 11 Discuss awarding bid for Mini-Van. Mr. Cashwell explained they received three bids on a mini-van and are recommending acceptance of the bid from Gillman Honda in the amount of $24,628.46. It has no GIS and no leather interioT. Mrs. Head referred to an extensive article in the Express News by Roddy Stinson regarding the Lincoln Navigator driven by San Antonio Mayor, Ed Garza, and said she doesn't think Schertz needs that kind of heat. Mayor Baldwin asked Council if they were ready for this item to be included on next Tuesday night's agenda and they replied yes. #12 Discuss awarding bid for Lower Seguin Road (Water Improvements) materials only. John Bierschwale, Public Works Director, explained the City had received three bids on this project. It consists of furnishing materials for al'l'<u"imately 9,020 linear feet of water distribution piping, fittings and appurtenances along Lower Seguin Road, west of Aranda Lane. ACT Pipe & Supply submitted the lowest bid in the amount of $65,157.80 and Public Works and Ford Engineering both concur the bid should be awarded to them. Council agreed they were ready for this item to be placed on next Tuesday night's agenda. 170 #14 Discussion on setting policy on self-insurance fund in the general fund reserves. There was a brief discussion on current coverage for vehicles and Mr. Cashwell stated all have a $1,000 deductible. Mayor Baldwin asked what happened to the reserve fund set up for vehicles and wondered if we still need to designate a specific reserve fund. Mrs. Agee indicated probably not as long as we know we need to have a reserve fund balance for vehicles. Mr. Cashwell noted the City has a designated reserve, but it is part of the fund balance. Vijay Jain, Finance Director, reported there have only been a couple of instances where we exceeded the deductible. All Fire Department vehicles, EMS vehicles and Police Department vehicles, two years and newer, are covered. Mr Cashwell pointed out the City also has a vehicle replacement program. Mr Greenwald commented they need anywhere from $50,000 to $100,000 in that fund. Probably the $350,000 now showing is too much. Mayor Baldwin observed it has grown from the interest over the years. Mr. Greenwald mentioned he would feel more comfortable designating $100,000 for vehicles and equipment. The rest of Council agreed. Mr. Marquez asked if Council wants to extend the time of coverage. They decided to leave it the same for right now. #15 EXECUTIVE SESSION: Called under Chapter 551 of the Texas Government Code, Sub-Section 551.071, Consultation with attorney on pending or contemplated litigation. An Executive Session was held from 9'10 p.m. until 10:20 p.m. # 16 Action, if any, on above Executive Session. No action was necessary Before adjournment, several members had comments to make: Mr. Greenwald was appreciative for the list from Guadalupe Valley Hospital regarding distribution of prescription drugs. Mrs. Head asked for an update on the progress of construction of restrooms and water fountains at the Playscape. Mr. Cashwell promised to get back with her on that. Mr. Cashwell reported sending a letter to Northcliffe and Scenic Hills regarding their Volunteer Fire Department. It was explained to them they are welcome to keep their own Volunteer Fire Department, but ifthey do, we can't have them as a first respondeT. Mr Greenwald asked why not go to a board meeting and explain the situation. Mr Cashwell responded they intend to do just that. Mayor Baldwin added it behooves us to train them. 171 Mr. Cashwell noted it is problematic with too many volunteers showing up at fires. Our Fire Department, as a paid entity, has to control our services. Mr. Cashwell then related the City has had a request from the First Baptist Church to place a nativity scene in front of City Hall. He will get with Michael Spain regarding that request. Mayor Baldwin read a letter commending Mr. Cashwell for his support of the Schertz Randolph Neighborhood. #17 ADJOURNMENT There being no further business to discuss, Mayor Baldwin adjourned the meeting at 10:30 p.m. I c;a .~~ Mayor, City of Schertz, Texas ATTEST ~~ City Secretary, City of Schertz, Texas 17Z